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
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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
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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
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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