05-23-2022 (Library) Minutes If
c L T Y c:
WYLI ELibrary Advisory Board Minutes
In-person Meeting
May 23, 2022—7:00 p.m.
Council Chambers
CALL TO ORDER
Announce the presence of a Quorum.
Board Chair Juan Azcarate II called the meeting to order at 7:00 p.m. The following Library Board
members were present: Toshia Kimball, Rosalyn Davis, Kristina Jones, Kristin Botsford & Ofilia
Barrera, Board Liaison. Board member Irene Chavira arrived late. Board members not present: Carla
McCullough.
CITIZENS COMMENTS ON NON-AGENDA ITEMS
Residents may address Board regarding an item that is not listed on the Agenda.Residents must provide their name
and address.Board requests that comments be limited to three(3)minutes.In addition, the Board is not allowed to
converse, deliberate, or take action on any matter presented during citizen participation.No citizens were present
at the meeting.
PRESENTATION
1. Staff Spotlight: Nina Davis,Adult Services Librarian. She has been with the library 12 years and
she does adult programming as well as all of our genealogy programs. Ofilia stated that she is wonderful
at research.
—)Nina introduced herself and stated that she's been with Wylie for 12 years. She worked in Ohio for 9
years and Illinois for 6 years. She is a native Texan, from Fort Worth. She described herself as a teacher's
kid, a preacher's kid and a book-a-holic. She shares programming duties with the other Adult Services
Librarian.They do book clubs, standing programs, sometimes in a whirlwind of activity. Recently she
had to pivot a program because the presenter pulled out 24 hours before and they had to plan something
else. It went really well,Fashionably Dressed was very well attended. Ofilia interjected that it was
probably more popular than what the original program would have been,so good job. Genealogy is one
of Nina's passions, so that is something she does for the library. Ofilia asked if anyone had any questions
for Nina aside from researching your family tree.
•iOfilia stated that Nina had just completed a very successful genealogy mini-camp and asked Nina to
talk about the patron that emailed her afterward.Nina said that was the first time she had something like
this happen.The camp was virtual and so many resources are online. Because of this people from all over
the country participated.We got an email from a lady in Missouri who said she really enjoyed the camp.
She was looking forward to some of our summer programs,but she felt bad because she's not a resident
so she wasn't paying for the programs. She wanted to donate to the library so she could feel like she was
contributing.Nina directed her to our Friends of the Library page so she could make a donation.
4Ofilia explained that while genealogy has remained online, some book clubs are back in person and
some are hybrid.Nina explained that the Senior Book Club is a hybrid and Booked on Fridays is still
virtual. We had about 60 attendees at the genealogy camp, about 20 at each session.
• Roz asked about attendance at Booked on Fridays.Nina replied it is doing well and has come
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a long way.They average about 9-10 people.
4 Roz said that was good and she has not been able to make it due to other priorities,but stated
Nina had a good thing going there.
• Toshia asked what Nina was working on now.
4 Nina replied we have pivoted to summer. She is working on a virtual tour of the Tower of
London.We have a Blue Badge guide, a prestigious guide group,that goes through extensive training
to offer tours of some of the national trust sites,so he has first-hand experience having done it.We are
bringing the cupcake challenge back,which is a blast.The teens have done it for a few years, so why
not grown-ups?It's an intro to decorating tips but in a framework of Iron Chef Cupcake Wars.
Hands-on-Design teaches them basics and then they have to decorate based on a surprise theme. It's
difficult to judge as there are very talented people in this town.
•Roz asked where it is held.
-*Nina answered at the Library.
•Roz asked if we have to limit the participants.
4Nina said yes we do for various reasons,costs being one because we pay for it out of our
program budget.Also,we have to consider how many people that person can handle in a class-type
setting.And we're still trying to space people out a little bit.
Ofilia asked if anyone else had any questions for Nina?
• Roz stated we need an audience for cupcake wars as she thinks it'd be fun just to come to
watch.
• Juan reminded Nina that he had reached out to her about the Cemetery Board. He said not to
be surprised if they reached out to her.
4Nina said she was looking forward to it.
Ofilia thanked Nina for her time.
CONSENT AGENDA
1.Consider and act upon approval of the Minutes of the April 25,2022 Library Board Meeting.
Board Action:
4 The Library Board Minutes of Monday,April 25,2022.
• Roz asked about page 3 where it states"human resources had advised."She wasn't sure
we wanted a statement like that in our minutes. Ofilia said we are very open about it,
but that the tense was incorrect.The"r"needed to be capitalized and"had"should be
"has."
