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02-13-1995 LBOT MINUTESG G, ! ok 9R r y o- i; CITY OF ORANGE o Cf UNTY P LIBRARV ADMINISTRATION(714)288-2470 FAX(774)771-6726 CITY OF ORANGE COMMUNITY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting of February 13, 1995 Main Library Community Room. I.CALL TO ORDER 1.1 Pledge of Allegiance Chair Cavecche lead the Pledge of Allegiance. 1.2 Roll Call The regular meeting of the Orange Public Library Boazd of Trustees was called to order at 3:02 p.m., in the Main Library Community Room. Present:Trustees Cavecche, Baker and Gorham 1.3 Adoption of Agenda Trustee Baker moved the agenda be adopted as presented. Trustee Gorham seconded. Motion carried. 1.4 Approval of Minutes Chair Cavecche corrected December 19, 1994 minutes: (1) Since 4.1, "Orange Public Library's Weeding Policy" was not discussed, it should be removed from the minutes, (2) Chair Cavecche requested that the following be added to 2.1, Boazd Reports:": The Trustees' position is mostly an administrative one under state law and governed by the Educational Code. Trustee Baker moved that the minutes be accepted as corrected. Trustee Gorham seconded. Motion canied. OFANGE PUBLIC LIBRARV 101 N. CENTER ST. ORANGE, CA 92666-1591 EI Modena Branch • Taft Branch CITY OF ORANGE COMMUNITY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting of February 13, 1995 II.. BOARD REPORTS 2.1 Reports from Chair Cavecche Chair Cavecche reported that she met with Mayor Joanne Coontz this moming at City Hall and discussed the appointments of vacant trusteeships on the board. The Mayor advised her that the appointments were pending and would be made soon. This Board will be back to five members by the Mazch meeting. Chair Cavecche also spoke to the Mayor on the Library receiving more funding in FY 95/96 and that the Library should be brought back to its budget level before cuts were made. Mayor Coontz advised Chair Cavecche that any budget requests should be brought to City Councii eazly as the Mayor and Council are interested in learning what our budget hopes aze before the budget process begins. Gary Wann added that it would be a good idea for the Trustees and staff to meet an additional time in March to have a study session on the Library's budget. Early March was suggested for this study session as it would then give staff opportunity to do prepazatory work. Chair Cavecche added that the two new Trustees should i be included in this study session with staff. Chair Cavecche added that this Boazd should be active and visible at City Hall during the budget process 2.2 Reports from Trustees California State University administrators are Trustee Baker distribute article from January 30 Newsweek magazine which addressed the,CYddift/ o4ftb a'}dnot building a Library in their new k d it}1 Ford ord Camp facility. He also added that 65% of students own their own PCs before entering college. Trustee Baker also spoke about a new Times Link sponsored by the Los Angeles Times that allows users in the community to access hours of city hall and libraries and whether computer access to the library is possible. Since Orange was not on this directory, Trustee Baker suggested that staff make contact with Times Link and have Orange Public Library's information included on this media. III. COMMUNITY SERVICES DIRECTOR'S REPORT 3.1 Director's Report of December 1994 3.2 Director's Report of January 1995 Gary Wann reported that the remodeling of the Main Library's circulation desk is completely in operation and aesthetically looks great. Yolanda Moreno, Linda 2 CITY OF ORANGE COMMUNITY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting of February 13, 1995 Berquist and Angela Scherer-Holt will be recognized for their hazd work and many hours spent in bringing this project to a successful conclusion. Also, library customers have been very positive in their comments about the new circulation desk. Gazy is now looking at a project to paint all the book shelves. Gary Wann updated Tmstees in the area of library automation. Our objective is to join the superhighway and have it at the Library. It has been a methodical plodding process to get us to the superhighway with setbacks to the department's committee on Management Information System. This project has been sent back to a beginning as the Finance Department wanted to insure against breakdowns. A final decision will be made by mid-March; the timing will coincide with the new budget cycle. Any new system will require funding and the Librazy will rely on Angela Scherer-Holt's expertise on libraty systems. 