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2018-02-05 Agenda with Backup
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McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-121,Version:1 AGENDA CAPTION Receiveareport,holdadiscussion,andgivestaffdirectionregardingtheDentonPublicLibraryÓsannualreportforFY2016-2017,an update on the 2017-2020 Strategic Plan, and the future direction of library operations for the City of Denton. City of DentonPage 1 of 1Printed on 2/2/2018 powered by Legistar© AGENDA INFORMATION SHEET AGENDA DATE: February 5, 2017 DEPARTMENT: Library ACM: Bryan Langley SUBJECT: annual report for FY 2016-2017, an update on the 2017-2020 Strategic Plan, and the future direction of library operations for the City of Denton. BACKGROUND: Each year, the Denton Public Library creates an annual report for the public in order to foster transparency in government and promote library services to the community. This brief report gives an accounting of pertinent statistics, measures, and some of the activity that takes place within the library department. During this work session, staff will review the annual report with video component and cover the second year performance of the current 3-year strategic plan. The Library Annual Report for 2016-17 highlights staff accomplishments alongside standard library measures. The library strategic plan not only meets requirements for accreditation by the Texas State Library, it outlines a continuing emphasis in three areas of focus: Education, Community and Resources. PRIOR ACTION/VIEW (COUNCIL, BOARDS, COMMISSIONS): The Denton Public Library Board will be presented with the annual report for FY 2016-17 and the strategic plan update at the February 12th regular meeting. EXHIBITS: Exhibit 1 Agenda Information Sheet Exhibit 2 PowerPoint presentation Exhibit 3 Denton Public Library Annual Report, FY 2016-17 Exhibit 4 Denton Public Library Strategic Plan, 2020 Respectfully submitted: Jennifer Bekker Director of Libraries jennifer.bekker@cityofdenton.com (940) 349-8753 Annual Report 2016-2017 library.cityofdenton.com • (940) 349-8752 Customer Satisfaction Rating*: “The Denton Library is the best deal in town.” “Librarians are the purveyors of the hottest commodity on 92% the planet: curated access to information... I happily pay my tax dollars knowing they in some small way help my local library.” “Our favorite thing about the Denton Public Library is that rain or shine we always have a fun free place to read and play! There’s such a great selection of books and movies to help my daughter learn and use her imagination!” Denton Read 2.3 Million Minutes this summer 90% of participants said the Summer Reading Challenge inspired them to continue reading throughout the year. 84% of participants said the Summer Reading Challenge encouraged them to read more this summer than they would have on their own. What people are saying about the Summer Reading Challenge: “I love that this challenge encouraged me to start reading again. I really missed the excitement of a new book!” “It was fun! I love reading, and the Denton Library made my summer awesome!” 6,805 people took the Summer Reading Challenge in 2017. Lynda.com had 5,332 logins, that’s an average of more than 14 logins per day. FY 16-17 Highlights: • Denton Public Library launched a new user-friendly catalog and redesigned the Library website in the summer of 2017. • The Seed Library was launched at Emily Fowler Central Library in March of 2017. • The 2017 ELEVATE Conference Celebrating Women in Business Branch Improvements had 125 attendees. • A new quiet room and a teen area were created at South Branch Library. • An area for children ages 7 to 10 was created at North Branch Library. • The Forge was remodeled at North Branch Library. Volunteer Hours saved the Library an estimated $133,548.15**. Items Checked Out: 1,183,208 Library Visits: 503,818 Attendance at Classes and Events: 49,206 Items in Collection: 280,650 On average, each Library Volunteer Hours: item was checked out 9,471.5 almost 5 times. Public Computer Logins: 86,396 Questions Answered: 160,157 New Card Holders: 8,749 **Calculated as if volunteers held part time Library Assistant I positions. 9,471.5 volunteer hours x $14.10 (starting wage for LA I) = $133,548.15 On average, each Denton resident checked out almost 10 items. Total Budget: $5,900,271 Physical & Digital Materials: $617,000 Utilities: $202,126 Other Operating Expenses: $1,413,740 www.cityofdenton.com ADA/EOE/ADEA TDD: (800) 735-2989 Pub. 01/18 Letter from the Director 2017 marks the beginning of a new strategic plan for Denton Public Library, as we endeavor to remain responsive to the needs a growing community. Our priorities are constant: a dedication to education, the community, and the resources to support both. We have also included a vision for the future, the “Big Ideas,” which will distribute library services in a way that will offer the This strategic plan is meant to be a framework for decision making for the next four years, through 2020. By utilizing extensive feedback from customers and staff, we were able to prioritize upcoming activities. Our goal is to create an exceptional customer experience where all ages can experience the joy of learning, whether for work, play, or self-discovery. To this end, we dedicate this plan to our existing customers and to the new customers we will have the pleasure of