01/25/2023-Library Board-Agenda Packet-RegularLIBRARY BOARD
MEETING AGENDA
JANUARY 25, 2023, 7:00 PM
LIBRARY BOARD REGULAR MEETING
LIBRARY BUILDING - 501 BOLIVER STREET, SANGER, TEXAS
CALL THE REGULAR MEETING TO ORDER AND ESTABLISH A QUORUM
CITIZENS COMMENTS
This is an opportunity for citizens to address the Board on any matter. Comments related to
public hearings will be heard when the specific hearing begins. Citizens are allowed 3 minutes
to speak. Each speaker must complete the Speaker’s Form and include the topic(s) to be
presented. Citizens who wish to address the Board with regard to matters on the agenda will
be received at the time the item is considered. The Board is not allowed to converse, deliberate
or take action on any matter presented during citizen input.
CONSENT AGENDA
All items on the Consent Agenda will be acted upon by one vote without being discussed
separately unless requested by a Board member to remove the item(s) for additional discussion.
Any items removed from the Consent Agenda will be taken up for individual consideration.
1. Consideration and possible action on library board minutes from 9/28/22
LIBRARIAN'S REPORT
2. Director’s Report
ACTION ITEMS
3. Consideration and possible action on Emergency Procedures and Preventative
Measures for the Library.
FUTURE AGENDA ITEMS
The purpose of this item is to allow the Chair and Board members to bring forward items they
wish to discuss at a future meeting, A Board member may inquire about a subject for which
notice has not been given. A statement of specific factual information or the recitation of
existing policy may be given. Any deliberation shall be limited to a proposal to place the subject
on an agenda for a subsequent meeting. Items may be placed on a future meeting agenda with
a consensus of the Board or at the call of the Chair.
INFORMATIONAL ITEMS
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Information Items are for informational purposes only. No action may be taken on items listed
under this portion of the agenda.
ADJOURN
NOTE: The Board reserves the right to adjourn into Executive Session as authorized by Texas
Government Code, Section 551.001, et seq. (The Texas Open Meetings Act) on any item on its
open meeting agenda in accordance with the Texas Open Meetings Act, including, without
limitation Sections 551.071-551.087 of the Texas Open Meetings Act.
CERTIFICATION
I certify that a copy of this meeting notice was posted on the bulletin board at the Sanger
Public Library that is readily accessible to the general public at all times and was posted on the
City of Sanger website on January 20, 2023, at 5:30 PM.
/s/ Audrey Tolle
Audrey Tolle, Librarian
The Library is wheelchair accessible. Request for additional accommodations or sign
interpretation or other special assistance for disabled attendees must be requested 48 hours
prior to the meeting by contacting the City Secretary’s Office at 940.458.7930.
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LIBRARY BOARD COMMUNICATION
DATE: January 25, 2023
FROM: Audrey Tolle, Library Director
AGENDA ITEM: Consideration and possible action on library board minutes from 9/28/22
SUMMARY:
Consideration and possible action on the library board minutes from 9/28/22 meeting.
FISCAL INFORMATION:
Budgeted: N/A Amount: N/A GL Account: N/A
RECOMMENDED MOTION OR ACTION:
Staff recommends approval.
ATTACHMENTS:
Library board minutes from 9/28/22
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Item 1.
Library Board Minutes XX-XX-20XX
Page 1 of 2
LIBRARY BOARD
MEETING MINUTES
SEPTEMBER 28, 2022, 7:00 PM
LIBRARY BOARD REGULAR MEETING
LIBRARY BUILDING - 501 BOLIVER STREET, SANGER, TEXAS
CALL THE REGULAR MEETING TO ORDER AND ESTABLISH A QUORUM
Board Chair Rodgers called the meeting to order at 7:21 p.m.
COUNCILMEMBERS PRESENT
Board Member, Place 1 Vacant
Board Member Chair, Place 3 Judith Rodgers
Board Member, Place 4 Libby Dorn
Board Member, Place 5 Erica Kaufman
BOARD MEMBERS ABSENT
Board Member, Place 2 Suzanne Sellers
STAFF MEMBERS PRESENT:
Audrey Toll, Librarian
CITIZENS COMMENTS
No one addressed the Board.
CONSENT AGENDA
1. Approval of the minutes of July 28, 2022 meeting
2. Director’s Report
Librarian Tolle provided an overview of the Director’s Report.
Discussion ensued regarding the status of the new hire search and the salary survey
increasing pay to $15.00 per hour effective October 1st. Also, there is a need to spend
money from flooding by the end of the fiscal year. A generator request was not
approved but insulation was added, and pipes were wrapped to prevent future
flooding from frozen pipes.
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Item 1.
Library Board Minutes XX-XX-20XX
Page 2 of 2
Motion to approve made by Board Member Kaufman, Seconded by Board Member
Dorn.
Voting Yea: Board Member Rogers. Motion passed unanimously.
ACTION ITEMS
3. Consider, nominate and appoint a board secretary
Librarian Tolle provided an overview of the item.
Discussion ensued regarding appointing Erica Kaufman as secretary.
Motion to approve made by Board Member Dorn, Seconded by Board Member
Kaufman.
Voting Yea: Board Member Rogers. Motion passed unanimously.
4. Consideration and possible action on draft of Proposal for use of building adjacent to
library (311 5th St.)
Librarian Tolle provided an overview of the item.
Discussion ensued regarding needs and associated costs of making the building
functional as storage for “Library of Things” materials and as a location for Friends of
The Library receiving and hosting of book sale items. The board discussed what
portions of the costs would be appropriate for the Friends to contribute and what
signage would be needed.
Motion to approve made by Board Member Dorn, Seconded by Board Member
Kaufman.
Voting Yea: Board Member Rogers.
Motion passed unanimously.
FUTURE AGENDA ITEMS
No additional discussion.
INFORMATIONAL ITEMS
No additional discussion.
ADJOURN
There being no further business, Chair Rodgers adjourned the meeting at 8:00 p.m.
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Item 1.
LIBRARY BOARD COMMUNICATION
DATE: January 25, 2023
FROM: Audrey Tolle, Library Director
AGENDA ITEM: Director’s Report
SUMMARY:
A fall gardening program for adults was given by Denton County Master Gardener Cheryl Huckabee
on 10/21. Twelve adults attended and learned about planting flowering bulbs for spring as well as
cool season annual plants. Participants received daffodil bulbs to take home and plant.
Library staff gave an unusual program for adults on 11/7, “Instant Pot Hacks for Skin Care.” Six
participants learned how to make lotion bars and lip balm, using Instant Pots for part of the
process.
The November Crafternoon program on the 17th had high attendance, with 14 children and 5 adults
participating. The craft was making turkeys with pine cones, feathers and other decorations.
Most of our holiday programs were well-attended, particularly the reading and crafts with Mrs.
Claus. MaDonna gave the Chamber of Commerce’s Storytime with Mrs. Claus at the Grace Bible
Church, and 61 people attended. The Crafts with Mrs. Claus was held in the library on 12/13, after
Christmas on the Square was cancelled. The latter program received more promotion from the
city’s marketing director than our regular programs, but the majority of our children’s craft activities
in November and December still had good participation.
The 9 new mobile Hotspot devices available for check out were promoted in the Sanger News and
the Sanger Sentinel, as well as social media in November. The pre-Thanksgiving Facebook post
reached over 1,300 users. There have been 16 circulations to-date, and we expect an increase as
more people learn about this service.
“Operation Santa Paws” was carried out in December, encouraging the community to bring in pet
supplies and food for the animal shelter in Pilot Point, Miles of Hope. Several boxes of donations
were collected.
Much of this month has been spent preparing for our migration from the Evergreen ILS to Apollo.
In addition to Laura’s many hours of work coordinating with the two companies and the consortium
libraries, the rest of the library staff has been getting acquainted with the new system. On January
12th, all of the consortium libraries closed for all-day training on Apollo at the Krum library. We will
be going live with the new system the week of January 30th.
FISCAL INFORMATION:
Budgeted: N/A Amount: N/A GL Account: N/A
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Item 2.
RECOMMENDED MOTION OR ACTION:
Staff recommends approval of this report.
ATTACHMENTS:
None
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Item 2.
LIBRARY BOARD COMMUNICATION
DATE: January 25, 2023
FROM: Audrey Tolle, Library Director
AGENDA ITEM: Consideration and possible action on Emergency Procedures and Preventative
Measures for the Library.
SUMMARY:
Emergency Procedures were adopted in 2012 that included fire, severe weather, and bomb threats.
Procedures for how to shut off the fire sprinkler system in an emergency and general precautions
to take for freezing temperatures were created in 2015-2016, after a pipe burst due to freezing
temperatures the previous year.
After another sprinkler pipe burst in 2021, some additional precautions were taken, including
wrapping the pipes with foam and adding traditional fiberglass insulation. With an awareness of the
building’s shortcomings, including a lack of heat in the attic where the sprinkler pipes are located,
the Library Director was concerned that these measures would not be sufficient in extremely cold
weather. She requested that the sprinkler system be drained before the last hard freeze in
December 2022 and agreed to conduct the required 24 hour fire watch until it was turned back on
two days later.
The attached document includes both general emergency procedures and recommendations on
additional precautions to prevent another severely damaging incident due to burst sprinkler pipes.
FISCAL INFORMATION:
Budgeted: N/A Amount: N/A GL Account: N/A
RECOMMENDED MOTION OR ACTION:
Staff recommends approval of this document.
ATTACHMENTS:
Sanger Public Library’s Emergency Procedures and Recommendations on Preventative Measures
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Item 3.
SANGER PUBLIC LIBRARY EMERGENCY PROCEDURES
From 2012:
PROCEDURE IN CASE OF FIRE
Call 911. Keep calm.
Notify patrons as quickly as possible.
Staff will search diligently whenever possible to ensure that no patron has been overlooked.
Patrons and staff will leave by the nearest exit. Staff will gather in the park at the stone wall
closest to the library where they will confer to determine if the whole library was searched.
SEVERE WEATHER PROCEDURE
TORNADOES, LIGHTNING, HAIL, HIGH WIND
Keep calm.
Use common sense and observation to supplement official warnings and/or radio or TV
announcements.
When action is necessary:
1. Move people away from windows.
2. Move to the janitor’s closet or the men’s bathroom if conditions warrant.
3. Encourage people to remain in the building.
4. Do not use telephones in a lightning storm unless absolutely necessary.
If patrons are not cooperative, staff may take shelter after explaining to the patron where shelter
is to be found.
BOMB THREATS BY PHONE
Keep the caller on the line as long as possible. Use the questions on the checklist to engage the
caller in conversation. Ask another staff person to call 911 on the other line.
As soon as the call ends, press *57 and then 1 to trace the call.
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Item 3.
If the decision is made to evacuate the building, all staff will help to notify library users. They
should inform library users to:
Turn off cell phones and pagers
Do not touch light switches, computers, copiers; leave them as found
Proceed out the front door or closest exit.
Sanger Library’s Fire Alarm Sprinkler System
(From 2015-16)
Emergency Shut-Off Directions:
In the event of a leaking or bursting sprinkler pipe, this action should be taken to
minimize flooding. The Fire Department and the city’s administration need to be
notified, and it should only be done if there are definite signs that the system has
been compromised (including water coming from the ceiling that doesn’t appear
to be caused by rain water/leaking roof),
- Control valves are located in exterior storage closet outside the back door
(near kitchen area). They are attached to the exposed pipes running along
the wall on right as you enter closet.
