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Home My WebLink AboutLibrary Board-Agenda Packets-2/14/2022City 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 14, 2022 6:00 PM Colleyville Public Library 110 Main Street 1.CALL TO ORDER 2.APPROVAL OF MINUTES December 13, 2021 3.REGULAR AGENDA ITEMS 3a Discussion of the Colleyville Public Library Long-Range Plan Update 3b 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, February 10, 2022 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, December 13, 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, Pat Jones, Joan Roberts, Wanda Cotter, Molly Skinner, Joseph Stout; City Staff: Library Director Mary Rodne, Administrative Secretary Maria Hoefke Absent Board Members: Kay Newton, Joy Fulton Lee, Denise Light 2. APPROVAL OF MINUTES October 25, 2021 A motion was made by Pat Jones and seconded by Joan Roberts to approve the October 25, 2021 minutes. The motion was approved unanimously. 3. REGULAR AGENDA ITEMS 3a Introduction of new Colleyville Library Board Members Chair Gary McPherson requested board members to introduce themselves and provide background information. 3b Election of Chair and Vice-Chair A motion was made by Molly Skinner, and seconded by Joan Roberts, to nominate Gary McPherson for Chair of the Colleyville Library Board. A motion was made by Molly Skinner, and seconded by Wanda Cotter, to nominate Joan Roberts as Vice- Chair of the Colleyville Library Board. The nominations were approved, as presented, with a unanimous vote. 3c Review Colleyville Library Board Bylaws Director Mary Rodne stated that Library Board Bylaws were included, annually, for Colleyville Library Board Minutes December 13, 2021 City of Colleyville Page 2 member review. Rodne reminded the Board of the importance of adhering to meeting attendance guidelines and described the general frequency of Library Board meetings. 3d Discussion of the Colleyville Public Library Long-Range Plan Update Director Rodne informed the Board that the process of the Long-Range Plan update was moving forward. Rodne reported that Aaron Babcock of Hidell and Associates Architects, has been in discussion talks with Library staff and the Library Board. It was noted that Babcock has been compiling information on national trends, peer library comparisons, and currently is compiling survey results. The survey was launched in early December. The Library sent a survey link to all Library card holders and the City of Colleyville also sent out a survey link to the community via their weekly e-News blast. Both the Library and the City will re-send the survey in the next couple weeks. Director Rodne said the number of responses to date has been impressive. Currently, the survey has had 1,366 responses. Of those, close to 1,200 have included their contact information for a chance to win prizes. Rodne added that the City provided their $35 Christmas Gift Cards as incentive and 10 winning names are randomly selected each week. Additionally, there is also a chance to win one of two $100 Amazon gift cards. The survey runs through January 7th. A finished report is expected before March. 3e Discussion of Items for Future Agendas The next regularly scheduled meeting was tentatively set for Monday, February 14, 2021, and that one agenda item would include the 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 September 2021 through November 2021. B. Donations: Rodne reported that during the months of August and September the Library had not received any donations. In October and November, the Library received a total of $530 in donations. In October, donations included $50 from the Saddlebrook Homeowners Association for the purchase of books in memory of Paul Pardo. In November, donations included $500 from Ann Maddux for the purchase of audio books on CD and for Library staff appreciation; and $30.00 from Bryan Lucchesi for Library staff in appreciation for home delivery of materials. Colleyville Library Board Minutes December 13, 2021 City of Colleyville Page 3 C. Programs: Director Rodne provided an overview of the Library’s program and events for October, November, December and early next year. In Youth Services, 52 programs were held with 598 in attendance. In Adult Services, seven programs were held with 64 in attendance. In October, the Library hosted a special author visit with former Colleyville resident and Chief Meteorologist Kristin Kahanek. Kahanek read her published book on weather, answered questions and provided several giveaways to those in attendance. In October, the Library hosted Check & Treat. The event was held on October 30th. When patrons came to check out any Library item, staff handed out treat bags. A total of 200 were distributed. In November, the Library hosted programming for Thanksgiving. A special story time, craft, and movie were held. Additionally, the Library celebrated its 18th birthday on November 24th. To celebrate the Library’s special day, and Thanksgiving, any Library card holder who checked out an item that week, received a special birthday card thank you from the Library and a treat bag. Almost 130 bags and cards were given out. On December 10th, the Library hosted Cookies and Caroling with the Grapevine High School Jazz Choir who performed their holiday program