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PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
AUGUST 13, 2007
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 11, 2007 Minutes
V. Librarian's Report
A. Monthly Statistics
B. Donations
C. Programs
VI. North Texas Regional Library System Assembly Representative and Alternate Appointment
VII. Library Board Appointments Update
VIII. Review and Discussion of Colleyville Public Library FY 2008 Budget
IX. Discussion and Consideration of Library Fee Structure
X. Friends of the Colleyville Public Library Report
XI. Colleyville Public Library Foundation Report
XII. Next Meeting Date
XII I. Suggested Items for Future Meetings
XIV. Citizen Comments"
XV. 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, August 9, 2007, at 5:00
p.m.
-y,~ ah..r ~ .
Mary E. Rodne
Library Director
MEMORANDUM
TO: Library Board
FROM: Mary E. Rodne, Library Director
DATE: August 13, 2007
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 19, 2007. The Library Board did not meet in July; therefore,
the August 13, 2007 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
~-~~l1FYVILLf
COLLEYVILLE PUBLIC LIBRARY
LIBRARY BOARD
Pl11Y H I I14i,1RY
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. Roxbur h, Richard Jul 2003 - June 2004
Jones, Pat D. E tcheson, Nanc Jul 2004 - June 2005
E tcheson, Nanc Jones, Pat D. Jul 2005 - June 2006
E tcheson, Nanc Jones, Pat D. Jul 2006 - June 2007
Au ust 2007 - Se tember 2008
ORDINANCE 0-01-1282
AN ORDINANCE ESTABLISHING A LIBRARY BOARD FOR THE CITY OF
COLLEYVILLE; ESTABLISHING THE NUMBER OF BOARD MEMBERS AND
THEIR TERMS OF OFFICES, ESTABLISHING QUALIFICATIONS; PROVIDING
FOR DUTIES AND RESPONSIBILITIES OF THE LIBRARY BOARD; PROVIDING
THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES;
PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR PUBLICATION AND
PROVIDING AN EFFECTIVE DATE
WHEREAS, the City Council of the City of Colleyville, Texas, deems it advisable
and necessary to establish a Library Board for the City of Colleyville,
to act as an advisory board to the City Council relating to all nature
of library facility planning and programming;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF COLLEYVILLE, TEXAS:
Sec. 1. Creation of Librarv Board. There is hereby established the Library
Board for the City of Colleyville, Texas, hereinafter referred to as the
"Board."
Sec. 2. Number of Board Members, Qualifications and Terms. The Board
shall consist of nine 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) members 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 (1) through seven (7) , Place 1 and
Place 2 alternates.
The City Council if it deems it 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 year from the date of appointment. Such ex-officio
members shall have no voting authority. Vacancies on the Board are
to be filled by appointment by the City Council for the length of the
unexpired term.
Sec. 3. Board Meetinos and By-Laws. The Board shall select from the
members a chairman and avice-chairman who shall serve for one-
year terms and until their successors are elected. The Board shall
adopt by-laws to govern the holding of its meetings, which at a
minimum, shall encompass the following:
Or+dinanoe 0-01-1282
Page 2 of 3
a. Regular meetings shall be held once each month.
b. Manner of holding and calling of special meetings.
c. Majority of members shall constitute a quorum.
d. Members not planning to attend a regular meeting or special
meeting shall notify the City Manager or their designee or the
Chair of the Board by 12:00 o'clock noon of the meeting day.
e. Any member with unexcused absences from two {2)
consecutive 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.
f. Minutes of each Board meeting shall be filed with the City
Secretary.
g. Assist with the development of the Library Director job
description.
Sec. 4. Board Duties and Responsibilities. The duties and responsibilities of
the Library Board shall be to:
a. Act in an advisory capacity to the City Council in all matters
pertaining to the library facility planning and programming,
including development of long range capital improvement
programs.
b. Cooperate with other City boards and commissions, other
governmental agencies, civic groups, and all citizens of the
city in the advancement of sound library planning and
programming.
c. Recommend policies for library services.
d. Recommend the adoption of standards for public library
facilities and their financial support.
e. 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.
f. Review the annual operating 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.
Ordinance 0-01-1282
Page 3 of 3
Sec. 5. THAT this shall be cumulative of all provisions of the City of
Colleyville, Texas, except where the provisions of this are in direct
conflict with the provisions of such, in which event the conflicting
provisions of such s are hereby repealed.
Sec. 6. THAT is any section, paragraph, clause or provision of this Ordinance
shall for any reason be held to be invalid or unenforceable, the
invalidity or unenforceability of such section, paragraph, clause or
provision shall not affect any of the remaining provisions of this
Ordinance.
Sec. 7. THAT this Ordinance shall take effect immediately from and after its
passage and publication in accordance with the provisions of the
Charter of the City of Colleyville.
AND IT IS SO ORDERED.
The first reading and public hearing being conducted on the ~ ~ day of
2001.
The second reading and public hearing being conducted on the i9 ~ day of
2001.
ATTEST:
Cynthia Singleton, TRMC
City Secretary
APPROVED AS TO FORM AND LEGALITY:
Ross Foster
City Attorney
CITY OF COLLEYVILLE:
~-r~'
Do na Arp
Mayor
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
June 11, 2007
I. CALL TO ORDER -Chair Nancy Eytcheson called the meeting of the
Colleyville Public Library Board to order at 7:02 p.m.
ROLL CALL -Members present: Pat Jones, Nancy Eytcheson and Richard
Roxburgh
Members Absent: Karen Birkes, Susan Potter and Mary Alice Rippe
Alternates present: Nancy Bowen
Alternates absent: Dennis Healy
Ex-Officio Members present: Nancy Coplen
Ex-Officio Members absent: Mayor David Kelly, Steve Banta, Dr. Larry
Darlage, Ginny Tigue and Ret Stansberger
Council Liaison present: Tony Licata
Staff present: Mary Rodne
II. Approval of April 9, 2007 Minutes - A motion was made by Pat Jones and
seconded by Richard Roxburgh to approve the April 9, 2007 minutes as
presented. Motion approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library Usage
Statistics, for review and discussion. In May, patrons had checked out a
total of 17,436 items, 124 Colleyville residents registered for library cards,
library patron visits totaled 12,053, attendance for programs totaled 293
and volunteer hours totaled 177.75 hours. Rodne noted that the total
circulation of library materials this year was 15% higher than the total
circulation of library materials last year at this time.
b. Donations
Director Rodne reported on the donations the Library received in April and
May. In April, the donations included: $2,614.12 from the Friends of the
Colleyville Public Library for the purchase of shelving. In May, the Library
received a total of $6,926.79 in donations. The donations included:
$150.00 from Becky Meadows, 2006-2007 President of the Colleyville
Garden Club, for the purchase of gardening books in honor of the Garden
Club's 2006-2007 Executive Board and Board of Directors; $510.00 from
an anonymous donor for the Library's Adopt-A-Magazine program,
$266.79 from Nancy and Dennis Eytcheson for the Library's Adopt-A-
Magazine program and $6,000.00 from a Colleyville Woman's Club 2006-
2007 Circle of Hope Grant for the purchase of books on CD.
c. Programs
Director Mary Rodne presented an overview of the Library's Summer
Reading Program, Sail Away with Books, which started on June 11, 2007.
Rodne reported that the Opening Ceremony had been very successful and
that around 200 attended. It was noted that the free rides provided by The
Duck Riders had been very well received and Rodne thanked The Friends
of the Library for securing the rides. Director Rodne also announced that
the response to the reading program had been outstanding. The first day
of the Summer Reading Program registration patrons checked out 2,359
items, the highest number of items circulated in one day, to date. It was
also noted that program registration, attendance at programs and
circulation had exceeded last year at this time. Around 80 had registered
for the chess club.
Additionally, it was noted that the number of National Charity League
volunteers and volunteens signed up to help with various programs was
greater than previous years.
IV. LIBRARY BOARD APPOINTMENTS UPDATE
It was announced that Library Board appointments would be made at the City
Council meeting on June 19, 2007.
V. LIBRARY LONG RANGE PLAN UPDATE
Director Rodne reported that she had made a presentation on the Library's
Long-Range Plan to the City Council on June 5, 2007.
VI. REVIEW AND DISCUSSION OF THE CITY OF COLLEYVILLE FY 2008
BUDGET SCHEDULE
Library Director Mary Rodne presented an overview of the proposed City of
Colleyville 2008 Budget Calendar.
VII. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
Nancy Bowen reported for President Mary Alice Rippe that the Friends of the
Library would be holding an Annual Meeting at the Library on June 26, 2007,
at 7:00 p.m. in the upper level of the library. Bowen noted that an election
of officers would be held at the Annual Meeting. Bowen also noted the
Friends were planning to sponsor another Used Book Sale in the fall. A
tentative date in September had been proposed.
VIII. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
Pat Jones reported for President Ginny Tigue that the Library Foundation had
held meetings in April and May, and that the Board had continued to discuss
several fundraising options for 2007. Jones noted that the Foundation Board
was planning to sponsor a new event, a Fun Run, on November 10, 2007.
IX. NEXT MEETING DATE
Chair Nancy Eytcheson noted that the next Library Board meeting was
scheduled on August 13, 2007. Eytcheson added that this would be her last
Library Board meeting as she was not seeking reappointment. On behalf of
the Library Board, Richard Roxburgh expressed gratitude to Eytcheson for
her years of dedicated service on the Library Board. It was noted that she
had served on the Board since its inception in 2001 and previously as a
Library Planning Committee member.
X. SUGGESTED ITEMS FOR FUTURE MEETINGS
None
XI. CITIZEN COMMENTS
None
XII. ADJOURN: A motion was made by Richard Roxburgh and seconded by Pat
Jones to adjourn the meeting. Motion approved. The meeting of the
Colleyville Public Library Board was adjourned at 7:26 p.m.
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MEMORANDUM
TO: Library Board
FROM: Mary E. Rodne, Library Director
DATE: August 13, 2007
SUBJECT: North Texas Regional Library System Representatives
As a member of the North Texas Regional Library System, we must appoint a
System Assembly Representative and an alternate. The System Assembly
Representative's role is to represent the library as a voting member at System
meetings. Also, the System Assembly Representative supports local library
interests and informs the library's governing body about System services and
matters that need local attention. The System Assembly Representative usually
attends two annual System meetings, which are held in various locations. The
meetings start at 9:00 a.m. and are over at noon.
We will need to appoint a representative and an alternate at this meeting. Susan
Potter is our current System Assembly Representative and Carol Wollin is our
current Alternate System Assembly Representative.
Following is information about System Assembly Representatives which is available
on the North Texas Regional Library System website:
ABOUT SYSTEM ASSEMBLY REPRESENTATIVES
A System Assembly Representative (SAR) is a public library advocate appointed by
the same governing body that selects the local library director. The SAR's role is to
represent the library as a voting member at System meetings and as a supporter of
local library interests. The SAR also acts to inform the library's governing body
about System services and matters that need local attention.
SARs are important members of libraries' support teams. Being a good SAR
requires a definite sense of commitment to the job. A member library must select a
representative who not only supports libraries and communicates this support, but
who is willing to attend System meetings, serve on committees, and actively
participate in the planning process for the System.
Any person not on the paid staff of the library may be appointed as an SAR. This
can be, and often is, a member of the library board. The governing body appoints a
SAR to a term of two years, and there is no limit on the number of terms served.
The governing body should also appoint an alternate SAR who is entitled to vote at
System meetings in the absence of the SAR. Only duly authorized SARs or
authorized alternates are entitled to vote. Once SARs are appointed, library
directors must register their names with the System office.
Member libraries lose an important voice in System decisions by not having active
SARs. Those libraries with SARs who regularly attend meetings, participate by
voting, and communicate local concerns and needs will be the most likely to benefit
from System membership.
Lay representative participation is also the means by which the Texas State Library
and Archives Commission obtains the views and needs of local library users and
involves them in the decisions and plans to improve public library services at the
System and State level.
Modified from a document written by Zina Worley
MEMORANDUM
TO: Library Board
FROM: Mary E. Rodne, Library Director
DATE: August 13, 2007
SUBJECT: Library Board Appointments Update
City Council determined that modifications would be made to the process for appointing
boards, commissions and committees to encourage and generate a greater awareness
of opportunities to serve in City government. The changes include (1) all boards,
commissions and committees members' terms will expire in September or December as
outlined below.
September Terms:
Planning and Zoning Commission
Zoning Board of Adjustment
Teen Court Advisory Committee
Senior Center Advisory Committee
Colleyville Economic Development Corporation
Capital Improvement Advisory Committee
Historical Preservation Committee
Library Board
December Terms:
Parks and Recreation Advisory Board
Celebrate Colleyville Steering Committee
SH26 Advisory Committee
Colleyville Trails and Sidewalk Committee
Colleyville Center Advisory Committee
Traffic Safety Advisory Committee
Additionally, (2) Council will review the applications and determine if interviews will be
conducted. (3) If a vacancy occurs for reasons other than an expiring term, Council may
fill the position by a majority vote of the City Council without advertising and the
appointee shall serve the unexpired term (4) The Application for Appointment for City
Council Appointed boards, commissions and committees has been revised. (See
Attached) Board, commission or committee members whose terms will be affected will
be sent a letter of explanation from the Mayoras their term expires.
Attachment:
Application for Appointment for City Council Appointed Boards, Commissions and
Committees
APPLICATION FOR APPOINTMENT
FOR CITY COUNCIL APPOINTED BOARDS, COMMISSIONS AND COMMITTEES
Planning and Zoning Commission and Zoning Board of Adjustment applicants are required to file Financial Disclosure
and Business Conflict of Interest forms two (2) business days after the application deadline. These forms are available
on the City's website at htta://www.collevville.com/files/Financial%20Disclosure%20form.,odf or by contacting the City
Secretary at 817.503.1130.
Board, Commission or Committee: (only those with current openings)
1.
If you are willing to be considered for a board, commission or committee other than your first choice, please list below.
2.
3.
Name: Ms. Mrs. Mr.
Address:
Home Telephone: Work Telephone:
By providing an a-mail address, you are consenting to the release of your a-mail address by the City.
E-mail Address: Fax:
Knowledge, experience or education applicable to Board, Commission or Committee function:
Other information: (City service and experience, civic organizations, interest in serving):
Check if additional materials are attached.
Do you understand that attendance and active support is required for each appointee?
Signature: Date:
Once positions have been filled, you must reapply for future openings.
All information provided is public pursuant to the Texas Public Information Act.
Please return completed application to:
City Secretary, 100 Main Street, Colleyville, Texas 76034, Office: 817.503.1130 Fax: 817.503.1139
singletonc@ci. colleyville. tx. us
MEMORANDUM
To: Library Board
From: Mary Rodne, Library Director
Date: August 13, 2007
Subject: Colleyville Public Library Fee Structure
The Colleyville City Council will adopt all fees pertaining to the Library for the
FY2008 budget at the September 4 and September 18, 2007, City Council
meetings. In order for the Library Board to be prepared to make a
recommendation to the Council, the Colleyville Public Library fee structure will
need to be reviewed and discussed at the August 13, 2007, Library Board
meeting. The current fee schedules with proposed changes in bold for the
Colleyville Public Library are attached for your reference.
Please review the attachments, so that we can discuss current and proposed fee
changes at the meeting. If you have any questions, please let me know.
Attachments:
CPL Current Fee Schedule
CPL Current Circulating Materials Restrictions
CPL Proposed Circulating Materials Restrictions
CPL Current Replacement and Processing Fees Materials
CPL Proposed Replacement and Processing Fees Materials
CQLLLYVILLL
COLLEYVILLE
PUBLIC LIBRARY
ru~x.ic unri.~~r
CURRENT FEE SCHEDULE
SERVICE FEE
Meeting Room Damage Deposit $100.00
Upper Level Damage Deposit $250.00
Space Rental
Meeting Room
First Two Hours
Each Additional Hour
$25.00
$10.00
Upper Level
First Two Hours
Each Additional Hour
$300.00
$50.00
Equipment Rental
Data/Video LCD Projector
Hourly
Full Day
$50.00
$400.00
Front Projection Screen $25.00
DVD+VHS VCR Recorder $35.00
CD/Tape Player $20.00
Podium $35.00
Printing/Computer
Print Card $0.50
Color Copies (per page) $1.00
Black and White Copies (per page) $0.10
Computer Diskette (Delete) $1.00
Fax
Fax -Incoming (per page) $1.00
Fax -Outgoing (per page) $1.00
Fax -Long Distance (per page) $2.00
Interlibrary Loan
Interlibrary Loan Materials Not Picked Up $2.00
Non-Resident Library Card (per card)
Non-Resident (Non-TexShare, Non-Reciprocal Borrowing Participating Home Library) $25.00
Non-Resident (Without Home Library) $25.00
CURRENT
COLLEYVILLE
PUBLIC LIBRARY
CIRCULATING MATERIALS RESTRICTIONS
MATERIALS LOAN PERIOD LIMITS* FEES/FINES** RENEWAL
LIMITS***
Fiction Books 21 da s No Limit .25 er da 1
Non-Fiction Books 21 da s No Limit .25 er da 1
Best Sellers 7 or 14 da s No Limit .25 er da 1
Ma azines 7 da s No Limit .25 er da 1
Pam hlets 7 da s No Limit .25 er da 1
Feature Length
DVDs (60 min+) 7 days 5 $1.00 per day fine 1
Educational /DVDs 7 da s 5 .25 er da 1
Children's DVDs
under 60 min. 7 days 5 .25 per day 1
Com act Discs 7 da s 5 .25 er da 1
J Kits 21 da s No Limit .25 per da 1
Books on Compact
Disc 21 days No Limit .25 per day 1
J Holiday books 7 days varies by
Holida .25 per day 0 during
Holida
MP3 Players 21 days 1 $1.00 per day fine 1
No limit until a maximum of 30 items is reached. A total of 30 items per card.
** Overdue fines threshold is $5.00.
*"`* Renewals are allowed when materials are not on reserve for another patron.
PROPOSED
~:OLLEYVIII.F.
PUIII.IC' lll~liARY
COLLEYVILLE PUBLIC LIBRARY
MATERIALS LOAN PERIOD LIMITS* FEES/FINES** RENEWAL
***
LIMITS
Fiction Books 21 days No Limit $0.25 per day 2
Non-Fiction Books 21 days No Limit $0.25 per day 2
Best Sellers 7 or 14 days No Limit $0.25 per day 2
Magazines 7 days No Limit $0.25 per day 2
Pamphlets 7 days No Limit $0.25 per day 2
Feature Length
DVDs (60 min+) 7 days 10 $1.00 per day 2
Educational /DVDs 7 days 10 $0.25 per day 2
Children's DVDs
(under 60 min.) 7 days
10
$0.25 per day
2
Compact Discs 7 days 10 $0.25 per day 2
J Kits 21 days No Limit $0.25 per day 2
Books on Compact
Disc 21 days No Limit $0.25 per day 2
J Holiday books 7 days varies by holiday $0.25 per day 0 during holiday
MP3 Players 21 days 1 $1.00 per day 1
No limit until a maximum of 30 items is reached. A total of 30 items per card.
** Overdue fines threshold is $5.00.
**'` Renewals are allowed when materials are not on reserve for another patron.
CURRENT
COLLEYVILLE
PUBLIC LIBRARY
MATERIALS REPLACEMENT AND PROCESSING FEES
ITEM COST PROCESSING FEE*
Library Card $2.00 $0.00
Book Cost of item $5.00
Trade paperback book Cost of item $5.00
Paperback book Cost of item $5.00
Magazine Cost of item $2.00
Compact Disc
Lost Insert Cost of item
Cost of item $5.00
$1.00
Book on CD
Lost/dama ed CD Cost of item
Cost of sin le CD $5.00
$1.00
DVD Current cost of
item $5.00
Audio-visual material containers Current cost of
item $5.00
Bar Codes/RFID tags $1.00 $0.00
MP3 Player and/or accessories Cost of items $5.00
*If a replacement is purchased by the patron, the processing cost is $10.00
PROPOSED
C~LLEYVILLE
('IIIA.K t_It1RARY
COLLEYVILLE PUBLIC LIBRARY
ITEM COST PROCESSING FEE*
Library Card $2.00 $0.00
Book Cost of item $5.00
Paperback Book Cost of item $5.00
Board Book Cost of item $2.00
Magazine Cost of item $2.00
Compact Disc Cost of item $5.00
Lost Compact Disc Outer Insert $0.00 $5.00
Book on CD Cost of item $5.00
Lost/damaged single book on CD disc Cost of single CD $1.00
DVD Cost of item $5.00
Lost DVD Outer Insert $0.00 $5.00
Audio-visual material containers Cost of item $5.00
Kit Bags Cost of item $2.00
Bar Codes/RFID tags $1.00 $0.00
MP3 Player Cost of item $5.00
*If a replacement is purchased by the patron, the processing cost is $10.00