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09-18-1995 LBOT MINUTESOF k{ c' o CITY OF ORANGEQ o . o-= T'CEf.I.1y O/40 UNT P LIBRARV ADMINISTFATION(714)288-2470 FAX(774)771-6126 CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 18, 1995 Community and Library Services Administration Conference Room I.CALL TO ORDER 1.1 Pledge of Allegiance There was no Pledge of Allegiance. 1.2 Roll Call The regulaz meeting of the Orange Public Library Board of Trustees was called to order at 3:02 p.m., in the Community and Library Services Administration Conference Room, 230 East Chapman Avenue. Present:Trustees Cavecche, Gorham, Hukari and Massa. Absent: Trustee Baker Guest: Mike Alvarez, President, Friends of the Orange Public Library 1.3 Adoption of Agenda Chair Cavecche added "Friends of the Orange Public Library"to ""New Business." Trustee Gorham moved that the agenda be adopted as corrected. Trustee Massa seconded. Motion carried. ORANGE PUBLIC LIBRARY 101 N.CENTER ST. ORANGE,CA 92666-1591 EI Modena Branch • Taft Branch I . .. _ . 1 CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 18, 1995 Page Two 1.4 Approval of Minutes Chair Cavecche made the following changes to the minutes of the meeting held July 17, 1995: 2.1, "Reports from Chair:" "Chair Cavecche reported that the Friends of the Orange Public Library has requested that their President,Mike Alvarez, be invited to the next Board meeting to update Trustees on Friends' issues:' Chair Cavecche corrected minutes to read, "Chair Cavecche requested Friends of the Orange Public Library President Mike Alvazez be invited to the next Board meeting ..." 2.1, "Reports from Chair:" "Chair Cavecche also reported that she has met with City Manager David Dixon and Finance Director Ann Marie Gallant to discuss the library's policy on receiving fines and fees that are then deposited into the General Fund." Chair Cavecche corrected the minutes to read, "Chair Cavecche wants to meet with City Manager David Dixon and Finance Director Ann Marie Gallant ..." because she could not meet with City Manager David Dixon and Finance Director Ann Marie Gallant. 53, "New Business," Ainsworth Heritage House: "Eugenia Wong felt with the improvements scheduled to be made to the structure that this wo ld be a suitable location for the Local History Collection .." Chair Cavecche asked the minutes to reflect that library staff felt that at the present time the Ainsworth House is not be suitable for the Local History Collection. Trustee Gorham moved that the minutes be accepted as corrected. Seconded by Trustee Hukari, Motion carried. II. BOARD REPORTS 2.1 Reports from Chair Chair Cavecche reported she did not meet with City Manager David Dixon and Finance Director Ann Marie Gallant because Mr. Dixon was not feeling well and Ms. Gallant had resigned. She did, however, meet with Sr. Assistant to the City Manager Scott Morgan, Interim Finance Director Jeannie Arehart and Director Gary Wann to discuss the city's policy on library fines. Because the library cannot hold fine money, it was recommended that as a project is initiated that generates money; staff should then approach City Council and request those funds be returned to the library. CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 18, 1995 Page Three 2.2 Reports from Trustees There were no reports. IIL COMMUNITY AND LIBRARY SERVICES DIRECTOR'S REPORT 3.1 Director's Report of September 1995 Director's Report was accepted as presetited. 3.2 Legislative Update There was no information to provide to Trustees at this time. 3.3 Financial Report There was no further information to provide Trustees at this time. IV. DEPARTMENT REPORTS 4.1 Staff Recruitment and Library Hour Expansion Gary Wann reported Personnel Department has completed testing and has established eligibility lists for Library Page, Library Clerk, Library Assistant and Librazian I positions. Interviews of the candidates will now begin and offers of employment made. There will be no increase in service hours until new staff has been fully trained. 