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*** Official Minutes***
Approved by the Library Board 5/22/02
CITY OF SOUTHLAKE
LIBRARY BOARD MEETING
March 27, 2002
MINUTES
Board Members Present: Chairman Maria Cameron, Vice -Chair Brent Burford,
Karen Cienki, and Linda Study
Board Members Absent: Peggy Firestone, Debbie Baynard and Marge Zielke
Staff Members Present: Kevin Hugman, Director of Community Services and Laura
Highland, Library Administrator
REGULAR SESSION
Agenda Item No. 1. Call to Order
Chair Maria Cameron called the meeting to order at 7:01 p.m.
REPORTS
Agenda Item No. 2. Administrative Comments -- No comments this meeting.
CONSENT AGENDA
Agenda Item No. 3-A. Approval of the minutes of the January 23, 2002 meeting_
A motion was made to approve the minutes as amended.
Motion:
Cienki
Second:
Burford
Ayes:
Burford, Cameron, Cienki, and Study
Nays:
None
Abstention:
None
Vote:
4-0
Motion carried.
March 27, 2002
Page 1 of 6
*** Official Minutes***
Approved by the Library Board 5/22/02
1
2
3 ADDITIONAL INFORMATION ON CONSENT ITEMS
4
5 Agenda Item No. 3-A. Approval of the Library Board meeting minutes of January 23,
6 2002. Ms. Cienki recommended language revision to the minutes on page 3A-3, line 24,
7 regarding the place cards for the IRS forms binder book.
8
9
10 REGULAR AGENDA
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12 Agenda Item No. 4. Public Forum
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14 Chairman Cameron opened and closed the Public Forum. No one was present to address
15 the Library Board at this meeting.
16
17 Agenda Item No. 5-A. Discussion: Circulation of Periodicals
18
19 Chairman Cameron presented this item and asked the Board for their direction. Ms.
20 Cameron brought up the idea in an endeavor to have more materials to circulate to the
21 public. However, after investigating the feasibility of this, there were several issues raised
22 regarding the staff time involved to offer this service and the possible additional costs of
23 replacing damaged or lost items and ordering pre-printed barcodes and protective
24 slipcovers, which would be needed.
25
26 Mr. Hugman commented that staff had not received any requests from residents to check
27 out periodicals, although a survey of ten libraries revealed that four libraries do offer the
28 service.
29
30 It was staff s recommendation to not circulate periodicals at this time but to review the
31 issue again after a year of operation.
32
33 Chairman Cameron agreed with staff and said she felt that was what the community
34 would want.
35
36 There was no further discussion of this item.
37
38 Agenda Item No. 5-B. Discussion: Librarian's Report
39
40 Library Administrator Laura Highlander noted the Librarian's Report, which was
41 provided in the meeting packets and added the following:
42
43 • A patron counter has been installed in the library entrance door. It will
44 count and store the data for up to a year. Staff will include a monthly
45 patron count figure in the Statistical Report that is provided to the Board.
March 27, 2002 Page 2 of 6
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*** Official Minutes***
Approved by the Library Board 5/22/02
The counter will help to identify what the peak and down periods are for
the library.
• Staff received a notification letter of approval for grant funding to cover
an additional RIFD security component for the circulation desk. The
Southlake Newcomers Club awarded the grant to the library.
• FOSL has submitted a check for $325 to the Library to meet adult
programming needs that were identified in a grant proposal prepared by
Jimi Davis after the last FOSL meeting. FOSL is planning to hold a
spring book sale in conjunction with the "Art in the Square" event April
26-28, 2002.
• The Library is accepting donations from the public again.
• An agreement with Lanier has been entered into for a lease copier for
public use. The operating cost to the library will be by the copy - $.0105
per page. Revenues generated from the use of the copier will be put into
the City's General Fund, not the Library budget. The General Fund funds
most of the operating cost of the City's various departments, including the
Library. However, library donations are earmarked specifically for the
library.
• Ms. Highlander attended a Public Librarian's Association Conference in
Phoenix, AZ last month.
Agenda Item No. 5-C. Discussion: Friends of Southlake Library pdate
Ms. Baynard was not present to give a report at this meeting.
Agenda Item No. 5-D. Discussion: Southlake Library Foundation Update
Ms. Firestone was not present to give a report at this meeting.
Agenda Item No. 5-E. Discussion: NTRLS Update
Ms. Cienki reported she had attended a NTRLS meeting in Hurst in January. The
speaker, Florence Mason, talked about revamping NTRLS and presented her
recommendations, primarily about meeting duration and times. The three-year NTRLS
budget did pass although five members opposed it.
Ms. Cienki will not be able to attend the April 18 NTRLS meeting in Denton at City Hall,
but Ms. Highlander will attend in her absence.
March 27, 2002
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*** Official Minutes***
Approved by the Library Board 5/22/02
Agenda Item No. 6-A. Consider: Recommendation of proposed changes to Fee Schedule
for Library Services
Mr. Hugman presented the fee schedule to the Board and asked for their recommendation
to City Council. A copy of the memo from Library Administrator Laura Highlander,
describing the changes and the reasons for proposing a reduction in fees, along with the
section of the fee schedule for Library Services is attached to the minutes for
clarification.
The Board reviewed and discussed the various changes to the extended -use fees, lost card
fees and copier/printout fees presented.
Ms. Cienki was not in favor of the $.10 per day extended -use fee for the books
and suggested keeping the fee at $.25 per day.
Ms. Cameron also felt that the $.25 per day late fee for books was appropriate.
Mr. Hugman asked the Board if they would prefer having a flat fee of $.25 for all
extended -use materials (books, books on cassette, CD, magazines, DVD). He
said that whatever the fee is set at, staff s preference is to have the same late fee
for all materials.
Mr. Burford said that it makes sense to him to have the late fees the same -- $.25
for each item per day, because that is simpler and acts as some nudge, coupled
with a late notice and yet is not too onerous upon the patron as opposed to $1.00
per day.
Ms. Highlander shared her views about fees as a deterrent and said she did not
believe the fine will affect the books being returned to the Library on time.
Over $2,000 has been collected in late fee fines since October.
Ms. Study said she was reluctant to lower the extended -use fee to $.10 and
compared it to what Blockbuster Video charges for their late fees — they charge
the same price as the video rental. She was in favor of keeping the $1.00 per day
late fee for videocassettes/DVD. Ms. Cameron agreed with Ms. Study.
Chairman Cameron said that the City of Dallas has set a maximum fine of $12.50
per item for late materials and suggested that Southlake set a maximum fine of
$25 late fee for all items loaned at a time of issuance (could be one item or many
items). The Library policy does stipulate that the maximum fine for a lost item is
the actual cost of each item.
To be consistent and yet be lenient on the unintentional late fee citizen, Ms. Study
suggested that each late item be addressed separately by the Library
Administrator or Mr. Hugman to determine the fine amount. There is a very
March 27, 2002
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*** Official Minutes***
Approved by the Library Board 5/22/02
important public relation aspect to the fines and a high late fee can cause bad
feelings for a long time. Ms. Study said the Library could offer a one-time a year
amnesty period provision.
Regarding the fee for lost cards, the Board agreed to leave the fee at $2.50 per
card.
Members said they favored the copy fees of $.10 per page with $.25 per color
page copy.
Ms. Cienki commented that she would go with a $1.00 per day late fee for
videocassettes/DVD and $.25 per day per item for all other materials, with a
maximum of $25.00 per checkout incident per day.
Some Board members suggested amending the wording on the late notice mailed
to patrons to say: "Please call to renew your items. Renewing now will stop
further accrual."
A motion was made to keep the [extended -use] fees for DVD/videocassettes at $1.00
per day and other late fees (books, books -on -cassette, CD-ROM, magazines) be $.25
per day; and that lost card fee remain as it is at $2.50; and that the fees on copies be
as proposed by staff at $.10 per page on black and white copies, and if/when we have
a color copier, they be $.25 per page for color copies.
Motion: Burford
Second: Cienki
Ayes: Burford, Cameron, Cienki, and Study
Nays: None
Abstention: None
Vote: 4-0
Motion carried.
Agenda Item No. 7. Other Items
Donation books are being received and placed on the shelves as soon as they are
processed.
