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02-27-2006 LBOT MINUTES - APPROVED CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held February 27, 2006 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 Mark Clemens, and Trustee Nancy Collins. 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 asked to move items 5.1 and 5.2 (New Business) to the front of the agenda, and then moved to adopt the agenda as modified. Trustee Collins seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Trustee Clemens moved to approve the minutes of the regular meeting held January 23, 2006 as presented. Trustee Collins seconded the motion, and it carried unanimously. V. NEW BUSINESS 5.1 Proposed policy (action requested), Cell Phone Usage Inside the Library Ms. Jacob reported that public sentiment and changes in behavior expectations have led to this proposal of an amended policy proposal on cell phone usage. It includes: 1) Cell phone ringers are to be turned off; 2) Conversations should be kept short; 3) Speak quietly when using the cell phone; 4) No cell phone usage in the posted quiet zones; and 5) Patrons should report inappropriate cell phone use to a library staff member. Trustee Clemens moved to approve the policy as presented; Trustee Collins seconded the motion, and it carried unanimously. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held February 27, 2006 Page 2 5.2 Discussion on Proposals to Implement Self-Checkout Ms. Jacob reported that Circulation staff recommended the following proposals to implement self-checkout once the expanded new Main Library re-opens: 1) Raise fine limit to $10 for the first three months; 2) Limit new patrons to three items on their first checkout (no change); 3) Extend the duration of library-card viability for all users – both resident and non-resident – to expire in two years; and 4) Shelve books for “Holds Pickup” where patrons can pick up materials without ever coming to the Accounts Desk. Trustees supported the second, third and fourth items, and asked for more information about item 1. They asked library staff to look into what other libraries are doing regarding fine limits, then bring that information back for further consideration at the next Board meeting. Trustee Clemens moved to approve Items 2, 3 and 4 as presented; Trustee Collins seconded the motion, and it carried unanimously. Item 1 (with more info) will be on the March agenda. II. LIBRARY DIRECTOR’S REPORT 2.1 Monthly Report for January,2006 Ms. Jacob reviewed the written report narrative, emphasizing another lively month for the library. Highlights included continued work on budget preparation; over 400 tickets have been taken/sold for the OPLF opportunity drawing for a 2006 red Ford Mustang convertible; the FISH! philosophy was introduced to library staff and will be implemented at each branch; and storytimes at the Block at Orange and The Village at Orange are going well – moms and kids love it! On a sad note, Ms. Jacob added that there was another break-in at the Main Library construction site. This time, part of the fence was knocked down and 150 feet of copper piping was stolen. To catch or deter would-be robbers, the Orange PD has implemented a series of heightened security measures. 2.2 Financial Report for January, 2006 Ms. Jacob reported that the Library is in good shape and on target for the fiscal year. III. BOARD REPORTS 3.1 Report from Chair Westfall None. 3.2 Report from Foundation Liaison Ms. Jacob reported for Ms. Schlund that OPLF’s Underwriting Party raised $20,000. Board Members continue to sell opportunity drawing tickets for the 2006 red Ford Mustang convertible with 400 tickets taken or sold to date; a new “Live at the Library” show is now running on the City’s cable-TV Channel 3; and the Foundation received a $50,000 donation from the Mark Chapin Johnson Foundation. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held February 27, 2006 Page 3 3.3 Reports from Trustees Trustee Collins reported that one person showed up for the Homeschooling program on Feb. 22 at the El Modena Branch Library. Senior Librarian Rosanne Miller gave a presentation, and much useful information and resources were given to the attendee. The next Homeschooling program will be on Mar. 22 at the Taft Branch Library. IV. OLD BUSINESS 4.1 Update, Main Library Expansion 4.1.1 Construction progress report Ms. Jacob reported that the Main Library is 53 percent completed, on schedule and within budget. She added that the roof and ceiling structure will need to be reworked, and this will most likely affect the schedule. Rain and bad weather still may also affect the schedule. 4.1.2 RFID progress report Ms. Moreno reported that RFID tagging is 71 percent complete. Staff is far ahead of schedule, and if the team continues at this pace the RFID tagging of all books should be completed by the end of March. 4.1.3 Purchase of Opening Day Collection report Ms. Moreno reported that the City Council authorized a $434,000 contract with Baker and Taylor for 80% of the opening day collection. (Direct orders to other vendors will comprise the remaining 20% of orders.) Baker and Taylor representatives came to Orange for two days to set up the needed profiles of different collections, and they were very impressed with all the background work and preparation given to them by Cataloger Robin Manley. 4.1.4 Purchase of shelving, office & library furniture, and equipment Ms. Moreno, Adult Librarian Kitty Crary, and others are working with LPA’s interior designer on our needs. The RFP for Shelving will be issued on Friday, March 3; the RFPs for Library Furniture and Office Furniture are being worked on and will be going out in the near future. 4.1.5 What’s next: staffing, policies, other? • Ms. Jacob continues meeting with the City Manager and his team on staffing proposals for the expanded new Main Library. • No funding is available from the California State Library to support staffing for the Literacy Center. Ms. Jacob, Ms. Miller and Ms. Crary will meet to discuss other options possible. • Ms. Jacob and Ms. Miller are working on new policies needed for when Main re-opens. The goal is to bring policies on a steady basis from here on out to Trustees for approval. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held February 27, 2006 Page 4 VI. ANNOUNCEMENTS Ms. Jacob noted that Trustees would be welcome to attend the March 21 City Council hearing on the budget in support of the Library’s workplan objectives. ¾ Sat., March 11, 2006 – “Second Saturday on Site” tour (Girl Scouts emphasis), 9 a.m. @ Main Library construction site. ¾ Sat., April 8, 2006 - “Second Saturday on Site” tour, 9 a.m. @ Main Library construction site. 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 4:05 p.m. The next meeting will be held on Monday, March 27, 2006 at 3 p.m., at Library HQ/Technical Services conference room, 230 E. Chapman Avenue, Orange. ____________________________ _________________________ Nora Jacob, Secretary to the Board Attested on