08-10-2020 (Library) Minutes AI
IN Library Advisory Board
CITY OF
WYLI E
Minutes
Regular Meeting
August 10, 2020—7:00 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.
Board Chair, Janice Borland called the meeting to order at 7:04pm. The following Library Board
members were present: Juan M. Azcarate III, Arthur Borgemenke, Janice Borland, Irene Chavira,
Rosalynn Davis, Toshia Kimball, Carla McCullough, Ofilia Barrera, Board Liaison. There were no
absences.
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 presentations were given at the meeting.
•
ACTION ITEMS
1. Consider and act upon approval of the Minutes of the June 8, 2020 Library Board Meeting.
Board Action:
The Library Board Minutes of Monday, June 8, 2020 were unanimously approved as presented.
REGULAR AGENDA—DISCUSSION ITEMS
1. Introduction of New Board Member,Toshia Kimball:
Ofilia introduced new Library Board member, Toshia Kimball.
2. FY 21 Budget Updates:
Ofilia reviewed the most recent budget updates and the Board discussed.
• The Library's proposed budget was accepted by City Council as presented.
• The City Council directed the Finance Department to prepare the city budget at $0.1
under the effective tax rate for the coming FY(FY 21).
• Since the library will be unable to get a new sorter under this budget cycle, we will be
looking into alternate options. More information will come when it is available.
Minutes August 10,2020
Library Advisory Board
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3. Announcement of TSLAC Cares Grant:
The Texas State Library and Archives Commission has awarded the Smith Public Library with a
grant of$24,909.00. The grant money is for helping patrons remotely with technology during the
COVED pandemic. The money will be used for Tutor.com learning services, 25 hotspots for
families to check out, 5 laptops for families to check out, some Chromebooks for staff in case
remote work from home is necessary, new software called LibAnswers -which allows virtual
online reference assistance, and some screen-sharing services for virtual computer assistance.
4. Staffing Updates:
Ofilia updated the Board on recent staffing changes within the library.
5. Review Summer Learning Clubs:
Ofilia provided an overview of the library's 2020 virtual Summer Learning Club.The library
offered the entire season in an online virtual format this year to accommodate COVID-19
restrictions. The plan is to offer all library programming as virtual for the remainder of this year.
The attendance data/stats are more difficult to pin down from previous years, as the actual
date/time of a live virtual program might have 25 viewers, but then an additional 500 viewers
might watch the program after it initially posts.The data and numbers are being analyzed and will
be ready for the Board to review next month.
6. Review Updated Meeting Rooms Policy:
The Board reviewed and discussed the current Meeting Room Policy. The proposed changes
from the February 10, 2020 Board meeting are currently pending. In addition, the library recently
purchased new software called LibCal, which will now allow patrons to fill out applications and
request meeting rooms online.The Board reviewed and discussed the following additional
proposed policy changes in lieu of the new software, along with a few additional minor changes:
• A library card no longer needs to be presented with an application—a card number only
needs to be included on the application. The card can be verified when the patron checks
out the room.
• Proof of(501) (c) (3) has been removed and replaced with"any applicable supporting
documents"as the requirement for proof of non-profit status. These documents are still
due with the application, as they can be attached online with the application.
• Payment for rooms is due within 72 hours after notification of approved application in
order for a reservation to be complete. If the date requested is within 72 hours of
approval,payment must be made prior to the scheduled meeting time.
• Meeting rooms cannot be reserved more than 90 days in advance.
• Meeting room applicants must be 18 or older. Meetings consisting of minors (17 and
younger)must provide supervision by adults 18 and over.
• Refreshments are not allowed in meeting rooms unless express permission has been
provided by the Library Director in advance.
• Some minor additional wording and/or phrasing changes were proposed, as discussed, to
sections of the policy for the sake of redundancy, easier explanation, better flow, etc.
Ofilia will be sending the updated policy to the City Attorney for review, before bringing it back
to the Board for final approval.
ADJOURNMENT
Meeting adjourned at 7:52pm.
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J +i..ice Borland, Chair
Minutes August 10,2020
Library Advisory Board
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