09-14-2020 (Library) Agenda Packet Library Advisory Board
NOTICE OF MEETING
Agenda
September 14, 2020 — 7:00 pm
Virtual Meeting via Zoom Link:
https://us02web.zoorrLus/j/82028586655
NOTICE
An emergency and urgent public necessity exists because of the COVID-19 pandemic, making
it difficult or impossible for a quorum of the Library Board to convene at one location and/or
making it inconsistent with guidance from the Centers for Disease Control and Prevention and
guidance/orders from the State of Texas, Collin County and Dallas County for members of the
public to congregate at the meeting location.
Accordingly, a quorum or more of the Library Board will conduct this meeting via video
conference pursuant to the Texas Governor's Order temporarily suspending certain provisions
of the Texas Open Meetings Act and guidance received from the Texas Attorney General's
Office.
Any member of the public wishing to participate in the meeting should use the following web link
online at: https://us02web.zoom.us/j/82028586655. Accessing the link at the meeting time will
make the meeting audible to members of the public and allow for two-way communication. A
recording of the meeting will be made available to the public upon request.
If you have any questions about the foregoing, please contact the City Secretary at 972-516-
6020.
Juan M. Azcarate, III Board Member
Janice Borland Chair
Arthur Borgemenke Board Member
Toshia Kimball Board Member
Rosalynn Davis Board Member
Carla McCullough Board Member
Irene Chavira Board Member
Ofilia Barrera 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.zov 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.
September 14,2020 Library Advisory Board Regular Meeting Agenda Page 2 of 7
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 August 10, 2020 Library Board meeting.
2. Consider and Act Upon the Animals in the Library Policy
DISCUSSION ITEMS
Review REALM Project Test 4 Results
Review Summer Learning Club Statistics
Review status of Meeting Room Policy and Collection Development Policy
Review Staffing Update and Return to Regular Hours
Overview of Current Virtual Programming
EXECUTIVE SESSION
If during the course of the meeting covered by this notice,the Library Board should determine that a closed or executive meeting or session of the Library
Board,or a consultation with the attorney for the City,should be held or is required,then such closed or executive meeting or session or consultation with
attorney as authorized by the Texas Open Meetings Act,Texas Government Code§551.001 et.seq.,will be held by the Library Board at the date,hour,and
place given in this notice as the Library Board may conveniently meet in such closed or executive meeting or session or consult with the attorney for the City
concerning any and all subjects and for any and all purposes permitted by the Act,including,but not limited to,the following sections and purposes:
Texas Government Code Section:
§551.071—Private consultation with an attorney for the City.
§551.073—Discussing prospective gift or donation to the City.
§551.076—Discussing deployment of security personnel or devices or security audit.
ADJOURNMENT
CERTIFICATION
I certify that this Notice of Meeting was posted on this 11 th day of September 2020 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.wylietexas.gov.
Stephanie Storm, City Secretary Date Notice Removed
September 14,2020 Library Advisory Board Regular Meeting Agenda Page 3 of 7
Library Advisory Board
1- F
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.
September 14,2020 Library Advisory Board Regular Meeting Agenda Page 4 of 7
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 COVID
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.
Janice Borland, Chair
September 14,2020 Library Advisory Board Regular Meeting Agenda Page 5 of 7
Rita and Truett Smith Public Library
Animals in the Library
August 26, 2020
Policy
It is the policy of the Rita and Truett Smith Public Library to prohibit all animals from
entering Library facilities, with the exception of service animals, service animals in
training, and animals featured in programs sponsored by the Library.
Definitions
"Assistance animal" and "service animal" mean a canine that is specially trained or
equipped to help a person with a disability and that is used by a person with a disability.
Other species of animals, whether wild or domestic, trained or untrained, are not service
animals for the purposes of this definition. The work or tasks performed by a service animal
must be directly related to the handler's disability.
"Person with a disability" means a person who has:
- A mental or physical disability;
- An intellectual or developmental disability;
- A hearing impairment;
- Deafness;
- A speech impairment;
- A visual impairment;
- Post-traumatic stress disorder; or
- Any health impairment that requires special ambulatory devices or services
Service Animals Regulations
(a) A person with a disability cannot be asked to remove his or her service animal from
the premises unless:
(1) The animal is out of control and the animal's owner does not take effective
action to control it (for example, if a dog barks repeatedly or if it is not trained
to relieve itself outdoors); or
(2) The animal poses a direct threat to the health or safety of others.
(b) Allergies or fear of animals are not valid reasons for denying access to the Library
facility or refusing Library service to persons with service animals.
September 14,2020 Library Advisory Board Regular Meeting Agenda Page 6 of 7
(c) Any service animal that displays vicious behavior toward customers may be
excluded.
(d) The Library is not required to provide care or food for a service animal or provide a
special location for it to relieve itself.
(e) The only persons permitted to bring service animals or service animals in training
into Library facilities are persons who require the assistance of such an animal or
service animal trainers. All service animals must remain under the responsible
person's control and on a leash at all times.
(f) Staff are not allowed to request any documentation for the service animal, require
that the service animal demonstrate the task it is trained to perform, or inquire about
the nature of the person's disability. If a person's disability is not readily apparent,
for purposes of admittance to the Library with a service animal, staff may inquire
about:
(1) Whether the service animal is required because of the person has a disability;
and
(2) What type of work or task has the service animal is trained to perform?
If the animal does not meet the criteria of a service animal, then the animal's presence in
the Library is a violation of this policy.
Companion animals — companion animals and other pets that are not service animals are
not allowed in the Smith Public Library.
September |4`2020 Library Advisory Board Regular Meeting Agenda Page 7nf7
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REALM
Project
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As part of the REALM Project's research, Battelle has conducted four natural attenuation studies to provide
information on how long the virus may survive on materials common to archives, libraries, and museums.
The studies were conducted by applying the virulent SARS-CoV-2 virus on five materials held at standard
room temperature (680F to 750F) and relative humidity conditions (30 to 50 percent), The materials in Test 4
included the following items:
Item Material type Use
_
Hardback book cover Buckram cloth Hardcover book covering
Softcovor book cover Coated paper Trade paperback cover
Plastic protective cover BiaxiaUy oriented polyester film Protective layer for hardcover books
OVDoano Polypropylene Storage ofDVD and CID media
Expanded polyethylene foam 1-inch expanded polyethylene foam Storage and shipping
Results show that after six days of quarantine the SARS-CoV-2 virus was still detected on all five
materials tested. When compared to Test 1, which resulted in nondetectable virus after three days
on an unstacked hardcover book, softcover book, plastic protective cover, and DVD case, the results
of Test 4 highlight the affoot of stacking and its ability to prolong the survivability of the SARS-CoV'2
virus.
Based on the materials' porous cellulose composition, liquid disinfection methods may not be suitable and
may result in material degradation. Longer quarantine time can be considered; or, other methods such as
application of heat may promote more rapid decontamination and may warrant further investigation. A
literature review that will be available in October 2020 is exploring published research on the effect of heat,
UV light, and other methods of disinfection. Organizations such as the Northeast Document Conservation
Center have shared information on disinfecting materials for archives, libraries and museums.
Download the Test 4 Report [P[}F}
Sourno: b1tpa://nnaw.vvohionodon.oru/newa/wc6iunction/test4'roou|ta.btno|