Jan 14, 2021 Library Board on 2021-01-14 2:00 PM

All right. I'd like to call the meeting of the library board to order. Is there anyone from the public who wishes to be heard? Hearing none, we'll move on. Items for consideration. After approval of the minutes of the October 7th meeting, may I have a motion to approve the minutes? So moved. Who moved? Second. Ling, did you move? Yes. Okay. And Jim seconded. All in favor? Aye. Aye. Opposed? Same sign. All right. They're approved. Receive an informational report and hold a discussion regarding the Emily Fowler Library Foundation. Jennifer? All right. The foundation did receive a $30 donation in November. Their checking account as of the December statement was just over $1,000. They do have a $100,000 CD that rolled over in the spring of 2020. Most of that money was from a bequest and is dedicated towards genealogy and special collections. So they just keep rolling it over and earning some interest on that. The foundation did contribute $15,000 from their checking account to the Nook Park, which is outside the Emily Fowler Central Library. And the foundation's name will be included on the donor wall design that will be going in. And just to make sure that that is a historical building, the donor wall is a freestanding design that won't be attached to the facility. All right. Any questions for Jennifer? Any comments? All right. Then let's move on to receive an informational report and hold a discussion regarding the Friends of the Denton Public Libraries. Well, thanks to COVID, the Friends have not been able to do a lot of the things that they traditionally do. They have the Secondhand Pros Bookstore at the North Branch Library, which has been closed since March when the library's initially closed. The library did have some periods where we were open for walk-in service. However, the bookstore was still closed. That is run by volunteers who tend to be in the high-risk category for COVID-19. So they have not had any income from that. They usually have quarterly book sales. Those book sales, aside from the February book sale, in 2020 were all canceled. They are looking at canceling the February book sale for 2021 also. Just because of COVID, they can't get the staff and it's unsafe. They are discussing via email, making some changes to their bylaws, reducing the number of executive board members from 16 to 10 members. So they are in discussions for that. We usually make a proposal for funding to them each year because the meetings kept getting pushed back through COVID. We haven't made our formal proposal. Initially in discussion, we were going to - they were offering $10,000 for us. Usually we get about $20,000. We were going to use that all for summer reading challenge materials. It looks like we'll only need $6,000 for summer reading materials for 2021 though. So at this time, because COVID has now moved into 2021, we are only going to propose for that $6,000. If things do get better and they return to their book sales, we may make a secondary proposal later in the year for the remaining of that $10,000. >> Okay. Any questions or comments? All right. We'll move on to the next. Receive a report and hold a discussion regarding library phased reopening plans during the COVID-19 pandemic. >> So we developed a phased reopening plan, which kind of feels a little bit like a rollercoaster, I'll be honest. We shut down in March of 2020 and quickly pivoted to provide curbside and really focus and connect with community organizations and members about our digital materials, which as an aside, I recently did a report. Our digital material circulation went from the previous year, March through December was about 11% of our circulation. Last year's March through December was over 30% of our circulation. So huge jump in digital. I'm glad that we were able to provide that. We tried to open branch by branch to what we call phase three, which would be limited walk-in services where you could walk in to use computers, you wouldn't have to make appointments, browse the shelves, use self-check. And we did that. We made it for north and south. At one point, we did have to close each of those branches separately because staff became ill and we had to put the rest of the staff on quarantine. So we didn't have staff to open the facility. And just about the time we were going to add Emily Fowler to reopen, we had this recent surge. So we are still in phase two services. We've got phase three planned out. We're just waiting for the numbers to show a trend to go down again before we'll enact that. One of the things that has come up with us being closed was the 2020 summer reading challenge prize pickup. So people who read five hours or 10 hours earned either one book or two books provided by the friends. Of course, normally we have carts out where people can browse and pick their own book. There's no browsing option right now for that. So we are about to send an email out to those winners. We kept saying when we open, you can come in, but it's been so long. We're going to send an email to those prize winners to give them two options. Option one is pick a