HomeMy WebLinkAboutLibrary Board-Agenda Packets-6/9/20087i~xa5
PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
JUNE 9, 2008
7:00 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Approval of April 14, 2008 Minutes
Approval of May 12, 2008 Minutes
III. Librarian's Report
A. Monthly Statistics
B. Donations
C. Programs
IV. North Texas Regional Library System Assembly Meeting Report -April 24, 2008
V. Colleyville Public Library Space Reorganization Plan Development Update
VI. Review and discussion of the City of Colleyville FY 2009 Budget Schedule
VII. Friends of the Colleyville Public Library Report
VIII. Colleyville Public Library Foundation Report
IX. Next Meeting Date
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, June 5, 2008,
at 5:00 p.m.
' ;'tit ce ~ Q, ~ - r•~e~~i -~ ~
Mary E. Rodne
Library Director
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
April 14, 2008
CALL TO ORDER -Chair Pat Jones called the meeting of the Colleyville
Public Library Board to order at 7:10 p.m.
ROLL CALL -Members present: Pat Jones, Karen Birkes, Susan Potter,
Richard Roxburgh, Mary Alice Rippe and Nancy Bowen
Members absent: Steve Isbell
Alternates absent: 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 and Kelly Cooper
II. Approval of March 10, 2008 Minutes - A motion was made by Nancy
Bowen and seconded by Mary Alice Rippe to approve the March 10, 2008
minutes. Motion approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library Usage
Statistics, for review and discussion. In March, patrons had checked out a
total of 15,955 items, 78 Colleyville residents registered for library cards,
library patron visits totaled 7,567, attendance for programs totaled 1,000
and volunteer hours totaled 215 hours. Rodne noted that the total
circulation of library materials this year was 6% 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 $25 in
donations in March. The donations included: $25 from Dennis and Tamara
McCain for the purchase of children's books. Rodne also announced that
the Library had received notification from the Colleyville Woman's Club
informing the Library of their support with a 2007-2008 CWC Circle of Hope
Grant in the amount of $6,000 for the purchase of books on CD. It was
noted that the Library had submitted an application for the CWC grant in
December of 2007, and that the Library would be receiving the Grant
funding at the CWC Grants and Awards Luncheon on Friday, May 16,
2008.
c. Programs
Director Rodne reported that the Youth Services Winter/Spring 2008
programs had ended on April 11, 2008, and that staff continued to work on
the Read! Explore! Go Wild! Summer Reading Program. Rodne also noted
that the Library would be celebrating National Library Week from April 14 -
April 19 and announced that the Library was co-sponsoring a Mad Science
program with the Bransford Elementary School in celebration of National
TV-Turnoff Week on Tuesday, April 15, 2008, in the Library.
Library Director Mary Rodne also reported that she and Adult Services
Librarian Erica Gill had attended the 12th Annual Public Library Association
National Conference in Minneapolis, Minnesota, March 26-29, 2008, and
presented an overview of the conference programs. Rodne reported that
she had attended several excellent sessions that focused on redesigning
libraries for today's services.
IV. NORTH TEXAS REGIONAL LIBRARY SYSTEM REGIONAL MEETING
REPORT -MARCH 31, 2008
Library Director Mary Rodne reported that she attended a North Texas
Regional Library System Region 4 Meeting on March 31, 2008, at the Bedford
Public Library. Rodne presented an overview of the meeting and noted that
the key agenda items included system consulting reports and discussion of
the 2009 Plan of Service for NTRLS.
V. COLLEYVILLE PUBLIC LIBRARY SPACE REORGANIZATION PLAN
DEVELOPMENT UPDATE
Director Rodne reported that the Foundation Board had approved the Library
Space Reorganization proposal submitted by Sam McBain Mulford of Ideation
• Collaborative, at the March 24, 2008, Foundation Meeting and that the
consultant was scheduled to come May 12 -May 17, 2008 to start working on
the project. Rodne distributed a packet from the consultant that detailed the
project activities and timeline. Discussion ensued and after consideration,
consensus of the Board was to have the consultant, Sam McBane Mulford
launch the project with an overview presentation at the next Library Board
Meeting scheduled on May 12, 2008. The Board also agreed that the
presentation would be the only agenda item at that meeting. It was also noted
that all Library staff, Library Foundation Board and Friends of the Library
members would be invited to attend this meeting for the project overview
presentation.
VI. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
President Mary Alice Rippe reported that the Friends of the Library had held a
meeting on Thursday, April 10, 2008, at 7:00 p.m. in the Library. Rippe
elaborated that James Megellas, a local author who wrote the book All the
Way to Berlin: a Paratrooper at War in Europe, had been the featured
speaker and that his presentation had been very well received by the 40 who
attended. Rippe announced that the Friends of the Library would be holding
an Annual Meeting on June 24, 2008, at 7:00 p.m. in the upper level of the
library, and added that an election of officers would be held at the Annual
Meeting. Rippe also confirmed that the Friends were sponsoring a Scholastic
Book Fair during the Summer Reading Program the week of June 22 -June
28, 2008. Rippe noted that Scholastic was also providing costume characters
which will include favorite children's book characters, Geronimo Stilton and
Clifford the Big Red Dog. The characters will be scheduled to make a series
of appearances throughout the week.
VII. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
Ginny Tigue Foundation Liaison to the Library Board announced that the
Foundation Board had approved the Library Space Reorganization proposal
submitted by Sam McBain Mulford of Ideation • Collaborative at the March
24, 2008, Foundation Meeting and that the contract details were being
finalized. Tigue added that the Foundation was also working on their 2008
annual fundraisers, the mailer, the Race to Read Fun Run scheduled on
November 8, 2008 and a Danny Wright Concert.
VIII. NEXT MEETING DATE
Chair Pat Jones noted that the next Library Board meeting was scheduled on
May 12, 2008.
IX. SUGGESTED ITEMS FOR FUTURE MEETINGS
None
X. CITIZEN COMMENTS
None
XI. ADJOURN: A motion was made by Mary Alice Rippe and seconded by Karen
Birkes to adjourn the meeting. Motion approved. The meeting of the
Colleyville Public Library Board was adjourned at 7:55 p.m.
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
May 14, 2008
I. CALL TO ORDER -Chair Pat Jones called the meeting of the Colleyville
Public Library Board to order at 7:00 p.m.
ROLL CALL -Members present: Pat Jones, Karen Birkes, Steve Isbell,
Richard Roxburgh, and Mary Alice Rippe
Members absent: Susan Potter and Nancy Bowen
Alternates present: Jerome Davis and Thad Bolline
Ex-Officio Members present: Ginny Tigue, Nancy Coplen and Ret
Stansberger
Ex-Officio Members absent: Mayor David Kelly, Steve Banta and Dr. Larry
Darlage
Council Liaison present: Tony Licata
Council Members present: Carol Wollin
Staff present: Mary Rodne, Erica Gill, John Schanot, Angela Bailey, Vicki
Palmer, Sarah Dyer, Karyn Marshall, Joanne Caniano, Jennifer Britton,
Amber Green, Ian Barba, Jeanie Monahan-Nishimoto, Vicki Welch and Kay
Bradshaw.
Library Foundation Board Members present: Cecilia Monacelli, Robert Glaser,
John Orrell, Jean Neisius and Terri Gill
Friends of the Library Members present: Vicki Smith
Also present: Sam McBane Mulford and Nancy Eytcheson
II. PRESENTATION AND DISCUSSION OF COLLEYVILLE PUBLIC LIBRARY
SPATIAL REORGANIZATION PROJECT
Chair Pat Jones opened the meeting and introduced Library Director Mary
Rodne to present the project. Rodne highlighted the motivation for developing
a Library Spatial Reorganization Plan and introduced Sam McBane Mulford,
Principal Strategist, of the company Ideation Collaborative, to present an
overview of the project timeline and activities. Mulford opened with an
introduction to Ideation Collaborative and relevant experience highlights.
Next, Mulford provided a detailed explanation of the planning approach and
methodology, and concluded with an overview of project deliverables. Mulford
noted that this meeting was the first in a series of four project meetings being
held during the week. At the conclusion of the presentation, Mulford opened
the floor for questions from the Library Board. Discussion ensued.
III. CITIZEN COMMENTS
There being no more questions from the Board, Chair Pat Jones opened the
meeting to comments from citizens in attendance. Discussion ensued.
There being no more citizen comments, Chair Pat Jones thanked Sam
McBane Mulford for her presentation and called for a motion to adjourn.
IV. ADJOURN: A motion was made by Steve Isbell and seconded by Thad
Bolline to adjourn the meeting. Motion approved. The meeting of the
Colleyville Public Library Board was adjourned at 8:25 p.m.
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~~• You are invited
•• to the
at th e
ice.
~~
Colleyville Public Library
Rsadl Exploret Go Wlldl
Bring your favorite picnic lunch and join us as we get wild about reading,
celebrate five years of the Colleyville Public Library Summer Reading Program,
and kick off our Summer Reading Program 2008!
Monday, J U N E 16, 2008
,~ OPENING CEREMONIES
10:30 a.m. -11:00 a.m.
~s..
"Safari Guide" Mayor David Kelly
officially opens the Prize Room and launches
Summer Reading Program 2008!
OPENING CELEBRATION &
SUMMER READING 5t"ANNIVERSARY PARTY
11:00 a.m. -12:30 p.m.
Musical Guests • Cake & Refreshments • Face Painting
Jungle Balloon Animals • Crafts • Surprises & more!
Come dressed as your favorite jungle animal if you like!
Lions and tigers and monkeys, oh my!
SPECIAL GUESTS:
Geronimo Stilton 8~ Clifford the Big Red Dog!
Hope you can join us!
FY 2005 Budget Calendar
Tuesday, March 11 City Council review of the FY 2009 Budget Schedule
(5:30 p.m.}
Thursday, March 14 Budget kickoff meeting with Department Heads and key staff
{3:30 p.m.)
Thursday, March 28 Personnel Reclassification Requests and New Personnei BAFs
(8:00 a.m.} due to Human Resources
Tuesday, April 1 City Council reviews Proposed FY2009 Budget Schedule
(5:30 p.m.)
Tuesday, April 15 City Council visioning book discussion - "Good to Great"
{5:30 p.m.)
Wednesday, April 30 Base Budgets due to the CMO. Detail sheets and vehicle and
{8:00 a.m.) equipment replacement requests due to Finance Director
Friday, May 2 Budget Team preliminary review of Department submissions
{8:30 a.m.) of the Proposed Base Budget
Saturday, May 3 City Council and Executive Team planning visioning Worksession (9:00
a.m.} at an offsite facility {TBD}
Monday, May 5 Human Resources distributes updated salary and benefits costs
for New Personnel BAFs
Wednesday, May 7 Base Budget Presentations to Budget Commiftee by respective
Friday, May 9 departmental staff
Saturday, May 10 City Council Election
(7:00 a.m. - 7:00 p.m.)
Wednesday, May 14 BAFs and Agency Requests and Goals, Objectives and Serv'sce (8:00 a.m.)
Delivery Measures due to the CMO
Thursday, May 15 Tarrant Appraisal District releases preliminary appraisal
information
Thursday, May 15 Executive Team development of preliminary 2009 Work Plan
(8:30 a.m.)
Friday, May 16 Finance Director completes preliminary revenue estimates
Wednesday, May 21 City Council canvassing of 2008 election
(6:00 p.m.)
Thursday, May 29 City Council 2009 Budget Worksession and Work Initiatives
{6:00 p.m.}
Friday, May 30
{1:30 p.m.)
Monday, June 9 BAF ranking workshop orientation
City Council Worksession Packet
May 29-30, 2008
Page 13
Thursday, June 12
Thursday, June 16
Thursday, June 19
Friday, June 20
Monday, July 7
(5:00 p.m.)
Thursday, July 10
{8:00 a.m.}
Monday, July 21
Friday, July 25
Tuesday, July 29
(5:00 p.m.)
Thursday, July 31
(6:00 p.m.)
Friday, August 1
(Noon}
BAF ranking workshop
Budget Committee's preliminary budget due to City Manager
City Manager and Budget Committee review preliminary budget
Departments receive City Manager decisions
Budget Appeals Due to City Manager by Departments
Departments receive City Manager Budget Appeal decisions
Finance Director receives TAD Certified Tax Roll
Proposed FY 2009 Budget Distributed to City Council
City Counci! Sudget Worksession
Tuesday, August 12 City Council Consideration of a Vote of Intent to Adjust the Tax (8:30 a.m.)
Rate - as needed
Tuesday, August 26 City Council Consider Approval of the FY 2009 CEDC Budget
(6:30 p.m.)
Tuesday, August 26 City Counci! Public Hearing on Tax Rate
(7:00 p.m.)
Tuesday, September 2 First Reading and Public Hearing for the FY 2009 Budget
(7:30 p.m.)
