Pioneer Library System Board of Trustees Meeting

MINUTES Meeting of the Pioneer Library System Board of Trustees Tuesday,August27,2019 Generated by Janet Armbrister on Wednesday, August 28, 2019 1 . Meeting is Called t o Order Chair, Marilyn Bradford called the meeting to order at 6:30pm. 1.01 Roll Cal l Members Present Karen Kinsey, Marilyn Bradford, Brenda Hi ll, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter Members Absent Mark Alfonso, Todd Gibson, 1.02 Introduction of Guests. Wells welcomed Philip Nguyen, representing t he City of Moore, as new Board member. Amber Cole, Scott Stehno, Andy Peters, Jennifer Marshall, Doug Buck, Jennifer Fourcade, Nancy Littlejohn, Jenny Stenis, Mike Pierson, Taryn Kingery, Sai dah Yakasai, Tara Mccleod, Caroline Dulworth, Aiden St reet, Chris Manna, Elaine Harrod, Ashley Welke, Galyn Hembree, Becky Pauls, Hillary Kuhn and Kelly Sitzman. 1.03 Branch Update and Board Recogniti on. Kelly Sitzman we lcomed t he Board . It's officially been one year, one month, and seven days since Norman Public Library East opened its doors and still making history by hosting its first-PLS Board of Trustees meeting. Since opening Norman East has quickly become a center for connections within the community. They have welcomed over 81, 000 visitors and hosted over 2,000 public meeting room reservations with over 12, 000 attendees who have used these rooms in a variety of ways. They have : • served as a headquarters for the planning of SoonerCon (Oklahoma 's Greatest Pop Culture Experience) • Regularly hosted a recurring Live Action Role Playing group that showcases and teaches their skills at the Norman Annua l Medieval Fair • Provided an ongoing "recording studio " space for a local podcast hosted by three individuals representing different religious views • Become a central hub for creating informed citizens through hosting events like the Norman Stormwater Open House and the 2018 Candidate Forum - and the list goes on . They've inspired innovation, engagement, and learning through nearly 500 programs in the branch and out in the community with over 7,000 attendees of all ages. They: • Held the first of hopefully many Summer Solstice Festival centered around the beautiful "Prairie Wind" sculpture out front and received testimony from artist Jim Johnson that creating and placing " Prairie Wind" in Norman was his most proud accomplishment. • Were the first in the state to host the touring Smithsonian Institute exhibit "Water/Ways" that brought people to Pioneer from across and out of state to learn more about the vital role water plays in our lives • and, maybe most impressively, survived our first-ever Summer Learning Challenge, which was a huge success system wide. Whether it's summer or any other season, Pioneer Library System staff are creating positive experiences for one another and our customers, fostering an environment that welcomes, empowers, and respects all. Sitzman shared an impact story. This summer, a~er seeing an article in the local newspaper about the Smithsonian Water/Ways exhibit at Norman Public Library East, a local veteran named Mr. Frederickson visited the library to share his personal history with staff - he had grown up on a portion of the land that has since become Lake Thunderbird. Mr. Frederickson remembers running free on that land, hunting squirrels and rabbits, washing up in the creek. He remembered that part of t he land (that is actually the main parking lot today) used to flood. One day, a man from the state engineering department showed up to survey the land. He took some measurements, then stuck a pole in the ground. He told Mr. Frederickson's family to give him a call when the entire pole was underwater. The pole did get covered up by water, one thing led to another, and the state ended up acquiring that land from Mr. Frederickson's family and others, and created what is now Lake Thunderbird State Park. A staff member listened to Mr. Frederickson's personal history and encouraged him to return to the library in August, when the library would fortuitously be hosting a Lake Thunderbird Digital History Lab. Our library partnered with JA Pryse, a Senior Archivist at the University of Oklahoma's Carl Albert Research Center, to host a Digital History Lab to collect documents, photos, and stories about Lake Thunderbird that would then be used in a public Digital History project. JA was on site in August to collect, digitize, and archive local information about our greatest water resource here in Central Oklahoma. At the staff member's suggestion, Mr. Frederickson returned to the library to share his family history with JA. He noted that he loved the chance to tell his story while he is still living, and that he really enjoyed the library. Because the staff member took the time to actively listen, engage and connect with this customer, she was able to connect Mr. Frederickson with JA Pryse, who collected his aural history, and now Mr. Frederickson's family story is digitized for future generations. Sitzman recogn ized JA Pryse. Over this past year, countless individuals have helped shape Norman Public Library East into the amazing branch it's become. If we were to list everyone who has helped us get this branch open, we would take up quite litera lly all your meeting time, and we'd probably be here all night and you 'd get to watch the beautiful sunrise. But tonight, Norman Public Library East and the Board of Trustees would like to recognize one special individual: JA Pryse . Kelly met JA last summer and quickly found that he, like the library, shared a passion for digital literacy and digital inclusion - which are fancy terms for breaking down barriers to access and helping people learn and be comfortable with technology. They also met to talk about ways to further support closing the digital divide for our residents . They agreed to partner on a series of digital literacy programs for adults and teens, offered throughout 2019: Some programs included "Be a Better Researcher: Move Beyond 'The Google,"' "Preserve Your Family History," " Basics of Online Cloud Storage & Sharing," " Digital Preservation & Archiving," and most recently, the " Interactive Lake Thunderbird Digital History Lab." Through this series of programs, JA has taught personalized digital literacy skills to nearly 60 customers. 