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HomeMy WebLinkAboutLibrary Board-Agenda Packets-4/8/2013�� i Y UF �- C�LLEY�JILLE r E � A � City of Colleyville Colleyville Library Board Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, April 8, 2013 Colleyville Public Library 6:00 p.m. 110 Main Street 1. 2. CALL TO ORDER APPROVAL OF MINUTES February 11, 2013 3. REGULAR AGENDA ITEMS 3a Discussion of closing the North Texas Library Partners (NTLP) 3b Colleyville Public Library Second Floor Expansion Project Update 3c Discussion of the Colleyville Public Library 2013 Summer Reading Program 3d Discussion of the Colleyville Public Library 10th Anniversary Year Events 4. REPORTS 4a Librarian's Report 5. 6. .� � Friends of the Colleyville Public Library Report Colleyville Public Library Foundation Report CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, April 5, 2013 by 5:00 p.m. Kathy E. Moore Administrative Assistant Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. City of Co/leyville Page 1 Colleyville Library Board Agenda April 8, 2013 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 2 �i1 � O�. � C4LLEYVILLE �' r x :� � City of Colleyville Colleyville Library Board Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, February 11, 2013 Colleyville Public Library 6:00 p.m. 110 Main Street 1. CALL TO ORDER Chair Jerome Davis called the meeting of the Colleyville Public Library to order at 6:02 p.m. Roll Call: Present Chairperson Jerome Davis, Board members Victoria Kennedy- Ziegler, Thad Bolline, Billie Tuttle, Charna Logan-Gray; Library/Parks and Recreation Director Mary Rodne and Administrative Assistant Kathy Moore. Absent Board member Pam Jones; Alternate and Ex-Officio members Melissa Orlando, Kay Newton and Cecilia Monacelli 2. APPROVAL OF MINUTES November 12, 2012 A motion was made by Charna Logan-Gray and seconded by Billie Tuttle to approve the November 12, 2012 minutes as presented. Motion approved unanimously. 3. REGULAR AGENDA ITEMS 3a Colleyville Public Library second floor expansion project update Director Rodne presented an update on the second floor expansion project. It was noted that the reorganization project was nearly completed, and that some miscellaneous shelving was left to install. Additionally, Rodne noted that the online public access catalog (OPAC) stations were ready for installation by the City Information Systems (IS) staff. 3b Approval of the updated bylaws for the Colleyville Public Library Board Director Mary Rodne explained to the Board members that all boards, commissions and committees had been asked to update their bylaws and incorporate them into a new uniformed template, which was provided by the City Secretary's Office. Rodne stated that the main concern was attendance, which will now be a unified 75% attendance rate for all boards, commissions and committees. Rodne added that attendance records are reported to City Council on a quarterly basis and concluded City of Colleyvil/e Page 1 Colleyville Library Board Minutes February 11, 2013 that all other changes to the Colleyville Public Library Board were minor. A motion was made by Victoria Kennedy-Ziegler to approve the updated Colleyville Public Library Board bylaws as presented, and Charna Logan-Gray seconded the motion. Motion was approved unanimously. It was noted that the approved bylaws would be forwarded to the City Council for approval. During the course of discussing the bylaw updates, Rodne informed the Board members that Amy Dowell submitted her resignation from the Library Board, due to a conflict of interest. It was explained that Amy Dowell was serving as the Chair of the Grants Committee for the Colleyville Woman's Club, and that the Colleyville Public Library had applied for a 2013 Circle of Hope Grant from the Woman's Club. Director Rodne continued that according to the bylaws of the Colleyville Public Library Board, the Alternate 1 position member (Kay Newton) would move into the vacant position on the Board and the Alternate 2 position member (Melissa Orlando) would move to the Alternate 1 position. Due to the timeline necessary to fill the Alternate 2 position, Board member Thad Bolline made a motion to leave the Colleyville Public Library Board Alternate 2 position vacant until the normal proceedings fill the position; Billie Tuttle seconded the motion. Motion was approved unanimously. 3c Discussion of the Colleyville Public Library's Tenth Anniversary Year Director Rodne stated that the Library staff was planning a series of activities throughout the year to celebrate the ten year anniversary. Rodne added that community groups, who have supported the Library over the years, had been invited to put up displays each month in the Library's front lobby display cases. It was noted that a different community group would be featured each month. Rodne offered several suggestions to add to the festivities from an essay contest to rotating sculpture exhibits. A lengthy discussion ensued, which covered plans for the Summer Reading Program and the possibility of having some type of Gala event to conclude the Ten Year Anniversary celebration in November 2013. 