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HomeMy WebLinkAboutLibrary Board-Agenda Packets-10/9/2023City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE LIBRARY BOARD AGENDA 110 Main Street, Colleyville, TX 76034 MONDAY, OCTOBER 9, 2023 - 6:00 PM 1.CALL TO ORDER 2.APPROVAL OF MINUTES August 14, 2023 3.REGULAR AGENDA ITEMS 3a Library Board Appointments update 3b City of Colleyville Fiscal Year 2024 (FY24) Budget Update 3c Automated Materials Handling (AMH) Systems Update 3d Discussion of Items for Future Agendas 4.REPORTS 4a Librarian's Report 4b Friends of the Colleyville Public Library Report 4c Colleyville Public Library Foundation Report 5.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Thursday, October 5, 2023 by 5:00 p.m. Mary Rodne Library Director A quorum of any Colleyville board, commission, or committee may be present at this meeting. Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the City Secretary at least 48 hours in advance at 817.503.1130, and reasonable accommodations will be made to assist you. City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE LIBRARY BOARD MINUTES 110 Main Street, Colleyville, Texas, 76034 MONDAY, AUGUST 14, 2023 - 6:00 PM 1. CALL TO ORDER Chair Molly Skinner called the meeting of the Colleyville Library Board to order at 6:00 p.m. Present: Chair Molly Skinner, Vice Chair Joan Roberts, and Board members: Kay Newton, Wanda Cotter, Pat Jones, Gary McPherson, Joy Lee Fulton, Joseph Stout and Denise Light. City staff: Library Director Mary Rodne and Library Community Events Coordinator Maria Hoefke. Absent: 2. APPROVAL OF MINUTES June 12, 2023 A motion was made by Kay Newton and seconded by Pat Jones to approve the June 12, 2023 minutes. The motion was approved unanimously. 3. REGULAR AGENDA ITEMS 3a Update on the 2023 Summer Reading Program Library Director Rodne reported that this year’s Summer Reading Program had gone very well. To date, Rodne added it was one of the highest in registration with 1,463 Library patrons enrolled. Throughout the Summer, Rodne stated that the Library offered 143 programs and over 10,000 people attended. Rodne also said around 1,500 attended the Summer Reading Finale and that many favorable comments were received. 3b City of Colleyville Fiscal Year 2024 (FY24) budget update Rodne reported that the budget process began in April and noted in the General Fund any anticipated increases for the Library had been included. Rodne said the first reading of the City’s FY24 budget will be on September 5 and the second reading on September 19 with the new fiscal year budget taking effect on October 1. Rodne reported that additional Library funding Colleyville Library Board Minutes August 14, 2023 City of Colleyville Page 2 comes from the CEDC (Colleyville Economic Development Fund) and that this budget will also be approved at the September 19 Council meeting. Some of the Library salaries and maintenance costs for online systems are incorporated in the CEDC budget, said Rodne. Additionally, the Library’s new automated materials handling system, will come out of the FY24 CEDC budget, but as a roll-over item from the previous year. Rodne said the new material sorters are anticipated to arrive in October. Additionally, Rodne provided an update on Library’s remote locker project, also included in the FY24 CEDC budget. Currently, Rodne noted that the proposed location for the remote lockers will be in the new Recreation Center lobby. The three-locker system will allow Library users to place holds on materials and pick them up at the remote locker location. Users will be able to scan their Library card at the remote locker and an individual locker will open to provide access to their requested material. A third locker of the remote locker system will house best-sellers or more popular books and Library users will also be able to check those items out, said Rodne. The remote lockers are expandable, should they prove to be popular. Rodne said the outside of the lockers are wrap-ready for a custom graphic wrap to promote the Library. Rodne said the goal is to have the units up and available possibly in May 2024. 