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Home My WebLink AboutLibrary Board-Agenda Packets-2/11/2013City 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, February 11, 2013 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER 2. APPROVAL OF MINUTES November 12, 2012 3. REGULAR AGENDA ITEMS 3a Colleyville Public Library second floor expansion project update 3b Approval of the updated bylaws for the Colleyville Public Library Board 3c Discussion of the Colleyville Public Libray's Tenth Anniversary Year 3d Discussion and Suggestions if 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. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 6. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, February 8, 2013 by 5:00 p.m. Kathy Moore Administrative Secretary Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. Colleyville Library Board Agenda February 11, 2013 City of Colleyville Page 2 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, November 12, 2012 6:00 p.m. Colleyville Public Library 110 Main Street 1.CALL TO ORDER Chair Jerome Davis called the meeting of the Colleyville Public Library to order at 6:00 p.m. Roll Call: Present Chairperson Jerome Davis, Committee members Amy Dowell, Victoria Kennedy-Ziegler, Thad Bolline, Billie Tuttle, Pam Jones; Alternate Melissa Orlando; Library/Parks and Recreation Director Mary Rodne and Administrative Assistant Kathy Moore. Absent Committee member Charna Logan-Gray; Alternate and Ex-Officio members Kay Newton and Cecilia Monacelli 2. APPROVAL OF MINUTES September 10, 2012 A motion was made by Thad Bolline and seconded by Melissa Orlando to approve the September 10, 2012 minutes as presented. Motion approved unanimously. 3.REGULAR AGENDA ITEMS 3a Introduction of New Board Members and a Tour of the Library Jerome Davis led the introductions of all current and new members in attendance, along with staff members. Library Director Mary Rodne proceeded to give a tour of the Library with Library staff telling about their areas. 3b Election of the Colleyville Public Library Board Chair and Vice-Chair Amy Dowell made a motion that Jerome Davis, Chair and Thad Bolline, Vice-Chair continue to serve in their current positions for another year. Pam Jones seconded the motion. The motion carried with a unanimous vote. 3c Colleyville Public Library second floor expansion project update Director Rodne presented an update on the second floor expansion project, noting that the reorganization was nearly complete. Additionally, she informed the Board Colleyville Library Board Minutes November 12, 2012 City of Colleyville Page 2 that there were still some funds available in donations, which would be used to purchase miscellaneous shelving and chairs. 3d City of Colleyville Fiscal Year 2013 (FY2013) budget update Library Director Mary Rodne informed the Board that the FY2013 budget was approved by City Council on September 18, 2012. The approved budget included an additional $15,000 for Library materials and a part-time administrative position for the Library. 3e Review and Discussion of the Colleyville Public Library Bylaws Library Director Mary Rodne informed the Board members that the City Secretary’s office had prepared a general template for all Boards, Commissions and Committees in an effort to standardize their bylaws. City staff will input the current Library Board bylaws into the template and present it at the next meeting for consideration and approval. The Board discussed the frequency of their meetings and agreed to meet bi-monthly starting February 2013. Amy Dowell made a motion to approve the bi- monthly meetings. Victoria Kennedy-Ziegler seconded the motion. The motion carried with a unanimous vote. Rodne concluded that once the update of the Colleyville Public Library Board bylaws was approved; they would be forwarded to the City Council for their approval. 