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HomeMy WebLinkAboutLibrary Board-Agenda Packets-4/6/2011e':np'~',rMp' r ~,». , ~ ~~~~~1. ~,. ~ ~~~:~~ ~. r ~ y;,':r xN~" . PUBLIC NOTICE COLLEYVILLE PUBLIC LIBRARY BOARD AGENDA MARCH 28, 2011 7:00 P.M. COLLEYVILLE PUBLIC LIBRARY 110 MAIN STREET I. Call to Order II. Tour of Library Construction Areas III. Approval of February 21, 2011 Minutes IV. Librarian's Report A. Monthly Statistics B. Donations C. Programs V. Colleyville Public Library Second Floor Expansion Project Update VI. Approval of the use of the Voluntary Library Fund for the purchase of audiovisual equipment for the Colleyville Public Library Second Floor Expansion Project VII. Colleyville Public Library Re-Opening Celebration VIII. North Texas Conference for Library Supporters Report IX. North Texas Library Partners Regional Meeting, Spring 2001 Report X. Friends of the Colleyville Public Library Report XI. Colleyville Public Library Foundation Report XII. Next Library Board Meeting Date XIII. Suggested Items for Future Meetings e':np'~',rMp' r ~,». , ~ ~~~~~1. ~,. ~ ~~~:~~ ~. r ~ y;,':r xN~" . XIV. Citizen Comments* XV. 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, March 24, 2011, at 5:00 p.m. Mary E. Rodne Library Director COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES February 21, 2011 CALL TO ORDER - Chair Jerome Davis called the meeting of the Colleyville Public Library Board to order at 7:07 p.m. ROLL CALL - Members present: Pat Jones, Karen Birkes, Thad Bolline, Jerome Davis, Mary Alice Rippe, and Charna Logan-Gray Members Absent: Billie Tuttle Alternates Present: Linda Bond Alternates Absent: Amy Dowell Ex-Officio Members Present: Cecilia Monacelli and Jesse Rodriguez Ex-Officio Members Absent: Steve Banta, Larry Darlage, Mayor David Kelly, and Vicki Smith Staff present: Mary Rodne and Terry Leake Others present: Robert Glaser, Kris Lindsay, Jean Neisius, Karen Parsinen, Ginny Tigue, Kay Newton, and Aaron Babcock II. TOUR OF LIBRARY CONSTRUCTION AREAS Chair Jerome Davis recessed the meeting of the Colleyville Public Library Board at 7:08 p.m. for a tour of the Library construction areas with Aaron Babcock of Hidell and Associates Architects, the Library Foundation Board, and Friends of the Library members. MEETING RECONVENED - Chair Jerome Davis reconvened the meeting of the Colleyville Public Library Board to order at 7:55 p.m., at which time Library Foundation Board Members Robert Glaser, Kris Lindsay, Jean Neisius, Karen Parsinen, Ginny Tigue, and Aaron Babcock of Hidell Associates Architects exited the meeting. III. APPROVAL OF DECEMBER 13, 2010 MINUTES - A motion was made by Pat Jones and seconded by Charna Logan-Gray to approve the December 13, 2010 Minutes as presented. Motion approved unanimously. IV. LIBRARIAN'S REPORT A. Monthly Statistics In December and January, patrons had checked out a total of 33,638 items, 98 Colleyville residents registered for library cards, library patron visits totaled 12,914, attendance for programs totaled 45, and volunteer hours totaled 207.50 hours. It was noted that the current year-to-date statistics were less than last year's year-to-date statistics because the Library was offering limited program options due to the construction. B. Donations Director Rodne reported that the Library had received a total of $490 in donations in December and January. In December, the donations included: $20 from Miriam Ward for the Library's Books 'N' Brunch Monthly Book discussion program; $35 from the Saddlebrook Homeowners Association for the purchase of books in memory of Steve Ewing; $20 from an anonymous donor, with an unspecified use; and $65 from John and Marcia Menderos, with an unspecified use. In January, the donations included: $300 from William and Beverly Scheikhard for the purchase of books on CD; and $50 from James and Mary Emery, with an unspecified use. Rodne noted that all the donations that had been received without a specified use had been designated for the Second Floor Expansion Project. C. Programs Director Rodne reported that all the Library's youth programs had ended in November and noted that programs would not be offered again until after the Second Floor Expansion Project was completed. Rodne added that staff had been working on the 2011 Summer Reading Program and that the theme would be Camp Read-A-Lot. V. COLLEYVILLE PUBLIC LIBRARY SECOND FLOOR EXPANSION UPDATE Library Director Rodne presented an updated Second Floor Expansion Project budget. It was noted that funding was not available for audiovisual equipment and technology; for teen room furniture, or for additional first floor furniture. Discussion ensued. VI. COLLEYVILLE PUBLIC LIBRARY RE-OPENING CELEBRATION Director Rodne presented several date options for the Library's re-opening celebration and opened the meeting for discussion. It was noted that the construction project was scheduled to be completed the end of April 2011, and that youth material collections and furniture would not be moved to the second level until after the completion of the construction. After discussion, consensus was that a date for the event should not be scheduled until the completion date was more confirmed. VII. NORTH TEXAS CONFERENCE FOR LIBRARY SUPPORTERS REPORT Director Rodne reported that she had attended the Third Annual North Texas Conference for Library Supporters held on February 19, 2011, at the Decatur Civic Center, and that the sessions had been very beneficial. VIII. PROPOSED STATE OF TEXAS FY 2012-2013 LIBRARY PROGRAM BUDGET CUTS Director Rodne distributed information from the Texas State Library Association, which included: Proposed Budget Demolishes Statewide Library Programs, and Save our Texas Libraries: Talking Points. Review and discussion ensued. IX. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT Friends Executive Board member Kay Newton presented a report for President Vicki Smith. Newton announced that the Friends of the Library had made a presentation of $20,000 to the Library for the Library's Second Floor Expansion Project, at the February 15, 2011, City Council Meeting, and that the Friends had set up a display at the State of the City event held at the Colleyville Center on January 27, 2011. Newton concluded that the Friends were planning for their annual book sale and the Library's grand re-opening event. X. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT President Cecilia Monacelli reported that the Library Foundation's fundraisers, the Race to Read, the Piggy Bank Appeal, and the Annual Appeal letter had generated about $45,000. Monacelli also noted that the Library Foundation had presented a check in the amount of $72,550 to the Library for the Colleyville Public Library Expansion Project, at the November 16, 2010, City Council Meeting, and another check in the amount of $50,000 to the Library for the Colleyville Public Library Expansion Project, at the February 15, 2011, City Council Meeting. Monacelli added that the Library Foundation would be presenting another check in the amount of $72,450 to the Library for the Colleyville Public Library Expansion Project, at the March 1, 2011, City Council Meeting, and concluded that with the presentation of this check, the Library Foundation will have contributed a total of $195,000 to the Library for the Second Floor Expansion Project. XI. NEXT MEETING DATE Chair Jerome Davis noted that the next Library Board meeting would be held on March 21, 2011, unless the date of the meeting needed to be rescheduled due to action agenda items. XII. SUGGESTED ITEMS FOR FUTURE MEETINGS XIII. CITIZEN COMMENTS None XIV. ADJOURN: A motion was made by Linda Bond and seconded by Pat Jones to adjourn the meeting. Motion approved. The meeting of the Colleyville Public Library Board was adjourned at 8:37 p.m. CO«EYVI«E PUB~IC ~IBRARY MONTH~Y STATISTICS REPORT TO ~IBRARY BOARD/FEBRUARY 2011 February February % Change Current ~ast Year to % Change 2011 2010 (+/-) YTD Date (+/-) USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Totalln-LibraryTransactions Study Room Nours Usage Volunteer Nours 5,444 108 27,884 177.00 77.50 7,615 184 31,155 191.00 145.25 -29% -41% -10% -7% -47% 31,999 726 149,645 1,067.00 674.25 38,681 901 161,307 867.00 850.75 -17% -19% -7% 23% -21% ~IBRARY PROGRAMS PRESENTED 1 40 -98% 50 147 -66% PROGRAM ATTENDANCE 17 1,162 -99% 1,459 6,281 -77% COMPUTER USE Hours Hours Hours Hours Children Adult 170h 45m 402h 41m 288h 48m 563h 43m -40% -29% 978h 37m 2337h 28m 1677h 28m 2725h 2m -42% -14% CARD REGISTRATIONS 58 92 -37% 337 416 -19% CIRCU~ATION TOTAL CIRCULATION Digital 15,802 275 17,637 91 -10% 202% 83,460 1,041 88,643 489 -6% 113% CO~~ECTION 283 -723 -139% 58,005 54,871 6% ~IBRARY RECEIPTS $1,451.60 $2,187.02 -34% $8,427.00 $10,102.72 -17% 4~. °~'~I.~l,f~~"'~'"~~"If .l f~~~~~ I~~~u~ ~~~ COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS ~°~a~~~.u~~ ~.ou~r~~o-~.