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HomeMy WebLinkAboutLibrary Minutes: 11-16-23LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES THURSDAY, NOVEMBER 16, 2023 CALL TO ORDER — Chair Elizabeth Renfrew called the meeting to order at 4:35 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; Michael Cao (City Council Liaison); 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 reported that the ACA co - hosted the Moon Festival. It was very successful and well received. The ACA also hosted an appreciation lunch for the Fire and Police Departments. Chair Renfrew reported on recent Friends of the Library activities, include the Author Talk by the granddaughter of the Chinese doctor who invented medical masks and helped to end a pandemic in early-2011 century China. She promoted the upcoming Friends' Holiday book sale. City Councilmember Cao reported that he attended the Police Department fundraiser at Le Meridien and discussed the future of the Derby from the City Council's perspective. REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Items Director's Update: Director Bradley noted that this would be the last Board meeting of the year: the next meeting will be in January 2024. She wished everyone a happy holiday season. She also mentioned that the Library will be fully open and that visitors will need to enter the parking lot off Santa Anita and Duarte during the Festival of the Bands. Monthly Statistical Report: October 2023: Trustee Seaver noted how much the Library does for Teens, Chair added that being on the Board gives members opportunities to advocate for the Library. Director Bradley discussed the revenue section of the report, focusing on the $30,000 gift from the Friends of the Library and grants. Monthly Narrative Report: October 2023: The members of the Board reviewed the report and noted their approval of its coverage of Library activities and events. Financial Report: October 2023: The Director explained the Library's fuel costs and responded to questions about membership dues and explained that they are paid at the beginning of the fiscal year. She also discussed vacancy rates and how they affect the budget in response to Trustee Carter's question. She reviewed the current and upcoming vacancies (the Library Services Manager, Principal Librarian for Adult and Teen Services, as well as a part-time Technician and Librarian) and the challenges of recruiting for these positions. Holiday Cookies: Every year the Library Board provides cookies for the staff the week before Christmas. Each Board member picks a day to bring five dozen cookies. The cookies are dropped off to Administration around 10 a.m. The Library Board agreed on the week of December 18 to 22 and they picked the following dates: Monday, December 18 (Trustee Carter); Tuesday, December 19 (Trustee Seaver); Wednesday, December 20 (Chair Renfrew); Thursday, December 21 (Trustee Liao); Friday, December 22 (Trustee Akalamkam). Holiday Breakfast: Director Bradley invited all the Board members to the annual staff Holiday Breakfast, scheduled this year for Tuesday, December 12, at 8:30 a.m. Library Services Manager Alba explained that the staff will be trying something new this year —a game or team -building activity. There may be a gift exchange or Secret Santa activity. Administration will send out more information. Trust Accounts: The Director explained that there are two kinds of trust accounts —gifts and grants. The Friends' account is an unrestricted gift; the Low gift of $102,000 is restricted to being used to purchase only children' books. She plans on spending approximately $1,200 a year for 10 years. There used to be a Library foundation, but it was dissolved, and their funds went to the Friends of the Library. Individuals can donate to the Friends, but the Low fund is closed. Staff Update: Library Services Manager Smith is retiring on December 2, opening a Library Services Manager position. The Principal Librarian position in Adult and Teen Services has opened and applications will be reviewed in December, the Library Services Manager recruitment will open at the end of November, with application review beginning in January. Director Bradley will directly supervise Adult and Teen Services, Library Services Manager Alba will oversee Children's Services. The Director is also responsible for Collection Development for Adult Services. Adult Services is down a half-time librarian position, while Children's is down a half-time Technician position. Gilb Museum of Arcadia Heritage: The Museum is doing well. The Curator and Museum Education Coordinator gave a presentation at a local conference on using teen volunteers in a museum setting. Their experience with teen volunteers is unusual —they have 54 volunteers — and their talk was well -received. Museum volunteers make such programs as the annual Snow Globe program possible. The Museum is hosting the Red Envelope program again this year. Participants can pick up, decorate, and submit red envelopes to celebrate the upcoming Year of the Dragon. Calendar of Activities for Children's Services: December 2023: The Library will be closed Thursday and Friday. Calendar of Activities for Adult and Teen Services: December 2023: Chair Renfrew noted that Teen Zone is always filled, she also promoted Smart Squad for patrons who need help with their personal electronics. Director Bradley will be hosting the December International Film Program. The Winter Reading Challenge is open to everyone starting in December. Flyers/Articles/Posters/Attachments: The Director presented the new grant -funded Memory Care Kits to the Board. The kits check out like books and include activities for adults with varying degrees of dementia and their caregivers. She also showed the Human Kits, small backpacks containing snacks and personal -care items for patrons in need; these were provided by SamariTots, a group based in South Pasadena. The Board also reviewed flyers for the Broke Holiday program, the Destress Fest, the Winter Break Reading program, and the 1,000 Books before Kindergarten program. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of October 19, 2023 Recommended action: Approve The motion to accept the Minutes of October 19, 2023, as written, was moved by Trustee Seaver, seconded by Trustee Carter, and carried on a unanimous voice vote. AYES: Chair Renfrew, Trustees Akalamkam, Carter, Liao, and Seaver NOES: None ABSENT: None ADJOURNMENT Chair Renfrew adjourned the meeting at 5:51 p.m. to January 18, 2023, at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: �'Elizabeih Renfrew, Chair Darlene Bradley, Secretar Minutes prepared by: Pat Smith