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HomeMy WebLinkAboutLibrary Board-Agenda Packets-08/14/2017City of Colleyville                                                                                    Page 1 City of Colleyville Colleyville Library Board Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Monday, August 14, 2017 6:00 p.m. Colleyville Public Library 110 Main Street  1.CALL TO ORDER 2. APPROVAL OF MINUTES  June 12, 2017 3.REGULAR AGENDA ITEMS    3a Library Board appointments update    3b City of Colleyville Fiscal Year 2018 (FY 2018) budget update     3c Approval of the use of the Voluntary Library Fund for purchase of  library materials, materials processing supplies, and library  programs.    3d Update on the Colleyville Public Library Long­Range Plan 4.REPORTS    4a Librarian's Report    4b Friends of the Colleyville Public Library Report    4c Colleyville Public Library Foundation Report 5.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON  THE AGENDA 6.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards August 11,  2017 by 5:00 p.m. Kristi Isbell, Administrative Assistant A quorum of the Colleyville City Council and/or any other Colleyville Board,  Commission, or Committee may be in attendance at this meeting.  Any matter on  this agenda may, at the discretion of the governing body, be opened for public  comment and discussion. Colleyville Library Board Agenda August 14, 2017 City of Colleyville                                                                                   Page 2 If you plan to attend this public meeting and have a disability that requires special  accommodations, please advise the Library Assistant at least 48 hours in advance  at 817.503.1150, and reasonable accommodations will be made to assist you.  City of Colleyville Page 1 City of Colleyville Colleyville Library Board MINUTES City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, June 12, 2017 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER Chair Kay Newton called the meeting of the Colleyville Public Library to order at 6:03 p.m. ROLL CALL Present Board members: Chairperson Kay Newton, Linda Barton, Seanna Billinger, Merry Graves, Joan Roberts; City Staff: Mary Rodne, Library Director, Kristi Isbell, Administrative Assistant, Pat Jones, Colleyville Library Foundation President Absent Board members: Nancy Andrews, Shanthi Kannan 2. APPROVAL OF MINUTES April 10, 2017 A motion was made by Seanna Billinger and seconded by Linda Barton to approve the April 10, 2017 minutes. The motion was approved unanimously. 3. REGULAR AGENDA ITEMS 3a Overview of the 2017 Summer Reading Program Director Mary Rodne provided details on the first week of the Summer Reading Program and stated that attendance was high at the Kick -Off Party, opening day, Dallas Zoo program, and the first Movie Day. Rodne stated that 883 children had registered in the reading program, 259 had registered in the various classes with 91 on a waitlist. 3b Update on the Colleyville Public Library Long-Rang Plan Rodne explained the evaluation of the space needed for additional seating against the possible loss of shelving space. Rodne stated that staff was evaluating the collection to identify potential items to weed from the collection (items that are damaged, worn, outdated, or surplus). Rodne further added that Aaron Babcock, of Hidell Associates Architects, had completed a preliminary cost estimate report, of $459,470, that included new furniture and carpet, as well as some additional electrical features on the Colleyville Library Board Minutes June 12, 2017 City of Colleyville Page 2 2nd floor. Rodne stated that this report has been forwarded for review by the City’s budget team responsible for CEDC funds. 3c Discussion of Items for Future Agendas The next regularly scheduled meeting was tentatively set for Monday, August 14, 2017. 