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11-20-2006 LBOT MINUTES - APPROVED CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held November 20, 2006 Library HQ/Technical Services conference room 230 E. Chapman Avenue (basement), Orange I. CALL TO ORDER (3:10 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, and Trustee Nancy Collins. Trustees Absent: Trustee Mark Clemens. Staff Present: Library Services Director Nora Jacob and Admin Assistant Jan Reichert. 1.3 Adoption of Agenda Trustee Collins moved to approve the agenda as presented; Vice Chair Schlund seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Trustee Collins moved to approve the Minutes of the October 16 meeting as presented; Vice Chair Schlund seconded the motion, and it carried unanimously. II. LIBRARY DIRECTOR’S REPORT 2.1 Monthly Report for October 2006 Ms. Jacob gave a verbal report. o She continues to give tours of the new Main Library to City Departments and their staff. o Appointment of new Library Board Trustee is on the Nov. 28 City Council agenda. o Cut-Loose Quilters unveiled its “Adventure Starts Here” children’s art quilt at Nov. 14 City Council meeting, as part of Children’s Book Week celebrations. o Cathy Sorenson, on behalf of the Klein Family Foundation, announced a grant award of $250,000 to OPLF to name the Older Children’s Area in the new Orange Public Library & History Center. o Ms. Jacob reported that OPLF will re-apply to the Warne Family Charitable Foundation for additional grant funding. The group has already received a $25,000 grant award from the Warne Family Charitable Foundation to establish a family literacy program at the branch libraries in 2007. o Preparations for the FY 07-08 Budget will commence in January, 2007. Library Services is submitting two new CIP projects: One to improve lighting at the El Modena Branch Library; the other for long-range planning to expand the El Modena branch. o CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD November 20, 2006 Page 2 2.2 Financial Report for October 2006 Ms. Jacob reported that the Library Services Department is within budget. III. BOARD REPORTS 3.1 Report from Chair Westfall Chair Westfall reported that he is giving bricks from the Santa Fe Depot, circa 1888, to the expanded new Orange Public Library & History Center for the outdoor History Walk. 3.2 Report from Foundation Liaison Vice Chair Schlund reported that the Library Foundation (OPLF) has reached $1.6M in its capital campaign fundraising efforts. OPLF’s Finance Committee is looking to hire a fundraising/development consultant to help redefine the campaign and extend it beyond the current scope. Vice Chair Schlund presented a proposal to have every OPLF Board Member make a contribution, to be recognized individually but compiled collectively, toward one or more naming opportunities in the expanded Main Library. Former Mayor James Beam was elected as OPLF’s new president at the Board’s Nov. 6 meeting; former Mayor Joanne Coontz will be vice-president. 3.3 Reports from Trustees Trustee Collins reported that she is going to propose a library literacy project to her Leadership Orange group (Class of 2007) for consideration. The goal of the project would be to raise funds for literacy materials by holding a spelling bee. She added that if her Leadership Orange class does not get involved with this program, she would take it to the local Rotary clubs. IV. OLD BUSINESS 4.1 Update, Main Library Expansion 4.1.1 Construction progress report Ms. Jacob reported that the new construction completion date is in mid-December but will likely not be met by the contractor. Two or three key issues, including floor prep, will need to be accomplished in order for the project to be completed smoothly. Ms. Jacob added that the construction budget is still within the 5 percent contingency amount originally awarded in 2004 by the City Council – a remarkably low level, reflecting the excellent efforts of library staff and the construction project team. 4.1.2 Library staffing update Ms. Jacob reported that the library continues to add staff at all three facilities, and several candidates are currently in Personnel’s background review process. Taft Branch Site Supervisor Lorna Adkins has tendered her resignation effective Dec. 31, 2006. Librarian II Kurt Keesling will be the Interim Taft Branch Site Supervisor until a permanent person is hired; an outside recruitment is currently underway. CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD November 20, 2006 Page 3 4.2 Review of City Policy on Meeting Room Usage The review of this policy has been tabled until early in 2007. V. NEW BUSINESS 5.1 Proposed creation of new Orange Mayors Collection Ms. Jacob reported on this new collection focus, created in order to promote adding information about Orange’s mayors to the Local History archives. The new collection brings together and preserves materials that will provide information and insight on each Orange mayor’s term of office and impact on the community. Collection guidelines were shared with the Trustees. 5.2 ACTION ITEM – Proposed revision to Local History Collection Development Policy Ms. Jacob explained that in preparing the new Orange Mayors Collection guidelines, staff realized that some minor wording changes to local history policies were needed. These included updating the format of materials that might be added to the local history archives. Trustee Collins moved to adopt the proposed revision as presented; Vice Chair Schlund seconded the motion, and it carried unanimously. 5.3 ACTION ITEM – Proposed revision to Local History Donation Policy Ms. Jacob further explained that for the Local History Donation Policy, the one recommended change was to add “Library Services Director” to the list of those who may accept donations of local history material. Trustee Collins moved to accept the proposed revision as presented; Vice Chair Schlund seconded the motion, and it carried unanimously. VI. ANNOUNCEMENTS o The premiere of Jeff Cole’s 30-minute video on the historic Edwards House was being rescheduled due to holiday overload among potential attendees. Trustees were asked to mark their calendars for Wednesday evening, January 17, 2007. VII. PUBLIC COMMENT None. VIII. ADJOURNMENT Trustee Collins moved, and Vice Chair Schlund seconded the motion, to adjourn the meeting at 4:10 p.m; the motion carried unanimously. The next meeting will be held on Monday, December 18, 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