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2007-08-22 Library Board PacketLIBRARY BOARD: LOCATION: TIME: REGULAR SESSION: 1. Call to Order. Wednesday, August 22, 2007 Southlake Town Hall — Public Library, Suite 130 1400 Main Street * Southlake, Texas 76092 7:00 p.m. A. Oath of Office for incoming and re -appointed Board Members 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 item will be rentoved front the general order of business and considered in normal sequence. 3. Approval of Minutes from July 2007 Library Board meeting. REGULAR AGENDA: 4. Public Forum: 5. Consider: A. Election of new Officers — Chair and Vice Chair 6. Discussion: A. Additional Library Bookdrops update (auto drop off). B. Friends of the Southlake Library Update C. North Texas Regional Library System Update. 7. Other Items: Library Board Meeting August 22, 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 Thursday, August 15, 2007, at 7:00 p.m., pursuant to the Texas Goverrmment Code, Chapter 551. Lori A. Payne City Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817-748-8015 and reasonable accommodations will be made to assist you. City of Southlake, Texas MEMORANDUM August 22, 2007 TO: Members of the Southlake Library Board FROM: Kerry McGeath, City Librarian - Deputy Director Community Service (817) 748 8384 SUBJECT: Agenda Item Comments and Other Items of Interest - August 22, 2007 Library Board Meeting Agenda Item No 1 A Oath of Office for incoming and re -appointed Board Members - The new Board Members will read the oath aloud. Staff will then notarize the documents at the end of the meeting. There is also an ethics document, and one related to the release of address and phone number information to the public. All of the remaining documents we can sign at the end of the meeting. Agenda Item No 2 Al Administrative Comments Librarians Report - Summer Reading Club concluded on August 18"' - We had approximately 1556 children • sign up for our Summer Reading Club, which is a 30% increase over last year. We will end up having about 60% of those signing up participated Programming attendance related to the Summer Reading Club were 48% higher then last year. Adult Summer Reading Club at last count was about 200 signed up with about 40 people coming in for prizes, which is about a 20% participation rate - very good for our first year. It was a very busy summer - June and July set traffic, checkout and programming records for our operation. 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: July minutes are included Agenda Item No 5A Election of Officers - Traditionally we have not had a Secretary for the Board in the past with staff handling that function. Therefore the two positions that are available are Chair and Vice Chair. Nominations will be made and then the board will vote to fill the positions 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. The Book drop has arrived and it will be assembled and placed in late September due to the continuing construction on the new Robb & Stuckey building. • Friends of the Library (FOSL) update. We are appreciative of their efforts to help us purchase our new bookdrop and all the things they do for us. Members of the Southlake Library Board August 22, 2007 Page 2 of 2 • 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. Southlake Public Library Monthly Stats summary July 2007 Category jMonth2007 : Month 2006 % +/- May June YTD 2006/07 YTD 2005/06 : % +/- YTD 2004105 %+l-: Circulation 27,944.00 23,370.00 20% 19,647.00 27,240.00 218,983.65 187,109.00 17% 123,615.00 77% LibraEy Cards issued 330 358 -8% 199 465 16,229.00 - 15,534.00 : 40/6 11,020.00 47 0 Traffic 12,191.00 10,514.00 16%' 7,738.00 11,886.00 73,491.00 70,087.00 it '- 5% 52,364.00 40% it LibraU Collection nla nla nla nla 50,860.00 49,100.00 4%1 F 44,950.00 13% Reference Questions Adult Youth Total 449.00 850.00 1,299.00 410.00 805.00 1,215.00 10%- 6 0 70, 453.00 415.00 868.00 475.00 850.00 1,325.00 2,614.00 2,624.00 5,238.00 2,553.28 2,558.