Brownsville Public Library System Advisory Board

1. Call Meeting to Order. Meeting Called to order at 5:30 – 2. Discussion and Action of Approval Minutes – Motion was made to approve, seconded, passed unanimously, minutes approved. 3. Resignation of Mrs. Rose Lehmann. Ms. Pensa recognized Ms. Rose Lehman for her service to the board. Jan. 6, 2021, Mrs. Lehman gave her resignation. She had been on the board for a very long time many years of service. Juan Guerra stated its sad to see her go. We are going to miss her. Rachel Ayala thanked Ms. Lehman for her service and inquired about the process to fill her spot. Juan Guerra explained that we need to discuss if we open it in June, the commissioners hear appointments in June. Ms. Ayala inquired whether the applicants are to submit an application or do we submit who we suggest. Juan Guerra stated he would get back with Ms. Ayala, he needed to get with city secretary to see what the process would be. Ms. Pensa inquired if it would be advisable for interested parties to submit their application in advance. Mr. Guerra advised it is best to submit their application now. Ms. Ayala stated that she wanted to know the process because applicants should already be putting in their application because time is passing. Nurith Galonsky explained the process for board appointments to Ms. Ayala. 4. Public comment. Commissioner Galonsky has a public comment. Ms. Galonsky stated the following: Excited about the direction the board is going. Appreciate the improvements to the southmost branch. Got excited about the staff picks, look forward to 2021, appreciate the programs to engage the community. Mrs. Galonsky also mentioned the following grants: NEA Big Read Grant, Texas Book Festival Library Grants, and Dollar General Literacy Foundation grants. Stated she would like NEA big read project, which is going to be announced or launched in oct. the 2021 grant cycle is open, laguna vista received a grant. I hope Brownsville can apply for this cycle too. I really commend you all for your momentum and look forward to seeing how it unfolds. Ms. Pensa thanked Commissioner Galonsky for her kind words. 5. Reminder Open Meeting Act Training for New Members. Ms. Pensa reminded members and recommended that all board members watch the recording and do follow up certification and email certification so that we have it on record. 6. Library directors report. Director Juan Guerra reported the following: We are continuing to provide programs and curbside pick up at both library, crafts, lets get cooking, do it yourself crafts. We are partnered with students and organizations for engaging students/youth. We are also providing crafts and other programs to engage the elderly community and nursing homes and adult day cares. Brownsville housing authority and commission approved our bibliotic initiative. Last week we had a meeting to discuss the future of this partnership. Ms. Ayala inquired if Mr. Guerra contacted BISD if they are getting services from the library; Inquired as to are we communicating with BISD and giving the information of services that we are providing. Mr. Guerra answered that it was going to be on future agenda and he is lacking contact information of a person that he needs to contact for BISD that was supposed to be provided by Ms. Ayala, stated Chase has more information. Ms. Ayala stated she contacted BISD administration and said they were open to working with this board. Ms. Ayala stated she has insight into BISD, they closed school because students have moved. We don’t’ have enough kids there but thank you so much for what you are doing. Ms. Ayala requested a break -down of budge for the southmost – I want a breakdown of what was the budget. Ms. Pensa advised that those items were added to 11 and 12 of the agenda for discussion. 7. Discussion and action on task force parameters. a. Scope and charge of task force. Juan Guerra advised the task force was created to have persons with different point of view that can give input to how we can provide services from an outside point of view. This task force will report directly to library board. Ms. Pensa asked do we want them to focus on southmost or the library as a whole. Mr. Guerra advised it was created to improve for southmost. b. Process for Task Force Member appointment of application. Ms. Pensa stated Leo Rodriguez demonstrated that he created an application online for this task force. Ms. Pensa stated there is an opportunity to solicit applications because we did have some members want to nominate some people. I think we can review applications and approve together as a board those folks who want to serve but there is an opportunity for us to directly invite people for appointment and wouldn’t not have to be . Ms. Sosa stated it would be a good idea to have a time frame to let applicants submit their applications and then at the end of the period review those with the individuals who were nominated by members of the board. Ms. Rubi Gonzalez, stated she believed it was best for everyone to submit their qualifications whether they are nominated or not. Ms. Sosa agreed. Ms. Ayala stated that everyone will go through application process, nominees and open applications. Ms. Ayala stated that we need to determine a timeline. Ms. Ayala was wondering if two weeks would be too quick. Leo Rodriguez stated that anyone that is on the library website can see it and submit the application and we can submit it to board members to review. Advised the applications on website are not live right now. c. Timeline for member appointment or application period/timeline for review of appointees or applicants. Ms. Pensa stated things are in place, when do we want to open and how long? Ms. Ayala stated she wanted the application to be posted to the city. Ms. Pensa stated if we are able to get it open by the end of this