4.2 Ainsworth Hause Project Gary Wann informed Trustees that there has been an interest shown of putting a Local History exhibit in the Ainsworth House. This facility is owned by the City and operated by the Department of Community and Library Services. While several different projects have been attempted at this location, none have successfully marketed the Ainsworth House. Accessibility and pazking availability have been major deterrents for business ventures. A proposal with several suggested uses was presented to City Council and an offer by Susan Doniger to investigate a possible museum/Local History e chibit that would rotate in and out of the facility has been approved. Orange Redevelopment Agency has agreed to fund $38,000 which is necessary to refurbish the structure and bring it up to building code standazds. Chair Cavecche emphasized that no move of library materials or staff can be done without Boazd approval. Gary Wann saw no problem with the request that the Boazd be kept informed and added there may be possibilities of special meetings in the future to get Boazd approval on certain procedures. Trustee Gorham added that if the project is to be associated with the Library, Trustees should be involved in the decision-making process. CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 18, 1995 PageFour 4.3 Revised Rental Book Procedure Eugenia Wong advised Trustees that the Rental Book Collection has been in operation for one yeaz now and is very successful. The project is 100% self- supporting and there has been profits retumed to the collection for purchasing new books. This collection has been expanded to include branch services and staff is considering adding books on tape in this collection when service hours aze expanded. It is hoped CD-ROM can be offered in the future. V. NEW BUSINESS President Mike Alvarez, Friend of the Orange Public Library Mike Alvazez attended the Boazd meeting to give Trustees an update on Friends' activities. Friends aze excited about their upcoming move from the Edwazd's House gazage to the main house. They aze discussing signage and coordinating packing of books. Friends funded approximately $2,600 for the Summer Reading Club and donated funds for books on tape. There has been $4,000 in donations to the library this yeaz. Friends have suggested to the Children's Section that a fall program be put together for Summer Reading Club participants to return them to the library so they can be thanked for their help and recognized for their efforts during the summer. This program could include a speaker and/or perhaps a Chapman University musical program. Friends aze launching a major fund raiser using the library's memorial book fund procedure. It is hoped that books will be given as gifts by families celebrating new births or be given as memorial gifts Benches aze being added to the front entrance of Main Library. Old Town Preservation Association has given a$800 donation to Friends. Library staff was asked to complete a wish list for Friends' consideration. Funds have been received from booksale center sales, membership and donations. Monthly Boazd Meetings aze held the second Monday of the month from 12-1 p.m., in the Main Library's Community Room. A new Friends' brochure is now available. CTTY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 18, 1995 Page Five Chair Cavecche requested Friends activities be discussed only with Trustees. Mr. Alvazez replied his organization is currently undergoing growing pains. He also reported that$6,000 has been saved by Friends for a Friends Room at a New Main Library and perhaps this money can be channeled to the Ainsworth House project. Chair Cavecche requested that the idea of a Library Goid Cazd be agendized for next month's meeting. 5.1 Main Library Community Room (Space Conversion) Gary Wann stated that there is internal struggling in the state capitol that has impeded library progress. The Mazks and Alpert bills have not passed and it appeazs they may not. As an altemative, a space conversion of the Main Library's Community Room to the Children's Section has been investigated. Cost estimates aze being obtained. Trustee Gorham moved that approval be given to Gary Wann to reseazch the concept of converting the Community Room into useabie Children's Section space. Motion seconded by Trustee Hukazi. Motion carried. 5.2 Edward's House: Space Re-Allocation After visiting other librazies and observing how Friends of those libraries aze represented, Gary Wann began looking for other facilities for Friends' use. He has relocated Partners In Reading to another Community and Library Services facility and Friends of the Orange Public Library's Bookcenter has been moved to the downstairs of the Edwazd's House. Chair Cavecche questioned whether gazage space could be allocated for Friends' use and Gary Wann responded the entire space will be for library use. Director Wann also feels that Friends' activities should be discussed with Trustees and library staff no longer be invoived in Friends' activities. 