meeting throughout these next few years. By developing our staff, facilities, collections, and programs, we will remain the premier provider of print and electronic literacy for all of the Denton Community. We look forward to the future with a clear vision and a teachable spirit. Thank you all, Terri Gibbs Director of Libraries Denton Public Library Letter from the Library Board President Drive down any street in Denton, and you will feel the vibes of a city on the move. From booming, city-wide construction to a thriving square and arts district, Denton has always had a forward-thinking vision for the future. Integral to the success of that vision is Denton Public Library. Tuned in to the pulse of our community, Denton Public Library provides a variety of pro- grams, events, activities, and educational opportunities for all its customers. Three bustling branches, the dpl2go mobile library, cutting-edge technolo- gy, and librarians embedded in civic organizations are only a few examples of how the dedicated library staff strives to know, understand, and serve the citizens of Denton. As a member of the Denton Public Library Board, I am honored and proud to be a part of Denton Public Library’s vision for the future. Bonnie McCormick, President Denton Public Library Board 1 Mission: Why we exist Denton Public Library builds community by promoting lifelong learning, encouraging human connections, and sharing resources. Vision: How we see the future The people of Denton will enhance their quality of life through the opportunities provided by Denton Public Library. Values: What we hold as important • •Equal access to library services •Education and literacy •Respectful interactions with all people •Equitable and fair policies and procedures •A valued, diverse, and trained workforce •A climate of innovation and ideas •Open, timely, and effective communication •Safe, clean, and attractive facilities •Balanced collections 2 Library Organizational Chart Director of Libraries Jennifer Bekker Administrative Marketing Assistant Assistant III Technology Librarian Emily Fowler Branch South Branch North Branch Technical Services ManagerManagerManager Manager Jennifer Reaves Kimberly WellsStacy SizemoreVacant Assistant Branch Assistant Branch Assistant Branch Librarian ManagerManagerManager Library Assistant IIILibrarianLibrary Assistant IIILibrary Assistant III Library Assistant II Library Assistant IIILibrary Assistant IILibrary Assistant I (4) (2) Library Assistant I Assistant Branch Library Assistant ILibrary Assistant I Manager(3)(4 PT) (2) Library Assistant I Library Assistant IIILibrarian (3) (2 PT) Library Assistant I Library Assistant II Librarian (3) (3)(2) Library Assistant I Library Assistant II (2 PT)(1 PT) Librarian (2) Library Assistant II 3 Methodology •Surveys Denton Public Library conducted a variety of surveys, including two staff surveys, an electronic resources survey, a library services awareness survey, a secret shopper survey, and a program attendee survey. •Meetings programs including outreach, Special Collections, youth services, and marketing. •Reviews The previous strategic plan was closely reviewed to see if any items needed to be included in the new iteration. Most tasks associated with the previous plan were completed or were currently in process of completion. Other guiding library documents the new plan. •Task Forces Task forces were formed to seek input from front line staff regarding processes such as staff scheduling, online services, staff satisfaction, and Special Collections planning. All of these measures were considered in the creation of the Denton Public Library 2020 Strategic Plan. This input was instrumental to creating the vision that will guide us the next four years. 4 Strategic Focus Big Ideas 5 Education PRIORITY: Service to Youth “Optimize access to educational resources for all youth and increase awareness of library services to underserved families.” – Youth Services Strategic Plan 2017-2019 •Assess community needs to create responsive collections •Invest in Spanish language instruction for staff •Incorporate Spanish into classes for youth •Update storytotes to science discovery kits to support STEAM instruction •Develop and create age-appropriate learning and activity areas within existing library spaces •Expand online presence of youth services using social media, catalog features, and dedicated webpages •Participate in development of children’s library services for underserved communities PRIORITY: Technology “Denton Public Library strives to provide the community access to technology, educate the community about technology, and serve the community through technology.” – Technology Plan 2016-2019 •Remodel The Forge to create easier access to existing resources •Contribute to systematic promotion of library electronic services •Update tablet technology in each location •Replace public scanners •Complete implementation and optimization of the BiblioCommons catalog tool 6 PRIORITY: Special Collections “To acquire, organize and preserve family, municipal, local, and Texas historical materials so in- dividuals can study their heritage and place in history.” – Special Collections Mission Statement, 2017 •Develop a set of standardized procedures for the management of all collections •Provide information about and access to all non-restricted items for library customers •Create a Memory Maker Lab for customers to