Tuesday, September 16 Second Reading, Public Hearing and Consider Adoption of the
(7:30 p. m . } FY 2009 Budget
City Council Worksession Packet
May 28-30, 2008
Page 14
eation
ollaborative
June 6, 2008
Colleyville Library Spatial Reorganization
Informational Memorandum
To: Colleyville Public Library Board
Mary Rodne, Director, Colleyville Public Library
From: Sam McBane Mulford, Principal Strategist
cc: Cecilia Monacelli, President, Colleyville Public Library Foundation
We had a very productive kick-off to the project, and have made great progress in a relatively short
period of time. The following was accomplished the week of May 12, 2008:
1. The initial orientation meeting held during your May meeting was extremely successful from my
perspective. There was broad acceptance of the process, and I believe all attendees came to a
shared understanding of what we are trying to achieve as well as how we will get there.
2. The Community Survey went live, and as of today we have 531 responses. Our goal is to reach 1500
responses. As Board members, I encourage you to continue your advocacy and outreach to the
community.
a. The age breakdown of respondents is illustrated, below. As you can see, we would like to
have more participation from the tweens, teens and adults younger than 35, as well as those
over 60. Please help us reach out to these people in your community and ask them to
participate. They can access the survey from the homepage at either the Library's or City's
website.
Colleyville Public Library Survey
What is Your Age Group?
•~
5 to 9
- ..
~ ~~°
10 to 14
15 to 19 ° x'~,
20 to 24 ~;.u~~-~
25 to 34 ~°>~
35 to 44 '"
45 to 54 ~ y "
55 to 59 a s;~" Y'
60 to 64 ~,;F
.
Over 65 5:~°k
I would like to see as many responses as possible by the end of June, as the analysis of those will
inform our next step in the week of July 7. However, we will leave the survey open until the end
of July.
We held two focus group meetings, with avid library users, non-users, parents, leisure readers,
volunteers, homeschoolers, newcomers to the community, long-time residents, baby boomers /
empty nesters, library 'activists', and historians. We discussed their use of the library, what they
www. ideationcoliaborative.com
~`
18923 Kosich Drive, Sui[e 100 • Saratoga, California 95070
408.387.9020
Colleyville Library Spatial Reorganization
Informational Memorandum, June 6, 2008
Page 2 of 2
would like to see in the library, and asked them to tell stories of their ideal visit to the library in
Colleyville 10 years from now.
4. I conducted key informant interviews with 5 individuals, and am scheduling 7 additional interviews
between now and the week of July 7, when I will return to Colleyville. These interviews are focused
more on understanding the community -its context, characteristics, and issues.
5. I have gathered a significant amount of data about the community. This includes demographics,
but also public school performance, economic indicators, lifestyle characteristics, etc. This will all
inform our understanding of current and future library service and facility needs.
6. I have also gathered reams of information about the library -statistics that illustrate its usage as well
as descriptions of programs, collections and services. This allows me to understand both the
historical and current service model and usage of the library by the community. Coupled with the
perspectives and opinions, as well as the community information, we can begin to look forward and
anticipate (or model) the library service needs of the community.
7. Lastly, we conducted our Core Team Formulation meeting. We have a solid and broad
representation of community leadership and library perspective on the Core Team, and I am
confident that we have the right people to guide the process. After a 'call to arms' to generate
awareness and interest in the survey, our responses went from 75 to over 400. I would like to see that
happen (twice!) again.
Looking forward to the week of July 7, we are currently preparing for the following activities:
1. `Envisioning the Experience' - a six (6) hour interactive Stakeholder and Staff Workshop
focused on discussing the input from the community and exploring service model
innovations, and identifying the future experiences to be had in the library. This will inform
the space program development. The space program identifies the spaces, activities and
necessary furniture and equipment within them to deliver services in the future. We continue
to look for participants.
a. If any Board members who are not a part of the Core Team would like to participate,
that would be nice. This type of forum can accommodate 40 to 50 individuals, and I
have approximately 20 identified to date (including staff).
b. If you know of individuals within the community that are extroverts, creative, and
visionary, you should ask them if they would like to be involved. Please let Mary know
if/when you have recruited anyone.
2. Developing Draft Spatial Concepts -from the workshop, I will create a spatial concept for
the library, which will bring together all the feedback from outreach, as well as my analyses
and what is created in the workshop, above.
3. Core Team Meeting - I will work with the Core team review the draft spatial concepts, and
to develop their direction for the development of the space program. We will also explore
the opportunities and constraints for adaptive reuse (reconfiguration and expansion) of your
library space.
The next Core Team meeting is scheduled for Monday, July 14, 2008. I realize this presents a conflict,
and hope that you can work with Mary to resolve this.
I appreciate your support of this process, and welcome any feedback or recommendations you might
like to share. If you have any specific questions, please feel free to contact me directly at either
sam@strategicimp.com or 408.387.9020.
~~-