3f Discussion of the Colleyville Public Library's Tenth Anniversary Year Rodne stated that the actual anniversary will be in November and she would like to do a series of activities throughout the year to celebrate this milestone. Additionally, she would like to form a Committee to plan the celebration activities. Jerome Davis, Pam Jones and Melissa Orlando volunteered to work on a planning Committee; meeting times will be set at a later date. 3g Discussion and Suggestions of items for future agendas The Library Board agreed to hold their next meeting on February 11, 2013 at 6:00 p.m. Additional items to be considered for future meeting are: 1.)The Tenth Anniversary Celebration Event 2.)Approval of Board Bylaw Updates 3.)Revisions to the Long Range Plan/Senior Center Rebranding 4.)Policy Revisions 4a Librarian's Report Monthly Statistics/Library Programs Colleyville Library Board Minutes November 12, 2012 City of Colleyville Page 3 Director Mary Rodne gave the Board an overview of the statistics for the months of September and October. Patrons had checked out a total of 38,588 items, 152 Colleyville residents registered for library cards, library patron visits totaled 14,431, attendance for programs totaled 2,948, and volunteer hours totaled 362 hours. Rodne also reported that the Library’s fiscal year had ended on September 30, 2012, and noted that Library usage had increased over last Fiscal Year in most key performance measures. During Fiscal Year 2011-2012, patrons checked out 244,613 items, 897 Colleyville residents had registered for Library cards, patron visits totaled 104,268, and attendance for programs totaled 17,954. Donations Director Mary Rodne reported that the Library had received a total of $1,450 in donations in September and October. Donations in September totaled $100; $75 from Sonic; and $25 from Ron and Jennifer Bigler in memory of Richard Thomas Lauer and Wesley and Samuel Anderson. October donations totaled $1,350; $850 from the family of Richard Roxburgh in memory of Richard Roxburgh for a painting; and $500 received by the Friends of the Library from the Exxon Mobil Foundation Volunteer Program on behalf of the volunteer work of Mary Alice Rippe. 4b Friends of the Colleyville Public Library Report Director Rodne reported for the Friends of the Colleyville Library. Rodne noted that the Friends were decorating a tree for the Holly Colley Holiday event again this year, and added that the Friends of the Library were last year’s winner for best theme tree. Additionally, it was announced that the Friends of the Library were going to sponsor a used book sale on April 19-20, 2013. Rodne added that the Friends of the Colleyville Library had set a goal to get more involved in helping with special programs in the Library. 4c Colleyville Public Library Foundation Report Mary Rodne stated that the Library Foundation was working on their annual letter, and that they were continuing to work on the redesign of the adult reading area. 5.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. 6.ADJOURNMENT Colleyville Library Board Minutes November 12, 2012 City of Colleyville Page 4 A motion way made by Amy Dowell and seconded by Melissa Orlando to adjourn the meeting of the Colleyville Library Board at 7:40 p.m. Motion approved unanimously. Minutes taken and prepared by: Kathy E. Moore Administrative Assistant 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 02/11/2013 Number 3a Type Regular Agenda Items Department Library Title Colleyville Public Library second floor expansion project update Explanation This agenda item is provided to give the Library Board an update on the Colleyville Public Library second floor expansion project. 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 3b Agenda Date 02/11/2013 Number 3b Type Regular Agenda Items Department Library Title Approval of the updated bylaws for the Colleyville Public Library Board Explanation All boards, commissions and committees were asked to review and update their current bylaws and to submit them in a new uniformed template provided by the City Secretary's office. A draft of the updated bylaws for the Colleyville Public Library Board is attached for the consideration of approval. Once approved the new bylaws will be presented to City Council for their approval. Attachments 1.Draft Copy of the Colleyville Library Board Bylaws 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 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 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 3c Agenda Date 02/11/2013 Number 3c Type Regular Agenda Items Department Library Title Discussion of the Colleyville Public Libray's Tenth Anniversary Year Explanation This item is provided to discuss the upcoming tenth year anniversary of the Colleyville Public Library. 