-- 5,111.28 2% ': 3% 2% 2,508.60 2,110.78 4,619.38 4% 13% 13% Computer Use 790.00 535.00 48% 878.00 860.00 4,265.00 3,245.00 31% 4,125.00 3% Pro rammin Adult Youth Storytimes Total 177.00 1,799.00 1,041.00 3,017.00 65.00 1,233.00 875.00 2,173.00 172% 46% 19% 39%' 110.00 3,223.00 1,218.00 4,551.00 60.00 2,431.00 1,326.00 3>817.00 607.00 8,171.00 6,748.00 15,526.00 426.00 5,924.00 5,573.00 11,923.00 42% 38% 21% ' 30% 255.00 6,726.00 4,217.00 11,198.00 138% 21% 60% 39% Volunteer Hours 545.50 606.50 -10% 140,50 t 584.00 2,146.75 2,098.00 ' 2% 1,166.25 84% lnterlibra Loan 71 42.00 69% : 62 49 - 371.00 191.00 94% Circulation percentages: Youth % of total Circulation 48% YA% of total Circulation 4 % Adult % of total Circulation 48% 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 2007 Turns LY = 4.06 Turns TY = 5.18 annualized estimate per �- 22.68 20% * *UNOFFICIAL MEETING MINUTES * * UNAPPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 SOUTHAKE PUBLIC LIBRARY BOARD MEETING 2 Southlake Public Library 3 1400 Main Street, Suite 130 4 Southlake, Texas 76092 5 6 July 25, 2007 7 8 MINUTES 9 10 Library Board Members Present — Lori Burr, Chair; Brenda Flores; June Koelker; Kim I Roberts, Vice -Chair; Wanda Schafer. 12 13 Library Board Members Absent - Barbara Jeppe, Cheri Lacy. 14 15 Staff Members Present — Kerry McGeath, City Librarian; Jesse Ephraim, Adult Services 16 Librarian; Nancy Roper, Administrative Secretary. 17 18 Others Present — Cindy Campbell, FOSL President. 19 20 REGULAR SESSION: 21 22 Agenda Item No. 1, Call to Order — Chair, Lori Burr, called the meeting to order at 7:05 p.m. 23 24 REPORTS: 25 26 Agenda Item No. 2 A — Librarian's Report — 27 28 1. Librarian's Report — 29 a. Starting with this next month the packet will be available on the web page. Mr. 30 McGeath will continue to send it to the Board members in an email. Any information that is not 31 available for the web page deadline will be included in the email. 32 33 1. Mr. McGeath gave a brief report on the statistics. June saw the Library's 34 highest circulation ever with 27,240 items circulated. This is an 86% increase from 3 years ago. 35 Mr. McGeath believes the Library will reach 250,000 circulations this year. We have the highest 36 circulation any library in the state that serves the same size population. 465 library cards were 37 issued last month, which is the highest ever. Some of this can be attributed to the excitement 38 over Summer Reading Club and also to a better presence in the community. Parking is still at a 39 premium so the library traffic has not changed much. 40 41 2. Youth programming has increased 155% compared to June of last year. Mr. 42 Ephraim's visits to the schools made quite an impression on the children. He also has a craft 43 project related to the Tuesday performance every week. Bluebonnet readings have been heavily 44 attended and we have added a few evening and Saturday readings. The Back to School Bash will 45 be held on the 3`d floor. Storytime attendance has increased also with June being the highest 46 month ever. We will have storytimes 50 out of the 52 weeks in the year. As of this meeting Soutllake Libra)-37 Board Meeting Minutes — July 25, 2007 Page 1 of 5 * *UNOFFICIAL MEETING MINUTES * * UNAPPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 1,519 children have signed up for Summer Reading Club (SRC). Part of the success is due to no 2 restrictions on where reading materials can be obtained, a wonderful selection of prizes, and 3 prompt presentation of prizes throughout the summer. SRC started earlier this year and will last 4 longer than last year. 5 6 3. 176 adults have signed up for the Adult Summer Reading Club and 16 have 7 claimed prizes. The time it takes to get 5 books read to get a bingo varies from one participant to 8 another. In some cases it could take several weeks to get the first bingo. Since the program only 9 runs for approximately 3 months, several weeks for a bingo affords little opportunity for 10 participants to get prizes. Next year the program will be changed so it will be easier to get a 11 reward and prizes can be obtained more frequently. There have been several comments about 12 the very nice prizes available at the end of SRC drawing. 13 14 4. Volunteer hours have increased by 20% over June of last year. This year SRC 15 and regular volunteers have been integrated to be directed by Mrs. Jesse. This provides the 16 opportunity for better placement of help where it is needed. Instead of having someone sitting at 17 the SRC table, they can shelve movies or do something else useful during the slow times. 18 19 5. ILL loans are down from May but up 101 % over last year. We have promoted 20 them as the answer to obtaining materials that this Library can't own because of space and 21 financial constraints. 22 23 6. Mr. McGeath asked the staff to make a list of the job tasks and the amount of 24 time spent on each. This will help to make sure that we have an equitable assignment of duties. 