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HomeMy WebLinkAboutLibrary Minutes: 07/16/20LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTESS THURSDAY, JULY 167 2020 As part of the City of Arcadia's COVID-1 9 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. 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 COVI D-1 9 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.or q,) 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. 11W, F Barbara Delphey, Ghair 1q, Darlene Bradley, Secretary - Minutes prepared by: Pat Smith