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Home My WebLink AboutLibrary Board-Agenda Packets-06/08/2020 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 8, 2020 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER 2. APPROVAL OF MINUTES February 10, 2020 3. REGULAR AGENDA ITEMS 3a Review of Colleyville Public Library Fee Schedule 3b Approval to use the Voluntary Library Fund in Fiscal Year 2020, for the purchase of library equipment, including an ECO-Master 50-Disc Repair Machine, in an amount not to exceed $16,025 3c 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. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards June 5, 2020, by 5:00 p.m. Christine Loven, TRMC City Secretary Colleyville Library Board Agenda June 8, 2020 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, February 10, 2020 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER Chair Gary McPherson called the meeting of the Colleyville Library Board to order at 6:02 p.m. Present Board members: Chair Gary McPherson, Molly Skinner, Pat Jones, Cecilia Sublette, Merry Graves, Joan Roberts; City Staff: Library Director Mary Rodne, Library Community Events Coordinator Kristi Isbell Absent: Kay Newton, Lourdes McWithey 2. APPROVAL OF MINUTES December 9, 2019 A motion was made by Molly Skinner and seconded by Merry Graves to approve the December 9, 2019 minutes. The motion was approved unanimously. 3. REGULAR AGENDA ITEMS 3a Review of Colleyville Library Fee Schedule Director Rodne explained that City departments conduct an annual review of their respective fee schedules and provide to City Council information on any requested changes. Rodne distributed and explained the current Library fee schedule and a survey of area library copy and fax fees for comparison. Discussion ensued regarding automatic renewals, the pros and cons of fine -free policies, library cards for school district employees, and other fee philosophies. R odne explained that Library staff and Board would be reviewing the fee schedule closer, in upcoming meetings, in order to update and make proposals for City Council consideration. 3b Discussion of Items for Future Agendas The next regularly scheduled meeting was tentatively set for Monday, April 13, 2020. Colleyville Library Board Minutes February 10, 2020 City of Colleyville Page 2 4. REPORTS 4a Librarian's Report A. Monthly Statistics: Director Rodne provided an overview of the statistics for the months of December 2019 through January 2020. B. Donations: Rodne stated that the Library received $600.00 December 2019 through January 2020. In December, the Library received $100.00 from David and Pam Brandt; and, in January, the Library received $500.00 from the Friends of the Colleyville Public Library in support of the December 2019 author luncheon. C. Programs: Rodne stated that programming began on January 20 and kicked off with a snow day themed story time in the Plaza. Rodne explained the “love notes” adorning the Library’s interior, in honor of Library Lovers Month, and how this mini-event is combined with the Library’s annual Materials Availability Survey. Rodne stated that the new 1000 Books Before Kindergarten program had 107 participants, thus far, with several having reached the 500 Books mark. Rodne added that the circulating STEAM Kits, funded by a Colleyville Woman’s Club grant (collection increased from 28 to 51 kits), were popular among patrons and that these kits had circulated, in total, 568 times. Rodne provided information on a new telescope donation, to the Library, by a Colleyville resident through the program, Cornerstones of Science, and explained that policies would need to be developed regarding the circulation and care of this larger telescope. Rodne stated that the December 2019 author luncheon, presented by Tim Madigan, was successful with 104 registered and that the next author luncheon, presented by Skip Hollandsworth and scheduled for March 7, already had 70 registered. Rodne added that a British Tea Party had been scheduled for May 9, 2020 and Holocaust speaker, Max Glauben, had been scheduled for June 20, 2020. 