Ms. Cameron commented that the Year -to -Date September figures in the Statistical
Report should not be included on the report since that was in the last fiscal year. She
would like to see the total number of materials inventory listed on the Statistical Report
as well as the number of items available on the shelves, divided by type.
Additional story times are being investigated by Library staff members to accommodate
more children.
March 27, 2002 Page 5 of 6
*** Official Minutes***
Approved by the Library Board 5/22/02
1
2 Mr. Hugman responded to Ms. Cienki's inquiry about having AARP programming for
3 seniors at the Senior Activities Center. Mr. Hugman said the City does not offer programs
4 for AARP, but that a group of seniors — the Senior Book Club — meets at the Senior
5 Activity Center. Staff is trying to lure that group over to the Library, however, they prefer
6 to stay at the Senior Center at this time. Jimi Davis has been working with that group and
7 will do some tie-in programming. Library brochures are being placed over there to
8 promote the library more to the senior community.
9
10 The customer satisfaction survey cards are being printed and will be handed out to
11 patrons on an on -going basis; they will replace the current "Comment Log." Ms.
12 Cameron asked if both could be done.
13
14 Ms. Cienki complimented staff on the pictures hanging in the Library.
15
16 Ms. Hugman said that the Library website is being reviewed and there will be some nice
17 enhancements made.
18
19 Agenda Item No. 8. Adjournment
20
21 A motion was made to move to adjourn.
22 Motion: Cienki
23 Second: Burford
24 Ayes: Burford, Cameron, Cienki, and Study
25 Nays: None
26 Abstention: None
27 Vote: 4-0
28 Motion carried.
29
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32
33 Maria Cameron
34 Library Board Chair
35
3 .r
37 aura Hi Ian e
38 Library A nistrator
39
40
41
42 Attachments: Agenda Item No. 5-13, Librarian's Report
43 Agenda Item No. 6-A, Proposed Fee Schedule Changes for Library Services memo
March 27, 2002 Page 6 of 6
City of Southlake, Texas
MEMORANDUM
March 19, 2002
TO: Library Board
FROM: Laura Highlander, Library Administrator
SUBJECT: Librarian's Report for the Month of February
Circulation / Volunteer Services
• We issued 450 library cards in February.
• 79 paperbacks were checked out which was 32 more than January.
• We gained 7 new volunteers in February.
Technical Services
• New MARC records continue to be added to the catalog on a daily basis.
• Nancy has trained several people on entering catalog records and correcting records that
are already in the database.
The number of audio-visual materials added to the collection continues to increase.
Youth Services
• We had our first Family Fun Night (which will occur monthly), on Monday, February 11.
There were a lot of supplies - construction paper, doilies, stickers, ribbon and lace - for
parents and children to make Valentines for their favorite people. Three families
attended.
• We are continuing to see new faces at storytime.
The ordering process with Baker & Taylor continues, with both reading selection lists
and online ordering.
Youth Services is busily preparing for the Summer Reading Club.
Adult Services
• The third program of the "In Touch With Israel" series was held Feb. 7. The attendance
was 28 people, with more children attending this installment than the earlier ones.
• Approximately 100 people attended the Black History Month Cultural Enrichment
Program held in the library February 28. Attendees donated over 40 books to the library.
This program was coordinated by a group of community volunteers.
• The book discussion group held their second meeting and discussed Ahab's Wife by Sena
Jeter Naslund. Four attended the session, which was held at Starbucks. Future meetings
will be held at the Senior Activity Center. The Bonesetter's Daughter by Amy Tan was
selected for the March discussion.
• The first Family Fun Night was held February 11. Three families listened to Valentine
stories and made Valentine cards.
• Jimi and Amy conducted in -services to familiarize staff members with computer sign-up
procedures and the TexShare online databases. This followed the EBSCO training
session Jimi attended February 13 at the Fort Worth Public Library.
5B-1
Library Board
March 19, 2002
Page 2
Mark Harness of Old Town Quilts provided items for the display case near the front door
throughout the month of February.
The February 22 issue of the Southlake Journal published an article featuring the library's
books relating to Women's History Month.
Ordering books from Baker and Taylor's selection lists was still an ongoing and time
consuming project throughout the month.
Other
Comment logs are attached.
