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HomeMy WebLinkAboutMinutes - Minutes - Library Advisory Board - Meeting Date: 12/13/20171 Library Advisory Board Glendale Public Library Velma Teague Library – Story Time Room 7010 N. 58th Avenue Glendale, Arizona 85301 December 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: Chairperson Koory, and Board Members Lund, Kocur, Fernandes, Johnson, Aborne, and Ndavu were present. Vice Chair Collett and Board Member Alberts were absent and excused. Staff in Attendance: Michael Beck, Chief Librarian; Dawn Wasley, Library Administrator; Greg Kinder, Administrative Librarian 3. Citizen Comments None. 4. Approval of Minutes – November 8, 2017 Board Member Ndavu moved, Board Member Johnson made the second, to approve the November 8, 2017 Library Advisory Board minutes with the following change on Page 2: Under Special Events: After “Plein Air Painting Competition” add “at the Chocolate Affaire”. Motion carried 7 – 0. 5. New Business a. Heroes Regional Park Library Update Mr. Beck provided an update on the status of the plans for the Heroes Regional Park Branch Library, which included the following details: • The construction drawings are under plan review at the Engineering Department. • Any changes would have to go back to the architect for drawing revisions. • Once the final drawings are approved, next step would be the contractor bidding process. • The City was awarded a $43,000 AZ State Grants in Aid – Construction grant earmarked to build the youth patio. • Council approved the $200,000 public art funding by consent agenda. • More Library Services and Technology Act grant opportunities are being researched. • A process for setting aside Heroes Library donations by citizens for the new library collection has been established. It is called the “Initial Start Up Collection”. Books, CD’s, and DVD’s donations are welcome. • Different furniture options are being considered. • Mr. Beck is going back to Council to request increased funding for the Bibliotheca Agreement and to purchase more self-check and electronic items. Mr. Beck explained that the Bibliotheca Agreement is the former 3M Agreement, there was a corporate merger. 2 Chair Koory inquired about the representatives on the Art Panel for the new library. Mr. Beck replied that Board members Ndavu and Johnson were previously voted by the Board as representatives with Board Member Kocur as the alternate. Chair Koory noted that it was previously suggested that Board Member Aborne be submitted as the representative from Councilmember Clark’s District. Mr. Beck did not think that this was approved as there was already two members from the Library Advisory Board on the panel. Board Member Lund felt that the group that has the most vested in the project should be able to have the most representation. Board Member Lund stated that since Board Member Aborne is a member of the Yucca District, she should be allowed to sit on the panel. Board Member Aborne requested the documentation in support of the process. Mr. Beck explained that Ms. Mojgan Vahabzadeh, the Arts and Cultural Program Manager, had provided the details regarding panel member representation at previous Board meetings, which only included two Library Advisory Board members. b. Idea Center Update Mr. Beck provided an update on the status of the plans for the Idea Center at the Main Library, which included the following details: • The IDEA Center is in the Main library and will be a designated service for starting a small business, employment skills and job-searching, and as place to build on an idea or product. • Recent changes came out of plan review and all were approved. • The architect will develop a plan to formally design walls and will convert the middle area to a media area for use in making videos and more. • Staff member Michael Schor has done a great job with the IDEA Center and the future planning of the center. Mr. Schor worked with Goodwill Industries and held two hiring fairs with approximately 200 attendees. • On February 17, 2018, a Technology and DIY Fair will be held at the Main Library, in partnering with local schools and technical colleges. This event will be part of the statewide AZ Sci-Tech event and will be promoted in various ways. • Economic Development offers office hours at the IDEA Center, they are as follows: Tuesdays from 3:00 p.m. to 5:00 p.m. and Thursdays from 10:00 a.m. to noon. • A $28,000 AZ LSTA grant was formally received for the IDEA Center. [Board Members Fernandes and Ndavu excused themselves from the meeting.] c. Velma Teague Library Tour Mr. Kinder gave a tour of the Velma Teague Library and highlighted various stations, sections, and amenities as well as recent improvements, such as the carpeting. Mr. Kinder also announced wish list items for future amenities and upgrades, which included the following: • Matching tables and chairs in the youth computer area and teen computer area. • Additional rolling shelving for DVD displays. • Coffee table/bistro set by book sales area. • New adult computer tables and new chairs. • Adult outdoor patio area or extra emergency exit door. • Upgraded electrical system and LED lights. Board Member Kocur suggested updating the ceilings and Board Member Lund suggested improving the lighting. The tour was concluded and Mr. Beck thanked Mr. Kinder for conducting the tour. 6. Chief Librarian Update 3 Mr. Beck updated the Board members on current Library activities, operations, and projects. Highlights included the following: • A Writers in Residence grant in the amount of $5,000 was received to contract with established authors who will provide free programming to aspiring authors. The authors will rotate days/times between Foothills and the Main Library. Appointments can be made with the authors to review manuscripts and more. • The LIBCON West event exceeded all expectations. o