librarian selected book now, and they can fill out a digital form where they put some preferences about genres and age and types of things that they like to read. And then a staff member will pick a book based on those selections for them to pick up through curbside. The other option is pick your book later, which they can pick up their book anytime through the end of April of this year. And we picked April because 2021 SRC will begin towards the end of May. So we have some kind of deadlines to work through there. So those emails should be going out in the next couple of weeks once we get those forms uploaded and have the URLs ready. But we wanted to make sure that those people who did read were able to have an option to pick up those books that they did earn. Can you tell us what is the theme of the upcoming summer reading program? Yes, it is Tales and Tales. It is animal stories. So T-A-L-E-S and T-A-I-L-S, Tales and Tales. Okay. So it's just anything dealing with animals. It could be informational or just a fictional story. A fictional story about animals. Okay. Thank you. What for the second option for that, what if you're still not open for that by April? We will revise that. We are hoping that sometime maybe in May, you know, we're speculating. So I don't have any answers, but in March, we may be able to start doing some limited walk-in service. But it's all up in the air right now. You know, but if we do need to revise, then we will revise. Another option would be once 2021 SRC kicks off, maybe you're just rolled in with those prize books. So we will have an option, whatever the situation calls for. Any other questions or comments? All right. We'll move on. Receive a report and hold a discussion regarding, and I'm not going to read all these off, just Jennifer, you go down the line and tell us which one you're on, please. Okay. The Emily Fowler Central Library moving project is almost totally complete. I included as an attachment kind of a photo walkthrough of the changes. The place looks wonderful. The upstairs is almost completely done. We are working with facilities for some paint touch-up, and at that point, we will install the pictures on the walls. But when you come into the facility, some of the changes that you'll notice are downstairs, there was a small section, two sections for audio books, and those have been moved and removed. And we're going to have a study table there by the fireplace. Where the magazines were are now large print materials, so easy access on the first floor. If you curve around past the circulation desk where Special Collections was, it's now the computer area, and the computers have been set up. And as of today, computer appointments were available. Again, we had to get all of the electrical and network wiring set up for those, but they are up and going. And then if you move back up the stairs, just at the top of the stairs is teen materials, and then towards the right, juvenile fiction and nonfiction. Behind there are the shorter shelves with the picture books, and behind that is a really nice, cozy, enclosed interactive play area for the children. So what was over by the windows before has moved back there. And what's really convenient is it's kind of in a secluded area for families, the noise won't bother anyone, and it's right next to the program room entrance, so families who are coming for programs and story times can zip right in and then zip right back out to continue playing. The computers that were upstairs are all downstairs now, so as you move towards the back of the upstairs area, it will become more quiet. Where the new books were, on one side are Spanish youth materials, and on the other side are the magazines for just pleasure reading or browsing. And then where teen fiction and the gaming system and open area seating was is now special collections. And where languages and biographies have also moved, so all of that equipment is up there, all of the collections are up there, the file cabinets with the microfilm and maps are up there, and then where youth materials were and the youth play area is all adult fiction and adult nonfiction. So it's a much better flow in terms of service and noise level. It's going to be much better as you, again, as you go further back upstairs, it's going to become quieter and quieter, which will be perfect for those adult studiers or genealogy researchers. And then having the computers in one place will be much easier for staff to assist others in a more, in a quicker manner also. Questions or comments? All right, Jennifer, the next? I've got some grant updates. At our last meeting, I believe I talked about the we were applying for the North Texas Book Festival grant, we did get $1,000 for to replace some worn board books and children's titles. Those materials have been ordered and received. The final processing and book plates is happening right now. I believe some are already out on the shelves. Those will be done in the next few weeks. We received $2,500 from the Texas Book Festival for replacement of worn youth and teen and adult materials at Emily Fowler. And those materials, same thing, they