2004-01-28
* * 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 January 28, 2004
7
8 MINUTES
9
10 Library Board Members Present - Angelique York, Chair; Jean Ann Hamm, Vice Chair;
I I Peggy Firestone; C. D. Peebles; Penny Pannell.
12
13 Library Board Members Absent - Charlene Wiersum; Liz Jackson.
14
15 Staff Members Present - Kerry McGeath, Library Administrator; Maria Cameron, Public
16 Services Librarian, Jesse Ephraim, Public Services Librarian.
17
18 Agenda Item No. 1, Call to Order - Chair, Angelique York, called the meeting to order at 7:00
19 P.M.
20
21 Agenda Item No. 2A, Introduction of Library Board Members - Mr. McGeath announced that
22 the two board vacancies had been filled. The two new board members will be Charlene
23 Wiersum and Liz Jackson. Neither was able to attend because of prior commitments.
24
25 Agenda Item No. 2B, Agenda Management System for the Library and City Council - John
26 Eaglen spoke about the City's agenda management. Under the new agenda management system,
27 items that the Library Board has approved will be placed on the agenda of the first upcoming
28 Council meeting, facilitating a timely response to the library's needs. Mr. Peebles explained to
29 Mr. Eaglen that last month's motion was intended to reduce the demands placed on the Council's
30 time. Mr. McGeath commented that the new agenda management system makes things more
31 efficient. Mr. Eaglen suggested that by using the consent agenda, the Council will not be overly
32 burdened by minor policy matters. Mr. Eaglen also relayed a message from Billy Campbell, who
33 wants the Library Board to continue regularly to send items to the City Council, so that its
34 members a re k ept a ware o f t he Library a nd i is a ctivities. T he Library Board w ill b enefit b y
35 keeping the Council, the elected legislative body that controls the library, informed through
36 regular communication.
37
38 Agenda Item No. 2C, Follow-Up on North Texas Regional Library System Representative - Mr.
39 McGeath discussed the need to have lay representation at the next System meeting in February,
40 whether or not an actual Lay-Representative has been named.
41
42 Motion to elect Charlene Wiersum as North Texas Regional Library System (NTRLS) Lay-
43 Representative.
44
45 Motion: Peebles
46 Second: Pannell
Southlake Library Board Meeting Minutes - January 28, 2004 Page 1 of 5
* * OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 Ayes York, Hamm, Firestone, Peebles, Pannell
2 Nayes: None
3
4 Motion was approved 5-0.
5
6
7 Agenda Item No. 2D. Librarian's Report -
8 1. Library Statistics: Mr. McGeath reported a number of significant statistics.
9 a. Circulation was up 25%, and traffic was up 23% over the same month last
10 year.
11 b. The library's collection is now over 40,000 items, increased from 29,000 one
12 year ago.
13 c. 250 library cards were issued in the month of December.
14 d. Computer use was up 100% over last year.
15 e. Volunteer hours have increased, largely because the library has communicated
16 to Amber Cartwright, Teen Court Coordinator, that we will take all of the
17 people she sends us.
18 f. Youth Materials now represent 54% and Media represent 23% of total
19 circulation.
20 g. 74% of Youth materials circulated were Easy books.
21 h. Transactions are now up to 31 per hour from 26 per hour.
22
23 2. Library Service Goals: Mr. McGeath developed library Service Goals after being
24 asked by the City Manager to produce a Technology Plan for the library. Using both
25 the Mission statement developed by the Library Board and the Vision statement that
26 followed it, he devised service goals which would give expression to their principles.
27 a. Provide courteous and effective service through a trained and enthusiastic
28 staff.
29 b. Make information resources, materials and programs conveniently accessible.
30 c. Make high-demand, popular materials for all ages available in a variety of
31 formats.
32 d. Provide accurate, timely reference and information services.
33 e. Manage resources and activities effectively to achieve our service goals.
34
35 3. Library Master Action Plan: Mr. McGeath discussed the Plan, which outlines tasks,
36 assignments and due dates, in order to help staff prioritize work and fit it into the
37 work flow.
38
39 4. Library T echnology P Ian: M r. M cGeath d etailed t he p Ian w hich o utlines b oth t he
40 Goals and Strategies for Library Technology in the future.
41
42 Goal 1: To plan and implement equipment replacement and upgrade
43 procedures that are responsive to changing technology and public
44 service needs.
45 Goal 2: To plan for and implement software upgrades and purchases as
46 needed.
Southlake Library Board Meeting Minutes - January 28, 2004 Page 2 of 5
* * OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 Goal 3: To enhance the library's role as a community and city government
2 leader in utilizing technology and technology training.
3 Goal 4: To evaluate and take advantage of appropriate grants, including,
4 but not limited to, private foundations and/or available state and
5 federal grants.
6 Goal 5: To review the current automation system with an eye toward
7 improving workflow and productivity, as well as reducing
8 maintenance and service agreement costs.
9 Goal 6: To further integrate appropriate technologies into the library's
10 public services.
11 Goal 7: To implement automation technology for computer use and fee
12 payment.
13 Goal 8: To implement a technology budget that will support the technology
14 needs of the library.
15 Goal 9: To implement a process of evaluating the library's technology
16 projects.
