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HomeMy WebLinkAboutLibrary Board-Minutes-10/14/2013 City 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, October 14, 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 6:06 p.m. Roll Call: Present Chairperson Jerome Davis, Board members Billie Tuttle, Thad Bolline, Kay Newton, Victoria Kennedy-Ziegler and Vernon Noronha; Library, Parks and Recreation Director Mary Rodne, Assistant City Manager/Chief Financial Officer Terry Leake, Administrative Assistant Kathy Moore Absent Board members Charna Logan-Gray, and Pam Jones; Ex-Officio member Cecilia Monacelli 2. APPROVAL OF MINUTES August 12, 2013 A motion was made by Kay Newton and seconded by Thad Bolline to approve the August 12, 2013 minutes as presented. Motion approved unanimously. 3. REGULAR AGENDA ITEMS 3a Introduction of new Colleyville Library Board members and a Tour of the Library Jerome Davis introduced new member Vernon Noronha to the Board members and staff. Library Director Mary Rodne offered to schedule a tour at his convenience. 3b Election of the Colleyville Library Board Chair and Vice-Chair Jerome Davis made a motion that Thad Bolline serve as Board Chair for the upcoming year and Billie Tuttle seconded the motion. Kay Newton nominated Jerome Davis as Vice-Chair and Victoria Kennedy-Ziegler seconded the motion. The motions carried with a unanimous vote. 3c Library Board Appointment Update Library Director Mary Rodne informed Board members that Pam Jones had submitted a letter of resignation due to family issues, and noted that this would leave the Board Colleyville Library Board Minutes October 14, 2013 City of Colleyville Page 2 with two vacant positions. Rodne added that the City Secretary’s office would be accepting applications through November 26, and that appointments would be made in December. 3d City of Colleyville Fiscal Year 2014 (FY2014) Budget Update Director Rodne updated the Board on the Colleyville Public Library FY2014 budget, and announced that the City Council had approved the Library budget as submitted at the September 17, 2013, City Council meeting. It was noted that the new budget would go into effect on October 1, 2013. Rodne stated that the new budget included a permanent part-time position for a cataloging assistant, which had previously been a temporary position. Additionally, Rodne noted that Council had approved $145,000 from the Voluntary Park Fund for the purchase of library materials, material processing supplies and library programs, as recommended by the Board. Library Director Rodne added that due to the closing of the North Texas Library Partners, staff would be researching other sources for vendor discounts. Discussion continued concerning the types of options available throughout the State. 3e Discussion of the Colleyville Public Library tenth anniversary year events Director Rodne stated that the planning Committee had met and that plans for the event were well underway and noted that the Committee agreed that the event should be an evening for adults. Rodne informed the Board members that Rebecca Miller had consented to serve as the Master of Ceremonies for the evening, and noted that the event would be held 6:30 to 9:00 p.m. Additionally, Rodne noted that plans were underway for refreshments; soft music; displays highlighting programs and activities from the past ten years; tours of the Library; and a program that celebrated ten years of accomplishments, and recognition of those who have supported the Library over the years. 3f Suggested items for future agendas It was agreed that the Board would update and approve the Meeting Room Policy at a future meeting date. Additionally, a request was made to add a review of the Library’s current hours of operations as a future agenda item. The Library Board agreed to hold the next Library Board meeting on December 9, 2013 at 6:00 p.m. It was noted that staff would send out a reminder notice in late November to ensure there would be a quorum. 4. REPORTS 4a Librarian's Report Colleyville Library Board Minutes October 14, 2013 City of Colleyville Page 3 Monthly Statistics Director Mary Rodne gave the Board an overview of the statistics for the months of August and September. Patrons had checked out a total of 39,746 items, 197 Colleyville residents had registered for library cards, library patron visits totaled 15,305, attendance for programs totaled 1,591, and volunteer hours totaled 330 hours. Rodne also reported that the Library’s fiscal year had ended on September 30, 2013, and noted that Library usage had increased over last Fiscal Year in most key performance measures. During Fiscal Year 2012-2013, patrons checked out 250,737 items, 1,282 Colleyville residents had registered for Library cards, patron visits totaled 99,009, and attendance for programs totaled 22,865. 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 $629.13 in donations in August and September. In August, donations included: $500 from the Colleyville Lions Club for the purchase of large print books, $47 from the Books ‘n’ Brunch Club for the purchase of refreshments, and $20 from an anonymous donor for the purchase of refreshments for the Books ‘n’ Brunch Book Club. September donations included: $62.13 from the Friends of the Colleyville Public Library from the sale of used books through Better World Books. Library Programs Director Rodne reminded Board members that the City now has a combined program brochure for the Colleyville Public Library and the Recreation Department, and noted that it was only available online. Rodne concluded that the fall program information was currently available online and that registration was open. Rodne added that most of the classes were full and that staff was considering adding additional classes to accommodate the more popular programs. Additionally, a new program, “Home 2 Library Connection” had been added to accommodate home school patrons. Rodne concluded that a draft of the Library’s Winter/Spring program brochure was due that week and it would be available online in January. 4b Friends of the Colleyville Public Library Report President Kay Newton reported that the Friends of the Colleyville Public Library had held a general meeting on September 26. Newton stated that they had adopted a new budget and that new Executive Board officers for FY 2013-2014 had been selected. Newton announced that the new officers included: President, Kay Newton; Vice-President, Nancy Tuuling; Secretary, Billie Tuttle; and Treasurer, Vicki Smith. Colleyville Library Board Minutes October 14, 2013 City of Colleyville Page 4 Additionally, Newton reported that the evening’s program topic covered the use of digital downloads, which people seemed to be very interested in. Newton also noted that Youth Librarian Angela Bailey had accepted another position and that the Friends had donated four books to be placed at the Library in honor of Angela and her work with the Friends. Newton concluded that the Friends planned to decorate a themed holiday tree again this year in front of the City Hall for the Community Decorated tree display. 4c Colleyville Public Library Foundation Report Mary Rodne stated that the Library Foundation had not met recently. However, Rodne noted that the Foundation was planning to meet to discuss plans for the future. 5.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA Board member, Vernon Noronha asked how the hours of operation for the Library were determined. Director Rodne stated the hours of operation were determined when the Library originally opened and added that funding availability and staffing were the major factors. Rodne suggested that the Board add hours of operation as a future agenda item. Assistant City Manager/Chief Financial Officer Terry Leake reminded the Board members that it was a requirement for anyone who serves on a Board or Committee to complete the Texas Open Meetings Act (TOMA) online training session. It was noted that the audio presentation lasts approximately one hour and that there is no test. Leake added that a code is given to obtain a certificate of completion, and explained that the certificate of completion should be forwarded to City Secretary Amy Shelley. It was agreed that staff would check to see who still needs to complete the training and that an email link would be sent to those members. 6.ADJOURNMENT A motion way made by Kay Newton and seconded by Jerome Davis to adjourn the meeting of the Colleyville Library Board at 7:04 p.m. Motion approved unanimously. APPROVED BY A VOTE OF ________ AYES, ________ NAYS, AND ________ ABSTENTIONS ON THIS THE ________ DAY OF _______________ _____. Minutes taken and prepared by: 0 0 0 10th February 2014 Colleyville Library Board Minutes October 14, 2013 City of Colleyville Page 5 Kathy Moore Administrative Secretary