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HomeMy WebLinkAboutLibrary Minutes: 10/15/20NOTE: As part of the City of Arcadia's COVID-19 transmission mitigation efforts, and in accordance with California Executive Order N-25-20 suspending some terms of the Brown Act, this meeting was conducted virtually, via teleconference. CALL TO ORDER — Chair Barbara DelphMIS y called the meeting to order at 4:31 p.m. PLEDGE OF ALLEGIANCE — Trustee Elizabeth Renfrew 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. 1-211110 REPORTS FROM LIBRARY TRUSTEES I LIAISONS Trustee HasBrouck said she wanted to thank the City for median plantings underway on Huntington, Santa Anita and Live Oak. Trustee Wang thanked Councilmember Cheng for his explanation of ballot propositions to the Arcadia Chinese Association. Trustee Renfrew reported that the Friends were still generating some sales through the 25 -cent book trucks outside the Library's front doors, and she added that someone had recently left a 20 -dollar bill in one of the money boxes. She also stated that member letters would be going out soon, and she hoped people would be generous in funding next year's Summer Reading Program. She suggested the library post signs for the front door showing the availability times for the 25 -cent book trucks. Councilmember Cheng reported that Arcadia residents have organized to provide lunches for Police and Fire staff, and that meals for the next two weeks have been scheduled. Twice in recent weeks, volunteers have also provided lunches for the entire City staff. He also stated that financial numbers for the City were looking good so far. REPORTS FROM THE DIRECTOR Announcements/Statements/Reports Director's Update: Director Bradley thanked Councilmember Cheng for the free lunches for the department staff. She also encouraged the Trustees to join the Friends of the Library. Director Bradley noted that 328 children had signed up for the In -N -Out Burger Cover to Cover reading program in the first two weeks. Trustee Carter asked if the Library was charged for the burger coupons, and Director Bradley stated that there was no charge to the Library and that this was In -N -Out's big charity campaign to encourage children to read. Director Bradley also reported that this current week was "Fine Free Week" for the library, and that patrons with overdue books were being encouraged to return their long overdue items. In lieu, patrons were being offered a fine amnesty, helping the library get back materials and to encourage patrons to use the library once again. Free replacement library cards were also being offered for patrons who have lost their old ones. She also announced the Children's Library would be holding a virtual "Stitching Together" knitting program for middle-schoolers. A new children's service has been introduced for teachers and families. Customized "Book Bundles" on particular topics are pulled together for checkout. Patrons can make a request through a form on the website. The program will be promoted at the upcoming PTA Council meeting'in November. Director Bradley reported that passport services would be resuming (by appointment only) on November 2. Monthly Statistical Report: August 2020 (rev.), September 2020: Chair Delphey noted that activity went up from August to September and asked how staff was handling it. Director Bradley answered that front -door pickups were more systematic now that all requests are being managed through the Library's computer system as holds. Trustee Renfrew asked about the $15,000 in grant money received, and Director Bradley responded that it was state grant money intended to help provide electronic resources during the pandemic. Monthly Report Narrative: September 2020: Trustee HasBrouck asked if the front -door pickup plugin being reviewed by staff was an app. Manager Hiles stated that it was currently accessed through the Library's Online Public Catalog available on computers or mobile devices, but that an app was being discussed by its company. Trustee HasBrouck also asked if the volunteer guidelines mentioned in the report would be coming to the Board for approval. Director Bradley stated that it was an internal procedure in accordance with City volunteer and employee guidelines, not specifically a policy, so it wouldn't need Board action. Trustee HasBrouck asked what outreach was being done to get the word out to middle schools that library services were available. Director Bradley stated that outreach is being done through the PTA Council meetings and that the Children's staff regularly contacts principals and teachers about new services and upcoming events. She also added that an "Open" sign was now outside the building on Duarte Road. Year -End Financial Report: 2019-2020: Director Bradley reported that the City's year-end financial report was later than usual this year, and that the report for the previous fiscal year had mistakenly been included in the packet. The new report should be available soon and in time for the November Board meeting. Policy Manual: Director Bradley reported that the draft rental policies intended for tonight's meeting were not in the packet because they were still under review by the City Attorney. They should be ready for discussion at the November meeting. Annual Report for FY 2019-2020: Chair Delphey stated the annual report was excellent, and that she liked the colors. She added that it was sad to see that the new seating in the middle school area of the Children's Library empty. Strategic Plan 2019-2020: Director Bradley reported that the Library was still working on completing parts of the 2018 Strategic Plan, but that budget issues had caused some projects to be deferred to later years, including the Children's Room three-year phased furnishings plan. Trustee HasBrouck asked if the upgrade of the public Wi-Fi was still going forward. Manager Hiles stated that the contract has been signed, the purchase order issued, and the vendor's project manager should be calling soon to schedule the work. COVID-19: Director Bradley stated that she is envisioning the Library's eventual re -opening as offering an express, grab -and -go service, rather than the full services offered pre -pandemic. She also stated she would like to potentially re -open the Library when the public schools fully re -open. Trustee Renfrew commented that she had seen television reports of some re -opened libraries that had closed stacks and an emphasis on pickup services. Trustee HasBrouck commended the Library for finding new ways to make materials available to the public. Staff Update: Director Bradley commented that there may be a staff departure to report at the next Board meeting. Gilb Museum of Arcadia Heritage: Director Bradley reported that the Museum staff applied for a $5,000 grant to hire an intern. Concepts for a proposed Carol Libby Courtyard in front of the Museum will be discussed at the City Council meeting on October 20. Calendars of Activities for Children's Services October 2020: Chair Delphey noted that there would be no trick -or -treat parade in the Library this year, and Director Bradley reported that virtual Creepy -Crawly Craft programs were being held instead. Flyers/Articles/Fosters/Attachments: Chair Delphey commented that it was hard to believe the small house in the historic photo once contained the whole Library. Director Bradley recounted the story of how the City's firefighters used to shower in the building after hours. Chair Delphey asked if the Museum's educational resources were being used a lot, and if teachers knew about them. Director Bradley stated that outreach to schools is going on. As the meeting ended there was a discussion of the Board's traditional gift of cookies to the Library staff at Christmas time, and the consensus was to not do this due to COVID concerns. CONSENT CALENDAR a. Approve the Reqular Meeting Minutes of Se tember 17, 2020 Recommended action: Approve b. The Library Board of Trustees traditionally does not meet in December Recommended action: Approve c. Library closure to the public on Martin Luther King, Jr. Day (Monday, Januar v 18, 2021) Recommended action: Approve The motion to approve the consent calendar was moved by Trustee HasBrouck, seconded by Trustee Carter, and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, HasBrouck, and Renfrew NOES: None ABSENT: Trustee Wang (left the meeting prior to the vote) ADJOURNMENT Chair Delphey adjourned the meeting at,5:52 p.m. to Thursday, November 19, 2020 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. W70-01MM Barbara Delphey, C h6ir i Darlene Bradley, Secretary Minutes prepared by: Roger Hiles