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Home My WebLink AboutLB Minutes: 06/21/18LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, JUNE 21 2018 CALL TO ORDER — Chair Elizabeth Renfrew called the meeting to order at 4:31 p.m. in the Library Conference room. PLEDGE OF ALLEGIANCE — Trustee Barbara Delphey ROLL CALL: Trustees Barbara Delphey, Janet HasBrouck, Elizabeth Renfrew, and Alice Wang; Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Managers Roger Hiles and Pat Smith. ABSENT — Trustee Joanna Liang op REPORTS FROM LIBRARY TRUSTEES / LIAISONS Trustee HasBrouck reported that she enjoyed the Board field trip to the Glendale Library, but appreciates the warmer feeling here. Chair Renfrew announced that the Friends Bookstore had experimented with special night hours on Tuesday and had sold $37 worth of books. She also reported that she attended and enjoyed the June 9 Jazz concert. Chair Renfrew added that she likes the new posters on display in the Community Learning Center. Trustee Delphey said that she attended the Museum's program on the history of Chinese -Americans in the San Gabriel Valley, and enjoyed it. Trustee Wang reported that she attended Mayor Sho Tay's multicultural foods celebration at the Masonic Temple, and was happy to see the large turn -out. There was a discussion about availability to attend the Regular Board meeting in July, and a motion was made to reschedule the July 19, 2018 Regular Meeting to July 12, 2018. The motion was moved by Trustee HasBrouck, seconded by Trustee Wang, and carried on a voice vote. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, and Wang NOES: None ABSENT: Trustee Liang REPORTS FROM THE DIRECTOR Field Trip: Director Bradley stated that it is helpful for the Board to see other libraries, and added that the Board could visit more than one per year if they decided to do so. Trustee HasBrouck said that she wanted to visit the Obama Library in Long Beach. Director's Update: Director Bradley announced the City Council had selected new Board members and commissioners for the year, and that a new Library Board member, Miriam Carter, would be starting in July. Contract Services: Director Bradley stated that the Library had completed a number of new professional service agreements for some key services the Library uses, and that these included material recovery services through Unique Management Services, public computer and print management, and copy services from West Coast Copy/Ventura Business Systems, security guard services through Security Patrol, Inc., support and maintenance for the library automation system with ByWater Solutions, Inc., and periodical subscription services with EBSCO, Inc. Manager Hiles added that these are multiyear contracts that all happened to need renewal, this same year. New Services: Director Bradley noted that the new free holds system had been in place for a month and usage is up. Manager Hiles noted that staff in Account Services and Information S'ervices have worked hard for months to put the new system in place. Passport Services Update: Director Bradley introduced Manager Smith, who stated that passport business remains strong, and 190 passport requests were processed in May. Updates from Staff/Grant Updates: Director Bradley stated that thanks to a grant from the State, a facilitated Conversation about Art and Culture in Arcadia event had been held on June 15, and was successful and well attended. She is working on the follow-up for the event. Manager Smith reported that she was able to attend training about "open data" thanks to another State grant, and that she would be presenting learning labs for the public about it in July. She explained that open data is information (usually from governments) that is exposed to the internet in a structured way so that it can be studied and analyzed by the public. Director Bradley reported that the Library had received two digital storytelling stations and a 3D scanner as part of the State's Innovation Station grant. Manager Hiles reported that staff has been attending meetings about the State's Student Library Card initiative, and that work would continue. Finally, Director Bradley announced that the contract for materials vendor services would go before the City Council on July 3, following the completion of a Request for Proposal process. Staff Update: Director Bradley stated that the Library Technician recruitments for Account Services are taking longer than usual because a written test is being added to the process. She reported that interviews for the part-time Librarian position would start soon. Policy Manual: Director Bradley stated that the annual review of the Library's policy manual would be coming up at the September Board meeting, and that Trustees should prepare for it. Library Strategic Plan: Director Bradley reported that the Library's Strategic Plan needs to be updated or replaced soon, and asked Board members to consider what they would like to do in time for the September Board meeting. City's International Language Policy: Director Bradley introduced Manager Hiles to report on the City's new Language Access Services initiative. He reported that the City will be providing additional translation services for both written and spoken information for the leading non- English languages spoken in Arcadia. As part of this, the City has contracted for translation services that City departments, such as the Library, can use to help reach the public. The City is also recruiting volunteers to assist with translations as well. Monthly Report Statistics: May 2018: Chair Renfrew noted that class visits were up. Monthly Report Narrative: May 2018: Chair Renfrew commended Senior Library Technician Vallejo's work to find a practical and economical solution to the equipment problem described in the report. Trustee HasBrouck commented that the Kanopy streaming video service looked good. Financial Report: April 2018: Chair Renfrew noted that finances were in good shape for this time of year. Director Bradley reported that Building and Grounds expenses were higher than planned in the budget because contracts had gone out to bid after work on the budget had been completed. Gilb Museum of Arcadia Heritage: Director Bradley reported that there would be a coffee talk about military veteran and veteran educator Dr. Richard Cordano on June 30. She also noted that there had been a reception for the annual juried photography contest on June 16, and that the exhibition will be up through September 1. Calendars, Flyers, Historical Picture Chair Renfrew noted that the lawn bowling photograph looked interesting. Manager Smith noted that the English Conversation Class would be starting up on August 20 this year. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of May 17, 201 Recommended action: Approve I The motion to approve the minutes was moved by Trustee HasBrouck, seconded b Trustee Delphey, and carried on a voice vote. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, and Wang NOES: None ABSENT: Trustee Liang b. Approve the Special Meeting Minutes of May 251,2018 Recommended action: Approve The motion to approve the minutes was moved by Trustee Delphey, seconded by Trustee HasBrouck, and carried on a voice vote. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, and Wang NOES: None ABSENT: Trustee Liang c. Approve the Cancellation of the Library Board Meeting of August 16, 2018 Recommended action: Approve The motion to approve cancellation of the regular August meeting was moved by Trustee Delphey, seconded by Trustee Wang, and carried on a voice vote. AYES: Chair Renfrew, Trustees Delphey, HasBrouck, and Wang NOES: None ABSENT: Trustee Liang ADJOURNMENT Chair Renfrew adjourned this meeting at 6:00 p.m. to Thursday, July 12 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: Elizabeth Renfrew', C n., Darlene Bradley, Secretary -II/ Minutes prepared by: Roger Hiles