~°. FISCAL YEAR 2010/2011 MONTH VOLUNTEERS VOLUNTEENS NCL SCHOOL TEEN/ADULT COURT TOTAL October 61.50 11.00 0.00 87.25 0.00 159.75 November 148.00 6.00 0.00 75.50 0.00 229.50 December 34.00 10.00 0.00 37.00 31.00 112.00 Januar 29.50 7.00 0.00 33.00 26.00 95.50 February 42.00 7.50 0.00 28.00 0.00 77.50 March 0.00 April 0.00 May 0.00 June 0.00 July 0.00 August 0.00 September 0.00 FY Total 315.00 41.50 0.00 260.75 57.00 674.25 MEMORANDUM To: Colleyville Public Library Board From: Mary Rodne, Library Director Date: March 28, 2011 Subject: Colleyville Public Library Voluntary Library Fund 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. At the February 21, 2011, Library Board Meeting, the Board discussed the Colleyville Public Library Second Floor Expansion Project projected budget. The Colleyville Public Library Expansion Project Budget included $575,000 from the Colleyville Economic Development Corporation (CEDC) Fiscal Year 2011 operating budget, which was a carry forward from the Fiscal Year 2010 operating budget. The Colleyville Public Library Foundation was identified as an additional funding source and committed to contributing $175,000 to the project. The combined total of funding sources provided $750,000 for the project. At the May 2, 2010, City Council Meeting, Council approved a contract for architectural design services with Hidell and Associates Architects for the Colleyville Public Library Second Floor Expansion Project in an amount not to exceed $64,000. At the November 16, 2010, City Council meeting, Council approved a construction contract with Prime Construction for the project, in an amount not to exceed $583,550, which left a remaining project budget balance of $102,450 for furniture. Additional funding has been received in the amount of $45,588.48 from the Library Foundation, the Friends of the Library, and various other donations, which also has been designated for furniture. The project budget does not include funding for audiovisual equipment and technology. 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 audiovisual equipment for the Colleyville Public Library Second Floor Expansion Project in an amount not to exceed $50,000.00. Funds are available in the Voluntary Library Fund in the amount of $219,653, as of February 28, 2011. Utilizing $50,000 for the purchase of audiovisual equipment would leave a remaining uncommitted balance of $169,653. Attachments Financial Status of the Voluntary Library Fund - February 28, 2011 Resolution R-03-2237 Resolution R-06-2768 FINANCIAL STATUS OF VOLUNTARY LIBRARY FUND AT 2-28-2011 FUND BALANCE AT 9-30-2010 FY 2011 REVENUE Donations: PROJECTED ACTUAL October $12,439 $12,439 November $13,287 $13,287 December $11,495 $11,495 January $13,099 $13,099 February $12,136 $12,136 March $12,234 $0 April $12,244 $0 May $12,254 $0 June $12,264 $0 July $12,274 $0 August $12,284 $0 September $12,294 $0 Total Donations $148,305 $62,457 Interest income Received $1,000 $0 TOTAL $149,305 $62,457 $379,502 FY 2011 EXPEND/TURES RECOMMENDED APPROVED EXPENDED (BOARD) (COUNCIL) YEAR-TO-DATE BOOKS AND PROCESSING MATERIALS FY 2010 BALANCE OF AUTHORIZATION $77,306 FY 2011 AUTHORIZATION $145,000 TOTAL $222,306 AVAILABLE FUND BALANCE AT 2-28-2011 (COUNCIL APPROVED) $77,306 $77,306 $145,000 $2,717 $222,306 $80,023 $219,653 PROJECTED AVAILABLE FUND BALANCE AT 9-30-2011 (COUNCIL APPROVED) $306,501 RESOLUTION R-03-2237 A RESOLUTION ESTABLISHING TNE ALLOWED USES OF THE VOLUNTARY LIBRARY FUND WHEREAS, the mission of the Colleyviile 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 callection 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: ~ 9 .~4..'~77T-J V Cynthia Singleton, TRMC City Secretary C COLLEY L Joe ocutt Mayor RESOLUTION R-Ofi-27fi8 A RESOLUT~ON OF THE CITY COUNCIL OF THE CITY QF CQLLEYVILLE, TEXAS, tNCREASING THE VOLUNTARY LIBRARY FUND CONTRIBUTlON AMOUNT WHEREAS, t~e City Council previously created the Voluntary Library Fund; and WHEREAS, in order ta enhance the services at the Co~leyville Public Library, the Colleyville Library Board has asked to increase the monthly Voluntary Library Fund contribu#ion amoUnt. NOW, THEREFORE, BE !T RESOLVED BY THE CITY CQUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT the voluntary donation amount to the Vol~anfary Library Fund is increased to two ($2) per mon#h from the citizens of Colleyviile. See. 2. THAT this Resol~tion shall take effect No~ember 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 Sec~etary CITY OF COLLEYVILLE David Kelly Mayor