digitize movies, photos, and slides •Develop a more robust and accurate web presence using available tools • archivist PRIORITY: Adult Instruction “Library programs support and promote community engagement, literacy, and personal and professional enrichment.” Plan for Programs 2015 •Develop classes requested by customers, such as: Local History Crafts Gardening Photography Needle Arts Coding for Adults •Develop presentations for DISD Adult Ed classes that feature and explain relevant library resources 7 Community PRIORITY: Outreach “To increase awareness of library services and bring services into underserved areas and new markets.” – dpl2go Statement of Purpose •Coordinate all outreach activities in order to maximize impact to the community and •Purchase and deploy 3rd vehicle for branch use and dpl2go branding •Seek permanent full time outreach position •Purchase and utilize a “book bike” PRIORITY: Marketing •Create an annual marketing plan •Develop a monthly rotation for concentrated promotion across formats •Develop new formats for library promotions PRIORITY: The City of Denton •Contact each city department to present library information and card sign ups Use Public Speaking course grads as “ambassadors” Partner with Human Resources Department on City staff training using library technology and resources Explore using Lynda.com as an online training option through Talent Management Create a course catalog link on Sharepoint for City employees as a training option 8 Resources PRIORITY: Staff •Training Provide Spanish language instruction for public service staff Technology training Database instruction Customer Service training •Create a task force to review staff schedules •Develop standardized circulation processes •Implement staff recognition program •Provide annual mentoring assignments PRIORITY: Materials •Expand downloadable and streaming content offerings for public Seek increased funding Explore options for Spanish language material PRIORITY: Facilities •Create distinct areas for three age groups in each library facility: Preschool Elementary Teen •Update and standardize signage in each facility PRIORITY: User Services •Develop an online library card application and process •Create an electronic donation option •Create an online introduction video for new card holders 9 Big Ideas PRIORITY: Document Denton: A Municipal Archive •Need Preserve institutional memory and output across local municipal government As long-time employees retire, valuable information and output is lost •Location Temporary location at City Hall West Ultimate location: Emily Fowler Central Library •Budget Library Archivist position to organize, prioritize tasks, and create collections •Process Establish need by use of survey Develop process Communicate with Departments Communicate with Reprographics Review best practices of other cities Oklahoma City Dallas •Goals Searchable, accessible resources for both City and public Repository for materials kept in a proper, safe environment Historic compendium of Denton, TX government 10 PRIORITY: Children’s Library •Need High density concentration of young families outside normal service areas Immigrant population •Location East side of Denton has long been a location goal for DPL Near High school and apartment housing Examine current City property options •Budget Cost to renovate existing facility Technology needs Staff: circulation and public service – Teen and Children’s librarians Collection •Partners DISD Denton Housing Authority Explorium •Logistics Move Emily Fowler children’s collection to new facility Create a “children only” facility Additional stop for transit of materials Under Emily Fowler management 11 City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Legislation Text File #:ID 18-088,Version:1 AGENDA CAPTION Receive a report, hold a discussion, and give staff direction regarding the adoption of an ordinance to allow signage on athletic fields and formally establish the CityÓs contractual relationship with youth sports associations. City of DentonPage 1 of 1Printed on 2/2/2018 powered by Legistar© Exhibit1 City of Denton City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Parks and Recreation CM/ DCM/ ACM: Bryan Langley DATE: February 5, 2018 SUBJECT Receive a report, hold a discussion, and give staff direction regarding the adoption of an ordinance to sports associations. BACKGROUND The City of Denton currently has Facility Utilization Agreements in place with three youth sports associations: Denton Boys Baseball, Inc. (DBBI), Denton Soccer Association (DSA), and Denton All-Star Youth Football League (DAYFL). The agreement outlines regulations and requirements for the use of PARD It is reviewed, updated, and signed annually by the City and each association. Historically, the agreements were signed and executed by PARD staff, but the City Council has not formally authorized staff to enter into the agreements. Contracts for the 2018 season were signed by PARD staff and association representatives prior to fully understanding the irregularity of the practice. The City of Denton has a mutually beneficial relationship with the youth sports associations. The associations manage registrations, practices and games including tournaments. They also purchase and provide uniforms, equipment and other supplies related to league operations. In exchange, PARD maintenance of the facilities. The partnership