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HomeMy WebLinkAboutLibrary Minutes: 09/16/2021CJ*ALL TO ORDER — Chair Miriam Carter called the meeting to order at 4:30 p.nL ROLL CALL: Chair Miriam Carter, Trustees Barbara Delphey, Elizabeth Renfrew, Carlton Seaver, and Alice Wang; Councilmember Paul Cheng (City Council Liaison); Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Manager Roger Hiles. PUBLIC COMMENTS — Patron Laura Wang requested changes to some of the Library's renewal policies. She stated that the Chino Hills Library allowed up to nine renewals and asked if Arcadia could do the same. She also stated that she would support the elimination of overdue fines, should the Library choose to do so. A motion to add discussion of the Library's renewal policies to the agenda for the October 21, 2021 meeting of the Library Board of Trustees was moved by Trustee Seaver, seconded by Chair Carter, and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, Renfrew, Seaver, and Wang NOES: None ABSENT: None REPORTS FROM LIBRARY TRUSTEES / LIAISONS Chair Carter stated she had nothing to report. Trustee Wang stated that the Arcadia Chinese Association would be holding an in -person gathering on Saturday, and the Friends sale of Chinese books that day would be promoted. She added that next Thursday the annual gala for Foothill Unity would be held (also in -person). Trustee Renfrew reported that the Friends had a Children's book sale on September 4 and raised $1200. The Friends sale of Chinese books is being assisted by Chinese -speaking volunteers. A sale of cookbooks will be held in October to coincide with the Library's Arcadia Eats virtual program. Trustee Delphey announced the Friends would be having a Chinese book sale on September 18, and a half-price sale on October 1. She also reported the Friends had presented the Library with a check for $30,000. Councilmember Cheng reported the City Council would be having a discussion of homelessness at the September 21 Council session. REPORTS FROM THE DIRECTOR Announcements/Statements/Reports Director's Update: Director Bradley reported the Library expanded its open hours from 22 to 60 on August 16. Attendance and circulation are growing with the additional hours. Checkouts are still limited to 30 items per person due to staffing issues in Account Services, where the supervisor is out on maternity leave and a part-time Library Technician and two aide positions are vacant. Director Bradley added that food and drink are still prohibited due to the County's face mask requirement. She announced a review of the City Charter was underway, including the rules governing the Library Board of Trustees. She also announced that September was National Library Card month, and to celebrate, replacement cards would be free this month, including the new Centennial Card. Director -Bradley introduced Kaitlin Watkins, the new Teen Services Librarian, who told the Board that she was looking forward to engaging with Arcadia's teens. Monthly Statistical Report: June (revised), July and August 2021: Director Bradley noted the gate count was reported incorrectly in the June statistics, and a revised version was included this month. She reported that the numbers have been rising as we gradually reopened to the public over the summer. Monthly Report Narrative: July and August 2021: Chair Carter questioned the "uptick in confrontations" mentioned in the narrative report, and Director Bradley stated that these were mostly facemask enforcement issues. Financial Report: August 2021: Director Bradley reported the final report for the last fiscal year was not yet completed but reporting for this fiscal year has begun and the August report shows that spending is on track. Spending for contract services looks higher than other funds because some annual contracts are paid once at the beginning of the year. Staff Reports to City Council: Chair Carter noted there were three reports. Director Bradley stated that in July the Council approved receiving the Friend's gift of $30,000 and approved the purchase orders for the Library's eBook vendor and the security guard vendor. Policy Manual Update: Director Bradley stated that the proposed changes this year include the addition of Dr. Martin Luther King, Jr. Day as a holiday closure (reflecting new City policy) and formalized the Christmas Eve and New Year's Eve closures that have been adopted on a year - by -year basis by the Board for many years. Other changes include the combination of the Shelving Management section with Account Services, clarifying that Friends fundraising activities largely go to fund Library programs, updating the name of the summer program to reflect current State Library usage, updating the fines and fees schedule, the study room policy, the historic photograph policy, and the special rules for the COVID-1 9 pandemic. During the discussion, the following changes were recommended: Page 11: revise wording of last two sentences to read "Library Aides are responsible for the shelving of all library material following established filing rules and maintaining order of materials within the Library. They are responsible for the clean-up and shifting of materials within the library as needed." Temporary Rules of Conduct: change the age requirement from 18 to 14 for the accompaniment of children under 11; Page 34: fix typo in fifth paragraph under Rules; Agreement for Reproduction of Photographs form: add "social" before media in #T Director Bradley stated that an updated organization chart had not been included in the Board packet but could be provided at the next meeting. Chair Carter asked that these changes be made and brought back for a vote at the next Board meeting. Gilb Museum of Arcadia Heritage: Director Bradley reported the Museum is preparing to celebrate its 20-year anniversary, and the Library Board is invited to attend the event. She also noted that the Museum is presenting a series on members of the Baldwin family over the coming months. Arcadia History Room Featured Historical Picture: Director Bradley commented that there is an exhibit in the Museum about the U.S. Army Balloon School. Calendar of Activities for Children's Services: September & October 2021: Trustee Delphey asked if these events were in -person, and Director Bradley replied that programming was virtual for now. rY Flyers/articles/attachments: Director Bradley discussed the Forbes article and noted that before any action was taken here to eliminate overdue fines, much more information would be needed about how the policy is working in other libraries, and careful consideration would need to be given to local issues here as well. Library Board Photo: By general agreement, this was deferred to the next Board meeting. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of July 15,, 20-21- Recommended action- Approve Director Bradley pointed out that there was an extra (( s" in the word "minutes" in the title of the minutes of the July 15 meeting, which should be removed. The motion to approve the minutes, with that correction, was made by Trustee Renfrew, seconded by Trustee Wang, and carried on a voice vote. AYES: Chair Delphey, Trustees Carter, Renfrew, Seaver, and Wang NOES: None ABSENT: one ADJOURNMENT Chair Carter adjourned the meeting at 6:31 p.m. to Thursday, October 21, 2021 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: t"A L� ' Carter, 7 Chair Darlene Bradley, Secretary Minutes prepared by: Roger Hiles