02-27-2023 (Library) Minutes 11A1 Library Advisory Board Minutes
VIn-person Meeting
CI
T Y February 27, 2023 —7:00 p.m.
WYLIE Council Chambers
L
CALL TO ORDER
Announce the presence of a Quorum.
Board Chair Juan Azcarate called the meeting to order at 7:01 p.m.The following Library Board members were present: Roz
Davis, Kristina Jones, Toshia Kimball, Justin Strauch & Ofilia Barrera, Board Liaison. Carla McCullough and Kristin Botsford
are the Board members not present.
CITIZEN'S COMMENTS ON NON-AGENDA ITEMS
Residents may address the Board regarding an item that is not listed on the Agenda. Residents must provide their names and addresses.
The 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. Program Spotlight: Kelsey Sidwell,Teen Librarian
-+Ofilia introduced Kelsey Sidwell,our Teen Librarian. She told the Board she is hosting a Dungeons and Dragons mini
conference during Wylie ISD Spring Break from 2pm-8pm on Wednesday March 8.
*Kelsey explained the whole library will be filled with activities including multiple RPG's(role playing games that
were big in the 80's), question and answer committees, help creating characters,a comedy theater in Richardson
will perform a live game in costume (audience participates in the dice roll and direction of the characters in the
game).There will be a tween and teen game focused on getting into character. Registration is not necessary. Color
Spring Creations will be there to create resin dice. Kelsey said they will do a presentation for us and a giveaway of
dice worth $80-$200. David,the Adult Services Librarian,will be doing a presentation of our dual extruder printer
on making characters. In the end,there will be a question and answer session.She said we will have coffee and
pastries from Esperanza Panaderia there.
-+Juan asked if there was a specific age group involved in this day.
*Kelsey said she has adults that play who want to bring all of their kids.She stated it will be mostly teens through
adults.
• Roz asked what time the theater group would perform and Kelsey confirmed 2:00.
*Justin asked about outreach and response to her efforts.
Kelsey said there were lots of phone calls at the desk. She said she had spoken to a young man who asked if he
could come up and play games with his own group. She encouraged him to bring his friends and do so.She had also
spoken to parents asking what is appropriate for certain ages of kids. She explained that several Game Trade
employees who help us with giving out flyers and encouraging kids to come. She confirmed that we will also have
signs at the entrance and throughout the library with directions and itinerary/event information.
-+Ofilia thanked Kelsey for coming and told her that the Board appreciated her time.
CONSENT AGENDA
1.Consider and act upon approval of the Minutes of the January 23,2023 Library Board Meeting.
board Action;
The Library Board Minutes of January 23, 2023.
•Juan asked for feedback after taking time to review the minutes,and there were no changes or questions
related to the minutes.
Roz made a motion to approve the minutes without changes.
•Justin seconded the motion.
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All votes were in favor.The motion passed 5-0.
WORK SESSION-DISCUSSION ITEMS
L1. Review and approve Texshare Lending Policy.
4 Ofilia said Texshare is a program throughout the state with the goal to give the maximum amount of materials to the
maximum number of people. Public libraries can apply to be a part of Texshare.What it means is that any patron of our
library can come in and ask for a Texshare library and go to other libraries(for example: Richardson doesn't allow
non-residents in unless they pay for a card) and check out materials using the Texshare card. Each library can set their own
terms meaning not all materials are always part of the program. It is up to the library what they want to allow to be checked
out.We are a Texshare library.We choose to just make those visiting or dropping by patrons of our library(possible since we
do not have a residency requirement).That allows them access to all of our materials.They are typically thrilled. Ofilia
explained that some of this language is required by Texshare.We spell out the ways in which this privilege can be suspended
for overdue items or if the fine exceeds$5. However; much of this is up to us, and we have streamlined the wording.
•Justin asked how many libraries are participating in this.
4 Ofilia said she would look that up and get back to him.
• Roz stated under the second bullet under obtaining,take out the words in order. She clarified the process of what
rules apply when they ask us for a card versus what rules apply when they go somewhere else with our card and ask for a
Texshare card.
4 Ofilia said people are glad to become patrons and get access to all of our resources including Ancestry.com.
4 Ofilia said the residency requirement is fairly modern. Public libraries were meant to be open to everyone. It is about
access and equal access.The new idea is that residents who pay the taxes should be the ones to reap the benefit of the
service,and everyone else should have to pay.We have not had to adhere to that. We have been able to welcome everyone
freely.
•Justin asked what happens to our materials when people go home to other cities with them. How do we get them
back?
4Ofilia explained that there is a courier service that libraries can use to return materials to us. She said that it rarely
happens. It is why we have a limit on the number of items you can check out on the first time. She said recently we had one
of our patrons borrow from another library and damage the item.We had to pay for that. It was the first instance in Ofilia's
15 years that she is aware of that happening.
*Juan asked for additional comments or concerns.
•Roz suggested a semi colon under using after the word therefore.
*Justin made a motion to accept the Texshare lending policy as written and revised.
•Roz made a second to the motion.
The motion passed 5-0.
2. Review monthly reports and usage statistics.
40filia said the report had been updated and numbers may be higher due to the winter ice storm and school shut down.
Unique users in Libby were 2,000 more than last month.January did have an extra Saturday.The trends continue in Hoopla.
Kanopy has really high usage. One credit can be used for an extended period of time.The kids' count must have been high
during the ice week.We were closed Tuesday, Wednesday and Thursday, but we opened for normal hours on Monday and
Friday.
*Juan clarified the number of holds should be 546.
-Ofilia agreed.
•Toshia asked about takeaways from the two conferences Ofilia attended.
—)Ofilia said the PLANT meeting was about redesigning our existing space. It gave her quite a few ideas.We are 10 years into
our building and planning to meet with an architect about what is possible.The City is working on their 5 year plan.They are
asking about technology and information on physical changes desired. Ofilia is thinking that DVDs are dying out, and we can
repurpose that space.The LibX conference had much discussion on book bans. Panelists were there from cities that have had
some issues.The information led us to new ideas for updating our Reconsideration of Materials Policy to avoid holes we do
not even realize are there. Everytime we attend these things, we gain new knowledge.They have told us to prepare, prepare,
prepare our Boards and Councils. Lisa,our Assistant Director, is going to a workshop in Aubrey with the Texas State Library
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and Archives Commission on the Collection Development Policy. Our City Attorney has made one round of suggestions on
our policy already. Ofilia said we hope to have a second opinion before Lisa goes to the workshop so she can take it with her.
She stated that she and Lisa are working on presentations for our Board and Council after learning from other libraries and
L listening to the state library recommendations.
*Juan asked if we have ever had anything challenged.
4Ofilia answered that in her time here, 15 years, nothing had ever escalated to the Board. Challenges first go to the
Librarian in charge of the collection to listen to the concern.The Supervisor of the Department and Ofilia would then read
the material and look to see if it adheres to the policy.That decision would be shared with the person concerned. In the past
that is as far as it has gone.
•Roz asked about the Friends Board positions.
4Ofilia said she had more than a dozen applications.She spoke to as many of those interested as she could reach.She
welcomed everyone to come to a meeting and answered lots of questions. She said these calls were positive and
enthusiastic.She stated that she was excited about the future of this Board.
*Justin asked about outreach.
-Ofilia said we had so many requests in January that we needed to put a schedule together. Requests had come from many
different places,through Libinfo,through Librarians, etc..We were excited to be part of all of it.We had some rescheduling
because of the ice storm. We recently had a 2nd grade class come from Watkins for a chat with the Mayor, and then a tour of
the library and the Rec. We did a tour and story time with them.All of this has been great fun. Ofilia thanked Justin for his
work in our outreach.
•Toshia asked about the library garden.
-+Ofilia explained the garden is a work in progress.We are waiting to plant vegetables and flowers due to frost.The cement
walkways have been installed and are looking great! It is much more accessible. We are planning the 2nd Local Garden Tour
for May 13 to invite people to see some of our local gardens.
*Justin asked about working with Wylie East or Wylie High with FFA for a seed exchange.
-+Ofilia mentioned that we have lots of ideas for that.We haven't been able to cultivate quite enough seeds yet.We have
Lsome pretty good heirloom seeds because catalogs will send them to us for free when they hear that we are a library.
Working with the FFA's is a great idea, but we have found that they are so busy.The kids put so much time into animals,they
haven't had a chance to work in the garden. One of our Librarians is an FFA Mom who might love to have her daughter help if
time allows.
*Justin asked about the weekly Admin meeting and asked how everyone is doing.
4Ofilia stated that everyone is doing well.That meeting is Lisa, Michelle,and Ofilia.We speak weekly about the schedule,
the budget, our activities in the rented rooms.We had two Circ positions open that have been filled. New employees will
start next week.
*Justin asked about CTLS.
+Ofilia said that is the Central Texas Library System who did a virtual talk about challenges in the state.
*Justin asked about Summer Kick Off event planning and expectations for the summer.
+Ofilia said the excitement is building. In and Out burger will be here again,the Rad Hatter, BooCoos the Clown,and
inflatables. In April,she will have the dates of these big events. She promised the Board will be the first to know.She said the
library is looking forward to the summer.
*Juan asked about the Historical Society Meeting.
-+Ofilia said she tries to make the programming and planning meeting.They are talking about ways to make the Haunted
Tour fun again next year.This year we will add a spirit who is a telephone operator who knows all the gossip in conjunction
with Marshall Howry in telling historical tales. It will be different so those that went last year will come again.She said she
would like to get people out to Wylie cemetery because we have so many prominent citizens buried there.The fall is so busy
so they may plan that around Memorial Day.The planning is being done for next year.
*Juan asked for comments.
L 3. Review upcoming programs for March 2023.
• Ofilia reported Burl Washington was here. He spoke to young artists about technique and ways to become an
artist. It was a real conversation. It was so nice to have him here in person.
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4.Review items for future agenda.
• Policies up for review due to changes and challenges within the state
o Collection Development Policy-2nd round may be back from the attorney by April or maybe May.
L o Confidentiality of Library Records was turned into the attorney February 27, 2023
for review.
o The 2023 Small Business Center policy is being discussed.Ofilia is hoping to give reservations a
timespan longer than 2 hours(which is how the study rooms are reserved).
• Friends of the Library Bookmarks will be presented at the next meeting.
• The Library Advisory Board ByLaws haven't been reviewed since 2004.They are being updated.We are
working on it.
• Kick off for Budget 2024 is coming soon sometime in March.
• Our next meeting is on March 27, 2023
•Roz asked about the Medicare presentation and whether or not he would have the ability to do a presentation on
Social Security.
4Ofilia said she would ask him.
*Justin asked about the last day bookmarks can be submitted.
-+Ofilia said March 18 was the deadline.
*Justin said he had been promoting it to his students, one of which brought a bookmark that won last year.
•Roz asked about the Aquatics Center.
-3Ofilia stated that as of now the Citizens Committee decided not to pursue that due to costs and liabilities.
•Roz asked about the Rec Center.
-Ofilia said the council initially didn't want to raise rates. Later,the YMCA gave a presentation.The Rec Center came back
and said they could do the same things with a rate increase.This put the Rec Center in a positive cash flow,and they are fine
Lnow.
*Juan asked if there were major items for the budget next year.
-Ofilia said everything is more expensive. She said with the sorter being installed this year,there is no big project planned
for 2024.
•Toshia asked if there was feedback about the Rec Center rate change.
4Ofilia said they were conscious about lowering the senior rate.They were purposeful about offering auto renew and not
day rates, etc... She said she had not heard much feedback, but she offered to ask.
*Justin asked what the next step is for the Collection Development Policy.
4Ofilia said we pass it through the attorney first,and then it comes back to us at the Board.
ADJOURNMENT
Roz made the motion to adjourn and Toshia seconded the motion.The vote passed 5-0.The meeting
adjourned at 7:55 PM.
1f 1ti ) �
IJuan Azcarate,Chair
/
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