2007-08-22
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* *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 August 22, 2007
7
8 MINUTES
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10 Library Board Members Present - Lori Burr, Chair; Brenda Flores; June Koelker; Kim
11 Roberts, Vice-Chair.
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13 Library Board Members Absent - Barbara Jeppe; C. D. Peebles; Wanda Schaefer.
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15 Staff Members Present - Kerry McGeath, City Librarian; Jesse Ephraim, Adult Services
16 Librarian; Nancy Roper, Administrative Secretary.
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18 Others Present - Cindy Campbell, FOSL President.
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20 REGULAR SESSION:
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22 Agenda Item No. 1, Call to Order. - Chair, Lori Burr, called the meeting to order at 7:14 p.m.
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24 A. The Oath of Office for incoming and re-appointed Board Members was administered.
25 Mrs. Koelker and Mrs. Roberts read the Oath of Office and were sworn in.
26
27 REPORTS:
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29 Agenda Item No. 2 - Administrative Comments.
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31 A. City Librarian's Report -
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33 1. City Librarian's Report.
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35 a. Mr. Ephraim gave a report on the Youth Summer Reading Program.
36 We had an 18% increase in circulation of items during June, July, and August of this year over
37 the same months from last year. Total programming attendance saw a 69% increase over this
38 time last year. Volunteer hours saw a 14% increase in hours this summer from the same time
39 period last summer. A total of 1,568 children signed up for the Summer Reading Club (SRC).
40 About 50% of those read 5 books or more. There is a gradual drop in the number of participants
41 as the amount of books that were read increases. This means that most of the participants stuck
42 with reading. The drawing for prizes was held on Thursday, August 16th. Since this drawing
43 was done before the end of the SRC, there will be another surprise drawing of ten prizes for
44 those turning in their slips after the 16th
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Southlake Library Board Meeting Minutes August 22, 2007 Page I of 4
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 b. Starting in September, there will be 2 crafts per month. From
2 November 2007 until March 2008, the crafts will be nature related to advertise the Bob Jones
3 Nature Center (BJNC) opening in April 2008. Staff from the BJNC will help with the crafts.
4 BJNC Board members and Carolyn Morris will read books at Storytime. Then, starting in April
5 2008, the Southlake Historical Association will be ramping up to get the log cabin built, so the
6 focus of the crafts will be of a historical nature. The Bluebonnet readings will continue until the
7 end of October when a complete second set of reading will be completed. Continuation of
8 readings in November depends on the attendance in October.
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10 c. Mr. Ephraim will be doing more school visits starting earlier in the Fall
11 to cement the relationship with the schools in Carroll ISD. The Summer Reading Club was
12 extremely popular this summer because of the school visits last Spring. In fact, Bluebonnet
13 readings in the evenings and Saturdays were added based on working parents' requests. Each
14 reading averaged about 25 children, which indicates a need that was met.
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16 d. About 200 customers signed up for the Adult Summer Reading Club
17 with 50-60 people participating. We will tweak the rules for next year to make it easier for
18 participants to complete a segment and get a prize. We will expand the prize package for next
19 year having had the experience of this year. Mrs. Burr suggested giving out bookmarks to help
20 promote the SRCs. Suggestions were also made to have the application readily accessible and to
21 promote it at the Senior High Schools. Since students' summer reading assignments could be
22 counted for obtaining prizes, this would be an added incentive to participate.
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24 2. Library Statistics -
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26 a. Mr. McGeath noted that the circulation of June, July, and August 2007
27 was approximately 83,000 items. In 2003, the first year he was here, the circulation for the
28 entire year was 83,000 items. This year our obtainable goal is approximately 250,000 items for
29 the year. Computer use and reference questions have increased dramatically also. The traffic
30 count was 12,000 people in July, which is extremely high. We answer a lot of Reference
31 questions at the Circulation Desk, which aren't measured in the statistics. Computer use is very
32 solid. At any point in time, about half of the computers are in use. Mansfield Library had about
33 the same amount of participants, but their programming numbers were only 3,000. Mansfield is
34 about twice the size of Southlake. We have had a very successful program. Volunteer hours
35 were down a bit, but for the year were higher. We have the highest amount of volunteers of any
36 department in the City. InterLibrary Loan (ILL) statistics have seen a big increase. Each request
37 is a lot of work searching the database, receiving the item, tracking the use, monitoring return
38 dates, etc. Nicola has had an additional amount of work with higher ILL numbers and volunteer
39 hours.
