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11.15.2010 LBOT MINUTES - APPROVED1.4 CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Monday, November 15, 2010 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: Acting Assistant Library Services Director Rosanne Miller (Library Services Director Yolanda Moreno on vacation), 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 Trustee VanVoorst moved to approve the minutes of the October 18, 2010 meeting as presented; Vice Chair seconded the motion and it carried unanimously. II. LIBRARY DIRECTOR’S REPORT 2.1 Monthly Report for November 2010 Acting Assistant Library Director Miller gave a verbal report: • The Community Survey is publicized on the library webpage and hard copies are at all the public service desks. The survey will run through the end of November. The results will be compiled and brought to the Trustees at the December 13 meeting. • Children’s, Young Adult and Adult Services staff are busy with holiday and special programming. Upcoming events are under announcements. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES November 18, 2010 Page 2 2.2 Financial Report for November 2010 Received and filed. The library continues to watch closely what is spent and only purchasing what is needed. III. BOARD REPORTS 3.1 Report from Chair Chair Collins reported that she received the minutes from the last Friends of the Library (FOTL) meeting, which she passed around to the Trustees. She is going to invite a Board Member from FOTL and Orange Public Library Foundation (OPLF) to attend a Library Board of Trustee meeting. Chair Collins added that she has been invited to each of their meetings and will try and attend when she can. She reiterated to Trustees that as an Advisory Board they need to support our fundraising groups (FOTL and OPLF) because they give money to the library for materials and programs. Additionally, she is in contact with both groups on a regular basis. Chair Collins asked about the missing egret on the library fountain. Acting Assistant Library Director Miller added that the egret has been missing for awhile, but there are no funds to replace it at this time. 3.2 Report from Orange Public Library Foundation Liaison (OPLF) OPLF Liaison Schlund reported that the Board met on Monday, November 8. She thanked Trustees for their support of the 2010 Gala, and added that the 2011 Gala will be at Los Angeles Angels Diamond Club, Saturday, March 12, $75 per person. The Foundation will hand out Legacy Awards at this Gala. Sponsorship opportunities will be available as well. OPLF Liaison Schlund stated that she will update Trustees on the Gala as it progresses. OPLF Board Member Priscilla Selman and her committee will again be in charge of planning the 2011 Gala. The next OPLF Board meeting is Monday, Dec. 13, 5 p.m. in the Main Library, Orange Rotary Conference Room. 3.3 Reports from Trustees Trustee Van Voorst presented three copies of Century of Service, the History of Huntington Beach donated to the library by the author Mike Heywood. Mr. Heywood is a past president of the Kiwanis Club of Huntington Beach and has been the Historian for the Huntington Beach Coordinating Council for 40 years. A thank you letter will be sent to Mr. Heywood for this donation. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES November 18, 2010 Page 3 IV. OLD BUSINESS 4.1 Treats in the Street Re-cap Chair Collins reported that the City’s Treats in the Street event was fun and there was always a long line at the library booth with kids waiting to spin the giant wheel to win a prize. All Trustees worked a shift and reported that they had a good time. Chair Collins added there were three teen volunteers who helped as well, and one of the teen volunteers stayed the entire time. Chair Collins thanked Trustee Hugo for attending the mandatory booth meeting where valuable information about the booths and logistics were discussed. She suggested a couple things for next year: • Have two giant spin wheels. The line was very long and kids had to wait to get the opportunity to spin the wheel. With a second wheel the line could move much quicker and there would be less congestion around the booth area. • Have an actual Treasure Chest for the prizes. Kids who win a prize would then open the Treasure Chest to pick a prize. • Need a push cart for hauling items to and from the booth back to the library. • Put up a pop-up tent so that the library space