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HomeMy WebLinkAboutLibrary Minutes: 04/15/2021LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTESS THURSDAY, APRIL 15, 2021 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 by teleconference. CALL TO ORDER — Chair Barbara Delphey called the meeting to order at 4:32 pm. PLEDGE OF ALLEGIANCE — Trustee Elizabeth Renfrew 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 ABSENT — None REPORTS FROM LIBRARY TRUSTEES / LIAISONS: Councilmember Cheng thanked the Library .for the staff's hard work during the closure, noting that the past few months have been difficult. There have been positive developments: The City is getting more PPE and has received vaccines. He also reported on "tiny housing" and the Par 3 golf course. Trustee Renfrew reported for the Friends on the ongoing book sale. Daily proceeds have ranged from $68 to $130, and new customers have been attracted by the sale's increased visibility. The Friends will have their first meeting on May 6, in person with masks and distancing. There may be new members joining the Friends' Board. Trustee Wang received the Director's request for PPE and other reopening supplies and will forward it to the ACA. REPORTS FROM THE DIRECTOR Announcements I Statements / Future Agenda Items Director's Update: Director Bradley announced that the May meeting will be in person. The Library is getting ready to re -open, but down 230 staff hours, which will affect the ability to staff public desks. Public hours will be limited because of staff shortages. The Library has permission to fill one full-time position now and additional positions in July 2021 after the budget is adopted. Monthly Statistical Report: March 2021: The Director reviewed last month's statistics. Account Services has renewed a contract with a collection agency to recover long -overdue items. There were 215 volunteer hours this month. She reviewed fines and the increase in revenues raised by Passport Services. Chair Delphey asked about status of on-going projects tackled during the closure: The Director reported that staff had worked on, for example, projects that impacted the collections, including weeding and shifting the collections. Monthly Report Narrative: March 2021: The Director reported briefly on the RFID budget proposal and how she was anticipating the project would be carried out if approved by City Council. Staff is hoping to start the project in August and finish in November. This will greatly improve efficiency and accuracy -in Account Services in particular. Ongoing issues with the self- checkout machines were discussed. Questions arose regarding Beanstack and Knowledge - Wave self -pace learning software. Financial Report: March 2021: The Director discussed the increased utility costs but noted that the Library should be within the budget by the end of the fiscal year. COVID-19 Updates: Staff is preparing for re -opening, incorporating new County guidelines. Staff vacancies mandate the Library be open limited hours. The Library will be opening at 25% capacity, limited to -about 80-85 people, then will gradually increase capacity. The Library will be requiring masks, distancing, and offering limited seating. The Director is concerned with patron -to -patron contact and is recommending limited time in the building. The Library will still be staffed 60 hours per week, but only open to the public for 22 hours each week. In May and June, there will be two security guards (one to cover the front door, one to patrol inside). Public computers will be available: a major goal is to provide access to job seekers and others who don't have access to computers on their own. The proposed time limits in the building were discussed: opening to public for four hours allows staff to clean, limits patron exposure, and increases the number of people who can enter the building. Library administration hopes to increase the number of patrons in the building to 50% and then 75% as staffing increases. Proposed hours are Monday/Tuesday, 4-8 pm (curbside 10 am - 2 pm); Wednesday/Thursday, 10 am — 2 pm (curbside 4-8 pm); Friday (curbside only from 10 am — 5 pm); Saturday, 11 am - 5 pm. Trustee Renfrew moved to accept the Library's hours for reopening on a limited basis for in- person and front -door service, as outlined above. The motion was seconded by Trustee HasBrouck and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, Wang NOES: None ABSENT: None COVID-19 Emergency Code of Conduct Supplement (Draft): This policy is a temporary addendum to the Library's Standards of Behavior. How the policy would be communicated was discussed and the changes that were made to the Library's original policy were reviewed. The Board discussed possible clarifications as well. The motion to approve the Covid-1 9 Emergency Code of Conduct was moved by Trustee HasBrouck, seconded by Trustee Renfrew, and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, Wang NOES: None ABSENT: None Friends of the Library GI"ft for FY 2020-2021: The Director updated the Board on the Friends' lift and explained how the funds were allocated. Staff Update: Two Library aides will be leaving in April. A conditional offer was made for the full- time Library Tech position for Account Services. The candidate pool for this position was outstanding. Gilb Museum of Arcadia Heritage.- Chair Delphey was pleased to note that the PTA Council had recognized the Gilb Museum for its outstanding service. The Museum Curator has been pursuing grants: most recently, the Museum received a grant for two interns from the Getty Museum. The Museum is planning to reopen in July. The Director reviewed Museum programming, including craft kits, class visits, and virtual exhibits, featuring seniors reminiscing about growing up in Arcadia. Staff is also working on a major transcription project and the permanent exhibits. IF lye rs/artic les/posters/attac h meats: The Director reviewed upcoming Children's programs, including Funology, Spring Reading, virtual Learning Labs, and Money Smart through Beanstack. CONSENT CALENDAR a. Approve the Regular Meet,ing Minutes of March 18, 2021 Recommended action: Approve The motion to accept the Minutes of March 18, 2021, as corrected, was moved by Chair Delphey seconded by Trustee HasBrouck, and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, HasBrouck, Renfrew, Wang NOES: one ABSENT: None Chair Delphey adjourned the meeting at 5:44 p.m. to May 20, 2021, at 4:30 p.m. in the Cay Mortenson Auditorium at the Library, 20 W. Duarte Road, Arcadia. Approved: Barbara Delphey, Chair Darlene Bradley, SecretaryJ,—,, Minutes prepared by: Pat Smith