Loading...
2014-06-25 Library Board PacketCITY OF SOUTH LAKE MEMORANDUM June 19, 2014 TO: Southlake Library Board FROM: Cynthia Pfledderer, Library Public Services Manager SUBJECT: Agenda Item Comments for the Southlake Library Board Meeting — Wednesday, June 25, 2014 at 6:00 p.m. The regular meeting will begin at 6:00 p.m., in Town Hall - 4t" Floor, Room 4A If you are not able to attend this meeting, please notify staff at 817.748.8249 or nroper(a-)ci. southlake. tx. us. 1. Agenda Item No. 2A. Consent: Approval of the minutes from the April 23, 2014 joint Southlake Arts Council and Southlake Library Board meeting — Please make any corrections to the minutes part of the motion. 2. Agenda Item No. 2B. Consent: Approval of the minutes from the April 23, 2014 Southlake Library Board meeting Please make any corrections to the minutes part of the motion. 3. Agenda Item No. 3A. Consider: Election of Officers — The Board will elect a Chair and Vice Chair to replace outgoing members. 4. Agenda Item No. 3B. Consider: Proposed Library Budget — Staff will present the proposed FY 2015 Library Budget. The Board will vote to recommend the Budget to City Council. 5. Agenda Item No. 4A. Librarian's Report: Summer Reading Program: - Staff will provide an update on the Summer Reading Club program. 6. Agenda Item No. 4B. Reports: Library Statistics — This is a standing item on the agenda to allow the Board a summary of the monthly Library statistics. A copy of the Monthly Statistical Summary is included in your packet. 7. Agenda Item No. 5A1. Discussion: Board Meeting: — The purpose of this item is to inform the Board that there will be no meeting in July. 8. Agenda Item No. 5132. Discussion: Making a Quorum — The purpose of this item is to discuss the need for a quorum at Board meetings and discuss attendance solutions. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Library Board Meeting Date — June 25, 2014 Page 2 of 2 9. Agenda Item No. 6. PUBLIC FORUM: This is the public's opportunity to address the Library Board about non -agenda items. During this proceeding the Library Board will not discuss or take action on any item brought up at this time. 10. Adiournment. We appreciate your commitment and service to the City. Cynthia Pfledderer STAFF CONTACT INFORMATION: Telephone — (817) 748-8311 Facsimile — (817) 748-8027 1400 Main Street, Suite 210, Southlake, Texas 76092 Candice Edmondson, Deputy Director of Community Services, (817) 748-8311,(cedmondson(a�ci.southlake.tx.us) Jennifer Tucker, Librarian, (817) 748-8647, (Itucker(a).ci.south lake.tx.us) Cynthia Pfledderer, Librarian, (817) 748-8246,(cpfledderer(a).ci.south lake.tx.us) Nancy Roper, Administrative Secretary, (817) 748-8249, (nroper6d�ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTH LAKE SOUTHLAKE LIBRARY BOARD Wednesday, June 25, 2014 Location: Southlake Town Hall — Town Hall 4A 1400 Main Street Southlake, Texas Time: 6:00 p.m. Agenda: 1. Call to Order 2. Consent A. Approval of the minutes from the April 23, 2014 joint Southlake Arts Council and Southlake Library Board meeting B. Approval of the minutes from the April 23, 2014 Southlake Library Board meeting 3. Consider A. Election of Officers B. Proposed FY 2015 Library Budget 4. Reports A. Librarian's Report 1. Summer Reading Program B. Library Statistics 5. Discussion A. Board Meeting Discussion 1. No Meeting in July 2014 2. Making a Quorum 6. Public Forum 7. Adjournment A quorum of the City Council may be present at this meeting. Library Board Meeting Date — June 25, 2014 Page 2 of 2 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, June 20, 2014 by 6:00 p.m. pursuant to Chapter 51 of the Texas Government Code. Lori Payne, 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. CITY OF SOUTHLAKE SOUTHLAKE ARTS COUNCIL and LIBRARY BOARD MEETING: APRIL 23, 2014 LOCATION: 1400 Main Street, Southlake, Texas Southlake Town Hall — 3A/B TIME: 