5B-2
City of Southlake, Texas
MEMORANDUM
March 22, 2002
TO: Kevin Hugman, Director of Community Services
FROM: Laura Highlander, Library Administrator
SUBJECT: Recommendation of proposed changes to Fee Schedule for Library Services
Action Requested: Board recommendation to City Council regarding changes to fee schedule for
library services related fees.
Background
Information: Annually, the City's fee schedule is reviewed and presented to the City
Council for approval. We would like to review the fee schedule and
proposed changes with the Library Board before taking recommendations to
the City Council. The proposed fee changes are the results of comments
from patrons, staff input, and a survey of area libraries and their fee
schedules. The survey was conducted with area libraries of cities selected by
Sharen Elam, Director of Finance for the City of Southlake. These cities are
the benchmark cities we are comparing all City fees to.
The rationale behind changing the fee schedule include:
■ Of the eleven libraries surveyed (including Southlake), Southlake was
consistently on the higher end for extended -use fees, lost card fees, and
copier / printout fees.
■ Five of the eleven libraries have a flat extended -use fee, no matter what
format the material is in (book, DVD, video, etc). One of the reasons
presented for this was that it usually costs no more (and often less) to
replace a videocassette than a book.
■ Our immediate -neighboring libraries (Grapevine, Coppell, and Keller) all
charge $0.10 for extended -use.
■ Grapevine charges a flat rate of .10/day for all materials. If we are to
eventually enter into an inter -local agreement with Grapevine, consistency
would be favored.
■ For lost cards, only Flower Mound was higher than Southlake (they
charge $3.00). Three libraries charge $2.00, four charge $1.00, one
charges $0.75, and one charges $0.50. Of our neighboring libraries,
Coppell charges $0.75, Keller $0.50, and Grapevine $1.00.
■ Regarding copies, eight libraries charge $0.10 and three charge $0.15
(black & white). For color, Southlake is the highest with $0.35 per page,
with three libraries charging $0.25 and three charging $0.10. (Others do
not offer this service.)
■ Copies will be made using a coin -box attached to the copier. From a
usage standpoint, it is much easier to pay for copies using a dime than
6A-1
Library Board
March 22, 2002
Page 2
L
Financial
Considerations:
Citizen Input/
Board Review:
Legal Review:
Alternatives:
having to pay with a dime and nickel. Also, if someone submits a dollar,
the number of copies would be even.
■ There have been comments made by patrons that our fines are too high.
(Especially when they are used to dealing with Grapevine.)
Not applicable.
Not Applicable
Not Applicable
Alternatives for discussion include:
1. Recommend the changes to the fee schedule as proposed or as altered by
Board.
2. Recommend no changes to current fees.
Supporting
Documents: Proposed Changes to City of Southlake Fee Schedule as shown
IL (bold/strikeout format).
Fee survey information of area cities
Staff
Recommendation: Staff recommends the fee schedule changes as shown.
6A-2
CITY OF SOUTHLAKE FEE SCHEDULE
ACTIVITY FEE
League Fees $2.50 per person per session
Annual memberships
Junior (18 and under) $75.00 (resident)
$100.00 (non-resident)
Adult Individual $200.00(resident)
$225.00 (non-resident)
Family $375.00 (resident)
$425.00 (non-resident)
SECTION VII. Library Services
1. Materials extended use fee
(fee not to exceed cost of the item)
Books
$�5
.10
per day
Books on Cassette
$4-.00
.10
per day
CD
$4-.00
.10
per day
CD-ROM
$4-00
.10
per day
Magazines
$-.25
.10
per day
Videocassettes/DVD
$ AAA
.10
per day
2. Fees
Copies/Computer printout
$45
.10
per page
(including Internet downloads, graphics, CD-ROM
$45
.10
per gFayswle page
product information and personal work)
$-.35
.25
per cff page
Lost card
$2-.50
L00
per card
Non-resident card
$25.00
per card/per year
Section VIII. Fire Service Activities
1. Underground Storage Tanks (UST) $100.00
2. Aboveground Storage Tanks (AGST) $100.00
3. UST and AGST removal or Temporary out of service
4. Changing UST contents
5. Trench Burning - Clearing Land/Rubbish
$50.00
$50.00
$500.00
6A-3
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