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2014-08-27 Library Board PacketCITY OF SOUTH LAKE MEMORANDUM August 21, 2014 TO: Southlake Library Board FROM: Cynthia Pfledderer, City Librarian SUBJECT: Agenda Item Comments for the Southlake Library Board Meeting — Wednesday, August 27, 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 817.748.8246 or cpfleddererr(a�ci. southlake. tx. us. 1. Agenda Item No. 2A. Consent: Approval of the minutes from the June 26, 2014 Southlake Library Board meeting — Please make any corrections to the minutes part of the motion. 2. Agenda Item No. 3A1. Librarian's Report: Summer Reading Success: - Staff will provide statistics and summarize the success of the Summer Reading Club program. 3. Agenda Item No. 3A2. Grant Update: Staff will discuss recent grants awarded by Target for $2,000 and the Southlake Women's Club for $2,500. 4. Agenda Item No. 3A3. New Youth Librarian — Staff will discuss the addition of a new Youth Librarian. 5. Agenda Item No. 3B. 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. At this meeting, statistics will cover the months of June and July. 6. Agenda Item No. 4A. Discussion: Annual Work Plan: — Staff will discuss the Library's Annual Work Plan for FY 2015. 7. Agenda Item No. 5. 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. 8. Adjournment. We appreciate your commitment and service to the City. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Library Board Meeting Date — August 27, 2014 Page 2 of 2 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) Cynthia Pfledderer, City Librarian, (817) 748-8246,(cpfledderer(c�ci.southlake.tx.us) Jennifer Tucker, Librarian, (817) 748-8647, (Itucker .ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE SOUTHLAKE LIBRARY BOARD Wednesday, August 27, 2014 Location: Southlake Town Hall — Town Hall 4A 1400 Main Street Southlake, Texas 76092 Time: 6:00 p.m. Agenda: 1. Call to Order 2. Consent A. Approval of the minutes from the June 26, 2014 Southlake Library Board meeting 3. Reports A. City Librarian's Report 1. Summer Reading Program Success 2. Grant Update 3. New Youth Librarian — Stacy Wells B. Library Statistics 4. Discussion A. Annual Work Plan 5. Public Forum 6. Adjournment A quorum of the City Council 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, August 22, 2014 by 6:00 p.m. pursuant to Chapter 51 of the Texas Government Code. Lori Payne, T13MC ? y City Secretary ° If you plan to attend this public meet and'hWXdis akk that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016. 1 jsoYrag.� wAmmodations will be made to assist you. CITY OF SOUTHLAKE SOUTHLAKE LIBRARY BOARD MEETING: JUNE 25, 2014 LOCATION: 1400 Main Street, Southlake, Texas Southlake Town Hall — 4A TIME: 6:00 p.m. SOUTHLAKE LIBRARY BOARD PRESENT: Chair Brenda Flores; Southlake Library Board members Lori Burr, Christina Esparza, Kim Roberts SOUTHLAKE LIBRARY BOARD ABSENT: Sally Biersmith, Ayako Miyazaki, and Cheri' Ross STAFF PRESENT: Chris Tribble, Director of Community Services Department; Cynthia Pfledderer, City Librarian; and Jennifer Tucker, Librarian -Technical Services OTHERS PRESENT: None 1. CALL TO ORDER Library Board chair Flores called the meeting of the Southlake Library Board to order at 6:06 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 APRIL 23, 2014 JOINT SOUTHLAKE ARTS COUNCIL AND SOUTHLAKE LIBRARY BOARD MEETING. There were no corrections to the joint April 23, 2014 meeting minutes. APPROVED A motion was made to approve the minutes from the April 23, 2014 joint Southlake Arts Council and Southlake Library Board meeting. Motion: Burr Second: Roberts Ayes: Burr, Esparza, Flores and Roberts Nays: None Abstain: None City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the June 25, 2014 Southlake Library Board Meeting Page 2 of 4 Vote: 4-0 Motion Carried. 2B. APPROVAL OF THE MINUTES FROM THE APRIL 23, 2014 REGULAR SOUTHLAKE LIBRARY BOARD MEETING. There were no corrections to the April 23, 2014 regular meeting minutes. APPROVED A motion was made to approve the minutes from the April 23, 2014 regular Southlake Library Board meeting. Motion: Roberts Second: Burr Ayes: Burr, Esparza, Flores and Roberts Nays: None Abstain: None Vote: 4-0 Motion Carried. 3. CONSIDER 3A. ELECTION OF OFFICERS The Board considered the election of a chair and vice chair for the Southlake Library Board to serve June 2014 through October 2014 or until their successors are elected. APPROVED A motion was made to elect Brenda Flores as Chair and Kimberly Roberts as Vice Chair. Motion: Flores Second: Esparza Ayes: Burr, Esparza, Flores and Roberts Nays: None Abstain: None Vote: 4-0 Motion Carried. 3B. PROPOSED FY2015 LIBRARY BUDGET City Librarian Pfedderer presented the proposed FY 2015 Library Budget for the Library Board's recommendation to City Council. Community Services Director City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the June 25, 2014 Southlake Library Board Meeting Page 3 of 4 Tribble summarized the budget approval process and responded to questions. The FY 2015 Library Budget includes a 5% increase ($5,000) to the Materials Capital line which will bring the item to $100,000 for the purchase of books and electronic materials. APPROVED A motion was made to recommend approval of the FY 2015 Library Budget to City Council. Motion: Burr Second: Esparza Ayes: Burr, Esparza, Flores and Roberts Nays: None Abstain: None Vote: 4-0 Motion Carried. 