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06-26-2006 LBOT MINUTES - APPROVED CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held June 26, 2006 Library HQ/Technical Services conference room 230 E. Chapman Avenue (basement), Orange I. CALL TO ORDER 1.1 Pledge of Allegiance Trustee Clemens 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 Services Director Nora Jacob, Library Services Manager Yolanda Moreno, Senior Librarian Rosanne Miller, and Administrative Assistant Jan Reichert. 1.3 Adoption of Agenda Trustee Collins moved to approve the agenda as presented; Trustee Clemens seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Trustee Clemens moved to approve the minutes of the May 15 meeting as presented; Trustee Collins seconded the motion, and it carried unanimously. II. LIBRARY DIRECTOR’S REPORT 2.1 Monthly Report for April & May 2006 Ms. Jacob reported on some special highlights for April and May: • The cell phone service provider T-Mobile Wireless is requiring some changes that may delay the Main Library construction project. • Saturday, November 18, 2006 has been declared as the official opening date of the Main Library; Orange Park Acres Friends of the Library has reached its goal of $25K for a naming opportunity in the Main Library. This group will continue to raise money for a History Walk plaque ($25K). • On Wednesday, Sept. 6, OPLF will host a “Legacy Luncheon: Keeping Orange History Alive” at the Santa Ana Country Club to honor long-time historical families of Orange. The Foundation’s goal is to raise $300K for the 12 History Walk plaques (each plaque is $25K). • The BEST news was Nora’s announcement that she and her partner Cliff will be getting married on Saturday, Oct. 28. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held June 26, 2006 Page 2 2.2 Financial Report for May 2006 Ms. Jacob reported that the Ms. Moreno and staff did an excellent job of “squeezing” every penny out of the Library’s year-end budget. III. BOARD REPORTS 3.1 Report from Chair Westfall None. 3.2 Report from Foundation Liaison Ms. Jacob reported that the Library Foundation is putting together the “Steve Ambriz Legacy Golf Tournament,” Monday, August 7 at the Alta Vista Country Club. Board Member Marsha Zembower is chairing the event. This will include the “Drop Into Summer” Golf Ball Drop. More details to follow. 3.3 Reports from Trustees None. IV. OLD BUSINESS 4.1 Update, Main Library Expansion 4.1.1 Construction progress report Ms. Jacob reported that construction is at 65 percent completion, and 75 percent on calendar days allocated, which means that the project is about 30 calendar days behind schedule. Ms. Moreno reported that the shelving vendor is on board; next up will be issuance of a Request for Proposals (RFP) for furniture for the new building. 4.1.2 Library staffing Update Ms. Jacob reported that the City Council has approved all Library staffing requests for the expanded Main Library. For the upcoming “Requests to Fill” and “Personnel Action Forms” that will be generated for all our staffing requests, Library staff presented the Personnel Department with a “bouquet” of edible fruit as a “thank you” to Personnel staff for all their help with our many recruitments, promotions, etc. 4.1.3 Plans for Grand Re-Opening Celebration on Nov. 18, 2006 Ms. Jacob reported that the Library Foundation will be providing funds for this celebration. She added that the planning committee will include library staff and community representatives. Trustees Clemens and Collins volunteered to be on the committee. Ms. Jacob and Ms. Miller will meet soon to get organized, and then the first planning session will be convened. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held June 26, 2006 Page 3 V. NEW BUSINESS 5.1 Proposed policy revision (action requested): Exhibits, Displays, & Distribution of Free Materials Ms. Jacob reported that this proposed policy revision would replace the ‘Community Information Display Policy’ adopted Nov. 17, 2003 by the Library Board of Trustees. The new policy includes specific information about ‘exhibit’ displays at Orange Public Library that was not addressed in the previous policy. Various exhibit scenarios were discussed to ensure that everyone understood how the new policy would be applied. Mr. Clemens made a motion to accept the revised ‘Exhibits, Displays, & Distribution of Free Materials’ policy as presented; Ms. Collins seconded the motion, and it carried unanimously. 5.2 Proposed new policy (action requested): Rules of Conduct Ms. Jacob noted that this proposed policy would codify patron behavior rules and regulations already being used in our libraries. She added that this proposed policy, as well as the one just adopted (please see ‘Exhibits, Displays, & Distribution of Free Materials’ above), had been reviewed and approved by the City Attorney’s Office. Mr. Clemens made a motion to accept the ‘Rules of Conduct’ policy as presented; Ms. Collins seconded the motion, and it carried unanimously. 5.3 Adoption of Meeting Calendar for FY06-07 (action requested) Ms. Collins made a motion to adopt the meeting calendar for FY 06-07 as presented; Mr. Clemens seconded the motion, and it carried unanimously. 5.4 Appointment of Nominating Committee to Elect Officers for FY 06-07 Ms. Jacob offered two options for appointment of a nominating committee for FY 06-07 Board officers: 1) To name members who would bring a recommended slate of officers to the July meeting of the Board; or 2) To discuss nominations at this meeting and vote on a slate of officers. After discussion, the Board agreed on option #2 and agreed to continue in FY 06-07 with the same officers as in FY 05-06, namely, Chair - Douglas Westfall, and Vice-Chair – Jonell E. Schlund. The group noted that a Trustee vacancy still exists, and Ms. Jacob said she would contact Mayor Murphy about this. Ms. Collins made a motion to accept the Slate of Officers for FY 06-07 as stated above; Mr. Clemens seconded the motion, and it carried unanimously. 5.5 Discussion of Dedication Plaque for expanded new Main Library Chair Westfall had inquired about the protocol for placement of the Library Board of Trustees’ names on City plaques. Ms. Jacob had presented this inquiry to the City Manager, who responded with a memo stating that there “appears to be no formal policy in place…but it also appears that there has been a standard for the City.” This information was outlined in a memo distributed by Ms. Jacob. Based on the memo, the Board and staff decided that a plaque would be placed in the staff conference room of the new Main Library that would include names of the Library Board of Trustees, and Friends of Orange Public Library and Library Foundation board members. Ms. Jacob will work on the wording for this plaque, then submit it for review and approval. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held June 26, 2006 Page 4 VI. ANNOUNCEMENTS ¾ Monday, August 7, 2006 – Steve Ambriz Legacy Golf Tournament @ Alta Vista Country Club to raise funds for the Steve Ambriz Storytime Room in the expanded new Main Library. Also, “Drop Into Summer” Golf Ball Drop @ Alta Vista Country Club, 5 p.m., to buy new children’s books for Main’s collection. VII. PUBLIC COMMENT None. VIII. ADJOURNMENT Trustee Collins moved, and Trustee Clemens seconded to adjourn the meeting at 4:20 p.m. The next meeting will be held on Monday, July 17, 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