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2012-08-22 . } OFFICIAL MINUTES August 22, 2012 Approved by the Southlake Library Board 'ETV CITY OF SOUTHLAKE Southlake Library Board Meeting: August 22, 2012 6:OOPM LOCATION: Southlake Town Hall 1400 Main Street, Room 3A Southlake, Texas Members Present: Chair Brenda Flores and Library Board members Sally Biersmith; Lori Burr; Ayako Miyazaki; Cheri' Ross; Vice Chair Michelle Spradlin. Members Absent: Kim Roberts Staff Members Present: Kerry McGeath, Deputy Director of Community Services — Library; Jennifer Tucker, Library Operations Manager. Guests: None REGULAR SESSION Agenda Item No. 1. Call to Order — The meeting was called to order by Chair Flores at 6:07 p.m. Agenda Item No. 2. Administrative Comments — A. City Librarian's Report — Mr. McGeath reports that approximately 2700 particpants were in the Summer Reading Club. He estimated that the average number of hours read per person was 20 -40 hours, which totals 54,000- 108,000 hours read. There were approximately 400 people at the wrap up event where the prizes were awarded. Ms. Pledderer drew for door prizes and had prizes marked under the chairs for people to find to intersperse with distributing the the big prizes. This kept attendees entertained. Mr. McGeath went to the CISD welcome for the teachers on Monday morning, Agugust 20 The Library had a table set up for teachers to meet Mr. McGeath and find out what the Library has to offer. Mr. McGeath will send library card applications to the school libraries. The teachers will complete the applications and return them to the school librarians. We will retrieve the applications, issue the cards and deliver them to the school City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork OFFICIAL MINUTES August 22, 2012 Approved by the Southlake Library Board librarians so the teachers can retrieve the card at the school library. He is also working on a program to get all CISD kindergartens a library card. During the summer we partner with the school libraries to use their Bluebonnet books for check out here. When school returns to session, we return the books. This keeps the materials in use and prevents us from having to buy so many additional copies of Bluebonnet books. A risk assessment professional made some suggestions for tightening up cash handling procedures, although he said that for the most part our procedures were good. Ms. Tucker announced upcoming improvements to Polaris that allows library staff to invoke enhancements and gave a small demonstration. Overdrive, our e content vendor, is the only one that supports Kindle, so we will stay with them this coming fiscal year. We also are looking at Freading, a cloud based software, that has 22,000 e books. We would pay a monthly fee per use and be able to cap the fee. Freading is able to let multiple users download the same book at the same time, a feature not currently available with Overdrive. Freading doesn't have as many popular materials as Overdrive. We are also looking at Zinio, a downloadable application for magazines. Wireless printing has some technological issues that will be difficult to overcome and is not a viable option at this time. We are looking at accepting credit card payments through the catalog. We would like to create an app to use with smart phones to allow a user to go directly to the catalog to renew materials, pay bills, find out what is available in the library based on a bar code making the access easier. Windows is coming out with a tablet. Our software is Windows based. We would load the software on the tablet and then be mobile to check out or look up materials for customers through out the Library. We are also looking at online library applications completed electronically. Then the customer comes in to get the card. B. Library Statistics — Circulation was almost 40,000 for the month of July, which totals to about 313,000 items circulated for the year. Mr. McGeath projects that at this rate, there will be about 372,000 circulations for the year. He believes that we have a 9 -10% increase for the year, even though we were closed for several weeks in December due to the flood. Much of the increase can be attributed to the use of e materials. City of Southlake Values: Integrity • Innovation • Accountability • Commitment to Excellence • Teamwork OFFICIAL MINUTES August 22, 2012 Approved by the Southlake Library Board We lost one half -time staff member when the State Library cut the Lone Star grant because of their own budget cuts. It has been a struggle all year. The City Manager has approved the addition of another half -time staff member for the coming fiscal year. It is anticipated that the City Council will be in agreement and approve funding for the position. Volunteer hours increased. There are many student volunteers that are trying to obtain their hours to graduate and in the summer we have many extra students volunteering. It is a good way for us to turn young people who don't think going to the library is "cool" into library customers as they shelve and find things that are appealing. We have customers that are residents of other cities because of the type of materials that we have and because of the friendly service we provide. Agenda Item 3A. Consider: Approval of the minutes from the May 23, 2012 Southlake Library Board meeting. The minutes from May 22 and July 25, 2012 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 6:40 p.m. Agenda Item No. 5A. Discussion: Advocacy Program Update. 1. Library Fundraising Gala — The gala will be moved to October 2012 to allow more time to prepare for the event. Mr. McGeath will be creating a sub committee of three Board members to work on the gala. 2. Board Opportunities - There are volunteering opportunities for the Board. Agenda Item No. 5B. Discussion: Texas Library Association Update. Ms. Pfledderer is the Chair of the New Members Round Table and has decided on some interesting new programs. Ms. Tucker is the Treasurer /Secretary for the Acquisitions and Collection Development Round Table and a Counselor for the New Members Round Table. This may present some opportunities for new partnerships and facilitates communication with other libraries. City of Southlake Values: Integrity • Innovation ♦ Accountability • Commitment to Excellence ♦ Teamwork OFFICIAL MINUTES August 22, 2012 Approved by the Southlake Library Board Agenda Item No. 5C. Discussion: Friends of Southlake Library (FOSL) Update. There has been a rise in FOSL sales since last year. The money is used to support the Summer Reading Club and to buy DVDs. Agenda Item No. 6. Adjournment. Chair Flores adjourned the meeting at 6:55 p.m. 4 .z-)4d Brenda Flores, Chair L-6 Kerry M Geath, Deputy Director, Southlake Public Library A recording of this meeting may be requested in the Office of the City Secretary. City of Southlake Values: Integrity • Innovation • Accountability ♦ Commitment to Excellence • Teamwork