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07.16.2012 LBOT MINUTES - APPROVED CITY OF ORANGE LIBRARYSERVICES DEPART141ENT OI�ANGE PUBL�C LIBRARY BOARD OF TRUSTEES MINUTES .Nfa�zday, July I6, 3 p.r�s. QY[lIZ�Te PllI3IdC LIGYCl1�1 c�i[ HLStD1'y CelZl6Y� Orarzge Ratary Cor:fef�e�zce Roojfz �07 Clia�niai:Aveiiue, Ora�ige, CA 92866 1. CALL TO �RDER(3:00 prn} 1.1 Roll CaII Present: Nancy Collins Patti vanVoorst Steve Freeman Absent: ronell Schlund 1.2 Ap�aroval of Meeting Min�tes dated June 1 S, 2012 Mot�on: VanVaorst Second: Freexnan Ayes: Collins 2. LIBRARY DIRECTOR'S REPORT 2.1 Monthly Report for June 2012—Library Director Yolanda Moreno reported the following: o The Iibrary began its extended hours last week and received several "thank you" letters from patrons. o The Family Filin Festival sponsored by the Faundation is doing great, witY►many attending. • The library is in the process of g�tting 2 positions filled: Volunteer/Meeti�g Room Coordinator&20-hour Library Assistant; and in the near future a 19-Library Page positian {and soon a�ter Robin Maniey's positian -who is r�tiring 7I25/12}. • The library has 2local history volunteers going throu�h background check; the library would like to have 6-10 core vol�nteers. The library is looking for 5 more tech volunteers (the brar�ches do not have tech volunteers). � The library managers agxeed to put aut donation boxes throughout the library. The boxes wili clearly be marked what the doz�ations will be us�d for. • "It's Youx Money It's Your Estate" is coming back to the library in the spz-ing. Foundation meinber Julie Krarner is to provide the dates to library staff inember Julie E�iksen. q The Fo�ndation is working on the Wrecicing Crew movie that vvi11 be shown at the Chapman Film School. It's a joint fundraising ventuz-e with Orange Home Grovvn,. • Acting Assistant Library Dzrectory Irma Morales spoke a�out the Bart�es &Noble Baokfair July 15-28t�'. A flyer was sent out to staff and tk�e Lib�-ary Board requested a copy be amailed to the�r�. Chair Collins asked for black&white copies to hand out. T�e libxary was asked to serve on the steering committee for the lsf annual Big Orange Book Festival at Chapman Universi�y which zs being held Friday 9/21 & Sat 9/22. Chair Collins would like to have a booth there. Our contact is Ruth Kagen, h�r�mail is rko�(c�gmail.com. Ms. Morales is looking into having a boath and zn�o�-�ned the Baard there is a charge but she doesn't lrnow what it is yet. Page 1 of 5 2.2 Finaneial Report far June 2012—Ms. Moreno reported that the bool�s are not closed yet,but the ' library is at 41% of the budget far the past fiscal year, wl�ich means the library is under budget and saving the city money. Chair Collins questioned the $50,000 allocated £or the Children's Courtyard. Ms. Moreno stat�d that while the project has been campleted, the money would be carried over as there is still some question about the lighting in the co�yard. 3. BOARD REPORTS ' 3.1 Report fram Chair Coilins—she thanked�hose who attended the July 10��' Council meeting and ' was pleased�hat the council accepted the follow-up infoi•mation from t�:e May 22°`� Council ' meeting regarding expansion of library hours with no ext�-a budget. ' 3.2 Repart from Orange Public Library Foundatian Liaison—Tz-ustee Schlund absent, but Ms. ' Mareno informed that�he Foundation did not meet ' 3.3 Report frorra Frie��ds of the Libz-ary Liaison Steve Fz-ee�nan—Ti-ustee Freeman repor�ed that FOPL has a new Treasurer. They are plallning a hook sale fa�•October Sth & 6`�' and are thinking of doing a n�ember's only sale on the St�' and then o�en to the public an the 6`h. 7nten�et sales are down, the Iowest ever, they only made $207. Trustee Freeman brought�p some items he read in the paper that he thau�lit were good ideas: Newport Beach has a policy on hygiene for patrons. Ms. Moreno infor�r►ed that OPL also has a policy in place about hygiene and that s11e thznks it's a good idea to get the council to endox�se it just like Newpor�Beach did. The other item he saw was the free ride to the County Fair for reading boolcs. Trustee Freeman asked if the board could get the meeting minutes as soon as they are ready instead of waiting to send with the board packet (}ust p�-ior to the board meeting). Ms. Moreno stated vve will do our best to get them to the Baard as soon as they are ready. 3.4 Reports fi-om Trustees�-Trustee vanVoorst thanked the library for findii�g the money to purchase aIl of the wonderful prizes they 11ad to give away at th� 3r`� of�uly event. Chair Callins & Trustee Freernan agreed, stating they were a big hit, even with the City Council! Sl�e also inforrned that items will be purchased for Treats in tl�e Streets in October. TI1e leftovers from the 3'�d of July wili be sto�•ed fo�-�ext year. 4. OLD BUSINESS For time lin�itations, a mation was rnad�to mave Ttem 5.3 "Library Foundation President Kim Nichols to update Board on funds received"to j�st above 7tem 4.1 in Old Business. Motion: Freeman Second: vanVoorst Ayes: Coliins 5.3 Lib�-ary Foundation President Kim Nichols to update Board on funds received—Chair Collins first thank�d Ms. Nichols and Ms. Kramer for attending to answer sozne of their questions, and wanted to let the�n know t�iey are invited ta attend a baard meeting at any tixrae. Chair Collins asked abo�t money that is donated ta the Foundation �or specific items, such as eBooks, and what the tirz�eline is in getting the funds to tl�e library. Ms. Nichols reported that it depends on the situation but that the Gala money can take time because OPLF staff has to seelc out the money that�vas promised; but she stated, idealiy it shauld talce about 2 months. She also Page 2 of 5 infa�-rned staff that t1�ey have had an issue rvith their QuickBooks and subsaquently lost all tile ' data tl�ey had recently entered. Ms. Nich.ols stated they are in the process of getting the ' QuickBooks bacic up to date and hope ta have that completed by August. They had processeci ', nearly two-thirds of the Gala money,but then lost a11 that data. She stated that in this case it is ta�Cing longer and t�ey apologize fox that. Ms, Moreno stated that i�would help if the library lcnew how inuch they are receiving for eBooks because they are committed ta a minirriu�x� of $5,000 per year and the libra�y allocates i�s material b�dget in July. Ms. Nichols stated that she is confident that they have collected most of the $7I�promised to eBool{s from the "Raise Your Paddle" event at the Gala. Ms. Nichols stated tl�at she is hoping to have their budget adopted in ' August. ' Chai�• Collins asked how often the library presents thei�•"wish list"to Friends and the Foundatian. ' Ms. Moreno reported that the library submits a wish list to Friends twice a year, and tl�e last tiine ' they submitted one to the Foundation was before the Gala which was in Aprii, a revisian was ' subrnitted in May. Chair Collins then asked Ms. Nichols if they had a preference far when the ' library should submit their wish list to the�'oundation. Ms. Nichals reported that fall wauld be a ' good time to subxnit a vc�isf�list because fheir fiscal year b�gins in July. How�ver Ms. Nichol� ' indicated that the Iibrary could submit anytime througk�aut the year. Decisians cannot be made until tl�ey have a donor and they ne�er k�aw�'hen donations wi11 come in that may match something on th�library's wishlist. Ms. Moreno aslced about t�e status o�the wishlist submitted by Rosanne Mzller at the request of the Foundation. Ms. Nichols indicted tllat beca�se the library revised their initial arequest, the Foundation Board had not had the opportunity to review ar approve the changes tllat were presented to them at their May board meeting. Ms. Moreno co�lfirmed that the Foundation�:►ade this request in anticipation of the Klein Family Foundation donation of$25,000 announced at t�e Gala. It was discussed which entity{Friends ar Foundation) was the app�-opriate venue to pracess danations made "in memoriam," and it was agreed that the Foundation is tlle appropriate venue. Ms. Nichols stated they had no problem pracessing these for the library. Chair Collins asked what the turn-around time is for"in memoriam" donations that axe �'or something speci�ic in the library. Ms. Nichols stated that maney trickles in and co�ld take up to 6 months. Ms. Kramer stated that all the library needs to do is send an email req�.iesting tlle maney and a check would be cut. Ms. Moreno wiil send an email requesti�g the money froin tl�e Don Robinson memarial funds. Ms. Moreno also asked if the Foundation was still interested in haviz�g M�-. Robinson's widow attend a Council meeting to l�e recognized far the donation in Mr. Robinson's memory. Ms. Kramer stated that slle had not contacted the widow a��d Ms. Nichols stated that they are not ready t� do anything like that at this time. ClZair Collins stated that the Board is very zn�ach invol�ed in the Library and vei•y visible in the community, and if asl�ed by a community member what is Ch.e turn-around for a donation they gave to tl�e library through the �'oundation, what couid she tell thein? Ms. Nichols stated that 2 months is the average turnaround. Chair Collins had one final question about hor�v they decide what�novie to show at the Ad�lt Documentary Series. Ms. Nichols stated that Ms. Kramer does all the bacicground worl� and then brings sevez-al choices to the Board for their review. Ms. Kramer stated that she does a lot of research and in sa�ne cases she watches the complete docum�ntary to ensure appropriateness. She said tl�at she bases he�-choices on (besides content, sexuality&violence) their availability, whether the film can be shown publicly,how much it will co�t, and whether they can get Page 3 of 5 sponsorship. Chair Collins was concerned about children getting in to see these films and in ' pa��ficular the movie Bully, if it is shown. Ms. Nichols stated that children under the age of 17 {the MPAA rating}would nat be pea�nitted if they do show this n�ovi�; and that they will be sure to indicate this in theiz- advertisement. Chair Collins asked what they(the Board) co�ld da to help support the Foundation. Ms. Nichols ' stated that the Board has already been so effective and do so much by attending their events, and ' they are very appreciative oFthat and wish for them.to continue. ' 4.1 New Libara�y Delivery Model Update—Ms. Moreno stated the library is making it work and that they have received positive feedback from the cammunity. Chaiz-Callins asked if the library was ' giving Council upda�es on a reg�lar basis about haw this is working. Ms. Moreno stated that yes ' the library is and that she gave the Council an update in th�ir"Weekly"repart this past weel�. Chair Collins stated that she had two council�nember's app�-oach her to ask if the Library or the Board were planning on se�ting a benchmark to�pdate them to judge how the new znodel is working. Ms. Moreno stated she was planning to do an update in 6 man:ths. Chair Collins felt that the library needed to do it sooner, perhaps ev�ry-other-month. Trustee Freeman asiced if the Board co�ld get a capy of what vvas sent to the Council, Ms. Moz-eno stated she would havc t11at ernailed to thern. 4.2 Local Schools Open House Events Update---Chair Collins stated that she will hav� a11 of the dates for th�open houses at the August n�eeting, at which tirr�e they will assign each bnard ineml�er a date to worlc the booth, and decide"What's our message" and what to take to the opei� houses. 4.3 3`�`� of 7uly Update—was a huge success, started slaw beca�se it was a workday, but got busy. The Board was so t�ankful for the wonderful prizes (as previously stated). Ms. Eriksen reminded Chair Collins to Uring the fre extinguisher in and it will get serviced with all the other fire extinguishers at the library on a regular basis. 5. NEW BUSINESS 5.1 Farnoers Market for August 18th—Tr�istee vanVaorst said she can probably work the haath that day, she will confirm with Chair Collins. Chair Collins asked abaut eBoaks because she said she gets several people asking abou�thena at tihis event. Ms. Ma�'eno reported that the library only has a limited number of eBool�s aY this time. Trustee Fr�eman reported he had an issue when l�e tried to scroll through the book options on Blio, it wouldn't Iet him scroll. Chaiz-Collins suggested the Iibrary hald a class on how to dowi�load eBooks. 5.2 Resignation of Ma�-ianne Hugo—Chair Collins stat�d that Marian��e is really busy right now she stated tl�at between her son and work she is no longer able to carry out l�er duties as a trizstee and tendered her resignation last montln. Chair Collins went on ta say that one person has applied for the open seat. This pexson is getting he�Mast�rs in Library Science, she is the PTA President at McPherson and Chair Collins is hoping this person wi11 be appointed by tlle Mayor in the near future. 5.3 Library Foundation President Kim Nichols to update Baard on funds received (inoved up ta Section 4) Page 4 of 5 G. LIBRARY HAPPENINGS 7/16 Manic,Mondaysl 2prz� 7116 Adult Numerology prog�-am 6:30pm 7/17 Barnes &Noble Bookfair begins, ends on 7/28 7117 Children's Magician shaw 2pm ' 7/1$ Family Gartae Night 5:30pm ' 7/19 Fan�ily Film Festival2pm showing Winnie the Pooh 7I21 Adult movie I:30prr� showing Super 8 '1I24 Musical Storytime 11:15a�xz 7/28 Star Wars Day 1pm 8/4 Wimpy Kid Party 2pm ' 7. PUBLIC COMMENT—None. ' 8. ADJOURNMENT (4:52 pm) ' Motiou: Fz-eeman ' Second: vanVoorst Ayes: Collins Next Meeting, Mor7cic�y, August 20, 2012 at 3 p.�n. Ora�age Ptablie Libr�aYy& History Ceriter, O�^ange IZotary Conferefzce Roo»� 407 E. Chapnaan Avefiue, Qrafage, CA 928b6 . ��� �. � �._��� � � Yo nda Moreno, Lihrary Services Directar Attested on date � Page 5 of S