2021-03-24 - LIBRARY MINUTES CITY OF
SOUTHLAKE
SOUTHLAKE LIBRARY BOARD MEETING: March 24, 2021
LOCATION: 1400 Main Street, Southlake, Texas
Southlake Town Hall — virtual meeting
TIME: 6:30 p.m.
SOUTHLAKE LIBRARY BOARD PRESENT: Lori Burr, Janet Theaker, William Doby,
Tracy Eaton, Katherine Bennett, Rebecca Petty
SOUTHLAKE LIBRARY BOARD ABSENT: Beth Darr
STAFF PRESENT: Cynthia Pfledderer, Deputy Director of Library Services
OTHERS PRESENT: None
1. CALL TO ORDER— Vice-chair Janet Theaker at 6:38 p.m.
2. CONSENT
A. APPROVE MINUTES FROM THE REGULAR SOUTHLAKE LIBRARY
BOARD MEETING HELD FEBRUARY 24, 2021
APPROVED
A motion was made to approve the minutes from the February 24, 2021 Southlake Library
Board meeting.
Motion: Bennett
Second: Eaton
Ayes: Bennett, Burr, Theaker, Doby, Eaton, Petty
Nays: None
Abstain: None
Vote: 6-0
Motion Carried.
City of Southlake Values:
Integrity♦ Innovation •Accountability♦ Commitment to Excellence ♦ Teamwork
1
Minutes of the March 24, 2021 Southlake Library Board Meeting
Page 2 of 4
3. REPORTS
A. LIBRARIAN'S REPORT
Cynthia Pfledderer reported that the Library was closed for one week in February and
that closure affected performance for the month. Comparing the month of February 2021
against the month of February 2020, the Library observed 20% decline in print circulation.
Digital Library circulation was up by 41%, with all digital services increasing by 6%. Library
traffic was down 66%, a significant decline. Flipster and Brainfuse had a good month,
increasing 39% and 25% respectively. All in-person services were down; computer
usage, study room usage, volunteers, proctoring, and notary service. As demonstrated,
with COVID and weather combined, it was not a good performing month. Chair Burr asked
why traffic was down 66% when the Library was closed only for one week. Librarian
Pfledderer noted, that COVID already had the Library down an average of 45% per month
for traffic and with the weather, it increased. From January 2021, the decline was 38%.
4. DISCUSSION
A. PROGRAM SURVEY REVIEW
Librarian Pfledderer revealed the results of the Library Program Survey offered for two
weeks through the Library's eBlast to over 5,800 subscribers. The survey posed five
questions and had 90 respondents. The first question asked if respondents had
participated in the Library's take-home kit activities. The response indicated almost half
of respondents had participated, at 46%. The second question asked how comfortable
the customer was with the idea of resuming in-person programming in the Library. Most
respondents, 62%, indicated they were comfortable with the idea. Still, another 26%
indicated discomfort or strong discomfort about resuming programs. When asked, how
they preferred Library programs, the majority requested in-person programming for all
ages. A strong interest was also shown for live programs that offered a streaming
component. The majority of respondents also indicated they were in favor of resuming
children's story time in the Library. Comments showed some concern over social
distancing and suggested outdoor programming. The Library plans to respond with a
phased approach to resuming programming. Outdoor programs have already begun with
Spring Break activities. A positive response from the community was received. Chair Burr
indicated concern over traffic for the Town Square Scavenger Hunt. Librarian Pfledderer
noted the concern and will share the feedback with the Youth Librarian. The third-floor
rooms are still prohibited from use until after April, when the City leadership will review
the options again. The staff is hopeful to resume normal programming in the summer.
B. ANNUAL REPORT
Librarian Pfledderer presented a summary of the Library's Annual Report to the Texas
State Library for renewed accreditation. The Library does meet accreditation criteria and
City of Southlake Values:
Integrity♦ Innovation •Accountability♦ Commitment to Excellence ♦ Teamwork
I
Minutes of the March 24, 2021 Southlake Library Board Meeting
Page 3 of 4
should be renewed with no concerns. The first part of the report addresses fiscal support
for the Library. Library funding decreased in 2020, in part due to reduced staff costs
following the retirement of a longtime staff member. New team members received lower
pay and some reduced benefits, such as retirement investment and longevity pay. The
Library materials budget was adjusted to allow digital services to be moved into a different
line item. The Library also had $20,000 in grants for materials and programs in 2019. The
Library received grant funding from CARES in 2020, which supported the digital materials,
totaling $9,913. Chair Burr asked if other factors impacted this, since the difference was
close to $25,000. Librarian Pfledderer indicated that at the end of the fiscal year, if there
are savings in other areas, then the staff often takes that savings to boost the collection.
There was a significant amount in 2019 directed toward the collection, which was not the
case in 2020. Grant and donation revenue was also down by $12,937 for 2020.
The report requests information about the collection size. The Library collection grew by
2,306 items in 2020. This fluctuates as the team evaluates the collection and makes
changes in adding and removing materials.
Finally, the report seeks information on the Library's performance. The Library was closed
to the public for 10 weeks, being closed fully for 8 weeks and only open for curbside for
two weeks. This reduced service hours by 19% for 2020. Circulation dropped 9% for print
materials, eBooks and audiobooks combined. Digital database usage is not included in
this report for circulation calculations. Digital circulation for the cloudLibrary was up
significantly at 49% for the year.
Live programs were down since these were discontinued for health and safety concerns
during the pandemic. Only 176 programs were offered before the shutdown with 10,628
attendees. The previous year had 467 programs with 35,684 attendees. Digital programs
were offered online to help maintain engagement with the community. A total of 94 online
activities were offered with an engagement of 5,206.
There is no doubt that COVID-19 impacted the Library's performance for 2020. Librarian
Pfledderer noted this is the first time she has seen the Library performance decrease
since she has been on staff.
5. NEW BUSINESS
Chair Burr asked if there was any new business to discuss. Board member Bennett
asked if there was any news on the new library facility. Librarian Pfledderer stated that
the Carillon property is up for sale. Member Theaker noted Carillon residents had been
informed of that too and it was stated that COVID impacted the funding needed to make
the development happen. Librarian Pfledderer stated that she has been in discussion
with the City leadership on the need to address the new Library. The City has waited
five years for the Carillon development only to see it go back on the market. The City is
considering what next steps need to happen for the Library.
City of Southlake Values:
Integrity♦ Innovation ♦Accountability♦ Commitment to Excellence ♦ Teamwork
Minutes of the March 24, 2021 Southlake Library Board Meeting
Page 4 of 4
6. PUBLIC FORUM
Chair Burr opened public forum at 7:19 pm to ask anyone wishing to speak to come
forward. There being no public present, the forum was closed at 7:20 pm
7. ADJOURNMENT
The next meeting will be scheduled April 28, 2021 and it will be held in Southlake Town
Hall. The meeting was adjourned.
Motion: Theaker
Second: Doby
Ayes: Theaker, Burr, Doby, Bennett, Eaton, Petty
Nays: None
Abstain: None
Vote: 6-0
Motion Carried.
Attest:
(UVOLN.,
Lori Burr, Chair Cyelaikpili
is Pfledderer, ity Librarian
City of Southlake Values:
Integrity♦ Innovation ♦Accountability♦ Commitment to Excellence ♦ Teamwork
IPms
Southlake Public Library Monthly Statistics March 2021
Category Mar-21 Mar-20 u t,± Feb-21 °i“-± YTD 20/21 YTD 19/20 +
Print Circulation 24,821 25,045 -1 21,804 14% 145,830 164,978 -12".
Digital Circulation 10,194 16,026 -36% 9,703 5% 63,732 59,243 8%
Total Circulation 35,015 41,071 -15% 31,507 11% 209,562 224,221 -70/
Library cards issued 84 85 -1% 61 38% 418 547 -24°/,
Library Traffic 6,598 4,376 51% 3,013 119% 29,332 51,229 -43%
Digital Traffic 2,068 4,567 -55% 2,597 -20% 25,012 18,868 33%
Library Collection 43,996 42,709 1287 44,171 -175 NA NA NA
eBooks and eAudio
Digital Library 6,364 6,462 -2% 6,008 6% 37,602 25,291 49%
BookFLIX 1,812 8,390 -78% 2,561 -29% 14,710 22,990 -36%
Flipster 292 259 13% 259 13% 1,879 1,413 33%
Brainfuse 142 NA NA 375 -62% 1,602 NA_ NA
Total 8,610 15,111 -43% 9,203 -6% 55,793 49,694 12"
Computer Use 177 111 59% 95 86% 872 1,455 -40%
Study Room Use 138 167 -17% 114 21% 808 2,456 -67%
Programs
Adult 229 377 -39% 206 11% 1,684 1,335 26%
Youth 625 1,277 -51% 287 118% 4,300 4,200 2%
Story Times 81 692 -88% 64 27% 896 4,941 -82%
Total 935 2,346 -60% 557 68% 6,797 10,476 -35%
Volunteer Hours 284 143 99% 197 44% 1,489 1,388 7%
Proctored Exams 4 9 -56% 4 0% 23 79 -71%
Interlibrary Loans 31 8 288% 35 -11% 262 328 -20%
Notarized Documents 9 9 0% 13 -31% 71 129 -45%
Circulation Percentages 0/0
Youth Materials 61%
YA Materials 3% Turnover Rate 7.3
Adult Materials 36%
Videos 16% Item transactions per hou FY 19/20
Fiction%of Adult Total 39% Print Materials 131
Nonfiction%of Adult Total 26% Digital Library Materials 26
Fiction%of Youth Total 82% NA=Not applicable FY=Fiscal Year
Nonfiction%of Youth Total 10%