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HomeMy WebLinkAbout2020-10-19 Regular MeetingAGENDA CITY OF GRAPEVINE, TEXAS LIBRARY BOARD MEETING MONDAY, OCTOBER 19, 2020 6:30 P.M. PROGRAM ROOM AND VIA ZOOM 1201 MUNICIPAL WAY IN ACCORDANCE WITH ORDERS OF THE OFFICE OF THE GOVERNOR OF THE STATE OF TEXAS, THE GRAPEVINE PUBLIC LIBRARY BOARD WILL CONDUCT THE MEETING SCHEDULED AT 6:30 PM ON OCTOBER 19, 2020 IN THE GRAPEVINE PUBLIC LIBRARY PROGRAM ROOM AT 1201 MUNICIPAL WAY, BY TELEPHONE CONFERENCE IN ORDER TO ADVANCE THE PUBLIC HEALTH GOAL OF LIMITING FACE- TO- FACE MEETINGS (ALSO CALLED " SOCIAL DISTANCING") TO SLOW THE SPREAD OF THE CORONAVIRUS COVID- 19). THE LIBRARY BOARD MAY ATTEND THIS MEETING IN PERSON. THERE WILL BE NO PUBLIC ACCESS TO THE LOCATION DESCRIBED ABOVE. THIS SUPPLEMENTAL WRITTEN NOTICE AND THE MEETING AGENDA POSTED ONLINE AT WWW. GRAPEVINETEXAS. GOV. THE PUBLIC DIAL- IN NUMBER TO PARTICIPATE IN THE TELEPHONIC MEETING IS 346- 248-7799. THE AUDIO CONFERENCE ID IS 861 0839 8085. THE PUBLIC WILL BE PERMITTED TO OFFER PUBLIC COMMENTS TELEPHONICALLY AS PROVIDED BY THE AGENDA AND AS PERMITTED BY THE PRESIDING OFFICER DURING THE MEETING. STARTING AT 8: 00 AM ON MONDAY, OCTOBER 19, CITIZENS CAN SUBMIT A CITIZEN APPEARANCE REQUEST FORM FROM THE CITY' S WEBSITE AT HTTPS:H WWW. G RAPEVIN ETEXAS. GOV/ 89/ AGENDAS- MINUTES. DURING THE MEETING, THE NAMES OF THOSE THAT HAVE SUBMITTED A FORM WILL BE CALLED ON TO SPEAK IN THE ORDER THE FORMS WERE RECEIVED. THE DEADLINE TO SUBMIT REQUESTS WILL BE 5: 00 PM ON MONDAY, OCTOBER 19. A RECORDING OF THE TELEPHONIC MEETING WILL BE MADE, AND WILL BE AVAILABLE TO THE PUBLIC IN ACCORDANCE WITH THE OPEN MEETINGS ACT UPON WRITTEN REQUEST. I. Call to Order II. Citizen Comments Any person who is not scheduled on the agenda may address the Board under Citizen Comments or on any other agenda item by completing a Citizen Appearance. A member of the public may address the Board regarding an item on the agenda either before or during the Board's consideration of the item, upon being recognized by the Chair or upon the consent of the Board. In accordance with the Texas Open Meetings Act, the City Council is restricted in discussing or taking action during Citizen Comments. III. Introduction of New Appointees (oaths administered prior to meeting) IV. Election of Officers V. Consideration of Minutes A. January 20, 2020 VI. Old Business A. Library Board's Advisory Role B. TLA VII. New Business A. COVID-19 and Library Operations 1. Library Services 2. Library Building 3. Library Programs 4. Outreach Services (GROW and bus) B. New Services C. New Library Staff Members VI ll. Miscellaneous Reports and/or Discussions A. Friends' Artisans Market Update B. Discussion/Comments from Board C. Next Meeting January 18, 2021 IX. Adjournment IF YOU PLAN TO ATTEND THIS PUBLIC MEETING AND YOU HAVE A DISABILITY THAT REQUIRES SPECIAL ARRANGEMENTS AT THE MEETING, PLEASE CONTACT THE LIBRARY AT (817) 410-3400 AT LEAST 24 HOURS IN ADVANCE. REASONABLE ACCOMMODATIONS WILL BE MADE TO ASSIST YOUR NEEDS. IN ACCORDANCE WITH TEXAS GOVERNMENT CODE, CHAPTER 551.001 et seq, ACTS OF THE 1993 TEXAS LEGISLATURE, THE LIBRARY BOARD MEETING AGENDA WAS PREPARED AND POSTED THIS 13th DAY OF OCTOBER, 2020 AT 5 PM. LIBRARY DIRECTOR O\Policy Manual\Board Guidelines for Minutes 2013 STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The Library Board of the Grapevine Public Library of the City of Grapevine, Texas met in Regular Session on the 19th day of October, at 6:30PM in the Board Room (or via Zoom) of the Grapevine Public Library, 1201 Municipal Way. The following members present to-wit: Janice Cook Chairman Susan Peabody Secretary Lynda Brown Member – via Zoom Gerald Shannon Member Karen Smith Member Janee Trasler Member – via Zoom Debbie Venable Member constituting a quorum, with the following member of the City Staff: Ruth Chiego, Library Director. Our City Council Liaison, Darlene Freed, was not in attendance. CALL TO ORDER Janice Cook called the meeting to order at 6:32PM. CITIZEN COMMENTS – none Krishna Shenoy was introduced and welcomed as a new board member. Motion by Lynda Brown, seconded by Gerald Shannon, nominated Janice Cook as Chair of the Board: Ayes: six Nays: one Motion by Debbie Venable, seconded by Gerald Shannon, nominated Susan Peabody as Secretary of the Board: Ayes: Unanimous Nays: None MINUTES OF PREVIOUS MEETING Motion by Gerald Shannon, seconded by Debbie Venable, to approve the January 20, 2020 meeting minutes: Ayes: Unanimous Nays: None Discussion on Library Board’s Advisory Role The Board is in place to support the Director and to help set and approve library