4b Friends of the Colleyville Public Library Report Joan Roberts reported on behalf of the Friends and stated the annual Friends ’ Book Sale was scheduled for Saturday, May 2, 2020. Roberts provided information on funds received from booksellers and reminded that the Friends Book Shelf, located near the study rooms, is back and well stocked with sale books. Rodne added that the Library would partner with the Friends and create a larger event, outside, on the day of the book sale by featuring large lawn games and possibly a food truck. Colleyville Library Board Minutes February 10, 2020 City of Colleyville Page 3 4c Colleyville Public Library Foundation Report Pat Jones reported that the Robert J. and Helen H. Glaser Family Foundation donated $10,000.00 for the 2020 Summer Reading Program, but a date has not been determined for the presentation to City Council. 5. CITIZEN COMMENTS There were no citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT A motion was made by Pat Jones and seconded by Molly Skinner to adjourn the meeting of the Colleyville Library Board at 6:58 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 6/8/2020 Number Type Regular Agenda Items Department Library Title Review of Colleyville Public Library Fee Schedule Explanation As a part of the annual budget process, departments review the fees charged by the City and propose new fees, revisions of current fees, or deletions of fees. During this budget process, the Library is proposing a few changes to the attached current fee schedule. Library Director Mary Rodne will discuss current and proposed fee changes noted in red. Attachments 1.Colleyville Public Library - Library Fee Schedule Colleyville Public Library Circulation Page 1 of 3 Last Revised: 6/4/2020 Library Materials Replacement & Processing Fees Item Cost Processing Fee Library Card $ 2.00 Book [hardcover, paperback, board, CD Book] Cost of item $ 5.00 Single disc from CD Book Cost of single CD $ 1.00 Magazine Cost of item $ 2.00 Music CD Cost of item Music CD Case Artwork -- $ 5.00 CD Case Cost of item DVD Cost of item DVD Case Artwork -- $ 5.00 DVD Case Cost of item Kit bags Cost of item $ 2.00 Bar codes/ RFID tags $ 1.00 -- STEAM Kit Cost of item -- STEAM Kit Case Cost of item -- STEAM Kit piece(s) Cost of item(s) -- Colleyville Public Library Circulation Page 2 of 3 Last Revised: 6/4/2020 Other Library Fees Item Fee Non-resident card -- non- TexShare -- non-reciprocal borrowing home library or -- no home library $ 25.00 Print/ copy card $ .50 Color copy/ printed page $ 1.00 .50/ page Black & white copy/ printed page $ .10/ page Fax – Incoming $ 1.00/ page Fax – Outgoing Local: $ 1.00/ page Long distance: $ 2.00/ page Interlibrary loan materials not picked up $ 2.00 Colleyville Public Library Circulation Page 3 of 3 Last Revised: 6/4/2020 Circulating Materials Restrictions & Fees Item Loan Period Item Limits No limit until 40 item max [per card] is reached Fees/ Fines OD Fines Threshold: $ 5.00 Renewal Limits Unless on reserve for another patron Fiction books 3 weeks [21 days] -- $ .25/ day 5 Non-fiction books Best sellers CD Books Magazines 1 week [7 days] 10 $ .25/ day 5 Pamphlets DVDs [-- feature length: 60 + mins. -- educational] 1 week [7 days] 10 $ .25/ day 5 JUV DVDs [60 - mins.] CDs [music] 1 week [7 days] 10 $ .25/ day 5 JUV Kits 3 weeks [21 days] -- JUV Holiday Books 1 week [7 days] Varies per holiday 0 [during holiday] STEAM Kit 1 week [7 days] 1 per household Adult cardholder only $ 1.00/day 0 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 6/8/2020 Number Type Regular Agenda Items Department Library Title Approval to use the Voluntary Library Fund in Fiscal Year 2020, for the purchase of library equipment, including a ECO-Master 50-Disc Repair Machine, in an amount not to exceed $16,025 Explanation Attached 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, DVDs, CDs, digital, and other materials). In October 2006, City Council approved an increase of the monthly Voluntary Library Fund contribution amount from $1.00 to $2.00 per month. Since FY 2004, the Colleyville Public Library budget has included use of the Voluntary Library Fund for the purchase of collection materials, collection processing supplies, and library programs. Additionally, the Fund has been used for several Special Library Projects. The attached Voluntary Library Fund Report FY2004 – FY2020 provides an overview of Library Board recommended and City Council approved expenditures. Currently, the Library has 9,087 DVDs and Blu-rays, 1,694 music CDs, 3,428 books on CD, and 301 children's book kits with CDs. Annually, these collections circulate over 16,134 times. Popular children's DVDs can circulate a 100 plus times and often are returned dirty and scratched. Ongoing, the Library has maintained all disc collections with an ECO-Master Disc Repair Machine that was purchased in 2005. The machine has been used extensively through the years and recently stopped functioning. Staff is requesting to replace the Library's 15-year old existing ECO-Master 50-Disc Repair Machine with a new ECO-Master 50-Disc Repair Machine. The attached ECO-Master specification sheet provides an overview of the machine. The new machine will help to maintain the Library's disc collections, provide faster turnaround time from check-in to back on the shelf, and save staff cleaning time through a fully automatic batch cleaning process vs a single disc manual cleaning process, which is ineffective in removing scratches on discs. Additionally, the Library saves money by repairing damaged discs. The average cost per disc to repair is 18 to 20 cents, dependent upon level of repair, vs the cost of replacing with a new DVD at the average cost of $20.99, or a new book on CD, which can range in cost from $40.00 - $80.00. Currently, the pricing for this machine is $21,995. For a limited time, the supplier is offering special discounts, including a double trade-in value promotion, which will give Colleyville Library Board Agenda Briefing 3b City of Colleyville Page 2 the Library $4,000 for the trade-in of our old ECO- Master 50-Disc Repair Machine. The special offers reduce the cost of the machine to $16,025. 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 a new ECO-Master 50-Disc Repair Machine in an amount not to exceed $16,025.00. As of May 31, 2020, the available Voluntary Library Fund balance is $355,455. It has been determined that funds are available in the Voluntary Library Fund. Attachments 1.Resolution R-03-2237 2.Resolution R-06-2768 3.Voluntary Library Fund Report FY 2004 - FY2020 4.ECO-Master Machine Specifications 5.Financial Status of Voluntary Library Fund at May 31, 2020 Report 6/2/2020 Fiscal Year (FY)Board Recommended Council Approved FY 2004 $36,436 $36,436 FY 2005 $46,750 $46,750 FY 2006 $102,370 $102,370 FY 2007 $220,825 $220,825 FY 2008 $126,000 $126,000 FY 2009 $130,000 $130,000 FY 2010 $135,000 $135,000 FY 2011 $145,000 $145,000 FY 2012 $145,000 $145,000 FY 2013 $145,000 $145,000 FY 2014 $145,000 $145,000 FY 2015 $145,000 $145,000 FY 2016 $145,000 $145,000 FY 2017 $155,000 $155,000 FY 2018 $160,000 $160,000 FY 2019 $167,000 $167,000 FY 2020 $170,000 $170,000 Fiscal Year (FY)Board Recommended Council Approved FY 2003 - Library Building Construction $400,000 $400,000 FY 2011 - Library Second Floor Audio-Visual Equipment $50,000 $50,000 FY 2015 - Library Long-Range Plan 2016-2021 $25,000 $25,000 FY 2020 - Library Equipment- ECO-Master 50-Disc Repair Machine with Blu-Ray Mode $16,025 Special Project Expenditures Public Library Voluntary Library Fund Report * FY 2004 - FY 2020 *Use of the Voluntary Library Fund for the purchase of collection materials, collection processing supplies and library programs Voluntary Library Fund Report FINANCIAL STATUS OF VOLUNTARY LIBRARY FUND AT 5-31-2020 FUND BALANCE AT 9-30-2019:$481,190 FY 2020 REVENUE Donations:PROJECTED ACTUAL October $14,544 $14,544 November $13,785 $13,785 December $15,664 $15,664 January $15,035 $15,035 February $14,097 $14,097 March $14,954 $14,954 April $14,883 $14,883 May $14,157 $14,157 June $14,167 $0 July $14,177 $0 August $14,187 $0 September $14,197 $0 Total Donations $173,850 $117,120 Interest income Received $5,000 $3,450 TOTAL $178,850 $120,570 FY 2020 EXPENDITURES RECOMMENDED APPROVED EXPENDED (BOARD)(COUNCIL)YEAR-TO-DATE BOOKS AND PROCESSING MATERIALS FY 2019 BALANCE OF AUTHORIZATION $76,306 $76,306 $76,306 FY 2020 AUTHORIZATION (R-19-4415, 9/03/19)$170,000 $170,000 $33,749 TOTAL $246,306 $246,306 $110,055 AVAILABLE AMOUNT LEFT TO SPEND IN FY 2020 $136,252 AVAILABLE FUND BALANCE AT 5-31-2020 (COUNCIL APPROVED) $355,455 PROJECTED AVAILABLE FUND BALANCE AT 9-30-2020 (COUNCIL APPROVED)$413,734 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 6/8/2020 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 date. 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 6/8/2020 Number Type Report Department Library Title Librarian's Report Explanation The reports provided are to update the Board members on the statistics and programs for the months February, March, April and May 2020. A. Monthly Statistics B. Donations C. Library Programs Attachments 1.Library Statistics - February - May 2020 2.Volunteer Hours Summary - FY2019-2020 February 2020 February 2019 % Change (+/-) Current YTD Current YTD % Change (+/-) 6,768 4,831 40%30,219 24,869 22% Gate Count 6,184 4,238 46%27,211 21,945 24% Cloud Library Activity 488 462 6%2,468 2,251 10% 96 131 -27%540 673 -20% 26,962 26,489 2%121,102 119,479 1% 329.00 208.00 58%1,312.00 1,084.00 21% 63.00 49.00 29%300.45 421.76 -29% 75 68 10%272 266 2% 1,652 1,282 29%5,487 8,070 -32% Users Users 70 35 100%307 504 -39% 158 128 23%809 314 158% 84 68 24%315 349 -10% 17,763 17,589 1%81,251 82,554 -2% Cloud Library 3,190 3,203 0%15,790 16,451 -4% 474 468 1%1,706 2,615 -35% 78 42 86%334 225 48% 376 -2,852 113%74,360 67,475 10% $1,399.29 $1,414.90 -1%$757.59 $7,217.82 -90% Zinio OneClickdigital COLLECTION LIBRARY RECEIPTS Children Adult CARD REGISTRATIONS CIRCULATION TOTAL CIRCULATION Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE COMPUTER USE COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/FEBRUARY 2020 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions March 2020 March 2019 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 5,098 5,653 -10%35,317 30,522 16% Gate Count 4,402 5,048 -13%31,613 26,993 17% Cloud Library Activity 596 462 29%3,064 2,713 13% 100 143 -30%640 816 -22% 23,108 28,046 -18%144,210 147,525 -2% 139.00 288.00 -52%1,450.00 1,372.00 6% 68.00 94.00 -28%367.95 515.76 -29% 38 70 -46%310 336 -8% 3,351 1,507 122%8,838 9,577 -8% (Includes 3 YS virtual program view counts totaling: 2,129) Users Users 31 83 -63%338 587 -42% 98 165 -41%907 479 89% 50 80 -38%365 429 -15% 19,814 19,186 3%101,065 101,740 -1% Cloud Library 4,332 3,653 19%20,122 20,104 0% 428 