05-20-2002 LBOT MINUTESc,{jOo..z: ,2-
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of Board Meeting held May 20, 2002
Main Library Community Room
I. CALL TO ORDER
1.1 Pledge of Allegiance
Trustee Mark Clemens led 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.
Absent:None.
Staff Present:City Librarian Nora Jacob; Sr. Librarians Sarah Rosenblum,
Rosanne Miller and Yolanda Moreno; and Assistant to City
Librarian J an Schafer.
1.3 Adoption of Agenda
Trustee Doug Westfall moved to adopt the agenda as presented. Trustee Clemens
seconded the motion, and it carried unanimously.
1.4 Approval of Minutes
Trustee Westfall moved to approve the minutes of the regular meeting held April 15, 2002
as corrected. Vice Chair Jonell Schlund seconded the motion, and it carried unanimously.
II.CITY LIBRARIAN'S REPORT
2.1 Financial Report
City Librarian Nora Jacob reported that the allocation holdbacks for FY 2001102, noted at
the last meeting, have been input. She also noted that a representative from the City
Manager's office will be at the June meeting to report on the FY 2002/03 budget.
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held May 20, 2002
Page 2
2.2 Monthly Report for April, 2002
The City Librarian highlighted the Children's Services Super Sleepover program,
highlights of which can now be seen on Channel 3. She added that this is an excellent
opportunity to promote the fact that the library is the best place for kids to be.
2.3 Legislative Update
The Library Bond Act Board met in an emergency session on May 9 to consider a request
to change the regulations on funding allocations for the three rounds of grant awards.
Mayor Murphy wrote a letter of support for leaving the rules as they are. Ms. Jacob
reported that the request as stated above did not pass, and the rules will remain the same.
Chair William Warne asked ifit is known how many applications will be submitted by June
14, for Round One. Ms. Jacob reported that hearsay is just about how many institutions
have dropped out.
Ms. Jacob reported that the Library Bond Act application is going to City Council for
approval on May 28 along with the proposal for the conceptual design of the Main Library
Expansion Project and a related Resolution certifying finances.
III. BOARD REPORTS
3.1 Report from Chair Warne
Chair Warne reported receiving a phone call from Mayor Murphy asking him to stay on the
Library Board until he had an opportunity to speak with the City Attorney regarding issues
of conflict of interest that were outlined in Mr. Warne's retirement letter dated April 15. He
is awaiting callback from the mayor.
3.2 Reports from Trustees
Trustee Clemens mentioned the possibility of changing Board meeting times in order to
accommodate Board members' scheduling conflicts. Chair Warne said that this would be
decided on at the June meeting in accordance with the Bylaws.
3.3 Report from Foundation Liaison
Vice Chair Schlund reported a balance of $17,539.78 in the Foundation's treasury.
Foundation Board Member Randy Bosch turned in his resignation, and the Foundation
welcomed new member Priscilla Selman. The first Foundation fundraiser, Authors &
Appetizers, will be held Sunday, June 23, 3 to 6 p.m., at the Andersens' home with featured
author Kelly Lange. The next series will be Sunday, Oct. 6 at the Livingstones' home with
featured author Joan Irvine Smith. The Foundation will again be selling parking spaces
Main Library, old B of A parking lot and Finance Lot B) at the International Street Faire.
3.4 Committee Reports
No reports.
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held May 20, 2002
Page 3
IV. OLD BUSINESS
4.1 Actions on Library Master Plan
Chair Warne recused himself for those part of Items 4.1 and 4.2 related to the proposed
Main Library Expansion, and Vice Chair Schlund took over the meeting.
4.1.1 Review of Service Area Populations (adopted 2/4/02)
Vice Chair Schlund asked whether staff and the Board were comfortable with the
population figures projected for 2020 for the Main Library and the Taft Branch.
Ms. Jacob said the numbers were determined by analyzing the census tract
projections and working with Traffic Analysis Zones (T AZ) provided by the
Planning Division. She also added that she is comfortable with the population
figures shown on the attachment given the limitations on what is allowable to
report.
4.1.2 Adoption of Recommendations
Ms. Jacob reported that the key aspects of Group 4's recommendations for
consideration by the Library Board pertain to proposed facility expansions for Main
Library and El Modena Branch Library, facility relocation for the Taft Branch
Library, proposed construction of a new branch library in east Orange, and Group
4's recommended development strategies. Ms. Jacob suggested voting on the
recommendations one by one, and the Board agreed.
Phase #1: Vice Chair Schlund made a motion to support recommendations by
Group 4 for the Main Library Expansion; Trustee Herrera seconded; the motion
carried unanimously.