- Turn off the large red valve with a sign labeled “Main Control” hanging
from a chain next to it (below the two smaller red ones). It will only turn
one way. As it’s turned, the orange piece of metal below it should move
into a horizontal position.
- After shutting it off, drain the system by turning the green valve on the
left side (turning it toward same wall to which pipes are attached).
- The alarm panel (red box on wall to the right) should begin beeping. It can
be temporarily silenced by pressing the Silence button.
(continued on next page)
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Item 3.
(Jan. 2023)
Preventative Action:
If very cold temperatures are forecasted (in the 20’s or below for more than a few
hours, or just below freezing for more than 24-48 hours), draining the fire
sprinkler system should be considered until additional measures are taken to
ensure the attic space is sufficiently heated.
The city’s administration (City Manager or acting CM, Parks/Facilities Director,
and Fire Marshall) should be consulted. If the system is drained/disabled, at the
time of this policy revision a 24x7 Fire Watch is required. Unless otherwise
stipulated, the Library Director and library staff are responsible for conducting
such a fire watch. The Fire Department provides fire watch worksheets, which
include the following requirements:
- A complete walk-through of the building (if system completely disabled)
every hour, 24 hours/day, or for the duration of the impaired system.
- The worksheet/s must be signed every hour and any unusual findings
noted. The worksheets must be available for review if/when requested.
- Staff must be solely dedicated to the fire watch and no other facilities-
related activities should be assigned or performed.
- If fire or smoke is noted, call 911 and report the location.
Since some water remains in the system, there is still a risk of a pipe bursting
when the system is turned back on. It is important to allow sufficient thawing
time after the temperature is above freezing, and that it be turned on slowly. The
Fire Department should be called and asked to perform this action.
* Covering the shelves with plastic sheets is another precaution to be taken,
particularly those in the north half of the building (children’s, juvenile, YA, and
nonfiction). If we are unable to disable the system and do a fire watch, there is
even more reason to take this action to protect the books from possible water
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Item 3.
damage. The sheets are stored in a plastic tote and kept in the outside electrical
closet. Since there is some variation in their size, each is labeled with the
particular shelves for which they have been used. Some will need to be taped at
the ends.
Note: Based on our experience in December 2022, the attic reached a
temperature very close to the outdoor temperature in less than 24 hours of
extreme cold (readings were in the single digits the first night, particularly in
north end of the building, where sprinkler pipes have burst in the past). The
Library Director used a laser temperature gun to monitor the attic during the fire
watch and observed the temperature slowly increasing as outdoor conditions
improved. It would be beneficial to continue to use such a device in similar
situations in the future.
Other background information:
- After the flooding in February 2021, the Public Works Director hired a local
business that performs various jobs for the City to wrap the sprinkler pipes
with thin foam insulation. They did not provide details such as the “R” value of
this material, but it is unlikely to prevent sprinkler pipes from freezing in
extreme conditions.
- Fiberglass insulation was added to the floor of the attic in 2022.
- At the Library Director’s initiative, approximately half of the building’s soffit
vents outside were covered with metal plates in Dec. 2023 to prevent at least
some of the cold north wind from coming into the attic.
* Note: These covers will need to be removed before summer to allow for more
ventilation.
- In January 2023, the Parks & Facilities Director and Library Director met with
the owner of Underwood Heating about a possible solution. He recommended
removal of the fiberglass insulation and that spray foam insulation be added
under the roof so that the entire space is “conditioned,” with heat rising from
below. The cost will be significantly more (possibly $15,000), but should solve
the problem – barring a lengthy power outage.
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Item 3.
Other Precautions to Prevent Pipe Freezes:
(2015-2016)
- Thermostats should be adjusted to a warmer setting (including the
programming for nights & early mornings). All thermostats should be
checked and reprogrammed if needed.
- Lower the pull-down ladders in the craft closet and janitor’s closet to let
additional warm air enter the attic.
- Let faucets drip and open cabinets under sinks.
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Item 3.