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HomeMy WebLinkAboutMinutes - Minutes - Library Advisory Board - Meeting Date: 10/11/20171 Library Advisory Board Glendale Public Library Main Library – Library Board Room 5959 W. Brown St. Glendale, Arizona 85302 October 11, 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: Chairperson Koory, Vice Chair Collett, and Board members Kocur, Johnson, Aborne, Ndavu were present. Board Member Alberts arrived after Roll Call. Board members Lund and Fernandes were absent. Staff in Attendance: Michael Beck, Chief Librarian and Dawn Wasley, Library Administrator. Mojgan Vahabzadeh, Arts and Cultural Program Manger, arrived after Roll call. 3. Citizen Comments None. 4. Approval of Minutes – September 13, 2017 Board Member Kocur moved, Board Member Ndavu made the second, to approve the September 13, 2017 Library Advisory Board minutes with the following corrections: • Page 1, under Roll Call: Add Board Member Ndvau to Board Members in Attendance. • Page 3, third paragraph from the bottom: After the last sentence, add: “Board members Johnson and Aborne said they were interested in participating but would like to know when meetings would be scheduled.” • Page 4, item 7, second paragraph: change “…and that he would bring in to share…” to “and that he would bring it in to share…” • Page 4, item 7, third paragraph, second bullet point: change “…website does not have the Board’s June summary…” to “…website does not have the Board’s May final, June summary…” Motion carried 6 – 0. [Board Member Alberts was not yet present.] 5. New Business a. Heroes Regional Park Library Update Mr. Beck provided an update on the status of the plans and funding efforts for the Heroes Regional Park Branch Library, which included the following: • There was a nice article in the Glendale Star regarding plans for the new library. • Last Monday at the City Council Workshop, the financial plan for the library was approved by Council. • A brick and mortar building has been chosen to be constructed, as opposed to a modular style. • Additional DIF (developmental impact fee) funds from Parks and Recreation have been allocated to the project. All DIF funds must be used by January 2020. • Technology quotes are being evaluated. 2 • Architectural design is currently at 60% completion and moving towards the design construction drawings 90% completion phase. [Board Member Alberts entered the meeting.] • A Letter of Intent for state grants for construction funds is moving through the city manager’s office. The grant funds, if received, would be use for the youth programming patio and the combined youth and adult programming patio. This is a competitive grant process. The City will find out if the library is invited to apply after the Letter of Intent is submitted to the state. • The Arts Commission increased the art funding for the library project from $100,000 to $200,000. b. Heroes Regional Park Library Public Art Panel [Ms. Vahabzadeh entered the meeting.] Mr. Beck announced that two representatives from the Library Advisory Board are need ed for the Public Art Selection Panel for the Heroes Regional Park Branch Library. Mr. Beck noted that Board Member Ndavu was appointed at September meeting and another representative needs to be appointed this evening. Ms. Vahabzadeh stated that at the last Arts Commission meeting, a funding increase from $100,000 to $200,000 was recommended, which will be brought to Council for final approval. Ms. Vahabzadeh explained that once this increase is approved, a formal meeting schedule for the Art Selection Panel will be drafted and the time commitment depends on how many artists apply. Ms. Vahabzadeh stated that the positions for the Art Panel are as follows: two citizens from the Yucca District, two members of the Arts Commission, two Library staff members, two Library Advisory Board members, one landscape architect or professional designer, and two art professionals. Board Member Aborne volunteered to serve on the panel. Board Member Johnson also volunteered but stated that he would defer to Board Member Aborne. Board Member Aborne asked if the meetings would be held during the weekday and Ms. Vahabzadeh replied in the positive. It was suggested that Board Member Aborne could possibly serve as the Yucca District representative and Board Member Johnson as the Library Board representative. Ms. Vahabzadeh will check with the Yucca District Council member’s office assistant. Ms. Vahabzadeh asked for an alternate representative. Board Member Kocur volunteered. Board Member Aborne inquired if the alternate could still attend all of the meetings. Ms. Vahabzadeh explained that if the primary representative cannot attend the first meeting, the alternate will then become the primary representative. Ms. Vahabzadeh noted that, due to the type of process, the seats are not interchangeable. Vice Chair Collett moved to appoint Board Member Ndavu and Board Member Johnson as the two Library Advisory Board Member representatives on the Public Art Selection Panel for Heroes Regional Park Branch Library, and to appoint Board Member Kocur as the alternate representative. Board Member Johnson made the second. Motion carried 7 – 0. Board Member Kocur inquired as to how the process will be advertised to artists. Ms. Vahabzadeh explained various methods of outreach and promotion. Board Member Aborne asked if the alternate could still be present at the first meeting, as the meeting is not a Council directive nor under Open Meeting Law. Ms. Vahabzadeh explained that the panel meetings are closed meetings. Chair Koory noted that if Board Member Aborne is appointed as the 3 Yucca District representative, there will be three Board members on the panel and wondered if this was an issue with quorum. Board Member Ndavu noted that quorum was five Board members and therefore, this would not be an issue. Ms. Vahabzadeh explained that the selections from the panel would be brought before the Library Advisory Board, the Arts Commission and then on to Council which are all public meetings. Board Member Johnson inquired as to the panel meeting locations and Ms. Vahabzadeh replied that the meetings would most likely be held at the Library Board Room at the Glendale Main Library. Ms. Vahabzadeh noted that the alternate only attends the first meeting if the one of the primary representatives cannot attend. In that case, the alternate will take the place of the primary representative at the first meeting and for the rest of the meetings. Board Member Kocur asked if she could still attend as an alternate if both primary representatives could attend the first