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2015-10-15 PEARLAND LIBRARY BOARD MEETING MINUTESPEARLAND LIBRARY BOARD MINUTES CITY OF PEARLAND Regular Meeting Thursday, October 15, 2015 — 7:00 p.m. Pearland Library — 3522 Liberty Drive I. CALL TO ORDER Due to absence of Vice -Chair. Crystal Carbone, the meeting was called. to order by Secretary Catherine O'Brien at 7:20 pm. In attendance:. Andrew Fearn,. Catherine O'Brien, David Thrash, Lisa, Loran, Dale. Pillow, and. Roshanda Cayette-Contreras, and Geoff Tonini. Absent George Geiby and Crystal. Carbone. Guests: Chris Orlea; Director City of Pearland Parks and Recreation, Margaret Dillie Terry Ruiz has resigned her position. CrystalCarbonemoves into the. chair_position. Catherine O'Brien. served as acting chair and secretary for this meeting.. II. CONSENT AGENDA: Items on the Consent Agenda. were reviewed and action was taken. A. CONSIDERATION AND POSSIBLE ACTION: Approval of minutes Approval of :the. minutes of the April 16., 2014 regular meeting. Geoff made a motion to accept the minutes; Roshanda seconded the motion. Motion carried. B. CONSIDERATION AND POSSIBLE ACTION: Treasurer's Report The Treasurer's- report was accepted: $5,795.75. Geoff reminded the committee that the next window for taking action on the account will be between December 21 — 28. An in-depth discussion regarding the role of treasurer occurred in conjunction with the discussion of duties, responsibilities, and board roles under New Business. C. CONSIDERATION AND POSSIBLE ACTION: Brazoria County .Library System Director's Report David reported that there have been personnel changes. Sue Wheeler has moved to acquisitions, and Lisa Loranc has assumed the duties at the Westside Library. Dale reported .that she met with Sue and a digitization committee re: grant writing. There is a grant writing committee for other items also. The Gulf Coast Reads for this year is The Promise by Ann Weisgarber. She will be speaking at the First Presbyterian Church in Angleton on Saturday, October 17.:2 p.m. Next year is the 751' anniversary of the library. David shared the coffee cup and post -it notes that have been designed for the occasion. It will be a year-long celebration. Action item: With the change from Sue to Lisa, there needs to be a change in the communication structure from the City, including updates regarding the budget, to include Lisa. D. CONSIDERATION AND POSSIBLE ACTION: Branch Librarians' Reports Andrew provided written reports. Andrew reported that a contractor has been out to look at the leaking roof, but there has been no rain since to verify. Andrew reported that the inner door squeaks, but no one has come out to look at it. Action item: Chris volunteered to follow up with the city. He said that if a work order goes in, there is an internal report. Catherine reported that when she did the last door count, she observed a child get her fingers caught in the door. It is a poor and dangerous design for children, and remodeling of the design should be considered with the renovations. The board expressed a desire to see the plans. Chris reported that Cara Davis has the plans assembled in a package and could meet with the board. There was a discussion regarding the cleanliness of the bathrooms, or lack thereof. There has been a request to add another day to each library. Chris asked the timeline for complaints as there is a new service. It was reported that the bathrooms were in better condition under the city's oversight. Action item: Chris will take the information to another level and Dale will take it to Jon. Andrew reported that there is no longer a vacuum onsite to clean up the occasional mess. Lisa discussed long-term planning. They have been holding listening meetings, including the Knapp Center. Dale suggested that they hold one at the Reading Center. Action item: Lisa will contact Dale for more information. Lisa reported that the paint on the pony wall between the children and young adult sections peels off whenever anything is removed, regardless of the type of adhesive that they have tried. With voting occurring over the next two weeks, which will bring about 6000 people through the libraries, Geoff proposed positioning "Did You Know" signs in the library. Lisa said that she will check with the election committee. It would be legal as long as there is no issue about the library on the ballot. Roshanda asked that when Owlbert goes out, could a board member accompany him. The mascot cannot move without a handler, and it would provide visibility for board members. Pearland Westside Library is now the official name of the Westside Library based on voting results. 2 E. CONSIDERATION AND POSSIBLE ACTION: Brazoria County Library System Board Representative Report Roshanda reported that the foundation is paying for a new computer, for each branch and that this will, be an addition, not a replacement. The foundation washaving trouble with another fundraising idea., They have turned to MSR to do an event: Dale reported that MSR did a good job for the Reading Center. They anticipate that, they will only need volunteers.. Another suggestion for an author event is Tom Abrahams, newscaster and political thriller author. Dale has his contact information. III. MATTERS -REMOVED FROM CONSENT AGENDA IV. NEW BUSINESS A. CONSIDERATION AND POSSIBLE ACTION: Discussion.of Library Board duties, responsibilities, and roles B. 'CONSIDERATION AND POSSIBLE ACTION: Discussion of the Library Board bylaws and the -Library Board ordinance The committee briefly reviewed the Public Library AcIvisorv, Board Handbook (2012), Pearland City Ordinance No. 187-3, two copies of by-laws and a document posted .to the city's webpage. Within the proposed' by-laws in the handbook (p 85), the only officers are chair, vice chair, and secretary. There is,no;treasuren Since the board is not a 501 (c) (3); but the Friends groups are, it was suggested that the funds in the accounts be divided among.them or used. One suggestion for usage was:door counters. Chris said that a door counter cost about $1500-$1700 at the Natatorium. Chris reported that"the only by-laws that the city found were dated 1987, when the. city formerly adopted the library board. These ordinances were designed to establish the relationship between .the city and the county. There was a question regarding the role of the board in connection with city council. The. board should'.serve as advocates for the library and to the public bodies, including commissioners' court once the board has reached consensus on issues. It was.agreed to organize -a task force to review all of the documents. Action item: Catherine appointed a task force to•ali;n by-laws with the city ordinance. She will send: out a Doodle Poll to interested parties. A location for the meeting will be found once a date is determined. No one was available until after the end of the month and the November 3 election. C.CONSIDERATION AND POSSIBLE ACTION: Budget report. The library was complemented on spending the budget. There was a question re: unspent $50.11..13 on page .two. Chris explained that the line items are there for convenience; but that the balance $14;708.03 was overspent by 2%. The budget has been increased to cover utilities and rent for the Pearland Westside Library. $233,935 goes to cover rent. 3: The utility fees that have been collected has been identified. There is $1308 available, per Chris. The funds fall within the budget. They could be used for additional funding for the Westside Library. There was a discussion re: the need for wireless connections at Westside. D. CONSIDERATION AND POSSIBLE ACTION: Reports from branch Friends groups. Margaret reported that the Friends book sales will be in limbo during the remodeling. They make good money on the sales. Chris suggested that the Parks and Recreation could be a drop-off point for books. It was mentioned that equipment will go to Angleton during the renovation. Westside Friends has a meeting scheduled for early next month. Raymond Ruiz is stepping down as chair. The Friends needs a new focus. V. BOARD ISSUES FOR FUTURE LIBRARY BOARD AGENDAS VI. ADJOURNMENT As the acting chair, Crystal is responsible for setting the meetings for next year. A tentative date for next year's first meeting will be January 21, 2016 at Pearland. Action item: Catherine will contact Crystal with this information. Announcements: The next door count with the Pearland Library is the week of November 2- 6. Meeting adjourned at 9:00 p.m. Next meeting is tentatively at Pearland Westside Library, 2803 Business Center Drive, Suite 101, January 21, 2016 at 7 p.m. Respectfully submitted, Catherine O'Brien 2