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HomeMy WebLinkAboutLibrary Minutes: 07-20-23LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, JULY 20, 2023 CALL TO ORDER — Chair Miriam Carter called the meeting to order at 4:33 p.m., in the Conference Room of the Library. PLEDGE OF ALLEGIANCE — Chair Carter ROLL CALL: Chair Miriam Carter; Trustees Pardha Akalamkam, Connie Liao, Elizabeth Renfrew; Carlton Seaver; Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Managers Pat Smith, Samantha Alba ABSENT — None PUBLIC COMMENTS — None ELECTION OF OFFICERS AND APPOINTMENT OF LIAISON a. Chairperson Chair Carter nominated Trustee Renfrew for the position of Chairperson. The motion was seconded by Trustee Seaver and approved by a voice vote. AYES: Chair Carter, Trustees Akalamkam, Liao, Renfrew, Seaver NOES: None ABSENT: None b. Chairperson Pro Tempore Trustee Liao nominated Trustee Seaver for the position of Chairperson pro tempore. The motion was seconded by Trustee Renfrew and approved by a voice vote. AYES: Chair Carter, Trustees Akalamkam, Liao, Renfrew, Seaver NOES: None ABSENT: None c. Liaison to the Friends of the Library Trustee Seaver nominated Chair 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 Renfrew, Trustees Akalamkam Liao, Carter, Seaver NOES: None ABSENT: None REPORTS FROM LIBRARY TRUSTEES / LIAISONS Trustee Akalamkam introduced himself to the Library Board. He worked "with Disney for nine years as an engineer. He has a background in IT. He volunteers with UC Riverside with the Design Thinking Program, Boy Scouts, and he is also a board member at a Temple. He speaks four languages, has two children, a daughter who is currently studying at UC Davis, and a son who is in 1111 grade. His wife has been working with Disney for 14 years. Additionally, Trustee Akalamkam asked what types of books are being provided to students? He would like to see a snack bar run by volunteers to generate money. He would also like to research other libraries to see what else we can do. He noted that the Glendale Library is very lively. He asked about teleconferencing for a few meetings because some Thursdays will be a little difficult for him to attend. Trustee Liao reported that Law Day was well attended on Saturday, June 24. There were 27 lawyers who volunteered and 25 to 27 ACA volunteers on the day of the event. ACA provided lunch for the lawyers. There has been a lot of positive feedback from the public, who would like more Law Day events, even monthly. Almost all the City Councilmembers attended Law Day. Additionally, about 50 percent of the attendees were Arcadia residents. Next year Law Day might be in a different venue. It was noted that it was a little too crowded in the Library Auditorium. Chair Renfrew thanked Trustee Liao for helping generate sales in the bookstore on Law Day. She also reported that she met with some of the Friends of the Library members in July, to create a calendar of events for the year. A membership drive is coming soon. REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Items Director's Update: Director Bradley congratulated newly elected board members. She discussed recent contracts Administration staff are working on, including the recent RFP for a new security company. Trustee Seaver asked how we rank each security company and Trustee Akalamkam asked if we only have security during library hours. The Director explained the procedures for a Professional Service Agreement and added that the Library is lucky to have a supportive city who sees the need for a safe place. Trustee Akalamkam stated that having security gives the public a sense of security. Monthly Statistical Report: June 2023: Trustee Seaver suggested that we separate the statistics gathered during Covid-19, by adding a separate column on the right-hand side, indicating Covid-19 numbers. He mentioned that the numbers were interesting to see, but not relevant. The statistical comparison should compare previous numbers (pre-Covid/when the library was fully open) and present numbers. Director Bradley responded that she would present the new version at the next meeting. Trustee Seaver moved to not include statistics gathered during Covid-19 on the monthly statistical report for comparison with current numbers. Also, to create a new monthly statistical report, which only shows Covid-19 numbers, but does not include figures for comparison. Trustee Liao seconded the motion. AYES: Chair Renfrew, Trustees Akalamkam Liao, Carter, Seaver NOES: None ABSENT: None Additionally, the Library's gate count is higher than the previous month. Director Bradley also noted that the circulation numbers are lower this year compared to 2022. Last year, staff were discarding items in preparation for RFID. This year's numbers are more accurate since we have completed the RFID project. Monthly Report Narrative: June 2023: Chair Renfrew explained the monthly narrative report to Trustee Akalamkam, which is a compilation of services, events, programs, etc. that Library staff offers the community. Director Bradley highlighted the Exploratorium program by Children's staff, which are drop -in weekly STEM activities with no registration required. Trustee Seaver moved that the Board is impressed by the volume and quality of monthly activities as recorded in the narrative. The motion was seconded by Trustee Carter. AYES: Chair Renfrew, Trustees Akalamkam, Liao, Carter, Seaver NOES: None ABSENT: None Financial Report: June 2023: The new financial report, requested by Trustee Seaver at the last meeting, was presented to Library Board members. He would like to see the report in Excel format. Board members asked if the Library could ask for an increase in the budget. Director Bradley explained that we can ask for an increase in the budget during the budget process and further explained how the budget process works. Trustee Seaver would like a one sheet version that shows expenses for materials (books) only. Chair Renfrew mentioned that she has had a request from a member of the public for computer learning classes to return. Trustee Akalamkam asked who manages the Arcadia website, Director Bradley explained that each city department is responsible for updating and editing their own pages. Budget Update: The budget is done and has been approved by City Council. Office Coordinator Elizabeth Manzano is opening the books for the new fiscal year. Staff Reports: Director Bradley reviewed each staff report with Library Board members. Chair Renfrew asked what CEQA means, which stands for California Environmental Quality Act. Its intent is to inform the public about any environmental effects and is required in each staff report. Staff Update: Library Services Manager Alba reported that a new Library Aide recruitment will open on Monday, July 24. We currently have nine vacancies to fill. Additionally, after recruiting for several months for the Account Services Supervisor, a conditional offer has been made to a candidate. Policy Manual: Director Bradley briefly explained the process for reviewing the policy manual to Library Board members. Library staff will also be reviewing the policy manual soon. A discussion followed about book banning and what the library's process is per the Policy Manual. Director Bradley informed Board members that the Library has not had many challenges over the years. She also advised Library Board members to review the Collection Development and Social Media policies. Gilb Museum of Arcadia Heritage: The new Museum Education Coordinator, Daniel Estrada, is settling in. A paleontologist from the Alf Museum will be present on Dino Day at the Museum. The program takes place on Saturday, August 19 at 1:30 p.m. Museum staff and volunteers are keeping busy, and the staff is currently working with two Getty interns. Calendar of Activities for Adult and Teen Services: July 2023: Teen Zone will start on the first day of school, Wednesday, August 16. Director Bradley mentioned that the English Conversation Class is returning in mid -September on Thursday's from 10 a.m. to 1Zp.m, The class includes pronunciation drills and reviewing commonly used vocabulary. Library Services Manager Smith is currently looking for volunteers. Tutors that speak Mandarin and/or Cantonese are needed. Flyers/Articles/Posters/Attachments: Library Board reviewed the materials CONSENT CALENDAR a. Approve the Regular Meeting Minutes of June 15 2023 Recommended action: Approve The motion to accept the Minutes of June 15, 2023, as written or corrected, was moved by Trustee Seaver, seconded by Trustee Carter, and carried on a voice vote. AYES: Chair Renfrew, Trustees Akalamkam, Carter, Liao, and Seaver NOES: None ABSENT: None ADJOURNMENT Chair Renfrew adjourned the meeting at 6:20 p.m. to September 21, 2023, at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: Eliza th Renfrew, Che(ir Darlene Bradley, Secretary Minutes prepared by: Samantha Alba