have been ordered and received the final processing is being completed. The Texas State Library and Archives Commission text treasures grant for $24,820 to digitize the record Chronicle. This is was our second grant for that project. The microfilm reels have been sent to UNT for digitization, and they are working on that right now. We received $54,058 for the move and expansion of the Forge Makerspace. And for that project, we facilities was actually in the area yesterday, updating the electrical and working on the ventilation exhaust system for the engraving machine. We have ordered the computer tables, collaboration tables, and cabinets. And we are going to begin ordering the equipment starting next week. So those things are going to start coming in soon and we'll get them all set up. In addition to that, I did want to let you know we were approved, we were awarded a dent and benefit grant for $7,307.71. It's a very specific amount for the 1000 Books Before Kindergarten program. We're very excited. Rebecca Ivy from South Branch has been wanting to implement this program for a long time. She wrote this grant and got the funding. She is ready to go. We're just waiting for that deposit to come in to place the order. How that's going to work is once enrollment opens, then families can sign up their babies, toddlers, and preschoolers to participate. They'll get an enrollment folder with a growth chart on it and some instructions and tips for literacy. And then they will begin reading, caretakers will begin reading to the children, tracking the reading at every 250 books. There's a prize incentive to encourage reading and a love of literacy. It's an exciting program. We look to coordinate with Denton ISD, the preschools in the fall semester, and then working with local childcare centers and the hospitals to get those newborn babies involved in the spring of next year. So very excited about that project. And then we were also just awarded, and that is going to City Council 26, I believe, for the Texas State Library and Archives Commission CARES Act Grant Cycle 2. That's $20,929. And that's going to allow us to get Wi-Fi in the library parking lots and the reading nook park behind Emily Fowler, as well as some additional hotspots to circulate, and $7,500 for e-books and digital audio books. Wonderful. Questions or comments? All right. Jennifer, on to the next. Okay. Very courier service. We use a contract courier service to transport materials branch to branch so that our patrons can return anything at any branch or pick up any holds at any branch, whichever is most convenient. We are going to have to put out a bid for that service. So that is going to -- we need to meet some purchasing regulations, so we're going to bid for that service. And it should be a seamless transition, but just wanted to give you all a heads-up that we're going through that process. Questions, comments? Jennifer? We -- I mentioned at our last meeting that we are moving to a one-desk service model, and we were going to start cross-training our LA2s in CERC, plus also our public services LA2s and librarians. Our goal was to start that in the fall. However, with that rising COVID, staff has switched to -- we've got half-staff onsite and half-staff remote working to try to keep separate staff in case anybody gets sick so we can retain operations. So that has kind of slowed down our cross-training, and I just wanted to give you all an update that that is still in our plans, but it's kind of going much slower than we thought until we can get everyone back onsite again to pick that up. Any questions or comments? On to the next, Jennifer. Okay. We are finalizing the purchasing process and contract to update our RFID technology, and that includes our security gates, RFID reading pads and self-check machines, as well as the automated book returns. So we're hoping to have more information. The contract is expected to go to City Council sometime in February, and I should have a more detailed update once that goes to Council. All right. The next, Jennifer? We have -- the City implemented a new copier contract and system last spring. This has affected us. We are always the outliers because we aren't a traditional office environment, so we have staff copiers. Those are no problem. The public copiers, because they do take -- you have their coin and bill operated, we were trying to also include credit card payment option on this, and the new copiers are much more complex and more advanced than our previous ones. So it has taken a while. We now have, as of today, again, we're very excited. The basic copying is working, and fax service is working again, and payment for copies can be made through coin or dollar bills. We are still trying to work out the credit card payment option, so that is still in process, but I am glad that we at least have the copy option. So just like we are having computer appointments, we are going -- we are advertising for copier appointments also. Okay. Questions or comments? The next one, Jennifer? So I attached as part of the agenda the list of 2021 spring classes and events, because we are trying