100% of the people who attended left the program feeling more knowledgeable or interested in the topic, and 90% reported they would be very likely to continue to look for more information on this topic in the future to continue building their skills. Almost all attendees also commented on what an enthusiastic and engaging presenter JA is. JA inspires and connects with people in a way that brings out their curiosity, and invites them to learn something new that might be a little scary at first - and he works with them side by side to break down those barriers. JA teaches members of our community to use technology in meaningful ways, to preserve and document what matters most, and become active participants of our 21 st century world. He recognizes the power of libraries and has teamed up with Pioneer to continue inspiring innovation, engagement, and learning in our communities. Sitzman recognized JA Pryse for his continued support of the mission of the Pioneer Library System . Lisa Wells presented awards and recognized Scott Stehno, Doug Buck, Nancy Littlejohn, Jennifer Lehner and Elaine Harrod for Longevity. 1.04 Public Comments No public comments. 2. Consent Docket 2 .01 Consider Approval of the Consent Items 2.01-2.06 in Accordance with the Recommended Action on Each Listed Below. Motion by Karen Kinsey, second by Jonathan Fowler. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 2.02 Consideration of July 30, 2019, Minutes. Motion by Karen Kinsey, second by Jonathan Fowler. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 2.03 Consideration of 2020 PLS Holiday Schedule. Motion by Karen Kinsey, second by Jonathan Fowler. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hil l, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Ph ilip Nguyen, Jenny Hunter 2.04 Consideration of Agreement between PLS and City of Noble for Library Services, Facil ities & Maintenance FY 2019-2020. Motion by Karen Kinsey, second by Jonathan Fowler. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 2.05 Consideration of Agreement between PLS and City of Purcell for Library Services, Facilities & Maintenance FY 2019-2020. Motion by Karen Kinsey, second by Jonathan Fowler. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 2.06 Consideration of Agreement between PLS and City of Newcastle for Library Services, Facilities & Maintenance FY 2019-2020. Motion by Karen Kinsey, second by Jonathan Fowler. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 3. Other Items for Board Consideration 3 .01 Consideration of July 31, 2019, Financial Statement. Motion by Karen Kinsey, second by Mike Box. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 3.02 Consideration of August 1 - August 28, 2019, Encumbrances. Motion by Jeannette McNally, second by Brenda Hill. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 3.03 Consideration of Renewal of Emerald Data Solutions, Inc. in the Amount of $15,000.00. Motion by Brenda Hill, second by Jeannette McNally. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 3.04 Consideration of Renewal of Subscription for Linkedln Learning in the Amount of $20,000.01 Motion by Mike Box, second by Julie Curry. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill , Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter, Mike Box 3.05 Consideration of Review and Recommendation for Pole Sign Renovation at PLS Administrative Offices RFP. Motion by Brenda Hill, second by Jonathan Fowler. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 3.06 Consideration of Review and Recommendation of Norman Public Library Central Collection Moving RFP. Motion by Jonathan Fowler, second by Jeannette McNally. Final Resolution: Motion Passes Yes: Karen Kinsey, Marilyn Bradford, Brenda Hill, Mike Box, Jeannette McNally, Jonathan Fowler, Julie Curry, Philip Nguyen, Jenny Hunter 3.07 Consideration of Emergency Response Plan . 4. Reports/Updates 4.01 Summer Learning Challenge Report by Ashley Welke and Galyn Hembree Welke and Hembree gave a report on the success of the Summer Learning Challenge which took place this summer. 4.02 Executive Director and Staff Reports. Wells announced the date of the opening of the new Norman Central Public Library. Becky Pauls presented July's story of the month. Nancy and John (not their real names) are a retired couple that are customers at the Blanchard Library. John has had some medical issues that have left him stiff when he moves around. They decided to register for the Tai Chi-Moving for Better Balance class being offered at the library, and have learned the first four Tai Chi "forms" so far. Nancy and John told the class instructor that they had signed up for the class to help John with his movement. Before the class, he had difficulty moving, and couldn't squat down and stand back up without help. They told the instructor that they have been practicing the Tai Chi together at home between classes. After learning and practicing only half of the Tai Chi forms, John was proud to demonstrate in class that he could now squat and stand back up without any assistance! The library staff offer resources, classes, and encouragement, but don't always get to see the personal improvement that the health literacy programs bring to the lives of the participants. It is wonderful to see how the Tai Chi class has touched the lives of this couple. Amber Cole announced the PLS Foundation will be hosting the next Literary Yours Event with Commander John Harrington from the Space Shuttle Endeavor on Friday October 4 th • 4.03 Branch Highlights. 4.04 Board Comments. During the meeting, board and guests enjoyed a PowerPoint presentation featuring highlights of library branch activities during the month of August. s. Adjournment 5.01 Adjourn the Meeting at 7: 35 pm . Executive Director, Lisa Wells