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Library trustees set April 15 volunteer appreciation event; organizers discuss program, food and logistics
Summary
The South Pasadena Library Board of Trustees finalized plans for a volunteer appreciation event on Tuesday, April 15, with logistics, honoraria and outreach discussed. Staff and trustees settled time, venue needs, a $50 per-person honorarium for performers and vendor/donation arrangements.
The City of South Pasadena Library Board of Trustees further developed plans for a volunteer appreciation event now scheduled for Tuesday, April 15, from 4:30 to 6 p.m. Trustees and staff discussed program details, refreshments, seating and outreach to volunteers.
Board members and staff said the library will offer light refreshments and mocktails; a local business, referenced in the meeting as Burden of Proof, has pledged donated mocktails. The board discussed offering a $50 honorarium per musician for a possible student string quartet; staff noted the performers will need to submit invoices and W-9 forms before receiving payment. Organizers planned to provide tubs and ice for chilled beverages and use the library’s back staff entrance for deliveries to reduce disruption.
The board estimated about 70 volunteers had submitted hours and that the invite list would include those volunteers plus broader volunteer contacts; staff said they had records from about 61 people who had submitted hours. Seating and table counts were discussed: staff reported access to roughly 10 cocktail tables and multiple round tables from city operations, and trustees debated mixing seated eight-person tables and standing cocktail tables to accommodate older volunteers.
On programming, trustees said they would invite the mayor and city council members, and possibly the city manager, to attend or speak. Trustees discussed a short speaking component similar to past events to recognize volunteers and show appreciation. The board also discussed simple interactive elements for attendees (fabric markers for tote bags, stickers, and name/book tags) and a slideshow of event photos to support a proclamation at a subsequent council meeting.
Organizers assigned follow-up tasks: staff will collect vendor quotes (catering/charcuterie options vs. in‑house preparation), finalize invitations and coordinate logistics including tablecloths, napkins and refrigeration for donated beverages. Volunteers on the board offered to assist with setup and transport on the day of the event.
The board closed the agenda item with direction to continue refining the program and to circulate a draft agenda and invite list before the next meeting.
