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HomeMy WebLinkAboutMinutes - Minutes - Library Advisory Board - Meeting Date: 9/13/20171 Library Advisory Board Glendale Public Library Main Library – Large Meeting Room 5959 W. Brown St. Glendale, Arizona 85302 September 13, 2017 6:00 p.m. 1. Call to Order Chairperson Koory called the meeting to order at 6:00 p.m. 2. Roll Call Board Members in Attendance: Board members Kocur, Johnson, Aborne, Alberts, and Chairperson Koory were present. Vice-Chair Collett was absent and excused. Board members Lund and Fernandes were absent. Staff in Attendance: Stephanie Small, Director of Community Services; Michael Beck, Chief Librarian; Dawn Wasley, Library Administrator; Merideth Jenson-Benjamin, Administrative Librarian; Ray Ceo, Jr., Library Assistant Lead; 3. Citizen Comments None. 4. Approval of Minutes – August 12, 2017 Board Member Johnson moved to approve the minutes with the following corrections: Page 1, under New Business, section b., change “…Board member Lund received four votes…” to “Board Member Collett received four votes…” Page 3, section e, change in the motion: “…programs in coordination with the Library…” to “…programs in coordination with Library…” Page 3, section e, change in the motion: “…advocate for Heroes Regional Park Branch Library.” to “…advocate for the Heroes Branch Library.” Board Member Ndavu made the second. Motion carried 6 – 0. 5. New Business a. Update on 2017 LIBCON West Program: Mrs. Jenson-Benjamin and Mr. Ceo, Jr. provided a brief recap of the 2016 program and an update on the plans for the 2017 program, which included the following information: The event is free and will be held on December 9, 2017 at the Glendale Main Library. There will be cosplay (costume play) attendees, crafts, vendors, and expert panels. This year, the event will be expanded to include children, teens and adults. Offerings will include: o Gaming o Youth programming: superhero bingo, superhero training academy, superhero story time o All age activities: teens only trivia, family trivia (includes parents) o Expanded panels o Syndicate Saber: live light saber demonstration o Dread Pirate Fleet: outdoor pirate-theme show 2 o Southwest Costumers Guild: all-ages demonstration on how to make a hooded cloak o Several food trucks o More vendors  In 2016, approximately 400 people were in attendance. This year, approximately 800 to 1,000 attendees are expected.  Staff is seeking sponsorships and volunteers.  The goal is to provide a free event for children who cannot afford to attend similar, but expensive events, such as Phoenix Comicon.  Pictures of last year’s event were displayed. Board Member Aborne inquired if vendors are required to have a City license and Mrs. Jenson-Benjamin said ‘yes,’ adding that staff makes permit information available to potential vendors. Mr. Ceo noted that vendors sign a contract acknowledging that a permit is required and the vendors work directly with the Tax and License department. Chair Koory asked if attendees or volunteers must dress up and Mrs. Jenson-Benjamin replied that it is not required, but many people do. Chair Koory inquired as to the types of volunteer opportunities available. Mrs. Jenson-Benjamin stated that volunteer opportunities include crowd control, room monitoring, as well as others. Mrs. Jenson-Benjamin asked Board members to email her if they are interested in volunteering for the event. Board Member Ndavu inquired about security for the event. Mrs. Jenson-Benjamin stated that there is a costume prop/weapons policy, which is posted on the event website. Attendees will be checked at registration. [Board Member Kocur excused herself from the meeting.] Mr. Ceo stated that staff has reached out to the Glendale Police Department as well regarding security. Board Member Aborne asked about a shuttle to abate parking issues. M rs. Jenson-Benjamin explained that staff is in talks with the church across the street from the library for use of their parking lot. Ms. Jenson-Benjamin stated that the Glendale Adult Center will be closed on the day of the event so that parking lot will be used as well. Board Member Alberts inquired as to advertising for the event. Mrs. Jenson-Benjamin and Mr. Ceo announced the following promotional methods: Facebook, Glendale@Play, City of Glendale website, and City water bill, press release, flyers, internal promotion, Instagram and more. Board Member Aborne suggested advertising in the Council member district newsletters. Ms. Small noted that there is an opportunity to feature the event on Channel 11. Board Member Alberts suggested flyers in the teen section of the library. Mr. Ceo noted that staff is reaching out to local schools and school libraries for promotion as well. Board Member Ndavu inquired about how food would be handled in the library since there will be food vendors at the event. Mrs. Jenson-Benjamin relayed that there will be a designated area where food can be eaten and there will be signage indicating the area. Mr. Beck encouraged all Board members to volunteer or attend the event. Mr. Beck stated that the event was very successful last year, which is why it is being expanded this year. Mr. Beck thanked Mrs. Jenson-Benjamin and Mr. Ceo for their presentation. 3 b. Heroes Regional Park Library Update Mr. Beck provided an update on the status of the plans and funding efforts for the Heroes Regional Park Library, which included the following:  Mr. Beck will make a tentative project update presentation to Council workshop in October.  Mr. Beck is pursuing various funding opportunities, including the following:  Grants, such as an LSTA grant for a starter collection or flexible use and a State Grants-in- Aid Construction Grant to possibly construct the youth, teen, and adult patios.  Unique opportunities, such as an engraved brick program.  