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HomeMy WebLinkAboutLibrary Minutes: 09/17/20LIBRARY THURSDAY,SPECIAL AND REGULAR MEETING MINUTE) SEPTEMBER 17,2020 1 NOTE: As part of the City of Arcadia's COVID-19 transmission mitigation efforts, and in accordance with California Executive Order N-25-20 suspending some terms of the Brown Act, these meetings were conducted virtually, via teleconference. CALL TO O — Chair Barbara Delphey called the Special meeting to order at 3:45 p.m. PLEDGE OF ALLEGIANCE -- Chair Barbara Delphey ROLL A. Chair Barbara ..,. Trustees w Miriam Carter, Janet HasBrouck, i ,. and Wang;Paul Cheng (City Council Liaison); Director of Library & Museum Services Darlene Bradley (Secretary); Library Services ... Managers ogw Hiles and Pat 'o w CLOSED SESSION A closed session, pursuant to Government Code Section 54957, was held to conduct a performance evaluation of the Director of Library and Museum Services. ADJOURNMENT Chair Delphey adjourned the Special meeting at 4:28 p.m. to Thursday, September 17, 2020. CALL TO ORDER -- Chair Barbara Delphey called the Regular meeting to order at 4:30 p.m. PLEDGE OF ALLEGIANCE -- Trustee Miriam Carter ROLL CALL: Chair Barbara Delphey, Trustees Miriam Carter, Janet HasBrouck, Elizabeth Renfrew, and Alice Wang; Councilmember Paul Cheng (City Council Liaison); Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Managers Roger Hiles and Pat Smith. REPORTS FROM LIBRARY TRUSTEES / LIAISONS Trustee Renfrew reported that some money continued to be raised with sales from the 25 cent book trucks outside the front entrance to the library, although donations were down since the closure. She added that the membership letter would be going out in two weeks, and the newsletter in the next 2-3 weeks. Trustee Wang stated that she had been sheltering at home but had recently visited the library to evaluate some donated books. Trustee HasBrouck said that she wanted to thank the Friends of the Library for their support for the Summer Reading Program. Councilmember Cheng reported that the Bobcat Fire was under control on our side, and that thanks to increased police patrols, there had been no reported looting in the evacuated area of the City. He also reported that Arcadia residents had organized to provide lunches for Police and Fire staff. REPORTS FROM THE DIRECTOR Announcements/Statements/Reports Director's Update: Director Bradley noted that we were six months into a pandemic and economic slowdown, and now have added civil unrest and the Bobcat fire to the world around us. She reported that library staff was spending 80% of each day collecting books for patron reserves and distributing them through the front -door pickup process, currently at the rate of about 500 books per day. Webcams are being added to many staff computers to allow participation in online meetings, which have become the norm. She added that the Library would be partnering with the Arcadia Chamber of Commerce for a series of virtual small business classes, and that the Library was promoting a new virtual anti -racism program series called -,"Be.The Change" with the Glendale Library and the Southern California Library Cooperative. Director Bradley also stated that the California State Library was providing a wide variety of online resources to schools and libraries to help students learn from home, and that the State Library has produced a "Quick Action" section for their website that includes instructional videos and other guides for parents and students. She further reported that September would again be National Library Card Sign-up Month, and that the In -N -Out reading program would be back in October. Director Bradley added that the strategic plan update would be on the agenda for the next Board meeting. Monthly Statistical Report: June 2020 (rev.), July 2020, August 2020: Director Bradley noted that fines were up, and that the Annual Report would be on the agenda for the October Board meeting. Monthly Report Narrative: July/August 2020: Chair Delphey said that the veteran's program had touched her heart. Trustee HasBrouck asked about the legal permission to produce read - along videos being cut off, and Manager Smith stated that some publishers had extended permission until the end of the year. Chair Delphey asked about the online credit card service and Manager Hiles stated that problems are being addressed with the payment processor and our library management system vendor as they occur, and far fewer problems have been encountered this month than in August. Chair Delphey commented favorably on the new Chinese language newsletter, and Director Bradley added that the Chinese "New Books" section had been expanded. Chair Delphey stated that she wanted to say "Good job" to the whole staff. Preliminary Year -End Financial Report: 2019-2020: Director Bradley reported that building maintenance costs have increased as the 60 -year-old building ages. She added these are preliminary numbers, and that the final numbers would be coming later in the year. Policy Manual Update: Director Bradley reported that there were few changes this year, with just an update to the "Library Bill of Rights" statement to reflect a change made by the American Library Association, and the deletion of the ALA Inter -Library Loan Code from the manual, which reflects that it is no longer used with our ILL process. Director Bradley added that drafts of the Facility Rental Policy and Imagination Theater Rental Policy had been included in the Board packet for review and would be discussed and voted on at the October Board meeting. Trustee Carter stated that she thought that the requirement that a person renting the Imagination Theater be at least 18 years old was too low. Chair Delphey asked if it could be raised to 21. Trustee HasBrouck asked why 18 had been selected, and Director Bradley stated that it was the legal age of adulthood, but that the draft policy could be changed. She added that this was just a preliminary draft and had also not yet gone to. the City Attorney for review. Staff Reports to City Council: Chair Delphey stated that the reports seemed self-explanato Director Bradley noted that although the City Council has approved expanded hours for securit, guard services, the added hours are not being used due to the Library being closed to the publi Trustee Carter asked about the Library's recent experiences with homeless people. Directo Bradley reported that after some public defecation incidents, a port -o -potty had been added in th Library's parking lot, and she also stated that the security guard was usually stationed at the fron door to provide enhanced safety for patrons and staff. She added that Ring security cameras ha been placed in the West Patio, to help keep an eye on the situation there. Director Bradley als added that additional Wi-Fi coverage would be provided in the north parking lot as part Pf th Library's Wi-Fi replacement project, which would be starting soon. COVI D -I 9: Director Bradley stated the Library was in a holding pattern while waiting for a change to public health guidance from the State, County, or City. !111110111 1 ii��111;111io I Staff Update: Director Bradley reported that Library Technician Elise Sagaspe resigned. Trustee HasBrouck asked if the City's hiring freeze was still in place, Director Bradley confirmed it was. Gilb Museum of Arcadia Heritage: Director Bradley reported that the Museum staff has been working hard to find resources for programming despite having very little money for programming in their budget. A donation of $5,000 has been received from the Hakka Foundation for programming supplies. Director Bradley reported that Curator's Corner videos continue to be popular. She also reported that humidity bags had been hung in the Museum to remove moisture from the air and help preserve the collection. Flyers/Articles/Posters/Attachments: Arcadia History Room Featured Photo: Trustee HasBrouck asked about the Library Centennial Celebration, and Manager Smith stated we have until next July to put something together, and the Centennial Celebration could possibly be combined with the re -opening of the building to the public. CONSENT CALENDAR a. Approve the Regular Meetinq Minutes of July 16, 2020 Recommended action: Approve The motion to approve the minutes was moved by Trustee Renfrew, seconded by Trustee HasBrouck, and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, and Wang NOES: None ABSENT: one ADJOURNMENT Chair Delphey adjourned the meeting at 5:53 p.m. to Thursday, October 15, 2020 at 4-30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Z*3*3= sM V 70w,'arbara Delphey', IK�ir , arlene Bradley, Secretapf� Minutes prepared by: Roger Hiles