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09-16-2002 LBOT MINUTESIj7M .J ".L CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held September 16, 2002 Main Library Community Room I. CALL TO ORDER 1.1 Pledge of Allegiance The meeting was called to order at 3:15 p.m. Vice Chair Schlund led the Pledge of Allegiance. 1.2 Roll Call Trustees Present:Chair Douglas Westfall, Vice Chair Jonell E. Schlund, and Trustee Karen Herrera Absent:Trustee Mark Clemens Staff Present:Library Services Director Nora Jacob; Sr. Librarians Sarah Rosenblum, Rosanne Miller and Yolanda Moreno; Administrative Secretary J an Reichert 1.3 Adoption of Agenda Vice Chair Schlund moved to adopt the agenda as presented. Trustee Herrera seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Trustee Herrera moved to approve the minutes of the regular meeting held August 19, 2002 as presented. Vice Chair Schlund seconded the motion, and it carried unanimously. II. LIBRARY SERVICES DIRECTOR'S REPORT 2.1 Monthly Report: August, 2002 The written report was shared. In addition, Director Jacob asked the Employee of the Quarter and Employees of the Year to stop by so that Board Members could meet and congratulate them. Also, since the previous meeting, Admin Secretary Jan Schafer got married and is now Jan Reichert. In addition, the Friends of the Orange Public Library have given a generous donation of $8,000 to establish a DVD collection at the Taft Branch Library. The Friends also will donate computers for Taft's Information Technology Center CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held September 16, 2002 Page 2 ITC) and are in the process of determining how many they want to get. Ms. Jacob thanked the Friends for their wonderful support of OPL. 2.2 Financial Report Director Jacob reported that the Library is on target with its spending. III. BOARD REPORTS 3.1 Report from Chair Westfall Chair Westfall reported on items that Dr. Abbott G. Smith's son, Norman, would like to donate to Local History if he (Mr. Abbott) can get photocopies of them to keep in his own collection: 1890 Santa Ana newspaper; 1903 Orange Post; and 1880 Santa Ana Herald. Chair Westfall also shared pictures from former Library Director Martin Erlich of the future site of the Taft Branch Library and its 1967 ground-breaking ceremony. These photos will be given to the Library to scan for Local History, then returned to Chair Westfall.3.2 Report from Foundation Liaison Foundation Treasurer/Secretary Jonell Schlund reported a balance of $27,489.56. Of this balance, $12,300 was made at the International Street Faire parking lots fundraiser over Labor Day weekend. She added that the Foundation has a number of upcoming events being planned over the next several months. The "Evening with the Stars" fundraiser was held on Sept. 6 at the Main Library with 104 in attendance. Director Jacob reported that a local community member has expressed an interest in giving a percentage of her estate to the Library Foundation after she passes on. Ms. Jacob reiterated the importance of having naming opportunities" in place to offer as options for donors such as this one.Break at 3:30 p.m. to introduce Employees of the Year - Angela Scherer of Technology & Support Services, and the Main Library Circulation staff team (represented by Gary Elsey and William Chau). All were commended for their hard work and dedication to the Orange Public Library. 3.3 Report from Trustees None. IV. OLD BUSINESS 4.1 Update on Taft Branch Library Renovation Senior Librarian Yolanda Moreno reported that the Taft Branch Library is on target to re- open its doors on Saturday, Oct. 5. Senior Librarian Rosanne Miller reported on the activities for the Taft Branch Library Grand Re-opening that day: A dedication ceremony,face painting, balloon animals, refreshments, a marionette program for children, and opportunity drawings. Director Jacob extended an offer to Board Members for an advance tour of the Taft Branch Library prior to Oct. 5. Those interested should contact CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held September 16, 2002 Page 3 4.2 Update on Grants: a. "Reading Zone" Senior Librarian Miller reported that the "Reading Zone" after-school homework center at the El Modena Branch Library will start on Monday, Oct 7. Computer equipment has been ordered, and the Library is in the process of hiring two 19-hour Library Assistants to staff the program. Interviews were conducted last week, with 19 candidates placing in Band l. Both of these positions are grant-funded through June 2003. The opening will be without fanfare for now; a formal celebration will be held after everything is in place. Director Jacob also reported on a newly formed literacy coalition called "Reading ROCKS" that is coming together as a result of the "Reading Zone" grant. An initial meeting included Library staff and several key people from Chapman University's Reading and Learning Center. Additional groups to bring in are OUSD, RSCC, Reading by Nine, Read Orange County and other literacy providers. The literacy coalition will meet monthly, with the goal to share information and to collaborate on potential projects. The first "Reading ROCKS" activity will be at the Main Library on Thursday,Nov. 14, with Chapman University offering a free training program for prospective literacy tutors, open to the public. The university will be providing experts to lead the training, and the Junior League of Orange County will be promoting this event and providing volunteers.b. "Historic Orange Preservation Online" Application for LST A Funds Director Jacob reported that OPL has been awarded this grant for $49,000, but there is a caveat: The State Library has requested additional information from us even though the grant application language did not tell us to include