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12-10-2018 (Library) Agenda Packet Library AdvisoryBoard NOTICE OF MEETING Agenda Monday, December 10, 2018 - 7:00 pm Smith Public Library Conference Room 300 Country Club, Building 300 Wylie, Texas 75098 Mindy Ayers Chair Juan M. Azcarate, Ill Board Member Shirley Burnett Board Member Kenneth Cash Board Member Rosalynn Davis Board Member Jesse Meason Board Member Janice Borland Board Member Rachel Orozco Board Liaison In accordance with Section 551.042 of the Texas Government Code, this agenda has been posted at the Wylie Municipal Complex, distributed to the appropriate news media,and posted on the City website: www.wylietexas.gov within the required time frame. The Chairman and Board request that all cell phones and pagers be turned off or set to vibrate. Members of the audience are requested to step outside the Conference Room to respond to a page or to conduct a phone conversation. The Smith Public Library is wheelchair accessible. Sign interpretation or other special assistance for disabled attendees must be requested 48 hours in advance by contacting the City Secretary's Office at 972-516-6020. CALL TO ORDER Announce the presence of a Quorum. 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. BUSINESS ITEMS 1. Consider and act upon approval of the Minutes of the November 12, 2018 Library Board meeting. December 10. 2018 Library Advisory Board Regular Meeting Agenda Page 2 of 3 DISCUSSION ITEMS Review and approve Meeting Room and Small Business Center policies Family The Winter Reading Challenge begins December 12 and runs through March 16 for Children and Teens. Kids PreSchool Noon-Year's Eve Party! Monday December 31 from 11:15am - Noon Celebrate the new year with your young child(ren), ages 0-5 in the Multi-Purpose Room. Enjoy dancing, party favors and a countdown to noon. It's a family friendly way to ring in 2019! Festivities geared towards kids ages 0-5, but all family members are welcome. Children ages nine (9) and younger must be accompanied by an adult. Wristbands are required to attend. They are free and will be available in the lobby at 10:00am on the day of the program. Frozen Family Sing-a-long + Crafts Thursday January 3 from 2:00-4:OOpm Sing-a-long to your favorite songs in the movie and make Frozen inspired crafts in the Multi-Purpose Room. This film is rated PG. Teens Cookies, Cocoa and Crafts Thursday December 27 from 2:00-4:OOpm Celebrate winter during this come and go craft and snacks event in the Multi-Purpose Room. For 6th-12th graders only. Adults Read More Logs are due by December 31. Holiday Cookie Decorating Workshop Thursday, December 6 at 6 p.m. Take your holiday treats to the next level. Melissa Stone from Confection Perfection by Melissa will teach attendees how to flood cookies with royal icing and other decorating techniques. Materials provided. Anime MeetUp Monday, January 7 @ 6:00 pm Join our group for adult fans of anime, manga and Asian pop culture on its new day and time. This month is our winter anime'screening. The group meets bimonthly. Ages 17 & up Vision Boards 101 Monday, January 14 @ 6:00 pm Learn what vision boards are, why they're important in setting goals and make your own with Carrie Lindsey, blogger at CarrieElle.com and planning/organizing products entrepreneur. Lindsey is also the author of Make Anything Happen. December 10. 2018 Library Advisory Board Regular Meeting Agenda Page 3 of 3 ADJOURNMENT CERTIFICATION I certify that this Notice of Meeting was posted on this 7th day of December, 2018 at 5:00 p.m. as required by law in accordance with Section 551.042 of the Texas Government Code and that the appropriate news media was contacted. As a courtesy, this agenda is also posted on the City of Wylie website: www.wvlietexas.gov. Stephanie Storm, City Secretary Date Notice Removed Library Advisory Board Library Board--Minutes Monday, November 12, 2018 — 7:00pm Conference Room Smith Public Library 300 Country Club Rd., Bldg. 300 Wylie, Texas 75098 CALL TO ORDER Announce the presence of a Quorum. Members present: Mindy Ayers, Juan M. Azcarate III, Janice Borland, Shirley Burnett, Kenneth Cash, Rosalynn Davis,Jesse Meason, &Rachel Orozco,Board Liaison Members absent: None 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 No presentation was given at the meeting. ACTION ITEMS The Library Board Minutes of Monday, October 8,2018 were approved as presented. DISCUSSION ITEMS Review Policies: Meeting Rooms and Small Business Center: 00 Meeting Rooms: The Board reviewed and discussed the following proposed revisions to the existing Meeting Room Policy. o Applicants will now be required to have a library card when they submit a meeting room application. *It was noted that the Meeting Room Application will also need to be changed to include this requirement. Rachel will update the application and send to the Board for review. o Under General Meeting—Terms and Conditions: part h.reads "Groups are responsible for providing their own equipment, other than chairs, tables, a lectern and audiovisual equipment."It was decided the term AV equipment is too broad. Sentence will be amended to list specific AV items included in each room. 00 Small Business Center