HomeMy WebLinkAboutLB Agenda: 09/17/2020 - Special MeetingCITY OF ARCADIA
Any writings or documents provided to a majority of the Library Board regarding any item on this agenda will be made available for
public inspection at the Reference Desk of the Arcadia Public Library located at 20 W. Duarte Road, Arcadia, California, during normal
business hours.
Arcadia Public Library Board of Trustees
Regular Meeting Agenda
Thursday, September 17, 2020 4:30 p.m.
Location: Library Conference Room, 20 W. Duarte Road, Arcadia
Pursuant to the Americans with Disabilities Act, persons with a disability who require a disability related modification or
accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification
or accommodation from the City Clerk at (626) 821-5573. Notification 48 hours prior to the meeting will enable the City
to make reasonable arrangements to assure accessibility to the meeting.
根据《美国残障人法案》，需要调整或提供便利设施才能参加会议的残障人士（包括辅助器材或服务）可与市书记官办
公室联系（电话：626-821-5573）。请在会前 48 小时通知市书记官办公室，以便作出合理安排，确保顺利参加会议。
Pursuant to the City of Arcadia’s Language Access Services Policy, limited-English proficient speakers who require
translation services in order to participate in a meeting may request the use of a volunteer or professional translator by
contacting the City Clerk’s Office at (626) 574-5455 at least 72 hours prior to the meeting.
根据阿凯迪亚市的语言便利服务政策，英语能力有限并需要翻译服务才能参加会议的人可与市书记官办公室联系（电话：
626-574-5455），请求提供志愿或专业翻译服务，请至少在会前 72 小时提出请求。
COVID-19
As part of the City of Arcadia’s COVID-19 transmission mitigation efforts, this meeting of the
Arcadia Public Library Board of Trustees will be conducted virtually and the public is discouraged
from attending. Per the Brown Act, the public will still be provided the ability to make public
comments. For members of the public who would like to participate virtually, the meeting will be
held via teleconference.
A conference line has been established to enable the public to observe the meeting via
teleconference. However, public comment will only be accepted via email.
Conference Line: (408) 650-3123
Access Code: 989-172-421
Virtual: https://global.gotomeeting.com/join/989172421
How to Submit Public Comment:
Please submit your comments via email to PublicLibrary@ArcadiaCa.gov Comments must
be received at least 30 minutes prior to the posted meeting time. Your email must be 300
words or less.
Please contact the Administration Office at (626) 821-5573 for more information.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL:
Barbara Delphey, Chair
Janet HasBrouck, Chair Pro-Tempore
Miriam Carter, Trustee
Alice Wang, Trustee
Elizabeth Renfrew, Trustee
PUBLIC COMMENTS
Any individual wishing to speak before the Library Board is limited to five (5) minutes per person,
unless waived by the Library Board. Under the Brown Act, the Library Board is prohibited from
discussing or taking action on any item not listed on the posted agenda. The matter may
automatically be referred to staff for appropriate response or action or may be placed on the agenda
of a future meeting.
CLOSED SESSION
Closed Session pursuant to Government Code Section 54957 to conduct a performance evaluation
of the Director of Library and Museum Services
REPORTS FROM LIBRARY TRUSTEES / LIAISONS
Announcements / Statements / Future Agenda Items
新型冠状病毒（COVID-19）
作为阿凯迪亚市减缓 COVID-19 传播努力的一部分，本次阿凯迪亚市公共图书馆董事会会议将以
虚拟方式召开，不鼓励公众参加。根据《布朗法案》，仍将向公众提供发表评论意见的能力。对
于希望以虚拟形式参加会议的公众，会议将通过电话会议形式召开。
设立了一条会议专线，允许公众通过电话旁听会议。但仅限通过电子邮件接受公众评论意见。
会议专线： (408) 650-3123
接入代码： 989-172-421
Virtual: https://global.gotomeeting.com/join/989172421
如何提交公众评论意见：
请通过电子邮件将您的评论意见发送至 PublicLibrary@ArcadiaCa.gov。必须在公布的会议时
间前至少提前 30 分钟收到评论意见。您的电子邮件不得超过 300 个字。
如需了解更多详情，请电洽行政管理办公室，电话号码 (626) 821-5573。
REPORTS FROM THE DIRECTOR
Announcements / Statements / Future Agenda Item
a. Director’s Update
b. Monthly Statistical Report: June 2020 (rev.); July 2020; August 2020
c. Monthly Report Narrative: July/August 2020
d. Preliminary Year-End Financial Report: 2019-20
e. Policy Manual Update
f. Staff Reports to City Council
PSA Amendment Security Guard Services
Purchase Order with OverDrive, Inc. for Electronic Materials
g. COVID-19 Updates
h. Budget Update
i. Staff Update
j. Gilb Museum of Arcadia Heritage
k. Flyers/articles/posters/attachments
Arcadia History Room Featured Photo: Newly Remodeled Arcadia Public Library
CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine and can be acted on by
one roll call vote. There will be no separate discussion of these items unless members of the Library
Board, staff, or public request that a specific item be removed from the Consent Calendar for
separate discussion and action.
a. Approve the Regular Meeting Minutes of July 16, 2020
Recommended action: Approve
ADJOURNMENT
The Library Board will adjourn this meeting to October 15, 2020 at 4:30 p.m. in the Conference
Room of the Library, 20 W. Duarte Road, Arcadia.
June Fiscal Year to Date June June Average
2020 2019-20 2018-19 2019 2018 2018-20
CIRCULATION
*Gate count 0 324,128 507,790 41,187 42,939 28,042
Circulation 19,286 705,831 975,318 94,028 77,662 63,659
Adult 3,255 110,706 164,102 14,810 14,910 10,992
Teen 664 17,762 25,349 2,848 2,228 1,913
Juvenile 7,702 306,596 452,546 41,226 35,637 28,188
Digital Collection 7,387 70,815 53,570 4,563 1,342 4,431
In-House Use check-ins 278 201,164 280,111 30,581 23,545 18,135
Express Check 0 173,364 247,051 24,401 23,293 15,898
Registrations 111 2,814 4,155 409 484 335
Overdues 0 2,017 2,990 207 280 162
Reserves 2,243 16,045 12,117 1,309 518 1,357
TECHNICAL SERVICES
Materials cataloged 1,028 12,059 15,942 1,113 1,160 1,100
** Materials discarded 4,166 32,939 18,023 1,167 1,246 2,193
Interlibrary loan (ILL) 0 322 573 60 42 34
Bindery 18 251 346 0 0 6
Serials Processed 455 5,119 4,745 380 358 398
ADULT SERVICES
Reference questions 1,230 26,619 45,592 4,632 4,719 3,527
Total Reference 424 12,868 22,054 2,407 2,506 1,779
Total Other 806 13,751 23,538 2,225 2,213 1,748
Adult Programs 3 132 379 28 52 28
Participants 47 2,990 4,433 268 464 260
Teen Programs 1 71 124 2 1 1
Participants 22 4,699 4,935 60 4 29
24/7 Reference email 160 2,764 3,354 371 195 242
CHILDREN'S SERVICES
Reference questions 166 18,466 31,680 2,993 2,723 1,961
Total Reference 101 13,142 23,126 2,198 1,701 1,333
Total Other 65 5,324 8,554 795 1,022 627
Special programs 0 85 114 20 24 15
Attendance 0 4,080 6,982 1,602 1,775 1,126
Storytime/Class Visits/Scouts 6 117 168 12 13 10
Attendance 87 5,540 8,300 762 894 581
STATISTICS
Volunteer Hours 52 5,868 8,658 1,010 1,171 744
*Website Visits 0 28,935 240,049 9,184 15,829 8,338
Other Service Point questions 27 13,944 20,733 2,112 2,085 1,408
REVENUES
Fines & Fees 211.75$ 33,229.29$ 46,812.80$ 4,376.55$ 3,796.50$ 2,794.93$
Auditorium -$ 7,375.00$ 7,974.70$ 1,459.70$ 260.00$ 573.23$
Lost books 135.32$ 5,168.19$ 7,564.72$ 706.11$ 532.13$ 457.85$
ECC Registrations -$ 3,120.00$ -$
Gifts & grants 150.00$ 87,536.06$ 72,980.52$ 339.98$ -$ 163.33$
Passport Services -$ 55,595.00$ 80,975.00$ 10,405.00$ 8,560.00$ 6,321.67$
Total 497.07$ 192,023.54$ 216,307.74$ 17,287.34$ 13,148.63$ 10,311.01$
Development
Administration
Arcadia Public Library
Monthly Statistical Report
Fiscal Year 2019-20
Information & Materials
Management
Program & Collection
* Website stats not available for new site.
-Statistics reflect the partial closure due to Covid-19 during June 1-30. Curbside service was in effect during this time.
**Discards are an estimated number, due to a software upgrade issue in Koha.
July Fiscal Year to Date July July Average
2020 2020-21 2019-20 2019 2018 2018-20
CIRCULATION
Gate count 0 0 44,718 44,718 46,177 30,298
* Circulation 19,339 19,339 88,127 88,127 84,957 64,141
Adult 2,799 2,799 14,708 14,708 15,481 10,996
Teen 569 569 2,513 2,513 2,250 1,777
Juvenile 6,633 6,633 39,103 39,103 38,064 27,933
Digital Collection 7,780 7,780 4,277 4,277 4,106 5,388
In-House Use check-ins 1,558 1,558 27,526 27,526 25,056 18,047
Express Check 58 58 23,591 23,591 19,965 14,538
Registrations 137 137 374 374 431 314
Overdues 0 0 207 207 238 148
Reserves 4,149 4,149 1,503 1,503 593 2,082
TECHNICAL SERVICES
Materials cataloged 837 837 953 953 1,400 1,063
Materials discarded 1,568 1,568 1,797 1,797 1,097 1,487
Interlibrary loan (ILL) 0 0 59 59 58 39
Bindery 51 51 22 22 35 36
Serials Processed 387 387 427 427 441 418
ADULT SERVICES
Reference questions 1,215 1,215 3,996 3,996 4,333 3,181
Total Reference 640 640 2,039 2,039 1,957 1,545
Total Other 575 575 1,957 1,957 2,376 1,636
Adult Programs (virtual) 3 3 13 13 58 25
Views 182 182 327 327 237 249
Teen Programs (virtual)112284
Views 27 27 109 109 84 73
24/7 Reference email 167 167 302 302 180 216
CHILDREN'S SERVICES
Reference questions 148 148 2,763 2,763 2,624 1,845
Total Reference 59 59 1,979 1,979 1,747 1,262
Total Other 89 89 784 784 877 583
Special programs (virtual) 21 21 23 23 23 22
Views 172 172 1,610 1,610 1,900 1,227
Storytime/Class Visits/Scouts 9 9 16 16 14 13
Views 129 129 1,045 1,045 906 693
STATISTICS
Volunteer Hours 56 56 1,109 1,109 1,192 786
Website Visits 0 0 8,145 8,145 15,551 11,848
Other Service Point questions 1,204 1,204 1,909 1,909 1,887 1,667
REVENUES
Fines & Fees 522.20$ 522.20$ 4,187.40$ 4,187.40$ 3,917.45$ 2,875.68$
Auditorium -$ -$ 925.00$ 925.00$ 610.00$ 511.67$
Lost books 82.93$ 82.93$ 590.26$ 590.26$ 643.77$ 438.99$
ECC Registrations
Gifts & grants 25.00$ 25.00$ 500.00$ 500.00$ 12,000.00$ 4,175.00$
Passport Services -$ -$ 7,655.00$ 7,655.00$ 5,010.00$ 4,221.67$
Total 630.13$ 630.13$ 13,857.66$ 13,857.66$ 22,181.22$ 12,223.00$
Development
Administration
Arcadia Public Library
Monthly Statistical Report
Fiscal Year 2020-21
Information & Materials
Management
Program & Collection
August Fiscal Year to Date August August Average
2020 2020-21 2019-20 2019 2018 2018-20
CIRCULATION
Gate count 0 0 89,145 44,427 49,537 31,321
* Circulation 16,883 36,222 170,369 82,242 88,514 62,546
Adult 2,323 5,122 27,774 13,066 19,986 11,792
Teen 480 1,049 4,760 2,247 2,260 1,662
Juvenile 5,599 12,232 76,642 37,539 39,691 27,610
Digital Collection 7,063 14,843 9,222 4,945 4,904 5,637
In-House Use check-ins 1,418 2,976 51,971 24,445 26,673 17,512
Express Check 67 125 47,319 23,728 25,766 16,520
Registrations 185 322 832 458 530 391
Overdues 58 58 431 224 250 177
Reserves 6,719 10,868 2,733 1,230 734 2,894
TECHNICAL SERVICES
Materials cataloged 916 1,753 1,903 950 1,304 1,057
Materials discarded 1,671 3,239 3,595 1,798 1,326 1,598
Interlibrary loan (ILL) 0 0 89 30 37 22
Bindery 0 51 41 19 39 19
Serials Processed 413 800 846 419 421 418
ADULT SERVICES
Reference questions 1,265 2,480 7,113 3,117 4,223 2,868
Total Reference 768 1,408 3,707 1,668 2,044 1,493
Total Other 497 1,072 3,406 1,449 2,179 1,375
Adult Programs (virtual) 3 6 21 8 67 26
Views 189 371 581 254 363 269
Teen Programs (virtual) 0 1 4 2 11 4
Views 0 27 917 808 649 486
24/7 Reference email 42 209 525 223 298 188
CHILDREN'S SERVICES
Reference questions 258 406 5,487 2,724 2,663 1,882
Total Reference 86 145 3,985 2,006 1,981 1,358
Total Other 84 173 1,502 718 682 495
Special programs (virtual) 0 21 25 2 0 1
Views 0 172 1,694 84 0 28
Storytime/Class Visits/Scouts 0 9 16 0 0 0
Views 0 129 1,045 0 0 0
STATISTICS
Volunteer Hours 43 99 1,109 571 679 431
Website Visits 10,714 10,714 8,145 6,531 14,618 7,050
Other Service Point questions 1,081 2,285 1,909 1,653 2,044 1,593
REVENUES
Fines & Fees 1,534.75$ 2,056.95$ 4,187.40$ 4,001.10$ 4,822.54$ 3,452.80$
Auditorium -$ -$ 925.00$ 1,225.00$ 290.00$ 505.00$
Lost books 53.88$ 136.81$ 590.26$ 780.03$ 855.09$ 563.00$
ECC Registrations -$ 1,180.00$
Gifts & grants 20.00$ 45.00$ 500.00$ 48,921.06$ 150.00$ 16,363.69$
Passport Services -$ -$ 7,655.00$ 5,780.00$ 395.00$ 2,058.33$
Total 1,608.63$ 2,238.76$ 13,857.66$ 61,887.19$ 6,512.63$ 22,942.82$
Development
Administration
Arcadia Public Library
Monthly Statistical Report
Fiscal Year 2020-21
Information & Materials
Management
Program & Collection
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ARCADIA PUBLIC LIBRARY
MONTHLY REPORT – JULY / AUGUST 2020
Highlights: The Library was pleased to finally screen the documentary, Visions of Warriors
starting on July 20, and continuing through August 10. Funded by a grant from the California
Center for the Book’s Community Conversations with Veterans program and the California State
Library, the online streaming of the film drew 29 viewers to the moving story of veterans’ struggle
with PTSD, MST and mental illness. On August 10, Library staff hosted a panel discussion
featuring Ming Lai (Director), Tom Lenzo (veteran, HR consultant, and community volunteer),
Stevy Acevedo (Curator, Gilb Museum of Arcadia Heritage), and Danielle Guerrero (Principal
Librarian for Adult Services). The panelists talked about the making of the documentary, veterans’
experiences, Museum collections of interest to veterans and their families, and Library resources
for veterans. The recording of the discussion is available through the Library’s webpage.
Adult Programs, Classes, Technology Literacy, and Events: Virtual
Summer at the Arcadia Public Library ended in early August. Despite the
obstacle of the library’s physical closure and lack of in-person marketing,
SAYL 2020 was well received by patrons. In July, 60 adults registered for
the program and read 31,025 minutes. Teens accepted the Summer at
Your Library challenge: Twenty-seven teens registered and read 22,835
minutes. The prizes for the Teen and Adult
Virtual Summer at the Arcadia Public Library programs were claimed in
August. The three winners had a lot of fun participating in the program! The weekly virtual book
discussion group continued with a discussion of Daisy Jones and The Six, by Taylor Jenkins Reid,
in late July, and All You Can Ever Know: A Memoir by Nicole Chung, in August. Adult Recess:
Virtual Edition presented step-by-step instructional videos on YouTube, Instagram, and Facebook
on how to make a personalized Sharpie vase in July and how to create paper beads in August.
In August alone, there were 286 views on the three social media platforms.
Children’s Programming and Services: 330 kids (infants to 5th grade) and 96 youth (6th through
8th grades) registered for the Summer at Arcadia Public Library reading program and read 222,031
minutes. Forty-two percent of participants have completed the program by reading and logging
500 minutes and completing 15 Super Summer Challenger activities. Those who completed the
program have been able to set up appointments with Children’s Services staff (through
July Activity
Visitors: 0
Items Checked Out: 14,263
Items Shelved: 15,821
Virtual Program Attendance: 572
Passports Issued: 0
August Activity
Visitors: 0
Items Checked Out: 9,871
Items Shelved: 7,559
Virtual Program Attendance: 186
Passports Issued: 0
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September 30, 2020) to pick up earned Reading
Reward bags on the Library’s west patio. Three teen
volunteers hosted a week-long Virtual Coding Class
for eleven children ages 8-11 years. Using Zoom,
the instructors showed students how to use Scratch
(a web-based programming language) to code
online sports games and showcase the projects for
their parents. Following the program, one parent
whose child participated in the class emailed, “I just
wanted to thank you for the Virtual Coding Class that
my son Benjamin just completed. He enjoyed the
class very much and learned a lot. He was very
proud to have the whole family watch the student showcase and to show us his project. I realize
that teaching a virtual class is not easy and I want you to know that all of your efforts were
appreciated.” Twenty-nine families tuned into YouTube live and viewed Sherlock Homerun: A
Whodunit Puppet Musical hosted by Noteworthy Puppets and supported by the Friends of the
Arcadia Public Library. Throughout June and July, Children’s Services staff planned, prepared,
recorded, and uploaded to the Library’s YouTube Channel a total of 14 early childhood literacy
programs for children ages two to eight years and 21 hands-on crafting segments for kids in 3rd
to 8th grades. Children’s staff has
encountered challenges in finding and using
read aloud materials for online storytime
programs. At the onset of the pandemic,
various children’s book publishers provided
“use” permissions for teachers and librarians
to read materials online through June 30 and
required that any online recordings featuring
books from those publishing groups be
removed by that date. Some publishers
extended permissions, but most did not. Staff
is currently assessing read-aloud material
and programming options for the Fall months.
Customer Service: To provide excellent customer service and streamline library services, the
Library transitioned to a new front door pick-up reservation system on Monday, July 20. Patrons
now must place items on hold, with a limit of five items per account. Patrons are called to schedule
a pick-up within 24 business hours. As holds reports have doubled and sometimes tripled
depending on the day, this new process has alleviated the amount of time staff spend searching
for items, as well as the number of phone calls received requesting items. Adult Services Staff
worked diligently to help communicate this new process with patrons, going as far as creating a
hold how-to video. In addition, Shelving management staff plays an important role with the new
holds system by continuing to pull books for patrons when needed. Shelving Management also
continues to assist Cataloging and Acquisitions with adding property labels for DVDs and boxing
DVD’s cases. During the month of July, Account Services staff processed 4,149 holds, answered
253 emails, 205 texts, and answered 1,170 phone inquiries. There was a total of 2,043 front door
pick-ups, 264 more picks up than the previous month. In addition, there were 137 library account
requests leading to 85 new temporary accounts. Due to the lack of advance notice regarding
when materials were due, overdue fees were forgiven through July 6; and resumed on July 7. For
the month of August, staff processed 6,039 holds, over 2,000 more holds than the month of July:
Also, by the end of August, there had been 2,189 front door pick-ups, which is 146 more pick-ups
than the previous month. In August, we continued to experience some issues with the online
payment system: Koha is not posting payments for fees on some accounts. Staff is working to
resolve this issue and affected accounts have been cleared of any pending fees.
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Collections: Children’s Services staff have removed all books on CD from the juvenile collection,
to more effectively promote newer technologies: eBooks and eAudiobooks are available through
Overdrive and TumbleBook Library, as well as the Playaway collection. Children’s board books
collection has been alphabetically organized, which helps staff easily locate items. In
commemoration of the 100th Anniversary of the 19th Amendment, the American Library
Association gave the Library multiple copies of Around America to Win the Vote, The Woman’s
Hour: Our Fight for the Right to Vote, and Women Making History: The 19th Amendment, which
will be added to the Children’s collection. California State Library has granted free access for
public libraries to six ProQuest electronic resources of particular value to children and teens,
including CultureGrams, eLibrary, SIRS Discoverer, SIRS Issues Researcher, Research
Companion, as well as School and Educators Complete. The resources are now accessible to
patrons from the Library’s “eBooks and More” webpage. To enhance readers’ advisory services
for families and make reading recommendations more accessible to young patrons, the Children’s
Librarian created “Recommended Reading for Children” LibGuide which provides exhaustive
theme and grade leveled reading lists. The resource is featured on the Youth Services webpage
and has garnered 324 views since launching mid-August. Children’s Services staff completed its
audio maintenance project by weeding through its book and CD kits, which will now be developed
as a pocket collection with core authors, titles, and subjects. The Library received a grant to make
Creativebug available to patrons: this platform offers unlimited access to a collection of art and
craft classes. Newsbank was also made available to patrons. This
resource provides online access to local newspapers, specifically
the Arcadia Weekly and Pasadena Star News; it also provides
patrons with a link to America’s Best, which features a wide variety
of credible, vetted news
sources spanning the U.S.
