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2007-07-25 * *OFFICIAL MEETING MINUTES APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 1,519 children have signed up for Summer Reading Club (SRC). Part of the success is due to no 2 restrictions on where reading materials can be obtained, a wonderful selection of prizes, and 3 prompt presentation of prizes throughout the summer. SRC started earlier this year and will last 4 longer than last year. 5 6 3. 176 adults have signed up for the Adult Summer Reading Club and 16 have 7 claimed prizes. The time it takes to get 5 books read to get a bingo varies from one participant to 8 another. In some cases it could take several weeks to get the first bingo. Since the program only 9 runs for approximately 3 months, several weeks for a bingo affords little opportunity for 10 participants to get prizes. Next year the program will be changed so it will be easier to get a 11 reward and prizes can be obtained more frequently. There have been several comments about 12 the very nice prizes available at the end of SRC drawing. 13 14 4. Volunteer hours have increased by 20% over June of last year. This year SRC 15 and regular volunteers have been integrated to be directed by Mrs. Jesse. This provides the 16 opportunity for better placement of help where it is needed. Instead of having someone sitting at 17 the SRC table, they can shelve movies or do something else useful during the slow times. 18 19 5. ILL loans are down from May but up 101% over last year. We have promoted 20 them as the answer to obtaining materials that this Library can't own because of space and 21 financial constraints. 22 23 6. Mr. McGeath asked the staff to make a list of the job tasks and the amount of 24 time spent on each. This will help to make sure that we have an equitable assignment of duties. 25 It will also help to make sure that we are performing tasks that actually are needed. He also sent 26 out a supervisor evaluation form so staff can evaluate him. This evaluation was first done a 27 couple of years ago. This evaluation will give him an idea of the things he is doing that are going 28 well and those that may need some improvement. 29 30 b. SABRE Virtual Branch continues to be a wonderful success. The totes are full being 31 delivered and being retrieved. The Library is still delivering Monday, Wednesday, and Friday. 32 If there is a lag, then SABRE employees will need to contact their mail room for a resolution. 33 34 2. Library Statistics - See Librarian's Report 35 36 3. Friends of Southlake Library (FOSL) Report - Mrs. Campbell explained the raffle FOSL is 37 holding to generate funds to be donated for the purchase of the drive up book return. Mrs. 38 Campbell asked the Board Members to help sell raffle tickets. FOSL will have a newsletter 39 coming out soon. She invited every one to the FOSL meeting from 7-8pm in the Library next 40 Monday. Mrs. Campbell explained the procedure for selling tickets. Checks made out to the 41 Friends will be given directly to the Friends (Mrs. Campbell) or if the checks are turned in at the 42 Library, they will be kept in a money bag in the same drawer with the tickets. Checks made out 43 to City of Southlake or Southlake Public Library will be entered in the register and all cash taken 44 at the Circulation Desk will be entered in the register. 45 Southlake Library Board Meeting Minutes - July 25, 2007 Page 2 of 5 * *OFFICIAL MEETING MINUTES APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 Mrs. Campbell reported that some of the steers (artwork in the Square) are due to be auctioned 2 off soon. They will be donated to non-profit organizations to auction. She would like to get one 3 for FOSL. She mentioned a few other needs such as name badges for FOSL members. FOSL 4 (Mrs. Campbell) continues to buy DVDs for the library in huge quantities. Mr. Ephraim noted 5 that Mrs. Campbell was instrumental in obtaining a vast majority of the prizes to be offered for 6 the Youth SRC. Mrs. Campbell said that FOSL has a blog where the Board members could 7 leave questions or comments and that she would answer directly. 8 9 4. The question was asked how the book talks at the Senior Center were being received. There 10 have been two book talks. Jennifer Tucker and Mr. Ephraim went to the first one together on 11 June 7th. He ran the media and she gave the talk. Since the second talk was July 12t", Ms. 12 Tucker picked Flags of Our Fathers and 1776 as the books. The talk was well received and 13 Amanda Troum, Senior Center Director wants to continue them. There were about 15 people at 14 each talk. The hope is to expand the talks into a book club. 15 16 CONSENT AGENDA: 17 18 Agenda Item No. 4 - Approval of Minutes from April 2007 Library Board Meeting- 19 20 Mrs. Koelker made a motion to approve the minutes from the May 2007 meeting and Mrs. Flores 21 seconded it. The motion was unanimously approved. 22 23 REGULAR AGENDA: 24 25 Agenda Item No. 5, Public Forum - 26 27 Chair Burr opened the public forum at 7:49 p.m. As there were no requests to speak, Chair Burr 28 closed the public forum at 7:50 p.m. 29 30 Agenda Item No. 6A, Consider - Proposed Library Budget for Fiscal Year 2007/08 - 31 32 The base Library operating budget is $45,000.00. This does not include payroll or materials. 