week, feb. 15 at the latest to have it open for at least two full weeks so that would take it through feb. 26. Ms. Flores  feist suggested applications through the 19th and review applications through 26. Guerra stated they could go live tomorrow and we could have the week of 26th to review. i. Ms. Pensa made a motion that applications open tomorrow, Tuesday, Feb. 9, 2021 to Friday Feb. 19, 2021, then applications would be reviewed by the board the weekend of the February 22, 2021 through February 26, 2021. Ms. Flores fiest second the motion. Approved by board unanimously. d. Period of service for Task force members. Ms. Rubi Gonzalez recommended a 3 month commitment. Leo Rodriguez recommends 2 to 3 months for the task force members and if you need to extend it that could work to. Try to map out how many times they should meet, just far as outline their ability to meet. Pensa stated that having as much structure would help the applicants decide. Ayala stated 90 days sounds good. Board approved the 90 days with the option to extend later depending on project assignments. Ms. Rubi Gonzalez inquired how many times should they meet. I think two times a month might be a little bit more reasonable. Ms. Pensa stated that she is reluctant to assign how often they would meet. Ayala stated We should set a two, I want to be involved with this committee. Pensa, Committee meetings we discussed , how often they should meet. Recommendation that they serve 90 days minimum three meetings but encourage them to meet more often to fufill their projecels. Ayala I would like to recommend the two meetings but if they don’t; Rubi Gonzalez suggested the task force members should report back at the 45 day and then 90 day, so that would be their formal reporting to the library board and then they can meet, semi monthly. Ayala stated she liked that idea the 45 days. i. A Motion was made setting period of service for task force for 90 days, that task force check in at 45 day mark and then make a report at 90 day period, further the task force was to meet bi-weekly or how they see fit. Approved by board unanimously. 8. Guest presenter. Cynthia Lizardi Burlette. She is going to be presenting her idea for imaginging her idea for the southwest trail. Thrilled to be here. I’ve had this idea of story book trial in my mind, I am a certified library, I am a learning librarian. I think you on this board that we are constantly learning. The southmost library. This seems to be a good fit. Story book trail. We have community. We have idea to promote literacy. My idea is it doesn’t have to be some huge project we can take it in doses. It would be so practical for the elementary schools to get together for something like this and these installemetns be rotated periodically. Nurinth Galonsky outlined the southmost trail for the boardmembers. I was approached was because of they heard of this idea and it will take community,. I like the idea of there being a public library, there being scools that surround this trail, yes, we hear of trails and its bikes and joggers but here we have another component. I think this would benefit the public library. I just want you to have an open mind for this. 9. Chayse Sundt. Library Services and Technology Act Texas Reads Grant Program. Amazing grant opportunity that can fund a program. The projects that are assigned to this grant – Housing authority and COB. Went through one community one Brownsville, one read. Most publishers are white. We live in a diverse community. The idea of this grant is to distribute a copy to a family look at a virtual author visit by the author. One of the things that have been successful is take and make crafts. The best thing I can talk about whenever we start reading it’s a journey  and its important that we do it together. Brings family together to promote the joy of literacy. Board approved the grant unanimously. 10. Item 10 discussion and action on borrow limit and circulation period. Lisa Rodriguez presented. Recommending 7 items to 14 items to check out a time. Recommending extending check out period for new books, video games, dvds, cd and ebooks. Ayala had a question regarding the new books on the 14 days they would be checking out, do we have enough books? Yes. Ayala asked about the copies. Rodriguez answered they can check out the book. Ms. Ayala made a motion to extend the borrow limit and circulation period. Ayala also made a motion that they can start immediately. Both motions were passed unanimously. 11. Item No. 11, discussion of how we can coordinate with BISD in coordinating efforts in providing information to campuses for students for library resources available. Chayse sundt stated that this is a great way to engage the children and keep them safe at the same time. I’m in communication with librarians from hanna high school. We got a recommendation that we don’t want to overshadow them but work in collaboration and provide services to see what we can offer. Ayala thanked the presenter chayse. 