Policy: The Board reviewed and discussed the Small Business Center Policy created for the new Small Business Center at the library, as well as the Application for November 12,2018 Library Advisory Board Regular Meeting Minutes Page 2 of 2 Use of the Small Business Center. The following minor revisions were proposed to the application under the"Note" section: o A minor sentence structure change was recommended for the first sentence, which will read, "All applicants must check-in and check-out at the Help Desk, which is located in the Adult Services Department. o At the end of the last sentence, "The Applicant must have a Smith Public Library Card.", the following will be added: "and present it at check-in of the room." The discussed revisions will be made to the Meeting Room Policy (and Application) and the Small Business Center Application and presented again to the Board at the December meeting for final review and approval. STAFF REPORTS Upcoming Library Programs: Family and Kids LEGO Family Build Day: Wednesday, November 21st at 2:00pm Take a break from Thanksgiving prep and challenge your imagination with the library's LEGO and DUPLO.All ages welcome. Children ages nine (9) and younger must be accompanied by an adult. My Very Own Book Club: November 14' & 16'from 3:30-4:30pm For 15' and 2°d Graders. Read the book, talk about the story and illustrations, do a craft and have a snack. This month's featured selection: Stone Soup by Jon J. Muth. Voyagers—3`d Grade Learning Club: November 15' from 3:30-4:30pm Each month we explore a different topic and engage our brains! This month's featured topic: Earth Science with the Heard Museum BeTween Book& Movie Club—4°ti through 6' Graders: November 29`h from 6-7:00pm Read the book and watch the movie on your own. Then come to the meeting to watch scenes from the movie, read excerpts from the book, discuss and enjoy a snack. This month's featured selection: Beezus and Ramona by Beverly Cleary Adults Greeting Cards with Paper Quilling: Wednesday,November 14'at 6:00pm Learn the art of paper quilling—creating designs with curled paper—and apply it to greeting and holiday cards. Taught by master crafter, Pamela Sawyer. Holiday Cookie Decorating Workshop: Thursday,December 6' at 6:00pm Take your holiday treats to the next level. Melissa Stone from Confection Perfection by Melissa will teach attendees how to flood cookies with royal icing and other decorating techniques. Materials provided. ADJOURNMENT Meeting adjourned at 7:54 pm. Mindy Ayers,Chair Date Small Business Center (SBC) Goal: empowering people, strengthening community, and serving as a proactive contributor to a vital Wylie economy. The Small Business Center(SBC) room is available free for individuals and groups up to 8 people working on business, career and workforce development. What's in the SBC? Media Table provides interactive group viewing and participation in distance learning or other presentation applications. Whiteboard To use the SBC: Applicant must have a library card Application is approved by the Library Director or designee 24 hours-notice required Time slots for up to 2 hours per day All group members must be 18 and up The SBC may be used for the following: Group training Rehearse a presentation Conference calls Job interviews This SBC is not for: Tutoring Sales calls Solicitation of goods/services General Policy: All Applicants must check-in and check-out at the Help Desk in the Adult Services Department. A staff member is required to unlock the SBC at the beginning of the meeting and lock it after the meeting. Applicants are not permitted to enter an unlocked meeting room without first notifying a staff member. Commercial use of any kind is prohibited. Direct and indirect solicitation of goods or services and collection of fees for any purpose, including fundraising, goods, services or admission is prohibited. MEETING ROOM POLICY- SMITH PUBLIC LIBRARY Approved by the Library Board January 9, 2017. Draft November 2, 2018 A. USE OF THE FACILITIES 1. STATEMENT OF PURPOSE—MEETING ROOMS a. The Rita and Truett Smith Public Library ("Library") has designated spaces in the Library for the community to use. b. The Multi-Purpose Room and Conference Room, may be reserved and used under the guidelines listed below for educational, cultural, social, or training purposes only. Notwithstanding anything to the contrary, for-profit companies may reserve and use the meeting spaces for training purposes only. 2. GENERAL MEETING-TERMS AND CONDITIONS After the Library schedules its programs, other citizens may apply to use the meeting rooms. The library staff shall determine which applicants may use the meeting rooms on a first-come, first-serve basis and shall have final authority regarding use of the meeting rooms and/or cancellation or discontinuance of reservations. The Library does not keep a waiting list or hold meeting rooms. The library card must be presented at the time of the meeting to the Service Desk. The meeting room will be checked out to the applicant. The applicant is required to check-in the meeting room upon the end of the meeting. Library cards other than the applicant's will not be accepted. A fully complete and signed application, library card, proof of non-profit status (501)(c)(3) and any fees are due at the time that the application is submitted. A separate application with applicable documents and payments must be submitted for each date requested. Non-profits must show proof of non-profit status to receive lower fee rates under this policy. a. The meeting rooms are available from: Library Hours Meeting Room Schedule Monday 10am-8pm 8am-7:45pm Tuesday l0am-8pm 8am-7:45pm Wednesday 10am-8pm 8am-7:45pm Thursday l 0am-8pm 8am-7:45pm Friday 10am-5pm 8am-4:45pm Saturday l0am-5pm l0am-4:45pm Sunday Closed Meeting Room Policy Page 1 of 4 Rita and Truett Smith Library 587706.vl.rev Reservation time includes both set-up and break-down. Meetings must conclude at least fifteen minutes prior to the closing of the library or the designated time of the meeting. b. To use any meeting room, organizations and/or individuals must apply a minimum 48 hours before the scheduled meeting in writing using the forms available at the library. Submitted applications are reviewed Monday through Friday, 8 a.m. to 5 p.m. oo All individuals/organizations/companies will be required to fill out an application. Applications will be kept on record for a minimum of one (1) year. oo The applicant must have a current Smith Public Library card. oo The library card must be presented at the time of the meeting to the Service Desk. The meeting room will be checked out to the applicant. The applicant is required to check-in the meeting room upon the end of the meeting. Library cards other than the applicant's will not be accepted. oo A maximum number of three (3) reservations are allowed at one time. Applicants may reapply for use of the meeting room upon successful completion of the last reserved meeting. co Applications for meeting space use will be accepted up to 90 days prior to the date the room is needed. The 90 day mark is based on the date the application is submitted. co Cancellations must be made at least 48 hours in advance for a refund. oo Failure to notify library staff of a meeting cancellation within 48 hours may result in privileges being revoked. oo In the event an applicant has three (3) no-shows, privileges to reserve meeting space will be revoked for a period of one (1) year. oo All Applicants must check-in and check-out at the Circulation Desk, the first desk as you enter the library. A staff member is required to unlock the meeting room at the beginning of the meeting and lock it after the meeting. Applicants are not permitted to enter an unlocked meeting room without first notifying a staff member. c. Groups using the meeting room shall be responsible for setting up chairs, tables, and other equipment before the meeting, maintaining order during the meeting, taking down whatever they put up after the meeting, and seeing that the facility is neat and clean at the conclusion of the program. Groups are fully responsible Meeting Room Policy Page 2 of 4 Rita and Truett Smith Library 587706.vl.rev for the cost of any and all damages based upon actual repair or replacement costs. . d. Commercial use of any kind is prohibited. Direct and indirect solicitation of goods or services and collection of fees for any purpose, including fundraising, goods, services or admission is prohibited. e. Young people's groups must provide adequate supervision by adults. f. The Library reserves the right to revoke a reservation if the program or gathering is disruptive to the Library's normal course of business or is in violation of the adopted Rules Governing the Use of the Library. g. Those using the meeting rooms are required to keep noise to a minimum so that it does not disturb other library patrons. h. Chairs and tables are available in the meeting rooms. The following items are also available: Conference Room (television); Multipurpose Room (lectern, overhead projector and sound system with microphone.)Note: Computers and other electronic devices are not provided by the library. i. Groups are responsible for enforcing the City's smoking ordinance, which does not permit smoking in city facilities, city property or city parks. Smoke(s) or smoking as used herein shall mean and includes the carrying, possessing or holding of a pipe, cigarette, tobacco product, weed or other plant product, electronic cigarette, e-cigarette or liquid nicotine of any kind of which is burning or emitting a vapor. (City Ordinance Chapter 74, Article 1, section 74- 3) j. Groups must provide adequate protection for their program materials. k. No materials may be tacked or posted in the meeting rooms. Those organizations that violate this policy will be charged a damage fee assessed by city staff. 1. Organizations will hold harmless the Library and the City of Wylie of any damage suffered because of or resulting from use of the meeting rooms. m. No reservation shall be legally binding. The Library Director may cancel any room reservation or display at any time, with or without cause. n. Permission to meet in the Library does not constitute endorsement by the Library, or the Wylie City Council of any aspect of a meeting. Library staff, however, reserves the right to attend or observe all meetings. Such attendance or observation shall not constitute endorsement. o. Meeting rooms must be left clean and in good order after use. Meeting Room Policy Page 3 of 4 Rita and Truett Smith Library 587706.vl.rev p. Refreshments may be served,but no alcoholic beverages are allowed. q. The Library Director shall annually review the library's needs for space and will allocate remaining space for the public following that determination. 