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09.19.2011 LBOT MINUTES - APPROVED1.4 CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Monday, September 19, 2011 Orange Public Library & History Center, Orange Rotary Conference Room 407 E. Chapman Avenue, Orange CA 92866 I. CALL TO ORDER (3:05 p.m.) 1.1 Pledge of Allegiance Trustee Hugo led the Pledge of Allegiance. 1.2 Roll Call Trustees Present: Chair Nancy Collins, Vice Chair Jonell Schlund, Trustee Steven Freeman, Trustee VanVoorst and Trustee Marianne Hugo Staff Present: Acting Assistant Library Services Director Rosanne Miller, and Executive Assistant Jan Reichert Staff Absent: Library Services Director Yolanda Moreno 1.3 Adoption of Agenda Vice Chair Schlund moved to adopt the agenda as presented; Trustee VanVoorst seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Vice Chair Schlund moved to approve the minutes of the August 15, 2011 meeting as presented; Trustee Hugo seconded the motion and it carried unanimously. II. LIBRARY DIRECTOR’S REPORT 2.1 Monthly Report for September 2011 Ms. Miller gave a verbal report: • Samples of the library packet that were delivered to the Orange Unified School District (OUSD) office for distribution to each school were given to Trustees. • List of free e-books websites given to Trustees. • National Friends of the Library Week is Oct. 17-22. The library will put together a proclamation that will be presented to the Friends at the Oct. 11 City Council meeting. The Library will host a reception in the community room on Oct. 11 prior to the City Council meeting to honor and thank the Friends of the Orange CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 19, 2011 Page 2 Public Library (FOPL) for their contributions and support to the library. Library Board of Trustees will attend both events. • Library Wish List totaling $31,350 was presented to the FOPL at their Sept 12 meeting. Items included on the Wish List - DVDs, Books on CDs, library programs, After School Edge Stations, 2012 World Book Encyclopedia set, children’s and adult non-fiction books and Local History Digitization PTFS project. A separate Wish List will be presented to the Orange Public Library Foundation (OPLF) at their Oct. meeting. 2.2 Financial Report for August 2011 Received and filed. Until the new budget is adopted the library is going with the same numbers as last year. Ms. Miller added that FY 10-11 books recently closed and figures for carry-overs are not yet reflected in the budget. The library can carry-over all donated money which should be reflected in the next financial report. III. BOARD REPORTS 3.1 Report from Chair Chair Collins thanked Trustee Hugo for putting together a large storage box filled with library handouts and other useful supplies to be used when Trustees hosts booths at community events. The idea is to replenish the storage box with new materials as they become available. It will remain at the Orange Public Library & History Center, Library Admin area. Chair Collins talked with Library Services Director Yolanda Moreno about the possibility of Trustees having a budget line item on next year’s budget. It would be to purchase items needed such as portable folding tables, Trustee badges, banners, etc. for when they are promoting the library at community events and school outreach. 3.2 Report from Orange Public Library Foundation Liaison (OPLF) Liaison Jonell Schlund reported that OPLF has four new board members. Board Member Larry Tannas resigned from the board but will continue to provide his support by attending OPLF functions. OPLF raised $10,322 from their Main Library parking lot fundraiser during the International Street Fair. “It’s Your Estate” financial planning workshop series started Sept. 14 and continue through Nov. 2. A Documentary Winter Film Festival will be the 1st Saturday of the month in January, February and March 2012 at the Orange Public Library & History Center, community room. The next meeting is Monday, Oct. 11. 3.3 Reports from Trustees Trustee VanVoorst reported on the Orange Home Grown Farmers Market library booth that she volunteered at on Saturday, Sept. 17. She said the giant spin wheel was popular with the kids who stopped by to spin the wheel for prizes. Adults who stopped by the booth were very impressed with the new services the library has to offer such as Wowbrary and Freegal. Trustee VanVoorst said that OPLF Campaign Coordinator Julie Kramer also volunteered at the booth. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 19, 2011 Page 3 3.4 Report from Friends of the Orange Public Library (FOPL) Liaison Trustee Freeman attended the meeting on Monday, Sept. 12. The Library Wish List was presented for consideration. The new FOPL membership levels will be effective in November. Trustee Freeman reminded President of FOPL Peter Wetzel that Treats in the Streets is coming up next month and they offered to donate the candy for the Trustee booth. Mr. Wetzel said he will put up a sign in the bookstore asking for volunteers for the Treats in the Streets booth. The Breezeway Book Sale, Thursday, Sept. 15, was a success taking in over $100. Trustee Freeman attended the book sale on behalf of the Trustees. IV. OLD BUSINESS 4.1 School Outreach – Local and Private Chair Collins spoke with OPLF President and former OUSD Board Member Kim Nichols who encouraged Trustees to attend the schools Open House instead of Back to School nights. Ms. Nichols said that the schools Open House open with a meeting, which would be a good time for the Trustees to talk about the library. Open House is either April or May 2012. Chair Collins suggested that a letter go out to the school principals early January 2012 letting them know that Trustees want to visit their schools. She envisions having a booth at each of the schools Open House and possibly speaking at the Open House meeting about the library and promoting upcoming programs and events. 4.2 Treats in the Street This event will be Thursday, October 27, 4-7 p.m. in the plaza area. The Friends have volunteered to provide candy to give away. Trustee Freeman will contact Mr. Wetzel to find out how much candy they will donate. Library staff will put together give-a-ways for the booth, and replenish the Trustees large storage box that will be picked up from the Main Library. Chair Collins has portable folding tables and a hand truck and Trustee Hugo has a pop-up tent. Teen volunteers will be available to help and possibly volunteers from FOPL and OPLF. The Trustees are requesting one Spanish speaking volunteer as well. Trustees schedule is as follows: 3-5:30 p.m. – setup and shift coverage – Nancy Collins and Steve Freeman 5:30-8 p.m. – take down and shift coverage – Jonell Schlund and Marianne Hugo This will be discussed again at the October Board Meeting. 4.3 Tweeting with Local Vendors Trustees will tweet to their followers about the promotion with local vendors offering discounts on a service or product to library card holders. The vendors for the month of September are: Rocky Mountain Chocolate Factory, Old Towne Grinder, The Perfect Circle Cupcakery, Plaza 1 Forty Nine and Watson’s. These vendors have also been CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 19, 2011 Page 4 encouraged to tweet about this promotion. Chair Collins will drop off poster size library cards for each vendor to display at their store. At the end of September each vendor will be approached and asked if they wish to continue partnering with the library for another month or so. The Trustees goal is to get a wide variety of vendors to partner with the library over the next several months. 4.4 Barnes & Noble Wrap-up The Bookfair Fundraiser was very successful. The library received 40 items off their Wish List, $1,500 from the “Donate $1 to Your Library” campaign, plus a gift card. Additionally, the library will receive a gift card from Barnes & Noble Corporate Office for $4,000 or $4,500. Ms. Miller said that Barnes & Noble Community Relations Manager Shay Beckman was very instrumental in the success of this fundraiser as it was very well publicized at Barnes & Noble. She added that since this was a successful fundraiser for both Barnes & Noble and the library a Christmas Holiday Bookfair will take place near year end. To show appreciation, Chair Collins will send thank you note to Barnes & Noble Corporate Office and Trustee Hugo will send a thank you note to Ms. Beckman. Vice Chair Schlund and Trustees VanVoorst and Freeman will also send thank you notes to Barnes & Noble specific individuals. 4.5 Orange Home Grown Farmers Market The next farmers market is Saturday, Oct. 15. Trustee Hugo will volunteer 7:45- 10 a.m. and Trustee Freeman will volunteer 10 a.m. to noon. The theme for October is pumpkins. Trustee Hugo will bring pumpkin coloring sheets for the kids. Updated library program flyers will be placed in the Trustees large storage box. Chair Collins will put together kid’s recipes as give-a-ways at the booth. Ms. Reichert will email a reminder about the farmers market to Trustees Hugo and Freeman. 