HomeMy WebLinkAboutLibrary Board-Agenda Packets-10/13/2008tail ' q~
-r~~~~~>
PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
OCTOBER 13, 2008
6:30 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Discussion and Approval of Colleyville Public Library Spatial Reorganization Project Plan
Sam McBane Mulford
Principal Strategist
Ideation Collaborative
III. Election of the Colleyville Public Library Chair
IV. Election of the Colleyville Public Library Vice Chair
V. Approval of August 9, 2008 Worksession Minutes
Approval of August 11, 2008 Worksession Minutes
Approval of August 11, 1008 Minutes
VI. Librarian's Report
A. Monthly Statistics
B. Donations
C. Programs
VII. Colleyville Public Library FY 2009 Budget Update
VIII. Approval of the use of the Voluntary Library Fund for the purchase of library materials, materials
processing supplies and library programs
IX. Friends of the Colleyville Public Library Report
X. Colleyville Public Library Foundation Report
XI. Next Meeting Date
XII. Suggested Items for Future Meetings
XIII. Citizen Comments"
XIV. 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, October 09, 2008, at 5:00
p.m.
Mary E. Rodne
Library Director
MEMORANDUM
TO: Library Board
FROM: Mary E. Rodne, Library Director
DATE: October 13, 2008
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 September 16, 2008. The Library Board did not meet in
September; therefore, the October 13, 2008 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
c~~.i.rn~na_r
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. 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
Jones, Pat D. Isbell, Steve 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 Libranr 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
shat! 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 Counci! for the length of the
unexpired term.
Sec. 3. Board Meetings 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:
Ordinance 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 Councit 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 5 ~ day of
2001.
The second reading and public hearing being conducted on the / 9 ~ day of
2001.
ATTEST:
~t
Cynthia Singleton, TRMC
City Secretary
APPROVED AS TO FORM AND LEGALITY:
Ross Foster
City Attorney
CITY OF COLLEYVILLE:
Do na Arp
Mayor
COLLEYVILLE PUBLIC LIBRARY
BOARD WORKSESSION MINUTES
August 9, 2008
CALL TO ORDER -The meeting of the Colleyville Public Library Board
Worksession was called to order at 10:00 a.m.
ROLL CALL -Members present: Pat Jones. No quorum present.
II. SPACE PROGRAM REVIEW AND PLAN SCENARIOS WORKSESSION
Sam McBane Mulford, Principal Strategist, of the company Ideation •
Collaborative, presented an overview of the Colleyville Public Library Spatial
Reorganization project, and highlighted information gathered to date. Mulford
then presented a space program review which included organization and
elements of a space program; space allocation and functionality; and
preferred spatial relationships. Next, Mulford facilitated group plan scenarios
which included a paper dolls activity. Mulford concluded the Worksession
with a summary of participant plan scenarios and a timeline for the completion
of the project.
III. ADJOURN: The meeting of the Colleyville Public Library Board Worksession
was adjourned at 2:00 p.m.
COLLEYVILLE PUBLIC LIBRARY
BOARD WORKSESSION MINUTES
August 11, 2008
CALL TO ORDER -The meeting of the Colleyville Public Library Board
Worksession was called to order at 6:00 p.m.
ROLL CALL -Members present: Pat Jones, Mary Alice Rippe, Nancy Bowen,
and Jerome Davis. Quorum present.
II. SPACE PROGRAM REVIEW AND PLAN SCENARIOS OVERVIEW
Sam McBane Mulford, Principal Strategist, of the company Ideation •
Collaborative, presented an overview of the Colleyville Public Library Spatial
Reorganization project, and highlighted information gathered to date. Mulford
then presented a space program review which included organization and
elements of a space program; space allocation and functionality; and
preferred spatial relationships. Next, Mulford gave an overview of the Plan
Scenarios Workshop held on August 9, 2008, and introduced plan scenario
options for consideration. Mulford concluded the Worksession with a timeline
for the completion of the project.
III. ADJOURN: The meeting of the Colleyville Public Library Board Worksession
was adjourned at 7:25 p.m.
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
August 11, 2008
CALL TO ORDER -Chair Pat Jones called the meeting of the Colleyville
Public Library Board to order at 7:35 p.m.
ROLL CALL - Members present: Pat Jones, Karen Birkes, Richard
Roxburgh, Mary Alice Rippe and Nancy Bowen
Members absent: Steve Isbell and Susan Potter
Alternates present: Jerome Davis and Thad Bolline
Ex-Officio Members Present: Kay Newton
Ex-Officio Members absent: Mayor David Kelly, Steve Banta, Ginny Tigue,
Ret Stansberger, Nancy Coplen and Dr. Larry Darlage.
Staff present: Mary Rodne
Also Present: Sam McBain Mulford
II. Approval of June 9, 2008 Minutes and July 9, 2008 Worksession Minutes
- A motion was made by Karen Birkes and seconded by Richard Roxburgh to
approve the June 9, 2008 minutes and the July 9, 2008 worksession 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 June and July, patrons had
checked out a total of 57,437 items, 416 Colleyville residents registered for
library cards, library patron visits totaled 31,368, attendance for programs
totaled 7,498 and volunteer hours totaled 2,010 hours. Rodne noted that
the total circulation of library materials this year was 7% higher than the
total circulation of library materials last year at this time. Rodne added that
July's circulation of 30,022 had been the highest monthly circulation, to
date.
b. Donations
Director Rodne reported on the donations the Library received in June and
July. In June, donations included: $159.79 from Nancy and Dennis
Eytcheson for the Library's Adopt-A-Magazine program; and $50 from Ann
Maddux for the purchase of a CD book. In July, the Library received $400
from Andrew Wayne for summer reading program refreshments; $18.94
from Mary Alice Rippe, 2007-2008 President of the Friends, for the
purchase of a book in honor of the Friends 2007-2008 Executive Board;
and $300 from Ann Maddux for the purchase of CD books.
c. Programs
Director Rodne reported that the Summer Reading Program, Read!
Explore! Go Wild! had ended on August 2 and that the Summer Reading
Program Finale was held on August 7. Around 750 had attended the finale
program, which featured games, crafts, inflatable rides, etc. Rodne
distributed a flyer which gave a summary of the summer reading program
statistics and reported on the overall success of the program. A total of
1,347, 1,211 children, 87 adults, and 49 teens, had participated in the
Summer Reading Program. Around 8,392 had attended 72 library
sponsored programs. Rodne noted that the Chess Club had been a very
popular program again this summer and that a Northeast Tarrant Libraries
Chess Club Tournament had been held at the North Richland Hills Public
Library on August 9. Rodne also noted that all Summer Reading Program
statistics had reached record-breaking numbers. The Board reviewed the
statistics and discussed the outstanding community response to the
program.
Rodne also updated the Board on the Library's very successful summer
volunteer program. Rodne added that volunteer hours in June and July
totaled 2,010 hours and that all the community volunteers had contributed
to the overall success of the Summer Reading Program.
IV. COLLEYVILLE PUBLIC LIBRARY SPACE REORGANIZATION PLAN
DEVELOPMENT UPDATE
Chair Pat Jones introduced Sam McBain Mulford, Principal Strategist, of
Ideation Collaborative to present an update on the Library Space
Reorganization project activities. Mc Bain Mulford highlighted the steps that
had been taken to ensure the creation of a full picture of the community's
current and future service needs within this report. Mulford noted that these
included: outreach to the community to assess their needs, expectations and
perception of the Library and its role in the community -now and in the future;
assessment of current collections, programs and services; analysis of current
and projected demographic data to align services, collections and programs
to the service population; analysis of the community's characteristics to
include current and future elements of the community to be served by the
Library; observation of service limitations of the existing facility; and
preliminary analysis of space needs to understand current space utilization
and accommodate anticipated future services, collections and programs.
Next, Mulford presented an overview of the Library Space Planning
Workshop held on August 9, 2008, and concluded with a timeline for the
completion of the project.
V. LIBRARY BOARD APPOINTMENTS UPDATE
Library Director Mary Rodne reported that the City Council would be
considering appointments to the Library Board at the September 16, 2008,
City Council meeting. It was noted that there were four (4) positions on the
Library Board, whose terms were expiring in September of 2008.
VI. COLLEYVILLE PUBLIC LIBRARY FY 2009 BUDGET UPDATE
Library Director Mary Rodne presented an update on the proposed Colleyville
Public Library FY2009 budget, and noted that the City Council would be
adopting the FY2009 budget at the September 2 and September 16, 2008,
City Council meetings.
VII. DISCUSSION AND CONSIDERATION OF LIBRARY FEE STURCTURE
Director Rodne reported that the City Council would be adopting all fees
pertaining to the Library for the FY2009 budget at the September 2 and
September 16, 2008, City Council meetings, and presented the Colleyville
Public Library fee structure for review and discussion. Discussion ensued.
Jerome Davis made a motion to approve the recommendation that no
changes be made to the current schedules for the FY2009 budget. Mary Alice
Rippe seconded the motion. Motion approved unanimously.
VIII. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
President Kay Newton distributed a report which highlighted the activities of
the Friends of the Library. Newton reported that the Friends of the Library
had held an Annual Meeting on June 24, 2008, and that new Executive Board
officers for 2008-2009 had been elected. Newton also noted that the Friends
had assisted with the Summer Reading Program, and had sponsored a very
successful Scholastic Book Fair, which allowed Library staff to select over
$1,200 in merchandise. It was announced that Library Board member,
Jerome Davis, a local author who wrote the book Midian, Marshall & Me,
would be speaking at the next Friends General Meeting scheduled to be held
on September 23, 2008 at 7:00 in the Library. Newton added that the Friends
of the Library would be holding their annual used book sale in the Library on
Saturday, October 11, 2008 from 10:00 a.m. - 3:00 p.m., and that a private
sale for members of the Friends was going to be held on Friday, October 10,
2008. Newton concluded her report with an announcement that the Friends
had purchased a Sony digital camcorder with a tripod, carrying case, extra
battery and memory card for the Library.
IX. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
Chair Pat Jones reported that the Foundation Board was funding the Library
Space Reorganization project, which was being facilitated by Sam McBain
Mulford of Ideation • Collaborative. Jones added that the Foundation Board
was also working on their 2008 annual fundraisers, the mailer, the Race to
Read Fun Run scheduled on November 8, 2008, and possibly a Danny
Wright Concert in December.
X. NEXT MEETING DATE
Chair Pat Jones noted that the next Library Board meeting was scheduled on
September 22, 2008.
XI. SUGGESTED ITEMS FOR FUTURE MEETINGS
None
XII. CITIZEN COMMENTS
None
XIII. ADJOURN: A motion was made by Richard Roxburgh and seconded by
Mary Alice Rippe to adjourn the meeting. Motion approved. The meeting of
the Colleyville Public Library Board was adjourned at 9:10 p.m.
