PIMA COUNTY PUBLIC LIBRARY ADVISORY BOARD MEETING MINUTES. February 7, 2019, 4:00 p.m.

Transcription

1 PIMA COUNTY PUBLIC LIBRARY ADVISORY BOARD MEETING MINUTES February 7, 2019, 4:00 p.m. Joel D. Valdez Library, 4 th Floor Boardroom, 101 N. Stone Ave, Tucson, Arizona Present: Absent: Also Present: Edward Buster, Chair; Amanda Castillo; Maria Iannone; Joelyn Marlowe; Nancy Puckett; Elizabeth Soltero; and Nubia Valentino Cheryl Langer, Vice-Chair; Nancy Magelli; and Rebecca Whitmer Amber Mathewson, Director; Karyn Prechtel-Altman, Deputy Director; Michelle Simon, Deputy Director; Kate DeMeester, Library Services Manager; Richard DiRusso, Library Services Manager; Sharla Ronstadt, Library Services Manager; Holly Schaffer, Community Relations Manager; Ken Zambos, Program Manager for Workforce and Economic Development; Kendra Davey, Literacy Initiatives Program Manager; Karen Friar; Deputy County Attorney; and Sandra White, Data Analyst 1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE Meeting was called to order at 4:00 p.m. by Edward Buster and the Pledge of Allegiance was recited. 2. APPROVAL OF PREVIOUS MEETING S MINUTES Joelyn Marlowe moved and Elizabeth Soltero seconded approval of the January 3, 2019 minutes. Motion carried. 3. INTRODUCTIONS No introductions were made. 4. SUMMARY OF CURRENT EVENTS BY LIBRARY BOARD MEMBERS Board members updated on what library related activities they have been doing since the last meeting. Some of the responses included: Nubia plans to attend the Grand Opening at Sam Lena-South Tucson Library. She has also been distributing the material she got from Holly at the last meeting. The clear bags have been especially popular. Nancy Puckett participated in the training webinar on fundraising (how to get grants, etc.) yesterday, that Nancy Magelli helped to bring about. She expressed that it was very useful, and gave kudos to Nancy and Library staff for their efforts. Sharla added that she will review the recording and will share it if acceptable. Joelyn was out of country again but shared the promotional materials she picked up at the last meeting. She has also joined a craft group where she will inform others about services the library provides. Maria attended the Career Online High School graduation. Also, Supervisor Miller s assistant forwarded the Library Advisory Board packet to Maria, so she took advantage of the connection and arranged for another appointment to speak with Supervisor Miller. Page 1 of 5

2 Amanda has also been out of town a lot and doesn t have anything to report. Elizabeth is looking forward to the Tour de Biblio, the Library s first community bike ride. Edward recently attended the Southeast Regional Council where he spoke about the Library system and the future Southeast Library. Edward continues working with the Southeast Library Steering Committee, which will become a future Friends of the Library. He had the opportunity to be part of a group that visited several libraries to get ideas about what they want the Southeast Library to be. He is also helping to promote the Library at different events in the southeast area, such as Vail Pride Day and Colossal Fourth. Edward also talked about how the Tucson Festival of Books was coming up, and if anyone is interested in with assisting, to let Amber know. 5. FRIENDS GROUPS AND LIBRARY FOUNDATION REPORTS ON EVENTS AND FUNDRAISING ACTIVITIES ON BEHALF OF THE PIMA COUNTY PUBLIC LIBRARY Nancy Puckett, who is also on the Pima Library Foundation Board, updated that their year-end campaign did well. The Foundation is experiencing a reboot with new President, Anthony Young. They are getting bylaws and procedures in order and expect the Foundation to really take off. 6. NEW BUSINESS A. OPEN MEETING LAW TRAINING Karen Friar, Deputy County Attorney Highlights of a training by Karen Friar on Open Meeting Law: Pima County s Open Meeting Law Materials are located in the Boards, Commissions & Committees section on the Clerk of the Board s page: Karen provided handouts that were to be used as reference guides: OPEN MEETING LAW A Reference Guide to A.R.S through and Communications and the Open Meeting Law. Karen reviewed topics including: o When does Open Meeting Law apply o Quorum (and inadvertently forming one) o Purpose of the agenda o Use of and other electronic communications o Discussing, proposing, taking, or deliberating legal actions o Call to the Public o Penalties for violations of Open Meeting Law The purpose of Open Meeting Law is to ensure maximum public access so the public has the opportunity to attend and listen to public meetings. It also brings public body (such as the Library Advisory Board) actions to the public. Nancy Puckett asked where the agendas got posted. Judy responded that they got posted on the Library s website, in the lobby of the Joel D. Valdez Main Library, and get posted by the Clerk of the Board. B. DEMOGRAPHIC DATA AND LIBRARY LOCATIONS Sandy White, Data Analyst Page 2 of 5

3 Sandy is the first Data Analyst at PCPL, a newly created position. She will be reporting on statistics and trends, and is looking at how to best interpret data. The Library Board had previously requested information about areas of poverty in Pima County. Sandy showed maps and reviewed data that was provided by OrangeBoy surveys done in 2013 and again in Some highlights provided: There are about 1,000,000 people in Pima County. There is a higher percentage of non-english speakers in the home in Pima County compared to Arizona and the United States. Median household income is lower in Pima County compared to Arizona and the United States. OrangeBoy provided data on the library service areas based on patrons home addresses and the libraries they used called these areas library area of dominant influence. Some libraries don t have an area of dominant influence, for example, Cavaglia- Arivaca Library because many library users in the area go to the Joyner-Green Valley Library. Understanding who uses the libraries helps to make decisions in staffing, signage, collections and programs. Sandy is taking a class on Telling the Library Story Using Data to help explain data outside the norm. It starts by looking at what the challenges are in a community, as well as by looking at patterns or things that are out of the ordinary. An example is the gate count in October, 2018 spiking due to Tucson Meet Yourself. Sandy would like to present again to the Library Board in a few months and talk about properly putting data into context in order to tell a meaningful story. Elizabeth asked what factors were used when determining how to staff a library, etc., particularly for smaller libraries with greater needs. Amber answered that that was one of the reasons why a Data Analyst was hired. Karyn added that the library looked at various data points five years ago, but that we are now looking at how to support customers that need more staff time. Michelle added that PCPL is going to use all the data that Sandy is collecting and all the data collected from OrangeBoy for the Community Impact Plan and will be used to evaluate every library. Elizabeth asked if the OrangeBoy survey was bilingual or only in English and Sandy answered that it was in English and Spanish. She asked if it were electronic only. Sandy said that it was, but that community meetings are being planned. Karyn added that it is recognized that the survey was weighted more towards an educated community, but that this is being factored in. Michelle added that this is why keeping track of activity measures and tracking what is being done in libraries is important. C. DISCUSS LOCATION OF LIBRARY ADVISORY BOARD, FRIENDS AND FOUNDATION ANNUAL RETREAT (MAY 4, 2019) The Board discussed where the upcoming annual retreat should be held. Joelyn Marlowe moved and Nancy Puckett seconded approval of using the Flowing Wells Library for the Library Advisory Board, Friends and Foundation Annual Retreat on May 4, Motion carried. Page 3 of 5

4 7. LIBRARY REPORTS A. COMMUNITY RELATIONS REPORT Holly Schaffer, Community Relations Manager, highlighted and/or added to her written report: Holly talked about the Kindred Team, one of PCPL s newer teams, that serves, celebrates, and supports the Black community. Jessica Pryde, a member of the team, wrote a blogpost about Kindred and the inaugural One Book, One Community program that was published on the Urban Library Council (ULC) blog. Tenecia Phillips and Dana Moore, also on the Kindred team, were on KXCI s 30 minutes and they rocked it. Holly brought more promotional material for Board members to help spread the word. The Tour de Biblio is on February 22 and March 9. The Flowing Wells Library grand opening is coming up on February 23. PCPL has a new Writer in Residence, Alice Hatcher, and has office hours at Himmel Park Library. She will also be doing some panels and workshops at the Tucson Festival of Books. One Book, One Community will be reading Parable of the Sower. A series of events were held based on New York Times bestseller Evicted, including discussions. On March 21, the event ends with a panel discussion: The Eviction Problem in Pima County: What Can We Do? B. LIBRARY DIRECTOR S REPORT Amber Mathewson, Library Director, highlighted and/or added to her written report: Amber informed that PCPL recently received a new donation of $75,000 from Pima County Friends of the Library. Amber commented that sometimes data can represent a majority, there is often more to the story. For example, she said that Sahuarita and Green Valley seem like areas of affluence, however Amber s involvement with Sustainable Families Coalition for the Greater Green Valley and Sahuarita areas has revealed that while the median income is high, there are many people in the communities who are living below the poverty line. C. PUBLIC SERVICES REPORT Karyn Prechtel-Altman, Deputy Director of Public Services, highlighted and/or added to her written report: Karyn talked about how PCPL is greatly expanding its reach in the Tohono O'odham Nation and the Pascua Yaqui Tribe. In addition to doing programing with Head Start, there are now new Bookmobile stops where thousands of books are being given away. Kate DeMeester s staff has started a new On the Streets program. It is a conversation group with people who are experiencing homelessness to find out what they need from the Library and how they can best be helped. D. SUPPORT SERVICES REPORT Michelle Simon, Deputy Director of Support Services, highlighted and/or added to her written report: Page 4 of 5

5 Michelle talked about how Support Services helps programs by, for example, getting the health permits, buying a commercial refrigerator, etc. Michelle also shared how the Communications and Systems Office works diligently to bring all the information to the website. Michelle demonstrated the E-Library and talked about how the Collection Development Office works behind the scenes to make sure there are great materials and various options to download materials. She pointed out Overdrive and RBdigital, which give access to read magazines, stream videos, watch documentaries and TV, and access comics and demonstrated how to get to them. She emphasized that this is what we want people to know that we offer, and that the Library Board can help to spread the word. 8. CALL TO THE AUDIENCE No members of the public were in attendance. 9. ADJOURNMENT Amanda Castillo moved and Joelyn Marlowe seconded adjournment of the meeting. Motion carried and meeting adjourned at 5:37 p.m. Next Meeting: March 7, 2019, Joel D. Valdez Main Library, 101 N. Stone Ave., Tucson, AZ. Submitted by: Judy Moses Special Staff Assistant - Senior