HomeMy WebLinkAboutLibrary Board-Agenda Packets-10/12/2020 (2)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, October 12, 2020
6:00 p.m.
Colleyville Public Library
110 Main Street
1.CALL TO ORDER
2. APPROVAL OF MINUTES
August 10, 2020
3.REGULAR AGENDA ITEMS
3a Library Board appointments update
3b City of Colleyville Fiscal Year 2021 (FY21) budget update
3c Discussion of Items for Future Agendas
4.REPORTS
Librarian's Report
Friends of the Colleyville Public Library Report
Colleyville Public Library Foundation Report
5.CITIZEN COMMENTS
6.ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Thursday,
October 8, 2020 by 5:00 p.m.
Mary Rodne, Library Director
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
Agenda Briefing
City Hall
100 Main Street
Colleyville, Texas 76034
www.colleyville.com
Agenda Number 2a Agenda Date 10/12/2020 Number
Type Approval of Minutes
Department Library
Title
August 10, 2020
Explanation
Attachments
1.Library Board Minutes - August 10, 2020
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, August 10, 2020
6:00 p.m.
Colleyville Public Library
110 Main Street
1. CALL TO ORDER
Due to technical difficulties, Vice-Chair Cecilia Sublette called the meeting of the
Colleyville Library Board to order at 6:05 p.m. When Chair Gary McPherson re-joined,
it was decided Cecilia Sublette would continue to 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
June 8, 2020
A motion was made by Molly Skinner and seconded by Kay Newton to approve the
June 8, 2020 minutes. The motion was approved unanimously.
3. REGULAR AGENDA ITEMS
3a City of Colleyville Fiscal Year 2021 (FY21) budget update
Director Rodne presented an update on the proposed Colleyville Public Library FY 2021 (FY21)
budget, and noted that according to the proposed City’s FY21 budget discussed at City
Council Worksession on August 4, 2020, the Library’s budget was included according
to what was submitted and similar to the current year. Rodne added that the City Council
would be adopting the FY21 budget at September 15, 2020, City Council meeting.
3b Approval to use the Voluntary Library Fund in Fiscal Year 2021, for purchase of
library materials, materials processing supplies, and library programs, in an amount
not to exceed $170,000
Director Rodne presented an overview of the Voluntary Library Fund report, which gave
projections through September 2020. Rodne stated that the anticipated available funds
were about $178,714.00 and requested $170,000.00 be used for the purchase of
library materials, materials processing supplies, and programs. Rodne added that as of
July 31, 2020, the projected available Voluntary Library Fund balance is $368,827. It
Colleyville Library Board Minutes August 10, 2020
City of Colleyville Page 2
has been determined that funds are available in the Voluntary Library Fund. The board
discussed the proposed expenditures of $170,000.00 for the purchase of collection
materials, materials processing supplies, and library programs. A motion was made by
and Kay Newton and seconded by Merry Graves to make a recommendation to 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 $170,000.00 for the FY2021 budget year. The motion was approved
unanimously.
3c Discussion of Items for Future Agendas
The next two regularly scheduled meetings were tentatively set for Monday, October
12, 2020 and Monday, December 14, 2020.
Board members asked if future book author events will be held at the Library. Rodne
stated that there are several author options but the Library is waiting for approval to
safely hold larger events.
Board members also asked what the Library’s plans were for supporting children who
were going to be learning remotely or hybrid learning. Rodne stated virtual
programming and crafts would continue through September into the fall for pre-school,
kindergarten-aged children and school-aged children.
Vice-Chair Cecilia Sublette stated much praise for the Library has been received in the
local Colleyville Mom’s page on Facebook.
4. REPORTS
4a Librarian's Report
A. Monthly Statistics:
Director Rodne provided an overview of the statistics for the months of June 2020
through July 2020.
B. Donations:
Rodne reported that during the months of June and July, the Library received a total
of $667.53. In June, the Library received $470.00 in donations. The donations included:
$100 from Orville and Cathy Prins in appreciation of Library staff; $20 from Carol
Harvey for adult programming; $50 from the Saddlebrook Homeowners Association for
the purchase of books in memory of Dr. Clifford Stanley Leffingwell, Jr.; and $300 from
Amy and Heath Dowell for the purchase of children’s and young adult books in honor
of birthdays of three Dowell children. In July, the Library received $197.53 in donations.
Colleyville Library Board Minutes August 10, 2020
City of Colleyville Page 3
The donation included: $197.53 from Better World Books through the Friends of the
Colleyville Public Library.
C. Programs:
Rodne gave an overview of the Library’s Summer Reading Program. Held virtually this
year, the Library hosted programs June 8 through July 25. Families registered for the
individual classes and were emailed a Webex link. Craft packets were assembled for
the weekly programs and picked up by individual families at the Library. It was decided
to suspend Tiny Treasures this summer as no families with babies registered. Programs
for older children were much more successful. Adult Services offered their virtual book
clubs as well as two TED Talks and three online Show and Tells. Weekly performers
during the Summer Reading Program normally total 14. However, this year six
performers were able to provide programming. The Austin Reptiles, Dallas Zoo, James
Wand, and Snake Encounters offered virtual programs. Two shows, Brett Roberts and
Slick Jugglers performed their acts outside at the Plaza at Colleyville. As compared to
last year where 106 programs were presented, this year the Library offered 38 with a
virtual attendance of 2,603. Additionally, for the months of June and July, the Library’s
drive-up window saw an 85 percent increase in usage with 10,335 items requested to
be put on hold in a two-month period. At-home book deliveries are continuing for now.
The numbers have decreased since the start where there were at times 40 deliveries
a day to about seven each on Tuesday and Thursday.
Rodne added that on Monday, Aug. 10th, the Library launched two new modules
through the cloudLibrary app – cloudLibrary checkout and cloudLibrary assist. Rodne
explained using the app, patrons are able to scan a barcode on an item using their
individual devices without having to utilize the self-check machines. Additionally, the
cloudLibrary assist keeps a tally of an individual’s item checkout receipts.
Rodne also said the Library had seven open positions due to three staff moving, two
retirees, a family illness, and one shifting to another department within the city. Three
positions to date had been filled, two circulation clerks and one youth services
assistant. Rodne said she is continuing the interview process for the remaining
positions, of which there are many applicants.
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. The Friends of the Library
held their annual meeting virtually for election of officers on June 11, 2020. The slate
presented was Joan Roberts, president; Pam Pugliese, vice president; Merry Graves,
secretary; and Kay Newton, treasurer. All in-house selling of books continues to be
suspended as well as all outside book donations. Newton said the Friends had a
successful membership renewal drive collecting $1,780.00. Also, many members
Colleyville Library Board Minutes August 10, 2020
City of Colleyville Page 4
included additional funds to their renewals. Newton added that due to the lack of in-
house book sales and not being able to host the annual book sale events, the budget
is down about $3,000. Roberts said despite the reduced funds, the Friends did support
this year’s Summer Reading Program and will continue to do so in the future.
4c Colleyville Public Library Foundation Report
Pat Jones said the North Texas Giving Day will be held on Sept. 17, 2020. This event
is the group’s big fundraiser for the year.
5. CITIZEN COMMENTS
There were no citizen comments/presentations regarding items not on the agenda.
6. ADJOURNMENT
A motion was made by Gary McPherson and seconded by Pat Jones to adjourn the
meeting of the Colleyville Library Board at 6:35p.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:
Maria Hoefke
Administrative Secretary
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 10/12/2020 Number
Type Regular Agenda Items
Department Library
Title
Library Board appointments update
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.
On September 23, 2020, the City Secretary’s Office sent an e-mail to Library Board
members with terms expiring November 2020. Members wishing to reapply, need to
complete an application for appointment and return to the City Secretary’s Office, no
later than Friday, October 16, 2020. Library Director Mary Rodne will provide an
update on the appointments process.
Attachments
1.Library Board Roster 2019-2020
Updated 9/25/2020
LIBRARY BOARD 2019-2020
PLACE 1
Kay Newton
6002 Meadowhill Drive
Colleyville, TX 76034
H: (817) 421-0139
gksafig@aol.com
TERM: Nov 2019 – Nov 2021
PLACE 2
Gary McPherson
316 Polo Trail
Colleyville, TX 76034
H: (972) 742-5778
McPherson7@verizon.net
TERM: Sep 2018 – Nov 2020
PLACE 3
Pat Jones
102 Van Buren Court
Colleyville, TX 76034
H: (817) 994-4880
Patjones102@gmail.com
TERM: Nov 2019 – Nov 2021
PLACE 4
Molly Skinner
309 Chestnut Bend
Colleyville, TX 76034
H: (817) 485-7354
mollyskinn@aol.com
TERM: Sep 2018 – Nov 2020
PLACE 5
Cecilia Sublette
5601 Ponderosa Street
Colleyville, TX 76034
H: (817) 995-6592
ceciliajs@aggienetwork.com
TERM: Nov 2019 – Nov 2021
PLACE 6
Merry Graves
6007 Montford Drive
Colleyville, TX 76034
H: (817) 637-3077
jmgraves3@verizon.net
TERM: Sep 2018 – Nov 2020
PLACE 7
Lourdes McWithey
4109 Southwood
Colleyville, TX 76034
H: (817) 503 – 0256
lourdesmcwithey@yahoo.com
TERM: Sep 2018 – Nov 2020
ALTERNATE 1
Joan Roberts
5105 Overhill Drive
H: (817) 571-5721
jlroberts52@gmail.com
TERM: Nov 2019 – Nov 2021
ALTERNATE 2
Vacant
TERM: Nov 2019 – Nov 2021
EX-OFFICIO
Pat Jones
102 Van Buren Court
Colleyville, TX 76034
H: (817) 994-4880
Patjones102@gmail.com
EX-OFFICIO
Joan Roberts
5105 Overhill Drive
Colleyville, TX 76034
H: (817) 571-5721
jlroberts52@gmail.com
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 10/12/2020 Number
Type Regular Agenda Items
Department Library
Title
City of Colleyville Fiscal Year 2021 (FY21) budget update
Explanation
Library Director Mary Rodne will present an update on the approved Colleyville Library
Fiscal Year 2021 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 3c Agenda Date 10/12/2020 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 Agenda Date 10/12/2020 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 August and September 2020.