3c Approval to use the Voluntary Library Fund in Fiscal Year 2024, for purchase of library materials, materials processing supplies, and library programs, in an amount not to exceed $190,000 Director Rodne provided an overview of the Voluntary Library Fund report, which gave projections through August 2, 2023. Rodne stated that the anticipated available funds were about $574,186 and requested $190,000.00 be used for the purchase of library materials, materials processing supplies, and programs. Rodne explained that the Library would like to increase funding for digital materials and noted that an additional $5,000 for library materials had been included in the FY24 CEDC budget. Rodne also highlighted past expenditures provided in the attached Voluntary Library Fund report. The Board discussed the proposed expenditures of $190,000.00 for the purchase of collection materials, materials processing supplies, and library programs. A motion was made by Joseph Stout and seconded by Joan Roberts to make a recommendation to 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 $190,000.00 for the FY24 budget year. The motion was approved unanimously. Colleyville Library Board Minutes August 14, 2023 City of Colleyville Page 3 3d Review of Colleyville Public Library Fee Schedule Rodne explained that as a part of the City’s annual budget process, departments review the fees charged by the City and propose new fees, revisions of current fees, or deletions of fees. Rodne added that during this budget process, the Library was not proposing any changes to the Library’s attached current fee schedule. It was noted as of last year, the Library no longer charges fines for late materials, only lost or damaged items. 3e Discussion of Items for Future Agendas There were no comments or suggestions for future discussion items. 4. REPORTS 4a Librarian's Report Director Rodne provided an update on Library statistics for June and July, stating numbers were very good and circulation statistics were ahead by seven percent over last year at this time. Additionally, Rodne said volunteer hours were up, mostly due to the National Charity League volunteers during the summer. Rodne also noted that volunteer hours from the Friends of the Library were counted in the total number of hours. Rodne continued with a report on donations to the Library and noted that there were no donations in June or July. Rodne added that last year, patron Anne Maddux gave $10,000 to the Library in memory of her daughter. It was explained that there had been discussion of possible lasting purchases with the funding. One suggestion included purchasing paintings from local artist Ann Hardy. It was noted that Rodne, along with Library Foundation member Ginny Tigue had visited Ann Hardy’s studio and selected three paintings with a Texas theme for purchase. Additionally, Rodne said Hardy had donated a painting to the Library with a children’s theme when the Library opened. Rodne concluded that Hardy no longer does commissioned work, but that they were able to pick from what Hardy had available in her existing collection. For the remainder of the donation funds, the Library will continue to look for a sculpture as previously discussed. Colleyville Library Board Minutes August 14, 2023 City of Colleyville Page 4 Library Programs Rodne said the Library was wrapping up the Summer Reading Program and had begun planning for the Fall sessions. It was announced that Fall program registration will begin on September 5, and that programs will begin on September 11 and will continue through December 2. It was announced that in August, the Library is partnering with Chick-fil-A for weekly story times. Each Monday a different Youth Services staff member will be offering stories and crafts and Chick-fil-A will offer incentives to those attending, including having the Chick-fil-A cow making a visit for photos. In September, the Library will host Library Card Sign-up Month. This year, will feature a zip line theme. Rodne also said a Fall StoryWalk® will kick-off in October. Rodne concluded with an update on staff vacancies and noted that recently there had been four vacant positions, three clerk positions and one youth services position. Rodne added that two clerks and a youth services assistant had been hired, leaving one clerk position open. 4b Friends of the Colleyville Public Library Report Friends of the Library President Joan Roberts reported that the group had sold water at the Summer Reading Finale and distributed older Summer Reading Program shirts during the event. Roberts said the Friends had sold out of water at the Finale by 7:30 pm, earning $236 in popcorn and water sales. Roberts said the group had three cases of water for the evening, but said if they were the only organization selling water they will have to have more on hand for next year. Additionally, Roberts said the Friends were not actively accepting book donations, but acknowledged residents still do make drop-offs. Roberts hopes the group will be able to do a pop-up sale in December, if Recreation classes temporarily housed in the Library move back to their facility. Roberts said the Friends continue to re-stock the Friends bookshelf, but simply have no place to store used books. Roberts concluded that members of Friends continue to process donations through Half-Price Books and Better World Books. Colleyville Library Board Minutes August 14, 2023 City of Colleyville Page 5 4c Colleyville Public Library Foundation Report Foundation President Denise Light reported the group will be participating in the annual North Texas Giving Day on September 21, however, they will be focusing more on the upcoming fundraiser on October 19. Light said that invitations had been printed and that the Foundation will be organizing in early September to send out invitations. Additionally, the invitation will be posted on the Foundation’s website. Light noted that the event will be limited to 120 seats and that event tickets were $75 per person as they are looking to raise funds for the Library. Light said they are hoping to raise over $30,000, as this is the Library’s 20th anniversary. The evening will include Just Jazz, a three-piece jazz trio; author Erica Bauermeister speaking from 7:00 – 7:40 pm; hors d’oeuvres and drinks will be available, and Dallas Morning News columnist Dave Lieber will be the emcee for the evening. The event will be from 6:00 – 8:00 p.m. The Library will be closing early for event set-up that evening. 5. ADJOURNMENT A motion was made by Wanda Cotter and seconded by Kay Newton to adjourn the meeting of the Colleyville Library Board at 6:30 p.m. The motion was approved unanimously. APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 14TH DAY OF AUGUST. Minutes taken and prepared by: Maria Hoefke Library Community Events Coordinator City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE LIBRARY BOARD BRIEFING Agenda Number 3a Agenda Date 10/9/2023 Number Type Regular Agenda Items Department Library Title Library Board Appointments update Explanation Those who serve on citizen Boards, Commissions, or Committees have a direct impact on City policies and procedures, and provide a real service to the Colleyville community. On October 2, 2023, the City Secretary’s Office sent an e-mail to Library Board members with terms expiring November 2023. Members wishing to reapply, need to complete an application for appointment and return to the City Secretary’s Office, no later than Wednesday, November 1, 2023. Library Director Mary Rodne will provide an update on the appointments process. Attachments 1. Library Board Roster - 09-2023 Updated 9/7/2023 LIBRARY BOARD PLACE 1 Kay Newton (817) 421-0139 gksafig@aol.com TERM: Nov 2021 – Nov 2023 PLACE 2 Gary McPherson (972) 742-5778 McPherson7@verizon.net TERM: Nov 2022 – Nov 2024 PLACE 3 Pat Jones (817) 994-4880 Patjones102@gmail.com TERM: Nov 2021 – Nov 2023 PLACE 4 Molly Skinner (214) 536-7219 mollyskinn@aol.com TERM: Nov 2022 – Nov 2024 PLACE 5 Wanda Cotter (806) 886-3661 Pleiades1972@gmail.com TERM: Nov 2021 – Nov 2023 PLACE 6 Joan Roberts (817) 571-5721 jlroberts52@gmail.com TERM: Nov 2022 – Nov 2024 PLACE 7 Joy Fulton Lee (817) 907-9293 joyfultonlee@gmail.com TERM: Nov 2022 – Nov 2024 ALTERNATE 1 Joseph Stout (817) 988-9488 josephstout@yahoo.com TERM: Nov 2021 – Nov 2023 ALTERNATE 2 VACANT EX-OFFICIO – Library Foundation Denise Light (817) 319-6608 dflight16@yahoo.com EX-OFFICIO – Friends of the Library Merry Graves (817) 637-3077 jmgraves3@verizon.net City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE LIBRARY BOARD BRIEFING Agenda Number 3b Agenda Date 10/9/2023 Number Type Regular Agenda Items Department Library Title City of Colleyville Fiscal Year 2024 (FY24) Budget Update Explanation Library Director Mary Rodne will present an update on the approved Colleyville Library Fiscal Year 2024 budget. Attachments City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE LIBRARY BOARD BRIEFING Agenda Number 3c Agenda Date 10/9/2023 Number Type Regular Agenda Items Department Library Title Automated Materials Handling (AMH) Systems Update Explanation Library Director Mary Rodne will present an update on the installation timeline for the new bibliotheca Automated Materials Handling (AMH) systems. Attachments City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE LIBRARY BOARD BRIEFING Agenda Number 3d Agenda Date 10/9/2023 Number Type Regular Agenda Items Department Library Title Discussion of Items for Future Agendas Explanation This item allows the opportunity for Library Board members to suggest items for consideration on future Library Board agendas and to confirm the next regularly scheduled meeting date. Attachments City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE LIBRARY BOARD BRIEFING Agenda Number 4a Agenda Date 10/9/2023 Number Type Report Department Library Title Librarian's Report Explanation The reports provided are to update Board members on the statistics and programs for the months of August 2023 and September 2023. A. Monthly Statistics B. Donations C. Library Programs Attachments 1. Library Statistics - August 2023 - September 2023 2. Volunteer Hours Summary - FY 2022-2023 August 2023 August 2022 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 6,783 6,546 4%97,967 84,580 16% 189 201 -6%1,816 1,879 -3% Gate Count 5718 5572 3%87,070 74,233 17% Cloud Library Activity 876 773 13%9,081 8,468 7% 30,544 28,802 6%332,340 266,357 25% Holds Arrived 2,511 2,689 -7%29,024 28,816 1% 221 303 -27%3,267 2,989 9% 221.00 152.00 45%3,267.00 2,669.95 22% 14 13 8%516 411 26% 69 146 -53%17,481 16,577 5% Users Users 42 33 27%634 314 102% 97 51 90%964 536 80% 95 114 -17%1,208 1,256 -4% Library Card Holders 9,461 9,601 -1% 22,675 21,383 6%245,320 228,626 7% Cloud Library 5,530 5,669 -2%56,542 56,069 1% 108 79 37%73,607 73,534 0% $538.94 $789.82 -32%$5,319.98 $8,950.23 -41% COMPUTER USE COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/AUGUST 2023 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE Children Adult LIBRARY CARDS Cards Registered CIRCULATION Total Circulation COLLECTION LIBRARY RECEIPTS September 2023 September 2022 % Change (+/-)Current YTD Last Year to Date % Change (+/-) 6,621 6,423 3%104,588 91,003 15% 160 158 1%1,976 2,037 -3% Gate Count 5617 5492 2%92,687 79,725 16% Cloud Library Activity 844 773 9%9,925 9,241 7% 25,006 24,436 2%357,346 290,793 23% Holds Arrived 2,380 2,686 -11%31,404 31,502 0% 221 260 -15%3,488 3,249 7% 75 86 -13%2987.44 2756.3 8% 50 51 -2%566 462 23% 964 926 4%18,451 17,503 5% Users Users 0 24 -100%634 338 88% 125 78 60%1,089 614 77% 95 119 -20%1,303 1,375 -5% Library Card Holders 9,546 9,710 -2% 20,031 18,450 9%265,351 247,076 7% Cloud Library 5,563 4,813 16%62,105 60,882 2% 331 -21 1676%73,938 73,641 0% $284.10 $523.63 -46%$5,604.08 $9,473.86 -41% COMPUTER USE COLLEYVILLE PUBLIC LIBRARY MONTHLY STATISTICS REPORT TO LIBRARY BOARD/SEPTEMBER 2023 USAGE STATISTICS Persons Visiting the Library Drive Up Transactions Total In-Library Transactions Study Room Hours Usage Volunteer Hours LIBRARY PROGRAMS PRESENTED PROGRAM ATTENDANCE COLLECTION LIBRARY RECEIPTS Children Adult LIBRARY CARDS Cards Registered CIRCULATION Total Circulation MONTH VOLUNTEERS PER- SONS VOLUNTEENS PER- SONS NCL PER- SONS SCHOOL PER- SONS TEEN/ADULT COURT PER- SONS TOTAL TOTAL PERSONS October 10.90 4 1.00 1 0.00 0 37.50 14 0.00 0 49 19 November 11.00 3 6.00 1 0.00 0 80.00 20 3.00 1 100 25 December 11.00 2 3.00 1 0.00 0 67.75 17 0.00 0 82 20 January 16.25 2 18.50 5 0.00 0 64.50 17 0.00 0 99 24 February 27.60 5 5.50 3 0.00 0 64.25 21 5.00 1 102 30 March 13.50 2 0.00 0 0.00 0 93.75 20 0.00 0 107 22 April 5.75 1 2.00 2 0.00 0 70.50 19 0.00 0 78 22 May 25.90 4 5.00 2 34.00 13 147.75 19 0.00 0 213 38 June 3.25 1 36.75 4 699.50 285 228.05 30 5.00 1 973 321 July 15.16 2 36.00 6 537.00 197 286.25 28 0.00 0 874 233 August 30.58 6 10.00 2 0.00 0 189.84 34 4.00 1 234 43 September 24.66 5 13.50 3 0.00 0 37.00 16 0.00 0 75 24 FY Total 196 37 137.25 30 1,270.50 495 1,367.14 255 17.00 4 2,987.44 821 COLLEYVILLE PUBLIC LIBRARY VOLUNTEER HOURS FISCAL YEAR 2022-2023 City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE LIBRARY BOARD BRIEFING Agenda Number 4b Agenda Date 10/9/2023 Number 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 members. Attachments City of Colleyville Page 1 CITY OF COLLEYVILLE COLLEYVILLE LIBRARY BOARD BRIEFING Agenda Number 4c Agenda Date 10/9/2023 Number 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 members. Attachments