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HomeMy WebLinkAboutLibrary Board-Agenda Packets-10/11/2010;,, , ::,-E-~ •' i . r"~ :ti.~~ PUBLIC NOTICE COLLEYVILLE PUBLIC LIBRARY BOARD AGENDA OCTOBER 11, 2010 7:00 P.M. COLLEYVILLE PUBLIC LIBRARY 110 MAIN STREET I. Call to Order II. Election of the Colleyville Public Library Board Chair III. Election of the Colleyville Public Library Board Vice Chair IV. Approval of September 13, 2010 Minutes V. Librarian's Report A. Monthly Statistics B. Donations C. Programs D. Dulce Moore Second Annual Short Story Contest VI. Appointment of North Texas Library Partners System Assembly Representative and Alternate Representative VII. Colleyville Public Library Second Floor Expansion Project Update VIII. City of Colleyville FY2011 Budget Update IX. Friends of the Colleyville Public Library Report X. Colleyville Public Library Foundation Report XI. Next Library Board Meeting Date -November 8, 2010 XII. Suggested Items for Future Meetings XIII. Citizen Comments* ;,, , ::,-E-~ •' i . r"~ :ti.~~ 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.) certify that this notice was posted on the bulletin boards at City Hall on Thursday, October 7, 2010, at 5:00 p.m. Mary E. Rodne Library Director MEMORANDUM TO: Library Board FROM: Mary E. Rodne, Library Director DATE: October 11, 2010 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 21, 2010. The Library Board met on September 13, 2010; therefore, the October 11, 2010 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 :'~~1.1.f:Y~1l.l I. 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 cheson, Nanc Jul 2004 - June 2005 E cheson, Nanc Jones, Pat D. Jul 2005 - June 2006 E cheson, Nanc Jones, Pat D. Jul 2006 - June 2007 Jones, Pat D. Isbell, Steve Au ust 2007 - Se tember 2008 Davis, Jerome Ri e, Ma Alice October 2008 - Se tember 2009 Davis, Jerome Ri e, Ma Alice October 2009 - Se tember 2010 October 2010 - Se tember 2011 ORDINANCE 0-04-'1466 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 far the City of Colieyville, 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 BYTHE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. Creation of Libra Board. There is hereby established the Library Board far the City of Colleyville, Texas, hereinafter referred to as the "Board." Sec, 2. Number of Baard Members Qualifications and Terms. The Board sha11 consist of seven (l} citizens of the Gity of Colleyville, Texas, 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 flour (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). The Board shall also consist of two (2) alternates serving two-year terms. Alternates shall be numbered Altemate 1 and Altemate 2. In the event of the creation of a vacancy on the Board, Alternate 1 shall fill the unexpired term and Alternate 2 shall be appointed to serve as Alternate 1. Colleyville Public Library Board applications would be accepted to fill the Altemate 2 position. In the event of more than one vacancy an the Baard, Alternate 1 and Altemate 2 shall fill the unexpired terms and Colleyviile Public Library Baard applications would be accepted to fill the Alternate 1 and Alternate 2 positions. Qrdinance 0-04-f466 Page 2 of 4 The City Council, if it deems it desirable, may appoint ex-officio members to the Board. Such ex-officio members sha11 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. Sec. 3, Board Meetings. and By-Laws. The Board shall select from the members a chairman and avice-chairman who shall serve far one- yearterms and until their successors are elected. The Board shall adopt by-laws to govern the holding of its meetings, which at a minimum, steal! encompass the following: 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 three (3) 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 meefing shall be filed with the City Secretary. Sec. 4. Board Quties and Responsibilities. The duties and responsibilities of the t_ibrary Board shall be to: a. Act in an advisory capacity to the City Council in all matters pertaining to the library facility planning and programming, including development of long range capital improvement programs. Ordinance 0-04-14£6 Page 3 of 4 b c• ; d , . e g• Cooperate with other City boards and