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Home My WebLink AboutLB Agenda: 07/21/22CITY OF ARCADIA Any writings or documents provided to a majority of the Library Board regarding any item on this agenda will be made available for public inspection at the Reference Desk of the Arcadia Public Library located at 20 W. Duarte Road, Arcadia, California, during normal business hours. Arcadia Public Library Board of Trustees Regular Meeting Agenda Thursday, July 21, 2022 4:30 p.m. Location: Library Conference Room, 20 W. Duarte Road, Arcadia Pursuant to the Americans with Disabilities Act, persons with a disability who require a disability related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification or accommodation from the City Clerk at (626) 821-5573. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting. 根据《美国残障人法案》，需要调整或提供便利设施才能参加会议的残障人士（包括辅助器材或服务）可与市书记官办公室联系（电话：626-821-5573）。请在会前 48 小时通知市书记官办公室，以便作出合理安排，确保顺利参加会议。 Pursuant to the City of Arcadia’s Language Access Services Policy, limited-English proficient speakers who require translation services in order to participate in a meeting may request the use of a volunteer or professional translator by contacting the City Clerk’s Office at (626) 574-5455 at least 72 hours prior to the meeting. 根据阿凯迪亚市的语言便利服务政策，英语能力有限并需要翻译服务才能参加会议的人可与市书记官办公室联系（电话：626-574-5455），请求提供志愿或专业翻译服务，请至少在会前 72 小时提出请求。 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL: Miriam Carter, Chair Elizabeth Renfrew, Chair Pro-Tempore Alice Wang, Trustee Carlton Seaver, Trustee Connie Liao, Trustee PUBLIC COMMENTS Any individual wishing to speak before the Library Board is limited to five (5) minutes per person, unless waived by the Library Board. Under the Brown Act, the Library Board is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter may automatically be referred to staff for appropriate response or action or may be placed on the agenda of a future meeting. ELECTION OF OFFICERS AND APPOINTMENT OF LIAISON a. Chairperson b. Chairperson pro tempore c. Liaison to the Friends of the Library REPORTS FROM LIBRARY TRUSTEES / LIAISONS Announcements / Statements / Future Agenda Items REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Item a. Director’s Update b. Monthly Statistical Report: June 2022 c. Monthly Report Narrative: June 2022 d. Financial Report: June 2022 e. Budget 2022-2023 Update f. RFID Update g. Staff Reports  PO with OCLC  PO with Overdrive, Inc.  PSA Amendment for Baker & Taylor  PSA Amendment for Security Patrol Management h. Staff Update i. Policy Manual Updates  User Fees Effective July 1, 2022 j. Gilb Museum of Arcadia Heritage k. Calendar of activities for Children Services: September 2022 l. Calendar of activities for Adult and Teen Services: July 2022 m. Flyers/articles/attachments  Classical Concert  Community Memory Lab  Fast Fashion  Smart Squad CONSENT CALENDAR All matters listed under the Consent Calendar are considered to be routine and can be acted on by one roll call vote. There will be no separate discussion of these items unless members of the Library Board, staff, or public request that a specific item be removed from the Consent Calendar for separate discussion and action. a. Approve the Regular Meeting Minutes of June 16, 2022 Recommended action: Approve ADJOURNMENT The Library Board will adjourn this meeting to September 15, 2022 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. June Fiscal Year to Date June June Average 2022 2021-22 2020-21 2021 2020 2020-22 ACCOUNT SERVICES Gate count 24,585 231,830 21,210 10,600 0 11,728 Circulation 64,841 592,548 227,718 35,106 19,286 39,744 Adult 9,533 94,907 35,291 6,060 3,255 6,283 Teen 1,989 17,039 6,930 1,378 664 1,344 Juvenile 28,236 280,591 93,106 17,759 7,702 17,899 Digital Collection 4,647 52,256 76,188 4,599 7,387 5,544 In-House Use check-ins 20,436 147,755 16,203 5,310 278 8,675 Express Check 18,334 175,171 18,529 10,955 0 9,763 Registrations 456 3,525 1,638 121 111 229 Overdues 97 1,458 552 62 0 53 Reserves 1,922 22,728 78,429 3,260 2,243 2,475 TECHNICAL SERVICES Materials cataloged 709 11,333 10,884 785 1,028 841 Materials discarded 2,585 26,143 15,437 1,106 4,166 2,619 Interlibrary loan (ILL) 37 374 0 0 0 12 Bindery 0 251 288 0 18 6 Serials Processed 511 5,096 4,430 388 455 451 ADULT SERVICES Reference questions 2,862 28,069 17,785 2,057 1,230 2,050 Total Reference 1,443 14,730 10,512 1,232 424 1,033 Total Other 1,419 13,339 7,273 825 806 1,017 Adult Programs (virtual) 7 52 56 4 3 5 Views 263 2,280 3,999 232 47 181 Teen Programs (virtual)2 61 17 1 1 1 Views 64 2,163 1,557 50 22 45 24/7 Reference email 46 460 573 34 160 80 CHILDREN'S SERVICES Reference questions 2,112 19,336 4,557 1,431 166 1,236 Total Reference 1,574 13,860 3,153 1,072 101 916 Total Other 538 5,476 1,394 359 65 321 Special programs 9 81 70 3 0 4 Views/Participants 367 1,631 1,546 144 0 170 Storytime/Class Visits/Scouts 4 87 96 6 6 5 Views/Participants 113 2,125 1,708 97 87 99 STATISTICS Volunteer Hours 722 4,349 1,242 171 52 315 Website Visits 7,928 90,770 109,978 13,652 0 7,193 Other Service Point questions 1,345 13,598 9,707 880 27 751 REVENUES Fines & Fees 3,700.73$ 47,593.72$ 15,283.73$ 1,768.64$ 211.75$ 1,893.71$ Auditorium -$ 1,975.00$ -$ -$ -$ -$ Lost books 520.11$ 4,081.27$ 2,133.85$ 250.17$ 135.32$ 301.87$ ECC Registrations -$ -$ -$ Gifts & grants -$ 56,583.47$ 74,491.18$ 14,520.00$ 150.00$ 4,890.00$ Passport Services 8,350.00$ 63,880.60$ 42,072.95$ 8,219.45$ -$ 5,523.15$ Total 12,570.84$ 174,114.06$ 133,981.71$ 24,758.26$ 497.07$ 12,608.72$ Development Administration Arcadia Public Library Monthly Statistical Report Fiscal Year 2021-22 Information & Materials Management Program & Collection 2020: no website stats available; numbers reflect partial closure for covid; curbside in effect. 2021: technical issues with gate resulted in lower count. 