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41 b. Our infrastructure has grown considerably and we are very glad to have
42 a new position starting in January 2008. Because of the increase in circulation, our turns have
43 increased from 4.06 to 5.18. Since we haven't taken anything out of the collection, this means
44 more use is being made of what we have. In 2003, the turn rate was 1.08, so we have had a
45 dramatic increase. The transactions per hour last year were 18.96 compared to this year at 22.68,
46 which is a 20% increase. Our productivity number pretty closely matches the transactions per
Southlake Library Board Meeting Minutes August 22, 2007 Page 2 of 4
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 hour. For the first time this summer, we had to choose between the things that we could do and
2 the things that we couldn't keep up with, which had never happened before.
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4 c. Last night the Council had the first work session on the budget. If there
5 was going to be an issue, it would have happened then. The Council had no questions or
6 concerns about our budget. There will be another work session next week. The first reading of
7 the budget will be at the Council meeting on September 4, 2007 and will allow the public to have
8 input. The second reading will be September 18, 2007, when the budget will have its final
9 approval. The position will start on January 1, 2008 and we will not have to post it since we
10 have an in-house candidate. Jennifer Tucker has an MLS, is a Technical Services Librarian and
11 is on our staff.
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13 CONSENT AGENDA:
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15 Agenda Item No. 3. -Approval of Minutes from July 2007 Library Board Meeting
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17 Mrs. Roberts made a motion to approve the minutes. Mrs. Flores seconded it and the minutes
18 were unanimously approved.
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20 REGULAR AGENDA:
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22 Agenda Item No. 4 - Public Forum.
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24 Chair Burr opened the public forum at 7:49 p.m. Mrs. Campbell, President of Friends of the
25 Southlake Library (FOSL), wants to have a booth at Oktoberfest where they will promote
26 membership with giveaways. FOSL will no longer use Library staff or resources for their
27 projects. There was some discussion of possible items to giveaway. The public forum was
28 closed at 7:52 p.m.
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30 Agenda Item No. 5, Consider - Election of New Officers - Chair and Vice Chair
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32 After some discussion Mrs. Roberts moved to nominate Mrs. Burr as Chair. Mrs. Koelker
33 seconded the motion and the Board unanimously approved it.
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35 Mrs. Burr nominated Mrs. Roberts as Vice Chair. Mrs. Flores seconded the motion and the
36 Board unanimously approved it.
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38 Agenda Item No. 6A, Discussion - Additional Library Bookdrops update (auto drop of
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40 Mrs. Campbell needs to get the FOSL logo and the City logo (as soon as it is available) on the
41 bookdrop. Designwerks will apply the logos. The City Engineer thinks the outside of Robb and
42 Stuckey will be finished in mid-September. Their product will need to be moved in and we want
43 to wait until the semis have finished unloading. Parks and Recreation staff will install the
44 bookdrop, which will need assembly and posts installed in the ground. There is a turnaround
45 near where the bookdrop will be placed, so that the driver of the vehicle can drop off the library
46 materials. The other Rubbermaid cart is being shipped along with the weather cover. Next year
Southlake Library Board Meeting Minutes August 22, 2007 Page 3 of 4
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 there will be a bookdrop installed at DPS West with plans for another bookdrop when the new
2 DPS facility is built.
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4 Agenda Item No. 6B, Discussion - Friends of the Southlake Library _pU date
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6 See comments in Public Forum. In addition, the Adult SRC generated some new members. Mrs.
7 Campbell will announce the next meeting at future date.
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9 Agenda Item No. 6C, Discussion - North Texas Regional Library System Update
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11 There was no update before the meeting was adjourned.
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14 Agenda Item No. 7, Other Items:
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16 There were no other items.
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18 Ms. Burr adjourned the meeting at 8:01 pm.
Southlake Library Board Meeting Minutes August 22, 2007 Page 4 of 4