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01-19-1998 LBOT MINUTESU /vc: 1.(...f~2'.-: JL~ -'. x:. ;;:L CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES COMMUNITY SERVICES DIVISION 714) 744-7272 . Fax: (714) 744-7251 LIBRARY SERVICES DIVISION 714) 288-2471 . Fax: (714) 771- 6126 CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held January 19, 1998 230 East Chapman Avenue LO : 6 96tlJ:J tiC:: H3'l:l }..110 -,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 Board of Trustees was called to order at 3:33 p.m., in the Community & Library Services Administration Conference Room, 230 East Chapman Avenue.Present: Trustees Cavecche, Massa, Schlund, Warne and Westfall.1. 3 Adoption of Agenda Trustee Massa moved the agenda be adopted as presented. Seconded by Trustee Schlund. Motion carried.1. 4Approval of Minutes Trustee Warne moved the minutes be accepted as presented. Trustee Schlund seconded. Motion carried.230 E. CHAPMAN AVENUE ORANGE, CALIFORNIA 92866-1506 T -' If 11I CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held January 19, 1998 Page Two II. BOARD REPORTS 2.1 Reports from Chair a) Library Foundation Chair Cavecche inquired who on staff would be the contact for the Library Foundation and was informed Director Wann would serve that capacity. Chair Cavecche also asked Trustees for input on possible Foundation members and stated she thought a board appointee would be more advantageous and appropriate than a Trustee serving on the Library Foundation. The Board's appointee would relay the Board's direction and information to the Foundation. 2.2 Reports from Trustees There were no reports from Trustees. III. COMMUNITY AND LIBRARY SERVICES DIRECTOR'S REPORT 3.1 Director's Report of December, 1997 Director's Report was accepted as presented. In the absence of Director Wann, Library Services Manager Eugenia Wong reported on the City Council's request to reduce costs of the Main Library Renovation Project and Library staff have researched the exclusion of several items in the Information Technology Center ITC). The weeding process is almost complete, with approximately 25,000 books and audio-visual items already weeded.3.2 Legislative Update Legislative updates were included in Trustees' packets.3.3 Financial Report Expenditure Summaries were included in Trustees' packets.T' r r CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held January 19, 1998 Page Three IV. DEPARTMENT REPORTS 4.1 Main Library Renovation Project Community Services Manager Gabe Garcia reported to the Board regarding staffs recommendations for the Main Library Renovation. The City Council, at its meeting on December 9, 1997, directed staff to scale down the scope of the renovation improvements to address the health, life and safety building issues and lTC, and to identify these improvement costs at approximately $1.5 million. Manager Garcia informed the Board that the renovation costs were reduced primarily due to the following: (1) Decrease in contingency from 20% to 10%; 2) Downsize in the electrical plan; (3) Reduction in number ofITC workstations; and (4) Refinement of cost estimate. The renovation will include all improvements addressing the health, life and safety issues and ten workstations with five PC's available for technological servIces. A summary of the total project costs ofthe Main Library Renovation Project which will be presented to City Council at Council's January 27, 1998 meeting are as follows: Health, Life and Safety Building Improvements ITC Shelving Moving 1,176,489 260,085 60,400 80.000 Total 1,576,974 Council will also be provided with 5 Add-Alternates for their consideration: 1) 2) 3) 4) 5)Angular Ceiling and Decorative Orange Emblem New Shelving 5 Additional PC's for ITC Upgrade to HP Hardware New Furniture 26, 000 40, 000 12, 500 64, 110 140, 267 r ~r ll~_ n CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held January 19, 1998 Page Four Chair Cavecche stated it was her opinion the Department should request Council consider all aspects of the renovation project, including the 5 Add- Alternate options. The Board decided to have staff prioritize the furniture requests and reapproach Council for appropriation after the renovation has begun.4.2 Local History Collection Trustees were provided in their packets a Memorandum from Librarian II Rosemarie Williams reporting on the Local History Collection and its temporary location during renovation. It is staffs professional opinion the collection would be safest if stored at the City's newly acquired Bank of America building located next-door to the Main Library. While there is no restroom facility on the ground floor of the building for public or staff use, it is agreed the collection must be moved during the renovation to ensure its safety. The possibility of the collection remaining at the bank building after renovation will be discussed further.V. NEW BUSINESS 5.1 Budget FY 98-99 Library Services Division Manager Eugenia Wong reported to the Board the Department of Community & Library Services' Budget FY 98- 99 is due on February 3, 1998. While this year's budget is considered status quo, the Library Services Division is required to request back and justify the book budget, which is being completed.The Board further directed staff to request an increase in staff as it is felt the newly renovated Main Library will attract more customers than in the past.Additional staffing will also insure the library's ability to continue weeding and updating the collection on a continuing basis, along with providing the community with additional service hours on every Friday at the Main Library.Branch service hours will be reexamined after the Main Library has been reopened. It is the Board's hope that the branch libraries will be able to expand service hours on Saturdays if staffing is adequate to do CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held January 19, 1998 Page Five 5.2 Universal Service (E-rate) Telecommunication Discounts Program U. S. Congress will be funding libraries and schools to insure affordable access to modem telecommunications and information services. This yearly program can possibly provide the library up to 40%-50% discounts for the Information Technology Center (ITC) and will need to be renewed each year. The possible savings for the ITC cannot be calculated at this time, but it is expected to be very beneficial.5.3 Sculpture at Taft Branch Library Trustees were provided with information in the packets on a sculpture that was a gift from the Friends of the Orange Public Library located at the Taft Branch Library. Trustee Wame moved that the sculpture be moved to the Bank of America building at no expense to the City and stored there until staff can determine the value of the sculpture. Chair Cavecche seconded. Motion carried.5.4 Proclamation for William and Ardelle Courtney Trustees were invited to attend a reception honoring the Courtney Family for William Courtney's 18 years of voluntary service on the Orange Public Library Board of Trustees, the Courtney Family's request for donations to the library in lieu of flowers at the time ofMr. Courtney's passing, and Ardelle Courtney' s generous donation of many of the family's books to enhance the library' s collection. Following the reception, Mrs. Courtney will receive a Proclamation from the Orange City Council.VI. ORAL PRESENTATIONS There were no oral presentations.VI. ANNOUNCEMENTS There were no announcements. I' -'rF Dr CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held January 19,1998 Page Six VII. ADJOURNMENT Trustee Schlund moved that the meeting be adjourned at 5:20 p.m. Seconded by Trustee Warne. Motion carried. 1 y I . I ... G~~~- Secretary to the Library Board k~:,...,", f z c.. _:.:. c. L.. c. ,"L /~/ cl' 5L .z- c:. fi.'__________Attested on 1;7/? :;;-/Y8 GW/EW/jm r