01-21-2002 LBOT MINUTESC ,150 tf ...z. ..2
CITY OF ORANGE
DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
COMMUNITY SERVICES DIVISION
714) 744-7272 . Fox: (714)
744-7251 LIBRARY
SERVICES DIVISION 714) 288.2471 . Fox: (
714) 771-6126 CITY OF ORANGE DEPARTMENT OF
COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY
BOARD OF TRUSTEES Minutes of Board Meeting held
January 21, 2002 Main
Library Community Room I.
CALL TO ORDER 1.1
Pledge of Allegiance Chair Warne led the
Pledgeof Allegiance.1.
2 Roll Call Trustees Present:Chair William Warne, Trustee Mark
Clemens, Trustee Karen Herrera, and
Trustee Doug Westfall.Staff Present:City Librarian Nora Jacob; Sr. Librarians
Rosanne Miller and Yolanda Moreno; Community & Library
Services Director Gary Wann; and Assistant to City
Librarian Jan Schafer.Absent:Vice Chair
JonellE. Schlund 1.3 ~
doption of Agenda Chair Warne added i.'Parking Lot" agenda item under New Business as Item
4.5. Trustee Westfall moved to adopt the agenda as corrected. Trustee Clemens
seconded the motion,and
itcarried unanimously.1.4
Approval of Minntes Trustee Clemens moved to approve the minutes of the regular meeting
held December 17,2001. Trustee Westfall seconded the motion, and
it carried unanimously.230 E. CHAPMAN AVENUE
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held January 21, 2002
Page 2
II. CITY LIBRARIAN'S REPORT
2.1 Financial Report
City Librarian Jacob reported that the library is at about 31.3 percent in spending to date.
Chair Warne inquired about the Technical and Automated Services (2004) Telephone -Direct
budget line item percent usage of 433.1, and why it's in the red. City Librarian Jacob
said the library is looking into this discrepancy and it will be resolved by the next time
the Board meets. Chair Warne also inquired about the Main Library (2011) Vacation Payout
budget line item, which is over the appropriated amount. The City Librarian reported
the reason for this is because of payout to former library Secretary Irene Carney.Trustee
Clemens asked to meet with the appropriate person to go over the basics of the financial
report. City Librarian reported that the February or March board meeting will devote
considerable time to reviewing the budget proposal for FY 2002-03; she will be glad
to meet with Trustee Clemens in advance for an orientation. Chair Warne has requested
from City Attorney David DeBerry a clarification as to what the roles and responsibility of
the board should be with respect to the budget and other financial issues.
2.2 Monthly Report for December, 2001
City Librarian Jacob noted several highlights for December: Taft Branch Library closure
and renovation; progress on the 20- Y ear Library Master Plan; and the Santa Breakfast
collaboration with Community Services (a new activity for OPL staff this year). Per Chair
Warne's request, a copy of the Request for Quotation (RFQ) for a new Integrated Online
Library System will be included in next month's board packet. Library staff will select the
two top vendors and hold demonstrations of their software. Board members will be invited.
The City Librarian extended an invitation to the board for the unveiling of the City of
Orange Public Library and Community Services Foundations' video and "coming out
p.arty," which is Tuesday, January 29 in the Weimer Room from 4:30-5:30 p.
m.2.3 Legislative Update:',.Public Library Fund
Reductions The City Librarian reported that Governor Davis has cut the Public Library
Foundation PLF) fund allocations due to the State's budget shortfall. She noted that OPL will
now receive $171,992 instead of$202,139 - a $30,147 reduction.
2.4 Employee of the Quarter
Employees of the Quarter were introduced to board members: William Chau and
Rosemarie Williams for 1st quarter 2001 and David Price and Lorna Adkins for 2nd quarter
2001. City Librarian Jacob noted that as part of its workplan for FY 2001-02, the
library implemented an Employee Recognition Program. A committee was established to come
up with the criteria for nominations, and the Library Management Team selects
winners.
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held January 21, 2002
Page 3
III. BOARD REPORTS
3.1 Report from Chair Warne
Chair Warne reported on several items: 1) Board members are encouraged to attend either
of the two local workshops on the Library Bond Act application; 2) After discussions with
City Librarian Jacob, a proposed marketing plan is being considered for next year's budget;
and 3) There is a web site available for filling out Form 700 (the annual Statement of
Economic Interest): www.fiJPc.za.gov.This website provides the form electronically and it
is very easy to submit.
Chair Warne then brought up conflicts ofinterest regarding himself and Trustee Clemens.
Both own property within 500 feet of the Main Library, and thus are prohibited by Orange
Municipal Code from discussing or voting on action affecting the Main Library -specifically,
the topic of a new Main Library. He emphasized their need to be very cautious,
under the Brown Act, with relation to the Library Bond Act and other possible conflicts
of interest.3.
2 Reports from Trustees Trustee
Herrera will attend the Library Bond Act application workshop on February 5.Trustee
Westfall continues to visit other libraries, and his recent visit was to a branch library
in Pasadena. His next library visit will be to Redlands.3.
