HomeMy WebLinkAboutLibrary Board-Agenda Packets-10/11/2004
PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
OCTOBER 11, 2004
7:00 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Approval of September 13, 2004 Minutes
III. Librarian's Report
a. Monthly Statistics
b. Donations
c. Fall Programs
IV. Overview of the Approved FY2005 Library Budget
V. Approval of the use of the Voluntary Library Fund for the purchase of library
materials, materials processing supplies, and library programs.
VI. Friends of the Colleyville Public Library Report
VII. Colleyville Public Library Foundation Report
VIII. Suggested Items for Future Meetings
IX. Citizen Comments*
X. Adjournment
*(This time is allocated for citizens to informally address the Board on matters on the
agenda that require no formal action. Each presentation will be limited to a maximum of
five (5) minutes. Board members may not respond to citizens who speak regarding
matters not on the agenda.)
I certify that this notice was posted on the bulletin boards at City Hall on Thursday,
October 7, 2004, at 5:00 p.m.
.n'\~ -e.,. ~ ~
Mary E. Rodne
Library Director
COLLEYVILLE PUBLIC LIBRARY
. BOARD MINUTES
September 13, 2004
I. CALL TO ORDER - Chair Pat Jones called the meeting of the Colleyville
Public Library Board to order at 7:05 p.m.
ROLL CALL - Members present: Pat Jones, Karen Birkes, Nancy Eytcheson,
Susan Potter, Bonnie Carroll and Carol Wollin
Members Absent: Richard Roxburgh
Alternates present: Dennis Healy
Alternates absent: Angie Guthrie-Madison
Ex-Officio Members present: John Eubanks and Ret Stansberger
Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Larry Darlage, Ginny
Tigue and Steve Banta
Council Liaison Absent: Jon Ayers
Staff present: Mary Rodne and Melissa Hassell
II. Approval of August 9, 2004 Minutes - A motion was made by Karen Birkes
and seconded by Nancy Eytcheson to approve the August 9, 2004 minutes,
as corrected. Motion approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library Usage
Statistics through August 2004, for review and discussion. In August,
patrons had checked out 10,417 items, 294 Colleyville residents had
registered for Library cards, library patron visits totaled 6,738 and
attendance for August programs totaled 152.
b. Donations
Director Rodne reported that the Library had received two donations,
$1,500.00 from the Friends of the Colleyville Public Library for the
purchase of a laptop computer through a Verizon Grant, and $18.00 from
Nancy and Dennis Eytcheson for the Adopt-A-Magazine program.
c. Fall Programs
Director Rodne reported that Youth Services Fall Programs would be
starting the week of September 20 and distributed a program flyer for the
Board to review. Rodne introduced Melissa Hassell, the new youth
services librarian, who started on September 9, and noted that she would
follow the existing program structure for the fall.
Rodne gave an update on staff vacancies.
IV. Approval of the use of the Voluntary Library Fund for the purchase of
library materials, materials processing supplies and library programs
Director Mary Rodne presented an overview of the Voluntary Library Fund
attachment. The Board reviewed the Voluntary Library Fund Resolution R-03-
2237 and discussed the proposed expenditure of $46,750. for collection
development. A motion was made by Nancy Eytcheson and seconded by
Bonnie Carroll to make a recommendation to the City Council to proceed with
the expenditure of these funds for collection development for the FY2005
budget. Motion approved unanimously.
V. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
Carol Wollin provided a report for the Friends. She noted that the Friends had
held a Board meeting on September 8, and that the Friends were planning a
volunteer recognition during the Membership Meeting scheduled on
November 18, 2004, in the Library.
VI. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
Pat Jones reported on the Founding Donor Plaque Unveiling Reception held
on August 21, 2004, from 1 :00 to 3:00 PM, in the Library, and noted that
around 125 had attended. She also reported that plans were progressing on
the Library's First Birthday Party, a fundraiser with a book theme, set for
November 13, 2004, on the second floor of the Library.
