2021-04-15 LIBRARY BOARD MEETING MINUTES
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PEARLAND LIBRARY BOARD MEETING MINUTES
CITY OF PEARLAND
Regular Meeting
Thursday, April 15, 2021 – 7PM
Meeting number (access code): 182 466 9464
Meeting password: ih6Bp43s
CALL TO ORDER
In attendance:
Crystal Carbone, Vanessa Dunn, Susan Garlington, Dena Hanks, Amit Joshi, Kaitlyn Keever, Lisa
Loranc, Tammy McLain, Jessica Williams
Absent:
Som Nair
Guests:
Carry Capers, City of Pearland Parks & Recreation
Monica Montoya, City of Pearland Parks & Recreation
Robert Upton, City of Pearland Engineering & Capital Projects
Chair Crystal Carbone called the meeting to order at 7:05pm
CONSENT AGENDA:
The consent agenda was approved as submitted, including approval of minutes from October
meeting. Board did not meet in February as scheduled, due to ice storm.
Motion: Tammy McClain, Second: Susan Garlington, Motion carried.
MATTERS REMOVED FROM CONSENT AGENDA
No items were removed from consent agenda.
ELECTION OF OFFICERS
Crystal Carbone was nominated as chair, Tammy McLain as vice chair, and Vanessa Dunn as
secretary. The slate of officers was approved unanimously.
Meeting remotely via Webex.
https://pearlandtx.webex.com/pearlandtx/j.php?MTID=m3a2d88ce07a89893794251246aa1b754
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NEW BUSINESS
CONSIDERATION AND POSSIBLE ACTION: Updates from City of Pearland Staff
Building Project Updates
At last check in, library board members had questions for City staff. Robert provided responses
to these questions. Robert confirms benches are included as part of this project. RTF Maker
Space is soundproof. There are a total of 7 enclosed study rooms. Outdoor Amphitheatre
capacity is designed for 118 patrons. Cost for furniture on reading balcony is included in project
cost. Robert Upton shared photos and progress of Shadow Creek Library project. Steel, decking,
larger structural components are in place. Progress is on target for October/November time
frame. Grand Opening ceremony will follow shortly after. Conversations will begin within the
next couple months throughout the City for planning. Parks & Communications team will begin
working together to plan this ceremony and will keep board involved in the process.
Library Board Ordinance v. Bylaws
Monica reports on matters within current Library Board Ordinance and existing Bylaws that
need attention. In 2016, Library Board prepared an amendment to bylaws which were
approved by City Council in 2016, however, the ordinance 187-3 was not updated, resulting in
inconsistencies. Board reviewed current bylaws and current City Ordinance 187-3 and discussed
inconsistencies and recommendations for changes to City Ordinance 187-3. Monica will send
amended document reflecting recommendations for approval via email prior to next board
meeting. Once approved by the Board, Monica will submit agenda request to City Council for
approval.
• Section 15-25 states that meetings will be held at least Quarterly, but the Bylaws state
that meeting shall be held at least 3 times per year. Board unanimously agrees meetings
shall be held at least 3 times per year.
• Section 15-25 states that all meetings must conform to the Texas Open Meetings Act,
but the Bylaws state that the board will comply with the Notice provisions of Texas
Open Meetings Act. These are 2 different standards. City staff shares this is a new effort
Citywide through onboarding process of board members. Board agrees to complete
training moving forward. City Staff will set up training and board will submit training
completion. City staff will submit certificates to City Secretary’s Office for record.
• Section 15-27 makes reference to an officer position of Treasurer, but the adopted
Bylaws removed that position since the Board does not handle money. Section 15-30
creates the Treasurer officer position. Section 15-34 has several sub-sections that
reference the acceptance of monies, gifts, etc., but the bylaws state that the LB will not
accept any money. The Board unanimously agrees all language referencing Treasurer
position or subsections that reference acceptance of money to be removed.
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• Section 15-31—15-33 are RESERVED, but there is a Section 15-34; Section 15-34 should
actually be 15-31. Board agrees with this change.
• Board agrees to amend membership section to help ensure a geographic representation
from both branches to include 2 members from 77581 zip code, 2 members from 77581
zip code, and 3 at large, or either zip code.
