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HomeMy WebLinkAboutLibrary Board-Minutes-10/9/2023CITY OF COLLEYVILLE G T/ COLLECOLLEYVILLE MINUTES RY BOARD TEXA 110 Main Street, Colleyville, Texas, 76034 MONDAY , OCTOBER 9, 2023 - 6:00 PM 1. CALL TO ORDER Chair Molly Skinner called the meeting of the Colleyville Library Board to order at 6:05 p.m. Present: Chair Molly Skinner, Vice Chair Joan Roberts, and Board members: Wanda Cotter, Pat Jones, Gary McPherson, Merry Graves and Joseph Stout. City staff: Library Director Mary Rodne and Library Community Events Coordinator Maria Hoefke. Absent: Kay Newton, Joy Lee Fulton, Denise Light 2 3. APPROVAL OF MINUTES August 14, 2023 A motion was made by Pat Jones and seconded by Joan Roberts to approve the August 14, 2023 minutes. The motion was approved unanimously. REGULAR AGENDA ITEMS 3a Library Board Appointments update Library Director Rodne reported that there were several Library Board positions up for renewal in November 2023. Rodne said those interested in re- applying to the Library Board will need to submit their application by November 1 to the City Secretary's office. Those members up for renewal included: Kay Newton, Pat Jones, Wanda Cotter and alternate 1 member Joseph Stout. 3b City of Colleyville Fiscal Year 2024 (FY24) budget update Director Rodne reported that the City of Colleyville Fiscal Year 2024 (FY24) budget was approved at the September 19, 2023 City Council meeting and took effect on October 1, 2023. Rodne confirmed that City Council also City of Colleyville Page 1 Colleyville Library Board Minutes October 9, 2023 approved the Library Board's recommended expenditure amount of the Voluntary Library Fund not to exceed $190,000, for library materials, library processing supplies, and library programs, at this City Council meeting. Rodne added that the Library requests in the general fund budget were approved as well as those items in the CEDC (Colleyville Economic Development Fund) Additionally, Rodne stated that funding, for the purchase of the new remote locker system and the new automated materials handling systems, was moved from the FY23 CEDC budget to the FY24 CEDC budget, as these projects will be completed in FY24. 3c Automated Materials Handling (AMH) Systems Update Director Rodne provided an update on the Library's AMH System project. The current units had been dismantled by the vendor and were awaiting pick-up for disposal. Rodne said the Library's drive -up window would be unavailable to the public due to construction through October 18. Signs had been posted for Library users to return their Library items inside the building. Rodne added that the contractor was scheduled to begin construction the week of October 16tt' with the new units up and running by October 19. 3d Discussion of Items for Future Agendas Library Board alternate member Joe Stout offered a potential course on media literacy, focusing on what is true and not true regarding news sources. Board members also suggested a class offering on family history and genealogy. 4. REPORTS 4a Librarian's Report A. Monthly Statistics Director Rodne stated that the fiscal year ended on September 30 and overall, the Library was very pleased with the year's performance results. Most statistics showed increases including people visiting the Library, attending Library programs as well as a seven percent increase in circulation. Additionally, Rodne said cloudLibrary usage was always high and that saw a two percent increase as well. The Library had 2,987 total number of volunteer hours with 821 volunteers. B. Donations Rodne said there were no donations in August and September. City of Colleyville Page 2 Colleyville Library Board Minutes October 9, 2023 Rodne reported that the Library had received a $1,293 grant for their participation in the State Interlibrary Loan Program. The Library was reimbursed for the Library materials loaned to other libraries mostly in Texas. This year the Library had 186 lends to other libraries. Rodne stated that loans are expected to increase this year. The previous year saw very little lending and it was determined that not all of the Library's records were uploaded to the WorldCat database during a software upgrade, so the database did not show all Colleyville's items that were available to other libraries. C. Library Programs Rodne reported that the Library's Fall Program registration had started on September 5 with programs beginning September 11. In August, Adult Services presented 12 programs and which were attended by 47 people. In September, Adult Services presented 15 programs, attended by 54 people. Rodne went on to state almost all the Youth Services story time programs were full, many with wait -lists. In September, the Library hosted Library Card Sign-up Month. This year featured a zip line theme. Patrons were encouraged to show their Library card, renew their Library card or sign up for a Library card. They were then eligible to submit an entry for a prize. Additionally, with any five check-outs, patrons were able to enter into a drawing for one of six gift cards to Colleyville restaurants. Rodne also stated the Library would be ordering a remote locker system to be placed at the new Colleyville Rec Center. Rodne said the unit would encompass several lockers including one with a solid doors. Patrons would be able to place materials on hold, and access them with a code to one of the lockers. The other locker, called Lucky Day, would feature glass door lockers that would hold best sellers or new arrivals that patrons may access with their Library card. Additionally, Rodne said the Library would be able to wrap the unit in specially designed graphics. It is anticipated the new remote locker system will be in place sometime in the spring of 2024. Rodne added the Fall StoryWalk® started in October. The Youth Services department hosted a Movie Monday on October 9 as it was a non -school day with 44 people attending. Also, an upcoming Tween's Spot program would feature a Halloween themed class in October. Rodne also reported that early voting would begin in the Library on October 23 and would continue through November 3. It was noted that the Library would also be a voting site on Election Day, November 7. Rodne concluded City of Colleyville Page 3 e Library Board Minutes October 9, 2023 that the Library would have its annual Check and Treat on October 31, as well as other Halloween activities in the Library. Additionally, in November during Thanksgiving week, the Library would be hosting a special story time and movie. Rodne also said that week was the Library's 20th anniversary, which falls on the day after Thanksgiving and will commemorate the date with refreshments on the Wednesday before Thanksgiving. 4b Friends of the Colleyville Public Library Report Friends of the Library President Merry Graves reported that the organization's annual meeting would be held on October 17 and would feature local author Paul Vigilette. Additionally, Graves said the group had suspended book donations but was currently receiving books again. The Friends had been busy re -stocking the Used Book Shelf in the Library as well as sending donated books to Better World Books and Half -Price Books. Graves concluded that when room space was available, the Friends were looking to have a Christmas book sale in the Colleyville Room. 4c Colleyville Public Library Foundation Report Colleyville Public Library Foundation Board member Gary McPherson reported the group was hoping for 150-200 attendees for the October 19 fundraising celebration. The event will be held from 6:00 — 8:00 pm in the Library. McPherson said the tickets were $75 per person and that the event would feature a raffle of gift cards to area restaurants. McPherson added the evening would include Just Jazz, a three-piece jazz trio; author Erica Bauermeister speaking for about 30 minutes, hors d'oeuvres provided by Market Street, and drinks. Dallas Morning News columnist Dave Lieber was going be the emcee for the evening. McPherson added, to date, $10,000 had already been raised. S. ADJOURNMENT A motion was made by Joan Roberts and seconded by Wanda Cotter to adjourn the meeting of the Colleyville Library Board at 6:30 p.m. The motion was approved unanimously. APPROVED BY A VOTE OF 5 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 11 th DAY OF DECEMBER. City of Colleyville Page 4 ille Library Board Minutes October 9, 2023 Minutes taken and prepared by: Maria Hoefke Library Community Events Coordinator City of Colleyville Page 5