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2013-09-25 Library Board Packet SOUTHLAKE LIBRARY BOARD Wednesday, September 25, 2013 Location: Southlake Town Hall – Town Hall Room 4A – 4th Floor 1400 Main Street Southlake, Texas Time: 6 :00 p.m. Agenda: 1. Call to Order 2. Administrative Comments A. City Librarian’s report a. Allocations for materials for the next FY b. New programming opportunities B. Library statistics 3. Consider: A. Approval of the minutes from the August 28th, 2013 Southlake Library Board meeting. 4. Public Forum 5. Discussion: A Updates on Grants and other opportunities B. Texas Library Association Update C. Friends of Southlake Library (FOSL) update 6. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on September 20, 2013 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. Alicia Richardson, TRMC 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 817.748.8016. Reasonable accommodations will be made to assist you. M E M O R A N D U M Sept 18, 2013 TO: Southlake Library Board FROM: Kerry McGeath, City Librarian SUBJECT: Agenda Item Comments for the regular Southlake Library Board meeting – Wednesday, September 25 at 6:00 p.m. Please note the meeting will be held in Town Hall Room 4A (4th floor) If possible, could you please notify staff if you will not be able to attend the meeting at 817.748.8384 or kmcgeath@ci.southlake.tx.us? Thank you! Agenda Item No.2 A, Administrative Comments, City Librarians Report –City Librarian Kerry McGeath will give an update on library services and programs a. We will at how we allocate funds to be spent on library materials b. There are a number of new opportunities we are exploring in our programming so we stay fresh for our customers Agenda Item No.2 B, Library Statistics: – Updated Library stats will be included in the packet Agenda Item No.3 A, Consider: Approval of minutes: - August 28, 2013 meeting. The minutes are included in the packet. Agenda Item no. 4, Public Forum: Agenda Item no. 5, Discussion: A. Updates on Grants and other opportunities B Texas Library Association Update C Friends of the Library (FOSL) Update If you should have any questions please contact library staff (817.748.8243) or City Librarian McGeath (817.748.8384) Southlake Public Library Monthly Stats Summary August 2013 Category Aug-13 Month 11/12 % +/-June July YTD 2011/12 YTD 2010/11 % +/-YTD 2009/10 % +/- Circulation 40,219 39,424 2%43,407 44,313 362,947 352,790 3%328,614 10% Online Usage 7768 5,250 3520 7542 45,134 Library Cards issued 195 196 -1%270 240 21,817 21,702 1%18,779 16% Traffic 19,776 19,450 2%24,650 21,250 180,526 180,287 0%224,980 -20% - Library Collection 50,150 52,350 -4%55,945 -10% Reference Questions Adult 524 520 1%539 579 5,734 5,361 7%4,069 41% Youth 915 912 0%960 420 5,267 5,019 5%3,720 42% Total 1,439 1,432 0%1,499 999 11,001 10,380 6%7,789 41% Computer Use 996 990 1%1250 1259 10,902 10,542 3%10,340 5% Study Room Use 285 280 310 296 2,230 Programs - Adult 350 315 11%560 706 3,871 3,770 3%2,845 36% Youth 4894 4,054 21%4750 5982 26,818 24,958 7%26,040 3% Storytimes 1388 1,429 -3%1210 1415 11,825 11,891 -1%14,130 -16% Total 6632 5,798 14%6520 8103 42,514 40,619 5%43,015 -1% Volunteer Hours 652 392.50 66%518 715 3,090 2,945 5%5,129 -40% Proctored Exams 22 16 25 24 101 Interlibrary Loan 48 38 26%56 43 837 928 -10%437 92% Notarized Documents 58 59 49 56 302 Circulation percentages: Youth % of total Circulation 50%Updated August 20102013 YA% of total Circulation 3%Turns LY = 6.96 Adult % of total Circulation 47%Turns TY = 8.0 Media Media % of total Circulation 30%Transactions per hour (LY)TPH (CY)% -/+ Adult Fiction % of Adult total 31%24.5 25.6 4% Nonfiction % of Adult total 26% Media % of Adult total 43% Youth Fiction & Easy Book % 58% Nonfiction % of Youth total 15% Media % of Youth total 27% UNOFFICIAL MINUTES August 28, 2013 Unapproved by the Southlake Library Board City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Library Board Meeting: August 28, 2013 6:00PM LOCATION: Southlake Town Hall 1400 Main Street, Room 3C Southlake, Texas Members Present: Library Board members Chair Brenda Flores; Ayako Miyazaki; Kim Roberts; Cheri’ Ross; Vice Chair Michelle Spradlin. Members Absent: Sally Biersmith; Lori Burr. Staff Members Present: Kerry McGeath, City Librarian; Jennifer Tucker, Operations Manager. Guests: REGULAR SESSION Agenda Item No. 1. Call to Order – The meeting was called to order by Chair Flores at 6:06 p.m. Agenda Item No. 2. Administrative Comments – A. City Librarian’s Report : Final look at Library Summer Reading Club (SRC) success. 1. SRC had 2700 participants this year. There were 456 adults and 2,306 children that signed up for SRC. The adult participants and the hours read by them dropped slightly from the previous year. A complaint from adults was the log maintainance was time consuming. We are going to try something new for the next year. Mrs. Pfledderer applied for a grant for an app that allows an online approach to signing up and maintaining hours. We haven’t heard if we have gotten the grant. The younger children like to come in and pick their prizes. The children participants increased 10% from last year. Mr. McGeath believes that 70% of the partcipants were Southlake residents. 22,035 attended the programs. The Thursday morning programs were targeted towards the younger children. Every other Tuesday afternoon the programs were targeted towards older children and adults. Next week the Library staff will meet to review what can be improved for next year. UNOFFICIAL MINUTES August 28, 2013 Unapproved by the Southlake Library Board City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2. Mr McGeath and Ms. Tucker attended the CISD teacher orientation to present available Library resources for the children including online materials and programs. These are extra tools the teachers can use to augment classroom materials. Ms. Tucker gave a detailed explanation of the various electronic databases. 3. Ms. Tucker gave an explanation of Zinio, which is an online way to read magazines. Zinio is a vendor for the general public, not particularly a library vendor. Zinio has upgraded their programs to be more user friendly. Once a magazine is downloaded, it does not have to be returned but can be kept for as long as needed. There are no limits on how many magazines can be downloaded by a customer. Several customers can read the same issue at the same time. B. Library Statistics - We had a 27% increase in volunteer hours for July from 565 hours in July 2012 to 715 in July 2013. The City has a volunteer coordinator and a computer program where staff schedule volunteers online. The computer program keeps track of hours. The Library had the most hours of any other department in the City. There was a more detailed explanation of how the system works. Our circulation has increased slightly. The digital libraries are becoming more user friendly which encourages better and more use. Traffic is ju st about even with last year. Program attendance increased also. Agenda Item 3A. Consider: Approval of the minutes from the July 24, 2013 Southlake Library Board meeting. A motion was made and seconded to approve the minutes. The minutes were unanimously approved. Agenda Item No. 4. Public Forum – There was no one present to address the Library Board during the Public Forum. The Public Forum was opened and closed at 6:55 p.m. Agenda Item No. 5A. Discussion: Update on Grants and other opportunities - We ordered new armchairs for the Library which will be delivered by the end of September. Although the chairs are not industrial types, they were ordered from a vendor that sells for the home environment , but using better quality fabrics. The children’s area will have slightly larger chairs so an adult can sit with a child and read. The money saved by not ordering industrial chairs resulted in being able to use more expensive and better quality fabrics along with some leather. The armchairs did not UNOFFICIAL MINUTES August 28, 2013 Unapproved by the Southlake Library Board City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork fare well after the flood of December 2011 and were looking worn. The old chairs will be auctioned off. Mr. McGeath is writing a RFP for our library materials for this coming year. Ingram will be one of the competitors. Ms. Pfledderer just sent them a grant proposal for $7500 for a library app that can be used on a phone to get access to the library account. The customer can then place holds, renew materials, etc. After the app is initiated, there will be yearly maintenance fees. Mr. McGeath has created a team to look for grants. A few days ago, the Library received a $2000 grant from Target for use with the Summer Reading Club 2014. Briggs-Freeman Sotheby will be a sponsor for SRC 2014. They also paid for a full page ad in Southlake Style for the SRC 2013. We will also be pursuing a grant proposal for the Southlake Women’s Club. Agenda Item No. 5B. Discussion: Texas Library Association Update. Ms. Tucker and Ms. Pfledderer are very involved in TLA committe es, chairing some. Mr. McGeath has been nominated to run for the President. Mr. McGeath was chosen as one of forty out of the 200 that applied to go to the American Library Association’s first Leadership Institute in Chicago in July. He has brought back many ideas. Agenda Item No. 5C. Discussion: Friends of Southlake (FOSL) Update. Mrs. Tubbesing sorts donated materials and puts them on the FOSL shelves for sale. She has been doing this for ten years. The FOSL sales are still going strong. Mr. McGeath gifted her with some merchandise and a gift certificate from Williams-Sonoma. After the City Council reappoints members to the Library Board, elections for Chair and Vice-Chair will be held, probably in October. Agenda Item No. 6. Adjournment. Chair Flores adjourned the meeting at 7:07 p.m. Brenda Flores, Chair Kerry McGeath, City Librarian, Southlake Public Library A recording of this meeting may be requested in the Office of the City Secretary.