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HomeMy WebLinkAboutLB Minutes: 02/20/18CALL TO ORDER — Chair Elizabeth Renfrew called the meeting to order at 4:31 p.m. in the Library Conference room. J ROLL CALL: Trustees Miriam Carter, Barbara Delphey, Janet HasBrouck, Elizabeth Renfrew, and Alice Wang; Mayor Sho Tay (City Council Liaison); Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Managers Roger Hiles and Pat Smith. 61K all-, jqu 61" ki j A� 12110 k &M REPORTS FROM LIBRARY TRUSTEES / LIAISONS Trustee Wang reported that she would be unable to attend the October Board Meeting and requested that her absence be excused. The motion to approve the absence of Alice Wang from the October 18 meeting of the Library Board was made by Trustee HasBrouck, seconded by Trustee Carter, and carried on a voice vote. AYES: Chair Renfrew, Trustees Carter, Delphey, HasBrouck, and Wang NOES: None ABSENT: None Trustee Carter noted that the Monrovia Public Library sends unwanted books to a personal friend who supplies books to soldiers stationed overseas. She wondered if the Friends of the Arcadia Library could do the same, and will pass on her friend's contact information to Director Bradley, who will in turn pass it on to the Arcadia Friends. Trustee Delphey announced that Chair Renfrew is the new Friends Membership Co -Chair, and also that water bill donations have been coming in to the Friends. She also reported that the Friends will be sponsoring two more Paul Stein concerts, with dates to -be -determined. The Friends annual book sale will be held October 8-18. Trustee Delphey added that the Friends need more volunteer book sorters, as well as additional volunteers for the Book Store. Trustee Wang reported the City of Arcadia and the Arcadia Chinese Association were sponsoring a Moon Festival on September 29. The Library will have a booth at the event. Mayor Tay reported on the upcoming Moon Festival as well, and also noted that the Arcadia "Coffee with a Cop" program would be on October 3, and the Police Department's Safety and Security Expo would be held on October 17. He also stated that the City had sent out a mailer to residents describing the City's Historic Preservation Ordinance. I REPORTS FROM THE DIRECTOR Announcements/Statements/Reports a. Director's Update: Director Bradley announced that the annual Library staff holiday breakfast would be on December 11. She reported being an invited guest at a meeting of the Arcadia Historical Society, and also that she attended an Arcadia historical marker dedication at the Arboretum. b. Monthly Report Statistics: July and August 2018: Chair Renfrew noted that a corrected page had been distributed to correct for a typo in the August report. The number of cataloged materials is 1,304, not 304, as initially reported. Director Bradley reported that the fines and fees numbers for August were much lower than the year before because last year notices from our email server were temporarily blocked by several anti -spam services, which caused a spike in overdue fines. Many patrons do not 'open our email notices because the subject line already tells them they have a book due, or overdue. A lot of unopened emails being sent in batches can look like a sign of spam to an automated anti -spam service. Director Bradley also noted that the large gift of $12,000 in August was the annual gift from the Friends of the Library to pay for the Library's share of the BrainFuse homework help service shared with the Arcadia School District. c. Monthly Report Narrative: July and August 2018: Chair Renfrew commented that the Teen Tech program looked interesting. Director Bradley asked Manager Hiles to report further on the Arcadia Student Success initiative program, and he reported that technical testing is underway to explore how student data can be shared with the school district as part of the program to set up library accounts for every district sixth grader. Trustee Delphey asked about the state of the building's air handling system since the events described in the report, and Director Bradley reported that a $15,000 replacement part was still being sought for the 1972 -era system, but in the meantime, only two of the compressors are working. d. Preliminary Year -End Financial Report: 2017/2018: Director Bradley reported that the Department's budget had been 94.35% spent for the year. Building repairs were higher than expected, but spending on salaries was down thanks to a higher staff vacancy rate. e. Arcadia Public Library Annual Report 2017/2018: Chair Renfrew commented that it was fun to look at. f. Trust Fund 2017/2018: Director Bradley reported that since the Arcadia Library Foundation disbanded 'and the State of California discontinued most state funding for public libraries, the Trust funds from the Friends of the Library represent our only remaining trust funds. She noted that the funds would be used for Children's and Teen programming, and to supplement the collection budget. Director Bradley added that she had set aside $500 for innovative projects. g. Staff Reports to the City Council: Several Trustees noted their thanks to the Friends of the Library for their gift of $40,000 for programs, collections and services, and $12,000 for the Library's share of the BrainFuse online homework help subscription. h. Policy Manual: Director Bradley reported that the proposed revisions included some, clarifications, such as the Service Animal policy, and some additions that reflected the new procedures for some added services, such as the 3D printing service. Trustee HasBrouck noted that the revisions looked good, and Chair Renfrew stated that they seemed reasonable. The motion to approve the Policy Manual as amended was made by Trustee HasBrouck, seconded by Trustee Carter, and carried on a voice vote. AYES: Chair Renfrew, Trustees Carter, Delphey, HasBrouck, and Wang NOES: None ABSENT: None i. Strategic Plan: Director Bradley announced that staff suggestions for the Strategic Plan would be presented next month. I j. Gilb Museum of Arcadia Heritage: Director Bradley reported that a Coffee Talk with Ed Anderson would be held on September 29. The Arcadia Historical Society will be sponsoring a pizza party at the museum following the program. Director Bradley added that Lines in Arcadia: the Photography of Jenny Funa: would be on display at the museum from September 15 through December 29. k. -o. Calendars, Flyers, Historical Picture There was a discussion about the location of the Westerner Inn shown in the historic photograph. Trustee Carter stated it was east of Santa Anita Park. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of July 12, 201- -8 Recommended action: Approve The motion to approve the minutes was moved by Trustee Delphey, seconded by Trustee Wan and carried on a voice vote. I AYES: Chair Renfrew, Trustees Carter, Delphey, HasBrouck, and Wang NOES: None ABSENT: None ADJOURNMENT Chair Renfrew adjourned this meeting at 5:48 p.m. to Thursday, October 18, 2018 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: Elizabpt k' ,�,Renfrew, Chair "N N Darlene Bradley, Secretary Minutes prepared by: Roger Hiles