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HomeMy WebLinkAboutLB Minutes: 07/16/2026ARCADIA PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES Thursday, July 16, 2026 CALL TO ORDER: Chair Hsiuchen Chen called the meeting to order at 4:35pm in the Library's Conference Room. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Chair Chen. ROLL CALL: Chair Hsiuchen Chen; Trustee Barbara Ansell; Trustee Barbara Delphey; Trustee Jeff Chang; Interim Director of Library & Museum Services Samantha Alba; Library Services Manager Steven Park ABSENT: City Council Liaison David Fu SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS: PUBLIC COMMENTS: No public comment. ELECTION OF OFFICERS AND APPOINTMENT OF LIAISON: Chair Chen led the group in brief introductions to welcome new member Trustee Jeff Chang and new Library Services Manager Park. Trustee Chang serves as President of the Chinese Booster Club at Arcadia High School and is Secretary of the Arcadia Chinese Association. Introductions were followed by the appointment of officers. a. Chairperson — Trustee Barbara Delphey nominated Trustee Hsiuchen Chen for the position of Chairperson, seconded by Trustee Barbara Ansell, and carried on a unanimous voice vote. b. Chairperson Pro-Tempore — Chair Hsiuchen Chen nominated Trustee Barbara Ansell for the position of Chairperson Pro-Tempore, seconded by Trustee Barbara Delphey and carried on a unanimous voice vote. Liaison to the Friends of the Library — Trustee Elizabeth Renfrew nominated Trustee Barbara Delphey for the position of Liaison to the Friends of the Library, seconded by Trustee Barbara Ansell, and carried on a unanimous voice vote. REPORTS FROM LIBRARY TRUSTEES / LIAISONS: Trustee Delphey reported that the Friends of the Library (FOL) held a successful $5 "Fill a Bag" Book Sale on July 10 and July 11. Trustee Renfrew announced that the FOL will hold a book sale in the Cay Mortenson Auditorium from June 27 to June 30, featuring a "Purchase 2, Get 1 Free" promotion. REPORTS FROM THE DIRECTOR: Announcements / Statements / Future Agenda Items Director's Update: Interim Director Alba welcomed Trustees Chang and Renfrew to the Board of Trustees. She provided an update on the Library's ongoing facility projects, including HVAC Capital Improvement Project (CIP). The cooling tower equipment has been replaced but the project is not yet complete. Public Works continue to work on the HVAC system. Monthly Statistical Report: June 2026: Chair Chen asked about requested updates to Monthly Statistical Report discussed at the May Library Board meeting. Interim Director Alba explained that the changes will be reflected in the next Monthly Statistical Report, which is at the start of the fiscal year. Interim Director Alba highlighted a new "General Interest Programs" category, which captures attendance for the FIFA World Cup screening programs in the Auditorium. She reported positive community feedback for the events shown, with 72 attendees recorded for the semi-final game on July 15th. She shared that additional General Interest Programs will be planned in the next fiscal year. Chair Chen asked whether attendance for Children's Programs will record both Adult and Children attendance, Interim Director Alba replied yes, for internal use. Chair Pro- Tempore Ansell asked for clarification on variance in past year teen statistics, Interim Director Alba explained there was a change in how Teen Zone attendance was recorded. Additionally, she reported that the June 2026 gate count was higher this month with 32,562 than compared to 28,817 in June 2025. Trustees discussed that variance in gate counts could have different factors, including changes in school populations. Trustee Renfrew asked if silent study room statistics are recorded, Interim Director Alba replied no, but the room is very well used based on staff observations. Monthly Report Narrative: June 2026: Interim Director Alba reviewed the Monthly Report Narrative, sharing that the Library had a busy summer with numerous programs. Trustee Delphey shared that she attended and enjoyed the book discussion of David McCullough's 1776. Interim Director Alba reported that the Summer at Arcadia Public Library reading program was close to the end, with high turnout and positive feedback from the community. She announced that the official name of the Pillar Booth was "Chat Pod," selected by staff through a naming contest. The Chat Pod was soft -launched and is already being used by the public. Interim Director Alba explained that the Chat Pod was funded by the California State Library and that usage statistics will be reported. Trustee Delphey asked about guidelines for use of the Chat Pod. Interim Director Alba shared that the Chat Pod may be reserved for one hour, with the same user guidelines as the study rooms. Trustee Renfrew expressed support for the new format of the Monthly Report Narrative. Interim Director Alba stated Administration would continue iterating on the format based on Board feedback. Additionally, she reported that the Library received a $50,000 donation from the Friends of the Library in June and the Library was working on distributing the funds amongst the library sections. Financial Report: June 2026: Chair Chen explained to Trustee Chang which budget line items are controlled by the Library and which are controlled by the City. Chair Chen also shared that the Financial Report did not fully reflect the end of the fiscal year, as some transactions are still in process by City Finance. Interim Director Alba reported that the Library met many of their financial spending goals. Chair Chen asked if unspent equipment funds return to the General Fund, Interim Director Alba replied yes. She explained that some computer equipment purchases were not yet reflected in the Financial Report. Trustee Renfrew asked about program expenses discrepancy, Interim Director Alba explained there was an accounting error for a program that was identified and was being corrected. Chair Pro-Tempore Ansell inquired about the training budget being underspent. Interim Director Alba explained that staff training will be a focus for the upcoming fiscal year. Trustee Renfrew asked whether the change of eliminating Martin Luther King Jr. Day as Staff Development Day impacted training opportunities. Interim Director Alba confirmed that it had. A brief discussion followed. Chair Chen motioned to add Staff Development Day as a discussion topic for next Board Meeting, Chair Pro-Tempore Ansell seconded, and requested Interim Director Alba provide options on possible dates, training topics, and length of training time. Staff Update: Interim Director Alba reported that new Library Services Manager Park began in June and is overseeing the Public Services Division. Staff Reports: Interim Director Alba reported that details on the Library Materials Vendor selection will be presented at the next Board meeting, as the selection will be on the City Council's next consent calendar. Glib Museum of Arcadia Heritage: Chair Chen asked about how Interim Director Alba's experience was with managing the Gilb Museum. Interim Director Alba stated she was learning about the Museum needs and proud of the work being done by Curator Stevy A. and her team. She shared the Museum's Getty Interns would be working there until August 21 st. Interim Director Alba shared Principal Librarian Andres G. is working to establish a cross -sectional committee focused on social media content. Museum Educator Lauren P., who has social media training, will assist with the committee. Policy Manual: Interim Director Alba shared that the Library Board of Trustees will be asked to review the Policy Manual for the upcoming fiscal year. She explained that the review will focus on selected sections rather than the entire manual. Updated copies of the Policy Manual were provided to the Board, with a request that Trustees review the manual in August. Calendar of Activities for Adult and Teen Services: August 2026: Interim Director Alba shared the author lecture on Al Martinez's / Promise You 1'/1 Be Home: Korean War Letters of a U.S. Marine on August 8th will be sponsored by the Friends of the Library. She shared that the International Film Program has grown successfully under the management of Library Technician Maxine M., with average of 20 to 25 attendees at recent screenings. There will be a return to school Ice Cream Social for Teens on July 27tn, and a Soap Making Workshop for adults on August 20tn. Arcadia High School will be back in session on August 1gtn Calendar of Activities for Children's Services: August 2026 Interim Director Alba shared Children's Services will take a break from storytime in August and resume in September. She shared a new pilot program "Middle School Zone" which will launch in the Imagination Theater during the new school year. The program will provide a study and collaboration space for Middle School students. Trustee Renfrew praised the beautiful decorations that were made this summer for the "Ocean of Possibilities" theme, and Chair Chen complimented the creativity of the teen volunteers. Flyers/Articles/Posters/Attachments: Board members reviewed the flyers provided. Chair Chen asked whether the KidStrong program would be free. Interim Director Alba confirmed that the program would be free and noted that the event also provides advertising exposure for the local business. Featured Historical Photo: Arcadians Beat the Heat: Photo was reviewed by Board members. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of June 18, 2026 Recommended action: Approve The motion to accept the Minutes of June 18, 2026, as amended was moved by Chair Chen, seconded by Chair Pro-Tempore Ansell, and carried on a unanimous voice vote. AYES: Chair Chen, Chair Pro-Tempore Ansell, Trustees Chang, Delphey, Renfrew NOES: None ABSENT: None A motion was made by Trustee Renfrew to excuse Chair Chen from the September 17, 2026, meeting, was seconded by Trustee Delphey, and carried by a unanimous voice vote. ADJOURNMENT Chair Chen adjourned the meeting at 5:37pm p.m. to September 17, 2026, at 4:30 p.m. in the Conference Room of the Library, 20 W. Duarte Road, Arcadia. Appro� Hsiuchen Chen, Chair -&WWIP Samantha Alba, Sec tary Minutes prepared by: Steven Park