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 02/11/2013 Number 3d Type Regular Agenda Items Department Library Title Discussion and Suggestions if items for future agendas Explanation This item allows the opportunity for the Colleyville Public Library Board members to suggest items for consideration on future Library Board agendas and to set their next 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 02/11/2013 Number 4a Type Report Department Library Title Librarian's Report Explanation The Reports provided are to update the Board members on the statistics for the months of November through January. A. Monthly Statistics B. Donations C. Library Programs Attachments 1.Library Monthly Statistics Report - November 2012 - January 2013 November 2012 November 2011 % Change (+/‐) Current YTD Last Year to Date % Change (+/‐) 7,1178,989 ‐21%14,77016,994 ‐13% 126166 ‐24%312323 ‐3% 31,48029,3497%65,96058,95012% 329.00286.0015%686.25512.0034% 316.00164.5092%493.00335.0047% 48480%1099614% 5,5121,025438%7,8811,955303% Users Users COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS COMPUTER USE REPORT TO LIBRARY BOARD/NOVEMBER 2012 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In‐Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE Users Users 977824%15812230% 340590 ‐42%6831,146 ‐40% 9044105%19510586% 17,49316,8424%37,02533,42911% 53446315%1,11183134% 303388 ‐22%66,39663,7624% $1,914.19$1,750.429%$4,298.91$3,613.9219% LIBRARY RECEIPTS Children Adult CARD REGISTRATIONS CIRCULATION TOTAL CIRCULATION Digital COLLECTION COMPUTER USE December 2012 December 2011 % Change (+/‐) Current YTD Last Year to Date % Change (+/‐) 5,6347,208 ‐22%20,40423,918 ‐15% 121161 ‐25%433484 ‐11% 28,57528,3621%94,53587,3128% 293.00299.00 ‐2%979.25810.0021% 143.0092.2555%636.00427.2549% 19186%12811412% 45637621%8,3372,331258% Users Users COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS Total In‐Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE COMPUTER USE REPORT TO LIBRARY BOARD/DECEMBER 2012 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Users Users 6469 ‐7%22219116% 324645 ‐50%10071791 ‐44% 6270 ‐11%25717547% 1637616,597 ‐1%53,40150,0267% 5835614%1,6941,39222% ‐13838 ‐463%66,25863,8264% $1,848.14$1,857.46 ‐1%$6,147.05$5,471.3812% Digital COLLECTION LIBRARY RECEIPTS Children Adult CARD REGISTRATIONS CIRCULATION TOTAL CIRCULATION COMPUTER USE January 2013 January 2012 % Change (+/‐) Current YTD Last Year to Date % Change (+/‐) 7,2177,1501%27,62031,068 ‐11% 172201 ‐14%6055962% 34,30131,7078%128,836119,0198% 315.00240.0031%1,295.001,050.0023% 154.00133.5515%790.00591.8033% 2830 ‐7%1561467% 5715347%9,0195,30170% Users Users COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS COMPUTER USE REPORT TO LIBRARY BOARD/JANUARY 2013 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In‐Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE Users Users 635417%28524516% 380550 ‐31%13872341 ‐41% 928311%34925835% 19,43018,0278%72,83168,0537% 7387173%2,4322,10915% ‐632 ‐52820%65,62663,3404% $1,996.73$1,963.582%$8,143.78$7,434.9610% Digital COLLECTION LIBRARY RECEIPTS Children Adult CARD REGISTRATIONS CIRCULATION TOTAL CIRCULATION COMPUTER USE MO N T H V O L U N T E E R S PE R S - ON S VO L U N T E E N S PE R S - ON S NC L PE R S - ON S SC H O O L PE R S - ON S TE E N / A D U L T CO U R T PE R S -ONSTOTALTOTAL PERSONS Oc t o b e r 6 4 . 3 3 7 1 . 0 0 1 0 . 0 0 0 1 0 0 . 0 0 1 9 1 0 . 0 0 2 1 7 5 . 3 3 2 9 No v e m b e r 7 5 . 2 5 6 1 0 . 0 0 2 1 0 0 . 0 0 2 6 1 1 9 . 7 5 2 1 1 1 . 0 0 2 3 1 6 . 0 0 5 7 De c e m b e r 3 6 . 7 0 5 3 . 0 0 2 0 . 0 0 0 1 0 1 . 3 0 2 4 2 . 0 0 1 1 4 3 . 0 0 3 2 Ja n u a r y 2 4 . 2 5 4 9 . 5 0 4 0 . 0 0 0 1 1 4 . 0 0 2 9 6 . 0 0 1 1 5 3 . 7 5 3 8 Fe b r u a r y 0.000 C O L L E Y V I L L E P U B L I C L I B R A R Y V O L U N T E E R H O U R S FI S C A L Y E A R 2 0 1 2 / 2 0 1 3 Ma r c h 0.000 Ap r i l 0.000 Ma y 0.000 Ju n e 0.000 Ju l y 0.000 Au g u s t 0.000 Se p t e m b e r 0.000 FY T o t a l 2 0 0 . 5 3 2 3 . 5 0 1 0 0 . 0 0 4 3 5 . 0 5 2 9 . 0 0 7 8 8 . 0 8 0 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 02/11/2013 Number 4b 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 Library Board. 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 02/11/2013 Number 4c 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 Library Board. Attachments