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2020-05-27 LB MeetingCITY OF SOUTHLAKE Location: Southlake Town Hall — Town Hall 3A 1400 Main Street Southlake, Texas Time: 6:30 p.m. 1. Call to Order 2. Consent A. Approval of the minutes from the February 19, 2020, Southlake Library Board meeting 3. Reports A. Librarian's Report 4. Discussion A. Covid Impact — Library Services 5. New Business 6. Public Forum 7. Adjournment A quorum of the City Council may be present at this meeting. I hereby certify that the above Nqnda was posted on the official bulletin boards at Town Hall, 1400 Main St 1�9, Texas, on Friday, May 22, 2020 by 6:00 P.111. pursuant to ChaptWVf� x4k Government Code. p Amy t4ley, TRMC City Secretary, City of If you plan to attend this public meeting and f14M LIVisability 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. CITY OF SOUTHLAKE SOUTHLAKE LIBRARY BOARD MEETING: May 27, 2020 LOCATION: 1400 Main Street, Southlake, Texas Southlake Town Hall — 3A and virtual meeting TIME: 6:30 p.m. SOUTHLAKE LIBRARY BOARD PRESENT: Katherine Bennett, Beth Darr, Margaret Subedi, Tracy Eaton, Janet Theaker, Lori Burr SOUTHLAKE LIBRARY BOARD ABSENT: Natasha Siebach STAFF PRESENT: Cynthia Pfledderer, Deputy Director of Library Services OTHERS PRESENT: None 1. CALL TO ORDER — Chair Bennett at 6:35 p.m. 2. CONSENT A. APPROVAL OF THE MINUTES FROM THE February 19, 2020 SOUTHLAKE LIBRARY BOARD MEETING. APPROVED A motion was made to approve the minutes as amended from the February 19, 2020 Southlake Library Board meeting. Motion: Burr Second: Eaton Ayes: Theaker, Eaton, Burr, Subedi, Darr, Bennett Nays: 0 Abstain: 0 Vote: 6 3. REPORT A. LIBRARIAN'S REPORT Deputy Director Pfledderer addressed the statistics for the month of April 2020. Print circulation was down 38% for the month and down 7% for the year. Digital circulation had an increase of 173% for the month and 76% for the year. Overall circulation is up 9% for the year, due to the increased use of digital services. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the May 27, 2020 Southlake Library Board Meeting Page 2 of 4 Cloud Library showed an increase of 92% for the month and BookFLIX had an amazing 299% increase, with 19,167 circulations. This was a result of a joint effort between the CISD librarians and the Southlake Library to make access easier for temporary cards. CISD librarians also shared the resource with their students and encouraged them to use it at home. No programs were held in the Library but virtual programs were posted online. The Library differentiates between posts as being either informative/entertaining or educational. Educational posts were measured for engagements, in accordance with practices from other libraries. The Library posts saw 1,215 engagements with educational programming for the month with 14,954 overall views. Deputy Director Pfledderer noted that she was surprised to see how much impact the digital services played on overall circulation. 4. DISCUSSION A. COVID-19 IMPACT ON LIBRARY SERVICES Deputy Director Pfledderer discussed the impact on library services during the COVID- 19 crisis. The facility was closed in mid-March and staff was sent home shortly afterwards. While 150 employees were furloughed, no library staff were included. Library staff were reassigned to assist with online programming, circulation projects, summer projects, continued customer service and more. The Library opened on May 11, 2020 for curbside service only, offering it for 30 hours per week. This reduced open time was related to working with half of the staff while the other half remained on telecommuting status. On May 26th, all staff returned to work in the facility and the Library opened for appointments only. Hours open to the public have been reduced to allow for the additional tasks of quarantining materials, disinfection of materials, shelving and curbside services which increased the demands for held items. The lack of volunteers, currently, puts increased demand on the staff to complete shelving and special projects. Staff is also responding to many requests and managing appointments for library visits. The performance since opening shows a reduction from the norm for the Library. A total of 616 families were served for the first two weeks of curbside, with 2,472 items checked out. This is compared to the same time period the year before with 1,033 families served and 5,496 items checked out. Digital services are still in demand. The library facility has been modified to allow for social distancing. Sneeze guards have been installed at