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Home My WebLink AboutLibrary Board-Agenda Packets-12/14/2020City 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, December 14, 2020 6:00 PM Colleyville Public Library 110 Main Street 1.CALL TO ORDER 2. APPROVAL OF MINUTES October 12, 2020 3.REGULAR AGENDA ITEMS 3a Introduction of new Colleyville Library Board Members 3b Election of Chair and ViceChair 3c Review Colleyville Library Board Bylaws 3d Discussion of Items for Future Agendas 4.REPORTS Librarian's Report Friends of the Colleyville Public Library Report Colleyville Public Library Foundation Report 5.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Thursday, December 10, 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 MINUTES 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 The meeting was held via WebEx. Chair Gary McPherson called the meeting of the Colleyville Library Board to order at 6:08 p.m. Member Merry Graves joined the meeting at 6:11 p.m. Also attending the meeting was Kristie O’Brien, a student at Texas Woman’s University. O’Brien’s government class assignment was to attend a local board 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 August 10, 2020 A motion was made by Kay Newton and seconded by Molly Skinner to approve the August 10, 2020 minutes. The motion was approved unanimously. 3. REGULAR AGENDA ITEMS 3a Library Board appointments update Director Rodne stated that Library Board expiring term e-mail notifications were sent out on September 23 by the City Secretary’s office. Rodne noted that Board members with expiring terms included Gary McPherson, Molly Skinner, Merry Graves, and Lourdes McWithey. Both Merry Graves and Lourdes McWithey stated that they would not be submitting an application for re-appointment. Alternate member Joan Roberts stated that she would apply for a place position on the Library Board. Rodne thanked Lourdes McWithey and Merry Graves for their service and support of the Colleyville Library. 3b City of Colleyville Fiscal Year 2021 (FY21) budget update Director Rodne reported that the City of Colleyville Fiscal Year 2021 (FY21) budget was approved at the September 15, 2020 City Council meeting and took effect on October Colleyville Library Board Minutes October 12, 2020 City of Colleyville Page 2 1, 2020. Rodne confirmed that City Council approved the Library Board’s recommended expenditure amount of the Voluntary Library Fund not to exceed $170,000, at the September 1, 2020 City Council meeting. 3c Discussion of Items for Future Agendas The next regularly scheduled meeting was tentatively set for Monday, December 14, 2020. Rodne said Library Board appointments would be made in November making the December meeting the Board’s annual meeting. At the December meeting, the election of officers would be held then. 4. REPORTS 4a Librarian's Report A. Monthly Statistics: Director Rodne provided an overview of the statistics and programs for the months of August 2020 through September 2020. B. Donations: Rodne reported that during the months of August and September, the Library received a total of $100.00. In August, the Library received one donation, which included: $100 from Orville and Cathy Prins in appreciation of Library staff. In September, the Library did not receive any donations. In addition, Rodne said former local meteorologist, Kristine Kahanek donated an assortment of books she authored, dolls, umbrellas, and promotional items to the Library prior to her move out of the area. Rodne said the items will be used for a special weather program in the Spring. Programs: Rodne stated the Library was now open at 75 percent. More tables were available but the study rooms, computer and printer services are not accessible. At the last board meeting, Rodne said there had been seven open positions and to date, six have been filled. Additionally, the Library had been busy gearing up for the upcoming voting season as the Library was a designated polling place in Tarrant County. Early voting and Election Day voting would be taking place throughout the month and Library staff had been asked to be in attendance during all voting hours. Rodne said the Library would be promoting library card sign-up and all functions of the Library would be available during the early voting period. Colleyville Library Board Minutes October 12, 2020 City of Colleyville Page 3 Rodne also said they had just completed Library Card Sign-Up Month in September. Youth Story Times began virtually on September 14th. Five programs with 54 classes are offered this Fall. Four of the youth classes are offered for 12 weeks, with Family Art lasting six weeks. Adult Services is continuing with virtual book discussions and Get Crafty events this Fall. All have had steady attendance to date. The Library will have a major system upgrade in November. While it will mostly entail behind the scenes upgrades, access to the Library catalog and digital downloads will not be available during that time. The work is anticipated to start at the close of business Saturday, November 7th and completed by Monday, November 9th. In addition to the new server, several other new enhancements will be launched, including an automatic renewals feature for available Library items, and patron sign in to their accounts via Google. Upcoming Special Events include Youth Services Check & Treat set for Saturday, October 31st. As the Library will not be able to hold its annual youth Halloween party, the Check & Treat will take place from 10:00 am to 3:00 pm on Halloween. Anyone who checks out an item is eligible for a ‘treat’ from the Library. In November, the Youth Services department will hold a virtual Thanksgiving. Staff will pre-record stories, offer a craft and a treat to participants. In December, the Library will host a StoryWalk. Plans are in the works to either have the event on the South Lawn or in the Plaza at Colleyville. Rodne stated the event may kick-off with Rocket. 4b Friends of the Colleyville Public Library Report Joan Roberts stated that on September 15th, the Friends of the Library re-opened their Used Book Sales and people are busy purchasing items from the shelf. The Friends are still not accepting any new donations as there are plenty of items left from the cancelled book sale in the Spring. Roberts stated she anticipated that new book donations would not be accepted prior to the first of the year. Additionally, Roberts asked members to add the Friends of the Library as their charity when making purchases on Amazon. Roberts also stated on October 15th, the Friends of the Library will have their annual general meeting and their guest speaker would be Director Rodne. 4c Colleyville Public Library Foundation Report Member Pat Jones said the Foundation has completed its campaign with North Texas Giving Day. Jones stated that while the check has not yet been received, the campaign went well and thanked those who made contributions. Jones added the Library Foundation was also a listed charity on Amazon. Colleyville Library Board Minutes October 12, 2020 City of Colleyville Page 4 5. CITIZEN COMMENTS There were no citizen comments/presentations regarding items not on the agenda. Chairman Gary McPherson thanked the out-going Library board members for their service and for giving of their time and energy to the board. 6. ADJOURNMENT A motion was made by Kay Newton and seconded by Lourdes McWithey to adjourn the meeting of the Colleyville Library Board at 6:35 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: 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 12/14/2020 Number Type Regular Agenda Items Department Library Title Introduction of new Colleyville Library Board Members Explanation This item allows for the introduction of new Colleyville Library Board member(s). Attachments 1.Library Board Roster - 2020-2021 LIBRARY BOARD 2020-2021 PLACE 1 Kay Newton 6002 Meadowhill Drive Colleyville, TX 76034 (817) 421-0139 gksafig@aol.com TERM: Nov 2019 - Nov 2021 PLACE 2 Gary McPherson 316 Polo Trail Colleyville, TX 76034 (972) 742-5778 mcpherson7@verizon.net TERM: Nov 2020 - Nov 2022 PLACE 3 Pat Jones 102 Van Buren Court Colleyville, TX 76034 (817) 994-4880 patjones102@gmail.com TERM: Nov 2019 - Nov 2021 PLACE 4 Molly Skinner 309 Chestnut Bend Colleyville, TX 76034 (214) 536-7219 mollyskinn@aol.com TERM: Nov 2020 - Nov 2022 PLACE 5 Cecilia Sublette 5601 Ponderosa Street Colleyville, TX 76034 (817) 995-6592 ceciliajs@aggienetwork.com TERM: Nov 2019 - Nov 2021 PLACE 6 Joan Roberts 5105 Overhill Drive Colleyville, TX 76034 (817) 571-5721 jlroberts52@gmail.com TERM: Nov 2020 - Nov 2022 PLACE 7 Joy Fulton Lee 7109 Waldon Court Colleyville, TX 76034 (817) 907-9293 joyfultonlee@gmail.com TERM: Nov 2020 - Nov 2022 ALTERNATE 1 Tina Bond 3104 St. Albans Circle Colleyville, TX 76034 (817) 903-8462 tina.e.bond@gmail.com TERM: Nov 2020 - Nov 2021 ALTERNATE 2 Wanda Cotter 5601 Oak Top Drive Colleyville, TX 76034 (806) 886-3661 pleiades1972@gmail.com TERM: Nov 2020 - Nov 2021 EX-OFFICIO Pat Jones 102 Van Buren Court Colleyville, TX 76034 (817) 994-4880 patjones102@gmail.com EX-OFFICIO Joan Roberts 5105 Overhill Drive Colleyville, TX 76034 (817) 571-5721 jlroberts52@gmail.com TERM: Nov 2020 - Nov 2022 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 12/14/2020 Number Type Regular Agenda Items Department Library Title Election of Chair and Vice-Chair Explanation The Colleyville Library Board bylaws state that the Board shall, annually, elect a Chair and Vice-Chair from among the members. Officers shall serve a one-year term or until a successor is elected. Attachments 1.Colleyville Public Library - Chair and Vice Chair Terms COLLEYVILLE PUBLIC LIBRARY LIBRARY BOARD CHAIR AND VICE CHAIR TERMS CHAIR VICE CHAIR TERM Taraba, Gary Wollin, Carol September 2001 - June 2002 Taraba, Gary Wollin, Carol July 2002 - June 2003 Jones, Pat D.Roxburgh, Richard July 2003 - June 2004 Jones, Pat D.Eytcheson, Nancy July 2004 - June 2005 Eytcheson, Nancy Jones, Pat D.July 2005 - June 2006 Eytcheson, Nancy Jones, Pat D.July 2006 - June 2007 Jones, Pat D.Isbell, Steve August 2007 - September 2008 Davis, Jerome Rippe, Mary Alice October 2008 - September 2009 Davis, Jerome Rippe, Mary Alice October 2009 - September 2010 Davis, Jerome Rippe, Mary