2006-08-23
* *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 23, 2006
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8 MINUTES
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10 Library Board Members Present - Lori Burr, Vice Chair; Cheri Lacy, June Koelker, Kim
11 Roberts, Wanda Schafer.
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13 Library Board Members Absent - Brenda Flores, Barbara Jeppe.
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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 - Rita Mills, Citizen.
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20 REGULAR SESSION:
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22 Agenda Item No. 1, Call to Order - Vice Chair, Lori Burr, called the meeting to order at 7:00
23 p.m. Mr. McGeath explained the various handouts for the meeting.
24
25 REPORTS:
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27 Agenda Item No. 2 A - Introduce new Board Members - Peggy Firestone and C.D. Peebles
28 were not reappointed. New Board Members are Brenda Flores and Wanda Schaefer. Lori Burr
29 was renamed.
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31 Agenda Item No. 2 B - Librarian's Report
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33 1. Library Administrator's Report -
34 a. Virtual libraries update.
35 Both the Senior Center and SABRE will open October 1, 2006. Both places will
36 have several magazine titles targeted to that particular group plus a few basic reference tools.
37 We will target seniors who go to the Senior Center but don't come here. We will
38 take applications there, make the cards here and return the cards to the Senior Center. We have
39 been buying more large print materials in anticipation of the opening at the Senior Center.
40 Senior Center borrowers will not be charged fines. The checkout will be for 3 weeks and the
41 media will be 2 weeks. The catalog will have larger print and a different "face" for them than
42 our regular catalog. Jesse will be going to the Tuesday lunches and be available to answer
43 questions and help anyone that wants it.
44 SABRE will have virtual cards. We have been buying more best sellers in
45 anticipation of that opening. We also anticipate a rise in ILL requests. The loan period will be
46 the same as for the Senior Center. The SABRE catalog will have it's own unique "face" also.
Southlake Library Board Meeting Minutes - Aug 23, 2006 page 1 of 4
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
I We will be located next to the cafeteria, where many of the employees go for lunch. SABRE
2 employees can order materials from the library or from their desk top. Materials will be
3 delivered to the mail room who will in turn deliver the material directly to the employee's desk.
4 We will have a grand opening there with their CEO and our CMO and City Council members.
5 The Fire Department will loan us a vehicle to use to make deliveries and pickups.
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7 b. New automation system.
8 Polaris can make the interface different for each virtual library and for the main
9 library. The Nature Center wants us to have a virtual branch there. They have been asked to
10 look into getting grants to buy more nature books. The new automation system gives us more
I I flexibility on the user's side.
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14 2. Library Statistics -
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16 We had a 5% increase in July in library circulation. We will probably end the year with a 11-
17 13% increase in circulation. We anticipate approximately 215,000 total circulations by the end
18 of the fiscal year. Card numbers have dropped because we cleaned out the files of expired and
19 unused cards before switching to Polaris in June 2006, however issuance of cards has increased
20 to approximately 250-300 per month. Traffic continues to increase, up for the year by 5%.
21 Anticipate a drop in number of items in the collection after some weeding of the collection in the
22 next fiscal year. The weeding of the collection will drive the turn rate up.
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24 Reference and Computer use remain steady. Adult program remains the same. Toastmasters
25 come every Monday. It is harder to get adults in for adult programming because of the
26 perception that if it is free, it is worthless. Story times are up. Summer reading numbers were
27 down. Participants were about the same as last year. We will review to find the reasons the stats
28 are down. We will look at marketing and acts for next year. We will revise prize giveaways and
29 what is available at which level.
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31 Ms. Lacy commented that volunteers need to better explain what the children are getting. Small
32 children may not understand the significance of getting their name in the hat. Mr. McGeath
33 commented that we will work on more precise planning for next year with targeted times for the
34 most entertaining programs and an entertainer for the Back to School Bash that is more targeted
35 to Grades 1-5. The suggestion was made for a Wall of Fame for the children that have read high
36 number of hours or a connection with the local press. The program started a week late this year,
37 which might account for the drop in stats. The suggestion was made to have a stronger
38 connection with the high schools.
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40 Mr. McGeath commented that we had a big push to get more volunteers and consequently, had
41 an increase in volunteer hours. The vast majority of our volunteers are teens either from Teen
42 Court or students trying to get community service hours for the enhancement to their diploma.
43 The staff treats the teens with respect and we have had some teens that finished their Teen Court
44 hours and then became regular volunteers.
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Southlake Library Board Meeting Minutes - Aug 23, 2006 page 1 of 4
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 ILL stats are up. We have switched from using Fort Worth Public to going directly to OCLC.
2 The response time in receiving books has been cut from 1.5-2 weeks to approx. 3-4 days. We
3 expect more requests when SABRE goes live.
4
5 Mr. McGeath analyzed outputs in terms of productivity (based on number of hours open and
6 number of staff). After comparing us to other library areas, we find that we are the most
7 productive library. The staff used to think we were really busy, but have adjusted to a much
8 busier atmosphere.
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10 CONSENT AGENDA:
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13 Agenda Item No. 3 - Approval on Minutes from July 2006 Library Board Meeting -
14 Mrs. Roberts made a motion to approve the minutes from the July 2006 meeting and Mrs.
15 Koelker seconded it. The motion was approved. There was no meeting in June.
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17 REGULAR AGENDA:
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19 Agenda Item No. 4, Public Forum -
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21 Vice Chair Burr opened the public forum at 8:09 p.m. As there were no requests to speak, Vice
22 Chair Burr closed the public forum at 8:10 p.m.
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24 Agenda Item No. 5A, Consider - Revised schedule of policies and planning=
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26 The most important aspect of the Board is to go through the policies and planning to make sure
27 what we are presenting to Council is acceptable to the Board. Staff will suggest changes, which
28 are then brought before the Board for review and recommendation to the Council. The goal is to
29 have an annual review of the policies to make sure they fit with the City Councils goals and
30 objectives and budgetary process. The resolution against resolutions is going to Council the first
31 meeting in September. There are operational issues that need to be determined by the City
32 Manager and don't really need to be taken to the Council.
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34 Agenda Item No. 5B, Consider -Election of New Officers -
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36 Mrs. Koelker made a motion to nominate Mrs. Burr for the position of Chair. Mrs. Roberts
37 seconded the motion.
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39 Mrs. Lacy made a motion to nominate Mrs. Roberts for the position of Vice Chair. Mrs. Burr
40 seconded the motion. Both motions were approved.
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42 Agenda Item No. 6, Discussion -
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44 A. Summer Reading Club - 1200 children signed up for SRC. 90 adults with children signed up
45 as families. We expect more growth next year as it will be better publicized.
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Southlake Library Board Meeting Minutes - Aug 23, 2006 page 1 of 4
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* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
I B. Friends of the Southlake Library Update - C.D. Peebles and Mr. McGeath met with the Pizza
2 Hut staff. There will be a coupon on FOSL's website for Mon-Wed at Pizza Hut. When the
3 coupon is completed and turned in, then FOSL will get 20% of the total. The application for
4 FOSL is in the packet for new borrowers.
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6 C. North Texas Regional Library System Update - Mr. McGeath has been named to the Services
7 Planning Committee. The Committee decides how the money that comes from federal and state
8 grants for the purpose of providing libraries with materials and services. The Committee will
9 decide the criteria for dividing the money among the libraries.
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I I D. Interior design consult - Designer's Challenge will have 3 designers compete to get a plan for
12 the library look. This will be advertised on the plasma TV and through press releases. The
13 people that visit our website and come to the library would vote for the winner. The winner will
14 get the publicity for being the winner. Voting will take place for one month during a slow
15 library month with ample publicity. We will have some floor plans to hand out. It was
16 suggested that contestants have some budgetary constraints so that implementation (if available)
17 would be more realistic. American Libraries April 2006 had a special layout on library decor.
18 The Library Board and the staff will pick the top 3 for the public to vote on. Designs will be due
19 January 19, 2007 before the Library Board meeting on January 24, 2007. Voting will be during
20 February 1-28, 2007.
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22 E. Announcement - June Koelker was made Dean of the TCU Libraries.
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24 Agenda Item No. 7 - Adjournment- Vice Chair Burr adjourned the meeting at 8:42 p.m.
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Southlake Library Board Meeting Minutes - Aug 23, 2006 page I of 4