meeting. Ms. Vahabzadeh replied in the negative. Chair Koory asked Ms. Vahabzadeh to thank the Arts Commission for the increase in funding. [Ms. Vahabzadeh left the meeting.] c. Library Card Sign-Up Month Results Mr. Beck provided an update on the results of Library Card Sign-Up Month. • 1,346 card registrants – 300 more than the average month • The peacock cards are very popular • The Friends held a Free Kindle Fire raffle – there were three winners, one from each branch • This was a wonderful project and the Friends have been great sponsors Board Member Ndavu announced that there was an article about the Peacock library cards in the Glendale Star. Board Member Aborne asked if new library cards were free to all, even non -residents and Mr. Beck replied in the positive. Mr. Beck stated that Glendale is part of the Maricopa County Reciprocal Borrowing Agreement. Board Member Kocur suggested more advertising of the free library card for new registrants. Vice Chair Collett noted that this information is on the city website. Board Member Aborne stated that if staff had a handout to let people know that library cards are free to all, she would be happy to distribute the handout at her Farmer’s Market booth. Mr. Beck will follow up on a handout. Board Member Ndavu asked if the library still charges for a replacement card. Mr. Beck replied in the positive and relayed that the fee is $2.00. d. In-Memoriam Service Letter Board Member Ndvau distributed a draft letter from the Library Advisory Board in memoriam of Mrs. Shelley E. Mosley’s recent passing and outstanding service to the Glendale Library and community. Mr. Beck stated that once finalized, the memo will be put on letterhead for signatures from the Board Members. Board Member Aborne noted that at one time, she and Vice Chair Collett had created Library Advisory Board letterhead. Mr. Beck will follow up. [Board Member Kocur excused herself from the meeting.] Board members suggested edits to the draft. Board Member Ndvau asked for posting of the final letter at the Velma Teague Library, possibly in the break room. Vice Chair Collett suggested a plaque or framed letter. Mr. Beck announced that Mrs. Mosely won the Rosenzweig Distinguished Service Award, which 4 he will discuss later in the meeting, which comes with a plaque. Mr. Beck suggested a frame or display for the letter. Board Member Johnson moved to approve, as revised, the In-Memoriam Service Letter in recognition of Mrs. Shelley E. Mosley, former librarian and manager of the Velma Teague Branch Library. Vice Chair Collett made the second. Motion carried 6 – 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. Highlights included the following: • This year, Columbus Day was not an official City holiday. The library was open on Monday and over 1,500 customers visited. • The next Friends Barnes & Noble Fundraiser will be all day on Saturday, December 2nd. Book mark cards are in process. The Friends have done a wonderful job in raising funds for the library. The Friends donated over $2,000 for the summer reading program which was used for incentives, such as gift cards. • The Glendale Public Library nominated and won two Arizona State Library Association state- wide awards for the Rosenzweig Distinguished Service Award for Mrs. Shelley Mosley and the Volunteer of the Year Award for Pat and Richard Kessler, long-time Foothills volunteers, whom have contributed nearly 10,000 volunteer hours. The Kesslers and Mrs. Mosley will be honored at the AzLA Conference later this month. • The Library Advisory Board Coyotes Appreciation Game is scheduled for Thursday, February 1, 2018 versus the Dallas Stars. Each Board member is invited to attend and bring along a guest. • The May and August Board Minutes have been submitted and will be on the City website shortly. The Board did not meet in June and therefore, there were no minutes to be posted. • The library’s 12:00 to 1:00 p.m. weekday operating hours increase was featured on the front of the Arizona Republic webpage. Board Member Aborne inquired about the date of LibCon West at the library and Mr. Beck replied that the event is scheduled for Saturday, December 9th. Chair Koory stated that LibCon sponsorships were mentioned at a previous meeting and wondered how a sponsorship could be made. Mr. Beck replied that he would put Chair Koory in touch with Staff member Merideth Jenson-Benjamin who previously gave the LibCon West presentation to the Board. Board Member Ndvau noted that there was sponsorship information including in the flyer distributed at last month’s meeting. 7. Board Member Comments Vice Chair Collett stated that she thoroughly enjoys being part of the Board. Vice Chair Collett likes the new meeting room because the sound is better and there are no distractions. Board Member Johnson concurred with the comments about the meeting room. Board Member Aborne’s comments included the following: • As a follow-up to last meeting, Board Member Aborne has been in contact with the person with the physical handicap who will provide her with comments and suggestions for the Heroes Park Branch Library regarding handicapped access. • Board Member Aborne suggested to her Council member promotion of LibCon West in the district newsletter and her Council member indicated that she had not heard of the event. More promotion of the event to Council members and others is needed. • Thank you to Board Member Ndvau for drafting the letter regarding Mrs. Mosley. 5 • A Yucca District meeting will be held on October 26th at 6:00 p.m. at a ramada in Heroes Regional Park. All are invited to attend. Board Member Aborne asked if Mr. Beck has spoken with Council member Clark in regards to a presentation at the meeting regarding the library. Mr. Beck replied that the library will have a presence at the meeting. • Thank you to Mr. Beck for getting the minutes updated on the city website. Board Member Aborne has seen similar issues with other Commissions. Board Member Ndavu suggested banners downtown promoting LibCon West. Vice Chair Collett suggested banners outside of the library. Chair Koory commented that the Board is wonderful and was happy to be part of such a group of people who volunteer for many things and are very involved in the community. 8. Adjournment Board Member Johnson moved to adjourn the meeting at 6:55 p.m. Board Member Aborne made the second. The motion carried 6 – 0. [Board Member Kocur was no longer present.] 9. Next Meeting The next regular meeting of the Library Advisory Board will be held on November 8th at 6:00 p.m. in the Library Board Room of the Main Library, located at 5959 W. Brown St., Glendale, Arizona, 85302.