this information. Until such information is received, the State Library will only release $21,500 of the $ 49,000 to hire a project manager. The first task of the project manager will be to prepare a more detailed workplan of how Orange plans to accomplish the objectives outlined in the grant application. Director Jacob added that we will not be able to buy the equipment or move forward with some of the other work on this grant until after this first step is complete. She reminded Board Members that the grant will greatly expand our Local History website with information about Old Towne historic homes, Orange' s citrus and agricultural history, and the Eichler homes.4.3 Review! Adoption of Local History Reproduction Policy Director Jacob presented a new version of this proposed policy and noted that it now better reflected some important points raised by Chair Westfall at the previous Board meeting.Since that time, Director Jacob and the City's revenue manager calculated what the actual cost would be to do an average transaction based on certain criteria: $32.50 per item. Board Members agreed that before acting to accept or modify this dollar amount, staff should conduct a survey to determine other libraries' fees for similar services and how long they have been in effect. The Board's consensus was to continue this item for another month while staff does that additional research.Director Jacob then pointed out some concerns about the copyright prOVlSlons in the proposed policy regarding dates and legality. After much CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held September 16, 2002 Page 4 suggested eliminating the last paragraph in the "Copyright" section on the bottom of the first page rather than trying to interpret the law, and the Board agreed. A newly revised policy proposal, with an update on fees, will be presented at the next meeting. Break at 4 p.m. to introduce the Employee of the Quarter - Irma Morales of Children's Services; and Top Manager of the Year - Yolanda Moreno. Senior Librarian. All were commended for their hard work and dedication to the Orange Public Library.V. NEW BUSINESS 5.1 Annual Library Board Retreat Director Jacob announced that the Library Board of Trustees' first annual retreat will be held on Saturday, Oct. 26, in the PJ's Abbey meeting room from 9 a.m. to 1 p.m. Among the items to discuss will be budget scenarios and the 20-Year Library Master Plan. Ms. Jacob will serve as facilitator, and lunch will be served at approximately 11 :30 a.m. Any items for discussion should be directed to Ms. Jacob.5. 2 Review/Adoption of Naming Opportunities A proposal creating naming opportunities for the proposed Main Library Expansion Campaign, endorsed on Sept. 9, 2002 by the City of Orange Public Library Foundation, was then presented for consideration. Director Jacob pointed out that this proposal is important because it will help the Library Foundation to move the fundraising effort forward. She explained that the dollar amounts proposed for different levels of recognition were in line with what Newport Beach Public Library and Chapman University have done in their recent capital campaigns.Additionally, the Foundation has adopted and recommends a lower level of recognition for donors of $1,000 or more to the Main Library Expansion Campaign, and this recognition is proposed in the amendment under consideration for the "Gifts & Memorials Policy." [See agenda item 5.3, below.] Such donors would be recognized with permanent individual plaques on a donor wall in a public area of the Main Library.Trustee Herrera declared that she would like to see special recognition for any significant member of the community who donates considerable time and energy to the Library. After considerable discussion about this issue, the Board agree to look again at the floor plan of the proposed Main Library expansion, and to come up with ideas for recognizing such volunteers without cutting into the fundraising opportunities of the Library Foundation.Board Members agreed to consider adding the following language to the "Gifts and Memorials Policy," Page2, under "Memorial Recognition": "If an individual has volunteered significantly of his or her time and effort to assist the Library, then the Library Board reserves the right to name a room in one of the branch libraries after that individual."In addition, it was recommended to remove "have passed away" from the "Gifts and Memorials Policy." These changes will be in a re-amended policy proposal to be brought back for Board consideration next month. CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held September 16, 2002 Page 5 5.3 Amendment of Gifts & Memorials Policy As noted in item 5.2, proposed changes will be incorporated and brought back to the Board next month for additional consideration and possible action. VI. ANNOUNCEMENTS Teen Volunteer Recognition Celebration: Tuesday, September 24, 2002, 3:45-4:30 p.m. @ Weimer Room Grand Re-opening Celebration, Taft Branch Library:Saturday, October 5, 2002, 12:15 -1 p.m. @ Taft Branch Library Reading Zone" Opening:Monday, October 7, 2002, 2:30 p.m. @ El Modena Branch Library Library Foundation's "Small Change Club" Kickoff:Wednesday, October 30, 2002, 7:45 p.m. @ Main Library TENTATIVE] Library Foundation's "Death by Dessert" fundraiser:Friday, November 8, 2002, 7-10 p.m. @ Patty & Phil Andersen's Library Foundation' s Book Fair:Sunday, November 24, 2002, 12-6 p. m. @ Barnes & Noble VII. PUBLIC COMMENT None.VIII. ADJOURNMENT Vice Chair Schlund moved, and Trustee Herrera seconded, to adjourn the meeting. The motion carried unanimously, and the meeting adjourned at 4:50 p.m. The next meeting will be held on Monday, October 21, at 3:00 p.m. at the Taft Branch Library community room,740 E. Taft Avenue, Orange, CA.Nora Jacob, Secretary to