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HomeMy WebLinkAboutLB Minutes: 09/19/19LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, SEPTEMBER 19, 2019 CALL TO ORDER — Chair Barbara Delphey called the meeting to order at 4:30 p.m. in the Library Conference room. PLEDGE OF ALLEGIANCE — Trustee Miriam Carter ROLL CALL: Chair Barbara Delphey, Trustees Miriam Carter, Janet HasBrouck, Elizabeth Renfrew, and Alice Wang; Councilmember Peter Amundson (City Council Liaison); Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Manager Roger Hiles, Library Services Manager Pat Smith. F, A 100, 1*1 1 ZI 0 K M REPORTS FROM LIBRARY TRUSTEES I LIAISONS Trustee Renfrew stated that the Friend's Book Sale would be held on October 14-19. Sales had been trending lower until the Library re -opened on September 9, when there was a burst of sales. She noted that donations from the water bills were coming in, and that one man had come in and donated $1,000. She expressed thanks to Library Technician Sugey Iribe of the Children's staff for redesigning the signage in the book store, and also to Shelving Management supervisor Denise Tang for suggesting the Friends could use vertical file boxes to organize oversized items on the 25 cent book truck, then supplying the boxes. Trustee Wang reported that she had attended the fundraiser for the Friends of the Museum on September 14, and was impressed with all the talent on display. Trustee Renfrew stated she had attended the event as well and had enjoyed it. Councilmember Amundson reported that a moon festival celebration would be held on September 21 on the lawn at City Hall as a collaboration between the City and the Arcadia Chinese Association. He added that on Monday, September 23, the Arcadia Chamber of Commerce's annual Taste of Acadia program would be held at the Arboretum. REPORTS FROM THE DIRECTOR Announcements/Statements/Reports Director's Update: Director Bradley stated that the Library had re -opened on September 9 following the completion of the roof repair project, and that staff have returned to work. She also reported that a group of private individuals had approached the Library in June about presenting a series of classes in Chinese language and culture for children over the summer. They were offered the use of the Imagination Theater during the Summer at Your Library program, and the group accepted the offer and the classes had good attendance. At the end of the summer program, the group asked for and was granted use of the space through October 3 so that they would have time to find another venue. Recently, however, members of the group have appeared before the City Council asking that the Library permanently sponsor and support their program. Director Bradley stated that as the Imagination Theater is not intended to be a public space, and Library's policies prohibit the renting of space for continuing programs, she has worked with the Recreation and Community Services department to offer the group access to space in the Community Center as a contract class, which would seem to be a much better1fit for their needs. She concluded by reporting that she and City -Manager Dominic Lazzaretto would be meeting with representatives of the group on October 3. Monthly Statistical Report: July and August 2019: Trustee Delphey noted that both months showed a mix of slightly higher and slightly lower numbers. Monthly Report Narrative: July and August 2019: Director Bradley reported that the number for items shelved in August should read 63,237, and not 6,237 as reported. Trustee HasBrouck noted the report about enforcing the Library's policies prohibiting commercial tutoring in the library and asked how it was going. Director Brad -ley reported that she had received many requests from tutors to grant them an exemption from the rules, but stated that the only exception she had made was for a tutor working for the school district. Chair Delphey asked about the script writing program for children offered by the uScribe group from the high school, and Director Bradley stated that it was entirely presented by student volunteers. Chair Delphey also asked about the marketing project done by the Library's summer intern, and Manager Smith said that the results of the marketing survey would be shared with the Board soon, and thanked Trustee Renfrew for bringing the intern to the attention of the Library. Financial Report: 2018-2019 Year End: Director Bradley noted that the report in the Board packet, although the latest one available, was not the complete summary of the 2018-19 fiscal year, and that hopefully, that report will be available in time for the next board meeting. Staff Reports: Director Bradley reported that a Staff Report was created for the expenditures with OverDrive for eBooks because the cost has risen to the level at which City Council approval is required. She also noted that the Staff Report about the Friend's Trust Account was included to provide transparency. Staff Update: Director Bradley reported that Library Technicians Daisy Chan and Michelle Burton had resigned and moved on to other jobs, and that Library Technician Sugey Iribe has announced that she has also found another job and will be leaving us on October 16. Library Aides Rudy Jimenez and Clayton Fung have also resigned, and Library Aide Natalie Fisher has announced that she will be leaving on September 20 to accept employment elsewhere. Recruitments are in progress. Library Policy Manual Review: There was a general discussion of the policy changes suggested in the attachments in the Board packet. Several typos or inconsistencies were noted by the Board, and Director Bradley reported that they would be corrected in a complete draft document. Trustee Renfrew asked if the Board could have that at the next meeting before bringing the matter to a vote, which Director Bradley agreed to do. Action on the proposed Lost and Found policy is awaiting Council approval of a City-wide policy. Meeting Room Use/Discussion: Director Bradley stated that changes to the Meeting Room policy would be proposed to the Board at the next meeting, which would include a rental schedule and policies for the Imagination Theater. Facts about the Arcadia Library: Director Bradley presented the new version of the Fact Sheet, and Trustee Renfrew noted that City Council Liaison for 2018-19 was actually Tom Beck. Arcadia Public Library Annual Report: Director Bradley presented the new version of the Annual Report. it Museum of Arcadia Heritage: Director Bradley announced that the silent auction held at the Friends of the Museum "Faces of Arcadia" fundraiser on September 14 had raised $2,400. She also noted that Curator Stevy Acevedo had hired two paid interns with a $10,000 grant, and that they had digitized the scrapbooks of the Arcadia Woman's Club. Flyers/Arficles/Attachmeats and Calendars: Director Bradley mentioned that the annual Trick or Treat program was coming up. Board Field Trip: Chair Delphey recommended postponing consideration of this matter to the next Board meeting, and there was general assent. CONSENT CALENDAR 1 Q a. Approve the Regular Meeting Minutes of July 18, 20 Recommended action: Approve b. Approve the Special Meeting Minutes of August 30, 2019 Recommended action: Approve Director Bradley reported that the election of officers at the July meeting had incorrectly reported that Trustee Carter had nominated Trustee HasBrouck as Chairperson pro tempore, when in fact the reverse was true. Trustee Renfrew noted that on the minutes of the August 30 meeting, her title, and that of Chair Delphey, had been reversed, and she was listed as approving the minutes as Chair, when in fact they had been approved by Chair Delphey. Director Bradley stated that the corrections would be made. The motion to approve the minutes as corrected was moved by Trustee HasBrouck, seconded by Trustee Renfrew, and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, and Wang NOES: None ABSENT: Trustee Wang Note that Trustee Alice Wang left the meeting at 6:30 p.m. to attend another meeting. ADJOURNMENT Chair Delphey adjourned the meeting at 6:55 p.m. to Thursday, October 17, 2019 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: Barbara Delphey, Char Darlene Bradley, Secretae Minutes prepared by: Roger Hiles