568 -25%2,134 3,183 -33% 90 40 125%424 265 60% 17 3,151 99%74,377 70,626 5% $712.53 $1,487.29 -52%$8,470.12 $8,705.11 -3% TOTAL CIRCULATION Zinio OneClickdigital COLLECTION LIBRARY RECEIPTS COMPUTER USE Children Adult CARD REGISTRATIONS CIRCULATION Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED (Includes 3 YS virtual programs ) PROGRAM ATTENDANCE COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/MARCH 2020 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions April 2020 April 2019 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 777 4,897 -84%36,094 35,419 2% 124 112 11%764 928 -18% Gate Count 0 4,362 -100%31,613 31,355 1% Cloud Library Activity 353 423 -17%3,717 3,136 19% 7,478 24,824 -70%151,688 172,349 -12% 0.00 266.00 -100%1,450 1,638 -11% 0.00 100.00 -100%367.95 615.84 -40% 15 37 -59%325 372 -13% 6,075 433 1303%14,913 10,010 49% (Includes 12 YS virtual program view counts totaling: 6,687) Users Users 0 61 -100%338 648 -48% 0 179 -100%907 658 38% 27 66 -59%392 495 -21% 12,234 16,969 -28%113,299 118,709 -5% Cloud Library 4,999 3,344 49%25,121 23,448 7% Zinio 566 469 21%2,700 3,652 -26% 66 44 50%490 306 60% -191 -1,959 90%74,186 68,667 8% $2.79 $1,571.09 -100%$8,472.91 $10,276.20 -18% TOTAL CIRCULATION OneClickdigital COLLECTION LIBRARY RECEIPTS COMPUTER USE Children Adult CARD REGISTRATIONS CIRCULATION Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED (Includes 12 YS virtual programs ) PROGRAM ATTENDANCE COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/APRIL 2020 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions May 2020 May 2019 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 2,608 5,760 -55%38,702 41,179 -6% 555 109 409%1,319 1,037 27% Gate Count 1,399 5,168 -73%33,012 36,523 -10% Cloud Library Activity 654 483 35%4,371 3,619 21% 15,413 30,379 -49%153,231 172,349 -11% 0.00 283.00 -100%0.00 1,921.00 -100% 0.00 248.00 -100%0.00 863.51 -100% 13 37 -65%338 410 -18% 2,653 2,627 1%17,566 12,902 36% (Includes 12 YS virtual program view counts totaling: 3,536) Users Users 0 112 -100%0 760 -100% 0 221 -100%0 879 -100% 17 102 -83%409 597 -31% 11,562 20,652 -44%124,861 139,361 -10% Cloud Library 5,281 3,554 49%30,402 27,002 13% 535 511 5%3,235 4,163 -22% 95 61 56%585 367 59% 359 -71 606%74,545 68,596 9% $60.38 $1,778.45 -97%$8,533.29 $12,054.65 -29% TOTAL CIRCULATION Zinio OneClickdigital COLLECTION LIBRARY RECEIPTS COMPUTER USE Children Adult CARD REGISTRATIONS CIRCULATION Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED (Includes 12 YS virtual programs ) PROGRAM ATTENDANCE COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/MAY 2020 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions MONTH VOLUNTEERS PER- SONS VOLUNTEENS PER- SONS NCL PER- SONS SCHOOL PER- SONS TEEN/ADULT COURT PER- SONS TOTAL TOTAL PERSONS October 4.50 1 1.00 1 0.00 0 10.20 5 14.00 1 30 8 November 0.00 0 4.00 1 0.00 0 54.75 11 9.75 2 69 14 December 0.00 0 8.00 2 0.00 0 14.75 17 9.00 1 32 20 January 0.00 0 8.75 2 0.00 0 94.00 27 5.00 1 108 30 February 5.25 1 5.00 3 0.00 0 31.75 16 20.75 2 63 22 March 4.50 1 23.00 4 0.00 0 33.00 13 7.00 2 68 20 April 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 0 0 May 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 0 0 June 0 0 July 0 0 August 0 0 September 0 0 FY Total 14 3 49.75 13 0.00 0 238.45 89 65.50 9 367.95 114 COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS FISCAL YEAR 2019-2020 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 6/8/2020 Number Type Report Department Library Title Friends of the Colleyville Public 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. 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 6/8/2020 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. Attachments