VII. SUGGESTED ITEMS FOR FUTURE MEETINGS
Discussion of Voluntary Library Expenditures
VIII. CITIZEN COMMENTS
None
IX. ADJOURN: A motion was made by Bonnie Carroll and seconded by Carol
Wollin to adjourn the meeting. Motion approved. The meeting of the
Colleyville Public Library Board was adjourned at 8:30 PM.
MEMORANDUM
TO:
Colleyville Public Library Board
FROM:
Mary E. Rodne, Library Director
DATE:
October 11, 2004
SUBJECT:
Colleyville Public Library Approved FY 2005 Budget
At the September 22, 2004, City Council Meeting, the attached FY 2005 Library
Budget was approved as submitted. In preparing the FY 2005 Colleyville Public
Library budget, there were discussions with the Board supporting the use of the
Voluntary Library Fund monies for the purchase of collection materials, materials
processing supplies and programs, to adjust funding for additional library staff.
During the discussions, additional funding sources, bond monies, private
donations and grants, available for collection development, programs and public
awareness were discussed. The following budget line item adjustments were
made to reflect these discussions:
Removed $1 ,650:Temp workers
Removed $2,000: Presenters for library programs
Removed $1,000: Brochures for citizen education/PR
Removed $46, 750: Library materials and processing supplies
Attachments
Fiscal Year 2004-2005 Library Budget
Fiscal Year 2004 - 2005
Library
C'oii~c-
GENERAL FUND
Library
Account 001-17
FY 2003 FY 2004 FY 2005
Actual Budgeted Budgeted
Personnel $92,037 $319,867 $366,210
Contractual 6,650 66,590 81 ,183
Supplies 26,890 14,659 28,077
Capital 0 0 0
Total $125,577 $401,116 $475,470
Budget Summary
Fiscal Year 2004
Contractual
10%
Personnel
84%
No capital expenditures
<0
N
....
N
o
o
.to
0>0>0>0>0>0>0>0>0>0>0>0>0>
"'''''''''''''''''''''''''''''''''''''
~~~Ww",,,,OOOOOO
O>->.OOO->.O>CJ1COOO.......O>~W
I I I I I I I I I I I I I
O-fOcrS:OOO-o-f-fZ
=H p:q!! -f ~ en 0 ~ ;0 ~ ~ ~ en
-mrC)>OS:enQ,-<C
O-OC-fr" -oQoomZm;o
mIrm)>O~enmS:zr)>
m05jenoOmC<~Q 6
gffi-o en~;o~p:!o m
-0 IO ~~Q~~
s: o;o.AlS:m
)> ffi ~< mz
Z )>0 z-f
-f rm-f
en en
m
;0
<
o
m
en
0>0>0>0>0>0>0>0>
-..l.-..l.-..l.....Jrr......Jrr......Jrr......Jrr.......l.
~~~~~~oo
00 0>01 w",->. "'->.
