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HomeMy WebLinkAboutLibrary Board-Minutes-06/08/2020G � T� COLLEYVILLE �� Monday, June 8, 2020 6:00 p.m. 1. CALL TO ORDER City of Colleyville Colleyville Library Board MINUTES City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Colleyville Public Library 110 Main Street Due to technical difficulties, Vice-Chair Cecilia Sublette called the meeting of the Colleyville Library Board to order at 6:15 p.m. When Chair Gary McPherson re-joined, Chair McPherson lead the meeting. Present Board members: Chair Gary McPherson, Molly Skinner, Pat Jones, Cecilia Sublette, Merry Graves, Joan Roberts, Kay Newton, Lourdes McWithey; City Staff: Library Director Mary Rodne, Library Administrative Secretary Maria Hoefke 2. APPROVAL OF MINUTES February 10, 2020 A motion was made by Pat Jones and seconded by Ka�Newton to approve the February 10, 2020 minutes. The motion was approved unanimouslv. 3. REGULAR AGENDA ITEMS 3a Review of Colleyville Library Fee Schedule Director Rodne explained that as a part of the annual budget process, City departments review the fees charged by the City and propose new fees, revisions of current fees, or deletions of fees. Rodne explained that during this budget process, the Library is proposing a few changes to the attached current fee schedule and that the proposed changes were highlighted in red. Discussion ensued of the proposed changes, and of the impact of COVID this spring on fine fees, which did not accrue during the closure. Rodne added that a more accurate account of fine fees would be available later in the year. At this time, Rodne noted that the Library was only proposing to include fees for a new service, circulating STEAM Kits. A motion was made by Kay Newton and seconded by Pat Jones to accept the fee changes as presented. The motion was approved unanimouslv. � . , ,:, ,.:. _ <.:� . . - . . , : , .._ . _ .. . ;,� . ..� . .;. �_ _ Colleyville Library Board Minutes June 8, 2020 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 Director Rodne presented an overview of the Voluntary Library Fund report, which gave the financial status at May 31, 2020. Rodne explained the Library's current ECO-Master Disc Repair Machine was purchased in 2005. The unit had been used extensively and recently stopped functioning. Rodne noted that during the Library's Fiscal Year 2021 budget meeting, the Voluntary Library Fund had been identified as a source of funding for the purchase of a new unit. Rodne presented statistics on the use of the machine, collection maintenance benefits and cost savings realized by utilizing the machine. A motion was made by Kay Newton and seconded by Molly Skinner to make a recommendation to City Council to proceed with the expenditure of these funds for the purchase of library equipment, including an ECO-Master 50-Disc Repair Machine, in an amount not to exceed $16,025. The motion was approved unanimouslv. 3c Discussion of Items for Future Agendas The next regularly scheduled meeting was tentatively set for Monday, August 10, 2020. 4. REPORTS 4a Librarian's Report A. Monthly Statistics: Director Rodne provided an overview of the statistics for the months of February 2020 through May 2020. B. Donations: Rodne stated that during the months of February, March, April and May, the Library received a total of $15,050. In February, the Library received $0.00 in donations. In March, the Library received a total of $14,550 in donations. The donations included: a $1,000 grant from the Colleyville Lions Club Foundation for the purchase of large print books; $50 from Chere & Isham (Mike) Kimbell for adult programming; a$10,000 grant presented to the Library Foundation from the Robert J. and Helen H. Glaser Family Foundation to support the Colleyville Public Library's 2020 Summer Reading Program; and a$3,500 Circle of Hope Grant from the Colleyville Woman's Club for the purchase of STEAM Kits for circulation and programming. , _ � . -_ , �.�- _, ,,...,. . .. , _ _,.. _, ,., _ _ . � y o ColCeyv I -, .,, a9� Colleyville Library Board Minutes June 8, 2020 In April, the Library received $0.00 in donations. In May, the Library received a total of $500 in donations. The donation included: $500 from the Friends of the Colleyville Public Library for the purchase of summer reading prizes. Chair McPherson asked if the amount of donations were the same or different as last year. Director Rodne said they were about the same. C. Programs: Director Rodne provided an overview of the Library's services impacted due to COVID. Rodne explained that on March 16th the Library closed to the public and that beginning March 27th, the Youth Services Department recorded 28 programs for posting on social media. The Youth Services staff worked with the City's film and video department to develop the thrice-weekly programming. Rodne stated the Library included the viewing statistics in the program statistics and will await to see how the State Library will want them accounted later in the year for the Library's Annual Report. On April 13th, the Library began its At-Home Delivery service. To date, the Library has delivered to 258 homes. Rodne added that the deliveries have reduced currently to six or seven a week, whereas there were at times, 40-42 deliveries a day. It was noted that some patrons are still not comfortable coming to the Library and deliveries have continued. Rodne further explained that the Library has always provided deliveries to those patrons who are homebound. Chair McPherson asked who was delivering the books. Rodne said a Library staff inember had volunteered to make all the home deliveries and material requests have been increased from two items per household to five items per household, per week. Rodne continued that on April 27tn, the Library's drive-up window and automated materials return opened. It was noted that all returned materials are quarantined for 72 hours. On May 24th, the Library opened to 25 percent capacity, with social distancing signage and plexiglass located at the Help Desks. On June 4t'', the Library opened to 50 percent and made a few tables available to the public. Rodne updated on the launch of the Library's Summer Reading Program and noted it was all virtual this summer. It was explained that all registrations and logging of items read were being done through a virtual module by Read Squared. The theme this summer is Imagine Your Story. Rodne stated that currently there were 258 registered participants and that the number was lower than what the Library would see at this time of year, but anticipates the participation to increase as the summer continues. Rodne continued that due to social distancing there was no Prize Room this year and no decor for the Summer Reading Program. Those participating in the program and attaining prizes are able to do so in the Youth Services department. Check-ins are being handled at the Youth Services desk with prizes distributed by National Charity League (NCL) volunteers. - .,..,:. . . ., ,. , _ ; .__ � : ._..,, w�,. � ty o�' Cb ey411 c Collevville Librarv Board Minutes June 8, 2020 On June 8th, the Library launched its virtual Youth Services programs. Registered members of the class are e-mailed a link to join a WebEx session. Additionally, the Tuesday/Thursday weekly programs have gone online with links available on the Library's website. Also, adult programs are available virtually, including book clubs, TED talks, and adult classes. Chair McPherson stated he was impressed by the web- based publicity of the Library events. Rodne also updated the Board on the recent improvements to the Library. While the Library had been closed to the public in late March, early April, additional shelving was added to the existing book stacks, complete with new signage on each end panel. Rodne also said the Library will introduce new software with the cloudLibrary app, which will include two new features. One new feature, Mobile Checkout, will allow patrons to checkout materials utilizing an app on their smart phone devices thereby eliminating the need to touch the self-checkout machines. Another new feature, Library Assist, will allow patrons to download a receipt of their items. It is anticipated the new features will arrive in four or five weeks. 4b Friends of the Colleyville Public Library Report Board member Kay Newton reported on behalf of the Friends and stated the last meeting of the Friends of the Library was held on Zoom. All in-house selling of books has been suspended as well as all outside book donations for now. This will continue until the end of July or early August. However, the monies attained from Better World Books has increased as citizens have been purchasing books through Amazon and Amazon Smile affiliation. Membership dues are due at the end of June and volunteers are needed for the Board's audit committee. The Friends of the Library will have their annual meeting virtually for election of officers on June li, 2020. The slate presented will be Joan Roberts, president; Pam Pugliese, vice president; Merry Graves, secretary; and Kay Newton, treasurer. 4c Colleyville Public Library Foundation Report Board member Pat Jones reported that the Robert J. and Helen H. Glaser Family Foundation donated $10,000.00 for the 2020 Summer Reading Program. This is the 17th year the Glaser's have donated to the Colleyville Public Library Summer Reading Program. 5. CITIZEN COMMENTS There were no citizen comments/presentations regarding items not on the agenda. ' o o �yV %le . __ .. . .... _ , ..: j-, YF . . . .. , _ _ _. �g� � Colleyville Library Board Minutes June 8, 2020 6. ADJOURNMENT A motion was made by Kay Newton and seconded by Cecilia Sublette to adjourn the meeting of the Colleyville Library Board at 6�48 �m The motion was approved unanimouslv. APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE IOth DAY OF Auqust, 2020. Minutes taken and prepared by: `� c�-�c � ��l�,�p Maria Hoefke Administrative Secretary :, .��, �. . ... .� �. , r, , .., .. .. ,�, . ._-� _ - � ty.af L'o l�yv e' � ,