Loading...
HomeMy WebLinkAboutLibrary Board-Agenda Packets-10/25/2021City 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 25, 2021 Colleyville Public Library 110 Main Street 1.CALL TO ORDER 2.APPROVAL OF MINUTES August 9, 2021 3.REGULAR AGENDA ITEMS 3a Election of Vice-Chair 3b Library Board appointments update 3c City of Colleyville Fiscal Year 2022 (FY22) budget update 3d Discussion of the Colleyville Public Library Long-Range Plan Update 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.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Thursday, October 21, 2021 by 5:00 p.m. 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. Mary Rodne, Library Director 6:00 PM 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 9, 2021 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 6:04 p.m. Present Board members: Chair Gary McPherson, Molly Skinner, Pat Jones, Joan Roberts, Tina Bond, Kay Newton, Joy Fulton Lee, Wanda Cotter; Ex-Officio: Denise Light; City Staff: Library Director Mary Rodne, Library Events Coordinator Alyssa Ross 2. APPROVAL OF MINUTES June 14, 2021 A motion was made by Pat Jones and seconded by Kay Newton to approve the June 14, 2021 minutes. The motion was approved unanimously. 3. REGULAR AGENDA ITEMS 3a Colleyville Library Board Place 5 Vacancy Update Director Rodne reported that the City Secretary’s office had provided guidelines for filling the Library Board Place 5 vacancy, which included following the Library Board Bylaws and move Alternate 1 into the vacant seat. As such, Tina Bond was moved into Place 5, Wanda Cotter was moved into Alternate 1, and Alternate 2 will remain vacant until filled by City Council. It was noted that Cecilia Sublette, who vacated Place 5, was also serving as Vice-Chair of the Board, and that a replacement would need to be appointed at the next meeting. Additionally, Director Rodne included an updated list of Library Board members with contact information, and requested members to review to ensure the information was correct. Colleyville Library Board Minutes August 9, 2021 City of Colleyville Page 2 3b Colleyville Library Funding Summary Director Rodne noted that at a previous Library Board Meeting the Board requested a summary of funding sources for the Library. Rodne reported that Kyle Lester, City of Colleyville Finance Director, had provided a Colleyville Library Funding Summary for FY21 for review and discussion, which was included in the packet. Director Mary Rodne provided an overview of the report. Following review and discussion of the report, the Board expressed appreciation for the complete and through explanation provided by Kyle Lester. 3c City of Colleyville Fiscal Year 2022 (FY22) budget update Director Rodne presented an update on the proposed Colleyville Public Library FY 2022 (FY22) budget, and noted that according to the proposed City’s FY22 budget discussed at City Council Worksession on August 3, 2021, the Library’s budget was included according to what was submitted by the Library in April and similar to the current year. Rodne added that the City Council would be adopting the FY22 budget at September 17, 2021, City Council meeting. 3d Approval to use the Voluntary Library Fund in Fiscal Year 2022, for purchase of library materials, materials processing supplies, and library programs, in an amount not to exceed $170,000 Director Rodne provided an overview of the Voluntary Library Fund report, which gave projections through June 30, 2021. Rodne stated that the anticipated available funds were about $520,867 and requested $170,000.00 be used for the purchase of library materials, materials processing supplies, and programs. 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 Molly Skinner and seconded by Joan Roberts 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 FY22 budget year. The motion was approved unanimously. 3e Colleyville Public Library Long-Range Plan Update Director Rodne reported that the Library Board’s recommendation for Approval to use the Voluntary Library Fund in Fiscal Year 2021, for professional services to update the Library’s Long-Range Plan, in an amount not to exceed $17,000, would be presented to the City Council for approval at the August 17, 2021, City Council Colleyville Library Board Minutes August 9, 2021 City of Colleyville Page 3 Meeting. Rodne added that Aaron Babcock, Hidell and Associated Architects, was presenting an overview of the Colleyville Public Library Long-Range Plan update at a City Council in September, and that the Board would be notified when the plan update was scheduled at a Council Worksession. Additionally, it was noted that once approved by City Council, the Library would launch the planning process. 3f Discussion of Items for Future Agendas The next regularly scheduled meeting was tentatively set for Monday, October 11, 2021, and that two of the agenda items would include the appointment of a new Vice-Chair and discussion of the Long-Range Plan update. 4. REPORTS 4a Librarian's Report A. Monthly Statistics: Director Rodne provided an overview of the statistics and programs for the months of June through July 2021. Rodne explained that the Library’s computer usage statistics were skewed due to the Library’s computer reservation software company, which tracks computer usage, going out of business. It was noted that the Library will be purchasing new computer reservation software, which will track computer usage. Additionally, it was highlighted that the Library had received new children’s AWE computers, which will allow for better tracking of children’s computer usage as well. B. Donations: Rodne stated that in June and July, the Library received a total of $1,844.88 in donations. In June, no donations were received. In July, donations included a $1,770.00 grant from the Texas Commission on the Arts, used for the Laser Spectacles, Inc. show at the Finale, $49.88 for the purchase of books in memory of Barbara Scott Wood, and $25.00 from Carol Harvey to purchase books for adults. C. Programs: Director Rodne provided highlights of the Library’s Summer Reading Program, Glow Crazy with Reading, and reported that it had been very successful. It was noted that in the months of June and July, the Library hosted 17 adult programs, with 107 participants, and 93 youth programs, with 6,068 participants. Rodne continued that Colleyville Library Board Minutes August 9, 2021 City of Colleyville Page 4 planning for fall programming was in progress and would include most regular programs. Additionally, programs would include a kangaroo themed National Library Card Sign-Up Month campaign, with opportunities for patrons to earn prizes for registering, renewing, or using their library card and for checking out items. 4b Friends of the Colleyville Public Library Report Joan Roberts reported that the Friends of the Library were currently not meeting. Roberts noted that the Friends hosted a small book sale during the Golden’s Good Karma K9z show on June 3, 2021, which raised $177. Robert added that the Friends plan to host another book sale closer to the Christmas season. Kay Newton is continuing to meet with donors to control the number of books in the Library. The Friends also sold popcorn and water during the Finale. 4c Colleyville Public Library Foundation Report Denise Light reported that the Library Foundation was gearing up for North Texas Giving Day, on September 23, 2021. Light added that the Foundation set a goal to raise $5000. It was also noted that Library staff would assist with displaying marketing materials for the event. Light concluded that the Library Foundation was also updating their website. 5. ADJOURNMENT A motion was made by Kay Newton and seconded by Molly Skinner to adjourn the meeting of the Colleyville Library Board at 6:40 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: Alyssa Ross 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 10/25/2021 Number Type Regular Agenda Items Department Library Title Election of 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. This item provides for the Board to select a Vice-Chair successor due to a vacancy. 