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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. 11 ... llsi 1;1� 1111 1; 1111111�•� 11 1111liq I 111111111gItm Wn M-R 1 11! 1111! - 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