MINUTES BENBROOK LIBRARY DISTRICT BOARD OF TRUSTEE .

MINUTESBENBROOK LIBRARY DISTRICTBOARD OF TRUSTEEJuly 20, 2020Benbrook Public Library1065 Mercedes StreetBenbrook, Texas 76126This meeting was held virtually, via videoconference hosted on ZOOMRegular Meeting at 6:30 pmMembers Present:Roy "Corky" Baird; Carol Hafer; Rachel Moore; Larry Vickers;Also Present:Steve CleggI.Call to order: Carol called the board meeting to order at 6:34 pm.Carol explained that BLD will dispense with the reading of the governor’s announcement regardingZoom meetings as everyone is aware.II.Public Comment: There was no public representative present so there were no comments.III.Meeting Minutes:After everyone’s review, Rachel made motion to accept June 12 meeting minutes as presented.Larry seconded this motion and it carried.IV.Reports:A. Library Director. Steve explained that since the trustees have been meeting every two weeks,the Library Director report has been pending. We now have numbers and program highlightsof main activities. Carol commented that she is impressed with the numbers and the virtualability is helpful.Steve proceeded to explain the situation with the Sales Tax permit. BLD has sent out the firstQuarterly Sales Tax Report. A cash register technician has also come to the library to programbuttons so that all sales will be through the cash register. Steve will also be discussing this withthe auditors.Awhile back the subject of excess computers was mentioned. Now BLD can move ahead withthe sale of the surplus computers to employees and trustees, so Steve has contacted theFriends regarding costing said computers.At this point Steve mentioned the success of Maker Monday program which has been takenover by James.Carol asked if there were any comments about the Library Director report. Again, Carol

mentioned how impressive it is that BLD is doing so much.B. Investment Officer: Corky reported that there are no revelations to be reported. BLD is doingwell. Carol thanked Corky and asked if there were any comments. There were none.C. Treasurer’s Report: Rachel read aloud both May and June Treasurer’s reportsMaySales TaxFines, Fees, RoyaltiesLibrary SalesDonations/GiftsInterest from Bank AccountsInterest from TexPoolTotal IncomeTotal ExpensesNet IncomeBalances Brought Forward for 49(113,286.03)24,878.46503,737.13Bank Adj’d Balance TexPoolBank Unreported Transactions1,662,365.93(82,831.00)Sales TaxFines, Fees, RoyaltiesLibrary SalesDonations/GiftsInterest from Bank AccountsInterest from TexPoolTotal IncomeTotal ExpensesNet IncomeBalances Brought Forward for 3(121,586.45)11,736.78538,231.60Bank Adj’d Balance TexPool1,678,286.90(96,474.34)JuneBank Unreported TransactionsCarol asked if there were any questions or comments regarding the Treasurer’s reports. Therewas none.

V. Old Business: There was no old business.VI. New Business:A.Report by Kirk and Richardson on FY2019 audit: Postponed till August 2020.B.Design concept from O’Flinn Design Group: Postponed till August 2020 meeting.C.Resolution calling for trustee election for the November general election:Carol explained this is an item which must have a resolution. Rachel moved to accept theresolution for Order of Election as presented. Corky seconded motion. Carol asked for anydiscussion. There was no further discussion. All were in favor. Resolution passed.D.Consider contract with Bibliotheca for CloudLibrary.Steve explained that a part of the changeover to new procedures for ILS opens the opportunityfor BLD to acquire more eBooks. BLD is presently using Overdrive, a product which came out afew years ago. Steve obtained two quotes. One quote was a little over 1,000 and followingOctober 1, 2020 there will be a linking fee of 10K. The consortium that BLD will be joiningincludes Burleson and Lewisville libraries. Carol asked if Burleson utilizes Bibliotheca inaddition to Overdrive. Steve responded yes. Steve explained that BLD will scale back Overdriveand ask that trustees let him know what they think of Bibliotheca when they access BLD’seBooks. Carol responded that she will as she does use eBooks. Carol asked if there were anyother questions.Rachel moved to approve the contract with Bibliotheca and Corky seconded the motion. Carolasked for all in favor to signify with an aye or raised hand. Motion carried.E.Consider FY2020 staff evaluation model.Steve explained that due to the circumstances pertaining to this year, evaluations could beweighted at 50%. Each employee will be asked to submit a couple of paragraphs answeringtwo questions. What are my accomplishments at BLD during Covid-19 and what have I learnedfrom this that will be an advantage next time? These are Steve’s suggestions for evaluationmodel this year.An example is how BLD has been able to utilize Niche Academy where we can record our owninstructional videos for MakerSpace and STEM programming.F.Executive Session (Separate minutes)VII. Adjournment:After Executive Session Corky made motion that meeting be adjourned, and Rachel seconded themotion. Motion passed unanimously. Everyone wished Steve well.