12. Item No. 12. New business. a. Ayala stated that she spoke with Mr. Guerra and Mr. Hancock stated the entrance to southmost is not visible or attractive. I would like to see somebody with the city design a low wall something they can see, that it is a library. WE need to put something that is visible, wanted to know how can you assist us? What is going to make it get there. Mr. Guerra stated he can bring it up with the administration, maybe the task force can help us. We can look into it, something needs to be done. Ayala stated that too much time has gone by and something needs to be done. Can we work on it? Guerra stated he can. Rubi Gonzalez suggested maybe we look into getting a signal light to highlight the southmost entrance road. Pensa agreed it is a congested area if there could be yellow lights or something that would be great. Ayala stated that is something that the city can start working on. Mr. Guerra can approach the city on. Mr. Guerra agreed. b. Accessibility – I would like to see something in writing. In the central library they have a reading room that the community goes to use, why can’t we do that in southmost. I want to see something in writing what are the availabilities what do they have to do, why is it that we do it for one library and not for the other. I think it can be utilized for the community, other than that it is wasted space, empty space when it could be used. It’s a community center why is it that it is not being used. I would like to see something in writing so when this committee meets we can put it the same for everybody. c. Discussion of the budget allocation. I had requested a budget allocation for southmost and central library, there was not breakdown. I would like separate budgets it needs to be ready, what goals were set for last year, where they obtained? And so and so forth so there can be communication and approvement in both libraries. Guerra advised that historically the library is a part of the city and then it divides on needs. 60 percent on staff 20 percent for development and 20 percent for other. In last years report you had a break down of 2019. Traditionally its just one budge I can relay to city that’s what board once. But traditionally its broken down into 60 /20/20 that is how it has been done ever since I could remember because of the staff  component. And the goals, if you don’t have any questions about the budget the goals. Ayala I worked for Brownsville independent school district, every campus has their allotment and they decide what they are going to be done, every campus has an allotment. This was one of the reason, I didn’t want the whole budget, I wanted a breakdown of southmost and central library. At bisd, they submit what they want. We can’t monitor how much is spend on central or southmost and that is why certain things haven’t been done. I haven't seen anything done at southmost but would I like to do, more of the same is not working what should be done, this committee needs to see what the needs are for southmost, what the needs are for central. Money needs to be allotted for the southmost library to improve. WE would like to see if you have the budget. Everything should be accountable. I’m asking for a separation of funds and you should be able to get it according to budget. IT should be very easy to do unless it hasn’t been done. Guerra advised we can move forward and follow up with the city. Guerra, in the next item we could address that. Ayala wants to know what was in 2019 and 2020. IS there anything in writing. Guerra stated that he would look into it. Ayala wants a copy of what you have. Guerra stated he sent her 2019 but 2020 he will send it to her. d. Brenda Trevino is going to present on discussion of goals. For 2020, we were able to complete renovations at the southmost library. WE also added new lighting, it makes a huge difference in what – inventories at both libraries. We performed inventory our records are now updated. It took us 1 month to complete at southmost and 3 months to complete at central. Our summer reading was reimagined, our program went virtual through facebook and youtube. Our patrons were able to pick up prizes that completed the program via curbside. Xmas under the canopy we converted the space to a drive thru even, to keep with tradition staff took pics as santa with families. Patrons were able to look and download their pictures ; books candies were distributed, a rafle was held via phone calls . we were able to keep com engaged through other various projects. We tried to convert what we could into virtual presentation. Patrons are now able to acquire a virtual library card so they can check out a e – collection. We have some goals is to redefine spaces in the southmost library. Josie Balboa advised that we were able to accomplish teamwork, with covid we were able to collaborate with our staff members. Ayala questioned what goals were accomplished at southmost library as far as technology. Brenda Trevino, advised that they still have the same computers. The other things have not been done. There needs to be written goals for both libraries, because making it pretty doesn’t mean the resources are there. I’ve been there, friends of the library was used as a junk room twice. I’m not negating not to do anything for the central but what can we do for the central. Brenda Trevino, advised every year we come up with a work plan every year and place it in the plan. Ayala stated that she wants to see a breakdown what was done for technology computers , I did meet with parents at school they are not excited for the southmost library. Please show me, please show me what you did to improve those areas. The other things that are being in place. In order to be effective they needs to have all this information. If you have done it then shown it to me. Josie Balboa stated that there is a work plan that can be provided to her and you can see what has been done. Ayala stated that you are telling me its going to be done but I don’t know what is going to be done. Pensa understood what ms ayala was expressing about the budget. We received the work plan in an email and it contains the different work that is going on in the library. I know this is something that hasn’t been done in the past, this whole part is part of the total alignment that the whole city is going through. I hope when you see the plans you will feel better the actions that the  library is taking to improve services, programing, surely not the budget. We want to make sure as committee members that we are advising with as much information as we have. Appreciate you bringing this to everyone’s attention. 13. Adjournment. Motion was made to adjourn the meeting. Passed. meeting adjourned.