HomeMy WebLinkAboutLB Minutes: 07/12/18L--IBRARY BOARD OF TRUSTEES
REGULAR MEETING MINUTES
THURSDAY, JULY 123 2018
CALL TO ORDER — Chair Elizabeth Renfrew called the meeting to order at 4:32 p.m. in the
Library Conference room.
PLEDGE OF ALLEGIANCE — Trustee Janet HasBrouck
ROLL CALL - Chair Elizabeth Renfrew, Trustees Barbara Delphey, Janet HasBrouck, Miriam
Carter, and Alice Wang; Director of Library & Museum Services Darlene Bradley
(Secretary); Library Services Manager Roger Hiles, Library Services Manager Pat
Smith.
REPORTS FROM LIBRARYT USTEES / LIAISONS --Trustee HasBrouck noted that the Library
has been a fun place this summer. New Trustee Miriam Carter was welcomed and introduced.
Trustee Carter is a native Arcadian and a retired teacher with a Master's degree in Curriculum
Instruction.
ELECTION OF OFFICERS AND APPOINTMENT OF LIAISON
a. Chairperson
Chair Renfrew brought forth the election of officers asking for any nominations for Chairperson
for 2018-2019. Trustee HasBrouck nominated Chair Renfrew for a second term as Chairperson
of the Board of Trustees, and it was seconded by Trustee Wang. It was carried on a voice vote.
AYES: Chair Renfrew, Trustees Carter, Delphey, HasBrouck, and Wang
NOES: None
ABSENT: None
b. Chairperson pro tempore
Trustee HasBrouck nominated Trustee Delphey as Chair Pro Tempore of the Board of Trustees
for 2018-2019, and it was seconded by Trustee Carter. It was carried on a voice vote.
AYES: Chair Renfrew, Trustees Carter, Delphey, HasBrouck, and Wang
NOES: None
ABSENT: None
c. Liaison to the Friends of the Library
Trustee HasBrouck nominated Trustee Delphey to be the Liaison to the Friends of the Library for
20182019, and it was seconded by Trustee Wang. It was carried on a voice vote.
AYES: Chair Renfrew, Trustees Carter, Delphey, HasBrouck, and Wang
NOES: None
ABSENT: None
REPORTS FROM THE DIRECTOR
Announcements/Statements/Reports
Director's Update: Director Bradley reminded the Board of Trustees that there will be no meeting
in August. She announced that the fiscal year ended, and that the Library was wrapping up this
past year and getting ready to open the books for next year. The Community Conversation Grant
was finished and the Welcome Brochure has been updated. InMagic software will be purchased
for the Library's History Room. The Story Center has offered the Library a two-day digital
storytelling program for the public in August or September. The Library already has the necessary
equipment. The program will be limited to 20 people. The Library received a free 3D printer, which
will be added to our very popular 3D printing program. Children's Services has been offering
classes in 3D printing and design to 4th through 8th graders this summer, and Library Service
Manager Hiles taught two classes for adults. Work on replacing rotting trellis sections on the west
side of the building will begin this weekend. New carpeting will be installed in three areas. lMac
computers have been moved to the Public area. Self-service holds program is going well,
especially now that the limit has been increased from five to 10 items. Passport Services is slower
now that summer is here. Teen Tech Talks are being held in the small learning lab on Tuesday
afternoons. The Director informed the Board that she will be representing the Library at an event
at the Performing Arts Center, and that she will be away until August 6.
Staff Update: The Library is still recruiting Technicians for the open full- and part-time positions.
Human Resources is setting up the outside panel for the part-time librarian position: the first round
of interviews will be held the last week in July. Over 140 applications were received.
Library Policy Manual: The Policy Manual is a working document which is updated yearly. The
Director invited the Board to review it and provide input; Library staff will be doing so as well.
Library Strategic Plan: The Strategic Plan was last updated in 2013 and a "needs assessment
was done in 2015. Last year, the Board allowed the Library to extend it for one year. The new
strategic plan will be done in-house as there are no funds available to hire a consultant. The
Director requested that the Board review the Plan as well as talk to friends and the community.
The Library is considering holding a series of community conversations. Trustee Carter asked
about surveying Library users and the Director updated her as to the Library's surveying efforts.
Trustee HasBrouck asked about fundraising efforts and the possibility of a Foundation.
Monthly Report Statistics (June 2018): Trustee Delphey noted the number of questions asked
and Director Bradley reviewed the types of questions staff get. Chair Renfrew noted that the
number of holds are growing now that the service is free to the user. Library Services Manager
Hiles explained that staff are still trying to streamline features and that much is still being done
manually. Chair Renfrew asked about Passport Services revenues: start-up costs were significant
and the new service may not make a profit this coming fiscal year, as anticipated.
Monthly Report Narrative (June 2018): Trustee HasBrouck asked about the Open Data project
and noted the article in the August 2018 issue of ConsumerReports about Kanopy. Chair Renfrew
asked about Libby and Library Services Manager Hiles explained how it works, noting that it is a
more modern version of the Overdrive Console. She also asked about cross -training of staff and
the new English Conversation Class on reading aloud. Library Services Manager Smith gave an
update on the new class.
Director Bradley gave a brief update on the Museum, including the upcoming Arcadia at the
Movies programs; the September 29 Coffee Talk featuring Ed Anderson discussing Lucky
Baldwin, which will be followed by a pizza lunch provided by the Historical Society; the ongoing
Arcadia veterans' exhibit featuring Richard Cordano; and the recent juried photography contest
and exhibition.
Financial Report (May 2018): Director Bradley reported that invoices are still coming in and, as
a result, the June books are not closed yet: the final figures should be available for the September
meeting. The cost of building repairs, e.g. the broken window and the air-conditioning, and
equipment replacement are not under the Library's control, so the Library may be over budget.
The Library is also absorbing two increases in the minimum wage. Trustee Carter asked about
capital expenses: Director Bradley explained that the Library pays its own capital expenses,
although if something major happened (e.g., fumigation) City Council would be approached.
Repairing the roof is in this year's budget: this will cost $685,000 (a new roof would cost $1.2
million). Director Bradley noted that the City Manager will be signing all contracts over $5,000 and
updated the Board on the new public Finance Committee. The Library's budget is 6 percent of
the City's budget.
Calendar of activities in the Auditorium (July 2018): The Board reviewed upcoming events in
tie Auditorium.
Calendar of activities for Adult and Teen Services (July 2018): Director Bradley urged Board
members to attend Library events.
Calendar of activities for Children's (September 2018): Chair Renfrew discussed opening the
bookstore to coincide with the evening story times.
Flyers/Articles/Attachments: Tax Seminar for Non -Profits
Director Bradley noted that Adult Services is reaching out to the business community.
a. Approve the Regular Meeting Minutes of June 21, 2018
Recommended action: Approve as corrected. The word "to" should be deleted from "Field
Trip" under Reports from Director. In the same section, add the word "Michelle" to the name
of the branch library in Long Beach.
The motion was moved by Trustee HasBrouck, seconded by Trustee Wang, and carried on a
voice vote.
AYES: Chair Renfrew, Trustees Carter, Delphey, HasBrouck, and Wang
NOES: None
ABSENT: None
ADJOURNMENT
Chair Renfrew adjourned this meeting at 5:57 pm to Thursday, September 20, 2018 at 4:30 p.m.
in the Conference Room of the Library, 20 W. Duarte Road, Arcadia.
EMEM
Elizabeth Renfrew/, Chain
ti
Darlene Bradley, Secretary
Minutes prepared by: Pat Smith