commissions, other governmental agencies, civic groups, and all citizens ofthe city in the advancement. of sound library planning and programming. Recommend policies for library services. Recommend the adoption of standards for public library facilities and their financial suppor#, Receive requests for public funding for educational purpose of any public or private person, persons, associations or business entities, and to forward such requests with recommendation to the City Council. Review the annual operating budget and capital. improvement requests related to library programs with the Library Director and provide recommendations tothe Director for submission to the City Manager or his designee for consideration. Assist with the development. of the Library Director job description. 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 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 ar 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. Ordinance 0-04-1466 Page 4 of 4 ' The first reading and public hearing being conducted can the ~ daY of 2004. ~ The sece~nd reading and public hearing being conducted Qn the /~5 ~ daY of ~, 2.004. i ~; ATTEST; Gi C4LLE i ~' Cynthia Singleton, TRMC Joe cuff i ~ City Secretary Nlayor APPROVED A TD F©RM AND- LEGAL{TY: -? ~ ~ss T. Foster City Attorney COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES September 13, 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, and Mary Alice Rippe Members Absent: Nancy Bowen and Billie Tuttle Alternates Present: Linda Bond and Amy Dowell Ex-Officio Members Present: Cecilia Monacelli Ex-Officio Members Absent: Steve Banta, Jorge Rodriguez, Larry Darlage, Mayor David Kelly, Mary Smith and Kay Newton Staff present: Mary Rodne Also present: Steve Norder II. APPROVAL OF AUGUST 9, 2010 MINUTES - A motion was made by Pat Jones and seconded by Linda Bond to approve the August 9, 2010 Minutes as presented. Motion approved unanimously. III. LIBRARIAN'S REPORT A. Monthly Statistics Library Director Rodne distributed Colleyville Public Library Usage Statistics for August. Patrons had checked out a total of 20,280 items, 110 Colleyville residents registered for library cards, library patron visits totaled 104,581, attendance for programs totaled 879 and volunteer hours totaled 257 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 $250 in donations in August. The donations included: $250 from an anonymous donor for the purchase of youth fiction series books for boys. C. Programs Director Rodne announced that due to the delay in the Library's Second Floor Expansion Project; the Library would be offering limited programming starting the week of September 20, 2010 -November 15, 2010. It was noted that the programs would include weekly drop-in story times, and Saturday family movie days and craft days. IV. COLLEYVILLE PUBLIC LIBRARY SECOND FLOOR EXPANSION UPDATE Library Director Rodne reported that the Colleyville Public Library Second Floor Expansion Project was advertised by the City of Colleyville Engineering Department on August 1 and August 8, 2010, and that thirteen firms had picked up plans and specifications for the project. Rodne added that staff had received 11 bids on August 23, 2010, with two contractors, Mega Contractors, Inc. and Modern Contractors, Inc., each submitting the lowest bid of $559,000. It was noted that the two equal bids had exceeded the City's existing budget of $511,000, and a result, staff had requested that City Council reject all bids submitted. Rodne concluded that staff would be working with Hidell and Associates Architects to reduce some of the aesthetic features, and that the project would be re-advertised in October 2010 and submitted to City Council for consideration of an award of contract in November 2010. Additionally, it was noted that this would delay the date for completion of the library expansion project to February or March 2011. V. CITY OF COLLEYVILLE FY2011 BUDGET SCHEDULE UPDATE Director 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 September 21, 2010, City Council meeting. VI. 