city of glendora agenda monday, june 18, 2012 board of

CITY OF GLENDORA AGENDA

MONDAY, JUNE 18, 2012 BOARD OF LIBRARY TRUSTEES

REGULAR MEETING 7:00 PM

CITY COUNCIL CHAMBERS 116 East Foothill Blvd, Glendora

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Helen Storland, President Bill Robinett, Vice President

Tricia Gomer, Board Member Mike Conway, Board Member Debbie Deal, Board Member

Robin Weed-Brown (Library Director) - Secretary

PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEETING IS IN PROGRESS PUBLIC COMMENT AMERICANS WITH DISABILITIES ACT

The public is encouraged to address the Board on any matter posted on the agenda or on any other matter within its jurisdiction. If you wish to address the Board, you may do so during the PUBLIC COMMENT period noted on the agenda. Each person is allowed three (3) minutes speaking time.

Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The Board may direct staff to investigate and/or schedule certain matters for consideration at a future Board meeting.

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact Library Administrative Assistant, (626) 852-4891 no later than 72 hours prior to the meeting (28 CFR 34.102. 104 ADA TITLE II)

PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing and inspection at City Hall, during regular business hours, Glendora Public Library and on the City's website www. ci.glendora. ca. us. For further information regarding agenda items, please contact the Glendora Library at (626) 852-4891.

DOCUMENTS DISTRIBUTED FOLLOWING THE POSTING OF THE AGENDA

Any writing that relates to an agenda item for an open session that is distributed within 72 hours of the meeting is available for public inspection at the Glendora Library, 140 S. Glendora Avenue, Glendora.

AGENDA

REGULAR MEETING of the

CITY OF GLENDORA

BOARD OF LIBRARY TRUSTEES

MONDAY, JUNE 18, 2012 CITY COUNCIL CHAMBERS , 116 East Foothill Blvd, Glendora

7:00 PM REGULAR MEETING

PRELIMINARY BUSINESS

CALL TO ORDER

ROLL CALL

SPECIAL ITEMS

Presentation of paperweight to Library Board Trustee Bill Robinett for his 3 years of service on the Library Board

Presentation of gavel plaque to Library Board Trustee Mike Conway for his 6 years of service on the Library Board, and for serving as Library Board President from 2008 to 2009

PUBLIC COMMENT

Three (3) Minute speaking time limit Public Comments cards are on the counter in the lobby.

Public comment shall conform to the protocol established in City Council Resolution No. 04-17/CRA Resolution No. 07-003, the highlights of which are listed below: Any person may request to address the Board by submitting to the Board Secretary a Speakers Request form asking to address the Board and stating the topic to be addressed. Speakers Request forms shall be available throughout the meeting.

Under the agenda item "Public Comment", the President may recognize any person desiring to address the Board concerning any subsequent item calendared for action or discussion at that meeting or on any matter within the jurisdiction of the Board. Public comment may also be given when an item is scheduled for consideration. Comments on Consent Calendar items should be made during the Public Comment Period. The Public Comment Period is limited to 30 minutes. Each speaker shall be limited to three minutes unless, upon motion, such time is extended by the President.

Any person given permission to address the Board shall advance to the rostrum and state his/her name and the subject matter he/she wishes to discuss. All remarks shall be addressed to the Board as a body and not to any member thereof. No question shall be asked of a Board Member or a member of the staff, except through the presiding officer.

Board of Library Trustees June 18, 2012 Faze 2

REORDERING OF AND ADDITIONS TO THE AGENDA - (Action: President request motion to adopt agenda as presented)

CONSENT CALENDAR

Items on the Consent Calendar will be enacted by one motion without individual discussion. There will be no separate discussion of these items unless a member of the Board requests specific item(s) be removed from the Consent Calendar for separate action. Items removed from the Consent Calendar will be considered after the regular items. Anyone wishing to address a Consent Calendar item should do so during the Public Comment Period.

1. Minutes of meeting of May 21, 2012

Library Board to review and approve minutes of Library Board meeting of May 21, 2012

STAFF RECOMMENDATION: Approve the following Library Board minutes as presented: May 21, 2012

REPORT OF LIBRARY DIRECTOR (Informational)

2. Presentation of the report of the Library Director

Library Director Weed-Brown to present her report

STAFF RECOMMENDATION: Receive and file

UNFINISHED BUSINESS

3. Self-evaluation of Library Board

President Storland to present annual evaluation document to Library Board for approval

STAFF RECOMMENDATION: Library Board to conclude the process of annual evaluation and send final document to City Council to receive and file

4. Planning for Annual Joint Meeting with City Council

President Storland to lead continued discussion to plan for annual State of the Library address. Weed-Brown to share ideas on possible PowerPoint presentation

STAFF RECOMMENDATION: Library Board to continue discussion on possible talking points and to provide further direction to staff

NEW BUSINESS

5. Library Board Goals for FY 2012/2013

President Storland to lead discussion on establishing Board goals for FY 2012/2013