in the Library. The week of Christmas, the Library will also do a special treat bag for patrons checking out materials. The treat bags will also be included for those residents who use the Library’s book delivery service. On December 17th, the Library will hold a Back to the Classics movie day, featuring White Christmas, free to the public. On December 13th, the Library launched the newest StoryWalk® Project featuring the book, Snow Friends. The program features stand-alone signs around the Plaza each depicting a page of the book. Activity sheets and a picture hunt are part of the fun. The StoryWalk® Project will continue through January 31, 2022. The Library continues its promotion of Binge Boxes, which feature a variety of themed DVD’s in sets of four, five and six. Any patron who checks out a Binge Box receives a special popcorn container complete with popcorn and candy. The Library’s Winter Reading Program theme will be, Snow is Falling, Books are Calling. The program will run for 10 weeks beginning in January. The Senior Center will begin sharing space at the Library beginning in January. The Senior Center will be undergoing renovations for most of 2022. Additionally, all Colleyville Library Board Minutes December 13, 2021 City of Colleyville Page 4 voting in 2022 will also be held in the Library. All early voting and election days will be held in the upstairs meeting rooms. 4b Friends of the Colleyville Public Library Report Joan Roberts stated the mini holiday Friends of the Library Used Book Sale brought in $410 including $50 in donations. The Friends are exploring having a bigger book sale in 2022. 4c Colleyville Public Library Foundation Report Pat Jones stated there was no update. 5. ADJOURNMENT A motion was made by Pat Jones and seconded by Molly Skinner to adjourn the meeting of the Colleyville Library Board at 6:36 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 2/14/2022 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 update on the work in progress on 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 3a City of Colleyville Page 2 Following the update presentation, Babcock will facilitate a discussion to seek Board input on the survey results and recommendations for future needs of the Library. Attachments 1.Colleyville Library Long-Range Plan Update - Library Board 2.14.2022 COLLEYVILLE PUBLIC Library Board Review Session February 14, 2022 Prepared by Hidell and Associates Architects, Inc. LIBRARY LONG-RANGE PLAN UPDATE 2021 Agenda Item 1 -Community Factors Impacting the Library Item 2 -Library Services Assessment Item 3 -Conclusions Item 4 -Recommendations COLLEYVILLE LIBRARY Long-Range Planning Update COLLEYVILLE LIBRARY Long-Range Planning Update POPULATION AGE BREAKDOWN 19-500-18 65+ 18.2%19.4%23.4% YOUTH ADULTS ACTIVE ADULTS TEXAS 37.2 COLLEYVILLE 33.6 48.6 MEDIAN AGE US DEMOGRAPHICS COLLEYVILLE RESIDENT Median Age………………….…………48.6 Median Household Income………$163,509 LIBRARY CARDHOLDERS Resident Cardholders(FY 2021) …...12,131 Non-Resident Cardholders……….…..1,607 50-64 39% SENIOR Estimated Residents (FY 2020) …....26,057 No. of Households………………….….9,311 SIZE OF COLLEYVILLE Community Factors Impacting the Library Up from 11.4% in 2014 COLLEYVILLE LIBRARY Long-Range Planning Update Community Factors Impacting the Library HOUSEHOLDS WITH A COMPUTER HOUSEHOLDS WITH BROADBAND 99%98% HAVE A BACHELORS OR GRADUATE DEGREE 65% STAY AT HOME TREND HAS RESULTED IN…Significant shift in borrowing habits •Texas Libraries have experienced a 115% increase in digital lending since 2016 •Colleyville has experienced a 323% increase during that same period REGISTERED USERS 10,873 OR 41% of Residents Number of Registered users remained strong during the pandemic SOCIAL DISTANCING HAS RESULTED IN … Reduced program attendance •Program attendance was down due to the pandemic •Texas Libraries have experienced a 36% reduction in program attendance since FY 2016 •11,669 total attendance in FY 2020-2021 down 41% from FY 2016 COLLEYVILLE LIBRARY Long-Range Planning Update Community Factors Impacting the Library What we heard… “After hours drop off in another public location. For example: local post office”“My kids love coming to pick out books and find new chapter books series with the librarians. They are so helpful.” “promote more of your digital offering. Highlight titles that are available. Host on -line zoom meetings showing how to get your digital offerings. Perhaps create a you-tube channel/video explaining the most recent arrivals and how-to classes in downloading digital offerings. Bring in more city officials to host meet and greets. Have the officials explain what they are reading and why. Perhaps offer some fun trivia quiz events based on books or periodicals only available at the library” “I feel like a library represents a community center for knowledge. Maybe if you all had Workshops for like life and business -basic classes that were advertised on Google to bring people in. Maybe advertising for group book study circles and all that. Books are a great way to connect people in a way that technology can’t. I feel like shared interest across the landscape of knowledge could definitely enrich the community” More online and audio book downloads You're doing a great job! My experience with the library has been excellent mostly due to the excellent customer service of the library staff! COLLEYVILLE LIBRARY Long-Range Planning Update What we heard… Conducted an Online Survey with 1,467 total responses or 7% of service population USED THE LIBRARY IN PERSON IN 2021 USED THE LIBRARY'S ONLINE SERVICES 32%10% COLLEYVILLE LIBRARY Long-Range Planning Update USED LIBRARY ONLINE AND IN PERSON 41% 52%PICK-UP HOLDS 75% CHECK OUT BOOKS OR OTHER MATERIALS What we heard… What respondents do when they visit the Library… 45%READ OR BROWSE THE COLLECTION 26%DOWNLOAD BOOKS FROM THE ONLINE PORTAL 21% ATTEND CHILDREN’S PROGRAMS HOW PATRONS USE THE LIBRARY COLLEYVILLE LIBRARY Long-Range Planning Update What we heard… Important services to integrate into the Library… INTERESTED IN THE LIBRARY ADDING NON-TRADITIONAL ITEMS FOR USE IDENTIFIED A NOTARY PUBLIC 56%72% COLLEYVILLE LIBRARY Long-Range Planning Update 71% IDENTIFIED ADULT / CHILDREN’S SCIENCE, ART, AND COMPUTER CLASSES What we heard… Suggestions on how to improve the Library… COLLEYVILLE LIBRARY Long-Range Planning Update SATURDAY STORYTIMES FOR WORKING FAMILIESMORE DIGITAL CONTENT STREAMLINE ACCESS TO DIGITAL COLLECTIONSAFTER HOURS HOLDS PICK UP MORE STUDY ROOMS EXPANDED ACCESS TO AUDIO BOOKS Peer Library Review COLLEYVILLE LIBRARY Long-Range Planning Update CIRCULATION PER LIBRARY VISIT: 4.14 / Visit Translation – Every visitor to the Library borrowed 4.14 items. 2.2 Times Above State and National Averages TOTAL CIRCULATION: 7.45 Items / Capita Translation –The average registered user checked out 18.55 items 2.4 Times Above the state average for communities of similar size LIBRARY VISITS: 1.80 Visits / Capita Translation – 48,750 people visited the library in FY 2020 21% ABOVE Peer Libraries of similar size DIGITAL CIRCULATION PER CAPITA 1.96 / Capita Translation –The average registered users checked out 4.5 digital items. 3.2 Times Above State and National Averages Current Library Services COLLEYVILLE LIBRARY Long-Range Planning Update Anchored by Excellent Pivots Library Facility Assessment COLLEYVILLE LIBRARY Long-Range Planning Update 2.43 / visit FY 2016 4.14 / Visit FY 2020 234,667 FY 2016 246,043 FY 2020 Two key statistics indicate revised layout is working… Conclusions COLLEYVILLE LIBRARY Long-Range Planning Update o Patron Support is very positive o Library use compared to pier Libraries is strong o React to changing community needs o Increase communication regarding Library programs and services Recommendations •INTEGRATE LESSONS from Covid •INCREASE Digital Collections and Maintain Popular Materials •STREAMLINED ACCESS to Collections and Services •PROVIDE ADDITIONAL Seating (Group seating / Study seating) •ACTIVELY Promote programs and services COLLEYVILLE LIBRARY Long-Range Planning Update 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 2/14/2022 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 2/14/2022 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 December 2021 and January 2022. A. Monthly Statistics B. Donations C. Library Programs Attachments 1.Library Statistics - December 2021 - January 2022 2.Volunteer Hours Summary - FY 2021-2022 December 2021 December 2020 % Change (+/-) Current YTD Last Year to Date % Change (+/-) 5,076 3,730 36%14,735 26,184 -44% Gate Count 4,212 2,710 55%12,119 23,206 -48% Cloud Library Activity 703 627 12%2,105 1,870 13% 161 393 -59%511 1,108 -54% 21,406 23,845 -10%67,346 69,757 -3% 255.00 0 254900%800.00 0 799900% 116.00 0 115900%279.25 0 279150% 19 7 171%90 53 70% 434 620 -30%1,580 1,949 -19% Users Users 0 0 0%0 0 0% 0 0 0%0 0 0% 63 53 19%192 305 -37% 16,132 18,346 -12%51,076 51,219 0% Cloud Library 4,245 4,641 -9%12,968 13,134 -1% 229 427 -46%72,842 74,723 -3% $568.04 $491.85 15%$1,809.25 $1,769.46 2% COMPUTER USE COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/DECEMBER 2021 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE Children Adult CARD REGISTRATIONS CIRCULATION TOTAL CIRCULATION COLLECTION LIBRARY RECEIPTS January 2022 January 2021 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 6,014 3,660 64%20,749 29,844 -30% Gate Count 5,055 2,616 93%17,174 25,822 -33% Cloud Library Activity 774 705 10%2,879 2,575 12% 185 339 -45%696 1,447 -52% 24,404 26,045 -6%91,750 95,802 -4% 300.00 0 299900%1,099.00 0 1098900% 86.00 0 85900%364.75 0 364650% 37 14 164%129 67 93% 488 331 47%2,204 2,280 -3% Users Users 7 0 6900%7 0 6900% 30 0 29900%30 0 29900% 83 51 63%275 356 -23% 18,686 20,101 -7%69,762 71,320 -2% Cloud Library 4,936 5,226 -6%17,904 18,360 -2% -2 -51 96%72,840 74,672 -2% $577.33 $320.04 80%$2,386.58 $2,089.50 14% 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/JANUARY 2022 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 5.50 1 25.00 5 0.00 0 40.00 13 0.00 0 71 19 November 10.50 1 18.00 6 0.00 0 64.25 21 0.00 0 93 28 December 11.00 1 12.50 5 0.00 0 84.50 24 8.00 1 116 31 January 11.75 1 5.00 4 0.00 0 66.75 21 2.00 1 86 27 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 39 4 60.50 20 0.00 0 255.50 79 10.00 2 364.75 105 COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS FISCAL YEAR 2021-2022 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 4b Agenda Date 2/14/2022 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 2/14/2022 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