A. Monthly Statistics
B. Donations
C. Library Programs
Attachments
1.Library Statistics - August - September 2020
2.Volunteer Hours Summary - FY 2019-2020
August
2020
August
2019
% Change
(+/-)Current YTD
Last Year to
Date
%
Change
(+/-)
4,014 6,503 -38%51,758 65,711 -21%
445 129 245%2,885 1,449 99%
Gate Count 2,926 5,840 -50%42,557 59,069 -28%
Cloud Library Activity 643 534 20%6,316 5,193 22%
27,416 28,945 -5%240,814 299,061 -19%
0 289 -100%1,450 2,832 -49%
10.00 133.00 -92%1,144.95 2,867.16 -60%
4 7 -43%383 566 -32%
16 99 -84%20,553 20,703 -1%
Users Users
0 91 -100%338 1,329 -75%
0 193 -100%907 1,511 -40%
73 76 -4%589 951 -38%
18,842 18,367 3%185,007 217,187 -15%
Cloud Library 5,351 3,694 45%46,563 38,451 21%
544 60 807%4,742 4,996 -5%
105 71 48%863 572 51%
409 489 -16%74,951 65,964 14%
$513.49 $1,872.91 -73%$946.72 $18,878.08 -95%
Zinio
OneClickdigital
COLLECTION
LIBRARY RECEIPTS
TOTAL CIRCULATION
Total In-Library Transactions
Study Room Hours Usage
Volunteer Hours
LIBRARY PROGRAMS PRESENTED
PROGRAM ATTENDANCE
COMPUTER USE
Children
Adult
CARD REGISTRATIONS
CIRCULATION
Drive Up Transactions
COLLEYVILLE PUBLIC LIBRARY
MONTHLY STATISTICS
REPORT TO LIBRARY BOARD/AUGUST 2020
USAGE STATISTICS
Persons Visiting the Library
September
2020
September
2019
% Change
(+/-)Current YTD
Last Year to
Date
% Change
(+/-)
3,953 6,622 -40%55,711 72,333 -23%
388 113 243%3,273 1,562 110%
Gate Count 2,920 6,009 -51%45,477 65,078 -30%
Cloud Library Activity 645 500 29%6,961 5,693 22%
23,761 26,180 -9%264,575 325,241 -19%
0 333.5 -100%1,450 3,166 -54%
0 34 -100%1144.95 2900.91 -61%
17 60 -72%400 626 -36%
223 1,176 -81%20,776 21,879 -5%
Users Users
0 42 -100%338 1,371 -75%
0 212 -100%907 3,052 -70%
55 78 -29%644 1,029 -37%
16,756 17,290 -3%201,763 234,477 -14%
Cloud Library 4,706 3,427 37%51,269 41,878 22%
Zinio 607 49 1139%5,349 5,045 6%
82 71 15%945 643 47%
12 427 -97%74,939 70,161 7%
$794.84 $1,750.85 -55%$10,201.55 $20,628.93 -51%
CIRCULATION
Drive Up Transactions
COLLEYVILLE PUBLIC LIBRARY
MONTHLY STATISTICS
REPORT TO LIBRARY BOARD/SEPTEMBER 2020
USAGE STATISTICS
Persons Visiting the Library
COMPUTER USE
Children
Adult
CARD REGISTRATIONS
Total In-Library Transactions
Study Room Hours Usage
Volunteer Hours
LIBRARY PROGRAMS PRESENTED
PROGRAM ATTENDANCE
OneClickdigital
COLLECTION
LIBRARY RECEIPTS
TOTAL CIRCULATION
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 18.00 1 0.00 0 313.00 82 0.00 0 0.00 0 331 83
July 15.00 1 0.00 0 421.00 91 0.00 0 0.00 0 436 92
August 0.00 0 0.00 0 10.00 5 0.00 0 0.00 0 10 5
September 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 0 0
FY Total 47 5 49.75 13 744.00 178 238.45 89 65.50 9 1,144.95 294
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 Agenda Date 10/12/2020 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 Agenda Date 10/12/2020 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