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03-16-1995 LBOT MINUTES - SPECIAL MEETINGv k; c, C a SDO . .L . q :;eri CITY OF ORANGE9s, Co NTv j/ LIBiiAqV ADMINISTqATION(714)288-2470 FAX(714)771-6126 CITY OF ORANGE DEPARTMENT OF COMMUNITY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Special Meeting of March 16, 1995 Redevelopment Agency Conference Room Miuutes A special meeting of the City of Orange Department of Community Services, Orange Public Library, Board of Trustees, was called to order at 8:08 a.m., by Chair Cavecche. Present: Trustees Cavecche, Gorham, Baker, Hukazi and Massa This was the first meeting for the two newest members of the Library Board of Trustees Charles Hukari and Kathleen Massa. The Boazd and library staff introduced themselves. Chair Cavecche welcomed the new Trustees. Eugenia Wong distributed two handouts: Orange Public Library's Five Year Goals and Mission Statement. Gary Wann discussed the goals and objectives of the library. The City Manager and Finance Director will roll over last yeaz's library budget with no changes; some City departments will be allowed to submit changes to their budgets. A flip chart presentation demonstrated to Trustees the financial, staffing and service hour changes that have occuned at the Library since FY 90/91. While it is anticipated that there will be extreme flow changes in the City, such changes aze not anticipated for the library. A new plan for extended service hours will be presented to Trustees at this meeting before the plan is reviewed by City Council. There will be three phases to the City's budget process with implementation of reductions on July 1, 1995, December 31, 1995, and a final phase on June 30, 1996. The budget process proposed for FY 95/96 will give flexibility to City departments and Gary Wann feels this process will enhance positive feelings regazding the fiscal budget process. Chair Cavecche discussed the Mid-Yeaz Report submitted by Gary Wann to City Manager David Dixon on January 26, 1995, and commented that since there will be no branch closing in this fiscal year, other changes will be made to increase the personnel of the department. ORANGE PUBLIC LIBRARV 101 N. CENTER ST. ORANGE, CA 92666-1591 EI Modena Branch • Taft Branch CITY OF ORANGE DEPARTMENT OF COMMUNITY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Special Meeting Held Mazch 16, 1995 Eugenia Wong discussed the Orange Public Library's Mission Statement which was written five yeazs ago and asked for comments and suggestions for revisions. It was agreed that the Mission Statement is still pertinent today, but it was suggested a listing of the service groups that the library provides services be added. The OPL draft Five-Yeaz Goals FY95/2000 listed six goals and the draft Goa1s and Objectives for FY 95/961ists seven goals. Trustees Cavecche and Baker expressed that they were impressed by how aggressive the goals were and Trustee Baker added he would like to see each goal prioritized and a timeline assigned for each accomplishment. These goals aze: I 1.To expand library service hours in all three facilities To recruit and train new part-time employees To adjust work schedules to cover public desk hours To publicize new library hours to the public 2.To develop a long-range technology plan to update OPL with electronic information resources that assist with library-wide defined goals and objectives To establish an OPL technology committee To plan and implement initial phase(s) of the technology plan To provide training for the staff To establish policies and procedures for public services Chair Cavecche feels this is a key goal for the library. 3.To update the library-wide collection development policy To establish a collection development task force To update the collection development policy based on patron service needs To establish a comprehensive collection development and management policy for electronic information resources, including procedures for selection, ordering, organizing and processing Chair Cavecche feels this is a key goal for the library. 4.To re-invest service programs at the Main Library and Taft and El Modena Branch Libraries To examine and update library service policies and procedures To upgrade Main Library service programs into a full service library 2 CITY OF ORANGE DEPARTMENT OF COMMUNITY SERVICES I ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Special Meeting Held March 16, 1995 To convert Branch Libraries as popular and homework centers To plan for a coordinated fee-based service program To review the library service needs of the Santiago Hills azea To make efforts at cooperation with local libraries, including other public, academic and school libraries 5. To increase funding sources for the Library To develop a value-added service program To review and establish a patron donation/gifr policy To review and upgrade user fees To establish a library endowment To work with the Library Friends and community leaders to help with fund-raising To strengthen Library's volunteer program Trustee Baker feels this is a key goal for the library. 