33 This money is used for office supplies, travel, special projects, uniforms, printing, postage, etc. 34 Supplemental requests include the book budget, which is viewed as a capital request, and 35 therefore, can't be considered as an operating expense. Mr. McGeath explained that he works 36 closely with the City to make sure that the materials budget is viewed as a mandatory and 37 necessary item to support the Library. Computer purchases are bought through Technical 38 Services. There is a yearly request for $2500.00 for overtime for employees. This is used to pay 39 non-exempt full time employees to work more than 40 hours per week during the summer when 40 the Library is extremely busy due to SRC and to compensate for vacations or other absences. A 41 car allowance for Mr. McGeath was added this year at the request of the Human Resources 42 Department. He travels extensively throughout the metroplex and to date has not been turning in 43 reimbursement requests. Other Deputy Directors are accorded this expense reimbursement. A 44 personnel request for a Technical Services/Circulation Librarian is in next year's budget. The 45 Administrative Secretary work has increased to the point where the processing of materials is not 46 being done in a timely fashion. The new position would perform Adult purchasing, oversee and Southlake Library Board Meeting Minutes - July 25, 2007 Page 3 of 5 * *OFFICIAL MEETING MINUTES APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 perform cataloging and processing, supervise the staff and processes at the Circulation Desk, 2 perform computer and web duties, and perform other professional duties that we currently can't 3 do because of staffing constraints. The City Manager supports this Library request for another 4 position, but will need Council approval before it is final. The Board agreed that all requests 5 were necessary and appropriate. 6 7 8 Agenda Item No. 613, Consider - Review new Proctoring Policy - 9 10 With the closure of area testing centers, the rate of requests for proctoring has increased 11 significantly. In some instances, organizations requiring the testing of individuals are not 12 sending postage paid return envelopes. In order to gain some control of the process, a new 13 procedure defines issues such as scheduling, computer usage, hours of operation, and fees for 14 service and return postage, if necessary. The Board reviewed the policy. Mrs. Roberts moved to 15 recommend approval and Mrs. Shafer seconded the motion. It was unanimously approved. 16 17 18 Agenda Item No. 6C, Consider - Review of number of items to be checked out - 19 20 The current loan limit is 18 items with no more than 3 VHS and 3 DVD per Adult card. During 21 summer reading, we have had many families that are making several trips a week to the Library 22 to change out books. Additionally with SABRE usage so high, we are sometimes unable to fill 23 requests for SABRE borrowers because some of their material may be in transit. They don't 24 have it available to use and the Library has not yet received it to check it in and free up space in 25 an account. 26 27 Mr. McGeath noted that the purpose of materials is to be in the hands of the borrowers available 28 to read. Since the collection has expanded, we now have enough materials to be able to offer 29 borrowers an increased limit on the number of items that can be checked out. Borrowers that 30 want materials that are checked out can place a hold request for the item. He requested the 31 Board approve a 36 item limit with no more than 3 VHS and 3 DVD per Adult card. If the 32 Library needs more materials in any area, staff can review the section and make purchasing 33 suggestions. Items that we would not be able purchase can be acquired through InterLibrary 34 Loan. After some discussion and concern about enough materials on the shelves for browsing 35 Mrs. Flores moved to approve the policy and Mrs. Shafer seconded the motion. The Board 36 unanimously approved the policy, but would like to have the policy reviewed in July 2008. 37 38 Agenda Item No. 7A, Discussion - Additional Library Bookdrops update - 39 40 The drive up book drop will be placed behind Crate and Barrel and near Robb and Stuckey's 41 once construction is finished. It will be ordered within 2 days and should arrive about 1-2 weeks 42 later. The Library will add a book drop inside the building, but outside the steel doors on the 43 first floor at the beginning of FY 2007-2008. 44 45 46 Southlake Library Board Meeting Minutes - July 25, 2007 Page 4 of 5 * *OFFICIAL MEETING MINUTES APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 Agenda Item No. 713, Discussion - Friends of the Southlake Library Update - 2 3 See Agenda Item No. 2A3 4 5 Agenda Item No. 7C, Discussion - North Texas Regional Library System Update - 6 7 Mr. Ephraim and Mrs. Beamon will be presenting workshops at the Children's Youth 8 Conference sponsored by the North Texas Regional Library System. Mr. Ephraim's three 9 workshops are entitled Blogs and Social Networking, Podcasts, and Web 2.0 (2 sessions). Mrs. 10 Beamon's workshop is entitled Storytelling 101. 11 12 In related Library news, Mr. McGeath was appointed for a three year term to the Texas State 13 Library and Archives Commission, Library Systems Act Advisory Board. The Board is 14 comprised of 2 academic librarians and 3 public librarians from across Texas. The appointment 15 is renewable for one additional term. 16 17 Agenda Item No. 8 - Other items - There were no other items. 18 19 Agenda Item No. 9 - Adjournment - Ms. Burr adjourned the meeting at 8:26 pm. i Southlake Library Board Meeting Minutes - July 25, 2007 Page 5 of 5