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07.19.2010 LBOT MINUTES - APPROVED1.4 CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Monday, July 19, 2010 Orange Public Library & History Center, Staff 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 Marianne Hugo, Trustee Steven Freeman, and Trustee Patricia VanVoorst Staff Present: Library Services Director Yolanda Moreno, Senior Library Managers Rosanne Miller & Kitty Crary, and Executive Assistant Jan Reichert 1.3 Adoption of Agenda Vice Chair Schlund 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 June 21, 2010 meeting as presented; Trustee Hugo seconded the motion and it carried unanimously. II. LIBRARY DIRECTOR’S REPORT 2.1 Monthly Report for June 2010 Library Director Moreno gave a verbal report: • The furlough officially began on July 9th with this being the first Friday the library was closed to the public. The library will be closed every other Friday. A calendar with the closed dates has been posted on both the north and south entrance doors to the library, and large signs that say “CLOSED” will be put up on both doors on the Friday’s that the library is closed. • In an effort to best utilize library staff and managers the following staff changes will take effect the week of July 19th: the Technology staff will report to Library Manager Robin Manley; Young Adult (YA) Services will be under Senior CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES July 19, 2010 Page 2 Library Manager Rosanne Miller; and Branch Services will be under Senior Library Manager Kitty Crary. The library continues to cross train staff to better utilize their skills in other sections of the library. • The adoption of the budget has been moved back to the August 10th City Council meeting. We will continue to order only those supplies and materials that are needed until the budget is passed. • The International Street Fair is Friday, September 3 through Sunday, September 5. A staff report to close the library on Saturday, September 4 will go to City Council for approval at the July 27th meeting. • The Friends of the Library approved to give the library all the items on its Wish List. The total dollar amount is $27,148.41. The Friends will present a check to the library at the August 24th City Council meeting. Additionally, the Friends sold books at the Summer Reading Club (SRC) kickoff event and collected $390, and collected $315 at the Breezeway Book Sale at City Hall. The Friends will have another Breezeway Book Sale in September. • Effective now, Friends of the Library volunteers will go through the same background process that all city volunteers go through – drug screen and fingerprint. In the past, Friends volunteers were exempt from the city’s background process because of their non-profit status. But since the Friends now reside in a city facility (Main Library) and have access to the back offices of current library staff and the basement, the city determined that their volunteers must adhere to the same process as all city volunteers. Current volunteers with the Friends are exempt from this process. • After some discussion, it was decided that the Board Members should have badges identifying who they are. Executive Assistant Reichert will take care of this and handout the badges at the September Board meeting. Senior Library Manager Miller - Children’s & Branch Services gave a verbal report: • SRC is going great with huge turnouts for the free programs. There are currently 2,000 + kids registered for the SRC. • The Family Film Festival, sponsored by the Orange Public Library Foundation (OPLF), on Thursdays in the community room is going great. OPLF volunteers sell snacks and water for $1 before the movie, which are selling quite well. Because the room has a lot of light exposure, disposable blinds have been put up on the exterior doors to help darken the room. • With Young Adult (YA) now under Children’s Services, staff are coming up with ideas for some fun free programs for teens. • The Main Library will be having a Santa Claus program in December. Taft and El Modena Branch Libraries decided that they would like to have a Santa Claus program. The volunteer who will be playing Santa Claus at the Main Library is a friend of Trustee VanVoorst, so Senior Library Manager Miller would like to ask him if he would play Santa at the branch programs. Trustee VanVoorst will ask him to contact Senior Library Manager Miller about volunteering at the branch libraries. Senior Library Manager Crary - YA/Local History & Adult Services gave a verbal report: CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES July 19, 2010 Page 3 • Problems with the digitized Local History database came to light when former Mayor Jim Beam could not access his photos. Library Tech and PTFS (company contracted to transfer digitized photos to a new software program and digitize early city directories) staff spent many hours making sure everything was fine with the digitized database. It was determined that many files were not accessible so this continues to be a work in progress. • Library Assistant Ronelle Ingram, who attended the in-house training for “Career Transitions” on July 7th, will be conducting one-on-one or small group training to individuals interested in how to use this database. Chair Collins offered her son, Tim, for this training so Senior Librarian Crary will follow-up once a training schedule has been established. • The volunteer who led “Knitting by the Books” classes, one each for teens and adults, will be taking a break from teaching these classes. • Adult Services Librarian Andrea Vasquez will head up the Main Library’s Staff and Friends of the Library “Staff Picks” program in which all are given the opportunity to recommend library materials to our patrons. The program will include shelf readers, bookmarks, web page announcements, and a monthly spotlight display. Information on this program will be emailed to Board Members who might wish to participate. • When library volunteer extraordinaire Mel Slavick passed away his family donated a knight in full armor with sword to the library. The knight has been dubbed “Sir Mel of Slavick” in honor of Mel. Sir Mel is currently in Tech Services where he got a complete makeover. He will be moved to his permanent home in the Teen Zone soon. Senior Library Manager Miller mentioned that Mel’s family also gave the library a huge dragon head, which needs some minor repairs and needs to be painted. She would like to eventually hang it in the Teen Zone near the knight, Sir Mel of Slavick. Chair Collins mentioned that she has a friend who does special effects makeup for the movies, and might be able to give us tips on how to repair and paint the dragon head. She will give her friend a call. 2.2 Financial Report for June 2010 The library is under spent (about 89 percent overall) because the library is only purchasing what is absolutely needed and not what we would like to have. Trustee Hugo asked if the personnel money resulting from the furlough is taken away from the library. Library Director Moreno reported that this money does not come back to the library as it is part of the savings for the city. III. BOARD REPORTS 3.1 Report from Chair Chair Collins stated that she had a great time volunteering at the library’s booth at the July 3rd event. She thanked the Board Members for their assistance and contributions. During her vacation in Chicago she visited the Chicago library, and said it is very big and she saw a lot of interesting things. She will be meeting with Friends of the Library President Kathleen Ford, OPLF President Kim Nichols and Library Director Moreno on CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES July 19, 2010 Page 4 Wednesday, July 22 for a brainstorming session on how best to support each other and the library. Chair Collins will report back to the Board Members the outcome of this meeting at the September 20 Board Meeting. 3.2 Report from Orange Public Library Foundation Liaison (OPLF) OPLF Liaison Jonell Schlund reported that there will be a Board Meeting today at 5:30 p.m. She will give an official report on this meeting at the Library Board of Trustee’s September 20 meeting. She added that she was delighted on the publicity the July 3rd library booth received in the Orange City News. One of the grand prize flag winners was on the front cover. 3.3 Reports from Trustees Trustee Freeman stated that he enjoyed his time volunteering at the July 3rd library booth. He added that the giant spinning wheel was a big draw and there was always a line of people waiting to take their spin at the wheel. He said the American flags were the most popular giveaways, but people enjoyed all the other giveaways as well. He said having the library name on the booth gave the library excellent visibility with the community. Trustee VanVoorst added she had a good time too and enjoyed being part of the booth experience. IV. OLD BUSINESS 4.1 Community Survey Senior Library Manager Crary passed around the Library Program Survey Draft. She had the opportunity to participate in a 3-part webinar series on library surveys given by the Nebraska State Library. She stated that after listening to the webinar series she learned a lot more about creating and assessing library surveys. She also learned from the webinar that you should do a pretest so you can get responses from people on how they feel about how the survey reads, what they like about it, and if the survey format should be changed. As part of the survey, Senior Library Manager Crary demonstrates two ways you can ask people how to respond to survey questions that show their level of interest in a particular program: 1) By placing an “x” in the appropriate box (from “extremely” to “no thanks); and 2) By using a scale with “5” which is “extremely interested” and “1” which is “no thanks!”. She added that the Trustees will be the pretest group and will take a few minutes to complete the survey at the end of the meeting. Several options for distribution of the printed surveys are being considered: • Putting them in boxes and placing the boxes at the various locations in the library for the public to take and complete at his or her convenience; • Making them available at the public service desks with staff asking the patron if he or she would like to take a minute to complete the survey; CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES July 19, 2010 Page 5 • Welcome Desk volunteers asking patrons as they stop at the desk if they would like to take a moment to answer the survey questions and the volunteers would fill out the survey; or • Teen Volunteers asking patrons as they enter the library if they would like to take a moment to answer the survey questions. She added that survey monkeys (free online survey tool) are another option, which will be available to patrons on the library website. Suggestions for incentives for patrons who complete the survey range from giveaways such as chocolate to having a weekly raffle drawing for one big prize. Board Members took a few minutes to complete the survey. Senior Library Manager Crary asked Board Members to be generous with their comments and let her know of any changes and/or additions. She also asked each Board Member to let her know which type of response (either bullet #1 or #2 above) is easiest. She added that their answers will be kept confidential and anonymous. 4.2 Post-July 3rd Event This was discussed under Board Reports. All Board Members were in agreement to participate again next year. V. NEW BUSINESS None. VI. ANNOUNCEMENTS ¾ Manic Mondays! Teen Club of Orange Weekly Craft Programs for 1st-6th graders, Monday, June 21 & 28, 2-3 p.m., Orange Public Library & History Center, Community Room ¾ Musician Jules Moss, Free, Family Fun!, Tuesday, June 22, 11-11:45 a.m., Orange Public Library & History Center, Community Room ¾ Family Film Festival, Princess and the Frog, Thursday, June 24, 3-4:30 p.m., Orange Public Library & History Center, Community Room ¾ Bubble-Ology 101, Free, Family Fun!, Tuesday, June 29, 11-11:45 a.m., Orange Public Library & History Center, Community Room ¾ Family Film Festival, Cloudy with a Chance of Meatballs, Thursday, July 1, 3-4:30 p.m., Orange Public Library & History Center, Community Room ¾ Creative Writing for Kids, Friday, July 2, 6, 13 & 16, 3 p.m., Orange Public Library & History Center, Orange Rotary Conference Room ¾ Poetry for Teens, Friday, July 2, 6, 13 & 16, 4 p.m., Orange Public Library & History Center ¾ Teens 4-Team Orange – Duct Tape Wallet Craft, Monday, July 6, 2 p.m., Orange Public Library & History Center, Community Room ¾ Family Film Festival, Wall-E, Thursday, July 8, 3-4:30 p.m., Orange Public Library & History Center, Community Room CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES July 19, 2010 Page 6 ¾ Teens 4-Team Orange, weekly craft programs, Monday, July 12 & 19, 2 p.m., Orange Public Library & History Center, Community Room ¾ “Paws to Read!” Read to a Dog! (all ages), Monday, July 12, 3-3:30 p.m., Orange Public Library & History Center, Steve Ambriz Storytime Room ¾ International Music Bus, Free, Family Fun!, Tuesday, July 13, 11-11:45 a.m., Orange Public Library & History Center, Community Room ¾ Reading ROCKS! (Reaches Orange City Kids), ages 5 and under and parents, Tuesday, July 13, 6:15-7:45 p.m., Orange Public Library & History Center ¾ Family Film Festival, Happy Feet, Thursday, July 15, 3-4:30 p.m., Orange Public Library & History Center, Community Room VII. PUBLIC COMMENT None VIII. ADJOURNMENT Vice Chair Schlund moved, and Trustee VanVoorst seconded the motion to adjourn the meeting at 4:25 p.m. The motion carried unanimously. The Board will not meet in August. The next meeting will be held on Monday, September 20, 2010, 3 p.m., El Modena Branch Library, Community Room, 380 S. Hewes Street, Orange, CA 92869 ___________________________________ ___________________ Yolanda Moreno, Library Services Director Attested on