is easily defined and a banner can be displayed. Trustees inquired about having an information booth at the City’s Tree Lighting Event on Sunday, Dec. 5. Executive Assistant Reichert will contact Booth Coordinator Emily Chacon of Community Services to find out if there is space left for an information booth. She will then email Trustees to let them know. 4.2 ACTION – Adoption of the Policy: Art Display All changes that were recommended at the October 18 meeting were added to this policy. It’s now coming back to the Trustees for adoption. Several additional changes were recommended as follows: • Last sentence of the policy – replace “permitted” with “restricted” and remove “group.” • Add a paragraph under “Responsibility” about liability and vendors signing a Hold Harmless Agreement (after checking with the City Attorney’s office for the exact wording). Trustee Freeman moved to adopt the Policy: Art Display with the above changes; Trustee VanVoorst seconded the motion, and it carried unanimously. A copy of the policy with the recommended changes will be emailed to Trustees along with the board packets. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES November 18, 2010 Page 4 V. NEW BUSINESS 5.1 ACTION – Proposed revision to the Policy: Exhibits, Displays, & Distribution of Free Materials (Adopted by Library Board of Trustees on June 26, 2006) Acting Assistant Library Director Miller reported that this is coming back to the board with the inclusion of Local History language. Trustees recommended several language changes and omissions of redundant wording to the Local History additions: • “Guidelines for Content and Duration of Local History Displays” change to “Special Guidelines for Local History Displays.” • 2nd bullet point – add “and Orange County history.” • Delete 3rd bullet point. • 4th bullet point – add “the” before Orange Public Library Local History staff; replace “will” with “may”; Delete 2nd sentence. • 5th bullet point - Trustees recommend adding “unless approved by the Library Director” or “if you wish to extend your display beyond the normal policy period of two months, then you can appeal to the Library Board of Trustees.” Acting Assistant Library Director Miller will check with Library Services Director Yolanda Moreno on which wording is the most appropriate. Trustees recommended the following changes and/or additions to the Policy: Exhibits, Displays, & Distribution of Free Materials: • 1st paragraph under “General Principles” – remove the “in” before “instances” in the last sentence • 1st paragraph under “Responsibility” – change “Administrative Secretary” to “Executive Assistant” and “Site Supervisors” to “Library Manager” in the 2nd sentence. • 3rd paragraph under “Responsibility” - Trustees would like library staff to check with the City Attorney’s office for inclusion of a Hold Harmless Agreement sentence and the exact wording (same for the Policy: Art Display) • 5th paragraph under “Responsibility” – remove “unless permission has been granted by the Library Director.” Chair Collins noted that this was not included in the Policy: Art Display so it should not be in this policy either. • 1st bullet point under “Bulletin Boards” - change “Administrative Secretary” to “Executive Assistant” and “Site Supervisors” to “Library Manager” • 2nd bullet point under “Bulletin Boards” – remove “Library related, Friends related, or Library Foundation related”; replace “will” with “may”; remove “specified” and “Main;” replace “and” with “&”. The sentence will now read “Items may be displayed on bulletin boards at the Orange Public Library & History Center and the branches.” Trustees asked library staff to find out what the City policy is on posting agendas and special meeting notices at “all city buildings.” Does this include branch libraries? • 3rd bullet point under “Bulletin Boards” – remove “also” and “displayed on specified bulletin boards” and “Main”; replace “and” with “&”; remove “and the branches.” CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES November 18, 2010 Page 5 • 4th bullet point under “Bulletin Boards” – replace “posted on other library bulletin boards” with “displayed”; #2 – replace “materials” with “resources.” All the above recommendations proposed by the Trustees will be added to the policy and brought back to the December 13 meeting for adoption. The Trustees recommendation is to have the language for both the Policy: Art Display and Policy: Exhibits, Displays, & Distribution of Free Materials be the same or have just one policy that addresses artwork, exhibits, displays, and distribution of free materials. 