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HomeMy WebLinkAboutLibrary Minutes: 05-18-23LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, May 18, 2023 CALL TO ORDER — Chair Miriam Carter called the meeting to order at 4:30 p.m., in the Conference Room of the Library. PLEDGE OF ALLEGIANCE — Elizabeth Renfrew ROLL CALL: Chair Miriam Carter; Trustees Connie Liao, Elizabeth Renfrew, Carlton Seaver, Alice Wang; Councilmember Eileen Wang (City Council Liaison); Library Services Managers Samantha Alba, Pat Smith ABSENT — Director of Library and Museum Services Darlene Bradley PUBLIC COMMENTS — None GUESTS — Children's Principal Librarian Petra Morris, Adult Services Librarian Melissa Maldonado, Teen Services Librarian Claudia Arroyo REPORTS FROM LIBRARY TRUSTEES / LIAISONS: Trustee Renfrew reported for the Friends of the Library. The Friends were happy to receive a $188 check from the Panda Express fundraiser and mentioned that with better publicity it would do well. The Friends also received a $43 check from Discover Books. The Paint Night fundraiser was cancelled. The half-price book sale did not do as well as previous sales due to insufficient publicity. Trustee Renfrew will be meeting with the Teen Services Librarian to discuss a sale of YA books during the summer. Bookstore volunteer June Coleman is unfortunately very ill. June has been a volunteer for many years and is greatly missed. Friends are coordinating a jazz concert sometime in August. The Friends of the Library will not meet during the summer months, but sub -committees will meet. Trustee Wang reported that the Arcadia Chinese Association would be reviewing their budget today. The ACA usually presents the library with three donations for Summer at Arcadia Public Library, the English Conversation Class, and Children's Services. Trustee Wang asked Library Services Manager Smith to email her any specific needs for the library as she would like for a motion to be approved at tonight's meeting. Councilmember Wang reported on the recent budget study sessions with all city departments. She attended a neighborhood watch meeting in her district where the community discussed homelessness issues and mail theft occuring in apartment buildings and condominiums. The Police Chief advised community members to either rent a post office box or send only certified mail, which requires a signature to ensure delivery. Councilmember Wang attended the Firefighters Pancake Breakfast on Saturday, May 6. She also attended the Woman of the Year Awards with Congresswoman Judy Chu. She encouraged board members to nominate a woman from Arcadia for the upcoming year's nominations. Trustee Wang was nominated five years ago. Additionally, Councilmember Wang attended the USC hospital event and the Silver Circle volunteer recognition dinner on Thursday, May 11. REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Items Director's Update: Library Services Manager Smith reported that the Director could not attend today's meeting because her daughter is getting married. She reminded the Board that the June meeting will be a closed session with the City Manager for the Director's evaluation. The Library has a new Office Coordinator, Elizabeth Manzano. Her first day was Monday, May 15. Library and Museum staff attended the Firefighters Pancake Breakfast on Saturday, May 6. The event had a record attendance, and it was an excellent opportunity for staff to promote Summer Reading to our community. Budget study sessions were held on May 9 and 16. Budget adoption is scheduled for Tuesday, June 6. Library Service Managers have been reviewing proposals for a new security company and have received 15 bids. The Summer Reading kick off party is on Saturday, June 10, which will include a dessert truck from 1:30 p.m. to 3 p.m. Law Day will be on Saturday, June 24. Trustee Connie Liao noted that Law Day has been offered for 15 years and during COVID it was offered online. Arcadia Chinese Association will provide an appreciation lunch to the lawyers who volunteer for the event. The volunteer recognition dinner was held at Le Meridien on Thursday, May 11. ECC (English Conversation Class) is returning later this year in August or September. The Library is hoping to coordinate with other local organizations to ensure classes are being offered every day of the week. Volunteer coordinators and tutors are needed. Chair Carter suggested reaching out to the retired teachers association for volunteers. Staff from Adult and Teen Services and Children's Services gave an overview of Summer At Your Library (SAYL). Staff shared programs and prizes for this year's event and graciously thanked the Friends of the Library for their ongoing support which makes (SAYL) possible. Monthly Statistical Report: April 2023: Circulating and in-house numbers from April 2022 were higher due to staff preparing for RFID, including increased weeding. Current circulation numbers are back to normal. Monthly Report Narrative: April 2023: Fast Fashion was a successful program. New Passport Clerk, Michael Lutz-Paap is scheduled to start on Monday, May 22. Due to staffing, passports are currently by appointment only, but more appointments will be offered soon. Financial Report: April 2023: A question about stability pay and tuition reimbursement was discussed. Staff Update: Interviews for the Account Services Supervisor were held on May 4 and 9. The Director and Library Services Manager Alba will be reviewing a few more applications before making a decision. Part-time Aide interviews will take place after finalizing the the Supervisor position. Library Services Manager Alba will be attending the California Library Association Conference in Sacramento at the end of the month. Glib Museum of Arcadia Heritage: New Museum Education Coordinator Daniel Estrada's first day was on May 8. The Museum prepared veteran biographies and photographs for the Arcadia Historical Society's annual garden party, which will be held on May 20, A textile preservation workshop will be held June 3. Two Getty interns will begin on June 13. Calendar of Activities for Adult, Teen, and Children's Services: June 2023: Board members reviewed materials. Flyers/Articles/Posters/Attachments: Library Services Manager Smith reviewed Summer At Your Library events and programs. The Teen De -Stress Fest program on June 1 encourages teens to enjoy ice cream floats and therapy dogs. Motion to Excuse Trustee Liao from June 15, 2023, Meeting: Trustee Liao informed the Board that she will be traveling on June 15, 2023, the date of the next Board of Trustees meeting. Trustee Renfrew moved to excuse Trust Liao from the June 15, 2023, meeting. Trustee Seaver seconded the motion, and it was passed by a unanimous voice vote. AYES: Chair Carter; Trustees Liao, Renfrew, Seaver, and Wang NOES: None ABSENT: None CONSENT CALENDAR a. Approve the Regular Meeting Minutes of April 20 2023 Recommended action: Approve. The motion to accept the Minutes of April 20, 2023, as written, was moved by Trustee Liao, seconded by Trustee Seaver, and carried on a unanimous voice vote. AYES: Chair Carter, Trustees Liao, Renfrew, Seaver, and Wang NOES: None ABSENT: None ADJOURNMENT Chair Carter adjourned the meeting at 5:57 p.m., to June 15, 2023, at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: �L���vrJ CG�i�C Miriam Carter, Chair o. - Darlene Bradley, Seafetary Minutes prepared by: Samantha Alba