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, and that eight (8) applicants had filed for the Library Board. VII. REVIEW AND CONSIDERATION OF THE COLLEYVILLE PUBLIC LIBRARY BOARD EX-OFFICIO MEMBERS Director Rodne reported 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. Rodne added that 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. Rodne reported that the recommendations had been presented to the City Council, and that at this meeting, the Library Board would need to prepare a list of names to submit to the City Council for consideration in making ex- officio member appointments to the Library Board on September 21, 2010. After a lengthy discussion, the Colleyville Public Library Board voted unanimously to keep the composition of ex-officio members the same and recommended a list of individuals for ex-officio members. It was noted that in the future, Library Board members could submit additional names for consideration as ex-officio members. Rodne added that the recommendation and the list of names would be submitted to the City Council for consideration in making ex-officio member appointments to the Library Board. VIII. APPROVAL OF THE USE OF THE VOLUNTARY LIBRARY FUND FOR THE PURCHASE OF LIBRARY MATERIALS, MATERIALS PROCESSING SUPPLIES AND LIBRARY PROGRAMS Director Rodne presented an overview of the Voluntary Library Fund and distributed a Voluntary Library Fund report for Board review. The Board discussed the proposed expenditure of $145,000.00 for the purchase of collection materials, materials processing supplies and library programs. A motion was made by Mary Alice Rippe and seconded by Karen Birkes to make a recommendation to the 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, $145,000.00, for the FY2011 budget. Motion approved unanimously. It was noted that this recommendation would be included as a consent agenda item at the October 19, 2010, City Council Meeting. IX. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT Mary Alice Rippe reported that the Friends of the Library would be holding a General Meeting on September 30, 2010, and that following a brief meeting, local author Rita Dear would be speaking about her series of books. X. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT President Cecilia Monacelli reported that the Library Foundation's primary fundraiser, the Race to Read, was scheduled to be held on November 6, 2010, and that the proceeds from the event would provide support to the Library's Second Floor Expansion Project. Monacelli added that the Foundation currently had $175,000 in funding for the project. Additionally, Monacelli announced that the Foundation had received an anonymous donation of $20,000 for the project, which increased the amount of available funding to $195,000. Monacelli concluded that the Foundation was continuing their Big Piggy Bank Fill fundraiser, and that several businesses had agreed to allow the Foundation to bring the big piggy bank to their business to support their fundraising efforts. XI. NEXT MEETING DATE Chair Jerome Davis noted that the Library Board that the next meeting would be held on October 11, 2010. XII. SUGGESTED ITEMS FOR FUTURE MEETINGS XIII. CITIZEN COMMENTS None XIV. 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 7:37 p.m. ~'~ I I 1 ', ll 1 1 - COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/SEPTEMBER 2010 September September % Change FY 2010 FY 2009 ~ Change 2010 2009 (+/-) (+/-) USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED 6,829 8,170 -16% 111,410 112,924 -1% 182 169 8% 2,265 1,859 22% 31,846 35,289 -10% 449,019 449,947 0% 376 210 79% 3,095 2,408 29% 169.00 164.50 3% 3,699.75 3,694.75 0% 13 ~ 19 ~ -32% ~ 315 ~ 320 ~ -2% PROGRAM ATTENDANCE 201 659 -69% 17,719 17,396 2% COMPUTER USE Hours Users Hours Users Children 236h 57m Adult 485h 7m 550 858 na 3972h 42m na 6285h 23m 8,314 17,730 na na CARD REGISTRATIONS 88 101 -13% 1,335 1,599 -17% TOTAL CIRCULATION Digital 424 ~ 329 ~ 29% ~ 58,147 ~ 54,659 ~ 6% $2,389.34 ~ $1,753.62 ~ 36% ~ $27,717.11 ~ $26,280.19 ~ 5% J Q O ~ O ~ O ~ O O ~ N O O ~ I~ O O O O ~ N O O O O ~ ~ ~ ~ O (O O ~ O 00 M O ~ ~ ~ ~ ~ O ~ ~ M N O O O ~ ~ O O ~ ~ N ~ ~ ~ ~ N M N o0 00 N ~ ~ M H J ~ H 0~ ~ ~ O ~ O ~ ~ O O O O O N Q~ ~ ~ O N ~ I~ ~ O O O O O N Z O ~ N I~ ~ ~ ~ O O O O O M r W U W H ~ ~ / L,L J p O o ~n o o ~n o ° ~ ~n `~' ~ ° O o o ~? 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