3d Discussion and Suggestions if items for future agendas Board member Charna Logan-Gray requested assistance from the Library staff to help in the promotion of an art contest, for the design of t-shirts for Keep Colleyville Beautiful (KCB). Logan-Gray stated that KCB would like to draw in art students from GCISD; noting that the prize was $100 for the winning entry. Director Rodne suggested that she present the contest to the Library Teen Advisory Board to promote as an art project within the GCISD school system. The Library Board agreed to hold their next meeting on April 8, 2013 at 6:00 p.m. Additional items to be considered for future meetings are: 1.) Fund Raising Efforts City of Colleyville Page 2 Colleyville Library Board Minutes February 11, 2013 2.) Revisions to the Long Range Plan/Senior Center Rebranding 3.) Policy Revisions 4. REPORTS 4a Librarian's Report Monthly Statistics Director Mary Rodne gave the Board an overview of the statistics for the months of November, December and January. Rodne informed the Board that overall the numbers were up from last year, and noted that library card registrations had increased 35% over last year and that circulation of library materials was 7% higher than last year. Rodne concluded that the usage of downloadable materials continued to increase. Rodne added that volunteer hours totaled 788 hours. Donations Director Rodne reported that the Library had received a total of $755 in donations in November, December and January, and that the donations had been received in December. Donations included: $300 from William and Beverly Schweikhard for E- audio books; $100 Ann Maddux for books on CD; $75 from the Saddlebrook Homeowners Association for the purchase of books in memory of Margie Sherlock, Tom Blowen and Edward Posnock; $200 from Adele Harrop and $25 from Clarke and Pat Jones in memory of Richard Roxburgh; $5 from Alfred Kohlmann for the purchase of a book; and $50 from Olivia Nault for the Teen Advisory Board. Library Programs Director Mary Rodne passed out the Colleyville Public Library Spring 2013 program brochure to the Board members, and gave an overview of the programs being offered through May. Rodne also noted that additional adult programs had been added to the spring lineup of programs. 4b Friends of the Colleyville Public Library Report Director Rodne reported for the Friends of the Colleyville Library. Rodne stated that the Friends had met on Thursday, February 7, and that they would be sponsoring a used book sale on April 19-20, 2013. It was noted that a��For Friends Only" event would be held on Friday evening from 3:00 p.m. - 5:00 p.m., and that the book sale for the general public would be held on Saturday from 10:00 a.m. - 2:30 p.m. 4c Colleyville Public Library Foundation Report Mary Rodne stated that the Library Foundation was still working on the redesign of the adult reading area, and noted that the project committee was currently selecting a chair style. City of Colleyville Page 3 Colleyville Library Board Minutes February 11, 2013 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT A motion way made by Charna Logan-Gray and seconded by Victoria Kennedy-Ziegler to adjourn the meeting of the Colleyville Library Board at 6:51 p.m. Motion approved unanimously. Minutes taken and prepared by: �,. ��"t��+ Kathy E. Moore Administrative Assistant City of Colleyville Page 4 G1� Y Q�' � C�OLLEYVILLE rr_x;�� City of Colleyville City Hall Colleyville Library Board 100 Main Street Colleyville, Texas 76034 Agenda Briefing www.colleyville.com Agenda Number 3a Agenda Date 04/08/2013 Number 3a Type Regular Agenda Items Department Library Title Discussion of closing the North Texas Library Partners (NTLP) Explanation The North Texas Library Partners (NTLP) announced on March 29, 2013 that they will be closing. A financial crisis with no solid funding base sufficient to carry them into the next fiscal year has caused the NTLP Board of Directors to advise a immediate and orderly shutdown of the organization since it would no longer be able to serve its mission. Attachments 1. North Texas Library Partners (NTLP) Closure Letter - March 29, 2013 City of Colleyville Page 1 6320 Southwest Blvd., Suite 101 Fort Worth, TX 76109 @ntxlibpartners main phone 817-377-4440 � Ot���.