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Home My WebLink AboutLB Minutes: 04/19/18LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, APRIL 19,2018 CALL TO ORDER — Chair Elizabeth Renfrew called the meeting to order at 4:30 p.m., in the Library Conference room. PLEDGE OF ALLEGIANCE — Trustee Janet HasBrouck. 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 Manager Roger Hiles, Library Services Manager Pat Smith. REPORTS FROM LIBRARY TRUSTEES / LIAISONS Trustee HasBrouck reported that she had attended the Technology Center ribbon cutting and thought it was fun. She added that it was nice to have it up and running, and that it and the Library in general were much improved. Chair Renfrew and Trustee Delphey were also in attendance. The City Manager, members of the Fire Department and Public Works attended as well. Trustee Delphey attended the Volunteer Brunch and noted that it was impressive to see the scope of the volunteers' activities and how vital they are. Chair Renfrew said that the breakfast was nice and that the various supervisors gave nice introductions. She also reported that the Classical Kaleidoscope Concert was nice, and she looks forward to the June Jazz concert. The Trustees commented on the annual Silver Circle event: Trustee Wang was the only trustee able to attend as the others all had commitments that evening. Trustee HasBrouck noted that scheduling the event during Spring Break was a problem; Library Services Manager Smith agreed to pass that comment on. Chair Renfrew expressed amazement at how much City volunteers contribute when translated into staff hours. Trustee Delphey raised the issue of problems in the public parking lot; Director Bradley said she would ask the Police Chief if the VIPS would be able to help out. Chair Renfrew reported that the Friends of the Arcadia Public Library earned $800 through their recent sale. She also thanked Library Services Manager Hiles for the new signage he created for the Book Store. Director's Update: Director Bradley reported on the events commemorating National Library Week, including the ribbon cutting for the new Technology Center, the Volunteer Breakfast, and Library Workers Day. She also reported that the furniture for the Silent Room would be arriving the next week: the room will be closed for the installation. There will be a free mulch giveaway in the parking lot at the end of the month. She reminded the Board members that the City Council installation would be held on April 24, starting at 6 pm, and that reservations were necessary. She also reported on the Community Conversation Grant on Arts and Culture: the Library has partnered with the Arcadia Performing Arts Center and will help host a directed community conversation following the upcoming Vicki Lawrence performance in mid-May. She thanked the Arcadia Chinese Association for their support of the upcoming Law Day. Applications for positions on City Boards and Commissions are being accepted. She announced that the Budget Study Session will be held on May 15, from 4-7 pm, and, if not completed at that time, will resume on May 29. Monthly Report Statistics (...are 018): Director Bradley updated the Commission on the gate count and observed that the Library is at capacity in many ways. Express check-outs are low because of technical problems that were fixed in March. Monthly Report Narrative (March 2018): Chair Renfrew noted that Passport Services are doing well; she also observed that teens are energizing the Library. Director Bradley reported on Children's Bilingual Storytime, which is led by staff and a volunteer. She also reported on the City's Homelessness task force, which is led by Recreation; Librarian Melissa Camaiore represents the Library. She also reviewed the renovation of the garden outside the Silent Room, an Eagle Scout project: the Library is frequently approached by Eagle Scouts looking for projects. He will be honored by City Council on May 1. Financial Report (February 2018): Director Bradley reported that we are on track with spending for this fiscal year: we are currently at 66% overall. Building and maintenance costs have been high because of a broken window last fall, otherwise CIP is at 73-82% largely due to Technology Center remodeling. The Silent Room project will complete spending for the year. Budget Update: The Operating and Capital Improvement Project budgets, as well as an updated Work Plan, have been presented. Director Bradley reviewed goals and upcoming projects. Library staff will be working on a new Strategic Plan and updating the organizational chart. Trustee HasBrouck asked about the upcoming increase in the minimum wage: Director Bradley explained that this will be incorporated into the budget. Reserve Items: Director Bradley reported that the long-standing goal of eliminating fees for placing books on hold is being implemented. The $1.00 fee created a barrier for children and teens and did not raise significant revenues. Library Services Manager Hiles reported that the new system which incorporates self-service pick-up of materials and initially limits customers to five holds is being tested. Passport Services: Library Services Manager Smith reported that in its first complete month, Passport Services grossed $3,400. Hours are being added, and the State Department's executive fee has been raised to $35, which should increase the Library's revenue. Staff Update: Account Services' full-time Tech Specialist position has been opened and will close in three weeks. The part-time Librarian position in Adult Services opens next. The Library is looking for flexible staff who can be trained to work in different departments and who have good customer -service skills. Virtual Library: Adult Services' Principal Library Danielle Guerrero gave a brief presentation on the Library's databases and electronic resources. She discussed marketing, the use of social media to promote resources, and the on-going rebranding of the Library. She focused on Mango Languages, a new online resource for learning international languages. Field Trip: The Board chose the Glendale Central Library as its first choice for its annual field trip for May 25, preferably leaving Arcadia Public Library at 9 am. Director Bradley will contact Glendale to arrange a tour, followed by lunch. Gilb Museum of Arcadia Heritage: Director Bradley reported that the opening of the Sid Bingham art display attracted 67 attendees. She also announced the upcoming Spring Soiree on April 28; the Spring Symposium on May 5, which features the 1 00th Anniversary of the Ross Field Balloon School; and the annual photography contest. Calendar of Activities in Children's Services, March 2018/April 2018: Online registration for the Summer Reading Program, Summer at Your Library, begins on May 26. Adult and Children's Services will present the program to the Board at the May meeting. Flyers/Articies/Attachments/HistoricaI Picture: Computer Learning Lab Classes and the upcoming summer 3D Design and Open Data classes were introduced. Arcadia History Room Featured Historical Picture featured the Ross Balloon School. a. Approve the Reg,,,u,.Iar Meeting Minutes of March 15 1-21 Recommended action: Approve. The motion was moved by Trustee Delphey, seconded by Trustee HasBrouck, and carried on a voice vote. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, Liang, and Wang NOES: None ADJOURNMENT Chair Renfrew adjourned this meeting at 6:01 pm to Thursday, May 17, 2018 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: ElizajYeth Renfrew, Chat D5-rlene Bradley, Secretary Minutes prepared by: Pat Smith