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2013-05-22 Library Board Packet SOUTHLAKE LIBRARY BOARD Wednesday, May 22, 2013 Location: Southlake Town Hall – Town Hall 1400 Main Street Southlake, Texas Time: 6 :00 p.m. Agenda: 1. Call to Order 2. Administrative Comments A. City Librarian’s report a. Update on Library Summer Reading Club planning B. Library statistics C. Follow up on Board and Commission Training modules 3. Consider: A. Approval of the minutes from the March 27, 2013 Southlake Library Board meeting. (No meeting in April due to Texas Library Association conference) 4. Public Forum 5. Discussion: A Advocacy Program Update 1. Library Sponsorships for Summer Reading Program B. Texas Library Association Update C. Friends of Southlake Library (FOSL) update 6. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on May 17, 2013 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. Alicia Richardson, TRMC City Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016. Reasonable accommodations will be made to assist you. M E M O R A N D U M May 17, 2013 TO: Southlake Library Board FROM: Kerry McGeath, City Librarian SUBJECT: Agenda Item Comments for the regular Southlake Library Board meeting – Wednesday, May 22 at 6:00 p.m. Please note the meeting will be held in Town Hall – Training Room 3A (3rd Floor). If possible, could you please notify staff if you will not be able to attend the meeting at 817.748.8384 or kmcgeath@ci.southlake.tx.us? Thank you! Agenda Item No.2 A, Administrative Comments, City Librarians Report –City Librarian Kerry McGeath will give an update on library services and program, and will talk about the Library’s strategic and service goals. The library’s strategic and service goals are included in the packet. Agenda Item No.2 B, Library Statistics: – Updated Library stats will be available at the meeting Agenda Item No.2 C, Follow up Board and Commission Training – A follow up on the binders that were distributed several meetings ago. Agenda Item No.3 A, Consider: Approval of minutes: - March 27, 2013 meeting. The minutes are included in the packet. Agenda Item no. 5, Discussion: A. Advocacy program update – library sponsorships for Summer Reading Club B Texas Library Association Update C Friends of the Library (FOSL) Update Southlake Public Library I. Mission: The Mission of the Southlake Public Library is to provide books, materials and services to residents of all ages to assist in their pursuit of information and resources to meet their educational, cultural, recreational and professional needs. Our Goal is to have 100% of the citizens of Southlake visit their library and be pleased with the experience. II. Vision: To create an environment in which the Library creates value within the community and city government that provides the resources to enable information dissemination and facilitates recreational, cultural, social and educational activities. III. Strategic Objectives : 1. Create the proper mix of product that is based on satisfying user demand 2. First Class customer service 3. Control Internal processes for efficiency focused on providing a friendly and hassle free experience for the customer 4. Utilize Volunteers – we take everyone we can get and they perform mission critical tasks 5. Keep costs low and staff productivity high 6. Develop key relationships community wide IV. Service Goals: A. Provide courteous and effective service through a trained and enthusiastic staff: Investments in staff development and training in our changing technology driven field are critical to achieving the organizations varied goals. Objectives are for recruiting excellent staff, comprehensive and continual staff training and a focus on performance evaluations, effective and use of available staff, and providing a work environment that values productivity and the resultant reward and self motivation for excellence. SPL - uncommonly friendly service B. Information resources, materials and programs will be conveniently accessible: Many obstacles potentially face consumers seeking to use Library resources. This goal represents the Library’s pledge to provide convenient easy access for information or materials they seek commensurate with access provided by a “market basket” of area libraries. The library must incorporate access and methods of obtaining information to improve availability and accessibility of information. C. Make available high demand, popular materials in a variety of formats for all ages: The library’s ability to achieve its mission depends largely on its ability to provide the materials the public demands. The collection of materials must be well selected and well maintained. From the cost of the book to the shelf space, the investment in the library’s collection is one which must pay solid dividends as measured by our ability to satisfy customer demand. Occasional weeding of the collection will be a large part of maintaining the collection so underperforming assets can be removed allowing us to maintain a well utilized collection. D. Provide accurate, timely reference and information services: Individuals of all ages seek information from the Public Library to aid school studies, for job or business needs, and or personal interest. The Library also provides research and information dissemination as needed within the City Government and will actively market this function to all city departments and elected officials. Achieving this goal requires a staff trained in reference interview techniques and knowledgeable in the use of all reference materials and information resources. The library will provide a focused reference collection and technologies to expand available resources and speed the delivery of information. E. Manage resources and functions effectively to achieve service goals. Tax resources are necessarily limited and require real results in terms of services provided. The Administration of the library must meet current and future demands in the face of increasing operating costs without diminishing service. The collection of accurate and meaningful data for evaluating services, improving efficiency through self examination and continuing to incorporate new technologies to improve accuracy and productivity and allowing for easy accessibility for consumers are service goals as well. SPL - uncommonly friendly service UNOFFICIAL MINUTES February 27, 2013 Unapproved by the Southlake Library Board City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Library Board Meeting: February 27, 2013 6:00PM LOCATION: Southlake Town Hall 1400 Main Street, Room 3C Southlake, Texas Members Present: Chair Brenda Flores and Library Board members Sally Biersmith; Lori Burr; Ayako Miyazaki; Kim Roberts; Cheri’ Ross.Vice Chair Michelle Spradlin. Members Absent: Vice Chair Michelle Spradlin. Staff Members Present: Kerry McGeath, City Librarian Guests: None. REGULAR SESSION Agenda Item No. 1. Call to Order – The meeting was called to order by Chair Flores at 6:03 p.m. Agenda Item No. 2. Administrative Comments – A. City Librarian’s Report – Mr. McGeath predicts that the new self check machines will get more use this summer. He is working with Finance to allow customers to pay their late charges on the self check machines. We will not be able to take credit/debit cards at the Circulation Desk per the City Council. The Library has had .5% loss of materials over the last ten years. This is below the average for most libraries. We have had over one million visitors. The people that come to the Library then take the opportunity to dine and shop in Town Square, which brings in tax revenue. UNOFFICIAL MINUTES February 27, 2013 Unapproved by the Southlake Library Board City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Mrs. Pfledderer is being freed up to look and apply for grants. She is looking for a grant to replace the children’s computer and furniture. Mrs. Pfledderer is investigating a federal grant from the State Library to get a Library app. The initial cost is estimated at $5,000. Yearly maintenance is estimated at $2,500. Once the app in place, IT will use their budget to pay the maintenance. The City app wouldn’t allow some of the things that the Library wants to have available. Discussion is underway about how the Library app will be meshed with the City app. In the next few weeks we will be adding a second cash register so that each money handler at the desk will have her own drawer. The risk analysis consultant had suggested this approach. Library management is thinking about how drawers can be counted in and out within the regular shift hours. We don’t have the budget to allow staff an extra 15 minutes and the beginning and end of their work hours to perform the counting. Library Statistics - Mr. McGeath has corrected the formulas so that the statistics are now accurate. Circulation increased 16%. Online usage has increased. Traffic is about the same. Mr. McGeath thinks that more people are using the online services from home. He believes that we are reaching a different group of people than those who come to the Library all the time as evidenced by the increase in circulation without the same increase in traffic. The number of items in the collection stays fairly steady because of space limitations. Volunteer hours are down because we are not getting as many Teen Court volunteers as in the past. He briefly covered the rest of the statistics. B. Follow up Board and Commission Training Modules – Most Board Members have finished the training modules. Agenda Item 3A. Consider: Approval of the minutes from the January 26, 2013 Southlake Library Board meeting. A motion was made and seconded to approve the minutes. The minutes from January 26, 2013 were approved by majority vote. Agenda Item No. 4. Public Forum – There was no one present to address the Library Board during the Public Forum. The Public Forum was opened and closed at 6:27 p.m. UNOFFICIAL MINUTES February 27, 2013 Unapproved by the Southlake Library Board City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Agenda Item No. 5A. Discussion: Advocacy Program Update. 1. Library Fundraising Opportunities – We will be focused on the grants. We don’t have a core group that can develop and staff a gala. Mr. McGeath is pursuing having a do nation available on the website and through the water bill. We maintain our sustainability through the City of Southlake budget and use any additional funds for the extras. 2. Board Opportunities - Mr. McGeath told the Board that we will have a booth during the Easter Egg Hunt and would welcome help in manning the booth. Agenda Item No. 5B. Discussion: Texas Library Association Update. Mr. McGeath was named co-chair to the Public Library Standards Task Force. Standards are reviewed every seven years, although it has been ten years since the last review. There are three levels of standards and accreditation is tied to the Standards. Agenda Item No. 5C. Discussion: Friends of Southlake (FOSL) Update. Mr. McGeath invited the Library Board Members to become a FOSL Board member. FOSL particularly needs a treasurer. Mrs. Roberts is considering the position. Agenda Item No. 6. Adjournment. Chair Flores adjourned the meeting at 6:40 p.m. Brenda Flores, Chair Kerry McGeath, City Librarian, Southlake Public Library A recording of this meeting may be requested in the Office of the City Secretary.