��� O ntrls.blogspot.com fax 817-377-8020 y� P www.NotTypical.org �1���1,7 1��rie�`� North Texas Library Partners March 29, 2013 Dear Partner Libraries of NTLP, It is with regret that the NTLP Board of Directors announces the imminent closing of NTLP. When the TSLAC announced that funding for the State Library Systems program would not continue past August 31, 2012, the NTLP Board and the staff decided that the independent nonprofit could continue serving libraries and anticipated that the organization would be funded through membership fees, fees for services, donations, sponsorships, grants, and contracts. This decision was reinforced through a vote of the NTRLS membership. With the change, NTLP reduced its staff to about one-third of the previous level. NTLP's office space had already been reduced to about one-third of the original space during a recent move. From 1974 through 2012, the State Library Systems program enabled an increase in the number of Texas public libraries and an enhancement in personnel skills and library services. This set a new standard for public libraries across the state and enabled the standard to be met without charge to Texas public library communities. In an ironic twist to the original plan, then, few library communities were prepared to absorb the cost to continue receiving such services when State funding ended. In its first year without government funding, NTLP has grown to 80 member libraries, a figure which exceeds any previous NTRLS membership number and includes 15 libraries from the former NETLS and CTLS areas. However, $80,000 total revenue from membership fees represents only about 25% of NTLP's minimum annual operating budget for the current level of service, and many libraries could not pay the cost of inembership nor the cost of individual services. During this fiscal year NTLP received $85,000 in grants from TSLAC, but those funds are committed to specific programs and not available to support general operations. NTLP has been seeking support from donors and sponsors but to date no funds have come from those sources. By mid-March NTLP Board and staff had already recognized that a crisis point was coming, and we were anticipating staff salary cuts in order to continue operations to the end of the fiscal year. Recent developments, however, have made it futile to attempt to carry on. Beginning in 1999 TSLAC required that all Regional Library Systems maintain a cash reserve equal to a certain percentage of the annual administrative costs. Since the closing of NTRLS, TSLAC has been in communications with NTLP regarding a requirement to return the cash reserve funds to the State. NTLP and TSLAC disagree on the amount of the cash reserve (by an order of magnitude), but variations in recordkeeping and staff changes over 15 years have made it challenging to document our position. On Monday March 25, NTLP received a letter from the Texas Attorney General's office supporting TSLAC's position on the cash reserve issue. The Board plans to contest the amount, but it will mean diverting staff time to researching and documenting the history of the cash reserve. This development, when we were already facing a financial crisis with no solid funding base sufficient to carry us into the Board of Directors Kenneth Haas, Chair Cecil Carter, Vice-Chair & Parliamentarian Craig Elam, Secretary Dana Wood, Treasure Ray Stephens Tina Hager Bobby Quinten next fiscal year, led the NTLP Board of Directors to advise an immediate and orderly shutdown of the organization since it would no longer be able to serve its mission. Libraries thatjoined NTLP since January 1, 2013 will have their membership fees refunded in full but continue to be recognized as Partner Libraries of NTLP. NTLP is asking our Commercial Partners to continue to make vendor discounts available to our Partner Libraries through at least September 30, 2013. The NTLP website and other online resources will continue to be available as long as funding permits. Other existing NTLP commitments will be met to the extent possible, but no new services are possible at this time, since NTLP staff must focus on the shutdown process. NTLP staff will release further information about the shutdown process and the plans for specific projects — including scheduled training events, support for NTLC (the ILS consortium), support for North Texas Libraries on the Go (the Overdrive Consortium), and development of Geodesity (the eBook Platform) - as we work out the details. Both the Board and the staff are sad to have to accept this decision, which we know will adversely affect so many libraries. We continue to believe in the value of nonprofit support for libraries and for collaborative library projects, and we hope that sometime in the future such efforts may be funded at a level that makes them viable. It is clear that such services cannot depend solely on funding from cash- strapped public libraries. Thank you to all of you who have supported NTLP and NTRLS during its nearly-40-year history. Sincerely, Ken Haas, Chair NTLP Board of Directors Cc: NTLP Board of Directors Carolyn Brewer, NTLP Executive Director Board of Directors Kenneth Haas, Chair Cecil Carter, Vice-Chair & Parliamentarian Craig Elam, Secretary