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02.14.2011 LBOT MINUTES - APPROVED1.4 CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Monday, February 14, 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 Chair Collins led the Pledge of Allegiance. 1.2 Roll Call Trustees Present: Chair Nancy Collins, Vice Chair Jonell Schlund, Trustee Steven Freeman, Trustee Marianne Hugo and Trustee Patricia VanVoorst Staff Present: Library Services Director Yolanda Moreno, Acting Assistant Library Services Director Rosanne Miller, and Executive Assistant Jan Reichert Before the adoption of the agenda Library Services Director Yolanda Moreno asked the Library Managers of each section to attend the start of this meeting to introduce themselves and tell the Trustees what area they are responsible for: Angela Scherer – Technology & Technical Services Manager – oversees staff in charge of acquisitions, cataloging and technology related issues involving the library Damitri Boone – Acting Children’s and Teen Services Library Manager – oversees staff, programming, book acquisitions, and budget allocations for Children’s and Teen Services Linda Cundiff – Lending Services Manager – oversees staff, responsible for collection organization, and is the liaison to the Friends of the Library Irma Morales – Acting Adult & Branch Services Library Manager – oversees staff, adult programming, book acquisitions, and budget allocations for Reference and Taft and El Modena Branch Library Trustees introduced themselves and said how long they have been a Library Board of Trustee CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES February 14, 2011 Page 2 1.3 Adoption of Agenda Trustee VanVoorst moved to adopt the agenda as presented; Trustee Freeman seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Vice Chair Schlund moved to approve the minutes of the December 13, 2010 meeting as presented; Trustee Hugo seconded the motion and it carried unanimously. II. LIBRARY DIRECTOR’S REPORT 2.1 Monthly Report for January/February 2011 Library Services Director Moreno gave a verbal report: • The library received three donations: Walmart ($750) for the Summer Reading Club; Mom’s Club/Orange Chapter ($285) for children’s books; and Old Town Preservation Association ($200), in memory of Mayor Pro Tem Tita Smith’s mom, for children’s books. • Friends of the Library (FOTL) will be producing a quarterly newsletter. The next issue will go out March 1st. If the Trustees would like to submit an article, email it to Library Services Director Moreno or Executive Assistant Reichert by Tuesday, February 22. Chair Collins suggested giving Trustee email addresses to the Friends. Executive Assistant Reichert will take care of this. • Peter Wetzel is the new FOTL president. The Friends have reorganized the Bookstore operations – Jim Giesert, formerly Director of the Bookstore, will be in charge of organizing the books in the basement; and Friends Bookstore volunteers Dar Oleskiewicz and Shirley Knudson will co-chair dealing with the day-to-day operations of the Bookstore. • Lending Services Manager Linda Cundiff, Liaison to the FOTL, will be helping the Friends organize a large booksale in May. The basement is overflowing with donated books so all the books will be brought up for the May booksale, and whatever does not sell will be donated to Goodwill, Salvation Army or some other worthy organization. Donations continually come in so the goal is to keep the basement organized. • Each City Department was asked to come up with opportunities to make things better in their departments during this difficult economic time. The library submitted five ideas: 1. The library has 15 laptops that are not used on a regular basis. We will allow them to be checked out by patrons for use in the library. This program will provide better customer service to our patrons using something we already have. 2. The library will subscribe to Freegal (which means “free and legal”) with money donated by the FOTL. Freegal allows an unlimited number of library users, with cards in good standing, to download three songs a week for free from the Sony Music Entertainment catalog. Hundreds of songs from every genre are added weekly so this product will enable us to better serve our library users. We will continue to purchase CD’s for CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES February 14, 2011 Page 3 our collection for the less tech-savvy users, but will plan to buy less. Purchasing Freegal is an opportunity to keep the library relevant. 3. We applied and received a “Pitch an Idea” grant of $29,500 to digitize the nearly 300 broadcast video cassettes of programs produced by the City of various City events, library programs, and audio recordings of oral histories. After all the items are digitized (sometime in July), they will be made available to library users and will be housed in the Local History Center. Chair Collins asked if the library had copies of City Council meetings. Executive Assistant Reichert will check with the City Manager’s office and report back at the next meeting. • A library Wish List was submitted to both the Orange Public Library Foundation (OPLF) and the FOTL. At the last OPLF meeting the Board approved giving the library funds for computer tables for the El Modena computer room; Staff Development and Employee Recognition Programs; and teen paperback books for all three libraries. The remaining items on the Wish List were presented to the FOTL. • The FOTL are having an Antique