09-20-2004 LBOT MINUTES - APPROVED
CITY OF ORANGE LIBRARY SERVICES DEPARTMENT
ORANGE PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of Board Meeting held September 20, 2004
Main Library Community Room
Note: Due to lack of a quorum, items needing adoption or approval were reviewed by not voted upon.
Reports and updates on special projects were presented.
I. CALL TO ORDER
1.1 Pledge of Allegiance
Trustee Clemens led the Pledge of Allegiance.
1.2 Roll Call
Trustees Present: Trustee Nancy Collins and Trustee Mark Clemens
Trustees Absent: Chair Douglas Westfall; Vice Chair Jonell Schlund; and Trustee Karen
Herrera
Staff Present: Library Services Director Nora Jacob; Senior Librarian Rosanne Miller;
and Administrative Secretary Jan Reichert
1.3 Adoption of Agenda
Action continued to October 18, 2004, due to lack of quorum.
1.4 Approval of Minutes
Action continued to October 18, 2004, due to lack of quorum.
II. LIBRARY SERVICES DIRECTOR’S REPORT
2.1 Monthly Reports for July & August 2004
Director Jacob reported on several items not reflected in the reports. (1) Each City Council
candidate has been given basic information about Orange Public Library and the Main Library
expansion. (2) Summer Reading Club (SRC) statistics reflect a very successful program this
year. (3) A California Library Association PR Excellence Award will be submitted for library
intern Rowena Sioson’s SRC artwork. (4) The Woman’s Club has been asked for use of its
facility for children’s programs in 2005 and 2006 because the Main Library community room
will be unavailable due to construction. (5) The nomination of library volunteer Mel Slavick was
submitted to CALTAC for Volunteer of the Year. Mr. Slavick is also being nominated for the
Orange Chamber of Commerce Citizen of the Year award.
CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held September 20, 2004
Page 2
2.2 Financial Report for August 2004
The Library is on track with expenditures so far in FY 2004-05.
III. BOARD REPORTS
3.1 Report from Chair Westfall
None.
3.2 Report from Foundation Liaison
Director Jacob reported that the Library Foundation is planning a gala dinner/dance in April,
2005 (instead of in January) at Chapman University’s Bush Conference Center (Beckman Hall
#404). An underwriting party will be held in January, 2005, seeking support for the total
expenses of this event. The Foundation’s goal is to net $100K. Director Jacob also reported that
two donations were received recently, one for $50K (from Del Rio, LLC, and Sun Cal
Companies) and one for $25K (from the Turner Family Trust). In addition, Councilmember
Joanne Coontz has been approached to be the Campaign Chair after she leaves office.
3.3 Reports from Trustees
Trustee Collins is moving forward with the mini-hardhat idea – to be given to neighbors who are
invited to the Main Library for a “neighbors’ information” event. Each mini-hardhat will be
filled with candy, with a sticker affixed to the front (depicting the new library?). She is hoping
to underwrite the expenses for this. This will take place on January 22, 9 a.m. at the Main
Library. All neighbors attending the event will be entered into a monthly drawing for Baskin
and Robbins ice cream coupons.
Trustee Collins further reported that there will be a Homeschooling workshop at the Main
Library on November 16, from 7 to 8 p.m. The event is free and open to the public.
Trustee Clemens reported on his recent trip to Lake Havesu City Library.
IV. OLD BUSINESS
4.1 Update, Main Library Expansion
4.1.1 Submittal of Final Plans & Specifications phase (100% design)
Director Jacob reported that the MLEP team is fine-tuning the final plans and
specifications on the Main Library expansion design for submittal to the Office of
Library Construction (OLC) on Oct. 12. A 5-day review period will follow. On October
26, approval of final plans and authorization for bids will go before the City Council. All
bids will be due by December 16.
4.1.2 Cost estimate/Value engineering changes/Bid strategy
Director Jacob reported that “value engineering” deductions – designed to bring the
project’s cost within available budgeted dollars – come to about $70K. This leaves a
base bid amount of approximately $10 million. Additive and deductive alternatives
provide close to $700K of leeway to make the projected cost.
CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held September 20, 2004
Page 3
4.1.3 Schedule of next steps
Director Jacob discussed key milestones and expected dates of completion. Oct. 26 –
City Council approval of plans and authorization to bid; Oct. 28 – solicitation of General
Contractor bids will begin; and Dec. 16 – bids are due and will be opened. All other
dates shown on the handout are the same at this point.
4.1.4 Qualifications for bidders
Director Jacob reported that the standard in public contract law is to accept the lowest
qualified bidder. The project team, with City Council’s blessing, has added to bidder
qualification requirements to ensure strong competition in the bidding. The additional
requirements include: a minimum of ten (10) years’ experience in successful completion
of projects that are similar to ours; and successful completion of three (3) contracts of
$8M or more in bid contract value for similar facilities (such as a library, higher
educational institution, or other public facility).
4.1.5 Arcade “History Walk” design
Director Jacob presented the proposed design layout of the “History Walk” along
sidewalks outside the arcades of the expanded building. This will be an interpretive look
at Orange’s history, using words and dates sandblasted into the concrete, plus
informational plaques. There will be five areas or “installations” - starting at the south
entry door and ending at the north entry door - with each addressing a different aspect of
Orange history. Copies of the proposed narrative were handed out. Board Members’
input or changes should be directed to Director Jacob, who will also be taking this
information to historian Phil Brigandi, the Orange Community Historical Society, and
Old Towne Preservation Association’s “Save the Fountain” committee. The Library
Foundation is developing a plan to fundraise for it.
4.1.6 Children’s Garden design
Director Jacob then presented details of the Children’s Garden design layout to Board
Members. Both Trustees were pleased with the concept and design. Trustee Clemens
inquired about doing a “cement and turf test” to find out how will the materials hold up;
factors such as traffic patterns (how heavily will this area be used), exposure to sunlight,
and climate changes should be examined. Director Jacob responded that this information
will be shared with LPA.
4.2 Demonstration of new “Catalog+” online library system from Sirsi
Director Jacob provided a brief demonstration. Board Members were also given a small gift in
honor of the “Catalog+” launch.
V. NEW BUSINESS
None.
CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held September 20, 2004
Page 4
VI. ANNOUNCEMENTS
¾ Tuesday, Sept. 28, 3:30 p.m.: Teen Volunteer Recognition in Weimer Room of City Hall.
¾ Saturday, Feb. 5, 2005, 11 a.m.: Groundbreaking for Main Library expansion!
VII. PUBLIC COMMENT
None.
VIII. ADJOURNMENT
The next regularly scheduled meeting will be held on October 18, 2004, at 3 p.m. in the Main
Library community room.
____________________________ _________________________
Nora Jacob, Secretary to the Board Attested on