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2004-12-08 a * *OFFICIAL MEETING MINUTES APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 SOUTHAKE PUBLIC LIBRARY BOARD MEETING 2 Southlake Public Library 3 1400 Main Street, Suite 130 4 Southlake, Texas 76092 5 6 December 8, 2004 7 8 MINUTES 9 10 Library Board Members Present - C. D. Peebles, Chair; Peggy Firestone, Vice Chair; Penny 11 Pannell; Liz Jackson; Lori Burr; Charlene Wiersum; Jean Anne Hamm. 12 13 Staff Members Present -Kerry McGeath, Library Administrator 14 15 Agenda Item No. 1, Call to Order - Chair, C.D. Peebles, called the meeting to order at 7:10 p.m. 16 17 Agenda Item No. 2A, Librarians report 18 19 Coffee Service, Plasma TV/Marketing. Mr. McGeath indicated that the new Coffee 20 Service with Starbucks coffee was a great hit with an average of 30 cups a day being 21 distributed. The Library provides two blends of coffee and a decaf, as well as Tea. 22 The Library has also introduced our new Plasma monitor. A Powerpoint presentation 23 is run on an attached computer and then displayed on the monitor. Mr. McGeath 24 estimated that the Library's marketing campaign will begin in March or April of this 25 year. 26 Library Statistics: Mr. McGeath indicated the circulation statistics for FY 03-04 27 averaged 5-6 thousand items per month. Beginning in May 2004, the circulation 28 statistics have not been under 10,000 items per month. The circulation statistics for 29 Oct. 2004 were over 12,000 items, up from 6,400 items in Oct. 2003. The Library's 30 slow period is Oct-Dec of every year, the statistics were still over 10,000 items. 31 Although the foot traffic is the same or even dropped very slightly, the circulation 32 statistics a re s till u p. It i s n ow t ime t o s tart t he in arketing p hase o f t he Library's 33 program. Story time attendance has increased, even though there was a brief period 34 when story time attendance was not going up. This was during a period when we 35 were trying some other things. We have now made some adjustments such that there 36 was a 34% in Oct. and 31% in Nov. Youth general programming had a 300% 37 increase in Nov. and a 50% increase in Oct. These amounts are up because of the 38 school visits. The school librarians have been happy with the school visits. Mr. 39 McGeath is thinking about a 20 hour per week librarian to be an outreach librarian for 40 the Senior Center and the schools for the next fiscal year. This year we have 41 contacted the librarians and the school administrators, so we can make the connection 42 both ways. Mr. McGeath has instructed the Youth Librarian to make contact via 43 email every 3 months to promote what we can provide for them and to continue to 44 attend the meetings.. 45 Southlake Library Board Meeting Minutes - December, 08 2004 Page I of I * *OFFICIAL MEETING MINUTES APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 Volunteers: We continue to have Teen Court volunteers and are developing NCL 2 volunteers. Elaine Cressionie, a new staff member, is also a volunteer in the schools. 3 Carolyn Wilson is another new staff member with a customer service background. 4 We had over 80 applications for those 2 jobs, so were able to hire highly competent 5 staff. 6 7 Computer use continues to be very strong. Gary Gregg, director for Technical 8 Services, is looking at a program to put on the computers called Thin Client. It 9 allows people to access anything they want to and download things, but once the 10 person logs off, the software will erase anything that the computer user ahs put on the 11 machine. Technical Services has bought the first licenses and will to put this software 12 on the machines. We have a new computer for 344 to use with Quark, Publisher, 13 digital camera and other items for a graphics suite. TS has been very helpful and we 14 are lucky because in some cities, this is not the case. We will put card readers on the 15 machines to scan in the library card and allow customers pay for the printing, fines, 16 and other services. The city is also looking at allowing the Library to take credit 17 cards, but we are about a year away from completion. 18 19 CONSENT AGENDA: 20 21 Agenda Item No. 3, Approval of the Minutes from the August 25, 2004 Library Board Meeting 22 23 Minutes were not presented at this time. 24 25 REGULAR AGENDA: 26 27 Agenda Item No. 4, Public Forum - 28 Chair Peebles opened the public forum at 7:35 p.m. As there were no requests to speak, 29 Chair Peebles closed the public forum at 7:36 p.m. 30 31 Agenda Item No.6A, Discussion: Discussion related to timelines and approval of Library long 32 term planning - Mr. McGeath wanted an idea of the Board's expectations for a long term plan. 33 Being open on Sundays will happen next year. Shana wants to wait until some other things are 34 resolved. We will also open at loam on Wed. and Fri. which will increase our hours from 44 to 35 52. This number is more in line with other libraries in the area. We want to open at the same 36 time every day and then when we have another increase in hours, we will close at the same time 37 every night. Jesse and Elizabeth were sent to a workshop on developing YA programming. The 38 youth programs include story times, and a few programs throughout the year. This year we are 39 adding the Masterworks program Northeast Tarrant County Arts Council and the Fort Worth 40 Children's Opera on Feb. 8th in the lobby. We will also have Story Book Theater with Amelia 41 Bedelia. Nest year we are working on getting the Mikado, which is puppets with singers and 42 musicians. The bigger attendance events will be in the training rooms. We are looking for 43 national caliber events to present. We will increase the number of events the following year. 44 The Long Term Plan can be revised to show what we are currently doing. A stand alone facility 45 is not feasible until we have a more viable operation. Parking continues to be a problem for the 46 library. We are restricted as to where a drop box can be located. We are negotiating to get some Southlake Library Board Meeting Minutes - December, 08 2004 Page 2 of 2 • * *OFFICIAL MEETING MINUTES APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 more directional signs for the Library. And will be purchasing some flags for the light poles on 2 the street. We will have more foot traffic as the Square operation expands and the brownstones 3 are built. The Board will look at the plan and discuss it at the next meeting including priorities in 4 the plan. Chair Peebles thinks a 10 year plan is too long and that we need shorter term plans so 5 the goals are timelier. This would help us to set a budget to fund the priorities. We are looking 6 for vendors to fund the Coffee Service, perhaps on a monthly basis in exchange for advertising. 7 8 Agenda Item No. 6B Friends of the Southlake Library Update -Peebles indicated that the 9 Friends are pretty much taking donations and selling books in the Library, while saving others 10 for the big annual book sale. The Friends have raised $6-7K dollars per year. The Greater 11 Southlake Women's Club gave the Friends over $3K. The Board needs to apply to the Women's 12 Club for a grant for this year. will check on whether there is a certain grant request form. 13 At any rate it is time to apply again and also with the Newcomer's Club. 14 15 Agenda Item No. 6C, North Texas Regional Library System Update - 16 17 18 Agenda Item No. 7, Other Items - 19 No other items on the agenda. 20 21 22 Agenda Item No. 8, Adjourn - Peebles adjourned the meeting at 8:05. 23 24 25 26 ATTEST: 27 , . 28 29 C.D. Peebles Southlake Library Board Meeting Minutes - December, 08 2004 Page 3 of 3