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Home My WebLink AboutLB Agenda: 07/20/2023CITY 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 20, 2023 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 prof essional 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 Carlton Seaver, Trustee Connie Liao, Trustee Pardha Akalamkam, 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 2023 c. Monthly Report Narrative: June 2023 d. Financial Report: June 2023 e. Budget Update f. Staff Reports • Purchase Order with OverDrive, Inc. for eBooks, eMagazines, Digital Audiobooks, and Streaming Videos in an amount not to exceed $69,000 • Purchase Order with OCLC, Inc. for Bibliographic Services and Metadata in an amount not to exceed $32,525 • Amendment to the PSA with Baker & Taylor for Primary Library Materials Vendor Services • PSA with CitiGuard, Inc. for Security Guard Services for FY 2023-2024 through 2025-2026, in an amount not to exceed $93,600, with the option of three one- year renewals g. Staff Update h. Policy Manual i. Gilb Museum of Arcadia Heritage j. Calendar of activities for Adult and Teen Services: August 2023 k. Flyers/articles/attachments • Volunteers Needed 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. Approve the Regular Meeting Minutes of June 15, 2023 Recommended action: Approve ADJOURNMENT The Library Board will adjourn this meeting to Sept. 21, 2023 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 2023 2022-23 2021-22 2022 2021 2021-23 ACCOUNT SERVICES Gate count 26,121 50,706 35,185 24,585 10,600 20,435 Circulation 37,712 102,553 99,947 64,841 35,106 45,886 Adult 9,651 19,184 14,051 9,533 4,518 7,901 Teen 1,800 3,789 2,704 1,989 715 1,501 Juvenile 26,261 54,497 40,935 28,236 12,699 22,399 Digital Collection 4,365 9,012 9,624 4,647 4,977 4,663 In-House Use check-ins 13,606 34,042 21,609 20,436 1,173 11,738 Express Check 20,118 38,452 25,497 18,334 7,163 15,205 Registrations 404 860 637 456 181 347 Overdues 91 188 151 97 54 81 Reserves 2,076 3,998 5,905 1,922 3,983 2,660 TECHNICAL SERVICES Materials cataloged 873 1,582 1,494 709 785 789 Materials discarded 241 2,826 3,691 2,585 1,106 1,311 Interlibrary loan (ILL)28 65 37 37 0 22 Bindery 0 0 0 0 0 0 Serials Processed 415 926 899 511 388 438 ADULT SERVICES Reference questions 3,539 6,401 4,919 2,862 2,057 2,819 Total Reference 1,841 3,284 2,675 1,443 1,232 1,505 Total Other 1,698 3,117 2,244 1,419 825 1,314 Adult Programs 10 17 11 7 4 7 Views (*Virtual 21-22) / Participants 225 488 495 263 232 240 Teen Programs (*Virtual 2022)257 259 3 2 1 87 Views (*Virtual 21-22) / Participants 144 208 114 64 50 86 24/7 Reference email 144 190 80 46 34 75 CHILDREN'S SERVICES Reference questions 3,035 4,630 2,566 1,595 971 1,867 Total Reference 1,588 2,761 1,840 1,173 667 1,143 Total Other 1,447 1,869 726 422 304 724 Special programs 13 19 8 6 2 7 Views / Participants 893 945 176 52 124 356 Storytime/Class Visits/Scouts 7 18 27 11 16 11 Views / Participants 395 864 861 469 392 419 STATISTICS Volunteer Hours 923 1,645 893 722 171 605 Website Visits 10,171 18,099 21,580 7,928 13,652 10,584 Other Service Point questions 579 1,924 2,225 1,345 880 935 REVENUES Fines & Fees 2,471.74$ 6,172.47$ 5,469.37$ 3,700.73$ 1,768.64$ 2,647.04$ Auditorium 1,150.00$ 1,150.00$ -$ -$ -$ 383.33$ Lost books 416.75$ 936.86$ 770.28$ 520.11$ 250.17$ 395.68$ ECC Registrations -$ -$ -$ -$ -$ Gifts & grants 95,850.00$ 95,850.00$ 14,520.00$ -$ 14,520.00$ 36,790.00$ Passport Services 4,715.00$ 13,065.00$ 16,569.45$ 8,350.00$ 8,219.45$ 7,094.82$ Total 104,603.49$ 117,174.33$ 37,329.10$ 12,570.84$ 24,758.26$ 47,310.86$ Development Administration Arcadia Public Library Monthly Statistical Report Fiscal Year 2022-23 Information & Materials Management Program & Collection 1 ARCADIA PUBLIC LIBRARY MONTHLY REPORT – JUNE 2023 Highlights: June was a busy month, especially with the beginning of Summer at Arcadia Library and the Summer Reading Program kickoff on June 10, with an ice cream truck, a Friends of the Library pop-up book sale, a wildly popular photo booth in Adult/Teen Services, and Children’s activities, including craft tables, drop-in story time, and Book Bingo. June 30 is the end of fiscal year, the deadline for all invoices to be processed and purchase orders closed out. The new Office Coordinator continues to learn many of these tasks for the first time. City Council adopted the fiscal year 2023-2024 City budget which will begin on July 1. The Building Forward grant for a family restroom continued to move forward with a meeting with Public Works and potential bidders for the project. There is a possibility that this project may start and be completed this fiscal year. The City Council appointed new Board and Commission members at their June 20 meeting, with the Library receiving a new Trustee. The Library had several staff reports on the agenda, including a Professional Services Agreement with a new security company. All the Staff Reports were approved. The City provides a tour for all new employees which makes stops at each of the City Departments. This month, six new employees visited the Library and Museum. Adult Programs, Classes, Technology Literacy, and Events: Bookish met in June to discuss The Guncle by Steven Rowley; the group met in the Administration Conference Room for the first time since the start of the pandemic. Patrons watched and discussed Charlatan, a 2020 film from the Czech Republic at The Movies You Missed on June 21. The eight attendees enjoyed both the movie and the dessert, coffee, tea, and hot cocoa offered at the program. Smart Squad continues to support the library’s digital literacy goals through computer help. The Community Memory Lab continues to grow and enrich the lives of our community by enabling the preservation of analog materials: 37.5 hours of digitization took place in June. CraftABLE, the take-home craft kit June Activity Visitors: 26,121 Holds Processed: 2,076 Physical Items Checked Out: 37,712 eBooks/Audiobooks/Magazines Downloaded: 4,365 Programs/Attendance: 38/1,770 Passports Issued/Questions Answered: 112/579 2 program for adults with intellectual, cognitive, and/or developmental disabilities, continues to receive tremendous support and admiration from the community: all the bumble bee-themed kits—43 total--crafted for the month of June have been claimed. Summer at Your Library 2023 (SAYL) is in full swing, and the community has warmly embraced the program. Adult Services is thrilled to announce that 204 adults have registered for the program: so far, participants have earned an impressive 792 reading badges. Collectively, participants have read an astonishing 91,890 minutes. There were two sessions of the Walking Book Club this month: interest is growing in this fun and active program, which meets every other week on Saturdays at 9:15 a.m. Teen Programing: De-stress Fest aims to help teens tackle their end-of-year finals with a sense of calm and a touch of fun! During the event, held at the beginning of the month,158 teens had the opportunity to relax and unwind by cuddling with therapy dogs, indulging in delicious ice cream treats, engaging in creative crafts, and capturing joyful moments with their friends through fun-filled photos. A total of 71 teens have registered for SAYL, showing great enthusiasm for the program. They have already earned 308 reading badges and recorded 38,193 minutes, showcasing their commitment to reading. This year’s treasure hunt has been enjoyed by enthusiastic participants. Our talented teen writers participated in the Writer's Quest, a peer-led teen writing program, where they were challenged to complete the epic first chapter of their manuscripts. All genres and styles were welcome, and we were thrilled to see one teen sharing a whopping 75,000-word manuscript! The program received positive feedback and had eight attendees. In partnership with Girls Who Code and Arcadia High School's Engineer Club and funded by the State Library, staff introduced the Teen Graphic Design Club. This program—attended by 22 teens--featured four engaging classes covering topics like Introduction to Procreate (a digital drawing app), Using References 101 and original sticker design, Cricut software & machine, and Print Party & Cricut 2.0. Students are eagerly looking forward to regular graphic design classes in the Fall. 3 Children’s Programming and Services: The Summer at Arcadia Public Library reading program kicked off with 898 kids (babies to those entering 5th grade) and 190 youth (entering 6th to 8th grades) registering. Kid participants read and logged 276,688 minutes throughout the month and youth completed 903 “Discovery Activities” and logged 87,175 reading minutes by month’s end. As part of the Summer at Arcadia Public Library Kick-Off Event, Zany Zoe performed a magic and variety show for over 200 attendees. Wildlife Learning Center presented and shared about animals rescued from domestic captivity including, a hedgehog, tortoise, porcupine, macaw, hawk, serval wildcat, and boa constrictor. Both events were funded by the gracious donation of the Friends of the Arcadia Public Library. There were seven early literacy programs offered throughout the month with 395 children and their families in attendance. Children’s Services staff also hosted weekly Exploratorium programs (offering LEGOs, chess tables, board games, as well as STEM activities and crafts) and Storycraft programs in which kids made themed crafts and listened to accompanying stories read aloud by teen volunteers. The Read Aloud Club offered children the opportunity to improve their reading and comprehension skills by reading aloud to teen volunteers. Fourteen children took part in the two programs offered in June. Ninth grade student Katelyn Liu hosted a Wow! That’s Stem program for children and offered cork crafts. She also shared about her experience participating on a robotics team and demonstrated how to operate a robot. The 18 program participants also learned how to use the robot by giving it commands. 4 Collections: This month’s highlighted History Office question was provided by the Arcadia Unified School District (AUSD), who recently inquired about the history of the Arcadia "Apaches" mascot and the controversies surrounding it. AUSD intends to provide this information as a resource on its district website. Our staff has already shared numerous digitized articles on the subject, and the Library is currently awaiting a response regarding the availability of additional resources stored on microfilm or in the basement. Cataloging and Acquisitions staff has started cataloging/tagging the flannel board collection, which is for in-house use only; any flannel boards that are incomplete, missing, or unusable are being removed from the collection. Staff also finished cataloging and tagging the bound magazines in the Adult Section and have started on cataloging and tagging the National Geographic bound magazines in the basement. The Authority Database projects continue. This is part of the routine work to keep our databases/catalog up-to- date, consistent, and error-free. MARC records from Kanopy, CreativeBug, Press Reader, and LinkedIn added to and discarded from our Library Catalog this month totaled 42,509 records. Facilities and Technology: Information Systems Services staff has installed the credit card terminals on the self-checkout machines. They are working with Studio Spectrum on updating the audio and visual equipment in the auditorium. ISS staff continue to work with City IT on equipment replacements. The team of three Computer Aides and ISS Supervisor answered more than 317 computer/technical questions from patrons; assisted the public with 1,150 public computer sessions, 1,002 print jobs, public copiers, and the public Wi-Fi network. Two more screens with the Airtame system were added to the study rooms. Staffing/Training: An Account Services