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2020-02-19 LB Meeting13CITY OF SOUTHLAKE SOUTHLAKE LIBRARY BOARD Wednesday, February 19, 2020 Location: Southlake Town Hall — Town Hall 4A 1400 Main Street Southlake, Texas Time: 6:30 p.m. Agenda: 1. Call to Order 2. Consent A. Approval of the minutes from the January 22, 2020, Southlake Library Board meeting 3. Reports A. Librarian's Report 4. Discussion A. Citizen Survey Results - Library 5. New Business 6. Public Forum 7. Adjournment A quorum of the City Council may be present at this meeting. CERTIFICATE I hereby certify that AtF,i .% 6vq,agenda was posted on the official bulletin boards at Town Hall, 140@��by�N . e�°�outhlake, Texas, on Friday, February 14, 2020 b 6:00 p.m, pu�M.0 to Cha of the Texas Government Code. CID Arl�y�helley, l City Secretary, "rgmM" If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016. Reasonable accommodations will be made to assist you. J CITY OF ® SOUTHLAKE SOUTHLAKE LIBRARY BOARD MEETING: February 19, 2020 LOCATION: 1400 Main Street, Southlake, Texas Southlake Town Hall — 4A TIME: 6:30 p.m. SOUTHLAKE LIBRARY BOARD PRESENT: Beth Darr, Margaret Subedi, Tracy Eaton, Janet Theaker, Lori Burr SOUTHLAKE LIBRARY BOARD ABSENT: Katherine Bennett, Natasha Siebach STAFF PRESENT: Cynthia Pfledderer, Deputy Director of Library Services OTHERS PRESENT: Hamza Hashmi 1. CALL TO ORDER — Vice -Chair Burr at 6:36 p.m. Discussion regarding approval of minutes from last meeting because of confusion whether Board member Siebach was at last meeting and clarification was made that she was not in attendance. Conversation ensued with clarification of new Meeting Minutes showing an updated roster with Board member Siebach's absence reflected in the revised Minutes. Guest Hamza asked for clarification if Meeting Minutes would be what was discussed this evening. Deputy Director Pfledderer explained that the Meeting Minutes detail information from last scheduled meeting. Chair Theaker addressed potential fund raising activities conversation from 01.22.2020 Library Board Meeting was not reflected in the Meeting Minutes report and asked for explanation why it was left out. Deputy Director Pfledderer stated that she would add an agenda item for that conversation for the March meeting discussion. Because it was not an agenda item, it was not added to the Minutes, but Deputy Director Pfledderer stated that Minutes of that conversation would be added to the Minutes of the 01.22.2020 meeting. 2. CONSENT A. APPROVAL OF THE MINUTES FROM THE JANUARY 22, 2020 SOUTHLAKE LIBRARY BOARD MEETING. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability o Commitment to Excellence o Teamwork Minutes of the February 19, 2020 Southlake Library Board Meeting Page 2 of 4 APPROVED A motion was made to approve the minutes as amended from the January 22, 2020 Southlake Library Board meeting. Motion: Theaker Second: Darr Ayes: Theaker, Eaton, Burr, Subedi, Darr Nays: 0 Abstain: 0 Vote: 5 3. REPORT A. LIBRARIAN'S REPORT Deputy Director Pfledderer addressed the statistics from the back page of packet. Pfledderer stated there has been a slight decrease in print circulation but acknowledged there has been a 1 % increase overall for the year. There has been a decline over the last few months, which are typically busy months for the Library. There is an increase in the usage of the digital library, perhaps because of the convenience of use. There will still be a tremendous use of print circulation and the Library staff will be observing usage to watch for decline trends. Movies, in particular, will be evaluated because of streaming services. The Library does not feel this is a change to make now, but it will be watched closely. There is an increasing demand for digital library. There is a concern about lengthy timeframe of wait lists for popular items. There is an initiative for decreasing hold wait times and adding items to help with that. Looking at staff and how we use staff, space, linear feet for appropriate turn rate. Librarian Tucker has researched communities which have similar circulation numbers and reported the funding those libraries have in budget for print and digital. There is a hope that data can be used for the coming fiscal year budget request. Chair Theaker interjected with input regarding preference for print and concern that without fine system that perhaps items are not returning as quickly. Deputy Director Pfledderer clarified that fill rate since going fine free has been examined and it is actually less. Average day is now 8 days, down from 8.22 days. Explanation was provided for Guest Hashmi for clarification of print and digital needs and convenience. Guest Hasmi asked what can be done by the community to assist the Library with this issue and fund raising. Deputy Director Pfledderer discussed space issues for items and that the Library watches trends for items to determine how to invest in items. Digital circulation is up 79% for the month. Bookflix usage is up. Strong digital library month. Down 647 items for print in January, up 500 items for digital library. Circulation is up 8% for the first 4 months of the year. Library traffic is showing a decline which may be a reflection of people using digital services more. Library had a bumper year for traffic in 2019 fiscal year so this may just be a tapering trend currently. Flipster had a good month. Computer use is down but wifi usage is up and study room usage is up as well. Adult programs are up 16%. Youth programs down in attendance perhaps due to funding issues with lack of grant money. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork !- Minutes of the February 19, 2020 Southlake Library Board Meeting Page 3 of 4 Programs will continue to be watched and evaluated throughout the year to make the best decisions on how money is spent. Lantern Walk and Reception was successful with 475 in attendance. The Library holds 400-450 events per year on average. Volunteer hours and proctored exams requests are down. ILL is up and growing and notary service is going down. A discussion ensued to consider whether signage about notary services being available would benefit usage. Programming funding is an issue of priority to research and determine how much should be spent. Finding information about funding is difficult to find as it is not made public. Programming is a priority area to look into for strategic planning. 4. DISCUSSION A. SOUTHLAKE CITIZEN SATISFACTION SURVEY RESULTS Deputy Director Pfledderer presented the results of the Citizen Satisfaction Report. There was a question about whether the full report was available online. The full City report is now available and is quite lengthy. For years, this survey has been telling the City that the citizens were happy with library services. Feedback reveals that citizens are not happy with traffic, overgrowth and sidewalks. A study in 2016 gave the voice of the community more options to provide detailed feedback that service and staff are good but parking, natural light, and size of collection were an issue. The 2019 survey demonstrated that Library staff rated very high for listening, responsiveness and representing the City well. Efforts to improve follow up and reaching out to patrons were put in place in 2017 and will continue to be a priority. A total of 86% of respondents said Library was important resource. Satisfaction with the service is at 76%. Satisfaction with library services made top 10% to place the Library in the top 10, with core infrastructure departments. Lots of comments in the survey were made about traffic and sidewalk issues. The Library is one of the most contacted departments by residents for questions. Comments from residents indicated a desire for a more inviting facility and location for encouraging Southlake residents to interact with each other. Other comments included a desire for more books, more options for meeting space, ample parking, a larger physical building size. There was a comment that notary service could be improved. Deputy Director Pfledderer discussed difficulties staff faces with notary services. Patrons do not always understand notary service guidelines or paperwork required and there is anxiety involved with notarizing items because of legal obligation. Notary service is complicated and patrons can be frustrated by not knowing what Texas notaries can and cannot legally do. Discussion was made whether Library should continue to offer it. Deputy Director thinks it is a valuable service to offer and should be continued. Summary: residents are generally satisfied with fire, police, sewer, emergencies, and library services. Employees received high ranking for customer service satisfaction, but follow up can be improved. Survey is available on website for citizens to view. Deputy Director Pfledderer will email Guest Hashmi the survey link. Article on Southlake News about Library and discussed number of visitors and what we offered as well as information about the most circulated library book, Barbie: A Fairy Secret, 1090 times. Staff is energized to help patrons. Lovely article. City of Southlake Values: Integrity o Innovation o Accountability o Commitment to Excellence s Teamwork 4 Minutes of the February 19, 2020 Southlake Library Board Meeting Page 4 of 4 NEW BUSINESS In March, the Board needs to discuss fundraising opportunities for the new Library. Specific information to help with that discussion would be budget, FOSL, and APEX. FOSL is not amenable to assisting more than they currently are. FOSL is a small group and not interested in growing the organization beyond book sale. There is not manpower with FOSL to take on more than they currently do. Discussions continued about bricks as a fundraiser. Azle and Colleyville are two libraries which may be a resource of information. There were questions about sponsored endowed wings. The school district used PTOs for bricks, may be able to assist Library with partnership. Carillon HOA developer letter read aloud by Board Member Theaker. The site plan needs to be approved. Fundraising will be multi-year approach. 6. PUBLIC FORUM Vice -Chair Burr opened public forum at 7:24 pm to ask anyone wishing to speak to come forward. Hamza Hashmi introduced himself as a Boy Scout earning his Citizenship in the Community Merit badge. Hamza is also a volunteer and expressed he enjoyed working in the Library. Deputy Director Pfledderer discussed plans for asking City for more than $10,000 increase budget, approximately $30,000, for materials spending. Chair mentioned the goal is to provide an exemplary Library when compared to surrounding area libraries. Discussion ensued that $30,000 is not enough increase and $50,000 was recommended by the Board. 7. ADJOURNMENT The meeting was adjourned by Vice -Chair Burr at 7:32 p.m. Motion: Eaton Second: Subedi Ayes: Eaton, Theaker, Subedi, Darr, Burr Nays: None Abstain: None Vote: 5-0 Motion Carried. Attest: Kat Brine Bennett, Chair CynthW Pfleddere City Librarian City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork