2004-05-26
C IF
FICIAL REM:
' * * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
I SOUTHAKE PUBLIC LIBRARY BOARD MEETING
2 Southlake Public Library
3 1400 Main Street, Suite 130
4 Southlake, Texas 76092
5
6 May 26, 2004
7
8 MINUTES
9
10 Library Board Members Present -C D. Peebles; Penny Pannell; Charlene Wiersum; Liz
11 Jackson. Peggy Firestone.
12
13 Library Board Members Absent - Angelique York, Chair; Jean Ann Hamm, Vice Chair;
14
15 Staff Members Present -Kerry McGeath, Library Administrator
16
17 Agenda Item No. 1, Call to Order - Acting Chair, C.D. Peebles, called the meeting to order at
18 7:00 p.m.
19
20 Agenda Item No. 2A Librarian's Report -
21 1. Library Statistics: Mr. McGeath reported that Circulation for April was up 42%, 26%
22 for the year. Traffic was up 44% for the month. We have more people checking out
23 more books. With more people coming to the Library all of the numbers are going up,
24 reference questions, Volunteers etc... It was also indicated that Storytimes have been
25 down for the last couple of months, but are up for the year in total. The trend for May
26 to date was much more positive. The Library will research why the Storytimes are
27 down. C.D. indicated that the library should have some comment or survey cards
28 available to help find out why attendance is down. Mr. McGeath discussed the up tick
29 in Volunteer hours and how we have coordinated with NCL among others.
30
31 2. Library Update: Mr. McGeath indicated that all staff would be cross trained and be
32 able to help with the Summer Reading Club sign ups and dispensing the awards. It
33 was also indicated that the majority of prizes were donated by area businesses. The
34 Summer Reading Club programs for the summer were discussed. It was indicated that
35 we went to three of the area grade schools to promote the Summer Reading Club, and
36 that we sent flyers to all of the CISD grade schools in their packets. Mr. McGeath
37 indicated that he thought we would have a huge crowd for summer reading, as a result
38 of the limited marketing that the library was able to produce. The possibility of an
39 inside book drop was indicated. Charlene Weirsum indicated that there was no sign
40 inside about the bookdrops outside. Mr. McGeath also spoke of the Masterworks
41 programs and that the library would handle 4 programs through the fall and winter.
42
43
44 CONSENT AGENDA:
45
46 Agenda Item No. 3, Approval of the Minutes from the December 3 2003 Library Board Meeting
Southlake Library Board Meeting Minutes - May 26, 2004 Page 1 of 4
* * OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1
2 Motion to approve the minutes.
3
4 Motion: Peebles
5 Second: Jackson
6 Ayes Firestone, Pannell, Wiersum
7 Nayes: None
8
9 Motion was approved 5-0.
10
11
12 REGULAR AGENDA:
13
14 Agenda Item No. 4, Public Forum - Acting Chair Peebles opened the public forum at 7:40 p.m.
15 As there were no requests to speak, Acting Chair Pebbles closed the public forum at 7:41 p.m.
16
17
18 Agenda Item No. 5A, Items for Consideration Library proposed budget - Mr. McGeath
19 presented the proposed budget to the Library Board for their recommendation. Questions were
20 asked about the amount of staff that was needed. McGeath indicated that hiring one more part
21 timer will allow us to open Sunday Hours. The top priority is to me make sure we maintain the
22 Collection Development Budget. McGeath said that we would prove our case in the Budget
23 process and hopefully it would work out upon presentation to the CMO and then to the City
24 Council.
25
26 Motion to approve Agenda Item 5A - the Library's Budget as proposed.
27
28 Motion: Pannell
29 Second: Wiersum
30 Ayes Firestone, Peebles, Jackson
31 Nayes: None
32
33 Motion was approved 5-0.
34
35 Agenda Item No. 513, Items for Consideration addition of four service hours - Jackson asked
36 when the proposed new hours would take place. Mr. McGeath indicated that it would be in the
37 beginning of the fiscal year.
