Loading...
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: r � M. Jan-/HasBrouck, Chairperson Mary Bet 4 ayes, Secretary Minutes prepared by: Darlene Bradley