2007-07-25 Library Board PacketLIBRARY BOARD: Wednesday, July 25, 2007
LOCATION: Southlake Town Hall — Public Library, Suite 130
1400 Main Street, Southlake, Texas 76092
TIME: 7:00 p.m.
REGULAR SESSION:
1. Call to Order.
REPORTS:
2. Administrative Comments:
A. Librarian's Report:
1, Library Administrator's report.
a. Virtual branches update.
2. Library Statistics.
CONSENT AGENDA:
All items listed below are considered to be routine by the Southlake Library Board and will be
enacted with one motion. There will be no separate discussion of items unless a Board
member or citizen so requests, in which the itent will be removed front the general order of
business and considered in normal sequence.
3. Approval of Minutes from May 2007 Library Board meeting.
REGULAR AGENDA:
4. Public Forum:
5. Consider:
A. Proposed Library Budget for Fiscal Year 2007/08.
B. Review new Proctoring policy.
C. Review of number of items allowed to be checked out per user.
6. Discussion:
A. Additional Library Bookdrops update (auto drop off).
B. Friends of the Southlake Library Update — Library requests of FOSL for support.
C. North Texas Regional Library System Update.
7. Other Items:
Library Board Meeting
July 25, 2007
Page 2 of 2
Adjournment.
CERTIFICATE
I hereby that the above agenda was posted on the official bulletin boards at Town Hall, 1400
Main Street, Southlake, Texas on Friday, July 20, 2007, by 6:00 p.m., pursuant to the Texas
Government Code, Chapter 551. ,,.,..;.......
LoriPayne
City Secretary
If you plan to attend this public iueeting and have a disability that requires special needs,
please advise the CitySecretary 48 hours in advance at 817-748-8015 and reasonable
accommodations will be nude to assist you.
City of Southlake, Texas
MEMORANDUM
July 25, 2007
TO: Members of the Southlake Library Board
FROM: Kerry McGeath, City Librarian - Deputy Director Community Service
(817) 748 8384
SUBJECT: Agenda Item Continents and Other Items of Interest - July 25, 2007 Library
Board Meeting
Agenda Item No 2 Al Administrative Comments, Librarians Report -
• The library currently has a rotating art exhibit that will remain through the end of the
summer from nine of the CISD campuses.
• Staff has recently updated our Blog and will begin interviewing a wide array of people in
the City for our enhanced Podcasts. We have worked it out with the Southlake Historical
Society that they will pull snippets of their oral histories and make them into Podcasts that
we will put on the libraries site. BJNC will also be doing Podcasts describing upcoming
happenings in their organization.
• Summer Reading Club continues until August 180' - We have had close to 1600 children
sign up for our Summer Reading Club, which is a 30% increase over last year, and we still
have a month to go. Programming attendance related to the Summer Reading Club topped
2500, which was more then a 100% increase over last year. Adult Summer Reading Club at
last count was about 175 with about 15 people coming in for prizes.
Agenda Item No.2 A2 Library Statistics - Please review the attached or included library statistics
- hard copy will be available for review at the upcoming meeting.
Agenda Item No.3 Approval of minutes: May minutes will be available for approval at the
meeting.
Agenda Item No 5A Proposed Library Budget - Please see attached or included memo regarding
this item. General Operating (Base) Budget (excluding payroll) will remain the same. We have
asked for three supplemental requests including $2500 for overtime, $3600 for a car allowance for
Deputy Director McGeath, and $56,459 for a Technical Services/Circulation Librarian. Library
productivity has doubled in the last three years and has reached the point of diminishing return so
we are asking to add a staff member this year.
Agenda Item No.513New ProctoringPolicy olicy - Please see the attached or included memo regarding
this item. TCC is no longer providing a proctored testing service which has driven up the request
for the library to provide that service. It has been a minimal issue to this point and we never
developed a policy as a result. We are beginning to get a lot of request mainly from non-residents
to have tests proctored in our location. It can be a serious drain on our resources if it gets out of
Members of the Southlake Library Board
July 25, 2007
Page 2 of?
hand. In summary we are proposing to charge an administrative fee for nonresidents, with the
exclusion of city staff - their immediate families, and CISD students. All other non-residents would
pay a $10.00 administrative fee and a $5.00 shipping and handling fee, if the return envelope is not
postage paid.
Agenda Item No 5C Increase number of items that can be checked out - Please see the attached
or included memo regarding this item. We are asking that the number of items available to be
checked out per user at anyone time be changed from 18 to 36 items. Our objective is to check out
as many items as possible and not to warehouse our materials. Theft has been a minor issue in this
Library so staff feels there is no reason to keep the limit at 18. It also gets us more in -line with
area Library policies (Bedford is 50, Euless is unlimited, as an example).
