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HomeMy WebLinkAboutLibrary Board-Minutes-08/09/2021CITY COLLEYVILLE TExx5 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 Colleyville Public Library 6:00 p.m. 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 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 Directoi Rodne piuvided an oveivievvcf--th-e­Vuluntdry 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 City of Colleyville _ _ Colleyville Library Board Minutes August 9, 2021 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 or business. it was note that-theLi rab ry 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 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-5 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 25th DAY OF October _2021 . Minutes taken and prepared by: Aiyssa Ross Library Community Events Coordinator o o e _ e , _ age„