There were approximately 800 registered participants. Last year, the event was only for teens, however, this year the event was open to all ages. The Main Library customer door count that day was over 2,300. There were four food trucks, 22 vendors, cosplayers, photo booths, crafts, games, and much more. o Mr. Beck shared the positive feedback. One volunteer said that the event was the best volunteer program they had ever worked. One child said it was the best time he has ever had. o This is only the second year of the event. Board Member Kocur inquired as to the reason the date is in December, adding that there are seasonal events which may be in conflict. Board Member Kocur wondered if the event could be held at another time. Ms. Wasley explained that the event should be held during the cooler months because of the cosplay costumes. Ms. Wasley stated that staff does take into consideration other events so as to avoid overlap. Mr. Beck agreed that planning for events such as these takes great coordination. Mr. Beck announced that the Phoenix New Times had listed LIBCON West as one of its Top 10 Free Events for that weekend. Mr. Beck thanked Chair Koory for attending the event. Mr. Beck announced that beginning in January 2018, the process for Board minutes will no longer include the posting of written summary minutes. Mr. Beck stated that the meeting will be recorded digitally and the recording will be uploaded on the City website to serve as the summary minutes. Board Member Aborne asked if this method follows the Open Meeting Law and Mr. Beck replied in the positive. Board Member Aborne commented that there have been issues with accessing summary and final minutes on the City website for a while. Mr. Beck stated that there is a new link that will take users to all of the minutes and agendas. Mr. Beck stated that the agendas and minutes are posted and now a single link will take users to the files. Board Member Aborne stated that she tried to pull up the minutes today, but the link lead to a different Board. Board Member Aborne stated that she contacted the Deputy City Clerk regarding access issues. Mr. Beck explained that AgendaQuick is a fairly new process, since July, and he will continue to send the agendas and minutes to the Board Members directl y as well to help ensure Board Members receive the Board information. Board Member Lund expressed concern about the new process for summary minutes. Board Member Aborne wondered how the new process for using the meeting recording for summary minutes would work for non-English speakers. Board Member Kocur commented that the Board Members may have to say their names when speaking so the listener would know which Board Member was commenting. Board Member Aborne asked that staff request the City Clerk to be a speaker at the January 2018 Library Advisory Board meeting to walk the Board through the changes to the summary minutes process, including the legal ramifications. Board Member Lund wondered how the hearing impaired would be able to access the summary minutes with change to the digital recording. Mr. Beck noted that Council has already approved the change. Board Member Aborne wondered what would happen to the recording after the draft minutes are approved as final. Mr. Beck will follow up. Board Member Lund inquired as to who is in charge of posting the meeting minutes and Mr. Beck replied that the City Clerks’ Off ice administers the Agenda Quick system. Mr. Beck will follow up with an invitation to the Clerk's Office for a presentation at the January Board Meeting. Mr. Beck noted that the goal of staff and the Clerk’s 4 Office is to be open and transparent. Board Member Aborne stated that all Board members should take it upon themselves to talk with their Councilmembers regarding concerns about the process. Mr. Beck was made aware of the change to the process recently at a Boards and Commissions liaison training session. Mr. Beck announced the EBSCO magazine and newspaper contract will go under the upcoming consent agenda for Council approval. Board Member Aborne inquired if any publications were being dropped and Mr. Beck replied in the negative. Mr. Beck announced that the Friends of the Library held their Barnes & Noble fundraiser on December 2nd and he did not yet know the amount of funds raised. Mr. Beck stated that a new Glendale Glitters library card was created for the holidays which should be ready in a few days to begin offering to the public. 7. Board Member Comments and Suggestions Board Members Kocur asked if donations could be designated specifically for the new Heroes Regional Park Branch Library or if staff determined where donations would go. Mr. Beck explained that collection development staff usually decides, however staff could take a look at specific donation requests. Board Member Aborne heard back from the resident who contacted her regarding a request for attention to handicap access issues at the new Heroes Regional Park Branch Library. The resident requested special attention to issues of visual and mobility access for the public and staff. Board Member Aborne stressed the issues with access to meeting minutes via the link on the City website. Board Member Aborne asked if Wee Readers could be brought back to south Glendale, as previously at Westgate. Mr. Beck replied that it might be a good opportunity to bring Wee Readers to Heroes Regional Park Branch Library when operational. Chair Koory complimented Mr. Beck and staff on LIBCON West, which ran very smoothly and was an enjoyable event. 8. Next Meeting The next regular meeting of the Library Advisory Board will be held on January 10, 2018 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, Board Member Lund made the second, to adjourn the meeting at 7:21 p.m. Motion carried 5 – 0. [Board Members Ndavu and Fernandes were no longer present.] Respectfully submitted, Denise Kazmierczak