Book Sale, in conjunction with the Plaza Antique Book Sale, on Saturday, February 19, at the library outside the community room. • Attended the California Alliance for Arts Education meeting to discuss bringing back art education to Orange Unified School District (OUSD). In attendance was Chapman University Representatives, Musical Director of Chorale Activities at Orange High School Mike Short, PTA President’s, and other representatives of the OUSD. It sounds like a very good program and Library Services Director Moreno will let Trustees know what the next step will be and the role of the library. • Attended the State of the City Luncheon on Thursday, February 3, 11:30 a.m. at the Doubletree Hotel in Orange. Chair Collins gave the invocation. • Attended, along with Acting Assistant Library Services Director Miller, the Annual Orange Community Historical Society Dinner. Mayor Pro Tem Tita Smith was honored with the Glassell award. • The Haiti Fundraiser that Orange Public Library participated in collected $260 from staff and library users. • Governor Brown’s Budget Proposal for 2011-12 calls for elimination of three important library programs: the California Library Services Act, the literacy program, and the Public Library Foundation, a total of $30.4 million in cuts. Because of the unprecedented efforts of friends, library users and advocates the amendment #35 (to cut the above library programs) was defeated. With the defeat of this amendment the next step will be to take a look at reducing some library programs instead of total elimination. Library Services Director Moreno will keep Trustees posted on further updates. 2.2 Financial Report for January 2011 Received and filed. The expenditure report for salaries does show a negative balance for some of the line items because these are frozen positions and the money has already been taken. With cross training and moving around of staff some of the salary line items show a negative because the money was not moved when the people moved. But CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES February 14, 2011 Page 4 this will be taken care of in the new fiscal year. Line items that show a “donations” after it are monies from the OPLF and FOPL that the library can carryover. Overall the library is on target and continues to watch closely what is spent only purchasing what is needed. III. BOARD REPORTS 3.1 Report from Chair Chair Collins met with the president’s of both the OPLF and FOTL in January for their quarterly meeting. The minutes from the monthly meetings of OPLF and FOTL will be emailed to Chair Collins. Either FOTL Liaison Linda Cundiff or Library Services Director Moreno will make a presentation monthly to Trustees on what the Friends are doing. OPLF monthly updates will be given to the Trustees by OPLF Liaison Jonell Schlund. Chair Collins reminded Trustees about the OPLF Gala on Saturday, March 12 at the Diamond Club and encouraged them to attend. Chair Collins is taking two computer classes at Santiago Canyon College – Advance Photo Shop and Outlook. She talked with the Facilities Administrator at Santiago Canyon College and told her about the Orange Public Library Career Transitions database. The Facilities Administrator was very excited about this database and will contact Library Services Director Moreno to talk about possible joint-use type projects with Santiago Canyon College. 3.2 Report from Orange Public Library Foundation Liaison (OPLF) OPLF Liaison Jonell Schlund reported that the Board met on Monday, January 10. The focus for the Board at the present time is the 2011 Gala at Los Angeles Angels Diamond Club, Saturday, March 12, $75 per person. Library Services Director Moreno thanked the Board for the recent donations - $4,000 for teen paperbacks, $2,500 from the Joe McPherson Foundation for the computer stations and tables at El Modena Branch Library, and $1,000 for Staff Development. 3.3 Reports from Trustees No report. IV. OLD BUSINESS 4.1 Update on Children’s Garden Library Services Director Moreno, Acting Assistant Library Services Director Miller, and Deputy City Manager Hernandez met on Monday, January 17th with the OPLF Garden Committee to discuss the Children’s Garden. The next meeting is scheduled for Wednesday, March 16. Orange Public Library staff and OPLF Garden Committee will present their plans for the Children’s Garden. The goal of the meeting is to combine the best features of both visions into one plan that will be agreeable to both group keeping safety and low maintenance in mind. At the City’s suggestion, the Children’s Garden was put forward as a Capital Improvement Project (CIP) using library impact fees. In CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES February 14, 2011 Page 5 the event that there is no donor for the Children’s Garden the CIP money will be used for the improvements next fiscal year. 4.2 Programs – Survey Results Library Services Director Moreno reported that based on the results from the survey conducted last November with travel being one of the top three programs that the public requested , the library is going to hold a Travel Program. The library will have a “Cruising: An Alternative Vacation” program on Saturday, Feb. 26, 1-2 p.m., Main Library community room. She added that another program with high interest level was Book Discussions. The library has been in contact with author Dean Koontz with the hopes that he will be available to host a book discussion on his books. His last response to the library was that he would be available in 2012. If the library is not able to get Dean Koontz it will look at other authors for its Book Discussions series. V. NEW BUSINESS 5.1 Library Board of Trustees – Fact Finding on Role of Trustees Chair Collins stated that the purpose of the fact finding role of Library Board of Trustees is to find out what Library Board of Trustees role is at different libraries. She emailed Trustees three libraries each to find out the following information. The libraries chosen for each Trustee are: Vice Chair Schlund (Buena Park, Placentia and Mission Viejo), Trustee Hugo (Yorba Linda, Anaheim and Fullerton), Trustee Freeman (Irvine, Newport Beach, Santa Ana); and Trustee VanVoorst (OC Public Library Board). • How many trustees they have and their tenure of service (how long they serve at a time) • What specifically their duties are in regards to policies and procedures • Who they answer to • What their duties are in regards to interacting with the community and the library staff • How often they meet • Does the library have a literacy program? Chair Collins added that the goal today is to go over the information that each Trustee obtained and Trustee Freeman, using his laptop, will create a grid with this information. This is just a start of this process which will take several months to complete. The reason this is being brought up for discussion now is to define the role of the Orange Public Library Board of Trustees. When Chair Collins took over as Chair in February 2010 one of her goals was to define what the role is of the Orange Public Library Board of Trustees. Chair Collins was told that the role of the Trustee is to be the liaison between the community and the library. She would like to build on this and come up with a more clear and distinct role for the Trustees. Each Trustee was given a packet of information which included the following: CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES February 14, 2011 Page 6 • Memos and documents from the City Attorney’s office including the Department of Education Code explaining the duties of Library Board of Trustees • Role of Library Trustees Fact Sheet from Association of Library Trustees, Advocates, Friends and Foundations (ACTAFF), a division of the American Library Association Chair Collins talked about the ALTAFF website and upcoming webinars. The one that she is most interested in is the Trustee Academy which includes online webinars ranging from 30 to 45 minutes. There is a fee involved which is $225 for all five Trustees. Chair Collins stated that the information obtained from these webinars would be valuable and help Trustees to define their role. Vice Chair Schlund moved to direct the Library Director to find $225 in the library budget for all Trustees to attend Trustee Academy webinars; Trustee Freeman seconded and the motion carried unanimously. Chair Collins gave each Trustee a homework assignment for the next Library Board of Trustees meeting. Continuing with fact finding on the role of Library Board of Trustees in other areas, assignments for each Trustee is listed below. Executive Assistant Reichert will send a reminder email about the homework assignment three weeks before the next meeting. Chair Nancy Collins – San Jose Vice Chair Jonell Schlund - Bel Air and surrounding areas Trustee Marianne Hugo – Los Angeles Trustee Patti VanVoorst – San Francisco Trustee Steve Freeman – San Diego VI. ANNOUNCEMENTS ¾ Reading ROCKS! (Reaches Orange City Kids), Tuesday, January 26 & February 16, 6:15-7:45 p.m., El Modena Branch Library ¾ Officer Friendly, Tuesday, February 1, 4:30 p.m., Orange Public Library & History Center, Steve Ambriz Storytime Room ¾ Reading ROCKS! (Reaches Orange City Kids), Tuesday, February 2, 6:15-7:45 p.m., Taft Branch Library ¾ Anti-Valentine’s Day Party, Wednesday, February 2, 3:30-5 p.m., Orange Public Library & History Center, Main Library, Community Room ¾ Research History of Your House, 6 p.m., Orange Public Library & History Center ¾ Children’s Young Reader Medals (CYRM), 6 p.m., Orange Public Library & History Center ¾ Valentine Fun (all ages), Thursday, February 10, 3:30-4:15 p.m., Orange Public Library & History Center, Main Library, Community Room ¾ Saturday Science Fiction @ Your Library, Saturday, February 12, 11 a.m., Orange Public Library & History Center, Main Library, Orange Rotary Conference Room CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES February 14, 2011 Page 7 ¾ Family Game Nights @ the Library!, Wednesday, February 16, 6:45-7:45 p.m., Orange Public Library & History Center, Main Library, Community Room ¾ Anime Nights, Wednesday, February 23, 6-7:45 p.m., Orange Public Library & History Center, Main Library, Community Room ¾ Cruising: An Alternative Vacation, Saturday, February 26, 1-2 p.m., Orange Public Library & History Center, Main Library, Community Room ¾ More Monday Mysteries @ Your Library, Henning Mankell’s, The White Lioness, Monday, February 28, 2 p.m., Orange Public Library & History Center, Main Library, Orange Rotary Conference Room VII. PUBLIC COMMENT None VIII. ADJOURNMENT Vice Chair Schlund moved, and Trustee Freeman seconded the motion to adjourn the meeting at 4:45 p.m. The motion carried unanimously. The next meeting will be held on Tuesday, March 22, 3 p.m., Orange Public Library & History Center, Orange Rotary Conference Room, 407 E. Chapman Avenue, Orange, CA 92866 ___________________________________ ___________________ Yolanda Moreno, Library Services Director Attested on