I I I I , I I I
r;OC~Q"TI-fen
Omzo;oom)>
Z-fm;oo)>S:S;:
Q;oS:^cm-O;o
mm-Om-oxI-
<S:O;OI-omm
-fmoci>mmren
-<Zs:o)>Z-o
-f-oo~~
S:Ien
-oz
en
o
o
Z
-f
~
o
-f
C
)>
r
en
<
o
en
CJ)
c
m
-t
o
-t
)>
r-
CJ)
c
m
-t
o
-t
)>
r-
-0
m
;0
en
o
Z
Z
m
r
)>
O"TI
-f-<
Co
)>'"
r
0 0000000000000 0 00000000
)>
O"TI
<0 ....... -t-<
sn '" '" N ....... W 01 ~ Co
0) 01 '" 01 ->. '" 00 b 01 ->. 01 .......~ 01 )>w
U'I ....... 01 01 '" W 0> 01 W 01 ~ 00 ->. 00 01 r
0 o '" 0 ....... 0 00 0 01 '" 0 01 0 ....... ow ....... W->'W o co
ro
C"TI
w '" 0-<
0) w ..I. '" W ->. W Qo
sn "'''' 00 ->. co ->. ->. ....... !D co 01 ....... ->. W
- - - m~
U'I ~'" ->. 0> 0....... co 00 '" '" '" co CIO ->. ->. 01 ....... 00 00 0> ....... -f
<0 ow o ~ '" co 01 ....... "'0001 0) 00 ....... ~ ....... 00 co 01 0>
0 o '" 00 o co 0 01 ->. 000 w ....... ow 0 CJlOO.......O~
)>m-<
enXm
-0)>
om;o
"TIZ-f
0>00
N ->. (;)-fo
w ->. N ->. ->. ->. ....... OC)>
N '" ....... W 01 N co '" W ~ O;o-f
'k> ....... 00 01 co co ~ w '" 0 CIO ->. 0> W 01 w~ ....... 0> ~rnm
0 01 01 W '" 0> 00 co '" 01 CIO 00 0> '" ~CJ1->. ~ 0>
W 00 co o co 0 00 01 0 01 00 0 00 0 ow....... ->. 01 0 ->. '"
)>
ro 0
CO"TI
W '" 0-0-<
CIO W ->. 0) '" W '" 00 Q-fO
..I. W '" 00 co ~ ->. ->. 00 0) 0> ->. W ->. ->. mmCJ1
- - - 'k> -fO
..I. ~'" ->. 0> co W co ....... w~ 0 "'ww 00 co 01 00
CIO '" W o ~ CJl~ ....... ....... OO~ ..I. ~ 01 01 ....... '" 00 00
W ->. '" 00 0~CJ1 0 ....... OOO~ 0 O~O ~~W o 01
ro
rom
~~
;0;0
-<-f
- s:
)>m
OZ
O-f
Om
CX
Z-o
-fm
oZ
oen
~m
->')>
.......0
o
-f
en
o
-f
-<
o
"TI
o
o
r
r
m
~
r
r
m
"TI
-<
o
01
ro
C
o
Q
m
-t
<0
N
:::::!
'"
0 -t CJ) 0> 0> 0> 0> 0 CJ) 0>0>0>0>0> en CO 0
0
.to 0 C 0>0>0>0> )> C WWWWW C rom -f
.......WW'" ->.0000
-t m co 01 0 01 -0 m '" 00 W '" ->. -0 ~~ -<
)> -t I I I I -f -t I I I I I -0
r- 0 roo- 0 0-00-00 r 0
OJO"TIS: )> ;0;0
-t r -t O;o-oO"TI m -<-f "TI
)> ~S:"TI-o 0 )> s:zmen"TI en - s: 0
r- -oo?J r- -o-f~~O )>m 0
;ocmO C oz
-f cZ-fG)m r
-<-fm-f r -tG)-men O-f r
OmOI )> m Z C Om m
O;ocm -< ;0 G) -0 CX ~
rm-;o en en -0 Z-O
rO:!!-f c c r -fm r
mC"TII -0 oZ r
-0 m m
O-C)> -0 -0 en oen
-f~;oz r r ~m
OmZOJ m m ->')> "TI
Zz-fr en en .......0 -<
O-fCO 0 0
01
< ;OG) -f OJ
r m en
-0 C
-f 0
G)
m
-f
)>
O"TI
-f-<
Co
)>'"
r
0 0 0000 0 00000
)>
..I. O"TI
N N ->. -f-<
9' sn W co W Co
U'I CIO ->. 00 ~~ )>w
....... <0 0> CJl~ ->. ->. r
....... 0 0000 0 co W W ->. 01
OJ
~ C"TI
0-<
0 ..I. G)o
..I. ~~ W 01 ~
..I. 0) 0> ->. 0> 0> ....... m~
..I. U'I c..> 0 0 0 '" -f
0) 0 0000 <0 OOOOCO
)>m-<
enXm
-0)>
Om;o
"TIZ-f
0>00
N w-fo
0) ..I. oC)>
9' 0 00 o;O-f
....... 0) 01 01 ....... ....... ~rnm
..I. w 0 0> 00 01 W
CIO 0 0000 U'I 0 01 c..> 0> ->.