Dana Wood, Treasurer Ray Stephens Tina Hager Bobby Quinten G1� Y Q�' � C�OLLEYVILLE rr_x;�� City of Colleyville City Hall Colleyville Library Board 100 Main Street Colleyville, Texas 76034 Agenda Briefing www.colleyville.com Agenda Number 3b Agenda Date 04/08/2013 Number 3b Type Regular Agenda Items Department Library Title Colleyville Public Library Second Floor Expansion Project Update Explanation This 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 G1� Y Q�' � C�OLLEYVILLE rr_x;�� City of Colleyville City Hall Colleyville Library Board 100 Main Street Colleyville, Texas 76034 Agenda Briefing www.colleyville.com Agenda Number 3c Agenda Date 04/08/2013 Number 3c Type Regular Agenda Items Department Library Title Discussion of the Colleyville Public Library 2013 Summer Reading Program Explanation This item is provided for an update and discussion of the Colleyville Public Library's 2013 Summer Reading program. Attachments City of Colleyville Page 1 G1� Y Q�' � C�OLLEYVILLE rr_x;�� City of Colleyville City Hall Colleyville Library Board 100 Main Street Colleyville, Texas 76034 Agenda Briefing www.colleyville.com Agenda Number 3d Agenda Date 04/08/2013 Number 3d Type Regular Agenda Items Department Library Title Discussion of the Colleyville Public Library Tenth Anniversary Year Events Explanation This item is provided to discuss the upcoming tenth year anniversary of the Colleyville Public Library. Attachments City of Colleyville Page 1 G1� Y Q�' � C�OLLEYVILLE rr_x;�� City of Colleyville City Hall Colleyville Library Board 100 Main Street Colleyville, Texas 76034 Agenda Briefing www.colleyville.com Agenda Number 4a Agenda Date 04/08/2013 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 February and March. A. Monthly Statistics B. Donations C. Library Programs Attachments 1. Library Monthly Statistics Report - February - March 2013 City of Colleyville Page 1 � l � �� C� �, �..�_ COLLEYVILLE PUBLIC LIBRARY '��I-I-��i'�r'''I�,►I-� MONTHLY STATISTICS �����.� February February % Change Current Last Year to % Change 2013 2012 (+/-) YTD Date (+/-) Persons Visiting the Library 7,016 7,366 -5% 34,636 38,434 -10% Drive Up Transactions 133 171 -22% 738 749 -1% Totalln-LibraryTransactions 31,496 30,017 5% 160,332 149,836 7% Study Room Hours Usage 299.00 312.00 -4% 1,594.00 1,362.00 17% Volunteer Hours 147.70 145.25 2% 937.45 737.05 27% 45 I 47 I -4% I 201 I 193 I 4% I 1,373 � 1,149 � 19% � 10,321 � 6,450 � 60% Children 78 78 0% 363 323 12°I Adult 378 571 -34% 1765 2912 -39% 74 I 77 I -4% I 423 I 335 I 26% TOTAL CIRCULATION 17,731 17,925 -1% 90,562 85,798 6% Digital 623 612 2% 3,055 2,721 12% 524 � 321 � 63% � 66,150 � 63,705 � 4% $1,721.59 �$1,795.92 � -4% �$9,865.37 �$9,230.88 � 7% � � �r �� o x. � CC7LLE�VILLE r��,,�. COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS March March % Change Last Year to % Change 2013 2012 (+/-) Current YTD Date (+/-) Persons Visiting the Library 8,105 8,138 0% 42,741 46,573 -8% Drive Up Transactions 144 176 -18% 882 1,033 -15% Total In-Library Transactions 35,830 35,255 2% 196,162 185,091 6% Study Room Hours Usage 278.00 336.00 -17% 1,872.00 1,698.00 10% Volunteer Hours 173.32 185.25 -6% 1,110.77 922.30 20% 43 I 46 I -7% I 244 I 239 I 2% I 1,504 I 1,271 I 18% � 11,825 � 7,721 I 53% Children 67 64 5% 430 387 11% Adult 466 525 -11% 2,231 3,437 -35% 92 I 90 I 2% I 515 I 425 I 21% TOTAL CIRCULAi ION 20,032 19,756 1% 110,594 105,734 5% Digital 792 591 34% 3,847 3,312 16% 527 � 284 � 86% � 66,677 � 64,008 � 4°10 $1,953.11 �$2,223.63 � -12% �$11,818.48 �$11,454.51 � 3% � � S 1 6 f � COLLEYVILLE PUBLIC LIBRARY ��LLE�VILLE , , „, VOLUNTEER HOURS . .- � i PERS- PERS- PERS- PERS- TEEN/ADULT PERS- TOTAL MONTH VOLUNTEERS ONS VOLUNTEENS ONS NCL ONS SCHOOL ONS COURT ONS TOTAL PERSONS October 64.33 7 1.00 1 0.00 0 100.00 19 10.00 2 175.33 29 November 75.25 6 10.00 2 100.00 26 119.75 21 11.00 2 316.00 57 December 36.70 5 3.00 2 0.00 0 101.30 24 2.00 1 143.00 32 January 24.25 4 9.50 4 0.00 0 114.00 29 6.00 1 153.75 38 February 32.25 4 2.00 1 0.00 0 102.90 22 10.25 2 147.40 29 March 37.17 6 19.25 5 0.00 0 104.30 24 12.60 2 173.32 37 April 0.00 0 May 0.00 0 June 0.00 0 July 0.00 0 August 0.00 0 September 0.00 0 FY Total 269.95 44.75 100.00 642.25 51.85 1,108.80 0 G1� Y Q�' � C�OLLEYVILLE rr_x;�� City of Colleyville City Hall Colleyville Library Board 100 Main Street Colleyville, Texas 76034 Agenda Briefing www.colleyville.com Agenda Number 4b Agenda Date 04/08/2013 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 Colleyville Library Board. Attachments City of Colleyville Page 1 G1� Y Q�' � C�OLLEYVILLE rr_x;�� City of Colleyville City Hall Colleyville Library Board 100 Main Street Colleyville, Texas 76034 Agenda Briefing www.colleyville.com Agenda Number 4c Agenda Date 04/08/2013 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 Colleyville Library Board. Attachments City of Colleyville Page 1