HomeMy WebLinkAboutLibrary Board-Agenda Packets-3/14/2005
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COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
February 14, 2005
I. CALL TO ORDER - Chair Pat Jones called the meeting of the Colleyville
Public Library Board to order at 7:02 p.m.
ROLL CALL - Members present: Pat Jones, Karen Birkes, Nancy Eytcheson,
Susan Potter, Richard Roxburgh, Bonnie Carroll and Carol Wollin
Alternates present: Dennis Healy
Alternates absent: Angie Guthrie-Madison
Ex-Officio Members Present: John Eubanks and Susan Taylor
Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Larry Darlage, Ret
Stansburger, Steve Banta and Ginny Tigue
Council Liaison Absent: Jon Ayers
Staff present: Mary Rodne
Also present: Joan Cochran
II. Approval of January 10, 2005 Minutes - A motion was made by Bonnie
Carroll and seconded by Susan Potter to approve the January 10, 2005
minutes. Motion approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library January 2005
Usage Statistics, for review and discussion. Patrons had checked out a
total of 10,073 items, 190 Colleyville residents registered for Library cards,
library patron visits totaled 5,739, attendance for programs totaled 202 and
volunteer hours totaled 216.20.
b. Donations
Director Rodne reported that the Library had received donations in the
amount of $41,506; $40,000 from the Colleyville Public Library Foundation;
$757 from the Friends of the Library; $500 from Mobil Retiree Matching
Grant for volunteer hours of Rosemary Fitch; $25 from the Chelsea Park
Neighborhood Association; $200 from the South lake Newcomers Club and
$24 from Karen Fonville for the Adopt-A-Magazine Program.
c. Programs
Director Rodne presented an overview of the 2005 Summer Reading
Program, themed Superheroes, Powered By Books, which is scheduled to
start June 6th and end on July 23rd. A variety of programs are being
planned for six weeks. A Summer Reading Finale has been tentatively
scheduled on July 28th, and will feature Local Heroes and a variety of
entertainment.
IV. NTRLS System Assembly Meeting Report
Pat Jones gave a report on the NTRLS System Assembly Meeting that she
and Library Director Mary Rodne had attended on January 27, 2005, in
Saginaw. Jones reported that the System FY 2006 Budget had been
presented at two levels, and that the System Membership had voted on the
two budgets. Menu allocations for System member libraries will be based on
the level of funding approved by the State Library. Jones also noted that
the TLA Legislative Day was scheduled on February 16th,
V. Policy Review
a. Circulation Policy
VI. Director Mary Rodne presented the Circulation Policy with the proposed
change regarding long overdue library materials. Discussion ensued. A
motion was made by Richard Roxburgh and seconded by Carol Wollin to
approve the revised Circulation Policy as presented. Motion approved
unanimously.
b. Interlibrary Loan Policy
Director Mary Rodne reported that the Texas State Library and Archives
Commission had set forth a new ILL, Interlibrary Loan, requirement for
system membership, and that each member library needed to create an ILL
Policy, including borrowing and lending policies. Rodne distributed a draft ILL
Policy for review and discussion at the March 14, 2005, Library Board
Meeting. Rodne noted that the policy needed to be submitted to the System
by June 1, 2005.
VII. PRESENTATION OF LONG RANGE PLANNING PROCESS
Chair Pat Jones introduced Joan Cochran, a retired Verizon Process
Manager, to present an overview of the Library Long Range Planning
Process. Joan Cochran opened the presentation with a brief biographical
overview and noted that she was very interested in facilitating the process,
and offered her services as a volunteer. She noted that she was interested in
registering for The New Planning for Results online course available through
the Public Library Association. Cochran reported that she had reviewed The
New Planning for Results library planning manual and that she was very
familiar with this process. She distributed a sample timeline, which
highlighted The New Planning for Results planning steps and tasks. The
Library Board thanked Joan Cochran for coming to make a presentation and
indicated that she would be informed of the Board's decision regarding the
long range planning process.
VIII. DISCUSSION OF LONG RANGE PLANNING PROCESS
The Library Board reviewed the proposal presented by Joan Cochran, The
New Planning for Results timeline, and the cost of The of the New Planning
for Results online course. Discussion ensued. A motion was made by Susan
Potter and seconded by Nancy Eytcheson to accept the proposal of Joan
Cochran and to recommend reimbursement of the online course fee.
Motion approved unanimously.
IX. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
Susan Taylor presented an overview of the Friends of the Library activities.
She reported that the 5th annual Millionaire event had been scheduled on
April 8, 2005, at the Colleyville Center. She invited everyone to the Friends
Meeting scheduled on March 1 st at 7:30 in the Library meeting room, and
announced that the featured speaker would be June Naylor, author and writer
for the Star-Telegram.
X. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
Pat Jones reported that President Ginny Tigue had presented a $40,000
check to the Colleyville Public Library on behalf of the Colleyville Public
Library Foundation at the February 1, 2005, City Council Meeting.
XI. SUGGESTED ITEMS FOR FUTURE MEETINGS
Colleyville Public Library Board Bylaws
XII. CITIZEN COMMENTS
None
XIII. 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 8:45 PM.
city Of
Texas
PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
MARCH 14,2005
7:00 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Approval of February 14, 2005 Minutes
III. Librarian's Report
a. Monthly Statistics
b. Donations
c. Programs
IV. Policy review and discussion
a. Interlibrary Loan Policy
V. Bylaws Review
a. Colleyville Public Library Board
VI. Library Long Range Planning Process Update
VII. Friends of the Colleyville Public Library Report
VIII. Colleyville Public Library Foundation Report
IX. Suggested Items for Future Meetings
X. Citizen Comments*
XI. 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, March 10, 2005, at
5:00 p.m.
"n-1~t;..~
Mary E. Rodne
Library Director
110 MAIN STREET COLLEYVILLE, TEXAS 76034 (817) 503-1150
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
February 14, 2005
I. CALL TO ORDER - Chair Pat Jones called the meeting of the Colleyville
Public Library Board to order at 7:02 p.m.
ROLL CALL - Members present: Pat Jones, Karen Birkes, Nancy Eytcheson,
Susan Potter, Richard Roxburgh, Bonnie Carroll and Carol Wollin
Alternates present: Dennis Healy
Alternates absent: Angie Guthrie-Madison
Ex-Officio Members Present: John Eubanks and Susan Taylor
Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Larry Darlage, Ret
Stansburger, Steve Banta and Ginny Tigue
Council Liaison Absent: Jon Ayers
Staff present: Mary Rodne
Also present: Joan Cochran
II. Approval of January 10, 2005 Minutes - A motion was made by Bonnie
Carroll and seconded by Susan Potter to approve the January 10, 2005
minutes. Motion approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library January 2005
Usage Statistics, for review and discussion. Patrons had checked out a
total of 10,073 items, 190 Colleyville residents registered for Library cards,
library patron visits totaled 5,739, attendance for programs totaled 202 and
volunteer hours totaled 216.20.
b. Donations
Director Rodne reported that the Library had received donations in the
amount of $41,506; $40,000 from the Colleyville Public Library Foundation;
$757 from the Friends of the Library; $500 from Mobil Retiree Matching
Grant for volunteer hours of Rosemary Fitch; $25 from the Chelsea Park
Neighborhood Association; $200 from the Southlake Newcomers Club and
$24 from Karen Fonville for the Adopt-A-Magazine Program.
c. Programs
Director Rodne presented an overview of the 2005 Summer Reading
Program, themed Superheroes, Powered By Books, which is scheduled to
start June 6th and end on July 23rd. A variety of programs are being
planned for six weeks. A Summer Reading Finale has been tentatively
scheduled on July 28th, and will feature Local Heroes and a variety of
entertainment.
IV. NTRLS System Assembly Meeting Report
Pat Jones gave a report on the NTRLS System Assembly Meeting that she
and Library Director Mary Rodne had attended on January 27, 2005, in
Saginaw. Jones reported that the System FY 2006 Budget had been
presented at two levels, and that the System Membership had voted on the
two budgets. Menu allocations for System member libraries will be based on
the level of funding approved by the State Library. Jones also noted that
the TLA Legislative Day was scheduled on February 16th.
V. Policy Review
a. Circulation Policy
VI. Director Mary Rodne presented the Circulation Policy with the proposed
change regarding overdue long overdue library materials. Discussion
ensued. A motion was made by Richard Roxburgh and seconded by Carol
Wollin to approve the revised Circulation Policy as presented. Motion
approved unanimously.
b. Interlibrary Loan Policy
Director Mary Rodne reported that the Texas State Library and Archives
Commission had set forth a new ILL, Interlibrary Loan, requirement for
system membership, and that each member library needed to create an ILL
Policy, including borrowing and lending policies. Rodne distributed a draft ILL
Policy for review and discussion at the March 14, 2005, Library Board
Meeting. Rodne noted that the policy needed to be submitted to the System
by June 1, 2005.
VII. PRESENTATION OF LONG RANGE PLANNING PROCESS
Chair Pat Jones introduced Joan Cochran, a retired Verizon Process
Manager, to present an overview of the Library Long Range Planning
Process. Joan Cochran opened the presentation with a brief biographical
overview and noted that she was very interested in facilitating the process,
and offered her services as a volunteer. She noted that she was interested in
registering for The New Planning for Results online course available through
the Public Library Association. Cochran reported that she had reviewed The
New Planning for Results library planning manual and that she was very
familiar with this process. She distributed a sample timeline, which
highlighted The New Planning for Results planning steps and tasks. The
Library Board thanked Joan Cochran for coming to make a presentation and
indicated that she would be informed of the Board's decision regarding the
long range planning process.
VIII. DISCUSSION OF LONG RANGE PLANNING PROCESS
The Library Board reviewed the proposal presented by Joan Cochran, The
New Planning for Results timeline, and the cost of The of the New Planning
for Results online course. Discussion ensued. A motion was made by Susan
Potter and seconded by Nancy Eytcheson to accept the proposal of Joan
Cochran and to recommend reimbursement of the online course fee.
Motion approved unanimously.
IX. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
Susan Taylor presented an overview of the Friends of the Library activities.
She reported that the 5th annual Millionaire event had been scheduled on
April 8, 2005, at the Colleyville Center. She invited everyone to the Friends
Meeting scheduled on March 1 st at 7:30 in the Library meeting room, and
announced that the featured speaker would be June Naylor, author and writer
for the Star-Telegram.
X. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
Pat Jones reported that President Ginny Tigue had presented a $40,000
check to the Colleyville Public Library on behalf of the Colleyville Public
Library Foundation at the February 1, 2005, City Council Meeting.
XI. SUGGESTED ITEMS FOR FUTURE MEETINGS
Colleyville Public Library Board Bylaws
XII. CITIZEN COMMENTS
None
XIII. 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 8:45 PM.
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COLLEYVILLE PUBLIC LIBRARY
VOLUNTEER HOURS
FISCAL YEAR 2004/2005
MONTH VOLUNTEERS VOLUNTEENS NCL SCHOOL TEEN COURT TOTAL
October 148.25 44.50 0,00 16.10 67,33 276,18
November 240,95 35,00 4,00 16,00 12,50 308.45
December 109,00 12,00 0,00 4.50 26,00 151.50
Janua 145,75 0.00 0.00 19,50 50.95 216,20
Februa 140.25 2.00 0.00 35.00 46.05 223,30
March 0.00 0,00 0.00 0,00 0.00 0,00
April 0,00 0,00 0,00 0.00 0.00 0.00
Ma 0,00 0.00 0.00 0.00 0,00 0,00
June 0.00 0.00 0.00 0,00 0,00 0,00
Jul 0,00 0,00 0,00 0.00 0.00 0.00
August 0.00 0.00 0.00 0.00 0,00 0.00
September 0.00 0.00 0.00 0,00 0,00 0,00
FY Total 784.20 93.50 4.00 91.10 202.83 899.45
cceu@
Texas
COLLEYVILLE
PUBLIC LIBRARY
D OVERVIEW STATEMENT
The Colleyville Public Library endorses the Texas State Library and
Archives Commission Requirement that requires a public library to
offer to borrow materials via the interlibrary loan resource sharing
service for persons residing in the library's designated service area;
and that a library shall also participate in the interlibrary loan resource
sharing service by lending its materials to other libraries, as
requested.
D GENERALSTATEMENT
It is the goal of the Colleyville Public Library to provide access to print
and non-print material to satisfy the diverse informational,
educational, and recreational interests of the residents of the City of
Colleyville. Interlibrary Loan Service is offered to patrons to
supplement the collection of the Colleyville Public Library, which
provides access to material that the library does not own.
The Colleyville Public Library opens its collections to other users as a
statement of good will, demonstrating the plan that all libraries work
together to provide resources.
D STATEMENT OF PURPOSE
The purpose of this policy is to provide consistent guidance for the
Colleyville Public Library staff in providing Interlibrary Loan Service.
D BORROWING MATERIAL
· WHO MAY REQUEST ITEMS
All Colleyville Public Library cardholders in good standing may
request library materials through the Interlibrary Loan Service.
Non-resident library cardholders must initiate interlibrary loan
requests through their home library.
Interlibrary Loan Polity
February 2005
Page 1 of 4
· FEES
The Colleyville Public Library does not charge for the Interlibrary
Loan Service; however, the patron is responsible for fines or fees
imposed by the lending library. If a patron does not wish to borrow
materials if charges are imposed, this must be stipulated when the
request is made.
· TYPES OF MATERIAL BORROWED
Print materials, audiovisual materials, and photocopies may be
requested. The Colleyville Public library will not request any item
through interlibrary loan that the library owns, except for items that
are missing or long overdue. Interlibrary loans will not be used as
an alternative to purchasing an item.
· REQUESTS
Patrons can request interlibrary loan materials in person, by mail,
fax, e-mail or telephone. A patron can request up to ten (10) items
at one time.
· LOAN PERIODS
The loan period is set by the lending library. The Colleyville Public
Library staff will set a due date of one week prior to lending
library's due date to ensure the item is returned in a timely
manner.
· LOST, DAMAGED, AND OVERDUE CHARGES
Lost, damaged, or stolen interlibrary loan materials are subject to
the lending library's rules and regulations. Upon notice that an
interlibrary loan cannot be returned, the Colleyville Public Library
staff will contact the lending library as to the charge of said
material. Charges for lost or damaged materials, as well as
overdue charges for interlibrary loan, are the responsibility of the
borrowing patron.
Items not returned by the due date set by the Colleyville Public
Library will accrue a $0.25 per day overdue fee.
Interlibrary Loan Polity
February 2005
Page 2 of 4
· RENEWALS
The lending library will establish renewal restrictions. If no
renewal restrictions have been placed on an item, patrons must
give one-week notice if wishing to renew the interlibrary loan
material. No renewals can be made unless the owning library has
been given proper notice.
D LENDING MATERIAL
· WHO MAY REQUEST ITEMS
The Colleyville Public Library will loan materials to all libraries.
Non-resident patrons desiring to borrow materials through
Interlibrary Loan Service from the Colleyville Public Library
collection must initiate requests through their home library.
· FEES
The Colleyville Public Library does not charge for lending
materials through Interlibrary Loan Service.
· TYPES OF MATERIAL LOANED
Print materials, audiovisual materials, and photocopies, within
copyright limits, may be requested. The Colleyville Public library
will not loan reference materials and current popular materials,
less than six months old. The Colleyville Public Library reserves
the right to refuse to lend specific materials and will notify the
borrowing library when requests cannot be filled.
· REQUESTS
Libraries may request interlibrary loan materials by mail, fax,
telephone or e-mail.
· LOAN PERIODS
The Colleyville Public Library will loan materials for four weeks. If
materials are not on reserve for another patron, the materials may
be renewed for one additional loan period.
Interlibrary Loan Polity
February 2005
Page 3 of 4
· LOST, DAMAGED, AND OVERDUE CHARGES
The borrowing library is liable for the replacement cost of any
library material lost, damaged or not returned. The charge for
replacement shall be the cost of the material as noted in the item
record of the Colleyville Public Library Online Catalog. A current
processing charge per City Ordinance will be added to all items.
The Colleyville Public Library will not assess the borrowing library
a late fee for overdue materials.
D REVISION
The staff and Library Board of the Colleyville Public Library will review
the Interlibrary Loan Policy periodically, and reserve the right to
recommend changes at any time.
Interlibrary Loan Polity
February 2005
Page 4 of 4
COLLEYVILLE LIBRARY BOARD BYLAWS
ARTICLE I - Identification and Purpose
The Colleyville Library Board was established by the City Council of Colleyville by
Ordinance 0-01-1282, passed and approved on the second reading the 19th day of
June, 2001. Its purpose is to act as an advisory board to the City Council on matters
relating to library facility planning and programming.
ARTICLE II - Membership
2.1 * The Board shall consist of nine (9) Colleyville members, including seven (7)
regular members and two (2) alternates, who shall be appointed by the City
Council for two (2) year terms, provided three (3) members shall be appointed
each odd-numbered year and four (4) must be appointed each even-numbered
year. Members shall serve without compensation until their successors are
appointed. Places on the Board shall be numbered one through seven, Place 1
and Place 2 alternates,
2.2* The City Council, if it deems desirable, may appoint ex-officio members to the
Board. Such ex-officio members shall be appointed on an annual basis and the
term of office of such ex-officio members shall be one (1) year from the date of
appointment. Such ex-officio members shall have no voting authority.
2.3* Vacancies on the Board shall be filled by appointment of the City Council for the
length of the unexpired term.
ARTICLE III - MeetinQs
3.1 * Regular meetings shall be held once each month; the site, date, and time to be set
by the Board at its annual meeting, which is the first regular meeting after the
yearly Library Board appointments. Meeting times, dates, and sites may be
changed as need arises. Members shall be expected to attend all meetings,
except as they are prevented by a valid reason.
3.2* Members not planning to attend a regular meeting shall notify the City Manager or
their designee or the Chair of the Board by noon of the meeting day.
3.3* Any member with unexcused absences from two consecutive regular meetings or
not exhibiting interest in the work of the Board shall be reported to the City
Council, which may, at its discretion, remove the Board member and appoint a
replacement.
3.4* A majority of the voting Board shall constitute a quorum to conduct official
business of the Board, The act of a majority of the Board members present at a
meeting, at which a quorum is in attendance, shall constitute the act of the Board,
3.5 Officers shall be elected at the annual meeting.
3.6 Special meetings may be called at the request of the Chairman or three members
of the Board, for the transaction of stated business. Board members must be
notified at least 72 hours prior to the date of the special meeting.
3.7 Conduct of Business
(a) Robert's Rules of Order, Newly Revised shall govern in the parliamentary
procedure of the Board, in all cases to which they are applicable and in which
they are not inconsistent with these by-laws.
(b) The Chair shall preside at all meetings. In the absence of the Chair, the Vice
Chair shall preside.
(c) The Chair may vote upon and may move or second a proposal before the Board.
(d) The seven regular Board members have voting privileges at meetings, If a
regular member is absent, the alternate in Place 1 shall fill the position, If two
regular members are absent, the alternate in Place 2 will fill in as a regular
member.
(e)* Minutes of each Board meeting shall be filed with the City Secretary. The
minutes shall be public records and indicate, at a minimum, the members
present, the subject of matters considered, and the result of any vote taken,
3.8 Meeting agendas and any relevant materials shall be prepared and distributed to
each member and alternate 72 hours before a regular meeting.
3.9 The Board may establish such standing committees as it deems appropriate.
Such committees are to serve until the completion of their task or otherwise
dissolved by the Board. All committees are expected to make progress reports at
each regular meeting.
ARTICLE IV - Officers
4.1 The officers of the Board shall be the Chair and the Vice Chair. The officers shall
serve for one year terms and until their successors are elected. City Staff shall be
custodian of the minutes and other official records and shall attend
correspondence of the Board.
4.2 The officers shall be elected at the annual meeting.
4.3 The Chair shall preside at all meetings of the Board and perform all duties incident
to the office of the Chair. In the absence of the Chair, the Vice Chair shall perform
the duties of the Chair,
4.4 Vacancies in office shall be handled as follows:
(a) In the event of resignation or incapacity of the Chair, the Vice Chair shall
become the Chair for the unexpired portion of the term.
(b) A vacancy in the Vice Chair position shall be filled for the unexpired term by
special election.
ARTICLE V - Duties and Responsibilities
5.1 * Act in an advisory capacity to the City Council in all matters pertaining to the
library facility planning and programming, including development of long rang
capital improvement programs.
5.2* Cooperate with City boards and commiSSions, other governmental agencies,
civic groups, and all citizens of the city in the advancement of sound library
planning and programming.
5.3* Recommend policies for library services.
5.4* Recommend the adoptions of standards for public library facilities and their
financial support,
5.5* Receive requests for public funding for educational purpose of any public or
private person, persons, associations or business entities, and to forward such
request with recommendation to the City Council.
5.6* Review the annual operation budget and capital improvement requests related to
library programs with the Library Director and provide recommendations to the
Director for submission to the City Manager for consideration.
5.7* Assist with the development of the Library Director job description.
ARTICLE VI - Amendments
6.1 These bylaws may be amended by a majority vote at any regular meeting, if all
members have been notified of the proposed amendment 72 hours prior to such
meeting. Amendments must be in compliance with applicable City Ordinances.
*Ordinance 0-01-1282