Loading...
HomeMy WebLinkAboutLibrary Board-Minutes-8/12/2013City of Colleyville Page 1 City of Colleyville Colleyville Library Board Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, August 12, 2013 6:00 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER Chair Jerome Davis called the meeting of the Colleyville Public Library to order at 6:10 p.m. Roll Call: Present Chairperson Jerome Davis, Board members Billie Tuttle, Thad Bolline, Kay Newton, Charna Logan-Gray; Library, Parks and Recreation Director Mary Rodne, Assistant City Manager/Chief Financial Officer Terry Leake, Administrative Assistants Kathy Moore and Kristi Isbell Absent Board members Victoria Kennedy-Ziegler, Melissa Orlando and Pam Jones; Ex-Officio member Cecilia Monacelli 2. APPROVAL OF MINUTES June 10, 2013 A motion was made by Thad Bolline and seconded by Kay Newton to approve the June 10, 2013 minutes as presented. Motion approved unanimously. 3. REGULAR AGENDA ITEMS 3a Library Board appointment updates Library Director Mary Rodne reminded the Board members with expiring terms that appointment applications were due to the City Secretary’s office by August 30 for those who wanted to reapply for the Colleyville Library Board. It was noted that there were five (5) positions on the Library Board whose terms were expiring in September 2013. 3b City of Colleyville Fiscal Year 2014 (FY 2014) budget update Director Rodne presented an update on the proposed Colleyville Public Library FY2014 budget and noted that the City Council would be adopting the FY2014 budget at the September 17, 2013 City Council meeting. She noted that the Library’s budget was basically the same as last year and that the budget have been incorporated as submitted. Colleyville Library Board Minutes August 12, 2013 City of Colleyville Page 2 There was extended discussion concerning the budgetary needs within the Library; Assistant City Manager/Chief Financial Officer Terry Leake gave an overview of the FY2014 budget process focusing on the Library’s operating budget, the general fund and the salary compensation update. 3c Approval of the use of the Voluntary Library Fund for the purchase of library materials, materials processing supplies, and library programs Library Director Rodne presented an overview of the Voluntary Library Fund report, which gave projections through July 2013. Rodne stated that the anticipated available funds were $155,000, and requested $145,000 be used for the purchase of library materials, materials processing supplies and programs. The Board discussed the proposed expenditures of $145,000 for the purchase of collection materials, materials processing supplies and library programs. A motion was made by Billie Tuttle and seconded by Charna Gray 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 $145,000 for the FY2014 budget year. Motion approved unanimously. 3d Discussion of Library meeting room policy Director Rodne explained to the Board the need to update the Colleyville Public Library meeting room space policy to reflect changes due to the Second Floor Expansion project. Rodne noted that as a result of the high internal usage for Library programming and City uses, the current policy no longer supported the needs of the Library. Rodne informed the Board members that the update would include new verbiage for the Statement of Purpose to read: that the policy is to support the goals and missions of the Colleyville Public Library. In addition, she noted that item 4 – Colleyville non- profit organizations engaged in educational, cultural, intellectual, civic, or charitable activities would be deleted along with all the general information pertaining to space rentals. In closing, Rodne stated that the Colleyville Center is the designated rental facility and is designed to provide for the meeting room rental needs within the community. Director Mary Rodne concluded that she would update the policy and bring it forward for approval at a future meeting. 3e Discussion of the Colleyville Public Library tenth anniversary year events Director Rodne stated that the Summer Reading Program kicked off the ten year celebration with larger events which included the opening and the finale. It was noted that both were family focused and included activities for children. Rodne noted that the November event would include a program to celebrate accomplishments Colleyville Library Board Minutes August 12, 2013 City of Colleyville Page 3 and thank the groups and individuals who have supported the Library over the last ten years. Discussion ensued with the exchange of several thoughts and ideas. It was agreed that the planning Committee would meet with staff and start formulating plans for the event. 3f Suggested items for future meetings No items were brought forward for future agendas. 4. REPORTS 4a Librarian's Report Monthly Statistics Library Director Rodne distributed Colleyville Public Library Usage Statistics, for review and discussion. In June and July, patrons had checked out a total of 63,132 items, 392 patrons had registered for library cards, library patron visits totaled 27,277, attendance for programs totaled 7,535 and volunteer hours totaled 1,649 hours. Rodne noted that the total circulation of library materials this year was 3% higher than the total circulation of library materials last year at this time. Additionally, Rodne noted that virtual visits, tracked through the Library’s downloadable collection websites, were now being included in the Library’s patron visit statistics. Donations Director Rodne reported that the Library had received a total of $500 in donations in June and July. In June, there were no donations. In July, donations included $500 from the Friends of the Colleyville Public Library for the purchase of summer reading grand prizes. Library Programs Director Rodne reported that the Summer Reading Program, Have Book Will Travel, had ended on July 27 and that the Summer Reading Program Finale was held on August 2. Around 850 had attended the finale program, which featured inflatable rides, games, crafts, balloon art, and face painting, etc. A total of 1,305 participants included 1,182 children, 82 adults, and 41 teens in the Summer Reading Program. Around 9,640 had attended 144 library sponsored programs, which was highest number of programs presented to date. Additionally, Rodne noted that the Chess Club had been a very popular program again this summer and that a Northeast Tarrant Libraries Chess Club Tournament was scheduled to be held at the Colleyville Public Library on August 17, 2013. Rodne concluded that overall the Summer Reading Program had once again been very successful and that statistics in several areas had Colleyville Library Board Minutes August 12, 2013 City of Colleyville Page 4 reached record-breaking numbers. The Board reviewed the statistics and discussed the outstanding community response to the program. Rodne concluded that the Library’s fall program brochure was now available online. 4b Friends of the Colleyville Public Library Report President Kay Newton reported that the Friends of the Colleyville Public Library had held an annual meeting in June. Newton announced that during the meeting, Executive Board officers for FY 2013-2014 had been elected and included: President, Kay Newton; Vice-President, Nancy Tuuling; Secretary, Billie Tuttle; and Treasurer, Vicki Smith. Additionally, Newton noted that the Friends had voted to donate $500 for Summer Reading Program grand prizes and that the meeting program featured an interactive program on how to use the Library’s free digital content: eBooks, eMagazines, and more. Newton concluded that the Friends plan to sponsor more hands-on programs in the future to promote the usage of the Library’s digital material collection. 4c Colleyville Public Library Foundation Report Mary Rodne stated that the Library Foundation had not met recently, and that a Committee was still working on the redesign of the adult reading area. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT A motion way made by Charna Logan-Gray and seconded by Kay Newton to adjourn the meeting of the Colleyville Library Board at 7:05 p.m. Motion approved unanimously. Minutes taken and prepared by: Kathy E. Moore Administrative Assistant The meeting minutes were approved on October 14, 2013 by a vote of 5-0