2002-01-23
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 January 23, 2002
5 MINUTES
6
7 Board Members Present: Chairman Maria Cameron, Brent Burford, Vice-Chair, Karen
8 Cienki, Linda Study, Debbie Baynard and Marge Zielke
9
10 Board Members Absent: Peggy Firestone
11
12 Staff Members Present: Kevin Hugman, Director of Community Services; and Laura
13 Highlander, Library Administrator
14
15 REGULAR SESSION
16
17 Agenda Item No. 1. Call to Order
18
19 Chair Maria Cameron called the meeting to order at 7:02 p.m.
20
21 REPORTS
22
23 Agenda Item No. 2 Administrative Comments
24
25 Director Kevin Hugman gave the administrative comments.
26
27 Resignation of part-time library clerk Dennis Archambeau - Mr. Hugman
28 presented a letter of resignation from Mr. Archambeau and commented that he
29 was definitely over-qualified for the position in that he possessed a Ph.D. and was
30 a former director of human resources for a large corporation. Mr. Hugman
31 commended Mr. Archambeau's work with the Southlake library and wanted to
32 share his letter with the Board because of Mr. Archambeau's positive comments
33 about his experience in the library. Mr. Archambeau took the position with the
34 City because of his interest in our library, but resigned due to conflicts with his
35 consulting job.
36
37 CONSENT AGENDA
38
39 Agenda Item No 3-A Approval of the minutes of the November 14, 2001 meeting
40
41 A motion was made to approve the minutes as amended.
42 Motion: Cienki
43 Second: Burford
44 Ayes: Baynard, Burford, Cameron, Cienki, Study and Zielke
45 Nays: None
46 Abstention: None
47 Vote: 6-0
January 23, 2002 Library Board Regular Meeting Page I of 6
1 Motion carried.
2
3 ADDITIONAL INFORMATION ON CONSENT ITEMS
4
5 Agenda Item No 3-A Approval of the Library Board meeting minutes of November 14,
6 2001. Ms. Cienki noted that she found an instance in the minutes where an "a" was used
7 instead of an "an."
8
9 REGULAR AGENDA
10
11 Agenda Item No. 4 Public Forum
12
13 Chairman Cameron opened and closed the Public Forum. No one was present to address
14 the Library Board at this meeting.
15
16 Agenda Item No 5-A Discussion: Librarian's Report
17
18 Library Administrator Laura Highlander reviewed the Librarian's Report, which was
19 provided in the meeting packets. Highlights were:
20
21 Circulation/Volunteer Services - 444 library cards were issued during the month
22 of December, creating a year-to-date total of 2,917 cards issued as of December
23 31, 2001. The library received 13 volunteer applications during the month of
24 December. Total volunteer hours were 59.25 from December 1 - 31. There were
25 124 paperback books checked out during December.
26
27 Technical Services - Today Ms. Highlander received notification from Baker &
28 Taylor that 1,057 CD/DVD/VHS cassettes were being shipped. Another 2,500
29 titles will be entered into the system. Currently, Jimi Davis, Adult Services
30 Librarian, has selected an additional 10,416 titles. Baker & Taylor is still sending
31 selection lists and a last batch of selected titles will be mailed the week of
32 February 1St. The first shipment of Phase 2 collection order is expected to arrive
33 mid to late February.
34
35 The periodical shelving mentioned at the last meeting will be provided by Libra-
36 Tech free of charge.
37
38 The server software for the Checkpoint RFID security system has been ordered
39 from Epixtech. Upon installation, Checkpoint will complete the installation and
40 configuration.
41
42 Youth Services - The library continues to hold regular storytimes on Tuesday and
43 Thursday. A special storytime was held with various Southlake firemen on the
44 first three Mondays of the month.
45
46 The Winter Reading Club began on December 1, with a special storytime and a
47 craft, and ran through January 5. Children from the age of 2 through sixth grade
January 23, 2002 Library Board Regular Meeting Page 2 of 6
1 signed up to read 5 books. When their reading logs are returned, they received a
2 coupon for a free mini-scoop of ice cream from Milwaukee Joe's and their name
3 was placed on a snowman to decorate the wall. During December, 129 kids
4 signed up and 34 turned in completed reading logs.
5
6 Staff is continuing to order more books and is already at work planning upcoming
7 programs.
8
9 Adult Services - The library will offer three programs on Israel in late January
10 and early February.
11
12 The adult book discussion group was publicized by placing fliers in the windows
13 of several businesses in Town Square as well as in the library.
14
15 A Women's Page column was submitted for publication in the December 21S`
16 issue of the Southlake Journal.
17
18 Jimi Davis is in charge of updating the library's web page with current programs,
19 the holiday closing and other information.
20
21 Ms. Cienki commented that the "Schedule B" IRS form was not on the shelf or in the IRS
22 form book and suggested that a place card be made for the IRS forms and that the IRS
23 binder be kept at either the circulation or reference desk. Ms. Highlander noted that Jimi
24 Davis has been assisting patrons with accessing the IRS website to help them find their
25 appropriate forms. Patrons pay $.15 per copy. Ms. Highlander also noted that four
26 companies are being considered for the leased public copier. She said they will test two
27 more demonstration copiers before making a final decision.
28
29 Ms. Cienki said she recently received the same comment she had heard previously from a
30 citizen about having the library open on Tuesday night.
31
32 Ms. Highlander addressed Ms. Cienki's comment about audio books and said they have
33 been ordered through Phase 2 with Baker & Taylor and are expected soon.
