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HomeMy WebLinkAboutLibrary Board-Minutes-08/14/2017 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, August 14, 2017 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER Chair Kay Newton called the meeting of the Colleyville Library Board to order at 6:12 p.m. ROLL CALL Present Board members: Chairperson Kay Newton, Molly Skinner, Billie Tuttle, Seanna Billinger, Joan Roberts; City Staff: Library Director Mary Rodne, Pat Jones, Colleyville Library Foundation President Absent Board members: Nancy Andrews, Linda Barton, Merry Graves, Alternate Shanthi Kannan 2. APPROVAL OF MINUTES June 12, 2017 A motion was made by Molly Skinner and seconded by Seanna Billinger to approve the June 12, 2017 minutes. The motion was approved unanimously. 3. REGULAR AGENDA ITEMS 3a Library Board appointments update Director Mary Rodne stated that Library Board applications had been received in the City Secretary’s Office and these applications were tentatively scheduled to be reviewed at the October 10, 2017 City Council meeting. Rodne stated that the date of the next Library Board meeting would be contingent upon the approval timeframe of new board members. 3b City of Colleyville Fiscal Year 2018 (FY 2018) budget update Rodne reported that the portion of the Library’s budget that is funded by the City’s General Fund would remain similar to FY 2017 and that most of the Library’s programs and materials were supported by the Voluntary Library Fund. Rodne added that funding Colleyville Library Board Minutes August 14, 2017 City of Colleyville Page 2 for the Library Spatial Reconfiguration Project was approved at $459,470 and would be paid out of the CEDC (Colleyville Economic Development Corporation) Fund. Rodne explained that any funding provided by the Friends of the Colleyville Public Library and Colleyville Public Library Foundation would provide extra support. 3c Approval of the use of the Voluntary Library Fund for purchase of library materials, materials processing supplies, and library programs. Director Rodne presented an overview of the Voluntary Library Fund report, which gave projections through September 2017. Rodne stated that the anticipated available funds were about $376,711 and requested $160,000 be used for the purchase of library materials, materials processing supplies, and programs. The board discussed the proposed expenditures of $160,000 for the purchase of collection materials, materials processing supplies, and library programs. A motion was made by Joan Roberts and seconded by Billie Tuttle to make a recommendation to City Council to proceed with the expenditure of these funds for the purchase of library materials, materials processing supplies, and library programs, in an amount not to exceed $160,000 for the FY2018 budget year. The motion was approved unanimously. Rodne noted that this recommendation would be included as a consent agenda item at October 10, 2017 City Council meeting. 3d Update on the Colleyville Public Library Long-Range Plan Aaron Babcock, of Hidell Associates Architects, presented an update on the Library Spatial Reconfiguration Project by summarizing the goals: 1) improve the patron’s access to popular materials and 2) to simplify the user engagement. Babcock provided information on the circulation statistics that determined the proposed renovation design and, overall, would allow space to reallocate the collection, increase seating, enhance lighting, add signage, and create a flexible program space. Babcock explained that first floor improvements could specifically include: carpet replacement, installation of LED lighting, privacy seating with charging stations, additional seating in existing Study Rooms, and defined “quiet zones.” Babcock explained that second floor improvements could include: additional lighting and casual seating outside of meeting rooms, a complete redesign of the “toddler zone”, increased space for juvenile collections, and the addition of a self-check machine. Rodne noted that some features of this project were items removed from the 2011 Second Floor Expansion Project due to budgetary restraints. Rodne added that the next steps would be to obtain input from staff, develop a more detailed budget and timing plan, review furniture options and configurations, and present the final plan to City Council. Colleyville Library Board Minutes August 14, 2017 City of Colleyville Page 3 4. REPORTS 4a Librarian's Report A. Monthly Statistics: Director Rodne provided an overview of the statistics for the months of June and July 2017. B. Donations: Rodne stated that there were no donations received during June and July 2017. C. Library Programs: Rodne summarized the Summer Reading Program and the circulation incentives re lated to September’s National Library Card Sign-Up Month. Rodne further provided an update on the current registration numbers and new programs for fall story times, including a homeschool and STEM program. Rodne outlined a few of the new City of Colleyvil le Special Events, including an outdoor movie in November 2017 and the opening of a Farmer’s Market in March 2018. 4b Friends of the Colleyville Public Library Report Joan Roberts reported that the Friends of the Colleyville Public Library donated five boxes of juvenile books to benefit children affected by Hurricane Harvey and displaced to local shelters. Kay Newton added that the Friends were considering additional opportunities to provide books to emergency shelters . Roberts stated that the Friends provided financial support for an adult speaker program in August. Roberts explained that the June election of officers results maintained Joan Roberts as President, Kay Newton as Treasurer, Mary Alice Rippe as Vice President, and Nancy Tuuling as Secretary. 4c Colleyville Public Library Foundation Report Pat Jones reported that the Foundation was participating in North Texas Giving Day on Thursday, September 14, 2017. Jones added that she expected donations would largely be directed toward the aid of Hurricane Harvey victims. Jones explained that this was the first year NTGD donations could begin a week in advance, ra ther than one single day and expressed appreciation to the City of Colleyville for the additional publicity o f this event, on behalf of the Foundation. Colleyville Library Board Minutes August 14, 2017 City of Colleyville Page 4 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 Billie Tuttle and seconded by Joan Roberts to adjourn the meeting of the Colleyville Library Board at 7:25 p.m. The motion was approved unanimously. APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 12th DAY OF February, 2018. Minutes taken and prepared by: Kristi Isbell Colleyville Public Library Community Events Coordinator