Supervisor interview was held on June 9: a conditional offer will be made soon. Aide applications are currently being reviewed and interviews should be scheduled in mid-July. Staff attended the two HR-sponsored webinars in early June. Aides continue to assist at the front desk due to staffing shortages. A new Passport Clerk started on June 26, but submitted his resignation on June 27, for personal reasons. Interviews will be held in early July for a replacement. Collaboration: Adult andTeen Services staff collaborated with Girls Who Code and the Arcadia High School’s Engineer Club to premiere the Teen Graphic Design Club. By using volunteer teen graphic design instructors, staff hope to build continuity instructors into the program. The first round of teen leaders has been trained: they will continue to host future Teen Graphic Design Club programs, with staff leadership and oversight. Adult and Teen Services staff met with the Chamber of Commerce and with a representative from the Metro Rail Safety Program. They also attended an Overdrive meeting, an Arcadia Historical Society meeting, and a Newsbank meeting. Children’s staff met with “Kids Create” SAYL presenters, and with representatives from Arcadia Episcopal and Church of the Good Shepard Preschools. Children’s Services staff also visited the four second grade classes at Camino Grove and Hugo Reid Elementary Schools and shared 5 about the Library’s summer reading program and special events. Children’s Services staff partnered with four local preschools to offer summer reading programs at each site. Educators and students at Arcadia Episcopal Preschool, The Church of Good Shepherd Preschool, Community Church Preschool, and Arcadia Early Learning Center will complete various early literacy activities to earn a popsicle parties provided by the Library in late July. The partnership will strengthen relations with community agencies providing early literacy services to children throughout the community. Community Outreach/Volunteers: Staff attended Arcadia Coordinating Council and heard about the upcoming Breeder’s Cup which will be in Arcadia this fall. Staff also attended the City’s second Summer Concert on June 29, and the Patriotic Festival on July 1. Law Day was hosted at the Arcadia Public Library with more than 300 in attendance. 6 Marketing and Publicity: The Adult and Teen summer program was featured on the bulletin board in the Adult reading area. Adult and Teen Services created the following displays in June: Summer-friendly cookbooks, Audiobook month, Chosen Ones, Summer reads, and Travel. A “Stay Cool Arcadia” display was set up at the Community Center. The theme allowed staff an opportunity to highlight photos of Baldwin Lake, Ice Company, ice cream, and pools. In a tie-in to SAYL, Adult and Teen promotional flyers were included. Children’s Displays in the hallway outside the Children’s Room included “Create Your Story: Art, Dance, Music, and Writing. Other bulletin boards featured entries to the spring Bookmark Contest. PENTAMATION ENTERPRISES INC. PAGE NUMBER: 1 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-001 GENERAL FUND FUND/DIVISION-0015601 LIBRARY-ADMIN 1ST SUBTOTAL-4000 SALARIES & BENEFITS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 4010 REGULAR EMPLOYEES 540,194.00 19,374.45 .00 477,676.59 62,517.41 88.43 4014 VACATION SELL BACK 1,500.00 .00 .00 99.12 1,400.88 6.61 4015 ALLOWANCES 1,600.00 48.46 .00 1,144.56 455.44 71.54 4021 LONGEVITY PAY 6,800.00 126.08 .00 4,959.28 1,840.72 72.93 4030 PART-TIME PERS ONLY .00 90.69 .00 1,844.06 -1,844.06 .00 4032 PART-TIME NON-PERS 22,500.00 526.56 .00 25,511.05 -3,011.05 113.38 4130 OVERTIME .00 .00 .00 1,397.17 -1,397.17 .00 4241 P.E.R.S 124,500.00 3,923.81 .00 105,987.77 18,512.23 85.13 4242 NON-PERSABLE COMPENSATIO 2,300.00 81.75 .00 1,926.80 373.20 83.77 4244 MEDICAL/DENTAL INSURANCE 66,600.00 .00 .00 44,466.23 22,133.77 66.77 4245 LONG TERM DISABILITY 400.00 .00 .00 185.64 214.36 46.41 4247 LIFE INSURANCE 1,400.00 .00 .00 1,080.04 319.96 77.15 4250 FICA/HOSPITAL INSURANCE 8,186.00 298.93 .00 7,971.94 214.06 97.39 4299 VACANCY RATE -22,000.00 .00 .00 .00 -22,000.00 .00 TOTAL SALARIES & BENEFITS 753,980.00 24,470.73 .00 674,250.25 79,729.75 89.43 1ST SUBTOTAL-5000 SUPPLIES 5110 OFFICE SUPPLIES 7,000.00 2,187.06 .00 8,086.52 -1,086.52 115.52 5115 PROGRAM EXPENSES 6,800.00 812.85 .00 1,360.83 5,439.17 20.01 5125 PRINT SHOP 11,400.00 .00 837.70 6,725.88 3,836.42 66.35 5230 BUILDING AND GROUNDS 18,000.00 23.73 .00 17,412.24 587.76 96.73 TOTAL SUPPLIES 43,200.00 3,023.64 837.70 33,585.47 8,776.83 79.68 1ST SUBTOTAL-6000 OPERATING EXPENSES 6160 CONTRACT SERVICES 299,300.00 15,270.99 25,008.35 258,478.32 15,813.33 94.72 6210 TELEPHONE 23,500.00 523.92 6,211.79 10,984.61 6,303.60 73.18 6310 MILEAGE 300.00 28.82 .00 119.00 181.00 39.67 6505 GENERAL LIABILITY 74,800.00 .00 .00 74,800.00 .00 100.00 6507 WORKERS’ COMPENSATION 49,900.00 .00 .00 49,900.00 .00 100.00 6611 ELECTRIC 150,400.00 20,584.76 .00 164,704.24 -14,304.24 109.51 6612 GAS 11,000.00 787.65 .00 19,277.66 -8,277.66 175.25 6614 WATER 1,200.00 659.81 .00 2,285.41 -1,085.41 190.45 6730 OFFICE EQUIPMENT 3,500.00 1,689.23 .00 2,091.18 1,408.82 59.75 6750 VEHICLE MAINTENANCE 2,200.00 139.93 .00 1,645.01 554.99 74.77 6751 VEHICLE FUEL USAGE 300.00 .00 .00 327.23 -27.23 109.08 6752 VEHICLE 3RD PARTY SVC 400.00 .00 .00 275.55 124.45 68.89 6760 BUILDING REPAIR & MAINT 12,000.00 .00 .00 8,071.34 3,928.66 67.26 6930 MEMBERSHIP & PUBLICATION 6,500.00 .00 .00 5,425.25 1,074.75 83.47 6940 OFFICIAL MEETINGS 3,200.00 .00 .00 1,844.56 1,355.44 57.64 6960 EQUIPMENT REPLACEMENT .00 .00 .00 312,241.36 -312,241.36 .00 6970 TRAINING 6,700.00 .00 .00 1,343.61 5,356.39 20.05 6971 TUITION REIMBURSEMENT 4,200.00 .00 .00 4,126.00 74.00 98.24 6977 EMPLOYEE SUPPORT 1,100.00 190.00 .00 995.00 105.00 90.45 TOTAL OPERATING EXPENSES 650,500.00 39,875.11 31,220.14 918,935.33 -299,655.47 146.07 1ST SUBTOTAL-7000 MISCELLANEOUS