3.3 Director's Report to Trustees a) Mid-Year Report The Mid-Year Report submitted by Gary Wann to City Manager David Dixon was discussed. Library supervisors and Library Services Manager wrote detailed accounts of the Library as it is now. Gary Wann took their reports and refined it to a status report on the Library in 1995. The original intent of this report was to be a Branch Services status report, but it turned into an entire Library update. It is desirous that this report will encourage City Council to make decisions on Branch Services. The Library staff is looking for answers from City Council; if identifiable service is desired, staff replenishment will need to be a priarity; if this course is not desired by City Council , branch services will be rethought. As branch services are now offered, staff cannot cover public desk for vacations, breaks or lunch times. One option for Branch Services would be to close Taft Branch Library and reopen with creative solutions, i.e., book store (retaining portion of sales for library) or a homework center. Gary Wann has asked Trustees for their input on this important issue as he feels a united solution to the problems at Branch Services will be important to the City Council. Trustee Baker added the option of privatizing library services to help compensate the cuts in the library budget. He feels that the county's financial situation does not make it feasible for an increase in the budget. Also, citizens are not supporting 3 CITY OF ORANGE COMMUNITY SERVICES DEPARTMENT li ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting of February 13, 1995 any user fees or bond issues at this time. Chair Cavecche said this Board would make the decision to close Taft Branch or El Modena Branch Librazies if that is the most desirable solution. No decision will be made today because the Board needs to understand the ramifications of such actions. This Boazd is seeking a favorable option for the City Council to consider. Trustee Baker added that there will probably be no additional funding coming from the City. Gary Wann advised that staff wili bring all options to the Board. Trustee Gorham added that the Mid-Year Report was very professionally prepazed and easy to read, and could be used as a tool with the City Council to demonstrate the Library's current situation. Gary Wann also advised Trustees that he has been informed by City Manager David Dixon that he has a list of names of candidates for the Library's ad hoc committee. There will be a representative from the Library Board on the ad hoc committee also. This committee will meet as soon as possible to makes its recommendations before the budget process. b) Response to Trustee Baker's Request on "Role of the Board" Gary Wann distributed to Trustees a list of what his expectations are for the Library Board of Trustees. Since policy changes of advisory versus administrative jurisdiction has been discussed and resolved, the Board will play a critical role in the Library's budget process. Each item on the list was discussed and questions raised on procedures for staff to follow on routine daily matters. An as-it-is-today organization char[will be prepared for the Board to clearly understand staffing needs. The grant for Partners In Reading, the Orange Public Library's literacy program, will be decreased in the coming fiscal yeaz and the problem of reconciling 200 people to the fact that this program will not continue in full strength may come to the attention of City Council. Further action towards a partner- ship with Orange Unified School District should be pursued and staff would like to have the Board's direction on this issue. Trustee Baker thanked Gary for completing this formation of policy and administrative responsibilities for the Library Boazd of Trustees. He also added that the Board should not be involved in the day-to-day operation of the library and should not be involved in scheduling or assignment of personnel as this would be an undue burden for staf£ The Boazd should, however, review budget and opening and closing of facilities. Trustee 4 CITY OF ORANGE COMMUNITY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting of February 13, 1995 Gorham added that the Board are not micromanagers and that their management should be directorial. The operation of the library should be left to the professionals and the Board would only step in if procedures were not being followed. Chair Cavecche appreciated receiving this response and does not think that the Board should be involved in day-to- day operations. She requested an overview of policies and wants to give input with staff when new Trustees are appointed. Gary Wann empha- sized again the Library needs the Board's support in the upcoming budget process as the Board is the community's voice. 3.4 Legislative Update The Board thanked staff for the legislative updates included in their packets. Gary Wann specifically addressed a State Senate and Assembly bill that is pre- sently being discussed in both houses. Since there are considerable money for libraries involved with these 2 bills, Gary will continually update the Board as to their status. 