1 ARCADIA PUBLIC LIBRARY MONTHLY REPORT – JUNE 2022 Highlights: The Library continues progress on the RFID tagging project, under the direction of Library Services Manager Pat Smith and the day-to-day operations led by Account Services Supervisor Samantha Alba. Only tagging is being done at this time, with encoding starting up shortly in Adult and Teen Services. This month, 24,381 items were tagged over 147 hours. The large number of hours includes staff working extra hours specifically for this project. Administration, Adult and Teen Services, and Account Services staff have been trained in encoding. To keep the organization up to date on the status of the RFID project and to resolve problems as they occur, a Task Force meeting will be held weekly for all supervisors. A site walk- through by FE Technologies, the vendor for the RFID project, was postponed from June until late July, at the request of FE Technologies. To celebrate the start of the Summer at Your Library reading program, Office Coordinator Shelly Polifka arranged for Taco Man to set up its food truck as a nice lunch break for all staff. The library was a Primary Election site from Thursday, June 2 through Tuesday, June 7. Additional staff hours, outside of regular operating hours, were needed on Saturday from 8:00 a.m. to 8:00 p.m. on Sunday from 8:30 a.m. until 8 p.m., and on Tuesday from 6:00 a.m. until 9:15 p.m. Taking advantage of these hours, Aides were scheduled on Saturday and Sunday to tag when the library was closed, completing the adult paperback section. Staff arranged a retirement party to wish Library Services Manager Roger Hiles well on his next chapter of life. The fiscal year closes at the end of June and preparations for the new fiscal year are under way. Many purchase orders, professional service agreements, and requisitions are processed by the Office Coordinator and Sr. Library Technician in Technical Services, and the current fiscal year paperwork is filed and placed in storage, making room for the new fiscal year paperwork. On June 21, 2022, City Council meeting included a large number of purchase orders and professional service agreements to be approved for the new fiscal year. This meeting lasted until almost midnight. Adult Programs, Classes, Technology Literacy, and Events: Summer at the Arcadia Public Library (SAAPL) kicked off in June. The Adult summer program, Your Great Arcadia Adventure Awaits, encourages adult patrons to read and earn tickets for the grand prize drawings. Patrons are awarded a virtual raffle ticket for every 120 minutes read. So far, 137 adults have registered and read 51,160 minutes. The grand prize options are gift certificates to Los Angeles Arboretum, Mt. Lowe Brewing Company, and Yoshan Tea. Additionally, staff kicked off the Walking Book Club in June. To beat the heat, patrons meet at 9 a.m. and walk a 1-mile loop throughout Arcadia; there have been ten participants to date. Patrons watched and discussed And then we Danced at The Movies You Missed on May 18th. Bookish met on June 28 and discussed The Mystery of Mrs. Christie by Marie Benedicts. Sixteen attended the June meeting. Staff filmed a Beanstack June Activity Visitors: 24,585 Holds Processed: 1,922 Physical Items Checked Out: 41,925 eBooks/Audiobooks/Magazines Downloaded: 4,647 Programs/Attendance: 21/807 Passports Issued: 207 2 microlesson to better support the SAAPL program and patron registration: the lesson has been viewed 90 times. Teen Programing: The Teen Summer at the Arcadia Public Library program encourages teen patrons to read for fun. Teens earn a virtual raffle ticket for every 120 minutes read. The grand prize options are a smartphone photo printer pack or a mini projector. To encourage active reading, $10 gift cards are raffled on a weekly basis. Additionally, teens are encouraged to participate in the Arcadia Scavenger Hunt Challenge. Teens can form teams and take photos throughout Arcadia, then submit them on social media using #summeratAPLTeens. The team that earns the most points and submits the most creative photos wins a $50 Amazon gift card. So far, 64 teens have registered and have read 30,361 minutes. Children’s Programming and Services: Online registration for the Summer at Arcadia Public Library’s children’s reading program began on June 6. By the end of month, there were 767 child registrants (infant to 5th grade) who logged 282,748 minutes and 183 youth registrants (entering 6th to 8th grade) who completed 1554 challenge activities. There were 176 children and their family members in attendance for the Pirates Lost at Sea event presented by Talewise. The program incorporated hands-on science experiments into adventurous pirate storytelling. The eight winners of the library’s annual bookmark contest were also announced and congratulated at the program. Weekly summer programming also kicked off this month and included two Toddler Storytime programs (ages 2-7 years) with 54 in attendance, as well as two Pajama Storytimes (ages 4-7 years), with 59 attending children and their family members. Backyard Adventures debuted at the end of the month: children ages five to eight explored, crafted, and played on the library’s west lawn. 3 Customer Services: The Information Systems Services (ISS) team of three Computer Aides and Supervisor answered more than 268 computer/technical questions from patrons; assisted the public with 917 public computer sessions, 703 print jobs, and the use of the Microfiche station, public copiers, and the public Wi-Fi network. Passport Services processed 207 passports in June. A History Office customer was interested in finding out if a historic dry cleaner, Highland Cleaners, that had been at 59 E. Foothill Blvd ever had the dry-cleaning plant on the premises. The patron was interested in possibly purchasing the building to have a dental practice there: the information was going to help her determine if she would buy the building or not. If a chemical called “perc” was used at that site, it would cost her another $10,000 to get an environmental report done, so that would figure into her decision to buy. Staff searched through many years of city directories, chamber of commerce directories, the History Room databases, the realtor files, blueprints, anything at all, even Arcadia High School yearbook’s advertiser pages. Staff finally found one ad for Highland Cleaners, it did not describe the business as having “plant on the premises”. The patron was happy she found some information and was thankful for the help. Collections: The Authority Database projects continue, part of the routine work to keep the library’s databases/catalog up-to-date, consistent, and error-free. The number of discarded items continue to be high as library staff weeds the collection heavily in preparation for the RFID project. Staff began the somewhat lengthy and detailed process to close out Fiscal Year 2021-22. purchase orders were closed, and final invoices processed and sent to the City’s Finance Department for payment. Staff then began work on opening Fiscal Year 2022-23. Requisitions for purchase orders were filed with Finance and new QuickBooks accounts and Excel files were opened for internal expenditure tracking. This process will continue into July. The total for cataloged items is lower this month, which is usually the case as final orders have been made and fewer new items are arriving. However, this year, larger orders were submitted before the FY ended. In addition, one cataloger was on medical leave for four weeks; and the other spent a large amount of time on the many discards required in preparation for the RFID project, covering the supervisor’s absence by tracking spending accounts, attending meetings, and so on. Facilities and Technology: The fire panel and intrusion alarm sensor at the Museum malfunctioned. The Office Coordinator spent much time working with HCI, Public Works, and Post Alarm to sort it out. She also worked with Post Alarm to get the Total Connect mechanism to allow new library staff codes to be inputted, which has been an ongoing problem for almost a year. A software upgrade seemed to fix the problem. There was a planned Edison outage on June 30 which affected the Library. Something caused the breaker to send the generator into alarm and not transfer over, so the library was without power and had to close at 8 p.m. The Office Coordinator and Director spent much time getting public works to respond and the generator was put online just after 10 p.m. The outage lasted until almost 6 a.m. the following day. This surge resulted in some damage to equipment as Sheldon Mechanical discovered issues with the chiller and the HVAC unit for the study rooms. Information System Services staff are working with City IT to migrate our old server data to the new library server mid-July. ISS also continues to check library department web pages by adding new content and fixing broken links. Staffing/Training: Francisco officially became a Computer Aide on Monday, June 13 and continues to assist with sorting, shelving, and RFID. Saturday, June 18 was Account Services’ Aide Justin Torres’s last day. Teen Librarian interviews were conducted with a conditional offer made. Adult and Teen Services part-time Librarian Scott Gurrola attended the American Library Association conference in Washington, DC. The library was able to pay for the time to attend and Mr. Gurrola paid for the travel and hotel costs. The Children’s Services Principal Librarian joined the Library Services Manager at the California State Library’s Pre-Conference to take part in a training for the Building Equity Based Summers project. Staff worked with other attending 4 librarians and discussed strategies for establishing equitable summer programming in libraries. Arcadia Public Library staff identified a need for improved summer assessment tools to gauge the effectiveness of existing summer activities. Community Outreach/Collaboration/Volunteers: At the beginning of the month, the Friends of Arcadia Library hosted a Paint Night fundraiser. The event was attended by 24 people and raised $300 for the library. Children’s Services staff hosted two Out and About programs at local parks. The luau themed event at Camino Grove Park provided visiting families the opportunity to make paper leis and grass crowns, to hula, limbo, and play memory games, as well as listen to stories read aloud by library staff. At Newcastle Park, families created their own bubble wands, enjoyed a host of outdoor games, and listened to read- alouds. Both events provided the opportunity to kick-off summer reading and share more about the library’s reading program and encourage families to register. The Children’s Services staff hosted two orientations and two training sessions for the 42 teens participating in the library’s summer volunteer program. Throughout the month, teen volunteers assisted at the souvenir table distributing reading prizes to kid and youth participants, helped prepare crafts, organized supplies, labelled materials with AR levels and points, and provided program support for staff. The Children’s Services Librarian attended Holly Avenue Elementary School’s final student assembly to share about the library’s upcoming Summer at Arcadia Public Library reading program. The library also hosted a City of Hope Blood Drive on June 23 from 8:00 a.m. until 4:00 p.m. Staff attended the Arcadia Historical Society and completed a presentation on the Memory Lab. Administration staff attended the Coordinating Council. Adult Services staff attended the Chamber of Commerce’s Virtual Job Fair, gave a presentation at Arcadia Senior Center, and attended a meeting of the Arcadia Historical Society, in part to present the new Memory Lab. A Children’s Services part-time Library Technician, and staff from Administration, attended one of the Recreation Department’s concerts in the park, distributing information about summer programs as well as small giveaways. Marketing and Publicity: Adult and Teen Services created the following displays in June: Pride Month; Audiobook Appreciation Month; “Based on a true story;” and Great Outdoors. The bulletin board featured Summer at Your Library 2022. Children’s book displays featured “Discover a new… Reading Format,” “Discover a new… Genre,” “Discover a new… Adventure Destination,” and “Discover a new… Favorite Author.” The main display wall featured “2022 Summer at Arcadia Public Library – The Great Reading Adventure.” DATE: June 21, 2022 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Directory of Library and Museum Services Prepared by: Roger Hiles, Library Services Manager SUBJECT: PURCHASE ORDER WITH OCLC, INC. FOR BIBLIOGRAPHIC SERVICES AND METADATA IN AN AMOUNT NOT TO EXCEED $32,525 Recommendation: Approve SUMMARY It is recommended that the City Council approve a purchase order for bibliographic services and metadata from OCLC, Inc. in an amount not to exceed $32,525. Sufficient funds are available in the City’s Fiscal Year 2022-23 Operating Budget. DISCUSSION The Arcadia Public Library uses the services of OCLC, Inc. as the supplier of metadata for its public catalog, as well as maintaining a record of its 200,000 items for use in providing Inter-Library Loan service to the public. OCLC is a nonprofit cooperative organization that maintains a database of the collections of 30,000 member libraries that is continually updated to enhance accuracy and completeness. The estimated cost of $32,525 for OCLC’s services is based on actual past usage. Searching and downloading for metadata records in OCLC's database is tracked both by time spent and number of records displayed and downloaded. The average cost of cataloging an item is approximately $2.45, although there is a range for individual items based on complexity. In addition to the cost for cataloging and metadata, there is a fee of $765 per year for an online product that helps staff select the appropriate Dewey Decimal number for added items. There is also an additional annual cost for searching for and requesting Inter-library loan items of approximately $0.75 on top of regular searching costs (which vary depending on complexity), and postage costs for returning items to lending libraries. Patrons pay a $5.00 fee for requesting an Inter-library loan item, which helps defray the cost of this service and goes into the General Fund. Use of high-quality metadata is vital to connecting library patrons with the Library’s collections. OCLC membership also greatly expands the range of holdings available from Purchase Order with OCLC for Bibliographic Services and Metadata June 21, 2022 Page 2 of 2 other libraries so that Arcadia Library patrons can request loans through the Library’s Inter-Library Loan service. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Sufficient funds have been approved in the City’s FY 2022-23 Operating Budget. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project and is therefore exempt under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with OCLC for Bibliographic Services and Metadata in an amount not to exceed $32,525. DATE: June 21, 2022 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Directory of Library and Museum Services Prepared by Roger Hiles, Library Services Manager SUBJECT: PURCHASE ORDER WITH OVERDRIVE, INC. FOR EBOOKS, EMAGAZINES, DIGITAL AUDIOBOOKS, AND STREAMING VIDEOS IN AN AMOUNT NOT TO EXCEED $69,000 Recommendation: Approve SUMMARY It is recommended that the City Council approve a Purchase Order for electronic books, electronic magazines, digital audiobooks, and streaming videos from OverDrive, Inc. in an amount not to exceed $69,000. Sufficient funds are available in the City’s Fiscal Year 2022-23 Operating Budget. BACKGROUND Since 2011, the Library has utilized the services of OverDrive, Inc. to provide library patrons with access to electronic books, digital audiobooks, and streaming videos. OverDrive, Inc. is the leading distributor of these materials to libraries. Titles purchased through them are available to library patrons on computers, tablets, eReaders, or smartphones. DISCUSSION The Arcadia Public Library has access to OverDrive through membership in the company’s group of local customer libraries, the Southern California Digital Library Consortium, which combines the digital collections of 25 member libraries to provide added selection for our patrons. The Library also adds to its collection in the Consortium by purchasing individual electronic books, digital audiobooks, and digital videos from OverDrive. These titles include current best-sellers, older classic titles, and titles for adults, teens, and children. Spending for these items has been growing with the increasing popularity of the format Purchase Order with OverDrive, Inc. for Digital Materials June 21, 2022 Page 2 of 2 (usage by Library patrons is up 53% since the start of the pandemic) and total spending for OverDrive is projected to reach $58,500 for the Fiscal Year 2022-23. OverDrive, Inc. has recently acquired Kanopy, the Library’s supplier of streaming video content. Use of streaming video by Library patrons has increased 96% since the beginning of the pandemic. The budget for streaming video from Kanopy in the amount of $10,500 has been added to this purchase order. Spending for both OverDrive and Kanopy will be approximately $69,000 for the Fiscal Year 2022-23. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Sufficient funds have been approved in the City’s FY 2022-23 Operating Budget. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project and is, therefore, exempt under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with OverDrive for eBooks, eMagazines, digital audiobooks, and streaming videos in an amount not to exceed $69,000. DATE: June 21, 2022 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Directory of Library and Museum Services By: Roger Hiles, Library Services Manager SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH BAKER & TAYLOR FOR PRIMARY LIBRARY MATERIALS VENDOR SERVICES Recommendation: Approve SUMMARY The existing Professional Services Agreement (“Agreement”) with Baker & Taylor for primary library materials vendor services expires on June 30, 2022. It is recommended that the City Council approve, authorize, and direct the City Manager to execute, an amendment to the Professional Services Agreement with Baker & Taylor for Fiscal Year 2022-23 to extend the term for an additional year. DISCUSSION In order to facilitate and expedite the acquisition of library materials, such as printed books and physical media items, as well as to maximize publisher discounts, the Library utilizes the services of a primary library materials vendor. Purchasing most materials through a single vendor simplifies the selection, ordering, and shipping process and allows the Arcadia Public Library access to higher volume pricing discounts from publishers. Current purchases from Baker & Taylor represent a discount of up to 46.2% off list price depending on product category. Baker & Taylor was awarded its most recent PSA with the Library for Primary Materials Vendor Services for a period of three (3) years beginning in 2018, with an option to renew for three additional years on a year-by-year basis. In 2021, the City Council approved the first one-year extended term, which expires on June 30, 2022. It is recommended that the City Council extend the term for an additional year by approving this Amendment. Amendment to the PSA with Baker & Taylor for Primary Library Materials Vendor Services June 21, 2022 Page 2 of 2 ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The cost of proposed purchases through the services of Baker & Taylor have been included in the City’s Operating Budget for Fiscal Year 2022-23. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an Amendment to the Professional Services Agreement with Baker & Taylor for primary Library Materials Vendor Services. Attachment: Proposed Amendment No. 2 to the Professional Services Agreement DATE: June 21, 2022 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Director of Library and Museum Services By: Roger Hiles, Library Services Manager SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH SECURITY PATROL MANAGEMENT & SERVICES FOR SECURITY GUARD SERVICES AT THE ARCADIA PUBLIC LIBRARY Recommendation: Approve SUMMARY The City has a Professional Services Agreement (“Agreement”) with Security Patrol Management & Services (“SPM”) for unarmed security guard service at the Arcadia Public Library. The Agreement expires on June 30, 2022, but provides for optional term extensions of one-year each. It is recommended that the City Council approve, authorize, and direct the City Manager to execute an amendment to the Agreement with SPM to extend the term one additional year. DISCUSSION The Arcadia Public Library has for many years used the services of an unarmed security guard to circulate throughout the building, encouraging patrons of all ages to conduct themselves in a manner that does not intrude on others. In 2017, after a competitive bidding process, the City Council awarded Security Patrol Management & Services the Agreement to provide guard services to the Library beginning on July 1, 2017, and expiring on June 30, 2022. The Agreement provided for a maximum of three (3) one-year renewals as mutually agreed upon thereafter. It is recommended that the Agreement be extended for an additional one-year term without any change in pricing. The Agreement has been amended to address staffing levels and other technical modifications over the term of the Agreement. This would be the fifth Amendment. Sufficient funds are available in the City’s FY 2022-23 Operating Budget to pay for the services. Amendment No. 5 to the Professional Services Agreement with Security Patrol Management for Security Guard Services at the Library June 21, 2022 Page 2 of 2 ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Sufficient funds are available in the City’s FY 2021-22 Operating Budget. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Security Patrol Management & Services for Security Guard Services at the Arcadia Public Library. Attachment: Proposed Amendment No. 5 to the Professional Services Agreement CITY OF ARCADIA USER FEE SCHEDULE EFFECTIVE JULY 1, 2022 LIBRARY DESCRIPTION CURRENT FEE / CHARGE UNIT NOTES NEW FEES EFFECTIVE JULY 1, 2022 1 Library Fees 2 Overdue Library Materials 3 Per day, per item $0.25 $0.25 4 Maximum fine, per item $10.00 $10.00 5 Referral fee to collection agency per item $15.00 $15.00 6 Items Lost or Damaged Beyond Repair 7 Replacement Cost of Items Cost of Items 8 Processing Charge (paperback) $15.00 $15.00 9 Processing Charge (all other materials) $15.00 $3.00 10 Book Reserve 11 Adult materials NA NA 12 Children's materials NA NA 13 Interlibrary Loan Requests: Each request (plus postage and other fees added by $5.00 $5.00 14 Photocopies 15 Photocopies (first 25 pages) $0.15 Free 16 Photocopies (26th and subsequent pages) $0.15 per page $0.15 17 Historical Materials for Private or Not for Profit Use $20.00 $20.00 18 Historical Materials, commercial use, public display, publication $100.00 $100.00 19 Library Card 20 First card $‐ $‐ 21 Replacement fee for lost card $4.00 $2.00 22 Library Meeting Room Reservations 23 Cay Mortenson Auditorium 24 Per Hour Rental Fee (2 hour minimum) $125.00 $125.00 25 Auditorium Security Deposit (refundable) $150.00 $150.00 26 Cleaning Fee per use when food is served $50.00 $50.00 27 Auditorium Piano Rental Use Fee 50.00$ $50.00 30 Internet Computer Use Guest Pass $2.00 Free 28 Museum Patio 29 Per Hour (2 hour minimum)40.00$ $40.00 31 Passport Services 32 Passport Fee $35.00 $35.00 33 Photo Fee 15.00$ $15.00 34 Express Mail 35.00$ $27.00 35 Class Fees 36 English Conversation Fee $40.00 yr/student $‐ 37 Per Hour Rental Fee Imagination Theater (1 hour min.) $50.00 per hour $55.00 38 Security Deposit (refundable) $50.00 $55.00 44 ‐ 44 SUN MON TUE WED THU FRI SAT 1 2 3 Sign-ups for all September programs begins. 10 -11 am: Priority registration for Arcadia residents. Proof of residency required. 11 am onward: Open registration. Save the Date…. IN-N-OUT COVER TO COVER CLUB READING PROGRAM Online registration begins on Saturday, October 1, 2022. See reverse side for more information. 4 Library Closed 5 Library Closed 6 In-Person Program *Family Storytme All Ages 6:30 pm * Registration Required 7 In-Person Program *Toddler Storytime 24—47 months 10:30 am * Registration Required 8 9 10 In Person Program *Moon Fest K—3rd Grades 2:30 pm * Registration Required 11 Library Closed 12 13 In-Person Program *Family Storytme All Ages 6:30 pm * Registration Required 14 In-Person Program *Toddler Storytime 24—47 months 10:30 am * Registration Required 15 16 17 18 Library Closed 19 20 In-Person Program *Family Storytme All Ages 6:30 pm * Registration Required 21 In-Person Program *Toddler Storytime 24—47 months 10:30 am In-Person Program *Middle School Advisory Group 6th—8th Grades 3:30 pm * Registration Required 22 In-Person Program Back to School Night All Ages 4:00—6:00 pm 23 24 25 Library Closed 26 27 In-Person Program *Family Storytme All Ages 6:30 pm * Registration Required 28 In-Person Program *Toddler Storytime 24—47 months 10:30 am * Registration Required 29 30 30 Arcadia Public Library - Jerry Broadwell Children’s Room S E P T E M B E R 2 0 2 2 Photo Release: All participants in Library programs, events, and classes may be photographed or videotaped for Library promotional purposes. Notify Library staff if you prefer not to be photographed. Our thanks to the Friends of the Arcadia Public Library for providing funding for our programs, events, and classes. FOR EARLY LEARNERS TODDLER STORYTIMES Wednesdays, September 7, 14, 21, & 28, 2022 at 10:30 am For Ages 24 to 47 Months Join us for stories and activities just right for toddler aged children. Mask-wearing is not required, but encouraged for program attendees ages 2 years and older. Sign-up to participate, beginning Saturday, September 3, 2022. 10:00 am-11:00 am: In-person priority registration for Arcadia residents. Must show proof of residency. 11:00 am onward: In-person open registration. FAMILY STORYTIME Tuesdays, September 6, 13, 20, & 27, 2022 at 6:30 pm For All Ages This program provides fun stories and activities for the whole family. Mask-wearing is not required, but encouraged for program attendees ages 2 years and older. Sign-up to participate, beginning Saturday, September 3, 2022. 10:00 am-11:00 am: In-person priority registration for Arcadia residents. Must show proof of residency. 11:00 am onward: In-person open registration. FOR MIDDLE SCHOOLERS MIDDLE SCHOOL ADVISORY GROUP MEETING Wednesday, September 21, 2022 at 3:30 pm For 6th to 8th Grades Are you in sixth to eighth grades? Looking to meet new friends? Want to help plan fun middle school events? Do you have ideas for how to make the Library a fun destination for other middle schoolers? We invite you to join the Middle School Advisory Group! The team will meet to plan and make a difference for middle school students at the Library. Mask-wearing is not required, but encouraged for program attendees. Registration is required. Sign-up to participate, beginning Saturday, September 3, 2022. 10:00 am-11:00 am: In-person priority registration for Arcadia residents. Must show proof of residency. 11:00 am onward: In-person open registration. SEPTEMBER 2022 Calendar of Events FOR MIDDLE SCHOOLERS Save the Date... IN-N-OUT COVER TO COVER CLUB READING PROGRAM Saturday, October 1—Saturday, November 12 For Ages 4—12 Years Register for the program and read five books to earn a certificate for a free In-N-Out hamburger, cheeseburger, or cheese sandwich. Each child may earn up to three burger certificates during the program. MOON FEST Saturday, September 10, 2022 at 2:30 pm For Kindergarten to 3rd Grades Take a journey to outer space and learn about the wonders of the moon. There will be fun read alouds, learning stations, and a craft for all. Mask-wearing is not required, but encouraged for program attendees. Registration is required. Sign-up to participate, beginning Saturday, September 3, 2022. 10:00 am-11:00 am: In-person priority registration for Arcadia residents. Must show proof of residency. 11:00 am onward: In-person open registration. BACK TO SCHOOL NIGHT AT THE LIBRARY Thursday, September 22, 2022 from 4:00 pm—6:00 pm For All Ages From booklists to eBooks, the Arcadia Public Library’s Jerry Broadwell Children’s Room offers an assortment of free resources to help elementary and middle school students have a successful school year. Attend Back to School Night to meet with Children’s Services staff, take a tour of the Library, learn more about academic resources available for students, and receive free giveaways. This is a drop-in program and registration is not required. Arcadia Public Library • Jerry Broadwell Children’s Room 20 West Duarte Road ~ 626-821-5566 www.ArcadiaCA.gov/Library Adult & Teen Services Calendar of Events July 2022 Mon Tues Wed Thurs Fri Sat 25 Summer at the Arcadia Public Library for Adults & Teens! Library Closed Summer at the Arcadia Public Library for Adults & Teens! Teen Summer Book Club 11 AM Walking Book Club 9:15 AM Last day to register for SAYL! Walking Book Club 9:15 AM The Movies You Missed: King of Peking 6 PM Auditorium Summer at the Arcadia Public Library for Adults & Teens Last day of Summer at the Arcadia Public Library! 7 2 1 6 5 4 11 9 12 8 15 14 13 16 18 19 20 23 22 21 28 27 29 30 26 Sign up for our eNewsletters to stay informed about Library events, staff picks, reading recommendations, and more! Link available on our homepage. Photo Release: All participants in Library programs, events, and classes may be photographed or videotaped for Library promotional purposes. Notify Library staff if you prefer not to be photographed. * = Registration required Summer at the Arcadia Public Library for Adults & Teens! Bookish: Secondhand 10 AM Auditorium Adult & Teen Services Calendar of Events July 2022 Arcadia Public Library 20 West Duarte Road Arcadia, CA. 91006 www.arcadiaca.gov/library Call:626.821.5569 Text: 1-833-255-4275 Connect with us on social media! Walking Book Club Saturday, July 9th at 9:15 AM Saturday, July 23rd at 9:15 AM Outside Library front entrance Let’s walk & chat about the books you are reading! Meet outside & walk an approximately one mile loop starting and ending at the Library. No registration. A signed liability waiver is required. The Movies You Missed: King of Peking Wednesday, July 20th at 6 PM Cay Mortenson Auditorium China, 2017; 1 hour, 28 minutes Adults only, 18+. When home entertainment enters the market in 90’s Beijing, a former projectionist ropes his young son into starting their own pirate movie company. Watch the film, bring your dinner, and stay for some fun facts and film discussion. Adult Summer at Arcadia Public Library Monday, June 6th - July 30th ArcadiaCA.Beanstack.org Read, log minutes, and enter to win! Grand prize raftfe prizes include gifl certificates to Los Angeles Arboretum, Mt. Lowe Brewing Company, and Yoshan Tea. Your great Arcadia adventure awaits! Bookish: Secondhand by Adam Minter Tuesday, July 26th at 10 AM Cay Mortenson Auditorium Join fellow bookish readers for a fun and interesting discussion of Secondhand: A global exploration of the hidden market for used stuff & a travelogue that follows unwanted, obsolescent objects’ journeys into are usable future . Teen Summer at Arcadia Public Library Monday, June 6th - July 30th ArcadiaCA.Beanstack.org Register for the summer reading program at arcadiaca.beanstack.org, read any book of your choosing, log your minutes, and earn a chance to win a grand prize! Teen Scavenger Hunt Photo Challenge Monday, June 6th - July 30th Register for the summer reading program at arcadiaca.beanstack.org and join the Teen Scavenger Hunt! Take creative photos (solo or in a group) during the Teen Scavenger Hunt Photo Challenge for your chance to win a $50 Amazon gifl card! Teen Summer Book Club Saturday, July 16th at 11 AM Cay Mortenson Auditorium Ditch the required reading list, archetype analysis, & essays- LET'S READ FOR FUN! Let's read & discuss The Inheritance Games by Jennifer Lynn Barnes! A free copy of the book will be given away to the first 10 registrants. Call, text, or stop by the Adult & Teen Ser- vices Desk to register. Pastoral Impressions and Bach Violinist Paul Stein, Associate Principal Oboist of the LA Philharmonic Marion Kuszyk, and pianist Stephanie Lan perform music by Bach, Debussy, and the Englishman Thomas Dunhill. 7Friends of the Arcadia Public Library present a free September Classical Kaleidoscope Concert Cay Mortenson Auditorium Concert 7:00 PM / Doors 6:30 Wed For ages 12+. Seating may be limited. Stay to meet & greet the musicians. A silent auction will be held in support of library programs. Arcadia Public Library 20 W. Duarte Rd. Arcadia, CA 91006 www.arcadiaca.gov/library M-Th 10-9, F-Sa 10-6 For more info, 626.294.4808 2022 community m emory lab Arcadia Public Library presents Arcadia Public Library 20 W. Duarte Rd. Arcadia, CA. 91006 www.ArcadiaCA.gov/Library 626.821.5569 All it takes to save precious memories is a trip to the library! Scan photographs, documents, & vacation film slides Convert VHS & audio cassettes into digital files Digitize your 8MM film! Connect with us! Welcome to the Community Memory Lab! The Community Memory Lab is a free do-it-yourself workspace for digitizing photos, video & audio cassette recordings, film slides, and 8MM film reels. The Community Memory Lab is for you! Here's what you'll need to start saving your memories: - Arcadia Public Library Card - Attend an orientation - Sign the Community Memory Lab Agreement - Make an appointment! Which memory will you preserve first? The Community Memory Lab is supported in whole or in part by the U.S. Institute of Museum and Library Services under the provisions of the Library Services and Technology Act, administered in California by the State Librarian. Connect with us! Arcadia Public Library 20 W. Duarte Rd. Arcadia, CA. 91006 www.ArcadiaCA.gov/Library 626.821.5569 Arcadia Public Library presents community memory lab Documentary Screening 11 AM - 12PM Clothing Swap 12 - 1 PM This documentary explores the fast fashion industry, consumer habits, & the poor practices of the textile industry. Collective Eye Films (2020) Runtime: 53 minutes FAST FASHION ARCADIA PUBLIC LIBRARY 20 W. DUARTE RD., ARCADIA, CA 91006 WWW.ARCADIACA.GOV/LIBRARY (626) 821-5569 MONDAY - THURSDAY 10 AM - 9PM FRIDAY & SATURDAY 10 AM - 6 PM MASKS AND OTHER COVID PROTOCOLS MAY BE REQUIRED, AS PER CURRENT L.A. COUNTY DEPARTMENT OF PUBLIC HEALTH GUIDELINES. Saturday, August 20, 2022 - 11 AM - 1 PM Cay Mortenson Auditorium Donate your gently used clothes & pick up some new-to-you clothes! You'll be participating in the circular economy, keeping your clothes out of landfills, & refreshing your wardrobe for free! Drop off your donations beginning Monday, August 1st or bring them the day of the program. Undistributed items will be donated to local social service organizations.NO REGISTRATION REQUIRED Saturdays 10 AM - 12 PM Teen Central ARCADIA PUBLIC LIBRARY 20 W. DUARTE RD., ARCADIA, CA 91006 WWW.ARCADIACA.GOV/LIBRARY (626) 821-5569 MONDAY - THURSDAY 10 AM - 9PM FRIDAY & SATURDAY 10 AM - 6 PM MASKS AND OTHER COVID PROTOCOLS MAY BE REQUIRED, AS PER CURRENT L.A. COUNTY DEPARTMENT OF PUBLIC HEALTH GUIDELINES. SMARTSQUAD Program starts Saturday, September 17, 2022 Drop-in technology assistance. No registration required. Let our teen volunteers assist you with your device & answer your technology questions. Need help with your phone, tablet, or laptop? Having trouble with email, social media, or navigating the Internet? Let us help you have your light-bulb moment! LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, JUNE 16, 2022 CALL TO ORDER – Chair Miriam Carter called the meeting to order at 4:34 p.m., in the Conference Room of the Library. PLEDGE OF ALLEGIANCE – Trustee Miriam Carter ROLL CALL: Chair Miriam Carter; Trustees Barbara Delphey, Carlton Seaver, Alice Wang; Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Managers Roger Hiles, Pat Smith ABSENT – Trustee Elizabeth Renfrew, Councilmember Paul Cheng (City Council Liaison) Trustee Delphey moved to excuse Trustee Renfrew, who is out of town the motion was seconded by Trustee Wang and passed on a voice vote. AYES: Chair Carter, Trustees, Delphey, Seaver, Wang NOES: None ABSENT: Trustee Renfrew PUBLIC COMMENTS – None 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. REPORTS FROM LIBRARY TRUSTEES / LIAISONS Trustee Wang will be staying on the Board for another year: her term ends in 2023. Trustee Delphey reported on the Friends of the Library’s Paint Night fundraiser: 24 or so attended and the event raised $300 for the Friends. She also reported that the Book Store is fully staffed. Chair Carter expressed her appreciation for the City Manager and Director Bradly and offered the Board’s help with any special projects. REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Item Director’s Update: Director Bradley reminded the Board that there is only one more meeting reporting on this fiscal year (the July meeting) and that there will be a new Board member in July. She also thanked Barbara Delphey for her service. Two candidates have applied to fill the vacancy. The Summer at Arcadia Public Library is going well: over 500 children are enrolled. Monthly Statistical Report: May 2022: An increasing number of people are visiting the library and more questions are being asked. Passport Services’ numbers have declined somewhat. Monthly Report Narrative: May 2022: The Board reviewed the report and noted how busy the library is now. Financial Report: May 2022: Director Bradley explained to the Board that the City Manager has added retirement costs to each Department’s financial report and noted that there are some expenditures that are made by the City that the library has no control over. In addition, the building itself is older and starting to show wear and tear. The costs for paper goods, program expenses, and other items have increased as well. Next month’s report will cover the full fiscal year: this year, the auditors delayed the final report until spring 2022. The Director reminded the Board that the library’s spending must be confined to assigned categories and stay within set limits. Budget 2022-2023 Update: The City Council passed the budget for the coming year. The library received approval for new study carrels for the adult and teen areas. Staff Update: Teen Librarian Kaitlin Watkins left June 4. Three candidates from the current list were interviewed to replace her. Eva Luc is the new part-time Technician in Children’s Services. Next, interviews will be held for the vacant aide positions and those positions will be filled, followed by appointing an acting Library Services Manager to replace Library Services Manager Hiles while the Human Resources Commission reviews and approves revisions to the position’s description and duties. RFID Project Update: Library Services Manager Hiles reported that tagging has continued. The Adult and Teen collections are largely completed; encoding will start soon. The project should be finished in mid-August, then the new security gates will be installed. Staff Reports: Library Services Manager Hiles has continued to work on staff reports, contracts, and Professional Services Amendments, all of which are necessary to open the books for the new fiscal year. The contract for Security Patrol Management has been extended for another year; it will go out for bid next year. The other staff reports were discussed and the roles of OCLC and Baker and Taylor were explained. The Memorial Bench for the Carol Libby Courtyard was funded by a donation by the Historical Society. Gilb Museum of Arcadia Heritage: The Museum is sponsoring a photograph preservation workshop on June 25, followed by a genealogy workshop on September 3. The Summer Enrichment program for children is starting. Two new Getty interns are starting their paid positions. The Museum Commission has several vacancies: Jeanne Roy is stepping down after four years. The Museum Education Coordinator’s position from 30 hours to 40 hours will be considered at the next City Council meeting in June. Calendar of Activities for Children’s Services: SAAPL Calendar: Summer Reading has started and features the first in-person summer programming since before the pandemic. Three performers are scheduled for three programs, offering a choice of either an indoor or outdoor performance time. Calendar of Activities for Adult and Teen Services: June 2022: Adult and Teen Services is offering a Walking Book Club for adults, in addition to the Summer at Arcadia Public Library reading program, and a Scavenger Hunt and Book Discussion Program for teens. Flyers/Articles/Posters/Attachments: The Board reviewed flyers promoting Library programs. The featured history room photo of the Oakwood Hotel highlighted the local history collection. Trustee Seaver announced that he will miss the July meeting of the Library Board of Trustees. Trustee Delphey moved to excuse Trustee Seaver from the July 21, 2022, meeting. Chair Carter second the motion, which was approved by a voice vote. AYES: Chair Carter, Trustees Delphey and Seaver NOES: None ABSENT: Trustee Renfrew, Trustee Wang (who had to leave the meeting at 5:50 p.m.) CONSENT CALENDAR a. Approve the Regular Meeting Minutes of May 19, 2022 Recommended action: Approve The motion to accept the Minutes of May 19, 2022, as corrected (to make the change “Principal Librarian Petra Morris”) was moved by Chair Carter, seconded by Trustee Seaver, and carried on a voice vote. AYES: Chair Carter, Trustees Delphey and Seaver, NOES: None ABSENT: Trustees Renfrew and Wang ADJOURNMENT Chair Carter adjourned the meeting at 6:17 p.m. to July 21, 2022, at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: ______________________________ _______________________________ Miriam Carter, Chair Darlene Bradley, Secretary Minutes prepared by: Pat Smith