The Glendale Arts Commission has approved up to $100,000 in funding. Mr. Beck will continue to update the Board as the project moves forward. c. Public Art Selection Panel Representatives Mr. Beck announced the need for public art at the new Heroes Regional Park Library. Mr. Beck stated that the library budget has approximately $27,000 to $32,000 earmarked for public art at the new library and the Arts Commission has approved and increased that total to $100,000. Mr. Beck noted that the last major arts project by the Arts Commission was done in 2011 and this new project will be very exciting. Mr. Beck provided an overview of the process for selecting public artwork for the new Heroes Regional Park Library. Mr. Beck explained that the Arts and Culture Program Manager would like the Art Selection Panel to be comprised of the following: two members of the Library Board, two members of the Yucca district, two members of the Arts Commission, two members of the library staff, one landscape architect, and two art professionals. Chair Koory inquired if the Art Selection Panel would begin to meet after the library was built. Mr. Beck explained that the construction and arts selection would run concurrently. Chair Koory asked the Board for volunteers to fill the openings for the two representatives from the Library Advisory Board. Board Member Ndavu volunteered. Chair Koory indicated that she would be glad to volunteer but since she has served in this capacity in the past, she will give a chance for other Board members to participate. If no other Board members are interested or able, Chair Koory will volunteer. It was agreed that this item would be on the agenda for the next Board meeting to appoint a second representative. Board Member Johnson moved to appoint Board Member Ndavu as one of the two Library Advisory Board Member representatives on the Public Art Selection Panel for Heroes Regional Park Library. Board Member Ndavu made the second. Motion carried 5 – 0. [Board Member Kocur was no longer present.] 6. Chief Librarian Update Mr. Beck updated the Board members on current Library activities, operations, and projects.  On September 1, 2017, the expanded weekday hours of 12:00 p.m. to 1:00 p.m. began at the library. There was good advertising of the expanded hours via social media, the City website, PSA’s, and flyers. This is a great benefit to the public as these hours are popular for lunch time visits and there was no additional expense to the General Fund. The expanded hours equate to 260 hours annually based on all three libraries. 4  The peacock-themed library card is doing well. It is a creative way to get library cards in the hands of the public.  Ms. Small has provided approval for architects who will look at the IDEA Center project space and make recommendations. SCORE holds confidential meetings at the location and needs a quiet space. The City’s Economic Development department also utilizes the IDEA Center a few hours a week and the library has been developing a good, working relationship with Goodwill.  The AzLA Conference will be held October 25 through 27 at the Mesa Convention Center. Mr. Beck will be attending and has made nominations for two awards, including a volunteer award. Mr. Beck sadly noted that Ms. Shelly Mosley, a 24-year former employee at the Velma Teague Library, recently passed away. Mr. Beck nominated Ms. Mosley for the AzLA Rosenzweig Distinguished Service Award. Awards will be given during the AzLA Conference.  The Friends of the Glendale Public Library Outreach Calendar was distributed. The calendar denotes a list of City events by month. 7. Board Member Comments Board members were provided the opportunity to share any observations, comments, and reflections. Board Members Ndavu suggested honoring Ms. Shelly Mosley for her many years of service to the community and in some way expressing sympathy to her family for their loss. All Board members agreed. Board Member Aborne suggested perhaps a letter to library staff as well, who are deeply saddened. On behalf of the Board, Board Member Ndavu offered to draft a letter to Shelly Mosley’s family and that he would bring in to share at the next meeting. Board Member Aborne’s comments included the following:  A welcome to new Board Member Alberts.  A comment that the City website does not have the Board’s June summary or final minutes, nor the August summary minutes.  An inquiry regarding the date of the Friends of the Library Barnes and Noble fundraiser. Mr. Beck will follow up on the date.  A correction to the Board meeting agenda to reflect the correct meeting room location.  An inquiry on the timeline for the story walk at the Foothills Library. Mr. Beck replied that on August 8th, Council approved the grant and hopefully, the story walk will begin by Thanksgiving. Board Member Aborne stated that she spoke with a person with a physical handicap who is concerned about access at the libraries. The member of the public expressed to Board Member Aborne that the Main Library is not truly accessible and asked Board Member Aborne to advocate for accessibility at the new library. Ms. Small asked Board Member Aborne to send on specific examples and details and Ms. Small will contact the member of the public directly. Ms. Small stated that there are specific ADA requirements to which the City must comply. Board Member Aborne recalled that there was a comment regarding door widths. Ms. Small would be very happy to obtain feedback and suggestions to pass on to the architect. Board Member Alberts suggested that the handicap doors have the push buttons for auto-opening of the doors. Board Member Alberts stated that there are some books in the library which are in bad condition and suggested going through the books to make a list to obtain replacements or duplicates. 5 8. Next Meeting The next regular meeting of the Library Advisory Board will be held on October 11th at 6:00 p.m. in the Library Board Room of the Main Library, located at 5959 W. Brown St., Glendale, Arizona, 85302. 9. ADJOURNMENT Board Member Johnson moved to adjourn the meeting at 7:08 p.m. Board Member Ndavu made the second. The motion carried 5 – 0. [Board Member Kocur was no longer present.]