38
39 Motion to approve Agenda Item 5B - the Library's Budget as proposed.
40
41 Motion: Jackson
42 Second: Firestone
43 Ayes Pannell, Peebles, Wiersum
44 Nayes: None
45
46 Motion was approved 5-0.
Southlake Library Board Meeting Minutes - May 26, 2004 Page 2 of 4
* * OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1
2
3 Agenda Item No. 5C, Items for Consideration Computer Use Policy Recommendation - Staff
4 recommendation includes changes related to enforcement issues. Peebles indicated that the
5 Board was happy with the staff position in this regard. Peebles said that the important issue was
6 related to computer use and access. McGeath indicated that most of those that do not have library
7 cards that utilize the computer resources most are employed in Town Square or are Nanny's and
8 Au Paires employed by S outhlake residents. The individuals do contribute to the economy of
9 Southlake, and work for Southlake businesses. It is also an issue that area libraries make
10 electronic resources available to all and it would create a situation by which we did not
11 reciprocate with are libraries, therefore impacting on our residents when they are out of
12 Southlake. Peebles asked if it would cost $25.00 for a non-resident to use our electronic
13 resources. Peebles indicated he was not concerned with use of the resources, but mainly with
14 staff time necessary to sign people up to use the computer. Staff indicated that staff time to sign
15 up is reasonable at this time. Weirsum indicated that there may be a possibility of having a card
16 for $10.00 or so to allow access to the computers. Firestone indicated that as a public library that
17 we should allow access for free until it becomes an issue. Staff indicated that the issue could be
18 tabled pending further review. Peebles indicated that it would be a paperwork problem in getting
19 computer users. McGeath indicated that we could have a temporary computer card, and that we
20 would need some flexibility in particular situations. Board members indicated that they felt the
21 library should allow free access to electronic resources. Pannell indicated that we could revisit
22 the process later if need be. Peebles said the computer lab agreement still needs to be filled out if
23 not a library member, but non-residents should be allowed to utilize the resources. Jackson
24 indicated that if we do not require a library card to read magazines or study in the library then we
25 should not require one to use the electronic resources. Peebles indicated the following changes in
26 the Policy. Use computers for a time period determined by staff. To use the computer the
27 customer must indicate acceptance of the computer lab agreement. Get rid of # 2 in the policy
28 and make #3 by #2. Pebbles indicated a concern about children under 12. McGeath indicated that
29 kids under 12 parents need to be with them, and they could not use the adult computers.
30 Weirsum indicated that we just need to indicate that all children under 12 sign in before using the
31 computers. Peebles also indicated we need to change the wording about loading software, by
32 indicating that no "executable" files be allowed to be placed on the machines. Pebbles moves
33 that the Board moves forward in recommending the Computer Use Policy to the City Council as
34 recommended by staff and the revised February 3rd of 2004 Computer Use Policy with the
35 following changes: 1. reworded to state "to use the computer customers indicate acceptance of
36 the computer use agreement". No 2 is eliminated, number 3 is renumbered 2. Number one -
37 eliminate the redundant coma, and the words "non cardholders must sign in at the reference
38 desk". Item two re-worded "customers will be able to utilize computers for a period of time to be
39 determined by staff. Number 3 is eliminated and #9 word "executable" is included with the word
40 software.
41
42 Motion to approve Agenda Item SC - Computer Use Policy Recommendation.
43
44 Motion: Peebles
45 Second: Firestone
46 Ayes Jackson, Wiersum, Pannell
Southlake Library Board Meeting Minutes - May 26, 2004 Page 3 of 4
* * OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 Nayes: None
2
3 Motion was approved 5-0
4
5
6
7 Agenda Item No. 6A, Discussion related to increasing the number of overdue notices to send out,
8 and frequency of mailing-- McGeath indicated that staff would like to increase the frequency of
9 notices in ailed o ut t o a llow u s t o r etrieve in aterials in ore q uickly b y n otifying t hose t hat h ad
10 materials out past their due dates more quickly and adjust the period between each of the notices
11 sent out
12
13
14 Agenda Item No. 613, Change fines for books on Tape/CD to reflect book fine of 25 cents - Staff
15 has indicated that we had changed the status of Books-on Tape/CD to that of a book (2 week
16 checkouts), but we had neglected to change the fee structure to include 25 cent per day fines.
17 Staff is making the change now to see how circulation is affected, and will then bring the topic
18 back to the Board for recommendation at a later date.
19
20 Agenda Item No. 6C, Friends of the Southlake Library Update - Nothing to report at this time.
21
22 Agenda Item No. 6D, North Texas Regional Library System Update - Nothing to report at this
23 time.
24
25
26 Agenda Item No. 7, Other Items -
27
28
29 Agenda Item No. 8, Adjourn - Acting Chair Peebles adjourned the meeting at 8:30 p.m.
30
31
32 ATTEST:
33
34
35 Je Anne Hamm, Vice Chair
Southlake Library Board Meeting Minutes - May 26, 2004 Page 4 of 4