6:00 P.M. SOUTHLAKE ARTS COUNCIL PRESENT: Chair Leslie Bartlett, Vice Chair Miriam Murray, Secretary Jesika Cook and Southlake Arts Council members Lamberto Alvarez, Merlene Ingraham (arrived 6:30pm), Tamara McMillan, Terri Messing and Christina Esparza SOUTHLAKE ARTS COUNCIL ABSENT: None SOUTHLAKE LIBRARY BOARD PRESENT: Chair Brenda Flores and Southlake Library Board members Lori Burr, Christina Esparza, Ayako Miyazaki (arrived 6:25pm) and Kimberly Roberts SOUTHLAKE LIBRARY BOARD ABSENT: Sally Biersmith and Cheri' Ross STAFF PRESENT: Assistant City Manager Ben Thatcher; Deputy Director of Community Services Candice Edmondson; Cynthia Pfledderer, Librarian -Youth Services; and Jennifer Tucker, Librarian -Technical Services OTHERS PRESENT: None 1. CALL TO ORDER Southlake Arts Council Chair Bartlett and Southlake Library Chair Flores called the joint meeting of the Southlake Arts Council and the Southlake Library Board to order at 6:05 p.m. 2. PRESENTATION: 2013 SOUTHLAKE CITIZEN SURVEY Assistant City Manager Ben Thatcher presented the 2013 Citizen Satisfaction Survey results and responded to questions during the discussion. Results of the Survey are available at www.CitvofSouthiake.com/CitizenSurvey. 3. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 6:47 p.m. Motion: Bartlett Second: Flores City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the April 23, 2014 Southlake Arts Council and Southlake Library Board Meeting Page 2 of 2 Ayes: Southlake Arts Council members Alvarez, Bartlett, Cook, Ingraham, McMillan, Messing, Murray; and Southlake Library Board members Burr, Esparza, Flores, Miyazaki, Roberts Nays: None Vote: 12-0 Motion Carried. Leslie Bartlett, Chair Southlake Arts Council Brenda Flores, Chair Southlake Library Board Attest: Candice Edmondson, Deputy Director Community Services Department A tape recording of this meeting may be requested in the Office of the City Secretary. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE SOUTHLAKE LIBRARY BOARD MEETING: APRIL 23, 2014 LOCATION: 1400 Main Street, Southlake, Texas Southlake Town Hall — 4A TIME: 6:30 p.m. SOUTHLAKE LIBRARY BOARD PRESENT: Chair Brenda Flores; Southlake Library Board members Lori Burr, Christina Esparza, Ayako Miyazaki and Kim Roberts SOUTHLAKE LIBRARY BOARD ABSENT: Sally Biersmith and Cheri' Ross STAFF PRESENT: Jennifer Tucker, Librarian -Technical Services; and Cynthia Pfledderer, Librarian -Youth Services OTHERS PRESENT: None 1. CALL TO ORDER Library Board Chair Flores called the meeting of the Southlake Library Board to order at 6:55 p.m. 2. CONSENT AGENDA Consent Agenda items are considered to be routine by the Southlake Library Board and are enacted with one motion. Chair Flores read the consent agenda item for the record. 2A. APPROVAL OF THE MINUTES FROM THE JANUARY 22, 2014 REGULAR SOUTHLAKE LIBRARY BOARD MEETING. There were no corrections to the January 22, 2014 meeting minutes. APPROVED A motion was made to approve the minutes from the January 22, 2014 Southlake Library Board meeting. Motion: Esparza Second: Burr Ayes: Burr, Esparza, Flores and Miyazaki Nays: None Abstain: Roberts (Not present at meeting) Vote: 4-0-1 Motion Carried. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the April 23, 2014 Southlake Library Board Meeting Page 2 of 3 2B. APPROVAL OF THE MINUTES FROM THE MARCH 26, 2014 REGULAR SOUTHLAKE LIBRARY BOARD MEETING. There were no corrections to the March 26, 2014 meeting minutes. APPROVED A motion was made to approve the minutes from the March 26, 2014 Southlake Library Board meeting. Motion: Roberts Second: Esparza Ayes: Esparza, Flores, Miyazaki and Roberts Nays: None Abstain: Burr (Not present at meeting) Vote: 4-0-1 Motion Carried. 3. REPORTS 3A. LIBRARIAN'S REPORT Youth Librarian Pfledderer spoke on recent efforts to make the City's Library Division more integrated with the City's Community Services Department, and how the open communication and sharing of resources and materials has benefited the Library. Library Board members discussed revisions to the Customer Satisfaction Survey Card and offered suggestions to better identify customer needs, interests, and satisfaction with available library materials and space. 3B. LIBRARY STATISTICS The March Monthly Statistical Summary was briefly presented to the board. Library Board members Burr and Miyazaki left the meeting at 7:13 p.m. With the absence of members Burr and Miyazaki, a quorum was no longer present; therefore the remaining agenda items were not presented. 4. CONSIDER 4A. ELECTION OF OFFICERS — This item was not presented. 5. DISCUSSION City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the April 23, 2014 Southlake Library Board Meeting Page 3 of 3 5A. UPCOMING VOLUNTEER OPPORTUNITIES — This item was not presented. 1. Art in the Square — April 25-27, 2014, Town Square 2. Southlake Summer Kickoff — May 31, 2014, Town Square 5B. SUMMER READING CLUB UPDATE — This item was not presented. 5C. SUMMER READING CLUB DEMONSTRATION — This item was not presented. 6. PUBLIC FORUM — This item was not presented. 7. ADJOURNMENT The meeting was adjourned by Chair Flores at 7:15 p.m. Attest: Brenda Flores, Chair Candice Edmondson, Deputy Director Community Services Department A tape recording of this meeting may be requested in the Office of the City Secretary. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Public Library Monthly Stats Summary Mar 14 Category Mar-14 Month 12/13 % +/- Jan Feb YTD 2013/14 YTD 2012/13 % +l- YTD 2011112 % +l- Circulation 36,664 1 32,595 12% 1 28,569 32,098 198,492 1 172,330 15% 182,076 9% Online Usage 1 1196711 5650 112%11 236511 945111 54,591 1 1 23,432 11 133%1 1 NC I I NC Library Cards issued 1 10311 122 -16%11 12711 10811 685 1 1 803 11 -15%1 1 803 1 -15% Traffic* 1 19,406 17,250 1 12%11 14,450 11 12,881 11 98,157 1 1 98,990 11 -1%1 1 96,448 2% Library Collection 1 51,21911 NCI NCI I NCI I NCI 1 50,250 1 1 52,350 11 -4%1 1 55,950 -10% Reference Questions** Adult 47 519 -91% 528 594 2,935 3,421 -14% 3,076 -5% Youth 42 429 -90% 450 492 3,974 2,542 56% 2,558 55% Total 89 948 -91% 978 1,086 6,909 5,963 16% 5,634 23% Computer Use** 1 37511 1045 -64%11 103511 119711 6,013 11 6,167 11 -2% 5,870 2% Study Room Use 33811 290 17%11 28511 33211 2,283 11 1,125 11 103%11 NC NC Programs Adult ** 96 360 -73% 320 412 1,775 1,880 -6% 1,655 7% Youth 741 130 470% 182 125 2,342 1,332 76% 1,219 92% Storytimes ---------------------------------------------------- Total 1000 1837 1020 ----------------- 1510 -2% ---------- 22% 1150 --------------- 1652 1003 -------------- 1540 6,185 6,252 -1% 6,518 -5% - 10,302 - 9,464 9% 9,392 10% Volunteer Hours i 30211 188 61%11 17511 28911 1,449 11 1,114 11 30%1 1 1,431 1% Proctored Exams 1 411 24 -83%11 1411 2711 121 11 107 11 13%1 1 NC I I NC Interlibrary Loan 1 3611 56 -36%11 5011 371 1 203 11 284 11 -29%1 1 311 1 1 -35% Notarized Documents 1 2111 48 -56%11 2411 5511 272 11 235 16%1 1 NCI I NC Circulation percentages: Youth % of total Circulation 50% YA % of total Circulation 3 % Adult % of total Circulation 47% Media Media % of total Circulation 30% Adult Fiction % of Adult total 31 % Nonfiction % of Adult total 26 % Media % of Adult total 43% Youth Fiction & Easy Book % 58% Nonfiction % of Youth total 15% Media % of Youth total tj * Traffic calculated percentage of circulation increase from March 2013 ** New tracking measures were implemented this month which accounts for the decrease. Updated Sept 2013 FTuTurns LY = 5.48 rns CY = 6.96 Transactions per hour (LY) TPH (CY) % 18.96 24.5 299, NC = Not Counted TPH = Transactions Per Hour LY = Last Year CY = Current Year Southlake Public Library Monthly Statistics April 2014 Category April-14 Month 12/13 % ± March-14 %± YTD 13/14 YTD 12/13 % ± Circulation 32,730 30,258 8% 36,664 -11% 198,492 202,588 -2% Digital Circulation 