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Home My WebLink AboutLibrary Board-Agenda Packets-08/13/2018City 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 13, 2018 6:00 p.m. Colleyville Public Library 110 Main Street 1.CALL TO ORDER 2. APPROVAL OF MINUTES June 11, 2018 3.REGULAR AGENDA ITEMS 3a Library Board appointments update 3b City of Colleyville Fiscal Year 2019 (FY19) budget update 3c Update on the Library Spatial Reconfiguration Project 3d Approval of the use of the Voluntary Library Fund for purchase of library materials, materials processing supplies, and library programs. 3e Discussion of Items for Future Agendas 4.REPORTS 4a Librarian's Report 4b Friends of the Colleyville 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 10, 2018 by 5:00 p.m. Kristi Isbell, Community Events Coordinator Colleyville Library Board Agenda August 13, 2018 City of Colleyville Page 2 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. 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 11, 2018 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER Vice-Chair Seanna Billinger called the meeting of the Colleyville Library Board to order at 6:12 p.m. Present Board members: Vice-Chair Seanna Billinger, Kay Newton, Gary McPherson, Pat Jones, Merry Graves, Cecilia Sublette, Ex-Officio Joan Roberts; City Staff: Library Director Mary Rodne, Library Community Events Coordinator Kristi Isbell Absent Board members: Molly Skinner, Billie Tuttle, Mike Sexton 2. APPROVAL OF MINUTES April 9, 2018 A motion was made by Pat Jones and seconded by Kay Newton to approve the April 9, 2018 minutes, as amended with a correction to the Board’s June meeting date. The motion was approved unanimously. 3. REGULAR AGENDA ITEMS 3a Overview of the 2018 Summer Reading Program Mary Rodne stated that about 650 people attended the Summer Reading Kick-Off Party and 315 children were registered in classes with 77 children on waitlist because all classes were full. Rodne explained that the reading program registratio n was pacing faster than in 2017 with 998 children, 52 adults, and 25 teens registered as of June 11. Rodne described the new Sweet Treats at the Library feature in which a Colleyville business is onsite, following the Tuesday/Thursday performer program, t o sell treats such as frozen yogurt, snow cones, and ice cream scoops. Rodne described another new feature of the program that incentivized patrons to find the dinosaur (Summer Reading Program dinosaur decal) in a supporting Colleyville business, promote on their Instagram account, and then be entered into a gift card drawing. 3b Update on the Library Spatial Reconfiguration Project Director Rodne reported that the bid process began for the construction aspect of the Library Spatial Reconfiguration Project (Project) on May 27 and, as of June 11, there were 6 contractors who expressed interest in the Project. Rodne stated the bid opening was set for June 14. Rodne further explained that the furniture bid process began on Colleyville Library Board Minutes June 11, 2018 City of Colleyville Page 2 June 10 and the bid opening was set for June 26. Rodne stated t hat the accepted and approved bids would be presented to City Council on July 2 and Library Board members were invited to attend that meeting. Rodne reminded that there would be some disruption in service because of parking spots used for staging and a bri ef Library closure for carpet installation. 3c Discussion of Items for Future Agendas Discussion ensued regarding theme ideas for future Summer Reading Programs. Rodne stated that an outer space theme was being considered for 2019, in correlation to the 50th anniversary of the moon landing. Cecilia Sublette contributed ideas that included a beach theme, kitchen science/cooking theme, and weather theme. The next regularly scheduled meeting was tentatively set for Monday, August 13, 2018. 4. REPORTS 4a Librarian's Report A. Monthly Statistics: Director Rodne provided an overview of the statistics for the months of April and May 2018. B. Donations: Rodne stated that there were no donations received in April and a total of $5,283.73 were received in May 2018. The Library received $5,000.00 from the Colleyville Woman’s Club for the purchase of STEM kits; $83.73 from Better World Books through the Friends of the Colleyville Public Library; $100.00 from Stephen and Molly Skinner for the Summer Reading Program; and, $100.00 from the Colleyville Garden Club for the purchase of gardening materials. C. Programs: Rodne reiterated the successful beginning of the Summer Reading Program and added that the new coffee program has been popular with patrons. Rodne explained that Library staff were also involved in the City’s outdoor movie program, Movies in the Village, with the next event date on Thursday, June 14. 4b Friends of the Colleyville Public Library Report Joan Roberts detailed the Friends’ work to find buyers, sort, and solicit payment for the Library’s withdrawn books. Roberts stated that the Friends’ annual meeting would be held on Thursday, June 14, and would include the election of officers. 4c Colleyville Public Library Foundation Pat Jones reminded Board members of the Foundation’s participation in the Amazon Smile program and that bookmarks would be located throughout the Library with Colleyville Library Board Minutes June 11, 2018 City of Colleyville Page 3 information. Jones described the City’s recent social media publicity celebrating the Glaser Family Foundation’s 15 years of generous support of the Library’s Summer Reading Program. 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 Kay Newton to adjourn the meeting of the Colleyville Library Board at 6:43 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, Library Community Events Coordinator 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 08/13/2018 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. Library Director Mary Rodne will provide an update on the appointments process. Attachments 1.Colleyville Library Board 2017-2018 LIBRARY BOARD 2017-2018 PLACE 1 Kay Newton 6002 Meadowhill Drive Colleyville, TX 76034 H: (817) 421-0139 M: (817) 308-6400 gksafig@aol.com TERM: Oct 2017 - Sep 2019 PLACE 2 Gary McPherson 316 Polo Trail Colleyville, TX 76034 H/W: 972-742-5778 Mcpherson7@verizon.net TERM: Oct 2017 - Sep 2018 PLACE 3 Pat Jones 102 Van Buren Court Colleyville, TX 76034 H: (817) 281-6807 M: 817-994-4880 Patjones102@gmail.com TERM: Oct 2017 – Sep 2019 PLACE 4 Molly Skinner 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: Oct 2017 - Sep 2019 PLACE 6 Merry Graves 6007 Montford Drive Colleyville, TX 76034 H: (817) 637-3077 jmgraves3@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 Cecilia Sublette 5601 Ponderosa Street Colleyville, TX 76034 H: (817) 995-6582 W: 817-515-7715 ceciliajs@aggienetwork.com TERM: Oct 2017 - Sep 2019 ALTERNATE 2 Mike Sexton 3612 Greenbriar Court Colleyville, TX 76034 H: (817) 721-5577 Mas61475@yahoo.com TERM: Oct 2017 - Sep 2019 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 08/13/2018 Number Type Regular Agenda Items Department Library Title City of Colleyville Fiscal Year 2019 (FY19) budget update Explanation Library Director Mary Rodne will present an update on the proposed Colleyville Library Fiscal Year 2019 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 08/13/2018 Number Type Regular Agenda Items Department Library Title Update on the Library Spatial Reconfiguration Project Explanation Library Director Mary Rodne will provide an update on the Library Spatial Reconfiguration Project. 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 08/13/2018 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. 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 July 31, 2018, the projected available Voluntary Library Fund balance is $356,500. It is projected that the actual fund balance will be higher as FY 2018 total expenditures are not anticipated to be $89,723. 