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09-18-2006 LBOT MINUTES - APPROVED CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held September 18, 2006 Library HQ/Technical Services conference room 230 E. Chapman Avenue (basement), Orange I. CALL TO ORDER (3:05 p.m.) 1.1 Pledge of Allegiance Chair Doug Westfall led the Pledge of Allegiance. 1.2 Roll Call Trustees Present: Chair Douglas Westfall, Vice Chair Jonell Schlund, Trustee Mark Clemens (departed 3:15 p.m.), and Trustee Nancy Collins. Staff Present: Library Services Director Nora Jacob. 1.3 Adoption of Agenda Trustee Collins moved to approve the agenda as presented; Trustee Clemens seconded the motion, and it carried unanimously. The group agreed to change the order of the agenda to address New Business after approval of the Minutes. 1.4 Approval of Minutes Trustee Clemens moved to approve the Minutes of the July 17 meeting as presented; Vice Chair Schlund seconded the motion, and it carried unanimously. II. NEW BUSINESS 2.1 Proposed revision to Computer & Internet Use Policy Ms. Jacob explained that staff had identified a need to expand the Library’s previous Computer Use Policy to address expanded and new technologies coming online when the new Main Library opens. Trustee Clemens moved to approve the proposed Computer & Internet Use Policy as revised; Trustee Collins seconded the motion, and it carried unanimously. 2.2 Proposed Wireless Internet Policy and related brochure Ms. Jacob presented the proposed new Wireless Internet Policy, which was developed by Library technology staff and then worked on by the City’s MIS Committee and its information technology support vendor, ACS Enterprise Solutions. Having a policy in place is important, she noted, because the branch libraries will be going wireless by the end of calendar year 2006, with the new Main Library to re-open next spring as a wireless facility as well. The brochure explains how library cardholders can access wireless Internet services from their own computers. Trustee Clemens moved to approve the proposed Wireless Internet Policy as presented; Vice Chair Schlund 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 September 18, 2006 Page 2 2.3 Proposed Study Room Use Policy This proposed policy clarifies, for users of the expanded new Main Library, who is eligible to use the small-group study rooms and what behavior is expected from them. Trustee Collins expressed concern about how effectively teens might follow the usage rules. The group agreed that signage in each Study Room will be important as a reminder, and Trustee Collins asked Ms. Jacob to bring the proposed wording of that signage back to the Library Board before it gets posted. Ms. Jacob will do so. Trustee Collins moved to approve the proposed Study Room Use Policy as presented; Vice Chair Schlund seconded the motion, and it carried unanimously. 2.4 Proposed Children’s Garden Use Policy Ms. Jacob explained that the direction of this proposed policy for the expanded new Main Library was to encourage appropriate public use of the Children’s Garden while also outlining what will not be acceptable behavior. Board Members agreed that this was a very good idea. Vice Chair Schlund moved to approve the proposed Children’s Garden Use Policy as presented; Trustee Collins seconded the motion, and it carried unanimously. III. LIBRARY DIRECTOR’S REPORT 3.1 Monthly Report for July/August, 2006 Ms. Jacob reported on some highlights for July and August: • Recruitment and hiring of new staff for the expanded new Main Library is moving forward very well thanks to great cooperation and support from the City’s Personnel Department. • El Modena Branch Library Site Supervisor Beth Irish has announced her retirement, effective Friday, Sept. 29, 2006. Vice Chair Schlund graciously offered to send a card and a plant to “Miss Beth” on behalf of the Library Board of Trustees. • Due to delays in obtaining and installing the new Main Library’s steel window frames, plus four weeks of rain delays during the past 15 months of construction, the re-opening date for Main has been pushed back to February or March, 2006. Ms. Jacob will alert Trustees as soon as it is clear when the contractor will complete the construction project; Library staff needs 10-12 weeks after that to move back into the building and to ready it for public use. • Ms. Jacob attended the grand re-opening of Monterey Park Public Library on Saturday, Sept. 9, and learned a number of things that will help Orange to plan its re-opening day celebrations. 3.2 Financial Report for July/August, 2006 The new fiscal year has begun, Ms. Jacob noted. There were no questions about the report. IV. BOARD REPORTS 4.1 Report from Chair Westfall None. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held September 18, 2006 Page 3 4.2 Report from Foundation Liaison Ms. Schlund reported that the “Legacy Luncheon” on Sept. 13 drew 94 attendees and was a huge success. Local history displays developed by Library staff were a huge hit, guest speaker Libby Pankey shared her recollections of ranching days and provided copies of her book, and a free “Orange Memories” DVD was presented to each guest. The Selman family and Selman Chevrolet kicked off the History Walk fundraising campaign by announcing its $25,000 sponsorship of a History Walk plaque. Ms. Jacob then provided each Trustee with a copy of the “Orange Memories” DVD, which was created by volunteer Reggie Mundekis. 4.3 Reports from Trustees Trustee Collins reported, “We parked cars” during the annual Parking Lots Fundraiser during Street Faire weekend. The volunteer effort, which generates operating funds for the Library Foundation, raised $13,768 this year. She also offered to pursue with local Girl Scouts a project to sew “sit-on- tops” for children’s programs in the new Main Library. V. OLD BUSINESS 5.1 Update, Main Library Expansion 5.1.1. Construction progress report Ms. Jacob reported that construction is at about 85 percent completion. Due to contractor delays in finding a subcontractor to do the window work, and related delays in ordering the steel-frame windows, plus previous delays on account of weather and cell- tower negotiations, the project is about three months behind schedule. Millwork inside the building has begun, and grading of the parking lots will be next. 5.1.2 Library staffing update Numerous recruitments for new Library staff are underway. Applications for open positions of Librarian, Library Assistant, Senior Clerk, Clerk, and Page are all in process. In addition, some action will be forthcoming to fill the El Modena Branch Library Site Supervisor position being vacated by Beth Irish on Sept. 29. 5.1.3 Plans for Grand Re-Opening Celebration in February/March ‘07 Ms. Jacob noted that once the steel-frame windows are delivered and installed at the new Main Library, staff will be able to identify a date for the re-opening about 10-12 weeks after that. 5.2 Report on 2006 Summer Reading Program Ms. Jacob reviewed the written highlights and statistics of our Summer Reading Program (SRP) and commended staff for its excellent work in serving thousands of local children during the summer months. She noted that the annual Teen Volunteer Celebration for SRP teen helpers had been held on Sept. 16, with more than 40 teens and their families attending to receive the thanks of the Mayor and City Councilmembers. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held September 18, 2006 Page 4 VI. ANNOUNCEMENTS VII. PUBLIC COMMENT Chair Westfall presented the Library with a donated copy of his latest publication, Amelia Earhart’s Radio. Ms. Jacob thanked him on behalf of OPL. VIII. ADJOURNMENT Chair Westfall moved, and Vice Chair Schlund seconded to adjourn the meeting at 4:20 p.m. The next meeting will be held on Monday, October 16, 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