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2015-01-15 PEARLAND LIBRARY BOARD MEETING MINUTESPEARLAND LIBRARY BOARD MINUTES CITY OF PEARLAND Regular Meeting Thursday, January 15, 2015 — 7:00 p.m. Pearland Library — 3522 Liberty Drive 281-652-1677 CALL TO ORDER Meeting was called to order by Terry Ruiz at 7:10 p.m. In attendance: Terry Ruiz (chair, via phone), Andrew Fearn, Catherine O'Brien (secretary), David Thrash, Sue Wheeler, Dale Pillow, and Roshanda Cayette-Contreras, Geoff Tonini, and Crystal Carbone. Absent: George Geiby. Guests: Colene Cabezas with the City of Pearland Parks and Recreation staff, Margaret Dillie II. PURPOSE OF THE MEETING: 1. CONSIDERATION AND POSSIBLE ACTION: Election of officers The following officers were elected by acclimation: Terry Ruiz (chair), Crystal Carbone (vice chair), Geoff Tonini (treasurer), and Catherine O'Brien (secretary). 2. CONSIDERATION AND POSSIBLE ACTION: Approval of minutes Approval of the minutes of the October 16, 2014 regular meeting. Dale made a motion to accept the minutes with corrections; Crystal seconded the motion. Motion carried. CONSIDERATION AND POSSIBLE ACTION: Treasurer's Report Geoff reported that the balance began with $5,794.20, there was $0.28 interest, and available funds are $5,795.31. The Pearland State Bank account has been closed, and the remaining $294.32 was moved to Wells Fargo. Geoff made a motion. seconded by Dale to accept the treasurer's report. Motion carried. Geoff made a motion, seconded by Dale to roll the CD over upon maturity. Motion carried. There was a discussion about the transfer of utility billing funds to Friends groups. Action item: Colene will follow up on that item. There was a brief discussion about the city budget process. Colene explained that Joel Hardy was the designated liaison between the library and the city. The city provides the budget, but there is flexibility during the discussions regarding possible increases. The city provides the amount, but the library determines the line items amounts. Supplemental requests are submitted with the budget. Michelle Graham has offered her input to Andrew, and Sue and David will also have input. 4. CONSIDERATION AND POSS�BLE ACTION: Review of Library Board Ordinance There was discussion about revisions to the ordinances. The document posted on the city website(http://pearlandtx.gov/vovemment/boards-and-commissions/library-board) does not match the ordinances. Sec. 15-27 states "officers shall be elected annually by the directors at the board's first regular meeting..." and the document states, "officers shall be elected annually by the directors from their number at the March meeting...." Action item: At the direction of the board, Terry will follow up by contacting City Attorney Darrin Coker. 5. CONSIDERATION AND POSSIBLE ACTION: Review of meeting format and use of a consent agenda Dale provided an example of the City Council Agenda, 12 January 2015 by way of explaining a consent agenda. The consent agenda contained minutes, readings of ordinances, and resolutions. She recommended that minutes, treasurer's reports, and written reports could be placed on the consent agenda, and that they could also be pulled from the consent agenda for discussion and possible action. Anything that is not pulled from the consent agenda is voted on in a block. She explained that it shortens the times spent in meetings. She offered to work with Andrew to develop a consent agenda for the library board meetings. Catherine made a motion that we use a consent agenda; Crystal seconded the motion. Motion carried. 6. CONSIDERATION AND POSSIBLE ACTION: Budget report Andrew provided the November and December Library System circulation reports and the budget. Dale requested that Andrew send out the reports monthly, as they come in, instead of distributing them quarterly. There was a question about what the line item Special Services in the amount of $1095 was for. Action item: It was recommended that Andrew ask Joel for an explanation. There was a discussion about the computers that are needed by Westside Library. The county would buy them and the city would reimburse the county. Because of the software requirements, they need to be purchased by the county. There was a recommendation that some of the unencumbered funds be used to make the purchase. Sue explained that the meeting room on the Westside could also use a whiteboard, screen and rolling cart with a multimedia projector and laptop. The budget process begins in February and is finalized in March. 7. CONSIDERATION AND POSSIBLE ACTION: Brazoria County Library System Director's Report David Thrash reported that the grand re -opening of Westside is scheduled for 10:00 a.m., February 3. The foundation, city and county officials, and other board members will be invited. There will be stations to explain the different sections of the library. E -branch will be demonstrated. It was recommended that the Alvin ISD superintendent and the other strip business owners be invited. David reported on the meeting with the architectural firm regarding the expansion of the Pearland Library. Completion will take 48 weeks, resulting in more meeting rooms, better children's area, and more lounge seating. Revisions to the plan accommodated the needs now as opposed to the needs when the bond was passed eight years ago. There will also be a vending area. The library may be shut down during part of the renovation. It depends on the construction company. There is a plan to advertise the closure, should it become necessary, through the city's communications office. David discussed Flipster, an online digital magazine. It has 58 current magazines (e.g., Kiplinger, O). There won't be 58 magazines available, but the library will pick the most popular, based on usage. The link is available from the library homepage. There was some discussion about marketing and communication. The library uses email blasts, press releases, Twitter, Facebook and Instagram, as well as the city's cable channel. There is some information available in the In Motion magazine, which will be printed again in June. 8. CONSIDERATION AND POSSIBLE ACTION: Branch Librarians' Reports Andrew and Sue provide a joint written report. Sue Wheeler reported that she and the children's librarian alternate Saturday offerings. They are very popular. Andrew reported that the library will be a site for IRS tax forms, but that they are receiving fewer of them. Only 1040, 1040 A and 1040 EZ will be provided. There will be no other schedules or booklets. Everything else is being provided online. 9. CONSIDERATION AND POSSIBLE ACTION: Brazoria County Library System Board Representative Report Roshanda reported that the book sale will be January 28-31 in Angleton. She will provide more details after next Tuesday's meeting. Funds from the author's dinner will be used to purchase six early education computers. They drew names of libraries. Pearland did not make the drawing, but will receive some of the remaining funds. They will be distributed at a later date. There is a Technology Petting Zoo to let people touch and learn how to download and use Kindles, Nooks, iPods, etc. 10. CONSIDERATION AND POSSIBLE ACTION: Friends' Reports Terry reported the Westside is still trying to revitalize the Friends' group. They are trying to think of ways to increase patronage. The book sale is ongoing on the 31d Friday and Saturday of each month. It will begin again in February. Sue said that they receive donations for book sales, but that the Westside lacks the storage and volunteers to rotate the books on the shelves. They are enclosing the tri -folds in the books at check-out. Roshanda offered to pitch in. Margaret reported that the Pearland Friends' group has lots of members with few attendees at their meetings. They have no problem selling the books. They have a couple of dedicated volunteers. They recently received 15 boxes of books. Dale said that the Adult Reading Center and the Recycling Center can accept books for recycling. It was reported that there is not much of a market for sci-fi and romance paperbacks. 11. Other business The membership list was circulated and reviewed. Action item: Andrew will disperse it via email. Dates for this year's meetings will be April 16 at Westside, July 16 at Pearland, October 15 at Westside, and January 21, 2016 at Pearland. III. ADJOURNMENT Meeting adjourned at 8:40 p.m. Next meeting at Pearland Westside, 2803 Business Center Drive, Suite 101 April 16, 7 p.m. Respectfully submitted, Catherine O'Brien