03-16-1995 LBOT MINUTES - SPECIAL MEETINGv
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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
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CITY OF ORANGE DEPARTMENT OF COMMUNITY SERVICES
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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
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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.
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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
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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.
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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
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LGaryWann, Secretary of Attested on y/?lp-the Library Boazd
GW/jm
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