HomeMy WebLinkAboutLB Minutes: 09/15/2016 LIBRARY BOARD OF TRUSTEES
REGULAR MEETING MINUTES
THURSDAY, SEPTEMBER 15, 2016
CALL TO ORDER — Chair Janet HasBrouck called the meeting to order at 4:33 p.m. in the
Library Conference room.
PLEDGE OF ALLEGIANCE — Library Trustee Renfrew
ROLL CALL: Trustees Janet HasBrouck, Barbara Delphey, Joanna Liang, and Elizabeth
Renfrew; Director of Library & Museum Services Mary Beth Hayes (Secretary);
Library Services Managers Darlene Bradley and Roger Hiles.
ABSENT: Trustee Alice Wang
PUBLIC COMMENTS — None
REPORTS FROM LIBRARY TRUSTEES / LIAISONS
Trustee Delphey reported that the Arcadia Public Library Foundation has officially been
dissolved and their remaining funds were transferred to the Friends of the Arcadia Public
Library. The Friends hosted an Ice Cream Social to honor Library volunteers, breaking from
their luncheon tradition due to declining Book Store revenue. Children's Services gave a
presentation on the Summer Reading Program at the Friends Board meeting. Trustee Liang
announced that she will be absent for the next Library Board meeting. Council Liaison
Amundsen updated the Board on various activities within the City including Zoning Codes, water
reduction, Taste of Arcadia, proposed ordinances, and the Arcadia Public Library receiving Gold
in the Beacon Media's Best Library category.
REPORTS FROM THE DIRECTOR
Director Hayes reported that LSM Hiles and Bradley will be staffing a table at the Taste of
Arcadia event. She also reported that a number of staff have been getting bug bites recently. It
is unclear what exactly is biting them but it is being documented and administration is working
with Human Resources, Public Works, and Pest Control. Administration is very aware of the
situation and is taking it very seriously.
Succession Planning
Director Hayes reported that the Library Board met in closed session in August to talk with
Human Resources about the director recruitment process. The position opened September 1,
2016 and will close on October 31, 2016. The position was widely advertised including CLA,
ALA, SCLC, Jobs Available, USC, UCLA, in addition to other venues. To date, there are nine
applicants. The Board approved a closed session on October 20, 2016 at 4:00 p.m. to talk
more specifically about the interview panel.
Monthly Report Statistics: July 2016 and August 2016
Chair HasBrouck noted that the statistics are down in July and up in August.
Monthly Report Narrative: July/August 2016
Chair HasBrouck asked about the technology upgrade. LSM Hiles reported that the Library has
received the new computers and that there is a new manager from the I.T. vendor so tickets
have been submitted for the upgrades. Director Hayes reported that a server needs to be
upgraded first. Director Hayes reported that there were no financial reports for the new fiscal
year yet.
Policy Manual Review
Director Hayes asked the Board how they would like to proceed and it was agreed to review and
approve everything at one time. Trustee Renfrew asked what people ask for through Interlibrary
Loan and Director Hayes stated that it oftentimes are items that the Library doesn't own or are
only available at a university library, out of state, or even only at Library of Congress. The
Library also loans out items as a universal lending library. The Interlibrary Loan Policy content
has no significant change, only some of the language has been cleaned up. The Information
and Materials Management Division also cleaned up some language regarding Technical
Services. They no longer check in Government Documents although we are still a U.S.
Government Depository. Circulation Services policy language now reflects "account" as the
library is moving forward to online payment systems and apps in which a patron has an
"account", not just a card. LSM Hiles also noted that the proposal to raise the fines and fees limit
to $10.00 before a stop is placed on an account would result in fewer but larger transactions at
the front desk and may save some money in credit card transaction fees. Trustee Renfrew
wanted to make sure that with a Student Account, students could still get library cards. Trustee
HasBrouck commented on replacement items and thought that was a good idea because it is
difficult to get the exact item to replace the damaged or lost item. Director Hayes introduced the
Programming Policy as a new policy. LSM Bradley noted that this does not replace other
policies such as the Auditorium policy. Director Hayes also asked the Board if they would
consider approval of updating some of the pages within the Policy Manual to reflect the Library's
new website, replace "phone tree" to "general information" and take out Foundation as a support
organization. For the Standards of Behavior, she also asked the Board for approval to replace
"cell phone" with "mobile devices".
Approved changes to the Library Policy Manual as discussed above was moved by Trustee
Delphey and seconded by Trustee Renfrew, and carried on a voice vote.
AYES: Trustees HasBrouck, Delphey, Liang, and Renfrew
NOES: None
ABSENT: Trustee Wang
Director Hayes stated that new Policy Manual pages will be distributed to all of the Trustees at
the next meeting.
Staff Update: Director Hayes reported that longtime employee Hripsime Pilavjian has retired
after many years of service. LSM Hiles reported that Denise Tang has taken this position. She
comes back to Circulation Services after a brief stint in Technical Services. Denise's position in
Technical Services has been filled by Cliff Ignacio, part-time Technician in Children's Services.
Both staff members began their new duties on Sept. 6, 2016. LSM Bradley reported that
Children's Services is down two part-time Library Technicians and the full time Library
Technician is on maternity leave, leaving only Petra Morris and Michele Krueper as current
permanent staff. To cover the hours, substitutes have been brought in during this interim. The
recruitment for the Library Technician position is underway and should close in a couple more
weeks.
Gilb Museum of Arcadia Heritage: Director Hayes reported that the Museum Education
Center has been renamed the Floretta K. Lauber Museum Education Center so staff is working,
on changing the website, publicity, and business cards. The Museum will be celebrating its 15t
Anniversary on October 16, 2016. This will be the Museum Foundation's yearly fundraiser. In
addition, the Museum Lunchtime Talk will recognize Ms. Lauber and host a special open house
on October 20, 2016.
Board Photo: This will be rescheduled for November as Trustee Wang is not present today and
Trustee Liang will not be at the October meeting.
CONSENT CALENDAR
a. Approve the Regular Meeting Minutes of July 21, 2016
Recommended action: Approve
b. Approve December and January holiday schedules
Saturday, December 24 and Saturday, December 31; Close Library at noon
Monday, December 26 and Monday, January 2: Library closed
Recommended action: Approve
Approval of Consent Calendar Item "a" and "b" was moved by Trustee Liang, seconded by
Trustee Delphey, and carried on a voice vote.
AYES: Trustees HasBrouck, Delphey, Liang, and Renfrew.
NOES: None
ABSENT: Trustee Wang
ADJOURNMENT
Chair Janet HasBrouck adjourned this meeting at 5:40 p.m. to Thursday, October 20, 2016 at
4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia.
Approved:
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Jan-/HasBrouck, Chairperson Mary Bet 4 ayes, Secretary
Minutes prepared by: Darlene Bradley