Brownsville Public Library System Advisory Board

Brownsville Public Library System Advisory Board Monday January 11, 2021 Minutes Via Zoom Present Juan Guerra, Merrill Hammons, Rose Lehman, Shannon Pensa, Juliana Sosa, Celia Flores-Feist, Rubi Gonzalez, Alma Knopp, Rachel Ayala, Elizabeth Walker, Marina Zolezzi, Nurith Galonsky, 1. The Brownsville Public Library Advisory Board meeting was called to order via Zoom.us by the Chairperson Mr. Merrill Hammons at 5:30pm 2. The November 9, 2020 Brownsville Public Library Advisory Board Meeting Minutes were approved. 3. Introduction of Members - Members introduced themselves to include (3) three new members, Rubi Gonzalez, Alma Knopp, and Rachel Ayala. This will be Mr. Hammons last meeting with the Library Board. 4. Discussion and Action: Term Limits for New Board Members - Ms. Maribel De Leon, Library Board Liaison, notified board members the change made to the Library Board ordinance, #2020-1245-C, which reduced member from 9 to 7. New members will need to draw lots to determine who will serve a 2yr or 3yr term. This will help the staggering of terms, and in the future all members will be able to serve a 3yr term. Using the wheel of names, both Ms. Rachel Ayala and Ms. Rubi Gonzalez will be serving 2yr terms, and Mrs. Alma Knopp will serve a 3yr term. 5. Discussion and Action: Appointment of Officers – Ms. De Leon stated that new officers will need to be selected. Positions available: Chairperson, Vice-Chairperson, Recording Secretary and Corresponding Secretary. Ms. Ayala nominated herself for Chairperson, but Ms. De Leon explained that officers may only be selected from members who previously have served on the board. Mrs. Lehmann then nominated herself for Vice-Chairperson. Mr. Guerra asked for approvals, members voted, agreed, and Mrs. Lehmann is the board’s Vice- Chairperson. Mrs. Celia Flores-Feist nominated Shannon Pensa for Chairperson. Mrs. Pensa expressed her concern about a possible conflict of interest due to her employment with the UTRGV Library. Mr. Guerra explained that there is not a conflict of interest since it is two different entities. Ms. Ayala, agreed with Mrs. Pensa and should not be Chairperson if she did not feel comfortable. Mrs. Lehmann and Ms. Sosa voiced that they did not see any problems with Mrs. Pensa being Chairperson. Mrs. Pensa was then asked if she would be  willing to serve, and she agreed to do so as long as the other members were comfortable with this. Members voted and Mrs. Pensa is the board’s Chairperson. Mrs. Pensa nominated Ms. Sosa to be the Recording Secretary. Ms. Sosa was willing to serve, members voted, Ms. Sosa is the board’s Recording Secretary. Mrs. Flores-Feist is the only remaining member of the previous board and was asked if she would be willing to take up the position of Corresponding Secretary, and she agreed. Members voted and Ms. Flores-Feist is the board’s Corresponding Secretary. Mr. Guerra stated that this will be a yearly occurrence. Mr. Hammons will continue this meeting to close off as Chairperson and his term, and Mrs. Pensa will take up the position for next meeting as decided by the board. Ms. Ayala asked when the next meeting would be. Mr. Guerra explained that the board would meet traditionally on the second Monday of the month at 5:30pm, but the board will be selecting such date and time later in the meeting as an agenda item, unless the board would like to make that decision at that time. Ms. Ayala told the board of an instance where she was not able to attend a meeting, and that a specific time and date would be preferable as to prevent further instances like that to happen to the public. Also, to be more inclusive she would like the meeting location to alternate between libraries. Mr. Guerra agreed, that there would be no problem and that the board could vote on this later in the meeting. 6. Citizen Comment Time – No public comment 7. Discussion of Open Meeting Act Training for New Members – Ms. De Leon explained that each board member will need to complete the Open Meeting Act training, once they have complete training then they need to send the certificate to her for filing. She would also email the information to them. 8. Director’s Report – Mr. Guerra reported on COVID-19, mentioning the library has been closed nearly 10 months, but have adapted to the situation. The library staff have made PPE (face masks and 3D printed face shields) for city staff. Library team has reinvented how the library provides services, such as a digital library cards, reference services, curb side and virtual programming. He stated that the Library has a reopening plan, but will not open till it is deemed safe to do so by City Health Department and City Administration. The plan will be submitted to the board in an email at a later date. He spoke of the library work plan, which consist of: the repainting of the Southmost Library and rearranging of the shelving at Southmost. (The meeting was cut due to time constraints on Zoom. Ms. De Leon restarted the meeting to continue. Ms. Sosa asked if the library had the unlimited meeting package. Ms. De Leon explained that not at the moment, but that future meetings will be managed by another city department and this problem should not happen for future meetings.) Mr. Guerra explained the Competency Matrix the library worked on with ODHR (Organizational Development and Human Resourced Department) and the scope of the project. He provided details on “Pictures with Santa” programing which became “Christmas under the Canopy” due to COVID, Mrs. Pensa asked if he could repeat how many people took part in the event, and he answered 1,115 kids. 9. Presentation, Discussion & Action: Establishing of Task Force Presented by Mr. Leonel Rodriguez – Mr. Guerra introduced Mr. Rodriguez, and explained that part of Mr. Rodriguez’s Professional Development Class for the City the idea of a task force was envisioned. Mr. Rodriguez explained that the library received calls of concern as to the direction of the Library in regards to