Agenda Item No. 6. Discussion:
Additional Library Bookdrops — The auto drop off book drop will be placed on the South
side of the West Parking Garage. It will be placed in August or so due to the construction
on the new Robb & Stuckey building. We will be requesting funding from FOSL for the
book drop and extra cart to transport the materials
Friends of the Library (FOSL) update. FOSL has re -constituting the organization. We will
look forward to working with them into the future.
North Texas Regional Library System (NTRLS) update. Kerry McGeath has been re-
appointed to the Services Planning Committee for NTRL. He was also chosen to be on the
Texas State Library and Archives Commission, Library Systems Act Advisory Board. It
includes 5 member throughout the State — 3 public and 2 academic librarians, and is charged
by the State Legislature to advise the Texas State Library with regard to the Library
Systems Act.
Members of the Southlake Library Board
July 25, 2007
Page 3 of 2
Southlake Public Library Monthly Stats summary
June 2007
Category
Month 2007'I
Month 2006
°/u +/- I
jApril
Imay I
IYTD 2006/07
IYTD 2005/06
% +I -I
I YTD 2004105
%
Circulation
27,240.00
1 24,450.00
11%11
18,210.00
1 19,647.00 1
191,039.65
1 163,739.00
17%
102,531.00
86%
Libra Cards issued
46511
349
33%11
19911
19911
15,899.00 11
15,176.00
5%
10,821.00
47%
Traffic
11,886.00
11,675.00
2%11
6,967.00
7,738.00
61,300.00
59,573.00
3%
43,855.00
40%
Libra Collection
n(a'
nla
50,416.00
49,100.00
i 3%
44,950:00
12%
Reference Questions
Adult
Youth
Total
475.00
850.00
1,325.00
448.00
835.00
1,283.00
6%
2%b
3%
453.00
415.00
868.00
453.00
415.00624.002,588.00
: 868.00264,00
r2,640.00
2,591.28
5,179.28
2%
1%
2%
2,055.60
1,695.78
1 3,751.38
28%
55%
1 40%
Computer Use
860.00
556.00
55%11
878.0011
878.00
4,335.00
3,266.00
33%
3,247.00
34%
Pro rammin
Adult
Youth
Storytimes
Total
60.00
2,431.00
1,326.00
3,817.00
90.00
954.00
792.00
1,836.00
-33%11
155%11
67%
108%
95.00
350.00
941.00
1,386.00
1 110.00
1 3,223.00
1,218.00
4,551.00
490.00
6,372.00
5,707.00
12,569.00
451.00
4,691.00
4,698.00
9,840.00
1 9%1
1 36%
21%
28%
130.00
" 630.00
2,722.00
3,48200
277%
911%
110%
261%
Volunteer Hours
584.00
484.75
20%
233.00
140.50
1,601.25
11 1,491.50
11 7%11
1,118 25
43%
Interlibrary Loan
49
351
40%'
6211
6211
300.00
11 149.00
i 101%11
Circulation percentages:
Youth % of total Circulation
48%
YA% of total Circulation
4%
Adult % of total Circulation
487
Media
Media % of total Circulation
34%
Adult
Fiction % of Adult total
31
Nonfiction % of Adult total
15%
Media % of Adult total
54%
Youth
Fiction & Easy Book %
64%
Nonfiction % of Youth total
10%
Media % of Youth total
26%
Updated July 2006
Turns LY = 4.06
Turns TY = 4.40 annualized estimate
Transactions per hour (LY) TPH (CY) %
19.07 19.95 5%
ra
City of Southlake, 'l exas
MEMORANDUM
July 25, 2007
TO: Member of the Southlake Library Board
FROM: Kerry McGeath, City Librarian — Deputy Director of Community Services
SUBJECT: Proposed Fiscal Year 2007-08 Library Budget
Action Requested: Library Board discussion and recommendation of the proposed Fiscal Year
2007-08 Library Annual Budget.
Background
Information: For the past several months, City staff has been compiling research and
formulating the FY 2007-08 Annual Budget for the Community Services
Department, including the library. Staff has completed an initial review
session with the Budget Review Team (including the City Manager).