creates cost saving efficiencies and enhances program effectiveness while delivering a valuable service to our community and the surrounding area by offering youth baseball, soccer, and tackle football sports. Absent the agreement, PARD would become responsible for league operations encompassing those currently managed by the association. It would also include operating concessions and purchasing all related equipment resulting in an increase to personnel and funding. All three associations are verified non-profit agencies. A common fund raising practice of sport associations is to sell and display sponsorship signs, a familiar scene at most athletic complexes. Locally, revenue collected from sponsorship signs is used towards scholarships, league equipment, field improvements and the purchase of league supplies. The signs are placed on the outfield fences of the playing fields at Evers and Mack Baseball Complexes and the North Lakes Football Complex. ordinance was being violated by allowing the placement of sponsor signs on City fields. Code of Ordinances, Subpart B, Land Development Code, Signs and Advertising Devices, Chapter 33-4 states person to erect, install, construct, display, maintain, reconstruct, place, locate, relocate, or make use of Additionally, the perception of providing an unconstitutional gift was also raised as a concern. PARD suspended all further activities related to the signs until the practice could be evaluated. Due to the issues described above, staff conducted a comprehensive review of the practice in consultation with the Legal Department and Risk Management. Four primary concerns were identified: 1) compliance with the sign ordinance, 2) regulations for sponsorship signs, 3) ratification of the current Facility Utilization Agreements with each association, and 4) authorization to enter into future field use agreements. Staff also surveyed various Metroplex cities to understand how these arrangements were performed in these communities. A copy of this benchmark survey is included as Exhibit 5. As a result of this review, staff is recommending the City Council approve an ordinance amending the definition of signs under the to include sponsorship signs on athletic fields and providing authority to the City Manager or his designee to enter into future Field Utilization Agreements. The ordinance also provides for the ratification of the 2018 Field Utilization Agreements including an amendment outlining the requirements for the placement of sponsorship signs on athletic fields. The amendment, listed as Exhibit 4, includes specific regulations for sponsorship signs related to: Location Specifications Maintenance Fee Content Use of Revenue The proposed amendment to the Field Utilization Agreement ensures compliance with the provisions of the adopted sign ordinance, establishes a nominal fee for the activity to satisfy constitutional requirements against giftingfor the revenue. In Exhibit 3, a draft version of an ordinance encompassing the proposed changes is included for review. th Staff will present agenda. Approval of the ordinance would reinstate the sponsorship sign fundraising program ahead of the Spring sport season and allow for operations under the current Field Utilization Agreement as well as the execution of future agreements. RECOMMENDATION Staff recommends approval of a single ordinance amendo allow the display of sponsorship signs by youth sport associations, providing authority to the City Manager or his designee to execute future agreements with the youth sports associations, and ratifying the 2018 Field Utilization Agreements with an amendment regulating sponsorship signs. This will allow youth sports associations to display sponsorship signs on PARD sports fields as a fundraising activity providing revenue in support of scholarships, field improvements and operational supplies. STRATEGIC PLAN RELATIONSHIP Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal: Related Key Focus Area: Safe, Liveable & Family-Friendly Community Related Goal: 4.4 Provide and support outstanding leisure, cultural, and educational opportunities EXHIBITS Exhibit 1 Agenda Information Sheet Exhibit 2 Presentation Exhibit 3 Draft Ordinance Exhibit 4 First Amendment to the 2018 Field Utilization Agreement Exhibit 5 Benchmark Survey Respectfully submitted: Laura Behrens Parks and Recreation, Interim Director Prepared by: Heather Gray Athletics Manager Exhibit3 Exhibit4 CITY OF DENTON FIRST AMENDMENT TO THE 2018 FACILITY UTILIZATION AGREEMENT FOR YOUTH SPORTS ASSOCIATIONS WHEREAS, the City of Denton and ______________________________ a 2018 Facility Utilization Agreement for Youth Sports Associations on or about ________________, 2018 (herein the ; and WHEREAS, the Association has requested the City to amend the Agreement to allow the placement of advertising signs within the athletic facilities; and WHEREAS, the City is amenable to the Associations request, subject to the following conditions set out below, and WHEREAS, the City has amended the sign ordinance to allow for the placement of signs on City property under certain circumstances; NOW THEREFORE, the City and the Association agree to amend the Agreement as follows, confirming all provisions of the Agreement not herein amended to remain in full force and effect. The Agreement is hereby amended to include the following: SECTION 24: ATHLETIC FIELD SPONSOR SIGNS The Association will be permitted to post sponsor signs on allocated fields with the following guidelines: Sign Specifications and Location 1. Signs must adhere to all City codes, including the Sign Ordinance. 