2006-12-13
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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
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6 December 13, 2006
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8 MINUTES
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10 Library Board Members Present - Lori Burr, Chair; Brenda Flores, June Koelker, Kim
11 Roberts, Vice Chair; Wanda Schafer.
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13 Library Board Members Absent - Barbara Jeppe, Cheri Lacy.
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15 Staff Members Present - Kerry McGeath, Library Administrator; Jesse Ephraim, Adult
16 Services Librarian; Nancy Roper, Administrative Secretary.
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18 Others Present - None
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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 7:12 p.m.
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24 REPORTS:
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26 Agenda Item No. 2 A - Follow up on Open Records Act documentation -
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28 Mr. McGeath needs the certificate of completion from one Board member as soon as possible.
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30 Agenda Item No. 2 B - Librarian's Report
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32 1. Library Administrator's Report -
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34 a. Virtual libraries update -
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36 Mr. McGeath explained the process of delivering materials to the Virtual
37 Branches. There are usually 1-2 items delivered every week to the Senior Center (including new
38 magazines). The average number of items delivered to Sabre per delivery day is 20 or about 60
39 items per seek. There are a few magazines and the vast bulk are materials requested through the
40 Sabre Library Catalog.
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42 b. Mr. McGeath's title change -
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44 Mr. McGeath has been promoted to Deputy Director of Community Services -
45 Library Services effective Jan. 1, 2007. His main focus will be the Library, but there will be
46 some additional job duties. He will be reporting to Steve Polasek, Director of Community
Southlake Library Board Meeting Minutes - Nov/Dec. 13, 2006 page 1 of 4
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* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 Services. The reporting change was made because Rick Smith, Director of Public Services,
2 resigned to take a faculty position at the University of Texas at Arlington.
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4 c. Mr. Ephraim's role with Sabre -
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6 Mr. Ephraim reports that there are approximately 300 Sabre employees who have
7 self -registered for a library account. Mr. Ephraim gets 5-10 new registrations per day. He
8 monitors technological settings for appropriateness, but more often has had to tweak procedural
9 changes here. The biggest problem has been borrowers who "abuse" the hold process.
10 Borrowers are allowed to check out 3 DVD, 3 VHS and 3 CDs at any one time. If a borrower
11 puts 10 DVD holds on at one time, but is only allowed 3 DVD checkouts, then materials
12 languish on the hold shelf unavailable to other borrowers. Now Sabre account holders W may
13 have a maximum of 5 holds per item type to keep materials circulating. Materials delivered to
14 Sabre are mostly DVDs and adult books. Sabre account holders who want children's materials
15 will usually come into the library to get a physical library card so they can browse the collection
16 and check materials out here. Staff at the desk will need to manually change the loan period to
17 reflect in-Library check out. This requires reducing the loan period from 3 weeks to 2 weeks for
18 non-media materials and reducing the loan period from 2 weeks to 1 week for media.
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20 d. TexShare cards -
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22 Sabre pays taxes to the City of Southlake, so we are treating their employees as
23 part of a corporate entity, whose individual employees are eligible for library cards. If the
24 employees wanted to get free cards, they could go to their home library and obtain a card or if
25 their home library didn't participate in TexShare, they could go to North Richland Hills who will
26 give anyone a Library card and a TexShare card. So essentially we have just bypassed the
27 TexShare step for the convenience of the Sabre employees and without any real expense to
28 ourselves. This is a win-win situation for all. The State Library gives us approximately $3500
29 per year to participate in TexShare program. Keller doesn't participate because it would be a big
30 strain on their resources, since there is a large population of people within the Fort Worth
31 boundaries next to Keller. Grapevine doesn't want to participate, but we have a large percentage
32 of our non-resident borrowers who pay the fee to use our library. The come here to use DVDs
33 and the computers, since the wait is a lot less for both.