17 Goal 10: To meet with city's Technical Services staff about library issues
18 and develop action plans related to various issues as they arise.
19 Goal 11: To further develop the library's web-based marketing and
20 information dissemination tools.
21 Goal 12: To enhance the education portion of our mission by providing
22 distance-learning resources for city staff and consumers.
23 Goal 13: To progress on short term tasks and projects related to current
24 outstanding issues.
25
26 CONSENT AGENDA:
27
28 Agenda Item No. 3, Approval of the Minutes from the December 3 2003, Library Board
29 Meeting
30
31 Motion to approve the minutes.
32
33 Motion: Peebles
34 Second: Hamm
35 Ayes York, Hamm, Firestone, Peebles, Pannell
36 Nayes: None
37
38 Motion was approved 5-0.
39
40
41 REGULAR AGENDA:
42
43 Agenda Item No. 4, Public Forum - Chair York opened the public forum at 7:58 p.m. As there
44 were no requests to speak, Chair York closed the public forum at 7:59 p.m.
45
Southlake Library Board Meeting Minutes - January 28, 2004 Page 3 of 5
* * OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
I Agenda Item No. 5A, Recommendation to the Public Art Advisory Committee to accept the
2 donation of a lithograph from Debbie Baynard - John Eaglen discussed the current process for
3 considering art donations and the role of the Public Art Advisory Committee (PAAC). Ms.
4 Pannell, Ms. Firestone and others wanted to give the primary responsibility for art selection to
5 the PAAC, believing that they are better equipped to make decisions to accept or refuse offers of
6 gifts of art. The board, led by Mr. Peebles and Ms. Hamm, felt that the library should designate
7 a place in the library for the P.A.A.C. to display new donations given to the City. It was also
8 widely felt that some brochure and/or letter needed to be created to thank potential donors, make
9 them aware of the city policy and process, and inform them that their gifts may not be accepted.
10
11 Motion that from this point forward, whenever somebody approaches the library with the
12 intent of donating art work, they be advised that the artwork must go through the Public Art
13 Advisory Committee's approval process, and that the PAAC will be charged with where the art
14 shall be placed within the city. Also moved that library staff be instructed to find a location
15 within the library, to be approved by the Public Art Advisory Committee, which is suitable for
16 the display of artwork donated to the city.
17
18 Motion: Peebles
19 Second: Pannell
20 Ayes Hamm, Firestone, Peebles, Pannell
21 Nayes: None
22
23 Motion was approved 4-0.
24
25
26 Agenda Item No. 5B, Recommendation to the City Council to revise the Southlake Public
27 Library's Replacement Cost for Lost and Damaged Items Policy with regard to reducing the
28 processing fee. - Mr. Pebbles asked if there are differences in processing costs between the
29 various media. Mr. McGeath told him that there is virtually no difference in processing costs
30 and that the discount the library receives on book purchases covers the processing costs. Mr.
31 Peebles suggested that the money involved was so insignificant that the processing fee could be
32 eliminated entirely.
33
34 Motion to eliminate the processing fee for lost and damaged books.
35
36 Motion: Firestone
37 Second: Pannell
38 Ayes York, Firestone, Peebles, Pannell
39 Nayes: None
40
41 Motion was approved 4-0.
42
43
44 Agenda Item No. 5C Recommendation to the City Council to revise the Loan Lengths Policy by
45 removing the restriction on renewing New Materials and Books on Tape - Mr. Peebles stated he
46 thinks that books should be back on the shelves at the end of one loan period; Fort Worth has a
Southlake Library Board Meeting Minutes - January 28, 2004 Page 4 of 5
* * OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 much more restrictive policy for new books. Mr. McGeath says that it is time consuming to
2 administer the policy as currently written. When another patron has placed a reserve on a book,
3 the book will not be renewed by library staff. The reason that the materials are not on the shelf
4 to browse is that the items have been loaned to patrons on the reserve list. If the demand is high,
5 the library purchases additional copies to meet the demand.
6
7 Motion to allow renewals on items with no holds.
8
9 Motion: Firestone
10 Second: Pannell
11 Ayes York, Firestone, Peebles, Pannell
12 Nayes: None
13
14 Motion was approved 4-0.
15
16
17 Agenda Item No. 6B, Friends of the Southlake Public Library Update - Ms. York reported that
18 an Eagle Scout candidate, Shawn Smith of Boy Scout Troop 254, would be collecting books to
19 donate to the library. He has been delivering bags and fliers in various neighborhoods.
20
21
22 Agenda Item No. 6C, North Texas Regional Library System Update - There was no report
23 provided on this agenda item.
24
25
26 Agenda Item No. 7, Other Items -
27
28 Motion to c ontinue t o s ubmit to City Council recommendations t o c hange t he p olicies a nd
29 procedures as deemed necessary by the Library Board.
30
31 Motion: Pebbles
32 Second: York
33 Ayes York, Firestone, Peebles, Pannell
34 Nayes: None
35
36 Motion was approved 4-0.
37
38
39 Agenda Item No. 9, Adjourn - Chair York adjourned the meeting at 8:49 p.m.
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41
42 AT
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45 An &*eY rk, a
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