STAFF RECOMMENDATION: Library Board to start discussion on possible Board goals for FY 2012/2013

Board of Library Trustees June 18, 2012 Page 3

6. Orientation Planning for incoming Library Board Trustees

President Storland to lead discussion on planning the orientation for new Library Board members

STAFF RECOMMENDATION: Library Board to start discussion on orientation plan

7. Library Events Calendar

A calendar of library or significant community events that include library staff participation. All or some Board members might choose to participate; no action is required

STAFF RECOMMENDATION: Receive and file

BOARD MEMBER ITEMS

8. Agenda Planning Calendar (no action will be taken on any item brought up at this time)

Plans for future meetings in FY 12/13 to be considered and calendared

9. Board member items and announcements (no action will be taken on any item brought up at this time)

CLOSED SESSION

10. Closed Session - Public Employee Performance Evaluation (pursuant to Government Code §54957) Title: Library Director

ADJOURNMENT

I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing agenda was posted on the City Hall bulletin board at 116 E. Foothill Boulevard not less than 72 hours prior to the meeting in accordance with Government Code Section 54954.2. Dated this 14th day of June, 2012 .

Elke Cathel Management Analyst

Item #1. Page 1

Minutes

CITY OF GLENDORA

LIBRARY BOARD OF TRUSTEES — Regular Meeting

Library-Bidwell Forum May 21, 2012 140 South Glendora Ave, Glendora CA 91741 7:00 p.m.

CALL MEETING TO ORDER

The Regular Meeting of the Glendora Library Board of Trustees was called to order at 7:05 p.m. by President Storland.

ROLL CALL

Board Members Present: Helen Storland, Tricia Gomer, Debbie Deal, Mike Conway, Bill Robinett

Board Members Absent: None

Staff Members Present: Robin Weed-Brown, Library Director; Elke Cathel, Management Analyst;

SPECIAL ITEMS - None

PUBLIC COMMENT

President Storland opened the Public Comment Period. As there was no one wishing to speak, President Storland closed the Public Comment Period.

REORDERING OF AND ADDITIONS TO THE AGENDA

It was MSC (Robinett/Conway) to adopt the Library Board meeting agenda for May 21, 2012 as presented. The motion carried 5 - 0 as follows: AYES: Storland, Gomer, Conway, Deal, Robinett; NOES: None; ABSENT: None; ABSTAIN: None.

CONSENT CALENDAR

1. Board of Library Trustees Minutes of meeting of April 16, 2012

It was MSC (Deal/Gomer) to approve item (1) on the consent calendar, minutes of the meeting of April 16, 2012. The motion carried 5 - 0 as follows: AYES: Storland, Gomer, Conway, Deal, Robinett; NOES: None; ABSENT: None; ABSTAIN: None.

Page 1 of 4 05-21-12 Board meeting minutes

Meeting Date 6/18/2012 / Packet Page -1-

Item #1. Page 2

REPORT OF LIBRARY DIRECTOR

2. Presentation of the report of the Library Director

Weed-Brown stated that the month-long Shepherd's Pantry food drive was very successful. She proposed that the Library remain a permanent drop off location for Shepherd's Pantry. Staff at Shepherd's Pantry has agreed to pick up any donations from the Library. Discussion followed and the Board members expressed their support for this proposal. Trustee Gomer suggested combining the food drive with Summer Reading Club or other library events.

Weed-Brown reported that Children's Librarian Gail Jebbia's last day was May 19, 2012. Jebbia, whose position was proposed to be eliminated in FY 12/13, was offered a job at Monrovia Public Library.

Weed-Brown reported that Susan Nock, Children's Library Aide V, is retiring tomorrow. One Library Technician will be transferred to the Children's room, but staffing in the Children's room will be challenging, especially during the busy summer. Weed-Brown stated that any adult volunteer help would be greatly appreciated in the Children's room.

Weed-Brown reminded the Board that the Glendora Woman's Club will be recognized at tomorrow's City Council meeting. The Library's RFID proposal is also on tomorrow's Council agenda. Storland, Gomer and Deal confirmed that they will be attending tomorrow's City Council meeting.

Weed-Brown reported that the Eatable Book Contest and Ice Cream Social on May 19, 2012 went well. The cake entries were very impressive. Members of the Society for Calligraphy donated approximately $50 to the Library. This money was collected from people for having special bookmarks created. Gomer suggested asking the Calligraphy Society to come back around Christmas time, so people could purchase the unique bookmarks for stocking stuffers. Weed-Brown shared a suggestion to have the eatable book contest as a kick off to next year's Summer Reading Club.

Weed-Brown stated that City Council decided to delay appointing for City Boards and Commissions until after June 30. This will give people serving on the committees and commissions being eliminated an opportunity to apply for other appointments. Conway asked Weed-Brown to check on the possibility to extend his and Robinett's term until new Board members are appointed. Weed-Brown said she will check with the City Clerk.

Weed-Brown stated that currently there are two applications for the Library Board.

The Board discussed the article on e-readers, included in the Board packet.



Item #1. Page 3

UNFINISHED BUSINESS

3. Planning for Annual Joint Meeting with City Council

Weed-Brown stated that no response has been received to the letter sent to City Council on March 20, 2012. She suggested sending another letter. Following discussion, the Board agreed to send another letter with a requested meeting date of June 26, 2012. It was noted that Trustee Gomer will not be able to attend on that date, as she will be out of town.

Weed-Brown stated that she will start working on a short PowerPoint presentation.

4. Self-evaluation of Library Board

President Storland collected the Trustees' self-evaluations. Storland stated that she will have the compiled document for the Trustees to review at next month's meeting. Conway and Robinett agreed that the Library Board has worked hard this fiscal year.

NEW BUSINESS

5. Adoption of Changes to the Library's Circulation Policy (Library Administrative Policy 3.03)

Weed-Brown reviewed the current and proposed loan periods with the Board. She explained that with the recent budget cuts, less library material is available and many library materials have very long waiting lists. In order to properly manage the available inventory and reduce waiting time for patrons, staff recommends changing the loan periods.

In response to a question, Weed-Brown explained that once the Board approves these changes, staff will start working on the PR. Weed-Brown pointed out that these proposed changes, along with the approved changes to the fines and fees schedule, would be effective July 1, 2012.

It was MSC (Robinett/Deal) to approve the Library's Circulation Policy (Library Administrative Policy 3.03) as presented. The motion carried 5 - 0 as follows: AYES:

Storland, Gomer, Conway, Deal, Robinett; NOES: None; ABSENT: None; ABSTAIN: None.

6. Library Events Calendar

The Library Board reviewed the events calendar. Weed-Brown pointed out that the Library will be closed for Memorial Day. There will be one more speaker from JPL in June. Summer Reading Club begins soon. There is a new Storytime schedule for the summer. Due to reduced staffing and the summer events, the Monday night PJ Storytime and the Tuesday Storytime are being suspended.



Item #1. Page 4

Weed-Brown stated that Romero is working on a program for the Historical Society as part of the "California Reads" grant. This program is scheduled to take place in the fall.

BOARD MEMBER ITEMS

7. Agenda Planning Calendar

The Board reviewed the agenda planning calendar. It was pointed out that the June meeting will be Mike Conway's and Bill Robinett's last meeting. Trustee Deal stated that she will be present at the June meeting; she will not be out of town as originally anticipated.

8. Board member items and announcements

Robinett stated that he truly enjoyed serving on the Library Board. He explained that he decided not to reapply for a second term for personal reasons and his strong objection and frustration with the Library being classified as a second class department within the city organization, not legally mandated and of less importance than Police or Public Works. Robinett stated that quality of life is very important in Glendora.

CLOSED SESSION

9. Closed Session — Public Employee Performance Evaluation (pursuant to Government Code §54957) Title: Library Director

President Storland read the following closed session title into the record: Public Employee Performance Evaluation (pursuant to Government Code §54957); Title: Library Director

President Storland recessed the meeting to closed session at 8:51 p.m.

RECONVENE OPEN SESSION AND ANNOUNCE ANY ACTION TAKEN

President Storland reconvened the meeting into open session at 9:01 p.m. Storland reported that no reportable action was taken.

ADJOURNMENT

There being no further business, the meeting adjourned at 9:02 p.m. Respectfully Submitted,

Robin Weed-Brown, Library Director *The above minutes are subject to the Library Board's additions or corrections and final approval.



Item #2. Page 1

6414pORA PUBLIC LIBRA R).

Glendora Public Library Board of Trustees Agenda Item Report

INFORMATION. INSPIRATION IMAGINATION

To: Board of Library Trustees

From: Library Director

CC: City Manager

Date: June 18, 2012

Re: Report from the Library Director

The Library's request for funding for a Radio Frequency Identification (RFID) system was approved by the City Council at their May 22, 2012 meeting. The purchase order has been sent out. Work on the modifications to the circulation office has begun.

At that same meeting, the Glendora Woman's Club (GWC) was recognized by City Council for their founding of the Glendora Public Library 100 years ago. GWC also gave a $5,000 donation to the Friends Foundation that night. It was a nice wrap-up to the previous weekend's celebration of the GWC. The "Book Eating" contest had some very creative entries. The GWC was recognized by legislators. The Society for Calligraphers was on hand making personalized bookmarks for attendees. Craig Gill was there filming and photographing the event for a segment of Go Glendora! this summer.

We also said good-bye in May to two excellent staff members: Gail Jebbia and Susan Nock. Both women worked in Youth Services, Gail as a Librarian II and Susan as a Library Aide V. Gail is now working at Monrovia Public Library and Susan is retired.

The departures of Gail and Susan with Summer Reading Clubs (SRC) on the immediate horizon made for some quick shuffling of staff and assignments to compensate. Caroline Hernandez, Library Technician, is now working in the Children's room. We were also able to slightly increase Rebecca Simjian's part time librarian hours as well. Both paid off when SRC started on June 11. In the first open hour, 136 children and 22 teens had signed up! Add to that an influx of 120 SRC youth volunteers and you have a busy kick-off to a summer of reading fun.

Nancy Connard has finished the mural on the ramp up into the children's room. It is a wonderful addition and gift she has given us. Take a moment to stop by and see it.

I have been asked to be on the Board of Directors for the Glendora Rotary Club starting in July. This will add at least one more meeting a month, and probably more, as I step into this new role.

It has been an honor and a privilege to work with Mike Conway and Bill Robinett for the past six and three years respectively. Their contributions to the Library Board and Library have helped move us through some tough times. I will miss your counsel.

Next Meeting: Regular Board Meeting: July 16, 2012 @ 7:00 p.m. in City Council Chambers

Page 1 of 1


0RA PUBLIC UBRA ).

Item #2. Page 3

Division Monthly Reports

To: Robin Weed-Brown

From: Cindy Romero, Janet Stone, Carlos Baffigo, Sherry Heinrich

Date: May 2012

Public Services

Children's- Cindy Romero

Date Event/outreach # of participants

5/7-5/12/2012 Children's Book Week Crafts 101

5/2/2012 Whitcomb preschool storytime 25

5/9/2012 Library tour-FCS kindergarten 16

5/9/2012 Community Preschool 29

5/8/2012 Community Preschool 29

5/7/2012 Daisy Scout Tour 24

5/3/2012 Council PTA 25

5/16/2012 United Methodist Preschool Tour 39

5/15/2012 Sandburg Middle School Career Day 63

5/22/2012 COUSD Parent Academy 38

5/23/2012 Books for Babies-class discussion 18

5/24/2012 FCS 2nd grade tour 61

5/30/2012 La Fetra 1st grade tour 86

5/30/2012 Citrus College Children's Lit Class 21

5/31/2012 Sellers 3rd grade tour 31

5/31/2012 Cullen 1st and 5th grade tour 67

Total Number of Participants 673

Youth Services has been busy gearing up for Summer Reading Club, adjusting to a new staffing structure as we said goodbye to Gail and Susan, and keeping the Statewide Read program moving forward.

Page 1 of 5 May 2012 Department Monthly Report


Item #2. Page 4

This month began with a variety of classes coming to the library during their final weeks of school for a tour and SRC information. Staff also made their regular visits to the local Head Start and Community Preschools. In addition to the tours that were hosted here at the

library, Cindy made the following visits: to Citrus College to discuss currents trends in Children's Literature with one of their Children's Lit classes; to Sierra High School and Azusa Public Library, as Glendora Library participated in the Books for Babies program that includes the Glendora Unified School District's teen parents; and a visit to Washington Elementary School to participate in a Parent Academy, giving parents information on how important reading is during the summer, and providing them with our SRC information. Cindy also had an opportunity to participate in Sandburg Middle School's career day. It was wonderful to

interact with the students in several small groups and have a chance to answer their questions about the library and librarianship.

Back at home, staff has been making the final preparations for SRC to begin on June 11 th . We interviewed all new volunteers, and held 4 training sessions during the beginning of June. We have 115 volunteers ready to help out this summer.

Summer Reading Club will look a little different this year. We have re-designed the reading

program in accordance with feedback we received from local area teachers regarding the needs of the students during the summer. Children will be asked to read for at least 20

minutes per day, but they are encouraged to read as much as they want. Each week, they will come to the library to report to our volunteers on the reading they have completed and

play a game. They will receive a prize each week. Additionally, there are 3 reward levels in the program this year. After completing 5 hours of reading, the children will receive a moon on which to write their name. This moon will be placed in the children's room. After an additional 10 hours of reading, they will receive a planet on which to write their name, as well as a backpack. After a total of 40 hours of reading, their picture will be taken for the

Super Star Reader Wall located behind the children's desk. All children will receive a free book for signing up. The teen club is structured similarly to the children's club, but teens will be reporting by page numbers.

Programming this year will focus on smaller programs in the Friends Room, staffed by volunteers. Every afternoon from 1-4 p.m., the Friends Room will be a hub of activity. We will have Lego-Mondays, Puzzler-Tuesdays, Writing Wednesdays, Craft Thursdays, Big-Game Fridays and Family Saturdays.

With so many preparations to do, Caroline Hernandez has been an enormous help to Cindy. She has really stepped up to the plate in the Children's Room and is looking forward to a fun-

filled summer.



Item #2. Page 5

Cindy will be at the Board meeting and will be able to answer any questions, as well as report on registration numbers from the first week.

Adult — Janet Stone

Date Event/outreach # of participants

5/4 - 5/5/2012 League of Women Voters - eistration drive

20

5/12/2012 Opera Talks — La Boheme 24

5/14/2012 Coordinating Council 31

5/14/2012 Books Alive! —A Walk in the Woods 7

5/21/2012 Coordinating Council Board 12


Janet joined Carlos and Cindy in a meeting with our major book distributor, exploring ways

in which it can automate and/or assist with our selection of materials for the Library's shelves. Later, Janet and Cindy met with a rep from a competing company — and already the comparison of the two has pointed up new ways to make the most of these kinds of services.

Sandy wrapped up her representation of the Library at Glendora Historical Society meetings. With upcoming staffing changes, we will try to find other ways of maintaining our valuable connection with this cultural and informational resource.

Various Adult Services staff sat in on SRC volunteer training sessions, getting the official scoop on expectations regarding procedures, attire, duties, and much more.

Gaetano, Sandy, Suzette, and Janet joined Carlos to begin looking at different types of books and audio/visual materials in light of radio-frequency identification (RFID) tag/label placement. Afterwards, we gathered in the Reference office to look at different types of shelves and desks in light of Public Services staff member placement (as Suzette and Caroline will be joining the northernmost office area next fiscal year).

Janet took part in the annual Board installation of Coordinating Council, taking the mantle of 1st Vice President -- Programs, 2012-2013.



Item #2. Page 6

Support Services — Carlos Baffigo

The library's RFID project was approved by City Council on May 22 nd and awarded to

EnvisionWare. Implementation will begin immediately with building modifications and

upgrades to accommodate the new equipment.

Preparations and training are being conducted in anticipation of the upcoming staff changes

in Support services. Library Technician Caroline Hernandez will be transferred to Youth

Services and Librarian I Suzette Farmer is expected to go part-time.

Library Technician Daisy Fregoso is on leave until June 20 th .

Facility:

The new dumpster enclosure was completed and the dumpsters were moved as part of the

emergency generator installation project. Installation of the new generators will commence

in mid-June.

Circulation:

Flyers were distributed to visitors and e-mails were sent (approx. 16,000) to the patron

database notifying customers of the policy changes effective July 1 st .

Development & Educational Services — Sherry Heinrich

Date Community Outreach # of participants

5/3/2012 Outreach to Expectant Parents with Miss

Bonnie at Foothill Presbyterian Hospital 42


During May, we served six homebound clients. 63 adults worked 437 volunteer hours. We

also continued to produce publications for the community newspapers.

The Wynn Grant application was completed and mailed.

The Foundation helped celebrate the 100 th anniversary of the Glendora Woman's Club gift of

the public library to the City of Glendora with a presentation, ice cream social and "Eatable

Book Contest."



Item #2. Page 7

Invitations have been mailed as we prepare for Night on the Plaza, our annual fundraiser held in July.

Glendora Reads! Adult literacy program has 35 active tutoring pairs as of April 30, 2012. To

date, 47 students have been served since July 1 st. Mary Pat held a tutor training class and 11 prospective tutors attended.



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Item #2. Page 11

May/June 2012 Events

Eatable Book Contest & Ice Cream Social May 19, 2012

Pictured to the right and below are members of the Society of Calligraphy,

creating one-of-a-kind bookmarks

Cake and ice cream being served in front of the

Glendora Library May 19, 2012

Meeting Date 6/18/2012 Packet Page -15-

Patrons enjoying cake and ice cream

May 19, 2012

Glendora Woman's Club being recognized for their gift of a public library 100 years ago. Pictured are (left to right):

Helen Storland, Library Board President; Sue Bauer, GWC

President; Robin Weed-Brown, Library Director May 19, 2012

Presentation of a plaque to the Glendora Woman's Club.

Pictured are (left to right): Library Director Robin Weed-

Brown, Library Board President Helen Storland, GWC President

Sue Bauer, City Council Member Judy Nelson

May 22, 2012

Item #2. Page 12

May/June 2012...continued

Meeting Date 6/1812012 1 Packet Page - 16-

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Glendora Woman's Club presenting a $5000 donation to

the Glendora Public Library May 22, 2012

Books donated to the Glendora Library by the East San Gabriel

Valley Republican Women Federated May 2012

Item #2. Page 13

May/June 2012 Events...continued

La Fetra tour to the Library-May 2012

Meeting Date 6/18/2012 Packet Page - 17-

Item #2. Page 14


Eatable Book Contest Entries & Winners:

Alison Lawrence-Youth/Teen Category

Travis Gray-Youth/Teen Category

Best in Category & People's Choice

Best reflects title of Book

Karina Gray-Youth/Teen Category

Most Whimsical

Mihir Anand - Youth/Teen Category

Most Delectably Appetizing

Meeting Date 6/18 ,2012 Packet Page -18-

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Vitz Family-Family Category Most Whimsical

America's Christian Credit Union -Adult

Category

Best Book Structure

Item #2. Page 15



Gray Family-Family Category

Turunen Family-Family Category Most Delectably Appetizing

Best in Category

Meeting Date 6/18/2012 1 Packet Page -19-

Caroline Hernandez-Adult Category Most Whimsical

The Cake Mamas-Professional Entry Grand Winner

Maria Rice-Professional Entry Grand Winner

Item #2. Page 16




Librarian Gail Jebbia being recognized for 21 merit coupons

May 2012

Senior Librarian Janet Stone being

recognized for 20 merit coupons

May 2012

Library Director Robin Weed-Brown being

recognized for 5 merit coupons

May 2012

Item #2. Page 17


Meeting Date 6/18/2012 1 Packet Page -21 -

Item #3. Page 1

Glendora Public Library 140 S. Glendora Ave. Glendora, CA 91741 (626) 852-4891 [email protected]


From: Robin Weed-Brown, Library Director

Date: June 18, 2012

Re: Agenda Item # 3: Self-evaluation of the Board

Recommendation: It is recommended that the Board continue the process of self- evaluation. President Storland to lead discussion.

Background: In April of each year, the Library Board begins the process of self-evaluation.

Past practices have followed this procedure: ✓ Each board member writes up an evaluation of the Board in relationship to the goals that were

established for this fiscal year ✓ Reports are then turned into the President at the May meeting;

• The President then creates a single document, incorporating members' comments; • At the June board meeting, the President presents the evaluation to the members for approval; • The document is then forwarded on to the City Council for their information once finalized.

• Page 1


Item #4. Page 1

.4pORA PUBLIC LIBRA0

111 INFORMATION. INSPIRATION

IMAGINATION




Date: June 18, 2012

Re: Agenda Item # 4: Planning for annual joint meeting with City Council

Recommendation:

President Storland to lead the discussion on planning for the annual joint meeting with the City Council.

Background:

Annually the Library Board plans for a meeting with the City Council. Past meetings have focused on a variety of items from building the children's room expansion to an overall update on the 'state of the library.' Last year staff prepared a PowerPoint presentation that reviewed the strategic planning process that staff went through as well as other library highlights.

The City Council has responded to the Board's request to meet through the City Manager. Mr. Jeffers has indicated that the date suggested, June 26, will not work due to budget and other considerations that are planned to occur at that June meeting. A counter suggestion of either of the July council meetings, July 10 or 24, was offered. Also offered was the option to submit a written annual report, as do the Chamber of Commerce and Business Improvement District. The State Code states we have until August 30 th to accomplish our meeting with council.

I have worked on a couple of different PowerPoint presentations for the Board to consider should you still wish to move in that direction. Should the Board decide to submit a written report, I would be happy to work on that with the Board, or a sub-committee, as well.

■ Page 1

Meeting Date 6/18/2012 i Packet Page -25-

Item #5. Page 1

opORA PUBLIC UBRAR).




Date: June 18, 2012

Re: Agenda Item # 5: Board of Library Trustees Goals for FY 12-13

Recommendation: It is recommended that the board begin the process of establishing goals for FY 12-13.

Background: Annually the Library Board establishes goals for itself in the first few months of the new fiscal year. To assist in that process, a copy of the "Role of the Glendora Library Board of Trustees" document and a copy of FY 11-12 goals are attached.

The President will lead the discussion on establishing new goals. The board should create and adopt new goals. If additional time is needed, the President shall direct staff accordingly.

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• - A Lg. .— . • • tv

Robin Weed-Brown, Library Director Helen Storland, President

Item #5. Page 3

Library Board of Trustees Goals For FY 2011-2012

•■••.•■•••••■••••••1111

Goals:

1. The Library Board of Trustees will serve as active administrators and visible advocates and ambassadors of the library for the Glendora community.

2. Each Board member will support library services and programs through proinotion of the library to the community and attendance at events. Feedback gathered from direct interaction with the community will be submitted to the Library Director for use in evaluating current and future library services and programs. (Role(s): 1,2,3)*

3. Participate in library programs, professional associations and other activities to keep informed of and evaluate new trends, concepts and ideas to meet the changing needs of the community. (Role(s):1)*

4. Foster and maintain open communication with both the city management and city council through formal (e.g., annual meeting with City Council) and informal (e.g., one-on-one interaction) means. (Role(s): 8)*

5. Monitor library statistics, monthly and quarterly, to assess impacts of reduced budget and hours on the community's ability to access and utilize their library's services and resources. Trends identified will assist in making appropriate administrative decisions when fiscal conditions improve. (Role(s): 1,2,3)*

6. Support the Library Director and staff in accomplishing library-wide goals as outlined in the budget. (Role(s): 5)*

7. Advocate for fair and equitable compensation for the purpose of recruiting and retaining high quality library staff. (Role(s): 6)*

Approved and adopted this 19th day of September, 2011.

Ayes: 5

City of Glendora Library Board of Trustees

Noes: C

Absent:


Item #5. Page 5

ROLE OF THE GLENDORA LIBRARY BOARD OF TRUSTEES

Members of the Glendora Library Board of Trustees are appointed by the City Council. As representatives of the community, the Board provides strategic leadership for developing and implementing the mission, values and vision of the Glendora Public Library. The Board ensures that the community's investment results in library services that are responsive and of the highest quality.

Roles & Responsibilities of the Board of Trustees

Role 1: Sets the mission, values and long term vision of the library

Responsibilities:

• Annually, validates and modifies or ratifies the mission, values and vision as stated in the library's strategic plan.

• Establishes annual objectives to achieve the mission, values & vision. • Listens to constituents representing diverse views, including those of complementary

community institutions and organizations, and coordinates the library's mission with that of other organizations to see that they culminate in the desired community outcomes.

• Participates in library programs, professional associations and other activities to keep informed of and evaluate new trends, concepts and ideas to meet the changing needs of the community.

Role 2: Adopts policies which set the direction of the library and result in timely services and programs that meet the needs and expectations of the city's residents

Responsibilities: • Sets criteria for the evaluation of the performance of the Board's directives. • Periodically reviews and correlates policies to the mission, values and vision of the library.

Role 3: Actively promotes library services within the community

Responsibilities • Serves as advocate for the library before the greater community. • Networks with other community organizations. • Cultivates civic and political support for library programs. • Individual board members attend public events to represent the library.

Role 4: Constantly monitors progress on the Board's long range vision and annual obiectives

Responsibilities: • Reviews data to evaluate the performance of Board set criteria.

Page 1 of 2 Meeting Date 6/18/2012 / Packet Page -31-

Item #5. Page 6

Role 5: Reviews the director's performance in achieving the Board's direction and implementing Board policy

Responsibilities: • Establishes a process for review. • Annually conducts a formal review.

Role 6: Adopts financial goals and priorities for the library

Responsibilities: • Reviews and endorses annual budget recommendations to the City.

• Provides liaison representation to the Friends Foundation. • Accepts and administers trusts, endowments, bequests and gifts made directly to the library.

Role 7: Orients new Board members to the perspectives of the Board and the values of the library

Responsibilities: • Establishes a mentoring program with established Board members. • Provides an overview of the role of the Board and how meetings are conducted by the Board

President. • Vice President provides Board orientation and review of Library strategic plan.

Role 8: Encourages and supports the Library Director and staff as they implement Board policy

Responsibilities: • Serves as buffer between public sentiment and professional library management. • Serves as protector of the library's neutrality from the political system. • Maintains open-mindedness and supports long-term policy over and above personal

conviction.

Approved and adopted this 20th day of September, 2010

Ayes:

Noes:

Absent:

City of Glendora Library Board of Trustees

Attest LIDO Robin Weed-Brown, Library Director Debb Deal, President

Page 2 of 2 Meeting Date 6/18/2012 / Packet Page -32-

Item #6. Page 1

tApORA PUBLIC LIB 444





Date: June 18, 2012

Re: Agenda Item # 6: Orientation Planning for Incoming Library Trustees

Recommendation: Review orientation steps.

Background: It has been three years since the Board oriented then-new Trustee Robinett. In preparation for two new trustees next fiscal year, it is recommended that the Board review orientation steps and revise as needed. It would be helpful to hear from Trustee Robinett about what he felt was helpful or not during his orientation so that staff can make the experience as relevant as possible.

It is unclear at this point whether the new trustees will be appointed prior to the July 16, 2012 meeting. There may be time at the July Board meeting to discuss further should the Board wish to do so.

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Item #6. Page 3

About the Library Board of Trustees

❖ Role, Bylaws and Goals Administrative Board

Meetings: agenda and participation style

❖ Responsibilities • Set mission, values, vision

• Adopt policies for service

• Review policies

• Actively promote library services to the community

• Time expectations

• Adopt financial goals and priorities

• City

• Friends Foundation

• Encourage and support staff

• Review Director's performance

• Participate in annual establishment of Board goals and evaluation of Board

6/13/12


Item #6. Page 5

Regular Board Meetings

❖3rd Monday at 7:00 p.m.

Monday holidays in January and February require date to

th be moved to 4 Monday*

❖City Council Chambers

❖Bring agenda packet

pick up at library Thursday p.m. before meetings; you

will be called when ready

policy notebook may be kept at library

❖FY 12/13 meetings:

July 16, 2012; August 20, 2012; September 17, 2012;

October 15, 2012; November 19, 2012; December 17,

2012; *January 28, 2013; *February 25, 2013; March 18,

2013; April 15, 2013; May 20, 2013; June 17, 2013;

❖Questions to Elke: 626/852- 4895 or Robin: 626/852- 4892


Item #6. Page 7

Four Steps to Welcoming a New Board Member

STEP ONE: Tour/Introductions Before their first meeting, Board President, Vice President and/or Library Director gives new board member a tour. President makes appt to review Handbook p. 3-4: About the Board.

STEP TWO: First Meeting President provides verbal introduction. Distributes a resume or biography of the new member. Each board member gives a self introduction. VP & Director make appts to review Handbook sections.

STEP THREE: After the Meeting Vice President calls the new member the day after the meeting. Finds out reactions to the meeting. Discusses ways the new member can be involved. Makes a personal connection.

STEP FOUR: After the third meeting Vice President to call the new member and meet to discuss. What would the new member like to learn? Who would s/he like to meet? What experiences would s/he like to have?

06/13/12 Page 2


Item #7. Page 1 PUBUC LIBRA

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Glendora Public Library Events www.glendoralibrarv.org

June 2012 02 Super 7 Day Sale in the Library — main floor 11 Summer Reading Club begins — Dream Big, Read @ the Glendora Public Library 18 7 p.m. Library Board meeting — Council Chambers 19 10:30 a.m. & 2 p.m. Great Scott the Glad Scientist — Bidwell Forum 23 2 p.m. The Cassini Mission to Saturn- presented by JPL Speakers Bureau-Bidwell Forum 27 5:30 p.m. Novel Idea Book Discussion; Tortilla Curtain by T.C. Boyle — Friends Room 29 6:30 p.m. Cipher & Code Night for Teens in grades 6-12-after hours event-main floor

July 2012 04 Library closed — Independence Day 07 Super 7 Day Sale in the Library — main floor 09 7 p.m. Books Alive! Right Ho, Jeeves by P.G. Wodehouse — main floor 10 10:30 a.m. & 2 p.m. Swazzle Puppeteers — Bidwell Forum 14 6:30 p.m. Night on the Plaza Goes to Rio — Library Plaza 18 3 p.m. Teen Summer Reading Club: Great Egg Drop — Bidwell Forum 18 7 p.m. Library Board meeting — Council Chambers 24 10:30 a.m. & 2 p.m. Wildlife Animal Co. — Bidwell Forum 28 1 p.m. — 3 p.m. End of Summer Reading Club Party — Bidwell Forum 30 3:30 p.m. Youth Volunteer Recognition — by invitation only — Bidwell Forum

Drop in...there's always something going on @ the library:

Programs will take place June 11 to July 28 in the Friends Room from 1:00 pm-4:00 pm

Lego-Mondays: Test your building powers as you create a world of Legos

Puzzler-Tuesdays: Challenge your mind with puzzles for all ages Writing-Wednesdays: Create your own unique stories; writers of all ages

Craft-Thursdays: Let your imagination run wild with afternoon crafts

Big Game-Fridays: Enjoy games of giant chess, checkers, or Jenga

Family-Saturdays: Challenge your friends and family to a variety of games

Summer Storvtimes — Friends Room Monday @ 10:30 a.m.: Mother Goose Storytime (infants & toddlers)

Wednesday @ 10:30 a.m.: Preschool Storytime (ages 3-5) Saturday @ 10:30 a.m.: Grandparents & Books: reading fun for the whole family!

Community Outreach • Babies, Books and Bibs/Family Literacy Outreach, 1 st Thursday of every month

Foundation Executive Board Meeting • July 6, 2012 @ 7:00 a.m. Library — Main Floor

Foundation Quarterly Board Meeting • June 26, 2012 @ 7:00 a.m. Library — Bidwell Forum


Item #8. Page 1

0.011;0014A PUBLIC LIBRA4). Glendora Public Library Board of Trustees

Agenda Item Report




Date: June 18, 2012

Re: Agenda Item #8: Agenda Planning Calendar FY 12/13

Recommendation: Review the draft agenda calendar for next fiscal year. Direct staff to include any additional topics that the board wishes to address next year.

Background: In June of each year the Board is presented with a draft agenda calendar for the upcoming fiscal year to review. The items on the calendar are covered annually. Please advise staff if there are additional items that the board wishes to agendize at this time.

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Glendora Public Library Board Agenda Planning Calendar

FY 12-13 Draft

Item #8. Page 3

July 16

February 25

March 18

April 15

May 20

June 17

Quarterly report on Library Trust Fund

(Adjusted for MLK Day); Staff appreciation; Mid-year review of library goals; Mid-year budget report; Full statistics report

(Adjusted for President's Day); Friends Foundation funding staff requests for FY 13-14; CALTAC workshop attendance (workshop usually in March)

Bookmark contest judging; begin planning for annual joint meeting with city council; quarterly report on Library Trust Fund; Board vacancies

Review process of self-evaluation (include last Board evaluation & the Board's current goals); review process of evaluation of Library Director (include last evaluation); library goal planning for 13-14

Begin self-evaluation of the Board; begin evaluation of the Library Director- (possible closed session)

Agenda planning 13-14; Evaluation Lib Board (final); Library Board goal planning for next fiscal year; Orientation planning for new Board member; quarterly report on Library Trust Fund; Closed session: Evaluation of Library Director

August 20

September 17

October 15

November 19

December 17

January 28

Agenda Planning Calendar FY 12- 13


city of glendora agenda monday, june 18, 2012 board of

Documents