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HomeMy WebLinkAboutLibrary Board-Minutes-8/9/2010COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES August 9, 2010 I. CALL TO ORDER — Chair Jerome Davis called the meeting of the Colieyville Public Library Board to order at 7:04 p.m. ROLL CALL - Members present: Pat Jones, Karen Birkes, Thad Bolline, Jerome Davis, Billie Tuttle and Nancy Bowen Members Absent: Mary Alice Rippe Alternates Present: Linda Bond and Amy Dowell Ex-Officio Members: Present: Kay Newton Ex-Officio Members Absent: Steve Banta, Jorge Rodriguez, Dr. Larry Darlage, Mayor David Kelly, Mary Smith and Cecilia Monacelli Staff present: Mary Rodne Also present: Carol Wollin II. APPROVAL OF JUNE 21, 2010 MINUTES - A motion was made by Pat Jones and seconded by Nancy Bowen to approve the June 21, 2010 Minutes as presented. Motion approved unanimously. III. LIBRARIAN'S REPORT A. Monthly Statistics Library Director Rodne distributed Colleyville Public Library Usage Statistics for June and July. Patrons had checked out a total of 63,744 items, 341 Colleyville residents registered for library cards, library patron visits totaled 33,144, attendance for programs totaled 7,205 and volunteer hours totaled 1,602.25 hours. Rodne noted that the total circulation of library materials this year was 4% higher than the total circulation of library materials last year at this time. B. Donations Director Rodne reported that the Library had received a total of $2,083.84 in donations in June and July. In June, the Library received a total of $1,083.84 in donations. The donations included: $10.00 from Sammy Bolling for the purchase of a book in memory of Dulce Moore; $772.91 from the Friends of the Library for the purchase of mobile display cart; $20 from Karen Watson for Books `N' Brunch Book Club refreshments; $25.00 from Gaye and Martin Wimmer for the purchase of boys series children's books; $100 from Ann Maddux for the purchase of an audio book on CD; and $155.93 from the Friends of the Library, Thursday Author Series Program book sale proceeds from Mark Fadden. In July, the Library had received a total of $1,000 in donations. The donations included: $1000 from David Barrett through an Exxon Mobil Volunteer Grant on behalf of volunteer Elizabeth Barrett, which will be used to purchase books for the youth collection. C. Library Programs Summer Reading Program — Bank on Books Director Rodne reported that the Summer Reading Program, Bank on Books, had ended on July 31 and that the Summer Reading Program Finale was held on August 4. Around 850 had attended the finale program, which featured inflatable activities, petting zoo, pony rides, games, crafts and face painting, etc. A total of 1,360, 1,259 children, 92 adults, and 9 teens, had participated in the Summer Reading Program. Around 8,253 had attended 81 library sponsored programs from May through August. Rodne also updated the Board on the Library's very successful summer volunteer program. Rodne added that volunteer hours in June and July totaled 1,602.25 hours, and that all of the community volunteers had contributed much to the overall success of the Summer Reading Program. IV. COLLEYVILLE PUBLIC LIBRARY SECOND FLOOR EXPANSION UPDATE Library Director Rodne reported that the final floor plan configurations for the Colleyville Public Library Second Floor Expansion Project, approved by the Library Board on June 21, 2010, had been presented to the City Council during the July 6, 2010 Pre Council Meeting. It was noted that City Council had approved the recommended design and authorized Hidell and Associates Architects to prepare construction documents for the bid phase in July 2010. Rodne added that the Colleyville Public Library Second Floor Expansion Project had been advertised by the City of Colleyville Engineering Department on August 1 and August 8, 2010, and that bids would be opened on August 23, 2010. V. CITY OF COLLEYVILLE FY2011 BUDGET SCHEDULE UPDATE Library Director Mary Rodne presented an update on the proposed Colleyville Public Library FY2011 budget, and noted that the City Council would be adopting the FY2011 budget at the September 7 and September 21, 2010, City Council meetings. VI. NORTH TEXAS CONFERENCE FOR LIBRARY SUPPORTERS UPDATE Director Mary Rodne reported that the second Annual North Texas Conference for Library Supporters had been held on July 23 — July 24, 2010 at the Decatur Civic Center, and that several staff members and Friends of the Library members had attended. Rodne reported that the conference theme for 2010 was "The Future of Libraries", and that the keynote speaker was Anita Duckor, President of