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35 e. Fort Worth Star Telegram article in last Sunday's paper -
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37 The article on Sabre and the virtual branch appeared on the front page of the NE
38 Tarrant County section and extended onto another page.
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40 2. Library Statistics -
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42 Statistics in September was the first month in 3 years that we were down in circulation.
43 October was up 14% and November was up 15%. Mr. McGeath thinks that we are parked to
44 capacity, that is, there is not a lot more room for people to park close to the building. So if there
45 is a change in statistics, it is not the number of people coming, but another factor that has had a
46 slight change. Youth statistics were down. Mr. McGeath thinks that is because the Youth
Southlake Library Board Meeting Minutes - Nov /Dec.13, 2006 page I of 4
r * *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 Librarian was out for several weeks because of surgery in October and November. That is
2 normally the time we do our school visits. We usually would talk to several hundred children
3 during this time.
4 Volunteer hours have stayed up. We take all volunteers and have quite a number of teen
5 court volunteers, who are able to come without a lot of restrictions. We are open a couple of
6 nights a week, which helps people who have day time commitments. Since all of our shelving is
7 done by volunteers, there will occasionally be items misshelved. This gives the staff the
8 opportunity to help borrowers find materials.
9 Mr. McGeath moved shelving from the third floor to the first floor to help alleviate over
10 crowding in the juvenile section.
11 Mrs. Roper is still getting bids for the gold VIP library cards.
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13 CONSENT AGENDA:
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15 Agenda Item No. 3 -Approval on Minutes from October 2006 Library Board Meeting -
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17 Mrs. Schafer made a motion to approve the minutes from the October 2006 meeting and
18 Mrs. Koelker seconded it. The motion was unanimously approved. The September minutes will
19 be presented at the next meeting.
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21 REGULAR AGENDA:
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23 Agenda Item No. 4, Public Forum -
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25 Chair Burr opened the public forum at 7:48 p.m. As there were no requests to speak, Chair Burr
26 closed the public forum at 7:49 p.m.
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28 Agenda Item No. 5, Consider - Additional Library Bookdrops -
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30 Mr. McGeath is waiting on final approval for the book drop location for the automobile drop off.
31 It will be by the West Parking Garage, hidden by Robb and Stuckey, but still accessible. It will
32 be a very large one with big wheels, so staff can wheel it back to the library. As of now, we
33 don't think materials will be damaged by having one book drop. If this turns out to be incorrect,
34 then we will have to get another one. We will be adding a wooden book drop on the first floor
35 before the steel fire doors. We also have permission to put another drop box at DPS West. It
36 would be picked up when we do the Sabre run. There would be a grace period for the extra days
37 that materials weren't retrieved.
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39 Agenda Item No. 6, Discussion -
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41 A. Friends of the Southlake Library Update - The Friends will be helping to pay for the extra
42 large book drop at the West Parking Garage.
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44 B. North Texas Regional Library System Update - The Director resigned a couple of weeks ago.
45 The State has been reducing funding for the 10 regional systems. Regional library systems have
46 been costly to run. The State hasn't specifically said that regional library systems will be down
Southlake Library Board Meeting Minutes - Nov/Dec. 13, 2006 page I of 4
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 sized. The funding is just disappearing. Mr. McGeath feels that eventually there will be one
2 person responsible for each system with most actions taking place electronically.
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4 C. Interior design consults -
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6 Mr. McGeath will get a list of interior design companies from Economic Development and give
7 it to Ms. Roberts. Ms. Roberts will contact them and see if they have any interest in the contest.
8 The Library Board and the staff will pick the top 3 for the public to vote on. Designs will be due
9 January 19, 2007 before the Library Board meeting on January 24, 2007. Voting will be during
10 February 1-28, 2007.
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12 Agenda Item No. 7 - Adjournment - Chair Burr moved to adjourn the meeting. Vice Chair
13 Roberts seconded the motion. The meeting was adjourned at 7:55 pm.
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Southlake Library Board Meeting Minutes - Nov/Dec. 13, 2006 page I of 4