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 McPherson, Gary December 2020 - November 2021 December 2021 - November 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 10/25/2021 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 October 7, 2021, the City Secretary’s Office sent an e-mail to Library Board members with terms expiring November 2021. Members wishing to reapply, need to complete an application for appointment and return to the City Secretary’s Office, no later than Monday, November 1, 2021. Library Director Mary Rodne will provide an update on the appointments process. Attachments 1.Library Board Roster - Updated 07-20-21 Updated 7/12/2021 LIBRARY BOARD 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 Tina Bond 3104 St. Albans Circle Colleyville, TX 76034 (817) 903-8462 tina.e.bond@gmail.com TERM: Nov 2020 – Nov 2021 PLACE 6 Joan Roberts 5105 Overhill Drive (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 Wanda Cotter 5601 Oak Top Drive Colleyville, TX 76034 (806) 886-3661 Pleiades1972@gmail.com TERM: Nov 2020 – Nov 2021 ALTERNATE 2 VACANT EX-OFFICIO – Library Foundation Denise Light 4601 Dartmoore Lane Colleyville, TX 76034 (817) 319-6608 dflight16@yahoo.com EX-OFFICIO – Friends of the Library Joan Roberts 5105 Overhill Drive Colleyville, TX 76034 (817) 571-5721 Joan-r@att.net 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 10/25/2021 Number Type Regular Agenda Items Department Library Title City of Colleyville Fiscal Year 2022 (FY22) budget update Explanation Library Director Mary Rodne will present an update on the approved Colleyville Library Fiscal Year 2022 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 10/25/2021 Number Type Regular Agenda Items Department Library Title Discussion of the Colleyville Public Library Long-Range Plan Update Explanation This item is provided as an opportunity for the Board to give input on the Colleyville Public Library Long-Range Plan update. Aaron Babcock, Hidell and Associates Architects, will present an overview of the planning process phases, which will include the following tasks: Data Collection The data collection phase will establish factual criteria regarding the Colleyville Public Library, its users, local and national trends impacting library service, and funding. Demographics and growth data, library service analysis data, and future trends data will be utilized during this phase. Design Workshop The workshop phase with key stakeholders will bring together the exchange of ideas and information gathered from previous data collection tasks through an intensive and highly integrated workshop session; utilizing the data as a backdrop to start the discussion and navigate solutions. The results of the workshop process will establish short and long-term goals for user-centered service delivery, marketing, collections, technology, programs, and services. Long-Range Plan Survey The community engagement phase will include a library assessment survey. Final Report This phase will include the compiling of all analysis, information and recommendations into a comprehensive document that includes the established data, priorities from the collaborative planning workshop, and the library assessment survey responses into a feasible solution (with multiple options), and associated costs. The final document will articulate a vision and plan for the Colleyville Public Library for the next five years, and will provide recommendations for user-centered service delivery, marketing, collections, technology, programs, and services. The final plan will include vision and mission statements for the Library and identified goals, objectives, and activities to implement the Library's core service priorities, identified in the City’s Business Plan. Colleyville Library Board Agenda Briefing 3d City of Colleyville Page 2 Following the overview presentation, Babcock will facilitate a discussion to seek Board input on the future needs of the Library. Attachments 1.Colleyville Library Presentation 10.25.2021 LIBRARY PREPARED BY HIDELL ARCHITECTS 2021 COLLEYVILLE PUBLIC LONG-RANGE PLAN UPDATE 2021 Library Board Presentation October 25, 2021 PLANNING TASKS COLLEYVILLE PUBLIC LIBRARY Collect data regarding performance and future needs SIMPLIFY COMMUNITY ENGAGEMENT (online survey) PEER LIBRARY COMPARISON PREPARED BY HIDELL ARCHITECTS 2021 STAKEHOLDER FOCUS GROUP MEETINGS PLANNING QUESTIONS COLLEYVILLE PUBLIC LIBRARY What are the trends in circulation over the past 5 years? PREPARED BY HIDELL ARCHITECTS 2021 Has COVID changed service expectations? What are future needs? PLANNING RESULTS COLLEYVILLE PUBLIC LIBRARY PROVIDE A BROAD SENSE OF DIRECTION AND OVERARCHING GOALS GOALS SHALL INCLUDE ACTIONS AND MEASURES OF SUCCESS PREPARED BY HIDELL ARCHITECTS 2021 ONLINE SURVEY COLLEYVILLE PUBLIC LIBRARY •Library use over the past 24 months,both online and in person? •What do patrons do when they visit (online or in person)? •Is there a service or item you would like the library to provide? •Question relating to the new strategies implemented during covid Were these utilized and should they continue? •Expanded home delivery •Themed Take and Make Activity Kits •Expanded Digital Collection •Library Newsletter •Online registration and tracking for Summer Reading PREPARED BY HIDELL ARCHITECTS 2021 ONLINE SURVEY COLLEYVILLE PUBLIC LIBRARY •Would patrons like non-traditional items for check-out? •Would patrons be interested in Maker Days? •If you have not used the library why? •If you use another library, which one and why? PREPARED BY HIDELL ARCHITECTS 2021 ONLINE SURVEY COLLEYVILLE PUBLIC LIBRARY PREPARED BY HIDELL ARCHITECTS 2021 Your relationship with the library? ONLINE SURVEY COLLEYVILLE PUBLIC LIBRARY PREPARED BY HIDELL ARCHITECTS 2021 What does the library do well?What can the library do better? ONLINE SURVEY COLLEYVILLE PUBLIC LIBRARY PREPARED BY HIDELL ARCHITECTS 2021 What service or services do you think the library should provide that is currently does not. This assumes an unlimited budget and unlimited space? ONLINE SURVEY COLLEYVILLE PUBLIC LIBRARY PREPARED BY HIDELL ARCHITECTS 2021 Is there anything else you’d like to share or suggestions you might have about the library to help us plan for the future? LIBRARY PREPARED BY HIDELL ARCHITECTS 2021 COLLEYVILLE PUBLIC LONG-RANGE PLAN UPDATE 2021 Library Board Presentation October 25, 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 3e Agenda Date 10/25/2021 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 10/25/2021 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 August 2021 and September 2021. A. Monthly Statistics B. Donations C. Library Programs Attachments 1.Library Statistics - August 2021 - September 2021 2.Volunteer Hours Summary - FY 2020-2021 August 2021 August 2020 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 5,031 4,014 25%70,275 51,758 36% 229 445 -49%3,224 2,885 12% Gate Count 4,078 2,926 39%59,561 42,557 40% Cloud Library Activity 724 643 13%7,490 6,316 19% 29,353 27,416 7%317,304 240,814 32% 305 0 3049900%1,460 1,450 1% 139.00 10.00 1290%1,990.00 1,144.95 74% 8 4 100%240 383 -37% 75 16 369%10,644 20,553 -48% Users Users 0 0 0%0 338 -100% 0 0 0%0 907 -100% 63 73 -14%1,030 589 75% 20,488 18,842 9%227,803 185,007 23% Cloud Library 4,639 5,351 -13%53,953 46,563 16% 544 -100%4,742 -100% 105 -100%863 -100% 383 409 -6%71,906 74,951 -4% $724.77 $513.49 41%$7,124.52 $9,232.93 -23% Drive Up Transactions COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/AUGUST 2021 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 September 2021 September 2020 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 5,030 3,953 27%75,305 55,711 35% 188 388 -52%3,412 3,273 4% Gate Count 4,130 2,920 41%63,691 45,477 40% Cloud Library Activity 712 645 10%8,202 6,961 18% 24,641 23,761 4%341,945 264,575 29% 323 0 322900%1,782 1,450 23% 71 0 70900%2,061.41 1,144.95 80% 35 17 106%275 400 -31% 468 223 110%11,112 20,776 -47% Users Users Users 0 0 0%0 338 -100% 0 0 0%0 907 -100% 81 55 47%1,111 644 73% 18,240 16,756 9%246,043 201,763 22% Cloud Library 4,439 4,706 -6%58,392 51,269 14% Zinio 607 -100%5,349 -100% 82 -100%945 -100% 12 100%74,939 -100% $823.27 $794.84 4%$7,947.79 $10,201.55 -22% CIRCULATION Drive Up Transactions COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/SEPTEMBER 2021 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 RB Digital 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 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 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 0 0 January 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 0 0 February 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 0 0 March 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 0 0 April 0.00 0 6.00 1 0.00 0 11.00 6 0.00 0 17 7 May 6.50 1 2.00 1 0.00 0 25.00 8 0.00 0 34 10 June 0.00 0 47.50 5 598.50 249 223.00 31 10.50 2 880 287 July 0.00 0 51.50 5 642.00 255 227.25 34 0.00 0 921 294 August 8.50 2 29.00 6 0.00 0 99.75 24 2.00 1 139 33 September 6.66 1 22.00 3 0.00 0 42.75 15 0.00 0 71 19 FY Total 22 4 158.00 21 1,240.50 504 628.75 118 12.50 3 2,061.41 650 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 4b Agenda Date 10/25/2021 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 10/25/2021 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