the circulation and reference desks. Some computers are not available to provide social distancing. The meeting room is not available. Some services are not available currently, such as proctoring and programming. Coffee service has been discontinued and the board books are available only in packets for checkout to reduce communal areas. Summer Reading is being offered in a virtual format only this year. There will be no small prizes or drawing for toys. Instead, we will offer gift cards each week for family experiences that support local businesses in Southlake. The Library will also offer take home activity kits for youth and adults. There will be Community Driven Reading Goals to earn rewards, such as sliming the City Librarian. These reading goal events will be City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the May 27, 2020 Southlake Library Board Meeting Page 3 of 4 viewable online as well as in person. No live summer programs will be offered, although some funding is being held in reserve in case that decision changes. Financial resources were reallocated when summer programs were cancelled, primarily to support digital resources, summer kits and the summer program since funding from sponsors was down by $4,500. No request has been made to give back any funding to the City this year, but cuts are expected next year. Travel and training are the areas most likely to be eliminated. A request was made for $30,000 to increase the materials budget, but it is not likely to be approved. No staff hours have been cut but some staff are choosing to reduce their hours due to health concerns and the COVID risk. Those hours will be allocated to other staff members who are seeking extra work hours. Assistant City Manager, Ben Thatcher, has accepted a position as the City Manager of Boerne, Texas and his last day with the City of Southlake is June 12, 2020. The Library will be moved to be under the HR Director, Stacey Black, who will act as the Director representative for the Library among the Executive Leadership Team. The volunteer program has been suspended and it is undetermined when it will be reinstated. The impact to staff has already been discussed. The Library staff earned some recognition in the community due to the visibility of the social media effort and articles will be published in "Southlake Style" and "76092 Magazine" covering the Library's online activities. The City Manager's Office also recognized the social media success. 5. NEW BUSINESS Board member Darr asked if there was any consideration to expanding the digital resources into products such as RB Digital, Kanopy or others. Deputy Director Pfledderer responded that digital resources are always being considered but they must always come at the cost of the print collection. Since the print collection accounts for 85- 90% of circulation, a resource must demonstrate a good return on investment for consideration. An example of Hoopla, a streaming movie service for libraries, was given to clarify issues. The cost would be approximately $30,000 annually for even a basic level service and it would not offer the highest demand blockbuster films provided by the Library now. Many larger libraries have discontinued these services for that reason. They are not feasible for most community libraries. Pfledderer noted she had discussed this issue with a Hoopla representative and made recommendations to her for a model that could be appealing to smaller libraries. Other resources such as Ancestry.com or Creativebug have been considered but they are niche interest products and with the current budget, not a good investment for funds. If funding is increased, these are more likely to be added. City of Southlake Values: Integrity ♦ Innovation + Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the May 27, 2020 Southlake Library Board Meeting Page 4 of 4 The June and July Library Board meetings are cancelled, as agreed by the Board in 2019, but Deputy Director Pfledderer agreed to send information to the Board members about summer programming that could be shared in the community. 6. PUBLIC FORUM Chair Bennett opened public forum at 7:40 pm to ask anyone wishing to speak to come forward. There being no public present, the forum was closed at 7:40 pm. 7. ADJOURNMENT The meeting was adjourned by Chair Bennett at 7:43 p.m. Motion: Bennett Second: Subedi Ayes: Eaton, Theaker, Subedi, Darr, Burr, Bennett Nays: None Abstain: None Vote: 6-0 Motion Carried. Attest: rMrine Bennet Cynt is Pfledde r, City Librarian City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork