HomeMy WebLinkAboutLibrary Board-Agenda Packets-9/13/2010*(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, September 9, 2010, at 5:00 p.m.
Mary E. Rodne
Library Director
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
August 9, 2010
CALL TO ORDER -Chair Jerome Davis called the meeting of the Colleyville
Public Library Board to order at 7:04 p.m.
ROLL CALL -Members present: Pat Jones, Karen Birkes, Thad Bolline,
Jerome Davis, Billie Tuttle and Nancy Bowen
Members Absent: Mary Alice Rippe
Alternates Present: Linda Bond and Amy Dowell
Ex-Officio Members: Present: Kay Newton
Ex-Officio Members Absent: Steve Banta, Jorge Rodriguez, Dr. Larry
Darlage, Mayor David Kelly, Mary Smith and Cecilia Monacelli
Staff present: Mary Rodne
Also present: Carol Wollin
II. APPROVAL OF JUNE 21, 2010 MINUTES - A motion was made by Pat
Jones and seconded by Nancy Bowen to approve the June 21, 2010 Minutes
as presented. Motion approved unanimously.
III. LIBRARIAN'S REPORT
A. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library Usage
Statistics for June and July. Patrons had checked out a total of 63,744
items, 341 Colleyville residents registered for library cards, library patron
visits totaled 33,144, attendance for programs totaled 7,205 and volunteer
hours totaled 1,602.25 hours. Rodne noted that the total circulation of
library materials this year was 4% 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 $2,083.84
in donations in June and July. In June, the Library received a total of
$1,083.84 in donations. The donations included: $10.00 from Sammy
Bolling for the purchase of a book in memory of Dulce Moore; $772.91
from the Friends of the Library for the purchase of mobile display cart; $20
from Karen Watson for Books `N' Brunch Book Club refreshments; $25.00
from Gaye and Martin Wimmer for the purchase of boys series children's
books; $100 from Ann Maddux for the purchase of an audio book on CD;
and $155.93 from the Friends of the Library, Thursday Author Series
Program book sale proceeds from Mark Fadden. In July, the Library had
received a total of $1,000 in donations. The donations included: $1000
from David Barrett through an Exxon Mobil Volunteer Grant on behalf of
volunteer Elizabeth Barrett, which will be used to purchase books for the
youth collection.
C. Library Programs
Summer Reading Program -Bank on Books
Director Rodne reported that the Summer Reading Program, Bank on
Books, had ended on July 31 and that the Summer Reading Program
Finale was held on August 4. Around 850 had attended the finale
program, which featured inflatable activities, petting zoo, pony rides,
games, crafts and face painting, etc. A total of 1,360, 1,259 children, 92
adults, and 9 teens, had participated in the Summer Reading Program.
Around 8,253 had attended 81 library sponsored programs from May
through August.
Rodne also updated the Board on the Library's very successful summer
volunteer program. Rodne added that volunteer hours in June and July
totaled 1,602.25 hours, and that all of the community volunteers had
contributed much to the overall success of the Summer Reading Program.
IV. COLLEYVILLE PUBLIC LIBRARY SECOND FLOOR EXPANSION UPDATE
Library Director Rodne reported that the final floor plan configurations for the
Colleyville Public Library Second Floor Expansion Project, approved by the
Library Board on June 21, 2010, had been presented to the City Council
during the July 6, 2010 Pre Council Meeting. It was noted that City Council
had approved the recommended design and authorized Hidell and
Associates Architects to prepare construction documents for the bid phase in
July 2010.
Rodne added that the Colleyville Public Library Second Floor Expansion
Project had been advertised by the City of Colleyville Engineering
Department on August 1 and August 8, 2010, and that bids would be opened
on August 23, 2010.
V. CITY OF COLLEYVILLE FY2011 BUDGET SCHEDULE UPDATE
Library Director Mary Rodne presented an update on the proposed Colleyville
Public Library FY2011 budget, and noted that the City Council would be
adopting the FY2011 budget at the September 7 and September 21, 2010,
City Council meetings.
VI. NORTH TEXAS CONFERENCE FOR LIBRARY SUPPORTERS UPDATE
Director Mary Rodne reported that the second Annual North Texas
Conference for Library Supporters had been held on July 23 -July 24, 2010
at the Decatur Civic Center, and that several staff members and Friends of
the Library members had attended. Rodne reported that the conference
theme for 2010 was "The Future of Libraries", and that the keynote speaker
was Anita Duckor, President of Duckor & Associates, Inc. Rodne added that
Duckor's presentations had focused on strategic planning for libraries and
keeping libraries alive in the 21St century. Rodne also noted that she and
Sunny Lindsey, Geographic Information Systems Coordinator from the City of
Colleyville, had presented two sessions entitled, Where in the World Are Our
Patrons"? Rodne concluded that the Library's exhibit which featured the Big
Piggy Bank Fill and photos with Oink had been very well received by
conference attendees.
VII. LIBRARY BOARD APPOINTMENTS UPDATE
Library Director Mary Rodne reported that the City Council would be
considering appointments to the Library Board at the September 21, 2010,
City Council meeting. It was noted that there were four (4) positions on the
Library Board, whose terms were expiring in September of 2010.
VIII. REVIEW AND CONSIDERATION OF THE COLLEYVILLE PUBLIC
LIBRARY BOARD BYLAWS
Director Rodne announced that in preparation for City Council to make
Library Board appointments on September 21, 2010, Council directed the
Library Board to consider the need for Council to appoint ex-officio members
to the Library Board. The Board reviewed the Colleyville Public Library Board
Bylaws and discussed the appointment of ex-officio members to the Library
Board. After a lengthy discussion, the Board voted unanimously that the
following recommendations be forwarded to City Council for consideration:
• That the City Council continue to appoint ex-officio members to the Library
Board, as per Section 2, of Ordinance 0-04-1466, Number of Board
Members, Qualifications and Terms, 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 shall 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 Council for the length of the unexpired term.
In consideration of appointment of ex-officio members to the Board, the
President of the Friends of the Colleyville Public Library and the President of
the Colleyville Public Library Foundation shall be appointed to serve as ex-
officio members of the Board, with the terms of the Presidents of the Friends
of the Colleyville Public Library and the Colleyville Public Library Foundation
being concurrent with their terms of President for each of the organizations.
• That the Library Board prepare and submit annually a list of names to the
City Council for consideration in making ex-officio member appointments to
the Library Board.
IX. DISCUSSION AND CONDISERATION OF LIBRARY FEE STRUCTURE
Director Rodne reported that the City Council would be adopting all fees
pertaining to the Library for the FY2011 budget at the September 7 and
September 21, 2010, City Council meetings, and presented the Colleyville
Public Library fee structure for review and discussion. Discussion ensued.
Karen Birkes made a motion to approve the recommendation that no changes
be made to the current schedules for the FY2011 budget. Billie Tuttle
seconded the motion. Motion approved unanimously.
X. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
President Kay Newton presented 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 22, 2010, and that the Executive Board
officers for 2010-2011 had been elected. Newton also noted that the Friends
had assisted with the Summer Reading Program, and had sponsored a
successful Scholastic Book Fair, which allowed Library staff to select
merchandise. Newton added that the Friends had received a total of around
$2,200 from the online book seller vendor, which the Friends use to sell
donated materials online. Newton also announced that the Friends would be
working with Borders and Barnes & Noble on several fundraisers for the
Library. In conclusion, Newton reported that the Friends were recruiting
authors for their Spring 2011 Fourth Thursday Author Series Program.
XI. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
Pat Jones reported that the Library Foundation was continuing to work on
their 2010 annual fundraisers, which would provide support to the Library's
Second Floor Expansion Project. Jones added that the Foundation was
continuing their annual appeal for donations, and noted that their primary
fundraiser, the Race to Read, was scheduled to be held on November 6,
2010. Jones also noted that the Foundation was continuing their Big Piggy
Bank Fill fundraiser and that the big piggy bank would remain in the Library
throughout the fundraiser.
XII. NEXT MEETING DATE
Chair Jerome Davis noted that the Library Board that the next meeting would
be held on September 13, 2010.
XIII. SUGGESTED ITEMS FOR FUTURE MEETINGS
XIV. CITIZEN COMMENTS
None
XV. ADJOURN: A motion was made by Amy Dowell and seconded by Linda Bond
to adjourn the meeting. Motion approved. The meeting of the Colleyville
Public Library Board was adjourned at 8:40 p.m.
COLLEYVILLE PUBLIC LIBRARY
MONTHLY STATISTICS
REPORT TO LIBRARY BOARD/AUGUST 2010
August
2010 August
2009 % Change
(+/-)
Current YTD Last Year to
Date % Change
(+/-)
USAGE STATISTICS
Persons Visiting the Library 8,348 8,810 -5% 104,581 104,755 0%
Drive Up Transactions 173 192 -10% 1,712 1,690 1%
Total In-Library Transactions 39,178 41,901 -6% 417,173 414,658 1%
Study Room Hours Usage 354 240 48% 2,719 2,197 24%
Volunteer Hours 257.00 258.00 0% 3,530.75 3,530.25 0%
LIBRARY PROGRAMS PRESENTE
3 4 -25% 304 301 1%
PROGRAM ATTENDANCE
879 1,333 -34% 17,539 16,737 5%
COMPUTER USE Hours Users Hours Users
Children 271h 12m 633 na 3736h 45m 7,764 na
Adult 603h 18m 1,006 na 5802h 15m 16,872 na
CARD REGISTRATIONS
110 177 -38% 1,247 1,498 -17%
CIRCULATION
TOTAL CIRCULATION 20,280 20,993 -3% 226,931 219,197 4%
Digital 119 70 70% 1,250 636 97%
COLLECTION
296 291 2% 57,723 54,330 6%
LIBRARY RECEIPTS
$2,245.87 $2,612.06 -14% $25,327.77 $24,526.57 3%
r
COLLEYVILLE PUBLIC LIBRARY
VOLUNTEER HOURS
FISCAL YEAR 2009/2010
MONTH
VOLUNTEERS
VOLUNTEENS
NCL
SCHOOL TEEN/ADULT
COURT
TOTAL
October 130.75 8.00 0.00 27.00 40.75 206.50
November 115.50 8.00 0.00 42.25 25.75 191.50
December 93.00 10.00 0.00 78.50 7.00 188.50
Janua 69.75 8.00 0.00 36.00 5.25 119.00
February 80.00 3.00 0.00 48.25 14.00 145.25
March 116.25 4.00 0.00 92.00 4.75 217.00
April 202.50 0.00 0.00 110.50 6.75 319.75
May 187.75 8.00 0.00 88.25 0.00 284.00
June 238.75 28.50 359.00 175.75 0.00 802.00
July 131.50 17.50 462.25 189.00 0.00 800.25
August 104.00 25.00 57.00 71.00 0.00 257.00
September 0.00
FY Total 1,469.75 120.00 878.25 958.50 104.25 3,530.75
MEMORANDUM
To: Colleyville Public Library Board
From: Mary Rodne, Library Director
Date: September 13, 2010
Subject: Colleyville Public Library Board Ex-Officio Member Appointments
In preparation for City Council to make Library Board appointments on
September 21, 2010, Council directed the Library Board to consider the need for
Council to appoint ex-officio members to the Library Board. On August 9, 2010,
the Colleyville Public Library Board discussed the appointment of ex-officio
members to the Library Board and voted unanimously to make the following
recommendations to City Council for consideration:
• That the City Council continue to appoint ex-officio members to the Library
Board, as per Section 2, of Ordinance 0-04-1466, Number of Board Members,
Qualifications and Terms, 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 shall 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
Council for the length of the unexpired term. In consideration of appointment of
ex-officio members to the Board, the President of the Friends of the Colleyville
Public Library and the President of the Colleyville Public Library Foundation shall
be appointed to serve as ex-officio members of the Board, with the terms of the
Presidents of the Friends of the Colleyville Public Library and the Colleyville
Public Library Foundation being concurrent with their terms of President for each
of the organizations.
• That the Library Board prepare and submit annually a list of names to the
City Council for consideration in making ex-officio member appointments to the
Library Board.
This information has been presented to the City Council. At this Library Board
meeting, we will need to prepare a list of names that will be submitted to the City
Council for consideration in making ex-officio member appointments to the
Library Board on September 21, 2010.
Attarhmant¢
Colleyville Public Library Board
ORDINANCE 0-04-1466
COi i •FY~III .i E
COi i •FY~III .i E
COLLEYVILLE PUBLIC LIBRARY
LIBRARY BOARD
PLACE 1
Pat D. Jones
102 Van Buren Court
Colleyville, TX 76034
H: 817.281.6807
F: 817.281.1356
patlones102(c~gmail.com
TERM: September 2009-2011
PLACE 2
Karen Birkes
1301 Ashford Court
Colleyville, TX 76034
H: 817.498.7331
kbirkes(a~sbcglobal.net
TERM: September 2008-2010
PLACE 3
Thad Bolline
3013 Sherwood Lane
Colleyville, TX 76034
H: 817.685.8864
bolli ni-pu blic(a~tx. rr.com
TERM: September 2009-2011
PLACE 4
Jerome Davis
1704 Avalon
Colleyville, TX 76034
H: 817.571.2153
davisierome15(c~yahoo.com
TERM: September 2008-2010
PLACE 7
Nancy Bowen
1001 Rodeo Drive
Colleyville, TX 76034
H: 817.656.5478
nabow18(c~gmail.com
TERM: September 2008-2010
EX-OFFICIO
Corporate Sponsor
Steve Banta
6316 Regiment Place
Colleyville, TX 76034
H: 817.906.2508
TERM: September 2009-2010
PLACE 5
Billie Tuttle
202 Madison Square
Colleyville, TX 76034
H: 817.581.4188
tuttlebob(a~sbcglobal.net
TERM: September 2009-2011
ALTERNATE 1
Linda Bond
4005 Bowden Hill Lane E
Colleyville, TX 76034
H: 817.318.5077
RoboRealtor(a~sbcglobal.net
TERM: September 2009-2011
EX-OFFICIO
GCISD
Jorge Rodriguez
3051 Ira E. Woods
Grapevine, TX 76051
TERM: September 2009-2010
PLACE 6
Mary Alice Rippe
5305 Maple Lane
Colleyville, TX 76034
H: 817.571.4986
macrippe(C~tx.rr.com
TERM: September 2008-2010
ALTERNATE 2
Amy Dowell
1816 Avondale Drive
Colleyville, TX 76034
H: 817.358.0499
amydowell(c~mac.com
TERM: September 2009-2011
EX-OFFICIO
Tarrant County College
Dr. Larry Darlage
828 Harwood Road
Hurst, TX 76054
W: 817.515.6670
darlage(a~iuno.com
TERM: September 2009-2010
EX-OFFICIO
City of Colleyville
David Kelly
905 Inwood Lane
Colleyville, TX 76034
W: 817.410.3715
H: 817.656.1862
F: 817.410.3716
kellyd(c,~ci.colleyville.tx.us
TERM: September 2008-2009
EX-OFFICIO
CPL Foundation
Cecilia Monacelli
2504 Meandering Court
Colleyville, TX 76034
H: 817.571.6210
cecilia(c~monacelli.net
TERM: June 2008 -Sept 2009
EX-OFFICIO
CV Area Chamber of
Commerce
Mary Smith
6700 Colleyville Boulevard
Colleyville, TX 76034
W: 817.488.7148
F: 817.488.4242
msmithC~col leyvi I lechamber. org
TERM: September 2009-2010
EX-OFFICIO
Friends of the CPL
Kay Newton
6002 Meadowhill
Colleyville, TX 76034
H: 817.421.0139
TERM: July 2008 -June 2009
Updated 03/01/10
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MEMORANDUM
To: Colleyville Public Library Board
From: Mary Rodne, Library Director
Date: September 13, 2010
Subject: Colleyville Public Library Voluntary Library Fund
In preparing the Fiscal Year 2011 (FY2011) 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, 2010, the
projected available Voluntary Library Fund balance is $302,328. It is projected
that the actual fund balance will be higher as FY 2010 total expenditures are not
anticipated to be $229,381. 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 $145,000.00
Attachments
Resolution R-03-2237
Resolution R-06-2768
FY2010 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 for
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 collection 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, _Q_NAYS AND ~._ABSTENTIONS ON THIS
THE DAY OF ~~~~~ 2003.
Resolution R-03-2237
Page 2 of 2
ATTEST: Q ~
Cynthia Singleton, TRMC
City Secretary
C COLLEY L
Joe ocutt
Mayor
RESOLUTION R-Ofi-27fi8
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 IT 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 Colleyviile.
See. 2. THAT this Resolution shall take effect November 1, 2006.
AND IT IS SO RESOLVED.
PASSED BY A V TE OF ~ YES, ~ NAYS AND D ABSTENTIONS ON
THIS THE ~ DAY OF 200fi.
ATTEST:
Cynthia Singleton, TRMC
City Secretary
CITY OF COLLEYVILLE
David Kelly
Mayor
FINANCIAL STATUS OF VOLUNTARY LIBRARY FUND AT 8-31-2010
FUND BALANCE AT 9-30-2009
FY 2010 REVENUE
Donations: PROJECTED ACTUAL
October $11,627 $11,627
November $12,786 $12,786
December $12,060 $12,060
January $11,275 $11,275
February $12,023 $12,023
March $13,335 $13,335
April $11,750 $11,750
May $11,675 $11,675
June $12,180 $13,222
July $12,190 $11,941
August $12,190 $13,026
September $12,200 $0
Total Donations $145,290 $134,719
Interest income Received $2,000 $257
TOTAL $147,290 $134,976
$384,419
FY 2010 EXPENDITURES
RECOMMENDED APPROVED EXPENDED
(BOARD) (COUNCIL) YEAR-TO-DATE
BOOKS AND PROCESSING MATERIALS
FY 2009 BALANCE OF AUTHORIZATION $94,381
FY 2010 AUTHORIZATION $135,000
TOTAL $229,381
AVAILABLE FUND BALANCE AT 8-31-2010 (COUNCIL APPROVED)
$94,381 $94,381
$135,000 $52,808
$229,381 $147,189
$290,013
PROJECTED AVAILABLE FUND BALANCE AT 930-2010 (COUNCIL APPROVED) $302,328