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2025-02-26 LB MeetingCITY OF SOUTHLAKE SOUTHLAKE LIBRARY BOARD REGULAR MEETING Wednesday, February 26, 2025 Location: Southlake Training Center 307 Parkwood Dr. Southlake, Texas Time: 6:30 p.m. Agenda: 1. Call to Order 2. Consent A. Approval of the Library Board minutes from the January 22, 2024 meeting 3. Discussion A. Library Technical Services Overview B. Library Annual Report & Accreditation Application 4. Librarian's Report 5. Library Foundation of Southlake Update 6. New Business 7. Public Forum (This is the public's opportunity to address the Board about non -agenda items. During this proceeding, the Board will not discuss, consider or take action on any item presented. We respectfully ask that anyone stepping forward to speak during Public Forum to please limit remarks to three minutes or less.) 8. Adjournment A quorum of the City Council or any board, commission, or commitee may be present at this meeting. CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, February 21, by 6:00 p.m. pursuant 11111 to Chapter 51 of the Texas�,((316L @n;Code. C�� �F m: A y elle , T MC = Cit ecretary If you plan to attend this Nblic•Fi)eeting,and ilive a disability that requires special needs, please advise the City Secretary 4g'hq�iri � adva �� %at 817.748.8016. Reasonable accommodations will be made to assist you. 111100 I( SOUTHLAI<E SOUTHLAKE LIBRARY BOARD MEETING: February 26. 2025 LOCATION: 307 Parkwood, Southlake, Texas Southlake Training Center TIME: 6:30 p.m. SOUTHLAKE LIBRARY BOARD PRESENT: Lori Burr, Will Doby, Cicely Nelson, Lauren Green, Janet Theaker, and David Treichler. SOUTHLAKE LIBRARY BOARD ABSENT: None STAFF PRESENT: Cynthia Pfledderer, Deputy Director of Library Services, and Laura Byars, Technical Services Librarian. OTHERS PRESENT: None. 1. CALL TO ORDER Will Doby called the meeting to order at 6:31 p.m. 2. CONSENT A. APPROVE MINUTES FROM THE REGULAR SOUTHLAKE LIBRARY BOARD MEETING HELD January 22, 2025 Motion: Second: Ayes: Nays: Abstain: Vote: Burr Green APPROVED Doby, Treichler, Nelson, Theaker None None 6-0 Motion Carried. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the February 26, 2025, Southlake Library Board Meeting Page 2 of 5 3. DISCUSSION A. Technical Services Overview Technical Services Librarian Laura Byars presented to the Board what Tech Services entails and means for the library. The main part of is the processing of all library materials that are sent to the library. This amounts to roughly six to seven thousand books per year that she processes. She also assists and troubleshoots for any technical issues and vendor support. Byars also touched on collection development. She helps develop adult highlight collections that help direct patrons to browsable titles. These represent a small part of the adult fiction, but they really drive circulation numbers. The librarians check on these categories regularly to see how well received they are to customers. City Librarian Pfledderer presented a preview of the new online catalog that Byars and Library Manager Jennifer Tucker have been working on to launch to library customers in the next two weeks. It is more of a retail presenting interface for patrons to search all library materials, including digital resources and library created lists, as well as library events. Additionally, the new catalog will also include a kids catalog that only contains children's materials, events, and resources. Board member Theaker asked about the customizability of the catalog, and if minor changes could be made to the search bar. B. Annual Accreditation Report City Librarian Pfledderer presented to the Board the annual accreditation report which is required to keep our accreditation with the Texas State Library and Archives Commission. It affirms that the library meets the minimum criteria to be considered a public library and be included in the public library system in Texas. The benefits of being accredited is that the library has access to the TexShare databases at a low cost, and is part of the TexShare Card program which allows customers to get free library cards at other participating libraries in Texas. The Interlibrary Loan program is also a benefit of this program. Additionally, the competitive grants are also something the library has benefitted from historically. The Board asked who is responsible for keeping track of available grants and applying for them. Cynthia let them know that they are usually on a yearly grant system, and that she is the one that applies for them for the library. The lockers that are the Champions Club location are a product of a grant from these competitive grants. She did indicate that if the city does move forward with a new facility in the future, that she will absolutely look in to project grants from this program. City of Southlake Values: Integrity+ Innovation+ Accountability+ Commitment to Excellence+ Teamwork Minutes of the February 26, 2025, Southlake Library Board Meeting Page 3 of 5 The requirements that it takes to be accredited include local expenditures, the programs, and circulation. The minimum requirement for local expenditures is $5.63 per capita for local support. We are $41.83 per capita for the library for 2024.Total expenditures for FY 2024 was $1,310,222, which was a 13.8% increase from 2023. This was due to the move of the library administration to the offices across the street. The donations expended was $7,889. Things like replacement fees, non-resident fees, etc. go to the City General fund, whereas donations go directly to the library. The Southlake community saved $9,637,654, which is calculated·by the average cost of print materials and ebooks/audiobooks and the number of items circulated. The return per capita is $309.52 for the investment. This does not include access to the study rooms or programs. This number has increased year over year. Total physical collections stay stable at around 42,000 items in the collection. Southlake owns 3,339 eBooks and audiobooks but has access to 324,918 items ~ between our partnerships and consortiums. The total accessible collection is 366,522 items, but the library only owns about 45,000 items. The total circulation was 433,529 items, which was .07% for the year before. The turn rate is at around 10, which is a huge turn rate for our collection. We 15,741 registered patrons, and in 2024 we offered 533 programs, and we had 41,441 attendees, which was a slight 1 % increase. The application for accreditation will be given to Will Doby to sign, which will then be sent to the City Manager's office for their signature and then submitted to the State with the report to review. The library has never had an issue with its accreditation submission and report. 