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 $160,000.00. Attachments 1.Resolution R-03-2237 2.Resolution R-06-2768 3.Voluntary Library Fund - July 31, 2018 Report 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 3e Agenda Date 08/13/2018 Number Type Regular Agenda Items Department Library Title Discussion of Items for Future Agendas Explanation This item allows the opportunity for Library Board members to suggest items for consideration on future Library Board agendas and to confirm the next regularly scheduled meeting. 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 08/13/2018 Number Type Report Department Library Title Librarian's Report Explanation The reports provided are to update Board members on the statistics for the months of June and July 2018. Attachments 1.Library Statistics - June and July 2018 2.Volunteer Hours Summary - FY2017-2018 June 2018 June 2017 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 20,143 14,941 35%82,787 69,250 20% 86 91 -5%763 742 3% Gate Count 19,604 14,522 35%78,522 66,027 19% Cloud Library Activity 453 328 38%3,502 2,481 41% 55,205 55,237 0%260,909 281,038 -7% 340.00 382.00 -11%2,696.00 2,529.00 7% 860.00 807.00 7%1,671.45 1,611.13 4% 82 85 -4%510 478 7% 4,794 4,633 3%17,748 16,717 6% Users Users 408 446 -9%1,243 626 99% 226 259 -13%1,945 2,099 -7% 198 193 3%666 705 -6% 33,707 33,250 1%174,329 161,324 8% Cloud Library 3,202 2,510 28%28,771 10,305 179% Zinio 253 377 -33%3,235 3,433 -6% 68 83 -18%549 768 -29% 331 248 33%72,514 81,759 -11% $2,927.57 $2,968.80 -1%$14,639.00 $15,915.88 -8% COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/JUNE 2018 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 2018 July 2017 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 16,674 11,237 48%99,461 80,487 24% 102 123 -17%865 865 0% Gate Count 16,089 10,773 49%94,611 76,800 23% Cloud Library Activity 483 341 42%3,985 2,822 41% 47,792 46,391 3%308,701 327,429 -6% 308.00 290.00 6%3,004.00 2,820.00 7% 837.00 741.00 13%2,508.70 2,351.63 7% 63 66 -5%573 544 5% 3,657 2,846 28%21,405 19,563 9% Users Users 365 344 6%1,608 970 66% 289 222 30%2,234 2,321 -4% 128 102 25%794 807 -2% 28,351 27,138 4%202,680 188,462 8% Cloud Library 3,887 3,060 27%32,658 13,365 144% Zinio 266 408 -35%3,501 3,841 -9% 77 86 -10%626 854 -27% 303 311 -3%72,817 82,070 -11% $2,249.29 $2,118.46 6%$16,888.30 $18,034.34 -6% Adult CARD REGISTRATIONS LIBRARY RECEIPTS CIRCULATION TOTAL CIRCULATION COLLECTION OneClickdigital COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/JULY 2018 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 MONTH VOLUNTEERS PER- SONS VOLUNTEENS PER- SONS NCL PER- SONS SCHOOL PER- SONS TEEN/ADULT COURT PER- SONS TOTAL TOTAL PERSONS October 2.00 1 2.00 1 4.00 2 55.00 14 0.00 0 63 18 November 0.00 0 11.75 3 0.00 0 51.75 16 0.00 0 64 19 December 0.00 0 10.25 2 111.00 33 50.50 13 12.00 1 184 49 January 0.00 0 0.00 0 0.00 0 54.75 15 0.00 0 55 15 February 0.00 0 1.00 1 0.00 0 37.50 10 5.75 1 44 12 March 8.50 2 3.00 2 0.00 0 114.00 32 4.00 2 130 38 April 88.75 1 18.00 5 0.00 0 66.00 23 2.00 1 175 30 May 57.25 1 2.25 1 15.00 10 18.00 11 5.00 1 98 24 June 31.25 5 39.75 8 448.75 113 340.70 53 0.00 0 860 179 July 5.25 2 32.00 6 451.50 111 348.50 54 0.00 0 837 173 August 0 0 September 0 0 FY Total 193 12 120.00 29 1,030.25 269 1,136.70 241 28.75 6 2,508.70 557 COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS FISCAL YEAR 2017-2018 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 4b Agenda Date 08/13/2018 Number Type Report Department Library Title Friends of the Colleyville 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 08/13/2018 Number Type Report Department Library Title Colleyville Public Library Foundation Report Explanation A representative from the Colleyville Public Library Foundation will provide an update and report to the Colleyville Library Board members.