HomeMy WebLinkAboutLibrary Board-Agenda Packets-7/17/2006
citY Of
Texas
PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
JULY 17, 2006
7:00 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Election of the Colleyville Public Library Chair
III. Election of the Colleyville Public Library Vice Chair
IV. Approval of June 12, 2006 Minutes
V. Librarian's Report
A. Monthly Statistics
B. Donations
C. Programs
VI. North Texas Regional Library System Assembly Representative and Alternate Update
VII. Library Long Range Planning Process 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, July 13, 2006, at 5:00
p.m.
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Mary E. Rodne
Library Director
110 MAl N STREET COLLEYVI LLE, TEXAS 76034 (817) 503-1150
MEMORANDUM
TO:
Library Board
FROM:
Mary E. Rodne, Library Director 'Y>'t.i: (C
DATE:
July 17, 2006
SUBJECT:
Colleyville Public Library Board Chair and Vice Chair Elections
As per the Colleyville Public Library By-Laws, the Board elects a chair and a vice
chair at the annual meeting, which is the first meeting after the Colleyville City
Council appoints new members. The Colleyville City Council appointed new
members on June 20,2006; therefore, the July 17 meeting is the Board's annual
meeting. In compliance with the by-laws, this item was placed on the agenda for
the purpose of electing officers. Please let me know if you need any additional
information.
Attachments:
Colleyville Public Library Chair and Vice Chair Terms
Colleyville Public Library Bylaws
COLLEYVILLE PUBLIC LIBRARY
LIBRARY BOARD
CHAIR AND VICE CHAIR TERMS
CHAIR VICE CHAIR TERM
Taraba, Ga Wollin, Carol Se tember 2001 - June 2002
Taraba, Ga Wollin, Carol Jul 2002 - June 2003
Jones, Pat D. Roxburgh, Richard Jul 2003 - June 2004
Jones, Pat D. E cheson, Nanc Jul 2004 - June 2005
E cheson, Nanc Jones, Pat D. Jul 2005 - June 2006
Jul 2006 - June 2007
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 - Meetinas
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
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
June 12, 2006
I. CALL TO ORDER - Chair Nancy Eytcheson called the meeting of the
Colleyville Public Library Board to order at 7:00 p.m.
ROLL CALL - Members present: Pat Jones, Karen Birkes, Nancy Eytcheson
Susan Potter and Carol Wollin
Members absent: Richard Roxburgh
Alternates absent: Dennis Healy and Angie Guthrie-Madison
Ex-Officio Members present: Mayor David Kelly, Ret Stansberger and Susan
Taylor
Ex-Officio Members absent: Steve Banta, Dr. Larry Darlage, Ginny Tigue and
Nancy Coplen
Council Liaison absent: Tony Licata
Staff present: Mary Rodne
II. Approval of May 8, 2006 Minutes - A motion was made by Pat Jones
and seconded by Susan Potter to approve the May 8, 2006 minutes. Motion
approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library May 2006
Usage Statistics, for review and discussion. Patrons had checked out a
total of 14,399 items, 160 Colleyville residents registered for library cards,
library patron visits totaled 7,279, attendance for programs totaled 404 and
volunteer hours totaled 110.25 hours. Rodne also noted that the total
circulation of library materials this year was 21 % higher than the total
circulation of library materials last year at this time.
b. Donations
Director Rodne reported that the Library had received a total of $625.25 in
donations in May. The donations included: $500 from the Colleyville Lions
Club for the purchase of large print books, $75.25 from Ronald Ward for
the purchase of two hardcover music books and $50 from Owen Grant and
family for the purchase of two children's books in honor of Colleyville
Elementary Principal Loretta Ross and Colleyville Elementary Assistant
Principal Judy McDoniel.
c. Programs
Director Mary Rodne presented an overview of the Library's Summer
Reading Program, Reading: The Sport of Champions, which started on
June 5, 2006. Rodne reported that the Opening Ceremony on June 5 had
gone well and that around 125 attended. City Council liaison Tony Licata
officially opened the program with the first pitch in keeping with the
baseball theme. Director Rodne noted that the response to the reading
program had been great. To date, around 802 children and 50 adults, for a
total of 852, had registered for the summer reading program. It was noted
that program registration, attendance at programs and circulation had
exceeded last year at this time. Around 100 had registered for the chess
club. Attendance at the first Tuesday activity day had been 102,
attendance at the first Thursday family program had been 202, and 59 had
attended the first movie on Friday.
Rodne noted that a number of National Charity League volunteers and
volunteens had signed up to help with various programs.
Rodne presented an update on the first Northeast Tarrant Reads event
that had been launched on June 3rd and noted that Mayor David Kelly had
presented a Proclamation to announce the event, featuring the book
Isaac's Storm by Erik Larson, at the May 16, 2006, City Council Meeting.
Rodne distributed a flyer of events being held at the Colleyville Library and
invited all Library Board members to attend.
IV. NORTH TEXAS REGIONAL LIBRARY SYSTEM (NTRLS) REGIONAL
MEETING REPORT
Susan Potter reported that she and Library Director Mary Rodne had
attended a North Texas Regional Library System regional meeting on May
23, 2006, at the Hurst Public Library. Potter presented an overview of the
meeting which highlighted system services and grants available to member
public libraries.
V. LIBRARY LONG- RANGE PLANNING UPDATE
It was noted that staff would be starting to write goals and objectives to meet
the selected top four service responses when the summer reading program
was over.
VI. LIBRARY BOARD APPOINTMENTS UPDATE
It was announced that Library Board appointments would be made at the City
Council meeting on June 20, 2006.
VII. REVIEW AND DISCUSSION OF THE VOLUNTARY LIBRARY FUND
Director Mary Rodne presented an overview of the Voluntary Library Fund
which included projected revenues and expenditures. Discussion ensued.
Carol Wollin made a motion that the Colleyville Public Library Board make a
recommendation to the City Council that the voluntary library fund donation
from the citizens of Colleyville be increased from (1 $) per month to (2$) per
month. Karen Birkes seconded the motion. Motion approved unanimously.
VIII. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
President Susan Taylor reported that the Friends of the Library would be
holding an Annual Meeting at the Library on June 27, 2006, at 6:30 p.m. in
the upper level of the library and that Lila Coley and Pat Fox would be
presenting an overview of Colleyville's 50th Anniversary History Book. Taylor
announced that this would be the last Library Board meeting that she would
be attending as President of the Friends. Taylor noted that an election of
officers would be held at the annual meeting and that a new president would
be elected. The Library Board thanked Taylor for her invaluable input.
IX. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
Pat Jones reported that the Library Foundation continued to meet monthly to
discuss 2006 library fund raisers and that plans would be announced shortly.
X. SUGGESTED ITEMS FOR FUTURE MEETINGS
Chair Nancy Eytcheson noted that several Library Board members would not
be able to attend the Board meeting scheduled on July 10, 2006, and
proposed changing the July Library Board meeting date. Discussion ensued.
Consensus was to change the Library Board meeting to July 17, 2006 at 7:00
p.m.
XI. CITIZEN COMMENTS
None
XII. ADJOURN: A motion was made by Carol Wollin and seconded Pat Jones to
adjourn the meeting. Motion approved. The meeting of the Colleyville Public
Library Board was adjourned at 7:40 p.m.
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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 134,50 24.80 4,00 16,10 8.00 187.40
Decem bar 63.25 16.00 0,00 6.50 4.00 89,75
Janua 88.00 18,00 0.00 7,25 30.00 143.25
Februa 87.75 27,35 0.00 28.00 23.00 166.10
March 77,75 39.65 0,00 13.75 0.00 131.15
April 69.50 33.50 0,00 41.75 19.00 163.75
Ma 92.00 18.25 0.00 0,00 0.00 110.25
June 97.00 218.50 375.75 2.25 33.25 726.75
Jul 0.00
Au ust 0.00
September 0,00
FY Total 805.25 413.05 379.75 137.35 119.75 1,855.15