Phase #2: Trustee Herrera made a motion to support the EI Modena Branch
Library recommendation and to add an option to include no east-end
library;Trustee Schlund seconded; the motion carried
unanimously.Board members had some concern with the wording for Phase #3
recommendation.The City and the community have a substantial investment in the Taft
Branch Library that should be honored, they felt. Ms. Jacob stated that the Board
could include additional language in order to make the recommendation's meaning
more
clear:Phase #3: Trustee Westfall made a motion to support recommendation for the
Taft Branch Library service area either to relocate the Taft Branch Library or to keep
the existing library and build a 5th branch library within the same service area and
in the same timeframe, and to explore joint-use opportunities with City of
Villa Park and OUSD; Trustee Herrera seconded; the motion
carried unanimously.Phase #4: Chair Warne made a motion to support the recommendation of
a new East Orange Branch facility; Trustee Herrera seconded; the
motion
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held May 20, 2002
Page 4
4.1.3 Adoption of Implementation
Ms. Jacob noted that the two key items to vote on in the proposed Facilities Master
Plan are the project timeline and the capital budget.
Vice Chair Schlund made a motion to endorse adoption of the project timeline and
capital budget as presented; Trustee Westfall seconded; the motion carried
unanimously.
4.1.4 Adoption of 20- Year Library Plan of Service
Ms. Jacob reported that the proposed Plan of Service highlights where the Library
Services Department will be in FY 2002/03 and beyond. Chair Warne asked that
the Library Board be allowed to review the materials in the Mary Teegarden Clark
collection that will be considered for sale online on E-Bay, prior to their
being offered for sale. Ms. Jacob replied that she will be bringing a specific
proposal about disposition of that collection to the Board during August or
September.Trustee Herrera made a motion to accept the proposed 20- Year Library Plan
of Service as presented; Trustee Clemens seconded; the motion carried
unanimously.4.4 Update on New
IOLS Senior Librarian Sarah Rosenblum reported on the new Integrated Online Library
System IOLS) selection process. The search has been completed, and SIRSI was
selected.Following City Council approval of the budget request on May 28, the library plans
to migrate to the new system in July 2003 following an extensive database cleanup effort
in FY 2002/
03.4.2 Update on Main Library Expansion
Proposal Ms. Jacob reported that the Planning Commission voted May 6 to recommend approval
of the Main Library Expansion conceptual design. There will be a City Council public
hearing on this matter on May 28, at which point the Council will be asked to approve
conceptual design and proposed financing terms as required in a Library Bond Act application.
Ms.Jacob also asked for trustees' help with two things. 1) On May 21, shooting of the videos
as part of the required package for the Library Bond Act application will take place at the
Main Library. For the "why we need an expanded library" video, she asked for a Board
member to speak. Trustee Westfall volunteered to assist. 2) At the City Council public hearing
on May 28, Ms. Jacob stressed the need for one or more of the Library Board members
to speak on behalf of the Board. Trustee Westfall volunteered to be the
speaker.4.3 Update on "Historic Orange Preservation Online" Grant
Proposal Chair Warne returned to lead the meeting. Ms. Jacob noted that this grant application
will have an additional productive impact on the way we do business at the Orange
Public
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held May 20, 2002
Page 5
V. NEW BUSINESS
5.1 Application for Prop 10 Grant Funds for Family Literacy Program
Ms. Jacob reported that a grant application was submitted to create a "Ready to Read"
outreach program to promote family literacy, early childhood development, and parent
education. Outcome ofthe application should be public sometime in June.
5.2 Proposed Policy/Procedure on Theft of Library Material
Ms. Jacob explained that this proposed policy and procedure were being requested by staff
because of a recent incident that took place at the Main Library, and because OPL currently
does not have a policy/procedure in effect. She noted that the policy follows State law on
petty theft of library materials. She also added that a representative from the Police
Department will provide training on this at the All-Staff meeting in July. Additionally,
this policy has been given the green light from the City Attorney's
office.Vice Chair Schlund made a motion to accept the proposed policy/procedure on theft
of library materials; Trustee Herrera seconded; the motion carried
unanimously.VI.
ANNOUNCEMENTS 6.1 Reminder of Upcoming
Fundraiser Authors & Appetizers" Program featuring Kelly Lange (Library Foundation),
Sunday,June 23, 2002, 3-6 p.m. at Patty & Phil Andersen's home, 435 North Equestrian
Drive
in Orange.The design for new bookplates to be used in gift books was
passed around.The Library is putting together a team for the American Cancer Society's Relay
for Life event on May 31 and June 1 at El Modena High School's Kelly Stadium.
Library Board members were invited to join staff for this very
worthy cause.Chair Warne reminded Board members about the Gary Wann roast at the Main
Library on
June 20.Trustee Herrera announced that she will be on vacation Monday, June 17. She
also asked if staff could look into changing Saturday hours at the El Modena Branch Library
to allow parents and children who are attending contract classes held there to use the
library. This will be added to the
June agenda.VII.
PUBLIC
COMMENT None.
VIII. ADJOURNMENT Trustee Herrera moved, and Vice Chair Schlund seconded, to adjourn the meeting.
The motion carried unanimously, and the meeting adjourned at 5:35 p.m. The next meeting will be
held on Monday, June 17, 3:30 p.m., at the El Modena Branch Library, 380 S. Hewes
Street, Orange.Nora Jacob, Secretary to
the
Board js