The budget highlights for the proposed Fiscal Year 2007-08 for the Library
Board
General Operating Budget (without payroll and materials budget):
• $45,119
Supplemental requests:
• Overtime ($2500)
• Car Allowance ($3600)
• Technical Services/Circulation Librarian ($56,459)
Capital Requests:
• Materials Budget ($65,000)
Estimated Total Budget with additional requests and estimated payroll
• $550,567 Approximately a 15 % increase over last year
Financial
Considerations: The proposed Fiscal Year 2007-08 Library Division budget totals represent a
15 % increase (personnel costs estimated) and recognize existing budgetary
limitations with the need to maintain and/or improve current levels of service
delivery. The proposed budget remains subject to final review by the City
Manager. The City Council will consider all departmental budgets as a part
of the annual budget process.
Citizen Input/
Parks and Recreation Board members
July 2, 2007
Page 2
Board Review: Staff has developed the proposed Library Division Budget with consideration
being given to the Council strategic focus areas.
Legal Review: Not Applicable.
Alternatives: Input towards the preliminary proposed Fiscal Year 2007-08 Library
Division budget as desired.
Supporting
Documents: Supporting documents include the following:
Presentation to be provided
Staff
Recommendation: Library Board discussion and recommendation of the proposed Fiscal Year
2007-08 Library Division Annual Budget.
City of 5outhlake, 'Texas
MEMORANDUM
July 25, 2007
TO: Members of the Southlake Library Board
FROM: Kerry McGeath, City Librarian —
Deputy Director Community Services (817) 748-8384
SUBJECT: Recommendation of the Library Board to create a proctoring policy and to
include an administrative fee and shipping and handling fee for non-residents.
Action Requested: Recommendation of the Southlake Library Board to create a Southlake Public
Library Proctoring Policy to create an administrative fee of $10.00, and a
shipping/handling fee of $5.00 if the testing institution does not include a
postage paid return envelope for all non-residents with the exception of City
Staff - their immediate family, and CISD students. The Policy would also
indicate the level of service that the library can provide in this regard, and to
make it clear the library is not a testing center.
Background
Information. Library staff would like to recommend to the Library Board that we adopt the
newly created Southlake Library Proctoring Policy. Complete draft of Policy
will be available on the date of the meeting. Summary of the Policy is that we
will set specific rules with regard to the level of service we can provide
proctored exams. Residents would only have to pay postage if a postage paid
envelope was not included with the exam. The Library is not a testing center
and can not guarantee that a secure quite place or a computer can be available
at any point in time. Library staff is not available to observe or moderate the
the testing. An administrative fee of $10.00, and a shipping/handling fee of
$5.00 will also be charged if the testing institution does not include a postage
paid return envelope for all non-residents with the exception of City Staff -
their immediate family, and CISD students. The Policy would also indicate
the level of service that the library can provide in this regard, and to make it
clear the library is not a testing center.
Financial
Considerations: Not applicable.
Citizen Input/
Board Review: Consideration of new library proctoring policy.
Legal Review: Not Applicable.
Alternatives: Alternatives include the following items:
Input to the discussion as desired;
Members of the Southlake Library Board
July 25, 2007
Page 2 of 2
Recommendation that the Policy be adopted by the library;
Tabling this item pending further review and / or information;
Electing to keep the current policy intact.
Staff
Recommendation: That the newly created Proctoring Policy be accepted by the Library Board
upon further discussion as necessary.
City of Southlake, Texas
I_IL
FROM
SUBJECT
MEMORANDUM
July 25, 2007
Members of the Southlake Library Board
Kerry McGeath, City Librarian -
Deputy Director Community Services (817) 748-8384
Recommendation of the Library Board to extend the number of items that can
be checked out by a customer at one time to from 18 to 36 items
Action Requested: Recommendation of the Southlake Library Board to revise the Southlake
Public Library's Circulation Policy to allow 36 items to be checked out,
which can include up to 3 each of DVDs and/or Video Tapes
Background
Information. Library staff would like to recommend to the Library Board that we increase
the number of items that can be checked out by a user from 18 to 36 items,
which can include only 3 DVDs and/or Video Tapes. Library use has been
growing dramatically and it has created a demand by our customers to check
more and more items out. Loss due to theft is a minimal issue in this library,
whereas maximizing access and use of the materials is a major issue. The
goal of our organization is to check out as many items as possible to our
users and the limit of 18 is too restrictive.
Financial
Considerations: Not applicable.
Citizen Input/
Board Review: Consideration of suggested changes in the number of checkouts at one time
allowed per user.
Legal Review: Not Applicable.
Alternatives: Alternatives include the following items:
Input to the discussion as desired;
Recommendation that the Policy be adopted by the library;
Tabling this item pending further review and / or information;
Electing to keep the current policy intact.
Members of the Southlake Library Board
July 25, 2007
Page 2 of 2
Staff
Recommendation: That the revisions to the Policy be accepted by the Library Board upon
further discussion as necessary.