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HomeMy WebLinkAboutLB Minutes: 11-20-2025ARCADIA PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES Thursday, November 20, 2025 CALL TO ORDER: Chair Chen called the meeting to order at 4:33 p.m. in the Library's Conference Room. a44 liel A us] r_1 �4: ccl►-. iC914010 0i_IT,Ili1W. i ROLL CALL: Chair Hsiuchen Chen, Chair Pro-Tempore Miriam Carter, Trustee and Liaison to the Friends of the Library Barbara Delphey, Trustee Barbara Ansell, City Council Liaison Paul Cheng, Library Director Darlene Bradley, Library Services Managers Samantha Alba and Petra Morris /T-144► 5 li" =__ KTirim- WT SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS: None PUBLIC COMMENTS: None REPORTS FROM LIBRARY TRUSTEES / LIAISONS: Chair Pro-Tempore Carter reported about the Seed Library and inquired if there was a way for patrons to bring back what they have grown for show and tell. Director Bradley explained that those who take part in the Seed Library receive a Zine where they can reflect what they have grown. Chair Pro-Tempore Carter also inquired about the My Hero Card project and if the application for the Card should be translated into more languages. There was discussion around this and Library Services Manager Alba explained that staff are working with school principals and using their insights to help guide the project. In the case of the pilot site Hugo Reid Elementary, Principal Lauxen requested that the My Hero Card applications be translated in Mandarin and Spanish. Chair Pro-Tempore Carter shared that she went to a recent book sale at Newport Beach Library and patrons could fill a bag with books for just a few dollars. Director Bradley shared that the Friends of the Arcadia Public Library hosted a similar sale last Saturday. City Council Liaison Paul Cheng shared that there was a great Veterans Lunch Celebration on November 10. He added that the City created a subcommittee to support Veterans with City Councilwoman Eileen Wang, City Manager Dominic Lazaretto, Deputy City Manager Justine Bruno, and Director of Recreation and Community Services Sara Somogyi. City Council Liaison Cheng encouraged that if the Library Board of Trustees members have ideas for how to better support Veterans to send them to the City. He mentioned the Military Banner Program being in its second year and continuing the tradition of celebrating Veterans. City Council Liaison Cheng shared that there is a recall petition for City Councilman David Fu and explained that there needs to be a certain number of people to start the recall. Once that has happened and been approved, there needs to be a certain number of signatures. A recall could cost the City between $25,000 - $220,000. Chair Chen inquired why there is a recall and City Council Liaison Cheng explained that it is tied to the censure of Mayor Kwan. City Council Liaison Cheng announced that the City approved a high-rise building project which has brought concern from residents as it blocks City views. He explained that the City has to rubber stamp certain projects, including this one, and if it does not do so the City may be sued. The City is doing its job in identifying target areas for these projects such as the In-N-Out vicinity and around transit (to comply with State law). He encouraged Library Board of Trustees members to speak out if there are concerns. Chair Chen stated that the project helps to mitigate the housing crisis. City Council Liaison Cheng confirmed that there will be low income housing units in the new building. Director Bradley shared the Military Banner Program map with City Council Liaison Cheng. He mentioned that there were comments about there not being pictures on the banners which was due to the photos being different sizes and may have made the banners look unpolished. Director Bradley added that the Gilb Museum has a Veteran's corner where photos may be displayed. City Council Laison Cheng acknowledged that Director Bradley has been open to accepting donations from Veteran's and storing at the Museum to preserve Arcadia history. Chair Chen reported that she assisted with several Children's programs including the Jack-0- Lantern Jamboree, Star Wars Reads, and Bilingual Storytime. She helped with the Library's booth at Downtown Arcadia's Halloween Haunting event and encouraged Library Board Members to consider helping at next year's event. REPORTS FROM THE DIRECTOR Announcements / Statements / Future Agenda Items Director's Update Director Bradley shared that Trustee Liao would not be at the meeting as she was traveling. As her last absence was excused by the Board, she is still in place as a Library Board Member. If she were, however, to miss the January and February 2026 meetings Trustee Liao would then be excused from the Board. Board Photo The four board members took a group photo at the close of the meeting. Monthly Statistical Report: October 2025 Director Bradley explained that there were two statistical reports in the Library Board packet for October. There have been discrepancies with the monthly statistical reports and Office Coordinator Elizabeth Manzano worked to amend the circulation discrepancy and highlighted it on the October 2025 statistical report. Monthly Report Narrative: October 2025 Director Bradley reported that this year's In-N-Out Cover to Cover participation numbers surpassed last year's. As the program is so popular, she is asking staff to bring back donor coupons for next year's summer reading program. Chair Pro-Tempore Carter asked about the California Library Directors Retreat and Director Bradley explained that about 150 Library Directors attended, and the presentation centered around Al (artificial intelligence). The Escondido Public Library Director provided a good presentation about Al that Director Bradley would like to either use to train Arcadia Public Library Staff or have the Escondido Public Library Director to present. Chair Pro-Tempore Carter inquired about facility upgrades and Director Bradley shared that the Library will soon be getting a new fire and security system. Trustee Ansell asked what vehicles does the Library have and Director Bradley answered that the Library currently has an older Prius that is used by the Office Coordinator to make trips to deliver mail and by Passport Services staff to make trips to the Post Office. As the Prius has various issues, it will be swapped for a 2008 Ford Escape by the end of December or the beginning of January. Financial Report: October 2025 The Library Board members reviewed the October 2025 Financial Report and Director Bradley explained that staff will do a mid -year budget review in January and February. Fifty percent or more of the budget should be expended by the end of December. As there have been more building issues, the budget may be overspent in certain areas. Library Policy Manual Updates Board Members made the following requests for revision to the updated Library Board Policy. Page 7 • Second sentence in first paragraph under Appointments, Attendance, Terms, and Resignations — Chair Chen requested that the word "terms" be removed. Each member is appointed by the Council for a two-year consecutive four-year term teFm ... Page 45 • First sentence in second paragraph — Chair Chen suggested that the sentence seems redundant. The remaining Board members opted to leave the sentence as is. • Tenth bullet down under the Prohibited and Disruptive Behaviors header — Chair Chen requested that the second "in the restrooms" phrase be removed from the sentence. Loitering, bathing, shaving, washing clothing in restrooms or water fountains iR fie #:es#eem . • Twelfth bullet down under the Prohibited and Disruptive Behaviors header — Chair Chen requested that the entry be divided into two separate bullets by sentence. Two commas should be inserted into the second sentence instead of periods. • Entering the Library with unsanitary conditions, including, but not limited to soiled clothing or belongings infested with fleas, lice, insects, or pests. • Wearing or spraying highly scented products is also prohibited.., such as perfumes or air fresheners- or with unsanitary belongings that interfere with the use and enjoyment of the Library by other patrons or with the functioning of library staff. • Last bullet on the page — Chair Chen asked that a period be added to end of the sentence. Running, using rollerblades, scooters, or skateboards.` Page 46 • Tenth bullet down from the top of the page — There was discussion about whether using and being under the influence are one and the same. Chair Chen requested that the "a" before "Library" be removed from the sentence. Possessing, selling, distributing, or using, or being under the influence of any alcoholic beverage or controlled substance (except as allowed at -a -Library -approved events). • First bullet under the Guidelines for Minors and Dependent Patrons — Chair Chen asked that "However," be removed from the second sentence. The sentence will begin with "The Library..." Chair Chen and Trustee Ansel[ suggested the word "however" be moved to the beginning of the third sentence. Library staff are available to assist children with Library materials or services. However-, Tfhe Library is a public building with staff trained to provide public library services. However, t-The Library is not equipped, and it is not the Library's role, to provide long or short-term child or dependent adult care. Page 48 • Trustee Delphey suggested that the first and second sentences in the first paragraph on the page be tightened up. As they are part of the Arcadia Municipal Code, they will remain as is. CA and Al State Laws Director Bradley shared that she reviewed California's legislation regulating Al and found that it related more to large technology developers and did not impact libraries. She included articles in the Library Board packet with more information about the legislation. Conversation ensued. Staff Update: None Staff Report: P.O. Increase for Ingram Director Bradley explained that as the Library's primary materials vendor, Baker and Taylor, is no longer in business, a change order request was submitted to and approved by City Council to increase the Purchase Order with Ingram by $54,000 for the purchase of Library materials. Staff Report: P.O. with Amazon Business: Library Books A Staff Report was set forth to and approved by City Council for a separate Purchase Order with Amazon Business for Books and Materials in the amount of $50,000. Library Hours on December 18, 2025 The Library will host its Annual Holiday Breakfast on Thursday, December 18. Director Bradley requested permission for the Library to be closed from 10:00 a.m. to 11:00 a.m. on that day to allow time for staff to attend the event from 9:00 a.m. to 10:00 a.m. and then use the following hour to ready for opening the Library. Trustee Delphey moved for the Library not to open until 11:00 a.m. on Thursday, December 18. The motion was seconded by Chair Pro-Tempore Carter and carried on a unanimous voice vote: AYES: Chair Chen, Chair Pro-Tempore Carter, Trustees Ansell and Delphey NOES: None ABSENT: Trustee Liao Holiday Breakfast — Save the Date Director Bradley thanked the Board members for approving the Library's opening at 11:00 a.m. on December 18 and acknowledged that the Save the Date flyer for the event can now be updated with the time. Holiday Breakfast Cookies Director Bradley explained that it has been tradition for the Board of Trustees members to provide cookies for staff in December. The Board members agreed to continue the tradition and will deliver them to the Library by noon as follows: Monday, December 15 — Trustee Delphey Tuesday, December 16 — Trustee Ansell Wednesday, December 17 — Chair Pro-Tempore Carter Thursday, December 18 — Trustee Liao Friday, December 19 — Chair Chen As Trustee Liao was not present at the meeting Director Bradley said that she would reach out to Trustee Liao to see if she could deliver cookies on December 18. Gilb Museum of Arcadia Heritage The Recreation Department's annual Snow Day event will take place on Saturday, December 5 at the Community Center. The Museum will host its Snow Globe event on that day. There will be a Genealogy Workshop hosted by the Museum on December 13. Calendar of Activities for Adult and Teen Services: December 2025 Director Bradley highlighted upcoming adult events taking place at the Library in December including, Destress Fest for Teens on December 11, the Classical Concert on December 10, the Winter Reading Challenge beginning December 15, and English Conversation Class ending on December 15. If Board members are interested in attending the Classical Concert they can let Director Bradley know so that she can reserve seats for them in the front row. Calendar of Activities for Children's Services: December 2025 Director Bradley highlighted various children's programs taking place in December including, storytimes that will conclude the second week of December, Winter STEAM Lab on December 13, Let's Dance on December 19, Winter Activity Kit distribution beginning on December 22, and DIY Light -Up Felties (inspired by a teen program) on December 1. Flyers/Articles/Posters/Attachments: A review of the Creative bug flyer was provided by Director Bradley. CONSENT CALENDAR Approve the Library Policy Manual as amended. Chair Chen moved to approve the Library Policy Manual as amended. The motion was seconded by Trustee Ansell and carried on a unanimous voice vote. AYES: Chair Chen, Chair Pro-Tempore Carter, Trustees Ansell and Delphey NOES: None ABSENT: Trustee Liao Approve the Regular Meeting Minutes of October 20, 2025 The motion to approve the Regular Meeting Minutes of October 20, 2025 was moved by Trustee Ansell, seconded by Trustee Carter, and carried on a unanimous voice vote. AYES: Chair Chen, Chair Pro-Tempore Carter, Trustees Ansell and Delphey NOES: None ABSENT: Trustee Liao ADJOURNMENT Chair Chen adjourned the meeting at 5:58 p.m. to January 15, 2026 at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Approve f�. H iuchen Chen, Ch it ,, N=� Darlene Bradley, Secretary Minutes prepared by: Petra Morris