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HomeMy WebLinkAboutLibrary Minutes: 06/18/20NOTE: 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 445 p.m. PLEDGE OF ALLEGIANCE — Trustee Miriam Carter ROLL CALL: Chair Barbara Delphey, Trustees Miriam Carter, Janet HasBrouck, Elizabeth Renfrew, and Alice Wang; Councilmember Paul Cheng (City Council Liaison); Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Managers Roger Hiles and Pat Smith. REPORTS FROM LIBRARY TRUSTEES / LIAISONS Trustee Renfrew reported that although the Book Store was closed due to the pandemic, the 25 cent book sale cart outside the front door has raised some money for the Friends, and also that some membership renewals had been received, including a $500 membership accompanied by a $500 donation. Trustees HasBrouck and Carter both commended the Library staff for all their activities during the pandemic. Trustee Carter also reported that she had attended an online presentation on how COVID-19 was affecting Arcadia delivered by City Manager Dominic Lazzaretto and sponsored by the Rotary Club. Chair Delphey announced that she had visited a book sale in the parking lot of the Sierra Madre Library and had noticed they were selling books in large brown shopping bags for $5 each. Councilmember Cheng reported that on Tuesday night the City Council had passed a balanced budget for the fiscal year starting July 1, and that due to the uncertainty about the economy during the COVID-1 9 lockdown, City finances will be reviewed every three months. REPORTS FROM THE DIRECTOR Announcements/Statements/Reports Director's Update: Director Bradley reported that a blood drive for the City of Hope would be held at the Library on June 23. She also reported that curbside pickup was continuing to grow in popularity, and over 900 books have been retrieved and distributed to patrons so far this month. The Library is tentatively planning to reopen to the public (with restrictions in accordance with public health directives) on July 6. Patrons (over age 2) entering the building would be required to wear face masks and maintain social distances. Seating will be very limited, capacity would be limited to 25% at any one time and about 300 patrons per day, and a reduced schedule is planned due to vacancies: 12:00 pm -8:00 pm on Monday & Tuesday, 10:00 am — 5:00 pm on Wednesday, Thursday, Friday and Saturday. Programming will be virtual and online. The virtual Summer Reading Program began on June 1. Director Bradley also stated that staff has had to rapidly learn video production skills and has produced a series of Baby Tales videos, and an online Funology craft program. Monthly Statistical Report: May 2020: Director Bradley noted that the statistics showed how much Library operations have changed during the pandemic. Trustee HasBrouck noted that weeding is up sharply as collection management projects wrap up. Monthly Report Narrative: May 2020: Chair Delphey said it was amazing how much was going on while the Library's doors were closed. Trustee Renfrew commented that people were thrilled that services were continuing. She also reminded the Board that the Friend's Amazon Smile account was active and that it was a free way for everyone to help the Friends while shopping on Amazon. Financial Report: April 2020: Director Bradley reported that building repair costs have gone up as the 60 -year-old building ages. Chair Delphey asked what the "vacancy rate" in the report was, and Director Bradley explained that it helped account for an assumed rate of staff turnover in each department's budget. COVID-19: Amended Code of Conduct: Director Bradley explained that rather than revise the regular codes, policies, and procedures during the pandemic, a temporary, amended code had been created for use during the emergency, which can afterwards be easily revoked. Trustee HasBrouck asked if it needed special board approval, and Trustee Renfrew stated that the flexibility granted the Director by the Trustees at the last Board meeting could allow for just this sort of emergency change. There was general agreement among the Trustees that no further Board action was needed. Policy Manual — Temporary Revisions: Director Bradley stated that the temporary revisions document was just to inform the Trustees about the changes to the existing policy manual and no Board action was anticipated. Chair Delphey asked that the summary of the revision to page 8 be changed for clarity to: "Programs and Collections will be made available online as much as possible." Staff Training: Chair Delphey commented that the training topics were quite a long list. Budget Update: Director Bradley stated that most of the Library's program funds, equipment replacements and capital items had been cut, and that further cuts might be made over the year as part of the new quarterly review process. Additional hours of security guard coverage will be secured to help with enforcing public health rules as the Library re -opens. Collections Policy and Procedures: Director Bradley reported that explanation of the Library's collection policy was included in the Board packet to reaffirm the Board's policy commitment to building a collection of popular materials suitable for a public library in light of a recent patron request for some more academic or scholarly items. She noted that any patron is free to request items, but decisions are still made by the Library's collection development staff. Chair Delphey asked if the patron could be contacted, and Director Bradley replied that, she would ask the Principal Librarian for Adult and Teen Services to reach out to the patron. Staff Update: Director Bradley reported that the City has halted the recruitment process on the Library's six vacant positions due to the economic lockdown. Trustee HasBrouck asked how the City would decide to reopen the recruitments, and Director Bradley stated that she would see what happens as the Library progressively re -opens and will make a case to the City Manager that the positions are needed for operations to fully resume. Oilb Museum of Arcadia Heritage: Director Bradley invited the Trustees to visit the Library website to see the virtual programming that Museum staff is creating. The Museum will have little or no programming money in the coming year, so program participants may be asked to make "suggested gifts" to help defray the cost of the popular excavation kits. Director Bradley also reported that the Hugo Reid family statue had been cleaned, and the Lucky Baldwin statue was to be cleaned tomorrow. Flyers/Articles/Fosters/Attachments: Arcadia History Room Featured Photo: remembered the lobby of the old Library. Trustee HasBrouck commented that she well CONSENT CALENDAR a. Approve the Regular Meeting Minutes of May 21 2020 Recommended action: Approve Director Bradley noted that Councilmember Cheng's name had been misspelled in the minutes sent out with the Board packet, but that the mistake had been corrected. 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: None b. Approve whenever New Year's Day (Jan.1), Independence Day (July 4), eteran's Day Day (Nov. 11), and Christmas Day(Dec. 25) falls on a Saturday or Sunday, the Friday precedinq or the Monday following, respectively, shall be a holiday. Recommended action: Approve Director Bradley reported that these actions have been made as they were necessary as holidays progressed through the week from year to year. The proposal will establish a permanent solution. The motion to approve the recommended action was moved by Trustee Renfrew, seconded by Trustee HasBrouck, and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, and Wang NOES: None ABSENT: None ADJOURNMENT Chair Delphey adjourned the meeting at 5:52 p.m. to Thursday, July 16, 2020 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: a Barbara Delphey, Ch,,air' Darlene Bradley, Secretar Minutes prepared by: Roger Hiles