4.6 Library Board of Trustee – Fact Finding Trustees met on Monday, Sept. 19, 2 p.m. to refine their proposed duties list from August 15 that will be given to the City Council for consideration. Based on information gained from the Trustee Academy online courses that they are currently taking, additional areas of interest were added to the existing list. While the role of the Library Board of Trustees is defined as more advisory than administrative, the Trustees added an Administrative category to their list because some of the items are administrative in nature. Community Outreach • Face of the library to the general community • Foster relationships with local businesses to promote library programs city-wide • Promote adult literacy program 1. Obtain funding 2. Recruit tutors • Presence at library special events such as book signings • Each Trustee will serve as a liaison to one of the libraries - El Modena Branch Library, Taft Branch Library and Main Library • Host Community Forums CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 19, 2011 Page 5 • Foster relationship with local schools. i.e. visit Back to School Nights and Open Houses • Suggest programs to library staff and assist with recruitment of volunteers to present these programs • Presence at large community events to promote the library such as: 1. Treats in the Street 2. 3rd of July 3. Orange Home Grown Farmers Market • Maintain interface with support groups – OPLF and FOPL- and assign a Trustee to attend each of their meetings Political • Review and approve library policy • Attend City Council meetings when items between the library and city are on the agenda – Trustees encouraged to have agenda emailed to them to determine if they should attend the meeting • Be available to City Council for any questions they might have about library policies or procedures • Research/Pursue grants for the library – Ms. Moreno will continue to email Trustees any grant-related emails she receives Administrative • Attend library-related workshops, seminars and conferences - American Library Association (ALA) will be in Anaheim in 2012 • Assist staff in the area of strategic planning as it applies to the library • Set long range goals • Add Library Board of Trustee budget line item to FY 11-12 City budget - for expenses pertaining to their community involvement V. NEW BUSINESS 5.1 Business Cards & Name Tags Chair Collins talked with Library Services Director Yolanda Moreno about getting magnetic name badges and business cards for Trustees. She said they would like to have them as they outreach to the community promoting the library, and as they approach vendors about partnering with the Library. Ms. Reichert will order the business cards next week. She will research magnetic name badges and bring samples to the October Board Meeting. V. ANNOUNCEMENTS ¾ Intro to Linkedln for Business, presented by Elite Social Management, Tuesday, Sept. 20, 9-11 a.m., Orange Public Library & History Center, 2nd floor ¾ Family Game Nights @ the Library, Wednesday, Sept. 21, 5:30-7 p.m., Orange Public Library & History Center, Community Room CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 19, 2011 Page 6 ¾ “Paws to Read!” (ages 5-8), kids read aloud to a certified therapy dog, Wednesday, Sept. 21 & Oct. 5, 3:30-4 p.m., El Modena Branch Library ¾ Take the Scholastic Apititude Test (SAT), grades 9-12 only), Saturday, Sept. 24, 10 a.m. to 2 p.m., Orange Public Library & History Center, Community Room ¾ Balancing Personal Finance @ Your Library, Monday, Sept. 26, 6-7 p.m., Orange Public Library & History Center, Community Room ¾ Monday Mysteries Book Club @ Your Library, Death at La Fenice by Donna Leon, Monday, Sept. 26, 2-3 p.m., Orange Public Library & History Center, Orange Rotary Conference Room ¾ Anime Nights, Free Teen Program, Wednesday, Sept. 28, 6-7:30 p.m., Orange Public Library & History Center, Community Room ¾ “Paws to Read!” (ages 5-8), kids read aloud to a certified therapy dog, Monday, Oct. 3, 3:30-4 p.m., Taft Branch Library ¾ Intro to Twitter, presented by Elite Social Management, Tuesday, Oct. 4, 9-11 a.m., Orange Public Library & History Center, 2nd floor ¾ Get Your Game on @ the Library!, Wednesday, Oct. 5, 5:30-7:30 p.m., Orange Public Library & History Center, Community Room ¾ Is Old Towne Orange Haunted?, Monday, Oct. 10, 6-7 p.m., Orange Public Library & History Center, Community Room ¾ Hip Hop Dancing Workshop, Free Teen Program, Wednesday, Oct. 12, 4-5:30 p.m., Orange Public Library & History Center, Community Room VII. PUBLIC COMMENT None VIII. ADJOURNMENT Vice Chair Schlund moved, and Trustee Freeman seconded the motion to adjourn the meeting at 5:45 p.m. The motion carried unanimously. The next meeting will be held on Monday, October 17, 3 p.m., Orange Public Library & History Center, Orange Rotary Conference Room, 407 E. Chapman Avenue, Orange, CA 92866 ___________________________________ ___________________ Rosanne Miller, Acting Asst Library Services Director Attested on