)>
OJO"TI
Co-<
,I:lo g~o
....... N ->.
U'I CIO '" '" 01 '" 01 mmCJ1
~ .... .... .... - .... -f0
0 01->.0> .......0
....... ....... coooooo
0 0 0000 ....... ~o->."'o
Library
Mission
The mission of the Colleyville Public Library is to provide cultural, educational,
intellectual and recreational resources in an inviting environment to enhance the quality
of life for all ages.
Goal
To develop and provide material' collections, . services and programs that meet the
cultural, educational, intellectual and recreational needs of Golleyville residents of all
ages.
2003-2004 Accomplishments
~ Unpacked, checked in and shelved the Library's Opening Day collection of
approximately 17,000 items.
~ Trained library staff for opening day preparation.
~ Implemented an integrated library automation system.
~ Implemented a library materials security system.
~ Implemented a Ii~rary materials flow management system that utilized RFID
technology and inCluded a self-checkout station for patrons.
~ Implemented a print management system for the library.
~ Implemented a "one-card" photo library card system that serves as library, print, and
internet card.
~ Opened Colleyville's first public library, with a collection of 17,397 items and 17 public
access computers.
~ Added approximately 5,500 new items to the library collection.
~ Launched two volunteer programs (one adult, one teen) that recruited over 300
volunteers.
~ Launched book discussions and programs for adults and 4 different story times for
children.
2003-2004 Accomplishments, continued
~ Offered Colleyville's first summer reading program for both children and adults.
~ Started a bi-monthly Library newsletter.
~ Registered approximately 29% of Colleyville residents for library cards.
~ Promoted Library tours and school visits.
~ Completed and filed the Library's second annual report with the Texas State Library.
~ Prepared and submitted documents required for the Library to participate in the Fort
Worth Public Library Interlibrary Loan Service.
~ Prepared and submitted documents required for the Library to receive a Lone Star
Libraries Grant from the Texas State Library.
~ Prepared and submitted documents required for Library membership to the Texas
State Library TexShare Program.
~ Prepared and submitted documents required for the library to receive a Menu
Allocation Grant from the North Texas Regional Library System.
~ Provided support for the Colleyville Public Library Board, Colleyville Friends of the
Library, and the Colleyville Public Library Foundation.
2~04-2005 Obiectives
~ Continue development of a library collection that includes 30,000 print and nonprint
items,. 1.5 per capita.
~ Increase circulation to 4.0 items per capita for a total of 78,544 items.
~ Register 50% of the residents in Colleyville for library cards.
~ Continue to develop, implement and market a variety of adult and children's programs
that create a program attendance of 0.50 per capita.
~ Develop and maintain a collection of materials that has a minimum turnover rate of
1.75.
~ Provide services and programs that result in annual library visits of 3.0 per capita.
2004-2005 Obiectives. continued
~ Provide in-house, telephone and e-mail reference that results in a 1.0 reference
transactions per capita rate.
~ Conduct a document delivery study to monitor the percent of requests filled.
~ Evaluate the Grapevine Library collection of books. Catalog and process the books
for integration into the existing Colleyville Public Library collection.
~ Market library materials by creating a variety of theme mixed-media monthly displays.
~ Launch a homeboul1.d service program.
~ Launch the "Books for Babies" program, in conjunction with the Friends of the Library.
Library
Service Delivery Measures
FY03 FY04 FY05
Actual Budgeted Budgeted
Library Collection 17,397 35,000 35,000
Annual Circulation 20,000 70,000
Library Registrations 10,000 10,000
Reference Transactions 5,000 5,000
Annual Library Visits 20,000 60,000
Library Program Attendance 1,500 7,500
Meeting Room Usage 12 24
Personnel Summary
FY03 FY04 FY05
Actual Budgeted Budgeted
Library Director 0 1 1
Circulation and Computer Services Libn 0 1 1
Youth Services Librarian 0 1 1
Adult Services Librarian 0 1 1
Total full-time 0 4 4
Circulation/T echnical Services Asst '
Library Clerk
Librarian
Youth Services Assistant
Total part-time
o
o
o
o
o
1
2
o
o
3
1
3
1
1
6
MEMORANDUM
To:
Colleyville Public Library Board
From:
Mary Rodne, Library Director
Date:
October 11 , 2004
Subject:
Colleyville Public Library Voluntary Library Fund
In preparing the FY2005 Colleyville Public Library budget, there were discussions
with the Board supporting the use of the Voluntary Library Fund monies for the
purchase of collection materials, materials processing supplies and programs, to
adjust funding for additional library staff.
As per Resolution R-03-2237, the Voluntary Library Fund may 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); therefore, the FY2005 proposed
budget states that these monies will be used for collection development and
library programs.
This item provides for the Colleyville Library Board to make a recommendation to
the City Council to proceed with the expenditure of these funds, in the amount of
$2,000, for programming for the FY2005 budget.
Attachments
Resolution R-03-2237
Voluntary Library Fund Report
RESOLUTION R-03-2237
A RESOLUTION ESTABUSHIt4G THE ALLOWED USES OF THE
VOLUNTARY LIBRARY FUND
WHEREAS, the mission of the Colleyville Public Library is to provide cultural,
,educational, intellectual and recreational resources in an inviting
environment to enhance the quality of life for all ages; and
WHEREAS, the City of Colleyville can anticipate continued growth in the demand for
library programs and services; and
WHEREAS, it is the opinion of the City Council that the best interest of the citizens of
Colleyville will be served by providing for a voluntary library fund; and
WHEREAS, the City Council has established the Colleyville Public Library Board and
this Board shall serve as a recommending body to the City Council for
the use of the Voluntary Library Fund.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
Sec. 1.
THAT a voluntary library fund has been established for the purpose of
the development and improvement of library programs and services; and
said fund can be used for approved library programs and capital items,
including collection development (books and materials) and other items
as desired by the City Council; however, said fund will not be used to
provide for ongoing library maintenance and operations.
Sec. 2.
THAT the voluntary library fund is funded through a voluntary donation of
one ($1) per month from the citizens of Colleyville.
THAT this fee is listed with the Library Donation Fund as a separate
entry on the Colleyville residents' water bills and is in all ways strictly
voluntary.
Sec. 3.
AND SO IT IS RESOLVED.
PASSED BY A VOrE OF r AYES, ~NA YS AND -'LABSTENTIONS ON THIS
THE~DAYOF t!J~ 2003.
Resolution R-03-2237
Page 2 of 2
ATTEST:
41~C715i..~
cynthia Singleton. :,lcO(
City Secretary
FINANCIAL STATUS OF VOLUNTARY LIBRARY FUND AT 8-31-2004
FUND BALANCE AT 9-30-2003: $253,040
FY 2004 REVENUE
Donations: PROJECTED ACTUAL
October $5,275 $5,275
November $4,641 $4,641
December $5,682 $5,682
January $5,189 $5,189
February $4,986 $4,986
March $5,441 $5,441
April $5,223 $5,223
May $5,095 $5,095
June $5,237 $5,501
July $5,302 $5,302
August $5,431 $5,431
September $5,275 $0
Total Donations $62,777 $57,766
Interest income Received $6,700 $6,137
TOTAL $69,477 $63,903
FY 2004 EXPENDITURES
RECOMMENDED
(BOARD)
APPROVED
(COUNCIL)
EXPENDED
-------
-------
-------
-------
-------
-------
BOOKS AND PROCESSING MATERIALS
$36,436
$36,436
$0
-------
-------
-------
-------
-------
-------
TOTAL
$36,436
$36,436
$0
UNENCUMBERED FUND BALANCE AT 8-31-2004 (COUNCIL APPROVED)
$280,507
PROJECTED FUND BALANCE AT 9-30-2004
$286,081