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HomeMy WebLinkAboutLibrary Board-Agenda Packets-8/18/2014City 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, August 18, 2014 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER 2. APPROVAL OF MINUTES June 16, 2014 3. REGULAR AGENDA ITEMS 3a Overview of the 2014 Summer Reading Program 3b Whole Foods Grand Opening Update 3c Library Board appointment updates 3d City of Colleyville Fiscal Year 2015 (FY 2015) budget update 3e Approval of the use of the Voluntary Library Funds for the purchase of library materials, materials processing supplies, and library programs 3f Update on the status of the Colleyville Public Library Long-Range Plan 3g Discussion of items for future agendas 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, August 15, 2014 by 5:00 p.m. Colleyville Library Board Agenda August 18, 2014 City of Colleyville Page 2 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. 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, June 16, 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 6:05 p.m. Roll Call: Present Chairperson Thad Bolline, Board members Jerome Davis, Victoria Kennedy-Ziegler, Kay Newton, Billie Tuttle, Charna Logan-Gray, and Nancy Andrews; Library and Recreation Director Mary Rodne, Administrative Assistant Kathy Moore Absent Board members Vernon Noronha and Sue Anne Martinez; Ex-Officio member Cecilia Monacelli 2. APPROVAL OF MINUTES April 14, 2014 A motion was made by Charna Logan-Gray and seconded by Nancy Andrews to approve the April 14, 2014 minutes as presented. Motion approved unanimously. 3. REGULAR AGENDA ITEMS 3a Update on the 2014 Summer Reading Program - Paws to Read Director Mary Rodne stated that this year’s Summer Reading Program, Paws to Read, was launched with a kick-off party on Thursday, June 5, and featured Rocket, the Reading Dog as the mascot for the event. Rodne noted that the event was well received and that over 400 had attended; the kick-off included photos with Rocket, face painting, balloons, crafts and activities, along with the opening of the prize room. Director Rodne informed the Board that presently 915 patrons were signed up for the Summer Reading Program and added that registrations were ahead of last year at this time. Additionally, Rodne stated that all programs that required registration were full and had waiting lists. It was also noted that staff had added an additional Snacks and Stories story time to accommodate Colleyville residents who were on a waiting list. It was also noted that the Adventure Kidz program currently had 54 kids enrolled. Colleyville Library Board Agenda June 16, 2014 City of Colleyville Page 2 Director Rodne stated that attendance had been high at the two events offered so far; Cody Fisher’s magic show had close to 400 in attendance, and Monkey Mania with Miki the Monkey had 425 attendees. It was noted that Walmart had donated bananas to hand out to those attending the Monkey Mania event. Rodne stated that upcoming events included Mad Science and Critterman, which are both popular programs. Additionally, Rodne informed the Board that the Library had launched the new “Rocket” Readers program on Saturday, June 14, and explained that this program used therapy dogs to create a non-judgmental, stress free environment, to help children improve the fluency of their reading. It was noted that there were 10 children who had participated in this new program and that the Library would be offering the second session on Saturday, July 12. Rodne added that dependent upon its success, the Library hoped to continue this program throughout the school year. 3b Update on the status of the Colleyville Public Library Long-Range Plan Library Director Rodne informed the Board that the recommendation for the approval to utilize funds from the Voluntary Library Fund to hire an outside consultant to facilitate in the update of the Colleyville Public Library’s Long-Range Plan would go to