Alice October 2010 - September 2011 Davis, Jerome Bolline, Thad October 2011 - October 2012 Davis, Jerome Bolline, Thad November 2012 - September 2013 Bolline, Thad Davis, Jerome October 2013 - September 2014 Bolline, Thad Kennedy-Ziegler, Victoria October 2014 - September 2015 Noronha, Vernon Kennedy-Ziegler, Victoria October 2015 -July 2016 Newton, Kay Skinner, Molly August 2016 - January 2018 Skinner, Molly Billinger, Seanna February 2018 - September 2018 Skinner, Molly McPherson, Gary October 2018 - November 2019 McPherson, Gary Cecilia Sublette December 2019 - November 2020 December 2020 - November 2021 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 12/14/2020 Number Type Regular Agenda Items Department Library Title Review Colleyville Library Board Bylaws Explanation This item allows the opportunity to distribute and review the bylaws of the Colleyville Library Board. Attachments 1.Library Board Bylaws - Approved April 2013 COLLEYVILLE LIBRARY BOARD BYLAWS ARTICLE I – Identification and Purpose The Colleyville Library Board was established by the City Council of Colleyville, Texas, by Ordinance O-04-1466 on June 15, 2004. The purpose of the Colleyville Library Board is to act as an advisory board to the City Council relating to all nature of library facility planning and programming. ARTICLE II – Membership 2.1 The Colleyville Library Board shall consist of seven (7) members, who shall be appointed by the City Council for a two (2) year term; provided three (3) members shall be appointed each odd-numbered year and four (4) members must be appointed each even-numbered year. Places on the Board shall be numbered one (1) through seven (7). The Board shall also consist of two (2) alternates serving two-year terms. Alternates shall be numbered Alternate 1 and Alternate 2. 2.2 Members shall serve without compensation and until their successors are appointed. 2.3 Members must be residents of Colleyville, Texas unless City Council waives the residency requirement. 2.4 In the event of a vacancy on the Colleyville Library Board, Alternate 1 shall fill the unexpired term and Alternate 2 shall be appointed to serve as Alternate 1. In the event of more than one vacancy on the Board, Alternate 1 and Alternate 2 shall fill the unexpired terms. Applications shall be accepted through the City Secretary’s office for the Alternate position(s) and filled by City Council appointment for the length of the unexpired term. 2.5 The City Council, if it deems it desirable, may appoint ex-officio members to the Board. Such ex-officio members shall be appointed on an annual basis and the term of office of such ex-officio members shall be one year from the date of appointment. Such ex-officio members shall have no voting authority. In consideration of appointment of ex-officio members to the Board, the President of the Friends of the Colleyville Public Library and the President of the Colleyville Public Library Foundation shall be appointed to serve as ex-officio members with concurrent terms of the Presidents of the Friends of the Colleyville Public Library and the Colleyville Public Library Foundation. Page 2 of 3 Colleyville Library Board Approved February 11, 2013 2.6 If a member of the Colleyville Library Board fails to maintain a seventy-five percent 75%) attendance record for all regularly scheduled meetings, the Chair or staff liaison will notify the City Secretary. City Council may, at its discretion, declare a vacancy, advertise the open position, or appoint a replacement without advertising. ARTICLE III – Officers 3.1 The officers of the Colleyville Library Board shall be the Chair and the Vice Chair. 3.2 The Colleyville Library Board shall elect the Chair and Vice Chair from among the members annually. The officers shall serve one-year terms or until a successor is elected. 3.3 In the event of resignation or incapacity of the Chair, the Vice Chair shall serve as the Chair for the unexpired portion of the term. 3.4 City staff shall take minutes of the meeting and serve as custodian of Colleyville Library Board records. ARTICLE IV – Meetings 4.1 Regular meetings shall be held bi-monthly on the second Monday of the month at 6:00 p.m. at the Colleyville Public Library, located at 110 Main Street. Meeting dates, times and location may be changed as necessary. 4.2 Members unable to attend a regular meeting shall notify the Chair or staff liaison by noon of the meeting day. 4.3 A majority of the voting Colleyville Library Board members shall constitute a quorum to conduct business of the Library Board. The act of the Colleyville Library Board members, present at a meeting, at which a quorum is in attendance, shall constitute the act of the Colleyville Library Board. 4.4 Meeting agendas will be posted on the City Hall bulletin boards and the City’s web site 72 hours prior to a meeting. Meeting agenda packets will be available to the public on the City’s website 72 hours prior to a meeting. Approved meeting minutes will be included in City Council agenda packets under Reports. 4.5 Meeting agenda packets will be distributed to each member 72 hours prior to a meeting. 4.6 The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair shall preside. 4.7 The Chair may recognize individuals wishing to speak regarding an item on the agenda. Page 3 of 3 Colleyville Library Board Approved February 11, 2013 4.8 Special meetings may be called at the request of the Chair or three members of the Colleyville Library Board for the transaction of business. Posting and notification meeting requirements shall apply to special meetings. 4.9 The Colleyville Library Board may establish sub committees as deemed appropriate. Such committees will be dissolved upon completion of the charge or task. ARTICLE V – Duties and Responsibilities 5.1 The Colleyville Library Board acts in an advisory capacity to the City Council in all matters pertaining to the library facility planning and programming, including development of long range capital improvement programs. 5.2 Recommend policies for library services, and the adoption of standards for public library facilities and their financial support. 5.3 Receives requests for public funding for educational purposes of any public or private person(s), associations or business entities, and forward such requests with recommendations to City Council. 5.4 Review the annual operating budget and capital improvement requests related to library programs with the Library Director, and provide recommendations to the Director for submission to the City Manager or designee for consideration. 5.5 Cooperate with City boards, commissions, and committees, other governmental agencies, civic groups, and all citizens of the City in the advancement of sound library planning and programming. 5.6 Board members will take the Attorney General Texas Open Meetings Act on-line training course, available on this link. http://www.oag.state.tx.us/open/og_training.shtml#22, or you may obtain a DVD of the training course from the City Secretary, and provide a copy of the Certificate of Course Completion to the City Secretary. The training must be completed not later than the 90th day after the date the member takes the oath of office or otherwise assumes responsibilities as a member of the governmental body. ARTICLE VI – Amendments 6.1 These bylaws may be amended by a majority vote at any regular meeting, if all members have been notified of the proposed amendment 72 hours prior to such meeting. Amendments must be in compliance with applicable City ordinances. 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 12/14/2020 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 12/14/2020 Number Type Report Department Library Title Librarian's Report Explanation The reports provided are to update Board members on the statistics and programs for the months of October and November 2020. A. Monthly Statistics B. Donations C. Library Programs Attachments 1.Library Statistics - October - November 2020 2.Volunteer Hours Summary - FY 2020-2021 October 2020 October 2019 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 18,779 6,411 193%18,779 6,411 193% Gate Count 17,723 5,780 207%17,723 5,780 207% Cloud Library Activity 651 511 27%651 511 27% 405 120 238%405 120 238% 23,910 26,163 -9%23,910 26,163 -9% 0.00 234.00 -100%0.00 234.00 -100% 0.00 30.00 -100%0.00 30.00 -100% 24 82 -71%24 82 -71% 298 1,551 -81%298 1,551 -81% Users Users 0 60 -100%0 60 -100% 0 180 180%0 180 180% 206 50 312%206 50 312% 16,915 16,990 0%16,915 16,990 0% Cloud Library 4,362 3,168 38%4,362 3,168 38% 523 247 112%523 247 112% 72 68 6%72 68 6% -850 418 -303%74,089 70,579 5% $705.07 $1,949.16 -64%$705.07 $1,949.16 -64% Drive Up Transactions COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/OCTOBER 2020 USAGE STATISTICS Persons Visiting the Library TOTAL CIRCULATION Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE COMPUTER USE Children Adult CARD REGISTRATIONS CIRCULATION Zinio RB Digital COLLECTION LIBRARY RECEIPTS November 2020 November 2019 % Change (+/-) Current YTD Last Year to Date % Change (+/-) 3,675 5,416 -32%22,454 11,827 90% Gate Count 2,773 4,831 -43%20,496 10,611 93% Cloud Library Activity 592 489 21%1,243 1,000 24% 310 96 223%715 216 231% 22,002 22,022 0%45,912 48,185 -5% 0.00 281.00 -100%0.00 515.00 -100% 0.00 69.00 -100%0 99 -100% 15 61 -75%39 143 -73% 786 1,073 -27%1,084 2,624 -59% Users Users 0 72 -100%0 132 -100% 0 175 180%0 357 180% 46 45 2%252 95 165% 15,958 15,047 6%32,873 32,037 3% Cloud Library 4,131 2,998 38%8,493 6,166 38% 778 309 152%1301 556 134% 57 64 -11%129 133 -3% 207 -299 169%74,296 70,280 6% $572.54 $1,275.13 -55%$1,277.61 $3,224.29 -60% 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/NOVEMBER 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 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 0 0 November 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 0 0 December 0 0 January 0 0 February 0 0 March 0 0 April 0 0 May 0 0 June 0 0 July 0 0 August 0 0 September 0 0 FY Total 0 0 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS FISCAL YEAR 2020-2021 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 12/14/2020 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 12/14/2020 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