Cataloging and Acquisitions
staff continued work on a
project to identify items
which have not been
checked out since the
Library moved to our Koha system. Adult Fiction has been
completed and work has begun in Children’s Services. The
Middle School Re-Designation Project in Children’s
Services continues, as does the Cozy Mysteries project.
Staff began work on several database maintenance
projects. These are part of the routine work to keep our
databases/catalog up-to-date, consistent, and error-free. As part of the adoption of the Arcadia
Discovery platform, Cataloging staff worked to add movie titles from the Kanopy database to the
Library catalog.
Facilities and Technology: A thermal scanner was installed in the entryway to the Library.
Information Technology staff updated the Library’s and Museum’s web pages. In fact, Children’s
Services’ webpages have been updated with enhanced navigation buttons and content to support
digital learning, including links to Library curated booklists, a Homework Help research guide, and
an updated list of Library subscription databases. The new “Arcadia Discovery” library catalog
was setup and the staff continue to adjust various options with the Bywater Solutions support
team. Information Technology staff is in the process of upgrading the wireless network and have
reached out to vendors for a site survey and quotes. They worked with Account Services and
Shelving Management to implement a new quarantine checking system that helps both patrons
and staff know which books are being held for quarantine and which are available for checkout.
The tech aides continue helping other departments pulling and sorting items, helping with the
check-ins, curb side pickups, calling patrons about appointments and pulling holds.
Staff and Training: Library Administration continues to monitor COVID-19 statewide and
countywide, including reopening guidelines and trends as it relates to retail and libraries. At this
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time, Los Angeles County Health Department has not given the okay for public libraries to reopen
their buildings for public use. Library Directors across California continue to meet to discuss
guidelines and trends as it relates to library services, virtually and curbside. The California State
Library has been very supportive in making additional electronic resources available free to our
community, as noted in the Collections section above. Preparations for reopening the building
have continued, including plexiglass shields at the public desks, social distancing floor decals,
temperature check station at the front entrance, and extra supplies for cleaning and disinfecting.
Staff is also looking into print/copy options for the public and hope to have something in place in
September. Desiree Coleman transferred to Adult Services in July. Full-time technician Elise
Sagaspe resigned in early August. Elise had been on maternity leave and was due to return to
work on August 14, but after much deliberation, she decided to stay at home with her son full-time.
Library Clerk Angelica Marquez is being trained to assist in Account Services until Passport
Services reopens. Both Library Services Managers began cross-training in Account Services.
Staff throughout the Library trained on the Aspen Discovery platform and helped cover the
Children’s Services desk while a staff member was away. Adult Services staff attended
Introduction to Dewey Classification, Virtual Video Reference: Connecting with Patrons at a
Distance, and When you least expect it: Helping library patrons manage life’s financial twists and
turns training in July. In August, they attended training on Providing Library Senior Services in a
COVID-19 World, The Public Library’s Role in Elections: Voter Education in a Post-Truth Era,
California State Library, CA Revealed Grant informational meeting, Introduction to Dewey
Classification, as well as training on Excel and Westlaw. Adult Services staff also attended a teens
networking conversation and two working meetings with City Economic Development and
Chamber of Commerce staff. Children’s staff attended professional development trainings
throughout the month, including Virtual Learning During the Pandemic and a Marketing and Public
Relations Networking Conversation. There were also internal trainings hosted for staff, by
Children’s staff which highlighted how to navigate and use various electronic resources.
Volunteers, Community Outreach/Collaboration: The Library encouraged patrons to join the
Big Library Read digital book club in conjunction with Southern California Digital Library and
Overdrive. The Darwin Affair by Tim Mason was read from August 3-17. Children’s Services
reported that the parent of a Boy Scout, who last month worked with Children’s Services staff to
complete his Read Merit Badge, sent an update about the status of his project. The mother
emailed staff her thanks “…for working with Gavin!!...He will receive his merit badge in the Fall…”
Children’s Services staff met with the off-site Book Buddies coordinators to explore online options
for the program, including bi-monthly Zoom sessions in which teen volunteers read aloud to
registered participants for half an hour. The team will continue to meet and work out a plan to
institute a virtual program for the Fall. Adult Services reported that silent film star Harold Lloyd’s
grandson contacted the Library: the grandson’s mother had been adopted by Harold Lloyd, but
while she was in foster care as a young child, she stayed with a Sullivan family. Staff helped the
patron locate information on a Sullivan in Arcadia. A patron submitted the following compliment
via email: “…You all have such an exemplary collection. Thank you for the work you do... As well
as the wonderful collection of multicultural children's and young adult books you have in your
collection. Thank You so much. You are healing the wounds I sustained growing up in a world
where I never seemed to find books to read about people who looked and felt like me. The library
has always been a safe haven for me.” Children’s Services launched a Virtual Harry Potter Escape
Room created by three teen volunteers, Nicole May, Pearl Luc, and Elysia Shi. The idea stemmed
from a similar project created by Peters Township Library and was presented to the volunteers
who worked throughout the summer months to design their own version, consisting of Harry Potter
themed riddles that must be solved to move “through Hogwarts and earn all the points for your
House!” Children’s Services staff met with the AUSD Librarian, Lesley Ogle, to share information
about available Library services and resources for students and educators, to explore ways the
Library may improve services, as well as to discuss possible future collaborative projects. Staff
met with Assistance League coordinators to finalize modified plans for Book Buddies which will
consist of two monthly programs hosted by teen volunteers, via virtual platform. One volunteer
5
will greet participants and three others will read aloud to children, ages 5-8 years, for 30-minute
sessions. The monthly programs will be overseen by Children’s Services staff.
Marketing and Publicity: Adult Services staff developed a Chinese language materials
newsletter in LibraryAware. Patrons can register to receive this monthly newsletter which
highlights new Simplified and Traditional Chinese materials added to our collection. Staff
continues to celebrate the Library’s centennial in pictures shared on social media. The photos
below show a 4th of July gathering at Arcadia City Hall (c. 1924) and a view of audiovisual area
of library at its current location in 1962. Staff continues to utilize social media to share resources
during the Library’s COVID-19 closure.
Special marketing campaigns in July and August included “A Book a Month” virtual book
discussion group,” “International Film Program: Virtual Edition,” “Adult Recess: At Home Edition,”
“#weekendreads,” and “Your Next Read.” Children’s displays highlighted dinosaurs and DNA.
PENTAMATION ENTERPRISES INC. PAGE NUMBER: 1DATE: 07/23/2020 CITY OF ARCADIA EXPCOMP1TIME: 11:32:56 EXPENDITURE COMPARISON REPORTSELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.orACCOUNTING PERIOD: 13/20 - INCLUDE PREVIOUS YEAR ACCOUNTSSORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTALPAGE BREAKS ON: FUND,FUND/DIVISIONFUND-001 GENERAL FUND FUND/DIVISION-0015601 LIBRARY-ADMIN 1ST SUBTOTAL-4000 SALARIES & BENEFITS ----------------- CURRENT YEAR ------------------- -------------------- PRIOR YEAR ------------------ACCOUNT BUDGET EXPENDITURES BALANCE % BUDGET EXPENDITURES BALANCE %4010 REGULAR EMPLOYEES 445,300.00 436,427.98 8,872.02 98.01 431,800.00 427,994.90 3,805.10 99.124014 VACATION SELL BACK 3,600.00 .00 3,600.00 .00 1,200.00 .00 1,200.00 .004015 ALLOWANCES 2,300.00 1,585.19 714.81 68.92 1,700.00 1,654.41 45.59 97.324021 LONGEVITY PAY 5,300.00 5,148.37 151.63 97.14 5,000.00 4,917.12 82.88 98.344032 PART-TIME NON-PERS 18,800.00 15,062.61 3,737.39 80.12 18,300.00 15,768.86 2,531.14 86.174241 P.E.R.S 166,300.00 162,374.97 3,925.03 97.64 140,800.00 135,987.19 4,812.81 96.584242 NON-PERSABLE COMPE 1,900.00 1,861.42 38.58 97.97 1,900.00 1,811.81 88.19 95.364244 MEDICAL/DENTAL INS 66,600.00 65,589.96 1,010.04 98.48 66,600.00 68,693.38 -2,093.38 103.144245 LONG TERM DISABILI 300.00 336.96 -36.96 112.32 400.00 366.72 33.28 91.684247 LIFE INSURANCE 1,200.00 1,125.67 74.33 93.81 1,300.00 1,127.33 172.67 86.724250 FICA/HOSPITAL INSU 6,800.00 6,845.68 -45.68 100.67 6,500.00 6,796.86 -296.86 104.574299 VACANCY RATE -21,500.00 .00 -21,500.00 .00 -20,300.00 .00 -20,300.00 .00TOTAL-4000 SALARIES & B 696,900.00 696,358.81 541.19 99.92 655,200.00 665,118.58 -9,918.58 101.515110 OFFICE SUPPLIES 6,500.00 5,676.65 823.35 87.33 6,500.00 6,371.18 128.82 98.025115 PROGRAM EXPENSES 7,100.00 5,209.89 1,890.11 73.38 7,100.00 6,829.56 270.44 96.195125 PRINT SHOP 10,600.00 6,931.82 3,668.18 65.39 10,300.00 9,952.71 347.29 96.635230 BUILDING AND GROUN 13,400.00 14,044.09 -644.09 104.81 13,000.00 12,795.54 204.46 98.43TOTAL-5000 SUPPLIES 37,600.00 31,862.45 5,737.55 84.74 36,900.00 35,948.99 951.01 97.426160 CONTRACT SERVICES 209,300.00 193,314.92 15,985.08 92.36 205,000.00 200,812.25 4,187.75 97.966210 TELEPHONE 25,700.00 22,562.06 3,137.94 87.79 25,100.00 26,055.73 -955.73 103.816310 MILEAGE 300.00 229.37 70.63 76.46 300.00 320.80 -20.80 106.936505 GENERAL LIABILITY 67,800.00 67,800.00 .00 100.00 67,200.00 67,200.00 .00 100.006507 WORKERS’ COMPENSAT 46,400.00 46,400.00 .00 100.00 42,500.00 42,500.00 .00 100.006611 ELECTRIC 144,300.00 116,234.34 28,065.66 80.55 138,900.00 141,568.95 -2,668.95 101.926612 GAS 6,900.00 2,640.12 4,259.88 38.26 9,500.00 6,834.73 2,665.27 71.946614 WATER 2,600.00 1,888.47 711.53 72.63 2,600.00 2,098.42 501.58 80.716730 OFFICE EQUIPMENT 51,300.00 23,825.64 27,474.36 46.44 7,100.00 2,936.57 4,163.43 41.366750 VEHICLE MAINTENANC 3,000.00 2,742.30 257.70 91.41 2,500.00 3,506.54 -1,006.54 140.266760 BUILDING REPAIR & 10,000.00 14,482.92 -4,482.92 144.83 10,000.00 19,089.80 -9,089.80 190.906930 MEMBERSHIP & PUBLI 5,800.00 5,349.31 450.69 92.23 5,800.00 5,405.31 394.69 93.206940 OFFICIAL MEETINGS 5,700.00 3,273.20 2,426.80 57.42 5,000.00 1,754.70 3,245.30 35.096960 EQUIPMENT REPLACEM 67,300.00 58,736.89 8,563.11 87.28 86,200.00 50,694.32 35,505.68 58.816970 TRAINING 2,100.00 2,795.98 -695.98 133.14 2,100.00 2,082.16 17.84 99.156971 TUITION REIMBURSEM 9,700.00 -3,915.49 13,615.49 40.37 7,100.00 5,749.16 1,350.84 80.976977 EMPLOYEE SUPPORT 1,100.00 1,100.25 - .25 100.02 1,100.00 1,120.59 -20.59 101.87TOTAL-6000 OPERATING EX 659,300.00 559,460.28 99,839.72 84.86 618,000.00 579,730.03 38,269.97 93.81TOTAL-0015601 LIBRARY-ADMI 1,393,800.00 1,287,681.54 106,118.46 92.39 1,310,100.00 1,280,797.60 29,302.40 97.76
PENTAMATION ENTERPRISES INC. PAGE NUMBER: 2DATE: 07/23/2020 CITY OF ARCADIA EXPCOMP1TIME: 11:32:56 EXPENDITURE COMPARISON REPORTSELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.orACCOUNTING PERIOD: 13/20 - INCLUDE PREVIOUS YEAR ACCOUNTSSORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTALPAGE BREAKS ON: FUND,FUND/DIVISIONFUND-001 GENERAL FUND FUND/DIVISION-0015602 LIBRARY-INFORMATION SYSTE 1ST SUBTOTAL-4000 SALARIES & BENEFITS ----------------- CURRENT YEAR ------------------- -------------------- PRIOR YEAR ------------------ACCOUNT BUDGET EXPENDITURES BALANCE % BUDGET EXPENDITURES BALANCE %4010 REGULAR EMPLOYEES 54,200.00 54,239.25 -39.25 100.07 50,900.00 50,465.77 434.23 99.154032 PART-TIME NON-PERS 47,100.00 32,009.51 15,090.49 67.96 47,100.00 40,537.33 6,562.67 86.074241 P.E.R.S 19,200.00 18,293.18 906.82 95.28 15,800.00 14,888.37 911.63 94.234244 MEDICAL/DENTAL INS 6,700.00 6,581.58 118.42 98.23 6,700.00 6,620.69 79.31 98.824245 LONG TERM DISABILI 100.00 84.24 15.76 84.24 100.00 91.68 8.32 91.684247 LIFE INSURANCE 100.00 58.56 41.44 58.56 100.00 61.56 38.44 61.564250 FICA/HOSPITAL INSU 1,500.00 1,275.02 224.98 85.00 1,500.00 1,342.82 157.18 89.524299 VACANCY RATE -3,800.00 .00 -3,800.00 .00 -3,700.00 .00 -3,700.00 .00TOTAL-4000 SALARIES & B 125,100.00 112,541.34 12,558.66 89.96 118,500.00 114,008.22 4,491.78 96.215110 OFFICE SUPPLIES 1,000.00 766.14 233.86 76.61 1,000.00 1,047.36 -47.36 104.74TOTAL-5000 SUPPLIES 1,000.00 766.14 233.86 76.61 1,000.00 1,047.36 -47.36 104.74TOTAL-0015602 LIBRARY-INFO 126,100.00 113,307.48 12,792.52 89.86 119,500.00 115,055.58 4,444.42 96.28
PENTAMATION ENTERPRISES INC. PAGE NUMBER: 3DATE: 07/23/2020 CITY OF ARCADIA EXPCOMP1TIME: 11:32:56 EXPENDITURE COMPARISON REPORTSELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.orACCOUNTING PERIOD: 13/20 - INCLUDE PREVIOUS YEAR ACCOUNTSSORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTALPAGE BREAKS ON: FUND,FUND/DIVISIONFUND-001 GENERAL FUND FUND/DIVISION-0015603 LIBRARY-SHELVING MGMT 1ST SUBTOTAL-4000 SALARIES & BENEFITS ----------------- CURRENT YEAR ------------------- -------------------- PRIOR YEAR ------------------ACCOUNT BUDGET EXPENDITURES BALANCE % BUDGET EXPENDITURES BALANCE %4010 REGULAR EMPLOYEES 60,200.00 61,658.19 -1,458.19 102.42 56,500.00 57,870.68 -1,370.68 102.434011 SPECIALIST PAY 1,000.00 943.99 56.01 94.40 1,000.00 964.60 35.40 96.464021 LONGEVITY PAY 500.00 1,069.18 -569.18 213.84 600.00 317.48 282.52 52.914032 PART-TIME NON-PERS 98,700.00 82,464.03 16,235.97 83.55 96,300.00 82,770.57 13,529.43 85.954241 P.E.R.S 21,900.00 21,544.74 355.26 98.38 18,000.00 17,079.39 920.61 94.894244 MEDICAL/DENTAL INS 13,400.00 13,249.68 150.32 98.88 13,400.00 13,301.74 98.26 99.274245 LONG TERM DISABILI 100.00 84.24 15.76 84.24 100.00 91.68 8.32 91.684247 LIFE INSURANCE 100.00 58.56 41.44 58.56 100.00 61.56 38.44 61.564250 FICA/HOSPITAL INSU 2,300.00 2,291.40 8.60 99.63 2,300.00 2,232.71 67.29 97.074299 VACANCY RATE -5,900.00 .00 -5,900.00 .00 -5,600.00 .00 -5,600.00 .00TOTAL-4000 SALARIES & B 192,300.00 183,364.01 8,935.99 95.35 182,700.00 174,690.41 8,009.59 95.625110 OFFICE SUPPLIES 300.00 377.94 -77.94 125.98 300.00 300.00 .00 100.00TOTAL-5000 SUPPLIES 300.00 377.94 -77.94 125.98 300.00 300.00 .00 100.00TOTAL-0015603 LIBRARY-SHEL 192,600.00 183,741.95 8,858.05 95.40 183,000.00 174,990.41 8,009.59 95.62
PENTAMATION ENTERPRISES INC. PAGE NUMBER: 4DATE: 07/23/2020 CITY OF ARCADIA EXPCOMP1TIME: 11:32:56 EXPENDITURE COMPARISON REPORTSELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.orACCOUNTING PERIOD: 13/20 - INCLUDE PREVIOUS YEAR ACCOUNTSSORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTALPAGE BREAKS ON: FUND,FUND/DIVISIONFUND-001 GENERAL FUND FUND/DIVISION-0015604 LIBRARY-CIRCULATION 1ST SUBTOTAL-4000 SALARIES & BENEFITS ----------------- CURRENT YEAR ------------------- -------------------- PRIOR YEAR ------------------ACCOUNT BUDGET EXPENDITURES BALANCE % BUDGET EXPENDITURES BALANCE %4010 REGULAR EMPLOYEES 183,600.00 171,860.01 11,739.99 93.61 174,600.00 162,493.76 12,106.24 93.074014 VACATION SELL BACK .00 567.48 -567.48 .00 .00 .00 .00 .004021 LONGEVITY PAY 1,100.00 1,069.18 30.82 97.20 400.00 401.52 -1.52 100.384032 PART-TIME NON-PERS 44,800.00 34,341.33 10,458.67 76.65 47,500.00 39,776.98 7,723.02 83.744241 P.E.R.S 65,600.00 60,874.26 4,725.74 92.80 55,300.00 47,576.81 7,723.19 86.034244 MEDICAL/DENTAL INS 46,800.00 43,736.43 3,063.57 93.45 46,800.00 41,172.80 5,627.20 87.984245 LONG TERM DISABILI 300.00 308.88 -8.88 102.96 400.00 317.16 82.84 79.294247 LIFE INSURANCE 200.00 219.60 -19.60 109.80 300.00 213.96 86.04 71.324250 FICA/HOSPITAL INSU 3,300.00 3,282.37 17.63 99.47 3,300.00 3,256.93 43.07 98.694299 VACANCY RATE -1,400.00 .00 -1,400.00 .00 -9,900.00 .00 -9,900.00 .00TOTAL-4000 SALARIES & B 344,300.00 316,259.54 28,040.46 91.86 318,700.00 295,209.92 23,490.08 92.635110 OFFICE SUPPLIES 5,600.00 4,492.69 1,107.31 80.23 2,000.00 1,753.19 246.81 87.66TOTAL-5000 SUPPLIES 5,600.00 4,492.69 1,107.31 80.23 2,000.00 1,753.19 246.81 87.66TOTAL-0015604 LIBRARY-CIRC 349,900.00 320,752.23 29,147.77 91.67 320,700.00 296,963.11 23,736.89 92.60