City Council for approval in July. Rodne added that when approved, Aaron Babock of Hidell and Associates Architects, Inc. would begin the background work for the project. Rodne stated that this planning phase would follow the same process that was used with the second floor expansion, noting that Hidell would work with the library to establish a comprehensive set of data projections, which would be utilized during the workshop process to create an articulated vision and plan for the Colleyville Public Library. Additionally, it was noted that they would research programming needs within the community, coordinating with the Recreation Department to complement one another. Rodne added that Hidell Architects would also review hours of operation, staffing levels, marketing, spacing, and funding needs. Discussion ensued. Rodne provided hand-outs with the Library’s current cost for replacement and processing fees materials. Rodne stated that there would be a review of these fees, and that no changes to the fee structure were anticipated at this time. Additionally, it was noted that State Law mandates what services and fees the Library can charge, and it was explained that charges are used to help off-set the cost of replacing items. Also, there was discussion concerning Navigator, the new statewide interlibrary loan program, which the Library recently implemented. Rodne concluded stating that she would provide the Board with an update in August; with the possibility of calling a special meeting in September with Hidell and Associates Architects, Inc. 3c Whole Foods Market Grand Opening update Director Rodne reported that Whole Foods Market announced in early June that the Friends of the Colleyville Public Library had been selected as the 501c(3) organization Colleyville Library Board Agenda June 16, 2014 City of Colleyville Page 3 to receive 1% of net sales on their grand opening day, July 8. Rodne added that Whole Foods was very interested in partnering with the community and that the Library was very excited to have been chosen to receive the donation. Rodne stated that staff would be onsite promoting Library services and programs on the grand opening day. Additionally, Director Rodne informed Board members that volunteers were needed to help with Library activities throughout the day; it was noted that staff was preparing a schedule for those who were interested in volunteering. 3d Discussion of items for future agendas Board members agreed that the Library Long-Range plan should have additional discussion at a future meeting. Additionally, the Board agreed to hold the next regularly scheduled meeting on August 11, 2014 at 6:00 p.m. 4. REPORTS 4a Librarian's Report Monthly Statistics Library Director Mary Rodne gave an overview of the statistics for the months of April and May. Rodne noted that digital checkouts are up, along with the new downloadable service called One Click. Additionally, Rodne reported that the Library had 262 volunteer hours in April and 172 in May; bringing the year-to-date totals for volunteer hours to 1119. Rodne stated that volunteer hours would increase substantially with the Summer Reading Program. Donations Rodne reported that the Library had received a total of $18,500 in donations for the months of April and May. In April, the Saddlebrook Homeowners Association donated $50 for the purchase of materials in memory of Mrs. Lynne Ferris and Mrs. Judy McDermott, Saddlebrook residents. In May, donations included a $250 donation from the Colleyville Garden Club for the purchase of gardening and landscape books; a $3000 grant from the Colleyville Women’s Club for the purchase of Books on CD; a $200 matching grant from the Microsoft Corporation; and a $15,000 donation from Betty Sanders in honor of her son and daughter-in-law who are now residents of Colleyville. Rodne noted that the $15,000 donation had to be accepted by the City Council due to the amount being over $1000. Rodne added that the donation would be used for a future project at the Library. 4b Friends of the Colleyville Public Library Report President Kay Newton reported for the Friends of the Colleyville Public Library and informed the Board that the Friends would be holding their annual meeting on June Colleyville Library Board Agenda June 16, 2014 City of Colleyville Page 4 24, 2014. Newton noted that the meeting would include the election of new officers and a volunteer appreciation program. Newton also announced that the Friends had netted a profit of $1,200 at the Friends of the Library Annual Book Sale on Saturday, April 26. Additionally, Newton stated that the Friends would be partnering with Dinosaur George to sell his book at the Library’s July 15 event being offered through the Summer Reading Program. It was noted that the Library would receive 30% of the total sales from the event. Kay Newton added that the Friends planned to help staff at the Whole Foods Grand Opening event on July 8, and also would be providing $500 for grand prizes at the Summer Reading Finale. 4c Colleyville Public Library Foundation Report Mary Rodne reported for the Library Foundation and stated that they had received quotes for the tables and chairs in the adult reading area and that Cecilia Monacelli, President of the Library Foundation, was planning to request approval to purchase the items at the next Foundation meeting scheduled later in June. Additionally, Rodne stated that their next project would be the purchase of some type of art gallery display system, which was currently being researched. Mary Rodne also informed the Board that staff was researching the cost of new 3M software updates and the purchase of large screen monitors for the self-check machines to utilize new marketing features of the software. Rodne stated that funding was available for this purchase through technology money from the Colleyville Public Library Foundation. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. However, Board members questioned how the annual City survey questions were determined. Discussion ensued; Mary Rodne gave an overview of how the survey process works. 6. ADJOURNMENT A motion was made by Billie Tuttle and seconded by Jerome Davis to adjourn the meeting of the Colleyville Library Board at 6:59 p.m. Motion approved unanimously. Upon adjournment, Board members toured the Library facility to see the set-up for the Summer Reading Program. APPROVED BY A VOTE OF ___ AYES ___ NAYS, AND ___ ABSTENTIONS ON THIS THE 18th DAY OF August, 2014. Colleyville Library Board Agenda June 16, 2014 City of Colleyville Page 5 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 08/18/2014 Number Type Regular Agenda Items Department Library Title Overview of the 2014 Summer Reading Program Explanation Library and Recreation Director Mary Rodne will provide and overview of the Colleyville Public Library's 2014 Summer Reading Program. 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 08/18/2014 Number Type Regular Agenda Items Department Library Title Whole Foods Grand Opening Update Explanation Director Rodne will provide an update on the Library events held at the Whole Foods Market Grand Opening event. 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 3c Agenda Date 08/18/2014 Number Type Regular Agenda Items Department Library Title Library Board appointment updates Explanation Those who serve on citizen Boards, Commissions, or Committees have a direct impact on City policies and procedures, and provide a real service to the Colleyville community. The Colleyville City Council will be accepting applications for the Colleyville Library Board from July 1 through August 29. Attachments 1.2014 Colleyville Library Board Roster Library Board PLACE 1 Kay Newton 6002 Meadowhill Colleyville, TX 76034 H: (817) 421-0139 gksafig@aol.com TERM:Sep 2013 - Sep 2015 PLACE 2 Victoria Kennedy-Ziegler 5105 Camelot Drive Colleyville, TX 76034 W: (972) 571-3719 H: (817) 540-1191 drvkennedy@tx.rr.com TERM:Sep 2012 - Sep 2014 PLACE 3 Thad Bolline 3013 Sherwood Lane Colleyville, TX 76034 W: (817) 961-5118 H: (817) 685-8864 public.bollini@gmail.com TERM:Sep 2013 - Sep 2015 PLACE 4 Jerome Davis 1704 Avalon Colleyville, TX 76034 H: (817) 571-2153 davisjerome15@yahoo.com TERM:Sep 2012 - Sep 2014 PLACE 5 Billie Tuttle 202 Madison Square Colleyville, TX 76034 W: (817) 991-1170 H: (817) 581-4188 tuttlebob@sbcglobal.net TERM:Sep 2013 - Sep 2015 PLACE 6 Vernon Noronha 200 Old Grove Road Colleyville, TX 76034 W: (214) 840-4255 H: (817) 576-2050 vernon.noronha@gmail.com TERM:Sep 2013 - Sep 2014 PLACE 7 Charna Gray 3300 Pembrooke Parkway South Colleyville, TX 76034 W: (817) 996--9217 H: (817) 318-8229 cvquilter@verizon.net TERM:Sep 2012 - Sep 2014 ALTERNATE 1 Sue Anne Martinez 1816 Maplewood Trail Colleyville, TX 76034 W: (972) 586-1938 H: (817) 525-5342 sueanne.martinez@aviall.com TERM:Dec 2013 - Sep 2015 ALTERNATE 2 Nancy Andrews 508 Colleyville Terrace Colleyville, TX 76034 W: (817) 917-1940 H: (817) 281-5559 nancya@sbcglobal.net TERM:Dec 2013 - Sep 2015 EX-OFFICIO Cecilia Monacelli 2504 Meandering Court Colleyville, TX 76034 H: (817) 571-6210 cecilia@monacelli.net TERM:Sep 2012 - Sep 2014 EX-OFFICIO Kay Newton 6002 Meadowhill Colleyville, TX 76034 H: (817) 421-0139 gksafig@aol.com TERM:Sep 2012 - Sep 2014 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 3d Agenda Date 08/18/2014 Number Type Regular Agenda Items Department Library Title City of Colleyville Fiscal Year 2015 (FY 2015) budget update Explanation Library and Recreation Director Mary Rodne will present an update on the proposed Colleyville Library Fiscal Year 2015 budget. 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 3e Agenda Date 08/18/2014 Number Type Regular Agenda Items Department Library Title Approval of the use of the Voluntary Library Funds for the purchase of library materials, materials processing supplies, and library programs Explanation Resolution R-03-2237 provides for the Voluntary Library Fund to be used for the purpose of the development and improvement of library programs and services and for approved library programs and capital items, including collection development (books and other materials). In October 2006, City Council approved Resolution R-06-2768, which increased the monthly Voluntary Library Fund contribution amount from $1.00 to $2.00 per month. It was projected the increase would generate $55,000.00 per year, which would be used as a funding source for library material collections, collection processing supplies and library programs. The Fiscal Year 2015 (FY 2015) Colleyville Public Library budget includes use of the Voluntary Library Fund for the purchase of collection materials, collection processing supplies, and library programs. As of July 31, 2014, the available Voluntary Library Fund balance is $328,016. It has been determined that funds are available in the Voluntary Library Fund. This item provides for the Colleyville Public Library Board to make a recommendation to the City Council for use of the Voluntary Library Fund, for the purchase of library collection materials, collection processing supplies and library programs in an amount not to exceed $145,000.00 Attachments 1.Voluntary Library Fund Report FY 2014 2.Resolution R-03-2237 3.Resolution R-06-2768 FINANCIAL STATUS OF VOLUNTARY LIBRARY FUND AT 7-31-2014 FUND BALANCE AT 9-30-2013:$388,314 FY 2014 REVENUE Donations:PROJECTED ACTUAL October $13,182 $13,182 November $11,983 $11,983 December $14,212 $14,212 January $13,126 $13,126 February $12,956 $12,956 March $13,038 $13,038 April $13,104 $13,104 May $13,292 $13,292 June $12,666 $12,666 July $13,426 $13,426 August $13,436 $0 September $13,446 $0 Total Donations $157,866 $130,984 Interest income Received $1,136 $1,136 TOTAL $159,002 $132,120 FY 2014 EXPENDITURES RECOMMENDED APPROVED EXPENDED (BOARD)(COUNCIL)YEAR-TO-DATE BOOKS AND PROCESSING MATERIALS FY 2013 BALANCE OF AUTHORIZATION $47,418 $47,418 $47,418 FY 2014 AUTHORIZATION $145,000 $145,000 $80,595 TOTAL $192,418 $192,418 $128,013 AVAILABLE FUND BALANCE AT 7-31-2014 (COUNCIL APPROVED) $328,016 PROJECTED AVAILABLE FUND BALANCE AT 9-30-2014 (COUNCIL APPROVED)$354,897 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 3f Agenda Date 08/18/2014 Number Type Regular Agenda Items Department Library Title Update on the status of the Colleyville Public Library Long-Range Plan Explanation Library Director Mary Rodne will provide an update to Board members on the status of the Colleyville Public Library long-range plan. 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 3g Agenda Date 08/18/2014 Number Type Regular Agenda Items Department Library Title Discussion of items for future agendas Explanation This item allows the opportunity for Library Board members to suggest items for consideration on future Library Board agendas, and to confirm the next regularly scheduled meeting date. 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 08/18/2014 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 June and July. A. Monthly Statistics B. Donations C. Library Programs Attachments 1.Library Monthly Statistic Reports - June and July 2.Library Volunteer Hours Reports June 2014June 2013 % Change  (+/‐)Current YTD Last Year to  Date % Change  (+/‐) 17,39013,71427%96,10468,63940% 134148 ‐9%1,2231,354 ‐10% 52,09053,876 ‐3%293,304313,127 ‐6% 351.00382.00 ‐8%2,202.002,842.50 ‐23% 834.25798.644%1,954.172,147.17 ‐9% 666010%39535312% 4,1743,8309%13,48817,697 ‐24% UsersUsers 1911901%556820 ‐32% 414478 ‐13%2,5013,483 ‐28% 2352178%795910 ‐13% 30,41232,048 ‐5%169,132179,884 ‐6% 9949722%7,7796,36322% Zinio347526 ‐34%3,4771,96877% 2227 58646526%72,93068,2987% $3,755.65$3,515.347%$19,652.50$19,183.652%      COLLEYVILLE PUBLIC LIBRARY               MONTHLY STATISTICS REPORT TO LIBRARY BOARD/JUNE 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 COMPUTER USE Children Adult CARD REGISTRATIONS LIBRARY RECEIPTS CIRCULATION TOTAL CIRCULATION Digital COLLECTION OneClickdigital July 2014 July 2013 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 16,527 13,563 22%112,631 82,202 37% 187 171 9%1,410 1,525 -8% 53,138 57,903 -8%346,442 371,030 -7% 382.00 355.00 8%2,397.00 3,197.50 -25% 803.75 851.00 -6%2,757.92 2,998.17 -8% 70 70 0%470 424 11% 3,527 3,705 -5%17,015 21,297 -20% Users Users 168 161 4%724 981 -26% 475 477 0%2,976 3,960 -25% 135 175 -23%930 1,085 -14% 28,498 31,084 -8%197,630 210,968 -6% 1,071 995 8%8,850 7,358 20% Zinio 365 377 -3%3,842 2,345 64% 12 39 584 536 9%73,514 68,834 7% $2,317.49 $2,946.12 -21%$21,969.99 $22,129.67 -1% Drive Up Transactions COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/JULY 2014 USAGE STATISTICS Persons Visiting the Library TOTAL CIRCULATION Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE COMPUTER USE Children Adult CARD REGISTRATIONS CIRCULATION Digital OneClickdigital COLLECTION LIBRARY RECEIPTS MONTH VOLUNTEERS PER- SONS VOLUNTEENS PER- SONS NCL PER- SONS SCHOOL PER- SONS TEEN/ADULT COURT PER- SONS TOTAL TOTAL PERSONS October 31.50 6 0.00 0 0.00 0 73.25 14 1.00 1 105.75 21 November 20.67 5 15.25 4 0.00 0 76.75 14 0.00 0 112.67 23 December 10.75 3 9.25 3 0.00 0 75.75 16 8.00 1 103.75 23 January 19.92 6 0.00 0 0.00 0 67.35 22 12.00 1 99.27 29 February 43.33 7 6.00 3 0.00 0 69.60 20 6.00 1 124.93 31 March 24.00 6 0.00 0 0.00 0 114.30 33 0.00 0 138.30 39 April 172.75 17 4.00 3 0.00 0 86.00 25 0.00 0 262.75 45 May 94.50 7 2.00 2 0.00 0 76.00 27 0.00 0 172.50 36 June 109.25 9 10.25 2 458.75 96 256.00 39 0.00 0 834.25 146 July 73.50 10 4.00 1 405.50 94 320.75 40 0.00 0 803.75 145 August 0.00 0 September 0.00 0 FY Total 600.17 76 50.75 18 864.25 190 1,215.75 250 27.00 4 2,757.92 538 COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS FISCAL YEAR 2013/2014 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 08/18/2014 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 08/18/2014 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