Duckor & Associates, Inc. Rodne added that Duckor's presentations had focused on strategic planning for libraries and keeping libraries alive in the 21St century. Rodne also noted that she and Sunny Lindsey, Geographic Information Systems Coordinator from the City of Colleyville, had presented two sessions entitled, Where in the World Are Our Patrons"? Rodne conctuded that the Library's exhibit which featured the Big Piggy Bank Fill and photos with Oink had been very well received by conference attendees. VII. LIBRARY BOARD APPOINTMENTS UPDATE Library Director Mary Rodne reported that the City Council would be considering appointments to the Library Board at the September 21, 2010, City Council meeting. It was noted that there were four (4) positions on the Library Board, whose terms were expiring in September of 2010. VIII. REVIEW AND CONSIDERATION OF THE COLLEYVILLE PUBLIC LIBRARY BOARD BYLAWS Director Rodne announced that in preparation for City Council to make Library Board appointments on September 21, 2010, Council directed the Library Board to consider the need for Council to appoint ex-officio members to the Library Board. The Board reviewed the Colleyville Public Library Board Bylaws and discussed the appointment of ex-o�cio members to the Library Board. After a lengthy discussion, the Board voted unanimously that the following recommendations be forwarded to City Council for consideration: • That the City Council continue to appoint ex-officio members to the Library Board, as per Section 2, of Ordinance 0-04-1466, Number of Board Members. Qualifications and Terms, 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. Vacancies on the Board are to be filled by appointment by the City Council for the length of the unexpired term. 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 of the Board, with the terms of the Presidents of the Friends of the Colfeyville Public Library and the Colleyville Public Library Foundation being concurrent with their terms of President for each of the organizations. • That the Library Board prepare and submit annually a list of names to the City Council for consideration in making ex-officio member appointments to the Library Board. IX. DISCUSSION AND CONDISERATION OF LIBRARY FEE STRUCTURE Director Rodne reported that the City Council would be adopting all fees pertaining to the Library for the FY2011 budget at the September 7 and September 21, 2010, City Council meetings, and presented the Colleyville Public Library fee structure for review and discussion. Discussion ensued. Karen Birkes made a motion to approve the recommendation that no changes be made to the current schedules for the FY2011 budget. Billie Tuttle seconded the motion. Motion approved unanimously. X. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT President Kay Newton presented a report which highlighted the activities of the Friends of the Library. Newton reported that the Friends of the Library had held an Annual Meeting on June 22, 2010, and that the Executive Board officers for 2010-2011 had been elected. Newton also noted that the Friends had assisted with the Summer Reading Program, and had sponsored a successful Scholastic Book Fair, which allowed Library staff to select merchandise. Newton added that the Friends had received a total of around $2,200 from the online book seller vendor, which the Friends use to sell donated materials online. Newton also announced that the Friends would be working with Borders and Barnes & Noble on several fundraisers for the Library. In conclusion, Newton reported that the Friends were recruiting authors for their Spring 2011 Fourth Thursday Author Series Program. XI. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT Pat Jones reported that the Library Foundation was continuing to work on their 2010 annual fundraisers, which would provide support to the Library's Second Floor Expansion Project. Jones added that the Foundation was continuing their annual appeal for donations, and noted that their primary fundraiser, the Race to Read, was scheduled to be held on November 6, 2010. Jones also noted that the Foundation was continuing their Big Piggy Bank Fill fundraiser and that the big piggy bank would remain in the Library throughout the fundraiser. ►7T� �«:f�1�iL� � � I ► [ � . Chair Jerome Davis noted that the Library Board that the next meeting would be held on September 13, 2010. XIII. SUGGESTED ITEMS FOR FUTURE MEETINGS XIV. CITIZEN COMMENTS None XV. ADJOURN: A motion was made by Amy Dowell and seconded by Linda Bond to adjourn the meeting. Motion approved. The meeting of the Colleyville Public Library Board was adjourned at 8:40 p.m.