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HomeMy WebLinkAboutLB Minutes: 09/21/17CALL TO ORDER — Chair Elizabeth Renfrew called the meeting to order at 4:32 p.m. in the Library Conference room. MOTION TO AMEND AGENDA: Alice Wang is Chair Pro -Tempore, Barbara Delphey is a Trustee. It was carried on a voice vote. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, Liang, Wang NOES: None ROLL CALL: Chair Elizabeth Renfrew, Trustees Barbara Delphey, Janet HasBrouck, Joanna Liang, and Alice Wang; Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Managers Roger Hiles and Pat Smith. X, • REPORTS FROM LIBRARY TRUSTEES / LIAISONS Trustee Delphey reported that the Friends met earlier in the month. The Vice President position is vacant and they are looking for a replacement. The Membership Chair has other commitments that will decrease her availability; they are looking for a replacement. President of the Friends, Anne Joseph, is trying to connect with Paul Stein, of the Pasadena Symphony, to schedule a concert in the spring. Library Director Bradley said that Yvonne Ng, a staff Librarian, is working with Mr. Stein to schedule a concert. Trustee HasBrouck reported that her father passed away in July at 94 years of age. He was a long-time Arcadia resident who arrived here in 1933. He was the author of a chapter on attending school in Arcadia for Arcadia Visions. Chair Renfrew reported that a bookstore volunteer had reported that a customer had made her uneasy. She added that the bookstore should have a sign directing volunteers where to call for help. Director Bradly suggested volunteers come to the Account Services desk for help, and agreed to provide a sign with a telephone number to the manager of the bookstore at their next meeting. REPORTS FROM THE DIRECTOR Announcements/Statements/Reports a. Facilities Update: Director Bradley reported that new carpet has been installed in the public areas and staff is currently working on the Technology Center upgrade. The pre - construction meeting will take place in October. Two windows were broken Friday night, September 1. The damage was discovered Saturday morning. There was no sign of entry, and we can only speculate as to what happened. The windows were boarded up by the end of the day and the, glass was replaced the week of September 11. The City is self-insured, but we are not sure who will cover the cost. b. Staff Update: Director Bradley reported we have received over 100 applications for the part-time Library Clerk I position, so the application deadline was closed early. These positions will staff the new passport service, which we hope to have up and running by November. Some applicants already have experience, so the new staff may not need much training. We will be interviewing soon. Library Services Manager Smith will oversee Passport Office. David Dolim )s last day is Friday, September 29, 2017. All the Trustees are invited to his farewell party on Wednesday, September 27, from 2-3 p.m. Librarian Danielle Guerrero will be serving as the acting Principal Librarian for Adult Services starting Monday, October 2. We hope to begin the recruitment process next month. Library Aid Myra Marquez was selected to replace Jamie Belcher as a part-time Library Technician: we are hoping to begin recruiting to fill her position soon. c. Eagle Scout Project: Director Bradley announced that an Eagle Scout named Matthew Lu approached her, with a request for a project this happens occasionally and usually involves construction, painting, and so on. She recommended restoring the garden outside the silent area. He is supposed to respond in a week. d. Board Photo- It was agreed that the Board would use the same photo as last year. e. Monthly Report Statistics (July 2017 and August 2017): Trustee HasBrouck observed that half of the books used are used in-house. f. Monthly Report Narrative (July/August 2017): Trustee HasBrouck noted she was impressed with what was accomplished over the summer. She also asked about the new Tech Center; Library Services Manager Hiles updated her. Chair Renfrew asked about curbside pick-up. Library Service Manager Hiles reported that it is not used a lot and that the pick-up point might be too far from the building. Director Bradley added she encouraged staff to come up with new ideas. Director Bradley also discussed the Enrich Arcadia social media project, and noted that one-on-one computer tutoring sign-ups start tomorrow. Chair Renfrew commented that it was nice that the Friends had given $13,000. The Director discussed transition of Foundation funds to the Friends. Trustee Delphey asked about the donations made via the City Water bills. Director Bradley also announced that the City had not compiled the end of the fiscal year numbers yet, and that the July and August figures were not available yet either. g. Streamlined Monthly Statistics: Director Bradley had planned to prepare a revised statistics report that would be easier to read and more streamlined. She will research that further and hopes to present it at the October meeting. h. Library Policy Manual Review: The Director reminded the Board that the Library Policy Manual is reviewed yearly. The staff has reviewed it and their recommendations are in the Board packet. Director Bradley went through the proposed changes and answered Board members' questions regarding changes in the requirements for new library cards, the simplified Internet policy, guidelines for donations and tax receipts, and moving furniture. There was discussion of the issue of privacy and parents' access to their children's library records. Director Bradley discussed changing the existing policy to allow patrons with fines to use the public computers: they are often the most in need of library resources to help them find jobs, social services, and so on. Approve the changes to the Library Policy Manual The motion was moved by Trustee HasBrouck, seconded by Trustee Delphey, and carried on a voice vote. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, Liang, and Wang. NOES: None i. Auditorium Use: Director Bradley stated she would like to review the Facility Use policies with the Board. She reviewed current policies, discussed a recent incident regarding the auditorium's possible use by a controversial group. She discussed the matter with the City. Manager and City Attorney: she was told that the Library did not have legal grounds to deny the request and would be vulnerable to a law suit. She approved the group's request and said that she did not anticipate problems. She discussed the American Library Association's Bill of Rights and the issues surrounding freedom of information and access. Decisions on meeting -room use can be appealed to Board, so Director Bradley wanted to review the issue with them. She suggested that we have signage saying that use of the meeting room did not indicate approval. She also explained that if someone did come to a Board meeting, they would speak during the Public Comment portion of the meeting and the Board would decide whether to add the issue to the agenda for discussion at the next meeting. The Board can give the Director direction as to future cases. j. Staff Reports to Council: Director Bradley reviewed the Staff Reports to Council regarding upcoming construction, renewal of subscriptions, security, the new Library Clerk I position, and donations from the Friends and the Community. k. Gilb Museum of Arcadia Heritage: Director Bradley discussed upcoming watercolor and photography exhibits at the Gilb Museum, as well as this fall's Coffee Talks and a program on Indian culture for children. She also reported the donation of a scrapbook covering police horses in Arcadia. I. Calendar of Activities in the Auditorium (August 2017 and September 2017): The Director reviewed the recent and upcoming programs at the Library including the English Conversation Class, the Baseball Reliquary program and exhibit, and the Hygge presentation. m. Calendar of Activities in Children's (October 2017): Director Bradley reviewed Children's Principal Librarian Morris' successful program for parents, caregivers, and educators on reading aloud, and previewed the upcoming scrapbooking program, which will be offered in partnership with the Museum. She also reported that all the storytimes and their waiting lists were full. A discussion of the Library's increased programming especially for adults and space needs followed. n. Arcadia History Room Featured Historical Photo: The Flamingo Hotel (c: 1950- 1960). The Director explained that the site in this photo is currently under construction to house a new luxury hotel. o. Flyers: Director Bradley reviewed the statistics presented on the new Library Fact Sheet, noting that over 500,000 visited the Library this past year and that online use has increased. She also discussed the flyer for the Hygge program and handed out the new RB Digital pamphlet, which describes its free online access to magazines. She presented this quarter's Computer Lab Classes flyer and noted that there are fewer classes because Principal Librarian David Dolim will no longer be here to teach them. The Summer Reading Program fact sheet was presented as well and Director Bradley reviewed this year's statistics. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of July 20, 2017 Recommended action: Approve with corrections. Corrections: Chair Renfrew adjourned the meeting. The motion was moved by Chair Renfrew, seconded by Trustee Delphey, and carried on a voice vote. Director Bradley offered to correct the Minutes and to bring the new copy for signatures. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, Liange, and Wang NOES: None b. Approve November, December, and January Holiday Schedules. January 1, 2017 was changed to January 1, 2018. Chair Bradley explained the scheduling of the Veterans' Day holiday. The motion to approve the holiday schedules was moved by Trustee HasBrouck, seconded by Trusted Delphey, and carried on a voice vote. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, Liang, and Wang NOES: None ADDITIONAL ITEMS a. December 12, from 8 a.m. to 9:30 a.m., is the Library Holiday Breakfast. The Board is invited. The Board will discuss cookies at the November meeting. b. ApproveTrustee Wang's req est to be excused from October 19 meeting to attend training Motion was moved by Trustee HasBrouck, seconded by Trustee Delphey, and carried on a voice vote. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, Liang, and Wang NOES: None ADJOURNMENT Chair Renfrew adjourned this meeting at 5:55 p.m. to Thursday, October 19, 2017 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: / '"f-f- Elizab4(h Renfrew, Chair Darlene Bradley, Secreta Minutes prepared by: Pat Smith