2. Signs must be four feet tall and eight feet long. 3. Graphics on the sign front must face inward toward the field of play. (Signs on fences at baseball and softball fields must face inward towards home plate. Signs on football or soccer fields must face inward toward the field of play.) 4. No sign shall contain any electronic messages, internal or external lightning, or moving parts of any kind. 5. Signs must be professionally lettered and generally of a neat and attractive nature. Sign Installation and Maintenance 1. All sign installation methods must be approved by the Parks Manager and will be performed by the Association. tğŭĻ Њ ƚŅ Ќ 2. The Association shall regularly inspect all signs for necessary repairs. Broken signs shall be repaired, replaced, or removed by the Association within two business days of discovery of the needed repair. 3. The City shall have the right to immediately remove any sign determined to pose an imminent risk of injury to a person, damage to property, or is deemed inappropriate. Sign Content 1. City will review proposed sign content and have final approval prior to production of the sign. 2. Sign content must reflect only individuals, groups, or businesses that are donating funds or other means of direct sponsorship support to the Association. 3. No sign shall include advertising for the following: political campaigns, alcoholic beverages, establishments or businesses where the majority of gross income is obtained from the sale of alcoholic beverages, tobacco products of any type, sexually oriented businesses, or products or services sold by sexually oriented businesses, and/or express views that may be considered defamatory or discriminatory. 4. Sign content and graphics shall not be of such content, color, or design as to create an unreasonable distraction to players, officials, other game participants, or spectators as determined in the sole discretion of the City. Revenue from Sign Sales and Fees 1. Revenue from the sale of signs shall be used by the Association to offset registration fees for participants, field improvements, or other equipment or supplies directly needed to operate the league (such as uniforms, sports equipment and/or player awards.) 2. The Association will include the revenue and expenses from sign sales in its financial reports, as required per the Facility Utilization Agreement for Youth Sports. 3. For the privilege of placing the sign on City property, a fee of $10 per sign displayed during the term of the Agreement is due by December 1 each year. 4. The Association will maintain an inventory of currently displayed signs on each field with expiration date of each sign. This list will be submitted within 45 days after each season along with the applicable fee per sign. All other provisions of the Agreement not amended herein shall remain in full force and effect. tğŭĻ Ћ ƚŅ Ќ AGREED: BY:_____________________________________ NAME:__________________________________ TITLE:________________________________ DATE:_______________________________ CITY OF DENTON: BY: _____________________________________ TODD HILEMAN, CITY MANAGER DATE: _____________________________ ATTEST: JENNIFER WALTERS, CITY SECRETARY BY: ________________________________ APPROVED AS TO LEGAL FORM: AARON LEAL, CITY ATTORNEY BY: _______________________________ tğŭĻ Ќ ƚŅ Ќ Exhibit 5 AthleticField Sponsor Sign Benchmark Research 2018 Responsible Party for Install City Sponsor Signs AllowedResponsible Party for SignageFees Paid to CityAuthority and Removal of Signage Youth Associations (However 1 Arlington YesYouth AssociationsNoParks and Recreation Policy if they do not remove, the City will.) Yes, but only for day of the Contact believes there is an ordinance 2 Carrollton event/league. Must be taken Youth AssociationsYouth AssociationsNo allowing this, but unsure. down at end of day. 3 Corinth YesYouth AssociationsYouth AssociationsNoCo-Sponsorship Agreement 4 Flower Mound NoN/AN/AN/AN/A PARD if permanent or semi- permanent. Yes, although none of the All signs must be approved by Ordinance, City currenlty working on a 5 Frisco Associations/Tournament No associations have any up.the City.sponsorship agreement packet. director if temporary for weekend tournament $250-$336 per month to City, City can, but the associations are not 6 Grapevine Yes (only done by the City)CityCity depends on contractallowed 5 Highland Village YesYouth AssociationsYouth AssociationsNoYouth Sports Facility Agreement 7 Irving YesIrving All Sports AssociationIrving All Sports AssociationNoDiscretion of PARD Director Not specified in the Not specified in the Not specified in the 8 Lewisville YesSports Facility Agreement agreementagreementagreement 9 McKinney No ResponseNo ResponseNo ResponseNo ResponseNo Response Youth Associations (However City ordinance allows PARD to establish if they do not remove, the City Yes, but only for day of the rules and polices for the operation and will remove and give 10 Plano event/league. Must be taken Youth AssociationsNomanagement of the parks which includes association warning letter. down at end of day.signage. Sponsor signs receive a special After 3rd offense, no sign permit (waiver of City's sign ordinance) permit granted)