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HomeMy WebLinkAboutLibrary Board-Minutes-10/10/2005 (12) COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES September 12, 2005 I. CALL TO ORDER - Chair Nancy Eytcheson called the meeting of the Colleyville Public Library Board to order at 7: 01 p.m. ROLL CALL - Members present: Pat Jones, Nancy Eytcheson, Susan Potter, Richard Roxburgh and Carol Wollin Members absent: Karen Birkes, Bonnie Carroll Alternates absent: Dennis Healy and Angie Guthrie-Madison Ex-Officio Members present: Mayor David Kelly, Ginny Tigue, Ret Stansberger and Susan Taylor Ex-Officio Members absent: Steve Banta, Nancy Coplen and Dr. Larry Darlage Council Liaison Present: Tony Licata Staff present: Mary Rodne Other: Joan Cochran and Matt Wetrich II. Approval of August 8, 2005 Minutes - A motion was made by Susan Potter and seconded by Carol Wollin to approve the August 8,2005 minutes as amended. Motion approved unanimously. III. LIBRARIAN'S REPORT a. Monthly Statistics Library Director Rodne distributed Colleyville Public Library August 2005 Usage Statistics, for review and discussion. Patrons had checked out a total of 13,180 items, 156 Colleyville residents registered for library cards, library patron visits totaled 7,206, attendance for programs totaled 23 and volunteer hours totaled 115.50 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. b. Donations Director Rodne noted that there were no donations, to date, in September. c. Programs Director Rodne presented an overview of fall programs and distributed the Youth Services Programs fall brochure for review and discussion. Rodne reported that Youth Services fall programs had started on September 12th and noted that registration for the sessions had been going well. The scheduled story hour sessions were almost filled. It was noted that several new programs, monthly Family Saturday programs and Books and Babies, would be launched this session. Director Rodne added that the fall Chess Club had started on September 6th and that the program had been well received. To date, around 50 were registered. Rodne also presented an update on the Beginner Chess Tournament that the Library had hosted on September 10th. Around 60 had attended. Rodne also presented an update on the Library's volunteer program. The Library had started monthly training sessions for individuals interested in volunteering at the Library. It was noted that all volunteers must attend a training session before they can start volunteering. Nine had attended the first training session in September. Director Rodne also reported that the Library had participated with a display at the first Family Fair sponsored by the Colleyville Elementary School for parents and students. The Library's table promoted library card registration and services of the library. It was noted that the event had been well attended and that many parents and children had visited the Library's table. IV. LIBRARY LONG- RANGE PLANNING UPDATE Chair Nancy Eytcheson introduced long-range planning facilitator Joan Cochran to present an update of the Library Long-Range Planning Process. Joan Cochran opened the presentation with a brief biographical overview for new board members. Cochran noted that she had met with Nancy Eytcheson and Mary Rodne on August 16th to discuss the planning process and presented an updated time line. Chair Nancy Eytcheson discussed the composition of the community planning committee members and noted that Susan Potter would be representing the Board on this committee. She added that Potter would be communicating with the Board about activities of this committee and that the entire Board would be actively involved in the process when the community planning committee had completed their tasks. V. POLICY REVIEW AND DISCUSSION A. Meeting Room Space Policy Director Mary Rodne presented the revised Meeting Room Space Policy for review and discussion. Pat Jones made a motion to approve the policy as presented and Susan Potter seconded the motion. Motion approved unanimously. B. Study Room Policy Director Mary Rodne presented the revised Study Room Space Policy for review and discussion. Carol Wollin made a motion to approve the policy as presented and Pat Jones seconded the motion. Motion approved unanimously. C. Unattended Children Policy Director Mary Rodne presented the Unattended Children Policy for review and discussion. Pat Jones made a motion to approve the policy as presented and Richard Roxburgh seconded the motion. Motion approved unanimously. VI. REVIEW AND DISCUSSION OF COLLEYVILLE PUBLIC LIBRARY FY 2006 BUDGET Director Mary Rodne presented the Colleyville Public Library FY 2006 Budget that had been submitted for approval at the September 20,2005, City Council Meeting. Chair Nancy Eytcheson noted that 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 provide funding for additional library staff. It was also noted that during the discussions, additional funding sources, bond monies, private donations and grants, available for collection development, programs and public awareness were noted. Discussion ensued. Consensus of the Board was that these sources should be enhancements to the City Library Department budget. Mayor David Kelly and Council Liaison Tony Licata presented an overview of the City budget process and the City Council Work Initiatives and requested recommendations from the Board. VII. 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 $102,370 for the purchase of collection materials, materials processing supplies and library programs. A motion was made by Richard Roxburgh and seconded by Carol Wollin to make a recommendation to the City Council to proceed with the expenditure of these funds for the purchase of library materials, materials processing supplies and library programs for the FY2006 budget. Motion approved unanimously. VIII. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT President Susan Taylor gave an update of activities planned for the Friends of the Library. 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. It was noted that the Friends were planning a Used Book Sale on Saturday, November 12, 2005. Susan Taylor also announced that the Friends of the Library had received a Verizon Grant in the amount of $20,000 for a patron computer learning center in the Library. Carol Wollin reported that Verizon would be presenting the check to the Friends at a City Council meeting in the near future. IX. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT President Ginny Tigue reported that the next Library Foundation meeting was scheduled on Monday, September 19, 2005, and that work would be continued on the mystery book-themed dinner, scheduled to be held on November 5, 2005, and the annual mailer. X. SUGGESTED ITEMS FOR FUTURE MEETINGS It was noted that the Circulation, Patron Use and Interlibrary Loan Policies would be reviewed in October. XI. CITIZEN COMMENTS None XII. ADJOURN: A motion was made by Pat Jones and seconded by Susan Potter to adjourn the meeting. Motion approved. The meeting of the Colleyville Public Library Board was adjourned at 8:25 p.m.