6.To make the Library more user friendly To install a patron self-checkout system at the Main Library To implement telephone renewals To offer renewal capability to dial-access users To complete the retrospective conversion project for the Library's OPAC To examine and improve policy and directional signs in all three librazies To install a PA system at the Main Library To automate the ready reference file in the Adult Service Section at the Main Library To provide helpful and up-to-date library brochures To develop and produce a handout to help patrons avoid high fines To perform collection weeding in a timely manner To give patrons the abiliry to place their own holds and verify their circulation transactions 7. To continue working on the "Contracting Out Cataloging" project To compaze and evaluate vendor responses based on the Library's minimum cataloging standazds To conduct another cost study between in-house cataloging and outsourcing cataloging To plan for a test run with the vendors To report and recommend future directions for cataloging Trustee Baker commented he feels more revenue will be needed to accomplish all goals and he plans to discuss revenue aspects with the other Trustees. Trustee Hukari suggested that priority 3 CITY OF ORANGE DEPARTMENT OF COMMUNITY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Special Meeting Held March 16, 1995 be given to facility services rather than automation as he feels citizens want more service hours and improved service at all facilities before technology. Trustee Massa feels personnel training on automation is important and Gary Wann commented that new personnel will be computer literate before hiring. Eugenia Wong informed the Trustees that the self check-out procedure for Main Library will soon become a reality. 3M is allowing the library to use their equipment free of charge for three months to test the feasibility of patrons checking out their own library materials. Trustee Baker questioned when the contracting out of cataloging would be decided and was informed a report will be prepared for the City Manager by midyeaz which will be provided to Trustees for their input. Because of the poor budget outlook for the coming fiscal yeaz, cataloging out would appeaz feasible. We need to proceed with it with caution, however, since it is a highly technical and complex issue turning the creation and maintenance of our database to a commercial vendor. There was a 15 minute break at this time.) Trustees were provided an organization chart for the Community Services Department dated July 1994. Gary Wann advised that the library is requesting 8 new temporary 19-hour positions for FY 95/96 budget process which will enable the library to: 1) Replenish staff to add additional service hours to the public, and 2) Although the branch libraries may not be retumed to a reference center status, it is important that the branches remain open and operating as popular materials and homework centers. The Library is also submitting several reclassification requests in the FY 95/96 budget process, which includes: 1) A Library Clerk position to Library Assistant position at Main Library: 2) A Library Clerk position to Senior Library Clerk position in Technical Services; 3) A Senior Library Assistant position to Librazian I/II at Main Library: Also, increasing from 20 hours per week to 40 (36) hours per week: 1) Librarian II position in Technical Services; 2) Senior Administrative Clerk at the Main Library. Because the new positions requested are 19 hour positions with no benefits, Gazy Wann feels these requests will have a minimal impact on the Librazy's budget. 4 T CITY OF ORANGE DEPARTMENT OF COMMUNITY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Special Meeting Held March 16, 1995 Children's Supervisor Joan Blumenstein offered that one of the new positions being requested will be a 19 Hour Library Assistant position in the Children's Section which will help staff at Main Library on Saturdays. She further explained the duties of each staff person in the Children's Section, as did Adult Services Supervisor Yolanda Moreno and Circulation/Branch Services Supervisor Bob Felthaus respectively for the Sections they aze responsible. Chair Cavecche questioned staff on how library books are selected as she had been asked this question by City Council members. Yolanda Moreno replied that each librarian is assigned a particular section of the collection by Dewey classification and librazians select books as they are needed for that section. The latest issues of the newest books are selected; selections aze also made to replace stolen material (populaz titles are the highest number of materiais stolen). Each book is reseazched in professional journals published for that purpose before it is purchased. Selections are also considered when a patron requests a certain title and it has a favorabie review. Chair Cavecche questioned Yolanda Moreno if staff were comfortable with the procedure in which the collection is developed and Yolanda replied that they were, however, due to the fact that updates to the collection have not been made because of lack of money; old revisions are still being kept because they cannot be replaced. Yolanda further advised the Trustees that a library requires a substantial amount of money to simply maintain and keep the collection updated. The Orange Public Library's collection development policy (presented to Trustees at their August 1994 boazd meeting) was updated last year and staff is satisfied with the new policy, however, they aze concerned about the lack of time to weed the collection and keep it current. Purchases made from grants received by the librazy aze restricted to the provision set forth in the grant which leaves sections of the collection outdated. Trustee Baker asked about the price of books and Eugenia Wong advised book prices have increased 20% since 1990. The current national average on the materials budget for libraries serving a population like Orange is about 15% of the library's total budget and our library is way below that. The rental book collection has generated revenue for the library and also provided patrons with a good selection of popular reading material that would otherwise not be available. Trustee Hukari asked what the priority was in selecting books and staff answered to get back titles that have not been purchased due to cutbacks and replenish and update sections in the collection. Patrons aze referred to specialty librazies in the azea if the library does not have the needed material. Yolanda Moreno also advised Trustee Baker that reference books are expensive to purchase, usually over $100 per book. Trustee