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HomeMy WebLinkAboutLB Minutes: 09-18-2025ARCADIA PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES Thursday, September 18, 2026 CALL TO ORDER: Chair Chen called the meeting to order at 4:40 p.m. in the Library's Conference Room. PLEDGE OF ALLEGIANCE: Trustee Miriam Carter ROLL CALL: Chair Hsiuchen Chen, Chair Pro-Tempore Miriam Carter, Trustee and Liaison to the Friends of the Library Barbara Delphey, City Council Liaison Paul Cheng, Library Services Managers Samantha Alba and Petra Morris ABSENT: Trustees Connie Liao and Barbara Ansell, Director Darlene Bradley SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS: None PUBLIC COMMENTS: None REPORTS FROM LIBRARY TRUSTEES / LIAISONS: City Council Liaison Paul Cheng made announcements about upcoming community events, including the Annual Health Fair on September 20, the Arcadia Performing Arts Foundation Gala on September 20, former Arcadia Mayor Jim Helms 100-year birthday celebration on September 24, the Moon Festival on October 4, and the Arcadia Water Wise Workshop on September 24. Trustee Delphey asked City Council Liaison Cheng for a brief synopsis of City Council matters. City Council Liaison Cheng explained that a 4 — 0 resolution was passed to censure the Mayor. Two lawsuits were filed against the City claiming that the censure action was illegal. There are motions in place to file for early dismissal of the suits. Further conversation and questions ensued about the censure and legal case. Trustee Carter inquired if there are new rules in place for how future Council meetings will be conducted. City Council Liaison Cheng confirmed that there are rules in place and if not followed then Council can switch who is running the meeting for the day. Trustee and Liaison to the Friends of the Library Barbara Delphey provided an overview of the September Friends of the Library board meeting. There are two new Friends of the Library board members. The Friends is seeking to acquire liability insurance. The group will join Arcadia Coordinating Council. There will be a ukelele concert hosted by the Friends on October 4 and they will also co -host a classical concert with the Library on October 8 and December 10. The group is considering sponsoring a classical concert in Spring 2026. Trustee Carter inquired about the Friends having to provide their own liability insurance. City Council Liaison Cheng offered that there may be benefits available through the City and encouraged members of the Friends to speak with the City Manager about this. Chair Chen said that she contributed to the Friends of the Library but her name was not reflected on the membership list in the recent Friends of the Library newsletter. Trustee Delphey said that she would look into this. Trustee Carter shared that the English Conversation Class commenced on Monday, September 15 and the group seemed to enjoy the program. REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Items Director's Update Library Services Manager Alba announced that Director Bradley was on vacation and would return the coming week. She shared about an incident that occurred on Wednesday, September 17 in which the Library closed at 5:30 pm. A teen reported that a friend of a friend had a weapon in the building. Dispatch was phoned and upon arrival worked with Library staff to evacuate the building out of precaution. Library staff as well as patrons promptly evacuated. Library Services Manager Alba assisted officers during their survey of the building. The Library's Security Guard and Library Services Manager Morris provided oversight for children who were waiting to be picked up. A police canine was also called in but did not locate a weapon. Officers phoned and questioned the Library staff member who first reported the matter. After officers departed, Library Services Manager Alba surveyed the building the night of September 17 and the next morning. Library Services Manager Alba also debriefed with Library staff about the incident the next morning and reviewed safety procedures and tips for being good witnesses. Staff were advised not to comment on the matter as there was an active investigation underway. Library Services Manager Alba also debriefed Director Bradley as well as City Manager Lazzaretto. A press release regarding the incident was released by the Police Department due to media inquiry. Library Services Manager Alba shared the updated Discover Arcadia Public Library and Digital Library brochures with the Board and explained that the publications are distributed to every new library card holder. The updated brochure for the Libby app was also distributed to Board members. Chair Chen reminded Board members to review the Library's Policy Manual prior to the next meeting. Monthly Statistical Report: July 2025 Per Trustee Liao's request, the monthly statistical report layout was rearranged so that the current monthly statistics are now next to past year's statistics, making annual comparisons easier to track. Library Services Manager Alba reviewed the July statistical report, highlighting the self -checkout machines being used heavily, reserve requests increasing, adult programming numbers being a little down due to some past programming not recurring this year, and slightly lower children's programming statistics due to newer staff. Monthly Statistical Report: August 2025 Library Services Manager Alba reviewed the August statistical report, mentioning a decrease in the gate count likely attributed to people being on vacation and the start of a new school year, less items being catalogued due to lower staffing levels, fewer items being sent to bindery as Technical Services is taking a different approach to binding damaged materials, and other service point questions reflecting inquiries at service desks aside from Children's and Adult Services. Library Services Manager Alba shared about the City's website re -design project. As part of the project, the City surveyed user web searches to help inform how the new website will be designed. Library staff is currently discarding dated web documents/information and updating content that will be transferred to the new site. Monthly Report Narrative: July 2025 The July 2025 monthly report narrative was reviewed by Board members. Monthly Report Narrative: August 2025 Chair Chen inquired about the Student Success Initiative and Library Services Manager Alba explained that Senate Bill 321 was introduced and encourages partnership between public libraries and schools to ensure that students have a public library card by third grade. The Library will be working with Hugo Reid Elementary School as a pilot program. The Principal shared the initiative with the School District's Executive Team to ensure that privacy rights are not violated and the Principal was helpful with the application design process. The Library's goal is to meet with each school principal and tailor partnerships to the needs of the specific school. The card will be exclusive to Arcadia Schools. Chair Chen inquired about the fire panel. Library Services Manager Alba explained that there are communication issues between the panel in the front of the building and in the back. The issue is also happening with the Museum and other City Departments. Chair Chen asked about pests in the building and Library Services Manager Alba explained that there have been cockroach and ant sightings. An exterminator has come out to treat specific areas around the building. The exterminator visits quarterly but will also visit if there are specific sightings. Financial Report: July/August 2025 Chair Chen acknowledged the highlighting changes to the monthly Financial Report. Library Services Manager Alba mentioned that the Administrative Office Coordinator was able to highlight financial accounts which the Library has direct control over and also created a bar chart to reflect spending for the current Fiscal Year. Chair Chen inquired about the negative balance under Bibliographic Utilities and Library Services Manager Alba suggested that it could be an increase in platform costs that was originally quoted and as some vendor contracts are due at the start of a new Fiscal Year this can use up all funds. Chair Chen asked why the Adult and Teen Services budget was higher than Children's Services. Library Services Manager Morris explained that the cost of adult materials is usually higher than that of children's and provided the example of the cost of an adult fiction or coffee table book compared to that of a picture book or nonfiction purchase. Library Services Manager Alba inquired if the Library Board members would like to have an ongoing bar chart report included with the financial report. Chair Chen replied that it is nice to have but if difficult to do then the chart is not necessary. Staff Update: Library Services Manager Alba explained that Library Aides do a rotation throughout the Library to learn the collections and then are deployed to specific Library sections. A conditional job offer was made to the last Aide on the eligibility list. Library Services Manager Alba sat on an interview panel to fill the vacant Librarian I position in Cataloguing and Acquisition Services. There is now an established list of eighteen candidates and it will be used to fill any future Librarian I vacancies. The top five on the list will move on to a second interview with Director Bradley, Library Services Manager Alba, and Principal Librarian Krueper. Gilb Museum of Arcadia Heritage: Fall Calendar The Museum's Fall events were reviewed by Library Services Manager Alba, including the Hidden Histories program, the new Camp Santa Anita exhibit, and the Architecture in Arcadia activity kits. The Gilb Museum Curator and staff are currently working on the Military Banner Program. Calendar of Activities for Adult and Teen Services: September 2025 Library Services Manager Alba highlighted upcoming September events, including English Conversation Class, the International Film Program, the Crochet Class, and Bookmarked book group. Teen Zone has been a busy space for teens to gather and has helped with noise control throughout the building. The program has been extended to some Friday afternoons with Aides helping to oversee the space. Library Card Sign -Up Month is being celebrated in September and has offered various promotions to encourage visitors to get an Arcadia Public Library Card. There is a selfie station near the Account Services desk, fines have been forgiven, and Library Cards are being replaced free of charge. Calendar of Activities for Adult and Teen Services: October 2025 The Repair Cafe will return in October due to being a hit in April 2025. Teen Services will also offer a Haunted Trivia program. Calendar of Activities for Children's Services: October 2025 Library Services Manager Morris highlighted some September children's programs and reviewed October events including the In-N-Out Cover to Cover reading program, storytimes, the Star Wars Reads event, Game Day for middle schoolers, and the Jack-O-Lantern Jamboree. Flyers/Articles/Posters/Attachments: A review of the included flyers was provided by Library Services Manager Alba. Historical Photo: Holly Avenue School Board members reviewed the photo. Chair Chen moved to switch Trustee Delphey's absence from the September Library Board meeting to the October meeting. The motion was seconded by Chair Pro-Tempore Carter and carried on a unanimous voice vote: AYES: Chair Chen, Chair Pro-Tempore Carter, Trustee Delphey NOES: None ABSENT: Trustees Liao and Ansell CONSENT CALENDAR Approve the Regular Meeting Minutes of July 17, 2025 The motion to approve the Regular Meeting Minutes of July 17, 2025 was moved by Chair Chen, seconded by Trustee Carter, and carried on a unanimous voice vote. AYES: Chair Chen, Chair Pro-Tempore Carter, and Trustee Delphey NOES: None ABSENT: Trustees Liao and Ansell Approve the Collection Development Policy as revised The revised Collection Development Policy was not discussed at the meeting. ADJOURNMENT Chair Chen adjourned the meeting at 6:14 p.m. to October 16, 2025 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approved: siuchen Chen, C air Dar ene Bradley, Secretary Minutes prepared by: Petra Morris