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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