02-11-2019 (Library) Minutes 1AI
fN Library Advisory Board
CITY OF
WYLIE
Minutes
Regular Meeting
February 11,2019—6:00 p.m.
Smith Public Library— Conference Room
300 Country Club Road,Bldg. 300
Wylie, TX 75098
CALL TO ORDER
Announce the presence of a Quorum.
Members present: Juan M. Azcarate III, Janice Borland, Rosalynn Davis,Jesse Meason, &Rachel
Orozco, Board Liaison
Members absent: Mindy Ayers, Shirley Burnett, Kenneth Cash
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
Rachel introduced two guest attendees: Morgan Capps, library science student at UNT is attending as an
observer and Tracey Tillman,Administrative Assistant for Smith Public Library is attending. Tracey
handles the scheduling of the meeting rooms, and is available to assist with input and answer any
questions the Board may have since they will be reviewing the meeting room policy and application.
ACTION ITEMS
The Library Board Minutes of Monday,November 12,2018 were approved as presented.
REGULAR AGENDA—DISCUSSION ITEMS
1. Review Meeting Room Policy: the Board discussed the growing popularity of the Library
meeting rooms. Due to the increasing need to track the rooms electronically, and concerns of
maintenance and safety, the following policy changes will be made:
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A. All applicants must have a current Smith Public Library card. The room will be checked out
to the applicant, and the applicant will be required to check-in the meeting room upon the end
of the meeting. Library cards other than the applicant's will not be accepted.
B. Portable Library AV equipment (HDMI cables, microphones, etc.), must be checked out
using the applicant's Smith Public Library card. The applicant will be required to check the
equipment back in upon the end of the meeting. Library cards other than the applicant's will
not be accepted.
C. The occupancy guidelines listed for the Conference room will be changed to: (maximum
occupancy 24) 18 with tables and chairs.
D. Groups cannot remove the conference furniture from the Conference room. Any activity that
requires the removal of furniture must be held in the Multipurpose room.
2. Review Meeting Room Application: the Board reviewed the Meeting Room Application to
ensure consistency with the policy. The following changes will be made:
A. A line will be added to include the applicant's library card number.
B. The occupancy guidelines listed for the Conference room will be changed to: (maximum
occupancy 24) 18 with tables and chairs.
C. A line for"reason" will be added so Director can state the reason if an application is declined.
D. The lay out of the application will be re-arranged and some minor phrasing changed to help
highlight the differences between the furniture and audiovisual options available for the
specific rooms.
Board Action
A motion was made by Jesse Meason to accept both the Smith Public Library Meeting Room Policy and
Application for Use of Meeting Rooms as presented with above noted revisions as discussed.The motion
was seconded by Juan M.Azcarate III. The Board unanimously approved the policy and application with
revisions as discussed.
3. Review Small Business Center Policy and Application: the Board reviewed the Small Business
Center Policy and the draft of the Small Business Center Application. The policy does not need
any changes. The following changes will be made to the application draft:
A. It will be noted that the collaborative table seats eight people.
B. A section will be added for the Library Director to mark "Approved" or "Declined" on the
application. .
C. A signature line will be added for the Library Director.
Board Action
A motion was made by Jesse Meason to accept the Smith Public Library Application for Use of
Small Business Center as presented with above noted revisions as discussed. The motion was
seconded by Juan M. Azcarate III. The Board unanimously approved the Small Business Center
application with revisions as discussed.
STAFF REPORTS
Upcoming Library Programs:
Children
L.A.M.B.(Look at My Book)Program: Monday,February 4—Saturday May 5,2019
This program encourages creativity, imagination and writing skills.Participants write a book that is
displayed and added to the library collection for in-house check-out. Participants may then register to
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attend one of our Young Author's Receptions on Saturday 5/11/19.They may invite up to four guests to
attend the reception where they will be recognized for their work and sign autographs.
111 Adult
Hygge at the Library: Thursday,February 28th at 6:00pm
Hygge (pronounced hoo-ga) is the Danish word used to acknowledge a moment as cozy or special.
Unwind and unplug from the everyday rush, and practice lots of hygge in our cozy space with cocoa, tea
and self-directed crafts. Feel free to bring your knitting, coloring, etc. to enjoy some uninterrupted leisure
time.
Anime MeetUp: Monday,March 4th at 6:00pm
Join our group for adult fans of anime, manga and Asian pop culture.The group meets bimonthly.
Organizing Spaced-Kitchens: Thursday,March 7th at 6:30pm
The heart of the home—is the kitchen. It is where friends and family gather and memories are made!A
well-organized and functioning kitchen can make meal prep more efficient and enjoyable, and clean up
and maintenance easier for everyone in the family. Sandy Jones of Someday Organizing kicks off an
organizing miniseries with tips for all types of families and cooks, along with space saving solutions!
ADJOURNMENT
Meeting adjourned at 8:09 pm.
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