25 It will also help to make sure that we are performing tasks that actually are needed. He also sent 26 out a supervisor evaluation form so staff can evaluate him. This evaluation was first done a 27 couple of years ago. This evaluation will give him an idea of the things he is doing that are going 28 well and those that may need some improvement. 29 30 b. SABRE Virtual Branch continues to be a wonderful success. The totes are full being 31 delivered and being retrieved. The Library is still delivering Monday, Wednesday, and Friday. 32 If there is a lag, then SABRE employees will need to contact their mail room for a resolution. 33 34 2. Library Statistics — See Librarian's Report 35 36 3. Friends of Southlake Library (FOSL) Report — Mrs. Campbell explained the raffle FOSL is 37 holding to generate fiends to be donated for the purchase of the drive up book return. Mrs. 38 Campbell asked the Board Members to help sell raffle tickets. FOSL will have a newsletter 39 coming out soon. She invited every one to the FOSL meeting from 7-8pm in the Library next 40 Monday. Mrs. Campbell explained the procedure for selling tickets. Checks made out to tine 41 Friends will be given directly to the Friends (Mrs. Campbell) or if the checks are turned in at the 42 Library, they will be kept in a money bag in the same drawer with the tickets. Checks made out 43 to City of Southlake or Southlake Public Library will be entered in the register and all cash taken 44 at the Circulation Desk will be entered in the register. 45 Southlake Library Board Meeting Minutes — July 25, 2007 Page 2 of 5 * *UNOFFICIAL MEETING MINUTES * * UNAPPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD 1 Mrs. Campbell reported that some of the steers (artwork in the Square) are due to be auctioned 2 off soon. They will be donated to non-profit organizations to auction. She would like to get one 3 for FOSL. She mentioned a few other needs such as name badges for FOSL members. FOSL 4 (Mrs. Campbell) continues to buy DVDs for the library in huge quantities. Mr. Ephraim noted 5 that Mrs. Campbell was instrumental in obtaining a vast majority of the prizes to be offered for 6 the Youth SRC. Mrs. Campbell said that FOSL has a blog where the Board members could 7 leave questions or comments and that she would answer directly. 8 9 4. The question was asked how the book talks at the Senior Center were being received. There 10 have been two book talks. Jennifer Tucker and Mr. Ephraim went to the first one together on 11 June 7th. He ran the media and she gave the talk. Since the second talk was July 12`11, Ms. 12 Tucker picked Flags of Our Fathers and 1776 as the books. The talk was well received and 13 Amanda Troum, Senior Center Director wants to continue them. There were about 15 people at 14 each talk. The hope is to expand the talks into a book club. 15 16 CONSENT AGENDA: 17 18 Agenda Item No 4 — Approval of Minutes from April 2007 Library Board Meeting- 19 20 Mrs. Koelker made a motion to approve the minutes from the May 2007 meeting and Mrs. Flores 21 seconded it. The motion was unanimously approved. 22 23 REGULAR AGENDA: 24 25 Agenda Item No. 5. Public Forum — 26 27 Chair Burr opened the public forum at 7:49 p.m. As there were no requests to speak, Chair Burr 28 closed the public form at 7:50 p.m. 29 30 Agenda Item No 6A Consider — Proposed Library Budget for Fiscal Year 2007/08 — 31 32 The base Library operating budget is $45,000.00. This does not include payroll or materials. 33 This money is used for office supplies, travel, special projects, uniforms, printing, postage, etc. 34 Supplemental requests include the book budget, which is viewed as a capital request, and 35 therefore, can't be considered as an operating expense. Mr. McGeath explained that he works 36 closely with the City to make sure that the materials budget is viewed as a mandatory and 37 necessary item to support the Library. Computer purchases are bought through Technical 38 Services. There is a yearly request for $2500.00 for overtime for employees. This is used to pay 39 non-exempt full time employees to work more than 40 hours per week during the summer when 40 the Library is extremely busy due to SRC and to compensate for vacations or other absences. A 41 car allowance for Mr. McGeath was added this year at the request of the Human Resources 42 Department. He travels extensively throughout the metroplex and to date has not been turning in 43 reimbursement requests. Other Deputy Directors are accorded this expense reimbursement. A 44 personnel request for a Technical Services/Circulation Librarian is in next year's budget. The 45 