3 Report from Foundation Liaison City
Librarian Jacob reported for Vice Chair Schlund on the completion of the two Foundations'
video. Two sets of special events are also being planned: I) Saturday,April
27 is the Soroptimist luncheon and fashion show, Score with Reading. as a tribute to NFL
Hall of Famer Jackie Slater. The top raffle prize will be dinner for six with Jackie Slater;
and 2) The first Authors and Appetizers program will be on Sunday, March 24, 3-6
p.m. at the "Clothestime" home of Pat and Mike DeAngelo.
3.4 Committee Reports
Chair Warne reported on new committee assignments. Trustee Clemens will be the chair
of the Nominating Committee and vice chair of the Local History Committee; Trustee
Herrera will chair the Delivery of Services and Entrepreneurship Committee and will be
vice chair of the Board Development Committee. Chair Warne reported that the Board
Development Committee has worked with staff to complete the Administrative Policies
Manual (to be presented at this meeting), and another goal is to hold a strategic planning
session. This session will take place sometime in November. Chair Warne is in the
process ofreviewing the nature of trustees' roles and responsibilities as board members.
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CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held January 21, 2002
Page 4
IV. NEW BUSINESS
4.1 Update on Taft Branch Library Renovation
The City Librarian reported that the Taft Branch Library is closed, with books packed and
stored in two giant bins in the parking lot. As per the City's Finance Officer, furniture not
taken by other City Departments may be given to the Friends, with the remainder taken by
an auctioneer. The City is waiting for the contractor's signature on the construction
contract; once it's signed, the contractor has 10 days to begin construction. She added that
our goal is to re-open by early
summer.4.2 Update on 20-Year Library
Master Plan Meeting turned over to Trustee Westfall because of conflict of interest for
Chair Warne.Trustee Clemens also declared his conflict of interest. Both will abstain from
discussion
or voting.a. Service
Area Populations City Librarian Jacob distributed recommendations just received from the
consultants at Group 4 vis-a-vis proposed service area populations for the
desired four public libraries as of 2020). Based on this information, the project team will
then be able to determine the size of the facility for each service area, based
on the service area population multiplied by the standard guidelines for
square footage per capita somewhere in the range of 0.7-0.9 s.f.lcapita). In the
absence of Vice Chair Schlund,there was no quorum of members to allow a vote to
take place on the recommended service area populations. Furthermore, Trustee Westfall
asked the City Librarian to contact Group 4 about bringing the Taft Branch
Library's southern boundary north from Collins Avenue to Katella Avenue, which seems to
make more sense given traffic patterns. The board agreed to table further discussion on
this item until the next meeting, and to call a special meeting on
Monday, February 4, for
action.b. New Main Library City Librarian Jacob reported on the need to get community
input on issues related to the new Main Library (e.g., parking, Center Street, and what
to do with the existing facility and with the Edwards House). The next step will
be city and library staff putting together recommendations that will be brought to
the
board for review and input.c.
Joint Use Efforts with OUSD City Librarian Jacob will be meeting with
administrators from Orange Unified School District regarding a homework center and how it would shape
up. She has been invited to attend and report at the City-
Schools
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held January 21, 2002
Page 5
d. Next Steps
City Librarian Jacob reported that we are moving forward with all of the above, and
that the Library Board will be a strategic part of the process.
Meeting turned back over to Chair Warne.
4.3 "Historic Orange Preservation Online" Proposal
The library submitted a $49,000 LSTA grant proposal for a "Historic Orange Preservation
Online" project. City Librarian Jacob reported that the next step will be reaching out to
those partner agencies that were named and asking for their support. The full application is
due in Sacramento on June 14. We should hear if we are awarded this grant by mid-
August. Chair Warne congratulated staff on a good job in putting together this proposal.
4.4 Library Board Policy Manual
Policies in the newly compiled Library Board Policy Manual were re-worked to
put everything in the same format, all in one place, with clear indication of the date each
policy was adopted or revised. The City Librarian noted that the manual is not really
completed yet, as the next step will be for reference staff to look for any additional adopted
policies that might date back a few years. There is a lot of confusion among staff on what is
policy and what is not, since no manual has been in existence for more than a decade. The
City Librarian observed that this is a work in progress and a good investment for the
future.4.5 Parking
Lot Chair Warne inquired as to whether or not the City can do something to speed up
the opening of the parking lot across the street from the Main Library. The lot was
landscaped and striped but is not scheduled to re-open until mid-March or early April
because of the warranty on its landscaping. If the lot were re-opened before
the warranty expires, the landscaping contractor would not be held accountable for any damage
that might occur to the plants. The Library Board unanimously agreed that City Librarian
Jacob should draft a memo to the City Manager expressing the board's desire and
support for re-opening the parking lot as soon jlS possible, and what the library'
s financial responsibility
could be.V. ANNOUNCEMENTS & AGENDA-BUILDING Chair Warne congratulated Trustee Westfall on the write-up
about him in the OC Register and City Librarian Jacob on her
recent induction into
the
Orange
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held January 21, 2002
Page 6
VII. ADJOURNMENT
Trustee Westfall moved, Trustee Clemens seconded, to adjourn the meeting. The motion carried
unanimously, and the meeting adjourned at 5:00 p.m. The next regular meeting will be held on
Monday, February 11,3:30 p.m., at the Main Library, 101 North Center Street.
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