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03-15-2004 LBOT MINUTES - APPROVED CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held March 15, 2004 El Modena Branch Library Community Room I. CALL TO ORDER 1.1 Pledge of Allegiance The meeting was called to order at 3:10 p.m. Vice Chair Schlund led the Pledge of Allegiance. 1.2 Roll Call Trustees Present: Chair Douglas Westfall, Vice Chair Jonell E. Schlund, Trustee Mark Clemens, Trustee Karen Herrera, and Trustee Nancy Collins Staff Present: Library Services Director Nora Jacob, Administrative Secretary Jan Reichert, Library Manager Yolanda Moreno, and Senior Librarian Rosanne Miller 1.3 Adoption of Agenda Vice Chair Schlund moved to adopt the agenda as presented. Trustee Clemems seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Trustee Clemens moved to approve the minutes of the regular meeting held February 23, 2004, as presented. Trustee Collins seconded the motion, and it carried unanimously. II. LIBRARY SERVICES DIRECTOR’S REPORT 2.1 Monthly Report for February 2004 Director Jacob reported on a busy month as reflected in the report. Highlights included the historic fountain test (using a mock-up created by Public Works staff and sculptor Mel Slavick) to see how it would look on site and potential safety issues; Library Foundation’s collaboration with the Mills Corporation at The Block; and installation of the hardware for our new online catalog system (SIRSI – Unicorn). Trustee Clemens inquired about the increase in new library cards. Director Jacob reported three contributing factors: the 2nd half of the year is always busier than the 1st half; “Live at the Library” is bringing in new users; and clean-up of the patron database is causing people to return to the library and get new cards. 2.2 Financial Report for February 2004 Director Jacob reported that Library Services is on target with its budget. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held March 15, 2004 Page 2 2.3 2nd Quarter Report for FY 03-04 Director Jacob reported that we are on track with our operating budget. This report outlines what’s been appropriated, encumbered, expended, and the percent spent for the 2nd quarter. III. BOARD REPORTS 3.1 Report from Chair Westfall Chair Westfall reported that he has made 200 contact prints of the Willie McPherson photo collection thus far. Most of the pictures are of missions and Indians. He added that the library is likely to want to keep approximately 85 percent of these photos. 3.2 Report from Foundation Liaison Director Jacob reported that the Capital Campaign committee of the Library Foundation continues to search for a Campaign Chair; is aggressively going after donations and continues to work on design of the donor wall, giving tree, and orange crate labels. Upcoming events: MOMS Club tile painting, April 6, 10a.m. to noon @ Taft Branch Library; Taft Tile Painting Festivity, June 5, 1-5 p.m., and “History on the Move” fundraising party, July 31. 3.3 Reports from Trustees Trustee Clemens reported on the seminar he attended sponsored by St. John’s, “Adolescence and the Media.” He will forward information to Director Jacob, including a website. Trustee Collins reported that the Mother-Daughter Tea that was to be held on Saturday, May 1, will be postponed until the fall due to scheduling conflicts. IV. OLD BUSINESS 4.1 Update, Main Library Expansion 4.1.1 Office of Library Construction, Feedback on Design Development Phase Director Jacob reported that we passed with flying colors this phase of the project. There were 15 points noted for further response, but they are mostly reminders. Our next step is to proceed to 90 percent completion of design. Consideration is underway as to whether we will pre-qualify contractors. Director Jacob also noted that she’d received a call from Anaheim Public Library’s director regarding their cost estimate going over budget due to the rising cost of steel and concrete. So far, Orange’s overall costs are still within the scope of the Main Library expansion project budget. 4.1.2 Edwards House Move The timetable for the move of the Edwards House is as follows: 1) May 15 – Friends and staff move out of the house; 2) May 27 – The Days (new owners of the Edwards House) take possession; and 3) sometime during June 21-30 – the house moves to its new location. Staff is working on a contract to hire a firm to demolish the Edwards House garage and other items. Movers will be hired to pack and unpack the Friends’ materials. A trailer will be rented and set up in a designated location by July 12 to house the Friends Bookstore during the following 18 months. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held March 15, 2004 Page 3 The four mosaic panels (5’x 8’ apiece) that used to hang in the Children’s Room of the Main Library prior to the 1998 renovation will be restored and hung in the new library. 4.1.3 Abandonment of Center Street Two items of importance: 1) March 9 City Council meeting - 1st round of approval for abandonment of Center Street; 2) April 13 – public hearing on abandonment of Center Street. A letter will be going out to residents on Shaffer, Center and Grand Streets. Director Jacob encouraged one or two Trustees to be at the April 13 City Council meeting to speak about the project. Trustee Collins volunteered. Trustee Collins also inquired about holding an event (prior to groundbreaking in January 2005) to say “thank you” to Main’s neighbors for their support. 4.1.4 Testing of Historic Fountain & Next Steps A full scale mock-up of the historic fountain was tested on February 13 at the SW corner of the library. Three City Council members were in attendance. Staff judgment is that at this location the fountain is only eight feet from Chapman Avenue, which poses safety issues and other challenges. The best possible location would be at the NW corner, but this would require using six parking spaces. Director Jacob also gave a progress report on the restoration of the fountain: the top two basins are done; the birds are done; and the “Save the Fountain” committee has raised half the money needed for the restoration. 4.1.5 Phasing Plan Director Jacob reported that there are eight phases to the Main Library Expansion Project, thus requiring careful advance planning of each phase in order to keep everyone on track. What’s upcoming: Edwards House move; creation of temporary parking; groundbreaking in January 2005 – will need to setup an acoustic wall between new and existing building to help defer construction sounds; and former B of A parking lot will be unavailable for parking for one full year. 4.1.6 Artwork Update Sculptor and library volunteer Mel Slavick continues to work on the busts of Andrew Glassell, William T. Glassell, Alfred Chapman, and Andrew Carnegie; the “giving tree”; citrus crate labels; a mural for the area behind the planned new Children’s Services Desk; and restoration of mosaic wall panels. Artist Judy Schroeder is also helping on the citrus crate labels. 4.1.7 Community Open House on Thursday, April 1, 7-8:15 p.m. This event has been well publicized in the Orange City News and on cable TV. The open house will include screening of two 30-minute programs highlighting the progress of the Main Library expansion. 4.1.8 Community video Advisory Board (CVAB) Support Director Jacob reported that videographer Jeff Cole received a $1,500 grant to create two 30-minute shows to update the community about the Main Library expansion.. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held March 15, 2004 Page 4 4.2 Review of Collection Development Policy The policy was given to Board members as an FYI. V. NEW BUSINESS 5.1 Review of FY 04-05 Library Goals & Objectives Ms. Jacob and management staff reviewed for Trustees the programs, service objectives and work plans for each section: Library Administration, Technology & Support Services, Main Library, Taft and El Modena branch libraries. VI. ANNOUNCEMENTS ¾ Kickoff party for Ken Domer’s campagin as Library Foundation candidate for Soroptimists’ Annual Service Award, Wednesday, March 24, 6-8 p.m. @ Marsha Zembower’s home, $25 per person donation requested. ¾ Storytelling by Library Foundation reps @ The Block, Saturday, March 27, 1-4 p.m. ¾ Community open house update on Main Library Expansion, Thursday, April 1, 7-8:30 p.m. @ Main Library ¾ Soroptimists’ Annual Service Award luncheon and fashion show, Saturday, April 24, 11:30 a.m. to 2 p.m. @ Coast Hotel, Anaheim ¾ Tile Painting Festivity presented by Library Foundation, Saturday, June 5, 1-5 p.m. @ Taft Branch Library Chair Westfall donated four copies of Ranchos of Orange County by Virginia Carpenter to the library. He also passed around copies of the pamphlet, “Historic Photography Identification” a guide on how to identify and date historic photographs. VII. PUBLIC COMMENT None. VIII. ADJOURNMENT Trustee Herrera moved, and Trustee Collins seconded, to adjourn the meeting. The motion carried unanimously, and the meeting adjourned at 4:25 p.m. The next meeting will be held on Monday, April 19, 2004, at 3:00 p.m. in the El Modena Branch Library community room. ____________________________ _________________________ Nora Jacob, Secretary to the Board Attested on