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HomeMy WebLinkAboutLibrary Board-Minutes-9/13/2010COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES September 13, 2010 I. CALL TO ORDER -Chair Jerome Davis called the meeting of the Colleyville Public Library Board to order at 7:04 p.m. ROLL CALL -Members present: Pat Jones, Karen Birkes, Thad Bolline, Jerome Davis, and Mary Alice Rippe Members Absent: Nancy Bowen and Billie Tuttle Alternates Present: Linda Bond and Amy Dowell Ex-Officio Members Present: Cecilia Monacelli Ex-Officio Members Absent: Steve Banta, Jorge Rodriguez, Larry Darlage, Mayor David Kelly, Mary Smith and Kay Newton Staff present: Mary Rodne Also present: Steve Norder II. APPROVAL OF AUGUST 9, 2010 MINUTES - A motion was made by Pat Jones and seconded by Linda Bond to approve the August 9, 2010 Minutes as presented. Motion approved unanimously. III. LIBRARIAN'S REPORT A. Monthly Statistics Library Director Rodne distributed Colleyville Public Library Usage Statistics for August. Patrons had checked out a total of 20,280 items, 110 Colleyville residents registered for library cards, library patron visits totaled 104,581, attendance for programs totaled 879 and volunteer hours totaled 257 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 $250 in donations in August. The donations included: $250 from an anonymous donor for the purchase of youth fiction series books for boys. C. Programs Director Rodne announced that due to the delay in the Library's Second Floor Expansion Project; the Library would be offering limited programming starting the week of September 20, 2010 -November 15, 2010. It was noted that the programs would include weekly drop-in story times, and Saturday family movie days and craft days. IV. COLLEYVILLE PUBLIC LIBRARY SECOND FLOOR EXPANSION UPDATE Library Director Rodne reported that the Colleyville Public Library Second Floor Expansion Project was advertised by the City of Colleyville Engineering Department on August 1 and August 8, 2010, and that thirteen firms had picked up plans and specifications for the project. Rodne added that staff had received 11 bids on August 23, 2010, with two contractors, Mega Contractors, Inc. and Modern Contractors, Inc., each submitting the lowest bid of $559,000. It was noted that the two equal bids had exceeded the City's existing budget of $511,000, and a result, staff had requested that City Council reject all bids submitted. Rodne concluded that staff would be working with Hidell and Associates Architects to reduce some of the aesthetic features, and that the project would be re-advertised in October 2010 and submitted to City Council for consideration of an award of contract in November 2010. Additionally, it was noted that this would delay the date for completion of the library expansion project to February or March 2011. V. CITY OF COLLEYVILLE FY2011 BUDGET SCHEDULE UPDATE Director 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 September 21, 2010, City Council meeting. VI. 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, and that eight (8) applicants had filed for the Library Board. VII. REVIEW AND CONSIDERATION OF THE COLLEYVILLE PUBLIC LIBRARY BOARD EX-OFFICIO MEMBERS Director Rodne reported 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. Rodne added that on August 9, 2010, the Colleyville Public Library Board discussed the appointment of ex-officio members to the Library Board and voted unanimously to make the following recommendations 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 Colleyville 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. Rodne reported that the recommendations had been presented to the City Council, and that at this meeting, the Library Board would need to prepare a list of names to submit to the City Council for consideration in making ex- officio member appointments to the Library Board on September 21, 2010. After a lengthy discussion, the Colleyville Public Library Board voted unanimously to keep the composition of ex-officio members the same and recommended a list of individuals for ex-officio members. It was noted that in the future, Library Board members could submit additional names for consideration as ex-officio members. Rodne added that the recommendation and the list of names would be submitted to the City Council for consideration in making ex-officio member appointments to the Library Board. VIII. APPROVAL OF THE USE OF THE VOLUNTARY LIBRARY FUND FOR THE PURCHASE OF LIBRARY MATERIALS, MATERIALS PROCESSING SUPPLIES AND LIBRARY PROGRAMS Director Rodne presented an overview of the Voluntary Library Fund and distributed a Voluntary Library Fund report for Board review. The Board discussed the proposed expenditure of $145,000.00 for the purchase of collection materials, materials processing supplies and library programs. A motion was made by Mary Alice Rippe and seconded by Karen Birkes to make a recommendation to the 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, $145,000.00, for the FY2011 budget. Motion approved unanimously. It was noted that this recommendation would be included as a consent agenda item at the October 19, 2010, City Council Meeting. IX. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT Mary Alice Rippe reported that the Friends of the Library would be holding a General Meeting on September 30, 2010, and that following a brief meeting, local author Rita Dear would be speaking about her series of books. X. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT President Cecilia Monacelli reported that the Library Foundation's primary fundraiser, the Race to Read, was scheduled to be held on November 6, 2010, and that the proceeds from the event would provide support to the Library's Second Floor Expansion Project. Monacelli added that the Foundation currently had $175,000 in funding for the project. Additionally, Monacelli announced that the Foundation had received an anonymous donation of $20,000 for the project, which increased the amount of available funding to $195,000. Monacelli concluded that the Foundation was continuing their Big Piggy Bank Fill fundraiser, and that several businesses had agreed to allow the Foundation to bring the big piggy bank to their business to support their fundraising efforts. XI. NEXT MEETING DATE Chair Jerome Davis noted that the Library Board that the next meeting would be held on October 11, 2010. XII. SUGGESTED ITEMS FOR FUTURE MEETINGS XIII. CITIZEN COMMENTS None XIV. 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 7:37 p.m.