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HomeMy WebLinkAboutLibrary Minutes: 05/21/20LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTESS THURSDAY, MAY 217 2020 NOTE: As part of the City of Arcadia's COVID-19 transmission mitigation efforts, and in accordance with California Executive Order N-25-20 suspending some terms of the Brown Act, this meeting was conducted virtually, via teleconference. CALL TO ORDER — Chair Barbara Delphey called the meeting to order at 4:32 p.m. PLEDGE OF ALLEGIANCE — Trustee HasBrouck ROLL CALL: Chair Barbara Delphey; Trustees Miriam Carter, Janet HasBrouck, Elizabeth Renfrew, Alice Wang; Councilmember Paul Cheng (City Council Liaison); Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Manager Roger Hiles, Library Services Manager Pat Smith. GUEST: Danielle Guerrero, Principal Librarian, Adult Services. ABSENT — None PUBLIC COMMENTS — Lucy Zhang asked via email for more materials in simplified Chinese and offered the help of local Chinese scholars in compiling a list. Item will be agenized for a future meeting, perhaps as part of a larger discussion about collection development. REPORTS FROM LIBRARY TRUSTEES I LIAISONS: Chair Delphey welcomed the new City Council Liaison, Paul Cheng, and each Trustee introduced herself. Councilmember Cheng introduced himself and stated his goals for his time as Liaison and offered his assistance should the Trustees need it. He discussed the role that libraries played in his life as he grew up. Library staff introduced themselves as well. Trustee HasBrouck thanked the Friends for the recent Newsletter and applauded all their hard work. Trustee Carter asked if the Library was familiar with the NNLM and asked about the professional trainings attended by the staff. The Director explained the training available to staff and the Board. Trustee Renfrew reported on the work the Friends are doing with the donations in the basement. She also discussed the new Amazon Smile account that will benefit the Friends, especially while the Book Store is closed. She commended Library staff on their efforts to provide materials during closure. Councilmember Cheng reported that the City Council is undertaking budget studies: it should be approved in mid-June, so they have a month to prepare. He discussed the City's closure's impact on sales tax and budget. REPORTS FROM THE DIRECTOR Announcements/Statements/Reports Director's Update: Director Bradley updated the Board regarding the Library's response to the COVID-19 situation following the City, County, and State directives; she's also consulted and followed other libraries' efforts and looking at what businesses are doing. The Library is currently providing 85% of services electronically, incorporating front -door pick-up and telephone service. She also reviewed internal efforts at social distancing, cleaning, cleaning/disinfecting materials (which are quarantined for 72 hours and then cleaned). Ten -thousand dollars of funds were diverted to eResources and materials, thus increasing the eBook and eAudio book collections for the public. Staff is working staggered schedules and some staff, remotely. Procedures for staff and the public is in the works for'when the Library is reopened to the public. Staff will bring them to the Board at its next meeting. The Library will be working on stages for reopening, including only allowing 25% of capacity in building, adding sneeze shields to the public desks, and reducing seating options to 25%, per the capacity limits. The Library, is no longer a cooling center because initially, when the Library reopens, time limits will need to be implemented in order to provide fair and equal access to the building as the building capacity will be greatly reduced. One part-time Aide position and $75,000 in budget cuts were made for this next fiscal year budget, most in alignment with reducing programming to virtual programming only. These cuts included the print budget that covers promotional materials and bookmarks as well as the programming budget. Monthly Statistical Report (April 2020): Director Bradley noted how different these statistics are from a normal month. Website statistics are waiting on the vendor. Fines and fees have been waived during closure, except for lost items. The due dates have been extended to June 1. Monthly Report Narrative (April 2020): Chair Delphey commended and thanked Library staff for all they are doing, including long-range planning and providing fact -based information on the pandemic. Director Bradley noted staff is still providing reference services by telephone and online chat. Trustee HasBrouck commended Debbie Marks and, thanked her for her years of service as Teen Librarian. Snapshot survey: discussed building survey to ascertain building capacity (85). Discussed limiting numbers, time, seating, all in relation to L.A. County Health order and CDC order for social distancing within the building. COVID-19 Policy Manual Temporary Revisions: Director Bradley asked the Board for more leeway in changing Library policies given how quickly circumstances are changing and the need to prepare for reopening. She posed the question of whether the Board would like to approve specific changes or would be willing to allow some latitude. The Board expressed a willingness to provide feedback; they would like to be updated and indicated a willingness to meet in special session, if needed. For example, in the areas of • Safety Protocols (limiting the number of items brought into the Library, restricting entrance to people who are ill, requiring masks) • Services • Hours of operation • Food and Drink: No longer allowing food and drink. • Account Services • Collections • Programs Trustee Renfrew moved to allow the Library to modify the Library Policy Manual and procedures to reflect requirements imposed by local government, Los Angeles County, and the State of California, and to accommodate measures needed for public and staff safety. Trustee HasBrouck seconded, and the motion was approved on a voice vote. AYES: Chair Delphey; Trustees Carter, HasBrouck, Renfrew and Wang NOES: None ABSENT: None Budget Update: There will be a second study session June 2. Staff Update: The Teen Librarian, Debbie Marks, has retired. Library Technician, Elise, missed her baby shower because she was on her way to the hospital. One of the Library aide positions will be reassigned to Shelving Management as her programming responsibilities ended with the closure. Gilb Museum of Arcadia Heritage: The Museum is also closed but the Museum Curator and Education Coordinator are working hard to post virtual programming. Their virtual efforts have attracted many followers. The Woman's Club Opening Exhibit and the Veterans Registry ribbon - cutting were cancelled. IF Iyer /Arti c les/Poste rs/Attac h me nts: • Public COVID-1 9 Signage: Signs will be posted at the front and back doors to remind staff and public of need to practice good hygiene and social distancing. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of April 16 2020 Recommended action: Approve as amended. The motion was moved by Trustee Carter, seconded by Trustee Renfrew, and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, Wang NOES: None ABSENT: None ADJOURNMENT Chair Delphey adjourned this meeting at 5:53 p.m., to Thursday, June 18, 2020, at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: 56, 1�2 Barbara Delphey, Chair/ Darlene Bradley, Secretary Minutes prepared by: Pat Smith