02-11-2002 LBOT MINUTESC.J5f:;O ..T..2
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of Board Meeting held February 11, 2002
Main Library Community Room
I. CALL TO ORDER
1.1 Pledge of Allegiance
Trustee W estfallled the Pledge of Allegiance.
1.2 Roll Call
Trustees Present:Chair William Warne, Vice Chair Jonell E. Schlund, Trustee Mark
Clemens, Trustee Karen Herrera, and Trustee Doug Westfall.
Staff Present:City Librarian Nora Jacob; Sr. Librarians Sarah Rosenblum,
Rosanne Miller, and Yolanda Moreno; Community & Library
Services Director Gary Wann; and Assistant to City Librarian Jan
Schafer.
1.3 Adoption of Agenda
Vice Chair Schlund moved to adopt the agenda as presented. Trustee Clemens seconded
the rnotion, and it carried unanimously.
1.4 Approval of Minutes
Trustee Hererra moved to approve the minutes of the regular meeting held January 18,
2002. Vice Chair Schlund seconded the motion, and it carried unanirnously. Trustee
Westfall moved to approve the minutes of the special meeting held February 4, 2002.
Trustee Herrera seconded the motion, and it carried unanimously.
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held February 11, 2002
Page 2
II. CITY LIBRARIAN'S REPORT
2.1 Financial Report
City Librarian Jacob reported that the library is still below itsr budget projections. We will
have a review of the proposed library budget for FY 2002-03 at the March
meeting.2.2 Monthly Report for December,
2001 City Librarian Jacob reported on her verbal communication with the City
Manager regarding the board's concerns about opening the parking lot across Center Street from
the Main Library. She said efforts are underway at City Hall to re-open the parking
lot before the March 15 landscape contract
expiration date.III.
BOARD REPORTS 3.1 Report from
Chair Warne Chair Warne mentioned that as we move forward with the library site plan, one thing
to be concerned with is how to utilize additional space (up to 40,000 sq. ft) at the
new Main Library. Examples would be a bookstore, commercial space, coffee house, and
Friends of the Library. Chair Warne would like the board to have some discussion and input
on what to do with the space. He would like the Local History and the Delivery
of Services Committees to come forth with ideas on space for their
respective areas.City Librarian Jacob reported on the overall planning process: I) At the
training workshop for the Library Bond Act application, it was noted that anything that
involves multi-purpose use (e.g., use that will turn a profit) will involve lots of extra work to justify;
and 2) The overall space planning building program should be completed by the end
of February. Ms.Jacob's recommendation would be to present the broad outline of the
program to the Library Board for their input. She will have a presentation at the March
meeting of where we stand with
the building program.3.2
Reports from Trustees Trustee Westfall would like to revisit the Pasadena and Redlands libraries
to view the interior of the building and exterior designs to get a feel for what other
libraries have done with space. He would like to bring one board member, the City Librarian,
and LP A representative along
for the visitation.Trustee Westfall presented a copy of his book, Prisoners of the Civil
War, to Rosernarie Williams in appreciation for all her assistance
with
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held February 11, 2002
Page 3
Trustee Clemens met with the City Librarian for a briefing on library finances and has a
better appreciation of what is involved.
Trustee Herrera attended the state-sponsored Library Bond Act application
workshop.3.3 Report from Foundation
Liaison Vice Chair Schlund reported the balance on hand is $7,045.28. She added that
the Foundation has a dynamic board with all members very excited about the new
Main Library. She talked about the video which will be used as a publicity tool for the
library.In addition, she passed around a draft copy of the Foundation's brochure which will
be used to invite businesses and individuals to make a donation to the Library
Foundation.The Foundation is excited about the Score with Reading luncheon and fashion show
to honor NFL Hall of Farner Jackie Slater on Saturday, April 27, II :30 a.m. at the
Doubletree in Orange. Tickets are $35 each. Seventy-five percent of all proceeds from
the raffle tickets will go to the Foundation. She challenged each Library Board member to
sell a table
of 10.3.4
Committee Reports
No report.IV.