Reviewed/Corrected/ApprovedLarry Vickers, Board Secretaryt:\board minutes\library min july 20 2020.docx

TREASURER'S REPORTJuly 2020 - CorrectedReport Date: August 18, 2020GROSS INCOME:End ofPrior toFiscal YearJul/TotalsJulTo Sales TaxGrants20,490.730.0020,490.73Fines, Fees, Royalties & Gifts163.625,779.775,943.39Library Sales439.316,883.037,322.34Donation/Gift 28.75Total ter Expenses47,807.57205,247.71253,055.28Interest from Bank AccountsInterest from TexPool AccountTotal IncomeHEXPENSES:INET INCOME:BANK ACTIVITY & BALANCES REPORT FOR MONTHJKLMNOPInputsW/drwlsPinnacle-OpWells FargoPinnacle-StaffBalances Brought its/Credits & )Transfers to 4Cleared Balance619,199.78Bnk Unrpted Expds New Transactions (EOM)EOM Adjusted Current Balance(83,197.12)536,002.66TEXPOOL ACTIVITY: INVESTMENT & WITHDRAWLSQRSTUVWXBalance Brought ForwardYTotal Balance Bank Adj Bal TexPool Curr BalInputsW/Drwls1,206,276.31Transfer to TexPool (This Month)TexPool Interest (This Month)0.00213.25Transfer from TexPool (This Month)0.000.00Current Balance1,206,489.56Reserve FundBldg Fund Curr Bal - Res 4.00)0.00398,574.35134,713.472,714.84

Agenda Item IV. A.Library ReportLibrary Board Meeting July 20, 2020Notice: Due to COVID-19 closure and limitations, reporting of library activities had beensuspended. This report covers the period from late March, when the library closed,through mid-July when regularly scheduled board meetings resumed.AdministrationLegal, Governance, & Policy3/20/2020Kirk and Richardson, P.C. began their fieldwork for the FY2019 audit5/6/2020Library Director submitted CyberAwareness Training Certification to the Texas Department ofInformation Resources, per HB38346/6/2020Library was notified by Texas Comptroller of Public Accounts of sales tax permit was issued6/15/2020Library Director posted election notice for the November general election7/23-24/2020Library Director and Investment Officer scheduled to attend Public Funds Investment Act trainingPersonnel & Training4/20/2020STEM Coordinator attended Project Management Webinar sponsored by the Texas LibraryAssociation6/29/2020Advanced Library Assistant to ILL Librarian and two on-call Library Assistants to regular part-time7/20/2020STEM Coordinator attended STEM conference sponsored by SMUFacility & Equipment3/20/2020Canards Benbrook Service (HVAC) inspected failing AC unit3/24/2020Southern Painting painted the library interior4/8/2020Canards replaced failing AC unit4/8/2020Benton Plumbing installed bottle filler drinking fountain5/21/2020Mustang Fire conducted annual inspection of fire suppression and alarm panel6/2/2020Locksmith service repair faulty lock to MakerSpace6/11/2020Glass panel at north entrance was shattered after hours. It did not appear to be vandalism. It wasreplaced the next day by All Glass Service of Fort Worth7/1/2020ESP replaced switches for7/2/2020West Equipment replaced the main multifunction copier due to continued malfunctions7/2/2020Canards Benbrook Service (HVAC) investigated condensation leak over MakerSace7/2/2020Mustang Fire recharged and recertified fire extinguishersGrants & ProjectsJune-JulyLibrary Director researching and evaluating enclosed computer pods (phonebooths) as analternative for study rooms and public computer stations

7/16/2020Library Director attended a meeting with Chaz McCurry of Edge Realty Partners7/17/2020Library Director met with Cathy Morris of the Benbrook Economic Development CorporationVendors & ContractorsApril 20204 Color Press, Community Engagement Librarian worked with staff librarians to send out mailer to12,000 Benbrook residents describing continuing services through COVIDApril 2020Community Engagement Librarian evaluated and recommended Niche Academy for staff trainingwhile at home and for patron-oriented instruction.6/9/2020Library Director attended meeting ByWaters Solutions regarding Koha automation system7/10/2020Trinity Cash Registers programmed cash register for sales taxCommunity & OutreachAprilCommunity Engagement Librarian: Updated Curbside Slide with on the City of Benbrook ChannelPartnerships & 0/20207/15/2020Library Director attended virtual meeting with MetrOPAC members regarding COVID-19 measuresand or MetrOPAC contract renewal(same as above)(same as above)(same as above)(same as above)(same as above)(same as above)(same as above)(same as above)(same as above)(same as above)(same as above)April 2020Community Engagement Librarian worked with the Friends of the Library to purchase more bags togive out to patrons, as well as on creating a social media presence. Created Friends Facebookpage, Large Print display, and working on process for online bookselling presence.April 2020Community Engagement Librarian unsuccessfully attempted contact with AARP to determine ifthey are going to continue tax preparation help. We continue to receive questions daily. Called 73patrons individually to cancel all appointments and explain the circumstances.7/20/2020Library Director issued letter of intent to terminate MetrOPAC contract to Fort WorthPrograms & ServicesAdult Services 30/205/6/20Trivia Night (Facebook Live) Attendance: 55Bent Corners Book Club (Zoom) Attendance: 15Game Night (Zoom) Attendance: 8Game Night (Zoom) Attendance: 10Writing Critique Group (Zoom) Attendance: 3Different Pages Book Club (Zoom) Attendance: 3Game Night (Zoom) Attendance: 8Trivia Night (Zoom)