2015-11-18 ` CITY OF
SOUFTHLAKE
SOUTHLAKE LIBRARY BOARD MEETING: November 18, 2015
LOCATION: 1400 Main Street, Southlake, Texas
Southlake Town Hall — 4A
TIME: 6:00 p.m.
SOUTHLAKE LIBRARY BOARD PRESENT: Chair Brenda Flores, Vice-Chair Lori
Burr; Southlake Library Board members Cheri Ross, Kelly Carlson, Lin Lin and Sheeza
Mohsin Dhanani
SOUTHLAKE LIBRARY BOARD ABSENT: None
STAFF PRESENT: Cynthia Pfledderer, City Librarian; Vicky Schiber, Communication
and Marketing Manager; and Candice Edmondson, Deputy Director Community
Services
OTHERS PRESENT:
1. CALL TO ORDER
Library Board Chair Flores called the meeting of the Southlake Library Board to
order at 6:02 p.m.
2. WELCOME
2A. INTRODUCTIONS
Introductions were made by each Board member and staff present.
2B. BOARD RESPONSIBILITIES
City Librarian Pfledderer provided a copy of the Library Board Ordinance to
Board members and described the core responsibilities, including
recommendations to the City Council. If a policy or procedure change is needed,
they will be presented to the Board in advance of recommending to the City
Council. The annual proposed budget is also presented to the Board for review
prior to approval. She said that the Library is an accredited institution and
therefore the Library is eligible for grants, funding and reduced costs. She said
that the State reviews the yearly report that she submits and they will issue the
accreditation if there are no questions. She also mentioned with regard to
attendance, that if you are going to be absent from a meeting, that you notify her
in advance so we can give notice to the other members if there will not be a
quorum.
City of Southlake Values:
Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
Minutes of the November 18, 2015 Southlake Library Board Meeting
Page 2 of 5
3. CONSENT AGENDA
Consent Agenda items are considered to be routine by the Southlake Library
Board and are enacted with one motion. Chair Flores read the consent agenda
item for the record.
3A. APPROVAL OF THE MINUTES FROM THE AUGUST 26, 2015 SOUTHLAKE
LIBRARY BOARD MEETING.
APPROVED
A motion was made to approve the minutes from the August 26, 2015 Southlake
Library Board meeting.
Motion: Burr
Second: Flores
Ayes: Ross, Carlson, Lin and Dhanani
Nays: None
Abstain:
Vote: 6-0
Motion Carried.
4. CONSIDER
4A. OFFICER ELECTIONS
City Librarian Pfledderer stated members can nominate or volunteer for Chair or
Vice-Chair. She was asked what the responsibilities were for the positions. Lori
Burr was nominated for Chair and Cheri Ross for Vice-Chair.
APPROVED
A motion was made to approve the elections of the Southlake Library Board.
Motion: Dhanani
Second: Lin
Ayes: Ross, Carlson, Flores and Burr
Nays: None
Abstain:
Vote: 6-0
Motion Carried.
4B. DECEMBER MEETING
City Librarian Pfledderer said that traditionally the Boards and City Council do not
meet in December, but she said that if the Board would like to meet since they
City of Southlake Values:
Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
Minutes of the November 18, 2015 Southlake Library Board Meeting
Page 3 of 5
are a newly formed Board, they could change the regularly scheduled date of
December 23 to December 16, or the meeting could be cancelled. The Board
decided to meet on December 16.
APPROVED
Motion: Ross
Second: Burr
Ayes: Carlson, Lin, Dhanani and Flores
Nays: None
Abstain:
Vote: 6-0
Motion Carried.
5. REPORTS
5A. LIBRARIAN'S REPORT
Annual Overview of the Library Performance
City Librarian Pfledderer said that the previous year report is reviewed from the
period of October to September (fiscal year). She provided the report which
shows print circulation by collection for this year versus last year and reviewed it
with the Board Members.
5B. Library Statistics
City Librarian Pfledderer provided the Library statistics and said the statistics are
for August, September and October. Circulation is high because summer
months are included and it is an increase from last year. Circulation numbers are
up for the month which includes print and digital combined, and there was also a
14% increase in issuance of Library cards. She mentioned that in demand
materials are a high-priority to have available. She said her goal is to replace
10% materials every year, so that ideally there are no items on the shelves for
more than 10 years. She discussed weeding of materials and the use of Better
World Books. She said numbers are down for late fees since auto-renewals
were implemented.
6. DISCUSSION
6A. HOME FOR THE HOLIDAYS
1. VIP WARMING ZONE
City Librarian Pfledderer invited the Board to Home for the Holidays scheduled
for Saturday, November 21. The Library will have a youth booth and Snoopy will
be in the Square. The VIP event will be at the Marg.
City of Southlake Values:
Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
Minutes of the November 18, 2015 Southlake Library Board Meeting
Page 4 of 5
6B. SUMMER READING SURVEY RESULTS
City Librarian Pfledderer reviewed the survey results with the Board. She
reviewed some of the comments and highlighted a few. She mentioned that the
prize party will be revamped to accommodate with a larger room since this was
one of the concerns. Board Member Dhanani suggested a Family Reading Club
be implemented to encourage family reading in a group setting.
6C. LIBRARY FEASIBILITY STUDY
City Librarian Pfledderer said that the feasibility study will start early 2016 and
the goal is to determine what the Library needs are and what services are
needed long-term. The study will help determine if residents are satisfied with
Library services, space and what Southlake wants for its Library. She mentioned
that one of the concerns she has is that there isn't a designated space for
children's programs.
6D. TSLAC GRANT PROGRAMS
City Librarian Pfledderer said that the Library applied for two grants and both
were awarded by The Texas State Library. One of them is the Southlake Special
Delivery program, aimed to bolster story time with new parents and connect them
with the Library as their child grows. A brochure and a bookmark with
information about the Library will be provided to pediatricians and obstetricians in
Southlake. There will also be a coupon to visit the Library and they will get a free
board book for their child. The other grant received was for small business
workshops through SCORE Ft. Worth, a non-profit organization. Four sessions
are set and are scheduled to start in January with up to 25 attendees or more as
budget allows.
6E. THE MARQ SOUTHLAKE GRAND OPENING
1. Boards and Commissions VIP Event and Open House
City Librarian Pfledderer invited the Board to the Marq Grand Opening event, and
said a RSVP is needed for the event scheduled for December 11, 2015.
7. PUBLIC FORUM
Chair Flores opened the public forum at 7:40 p.m. and asked for anyone wishing
to speak to come forward. There were no public attendees, so the public forum
was closed.
City of Southlake Values:
Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
Minutes of the November 18, 2015 Southlake Library Board Meeting
Page 5 of 5
8. ADJOURNMENT
The meeting was adjourned by Chair Flores at 7:41 p.m.
Attest:
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Lori Burr, Chair Cynthia Pfled erer
City Librarian
A tape recording of this meeting may be requested in the Office of the City Secretary.
City of Southlake Values:
Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork