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HomeMy WebLinkAboutLibrary Minutes: 07/21/2022LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, JULY 21,2022 CALL TO ORDER — Chair Miriam Carter called the meeting to order at 4:31 p.m., in the Conference Room of the Library. PLEDGE OF ALLEGIANCE — Trustee Alice Wang ROLL CALL. Chair Miriam Carter; Trustees Connie Liao, Elizabeth Renfrew, Alice Wang; Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Manager Pat Smith, Acting Library Services Manager Samantha Alba ABSENT — Trustee Carlton Seaver (Excused), Councilmember Paul Cheng, City Council Liaison ELECTION OF OFFICERS AND APPOINTMENT OF LIAISON Chairperson: Trustee Wang nominated Chair Carter for the position of Chairperson. The motion was seconded by Trustee Renfrew and approved by a voice vote. AYES: Chair Carter, Trustees Liao, Renfrew, Wang NOES: None ABSENT: Trustee Seaver Chairperson pro tempore: Chair Carter nominated Trustee Renfrew for the position of Chairperson pro tempore. The motion was seconded by Trustee Wang and approved by a voice vote. AYES: Chair Carter, Trustees Liao, Renfrew, Wang NOES: None ABSENT: Trustee Seaver Liaison to the Friends of the Library: Trustee Wang nominated Trustee Renfrew for the position of Liaison to the Friends of the Library. The motion was seconded by Trustee Liao and approved by a voice vote. AYES: Chair Carter, Trustees Liao, Renfrew, Wang NOES: None ABSENT: Trustee Seaver REPORTS FROM LIBRARY TRUSTEES I LIAISONS I Trustee Renfrew reported that the Friends of the Library have been busy. The Paint Night Fundraiser in June was a success: $386 was raised and the Friends might offer it again. One Bookstore customer bought almost $800 worth of books recently and the Hakka Foundation donated $1,000. There are two or three new volunteers in the bookstore. The Friends have found a new company willing to take unsold books for two cents per pound, approximately $18 per shipment. The new bright and eye-catching sign honoring Doris and Jerry Selmer has been installed above the entrance to the Book Store. Back -to -school books and materials are featured this month in the Book Store. The Friends will be sponsoring the Classical Kaleidoscope concert on September 7, at 7 pm in the Cay Mortenson Auditorium. REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Items Director's Update: Director Bradley reminded the Board that July begins the new fiscal year, and there will be no meeting in August. She asked the Board to review the library's policy manual and to bring their comments and suggestions to the September meeting. She noted there have been two changes already: the fee for replacing lost library cards has been reduced from $4 to $2, and the number of renewals allowed has been increased to two. Monthly Statistical Report: June 2022: The gate count and number of items circulated have increased, especially for children's materials, which is always a goal of the Summer at Your Library program. The library has also seen a large increase in the number of new library cards. More books have been withdrawn from the collection in anticipation of the RFID project. There have been more reference questions tallied, greater attendance at library programs, and more volunteer hours recorded. Summer at Your Library started in early June, which partly explains the increased numbers. All programming is currently in person. Monthly Report Narrative-.: June 2022- The Board focused on the tagging project. Financial Report: June 2022: The Director informed the Board that this is the unofficial end of the fiscal year report. Some figures are high (gasoline and electric costs) but are out of the library's control. Building repair and maintenance costs are high as the building gets older. The Board asked questions about and discussed personnel and PERS-related costs; they also reviewed each Department's budget reports. The Director noted that staffing is the library's biggest expenditure. Summer at Arcadia Public Library does not have its own line item as it is fully funded by the Friends, whose support she is very grateful for. She also reviewed budget allocations, focusing on collection development. Budget 2022-2023 Update: The proposed budget was passed in June by the City Council without any changes. The Museum received funding to make the Museum Educator position full time. Trustee Renfrew asked about the status of the special funding from the State. Ms. Bradley reported she had applied for funding for a family restroom, but had not heard anything yet. RFID Update: The Director estimated that it will be two or so months until the project is completed. This week's site walk-through with a member of the FE Technology staff focused on the security gates, cabling, and so on. The security gates, for example, will require special cabling and the "smart" book drop will require construction work to make it fit into the assigned spot. Unfortunately, these projects were not included in the project and the library will have to work with Public Works to schedule them. Acting Library Services Manager Alba explained how the Smart Chute will work and noted, while staff intervention will still be needed, it will improve customer service, especially on Saturdays. At this point, Administration is hoping the project will be completed in October. Staff Reports: Director Bradley reviewed the four staff reports and informed the Board that any spending over $30,000 must be approved by the City Council, even if the project or item had already been approved as part of the budget. These Staff Reports covered security services and eResources for the public. Staff Update: Children's Services is now fully staffed. Adult and Teen Services is still waiting for the new Teen Librarian to clear her background and medical screening. Account Services is down 60 hours of staffing: interviews for aide positions will take place next week. The Library Services Manager position is waiting for approval from Human Resources and then will be ready to go to the HR Commission for approval-. Acting Library Services Manager Alba described her current duties, and it was noted that she will be the point person if the Director and the other Library Services ''Manager are away. Jamie Belcher is the acting Account Services Supvervisor. Policy Manual Updates.- The Board packet included the updated list of user fees and fines that will be part of the Policy Manual. Fees and fines are set by the City Council and cannot be changed. The Board reviewed and discussed the chart. The Board is asked to review the Policy Manual in advance of the September Board meeting. Gilb Museum of Arcadia Heritage: The Summer Enrichment Program is in full swing. Museum staff is contributing craft kits for the Thursday Concerts in the Park. The Curator is back from vacation and two Getty interns are on board. There will be a preservation workshop in September, the recent session on photography was very successful. The Carol Libby Memorial Garden dedication is tentatively scheduled for September 17. Calendar of Activities for Children's Services: September 2022 The Summer at Arcadia Public Library program ends at the end of July; August is a quiet month. September, Director Bradley noted, is when Children's Services begins fall programming, including story times and parent -education nights. Calendar of Activities for Adult and Teen Services: July 2022: Adult and Teen Services' Walking Book Club is this Saturday. Bookish meets next week and the book, Secondhand, ties into the upcoming Fast Fashion event in mid -August. Flyers/ Articies/Posters/Attachmeats: The Classical Kaleidoscope Concert, being offered for the first time since March 2020, will be held on September 7. The Community Memory Lab is drawing a lot of positive attention as staff promotes it at outreach events this summer; it is scheduled to open later this fall. Smart Squad is returning this fall: teen volunteers will be available on Saturdays to help customers with their computer issues and personal electronic devices. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of June 16, 2022 Recommended action: Approve The motion to accept the Minutes of June 16, 2022, as corrected (to add a period and "The" between "out of town" and "motion..." and to correct the spelling of the Director's name under Reports from Library Trustees/Liaisons) was moved by Trustee Wang, seconded by Chair Carter, and carried on a voice vote. AYES: Chair Carter, Trustees Liao, Renfrew, and Wang NOES: None ABSENT: Trustee Seaver Chair Carter adjourned the meeting at 5:46 p.m. to September 15, 2022, at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. LIM=* 1 A Miriam Carter, chair 101-NI A J412 Darlene Bradley, Secretary Minutes prepared by: at Smith