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HomeMy WebLinkAboutLibrary Board-Minutes-9/10/2012G Y UF COLLEYVTLLE rI; \ ~ City of Colleyville Colleyville Library Board Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, September 10, 2012 Colleyville Public Library 6:00 p.m. 110 Main Street CALL TO ORDER Chair Jerome Davis called the meeting of the Colleyville Public Library to order at 6:05 p.m. Roll Call: Present Chairperson Jerome Davis, Committee members Karen Birkes, Thad Bolline, Billie Tuttle, Mary Alice Rippe, Charna Logan-Gray; Alternates Kay Newton and Melissa Orlando; Library/Parks and Recreation Director Mary Rodne, Assistant City Manager/Chief Financial Officer Terry Leake, Acting Senior Center Manager Kathy Moore. Absent Committee member Amy Dowell; Ex-Officio members Steve Banta, Dr. Larry Darlage, Mayor David Kelly, Cecilia Monacelli, Jesse Rodriguez and Vicki Smith. 1. APPROVAL OF MINUTES April 9, 2012 A motion was made by Thad Bolline and seconded by Charna Logan-Gray to approve the April 9, 2012 Minutes as presented. Motion approved unanimously. 2. LIBRARIAN'S REPORT 2a Monthly Statistics Library Director Mary Rodne distributed Colleyville Public Library Usage Statistics, for review and discussion. In April, May, June, July and August, patrons had checked out a total of 119,823 items, 500 Colleyville residents registered for library cards, library patron visits totaled 50,919, attendance for programs totaled 9,633, and volunteer hours totaled 2,075 hours. Rodne noted that the total circulation of library e-book materials this year was 73% higher than the total circulation of library e-book materials last year at this time. Rodne added that the Library had recently launched new online volunteer registration software, which allows patrons to go online, set-up an account, and register for volunteer options. City of Colleyvil/e Page 1 Colleyville Library Board Minutes September 10, 2012 2b Donations Library Director Mary Rodne reported that the Library received a total of 4,127.69 in donations for the months of April, May, June, July and August. In April, donations included: $250 from the Colleyville Garden Club for the purchase of gardening books and magazines; and $102 from the Books N' Brunch Book Club for the purchase of refreshments. In May, donations included: $3,000 from the Colleyville Women's Club Circle of Hope Grant program for the purchase of audio books; and $100 from Ann Maddux for the purchase of audio books. In June, donations included: $100 from David and Dawn Terry for the purchase of refreshments for the Books N' Brunch Book Club; the Library also received $150 in donations from various donors in memory of Richard 'Dick" Roxburgh. Donations included: $50 from Robert and Mary Alice Rippe, $25 from Judith A. Chotiner-Kemp, $50 from Daniel and Allyson Brady, and $25 from Terry and Janice McCarter. In July, $325 in was donated in memory of Richard Dick" Roxburgh. Donations included: $50 from Sandra Bologna, $50 from Judy Duncan, $100 from Richard and Deritha Davis, $100 from Pebble Hill Plantation Estates Association, and $25 from Fran Strelau. In August, donations included: $50.69 from the Friends of the Colleyville Public Library from books sold through Better World Books, and 50 from David and Kathy Besgrove in memory of Richard Dick" Roxburgh. 2c Library Programs Director Rodne reported that the Summer Reading Program, Reading is So Delicious!, had ended on July 31 and that the Summer Reading Program Finale was held on August 3. Around 550 had attended the finale program, which featured inflatable activities, petting zoo, pony rides, games, crafts and face painting, etc. A total of 1,160, 1,054 children, 73 adults, and 33 teens, had participated in the Summer Reading Program. Around 8,922 had attended 112 library sponsored programs from May through August. Rodne added that Reading is So Delicious had been a fun theme and that the Summer Reading Program had been very successful. Rodne also noted that this had been one of the highest registrations for a summer reading program; only the Deep in the Heart of Texas program had been higher. Additionally, Director Rodne informed the Board that there was a new format for their Fall brochure and that registration for fall programs had started on September 10. Rodne presented programming highlights which included: Toddler Tales on Tuesday and Thursday; Especially for Three's on Monday and Thursday; Pre-school Story Time on Monday and Tuesday; Snacks and Stories on Wednesday after school; and Adventure Kids on Thursday. Other programs included: Chess Club, Music and Movement, Bounce Time, A Holiday Gift Workshop and various Movie Days. It was noted that the Library would also City of Col/eyville Page 2 Colleyville Library Board Minutes September 10, 2012 be participating in the Haunted Trails and Holly Colley Holiday events. 3. REGULAR AGENDA ITEMS 3a Colleyville Public Library second floor expansion project update Director Mary Rodne presented an update on the Second Floor Expansion Project and noted that the Library had completed most of the project. Rodne reported that all the teen furniture had been received and that all the new book and DVD shelving had arrived. It was also noted that the teen materials section was going to be relocated, so they would have their own area. Rodne added that there will be all new work stations in the back office area. 3b City of Colleyville Fiscal Year 2013 (FY 2013) budget update Library Director Mary Rodne presented an overview of the City of Colleyville FY2013 budget schedule and noted that the City Council would be adopting the FY2013 budget at the September 18, 2012, City Council meeting. Rodne informed the Board that there was a new budget process this year and that it had gone very well. Director Rodne added that the proposed Library budget included an additional $15,000 for Library materials, which would increase the total for Library materials in the General Fund to $30,000. Additionally, it was noted that a part-time position that was previously frozen had been opened to add a part-time administrative person for the Library. 