• Toshia stated page 1 number 1 second sentence where it says"with the library for nine
years She"is missing a period.And then on the bullet below"Carla asked how many we
had. It says Irene asked how long you get to keep them once they check out."That's a
question, so it needs a question mark. Those were the two corrections she saw.
4 Kristin made a motion to approve the minutes.
o Roz 2nd the motion, all in favor.
Ofilia informed everyone that the question that came up last time if you weren't at the meeting,can you
make a motion?And the answer is yes because all you are doing is making a motion to admit the minutes
into the record you are not testifying to what happened at the meeting.
WORK SESSION—DISCUSSION ITEMS
1.Review the presentation made to the City Council on May 10,2022.
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Ofilia stated she made this presentation to the Council and these are our stats and information
for fiscal year 21. It was short and sweet because it was a long agenda and we were told to keep
it quick.
-}Ofilia shared what was presented. We received a very positive response. Ofilia wanted to make
Council aware that libraries are very much associated with books,but now they really are more
like community centers and offer all kinds of things.You can see some photos there from the
library garden,some lovely new furniture in the Children's Area and kids on the Story Hike.
- The most impressive slide in Ofilia's opinion is the next one The Library by the Numbers.
Elizabeth created this beautiful infographic for us.You'll see 620,034 checkouts in the last
fiscal year. That is insane for a library our size.This includes physical and digital items. Over
half a million physical items were circulated.We only own 117,776 items, so it's as if every
single item checked out 5 times.That's just crazy.This is the highest we have ever had. It's very
exciting that post COVID we can report that. Our programming numbers haven't gone to
pre-pandemic levels,yet,but we are working on that. With hybrid programming,we are trying
to encourage participation however people are most comfortable with it.We are expecting a
spectacular summer.All indications are that we are moving full speed ahead.
• Ofilia paused to welcome Irene.
-*You can see some other interesting figures there as far as how many holds staff processed,
over 64,000 another record. Over 65,00 digital check-outs.That includes Kanopy and hoopla,
but a very small amount for them because we got those services at the very end of fiscal year 21.
When I ran the number for those two streaming services for this fiscal year,they've already
almost quadrupled from what we had last year.We are expecting a big increase there next year.
Kanopy is just movies. Hoopla has Ebooks,audiobooks,music-they have everything.
-)Another thing we try to do proactively is build partnerships with other city departments as well
as community organizations.We work with the Rec Center a lot and our biggest event is the
Summer Kick-Off which is happening on June 3.We also partner with the Senior Rec Center
for the Third Monday Book Club,and Nina mentioned they are doing a hybrid meeting both
in-person and virtual. We also do a device drop-in there once a month so people can get help
with their devices or apps.We partner with the Chamber of Commerce to do a weekly Business
Card Exchange every Wednesday morning.We do various things with the library garden all
year round. We host Wylie P.D. every summer. They do a Youth Enrichment Program for at-risk
kids.And of course Wylie I.S.D. we partner with them as well.
• Roz asked if more children/youth items were checked out than adult. Ofilia stated she
would have to run current numbers,but typically check-out is 60%youth collection.
Ofilia didn't run that particular report for this presentation,but in years past that is what
it has been.
• Juan asked if we know the breakdown of residents vs. non-residents for our cardholders.
Ofilia answered she did run that report and 60%are residents. 38%are not residents and
the other 2%are"other"which would include staff or online cardholders,which do not
ask for residency info until they come in to make their card permanent.
-, Ofilia stated there was one more slide that detailed our accomplishments for FY 21.These
include our Library of Excellence Award, implementation of the 2 new streaming services,
completion of a 3-year strategic plan,the funds for the sorter and the expansion of the Silver
Linings delivery service. We expanded the latter to include anyone who might need help,not
just senior citizens. By far 95%of those in the program are elderly.
• Roz asked if we track the cost of that. Ofilia answered not really. We'd have to break it
down in staff hours. Ofilia and Megan usually do the deliveries. Megan gathers all of the
materials.We use the Rec Center van for deliveries, so we don't use our own gas. It's really a
joy. Megan is so conscientious and calls to check on them. We try and bring them a treat on
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birthdays or if they've just been through surgery.
Roz asked if we have any metrics. Ofilia stated we do look at the number of deliveries
and number of items delivered. We 357 items delivered for 106 residents. For Silver
Linings,they do have to be residents and that's because of time constraints.We have a
set two hours and that's all we can do.
2.Provide an update on staffing.
Ofilia announced that we have a new Assistant Library Director,Lisa Galletta and she comes to
us from Azle Public Library.We have a new Administrative Assistant,Michelle Ribeiro and she
comes to us from Plano I.S.D.They both start next Tuesday.You'll get to meet both of them at
our next meeting.We are so thrilled to have them!
4 Ofilia stated that Juan mentioned this earlier before we started,but there have been some
staffing changes within the City. Our Interim City Manager,Brent Parker,who was formerly an
Assistant City Manager was offered the position officially. Renae's title has changed to Deputy
City Manager and that left an Assistant City Manager position open. Our Human Resources
Director, Lety Yanez,has been promoted to that position.With that change,they reorganized
everyone's departments. I used to answer to Renae,now I answer to Lety. Ofilia said she's
super excited about it because she's been working with Lety on other projects for the past
couple of years and they click.Not that Renae and she didn't,but she was happy either way.
We're very excited to have more stability there at the top. It's very difficult to have 2 people do
the job of 3. Lots of changes,but it's exciting.
4 Ofilia stated we currently have 2 part-time positions open right now. One is a shelving position
and one is a Youth Services Reference Assistant.
• Roz asked if Lety and Renae are on the same level. Ofilia said if she understands
correctly, Renae acts as City Manager in Brent's absence,but when they are both gone,
then Lety is the acting City Manager. It's a bit confusing. Renae has seniority, so she
thinks she may be a step up.
• Toshia asked if there was an update on the Assistant Director. Ofilia confirmed that yes,
her name is Lisa Galletta and she'll be attending our next meeting.
• Juan asked for the Administrative Assistant's name. Ofilia replied Michelle Ribeiro from
Plano I.S.D. She's a local Wylie resident. She said she lives 2 minutes away so she's
super thrilled about the shorter commute. Michelle is going to start running the
technology for the Board meetings so Ofilia can sit in the middle and be more
accessible.
• Roz said congratulations!
3.Review summer 2022 brochure program information.
4 Ofilia said instead of providing a summary of upcoming programs,we are reviewing the summer
booklet.The youth theme is"Ocean of Possibilities"and the adult theme is"Dive In."The
reading portion of it started today. For kids,we are doing everything electronically because of
retention rules, anytime we create any sort of log and take it back,we have to hold on to if for 2
years.With kids,you get 2500+reading logs,which is a lot of paper. Since the pandemic,we've
done everything electronically and it has worked really well. For our senior adults,we do have
some printed out because it's easier on them. Eventually,that will be all transitioning to
electronic as well.
Ofilia said you can go to the website to turn in your logs.You can start picking up prizes
beginning June 13.
4 Ofilia stated we have something for every age level from newborn to 104.We've got you
covered. Every level has grand prizes.
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-, Ofilia pointed out adult book clubs are ongoing,but there are also some fun,special programs
for adults like D&D. We have a group for teens,but we had several adults say they wanted to do
it too.Nina mentioned the Tower of London tour,which is virtual,but the first four on the page
are all in person.
Ofilia pointed out Family Fun programs,musical programs, storytimes and kids'performers. On
June 30 everyone is excited about the BMX Riders. The whole Public Works department is
really excited about it because they are setting up the barricades for us.
-3 Ofilia said the Tween programs are for 4th-6th graders only.No younger siblings,which makes
them feel special.
Ofilia said the Cupcake Wars for teens happens twice because it's so popular.
• Juan said it's a lot.
-+ Ofilia pointed out the Friends of the Library Book Sale and the Harry Potter Party details. Ofilia
said the Kick-Off is Christmas and Harry Potter's Birthday Party is New Year's Eve. It's all
back in person.
• Roz asked if there was a contingency plan if there is a resurgence of COVID.
-� Ofilia said she felt we were very prepared as the likelihood of being shut down is
very slim.We've worked it out for the past two years, so we are feeling very confident.A lot of
the performers have a contingency clause in their contract that if we have to go virtual,we can.
• Roz said it sounded fun.
4.Review the monthly report and usage statistics.
Ofilia reminded everyone that in May we take a break from programming,which is why those
numbers are low this month. Our outreach number is huge as we have been doing a lot of field trips.
A lot of school visits, schools visiting us.We had 300 5th graders last week,which has been a lot of
fun. It's been keeping us busy.
▪ Ofilia did want to mention that the Libby numbers were wrong due to an incorrect setting. If you
go back and look at the agenda from last month the February and March numbers are wrong. It's just
the unique users that were incorrect. Ofilia apologized,but that has been fixed.These are the
corrected numbers.
-, Ofilia reviewed usage on Libby,hoopla and Kanopy. We expect hoopla usage to go up this
summer because we have been talking it up. Kanopy numbers aren't up by much,but that may be
because we have been focusing on promoting hoopla. Plus Kanopy has a more limited selection and
their kid content is geared towards a younger audience.
-� Ofilia pointed out the selected meetings staff attended. The sorter is still in process,but we are
very close to being able to talk about it.We've been participating in many City events, like Fire
Station 4 opening,so it has been very busy.
• Juan stated it was very crowded at the opening on Saturday. Ofilia stated she went on Friday
and it was crazy.
• Roz asked how the Friends of the Library are doing. Ofilia stated they are working on the
book sale. They are doing a special preview sale on the Friday evening before the big sale for
Friends members as a way to build membership. On book sale day, SMOs Donuts will be back.
We invited Ferris Wheel coffee,but they are short-staffed and cannot make it. We are going to
talk to Esperanza Bakery downtown to see if they'll do coffee.
-3 Roz said that Dutch Bros. would be opening soon. Black Rock Coffee also came up.
Ofilia stated those are national chains, so it is harder to get them to participate in community
events. Local vendors are more receptive. Shoemaker's is great,but they are so established,that
they don't need to do extra events.
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4 Toshia asked if the information on how to become a member was on the Friends of the Library
page of the website.
♦ Ofilia confirmed that it was. It's the very first option on their page.
4 Juan stated that it looks like there is not a meeting next month because Ofilia is at a
Conference.
• Ofilia confirmed that this is correct.We will not be meeting again until July 25th.
4 Juan stated that at the July meeting is when they would be meeting the new Assistant Director
and the new Administrative Assistant.
• Ofilia confirmed that this is correct. She stated she will be attending the American
Library Association's National Conference in Washington D.C.
Roz said that date is her anniversary so she will most likely miss the July meeting,
so she will not get to meet them at that time.
4 Juan asked if it was July when the Boards start their new term.
• Ofilia replied she thought it was August. She asked Kristen and Kristina if they started
in July last year. Kristina stated she was almost certain they started in July last year. Irene
explained that she didn't know she could reapply, so this may be her last meeting. She is going to
check to see if she can still apply.Toshia confirmed she did reapply.
5.Review items for future agenda.
4 Juan asked about the budget dates.
• Ofilia confirmed that we were ready to move on to future agenda items. She said we
already talked about the sorter and she hopes we'll have more details on that soon.
Ofilia stated that we have already turned everything in for the FY 23 budget.We have meetings
with City Management on June 1 &2.
Ofilia said that we have some policies that are coming up for review,and we are adding The
Study Room Policy as it currently does not show the online option for booking the rooms.
Ofilia stated the Summer Kick-Off is coming up on June 3 and if anyone wants to help out,we
can always use more volunteers.American National Bank has donated all of the water for that.We
appreciate them so much.That's so generous.
Ofilia stated the Friends of the Library Annual Book Sale is July 23 and if anyone wants to help
out with that,they are welcome.The Friends are also working on booking the Shop of Curiosities
Show for October.We are still waiting on confirmation for that.
4 Ofilia reiterated that there is no meeting in June and offered the Board the use of Chrome Books
instead of having paper agendas. The Board indicated that they all prefer paper.
-� Ofilia confirmed the work sessions with City Council are on June 14,June 28 and July 26. Ofilia
recommended keeping an eye on the agendas as that can change.
• Juan stated he wanted to focus on those key meetings where Ofilia wants the Board
to be there. Ofilia stated if she was asked to present or talk about anything she would
let the Board know so they can be in attendance with the caveat that the meetings
have been running very late.
4 Ofilia stated that by July she should have a better idea of where we stand in the budget.
• Juan asked if we needed help at the Summer Kick-Off. Ofilia said if anyone wants to
come and help they are welcome.We always need help as it is carefully controlled chaos.
• Juan asked what time the event starts. Ofilia stated that it starts at 9:00 a.m. and ends at
11:45 a.m. She also mentioned that if they did want to help to plan on being here by 8:30 a.m.
because once this parking lot is full we are closing it for everyone's safety. It is a hot and crazy day,
but it is fun. Ofilia stated we have In-N-Out Burger coming this year, so that is going to add an
interesting element. The Gaming Truck is also new.
• Toshia asked if that was on a Friday. Ofilia confirmed that it was and apologized that she
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can't have it on the weekend because then she wouldn't have enough staff to work during the week.
-, Ofilia reiterated that she would let the Board know if they needed to be here for any budget
meetings,but otherwise they were off for the summer until July 25.
ADJOURNMENT
Kristina made a motion to adjourn the meeting. Roz 2nd motion; all approved.
Meeting adjourned at 7:47 p.m.
Ju n Azcarate III,Board
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