5.2 ACTION – Discussion and approval of the Children’s Garden Guidelines (This is a supplement to the Children’s Garden Use Policy adopted by Library Board of Trustees on September 18, 2006) Acting Assistant Library Director Miller passed around copies of the Children’s Garden Use Policy and Children’s Garden Guidelines supplement to Trustees. She added that the policy was written back in 2006 (adopted by Library Board of Trustees on September 18, 2006) with anticipation of opening the Children’s Garden. Unfortunately, the garden never opened but library staff has been actively working with the City on the design of the children’s garden. The Children’s Garden Guidelines is a result of input from the City and library staff that will ensure that the children’s garden is designed for safety, low maintenance, and best use of the space. This was shared with the Trustees because they expressed interest in being kept in the loop on what is happening with the Children’s Garden. Acting Assistant Library Director Miller stated another reason for the children’s guidelines is because one of the FOTL volunteers fell on a loose tile in the children’s garden while retrieving money from a coin box that is accessible through the children’s garden. She added that because of this incident the library was informed by the Risk Mgr and City Mgr that volunteers cannot be allowed in the children’s garden until safety measures are put into effect. Vice Chair Schlund reported that the OPLF has a potential donor who would like to underwrite the Children’s Garden and also be allowed to give input on its design. This potential donor has expressed interest in including a water wall that would create a “barrier of silence” with the parking lot. The donor is mindful of the safety issues in the Children’s Garden but Vice Chair Schlund is concerned that if we put too many restrictions on what can be allowed in the garden this potential donor might lose interest. Acting Assistant Library Director Miller reiterated that the restrictions in the Children’s Garden Guidelines were included as a result of input from City Departments as well as the library staff. After discussing the issue further Chair Collins stated that the OPLF should deal directly with the City from this point on. The Trustees should not be involved in this matter as it involves liability and safety issues which are out of their realm of responsibility. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES November 18, 2010 Page 6 VI. ANNOUNCEMENTS ¾ Reading Rocks! (Reaches Orange City Kids), Tuesday, Nov. 16 & Dec. 7, 6:15-7:45 p.m., El Modena Branch Library ¾ Family Game Nights @ the Library!, Wednesday, Nov. 17 & Dec. 15, 6:45-8:15 p.m., Orange Public Library & History Center, Community Room ¾ Harry Potter Magic Show! (all ages), Thursday, Nov. 18, 3:30-4:15 p.m., Orange Public Library & History Center, Community Room ¾ More Monday Mysteries @ the Library, Monday, Nov. 29, 2 p.m., Orange Public Library & History Center, Orange Rotary Conference Room ¾ Santa Claus is Coming to Our Town! (all ages), Monday, Dec. 6, 6 p.m., El Modena Branch Library ¾ Santa Claus is Coming to Our Town! (all ages), Tuesday, Dec. 7, 6:30-8:30 p.m., Orange Public Library & History Center, Community Room ¾ Safety Program, Wednesday, Dec. 8, 4:30 p.m., Taft Branch Library ¾ Anime Nights (ages 13-17), Wednesday, Dec. 8, 6:30-8 p.m., Orange Public Library & History Center, Community Room ¾ Santa Claus is Coming to Our Town! (all ages), Monday, Dec. 13, 6:30-8:30 p.m., Taft Branch Library ¾ Reading Rocks! (Reaches Orange City Kids), Tuesday, Dec. 14, 6:15-7:45 p.m., Taft Branch Library Acting Assistant Library Director Miller asked Trustees if they wish to continue meeting at 3 p.m. or change to a different hour. Trustees were in agreement to keep the time at 3 p.m. VII. PUBLIC COMMENT None VIII. ADJOURNMENT Trustee Freeman moved, and Vice Chair Schlund seconded the motion to adjourn the meeting at 4:30 p.m. The motion carried unanimously. The next meeting will be held on Monday, December 13, 2010, 3 p.m., Orange Public Library & History Center, Orange Rotary Conference Room, 407 E. Chapman Avenue, Orange, CA 92866 ___________________________________ ___________________ Rosanne Miller, Assistant Library Services Director Attested on