3. MEETING ROOM(S) -- OCCUPANCY The Fire Marshal establishes maximum capacities for library meeting rooms. Meetings must not go over the occupancy rate. 4. FEES Payment must be received at the time of the reservation. An Application will not be considered without full payment. If the Application is not approved, payment will be refunded. Checks made payable to the City of Wylie. A $25.00 service fee is charged for returned checks. a. Multipurpose Room (maximum occupancy 200, no tables or chairs): • Monday- Saturday: - Users other than non-profit organizations: $45.00 per hour, non- refundable. - Non-profit 501(c)(3) organizations: $30.00 per hour, non-refundable. Proof of non-profit status is required and must be attached to each application. b. Conference Room (maximum occupancy 30, 24 with tables and chairs): • Monday - Saturday: - Users other than non-profit organizations: $20.00 per hour, non- refundable. - Non-profit 501(c)(3) organizations: The Conference Room is free to non-profit organizations. Proof of non-profit status is required and must be attached to each application. Meeting Room Policy Page 4 of 4 Rita and Truett Smith Library 587706.vl.rev SMITH PUBLIC LIBRARY APPLICATION FOR USE OF SMALL BUSINESS CENTER Draft, Library Board,November 9,2018 Note: The Applicant must have a Smith Public Library Card and present it at check-in and check-out of the room. All applicants must check-in and check-out at the Service Desk, which is located in the Adult Circulation Department, the first desk upon entering the building. Department. A staff member is required to unlock the Small Business Center at the beginning of the meeting and lock it after the meeting. Date of Application: Name of Organization: Date of Meeting: Expected Attendance: Start Time: End Time: Purpose: Brief Description about the topic (highlight its purpose): Applicant's Name: Applicant's Library Card Number: Address: E-mail: Telephone Number: A.M. P.M. SMITH PUBLIC LIBRARY APPLICATION FOR USE OF MEETING ROOMS Approved by the Library Board,January 9,2017 Note: All applicants must have a library card. Applicants check-in and check-out at the Service Desk (first desk upon entering the building.)The library card must be presented at the time of the meeting to the Service Desk. The meeting room will be checked out to the applicant. The applicant is required to check-in the meeting room upon the end of the meeting. Library cards other than the applicant's will not be accepted. A staff member is required to unlock the meeting room at the beginning of the meeting and lock it after the meeting. Applicants are not permitted to enter an unlocked meeting room without first notifying a staff member. Date of Application: Name of Organization: Date of Meeting: Expected Attendance: Start Time: End Time: Note: Start and end times include set-up and break-down of meeting space. Program Topic: Brief Description about the topic (highlight its purpose): Room Arrangement: (Applicant is responsible for set-up and break-down of meeting room.) Tables: Number of Round: Number of Rectangle: Number of Chairs: Audiovisual Needs: Please circle: Conference Room: Television Multipurpose Room: Lectern, Overhead Projector, Sound System with microphone Note: Computers and other electronic devices are not provided by the library. Applicant's Name: Applicant's Library Card Number: Address: Page 1 of 3 E-mail: Telephone Number: A.M. P.M. Type of Organization (check one): Non-Profit: (Please attach 501(c) (3) document): For-Profit: Other(Please explain): Meeting Room Fees: Payment must be received at the time of the reservation. An Application will not be considered without full payment. If the Application is not approved, payment will be refunded. Checks made payable to the City of Wylie. A $25.00 service fee is charged for returned checks. A. Multipurpose Room (maximum occupancy 200, no tables or chairs): •Monday- Saturday: - Users other than non-profit organizations: $45.00 per hour, non- refundable. - Non-profit 501(c)(3) organizations: $30.00 per hour, non- refundable. Proof of non-profit status is required. B. Conference Room (maximum occupancy 30, 24 with tables and chairs): •Monday- Saturday: - Users other than non-profit organizations: $20.00 per hour, non- refundable. - Non-profit 501(c)(3) organizations: The Conference Room is free to non-profit organizations. Proof of non-profit status is required. Meeting Space Request (please check one): Multipurpose Room: Conference Room: Total Cost: (minimum of 48 hours' notice required for cancellation and refund) Page 2 of 3 Payment Amount Received: Check: Cash: Credit Card: I have read and understand the Smith Public Library Meeting Room Policy and I agree to abide by its rules and regulations. Print Name: Signature: For Staff Use Only: ( ) Approved ( )Declined By: Library Administration Date: Page 3 of 3