PENTAMATION ENTERPRISES INC. PAGE NUMBER: 5DATE: 07/23/2020 CITY OF ARCADIA EXPCOMP1TIME: 11:32:56 EXPENDITURE COMPARISON REPORTSELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.orACCOUNTING PERIOD: 13/20 - INCLUDE PREVIOUS YEAR ACCOUNTSSORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTALPAGE BREAKS ON: FUND,FUND/DIVISIONFUND-001 GENERAL FUND FUND/DIVISION-0015605 LIBRARY-CHILDREN 1ST SUBTOTAL-4000 SALARIES & BENEFITS ----------------- CURRENT YEAR ------------------- -------------------- PRIOR YEAR ------------------ACCOUNT BUDGET EXPENDITURES BALANCE % BUDGET EXPENDITURES BALANCE %4010 REGULAR EMPLOYEES 285,900.00 239,910.71 45,989.29 83.91 270,400.00 270,919.81 -519.81 100.194021 LONGEVITY PAY 2,300.00 2,264.47 35.53 98.46 2,200.00 2,185.04 14.96 99.324032 PART-TIME NON-PERS .00 76.13 -76.13 .00 .00 .00 .00 .004241 P.E.R.S 107,900.00 91,471.96 16,428.04 84.77 89,400.00 86,910.89 2,489.11 97.224244 MEDICAL/DENTAL INS 53,500.00 44,810.90 8,689.10 83.76 53,500.00 52,648.19 851.81 98.414245 LONG TERM DISABILI 400.00 329.94 70.06 82.49 500.00 458.40 41.60 91.684247 LIFE INSURANCE 300.00 229.36 70.64 76.45 400.00 307.80 92.20 76.954250 FICA/HOSPITAL INSU 4,200.00 3,562.52 637.48 84.82 4,000.00 4,051.57 -51.57 101.294299 VACANCY RATE -13,600.00 .00 -13,600.00 .00 -12,600.00 .00 -12,600.00 .00TOTAL-4000 SALARIES & B 440,900.00 382,655.99 58,244.01 86.79 407,800.00 417,481.70 -9,681.70 102.375110 OFFICE SUPPLIES 2,400.00 2,069.92 330.08 86.25 2,400.00 2,406.83 -6.83 100.285115 PROGRAM EXPENSES 800.00 724.02 75.98 90.50 800.00 792.64 7.36 99.08TOTAL-5000 SUPPLIES 3,200.00 2,793.94 406.06 87.31 3,200.00 3,199.47 .53 99.986922 LIBRARY MATERIALS 61,000.00 61,000.00 .00 100.00 60,000.00 60,000.00 .00 100.006923 ELECTRONIC RESOURC 8,500.00 8,424.05 75.95 99.11 9,500.00 9,421.05 78.95 99.17TOTAL-6000 OPERATING EX 69,500.00 69,424.05 75.95 99.89 69,500.00 69,421.05 78.95 99.89TOTAL-0015605 LIBRARY-CHIL 513,600.00 454,873.98 58,726.02 88.57 480,500.00 490,102.22 -9,602.22 102.00
PENTAMATION ENTERPRISES INC. PAGE NUMBER: 6DATE: 07/23/2020 CITY OF ARCADIA EXPCOMP1TIME: 11:32:56 EXPENDITURE COMPARISON REPORTSELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.orACCOUNTING PERIOD: 13/20 - INCLUDE PREVIOUS YEAR ACCOUNTSSORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTALPAGE BREAKS ON: FUND,FUND/DIVISIONFUND-001 GENERAL FUND FUND/DIVISION-0015607 LIBRARY-TECHNICAL 1ST SUBTOTAL-4000 SALARIES & BENEFITS ----------------- CURRENT YEAR ------------------- -------------------- PRIOR YEAR ------------------ACCOUNT BUDGET EXPENDITURES BALANCE % BUDGET EXPENDITURES BALANCE %4010 REGULAR EMPLOYEES 302,000.00 298,568.08 3,431.92 98.86 296,100.00 297,474.21 -1,374.21 100.464014 VACATION SELL BACK 1,200.00 .00 1,200.00 .00 1,200.00 1,174.15 25.85 97.854020 STABILITY PAY 500.00 500.00 .00 100.00 500.00 500.00 .00 100.004021 LONGEVITY PAY 5,700.00 6,878.80 -1,178.80 120.68 5,500.00 6,556.68 -1,056.68 119.214241 P.E.R.S 116,700.00 115,566.28 1,133.72 99.03 100,100.00 98,052.88 2,047.12 97.954244 MEDICAL/DENTAL INS 53,500.00 52,355.64 1,144.36 97.86 53,500.00 52,563.95 936.05 98.254245 LONG TERM DISABILI 400.00 421.20 -21.20 105.30 500.00 458.40 41.60 91.684247 LIFE INSURANCE 300.00 292.80 7.20 97.60 400.00 307.80 92.20 76.954250 FICA/HOSPITAL INSU 2,900.00 3,145.27 -245.27 108.46 2,900.00 3,202.16 -302.16 110.424299 VACANCY RATE -14,500.00 .00 -14,500.00 .00 -13,800.00 .00 -13,800.00 .00TOTAL-4000 SALARIES & B 468,700.00 477,728.07 -9,028.07 101.93 446,900.00 460,290.23 -13,390.23 103.005110 OFFICE SUPPLIES 15,000.00 13,135.06 1,864.94 87.57 14,000.00 14,011.99 -11.99 100.09TOTAL-5000 SUPPLIES 15,000.00 13,135.06 1,864.94 87.57 14,000.00 14,011.99 -11.99 100.096921 BIBLIOGRAPHIC UTIL 30,500.00 29,812.41 687.59 97.75 30,500.00 28,867.90 1,632.10 94.656922 LIBRARY MATERIALS 8,800.00 6,300.00 2,500.00 71.59 8,500.00 8,498.25 1.75 99.98TOTAL-6000 OPERATING EX 39,300.00 36,112.41 3,187.59 91.89 39,000.00 37,366.15 1,633.85 95.81TOTAL-0015607 LIBRARY-TECH 523,000.00 526,975.54 -3,975.54 100.76 499,900.00 511,668.37 -11,768.37 102.35
PENTAMATION ENTERPRISES INC. PAGE NUMBER: 7DATE: 07/23/2020 CITY OF ARCADIA EXPCOMP1TIME: 11:32:56 EXPENDITURE COMPARISON REPORTSELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.orACCOUNTING PERIOD: 13/20 - INCLUDE PREVIOUS YEAR ACCOUNTSSORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTALPAGE BREAKS ON: FUND,FUND/DIVISIONFUND-001 GENERAL FUND FUND/DIVISION-0015608 LIBRARY-ADULT 1ST SUBTOTAL-4000 SALARIES & BENEFITS ----------------- CURRENT YEAR ------------------- -------------------- PRIOR YEAR ------------------ACCOUNT BUDGET EXPENDITURES BALANCE % BUDGET EXPENDITURES BALANCE %4010 REGULAR EMPLOYEES 368,400.00 349,503.80 18,896.20 94.87 357,200.00 345,527.47 11,672.53 96.734011 SPECIALIST PAY 1,000.00 943.99 56.01 94.40 1,000.00 964.60 35.40 96.464014 VACATION SELL BACK 1,000.00 .00 1,000.00 .00 1,000.00 232.42 767.58 23.244021 LONGEVITY PAY 6,500.00 6,596.02 -96.02 101.48 6,100.00 6,010.16 89.84 98.534241 P.E.R.S 141,200.00 133,722.68 7,477.32 94.70 119,700.00 114,510.80 5,189.20 95.664244 MEDICAL/DENTAL INS 60,100.00 56,350.96 3,749.04 93.76 60,200.00 56,658.74 3,541.26 94.124245 LONG TERM DISABILI 400.00 400.14 - .14 100.04 500.00 419.58 80.42 83.924247 LIFE INSURANCE 300.00 278.16 21.84 92.72 400.00 281.90 118.10 70.484250 FICA/HOSPITAL INSU 5,500.00 5,293.64 206.36 96.25 5,300.00 5,045.74 254.26 95.204299 VACANCY RATE -17,500.00 .00 -17,500.00 .00 -16,500.00 .00 -16,500.00 .00TOTAL-4000 SALARIES & B 566,900.00 553,089.39 13,810.61 97.56 534,900.00 529,651.41 5,248.59 99.025110 OFFICE SUPPLIES 1,900.00 1,597.80 302.20 84.09 1,900.00 1,895.90 4.10 99.785115 PROGRAM EXPENSES 1,500.00 1,188.32 311.68 79.22 1,500.00 1,387.35 112.65 92.49TOTAL-5000 SUPPLIES 3,400.00 2,786.12 613.88 81.94 3,400.00 3,283.25 116.75 96.576922 LIBRARY MATERIALS 154,600.00 154,600.00 .00 100.00 150,900.00 150,900.00 .00 100.006923 ELECTRONIC RESOURC 57,400.00 57,399.90 .10 100.00 58,600.00 58,598.82 1.18 100.00TOTAL-6000 OPERATING EX 212,000.00 211,999.90 .10 100.00 209,500.00 209,498.82 1.18 100.00TOTAL-0015608 LIBRARY-ADUL 782,300.00 767,875.41 14,424.59 98.16 747,800.00 742,433.48 5,366.52 99.28
PENTAMATION ENTERPRISES INC. PAGE NUMBER: 8DATE: 07/23/2020 CITY OF ARCADIA EXPCOMP1TIME: 11:32:56 EXPENDITURE COMPARISON REPORTSELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.orACCOUNTING PERIOD: 13/20 - INCLUDE PREVIOUS YEAR ACCOUNTSSORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTALPAGE BREAKS ON: FUND,FUND/DIVISIONFUND-001 GENERAL FUND FUND/DIVISION-0015640 PASSPORT PROCESSING 1ST SUBTOTAL-4000 SALARIES & BENEFITS ----------------- CURRENT YEAR ------------------- -------------------- PRIOR YEAR ------------------ACCOUNT BUDGET EXPENDITURES BALANCE % BUDGET EXPENDITURES BALANCE %4010 REGULAR EMPLOYEES .00 387.49 -387.49 .00 .00 179.06 -179.06 .004032 PART-TIME NON-PERS 65,300.00 31,657.95 33,642.05 48.48 54,000.00 38,463.11 15,536.89 71.234250 FICA/HOSPITAL INSU 900.00 464.64 435.36 51.63 800.00 572.21 227.79 71.534299 VACANCY RATE -2,000.00 .00 -2,000.00 .00 -1,600.00 .00 -1,600.00 .00TOTAL-4000 SALARIES & B 64,200.00 32,510.08 31,689.92 50.64 53,200.00 39,214.38 13,985.62 73.715110 OFFICE SUPPLIES 13,000.00 4,788.82 8,211.18 36.84 15,000.00 6,717.03 8,282.97 44.78TOTAL-5000 SUPPLIES 13,000.00 4,788.82 8,211.18 36.84 15,000.00 6,717.03 8,282.97 44.786730 OFFICE EQUIPMENT .00 .00 .00 .00 500.00 .00 500.00 .00TOTAL-6000 OPERATING EX .00 .00 .00 .00 500.00 .00 500.00 .00TOTAL-0015640 PASSPORT PRO 77,200.00 37,298.90 39,901.10 48.31 68,700.00 45,931.41 22,768.59 66.86TOTAL-001 GENERAL FUND 3,958,500.00 3,692,507.03 265,992.97 93.28 3,730,200.00 3,657,942.18 72,257.82 98.06
PENTAMATION ENTERPRISES INC. PAGE NUMBER: 9DATE: 07/23/2020 CITY OF ARCADIA EXPCOMP1TIME: 11:32:56 EXPENDITURE COMPARISON REPORTSELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.orACCOUNTING PERIOD: 13/20 - INCLUDE PREVIOUS YEAR ACCOUNTSSORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTALPAGE BREAKS ON: FUND,FUND/DIVISIONFUND-619 EQUIPMENT REPLACEMENT FUND/DIVISION-6195601 EQUIP REPLACE/LIB-ADMIN 1ST SUBTOTAL-8000 CAPITAL OUTLAY ----------------- CURRENT YEAR ------------------- -------------------- PRIOR YEAR ------------------ACCOUNT BUDGET EXPENDITURES BALANCE % BUDGET EXPENDITURES BALANCE %8301 OFFICE MACH & FURN 102,033.69 91,756.24 10,277.45 89.93 52,200.00 12,466.31 39,733.69 23.888302 COMPUTER EQUIP & S 10,753.74 4,929.33 5,824.41 45.84 37,849.12 27,095.38 10,753.74 71.59TOTAL-8000 CAPITAL OUTL 112,787.43 96,685.57 16,101.86 85.72 90,049.12 39,561.69 50,487.43 43.93TOTAL-6195601 EQUIP REPLAC 112,787.43 96,685.57 16,101.86 85.72 90,049.12 39,561.69 50,487.43 43.93TOTAL-619 EQUIPMENT RE 112,787.43 96,685.57 16,101.86 85.72 90,049.12 39,561.69 50,487.43 43.93TOTAL REPORT 4,071,287.43 3,789,192.60 282,094.83 93.07 3,820,249.12 3,697,503.87 122,745.25 96.79
LIBRARY BILL OF RIGHTS
The American Library Association affirms that all libraries are forums for information and ideas,
and that the following basic policies should guide their services.
1. Books and other library resources should be provided for the interest, information, and
enlightenment of all people of the community the library serves. Materials should not be excluded
because of the origin, background, or views of those contributing to their creation.
2. Libraries should provide materials and information presenting all points of view on current and
historical issues. Materials should not be proscribed or removed because of partisan or doctrinal
disapproval.
3. Libraries should challenge censorship in the fulfillment of their responsibility to provide
information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting abridgment
of free expression and free access to ideas.
5. A person’s right to use a library should not be denied or abridged because of origin, age,
background, or views.
6. Libraries which make exhibit spaces and meeting rooms available to the public they serve
should make such facilities available on an equitable basis, regardless of the beliefs or affiliations
of individuals or groups requesting their use.
7. All people, regardless of origin, age, background, or views, possess a right to privacy and
confidentiality in their library use. Libraries should advocate for, educate about, and protect
people’s privacy, safeguarding all library use data, including personally identifiable information.
Although the Articles of the Library Bill of Rights are unambiguous statements of basic principles
that should govern the service of all libraries, questions do arise concerning application of these
principles to specific library practices. See the documents designated by the Intellectual
Freedom Committee as Interpretations of the Library Bill of Rights.
Adopted June 19, 1939, by the ALA Council, amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January
23, 1980; January 29, 2019. Inclusion of “age” reaffirmed January 23, 1996.
Policy Manual 42
ALA INTER-LIBRARY LOAN CODE FOR THE UNITED STATES
Introduction
The Reference and User Services Association, acting for the American Library Association in its
adoption of this code recognizes that the sharing of material between libraries is an integral
element in the provision of library service and believes it to be in the public interest to encourage
such an exchange.
In the interest of providing quality service, libraries have an obligation to obtain material to meet
the informational needs of users when local resources do not meet those needs. Inter-library loan
(ILL), a mechanism for obtaining material is essential to the vitality of all libraries.
The effectiveness of the national inter-library loan system depends upon participation of libraries
of all types and sizes.
This code establishes principles that facilitate the requesting of material by a library and the
provision of loans or copies in response to those requests. In this code, "material" includes books,
audiovisual materials, and other returnable items as well as copies of journal articles, book
chapters, excerpts, and other non-returnable items.
1.0 Definition
1.1 Inter-library loan is the process by which a library requests material from, or supplies
material to, another library.
2.0 Purpose
2.1 The purpose of inter-library loan as defined by this code is to obtain, upon request of a
library user, material not available in the user's local library.
3.0 Scope
3.1 This code regulates the exchange of material between libraries in the United States.
3.2 Inter-library loan transactions with libraries outside of the United States are governed by the
International Federation of Library Associations and Institutions' International Lending:
Principles and Guidelines for Procedure.
4.0 Responsibilities of the Requesting Library
4.1 Establish, promptly update, and make available an inter-library borrowing policy.
4.2 Ensure the confidentiality of the user.
4.3 Describe completely and accurately the requested material following accepted
bibliographic practice.
4.4 Identify libraries that own the requested material and check and adhere to the policies of
potential supplying libraries.
4.5 When no libraries can be identified as owning the needed material, requests may be sent
to libraries believed likely to own the material, accompanied by an indication that ownership is
not confirmed.
4.6 Transmit inter-library loan requests electronically whenever possible.
Policy Manual 49
4.7 For copy requests, comply with U.S. copyright law (Title 17, U.S. Code) and its
accompanying guidelines.
4.8 Assume responsibility for borrowed material from the time it leaves the supplying library until
it has been returned to and received by the supplying library. This includes all material shipped
directly to and/or returned by the user. If damage or loss occurs, provide compensation or
replacement, in accordance with the preference of the supplying library.
4.9 Assume full responsibility for user-initiated transactions.
4.10 Honor the due date and enforcing any use restrictions specified by the supplying library.
The due date is defined as the date the material is due to be checked-in at the supplying library.
4.11 Request a renewal before the item is due. If the supplying library does not respond, the
requesting library may assume that a renewal has been granted extending the due date by the
same length of time as the original loan.
4.12 All borrowed material is subject to recall. Respond immediately if the supplying library
recalls an item.
4.13 Package material to prevent damage in shipping and comply with any special instructions
stated by the supplying library.
4.14 Failure to comply with the provisions of this code may be reason for suspension of service
by a supplying library.
5.0 Responsibilities of the Supplying Library
5.1 Establish, promptly date, and make available an inter-library lending policy.
5.2 Consider filling all requests for material regardless of format.
5.3 Ensure the confidentiality of the user.
5.4 Process requests in a timely manner that recognizes the needs of the requesting library
and/or the requirements of the electronic network or transmission system being used. If unable
to fill a request, please respond promptly and state the reason the request cannot be filled.
5.5 When filling requests, send sufficient information with each item to identify the request.
5.6 Indicate the due date and any restrictions on the use of the material and any special return
packaging or shipping requirements. The due date is defined as the date the material is due to
be checked-in at the supplying library.
5.7 Ship material in a timely and efficient manner to the location specified by the requesting
library. Package loaned material to prevent loss or damage in shipping. Deliver copies
electronically whenever possible.
5.8 Respond promptly to requests for renewals. If no response is sent, the requesting library
may assume that a renewal has been granted extending the due date by the same length of
time as the original loan.
5.9 Loaned material is subject to recall at any time.
5.10 Failure to comply with the provisions of this code may lead to suspension to the requesting
library.
Prepared by the Inter-library Loan Committee, Reference and User Services Association (RUSA), 1994k, revised 2001.
Revised 2008, by the Sharing and Transforming Access to Resources Section (STARS)
Policy Manual 50
FACILITY RENTAL POLICY
The Arcadia Public Library has facilities and meeting rooms available for public use. Facilities
and meeting rooms must be reserved in advance and an application must be completed.
Arcadia Public Library does not discriminate in making its premises available on the basis of
race, color, national origin, religion, sex, sexual preference, age, or physical limitation. The fact
that a group or organization is granted permission to meet in the Library in no way constitutes
endorsement of the policies or beliefs of that organization by the Library or the City of Arcadia.
RESERVATION PRIORITIES
Arcadia Public Library, in its sole discretion, will determine the number of events to be held on a
daily basis and/or simultaneously in its facilities.
The Arcadia Public Library has first priority on all dates. The Arcadia Public Library also has the
right to preempt any event for a Library event. In such rare instances, the Library will put forth
every reasonable effort to assist the group in reserving another date or another space within the
Library facility, if available.
The Friends of the Library has second priority on all dates.
Neighborhood Association groups have third priority on all dates.
All other organizations, municipal agencies, individuals and groups have fourth priority on all
dates, and may reserve events on a first come, first served basis.
INDEMNIFICATION AND INSURANCE
Outside (non-City) individuals and groups that use City facilities, including the Arcadia Public
Library, for meetings and events must comply with the standard insurance and indemnification
requirements that are established by the City.
USE
The Arcadia Public Library encourages the use of its meeting rooms by the public and private
groups for cultural and community programs and meetings. To allow for diverse use, weekly
classes are not permitted unless it is a Library program.
It is highly recommended that Library meeting rooms and venues be used only during the hours
the Library is open to the public. If a meeting room must be scheduled outside the Library’s
service hours, an additional form related to staff and fees must be completed.
Damage or misuse of Library property may affect the ability to utilize the meeting venue in the
future.
FEES
The City Council and the Library Board of Trustees approves the fines and fees charged by the
Library on a regular basis. The facility rental fees and staff service fees are included in a
separate attachment.
DRAFT
Waiving of Fees
The Director of Library and Museum Services or his/her designee, determines whether or not
fees will be waived utilizing the guidelines listed. An application for Fee Waiver must accompany
the Application for Use of Facility.
For all events, staff fees as related to security, event coordinator, audio visual coordinator, event
attendants, custodial, etc. and are not waived.
The following are the conditions by which facility fees may be waived:
Event is conducted or actively co-sponsored by the Arcadia Public Library.
Event is conducted by the Friends of the Library.
Event is conducted by a Neighborhood Association group for a business-related meeting.
Event is conducted by an elected official and is open to the public or community groups.
Event is conducted by City, County, State, Federal or municipal agency.
Conditions
The Library has facilities and meeting rooms available at no charge to the following
organizations:
City of Arcadia
Friends of the Library
Friends of the Museum
Arcadia Historical Society
Arcadia Unified School District (District activities of community interest not normally held at
a school site)
The facilities are available for a fee to the following:
Music teachers and students for music recitals
Non-profit organizations with proof of non-profit status (must provide with application)
The facilities are not available for the following:
Commercial organizations
Private parties
Use by organizations more than 12 times per year or more than 1 time per month.
Events for purposes of furthering a campaign for public office (City Charter, Section 905).