policy. The Board 2 does not work with the City Council. The Board members are advocates for the library, particularly involved with the budget, strategic plan, programs, and special projects. It was requested that the Director dispense with sharing the same documents with the Friends of the Library since those members serve a different function. Board members stated they felt uninformed about the library in recent months, and discussion to reconsider having monthly meetings instead of the quarterly meetings occurred. Motion by Susan Peabody, seconded by Gerald Shannon, to consider having the board meetings every other month, starting in January 2021, with the vote to be taken at the January 2021 board meeting: Ayes: six Nays: one Update on TLA Ruth reported that the TLA conference for 2020 was canceled due to COVID. The April 2021 conference will be a virtual event and will focus on team building for directo rs. There was no formal action taken Update on New Library Staff Ruth announced that Molly Wright, Susan Hulsey, Mercedes Walker, and Clara Chin had recently joined the library staff in various capacities. There was no formal action taken. Update on the Library’s Operations during COVID Ruth expressed her pride of the library staff and how willing, able, flexible, and helpful they have all been to support good customer service these many COVID months. Big kudos were given to Grace for her leadership. It’s been a very successful summer with the engagement of patrons. And thanks for our drive-thru window was again given! Update on Library Services Ruth shared that the new Catalog system is in place. It not only is the catalog of the library books and resources, but it can be used administratively offsite. There was good training on the system. The system is open source, so it is easily modified when needed. My Libro is a new app with a target availability to the library patrons at the end of October. It allows for voice prompts and Alexa usage. The data reconciliation work is still underway. The new Literacy Tablets have arrived which are part of the Launch Pad Reading Academy. The apps, videos, and games are all related and built on each other f or focus on literacy. A mini-grant was awarded to the library for some of these tables to be used at the Community Outreach Center for afterschool literacy needs. The tablets will support adult literacy needs, too, such as ESL and citizenship study. The new Dial-a-Story (817- 442-2100) will soon be available to the library patrons. There was no formal action taken. Update on Library Programs Ruth informed the board that the summer reading programs were successful. More adults participate than ever before. The number of teens participating was even with the last two years. Children’s participation rate was lower by 15%, but the circulation of Children’s books was up by 18%. Ruth stated that a Winter Break reading program is under consideration. Ruth listed many of the programs and activities that were offered and well-received. There was no formal action taken. Update on Library Building There are still no volunteers being used within the library. No computer usage is yet allowed. The study rooms are still closed. The book cleaning continues with a 72 hour quarantine period. UV wants are used within the building. The city Facilities department cleans the building three times per week. Some chairs have been reupholstered to a vinyl instead of fabri c for easier cleaning. 3 There was no formal action taken . Update on Library Outreach March 23rd was the last time the GROW bus was used. There was great interest in the GROW bus, but that was prior to COVID. The library staff has still maintained some ou treach, but not via the bus. Eight visits to the Meadow W ood facility were made with the satellite collection cart of ninety titles refreshed twice a month; and six visits were made to Gatehouse. The in -house “Write Notes of Kindness” outreach is popular. The “Hindsight is 2020 – Reflecting on a year like no other” is a Grapevine local history project. The staff is readying for Back-to-School preparation on virtual learning. The library continues to offer the “Scholastic Teachables” worksheets for child ren. There was no formal action taken. Next Board Meeting The next board meeting is scheduled for Monday, January 18, 2021 at 6:30PM. There was no formal action taken. ADJOURNMENT Susan Peabody, seconded by Gerald Shannon, motioned to adjourn the meeting at 8:09PM. The motion prevailed by the following vote Ayes: Unanimous Nays: None PASSED AND APPROVED BY THE LIBRARY BOARD OF THE CITY OF GRAPEVINE, TEXAS on the 18th day of January, 2021.