its services and programing. He explained the City’s new direction in Total Alignment, and how this task force stemmed from that idea. The task force is to be all inclusive, people centered and value culture. He explained the structure and function of the task force. The board should consist of 7 different people with different back grounds, and suggested what type of members the board should look for. He explained the availability of an application if the members choose to go this route. Ms. Ayala asked if a member from the board can participate in the task force. Mr. Rodriguez explained that the task force is to aid the library advisory board, and that will be for a specific time line. She asked what the time line is. Mr. Guerra answered that the board will select the time line. She asked how long the application will be available. Mr. Guerra answered that the public will have all of February to apply. Mr. Rodriguez continued to describe the library’s plan to promote and market this task force. Ms. Ayala asked in which way members of the task force will be selected, either by application or appointment. Mr. Rodriguez answered that will be for the board to decide. Mr. Rodriguez ended his presentation with the goals in mind in establishing this task force. Mrs. Pensa, stated that she wanted to clarify, the library has recommended 7 members to the task force, the board will determine to select those members based on either application or appointment, the application period, and length of services. Ms. Ayala asked for further clarification on time line for applications and when all needs to be settled. Mr. Guerra explained that the board had till the end of March, but this could be changed if need be. Ms. Ayala asked if this could be spoken about in more depth in New Business, and Mr. Guerra agreed that this could be done, and that this is an action item. Mr. Hammons asked for a motion, and Mrs. Pensa motioned for the establishment of the Library Task Force and Mrs. Lehmann second, the members voted, and the Task Force is established. Mr. Hammons asked if the details will be decided now or during New Business. Mr. Guerra explained that in New Business they could discuss the details and gave a sample as to how member could be selected. Mrs. Pensa stated that the board will need to decide first on the length of the term for the task force before asking anyone to join. Mr. Guerra agreed that the board will decide this. Mrs. Knopp asked if there is particular time line that recommendations need to be made. Mr. Guerra explained that yes that we have till the end of March. Mrs. Knopp asked if once the task force submits suggestions if the task force still needs to continue. Mr. Guerra explained once the suggestions are made, approved, the library can attempt to implement them and the specific task force is complete. 10. Presentation & Acknowledgement of Southmost Analysis Report Presented by Brenda Trevino - Ms. Trevino summarized the analysis report, and explained how the branch compared to other similar libraries in Cameron County. Ms. Trevino reflected on the upgrades made at the Southmost Branch Library, and what the library is trying to accomplish. Ms. Ayala commented that she is more concerned with services at the Southmost Branch in comparison to the Main Branch, and listed numerous concerns. Ms.  Ayala commented that she is excited to be part of fixing these issues. Ms. Sosa asked if there were any updates on the progress of the mural to go up at the Southmost Branch. Mr. Guerra answered that the City has gone into a reorganizational plan, and previously this was going to be done in-house by the Library Graphics department, but the department is no longer with the library and that specific staff have been moved to the Communications and Marketing Department (CMD). The Library will now be working with CMD to make this happen, but may take longer than anticipated. 11. Discussion & Action to Select Next Meeting Date – Mr. Hammons stated he believed that was already decided for them in the handbook. Mr. Guerra explained, due to the update to the ordinance the board will now select the meeting dates. Mrs. Lehmann suggested that the second Monday of each month would still be good. Mr. Hammons agreed with both Ms. Ayla’s concern about consistency and Mrs. Lehmann recommendation for the second Monday of each month at 5:30pm. Members voted and meetings will continue as previously. Ms. Ayala asked about alternating meeting locations from Southmost to Main. Mr. Guerra stated that it could be done as soon as it is deemed safe. The first physical meeting will be held at Southmost, then Main and so on. 12. New Business – Mr. Guerra informed the board that the City of Brownsville and the Brownsville Housing Authority are entering into a Memo of Understanding (MOU) called “BiblioTech Brownsville”. He explained what it was and how the Library is contributing. Ms. Ayala inquired about the locations. Mr. Guerra stated which housing locations this program will begin with. Ms. Ayala asked if any of the locations are located in the Southmost area. Mr. Guerra stated that while there is a housing project near Southmost these areas already had the space dedicated to this project. He asked Ms. Zolezzi to clarify on this. Ms. Zolezzi further explained on “BiblioTech Brownsville”, its locations and how the program could expand to other locations. Ms. Ayala stated she would like to recommend that “BiblioTech Brownsville” be brought to the Southmost area. Mr. Hammons asked for any other New Business. Ms. Sosa, Ms. Ayala and Mrs. Pensa each recommended a person for the task force, Cynthia Lizardi-Burlette, Bertha Pena and Dolly Lucio-Severe. Mr. Guerra asked if there are any other recommendation, if not we could post an application for selection. Mr. Hammons asked if anyone had any more new business. Ms. Ayala commented that she appreciated Mr. Hammons and thank various people for their effort in this meeting. 13. Adjournment – Ms. Ayala made a motion to adjourn and the meeting ended.