3c Library Board appointments update Library Director Mary Rodne reported that the City Council would be considering appointments to the Library Board at the September 18, 2012, City Council meeting. It was noted that there were four (4) positions on the Library Board, whose terms were expiring in September of 2012. 3d Approval of the use of the Voluntary Library Fund for the purchase of library materials, materials processing supplies, and library programs Library Director distributed a Voluntary Library Fund report for Board review. The Board discussed the proposed expenditure of $145,000 for the purchase of collection materials, materials processing supplies and library programs. A motion was made by Thad Bolline and seconded by Billie Tuttle 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, for the FY2013 budget. Motion approved unanimously. It was noted that this recommendation would be included as a consent agenda item at the November 5, 2012, City Council Meeting. City of Col/eyville Page 3 Colleyville Library Board Minutes September 10, 2012 3e Review and discussion of the Colleyville Public Library Board Bylaws Library Director Mary Rodne informed the Board that the City Secretary's office had prepared a general template for all Boards, Commissions and Committees for their bylaws. Rodne added that the Library Board would review their bylaws at the November meeting and insert what pertained to them into the template. Rodne concluded that when the update of the Library Board Bylaws is complete, it will be forwarded to the City Council for approval. 3f Review and discussion of the Colleyville Public Library Long-Range Plan revision Library Director Mary Rodne reported that the Library's Long-Range Plan was approved by the Library Board in April, 2007, and that the plan had served as a guide for the Library's planning process for Fiscal Year 2007/2008 - Fiscal Year 2011/2012. Rodne added that when the Library's Second Floor Expansion Project is completed this year, the Library will be ready to embark on the next phase of its development, and that the current Long-Range Plan will need to be updated. Additionally, it was noted that with combining of the Library, Parks and Recreation as one department, the Library Board and staff would need to explore ways to partner and complement one another. Discussion ensued. It was noted staff would research options for updating the plan. 3g Discussion of the Colleyville Public Library's Tenth Anniversary Event Director Rodne reported that the Library first opened on November 24, 2003, and that on November 23, 2012, the Library would be celebrating the start its tenth anniversary year. Rodne added that staff had started to compile a list of ideas on how to celebrate its first ten years, and requested additional ideas from the Library Board members. Rodne concluded that a planning committee would be created to plan a series of celebration activities. 3h Suggested items for future meetings The Library Board agreed to hold their next meeting on November 12, 2012 at 6:00 p.m. Additional items to consider for future meetings are: 1.)The Tenth Anniversary Celebration Event 2.)Board Bylaw Updates 3.)Policy Reviews 4. REPORTS City of Col/eyville Page 4 Colleyville Library Board Minutes September 10, 2012 4a Friends of the Colleyville Public Library report President Kay Newton presented a report which highlighted the activities of the Friends of the Library. Newton announced that the Friends had held an Annual Meeting on June 28, 2012, and that new Executive Board officers for Fiscal Year (FY) 2012-2013 had been elected; Kay Newton, President; Nancy Tuuling, Vice-President - Membership; Deidra Hoinoski, Secretary; Vicki Smith, Treasurer. Newton noted that one of the primary goals, of the Friends of the Library in FY2012-2013, was to provide opportunities for members to become more involved in Friends and Library activities. Newton concluded that the next Friends General Meeting was scheduled to be held on October 25, 2012 at 7:00 p.m., and that the program included a behind the scenes tour of the Library and a presentation on how to use the Library's digital collection. 4b Colleyville Public Library Foundation report Library Director Mary Rodne reported that the Library Foundation had not held a meeting during the summer, and that the Foundation continued to work on their current project, which includes the re-designing of the adult reading area on the first floor of the Library. Rodne noted that the Foundation had received three re-design proposals for consideration. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 6. ADJOURNMENT A motion was made by Karen Birkes and seconded by Charna Logan-Gray to adjourn the meeting of the Colleyville Public Library Board at 7:11 p.m. Motion approved unanimously. Minutes taken and prepared by: 1 Kathy Moore Acting Senior Center Manager City of Col/eyville Page 5