NEW BUSINESS 4.1 Update on RFQ for new Integrated Online
Library System Senior Librarian Sarah Rosenblum reported that four responses to the
Request For Quotation were received by the deadline. She stated that we are in the process of
drafting a staff task force to come up with elements on which to rate the vendors.
City Librarian Jacob reported that the next step is to look at the top two vendors, then get staff
and board input. The board will be invited to the demos to be given by the top two
vendors. Chair Warne acknowledged that he has promotional materials on two of thevendors - SIRSI
and epixtech - if anyone is interested in looking at them.
4.2 Comparison of Square Footage per Capita, SLS/MCLS Public Libraries
As per board request, copies were attached to board packets. The comparison of square
footage is based on the analysis that was done last year that shows that Orange Public
Library has the lowest square footage per capita of any SLS/MCLS library.
4.3 Design Input for New Main Library
Chair Warne and Trustee Clemens excused themselves from this item on the agenda (as
per the Orange Municipal Code) due to conflicts of interest related to property ownership
within 500 feet of the Main Library site. Vice Chair Schlund assumed leadership of the
meeting. Trustee Westfall stated that we need to look at what we are getting for our
investment. He inquired if we are looking at the Holland Building. City Librarian Jacob
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CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held February 11,2002
Page 4
reported that at that point in time, the library expansion was moving forward without
considering the Holland House. With reference to the design layout, the board would like
to have the opportunity to meet and discuss design criteria before the project is approved.
In addition, the board would like to help sell this concept to the public.
Trustee Herrera expressed concern about the commitment of money at the time the
application is submitted. If Orange can't afford an $18.S-million library (as per the
initial LPA cost projection), then we need to design something that we can afford. She
would like to make sure that we get a library, and if we need to design it down in order to
reach the City's 35% match, then that's what we should consider. If we don't have that
much money, we need to be realistic about what we can afford. Trustee Herrera added that
the fact that we switched from the "new building" category to the "remodel/
renovation"category is a plus because there will be less
competition.Trustee Westfall made a motion to endorse the general concept of expanding/
remodeling the existing 17,000 sq. ft. Main Library by adding a two-story wing of up to 28,000
sq. ft.,with maximum number of parking spaces; to close and cul-de-sac
Center Street; and to relocate the Edwards House. The motion was seconded by Vice
Chair Schlund,
and it carried
unanimously.V. NEW BUSINESS 5.1 Unscheduled Vacancies
on Boards, Committees & Commissious Chair Warne returned to the meeting. City Librarian Jacob
reminded board members, per City memo from the City Clerk's Office, that if a board member
resigns, the procedure that is outlined in the
memo must be followed.5.2
Proposed OPL Mission Statement Chair Warne commented that he would like to adopt the
proposed OPL Mission Statement as an interim statement and redefine it at the planning retreat
next fall. City Librarian Jacob commented that a mission statement is a broad vision,
with goals and objectives making that vision specific, quantifiable and with a timeframe. As
part of the Library Bond Act application process, the Plan of Service will require
a mission statement. The board understands the time constraints for a mission statement as
needed for the Library Bond Act application, and would like to revisit this
again in the fall.Trustee Herrera made a motion to adopt the proposed
OPL Mission Statement. Trustee Westfall seconded the motion,
and it carried unanimously.
5.3 BilIingual PR This item was tabled
for
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held February 11, 2002
Page 5
5.4 Library Board Strategic Planning Retreat
The planning retreat will be Saturday, November 16, 8 a.m. to 12 p.m.
VI. PUBLIC COMMENT
None.
VII. ADJOURNMENT
Vice Chair Schlund moved, Trustee Herrera seconded, to adjourn the meeting. The motion
carried unanimously, and the meeting adjourned at 5:10 p.m. The next meeting will be held on
Monday, March 18, 3:30 p.m., at the Main Library, 101 North Center Street.
Nora Jacob, Secretary to the Board Attested on
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