PENTAMATION ENTERPRISES INC. PAGE NUMBER: 2 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-001 GENERAL FUND FUND/DIVISION-0015601 LIBRARY-ADMIN 1ST SUBTOTAL-7000 MISCELLANEOUS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 7811 POB CONTRIBUTIONS 77,700.00 .00 .00 .00 77,700.00 .00 TOTAL MISCELLANEOUS 77,700.00 .00 .00 .00 77,700.00 .00 TOTAL LIBRARY-ADMIN 1,525,380.00 67,369.48 32,057.84 1,626,771.05 -133,448.89 108.75 PENTAMATION ENTERPRISES INC. PAGE NUMBER: 3 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-001 GENERAL FUND FUND/DIVISION-0015602 LIBRARY-INFORMATION SYSTE 1ST SUBTOTAL-4000 SALARIES & BENEFITS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 4010 REGULAR EMPLOYEES 61,971.00 2,265.58 .00 62,476.32 -505.32 100.82 4021 LONGEVITY PAY .00 21.01 .00 546.26 -546.26 .00 4032 PART-TIME NON-PERS 50,500.00 1,508.01 .00 39,421.18 11,078.82 78.06 4241 P.E.R.S 13,100.00 458.04 .00 13,016.46 83.54 99.36 4244 MEDICAL/DENTAL INSURANCE 6,700.00 .00 .00 6,581.52 118.48 98.23 4245 LONG TERM DISABILITY 100.00 .00 .00 53.04 46.96 53.04 4247 LIFE INSURANCE 100.00 .00 .00 52.56 47.44 52.56 4250 FICA/HOSPITAL INSURANCE 1,645.00 54.40 .00 1,481.77 163.23 90.08 4299 VACANCY RATE -3,900.00 .00 .00 .00 -3,900.00 .00 TOTAL SALARIES & BENEFITS 130,216.00 4,307.04 .00 123,629.11 6,586.89 94.94 1ST SUBTOTAL-5000 SUPPLIES 5110 OFFICE SUPPLIES 1,300.00 .00 .00 1,614.99 -314.99 124.23 TOTAL SUPPLIES 1,300.00 .00 .00 1,614.99 -314.99 124.23 1ST SUBTOTAL-6000 OPERATING EXPENSES 6730 OFFICE EQUIPMENT 3,900.00 .00 .00 .00 3,900.00 .00 TOTAL OPERATING EXPENSES 3,900.00 .00 .00 .00 3,900.00 .00 1ST SUBTOTAL-7000 MISCELLANEOUS 7811 POB CONTRIBUTIONS 8,300.00 .00 .00 .00 8,300.00 .00 TOTAL MISCELLANEOUS 8,300.00 .00 .00 .00 8,300.00 .00 TOTAL LIBRARY-INFORMATION SYS 143,716.00 4,307.04 .00 125,244.10 18,471.90 87.15 PENTAMATION ENTERPRISES INC. PAGE NUMBER: 4 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-001 GENERAL FUND FUND/DIVISION-0015603 LIBRARY-SHELVING MGMT 1ST SUBTOTAL-4000 SALARIES & BENEFITS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 4010 REGULAR EMPLOYEES 2,047.00 .00 .00 3,001.26 -954.26 146.62 4032 PART-TIME NON-PERS 112,400.00 2,561.31 .00 55,536.36 56,863.64 49.41 4250 FICA/HOSPITAL INSURANCE 1,630.00 37.13 .00 848.72 781.28 52.07 4299 VACANCY RATE -3,400.00 .00 .00 .00 -3,400.00 .00 TOTAL SALARIES & BENEFITS 112,677.00 2,598.44 .00 59,386.34 53,290.66 52.70 1ST SUBTOTAL-5000 SUPPLIES 5110 OFFICE SUPPLIES 700.00 .00 .00 .00 700.00 .00 TOTAL SUPPLIES 700.00 .00 .00 .00 700.00 .00 1ST SUBTOTAL-7000 MISCELLANEOUS 7811 POB CONTRIBUTIONS 300.00 .00 .00 .00 300.00 .00 TOTAL MISCELLANEOUS 300.00 .00 .00 .00 300.00 .00 TOTAL LIBRARY-SHELVING MGMT 113,677.00 2,598.44 .00 59,386.34 54,290.66 52.24 PENTAMATION ENTERPRISES INC. PAGE NUMBER: 5 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-001 GENERAL FUND FUND/DIVISION-0015604 LIBRARY-ACCOUNT SERVICES 1ST SUBTOTAL-4000 SALARIES & BENEFITS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 4010 REGULAR EMPLOYEES 266,423.00 6,512.54 .00 209,213.92 57,209.08 78.53 4021 LONGEVITY PAY 2,200.00 42.02 .00 1,680.80 519.20 76.40 4032 PART-TIME NON-PERS 50,200.00 1,220.90 .00 46,732.56 3,467.44 93.09 4241 P.E.R.S 57,700.00 1,320.93 .00 44,186.93 13,513.07 76.58 4244 MEDICAL/DENTAL INSURANCE 60,100.00 .00 .00 52,790.64 7,309.36 87.84 4245 LONG TERM DISABILITY 500.00 .00 .00 251.94 248.06 50.39 4247 LIFE INSURANCE 300.00 .00 .00 249.66 50.34 83.22 4250 FICA/HOSPITAL INSURANCE 4,641.00 119.40 .00 4,057.65 583.35 87.43 4299 VACANCY RATE -13,000.00 .00 .00 .00 -13,000.00 .00 TOTAL SALARIES & BENEFITS 429,064.00 9,215.79 .00 359,164.10 69,899.90 83.71 1ST SUBTOTAL-5000 SUPPLIES 5110 OFFICE SUPPLIES 4,000.00 .00 .00 1,470.21 2,529.79 36.76 TOTAL SUPPLIES 4,000.00 .00 .00 1,470.21 2,529.79 36.76 1ST SUBTOTAL-7000 MISCELLANEOUS 7811 POB CONTRIBUTIONS 25,500.00 .00 .00 .00 25,500.00 .00 TOTAL MISCELLANEOUS 25,500.00 .00 .00 .00 25,500.00 .00 TOTAL LIBRARY-ACCOUNT SERVICE 458,564.00 9,215.79 .00 360,634.31 97,929.69 78.64 PENTAMATION ENTERPRISES INC. PAGE NUMBER: 6 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-001 GENERAL FUND FUND/DIVISION-0015605 LIBRARY-CHILDREN 1ST SUBTOTAL-4000 SALARIES & BENEFITS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 4010 REGULAR EMPLOYEES 325,347.00 10,149.22 .00 293,583.17 31,763.83 90.24 4011 SPECIALIST PAY 1,000.00 40.00 .00 1,040.00 -40.00 104.00 4018 RIDE SHARE .00 .00 .00 57.75 -57.75 .00 4021 LONGEVITY PAY 4,400.00 105.06 .00 3,803.24 596.76 86.44 4241 P.E.R.S 75,300.00 2,147.54 .00 67,170.43 8,129.57 89.20 4244 MEDICAL/DENTAL INSURANCE 53,500.00 .00 .00 42,355.36 11,144.64 79.17 4245 LONG TERM DISABILITY 500.00 .00 .00 221.00 279.00 44.20 4247 LIFE INSURANCE 300.00 .00 .00 219.00 81.00 73.00 4250 FICA/HOSPITAL INSURANCE 4,756.00 155.89 .00 4,417.71 338.29 92.89 4299 VACANCY RATE -13,600.00 .00 .00 .00 -13,600.00 .00 TOTAL SALARIES & BENEFITS 451,503.00 12,597.71 .00 412,867.66 38,635.34 91.44 1ST SUBTOTAL-5000 SUPPLIES 5110 OFFICE SUPPLIES 3,200.00 .00 .00 3,194.07 5.93 99.81 5115 PROGRAM EXPENSES 1,100.00 .00 .00 924.55 175.45 84.05 TOTAL SUPPLIES 4,300.00 .00 .00 4,118.62 181.38 95.78 1ST SUBTOTAL-6000 OPERATING EXPENSES 6922 LIBRARY MATERIALS 63,000.00 3,012.21 .00 59,945.34 3,054.66 95.15 6923 ELECTRONIC RESOURCES 16,800.00 .00 .00 16,393.27 406.73 97.58 TOTAL OPERATING EXPENSES 79,800.00 3,012.21 .00 76,338.61 3,461.39 95.66 1ST SUBTOTAL-7000 MISCELLANEOUS 7811 POB CONTRIBUTIONS 49,000.00 .00 .00 .00 49,000.00 .00 TOTAL MISCELLANEOUS 49,000.00 .00 .00 .00 49,000.00 .00 TOTAL LIBRARY-CHILDREN 584,603.00 15,609.92 .00 493,324.89 91,278.11 84.39 PENTAMATION ENTERPRISES INC. PAGE NUMBER: 7 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-001 GENERAL FUND FUND/DIVISION-0015607 LIBRARY-TECHNICAL 1ST SUBTOTAL-4000 SALARIES & BENEFITS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 4010 REGULAR EMPLOYEES 340,882.00 11,971.38 .00 310,596.13 30,285.87 91.12 