05-19-2008 LBOT MINUTES - APPROVED
CITY OF ORANGE LIBRARY SERVICES DEPARTMENT
ORANGE PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of Board Meeting held May 19, 2008
Staff Conference Room, Orange Public Library & History Center
407 E. Chapman Avenue, Orange
I. CALL TO ORDER (3:10p.m.)
1.1 Pledge of Allegiance
Chair Douglas Westfall led the Pledge of Allegiance.
1.2 Roll Call
Trustees Present: Chair Douglas Westfall, Trustee Nancy Collins, and Trustee Paul Hughes.
Trustees Absent: Vice Chair Jonell Schlund and Trustee Mark Clemens
Staff Present: Library Services Director Nora Jacob, Library Services Manager Yolanda
Moreno, and Admin Assistant Jan Reichert.
Guest Present: Rosario Garza, Executive Director, Santiago Library System/Metropolitan
Cooperative Library System (SLS/MCLS)
1.3 Adoption of Agenda
Director Jacob asked to move forward agenda item 4.1 under Old Business (Proposed
Consolidation…) to the first part of the Library Director’s Report, given the presence of guest
Rosario Garza at the Board meeting.
Trustee Hughes moved to approve the agenda as modified; Trustee Collins seconded the
motion, and it carried unanimously.
1.4 Approval of Minutes
Trustee Collins moved to approve the minutes of April 21, 2008 as presented; Trustee
Hughes seconded the motion, and it carried unanimously.
II. LIBRARY DIRECTOR’S REPORT – Note: Item 4.1 under Old Business moved here.
4.1 Proposed Consolidation of Santiago Library System (SLS) with other public library systems
Rosario Garza, Executive Director of SLS/MCLS, gave background information on the proposed
consolidation of three library systems (MCLS, SLS, and South State). A Consolidation Steering
Committee had been formed in the fall of 2007 to consider the concept of consolidation and to
determine whether there was consensus to move forward. Ms. Garza talked about the benefits of
consolidation:
CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES May 19, 2008
Page 2
o It would create the largest system in California, with 46 library jurisdictions and
the largest bloc of library users.
o One collective voice would be possible at legislative activities. (This is the biggest
benefit/advantage, in Ms. Garza’s view.)
o Financial reserves would be merged to maximize and offer more services.
o The possibility of developing an “on call” roster of temporary personnel/librarians
would be explored.
o More frequent delivery/courier service would be offered.
o Open software could be developed.
o Universal borrowing would continue.
She noted that the biggest concern about consolidation is dues. She explained that the formula
used was complicated but that, in general, dues for member libraries would be based on
population served as of 2007. She noted that Orange Public Library’s proposed dues would be
about $5,000 annually.
Ms. Garza then summarized critical steps in the possible consolidation process:
o At the April 10 meeting of the Consolidation Steering Committee, each library system
took the recommendations back to their respective Administrative Councils for
discussion and approval to move forward with consolidation.
o A letter of intent (from all three library systems) to consolidate, outlining the benefits
involved, would be sent to the Library of California Board. All documentation to the
Library of California Board must be received by July 18, 2008.
o Thus, another meeting of the Consolidation Steering Committee would be held on June
12, 2008 to vote “go” or “no go” on consolidation. Prior to that, the three systems’
Administrative Councils would need to vote.
In response to questions from Library Director Nora Jacob, Ms. Garza noted that individual
libraries that do not initially vote on the consolidation would have the option to join at a later date.
Ms. Jacob expressed urgency about having the Orange Public Library Board of Trustees weigh in
with a recommendation about voting for or against the systems’ consolidation, since $5,000 a
year of OPL funds would be involved. She noted that asking for a budget increase of that
amount, during the current difficult fiscal situation Citywide, was unrealistic – the $5,000 in
annual fees would need to be found by reducing something else within the Library’s operating
budget. She told the Trustees that staff needs to analyze the fiscal (as well as philosophical)
benefits of system membership, particularly vis-à-vis Transaction Based Reimbursement (TBR)
dollars that Orange receives as a result of State legislation.
Ms. Jacob then proposed a special Library Board of Trustees meeting on Friday, June 6, at 3 p.m.
in the staff conference room at the Orange Public Library & History Center. The Board agreed.
At that meeting, the Library Board of Trustees will discuss the pros and cons of possible
consolidation and its impact on OPL -- specifically, what the benefits to OPL would be, what the
dues would provide, and what fiscal and other impacts would result if OPL voted to drop out of
Santiago Library System rather than voting in favor of consolidation (and, thus, paying dues).
CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES May 19, 2008
Page 3
2.1 Monthly Report for April 2008
Director Jacob reported on the highlights for the month, which included awards and monetary
donations:
• Orange Public Library & History Center was singled out by the Old Towne Preservation
Association recently for the OTPA “Spirit of Old Towne” Award for the local history
room, the outside History Walk, and the local history website that the Library operates.
• The Woman’s Club of Orange gave $2,500 on May 19 for children’s storytime books,
puppets, and other resources as its 2008 President’s Charity.
• On May 17, Soroptimist International of Orange (SIO) gave $300 to honor OPL’s Teen
Volunteer Program.
2.2 Financial Report for April 2008
Received and filed.
III. BOARD REPORTS
3.1 Report from Chair Westfall
None.
3.2 Report from Foundation Liaison
Ms. Jacob reported for Vice Chair Schlund that OPLF is working hard on the upcoming “Step
Back in Time” party on June 22, 2008. She encouraged all Trustees to attend.
3.3 Reports from Trustees
Trustee Hughes will include an article about literacy in the Fall issue of the Orange Progress.
IV. OLD BUSINESS
4.2 2nd Annual Library Spelling Bee
Trustee Collins reported that her son, Tim, is a community college film student and that as part of
a project, he will put together a film piece about adult literacy. He will interview Library
Manager Yolanda Moreno as part of the piece. Trustee Hughes reported that he is working on the
words to be used in the Spelling Bee and will give this list to Ms. Jacob in August, two months
prior to the Bee. Ms. Collins suggested that OPL invest in a banner to advertise the Spelling Bee
this year. The next step, she said, will be putting together teams.
V. NEW BUSINESS
5.1 Update, change in “Tolerance Level” on Patrons’ Overdue Fees
Ms. Jacob reported that effective July 1, 2008 the library will change its tolerance level on
patrons’ overdue fees from $10 to $5 per patron. As of October 1, staff will evaluate the impact
of the lower fee and may return to a $0 tolerance level at that time (as was the case prior to
introduction of self-checkout technology). The library will return to $0 tolerance by 2009 at the
latest.
CITY OF ORANGE DEPARTMENT OF LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES May 19, 2008
Page 4
5.2 ACTION, Proposed Request for Review of Library Materials Policy and related Form and
Procedure
Library Manager Yolanda Moreno presented a new Request for Review of Library Materials
Policy to Trustees for discussion and action. She noted that this policy encourages public input
on OPL holdings, and it allows for staff review of specific items in OPL’s collections to be
handled in an attentive, consistent, and timely manner. Under this policy, a patron who wishes to
have an item withdrawn from the collection would need to submit a newly revised Request for
Review of Library Materials Form, which would then be reviewed by the appropriate Senior
Librarian with a written recommendation to the Library Director. The Library Director would
then take action and respond to the patron. Trustee Collins asked whether this policy applied to
lists of reading materials that were on display. Ms. Moreno clarified that the policy referred only
to materials in OPL’s collection, not those on lists that might come from other sources.
Trustee Hughes moved to accept the Request for Review of Library Materials Policy and
related Form and Procedure as presented; Trustee Collins seconded the motion, and it
carried unanimously.
5.3 ACTION, Proposed Named Gift Opportunities List from OPLF
Ms. Jacob presented the revised Named Gift Opportunities list to Trustees for discussion and
action. These expanded naming opportunities were proposed by the Library Foundation in its
ongoing fundraising campaign. Ms. Jacob reviewed highlights at the Main Library, which
included a name change from “Children’s Garden” to “Sycamore Garden” and the addition of
nine more naming opportunities. Trustees supported the concept of the proposed “Sycamore
Garden” and endorsed OPL moving forward to complete the garden as a space for general public
use, coffee drinking, wi-fi use, etc. They also supported the nine additional naming opportunities.
Trustee Collins moved to accept the proposed Named Gift Opportunities list as presented;
Trustee Hughes seconded the motion, and it carried unanimously. Ms. Jacob and Library
Foundation President Jim Beam will next review the list in briefings with the City Council.
VI. ANNOUNCEMENTS
o “Four Bikes for Books! Four Chances to Win!” bikes raffle by the Library Foundation, April
21-June 23, 2008. Tickets $5 apiece, on sale at all library checkout desks.
o “A Step Back in Time – The ‘40s,” Library Foundation gala – Sunday, June 22, 2008, Orange
Public Library & History Center, 4:00 – 8:00 p.m.
VII. PUBLIC COMMENT
None.
VIII. ADJOURNMENT
Trustee Collins moved, and Trustee Hughes seconded the motion to adjourn the meeting at
4:45 p.m. The motion carried unanimously. The next meeting will be held on Monday, June 16,
3 p.m. in the Staff Conference Room, Orange Public Library & History Center.
____________________________ _________________________
Nora Jacob, Library Services Director Attested on