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Home My WebLink AboutLibrary Board-Agenda Packets-4/14/2014City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Monday, April 14, 2014 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER 2. APPROVAL OF MINUTES February 11, 2014 3. REGULAR AGENDA ITEMS 3a Update on the 2014 Summer Reading Program - Paws to Read 3b Discussion of the Colleyville Public Library Long-Range Plan Revisions 4. REPORTS 4a Librarian's Report 4b Friends of the Colleyville Public Library Report 4c Colleyville Public Library Foundation Report 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 6. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, April 11, 2014 by 5:00 p.m. Kathy E. Moore Administrative Assistant A quorum of the Colleyville City Council may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. Colleyville Library Board Agenda April 14, 2014 City of Colleyville Page 2 If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the Library Assistant at least 48 hours in advance at 817.503.1150, and reasonable accommodations will be made to assist you. City of Colleyville Page 1 City of Colleyville Colleyville Library Board Minutes City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Monday, February 10, 2014 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER Chair Thad Bolline called the meeting of the Colleyville Public Library to order at 6:02 p.m. Roll Call: Present Chairperson Thad Bolline, Board members Jerome Davis, Kay Newton, Victoria Kennedy-Ziegler, Vernon Noronha, Charna Logan-Gray, Sue Anne Martinez and Nancy Andrews; Library and Recreation Director Mary Rodne, Assistant City Manager/Chief Financial Officer Terry Leake, Administrative Assistant Kathy Moore Absent Board member Billie Tuttle; Ex-Officio member Cecilia Monacelli 2. APPROVAL OF MINUTES October 14, 2013 A motion was made by Charna Logan-Gray and seconded by Jerome Davis to approve the October 13, 2013 minutes as presented. Motion approved unanimously. 3. REGULAR AGENDA ITEMS 3a Introduction of new Colleyville Library Board members Thad Bolline led the introductions of all current and new members in attendance, along with staff members. Library Director Mary Rodne offered to schedule a tour for new members at their convenience. 3b Discussion of the Colleyville Public Library tenth anniversary event Director Mary Rodne stated that on November 8, 2013 the Library hosted a ten year anniversary celebration at the Colleyville Public Library to recognize all the donors, groups and individuals who have supported the Library over the past ten years. Additionally, she stated that the Library held several other events throughout the year that were open to the public. 3c Discussion of the Colleyville Public Library 2014 Summer Reading Program Colleyville Library Board Minutes February 10, 2014 City of Colleyville Page 2 Director Rodne gave an overview of how the summer reading program works, noting that it is a seven week program that will begin the first week in June and will run through the first week in August. Rodne stated that this year’s theme was “Paws to Read”; noting that throughout the summer staff will incorporating some animal- themed programming. Rodne added that the kick-off party is scheduled for the evening of June 5, 2014. 3d Discussion of items for future agendas The Board requested that the hours of operation be added to the April 14, 2014 Colleyville Library Board meeting to review the current hours of operation, along with staffing needs and possible options for additional hours of operation. 4. REPORTS 4a Librarian's Report Monthly Statistics Library Director Mary Rodne gave an overview of the statistics for the months of October through January, explaining how the totals are calculated for new Board members. Rodne noted that we now include the virtual library patron visits in the totals for “Persons visiting the Library” which has affected the totals for in-library transactions. Rodne also reported that totals for program attendance may be skewed due to the cancellation of Holly Colley. Additionally, she reported that the year-to- date totals for volunteer hours were 421 hours. Donations Rodne reported that the Library had received a total of $1326 in donations in the months of October through January. In October, donations included $500 from the Friends of the Colleyville Public Library for the purchase of refreshments for the ten year anniversary celebration, and a $96 donation from Milwaukee Joe’s for the Summer Reading Program. November donations included $100 from David and Pam Brant for the purchase of adult business books; and two anonymous donations, one for $10 was used to purchase a children’s book, and the other was $20 used for Books n’ Brunch refreshments. December included a $400 donation from Beverly and William Schweikhard for the purchase of inspirational books on CD, along $200 from Gerald and Lynn Hartman for British mysteries on DVD. There were no donations in January. Library Programs Director Rodne reported that the Winter/Spring online program brochure was available to the public in January; stating that most classes were full. Additionally, she added that a Valentine’s Day party would be held on Thursday, February 13, 2014 from 4:00 - 5:00 p.m. and volunteers were welcomed. 4b Friends of the Colleyville Public Library Report Colleyville Library Board Minutes February 10, 2014 City of Colleyville Page 3 President Kay Newton reported that the Friends of the Colleyville Public Library held a meeting on January 9, 2014 and set the date for their next book sale which would be April 26, 2014. Newton announced that 9:00 – 10:00 a.m. is “For Friends Only” which allows members first choice of items for sale; noting that the sale is open to the general public from 10:00 a.m. – 2:00 p.m. Additionally, she informed the group that gently used puzzles and games would be accepted this year; Newton informed the Board that any unsold puzzles and games will be passed along to a homeless shelter. Newton gave the Board members an overview of the responsibilities of the Friends of the Colleyville Public Library, along with information on memberships and the used book sale corner at the Library. 4c Colleyville Public Library Foundation Report Mary Rodne reported for the Library Foundation stating that they are in the process of re-organizing and have not met recently. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT A motion way made by Kay Newton and seconded by Jerome Davis to adjourn the meeting of the Colleyville Library Board at 6:52 p.m. Motion approved unanimously. APPROVED BY A VOTE OF_____AYES_____NAYS, AND_____ABSTENTIONS ON THIS THE____DAY OF April, 2014. Minutes taken and prepared by: Kathy Moore Administrative Secretary City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 04/14/2014 Number Type Regular Agenda Items Department Library Title Update on the 2014 Summer Reading Program - Paws to Read Explanation Library Director Mary Rodne will provide an update of the Colleyville Public Library's 2014 Summer Reading Program - "Paws to Read". Attachments City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 04/14/2014 Number Type Regular Agenda Items Department Library Title Discussion of the Colleyville Public Library Long-Range Plan Revisions Explanation The Colleyville Public Library opened on November 24, 2003. When the initial building phase was completed, the Colleyville Public Library Board and staff felt there was a need to create a new long range plan for the Colleyville Public Library that would provide a strategic framework for the future. The Board and staff discussed long range planning options and decided to develop a community-based Strategic Plan for the Library, using The New Planning for Results process designed for public libraries, in conjunction with community representatives, the Library Board and staff. In January 2006, the Board and staff of the Colleyville Public Library began the process of developing a Long-Range Plan that would identify the community’s information needs and how the Library could best address those needs. The Planning Committee, comprised of 15 community representatives, and staff, met for three working sessions during January and February of 2006 and followed the steps of the strategic planning process. The first plan draft was presented to the Library Board for review and discussion at the February 12, 2007 Library Board meeting. At the March 5, 2007 Library Board meeting, the Library Board reviewed and discussed the second draft of the Long Range Plan. In April of 2007, The Library Board approved the Long-Range Plan for FY2007 – FY2011 and submitted the document to the City Council for review. The Colleyville Public Library is a two story facility. In 2003, when the Colleyville celebrated the opening of its first Library, the first phase of the Library project provided for a fully functional first floor. Although the second floor was finished (paint and carpeting), no permanent library services were located on this level at that time. After the Library opened, collections increased and the use of the library by the community increased significantly, which created a need to place a high priority on developing a plan for an expansion to the second floor. As a result, in May of 2008, the Library launched a Spatial Reorganization Plan project. The purpose of the project was to create a holistic understanding of library service needs through research and data analysis, as well as a stakeholder and community outreach process. The project explored innovative and creative strategies for Colleyville Library Board Agenda Briefing 3b City of Colleyville Page 2 reorganizing space allocation and utilization to support services that will enable the City and Library to realize its vision, goals, and strategic objectives. Between May and October, 2008, a Core Team and consultant obtained information from community members and stakeholders through a variety of meetings and methods for encouraging input. Over 1000 people participated in a survey, focus groups, workshops, key informant interviews and casual conversations. During the planning process, it was revealed that the community was ready for the Library to reinvent itself to meet the needs of this and the next generation, and to be a 3rd place in the community – one that is not home or work, but a place that people love for its representation of the unique and special characteristics of small town Colleyville. In looking to the future, a space program was developed to identify the square footage necessary to accommodate the goals for growth in collections, services and programming, as well as for the types of spaces that the community seeks. A quiet reading area or ‘Living Room’, special shelving for current topics and titles and the widely sought after media, a Teen Zone, and generous program / meeting space to support the variety of programs envisioned in the future were all included in the plan. As a result of this plan, the Library embarked on a Spatial Reorganization Project which was started in January 2011 and was completed in April of 2011. In June of 2011, the Library held a grand re-opening celebration. The project features included: Developed Second Floor – 9,000 square feet of space to include: · New children’s area · Staff help desk and work area · One large meeting room space dividable into two · Story time and craft rooms Reorganized First Floor – 4,000 square feet of space to include: · New teen area · Expanded self check out area to facilitate self-service options · Added shelving for collection · Created a quiet reading area for adults · Installed an automated material handling systems, which automated the return of library materials through check-in by customers It is now time for the Colleyville Public Library to update the Library’s Spatial Colleyville Library Board Agenda Briefing 3b City of Colleyville Page 3 Reorganizational Plan/Long-Range Plan which will be five-year’s-old this year. For the Library to meet State Library Standards, the Board is required to have a current plan that is updated at least every five years. We would like to embark on a planning process this summer and hire a consultant that will work with the library to establish a comprehensive set of data projections, which will be utilized during the workshop process to create an articulated vision and new plan for the Colleyville Public Library. During the planning process, current and future services of the Library will be assessed including: hours of operation, library collections, programs, technology, and service spaces. The study will allow for the development of priorities, goals and objectives for the Library, which will serve the Library for the next three to five years. During the meeting, we will discuss the planning process and funding options for the consultant fees. The Voluntary Library Fund has been identifie Attachments City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4a Agenda Date 04/14/2014 Number Type Report Department Library Title Librarian's Report Explanation The reports provided are to update the Board members on the statistics for the months of February and March. A. Monthly Statistics B. Donations C. Library Programs Attachments 1.Library Monthly Statistic Reports - February and March 2014 February 2014 February 2013 % Change (+/‐) Current YTD Last Year to Date % Change (+/‐) 9,8947,01641%48,32934,63640% 112133 ‐16%587738 ‐20% 28,30031,496 ‐10%148,676160,332 ‐7% 279.00299.00 ‐7%1,028.001,594.00 ‐36% 124.93147.70 ‐15%546.37937.45 ‐42% 634637%22620311% 1,3771,3780%6,46210,443 ‐38% Users Users COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS COMPUTER USE REPORT TO LIBRARY BOARD/FEBRUARY 2014 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In‐Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE Users Users 3078 ‐62%211363 ‐42% 260378 ‐31%1,2691,765 ‐28% 74740%333423 ‐21% 16,35217,727 ‐8%86,24290,557 ‐5% 79062327%4,1203,05535% 4812,103 389524 ‐26%69,89866,1506% $1,568.78$1,721.59 ‐9%$9,186.58$9,865.37 ‐7% Digital COLLECTION LIBRARY RECEIPTS Children Adult CARD REGISTRATIONS CIRCULATION TOTAL CIRCULATION Zinio COMPUTER USE March 2014 March 2013 % Change (+/‐)Current YTD Last Year to Date % Change (+/‐) 10,5418,10530%58,87042,74138% 16114412%748882 ‐15% 33,85535,830 ‐6%182,531196,162 ‐7% 237.00278.00 ‐15%1,265.001,872.00 ‐32% 136.30173.32 ‐21%676.671,110.77 ‐39% 614536%28724816% 1,1801,521 ‐22%7,64211,964 ‐36% Users Users COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS COMPUTER USE REPORT TO LIBRARY BOARD/MARCH 2014 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In‐Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE Users Users 3067 ‐55%241430 ‐44% 228466 ‐51%1,4972,231 ‐33% 7592 ‐18%407515 ‐21% 19,09519,973 ‐4%105,337110,530 ‐5% 87679211%4,9963,84730% 4042,507 272527 ‐48%70,17066,6775% $2,384.69$1,953.1122%$11,571.27$11,818.48 ‐2% Digital COLLECTION COMPUTER USE LIBRARY RECEIPTS Children Adult CARD REGISTRATIONS CIRCULATION TOTAL CIRCULATION Zinio MO N T H V O L U N T E E R S PE R S - ON S VO L U N T E E N S PE R S - ON S NC L PE R S - ON S SC H O O L PE R S - ON S TE E N / A D U L T CO U R T PE R S -ONSTOTALTOTAL PERSONS Oc t o b e r 3 1 . 5 0 6 0 . 0 0 0 0 . 0 0 0 7 3 . 2 5 1 4 1 . 0 0 1 1 0 5 . 7 5 2 1 No v e m b e r 2 0 . 6 7 5 1 5 . 2 5 4 0 . 0 0 0 7 6 . 7 5 1 4 0 . 0 0 0 1 1 2 . 6 7 2 3 De c e m b e r 1 0 . 7 5 3 9 . 2 5 3 0 . 0 0 0 7 5 . 7 5 1 6 8 . 0 0 1 1 0 3 . 7 5 2 3 Ja n u a r y 1 9 . 9 2 6 0 . 0 0 0 0 . 0 0 0 6 7 . 3 5 2 2 1 2 . 0 0 1 9 9 . 2 7 2 9 Fe b r u a r y 4 3 . 3 3 7 6 . 0 0 3 0 . 0 0 0 6 9 . 6 0 2 0 6 . 0 0 1 1 2 4 . 9 3 3 1 C O L L E Y V I L L E P U B L I C L I B R A R Y V O L U N T E E R H O U R S FI S C A L Y E A R 2 0 1 3 / 2 0 1 4 Ma r c h 2 4 . 0 0 6 0 . 0 0 0 0 . 0 0 0 1 1 2 . 3 0 3 3 0 . 0 0 0 1 3 6 . 3 0 3 9 Ap r i l 0.000 Ma y 0.000 Ju n e 0.000 Ju l y 0.000 Au g u s t 0.000 Se p t e m b e r 0.000 FY T o t a l 1 5 0 . 1 7 3 3 3 0 . 5 0 1 0 0 . 0 0 0 4 7 5 . 0 0 1 1 9 2 7 . 0 0 4 6 8 2 . 6 7 166 City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4b Agenda Date 04/14/2014 Number Type Report Department Library Title Friends of the Colleyville Public Library Report Explanation A representative from the Friends of the Colleyville Public Library will provide an update and report to the Colleyville Library Board. Attachments City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4c Agenda Date 04/14/2014 Number Type Report Department Library Title Colleyville Public Library Foundation Report Explanation A representative from the Colleyville Public Library Foundation will provide an update and report to the Colleyville Library Board. Attachments