Administrative Secretary work has increased to the point where the processing of materials is not 46 being done in a timely fashion. The new position would perform Adult purchasing, oversee and Southlake Library Board Meeting Minutes — July 25, 2007 Page 3 of 5 * *UNOFFICIAL MEETING MINUTES * * UNAPPROVED BY MEMBERS OF THE SOUTHLA14 E LIBRARY BOARD 1 perform cataloging and processing, supervise the staff and processes at the Circulation Desk, 2 perform computer and web duties, and perform other professional duties that we currently can't 3 do because of staffing constraints. The City Manager supports this Library request for another 4 position, but will need Council approval before it is final. The Board agreed that all requests 5 were necessary and appropriate. 6 7 8 Agenda Item No 6B Consider — Review new Proctoring Policy - 9 10 With the closure of area testing centers, the rate of requests for proctoring has increased 11 significantly. In some instances, organizations requiring the testing of individuals are not 12 sending postage paid return envelopes. In order to gain some control of the process, a new 13 procedure defines issues such as scheduling, computer usage, hours of operation, and fees for 14 service and return postage, if necessary. The Board reviewed the policy. Mrs. Roberts moved to 15 recommend approval and Mrs. Shafer seconded the motion. It was unanimously approved. 16 17 18 Agenda Item No. 6C Consider — Review of number of items to be checked out — 19 20 The current loan limit is 18 items with no more than 3 VHS and 3 DVD per Adult card. During 21 summer reading, we have had many families that are making several trips a week to the Library 22 to change out books. Additionally with SABRE usage so high, we are sometimes unable to fill 23 requests for SABRE borrowers because some of their material may be in transit. They don't 24 have it available to use and the Library has not yet received it to check it in and free up space in 25 an account. 26 27 Mr. McGeath noted that the purpose of materials is to be in the hands of the borrowers available 28 to read. Since the collection has expanded, we now have enough materials to be able to offer 29 borrowers an increased limit on the number of items that can be checked out. Borrowers that 30 want materials that are checked out can place a hold request for the item. He requested the 31 Board approve a 36 item limit with no more than 3 VHS and 3 DVD per Adult card. If the 32 Library needs more materials in any area, staff can review the section and make purchasing 33 suggestions. Items that we would not be able purchase can be acquired through InterLibrary 34 Loan. After some discussion and concern about enough materials on the shelves for browsing 35 Mrs. Flores moved to approve the policy and Mrs. Shafer seconded the motion. The Board 36 unanimously approved the policy, but would like to have the policy reviewed in July 2008. 37 38 Agenda Item No 7A Discussion — Additional Library Bookdrops update — 39 40 The drive up book drop will be placed behind Crate and Barrel and near Robb and Stuckey's 41 once construction is finished. It will be ordered within 2 days and should arrive about 1-2 weeks 42 later. The Library will add a book drop inside the building, but outside the steel doors on the 43 first floor at the beginning of FY 2007-2008. 44 45 46 Soutklake Library Board Meeting Minutes — July 25, 2007 Page 4 of 5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 * *UNOFFICIAL MEETING MINUTES * * UNAPPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD Agenda Item No 7B Discussion — Friends of the Southlake Library Update — See Agenda Item No. 2A3 Agenda Item No 7C Discussion — North Texas Regional Library System Update — Mr. Ephraim and Mrs. Beamon will be presenting workshops at the Children's Youth Conference sponsored by the North Texas Regional Library System. Mr. Ephraim's three workshops are entitled Blogs and Social Networking, Podcasts, and Web 2.0 (2 sessions). Mrs. Beamon's workshop is entitled Storytelling 101. In related Library news, Mr. McGeath was appointed for a three year term to the Texas State Library and Archives Commission, Library Systems Act Advisory Board. The Board is comprised of 2 academic librarians and 3 public librarians from across Texas. The appointment is renewable for one additional term. Agenda Item No. 8 — Other items — There were no other items. Agenda Item No. 9 — Adjournment — Ms. Burr adjourned the meeting at 8:26 pm. Southlake Library Board Meeting Minutes — July 25, 2007 Page 5 of 5