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2019-11-04 LB MinutesVCITY OF SOUTHLAKE SOUTHLAKE LIBRARY BOARD MEETING: November 4, 2019 LOCATION: 1400 Main Street, Southlake, Texas Southlake Town Hall — 4A TIME: 6:08 p.m. SOUTHLAKE LIBRARY BOARD PRESENT: Lori Burr, Beth Darr, Margaret Subedi, Tracy Eaton, Janet Theaker SOUTHLAKE LIBRARY BOARD ABSENT: Natasha Siebach, Katherine Bennett (K. Bennett attending a special City Council meeting at the Marq on behalf of the Library Board) STAFF PRESENT: Cynthia Pfledderer, City Librarian OTHERS PRESENT: None 1. CALL TO ORDER — City Librarian Cynthia Pfledderer 2. WELCOME NEW MEMBERS 3. CONSENT A. APPROVAL OF THE MINUTES FROM THE September 25, 2019 SOUTHLAKE LIBRARY BOARD MEETING. APPROVED A motion was made to approve the minutes from the September 25, 2019 Southlake Library Board meeting. Motion: Burr Second: Theaker Ayes: Darr, Subedi, Eaton Nays: None Abstain: None Vote: 5-0 Motion Carried. 4. REPORT A. LIBRARIAN'S REPORT City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the November 4, 2019 Southlake Library Board Meeting Page 2 of 4 City Librarian Pfledderer discussed the September, end of FY 2019, Library statistics. Print circulation was 32,450 items in September, an 8% increase, with an end of year total increase of 7%. The collection size has been reduced for more browsing. The cookbook collection is highest in circulation, about 18% of non-fiction circulation. Digital circulation was 10,704 items accessed, a 46% increase over the month the same year before. Total circulation was 43,154 for the month. A total of 112 new library cards were issued in September, which is down 6% overall for the year. Digital traffic was 3,816. Current library collection is around 40,000 items, not to include CISD youth books borrowed over the summer. A total of 2,146 items are owned in the digital library. The Library has a partnership with 23 other libraries to share resources. One of the biggest partners is Bexar County's BiblioTech with 40,000 — 50,000 items in their digital library. The partnership provides 134,000 items available for $10,000-$12,000 invested by Southlake each year. Ebooks average in cost at $40-$50 per title, with audiobook bestsellers at $125 per title. Budgeted funds are correlated to overall circulation usage, about 10% of circulation. The Library budget for collection items is $105,000 per year, with $90,000 for collection materials and the remaining for collection services. There were 3,446 titles checked out from the Cloud Library in September. BookFlix is the digital resource for kids at the elementary schools. They use Southlake Public Library for this resource. Flipster digital magazines are $1.00 or a little less per circulation, with 2,000 circulations this year and about a $1,600 investment. The Library tried Creativebug for six months, but felt it was a niche, which we don't do as a small library. There were 284 computer users, down a bit and flat for the year. Study room usage increased this year. The reading area was redesigned to follow retail trends and to create a private feel in the public space. There is an increase in demand for study rooms and study space. Not a lot of adult programs this time of year. Storytime attendance was 1,056 - up 2% for this year. Youth programs are up 9%. There were four grants received this year - two were $10,000 each for audiobooks for the digital library. Volunteer hours were about 4,000 hours per year. Volunteers had a 10% growth with mostly teens and a handful of adults. Exam proctoring is down 6%. ILL request are growing dramatically, 41 %, partly due to procedural change in the Library. Notaries are standard Library service. A question was asked if notary services were published. It is on the City's website through the City Secretary's office. The Texas Public Library standard for average item usage is at 3 for exemplary, Southlake is an 8.82. This number indicates the collection size is too small for this community. There were 33 transactions per hour, physical items. Digital library transactions are 16 items per hour. Circulation percentages are 59% youth, 4% teen and 37% for adult. Videos account for 19% - adult and children combined. The adult total was 38% for fiction, non-fiction was 27%. Same as last year, non-fiction went down from 29% to 27% since last year. College planning and study guides were moved in the teen area and may have given the young adult a boost. A total of 81 % of what the kids are checking out is fiction, same as last year, and 9% non-fiction - same for this year and last year. CDs and movies account for the rest. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the November 4, 2019 Southlake Library Board Meeting Page 3 of 4 5. LIBRARY OVERVIEW & 2020 PROJECTIONS City Librarian Pfledderer explained that the Library Board is an advisory board to the City Council. Board Members also serve as a representative of the citizenry and make recommendations to Council. The status of the proposed new Library was discussed. It is understood that the Library will be in the initial phase of the new development. There are no new details other than the City has agreed to work with the developer. New Library project briefing: numbers were presented by City Librarian Pfledderer, based on a 2016 survey. The current annual budget is closer to $800,000 with 136,000 visitors to the Library and 38,000 in program attendance for 2019. Annual circulation was up to 419,000 from 380,000 from two years ago. There were 42,000 items in collection and 2,146 items in the digital collection. Last year, there were 482 programs, with a $10,000 grant to help pay for hands on learning. The number of programs will go down this year. Overall, there is about $25,000 for programming, including teens and adults. The Southlake Library is #1 in the State of Texas for a community of this size, for usage and circulation. The Library performs closer to a community of 100,000. The library has 10.5 FTEs, with a new position this past year. A question was asked about how the Library gets its budget. The Library is funded out of the general fund and the budget dollar amount is determined by the City Manager. This past year, the Library had two new self -check machines installed. This year, there will be a water bottle refill station, a new pad reader and other equipment to be replaced. The City Librarian was asked what she thought it would take to run a new Library. Staffing would cost the most. There was discussion about the physical location of the new Library, being that a good portion of library customers live South of Hwy 114. This impacts the perception of how accessible the Library is. A site analysis study was done in 2016. A total of 81 % of the citizens want an expanded collection, 78% want comfortable seating. Programming space, access to convenient parking, technology and training resources, children's learning space and natural light were also requested. The proposed library is a 60,000 SF facility. 30,000 SF is set aside for the Library and the remaining space for an art center, if decided. City Librarian Pfledderer discussed opportunities for the current Library space - continue to have an adult reading room, an expanded general collection, expand and improve the study and work space. In looking at future trends in the Library, the Southlake Library is small and doesn't have space for older children seating, as it is currently designed for preschoolers. Creative placemaking is another trend in libraries to ensure everyone feels there is a space for them at the Library. Also having a teen and tween study and lounge area, expanding kids and teen collection are important. There is an auditorium and art center proposed for the new Library, with possible retractable seating, tables and chairs. Flexible seating is a better fit for the type of programming the Library offers. City Librarian Pfledderer said she would like to have classrooms that are equipped for all digital and technical needs, a kitchen in the library for cooking programs, a hands-on learning space and a makers space would be ideal. The youth programs are most successful. A children's garden has been proposed with direct access to the Library and an eight acre park. The observatory is unique to the facility being proposed, as well as City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the November 4, 2019 Southlake Library Board Meeting Page 4 of 4 educational and exhibit space. Art tours, hands-on learning tours can be brought in. A question was asked if the Library could charge for the exhibits. It was answered that if the program were in the arts portion of the building, they may be able to charge but public libraries are prohibited from charging for programs. A large event space and an outdoor activity space would be a good opportunity to have for the Library as well. City Librarian Pfledderer discussed local history and the book sale - FOSL raises about $4,500 a year, which is donated to the Library for summer reading programming. It was discussed that Genealogy would be an opportunity for the new Library and there is support for a cafe. A drive up window would be ideal as well for a book drop. The Library replaced 14% of the collection this year. The goal is 15%. This means that books are not staying longer than 7.5 years in the library. Materials budget was $105,000 in 2018 and this fiscal year. The proposed materials budget for the new Library would be $213,000 with an opening day collection. Basic operational cost would be more than double for the new space, such as landscaping. Personnel would be an extra $300,000 with a total budget of $1.2 million in operating cost. 6. LIBRARY AND CULTURAL FOUNDATION UPDATE The foundation is still in the planning stages. Some preliminary work has been done 7. NEW BUSINESS Officer elections will be on the next agenda. 8. PUBLIC FORUM City Librarian Pfledderer opened the public forum at 7:09 p.m. and asked for anyone wishing to speak to come forward. There being no questions, the public forum was closed at 7:09 p.m. 9. ADJOURNMENT The meeting was adjourned by Library Board Member Lori Burr at 7:11 p.m. Motion: Burr Second: Subedi Ayes: Darr, Eaton Nays: None Abstain: None Vote: 5-0 Motion Carried. Attest: atherine Bennett, Vice -Chair Cynthia Pfledderer, City Librarian City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork