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PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
NOVEMBER 14, 2005
7:00 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Approval of October 10,2005 Minutes
III. Librarian's Report
A. Monthly Statistics
B. Donations
C. Programs
1. Library 2nd Birthday Party
2. North East Tarrant Reads Event- April 6, 2006
IV. North Texas Regional Library System (NTRLS) Fall Regional Meeting Report
V. Policy review and discussion
A. Donation Policy
VI. Library Long Range Planning Process Update
VII. Voluntary Library Fund Update
VIII. Friends of the Colleyville Public Library Report
IX. Colleyville Public Library Foundation Report
X. Suggested Items for Future Meetings
XI. Citizen Comments*
XII. 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, November 10, 2005,
at 5:00 p.m.
~~ f.. ~~
Mary E. Rodne
Library Director
110 MAIN STREET COLLEYVILLE, TEXAS 76034 (817) 503-1150
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
October 10, 2005
I. CALL TO ORDER - Chair Nancy Eytcheson called the meeting of the
Colleyville Public Library Board to order at 7: 03 p.m.
ROLL CALL - Members present: Pat Jones, Nancy Eytcheson, Susan Potter,
Richard Roxburgh, Bonnie Carroll and Carol Wollin
Members absent: Karen Birkes
Alternates present: Dennis Healy
Alternates absent: Angie Guthrie-Madison
Ex-Officio Members present: Ginny Tigue and Susan Taylor
Ex-Officio Members absent: Steve Banta, Nancy Coplen and Dr. Larry
Darlage
Council Liaison Present: Tony Licata
Staff present: Mary Rodne
II. Approval of September 12, 2005 Minutes - A motion was made by Carol
Wollin and seconded by Pat Jones to approve the September 12, 2005
minutes as amended. Motion approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library September
2005 Usage Statistics, for review and discussion. Patrons had checked
out a total of 12,139 items, 138 Colleyville residents registered for library
cards, library patron visits totaled 7,548, attendance for programs totaled
589 and volunteer hours totaled 137.50 hours. Rodne also noted that the
total circulation of library materials this year was 27% higher than the total
circulation of library materials last year at this time.
Rodne also reported that the Library's second fiscal year had ended on
September 30, 2005, and noted that the usage had exceeded projections.
During Fiscal Year 2004 -2005, patrons checked out 139,130 items, 2,068
Colleyville residents had registered for Library cards, which increased the
overall total of residents registered to 8,323, patron visits totaled 85, 523
and attendance for programs totaled 7,401.
b. Donations
Director Rodne reported that the Library had received a donation of
$100.00 from Connie and Richard Nichols for the purchase of books in
honor of Ginny Tigue in September.
c. Programs
Director Rodne reported that Youth Services fall programs had started on
September 1 ih and that the sessions had been going well. The
scheduled story hour sessions were almost filled. It was noted that the
new Books and Babies program would be starting on October 25.
Director Rodne reported that the Library would be sponsoring an activity
along with several other City Departments at the Ross Downs
Homeowners Association Block Party at Kimzey Park on Sunday, October
16. It was also noted that the Library would be sponsoring several
activities at the Haunted Trails Halloween event sponsored by the Parks
Department on October 22 at the Nature Center.
IV. POLICY REVIEW AND DISCUSSION
A. Interlibrary Loan Policy
Director Mary Rodne presented the revised Interlibrary Policy for review and
discussion. Richard Roxburgh made a motion to approve the policy as
presented and Bonnie Carroll seconded the motion. Motion approved
unanimously.
B. Patron Use Policy
Director Mary Rodne presented the revised Patron Use Policy for review and
discussion. Richard Roxburgh made a motion to approve the policy as
presented and Pat Jones seconded the motion. Motion approved
unanimously.
V. LIBRARY LONG- RANGE PLANNING UPDATE
Director Mary Rodne noted that she had met with Chair Nancy Eytcheson to
discuss the Long-Range Planning process and presented an overview of the
meeting. Rodne reported that long-range planning facilitator Joan Cochran
had sent a draft committee member invitation letter for review.
VI. REVIEW AND DISCUSSION OF THE VOLUNTARY LIBRARY FUND
Director Mary Rodne presented an overview of the Voluntary Library Fund
attachment for Library Board review and discussion. After a lengthy
discussion, a motion was made by Bonnie Carroll and seconded by Carol
Wollin to proceed with a study to evaluate the need for increasing the
Voluntary Library Fund donation from $1.00 to $2.00. Motion approved
unanimously. City Council Liaison Tony Licata presented an overview of
documentation that should be included to support the recommendation, if
proposed.
VII. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
President Susan Taylor noted that the Friends would be having a general
meeting on November 3, 2005, in the Library meeting room and announced
that the featured speaker would be local author Julie Ann Allen who has
written an inspirational book. Taylor also reported that the Friends were
holding a Used Book Sale on Saturday, November 12,2005.
VIII. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
President Ginny Tigue reported that the next Library Foundation meeting was
scheduled on Monday, October 17, 2005, and that they were working on their
two upcoming fundraisers, the mystery book-themed dinner, scheduled to be
held on November 5, 2005, and the annual mailer.
IX. SUGGESTED ITEMS FOR FUTURE MEETINGS
It was noted that the Donation Policy would be reviewed in November.
X. CITIZEN COMMENTS
None
XI. ADJOURN: A motion was made by Bonnie Carroll and seconded by Pat
Jones to adjourn the meeting. Motion approved. The meeting of the
Colleyville Public Library Board was adjourned at 8:27 p.m.
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MEMORANDUM
From:
Library Board
Mary E, Rodne, Library Director fL2.,.~
To:
Date:
November 14, 2005
Subject:
Colleyville Public Library Donation Policy - First Review
Attached is the Donation policy for your reference, Please review and note any
suggested changes, so we can discuss this policy at the meeting,
ccen~
TexaS
COLLEYVILLE
PUBLIC LIBRARY
DONATION POLICY
o GENERALSTATEMENT
The Colleyville Public Library welcomes gifts and donations in support of
its collections, programs, services and facilities. The Library has been
greatly enhanced by many fine donations which have enabled the Library
to acquire many items that otherwise could not have been afforded,
o STATEMENT OF PURPOSE
The purpose of this policy is to provide consistent guidance of the
consideration of donations to the Colleyville Public Library,
o SPECIFIC DONATIONS
· DONATIONS OF BOOKS, PERIODICALS, AND
AUDIONISUAL MATERIALS
Gifts of books and other library materials are gratefully
accepted by the Library and will be considered for addition to
the collection in accordance with the guidelines detailed in the
Materials Selection Policy,
· DONATIONS OF ART OBJECTS AND OTHER TYPES OF
MA TERIALS
Such donations are usually welcomed and valued, Donations of
materials for exhibit may be accepted but will not be placed on
permanent display to insure a variety of materials is exhibited,
All donations, on loan, to the Colleyville Public Library will
remain the property of the donor, The final decision for
acceptance of art objects rests with the City of Colleyville,
Donation Policy
Revised May 2004
Page 1 of 6
· DONATIONS - MONETARY AND OTHER
Cash donations are welcomed, It is the policy of the Library to
expend the cash on materials, equipment, or a project
acceptable to the donor, Cash donations will be deposited into
the Colleyville Public Library Donation Fund, Other donations
such as equipment, stocks, etc, may be accepted, but would be
subject to recommendation of the Library Board and approval of
the City of Colleyville,
o DONATION GUIDELINES
Any person or organization making a cash donation of $1,000 or less
specifically for the purchase of materials in memorial to or in honor of
named individuals may write a check to the Colleyville Public Library and
submit it to the Library Director, These donations will be deposited in the
Colleyville Public Library Donation Fund and are exempt from City Council
acceptance,
Any person or organization making a cash donation greater than $1,000 or
a donation of art objects or other types of materials to the Colleyville
Public Library must complete a CITY OF COLLEYVILLE DONATION
AND TRANSFER OF TITLE FORM and submit it to the Library Director,
The Library Director will review the proposal, and forward it to the Library
Board, The Library Board will discuss the donation proposal and make a
recommendation, which will be forwarded to the City Council for final
approval.
The Friends of the Colleyville Public Library and the Colleyville Public
Library Foundation may make donations directly to the Colleyville Public
Library and are exempt from City Council approval per the CITY OF
COLLEYVILLE DONATION POLICY, If a donation request is of an
unusual nature, the Library Director and the Library Board may submit the
request to the City Council for approval.
o USE OF MATERIALS AND DONATIONS
The Colleyville Public Library reserves the right to accept or reject any
materials or cash ($1,000 and under) donations, and in accepting a
donation, the Library reserves the right to determine the manner in which it
will be used, The Library cannot accept donations with restrictions as to
use, permanence or location,
Donation Policy
Revised May 2004
Page 2 of 6
The donor of any gift to the Library should understand that it might
someday be sold or disposed of in the best interest of the Library,
However, the donor should be assured that no donation shall be disposed
of in a careless manner,
o RECOGNITION OF DONATIONS
When an individual or organization gives a cash donation to the Library for
the purchase of books, periodicals, or audio/visual materials, a bookplate
naming the donor and/or an individual being honored will be placed on
each item, In order that the Library can properly honor the generosity, a
Donation Recognition Form (Attachment A) must be completed, A letter
from the Library indicating receipt of the gift will be sent to the donor,
Donations of equipment or items given as memorials will not be
acknowledged by placing a plaque on the item, If a formal request is
made by a donor for a permanent recognition, it will be forwarded to the
City of Colleyville for consideration, A letter from the Library indicating
receipt of the gift will be sent to the donor, The final decision as to how a
gift of this type will be acknowledged rests with the City Council.
o RECEIPTS
The Library shall make no attempt to place a monetary value on
donations of library materials, However, upon request, it will issue the
donor a receipt or letter acknowledging the donation, (Attachment B)
o SOLICITATION OF GIFTS
The Library will work with the Friends of the Colleyville Public Library and
the Colleyville Public Library Foundation to develop appropriate methods
for the solicitation of some gifts, Depending on the wishes of the donors,
some donations may be referred to the Colleyville Public Library
Foundation or the Friends of the Colleyville Public Library,
o REVSIONS
The staff and Library Board of the Colleyville Public Library will review the
Donations Policy periodically, and reserve the right to recommend
changes at any time,
Donation Policy
Revised May 2004
Page 3 of 6
CQ~~mC1J COLLEYVILLE PUBLIC LIBRARY
TexaS
Date:
Name:
Address:
Zip Code:
City:
Telephone
Numbers:
State:
Home:
Work:
I/we have read and understand the Donation Policy of the Colleyville Public Library,
Further, I/we agree that the provisions are acceptable and would like to contribute
$ for material(s) to be placed in the library,
As a Memorial for:
Or
In Honor of:
On the occasion of a.., : D Birthday D Wedding Anniversary D Graduation
D Birth D Other (please specify):
The subject matter we prefer for this material is (please specify):
The format we ~fer is: 0 Book D Periodical
o DVD U Other (please specify):
The Library will notify the following that this donation has been added to the Library's
collection in memory of or honoring the above, In the space provided, please indicate
the relationship between the honoree and the person(s) to be notified of the donation,
OCD
Relationship:
Name(s) of Person(s) to be notified:
Donation Policy
Revised May 2004
Page 4 of 6
Address (es) of Person(s) to be notified:
Donor(s) Information
Name of donor(s):
Address (es) of donor(s):
Signature of Donor:
Date:
Received by:
The original of this form goes to the donor and the Colleyville Public Library will retain a
duplicate,
ATTACHMENT A
Donation Policy
Revised May 2004
Page 5 of 6
cc~~mC!l COLLEYVILLE PUBLIC LIBRARY
Texas
Date:
Name:
Address:
City:
Telephone
Numbers: Home:
State:
Zip Code:
Work:
The above named has donated books and/or other Library materials to the Colleyville Public
Library, This form will serve as a receipt for purposes of income tax deduction,
This donation is made with the understanding that such materials may be added to the
Library's collection if they meet the criteria of the collection development policy, Donated
items will not be returned.
Signature of donor:
Signature of staff
member:
Number of items:
Description of Items:
The original of this form goes to the donor and the Colleyville Public Library will retain a
duplicate,
ATTACHMENT B
Donation Policy
Revised May 2004
Page 6 of 6
COLLEYVILLE PUBLIC LIBRARY
VOLUNTEER HOURS
FISCAL YEAR 2005/2006
MONTH VOLUNTEERS VOLUNTEENS NCL SCHOOL TEEN COURT TOTAL
October 95,50 17,00 0,00 21,75 2,50 136,75
November 0,00
December 0,00
Janua 0,00
Februa 0,00
March 0,00
April 0,00
Ma 0,00
June 0,00
Jul 0,00
Au ust 0,00
September 0,00
FY Total 95,50 17.00 0.00 21.75 2.50 136.75
Colleyville
Public Library
October 2005 Website Statistics
Page Hit Counts
Home: I 0
New York Times Bestsellers: I 67
Oprah's Book Club: I 17
Independent Booksellers List: I 27
Newbery Medal Winners: I 22
Caldecott Medal Winners: I 15
Pulitzer Prize: I 10
Agatha Awards: I 16
Anthony Awards: I 9
Rebecca Caudill Awards: I 15
British Crime Writers' Assoc,: I 17
Edgar Awards: I 19
World Fantasy Awards: 10
Hugo Awards: 11
National Book Critics Circle: 6
RITA Awards: 10
Spur Awards: 8
Bram Stoker Awards: 11
ALA Best Books for Young Adults: 18
ALA Notable Books for Children: 8
Horn Book Picture Book Awards: I 15
National Science Teachers Association: I 8
Scientific America Young Readers Book Awards: [ 9
Calendar: I 296
Ready Reference: I 106
Directory: I 120
About: I 163
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