4. REPORTS 4a Librarian's Report A. Monthly Statistics: Director Rodne provided an overview of the statistics for the months of April and May 2017. B. Donations: Rodne stated that the Library had received a total of $6,220.75 in April and May, 2017. In May, the Library received $20.00 as a general donation from Phyllis Scordo-Duran; $50.75 from Allena Deuson for the purchase of My Father and Atticus Finch as an e- book; $50.00 from Books N Brunch club for refreshments; $1,000.00 from patron Ann Madux for the purchase of e-audiobooks; $5,000.00 from the Colleyville Woman’s Club for the purchase of e-books; and $100.00 from the Colleyville Garden Club in memory of Jane Deupree and Marilyn Good. C. Library Programs: Rodne explained that some fall program planning had begun, but further plans would be made after new Youth Services Librarian, Kendra Meeks, joined the staff on June 19, 2017. 4b Friends of the Colleyville Public Library Report President Joan Roberts reported that the Friends of the Colleyville Public Library raised a record amount of $2,941.00 at the Used Book Sale in May. Roberts stated that the Friends annual meeting featured a presentation from a college student serving in the Peace Corps in the Fiji Islands. Roberts added that the Friends has donated $500.00, to the Library, for Summer Reading Program grand prizes. 4c Colleyville Public Library Foundation Report President Pat Jones reported that the Colleyville Public Library Foundation had recently presented a $10,000.00 donation from the Glaser Family Foundation in support of the 2017 Summer Reading Program to the Library during a recent City Council meeting. Colleyville Library Board Minutes June 12, 2017 City of Colleyville Page 3 5.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. 6.ADJOURNMENT A motion was made by Joan Roberts and seconded by Molly Skinner to adjourn the meeting of the Colleyville Library Board at 6:37 p.m. The motion was approved unanimously. APPROVED BY A VOTE OF __ AYES, __ NAYS, AND __ ABSTENTIONS ON THIS THE ________ DAY OF _______________ _____. Minutes taken and prepared by: Kristi Isbell Administrative Assistant City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 08/14/2017 Number Type Regular Agenda Items Department Library Title Library Board appointments update Explanation Those who serve on citizen Boards, Commissions, or Committees have a direct impact on City policies and procedures, and provide a real service to the Colleyville community. The Colleyville City Council will be accepting applications for the Colleyville Library Board through August 25, 2017 at 5:00 p.m. Attachments 1.Library Board 2016-2017 Updated 2/6/2017 LIBRARY BOARD 2016-2017 PLACE 1 Kay Newton, Chair 6002 Meadowhill Drive Colleyville, TX 76034 H: (817) 421-0139 gksafig@aol.com TERM: Sep 2015 - Sep 2017 PLACE 2 Linda Barton 6500 Talbot Trail Colleyville, TX 76034 H: (925) 548-1435 linda.barton@me.com TERM: Sep 2016 - Sep 2018 PLACE 3 Nancy Andrews 508 Colleyville Terrace Colleyville, TX 76034 W: (817) 917-1940 H: (817) 281-5559 nancya@sbcglobal.net TERM: Sep 2015 – Sep 2017 PLACE 4 Molly Skinner, Vice-Chair 309 Chestnut Bend Colleyville, TX 76034 W: (214) 536-7219 H: (817) 485-7354 mollyskinn@aol.com TERM: Sep 2016 - Sep 2018 PLACE 5 Billie Tuttle 202 Madison Square Colleyville, TX 76034 W: (817) 991-1170 H: (817) 581-4188 tuttlebob@sbcglobal.net TERM: Sep 2015 - Sep 2017 PLACE 6 Merry Graves 6007 Montford Drive Colleyville, TX 76034 H: (817) 637-3077 jmgraves@verizon.net TERM: Sep 2016 - Sep 2018 PLACE 7 Seanna Billinger 1616 Devon Drive Colleyville, TX 76034 H: (361) 728-6309 seannabillinger@yahoo.com TERM: Sep 2016 - Sep 2018 ALTERNATE 1 Joan Roberts 5105 Overhill Drive Colleyville, TX 76034 H: (817) 571-5721 Joan-r@att.net TERM: Sep 2015 - Sep 2017 ALTERNATE 2 Shanthi Kannan 4401 Eaton Circle Colleyville, TX 76034 W: (817) 919-8167 H: (817) 868-6810 Shanthi4401@gmail.com TERM: Sep 2015 - Sep 2017 EX-OFFICIO Pat Jones 102 Van Buren Court Colleyville, TX 76034 H: (817) 281-6807 patjones102@gmail.com TERM: Jan 2017 - Sep 2018 EX-OFFICIO Joan Roberts 5105 Overhill Drive Colleyville, TX 76034 H: (817) 571-5721 Joan-r@att.net TERM: Sep 2017 - Sep 2018 City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 08/14/2017 Number Type Regular Agenda Items Department Library Title City of Colleyville Fiscal Year 2018 (FY 2018) budget update Explanation Library and Recreation Director Mary Rodne will present an update on the proposed Colleyville Library Fiscal Year 2018 budget. City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3c Agenda Date 08/14/2017 Number Type Regular Agenda Items Department Library Title Approval of the use of the Voluntary Library Fund for purchase of library materials, materials processing supplies, and library programs. Explanation Resolution R-03-2237 provides for the Voluntary Library Fund to be used for the purpose of the development and improvement of library programs and services and for approved library programs and capital items, including collection development (books and other materials). In October 2006, City Council approved Resolution R-06-2768, which increased the monthly Voluntary Library Fund contribution amount from $1.00 to $2.00 per month. As of July 31, 2017, the projected available Voluntary Library Fund balance is $376,711. It is projected that the actual fund balance will be higher as FY 2017 total expenditures are not anticipated to be $72,337. It has been determined that funds are available in the Voluntary Library Fund. This item provides for the Colleyville Public Library Board to make a recommendation to the City Council for use of the Voluntary Library Fund, for the purchase of library collection materials, collection processing supplies and library programs in an amount not to exceed $155,000.00. Attachments 1.Resolution R-03-2237 2.Resolution R-06-2768 3.Voluntary Library Fund - July 31, 2017 Report FINANCIAL STATUS OF VOLUNTARY LIBRARY FUND AT 7-31-2017 FUND BALANCE AT 9-30-2016:$413,453 FY 2017 REVENUE Donations:PROJECTED ACTUAL October $13,136 $13,136 November $13,302 $13,302 December $14,119 $14,119 January $13,620 $13,620 February $13,236 $13,236 March $14,334 $14,334 April $12,566 $12,566 May $14,082 $14,082 June $14,281 $14,281 July $14,244 $14,244 August $14,254 $0 September $14,264 $0 Total Donations $165,437 $136,919 Interest income Received $1,764 $1,764 TOTAL $167,201 $138,683 FY 2017 EXPENDITURES RECOMMENDED APPROVED EXPENDED (BOARD)(COUNCIL)YEAR-TO-DATE BOOKS AND PROCESSING MATERIALS FY 2016 BALANCE OF AUTHORIZATION $48,943 $48,943 $48,943 FY 2017 AUTHORIZATION (R-16-4044, 10/18/15)$155,000 $155,000 $82,663 TOTAL $203,943 $203,943 $131,606 AVAILABLE FUND BALANCE AT 7-31-2017 (COUNCIL APPROVED) $348,193 PROJECTED AVAILABLE FUND BALANCE AT 9-30-2017 (COUNCIL APPROVED)$376,711 City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3d Agenda Date 08/14/2017 Number Type Regular Agenda Items Department Library Title Update on the Colleyville Public Library Long-Range Plan Explanation Library Director Mary Rodne will provide an update on the Colleyville Public Library Long-Range Plan 2016-2021. City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4a Agenda Date 08/14/2017 Number Type Regular Agenda Items Department Library Title Librarian's Report Explanation The reports provided are to update the Board members on the statistics for the months of June 2017 and July 2017. A. Monthly Statistics B. Donations C. Library Programs Attachments 1.Library Statistics June - July 2017 2.Summer Reading Program 2017 - Spotlight June 2017 June 2016 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 14,941 14,513 3%69,250 83,586 -17% 91 85 7%742 836 -11% 55,237 54,579 1%281,038 284,122 -1% 382.00 433.00 -12%2,529.00 2,901.00 -13% 807.00 812.00 -1%1,611.13 1,390.70 16% 85 82 4%478 469 2% 4,633 4,432 5%16,717 15,602 7% Users Users Users 446 98 355%626 206 204% 259 340 -24%2,099 2,300 -9% 193 203 -5%705 736 -4% 33,250 31,372 6%161,324 162,085 0% Cloud Library 2,510 1,056 138%10,305 2,407 328% Zinio 377 523 -28%3,433 4,127 -17% 83 108 -23%768 590 30% 248 449 -45%81,759 79,312 3% $2,968.80 $3,651.41 -19%$15,915.88 $18,929.81 -16% COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/JUNE 2017 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE COMPUTER USE Children Adult CARD REGISTRATIONS CIRCULATION