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HomeMy WebLinkAboutLibrary Minutes: 09-21-23LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, SEPTEMBER 21, 2023 CALL TO ORDER – Chair Elizabeth Renfrew called the meeting to order at 4:31 p.m., in the Conference Room of the Library. PLEDGE OF ALLEGIANCE – Trustee Carter ROLL CALL: Chair Elizabeth Renfrew; Trustees Pardha Akalamkam, Miriam Carter, Connie Liao, Carlton Seaver; Director of Library & Museum Services Darlene Bradley (Secretary); Library Services Managers Samantha Alba, Pat Smith. ABSENT – None PUBLIC COMMENTS – None REPORTS FROM LIBRARY TRUSTEES / LIAISONS: Trustee Liao promoted the upcoming Moon Festival, scheduled for Saturday, September 20, from 5 p.m. to 8:30 p.m. There will be performers, free mooncakes, raffles, food trucks, and 30 booths. The Mayor and Jamie Lee will be the masters of ceremonies. Trust Akalamkam reported that he is working on a project management program for the Library. He is also promoting a virtual program on AI, which could be a program for the Library, perhaps with Friends’ sponsorship. He asked about cultural programming at the Library, volunteer opportunities, and projects for Eagle Scouts. Trustee Carter talked about her working with the English Conversation Class. Chair Renfrew reported that a Girl Scout purchased books to donate to children and that a recent book sale made $800. She also promoted the upcoming fall book sale and the September 26 Panda Express fundraiser. The Friends are also sponsoring an author talk on November 4, in partnership with Irene Lin, whose cousin will be discussing her book on her great-grandfather, the inventor of the medical masks we use today. The Friends met in early September and will be meeting monthly at 3 p.m. REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Items Board Photo: The Board photo was taken at the end of the meeting. Director’s Update: Director Bradley reported on behalf of Councilmember Wang. April Verlato was sworn in as Mayor and Michael Cao as Mayor Pro Tempore at a recent Council meeting. Councilmember Wang will be the liaison to the Library Board again. The Mayor’s workplan includes reviewing Wilderness Park, which had suffered extensive damage to its grounds and hosting a forum on homelessness in February. The Breeders’ Cup will be held in early November. The Library hosted a composting event last weekend. Compost will be available to the public in six months. Monthly Statistical Reports: July 2023 and August 2023: The reports that were mailed to the Board were replaced with a corrected report; the original did not include digital circulation figures. Next monthly report the Library will change how Adult programming is reported: virtual events and social media will be listed separately. Five-Year FY Statistical Report: The Director reviewed the five-year statistical report prepared for the Board. She noted that the graphs show the changes seen due to COVID and the Library’s recovery from the 2020-2021 closure, for example the increase in circulation and the decrease in digital borrowing since reopening. Overall, the numbers are increasing. Changes in how Adult Services programing is tracked were discussed. Broadband and the Scenic grant were discussed as well: the Library receives far fewer complaints as the service is so much faster. The Library’s first fully open year with programming was 2022-2023 and the statistics reflect this. People are more comfortable coming back to the Library in person. Toddler story time, for example, is so full that a second session is being added. The Board also discussed fines, fees, and costs. Monthly Narrative Reports: July and August 2023: The statistics reported at the top of the document reflect students returning to school. Trustee Renfrew said she liked seeing children helping other children. Financial Report: July/August 2023 (Full Report): Trustee Seaver registered his dissatisfaction with the format of the City’s financial statements. Financial Report: July/August 2023 (Shortened one-page version reflecting materials expenditures): Director Bradley reviewed the new graphics prepared in response to Board request for a clearer report on Library spending. The new graphics show spending on supplies and programming by department. Trustee Seaver said that the Board does not need detailed reporting on smaller amounts. The Director reported that the budget goes through intensive screening as it works its way through the development process. There are also expenditures, such as personnel and public works expenditures, that the Library cannot control. Trustee Seaver said that he is looking for changes in expenditure over five years, for expenditures that seem unreasonable; this report, he felt, did not help the Board with its supervisor role. A lengthy discussion followed about a more accessible format. Trustee Liao suggested a bar chart, that would compare months or even years over time. Trustee Seaver also requested a one-page summary of grants, trust funds, and so on. Staff Reports: • Purchase Order for International Languages Materials ($33,500): The Library’s spending with Tsai Fong on materials in Chinese is over $30,000, so a staff report to City Council is required. • Reject the one proposal received for Design-Build Services for the Library Family Restroom and solicit additional proposals. The bid that was received was two times the amount budgeted. The Director explained that the trend in public libraries is to offer family restrooms and explained the Library’s plans to remodel the existing restrooms in Children’s. Security Update: Library Services Manager Alba reported on security issues and staffing. Jonathan is scheduled from 10 a.m. to 6 p.m., while several different guards have been staffing the 6 p.m. to 9 p.m. shift. Jonathan is very good. Staff members are pleased to have security and Citiguard has been very reliable and steady. In-Person or Remote Meeting Participation: Last spring, the City Council declared the need for COVID restrictions over and removed the option for virtual meetings, Director Bradley reported in response to a request from a member of the Board. The only exception is if a member is on vacation. Requests to change this policy would have to be sent to the Board member’s City Council representative. Staff Update: Eva Luc, a half-time Technician in Children’s Services, left last week: she had too many responsibilities and needed to step back. Scott Garola, a part-time Librarian in Adult Services, gave his notice: he will be moving to a full-time position at Whittier Public Library. The new Account Services manager, Tiffany Nash, has started. Angelica Marquez, who has been filling the position, has been a huge help. She will be promoted to Senior Library Technician. Six part-time Library Aides will be starting in October. This will be a huge help as aides are crucial to the smooth running of the Library. These new staff members will require training, which is time- consuming. The Director commended Library Services Manager Alba for performing two jobs for the past year. Policy Manual Review: Trustee Akalamkam had questions about the Library’s organization chart, the volunteer application forms, and auditorium use. • Library Materials Selection Policy (Updated): Trustee Carter asked if there were any restrictions on what the Library purchases. Director Bradley discussed the transparency of Library collection development. • Gifts to the Library (Updated): The Principal Librarian for Adult and Teen Services will approve gifts to the Library’s History Office. • Request for Reconsideration of Library Materials (Updated): The Director reviewed the Library’s experiences with challenges. She noted that the Library Board will continue to review appeals to Administration’s ruling on Reconsideration requests. • Internet Services Policy (Updated): The Board had no comments on these changes. • 3D Printing Policy (Grammatical Correction/Update): The Board had no comments on these changes. • Interlibrary Loans (Grammatical Correction): The Board had no comments on these changes. • Confidentiality of Patron Information: Director Bradley noted that the City Attorney approved this new policy. • Library Code of Conduct: There were questions about including the COVID-era restrictions. The motion to accept the changes to the Library Policy Manual be accepted was moved by Trustee Seaver, seconded by Trustee Carter, and carried unanimously by a voice vote. AYES: Chair Renfrew, Trustees Akalamkam, Carter, Liao, and Seaver NOES: None ABSENT: None