to get back to our traditional program flyer and process for program planning. The attached was what was submitted as of the agenda posting. Traditionally, our deadline for program submission is several weeks before the library board agenda, so I did have a few additional programs. I emailed those to the board, but I did want to go over those just for public record to make sure that everyone was aware that in addition to that attachment, we have the following teen virtual programs. There's the virtual Dungeons and Dragons, virtual Super Smash Brothers tournament, virtual teen advisory board meeting for South Branch, and a virtual Among Us game days. There is also a virtual youth program. It's one of our program minis, a story time for read a crayon story in honor of International Transgender Day of Visibility in March. And so we always bring the programs to the board to take a look at and review and get an approval for moving forward with those programs. All right. May I have a motion that we accept the programs? I'll motion that we. All right. Kate motions. May I have a second? I'll second the motion. All right. And a discussion of any of the programs. Hearing no discussion. All in favor. Aye. Aye. Opposed. Same sign. Okay. They are accepted. And then the next topic is our strategic plan. And I sent out our 2020 strategic plan as action items. Each year we come up with action items that we plan to do. It's based on a calendar year. And even with COVID, we were able to accomplish a surprising amount of those. I was very excited. Several others are in process. They were a little bit delayed. But we're kind of in the middle of them. So I sent out our spreadsheet with those action items. And under each item, there is a yellow, red, or green block. The green means it was accomplished in 2020. The yellow means we are in the midst of that process. So it was in 2020 but also rolling into 2021. And then the red is we were not able to start it. The red and yellow items, we are rolling over into 2021 to continue those. We still think that those were great projects. And so we are rolling those over. But that is a look at what we were able to accomplish in 2020. And then there is also an attachment on the agenda for the 2021 proposed action items. And those are broken up by those strategic initiatives also to list those out. I put it just in a Word spreadsheet since it's -- in a Word document since it's easier to read rather than turning on the screen. But those are our proposed action items. And we were looking for an approval from the library board on going forward with those. >> All right. May I have a motion to approve those items? >> I move approval. >> Jim, move. May I have a second? >> I'll second. >> I'll second the motion. Any discussion? All in favor? Aye. Aye. Opposed? Same sign. The motion carries. >> That was all for that agenda item. >> That is the agenda that we have. If you have any agenda items for the future, please let Jennifer know. Jennifer, I know you sent us an email about new appointments, but could you repeat that for the board, please? >> Yes. So the board appointments usually run -- they run through around September, October-ish. However, because the May 2020 elections were delayed until November, everything was delayed. So those elections happened and then there was a runoff. And so now that the council is set for at least a little while until the May election for 2021, those council members should be making their appointments. So if you were already on the library board and your term was coming to a close, but you were eligible for reappointment and you were interested in that, you can contact that council member. Council members will -- once they make their appointment, that would be when any changes happen. Otherwise, until we receive reappointment or new appointment information, the recommendation is that the existing members just continue to participate until that new appointment comes. So I know it's been a long haul, and I appreciate y'all continuing to participate in the midst of so much unknown. >> And then just to clarify, I know I had emailed you about this, but just to make sure I -- and everybody else understands, too. So my appointment doesn't come up until this year, like August, I think, or something. But my appointing member is no longer in the council. So that doesn't matter until -- >> Correct. So you will continue on, and then when your term ends, the new council member, you can speak to them, and then they will determine if they will reappoint or appoint someone else at that time. >> Any other questions of Jennifer? >> Just comment. You might want to let Rosa Rios know -- >> Jim, back up a little bit. All we're seeing is your brow. >> Okay. You might want to let Rosa know that you're interested in continuing to serve. That way you don't have to fill out the paperwork all over again. >> Yes. Rosa Rios is our city secretary, and she does a great job. If you have any other questions about the process, she's who I call. >> All right. With there being no other business before the board, I consider us to be adjourned. Thank you all for attending.