HomeMy WebLinkAboutLibrary Minutes: 10/20/2022CALL TO ORDER — Chair Miriam Carter called the meeting to order at 4:30 p.m., in the
Conference Room of the Library.
ROLL CALL: Chair Miriam Carter; Trustees Connie Liao, Carlton Seaver, Alice Wang; Director
of Library & Museum Services Darlene Bradley (Secretary); Petra Morris, Principal
Librarian, Children's Services
ABSENT — Elizabeth Renfrew (excused at last meeting)
REPORTS FROM LIBRARY TRUSTEES I LIAISONS: Trustee Wang announced the
Arcadia Chinese Association's Annual Gala event, marking its 40th Anniversary. She was very
pleased to be able to include an article on the Library's Memory Lab and Trustee Liao worked on
the translation. This year's fundraising efforts will benefit the Arboretum and the Arcadia Police
Officer's Association. Chair Carter asked about the Ethics training and if anyone else was having
difficulty getting into the link. She also mentioned that she participated in the Great Earthquake
Shakeout at the Community Center.
REPORTS FROM THE DIRECTOR
Announcements / Statements / Future Agenda Items
Director's Update: Director Bradley reported that the library began a new music streaming
service called Freegal today. The library will also be an election site for the November election.
This Saturday, the League of Women Voters will be providing a free, non -partisan talk on the
upcoming election at 11:00 a.m. The library will also be hosting Trick -or -Treat in the library next
Tuesday and Wednesday evenings at 6:30 p.m. and the Trustees were invited. The In-N-Out
Burger Cover to Cover program is well under way with over 800 participants to date.
PRESENTATION OF THE NEW MEMORY SE ICE FOR THE COMMUNITY: Principal
Librarian for Adult and Teen Services provided an overview of this new service with details of
some of the equipment and services offered.
Monthly Statistical Report: September 2022: Director Bradley noted that numbers continue to
increase. She also noted the generous donation received from the Seaver Endowment and that
this will be reflected in Gifts and Grants in the October report for November.
Monthly Report Narrative: September 2022: Chair Carter asked about the Library Services
Manager classification and thought there were quite a few duties for this position. Director Bradley
reported that the classification hadn't been updated since 2003 and many new duties had been
added since then as the library is much more involved with third party contracts, licensing, and
technology, including public Wi-Fi, the CENIC broadband project, and planning for current and
future technologies. There are two managers that fill this classification and there is an element of
cross -training that is also part of --this position. The current manager handles all of the publicity
and marketing for the Library and Museum to outward facing organizations such as Arcadia
Weekly, City Newsletter, City Hot Sheet, and the Peacock Buzz. This person is also the liaison to
the Friends of the Library, as well as also third -party contracts. Both positions work on department -
wide projects.
Financial Report: September 2022: Director Bradley noted this is the first quarter of the fiscal
year, and that spending should be close to 25% spent. She also noted that materials spending
was lower due to a supply chain issue with the major book provider, Baker and Taylor. They were
down for about six weeks due to ransomware, and it impacted almost all facets of their business,
from ordering, warehouse inventory, and distribution. They are back up and running and books
are now being received at the library. Chair Carter asked about the 7% vacancy rate and Director
Bradley explained that this figure is built into every city departmental budget because, on average,
most all departments experience about 7% vacancy rate per year.
RFID Update: Director Bradley reported that tagging was almost complete for all of the adult
collections; staff is finishing up on the AV. Encoding moves along much quicker and staff is still
working on this in the adult collections; tagging should begin in Children's very shortly. The target
date to install the new security gates is December 6, 2022.
Staff Reports: The City Council approved funding for the library's new chiller. Although this is a
Public Works Dept. project, it does impact the library facility in terms of air conditioning.
Staff Update: Melissa Maldonado and Claudia Arroyo continue to learn their new positions as
Adult Reference librarian and Teen Services librarian, respectively. There are currently seven
Aide positions open in Account Services and that recruitment will begin the second week of
November.
Policy Manual Updates: Chair Carter asked if there were more than the updated revisions to the
Policy Manual and Director Bradley stated that if there were any more changes, this would be the
time to bring them up. The only information in their packets was the revisions from the last Board
meeting, per their request, to review them one more time. Director Bradley also asked if the
Trustees could leave their Policy Manual with her so that they could be fully updated for the next
Board meeting.
Holiday Breakfast: Director Bradley invited the Library Board of Trustees to the Department of
Library and Museum Services annual holiday breakfast on Thursday, December 8, 2022 at 8:00
a.m. until 9:30 a.m. The traditional and optional Steal a Gift would be part of the festivities if they
would like to partake, but it is definitely optional.
Holiday Cookies: Chair Carter asked the Board which days they would like to take, as part of
the long-standing tradition of bringing cookies the week before Christmas, to the library. Four
dozen cookies were suggested, though Director Bradley said staff wouldn't be opposed to more
healthy options like fruit as well. The ideal time to bring cookies would be 9:30 a.m. and before
noon.
12/19 — Trustee Seaver
12/20 — Trustee Wang
12/21 —
12/22 — Trustee Liao
12/23—
Chair Carter said that she would take whatever date
Trustee Renfrew did not take.
Gil b Museum of Arcadia Heritage: Director Bradley reported that they are in the process of
interviewing and making a conditional job offer for a substitute Museum Education Coordinator.
Currently, the Museum Education Coordinator is out on leave.
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Flyers/ Art'icies/Posters/Attachmeats: The Board reviewed the attached calendars, flyers,
including the historical photo.
a. Approve the Regular Meeting Minutes of September 15, 2022
Recommended action: Approve
The motion to accept the Minutes of September 15, 2022, as written was moved by Trustee Wan
seconded by Trustee Seaver, and carried on a voice vote. i
AYES: Chair Carter, Trustees Liao, Seaver, and Wang
NOES: None
ABSENT: Trustee Renfrew
b. Adopt Policy Manual Updates
Recommended action: Approve
The motion to adopt the Policy Manual Updates was moved by Trustee Wang, seconded by
Trustee Liao, and carried on a voice vote.
AYES: Chair Carter, Trustees Liao, Seaver, and Wang
NOES: None
ABSENT: Trustee Renfrew
Chair Carter adjourned the meeting at 5:48 p.m. to November 17, 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: Darlene Bradley an4
Petra Morris