Baker also inquired if other librazies charge fees for specialty reference sources and he was advised that some of them do and the Orange Public Library should also consider it. Chair Cavecche stated that the Boazd wishes to stand firm on how funds aze expended on the book budget. Gary Wann added that this aspect has been reseazched in the past when staff librazians were questioned on their professional selecting process. Chair Cavecche asked librarians if they feel there might be a better way of selecting material but it is not being accomplished because of lack of funding; if this were the case, the Board would request additional funds to bring the library forward in collection development. Gary Wamm further commented Yhat if there were a question about the librarians' ability to select material, this should 5 CITY OF ORANGE DEPARTMENT OF COMMUNITY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Special Meeting Held March 16, 1995 be brought immediately to his attention and not discussed privately or by innuendo. Yolanda Moreno commented that the library has a well rounded collection, including El Modena Branch Library which has a Spanish collection emphasis ( in consideration of the surrounding azea) while the Santiago Hills Branch library focused on a collection of books desired by the surrounding community (i.e., books on horses). Trustee Massa expressed she feit a small minority of complainers aze speaking to City Council members and the majority of Orange residents are pleased with the library collection. Trustee Baker queried how Orange Public Library rates on a 1 to 10 scale in technology and staff replied a reasonable grade would be a 3. The new service hours proposed for the libraries are: Main Library Monday through Wednesday 10 a.m. to 9 p.m. Thursday and Saturday 10 a.m. to 6 p.m.no change) Branch Librazies: Monday through Wednesday 1 p.m . to 8 p.m. Thursday 1 p.m. to 6 p.m. Saturday 1 p.m. to 5 p.m. AUTOMATION Gary Wann provided Trustees with an overview of the automation services provided to the City of Orange first by CMSI and now BRC. Gary Wann and Finance Director Mary Ann Gallant both expressed their confidence in Library Systems Coordinator Angela Scherer-Holt efficiently handling the library's automation system and other automated need aspects for the library. When Angela begins maintaining the CPU, it will save the City $7,000. The library's automated system was installed in 1989 and has now become outdated. Equipment has only been modified to upgrade it and it will become expensive to repaiL The goals of the library is to utilize new technology available in automation, i.e., dial-up services which will allow patrons use of our equipment while we aze closed, CD-ROM services which can provide the latest up-to-date material before it is in print, self-check out and hold requests placed by patrons. Automation will open up the possibility of user fees for patron's access to electronic information resources via Internet(information superhighway) which will soon become the backbone of library communication and will become a priority for the library. Automation will further enhance library services by allowing patrons access to our databases from their homes and allow our library to seazch into other library's azchives, databases and catalogues. Info Trac can be upgraded and placed on the automated system which will allow patrons further access from their residences. Chair Cavecche asked that the branch libraries be also included in the planning. Pacific Bell's recent upgrades within the City on their fiber optic feature will help enhance the library's system. 6 CITY OF ORANGE DEPARTMENT OF COMMUNITY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Special Meeting Held August 16, 1995 Trustees Cavecche and Baker discussed a library user fee similaz to the paramedic user fee already being chazged in the City and Gary Wann replied that the City Manager had advised that a user fee would not be feasible. Gary Wann advised that the California State Library is researching a fee that would be above and beyond a fee for basic services. Trustee Baker favored a sub-committee to further reseazch the feasibility of the library requesting an increase from City Council in the budget process; if the additional funding is approved, the library will be able to continue status quo with increased service hours. Trustees requested Gary Wann to increase the request for book budget funding as they felt it was not a satisfactory amount to begin replenishment of the library collection. Chair Cavecche requested staff to come back to the next meeting with further suggestions of library needs at the present time; these additional needs will be considered in an increased funding request during the budget process. Trustee Gorham commented that the library's budget was a "needs" list not a "wish" list. The Boazd will meet with Council if certain minimum requests aze not approved in the budget process. Trustee Gorham added that the funding requests by the library aze legitimate and will receive Council's full attention. Chair Cavecche asked if Gary Wann knew how the City Manager wished for the library to proceed with future plans and Gary replied that a moderate approach to library services with expanded service hours has been suggested to him by the Manager. Trustee Hukari commented this is probably the worst financial time in the history of the county and the City, but requests should be made for the improvement of the library for future yeazs. The Trustees again reiterated to Gary the requests made in FY 95/96 aze minimal to bring the library back to its prior status. All trustees agreed that this special budget meeting was very beneficial and would like to have more of this type of ineeting in the future. Meeting was adjourned at 1130 a.m. J r _ 'l . _ "' LGaryWann, Secretary of Attested on y/?lp-the Library Boazd GW/jm 7