13,934 5,650 147% 11,967 16% 50,591 29,082 74% Library cards issued 103 116 -11% 103 0% 788 965 -18% Library Traffic* 7,681 15,750 -51% 19,406 -60% 98,157 114,740 -14% Digital Traffic 4,752 1,985 139% 4,660 2% 16,995 7,666 122% Library Collection 51,331 NC NA 51,219 112 NA NA NA Reference Questions Adult* 163 580 -72% 47 247% 2,935 4,001 -27% Youth* 28 390 -93% 42 -33% 2,256 2,932 -23% Total 191 970 -80% 89 115% 5,191 6,933 -25% Computer Use* 354 1,025 -65% 375 -6% 6,013 7,192 -16% Study Room Use* 434 350 24% 338 28% 1,775 1,475 20% Programs Adult* 52 375 -86% 96 -46% 1,775 2,255 -21% Youth 134 2,500 -95% 741 -82% 2,342 3,832 -39% Story Times 1,276 1,060 20% 1,000 28% 6,185 7,312 -15% Total 1,462 3,935 -63% 1,837 -20% 10,302 13,399 -23% Volunteer Hours 231 242 -5% 302 -24% 1,449 1,358 7% Proctored Exams* 9 26 -65% 4 125% 121 133 -9% Interlibrary Loans* 14 39 -64% 36 -61% 203 323 -37% Notarized Documents* 281 38 -26%i 211 33%1 2721 273 0% Circulation Percentages % Youth Materials 56% Young Adult Materials 4% Adult Materials 40% Media 21 % Fiction % of Adult Total 42% Nonfiction % of Adult Total 22% Fiction % of Youth Total 77% Nonfiction % of Youth Total 13% * New tracking measures were implemented 03/14, which accounts for decrease from FY 12/13. Turns FY 12/13 5.30 Item transactions per hour FY 12/13 Print Materials 99 Digital Materials 21 NC = Not Counted FY = Fiscal Year NA = Not applicable Southlake Public Library Monthly Statistics May 2014 Category May-14 Month 12/13 % ± April-14 %± YTD 13/14 YTD 12/13 % ± Circulation 34,882 32420 8% 32,730 7% 231,222 235,008 -2% Digital Circulation 14,963 6750 122% 13,934 7% 64,525 35,832 80% Library cards issued 117 162 -28% 103 14% 891 1,127 -21% Library Traffic* 9,873 17360 -43% 7,681 29% 105,838 132,100 -20% Digital Traffic 5,207 2286 128% 4,752 10% 16,995 9,952 71% Library Collection 51,422 NC NA 51,331 91 NA NC NA Reference Questions Adult* 120 610 -80% 163 -26% 3,098 4,611 -33% Youth* 33 469 -93% 28 18% 2,284 3,401 -33% Total 153 1079 -86% 191 -20% 5,382 8,012 -33% Computer Use* 363 1250 -71% 354 3% 6,367 8,442 -25% Study Room Use* 374 450 -17% 434 -14% 2,209 1,925 15% Programs Adult* 4 360 -99% 52 -92% 1,827 2,615 -30% Youth** 9,700 7490 30% 134 7139% 2,476 11,322 -78% Story Times 1,069 1520 -30% 1,276 -16% 7,461 8,832 -16% Total 10,773 9370 15% 1,462 637% 11,764 22,769 -48% Volunteer Hours 204 211 -3% 231 -12% 1,680 1,569 7% Proctored Exams* 8 26 -69% 9 -11% 130 159 -18% Interlibrary Loans* 25 39 -36% 14 79% 217 362 -40% Notarized Documents* 20 39 -49%i 28 -29%i 300 312 -4% Circulation Percentages % Youth Materials 56% Young Adult Materials 4% Adult Materials 40% Media 21 % Fiction % of Adult Total 42% Nonfiction % of Adult Total 22% Fiction % of Youth Total 77% Nonfiction % of Youth Total 13% * New tracking measures were implemented 03/14, which accounts for decrease from FY 12/13. **Youth programming includes school visits and Summer Kickoff Event. Turns FY 12/13 5.30 Item transactions per hour FY 12/13 Print Materials 99 Digital Materials 21 NC = Not Counted FY = Fiscal Year NA = Not applicable Southlake Library Board Attendance Log FY 2014 Place Name 10/23/13 11/27/13 12/11/2013 comb Nov & Dec mtgs 1/22/14 2/26/14 3126/14 4/23/2014 Jomtmtg with Arts Council 4123/14 5/28/14 6/25/14 7/23/14 8/27/14 9/24/14 Individual Attendance Rate ©loa000©000���� of osoaoo©0000���� oBiersmith, Sally oa0000©©o���� Meeting Attendance Rate ■■�■e■■■ems■■■■ Meeting Hours NOTES: 4/23/2014 After the joint meeting the Library Board lost a quorum shortly after the regular meeting started and had to close the meeting early 5/26/2014 Library Board member Sally Biersmith submitted her resignation from the board via email Average Monthly Attendance Rate Total In attendance x Not in attendance, no substitute f Substitute in attendance 0 Vacant position _ Meeting Canceled Meeting Canceled due to no quorum Change in Representative