34
35 Ms. Cienki asked about the status of the donated books and books brought from the
36 Grapevine Library. Mr. Hugman responded to Ms. Cienki and explained the processing
37 and cataloging procedure. He said it is staff's desire to get those items on the shelves as
38 soon as possible and that staff will be processing them at the same time that the new
39 collection items from Baker & Taylor are received. He said it may slow the processing of
40 the Baker & Taylor items, but it was imperative that the donated items be made available
41 to the patrons. Ms. Highlander said several computer books that were in the Grapevine
42 collection would be given priority as far as processing.
43
44 Mr. Burford asked Ms. Highlander how many items were on the shelves or checked out
45 at this time. There are over 16,000 on the shelves.
46
January 23, 2002 Library Board Regular Meeting Page 3 of 6
1 Ms. Cameron commented on the Comment Log Report in their packet and asked about
2 the 12-29-01 note, "Patron needed email access only. When presented with the policy, he
3 replied, `I've never seen any other public library like that' and walked away." Ms.
4 Highlander referenced the internet policy statement that says that e-mails, chat-rooms,
5 chat lines, and news groups will not be available. Mr. Hugman said this came about
6 because of the policy, but he felt it could be revised later. No one will be turned away if
7 they want to check their emails or send emails. That portion of the policy will not be
8 emphasized. He said that he believed the intent of the policy language was that the
9 Library would not establish email accounts for people in the library.
10
11 Another issue related to the email issue was the computer use/Internet policy, which was
12 discussed. The policy states that patrons must present either a library card or driver's
13 license to use the computers. The provision does not allow for the computers to be used
14 by visitors to Southlake that would not be library cardholders. Again, Mr. Hugman said
15 this was an area that would need to be revised. In the meantime, staff would keep notes
16 on the policies for future revisions.
17
18 Ms. Cienki said she noticed that there was still no place card about age
19 restriction/supervision in the youth department. Parents and children are required to sign
20 the computer use policy, which addresses those circumstances, prior to being allowed
21 computer access.
22
23 Library Board members commented about several points found in the "Summarized
24 Policies & Procedures" handout - provision number 5 under "Borrowers Privileges and
25 Responsibilities" and "Study Room Use." The handouts will be reviewed to insure that
26 there is not a discrepancy in the policy and the handout.
27
28 Mr. Hugman checked the library policy on use of the study rooms and said that the policy
29 did state that a current library card must be shown. He asked the Board if they would
30 prefer that provision be changed to say that the study rooms could be used with a valid
31 driver's license? Board members discussed the provision and agreed to apply the policy
32 liberally and overlook that requirement at this time, with the intent that the policy would
33 be revised at a future date.
34
35 Agenda Item No 5-13, Discussion: Friends of Southlake Library Update
36
37 Ms. Baynard gave a brief report stating that FOSL received over $6,000 from the
38 Author's Luncheon event; FOSL recently purchased Violetta for the puppet stage; and
39 that she brought the books that were purchased at the Author's Luncheon - one book
40 from each author. FOSL elections were held in January.
41
42
43 Agenda Item No 5-C Discussion: Southlake Library Foundation Update - Ms.
44 Firestone was not present to give a report.
45
46
47
January 23, 2002 Library Board Regular Meeting Page 4 of 6
I Agenda Item No. 5-D Discussion: NTRLS Update
2
3 Ms. Cienki reported she would attend a NTRLS meeting tomorrow.
4
5 Ms. Study reported on a Leslie Wolf marketing meeting she recently attended in Irving,
6 saying that it was a great meeting and very inspiring. She gathered many ideas and
7 handouts about ways of advertising the library and reviewed her notes for the Board. She
8 talked about the need to identify what the top five priorities for the library would be -
9 customer service, funding, staffing and volunteers, political support and inventory - and
10 talked about suggestions for each area, such as having a monthly events calendar
11 sponsored by businesses, soliciting needed funding from corporations/donors, the need to
12 have consumer and business support, and creating joint ventures with the local
13 bookstores to receive donations. Another area she received information on was about
14 identifying your top challenges and she provided many suggestions. Mr. Hugman asked
15 Ms. Study for a copy of her notes from the meeting.
16
17 Ms. Cienki asked if AARP did any programming for the seniors at the Senior Activities
18 Center? Mr. Hugman will check with Joanne Leek, Community Services Coordinator and
19 will report back to the Board.
20
21 Ms. Baynard suggested that a Library Board member contact the marketing firm that is
22 located in Town Square and see if there is some way they could provide marketing
23 services.
24
25 Agenda Item No 5-E Discussion: Crime Control District presentation
26
27 Crime Control and Prevention District Board member Craig Sturtevant and Police Chief
28 Marlin Price gave the Board a presentation on the %2-cent sales tax funding and upcoming
29 reauthorization election. At the November 26 City Council meeting, the Council
30 approved Resolution No. 01-067, calling the Southlake Crime Control and Prevention
31 District continuation election for February 2002. If approved by voters, the Crime
32 Control and Prevention District sales tax assessment would be re-authorized for an
33 additional 15 years.
34
35 Agenda Item No. 6, Consider No items this agenda.
36
37 Agenda Item No. 7, Other Items
38
39 Library Board members applauded Ms. Cienki when Ms. Cameron presented her with a
40 letter of appreciation for the generous donations the library received from Karen and her
41 husband John, and thanked her for their financial support.
42
43 Agenda Item No. 8, Adjournment
44
45 The board unanimously agreed to adjourn the meeting at 8:06 p.m.
46
47
January 23, 2002 Library Board Regular Meeting Page 5 of 6
e
a
1
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4 Maria Cameron
5 Library Board Chair
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8 aura Hig an er
9 Library Administrator
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January 23, 2002 Library Board Regular Meeting Page 6 of 6