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Home My WebLink AboutLibrary Board-Agenda Packets-08/12/2019City 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 12, 2019 6:00 p.m. Colleyville Public Library 110 Main Street 1.CALL TO ORDER 2. APPROVAL OF MINUTES June 10, 2019 3.REGULAR AGENDA ITEMS 3a Library Board appointments update 3b City of Colleyville Volunteer Appreciation Reception 3c City of Colleyville Fiscal Year 2020 (FY20) budget update 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 Public 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 9, 2019 by 5:00 p.m. Kristi Isbell, Library Community Events Coordinator 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 Colleyville Library Board Agenda August 12, 2019 City of Colleyville Page 2 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 Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Monday, June 10, 2019 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER Chair Molly Skinner called the meeting of the Colleyville Library Board to order at 6:00 p.m. Present Board members: Chair Molly Skinner, Kay Newton, Pat Jones, Billie Tuttle, Lourdes McWithey, Cecilia Sublette, Merry Graves ; City Staff: Library Director Mary Rodne, Library Community Events Coordinator Kristi Isbell Absent Board members: Gary McPherson and Mike Sexton 2. APPROVAL OF MINUTES April 8, 2019 A motion was made by Kay Newton and seconded by Pat Jones to approve the April 8, 2019 minutes. The motion was approved unanimously. 3. REGULAR AGENDA ITEMS 3a Update on the 2019 Summer Reading Program Director Mary Rodne provided an update on the Summer Reading Program stating that about 550 were in attendance at the Kick-Off Party on May 31. Rodne stated that 973 had registered for the program, to date, and that most of the classes were full and had waitlists. Rodne added that there were over 330 in attendance at of the first week’s Tuesday / Thursday afternoon programs (the Dallas Zoo presentation and the Cody Fisher Magician performance.) Rodne explained that the Colleyville Sonic Restaurant would be onsite, in the breezeway, to sell treats after each of the Tuesday / Thursday afternoon performer programs. Regarding Teen and Adult Programs, Mary added that the popular SPA-tacular Program was full and that the Library would host an author luncheon, related to the 50th anniversary of the first moon landing, on Saturday, July 13. Rodne stated that the Summer Reading Finale would be relocated, to the property south of City Hall, due to the plaza construction on the east side of the Library and City Hall. City of Colleyville Page 2 3b Update on the Library Spatial Reconfiguration Project Rodne explained that the new Mag Boxes (containers for magazines) and signage for the end panels should be installed by the end of the summer. 3c Discussion of Items for Future Agendas The next regularly scheduled meeting was tentatively set for Monday, August 12, 2019. 4. REPORTS 4a Librarian's Report A. Monthly Statistics: Director Rodne provided an overview of the statistics for the months of April through May 2019. B. Donations: Rodne stated that the Library received $3,350.00 April through May 2019. In May, the Library received $3,000.00 from the Colleyville Woman’s Club for STEM / Maker Space supplies; $50.00 from Stephen and Molly Skinner for Summer Reading Program prizes; and, $300.00 from Heath and Amy Dowell in honor of their children’s birthdays. C. Library Programs: Rodne stated that, in addition to the regular Summer Reading Programming for children, teens, and adults, the Library partnered with the Garden Club and hosted an educational presentation on Top 100 Plants in North Texas on June 4 in the Library and had over 100 in attendance. 4b Friends of the Colleyville Public Library Report Kay Newton reported that the annual Used Book Sale, held on May 4, went well with about $1,560.00 in sales at the event. Newton estimated the total would reach $1,700.00 after the remaining books would be sold to a retail bo ok buyer. Newton explained that Friends and Colleyville Garden Club partnered, again, this year by hosting their sales at the same time and both non-profits seemed to benefit. Newton added that officer elections were held at the recent annual meeting with the following results: Kay Newton as President; Mary Alice Rippe as Vice-President; Joan Roberts as Treasurer; and, Pam Pugliese as Secretary. Newton explained that a Volunteer Appreciation Party was held at the annual meeting, as well, with over 35 in attendance. Newton stated that a plaque would be added to a current Library owned book, of the volunteer’s choosing, in honor of that volunteer’s service over the previous year. City of Colleyville Page 3 4c Colleyville Public Library Foundation Report Pat Jones reported that Glaser Foundation donated $10,000.00 for the 16th year and the Bob and Christine Glaser were present for the Kick-Off Party and enjoyed the excitement of the children at the event. Jones stated that the Foundation would be participating, again, in the North Texas Giving Day on September 19, 2019 in order to raise funds on behalf of the Library. 