4. REPORTS 4A. LIBRARIAN'S REPORT City Librarian Pfedderer reported on the success of the Summer Reading Program and shared participation statistics. The addition of the online summer reader program has increased adult and children participation significantly, and teen participation to a lessor degree. Last year the Summer Reading Program had overall 2,764 people participating. However this year's Program has seen 3,470 participants for the first month alone. Approximately 2,300 children are participating and almost 1,000 adults, which represents about 300% growth. Many positive comments have been received from parents regarding this year's summer program. The other summer library programs are also doing very well. 4B. LIBRARY STATISTICS City Librarian Pfedderer summarized the monthly Library statistic reports for March, April and May that were provided in the meeting packets and responded to questions regarding fluctuations in the reports. Changes have been made to the format of the reports to simplify and refine the data provided. 5. DISCUSSION 5A. BOARD MEETING City Librarian Pfedderer presented the following discussion items. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the June 25, 2014 Southlake Library Board Meeting Page 4 of 4 1. NO MEETING IN JULY 2014 — A Library Board meeting will not be held in July in accordance with the precedence set by City Council. 2. MAKING A QUORUM — A "majority," or four of the seven members of the Board, must be present to constitute a quorum in order to conduct the business of the Library Board. The importance of attendance may be discussed at a future meeting. 6. PUBLIC FORUM — Chair Flores opened the public forum and asked for anyone wishing to speak to come forward. There being no one wishing to speak, public forum was closed. 7. ADJOURNMENT The meeting was adjourned by Chair Flores at 6:38 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 Statistics June 2014 Category June-14 Month 12/13 % ± May-14 %± YTD 13/14 YTD 12/13 % ± Circulation 42,946 43,407 -1% 34,882 23% 266,104 278,415 -4% Digital Circulation 13,783 3,520 292% 14,963 -8% 79,488 39,352 102% Library cards issued 232 270 -14% 117 98% 1,008 1,397 -28% Library Traffic* 14,082 24,650 -43% 9,873 43% 115,711 156,750 -26% Digital Traffic 6,281 1,811 247% 5,207 21% 23,276 11,763 98% Library Collection 51,411 NC NA 51,422 -11 153,972 NC NA Reference Questions Adult* 128 539 -76% 120 7% 3,218 5,150 -38% Youth* 64 960 -93% 33 94% 2,317 4,361 -47% Total 192 1,499 -87% 153 25% 5,535 9,511 -42% Computer Use* 373 1,250 -70% 363 3% 6,730 9,692 -31% Study Room Use* 312 310 1% 374 -17% 2,583 2,235 16% Programs Adult* 41 560 -93% 4 925% 1,831 3,175 -42% Youth* 5,189 41750 9% 9,700 -47% 12,176 16,072 -24% Story Times 1,219 1,210 1% 1,069 14% 8,530 10,042 -157/ Total 6,449 6,520 -1% 10,773 -40% 22,537 29,289 -23% Volunteer Hours 540 518 4% 204 165% 3,036 2,087 45% Proctored Exams* 26 25 4% 8 225% 138 184 -25% Interlibrary Loans* 41 56 -27% 25 64% 242 418 -42% Notarized Documents* 13 49 -73% 20 -35% 320 361 -110%/o 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 July 2014 Category July-14 Month 12/13 % ± June-14 %± YTD 13/14 YTD 12/13 % ± Circulation 44,439 44,313 0% 42,946 3% 353,489 322,728 10% Digital Circulation 12,922 7,542 71% 13,783 -6% 106,193 46,894 126% Library cards issued 186 240 -23% 232 -20% 1,426 1,637 -13% Library Traffic* 14,239 21,250 -33% 14,082 1% 144,032 178,000 -19% Digital Traffic 5,330 1,206 342% 6,281 -15% 28,606 12,969 121% Library Collection 51,237 NC NA 51,411 -174 256,620 NC NA Reference Questions Adult* 90 579 -84% 128 -30% 3,436 5,729 -40% Youth* 65 420 -85% 64 2% 2,446 4,781 -49% Total 155 999 -84% 192 -19% 5,882 10,510 -44% Computer Use* 312 1,259 -75% 373 -16% 7,415 10,951 -32% Study Room Use* 354 296 20% 312 13% 3,249 2,531 28% Programs Adult* 71 706 -90% 41 73% 1,943 3,881 -50% Youth* 2,459 51982 -59% 5,189 -53% 19,824 22,054 -10% Story Times 1,206 1,415 -15% 1,219 -1% 10,955 11,457 -4% Total 3,736 8,103 -54% 6,449 -42% 32,722 37,392 -12% Volunteer Hours 585 715 -18% 540 8% 3,621 2,802 29% Proctored Exams* 15 24 -38% 26 -42% 179 208 -14% Interlibrary Loans* 56 43 30% 41 37% 3391 461 -26% Notarized Documents* 1 211 56 -63%i 13 620/. 3541 417 -15% 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 Library Board Attendance Log FY 2014 Place o�oa©©o©0000��� Name 10/23/13 11/27/13 12/11/2013 combNov & Dec mtgs 1/22/14 2/26/14 3/26/14 4/23/2014 Jointmtg with Arts Council 4/23/14 5/28/14 6/25/14 7/23/14 8/27/14 9/24/14 Individual Attendance Rate ©�oa000©0000��� o�oaoo©00000��� o�oa0000©©oo���� Meeting Attendance.,-.- ■■�■e■■■ems■■■■ 00000_o_oo____ 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 2013-14 62 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