MEMORANDUM
To: Colleyville Public Library Board
From: Mary Rodne, Library Director
Date: October 13, 2008
Subject: Colleyville Public Library Voluntary Library Fund
In preparing the Fiscal Year 2009 (FY2009) Colleyville Public Library budget,
there were discussions with the Library Board supporting the use of the Voluntary
Library Fund monies for the purchase of collection materials, collection
processing supplies and library programs. 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 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. It was projected the increase would generate $55,000.00 per year, which
would be used as a funding source for library material collections, collection
processing supplies and library programs. As of September 30, 2008, the
Voluntary Library Fund balance is $261,901.00. 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 $130,000.00
Attachments
Resolution R-03-2237
Resolution R-06-2768
FY2008 Voluntary Library Fund Report
RESOLUTION R-03-2237
A RESOLUTION ESTABLISHING THE ALLOWED USES OF THE
VOLUNTARY LIBRARY FUND
WHEREAS, the mission of the Colleyville Public Library is to provide cultural,
educational, intellectual and recreational resources in an inviting
environment to enhance the quality of life for all ages; and
WHEREAS, the City of Colleyville can anticipate continued growth in the demand far
library programs and services; and
WHEREAS, it is the opinion of the City Council that the best interest of the citizens of
Colleyville will be served by providing for a voluntary library fund; and
WHEREAS, the City Council has established the Colleyville Public Library Board and
this Board shall serve as a recommending body to the City Council for
the use of the Voluntary Library Fund.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
Sec. 1. THAT a voluntary library fund has been established for the purpose of
the development and improvement of library programs and services; and
said fund can be used for approved library programs and capital items,
including colEection development (books and materials) and other items
as desired by the City Council; however, said fund will not be used to
provide for ongoing library maintenance and operations.
Sec. 2. THAT the voluntary library fund is funded through a voluntary donation of
one ($1) per month from the citizens of Colleyville.
Sec. 3. THAT this fee is listed with the Library Donation Fund as a separate
entry on the Colleyville residents' water bills and is in all ways strictly
voluntary.
AND SO IT IS RESOLVED.
PASSED BY A VOTE OF ~ AYES, NAYS AND ~_ABSTENTIONS ON THIS
THE DAY OFD 2003.
Resolution R-03-2237
Page 2 of 2
ATTEST:
Cynthia Singleton, TRMC
City Secretary
C COLLEY L
Joe ocu
Mayor
RESOLUTION R-06-2768
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEYVILLE,
TEXAS, INCREASING THE VOLUNTARY LIBRARY FUND CONTRIBUTION
AMOUNT
WHEREAS, the City Council previously created the Voluntary Library Fund; and
WHEREAS, in order to enhance the services at the Colleyville Public Library,
the Colleyville Library Board has asked to increase the monthly
Voluntary Library Fund contribution amount.
NOW, THEREFORE, BE !T RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
Sec. 1. THAT the voluntary donation amount to the Voluntary Library Fund
is increased to two {$2) per month from the citizens of Colleyville.
Sec. 2. THAT this Resolution shall take effect November 1, 2006.
AND IT IS SO RESOLVED.
PASSED BY/ IAA VQTE OF ~~YES, ~_ NAYS AND D ABSTENTIONS ON
THIS THE / ~ DAY OF 200fi.
ATTEST:
Cynthia Singleton, TRMC
City Secretary
CITY OF COLLEYVlLLE
David Kelly
Mayor
FINANCIAL STATUS OF VOLUNTARY LIBRARY FUND AT 9-30-2008
FUND BALANCE AT 9-30-2007: $385,370
FY 2008 REVENUE
Donations: PROJECTED ACTUAL
October $12,964 $12,964
November $11,600 $11,600
December $12,276 $12,276
January $11,915 $11,915
February $11,799 $11,799
March $12,581 $12,581
April $11,999 $11,999
May $11,366 $11,366
June $11,868 $11,868
July $12,382 $12,382
August $12,049 $12,049
September $12,215 $12,215
Total Donations $145,014 $145,014
Interest income Received $12,469 $12,469
TOTAL $157,483 $157,483
FY 2008 EXPENDITURES
RECOMMENDED APPROVED EXPENDED
(BOARD) (COUNCIL)
------- ------- -------
------- ------- -------
BOOKS AND PROCESSING MATERIALS
FY 07 BALANCE OF AUTHORIZATION $154,952 $154,952 $148,990
FY 08 AUTHORIZATION $126,000 $126,000 $0
TOTAL $280,952 $280,952 $148,990
UNENCUMBERED FUND BALANCE AT 9-30-2008 (COUNCIL APPROVED) $261,902
PROJECTED FUND BALANCE AT 9-30-2008 $261,901