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 Kay Newton and seconded by Billie Tuttle to adjourn the meeting of the Colleyville Library Board at 6:23 p.m. The motion was approved unanimously. APPROVED BY A VOTE OF ____ AYES, ____ NAYS, AND ____ ABSTENTIONS ON THIS THE ____ DAY OF August, 2019. Minutes taken and prepared by: Kristi Isbell, 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 8/12/2019 Number Type Regular Agenda Items Department Library Title Library Board appointments update Strategic Plan 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.Library Board roster with logo 2018-2019 LIBRARY BOARD 2018-2019 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: Sep 2018 - Sep 2020 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 2018 - Sep 2020 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 2018 - Sep 2020 PLACE 7 Lourdes McWithey 4109 Southwood E. Colleyville, TX 76034 H: (817) 503-0256 M: (214) 458-9688 lourdesmcwithey@yahoo.com TERM: Sep 2018 - Sep 2020 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 2019 EX-OFFICIO – Kay Newton 6002 Meadowhill Drive Colleyville, TX 76034 M: (817) 308-6400 gksafig@aol.com TERM: Sep 2018 - Sep 2019 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 8/12/2019 Number Type Regular Agenda Items Department Library Title City of Colleyville Volunteer Appreciation Reception Strategic Plan Explanation Director Mary Rodne will provide information on the City of Colleyville Volunteer Appreciation Reception for Boards and Commissions. Attachments 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 8/12/2019 Number Type Regular Agenda Items Department Library Title City of Colleyville Fiscal Year 2020 (FY20) budget update Strategic Plan Explanation Director Mary Rodne will present an update on the proposed Colleyville Library Fiscal Year 2020 budget. Attachments 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 8/12/2019 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. Strategic Plan 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, 2019, the projected available Voluntary Library Fund balance is $373,268. 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 $170,000.00 Attachments 1.Resolution R-03-2237 2.Resolution R-06-2768 3.Voluntary Library Fund - July 31, 2019 Report FINANCIAL STATUS OF VOLUNTARY LIBRARY FUND AT 7-31-2019 FUND BALANCE AT 9-30-2018:$441,718 FY 2019 REVENUE Donations:PROJECTED ACTUAL October $15,543 $15,543 November $15,631 $15,631 December $12,914 $12,914 January $14,215 $14,215 February $17,137 $17,137 March $14,618 $14,618 April $14,347 $14,347 May $15,054 $15,054 June $14,094 $14,094 July $15,050 $15,050 August $15,060 $0 September $15,070 $0 Total Donations $178,733 $148,603 Interest income Received $5,000 $8,516 TOTAL $183,733 $157,118 FY 2018 EXPENDITURES RECOMMENDED APPROVED EXPENDED (BOARD)(COUNCIL)YEAR-TO-DATE BOOKS AND PROCESSING MATERIALS FY 2018 BALANCE OF AUTHORIZATION $58,568 $58,568 $58,568 FY 2019 AUTHORIZATION (R-18-4305, 9/18/18)$167,000 $167,000 $72,639 TOTAL $225,568 $225,568 $131,207 AVAILABLE AMOUNT LEFT TO SPEND IN FY 2019 $94,361 AVAILABLE FUND BALANCE AT 7-31-2019 (COUNCIL APPROVED) $373,268 PROJECTED AVAILABLE FUND BALANCE AT 9-30-2019 (COUNCIL APPROVED)$399,883 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 8/12/2019 Number Type Regular Agenda Items Department Library Title Discussion of items for future agendas Strategic Plan 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. Attachments 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 8/12/2019 Number Type Report Department Library Title Librarian's Report Strategic Plan Explanation The reports provided are to update the Board members on the statistics for the months of June through July 2019. A. Monthly Statistics B. Donations C. Library Programs Attachments 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 8/12/2019 Number Type Report Department Library Title Friends of the Colleyville Public Library Report Strategic Plan Explanation A representative from the Friends of the Colleyville Public Library will provide an update and report to the Colleyville Library Board members. Attachments 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 8/12/2019 Number Type Report Department Library Title Colleyville Public Library Foundation Report Strategic Plan Explanation A representative from the Colleyville Public Library Foundation will provide an update and report to the Colleyville Library Board members. Attachments