5.3 OPL Service Objectives for FY 95/96 Library Services Manager Eugenia Wong provided Trustees with an eight point Service Objectives Outlined for FY 95/96. Chair Cavecche added that#7, "to review and upgrade user fees by February 1996, "may require a separate study session. Gary Wann reported that the City is investigating a reorganization plan that will begin in November that will restructure city services. There will be fizrther combining of departments and all aspects of city service will be investigated for I CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 18, 1995 Page Six rightsizing. Although Gary feels the library will not experience drastic changes under this reorganization, Chair Cavecche offered Trustees' help in keeping the library's operation intact. Trustee Gorham commented that City department heads need to be replaced after a City Manager has been chosen. 5.4 APS Equipment Services Eugenia Wong reported on upgrades to our APS Equipment Services contract that will provide a new copy machine in the Children's Section, maintenance for the reader printer and a 486 PC with CD-ROM for patron's use ($3 an hour). Library staff aze presently writing a procedure for use of this new equipment. No educational assistance by staff will be provided. A 20% commission from this equipment will be realized and all maintenance and repairs will be performed by APS Equipment Services. Gary Wann felt this additional equipment available is a service enhancement. Chair Cavecche requested a report to Trustees 30 days after impiementation of the program so City Council can be approached for a refund of monies eamed from this project. Trustee Gorham moved that this agreement be adopted. Trustee Massa seconded. Motion carried. 5.5 3M Self-Check System Main Library has been experimenting with a 3M Self-Check System for three months and it appears 7-11% of customers used this method to check.out library materials. Although statistics cannot be relied on and the location of the equipment was not Favorable for customer use, staff felt it was a good system and could have provided up to 20% of their customers the speed and convenience of checking out their own material. However,the price of the equipment is $25,000 with ongoing maintenance costs and staff recommends that the unit not be purchased at this time as the money can be better spent on other projects. 5.6 CLA Annual Conference The California Library Association Conference will be held November 11-14, 1995, at the Santa Claza Convention Center. Director Wann offered to pay for registration fees if any Trustee would like to attend. None can attend the conference at that time. I CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 18, 1995 Page Seven 5.7 Children's Library Card Policy Staff has investigated and reseazched children's library card procedures with other libraries. It is staff's recommendation that the procedure be adopted as follows: At age 5 years a child may obtain his/her own library card with a parenYs signature and ID. If at this age, the child cannot yet write/print his/her own name, the parent will write the child's name on the reverse side of the cad under the parents signature." Trustee Hukari moved that the staff recommendation for changing the Children's Library Cazd Policy be adopted. Seconded by Trustee Gorham. Motion carried. 5.8 Veteran's Day (Saturday, November ll) Closing Trustee Hukazi moved that the Main Library, Tafr Branch Library and El Modena Branch Library be closed in observance of Veteran's Day on November 11, 1995. VI. ORAL PRESENTATIONS There were no oral presentations. VII. ANNOUNCEMENTS 1) Chair Cavecche suggested the Friends be asked to coordinate renting pazking spaces in the Main Library parking lot during the Intemational Street Fair as a fund raiser. 2) Gary Wann advised Trustees the Santa Ana Pubiic Library has dropped from the Santiago Library System. Pomona Public Library is also dropping its membership with the Metropolitan Library System. 3) Gary Wann reported there was graffiti damage done to the Main Library and its van during the International Street Fair by a violent group known as the 18th Street Gang. 4) Gary Wann reported that the Rotary Club o£Orange has offered to purchase materials for the library. A wish list has been composed and delivered and an answer to the requests is expected in 30-40 days. CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 18, 1995 Page Eight VIII. ADJOURNMENT Trustee Gorham moved that the meeting be adjourned at 438 P.M. Seconded by Trustee Massa. Motion carried. G G 1' W es n / /6/— Secretary to the Library Board GW/jm