Upcoming Changes in Relationship between Library Board and City of Pearland
City staff and board chair have been in communication about making changes to the role of the
City liaison to mirror structure of Pearland Parks & Beautification Board. Currently serving in
this role is Monica Montoya, Recreation Superintendent for Parks & Recreation. Moving
forward, the creation of agendas, meeting minutes, will be responsibility of City liaison. Liaison
will also be responsible for communication and posting agendas through City Secretary’s Office.
City Liaison is currently working on revitalizing Library Board webpage to include links to
minutes, meeting agendas to help better connect Board and City. Monica also acts as liaison
between any other library business across City – communications, public works, finance, etc.
CONSIDERATION AND POSSIBLE ACTION: Reports from branch Friends groups
Westside Friends Group – Jessica and Amit report on fundraiser planning efforts in progress,
including the gathering of data, talking points and statistics to use in fundraising print material.
Board members are attending Clean and Green event April 24th to promote fundraising. Current
focus is selling of room naming rights. Other plans include digital messaging within the library,
and idea for plaques to sell and display indoors. Crystal suggests connection with PEDC once
they are in a set place to do so. Crystal and Westside Friends will make plans to connect again
at that time to discuss ways the board can help advocate on the friends’ group behalf. Carry
reports City and Westside Friends group are working on City/Friends Group agreement. This
agreement, along with value and asset review will need to go before City Council. Once these
two items are ready, Carry will share via email for board feedback before this is added to
Council Agenda.
Tom Reid Friends Group – Two board positions are opening soon (secretary and treasurer),
therefore delaying quarterly meeting to May 2021 with hopes of onboarding new members
prior to that date. Details can be found on BCLS website. Fundraising efforts from Friends
Group include a successful grab bag mystery option with thoughts to bring this back again in
the future.
CONSIDERATION AND POSSIBLE ACTION: Reports from Brazoria County Library System
Director’s Report
Lisa provided updates on library operations regarding COVID mitigations. Full occupancy in
branches, though encouraging social distancing and encouraging masks use. Returning to
limited in-person programming in the Summer. Majority will remain in virtual format.
Whenever possible, branches will be implementing outdoor programming in effort to not turn
patrons away. June 18th – 80th Anniversary of Brazoria County Library System, programs and
events in honor of this anniversary are in planning stages.
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CONSIDERATION AND POSSIBLE ACTION: Branch Librarians’ Reports
Westside Library – Jessica reports outdoor programming this summer will take place at
Southdown Park through partnership with Pearland Parks & Recreation. No damage was
reported following winter storm earlier this year. The branch is fully staffed for now. Lead clerk
position is relocating to another location and will be replaced with another full time clerk
position. HVAC needs have been addressed as much as possible at this time. Public Works’
responsiveness has assisted in this and Robert’s team is taking this into account in the new
building.
Tom Reid Library – Kaitlyn reports increased foot traffic within libraries, as well as increased
usage of study rooms. Branch is receiving continued interest in take-home library components,
like craft kits, which will be integrated in summer programming. Currently planning stages for
summer programming.
CONSIDERATION AND POSSIBLE ACTION: Brazoria County Library Systems Board Report
Dena provides board report, announcing Author Dinner will resume in Spring 2022. Book Sale
will resume in August 2021 at Brazoria County Fairgrounds to help accommodate need for
increased capacity.
CONSIDERATION AND POSSIBLE ACTION: City Staff Liaison Report
Monica reports on budget season citywide; librarians met with budget office this month. Public
Works has made improvements in communicating updates on various work orders. Monthly
communications meetings with librarians has helped cross promoting programs and working
through various partnership opportunities with Parks & Recreation team. In upcoming special
events, library programming will be included in program spotlights to help raise awareness.
Invitation is extended to the Board and Friends Groups to help promote.
BOARD ISSUES FOR FUTURE LIBRARY BOARD AGENDAS
Texas Open Meetings Act Training
Sharing Updated Ordinance following Council Approval
Library Board Webpage Changes
ADJOURNMENT
There was no further business presented, the meeting was adjourned at 8:15pm.
Respectfully submitted,
Crystal Carbone, Library Board Chair