4. LIBRARIAN'S REPORT City Librarian Pfledderer presented to the Board the statistics for January. Print circulation for the library for January was down 12% for the month, which is concerning for library administration. One of the things that the library constantly runs up against is space constraints for the children's materials. The librarians shifted some of these collections towards the front of the library to bring focus to them, but this did not have the intended effect and led to an over 30% decline for these collections in the first four months of the year. With that, these collections were moved back to their regular locations. Digital circulation is up 9% for the year, 4% for the month. Classics are up 11 %. Juvenile fiction is 15%, young adult is up 11.5%, and adult fiction 9%. Picture books have declined the past two years. Early readers and level ups have also gone down in the past few years, which may indicate a population change in Southlake, where our residents are aging out of that age range of children's materials. The board asked if the library City of Southlake Values: Integrity ♦ Innovation+ Accountability ♦ Commitment to Excellence+ Teamwork Minutes of the February 26, 2025, Southlake Library Board Meeting Page 4 of 5 has access to population demographics. Cynthia indicated that she does not. Lori Burr noted that across the board, school enrollment is significantly down in Southlake. Pfledderer noted that our library does have significantly circulation rate. A normal average return on library items is 3, and Southlake Library's is 10. Library cards are down 9% for the year. Library traffic is up 6%. The cloud Library and Libby are doing great. cloudlibrary is up 3%, and Libby is up 76%, but still only represents a fraction of cloudlibrary usage. Newsstand is down, which is interesting as the library has been pushing marketing and print magazine circulation has increased 12.5%. Computer usage is down 9%, but actual use of study and workspace in the library is quite high. Adult programs are up 4% for the month, and youth was down 17%, but there was one less school holiday that month. Story time numbers were down, but last year was a bumper year. It is believed that it is self-limiting now due to space issues. Volunteer hours were flat for the month, but we're up 4% for the first four months of the year. Interlibrary Loan is up 19% for the year. The Board did ask if weather plays a part in numbers, and Cynthia did affirm that absolutely affects traffic and usage. 5. LIBRARY FOUNDATION OF SOUTHLAKE UPDATE Board member Burr talked about North Texas Giving Day, and for the first time there will be a Library Giving Day. The Community Foundation of Texas is giving 26 libraries space on their website. Lori has requested a banner for the Town Square gazebo, as well as yard signs. It will be on April 1"1, and there will no charging for platform fees for donations. Lori and Dave Burr of the Foundation will also be matching any donations given. Foundation was selected to be a recipient of the Art in the Square funds this year. The plan is to use the proceeds to bring in a youth author. They're also going to host another junior literary workshop this year during the summer season. Members of the board asked about the age range for the workshop. Lori said that the age range of eight to twelve was what was used last year. If more funding comes in, they'll look at possibly an adult writing workshop. 6. NEW BUSINES~ Board member Burr asked Cynthia to discuss what transpired at the City Council Winter Workshop, where proposed capital projects were discussed. Nothing has been decided at this time. The library was presented as one of the proposed projects at $28 million in future funding. There is currently close to $16 million already set aside in cash funding for that project. There may be opportunities for grants and sponsorships. Burr let the Board that one project that Council has received a lot information on is the veterans memorial. Council would like to have an education component to it. The hope is that a new library could be used to help in that endeavor to have City of Southlake Values: Integrity ♦ Innovation ♦Accountability+ Commitment to Excellence+ Teamwork Minutes of the February 26, 2025, Southlake Library Board Meeting Page 5 of 5 those grouped, as well as an adaptive playground that is also being discussed. But again, no decisions have been made. David asked about the possibility of looking into holding programs related to Al and video generative technology for library youth. He noted the merits of utilizing it to build up storytelling skills in children. Cynthia noted as a possible future summer program that they would research. 7. PUBLIC FORUM The public forum was opened at 7:25 p.m., and being no public present, it was closed at 7:26 p.m. 8. ADJOURNMENT The next meeting is scheduled for March 26th, 2025, at 6:30 p.m. at the Parkwood Training Center. The meeting was adjourned at 7:26 p.m. Motion: Second: Ayes: Nays: Abstain: Vote· ,U,= Treichler Nelson Burr, Green, Doby, Theaker None City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork