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HomeMy WebLinkAboutLibrary Board-Minutes-6/16/2014 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, Kay Newton, Billie Tuttle, Charna Logan-Gray, and Nancy Andrews; Library and Recreation Director Mary Rodne, Administrative Assistant Kathy Moore Absent Board members Victoria Kennedy-Ziegler, 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. 7 0 0 Colleyville Library Board Agenda June 16, 2014 City of Colleyville Page 5 Minutes taken and prepared by: Kathy Moore Administrative Secretary