04-15-2002 LBOT MINUTESc ,,1Jt1~. z: J..
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of Board Meeting held April 15, 2002
Main Library Community Room
I. CALL TO ORDER
1.1 Pledge of Allegiance
Trustee Westfall led the Pledge of Allegiance.
1.2 Roll Call
Trustees Present:Chair William Warne, Vice Chair Jonell E. Schlund, Trustee Mark
Clemens, and Trustee Doug Westfall.
Absent:Trustee Karen Herrera.
Staff Present:City Librarian Nora Jacob; Sr. Librarians Sarah Rosenblum and
Yolanda Moreno; and Assistant to City Librarian Jan Schafer.
1.3 Adoption of Agenda
Trustee Westfall moved to adopt the agenda as presented. Trustee Clemens seconded the
motion, and it carried unanimously.
1.4 Approval of Minutes
Trustee Clemens moved to approve the minutes of the regular meeting held March 18,
2002. Trustee Westfall seconded the motion, and it carried unanimously.
II.CITY LIBRARIAN'S REPORT
2.1 Financial Report
City Librarian Jacob reported that the library is on target with expenditures. Trustee
Clemens inquired about vacation payout and City policy for carryover of this money. Ms.
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held April 15, 2002
Page 2
Jacob reported that all staffing-related line items, such as vacation payout, are
determined by the Finance Department per agreements with different City employee groups. The
dollar amount allocated for vacation payout, provided by Finance, is the amount paid to all
staff members who may choose to cash out their vacation time once a
year.2.2 Monthly Report for March,
2002 The City Librarian reported that the library was very busy and productive in March,
with heavy emphasis on staff development and on planning the proposed Main
Library
expansIOn.III. BOARD
REPORTS 3.1 Report from Chair
Warne Chair Warne noted that Library Board agendas are posted on the City's web page and
on Channel 3. He reminded Trustees about the annual meeting to be held concurrent with
the June meeting. Officers will be elected at that time, and meeting dates and times will be
set for the coming year. Chair Warne asked the Nominating Committee to prepare a slate
of officers to be presented to the Board at its May meeting. He then announced his
retirement as a Trustee effective June 30, when his term expires, because of issues and
concerns related to the office building he owns within 500 feet of the proposed Main
Library
expansion.3.2 Reports from
Trustees Trustee Westfall attended the joint meeting of the City Council, the Planning
Commission,and the Design Review Committee (DRC) on Tuesday, April 2. He reported that he
was very pleased with the presentations and design concept for the new Main
Library.Trustee Clemens visited the London library. He reported that that system has lots
of storefront libraries and was overstocked with "How To"
books.3.3 Report from Foundation
Liaison The City Librarian reported on fundraising activities of Library Foundation which
include Score with Reading, Read to Lead and Authors & Appetizers. In addition, the
Library Foundation's Board is concentrating its efforts on recruiting new members and working
on a capital campaign plan. Mike Learakos has been elected the new Library
Foundation Board
president.3.4 Committee
Reports No
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held April 15, 2002
Page 3
IV. OLD BUSINESS
4.1 Update on Main Library Expansion Project
Chair Warne and Trustee Clemens recused themselves due to conflicts of interest. Vice
Chair Schlund took over the meeting. Ms. Jacob reported on progress to date. The Staff
Review Committee (SRC) approved the proposed Main Library Expansion Project site plan
and conveyed its approval to the DRC and the Planning Commission. The next major check-
points for this project will be: April 17, seeking a recommendation for approval from the
Design Review Committee (DRC); May 6, seeking a recommendation from the Planning
Commission for approval of a conditional use permit and various entitlements, and
presenting the draft Initial Study for a Mitigated Negative Declaration (MND); and May 28,
seeking City Council approval for the proposed project in time for submittal in Round One
of the Library Bond Act application process.
4.2 Update on Taft Branch Library Expansion
Technology and Support Services Senior Librarian Sarah Rosenblum reported that the Taft
Branch Library renovation is progressing, but unforeseen conditions have been encountered
during the first two months of the renovation resulting in several schedule delays. There is
no "guess-timate" on a reopening date, but staff anticipates it will still be sometime
this summer. When Taft does reopen, the plan is to conduct VIP tours of the facility and then
to arrange a special celebration for the fall. Staff is now working on plans for the move
back in. Pictures of Taft's month-to-month progress are on the
Library web page.
V. NEW BUSINESS 5.1 Update on
FY 2001-02 Budget Ms. Jacob reported that due to a serious downturn in the
economy, General Fund revenues would be short this fiscal year; thus, every City department has been
asked to hold back unexpended money from its budget. The Library was able to provide over $
89,000 in salary savings as its share of savings to strengthen
the General Fund balance.5.2 Review of
Proposed FY 2002-03 Budget Organizational Chart - Ms. Jacob reviewed this document and noted
that it is a major tool used to
help develop the budget.Program Descriptions - These outline the library's service
objectives and work
plans for FY2002-03.Proposed Capital Improvement Program (CIP) Projects - The
two library CIP projects are the Main Library Expansion Project and New
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held April 15, 2002
Page 4
Ms. Rosenblum reported that vendor demonstrations of new online systems will be
held April 4 (SIRSI) and April 25 (epixtech).
Proposed Decision Packages - Two have been submitted and are being recommended
by the City Manager for Council approval: Internet signup software purchase;
and establishment of the Library as a separate department. Trustees expressed
their pleasure at this news.5.
3 Review of 20- Year Library Plan of Service Draft This
document, presented in draft form, is a result of the Library Master Plan and the needs assessment
currently underway. Ms. Jacob asked Trustees to send all positive and negative feedback
to her. Final approval will be sought at the May meeting.VI.
ANNOUNCEMENTS 6.
1 Reminder of Upcoming Fundraisers Score
with Reading LuncheonlFashion Show (Soroptimists),Saturday,
April 27, 2002, I I :30 a.m. to 2:30 p.m. at Doubletree Hotel.Read
to Lead Read-A- Thon Celebration Program (Leadership Orange)
Tuesday, April 30, 2002, 7 p.m. at Main Library.
Authors & Appetizers Program featuring Kelly Lange (Library Foundation)
Sunday, May 5,2002,3-6 p.m. at D'Angelo
Estate.VII. PUBLIC
COMMENT
None.VIII.
ADJOURNMENT Trustee Westfall moved, and Trustee Clemens seconded, to adjourn the meeting. The
motion carried unanimously, and the meeting adjourned at 5:01 p.m. The next meeting will be held
on Monday, May 20,3:30 p.m., at the Main Library, !OI North Center
Street.Nora Jacob, Secretary to the Board Attested
on