2018-03-28 LB MinutesCITY OF
SOUTHLAKE
SOUTHLAKE LIBRARY BOARD MEETING: March 28, 2018
LOCATION: 1400 Main Street, Southlake, Texas
Southlake Town Hall — 4A
TIME: 6:02 p.m.
SOUTHLAKE LIBRARY BOARD PRESENT: Southlake Library Board Members Chair
Kelly Carlson, Library Board Members Lori Burr, Katherine Bennett, Cheri Ross, and
Chaya Bharath
SOUTHLAKE LIBRARY BOARD ABSENT: Curtis Green and Sheeza Mohsin,
Dhanani
STAFF PRESENT: Ben Thatcher, Assistant City Manager and Cynthia Pfledderer, City
Librarian
OTHERS PRESENT: None
1. CALL TO ORDER
2. CONSENT
Consent Agenda items are considered to be routine by the Southlake Library
Board and are enacted with one motion.
2A. APPROVAL OF THE MINUTES FROM THE JANUARY 24, 2018 SOUTHLAKE
LIBRARY BOARD MEETING.
APPROVED
A motion was made to approve the minutes from the January 24, 2018 Southlake
Library Board meeting.
Motion:
Carlson
Second:
Bennett
Ayes:
Burr and Bharath
Nays:
None
Abstain:
None
Vote:
4-0
Motion Carried.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the January 24, 2018 Southlake Library Board Meeting
Page 2 of 4
3. DISCUSSION
3A. Future of the Library
Assistant City Manager, Ben Thatcher began his report by thanking the Board
members for serving the City. The new development at Carillon is moving
forward and includes plans for a new Public Library. He discussed information
obtained from focus group discussions and a Library Site Analysis Survey, which
was completed in 2016 by Hidell and Associates. The Southlake Library is
located on the first floor of City Hall and offers a 10,240 sqft space. He reviewed
the options, which have been considered with regard to Library layout, including
remodeling space within Town Hall or a new building option. The survey showed
the following factors were concerns among the community: parking availability,
collection size, small business resources, tween area, more seating, natural
lighting, more programing areas, as well as others.
Following the Hidell and Associates Study, an independent developer,
O'Brien Architects, approached the City about the development at Carillon. The
option of a standalone building design for the Library proposed by the Carillon
developers, would offer a 60,000 sqft space. The space would include a single
floor Library with access to adjacent parking, natural lighting, and drive up book
drops. The upper floor is being considered as a public arts facility. This project is
expected to cost approximately 15 million, without land cost. The City currently
has $200,000- $300,000 set aside from last year's budget to go toward this cost.
The presentation given by the Carillon developers in 2017 included a breakdown
of development design options, which included a new Library facility. Assistant
City Manager Thatcher discussed the issue of City costs in relation to the new
development, such as public roads and maintenance, as well as the costs to
cover the additional park included in the project. The City is hoping to come to an
agreement about the development plan by July, 2018. The Library Board is to act
in advisory capacity to the City Council on all matters pertaining to Library facility,
planning and programming. If the plan is approved, the Library Board will be
brought in to advise on the Library facility development. Board Member Bharath
asked questions about the role of the Library Board in regard to general Library
operations. City Librarian Pfledderer explained the Library Board is an advisory
board to the City Council for decision making in regard to Library matters.
313. Citizen Satisfaction Survey
Assistant City Manager Thatcher noted that this year's Citizen Satisfaction
Survey received 1,100 responses, the most responses received for this survey to
date. These numbers meet the standard to make the survey results statistically
accurate. Nine out ten citizens report being satisfied with City services, this is in
line with all surveys from the past ten years. The survey is conducted with a five
point scale. The survey shows a decrease in achieving the highest standards of
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the January 24, 2018 Southlake Library Board Meeting
Page 3of4
safety and security. Traffic issues are a continuous problem. He discussed the
top ten important services and how satisfied citizens are with these services. A
total of 82% of citizens surveyed stated that Library services are important and
76% of these people are satisfied with Library services, leaving a 6% gap
between importance and satisfaction. The City's goal is to get these gaps under
20% for all services. Board Members discussed issue of the sidewalk gap issue
in the City. City Librarian Pfledderer invited Board Members to give her any ideas
they might have about potential Library additions for her to include in her
upcoming report outlining the resources and program the Library hopes to offer
through a new facility.
4. REPORTS
City Librarian Pfledderer gave an overview of the monthly performance statistics.
The Library was up 4% in February for print circulation, the Digital Library has
grown almost 200% over the past year but overall circulation is showing as down
12% over the last year. These numbers are considered misleading, as EBSCO-
provided reporting of digital database usage was found to be inaccurate from the
previous year. The Board asked if the potential Carillon development would
negatively affect the circulation. She replied that because of the increased
support from the City and ability to improve the level of service, that she did not
expect a decline in circulation. Youth programming and story time programs are
both down; this may be due to several elections taking priority in the third floor
conference rooms and reducing availability of programming space. The Library
has also focused a great deal of emphasis on summer programming this year.
Summer activity should provide a boost to programming numbers.
4B. Library Annual Report
The Library Annual Report, a document which details the Library's compliance
with accreditation requirements, is due in April. City Librarian Pfledderer has
already submitted the report for review. She discussed some highlights from the
report. The budget for the Library in 2017 was $705,302. There was an overall
3% increasing in City funding last year from 2016. The Library currently has over
35,000 books in print, 1,598 audiobooks (downloadable and CD), almost 6,000
videos, 1,144 eBooks, 103 magazine subscriptions, and 73 online databases,
this totals to 43,881 materials at the time the report was submitted. The Library
hopes to expand its collection. There are currently 13,791 card holders. Over the
course of 2017 there were 115,387 visitors, though this number may be low due
to a faulty door tracker, repaired in February 2017. A total of 380,345 items
circulated, 13 per capita and a 5% increase from 2016. A total of 435 children's
programs were offered last year as well as 3 teen programs and 24 adult
programs. A total of 38,515 people attended Library programs in 2017. City
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the January 24, 2018 Southlake Library Board Meeting
Page 4 of 4
Librarian Pfledderer went over some of the requirements for the accreditations
and asked for questions, no questions were asked.
6. NEW BUSINESS
City Librarian Pfledderer asked for new business from the Board Members. No
new business.
6. PUBLIC FORUM
Chair Kelly Carlson opened the public forum at 7:39 p.m. and asked for anyone
wishing to speak to come forward. There being no questions, the public forum
was closed at 7:40 p.m.
7. ADJOURNMENT
The meeting was adjourned by Chair Kelly Carlson at 7:40 p.m.
Attest:
Kelly Carl on, Chair Cy hia Pfledder
City Librarian
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork