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07.20.2015 Library Board of Trustees Minutes - ApprovedCITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES Monday, July 20, 2015; 3:15 p.m. 1. Call to Order / Pledge of Allegiance (3:15pm) 1.1. Roll Call Present: Chair Nancy Collins, Vice Chair Steve Freeman, Trustees: Patti vanVoorst, Joyce Monsees, Marva Hitchcock Library Staff: Director Yolanda Moreno; Staff: Amy Harpster, Julie Eriksen 1.2. Approval of Meeting Minutes dated June 15, 2015 Motion: Freeman Second: vanVoorst Ayes: Collins, Monsees, Hitchcock 2. Library Director’s Report 2.1. Monthly Report 2.1.1 Lending Services Manager Linda Cundiff has accepted the position of Executive Director for the Orange Public Library Foundation. Ms. Cundiff’s last day (as a city employee) will be 7/30/2015. Deniss Sok will serve as Acting Lending Services Manager. 2.1.2 The Library Board will present books to the City Council (for Two Books, Two Cities program) at the 8/11/2015 council meeting. Trustee vanVoorst informed the Board that she will be out of town at that time and is sorry she won’t be able to participate. 2.1.3 Library staff is preparing for author C.J. Box’s book signing on 7/30/15 at 7pm; the library partnered with Book Carnival to present this program. 2.1.3 Director Moreno was informed that the Foundation raised $15,300 from “Raise Your Paddle” event that took place during their Gala in March. The Foundation would like to present the check at the 8/11/15 council meeting. Trustee vanVoorst asked how this amount compared to last year; Director Moreno stated she believed they received $11,700 last year – which went to Local History. This year the funds are earmarked for technology, staff is looking into purchasing a scanner (for the public), and possibly a new plotter. 2.2. Financial Report – This report is for the end of fiscal year 14/15; the library was right on track. 3. Board Reports 3.1. Report from Chair Collins – Chair Collins commented on the Barnes & Noble event, she didn’t feel the event was handled as well as it has been in the past. She stated that B&N never made any announcements during the time she was there and that there weren’t any flyers or information available for the public. She stated that when she went to purchase her items and informed staff she wanted OPL to receive their share, staff didn’t know how to do that. Trustee Hitchcock attended this event and suggested that staff also hold events downstairs and not just upstairs, which was the only place they were stationed. 3.2. Report from Orange Public Library Foundation Liaison – Chair Collins attended her first meeting as the liaison. She learned that the Foundation receives free office space and phone use here at the library. She also learned that most of the money the Foundation receives goes into an endowment. Director Moreno heard that Maxine Huber made a large donation through the Foundation (will eventually be around $600,000) and believes that $300,000 of that went into an endowment. Vice Chair Freeman asked who the beneficiary is of the endowment. Director Moreno did not know. Vice Chair Freeman asked if the Foundation was still officially committed to the City for the library building. Chair Collins stated that yes they were. Director Moreno informed the Board that the Foundation made a $4m commitment and brought in about $2m. She stated that the Foundation hasn’t made any contributions towards this commitment in several years and that she will discuss this at a later date with the Interim City Manager. Chair Collins asked the Trustees if they would like to assist the Foundation during the Street Fair event. The Foundation uses the library’s parking lot to raise funds by charging a parking fee. If anyone would like to work this event, she asked that they contact her directly. This event takes place over Labor Day weekend. 3.3. Report from Friends of the Library Liaison – Trustee Hitchcock reported that the Friends have five new volunteers that started this month at the bookstore. The Friends voted and agreed they will no longer accept VHS, magazines or cassette tapes. The next book sale is set for September 25 & 26; Mazda volunteers will assist. Friend’s staff continue to learn the new Volgistics tracking software for logging hours of service. They have started a new Facebook page called “Friends of the Orange Public Library.” 3.4. Reports from Trustees – none. 4. Old Business 4.1. Third of July Recap – Trustee vanVoorst noted that the attendance was lower than usual this year; the rest of the Board agreed. Chair Collins would like Ms. Eriksen to ask Community Services if their booth could be moved to the children’s area next year. Ms. Eriksen will check with Community Services. 4.2. Two Books, Two Cities update – as previously mentioned the trustees will present a set of books to each councilmember at the 8/11/15 council meeting. Programs are being finalized as well as flyers and other information. 4.3. Review and Adopt “Role of the Library Board of Trustees” – Director Moreno suggested the Board appoint two trustees to review the mission statements that were provided by the Trustees. Vice Chair Freeman and Trustee Hitchcock agreed to do this. They will prepare a few samples for the Board to review at the next meeting, and if ready, vote on it. 5. New Business 5.1. National Night Out (8/4/2015, begins at 5:30pm) – Library staff assisting that day is Kurt Keesling and Elizabeth Gutierrez; both can provide Spanish speaking assistance. The booth needs to be set up by 5:00pm. Chair Collins and Trustee Monsees stated they will work the event. Vice Chair Freeman would have to check his calendar, Trustee vanVoorst stated she had relatives visiting, but if needed she could help, and Trustee Hitchcock stated she would be there. These items were requested for the event: EZ-Up Tent, one prize wheel (the one that stands on the ground), lanterns, and flyers: library cards/applications, show your library card, fall activities. Chairs and tables will be provided by PD; Chair Collins will bring the EZ-Up. 5.2. Review Library Board Bylaws – the Board was directed to review the Bylaws and provide any comments to Ms. Eriksen. Motion: Freeman moved to carry over the Bylaws to the next meeting. Second: van Voorst Ayes: Collins, Monsees, Hitchcock 5.3. Approve & Adopt Changes to Policies: 5.4.1 Volunteer Services – Freeman suggested two minor word changes that the Board agreed to; he also suggested on #8, the word “employment” be added in front of “contract;” however, Director Moreno wanted to check with the City Attorney before making this change. Motion: Freeman – check with City Attorney and bring back to the next Board meeting for approval. Second: Hitchcock Ayes: Collins, vanVoorst, Monsees 5.4.2 Posting and Distribution of Information Motion: vanVoorst - approve with one minor word change. Second: Freeman Ayes: Collins, Monsees, Hitchcock 6. Library Happenings (all take place at OPL unless otherwise noted) 7/20 Manic Mondays: Movin and Shakin, 2pm 7/20 Paws to Read, 3:30pm 7/20 Booktalk, 7pm 7/21 Craig Newton: Shake, Rattle, and Roll, 2pm 7/21 Tech Talk, 7pm 7/23 Family Film Festival: Muppets Most Wanted, 2pm 7/25 Classic Guitar performance, 3pm 7/27 Manic Mondays: Ice Cream Carnival, 2pm 7/27 Monday Mysteries: The A.B.C. Murders by Agatha Christie, 2pm 7/28 Franklin Haynes Marionettes, 2pm 7/30 Author visit: C. J. Box, 7pm 7/30 Summer Storytime Craft at Taft, 2:30pm 8/5 Teen Yu-Gi-Oh tournament, 6pm 8/10 Conversation Club, 6:30pm 8/12 Teen Cooking Demo: Soup and Stews, 4pm 8/17 Paws to Read, 3:30pm 8/17 Booktalk, 7pm 7. Public Comment Mr. David E. Cortez voiced his concern about a donation of photographs he made to the Local History Center. He stated that about three years ago he provided several photos relating to the El Modena area that he wanted the library to add to their collection, but that he can’t find them anywhere. Director Moreno asked if he received his photos back and he stated that he had, but asked why they are not on the library’s website. She explained that not all photos are guaranteed to be posted online, and that the library only has one staff member dedicated to that service, and this is not her only job duty. Director Moreno said that she will contact the library’s local historian Lizeth Ramirez to get more details and will call Mr. Cortez once she has more information. Chair Collins asked Mr. Cortez if he tried to contact Ms. Ramirez to schedule an appointment, and he stated that they have different schedules and have not been able to meet since he first provided the photos three years ago, and that he has been busy working on other projects during that time. Director Moreno thanked Mr. Cortez for his contribution to the Local History Center and reiterated that once she speaks with Ms. Ramirez she will call him to discuss further (his phone number was provided). 8. Adjournment (5:15pm) Motion: Freeman Second: vanVoorst Ayes: Collins, Monsees, Hitchcock The next Board of Trustees meeting Monday, August 17, 2015; 3:15pm Orange Public Library & History Center – Rotary Room