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2020-10-28 LB MeetingCITY OF © SOUTHLAKE SOUTHLAKE LIBRARY BOARD MEETING: October 28, 2020 LOCATION: 1400 Main Street, Southlake, Texas Southlake Town Hall — virtual meeting TIME: 6:30 p.m. SOUTHLAKE LIBRARY BOARD PRESENT: Rebecca Petty, William Doby, Tracy Eaton, Janet Theaker, Lori Burr, Beth Darr, Katherine Bennett SOUTHLAKE LIBRARY BOARD ABSENT: STAFF PRESENT: Cynthia Pfledderer, Deputy Director of Library Services OTHERS PRESENT: None 1. CALL TO ORDER — Chair Katherine Bennett at 6:42 p.m. 2. WELCOME MEMBERS A. INTRODUCTION AND GREETING OF CURRENT AND NEW BOARD COMMITTEE MEMBERS Lori introduced herself as the longest serving board member who enjoys serving the community. Tracy introduced herself and explained she has an MLS and is currently working as a librarian in academic library. Katherine says she is passionate about books and has a son the same age as William's son. Janet is a passionate reader with life-long love of libraries and books. She is a retiree and enjoys saving money by checking out books instead of buying books. Janet is excited for the Carillon location for the new Library since she lives in the community. Janet is a frequent visitor to the Library. William expressed his desire to be involved in the community and enjoys checking out books and movies from the Library. William agreed with Janet that he enjoys seeing how much money he saves by using the Library to borrow instead of buying books and movies. Rebecca has lived in Southlake for 22 years and is building a new home here and decided to join the Board so that she could be involved in serving the community. Beth is excited to serve so that she can model for her children the love of reading and giving back to the community. Cynthia let Will and Rebecca know that she has materials for them to familiarize them with the Library. Cynthia shared that the Southlake Library is consistently one of the top performing libraries in the State of Texas. We are only behind Frisco for usage. Cynthia explained we are seeing an impact from COVID, but that it is only temporary, and we are focused on staying connected with the community. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the October 28, 2020 Southlake Library Board Meeting Page 2 of 4 3. CONSIDER ITEMS A. BOARD ELECTIONS Katherine Bennett has been serving as the Chair with Lori Burr as Vice Chair. Invitation was extended to them to choose and lead discussion on who should next chair. Lori took the lead as Katherine was joining meeting via chat. Lori expressed that she was interested and willing to step in as Chair. Cynthia elaborated to the Board the purpose of the Chair and what it involves. Chair is point of contact for Library Board with Deputy Director Pfledderer as well as signing off on documents and leading meetings. Cynthia asked for motion to be made to appoint a Chair for the Library Board. Janet Theaker made motion for Lori Burr to be Chair with Tracy Eaton seconding that motion. All were in favor of motion and it carried. Discussion for Vice Chair as well as the role it provides on Library Board. Janet Theaker volunteered for the position. Tracy moved for Janet Theaker to be Vice Chair. Lori Burr seconded the motion, none opposed, all approved. Motion passes. 4. CONSENT ITEMS A. REVIEW MINUTES The Board reviewed the 09.23.2020 minutes and Cynthia pointed out the header needed a corrected date. Lori Burr said her minutes say the correct date, but other members see May 27, 2020 on header for 2nd and 3rd pages. Cynthia voiced that she will make the change. Lori Burr asked for motion to be made to approve the 09.23.2020 Minutes with change of date. Janet Theaker made a motion to approve the minutes; Tracy Eaton seconded the motion. None opposed, all approved. Motion passes. 5. NEW BUSINESS A. LIBRARIAN'S REPORT Review of September 2020 Statistics: Print circulation down 18%, Digital Library up 53%, Flipster up 40% for September and 117% for the year, Programs down 47%, Traffic down 44%. Digital circulation includes every resource we have including research databases. Library cards issued down 30%. With COVID, many people are turning to digital resources: Cloud Library up 93% for the month. BookFlix was down 29% in September, but overall for year was up 117°/x. E -blast has over 5900 subscribers and is the best way to stay informed about the Library. Cynthia suggested to the Board that if they are not on the email list, to do so. BrainFuse overall had 1842 users. BrainFuse had 144 live tutoring requests for homework help, skill building and writing lab in September. The Library paid $3300 for the service. Lori Burr asked if City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the October 28, 2020 Southlake Library Board Meeting Page 3 of 4 BrainFuse was meeting expectations. Cynthia responded that the Library has been pleased with usage so far and will be contacting CISD to get message out about the service. A follow up question was if $3000 was annual subscription and if there is a limit to how many users can access. To answer, it is annual and there is not limit. To renew next year, price may go up. Computer use and study room use is down and meeting room is not in use as it is being used as a quarantine and materials cleaning room. Adult programs are not live unless we are partnering. For stats, we are counting number of online engagements. Volunteer hours are down 39% for the year, but increased 51 % for September. Teen volunteers are filling the spots. Annual circulation percentages for Youth Materials is 61 %, Teen is 3%, Adult 36%, Videos 16%, Fiction 39%, Non-fiction 26%. Will Doby asked how print circulation is calculated. Cynthia answered that it is by checkouts/renewed for time period. Turnover rate is 7.3 (turnover is how many times an item is checked out of the Library) 3 is considered exemplary. High turnover means materials get worn out more and item not always available when you want it. Frisco is the only library with higher turnover than Southlake in the state of Texas. (Indicative that Library is too small for the community) Item transactions per hour: 131 for print. Will Doby had question: Is decline in video and trend? Cynthia said yes, there is a niche of new release, but there is not much be released by Hollywood currently. Blockbuster movies are focus. New year budget is $120,000 for materials. Lori Burr asked if getting rid of fines has affected how long people keep books. The answer is no because if an item is placed on hold, the item needs to be returned. 6. CONTINUING BUSINESS A. DIGITAL MAGAZINE UPDATE In last meeting's discussion Cynthia spoke with the Board about the decision over which magazine platform to use: Flipster versus Press Reader. Press Reader is a resource that offer 5000 magazines as an annual subscription, but English only is 2000 items. Most of the high demand titles are not available at Press Reader but are at Flipster. The Flipster platform is easier to use as well. The library increased 9 titles and price has increased 100% since last year. The annual quote was almost $6000. There is a 33% increase for every magazine title. The publishers have increased their prices. New quote is now at $4000. Staff is being asked to assist by having an article club to promote magazine articles in e -blast. Digital magazine subscriptions are $100-150 per title, Bestselling fiction books can be $18-20 in print and in digital format it is $120 for one copy. Increasing demand necessitates digital format. B. REMOTE LOCKERS UPDATE Timarron HOA Remote Locker funding was denied in CARES grant. We did not get funding from Texas State Library Association. Installing lockers are approximately a $26,000 investment and average grant was $6000 with 114 applications and only 38 libraries were funded. City Manager is in support, but lockers were dropped from list due to other priorities. Lockers would have pick up and drop off feature. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the October 28, 2020 Southlake Library Board Meeting Page 4 of 4 C. TRUNK OR TREAT The Library will participate in the DPS event trunk or treat candy caravan at DPQ HW on State Street 10/29 at 4-6pm. Carroll will be closed for the event. It will be a drive thru event. Stacy and Karen will be out there to represent the library. D. SENIOR HEALTH FAIR October 11, 2020 Cynthia attended the Senior Health Fair. It was a very cold day and attendance was not as good as hoped. About 45 seniors drove thru in the 3 hours it was held. It is the first time the Senior Fair was a drive thru event. 7. NEW BUSINESS Lori called for any new business attendees wanted to be added to agenda for next meeting. Rebecca Petty commented that she drives for CARS (Call A Ride Southlake) and expressed that she has not had many calls for rides in commentary to the Senior Fair attendance. As a second part of her commentary, Rebecca asked if CARS could be used to return or deliver books. Cynthia responded that home delivery is a service that people would love and Dr. Shafi suggested it, but the Library does not have the manpower. Janet Theaker noted that virtual connection was freezing up at this point. The Board decided to table this discussion until next meeting and discuss then. 8. PUBLIC FORUM Chair Burr 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 9. ADJOURNMENT The next meeting will be scheduled December 9, 2020. The Board will not meet in November. Chair Burr noted that at next meeting a list of meeting dates for 2021 would be provided. The meeting was adjourned. Motion: Rebecca Petty Second: Janet Theaker Ayes: Eaton, Doby, Bennett, Darr, Petty, Theaker, Burr Nays: None Abstain: None Vote: Motion Carried. Attest: at erine Bennet , hair Cynt is Pfledde r, City Librarian City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork