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PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
APRIL 14, 2008
7:00 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Approval of March 10, 2008 Minutes
III. Librarian's Report
A. Monthly Statistics
B. Donations
C. Programs
IV. North Texas Regional Library System Regional Meeting Report -March 31, 2008
V. Colleyville Public Library Space Reorganization Plan Development Update
VI. Friends of the Colleyville Public Library Report
VII. Colleyville Public Library Foundation Report
VIII. Next Meeting Date
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, April 10, 2008,
at 5:00 p.m.
Mary E. Rodne
Library Director
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
March 10, 2008
I. CALL TO ORDER -Vice Chair Steve Isbell called the meeting of the
Colleyville Public Library Board to order at 7:07 p.m.
ROLL CALL - Members present: Karen Birkes, Steve Isbell, Richard
Roxburgh, Mary Alice Rippe and Nancy Bowen
Members absent: Pat Jones and Susan Potter
Alternates present: Jerome Davis and Thad Bolline
Ex-Officio Members present: Nancy Coplen and Ginny Tigue
Ex-Officio Members absent: Mayor David Kelly, Steve Banta, Dr. Larry
Darlage and Ret Stansberger
Council Liaison absent: Tony Licata
Staff present: Mary Rodne
II. Approval of February 11, 2008 Minutes - A motion was made by Jerome
Davis and seconded by Thad Bolline to approve the February 11, 2008
minutes as corrected. Motion approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library Usage
Statistics, for review and discussion. In February, patrons had checked out
a total of 15,380 items, 81 Colleyville residents registered for library cards,
library patron visits totaled 7,603, attendance for programs totaled 1,252
and volunteer hours totaled 262.25 hours. Rodne noted that the total
circulation of library materials this year was 8% 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 $11,200 in
donations in February. The donations included: $1,200 from the Friends of
the Library for the purchase of quilting, crocheting, craft books, etc., and
$10,000 from the Library Foundation for the Summer Reading Program.
c. Programs
Director Rodne reported that the Youth Services Winter/Spring 2008
programs were going very well and that attendance had increased over last
year at this time. It was also noted that the Library would be sponsoring a
movie matinee during spring break on Tuesday, March 18, 2008, at 2:00
p.m. Rodne also presented an update on the Library's 2008 Summer
Reading Program, Read! Explore! Go Wild!
IV. COLLEYVILLE PUBLIC LIBRARY SPACE REORGANIZATION PLAN
DEVELOPMENT UPDATE
Director Rodne reported that several consultants had presented proposals
for the development of the Library's Space Reorganization Plan. Rodne
added that the proposals would be presented at the March Foundation
meeting and that funding for the consultant fee would be discussed.
V. COLLEYVILLE PUBLIC LIBRARY LONG-RANGE PLAN PROGRESS
REPORT UPDATE
Director Rodne presented updated Community Utilization Charts highlighting
the Library's first four years of service, 2003-2007, for Board review and
discussion. It was noted that usage statistics had increased each Fiscal Year
since the Library opened for service in November 2003. Also, Rodne
exhibited a map of Colleyville created by the City's Geographic Information
Systems staff which illustrated that 58% of Colleyville households have at
least one Library card. The Board commented that the findings were very
impressive and that this map would be a useful tool for Library in the
development of its long-range plan.
VI. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
President Mary Alice Rippe reported that the Friends of the Library had held
an Executive Board meeting on March 10, 2008, and that the main discussion
items included activities for 2008. Rippe announced that James Megellas, a
local author who wrote the book All the Way to Berlin: a Paratrooper at War in
Europe, would be speaking at the next Friends Meeting that was scheduled
to be held on Thursday, April 10, 2007, at 7:00 p.m. in the Library. Rippe
noted that he would be presenting a vivid and detailed chronicle of his first
hand experiences at war and invited everyone to attend.
VII. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
Ginny Tigue Foundation Liaison to the Library Board reported that the
Foundation presented a $10,000 donation to the Library for the Summer
Reading Program at the February 19, 2008, City Council Meeting. Tigue
added that the Foundation had sponsored three very successful fundraisers
for the Library in 2007 and that the remaining funds raised by the 2007
fundraisers would go into the Foundation's special fund designated to
complete the second floor. Tigue also reported that the Foundation Board
would be discussing Library Space Reorganization proposals at the March
24, 2008, Foundation Meeting and that funding for the consultant fee would
be discussed.
VIII. NEXT MEETING DATE
Vice Chair Steve Isbell noted that the next Library Board meeting was
scheduled on April 14, 2008.
IX. SUGGESTED ITEMS FOR FUTURE MEETINGS
None
X. CITIZEN COMMENTS
None
XI. ADJOURN: A motion was made by Thad Bolline and seconded by Jerome
Davis 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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Get wild about books this summer and earn great prizes! In addition to our
Reading Program, we will host lots of fun, exciting activities and performers
throughout the summer. Check out our Activity Schedule below. The Library
will also offer weekly story times for ages 2 - 5. Chess Club for ages 8-15 will
meet on Wednesdays from 2 p.m.- 4 p.m. Children ages 3 and under will
enjoy Bounce Time at 10:15 a.m. each Friday. Registration to participate in
the Summer Reading Program, weekly story times, and Chess Club begins
Monday, June 2. Participants must have a valid library card and must register
in person. No pre-registration is required for Tuesday Activity Days, Thursday
Program Days, Friday Bounce Time, or Friday Movie Days. Questions? Call
the Colleyville Public Library Youth Services Department at 817-503-1154 or
email vouthlibrarian(a~ci.colleyville.tx.us.
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COLLEYVILLE
PUBLIC LIBRARY
Colleyville Public Library
Summer Reading Program 2008
Activity Schedule*~
Monday, June 16 OPENING DAY SAFARI CELEBRATION
10:30 a.m.-12:00 p.m.
Tuesday, June 17 Activity Day -Big Top Science - 2:00 p.m.
Thursday, June 19 Program Day -Nana Puddin -Tim & Amanda Cowles -2:00 p.m.
Friday, June 20 Movie Day - 2:00 p.m.
Tuesday, June 24 Activity Day - Musai Maggie - 2:00 p.m.
Thursday, June 26 Program Day -Snake Encounters-7:00 p.m.
Friday, June 27 Movie Day - 2:00 p.m.
Tuesday, July 1 Activity Day - Miki the Monkey-2:30 p.m.
Thursday, July 3 Program Day -Nana Puddin'-Magic of Christopher Lyle-2:00 p.m.
Friday, July 4 LIBRARY CLOSED
Tuesday, July 8 Wild About Crafts -2:00 p.m.
Thursday, July 10 Program Day -Nana Puddin' -Joe Bruce- 2:00 p.m.
Friday, July 11 Movie Day - 2:00 p.m.
Monday, July 14 Toddler Picnic -- 11:45 a.m.
Tuesday, July 15 Activity Day -Mad Science- 2:00 p.m.
Thursday, July 17 Program Day -Zooniversity -7:00 p.m.
Friday, July 18 Movie Day - 2:00 p.m.
Tuesday, July 22 Activity Day -Ft. Worth Zoo's Wild Wonders-2:00 p.m.
Thursday, July 24 Program Day -Nana Puddin' -Dennis Lee - 2:00 p.m.
Friday, July 25 Movie Day - 2:00 p.m.
Tuesday, July 29 Activity Day - Jungle Jim-2:00 p.m.
Thursday, July 31 Program Day- Circus Chickendog- 2:00 p.m.
Friday, August 1 Movie Day- 2:00 p.m.
Thursday, August 7 READ! EXPLORE! GO WILD! FINALE
6:30 p.m. - 8:30 p.m.
**A complete schedule of Colleyville Public Library Summer Reading Program
activities will be listed in the Library's Summer Reading Brochure, available in May.
~.. •
eation
I l a b o ra ti v e Memorandum
Colleyville Public Library Spatial Reorganization
Date: April 9, 2008
To: Mary Rodne ................................................................................................... cc: Cecilia Monacelli
From: Sam McBane Mulford
Re: Core Team Formulation and Outreach and Communication Plan Development
I have developed this to provide you with more context and some immediate action items that we'll
need to accomplish to get our project underway.
Here is some language for you to share with Core Team members:
Core Team Formulation
A collaborative process yields the most comprehensive solutions, which address the aggregate needs,
issues, vision, and concerns of all stakeholders. To facilitate this collaborative process, it is important to
establish a Core Team to provide leadership and direction, comprised of decision-makers and
representatives of the diverse stakeholder needs. The Core Team will:
Review and validate the proposed process and align it to organizational vision, goals and
parameters
Assist in Identifying the process participants, to include stakeholders and staff, as well as library users,
non-users, and the community at large
Review the outreach plan, which identifies the most appropriate time within the process to seek
input and feedback in `defining the problem' as well as when to provide conceptual solutions for
further feedback
Provide ongoing leadership, direction, and course correction as necessary to ensure that the
integrity of the process is protected, and that the process will support achievement of goals and
objectives
Review the draft document content and provide constructive feedback for improving the report
Act as an advocate within the community for the planning process, encouraging people to
participate
Core Team Meeting Actions Item Summary
1) Identify Core Team Members and Invite them to Participate
2) 10 to 12 is ideal (2 additional staff members beyond Mary - a professional and paraprofessional)
3) Schedule the first meeting to coincide with the Foundation Board meeting?
4) Send Sam Core Team Roster, contact information to include email addresses, very brief bios, and
time/location of the meeting
5) Sam will send agenda to Core Team at least three days prior
Outreach and Communication Plan
Attached to this document is an excel spreadsheet file named: "communication_outreach_plan.xls".
The matrix format allows us to identify the groups and individuals we would like to participate in our
planning process. Additionally, we can identify those that we want to make aware, or inform, of our
planning purpose, activities and outcomes. List groups or individuals in the left most column, and then
place a check mark in the columns for "communication" or "outreach" as applicable. This allows you
to see in one place the breadth of the outreach, and helps to identify individuals or groups that are
absent. The following sections cover our pre-work necessary to line up key informants, invite
participants and schedule focus groups,
www. ideationcollaborative.com
18923 Kosich Drive, Suite 100 • Saratoga, California 95070
a08.387.9020
1) Key Informant Interviews
a) Select five (5) key community leaders to participate in individual interviews
i) Contact these individuals and explain that your consultant will conduct an approximately
thirty to forty-five minute interview for the library planning process. They were chosen as key
informants because you believe that they can broadly represent the whole of the
community, and that they may have special insight, experience, or strategic perspectives
that will benefit the planning process. I will take detailed notes, but they will not be directly
quoted without their specific approval. A summary of input from all key informants will be
included in the report and help to shape the spatial reorganization plan.
ii) The interview will include the following questions:
(1) Who do you feel you represent within the community?
(2) What are the unique characteristics of Colleyville?
(3) What do you believe are the five most critical issues facing your community today and in
the future?
(4) What do you see happening on the horizon (five, ten, twenty years from now) that will
impact your community considerably?
(5) What do you believe is the value of a library within a community?
(6) Do you use the Library in Colleyville? Why or why not?
iii) After you have invited them to participate and they have agreed, please provide me their
name, title and current /past roles within the community, phone number, and email address
so that I may contact them and schedule the interview -which can be scheduled by phone
between now and my first visit or in person that week.
b) Key Informant Interviews Action Item Summary
i) Select and invite five individuals to participate
ii) Send Sam names and contact information (email preferably) for scheduling purposes
iii) Sam will email an agenda to the interviewee, with questions, at least three days prior
2) Focus Groups
a) We are conducting two focus group meetings -you may want to schedule one on a weekday
and one on a Saturday of the week that I am there...
b) Focus Groups Logistics
i) 1 and Y2 hours in length
ii) You may invite up to 15 individuals to each meeting
iii) We need to meet in a room large enough to sit around a table allowing for everyone to see
each other (for example a "U" or Rectangle table setup)
iv) Refreshments (water coffee and/or soda and something to nibble) would be a very nice
gesture...
c) Focus Group Action Item Summary
i) Schedule dates, times and location(s)
ii) Invite up to 30 people total (2 separate meetings) -confirm phone numbers and email
addresses
iii) Confirm attendance and find replacements if people are not able to attend
iv) Send Sam list of participants, dates, times and locations of meetings
v) Sam will send agendas at least three days prior, and ask that you email them to the
participants
3) Casuallnterviews
a) Please let me know if there are any community, social, other events scheduled in Colleyville the
week that I will be there (our first Core Team meeting) where I can run into community members.
b) Any other recommendations you can provide for local 'hangouts' would be appreciated. I'll go
to the market, as well as the new gym, etc. Of course 'Starbucks'...and the local parks /
community center...anywhere else?
c) If Core Team, Board members, or others, would also like to conduct additional outreach (we
discussed teens...), then I would appreciate their taking detailed notes, or taping the sessions if
possible. The following questions would be interesting conversational topics:
i) Do you use the library? Why or why not?
ii) What do you appreciate about the library?
iii) What would you change if you could?
iv) Describe your ideal visit to the library five years from now...what are you doing, what do you
find, why are you there?
4) Survey
a) I am compiling a draft questionnaire for your review. I will send you a link for you to review the
language.
b) Survey Action Item Summary
i) I need names of individuals at the City and Library who can post links to the survey on the
websites - as well as at any partner organizations who can post the link.
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