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HomeMy WebLinkAboutLibrary Board-Minutes-10/13/2010COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES December 13, 2010 CALL TO ORDER — Chair Jerome Davis called the meeting of the Colleyville Public Library Board to order at 7:00 p.m. ROLL CALL - Members present: Pat Jones, Karen Birkes, Jerome Davis, Billie Tuttle, and Charna Logan-Gray Members Absent: Mary Alice Rippe and Thad Bolline Alternates Present: Linda Bond and Amy Dowell Ex-Officio Members Present: Vicki Smith Ex-Officio Members Absent: Steve Banta, Jorge Rodriguez, Larry Darlage, Mayor David Kelly, Mary Smith and Cecilia Monacelli Staff present: Mary Rodne Others present: Steve Norder II. APPROVAL OF OCTOBER 11, 2010 MINUTES - A motion was made by Charna Logan-Gray and seconded by Billie Tuttle to approve the October 11, 2010 Minutes. Motion approved unanimously. III. LIBRARIAN'S REPORT A. Monthly Statistics In October and November, patrons had checked out a total of 34,020 items, 148 Colleyville residents registered for library cards, library patron visits totaled 14,013, attendance for programs totaled 1,396 and volunteer hours totaled 389 hours. It was noted that 2010 year-to-date statistics were less than 2009 year-to-date statistics because the Library had offered limited program options due to the anticipated construction. B. Donations Director Rodne reported that the Library had received a total of $1,194.25 in donations in October and November. In October, the donations included: $100 from Ann Maddux for the purchase of a book on CD, $229.25 from various donors for the Library's Books 'N' Brunch Monthly Book Discussion program, $50 from Jerry and Lorine Rayburn for the purchase of books in memory of Jennye Cox Rayburn, $250 from the Colleyville Lions Club, and $200 from William and Beverly Scheikhard for the purchase of books on CD. In November, donations included: $125 from several donors in memory of James (Jim) Moore, $100 from the David and Pam Brandt for the purchase of books through a Microsoft Matching Gifts Program, $50 from Jerry and Lorine Rayburn for the purchase of books in memory of Floyd Koslan, $50 from the Brighton Oaks Bunko Club for the purchase of books in memory of Robert C. Harrison, and $40 from various donors for the Library's Books 'N' Brunch Monthly Book Discussion program. Rodne noted that the Library had designated the donations received in Memory of Jim Moore and the donation from the Lions Club for the Second Floor Expansion Project. C. Programs Director Rodne reported that all the Library's programs had ended in November and concluded that programs would not be offered again until after the Second Floor Expansion was completed. D. Dulce Moore Second Annual Short Story Contest Director Rodne distributed the Dulce Moore Short Story Contest publicity flyer for review and added that the winners would be announced at the Library's Grand Re-Opening celebration. IV. NORTH TEXAS CONFERENCE FOR LIBRARY SUPPORTERS Director Rodne distributed a publicity flyer for the Third Annual North Texas Conference for Library Supporters scheduled to be held on February 19, 2011, at the Decatur Civic Center. It was noted that the conference offered many session options that would be very beneficial for attendees and attendance was encouraged. V. COLLEYVILLE PUBLIC LIBRARY SECOND FLOOR EXPANSION UPDATE Library Director Rodne reported that the Colleyville Public Library Second Floor Expansion Project had been advertised by the City Engineering Department on October 10, October 17 and October 24, 2010, and that bids were received on November 1, 2010. It was noted that eighteen (18) firms had picked up plans and specifications for this project, and that eight (8) firms had submitted sealed bids. The bids were evaluated based on four sections of criteria, which included the proposed contract amount, key project personnel with similar project experience, reference quality performance record from previous work, and financial and organizational stability. Upon completion of this evaluation, it was determined that the lowest responsible bidder was Prime Construction Company. They submitted a base bid proposal of $525,000 with an additional $5,500 for added alternate 1, and a $500 deduction for added alternate 2. City staff recommended the award of the base bid and added alternate 1, with a 10% contingency of $53,050; for a total amount not to exceed $583,550. The architect's preliminary cost estimate was $556,334, which did not include the teen area or added alternate 1. Rodne noted that in the event that the entire contingency of $53,050 is spent, the remaining project budget balance for furniture and technology is $102,450. Rodne concluded that a Pre-Construction meeting would be scheduled in first part of January 2011. VI. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT President Vicki Smith reported that the Friends of the Library had held a very successful book sale in conjunction with the Library Foundation's Race to Read event on November 6, 2010. The sale generated around $1,200 in revenues. Additionally, Smith noted that the Friends were planning to schedule another used book sale in the spring after the completion of the Second Floor Expansion Project. VII. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT Pat Jones reported for President Cecilia Monacelli that the Library Foundation's primary fundraiser, the Race to Read, held on November 6, 2010, had been very successful. Jones also noted that The Library Foundation had presented a check in the amount of $72,550 to the Library for the Colleyville Public Library Expansion Project, at the November 16, 2010, City Council Meeting. VIII. NEXT MEETING DATE Chair Jerome Davis noted that the next Library Board meeting would be held on January 10, 2011, unless there would be no agenda items. IX. SUGGESTED ITEMS FOR FUTURE MEETINGS X. CITIZEN COMMENTS I�� XI. ADJOURN: A motion was made by Linda Bond and seconded by Amy Dowell to adjourn the meeting. Motion approved. The meeting of the Colleyville Public Library Board was adjourned at 7:20 p.m.