12-19-2005 LBOT MINUTES - APPROVED
CITY OF ORANGE LIBRARY SERVICES DEPARTMENT
ORANGE PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of Board Meeting held December 19, 2005
Library HQ/Technical Services conference room
230 E. Chapman Avenue (basement), Orange
I. CALL TO ORDER
1.1 Pledge of Allegiance
Chair Westfall led the Pledge of Allegiance.
1.2 Roll Call
Trustees Present: Chair Douglas Westfall, Trustee Clemens, and Trustee Nancy
Collins
Trustees Absent: Vice Chair Jonell Schlund
Staff Present: Library Director Nora Jacob, Library Services Manager Yolanda
Moreno, Senior Librarian Rosanne Miller, and Administrative
Assistant Jan Reichert
1.3 Adoption of Agenda
Trustee Clemens moved to adopt the agenda as presented. Trustee Collins seconded
the motion, and it carried unanimously.
1.4 Approval of Minutes
Trustee Collins moved to approve the minutes of the regular meeting held November
21, 2005 as presented. Trustee Clemens seconded the motion, and it carried
unanimously.
II. LIBRARY DIRECTOR’S REPORT
2.1 Monthly Report for November, 2005
Ms. Jacob reviewed the written report narrative, emphasizing the very successful “Shades
of Orange/Cypress Street Barrio” photo display with nearly 300 people in attendance.
Also, the RFID project team attended conversion training provided by the vendor and is
ready to work out logistics and prepare staff for actual tagging of the books. Lastly,
structural framing is almost completed on the expanded Main Library & History Center.
2.2 Financial Report for November, 2005
Ms. Jacob reported that the Library is in good shape and on target for the fiscal year.
CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held December 19, 2005
Page 2
III. BOARD REPORTS
3.1 Report from Chair Westfall
None.
3.2 Report from Foundation Liaison
Ms. Jacob reported for Ms. Schlund that work continues on the “Topping Off Ceremony;”
“Orange Crate Cabaret Encore!” underwriting party and event; joint car raffle with the
Orange Rotary clubs; and sending solicitation letters to prospective donors. Ms. Jacob
added that The Block at Orange and The Village will be presenting sponsors of “Orange
Crate Cabaret Encore!”
3.3 Reports from Trustees
Trustee Collins reported that an article about homeschooling will be in the next issue of the
Orange Progress. Ms. Collins and Senior Librarian Miller will meet soon to discuss
promoting homeschooling at the branch libraries.
IV. OLD BUSINESS
4.1 Update, Main Library Expansion
4.1.1 Candy-bar outreach to neighbors at holiday time
Ms. Jacob, Trustee Clemens, and Trustee Collins will walk the neighborhood
on Tuesday, Dec. 22, 6 to 7 p.m. giving each neighbor candy bars, thanking
them for their patience and understanding with the construction at Main
Library, and answering any questions about the project.
4.1.2 Radio Frequency ID (RFID) tagging project
The RFID Team – Kitty Crary, Linda Berquist and Robin Manley – is working
on the plan for this project. There will be two teams of three to start the project.
The goal is to start staff training next week and be ready to move forward with
tagging the last week of December – 27, 28, and 29. Ms. Berquist added that
by the end of January we should have a true picture of what all is involved, how
staff is dealing with moving boxes and tagging the books, and how the project
is progressing. She added that the fallback plan is to hire movers to move the
boxes out of the rooms and unload the books. Trustee Collins offered the
assistance of her husband Rick Collins to help with the logistics and proper
lifting techniques. RFID Team Leader Ms. Berquist will contact Mr. Collins.
4.1.3 Opening Day Collection
Library Manager Moreno reported that the RFP was mailed to three vendors.
The responses have been collected and evaluated, a vendor has been chosen,
and staff is working on the contract for approval by the City Attorney’s office.
The goal is to have everything ready for the January 24 City Council meeting.
Ms. Moreno added that this is a $434,000 project.
CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held December 19, 2005
Page 3
4.1.4 Deletion of ATM as part of the project
Ms. Jacob, Orange Community Bank President Larry Sallinger, and Sr.
Assistant to the City Manager Rick Otto discussed the pros and cons of
installing an ATM at the expanded Main Library. Ms. Jacob also met with
Crime Prevention Bureau of Orange Police Department, whose
recommendation was to not move forward with installing an outside-facing
ATM. Additionally, Mr. Sallinger reported that Orange Community Bank only
makes about $400 profit off its ATM machine at the bank annually. Ms. Jacob
shared this information with City Manager John Sibley and he was in
agreement with Crime Prevention to not install an ATM at the Main Library.
4.1.5 Literacy program proposal
Ms. Miller reported that she and Adult Services Librarian Kitty Crary met with
READ/OC program coordinator Marsha Tungate to discuss initiating a literacy
program at the new expanded Main Library. With $10,000 funding (which we
would have to pursue via grant applications), READ/OC would provide all the
necessary training and teacher contacts. Ms. Miller and Ms. Crary
recommended that working with READ/OC is the best way to go and will begin
looking for grant opportunities. The goal is to have an adult literacy program
up and running when we reopen the Main Library in the Fall of 2006.
4.1.6 Next steps
• Meet with City Manager and Finance team about current and
forthcoming vacancies to fill, and to present proposed staffing
expansion.
• Work with City Attorney on possibilities for a cell site at the expanded
Main Library (tower area). Ms. Jacob reported that several cellular
service providers have contacted her.
4.2 “Reigniting Your Board’s Passion” workshop activities
Trustees were in agreement to postpone these activities until January or February.
V. NEW BUSINESS
5.1 City Council Minutes of November 8, 2005, concerning library funding vis-à-vis The
Irvine Company’s East Orange project
In response to Trustee Nancy Collins’ request for research on this item, Ms. Jacob
reviewed the City Council November 8 minutes (public hearing) on this issue. She also
shared the Library Foundation’s clarification on this same issue presented at the December
13 City Council meeting.
5.2 Amendment of Naming Opportunities List for expanded Main Library
Ms. Jacob noted that the Library Foundation would like to amend its naming opportunities
to separate the current “Children’s Library” into two smaller and more “saleable” areas:
Young Children’s Collection AND Older Children’s Collection. The Library Board of
Trustees has the authority to implement such requests.
CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held December 19, 2005
Page 4
Trustee Clemens made a motion to authorize amendment of the Library Foundation
naming opportunities as presented; Chair Westfall seconded, and it carried
unanimously.
5.3 Update, Citywide Risk Assessment and audit plan
. Ms. Jacob reported that the Internal Auditor has conducted an assessment of various
departmental functions Citywide. One of those, “Library patron donations,” will be an
area of further evaluation by the Internal Auditor at Ms. Jacob’s request. In addition,
during the next six to eight months the auditor also needs to look at community meeting
room policies to ensure effective policies and procedures will be in place when the
expanded Main Library & History Center re-opens.
VI. ANNOUNCEMENTS
¾ Sat., January 7, 2006 – Topping Off Ceremony, 10 a.m.-12 noon @ Main Library
construction site
¾ Sat., January 14, 2006 – “Second Saturday on Site” tour, 9 a.m. @ Main Library construction
site
¾ Thurs., February 23, 2006 – Underwriting Party by Library Foundation, time and location
TBD
¾ Sat., April 29, 2006 – “Orange Crate Cabaret Encore!” fundraising gala, 6-10 p.m. @
Chapman University’s Bush Conference Center
VII. PUBLIC COMMENT
None.
VIII. ADJOURNMENT
Trustee Collins moved, and Trustee Clemens seconded, to adjourn the meeting. The
motion carried unanimously, and the meeting adjourned at 4:30 p.m. The next meeting
will be held on Monday, January 23, 2006 at 3:00 p.m., at Library HQ/Technical Services
conference room, 230 E. Chapman Avenue, Orange.
____________________________ _________________________
Nora Jacob, Secretary to the Board Attested on