Conditions in which facility fees are not waived:
The event charges admission and is not sponsored by the Friends of the Library.
Events in which present or future financial gain is sought such as: Exhibits of displayed artwork
for sale, educational seminars/workshops whose purpose is the future sale of financial services
or other products, etc.
Meetings that are intended for members of a club or group.
ARCADIA PUBLIC LIBRARY IMAGINATION THEATER RENTAL POLICY
The Imagination Theater in the Jerry Broadwell Children’s Room is available to community
groups or organizations for events of a civic, cultural, charitable, intellectual or educational
nature. This policy is in keeping with Article 6 of the Library Bill of Rights which the Library
Board has adopted: “Libraries which make exhibit spaces and meeting rooms available to the
public they serve should make such facilities available on an equitable basis, regardless of the
beliefs or affiliations of individuals or groups requesting their use.” Events in the Imagination
Theater must be free and open to the public.
The Imagination Theater is available at no cost to the following organizations:
City of Arcadia
Friends of the Library
Arcadia Unified School District (for District activities of community interest not normally
held at a school site)
Student groups from AUSD with a supporting letter on official School or District
letterhead from a group advisor or teacher and a responsible, supervising adult 18
years or older must be in the room.
The Imagination Theater is available for a fee to the following (proof of non-profit status must
accompany the application):
Non-profit organizations
Local clubs or other organizations who do not operate on a for-profit status or are
without official non-profit status, and who are not affiliated with commercial enterprises
and who are engaged in activities directly beneficial to children
The Imagination Theater is not available to or for the following:
Commercial organizations, including paid tutoring services whether provided by an
individual or a commercial enterprise
Private parties, weddings, receptions, birthday parties, memorial services, or play groups
Use by organizations on a regular basis (daily, weekly or monthly)
Use that would conflict with regularly scheduled Library programs or events.
Purposes for furthering a campaign for public office (City Charter, Section 905)
Use that would damage the facility.
Application for the use of the Imagination Theater shall be made with the Children’s Services
staff no more than three months in advance and at least seven business days prior to the date
of use. Priority will be given to Library-sponsored activities. The Imagination Theater is
available only during the hours the Library is open to the public. The Library may at its sole
discretion reject an application. Any scheduled group may be asked to reschedule a particular
meeting or event in order to make the room available for a special purpose. The Imagination
Theater may only be rented by an organization or group one time per quarter per calendar year.
The applicant and a responsible adult 18 years of age or older must be present. The applicant
and adult may be the same person.
Fees for the use of all rentals at the Library are payable preferably at the time of the
application, but not later than two weeks prior to the scheduled date or the reservation
will be cancelled. If the reservation is made within two weeks of the event, payment and proof
of non-profit status is due at the same time.
DRAFT
Rental fee of $50 per hour for the Imagination Theater. The total fee is derived by
multiplying the hourly fee by the number of hours (including any portion of an hour which
shall be rounded up to a full hour) of the proposed and approved use.
Food and beverages are not permitted in the Imagination Theater.
AV equipment is not provided. Renters are welcome to bring their own laptops or tablets
and to use the Library’s free Wi-Fi.
A $150 security deposit is required. This deposit may be refunded if/when Library staff
has determined that no Library property is damaged or missing, and the group leaves on
time as scheduled. Additional charges may be necessary if the deposit amount does not
cover costs of damaged or missing property.
Fees will be refunded only if applicant notifies the Library of intent to cancel at least two
full weeks prior to the scheduled event, including the security fee.
The Imagination Theater will be available at no charge for setup thirty (30) minutes prior to the
scheduled start time of the event. Cleanup must be completed by the end of the scheduled time,
and 30 minutes prior to the Library closing time The Library reserves the right to bill a user after
the event if the time used exceeds the schedule, including any overtime costs associated with
staff staying after the close of the Library.
Permission to use the Imagination Theater is not transferable.
Alcoholic beverages are not permitted under any circumstances.
The fact that a group is given permission to meet in the Library in no way constitutes
endorsement by the Library or the Board of Trustees of the policies or beliefs of that group.
Neither the name nor the address of the Arcadia Public Library may be used as the official
address or headquarters of an organization or group. Any printed publicity must include the
following statement: “This program is not sponsored by the Arcadia Public Library,” unless the
Library has agreed to co-sponsor the event.
The applicant agrees to hold the City harmless and indemnifies the City with regard to any
liability arising out of use of the premises. The applicant must execute an agreement in a form
and substance approved by the City Attorney reflecting the foregoing, among other terms and
conditions.
The City of Arcadia requires a Certificate of $1 million General Liability Insurance with an
endorsement naming the City of Arcadia as additional insured.
The user agrees that neither the City of Arcadia nor any of its officers, agents, or employees
shall be responsible or liable for loss or damage to property and equipment of User or that its
agents, employees, or invitees with regard to their use of the property of the City of Arcadia.
User shall defend, indemnify, and hold harmless the City of Arcadia, its officers, agents, or
employees with regard to any suits, losses, claims, and liability that may arise out of User’s use
of the Arcadia Public Library facilities.
The applicant will be required to pay for any damages to property or equipment.
The Director of Library and Museum Services shall have authority regarding facility usage and
interpretations of policy decisions. Appeals may be made to the Library Board of Trustees in
writing.
DATE: July 21, 2020
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Director of Library and Museum Services
By: Roger Hiles, Library Services Manager
SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
SECURITY PATROL MANAGEMENT & SERVICES FOR SECURITY GUARD
SERVICES IN AN AMOUNT NOT TO EXCEED $59,000
Recommendation: Approve
SUMMARY
The City has a Professional Services Agreement (“Agreement”) with Security Patrol Management
& Services (“SPM”) for unarmed security guard services at the Arcadia Public Library, which
provides for 34 hours of service at a rate not to exceed $18.25 per hour. It is recommended that
the City Council approve, authorize, and direct the City Manager to execute an amendment to the
Agreement with SPM to provide for 60 hours of unarmed security guard service at the at a rate not
to exceed $19.75 per hour, which reflects an 8.2% increase, for a total amount not to exceed
$59,000. Sufficient funds are available in the City’s FY 2020-21 Operating Budget for the Library.
BACKGROUND
The Arcadia Public Library is normally visited by thousands of people each month, including many
children from the nearby schools. In order to maintain an orderly atmosphere where quiet study is
possible, the Library requires an unarmed security guard to circulate throughout the building,
encouraging patrons of all ages to conduct themselves in a manner that does not intrude on others.
After a competitive bidding process, the City Council awarded Security Patrol Management &
Services the Agreement to provide 34 hours of guard services beginning on July 1, 2017, and
expiring on June 30, 2022, with a maximum of three (3) one-year renewals as mutually agreed upon
thereafter. Due to increases in the local minimum wage, the rate of pay was raised to $18.25 per
hour in Amendment No. 1 to the Professional Services Agreement in October 2018.
Amendment No. 2 to Professional Services Agreement in January 2020 allowed the scope of service
to be extended to other City Departments.
DISCUSSION
Although the Professional Services Agreement provided for 34 hours per week of guard services,
the Library is normally open to the public for 60 hours per week. In recent years, an increasing
Amendment to the Professional Services Agreement
for Security Guard Services
July 21, 2020
Page 2 of 2
number of incidents with patrons have occurred outside of guard hours that have resulted in calls to
the Arcadia Police Department for assistance. In an effort to save Police resources, the City Council
provided sufficient funds to increase guard services to 60 hours per week (holidays excluded) in the
City’s FY 2020-21 Operating Budget. In addition, increases to the local minimum wage have
caused SPM to raise the rate of pay for guard services to $19.75 per hour, which reflects an 8.2%
increase since October 2018.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality Act
(“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty
that it will have no impact on the environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
The total amount for guard services from SPM approved in the City’s FY 2020-21 Operating
Budget for the Library is $59,000, which reflects both the increase in hours of service and rate of
pay. Funding for the remaining years will be requested in their respective operating budgets.
RECOMMENDATION
It is recommended that the City Council determine that this project is exempt under the California
Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute
an amendment to the Professional Services Agreement with Security Patrol Management & Services
for Security Guard Services in an amount not to exceed $59,000.
Attachment: Proposed Amendment No. 3 to the Professional Services Agreement
AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT
FOR SECURITY GUARD SERVICES WITH SECURITY PATROL
MANAGEMENT & SERVICES
This Amendment No. 3 (“Amendment No. 3”) is hereby entered into this ________ day of
______________, 2020, by and between the City of Arcadia, a municipal corporation of the State
of California, and Security Patrol Management & Services, a California Corporation, with respect
to that certain Professional Services Agreement between the Parties dated June 7, 2017, as
amended by Amendment No. 1 dated October 5, 2018, and as further amended by Amendment
No. 2 dated January 21, 2020 (“Agreement”).
The Parties agree as follows:
1. The Agreement is amended by deleting Exhibit “A”, and by substituting a new Exhibit “A”
attached hereto.
2. The Agreement is amended by deleting Exhibit “B”, and by substituting a new Exhibit “B”
attached hereto.
3. The Agreement is amended by deleting Exhibit “C”, and by substituting a new Exhibit “C”
attached hereto.
4. All of the remaining terms and provisions of the Agreement are hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 3 on the date set
forth below.
CITY OF ARCADIA SECURITY PATROL MANAGEMENT &
SERVICES
____________________________ ________________________________
Dominic Lazzaretto Laurice Gillespie
City Manager President
Date: _______________________ Date: ___________________________
ATTEST:
________________________________
Signature
____________________________
City Clerk _________________________________
Print Name and Title
APPROVED AS TO FORM: CONCUR:
____________________________ ________________________________
Stephen P. Deitsch Darlene Bradley
City Attorney Director of Library & Museum Services
EXHIBIT "A"
SCOPE OF SERVICES
1. Consultant shall provide unarmed security guard services at the Arcadia Public
Library for a total of approximately 60 hours per week (holidays excluded) as
described in Exhibit “B” (Schedule of Services).
2. Services shall begin on July 1, 2017 and end approximately June 30, 2022 with an
option to renew on a year-by-year basis for a maximum of three (3) one (1) year
renewals as mutually agreed upon. In the event the Consultant does not wish to
renew this agreement, Consultant must provide at least thirty (30) days written
notice to the City of Arcadia prior to June 30 of any year this agreement is in effect.
3. Consultant shall provide guard services without interruptions including but not
limited to absenteeism. Whenever possible, the same guard shall provide the
services daily, and in the event that the guard cannot perform the Services as
agreed upon, the Consultant must provide a replacement.
4. Security Guard shall not be permitted to carry a weapon of any type.
5. Security Guard shall be dressed in uniform with appropriate emblems and/or
badges identifying his/her occupation and company.
6. Security Guard must be of a temperament to work and communicate with adults
and children of all ages and be capable of controlling a crowd in all circumstances.
7. Security Guard’s main responsibility will be to maintain a quiet and orderly
atmosphere for all library patrons.
8. Security Guard’s break times shall be agreed upon by the Security Guard and
Library personnel.
9. The City of Arcadia will not be responsible for any insurance for any Security Guard
provided. The City of Arcadia will not be liable for injuries sustained by any
Security Guard provided by Consultant while on duty on City of Arcadia property.
Exhibit "B"
SCHEDULE OF SERVICES
Consultant shall provide unarmed security guard services as follows from July 1, 2017
through June 30, 2022 (with an option to renew as described in Exhibit “A”):
For Library & Museum Services Locations:
Regular Hours
Monday – Thursday 10:00 a.m. through 9:00 p.m.
Friday - Saturday 10:00 a.m. through 6:00 p.m.
Security Guard services will not be required on Library holidays. It is the Library’s
responsibility to provide holiday schedules to Consultant.
For the Recreation & Community Services Locations:
Regular Hours
Monday— Friday 8:30 a.m. through 5:30 p.m.
Hours may vary due to the needs of the Department. It is the Recreation' s responsibility
to provide advance notice to Consultant for adjustment of hours based on their discretion.
Exhibit "C"
COMPENSATION
Security Patrol Management & Services will be compensated at a rate not to exceed
Nineteen Dollars and Seventy-Five Cents ($19.75) per hour.
Cash discount terms of one half (1/2) of one (1%) percent will apply to all invoices paid
within thirty (30) days. Discount of one half (1/2) of one (1%) percent is equal to
Nineteen Dollars and Sixty-Five Cents ($19.65) per hour.
DATE: August 4, 2020
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Director of Library and Museum Services
By: Roger Hiles, Library Services Manager
SUBJECT: PURCHASE ORDER WITH OVERDRIVE, INC. FOR ELECTRONIC
MATERIALS IN THE AMOUNT OF $60,000
Recommendation: Approve
SUMMARY
It is recommended that the City Council approve a purchase order for electronic books,
electronic magazines, digital audiobooks, and digital videos from OverDrive, Inc. in the
amount of $60,000. Sufficient funds are available in the City’s Fiscal Year 2020-21
Operating Budget.
BACKGROUND
Since 2011, the Library has utilized the services of OverDrive, Inc. to provide library
patrons with access to electronic books, digital audiobooks, and digital videos.
OverDrive, Inc. is the leading distributer of these materials to libraries. Titles purchased
through them are available to library patrons either through the OverDrive app or on the
Amazon Kindle platform on computers, tablets, eReaders, or smartphones. This year,
the app has added support for Chinese and Spanish languages.
DISCUSSION
The Arcadia Public Library accesses OverDrive through membership in the company’s
group of local customer libraries, the Southern California Digital Library Consortium,
which combines the digital collections of 25 member libraries to provide added selection
for our patrons. The annual fee for membership in the consortium is $6,000.
The Library also adds to its collection in the Consortium by purchasing individual
electronic books, digital audiobooks, and digital videos from OverDrive, Inc. These titles
include current best-sellers, older titles, and titles for adults, teens, and children. The
Library’s spending for these items has been increasing with the growing popularity of the
Purchase Order with OverDrive, Inc. for Electronic Materials
August 4, 2020
Page 2 of 2
format, and spending for these added items is projected to reach $39,000 for Fiscal Year
2020-21.
This year, OverDrive, Inc. has acquired rbDigital, the City’s supplier of electronic
magazine content, and the regular electronic magazine subscription costs of $15,000
have been added to this purchase order.
Including both the $6,000 Consortium membership and an anticipated $39,000 for
additional titles, as well as $15,000 for electronic magazine subscriptions, spending for
OverDrive, Inc. will be $60,000 for the Fiscal Year 2020-21, and the Purchase Order will
require City Council approval.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
Sufficient funds for the proposed purchases have been approved in the Library’s Fiscal
Year 2020-21 Operating Budget.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project and is therefore, exempt under, the California Environmental Quality Act
(“CEQA”); and approve a purchase order with OverDrive, Inc. for Electronic Materials in
the amount of $60,000.
Arcadia History Room Featured Historical Picture
Photograph courtesy of the Arcadia History Collection, Arcadia Public Library. ID#1676 (Aug/Sep2020)
Newly remodeled Arcadia Public Library
As we celebrate the Arcadia Public Library centennial this year, we are pleased to
feature this 1997 photograph of the exterior of the library at the southwest corner of
Duarte Road and Santa Anita Avenue. Its address is 20 West Duarte Road. The library
underwent a major expansion and remodel in 1995‐1996 that added 12,282 square feet
to the building. Today, in 2020, the building still looks the same except the trees have
grown taller and fuller and the façade has been painted brown.
If you are interested in Arcadia’s rich history, visit either the Arcadia History Room
located at the Arcadia Public Library or the Gilb Museum of Arcadia Heritage. The
Arcadia History Room is shown by appointment only. Call 626‐821‐5569 for more
information on the Library’s collection or 626‐574‐5440 for more information about the
Museum’s collection.
LIBRARY BOARD OF TRUSTEES
REGULAR MEETING MINUTESS
THURSDAY, JULY 16, 2020
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 4:30 p.m.
PLEDGE OF ALLEGIANCE – Trustee Wang
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
Managers Roger Hiles and Pat Smith.
ABSENT – None
PUBLIC COMMENTS – None
ELECTION OF OFFICERS AND APPOINTMENT OF LIAISON:
a. Chairperson
Chair Delphey opened nominations for the election of officers and the appointment of the liaison
to the Friends of the Library. Trustee Renfrew nominated Chair Delphey for the position of
Chairperson. Trustee HasBrouck seconded. Approved unanimously on a voice vote.
AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, and Wang.
NOES: None
ABSENT: None
b. Chairperson Pro Tempore
Trustee Carter Nominated Trustee HasBrouck for the position of Chairperson Pro Tempore.
Trustee Renfrew seconded. Approved unanimously on a voice vote
AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, and Wang.
NOES: None
ABSENT: None
c. Liaison to the Friends of the Library
Trustee HasBrouck nominated Trustee Renfrew for the position of Liaison to the Friends of the
Library. Trustee Carter seconded. Approved unanimously on a voice vote.
AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, and Wang.
NOES: None
ABSENT: None
REPORTS FROM LIBRARY TRUSTEES / LIAISONS: Trustee Renfrew, Liaison to the Friends,
reported that the Friends received a Life Membership ($2,000). Councilman Cheng thanked the
Board for working hard during COVID. He reminded the Board of quarterly budget meetings and
reported that economic stabilization won’t occur until the first quarter of 2021 and that the City
Council will continue to meet virtually. Trustee Renfrew reported that public feedback has been
very positive regarding our continuing service; Councilman Cheng reported that he posted on
Facebook commending the Library for its service to the entire community.
REPORTS FROM THE DIRECTOR
Announcements/Statements/Reports
Director’s Update: The Director reported on Library staff’s efforts to keep up with increasing
demand for front-door pick-up. She reported that the Library is changing its holds procedure: the
number of items for pick-up will be reduced and ordering items will be done exclusively online.
Staff will work with customers who lack computer skills. Library is introducing the Aspen Discovery
platform, which will streamline customer service. She reviewed the Virtual Adult Recess statistics
and noted that far more people attend the program online; she also previewed the new database,
CreativeBug, which was funded by a State Library grant.
Monthly Statistical Report (June 2020): Among other statistics, the Director reported that of the
19,000 or so items checked out, 7,700 were from the Children’s collection and 3,200 from the
Adult collection. Statistics are completely different during the closure, but programming
participation is still high, and a few volunteers are coming in to work on book donations.
Monthly Report Narrative (June 2020): Chair Delphey noted how much was still going on in the
Library. The Director reported that the Library staff is still providing about 85% of the usual
services, including WiFi in the parking lots and grounds surrounding the building. The Director
answered questions about the EOC and City responses to the ongoing COVID-19 situation.
Financial Report (May 2020): There is still one more month of reporting for the previous fiscal
year’s budget. The Director reviewed expenditures and inconsistencies in reporting.
Arcadia Discovery: (https://discovery.arcadialibrary.org) The new platform aggregates all the
different versions of a given item and lets patrons avoid having to search through a number of
different listings and formats. It also makes finding best-seller lists and recommendations easier.
COVID-19 Update: The Library is in a holding pattern, according to the Director. The plan had
been to open on July 6 but increasing numbers of cases delayed that indefinitely. With the current
level of staffing, Library would find it difficult to open.
Staff Update: The Director reported that several departments were working with fewer staff than
usual, due to maternity leave, unfilled positions in Children’s, Adult/Teen Services, Passport
Services, and Account Services. To cope, services may be decreased slightly and Administrative
staff will help out with customer service.
Library Policy Manual / Fees:
Room Rentals
Memorial and Honorarium Benches
Holds
Historic Photos – Private & Commercial
The Director reviewed fees that may be discussed during an upcoming City Council study session.
The $1.00 Holds fee is for holds not picked up. Rental fees were discussed last year and
increased, but liability insurance clause needs to be added. Councilman Cheng discussed how
important reevaluating City fees can be (to make sure they are at market rate), especially as a
means of raising needed revenue. The Director agreed that the Library needs to update fees as
well.
Gilb Museum of Arcadia Heritage: The Director presented recent Museum projects, such as
the Curator’s Corner and the Summer Enrichment Program, as well as the new internship. She
also discussed Carol Libby’s passing and her loan of a scrapbook providing important highlights
of Arcadia in the 1920s.
Policy Manual Review Reminder: The Director asked the Board to review the Policy Manual for
the annual discussion in September. Policies regarding Imagination Theater rentals and
Auditorium rentals will be reviewed, updated, and presented for consideration at the next Library
Board meeting.
Library Board traditionally doesn’t meet in August: Trustee HasBrouck expressed willingness
to hold a special meeting if circumstances warranted and the Board agreed.
CONSENT CALENDAR
a. Approve the Regular Meeting Minutes of June 18, 2020
Recommended action: Approve
The motion was moved by Trustee HasBrouck, seconded by Trustee Wang, and carried on a
voice vote.
AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, Wang
NOES: None
ABSENT: None
b. Approve the cancellation of the August 20, 2020 meeting
Recommended action: Approve
The motion was moved by Trustee HasBrouck, seconded by Trustee Wang, 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 5:32 p.m., to Thursday, September 17, 2020, at 4:30
p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia.
Approved:
______________________________ _______________________________
Barbara Delphey, Chair Darlene Bradley, Secretary
Minutes prepared by: Pat Smith