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09.20.2010 LBOT MINUTES - APPROVED1.4 CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Monday, September 20, 2010 El Modena Branch Library, Community Room 380 S. Hewes Street, Orange, CA 92869 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, and Trustee Patricia VanVoorst Trustee Absent: Trustee Marianne Hugo 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 July 19, 2010 meeting as presented; Trustee Freeman seconded the motion and it carried unanimously. II. LIBRARY DIRECTOR’S REPORT 2.1 Monthly Report for July-September 2010 Library Director Moreno gave a verbal report: • The budget was adopted by City Council at the August 10 council meeting. A request from City Council to City Departments is to look at options for further reducing expenditure levels for the upcoming fiscal year. A report is due in October unless it’s delayed until after the elections. The City ended the fiscal year with a $6.5M deficit. The Council will need to decide how much of this deficit will come from the unreserved fund balance. Under the direction of the CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 20, 2010 Page 2 City Council, City Departments will continue to look at their budgets for additional cuts. As soon as we know what will affect the library we will bring it forward to the Trustees. • The Friends of the Library will have another City Hall Breezeway Booksale on Tuesday, Sept. 21, 11 a.m. to 1 p.m. It’s called “Best of the Friends” and will include holiday and fiction books. Trustees have been invited to attend if possible. • In August the Friends presented a check for $27,148 to the Library for items on its Wish List. Some of the items include money for our DVD plan and a Giant Spin Wheel that will be used for library events. The Library Mgmt team is working on a new Wish List for the Friends and it will be presented to them before year’s end. • Chapman University was part of the OC Film Festival and one of the films Chapman showed was “Mendez vs Westminster.” As part of the kickoff for this film, on Monday, Sept. 13, in front of the Main Library there were representatives from Chapman University, a Maraiachi band, and Mayor Cavecche said a few words. After the speeches, all in attendance marched through the plaza and over to Chapman University. Local History Librarian Lizeth Ramirez presented a slide show with some of the photos from the library Local History collection. • One of the Friends of the Library volunteers slipped on one of the loose stones in the Children’s Garden while she was collecting money from the Friends coin box that is secured on the rod-iron fence. Risk Mgmt. came out to assess the area to see what needed to be done to make it safe for the volunteers. There are a lot of issues with the garden that need to be addressed. Meantime, Risk Mgmt and the Fire Dept. will work quickly on a temporary solution. • Staff continues to be cross-trained to help deal with the staff shortage. Adult Services Librarians Kurt Keesling and David Price will go to the branch libraries – Adult Services Librarian Keesling to El Modena and Adult Services Librarian Price to Taft Branch. Branch Library Mangers Damitri Boone and Irma Morales will come to Main Library. Library Mangers Boone and Morales will continue to do storytimes at their respective branch library. This change will take effect October 1 through the end of the year. • The Employee Recognition Program will award its 1st Quarter Employee of the Quarter to one of our Library Pages at the All-Staff Meeting on Thursday, October 7. The theme is “You are an Essential Piece of the Puzzle.” The Library Page will receive a $25 gift card, a lapel pin (puzzle piece), their name and picture on a plaque that will be on display at the Customer Service desk, and a letter to their family. The Friends of the Library gave the library money for this program. • September is Library Card Month. Library Director Moreno encouraged Trustees to get a library card if they do not have one. • Finance Clerk Lew Stedman is retiring on Tuesday, September 28. A small celebration will be held for him on Tuesday, in the Main Library community room, 11:30 a.m. to 1:30 p.m. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 20, 2010 Page 3 Senior Library Manager Miller - Children’s & YA Services gave a verbal report: Teen Programs (dates for programs are under announcements): • Hunger Games Party, celebrating the popular Suzanne Collins’ Hunger Games trilogy had 15 kids who all had a good time talking about the book and doing crafts. • Anime Nights (ages 13-17) has a very good following and continues to bring in the teens who enjoy the Japanese cartoons and come dressed as their favorite anime character. • Teen Read Kick-off Party’s theme is “Books with Beat.” It’s about music and books where attendees play Guitar Hero, Rock Band and several lucky attendees will win tickets to the all-ages music club, Chain Reaction. • The SAT Practice Test (grades 9-12) allows teens to take a free practice test given by The Princeton Review under real test conditions. Registration is required and only 30 will be admitted with 10 on a waiting list. The teens can then find out how they scored and receive input from trained Princeton Review professionals on Scores Back Night. • Halo 3 Tournament (ages 13-17) allows teens to test their skills playing this popular Xbox 360 game. It’s on Wednesday, November 10 and registration is required. Children’s Programs (dates for these programs are under announcements): • Teen volunteers are putting together a Family Halloween Spooktacular! There will be games, prizes, costume contest, crafts and face painting for kids of all ages. • Family Game Nights @ the Library continues to be popular where families come and play a variety of games. Senior Library Manager Miller added that the library is always looking for board and/or computer-type games so let her know if you know of anyone who might wish to donate them to the library. • There will be a Santa Claus program at all three libraries. Senior Library Manager Miller asked Trustee VanVoorst if the volunteer that is going to play Santa at the Main Library would be available to play Santa at the branch libraries. Trustee VanVoorst said she thought the volunteer would volunteer at the branch libraries as well, but she would need the dates he is needed. Senior Library Manager Miller will check with the Library Branch Managers and get the dates of the programs. Senior Library Manager Crary - Adult Services/Local History & Branch Services gave a verbal report: • Test coaching with patrons on “Career Transitions” is taking place at the Main Library. Library Assistant Ronelle Ingram is conducting the one-one-one training and has met with 5 people to date. • The library “Staff Picks” program has started and bookmarks were given to the Trustees. This program allows staff to recommend library materials to our CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 20, 2010 Page 4 patrons. There is a display at the New Book area at the library and there will be information coming soon on the Adult Services link on the library webpage. Senior Library Manager Crary will email Trustees for their picks. • Adult Services Librarian John Ferry continues the successful Monday Mysteries @ the Library on Mondays. • Adult Services Librarian Ferry and Adult Services Librarian Steve Chaput are working on a two session Science Fiction book discussion group for sometime in the future. • The library had a request from a patron to provide reading aid to the visually impaired. The library came up with two things: 1) a donation of a machine that will magnify printed materials and, 2) software that is loaded on the computer (money for this provided by the Friends of the Library). Both of these will be available to the public in mid-October. • SCORE group continues to host workshops in the Main Library community room. The October 4th workshop will be “Harnessing Social Networking to Promote Your Business. SCORE is a nationwide nonprofit organization dedicated to the formation, growth and success of small business. 2.2 Financial Report for August 2010 Received and filed. Library Services Director Moreno pointed out that the gray and shaded areas in each section of the report (negative numbers) are frozen positions. Per direction from City Manager, the library continues to buy only what we need to have. The library has purchased mini blinds for the Main Library community room for when the library wants to darken the room; for example, if we continue to show films in this room or for any program that needs the room to be dark. The money for the mini blinds was taken out of Minor Office Equipment. Trustee Freeman asked if the furloughs were under regular salaries. Library Services Director Moreno stated that the way the city figured the regular salaries is based on a 2 percent across the board and 5 percent furlough, which leaves a 3 percent reduction from last year. She added that the library has 10 vacancies and eight of these are frozen. Trustee Freeman asked if these vacancies would remain open and be refilled. Library Services Director Moreno stated that at this time these vacancies cannot be refilled but the money has not been taken for these positions. She added that what this will allow us to do is bring in substitutes to help out or allow Library Pages to work extra hours when needed. The Finance Clerk position will be vacant with the retirement of Lew Stedman on Sept. 28. The library will be allowed to under fill this position. Library Clerk Substitute Julie McWhorter will come aboard and work 19-hrs as the Finance Clerk in Library Admin. Julie McWhorter is a former City of Orange employee who worked in the City Mgr’s office, and has been working for the library as a Library Clerk Substitute for at least three years. She will be a welcome addition to Library Admin. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 20, 2010 Page 5 III. BOARD REPORTS 3.1 Report from Chair Chair Collins reported that she volunteered again at the International Street Fair parking lot fundraiser for the Orange Public Library Foundation (OPLF). She said it was much quieter this year (because OPLF only had the one parking lot at the Main Library). She had a good time and there were no major mishaps this year. Chair Collins and her husband Rick attended a class at Barnes & Noble on all the things you can do with your Nook, which is an electronic book (e-book) reader. She said several of the people who attended the class asked her what the Orange Public Library is doing in the future for e- books. She took the liberty to visit several public library websites and found that Los Angeles Public Library and Newport Beach Public Library have e-books. She asked staff what would be involved for OPL to get e-books. Senior Library Manager Crary reported that back in 2006 OPL did offer e-books to patrons but at that time it was not well received. Library Services Director Moreno added that it would cost money for the e-books, which would involve not only start up costs but on-going as well. Additionally, the City Manager has given direction that he does not want to see any new services that we can’t continue because of money or that involve a lot of staff time. Library Services Director Moreno said what we need to look at first is if the Friends would be willing to support the funding for such a service or we need to look at what grant money would be available to support this service. If neither of these happens, then it would be up to the selectors to decide if they want to spend their limited funds on downloadable materials or actual physical books. Chair Collins asked if the library could have information on its website to direct the public to websites that have e-books. Senior Library Manager Miller thought this was a good idea and one that the library should look into. After much discussion on the topic of e-books, Library Services Director Moreno will direct Senior Library Manager Crary and Adult Reference Staff to investigate what information on e-books is available, the costs associated with e-books, then bring a report back to the Trustees. Chair Collins reported that she has joined the Women’s Club and that this group is a strong supporter of our library. Library Services Director Moreno added that the library has received generous monetary donations from the Women’s Club. 3.2 Report from Orange Public Library Foundation Liaison (OPLF) OPLF Liaison Jonell Schlund reported on the meeting that was held on Monday, Sept. 13. She reported that the Foundation raised $10,633 at the International Street Fair parking lot fundraiser. They also sold the mobile home in Huntington Beach for $22,000. The Garden Task Force was not able to meet this month but will meet in October and OPLF Liaison Schlund will give her report at the October Trustee Board meeting. Several OPLF Board Members did meet with Mayor Cavecche on issues relating to the children’s garden. Mayor Cavecche asked to table any further discussion until after the November elections. The next OPLF meeting is Monday, October 18. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 20, 2010 Page 6 3.3 Reports from Trustees Trustee Freeman reported that he and Chair Collins attend the Youth Appreciation Event at Hart Park in Orange. Senior Library Manager Miller stated that there were 25/30 teens in attendance who received free swimming and pizza. She thanked Trustees who attended. Chair Collins added that library staff did a great job organizing this event. IV. OLD BUSINESS 4.1 Community Survey Senior Library Manager Crary reported that Library Management Team gave their input and the next step is for Tech Library Assistant and Graphic Designer Jeanne Cullen to put the finishing touches on it. The goal is to have the survey ready to go by the 3rd week in October. The survey will be in print copy and available at the library at the public service desks, and will be given to all attendees at library programs. Once the survey is organized and in print, Tech Library Assistant Scott Enke will work with creating a survey monkey. All were in agreement that the survey should have an end date of one month from the date of distribution. 4.2 ALTAFF – Association of Library Trustees, Advocates, Friends and Foundations Information for Trustees to login to the website was passed around. Trustees will be able to visit the website (www.ala.org/altaff) , go to the Trustee Zone and browse the site. There is a lot of useful information on this website for Library Trustees including The Voice newsletter. Information on this website will be specific to Library Trustees. If you forget the username and password contact Executive Assistant Reichert. V. NEW BUSINESS 5.1 City of Orange Treats in the Street Event Library Services Director Moreno reported that the Friends of the Library would like to participate in this event which is Thursday, Oct. 28, 4-7 p.m. in the Plaza area and wanted to know if the Trustees would like to participate. She added that she emailed Trustee Hugo about this event who is willing to participate and wear a costume. Friends of the Library Board Member Anne Marie Hunter will also wear a costume and volunteered to man the booth. Chair Collins and Trustees were all in agreement to participate in this event with the Friends of the Library. All groups are responsible for providing their own tables, chairs and canopy. Trustee Hugo volunteered to attend the mandatory booth meeting on Tuesday, October 19, 5:45 to 6:45 p.m. at the Community Services Building, 230 E. Chapman Avenue, Orange, 92866. Here is a tentative booth schedule: • Nancy Collins – 4-5 p.m. • Patti VanVoorst – 5-6 p.m. (if the Kiwanis booth is next to the Friends & Trustee booth) • Marianne Hugo – she can work whatever hours are needed CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 20, 2010 Page 7 The Friends of the Library are going to giveaway coupons for free books. Chair Collins said that this is a kids event so candy would be a good giveaway at the booth. She asked each Trustee to bring two, large bags of candy to the Monday, October 18 Board Meeting. Senior Library Manager Miller offered to donate some kid’s giveaways as well. The library’s giant spin wheel will be used in the booth. 5.2 Photo Display at Orange Public Library, Main Library Executive Assistant Reichert received an email from T.K. Lee, Director, Press Division, of the Taipei Economic and Cultural Office in LA. Ms. Lee would like to host a photo exhibition of Taiwan and its people at the Orange Public Library. Pictures of the artwork were passed around. This request is being brought forward to Trustees for consideration. Chair Collins stated that she would prefer that we work with local artists. She suggested that we might wish to contact Local Artist Judy Schroeder. Executive Assistant Reichert added that she will contact the Orange Art Association who deals with local artist about displaying its student’s artwork at our library. The Orange Art Association is a non-profit corporation whose goals are to “foster a better understanding of fine art by the public, to encourage students to pursue art as a career through our scholarship program and to continually challenge our members to strive for excellence and fulfillment. “ . It was suggested that perhaps the Trustees could come up with a Photo Art Display policy that would list the criteria for artwork displays at the library. Library Services Director Moreno added that the library does have a current policy on exhibits, displays and distribution of free materials. A copy of this policy will be in the October board packets. Trustees are asked to make comments and bring them to this meeting for discussion. 5.3 ACTION – Review and Adoption of Teen Homework Center Policy Senior Library Manager Miller explained that this policy has basically the same rules as the Children’s Homework Center Policy. This was the brainchild of YA Librarian Ryan Gan. He wanted to have a homework area just for teens. The library will use one of the existing study rooms (downstairs near the YA public service desk) as the Teen Homework Center, Monday-Thursday, 3-6 p.m. for students grades 7-12. Staff is working on getting Chapman University students as volunteers to serve as tutors. If tutors are not available during Teen Homework Center hours, the room can be used as a silent study room for up to four students or a group project room for one group of no more than six students. Trustee VanVoorst moved to adopt the Teen Homework Center policy as presented; Vice Chair Schlund seconded the motion and it carried unanimously. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES September 20, 2010 Page 8 VI. ANNOUNCEMENTS ¾ Anime Nights (ages 13-17), Wednesday, September 1, 22, October 6, 6:30-8 p.m., Orange Public Library & History Center, Community Room ¾ Reading Rocks! (Reaches Orange City Kids), Tuesday, September 14 & October 12, 6:15- 7:45 p.m., Taft Branch Library ¾ Free Teen Programs, Hunger Games Party, Celebrating Suzanne Collins’ Hunger Games trilogy, Wednesday, September 9, 6:30-8 p.m., Orange Public Library & History Center, Community Room ¾ Children’s Fun in the Kitchen, Wednesday, September 16, 3:30 p.m., Orange Public Library & History Center, Community Room ¾ Reading Rocks! (Reaches Orange City Kids), Tuesday, September 21 & October 19, 6:15- 7:45 p.m., El Modena Branch Library ¾ More Monday Mysteries @ the Library, In the Shadow of Gotham, Monday, September 27, 2 p.m., Orange Public Library & History Center, Orange Rotary Conference Room ¾ Safety Program, Tuesday, October 5, 4:30-5 p.m., Taft Branch Library ¾ Books with Beat (ages 13-17), Thursday, October 14, 3:30-5 p.m., Orange Public Library & History Center, Community Room ¾ Family Game Nights @ the Library!, Wednesday, October 20, 6:45-8:15 p.m., Orange Public Library & History Center, Community Room ¾ SAT Practice Test (grades 9-12), Saturday, October 23, 10 a.m.- 2 p.m., Orange Public Library & History Center, Community Room ¾ More Monday Mysteries @ the Library, In the Shadow of Gotham, Monday, October 25, 2 p.m., Orange Public Library & History Center, Orange Rotary Conference Room ¾ SAT Scores Back Night, Wednesday, October 27, 7 p.m., Orange Public Library & History Center, Orange Rotary Conference Room ¾ Family Halloween Spooktacular! (all ages), Saturday, October 30, 2-4 p.m., Orange Public Library & History, Community Room VII. PUBLIC COMMENT None VIII. ADJOURNMENT Trustee Freeman moved, and Trustee VanVoorst seconded the motion to adjourn the meeting at 4:20 p.m. The motion carried unanimously. The next meeting will be held on Monday, October 18, 2010, 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