4014 VACATION SELL BACK .00 .00 .00 3,233.88 -3,233.88 .00 4020 STABILITY PAY 500.00 .00 .00 500.00 .00 100.00 4021 LONGEVITY PAY 6,600.00 273.18 .00 6,535.46 64.54 99.02 4241 P.E.R.S 80,000.00 2,645.69 .00 72,413.89 7,586.11 90.52 4244 MEDICAL/DENTAL INSURANCE 53,500.00 .00 .00 45,534.33 7,965.67 85.11 4245 LONG TERM DISABILITY 500.00 .00 .00 251.94 248.06 50.39 4247 LIFE INSURANCE 300.00 .00 .00 249.66 50.34 83.22 4250 FICA/HOSPITAL INSURANCE 5,034.00 180.55 .00 4,011.44 1,022.56 79.69 4299 VACANCY RATE -14,200.00 .00 .00 .00 -14,200.00 .00 TOTAL SALARIES & BENEFITS 473,116.00 15,070.80 .00 443,326.73 29,789.27 93.70 1ST SUBTOTAL-5000 SUPPLIES 5110 OFFICE SUPPLIES 16,600.00 1,680.11 .00 9,844.40 6,755.60 59.30 TOTAL SUPPLIES 16,600.00 1,680.11 .00 9,844.40 6,755.60 59.30 1ST SUBTOTAL-6000 OPERATING EXPENSES 6921 BIBLIOGRAPHIC UTILITIES 40,500.00 .00 .00 31,595.81 8,904.19 78.01 6922 LIBRARY MATERIALS 9,000.00 .00 .00 8,908.26 91.74 98.98 TOTAL OPERATING EXPENSES 49,500.00 .00 .00 40,504.07 8,995.93 81.83 1ST SUBTOTAL-7000 MISCELLANEOUS 7811 POB CONTRIBUTIONS 49,600.00 .00 .00 .00 49,600.00 .00 TOTAL MISCELLANEOUS 49,600.00 .00 .00 .00 49,600.00 .00 TOTAL LIBRARY-TECHNICAL 588,816.00 16,750.91 .00 493,675.20 95,140.80 83.84 PENTAMATION ENTERPRISES INC. PAGE NUMBER: 8 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-001 GENERAL FUND FUND/DIVISION-0015608 LIBRARY-ADULT 1ST SUBTOTAL-4000 SALARIES & BENEFITS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 4010 REGULAR EMPLOYEES 402,747.00 14,240.53 .00 369,865.93 32,881.07 91.84 4011 SPECIALIST PAY 1,000.00 40.00 .00 1,040.00 -40.00 104.00 4014 VACATION SELL BACK 800.00 .00 .00 .00 800.00 .00 4021 LONGEVITY PAY 5,500.00 168.12 .00 4,497.18 1,002.82 81.77 4241 P.E.R.S 92,900.00 3,050.01 .00 84,828.43 8,071.57 91.31 4244 MEDICAL/DENTAL INSURANCE 60,100.00 .00 .00 50,128.86 9,971.14 83.41 4245 LONG TERM DISABILITY 500.00 .00 .00 251.94 248.06 50.39 4247 LIFE INSURANCE 300.00 .00 .00 249.66 50.34 83.22 4250 FICA/HOSPITAL INSURANCE 5,956.00 199.78 .00 5,285.14 670.86 88.74 4299 VACANCY RATE -16,800.00 .00 .00 .00 -16,800.00 .00 TOTAL SALARIES & BENEFITS 553,003.00 17,698.44 .00 516,147.14 36,855.86 93.34 1ST SUBTOTAL-5000 SUPPLIES 5110 OFFICE SUPPLIES 3,300.00 150.54 .00 3,208.06 91.94 97.21 5115 PROGRAM EXPENSES 1,000.00 .00 .00 1,139.35 -139.35 113.94 TOTAL SUPPLIES 4,300.00 150.54 .00 4,347.41 -47.41 101.10 1ST SUBTOTAL-6000 OPERATING EXPENSES 6922 LIBRARY MATERIALS 147,100.00 424.68 .00 139,628.22 7,471.78 94.92 6923 ELECTRONIC RESOURCES 107,600.00 1,598.66 .00 105,299.54 2,300.46 97.86 TOTAL OPERATING EXPENSES 254,700.00 2,023.34 .00 244,927.76 9,772.24 96.16 1ST SUBTOTAL-7000 MISCELLANEOUS 7811 POB CONTRIBUTIONS 47,900.00 .00 .00 .00 47,900.00 .00 TOTAL MISCELLANEOUS 47,900.00 .00 .00 .00 47,900.00 .00 TOTAL LIBRARY-ADULT 859,903.00 19,872.32 .00 765,422.31 94,480.69 89.01 PENTAMATION ENTERPRISES INC. PAGE NUMBER: 9 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-001 GENERAL FUND FUND/DIVISION-0015640 PASSPORT PROCESSING 1ST SUBTOTAL-4000 SALARIES & BENEFITS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 4010 REGULAR EMPLOYEES 1,024.00 .00 .00 1,688.20 -664.20 164.86 4030 PART-TIME PERS ONLY .00 1,030.71 .00 16,589.31 -16,589.31 .00 4032 PART-TIME NON-PERS 57,900.00 .00 .00 13,961.94 43,938.06 24.11 4241 P.E.R.S .00 206.48 .00 3,821.32 -3,821.32 .00 4250 FICA/HOSPITAL INSURANCE 815.00 14.95 .00 467.55 347.45 57.37 4299 VACANCY RATE -1,800.00 .00 .00 .00 -1,800.00 .00 TOTAL SALARIES & BENEFITS 57,939.00 1,252.14 .00 36,528.32 21,410.68 63.05 1ST SUBTOTAL-5000 SUPPLIES 5110 OFFICE SUPPLIES 9,000.00 .00 .00 5,772.24 3,227.76 64.14 TOTAL SUPPLIES 9,000.00 .00 .00 5,772.24 3,227.76 64.14 TOTAL PASSPORT PROCESSING 66,939.00 1,252.14 .00 42,300.56 24,638.44 63.19 TOTAL GENERAL FUND 4,341,598.00 136,976.04 32,057.84 3,966,758.76 342,781.40 92.10 PENTAMATION ENTERPRISES INC. PAGE NUMBER: 10 DATE: 07/13/2023 CITY OF ARCADIA EXPSTA11 TIME: 11:34:43 EXPENDITURE STATUS REPORT SELECTION CRITERIA: (((orgn.orgn2 BETWEEN "0015601" AND "0015608")) OR ((orgn.orgn2 BETWEEN "6195600" AND "6195601"))) OR (((orgn.or ACCOUNTING PERIOD: 13/23 SORTED BY: FUND,FUND/DIVISION,1ST SUBTOTAL,ACCOUNT TOTALED ON: FUND,FUND/DIVISION,1ST SUBTOTAL PAGE BREAKS ON: FUND,FUND/DIVISION FUND-619 EQUIPMENT REPLACEMENT FUND/DIVISION-6195601 EQUIP REPLACE/LIB-ADMIN 1ST SUBTOTAL-8000 CAPITAL OUTLAY PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD 8301 OFFICE MACH & FURNITURE 222,700.00 .00 .00 193,911.12 28,788.88 87.07 8302 COMPUTER EQUIP & SOFTWAR 30,700.00 .00 .00 8,443.50 22,256.50 27.50 8304 COMPUTER SOFTWARE UPGRAD 155,976.23 .00 788.73 89,132.12 66,055.38 57.65 8305 OFFICE EQUIPMENT 16,900.00 .00 .00 16,574.69 325.31 98.08 TOTAL CAPITAL OUTLAY 426,276.23 .00 788.73 308,061.43 117,426.07 72.45 TOTAL EQUIP REPLACE/LIB-ADMIN 426,276.23 .00 788.73 308,061.43 117,426.07 72.45 TOTAL EQUIPMENT REPLACEMENT 426,276.23 .00 788.73 308,061.43 117,426.07 72.45 TOTAL REPORT 4,767,874.23 136,976.04 32,846.57 4,274,820.19 460,207.47 90.35 DATE: June 20, 2023 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Director of Library and Museum Services SUBJECT: PURCHASE ORDER WITH OVERDRIVE, INC. FOR EBOOKS, EMAGAZINES, DIGITAL AUDIOBOOKS, AND STREAMING VIDEOS IN AN AMOUNT NOT TO EXCEED $69,000 CEQA: Not a Project 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 2023-24 Operating Budget for this purchase. BACKGROUND Since 2011, the Arcadia Public Library has utilized the services of OverDrive, Inc. to provide 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 Overdrive are available to the Library’s patrons on computers, tablets, eReaders, or smartphones. DISCUSSION The 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 digital format and usage by Library patrons is up 53% since the start of the pandemic. Total spending for OverDrive is projected to reach $69,000 during the next year, with funding for the projected costs budgeted in Fiscal Year 2023-24. Purchase Order with OverDrive, Inc. for Digital Materials June 20, 2023 Page 2 of 2 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 2023-24 Operating Budget for this expense. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project, and therefore, is exempt under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with OverDrive, Inc. for eBooks, eMagazines, digital audiobooks, and streaming videos in an amount not to exceed $69,000. DATE: June 20, 2023 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Director of Library and Museum Services SUBJECT: PURCHASE ORDER WITH OCLC, INC. FOR BIBLIOGRAPHIC SERVICES AND METADATA IN AN AMOUNT NOT TO EXCEED $32,525 CEQA: Not A Project 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 2023-24 Operating Budget. BACKGROUND 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 used 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. DISCUSSION The estimated cost of $32,525 for OCLC’s services is based on historical usage. Searching for and downloading metadata records in OCLC's database is tracked 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 recovered costs are deposited into the General Fund. Purchase Order with OCLC, Inc. for Bibliographic Services and Metadata June 20, 2023 Page 2 of 2 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 other libraries, so Arcadia Library patrons can request loans through the Library’s Inter- Library Loan service. 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 2023-24 Operating Budget. 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 2023-24 Operating Budget for this purchase order. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project, and therefore, is 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 20, 2023 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Director of Library and Museum Services SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH BAKER & TAYLOR FOR PRIMARY LIBRARY MATERIALS VENDOR SERVICES CEQA: Not A Project Recommendation: Approve SUMMARY The existing Professional Services Agreement (“Agreement”) with Baker & Taylor for Primary Library Materials Vendor Services expires on June 30, 2023. 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 2023-24 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 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 Agreement with the Library for Primary Materials Vendor Services for a period of three years beginning in 2018, with an option to renew for three additional years on a year-by-year basis. The City Council has previously approved two one-year extended terms, the most recent of which expires on June 30, 2023. It is recommended that the City Council extend the term for one final additional year by approving this Amendment. The City will re-bid this service in the coming year. 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 Amendment to the PSA with Baker & Taylor for Primary Library Materials Vendor Services June 20, 2023 Page 2 of 2 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 has been included in the City’s Operating Budget for Fiscal Year 2023-24. RECOMMENDATION It is recommended that the City Council determine that this action is not a project 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. 3 to the Professional Services Agreement DATE: June 20, 2023 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Director of Library and Museum Services By: Pat Smith, Library Services Manager SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH CITIGUARD, INC. FOR SECURITY GUARD SERVICES FOR FISCAL YEARS 2023-24 THROUGH 2025- 26, IN AN AMOUNT NOT TO EXCEED $93,600, WITH THE OPTION OF THREE ONE-YEAR RENEWALS CEQA: Not a Project Recommendation: Approve SUMMARY The current contract for the Arcadia Public Library’s security guard services is due to expire on June 30, 2023. To guarantee continuity in security coverage, a Request for Proposals (“RFP”) for security guard services was issued starting at the beginning of Fiscal Year 2023- 24. Of the 16 submitted proposals, Citiguard, Inc. offered the best quality service for the best price. It is recommended that the City Council approve, authorize, and direct the City Manager to enter into a Professional Services Agreement with Citiguard, Inc. for unarmed security guard service at the Arcadia Public Library for a period of three years, with an option to renew for a maximum of three one-year renewals thereafter, for an annual amount not to exceed $93,600. BACKGROUND The Arcadia Public Library hosts up to 40,000 patrons each month, including many children from nearby schools. In order to maintain an orderly and safe atmosphere where quiet study is possible, the Library requires a security monitor to circulate throughout the building, encouraging patrons of all ages to conduct themselves in a manner that does not intrude on others and complies with the Library’s Code of Conduct. In recent years, the Library has seen an increase in disruptive incidents, making the presence of reliable, well-trained security imperative. The City’s current security guard vendor, Security Patrol Management & Services, has been the successful contractor with the Library since 2004. Most recently, Security Patrol PSA for Security Guard Services June 20, 2023 Page 2 of 3 Management & Services were awarded the contract in 2017, which expires this year; however, they declined to submit a proposal for the proposed contract. DISCUSSION Staff published a Request for Proposal on April 18, 2023, which was advertised online and posted in the City Clerk’s office, City Council Chambers, Arcadia Public Library, and on the City’s website. After a three-week submission period, 16 proposals were received, with one being disqualified for arriving after the deadline and four being disqualified for failing to follow submission requirements. The remaining 11 bidders were: Power Security, Securitas, Citiguard, Hollywood Elite, California Panther, Quest, Irvine Protect Security, Secure Net Alliance, Select Patrol, Legion, and Scaife. A committee comprised of four City staff members convened to review and rate the proposals using a 100-point evaluation system. The proposals were evaluated according to thoroughness and understanding of work, related experience, references, quality of proposal, and costs. Figure 1.1 is a summary of the average scores and final rank of the top six proposals by category. The remaining five proposals fell significantly short in one or more of the areas considered by the review committee. Figure 1.1 – Average Scores for Security Guard Services Proposals COMPANY NAME, CITY THOROUGHNESS & UNDERSTANDING OF SCOPE OF WORK RELATED EXPERIENCE REFERENCES PROPOSAL QUALITY COST PROPOSAL TOTAL Citiguard 24 18 15 19 20 96 Power Security 24 19 15 17 15 90 Hollywood Elite 21 17 14 18 17 87 California Panther 21 18 15 15 17 86 Secure Net Alliance 22 16 14 17 15 84 Securitas 24 19 15 17 13 84 Citiguard’s bid was professional, thorough, and clearly presented. Their experience closely parallels the clientele and environment at Arcadia Public Library, and their references (Bakersfield Police Department, LAHSA, and the California Department of Transportation) provided positive and helpful feedback. Citiguard’s bid provides one trained security guard per shift during the hours the Library is open for a total of 60 hours per week. Citiguard will provide uninterrupted guard services overseen by an account manager and will also provide the appropriate technology and PSA for Security Guard Services June 20, 2023 Page 3 of 3 reporting software to support their services. The assigned guards will maintain an orderly environment and will be able to work with patrons of all ages; guards will carry a two-way radio while on duty, dressed in a uniform that clearly identifies their company and role, and will communicate with Library staff and follow recommendations, as appropriate. The estimated cost per hour ($25.00) includes all key personnel assigned to the Library. Citiguard’s total cost for the first year ($77,940) is below the Library’s estimated budget, allowing for unexpected incidental costs and reasonable increases over the term of the contract, which is three years with the option of three one-year renewals. The Library has determined that Citiguard, Inc. is the most qualified bidder for security guard services. 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 first-year cost ($77,940) has been budgeted in the City’s FY 2023-24 Operating Budget. The funding for years two and three will be requested in the respective operating budgets for FY 2024-25 and FY 2025-26. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project, and therefore, is exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a Professional Services Agreement with Citiguard, Inc. for Security Guard Services for Fiscal Years 2023- 24 through 2025-26, in an amount not to exceed $93,600, with the option of three one-year renewals thereafter. Attachment: Proposed Professional Services Agreement Adult & Teen Services Calendar of Events August 2023 Teen Zone Auditorium 3:30-6 PM Teen Zone Auditorium 3:30-6 PM 28 August CraftABLE Kits Available 12 Smart Squad Teen Central 10 AM– 12 PM Teen Zone Auditorium 3:30-6 PM 26 Teen Zone Auditorium 3:30-6 PM 19 Smart Squad Teen Central 10 AM– 12 PM Smart Squad Teen Central 10 AM– 12 PM Teen Zone Auditorium 3:30-6 PM 2 10 5 4 3 9 8 7 14 15 11 18 17 16 21 22 23 25 24 Teen Zone Auditorium 3:30-6 PM 31 30 Teen Zone Auditorium 3:30-6 PM Smart Squad Teen Central 10 AM– 12 PM 1 29 Bookish Auditorium 10 AM// Teen Zone Auditorium 3:30-6 PM Summer Movie! Top Gun Maverick 6 PM Sign up for our eNewsletters to stay informed about Library events, staff picks, reading recommendations, & more! Link available on our homepage. Photo Release: All participants in Library programs, events, & classes may be photographed or videotaped for Library promotional purposes. Notify Library staff if you prefer not to be photographed. * = Registration required Mon Tues Wed Thurs Fri Sat Teen Zone Auditorium 3:30-6 PM Teen Zone Auditorium 3:30-6 PM Adult & Teen Services Calendar of Events August 2023 Arcadia Public Library 20 West Duarte Road Arcadia, CA. 91006 www.arcadiaca.gov/library Call: 626.821.5569 Text: 1-833-255-4275 Bookish Tuesday, August 22nd 10 AM Cay Mortenson Auditorium Join us for a fun and lively discussion of Come Fly the World by Julia Cooke! Synopsis: Julia Cooke weaves together the stories of several Pan Am stewardesses of the era to tell a story of glamour, danger, liberation. Registration not required. Smart Squad Every Saturday from 10 AM- 12 PM Teen Central Technology assistance & device help at the Library. Drop-in, no registration required. Teen Zone Monday– Thursday *unless noted otherwise 3:30 PM – 6 PM Cay Mortenson Auditorium Bring your snacks, play board games, and catch up with friends in a space reserved only for teens. CraftABLE Kits Available Monday, August 7th Adult & Teen Services Desk Create your own DIY story cube! Take-home craft kits for Adults with Intel- lectual, Cognitive, and/or Developmental Disabilities! Stop by Adult & Teen Services to learn more. Available until supplies last. Coming Soon! Estate Planning: The Basics Saturday, October 7th 11 AM Cay Mortenson Auditorium Join us for an interactive and enlightening educational program where you'll delve estate planning. Don't miss out on this incredible opportunity to expand your understanding in an engaging and informative setting. Best of all, it's completely free! Arcadia Eats October 2023 Let’s celebrate food history and culture in Arcadia! The 3rd Annual Arcadia Eats Program celebrates Arcadia’s culinary past & present during October with the popular Boba Crawl, a special Mooncake Tasting program, art show by John Martin & Pasadena Atelier Art Studio, recipe videos, food drive, & more. Summer Movie! Top Gun Maverick (2022) PG-13 Wednesday, August 9th Cay Mortenson Auditorium Do you feel a need… the need to relax with a fun summer movie? Look no further! Join us for an unforgettable evening of action and adventure! Registration not required. Arcadia Public Library is looking for fluent English speakers to lead small English conversation practice groups. Volunteers Needed! Informational meeting Thursday, August 10, at 10 am Arcadia Public Library More information :626-821-4364 psmith@arcadiaca.gov No experience needed--just enthusiasm and a desire to work with English-language learners. Materials and orientation provided. Arcadia Public Library 20 W. Duarte Rd., Arcadia CA 91006 626.821.5567 M-Th 10 am-9 pm; F-Sat 10am-6 pm LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, JUNE 15, 2023 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 – City Manager Dominic Lazzaretto ROLL CALL: Chair Miriam Carter; Trustees Elizabeth Renfrew, Carlton Seaver; Councilmember Eileen Wang (City Council Liaison); Darlene Bradley, Secretary; Library Services Managers Samantha Alba, Pat Smith ABSENT – Trustee Connie Liao, Trustee Alice Wang PUBLIC COMMENTS – None GUESTS – Dominic Lazzaretto, City Manager MOTION TO EXCUSE TRUSTEE WANG Trustee Renfrew moved to excuse Trustee Wang, who is out of town. Seconded by Trustee Seaver and passed on a voice vote. AYES: Chair Carter; Trustees Renfew, and Seaver NOES: None ABSENT: Trustees Liao and Wang 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 Renfrew, liaison to the Friends of Arcadia Public Library, reported on the pop-up sale at the Library’s Summer Kick-Off event. Attendees could earn a stamp towards a free ice cream by shopping at the bookstore or from the table and cart set up outside the bookstore. The outside sale alone earned almost $100. This set-up and tie-in to the Summer Kick-Off introduced many new customers to the Friends Bookstore and even gained a new member for the Friends. There are no Friends meetings this summer, although there will be a special planning meeting in August and a regular meeting in early September. A new water bill donation request has been scheduled. Councilmember Wang congratulated Chair Carter on her 20 years of service to the County Arboretum. Councilmember Wang also reported she had been busy with community events and had promoted the Library on WeChat. She reminded the Board that Law Day is next Saturday. She informed the Board that Congresswoman Judy Chu will be seeking nominees for the yearly Congressional community leadership award. REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Items Director’s Update: Director Bradley reported that the Summer Reading Kick-Off event was very successful, and she thanked Councilmember Wang for attending. The most recent statistics for Summer at Arcadia Library were reviewed and it was noted that Children’s Services has 70 teen volunteers. Monthly Statistical Report: April 2023 (Corrected): The Director noted that the April spread sheet was incorrect. The corrected version is attached and can be added to the Board members’ notebooks. Monthly Statistical Report: May 2023: The Library’s gate count has increased by 7,000 since May 2022.; the number of items checked out has decreased slightly overall, although it has increased in some categories. Trustee Seaver asked about the Library’s discarded items policy. Director Bradley explained the need to weed out outdated information, items no longer being used, and items that were worn or damaged. She also gave an overview of the Collection Development policy, stressing the importance of meeting the community’s needs. The new RFID system was discussed as well, and it was noted that it is easy to use and very popular. Monthly Report Narrative: May 2023: Director Bradley reported that Daniel Estrada is the Museum’s new Education Coordinator, and that Elizabeth Manzano is the Library’s new Office Coordinator. Trustee Seaver commented on how busy the Library is. The Director, in response to a question from Chair Carter, explained the Expulsion letter process. Financial Report: May 2023: The Board was informed that the Director and Office Coordinator will be working on an easier to use financial report for the next fiscal year. Trustee Seaver suggested that the report be in layperson’s language, include important items and yearly comparisons, and be limited to one page. Budget Update: The Library and Museum’s budget for FY 2023-2024 was passed at last week’s City Council meeting. The Board discussed the need for security coverage. Staff Update: Interviews for the Account Services supervisor will be held next week. Interviews for the eight vacant aide positions are upcoming. As noted above, the Museum Education Coordinator position has been filled. A new Passport Clerk should be starting soon. Gilb Museum of Arcadia Heritage: Director Bradley reviewed the recent Clara Baldwin-Stocker program and thanked Chair Carter for attending. The Summer Enrichment Program begins on July 8; the Photo Exhibition is ready for viewing. The two new Getty Interns have started. Calendar of Activities for Adult, Teen, and Children’s Services: July 2023: The Board discussed the Walking Book Group. They also reviewed the Children’s event calendar. The Director reminded the Board that a new member will start in July. Flyers/Articles/Posters/Attachments: The Board reviewed flyers for Craftable, the Summer Kick-off program, and the historical photo of the Children’s room’s summer display from 1968. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of May 18, 2023 Recommended action: Approve. The motion to accept the Minutes of May 18, 2023, as written, was moved by Trustee Seaver, seconded by Trustee Renfrew, and carried on a unanimous voice vote. AYES: Chair Carter, Trustees Renfrew, and Seaver NOES: None ABSENT: Trustees Liao and Wang ADJOURNMENT Chair Carter adjourned the meeting at 6:08 p.m., to July 20, 2023, 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