3.5 Financial Report The Board thanked staff for providing the Expenditure Summary in their packets. Gary Wann will be calling the Board to set up a budget meeting in early March which will take approximately a half day. IV. DEPARTMENT REPORTS 4.1 User Survey The User Survey results conducted at all three facilities October 17-29, have been finalized. Chair Cavecche asked why magazines are allowed to be checked out and if all of them shouldn't remain in the Library for in-house reading. Eugenia Wong will research this question and will report back at the March Board meeting. 4.2 Orange County Libraries Fines/Fees Survey The information gathered from other Orange County libraries on their fines and fees was distributed with packets. From all of the information gathered, it appears that our Library is competitive with all of our counterparts in terms of the fines and fees assessed. We appear to be slightly above the median in this category. All future fines and fees to be assessed wi11 be discussed with the Board. 5 CITY OF ORANGE COMMUNITY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting of February 13, 1995 4.3 Santiago Library System Membership Eugenia Wong provided a packet of information regarding SLS membership, its purpose and benefits. SLS is a grant-funded operation so our membership is free. Also included in the packet was comparative information statistical on patron registrations and circulation transactions between Orange residents and non- residents. The pros and cons of assessing non-resident library cards fees similar to what Huntington Beach Public Library has done, were thoroughiy discussed. Huntington Beach Public Library's situation is faz different from our own in terms of what their Main Library can offer. Their Main Library is almost 4 times as large as ours and there are few similarities which we can compare. In addition, we may have a very difficult time assessing library card fees not knowing at all whether or not we can attract non-residents to our library if they have to pay. Lastly, in terms of information sharing, we are able to draw a great deal from being in the Santiago Library System membership pool. The Board thanked the staff for a well-prepared report. 4.4 New Circulation Desk Project This agenda item was not discussed. 4.5 City of Orange and Rancho Santiago College Joint Use Library Gary Wann has spoken to the City Manager regazding this project and we are still on permanent hold until the complete financial picture at the City can be determined. Trustee Baker will speak with Dean Stringer of Rancho Santiago College as soon as possible to determine what the next move should be. The college must have a definitive answer in the next few months. 4.6 Alternate Funding The possibility of converting the Taft Branch Library to a book store which would generate funding far the library was briefly discussed. 4.7 Friends of the Orange Public Library Gary Wann commented briefly on how much staff is looking forward to warking with Mike Alvarez and the Friends Board. Mike brings a a great deal of energy and willingness to work with the staff and seems committed to helping the Library. 4.8 CALTAC Membership and Workshop It is increasingly difficult for the library to fiznd activities for the Library Board of 6 CITY OF ORANGE COMMUNITY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting of February 13, 1995 Trustees. Gary Wann has suggested that perhaps these expenditures could be obtained from the Friends of the Orange Public Library. He will check with the City Attomey regarding the feasibility of this method of securing addiYional memberships and workshops for Trustees. 49 Rental Book Collection Evaluation Report The Rental Book Collection has been successful to date beyond what our expectations were for the program. It is areas such as this type of creative approach that the Library is going to continue to research and participate in. The Board was very pleased with the results to date and expressed their willingness to assist staff in these types of creative approaches. V. NEW BUSINESS 5.1 Library Foundation Chair Cavecche is investigating the feasibility of forming the Library Foundation and assisting the Mayor wherever possible. Whi]e the Board expressed their approval with this type of funding method, Chair Cavecche indicated she would not take the lead in this possible venture. The entire Board indicated they would assist the Mayor and whom ever the Mayor approves as the lead in the foundation drive. VI. ORAL PRESENTATIONS There were no oral presentations. VII. ANNOUNCEMENTS There were no announcements. VIII. ADJOURNMENT Trustee Gorham moved that the meeting be adjoumed at 4:55 p.m. Seconded by Trustee Baker. Motion carried. i' /; i l//2/ c Gary W Aty sted n , Secretary to the Board GW/jm 7