HomeMy WebLinkAboutLibrary Minutes: 11/19/20A
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,
this meeting was conducted virtually, via teleconference.
CALL TO ORDER — Chair Barbara Delphey called the meeting to order at 4:39 pm
PLEDGE OF ALLEGIANCE — Trustee HasBrouck
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
Manager Pat Smith.
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REPORTS FROM LIBRARY TRUSTEES / LIAISONS: Councilmember Cheng updated the
Board on the appointment of the new Police Chief, Roy Nakamura; issues facing City Council;
plans for bicycle lanes and announced a canned -food drive on November 21. Trustee Renfrew
discussed the debut of the Friends' pop-up book sale outside the Library, currently scheduled for
Tuesdays, Thursdays, and some Saturdays, staffed by volunteers.
REPORTS FROM THE DIRECTOR
Announcements I Statements I Future Agenda Items
Director's Update: Director Bradley let the Board know that the Library had no plans to reopen
soon, especially given the recent surge in COVID cases in Los Angeles County. She reported on
the City Council meeting regarding user fees: the $1.00 fee for holds was dropped, Museum patio
rental fee increased.
Monthly Statistical Report: October 2020: It was noted that the number of reserves jumped.
This is because patrons now request items through reserves. The Director continued to explain
the full process and said that staff is hoping to move to email notification as soon as possible as
telephone notification is inefficient and very staff intensive. Trustee Renfrew asked about the fine
forgiveness program: over 500 items were returned, and individual phone calls to customers with
over $100 in fines were well received. A much larger percentage of eBooks are being checked
out: print items are still popular, but eBooks are increasingly popular among adults and children.
Passport Services reopened, but the surge in COVID cases has decreased interest in getting
passports. The Library was given $4,000 for a memorial bench and for renovations to the
Children's room.
Monthly Report Narrative: October 2020: Director Bradley discussed the Directors Forums and
the Future of Libraries discussions. She noted that some libraries in California have reopened for
"grab and go" service, and that Arcadia Public Library will probably retain some services (front -
door pick-up, for example) upon reopening. Increased usage of Chromebooks was discussed, as
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well as the difficulty students are having finding reliable Wi-Fi access. The State Library's Crisis
Collection funding was discussed as a way to increase smaller libraries' purchasing power.
Financial Report: FY 19-20 Final. This report covers the Library for the entire fiscal year. The
Library spent 98% of its budget and gave back funds that had not been spent when the COVID
crisis hit. The Director reviewed individual expenditures.
COVID-19 Updates: The Library is in a holding pattern, though not in a "safer at home" status
yet. Safety measures continue to be stressed and staff are adjusting.
Library hours of operation: There are no plans to change these even though the Library has
six vacant positions. Because of reduced staff, the Library will close on December 26 and January
2; staff will be encouraged to work Monday through Thursday those weeks. The City Manager
has given permission to fill one full-time technician position, Library administration is looking at
ways to allocate that position and use staff more efficiently throughout the organization. The
process of recruitment and training is time-consuming and costly, so Library staff are making
every attempt to be thorough and correct.
Policy Manual: The City Attorney has approved the Facility Rental Policy. The minimum age was
increased to 21 for renting the Imagination Theater and some parts of the policy were
consolidated. This is an umbrella policy, which incorporates after-hours use for a fee, as well as
security and staff costs. Each venue would have its own specific rental agreement.
Staff Report: Director Bradley reviewed the donation of a Memorial Bench for Xiaonan Ji, broke
down the costs and clarified how this bench was approved.
Staff Update: Library Technician Desiree Coleman left for a job opportunity closer to her home
and in her field. The Library is down six positions currently.
Holiday Cookies: Discussed possibilities for showing appreciation for staff in place of holiday
cookie baking by the Board of Trustees. The Trustees agreed to contribute dessert for a staff
holiday lunch. Board members will drop off $20 and staff will purchase cupcakes and any other
necessities.
Staff Training: Usually, the Library has an all -day staff training on Martin Luther King Jr. 7 S
birthday while the rest of the City is open. This year, Library will be open, but staff will be given
the option of using one of their floating holidays if they would like the day off. The Library would
like to be sensitive to staff who would like to observe the day.
it Museum of Arcadia Heritage: Museum staff is doing great work including a College Day
panel discussion for teen volunteers. Trustee HasBrouck asked about status of the Carol Libby
Memorial, Director Bradley reported that it was approved and will be in the courtyard between the
Museum and the Museum Education Center.
Calendar of Activities for Children's Services: November & December 2020: Director Bradley
highlighted the Stitching Together and craft grab -bags programs.
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(03*ONSENT CALENDAR
a,. Approve the Regular Meeting Minutes of October 15, 2020
Recommended action: Approve
The motion to accept the Minutes of October 15, 2020, as written was moved by Trustee Carter,
seconded by Trustee HasBrouck, and carried on a voice vote.
AYES: Chair Delphey, Trustees Carter, HasBrouck, Wang
NOES: None
ABSENT: Trustee Renfrew
b. Approve the Policy Manual Updates for Facility, Use and Ima ation Theater Rentals
Recommended action: Approve
Trustee HasBrouck moved that the Board accept and approve the Facility Rental Policy and th
Imagination Theatre Rental Policy. Chair Delphey seconded, and it was approved on a voic
vote. I
AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, Wang
NOES: None
ABSENT: None
Chair Delphey adjourned the meeting at 5:56 p.m. to January 21, 2021 at 4:30 p.m. in the
Conference Room of the Library, 20 W. Duarte Road, Arcadia.
Approved:
Barbara Delphey;'/Chair
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Darlene Bradley, Secretary
Minutes prepared by: Pat Smith