RITA & TRUETT SMITH LIBRARY BOARD

BOARD MEETING

The Library Board of the City of Wylie met in regular session on August 12, 2002,
at the Library. The attendees were:

Grace Morrison
Adrian Sanchez
Shirley Burnett
Liz Allen
Dan Hendrix (arrived at 7:10 p.m.)
Kathy Spillyards

PRESENTATIONS

Topic: Meeting Etiquette and Open Records Act
Speaker: Barbara Salinas, City Secretary

Barbara Salinas, City Secretary for the City of Wylie, spoke to the board on Meeting Etiquette and Open Records Act. Listed below are highlights of the presentation.

• A meeting is defined by having a quorum of the group. After it is established that there will be a meeting, the law requires posting the agenda 72 hours before the meeting. All items that will be discussed need to be on the agenda.
   
• It is important to keep to the agenda topics and not stray onto other topics. The Board Chair and Staff Liaison are supposed to keep the meeting on task and discourage discussion.
   
• If someone participates in the citizen participation portion of the meeting, the Board cannot respond to the citizen's comments. It is advisable to post the topic of discussion on the agenda. If this is done, the board can talk with the citizen.
   
• All items on the agenda need to be specific. It is recommended to list new and old business under Staff Updates and list each item to be discussed. This is to give the citizens the information that will be included in the meeting.
   
• If four or more board members are together, they cannot discuss official business unless it is a called meeting. It is acceptable for board members to be together in social settings as long as city business is not being discussed.
   
• Correspondence to board members falls under the open records act. It is appropriate to email board members with updates and news info. However, it is illegal to do polling by email for a vote. The correspondence between the staff liaison and board needs to be retained for one year.
   
• It is important to note when board member's leave early or come in late because it could affect a vote. This can be noted in the minutes by the board member's name.
   
• The City hasn't formally adopted Roberts' Rules of Order. However, it is important to follow courtesy rules in meetings. If someone comes in late or leaves early, they should do quietly without disrupting the meeting. Don't interrupt the speaker and speak when called upon.
  

ACTION ITEMS

1. Approval of the Minutes.

Minutes were approved as read from the July 8, 2002, meeting.

2. Discuss Monthly Report and Summer Reading Club.

Mignon commented on the record breaker for circulation. Summer Reading Club attendance increased by 200+ kids. Liz asked a question about the supply budget and how the supply budget supported the increases, and Mignon commented that the budget was very tight due to the increase in SRC usage and general usage.

Shirley commented on the benches in the front of the Library. The board agreed they look very nice.

3. Discuss TIF funding

Libraries are in danger of loosing TIF funding in 2004. It is vitally important for library advocates to contact their legislators and Steve Wollens, Chair of the State Affairs committee. The TIF funds affect libraries in three ways: grants, telephone discounts, and databases provided through the Texas State Library and Archives Commission. The next legislative session begins in January 2003, and the Board will be updated via email on legislative issues.

ADJOURNMENT

The meeting adjourned at 7:50 p.m