TOTAL CIRCULATION COLLECTION OneClickdigital LIBRARY RECEIPTS July 2017 July 2016 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 11,237 12,235 -8%80,487 95,938 -16% 123 93 32%865 929 -7% 46,391 46,530 0%327,429 330,652 -1% 290.00 335.00 -13%2,820.00 3,236.00 -13% 741.00 788.00 -6%2,351.63 2,169.15 8% 66 62 6%544 531 2% 2,846 3,375 -16%19,563 18,977 3% Users Users 344 90 282%970 296 228% 222 292 -24%2,321 2,592 -10% 102 125 -18%807 861 -6% 27,138 25,512 6%188,462 187,597 0% Cloud Library 3,060 1,019 200%13,365 3,426 290% Zinio 408 365 12%3,841 4,492 -14% 86 121 -29%854 711 20% 311 396 -21%82,070 79,708 3% $2,118.46 $2,825.64 -25%$18,034.34 $21,755.45 -17% Adult CARD REGISTRATIONS LIBRARY RECEIPTS CIRCULATION TOTAL CIRCULATION COLLECTION OneClickdigital COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/JULY 2017 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE COMPUTER USE Children 77,763 Items Circulated 1,355 Enrolled in Reading Program 186 Programs PresentedJune—July 2017 Toddler Tales◊Preschool Palooza◊Tiny Treasures◊ Especially for 3’s◊Shark It Up◊Exploratorium◊ Deep Dive Discovery◊Shake, Rattle, & Read◊ Live Creatively◊Rocket Readers◊Chess Club◊ Lego Mania◊Family Movie Days◊Performers◊Bounce Time◊Books N Brunch◊Late Edition◊Keeping It Real Non -Fiction Book Club◊Reel Talk◊Get Crafty◊Spa-Tacular Colleyville Public Library Summer Reading Program Spotlight May—July 2017 1,127 children ◊ 92 teens ◊ 136 adults Children from 123 area schools continued reading this summer! Since 2004, our Reading Program has enrolled more than 17,500! In 14 years, over 107,000 area children, teens, and adults have experienced “community” through over 1400 Summer Reading events in Colleyville. Attended by: 9,306 children 307 teens/adults 9,613 TOTAL and the following supporters: Artisan Center Theater Barnes & Noble Booksellers Black Walnut Café, Colleyville Buttermilk Sky Pie, Colleyville Costa Vida, Colleyville Dallas Zoo Dunkin Donuts / Baskin Robbins Fort Worth Museum of Science & History Friends of the Colleyville Public Library Jersey Mike’s Subs La Hacienda Ranch Lego Land / Sea Life The Londoner Restaurant, Colleyville Loveria Cafe Market Street, Colleyville McAlister’s Deli, Colleyville McDonald’s, Colleyville Menchie’s Frozen Yogurt, Colleyville Palio’s Pizza Pinnacle Bank Sonic, Colleyville Studio Movie Grill, Colleyville Snuffer’s Restaurant Sweet & Sassy Teddy’s Bigger Burgers, Colleyville Whataburger Zoe’s Kitchen, Colleyville to the The Robert J. and Helen H. Glaser Family Foundation and NRH20 Family Water Park “Colleyville Library is doing great! Thank you, we appreciate your hard work. My kid loves to visit library because of the great programs you have.” “We love the library!” “We love Colleyville Library & the Staff! Thanks!” “Thank you all for all you do program wise and in connecting with our children!” “Love everything about this library” “Thank you for a fantastic summer program!” “[We] thoroughly enjoyed their story times! Thank you for all your time, efforts, and creativity!” “The programs are very good. My grandson really enjoys them. All the workers were very nice.” “Thank you. You made summer a fun time!” “Colleyville Library is wonderful” “The Summer finale is amazing!” “I so much appreciate the enrichment this program provides for my daycare babies!!!” “Thank you for a delightful, fun-filled summer!” City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4b Agenda Date 08/14/2017 Number Type Report Department Library Title Friends of the Colleyville Public Library Report Explanation A representative from the Friends of the Colleyville Public Library will provide an update and report to the Colleyville Library Board members. City of Colleyville Page 1 City of Colleyville Colleyville Library Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4c Agenda Date 08/14/2017 Number Type Report Department Library Title Colleyville Public Library Foundation Report Explanation A representative from the Colleyville Public Library will provide an update and report to the Colleyville Library Board members.