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10-21-2002 LBOT MINUTESC ;/OOt/ '..L. ,l- CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held October 21, 2002 Taft Branch Library Community Room I. CALL TO ORDER 1.1 Pledge of Allegiance The meeting was called to order at 3:15 p.m. Mayor Mark A. Murphy led the Pledge of Allegiance. 1.2 Roll Call Trustees Present:Chair Douglas Westfall, Vice Chair Jonell E. Schlund, Trustee Karen Herrera, and Trustee Mark Clemens Guests:Mayor Mark A. Murphy and former Board of Trustees Chair William Warne 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 Clemens seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Vice Chair Schlund moved to approve the minutes of the regular meeting held September 16,2002, as presented. Trustee Clemens seconded the motion, and it carried unanimously. Mayor Mark A. Murphy updated the group on the Library Bond Act application, and noted that the Library made the initial cut based on eligibility. He also added the importance of connections and contacts, ongoing communication and letter writing by Board members, and talking up the proposed Main Library Expansion Project. Library Director Nora Jacob and possibly one or more Council Members will fly to Sacramento for the December 2 hearing at which recipients of Round One grant money will be announced. Chair Westfall and Trustees thanked the Mayor for his presentation and for his accessibility on issues related to Orange Public Library. CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held October 21, 2002 Page 2 II. LIBRARY SERVICES DIRECTOR'S REPORT 2.1 Monthly Report for September, 2002 Director Jacob complimented staff for all their hard work and efforts in a very successful and well-received Taft Branch Library Re-opening on October 5. Another notable point in the September report is the contract with Maximus, Inc., to do a library impact fee study.One other item of importance is the "Reading Zone" Homework Center at EI Modena Branch Library, which opened October 7. It began with more than 30 children the first day and by the end of the first week was beyond 85 children. Trustee Herrera urged library staff to look into obtaining Americorps volunteers to help with such activities.2.2 Financial Report Director Jacob reported that in next month's Financial Report, the allocation for Library Administration salary fulltime employees will drop significantly because half of former Community & Library Services Director Gary Wann's salary will no longer be charged to the Library. She added that as soon as the administrative details of the 120-day transition period (from being one department with Community Services) have been worked out, the budget will be entirely library- based.III. BOARD REPORTS 3.1 Report from Chair Westfall Chair Westfall introduced Eddie Grijalva who presented a gift to the Orange Public Library.3.1.1 Presentation by Eddie Grijalva Mr. Grijalva, whose ancestor is Juan Pablo Grijalva ( for whom the soon-to-open Grijalva Park in Orange is being named), presented the library with a horseshoe. The horseshoe was found on the future Grijalva Park location, which was once the site of Rancho operations and a Portola expedition campsite. The horseshoe is hand-wrought iron and is believed to be at least 150-200 years old. Director Jacob thanked Mr. Grijalva and noted that this gift would be added to the local history archives.3.2 Report from Foundation Liaison Foundation Secretary/Treasurer Jonell Schlund reported a balance of $25,337.17. Monday,October 28 will be the Foundation's strategic planning retreat. The group is looking at developing substantial fundraisers for 2003 and will be kicking off a Main Library expansion campaign soon.3.3 Report from Trustees Trustee Clemens is on the St. John's Lutheran Church Board of Directors and will make arrangements for a tour of the new building for interested Board Members on CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held October 21, 2002 Page 3 IV. OLD BUSINESS 4.1 Review/Adoption of Local History Reproduction Policy This proposed policy was brought again to the Board for consideration. Director Jacob noted that the City Attorney and Finance staff are comfortable with omitting an actual fee amount, as that dollar figure is set every two years by City Council action. She further reported that Anaheim, Santa Ana, Yorba Linda and Fullerton public libraries charge no fees beyond the cost of photocopying as per their existing policies. She added that fee amounts will be discussed for recommendation at the Board's Strategic Planning Retreat on October 26. Trustee Herrera moved to accept the Local History Reproduction Policy as presented without the fee amounts because these will be presented at the Strategic Planning Retreat and voted on separately); Trustee Clemens seconded, and it carried unanimously. 4.2 Amendment of Gifts & Memorials Policy Director Jacob noted that changes discussed at the previous Board meeting have been incorporated in this version. She suggested that at the upcoming Strategic Planning Retreat, the group discuss possible new policies such one for Volunteer Recognition, which would address concerns raised last time about this matter. Trustee Herrera made a motion to accept the policy as presented; Trustee Clemens seconded, and it carried unanimously. 4.3 Review/Adoption of Naming Opportunities Director Jacob reported the City of Orange Public Library Foundation endorsed the Naming Opportunities policy and list at its Sept. 9 meeting. To make this official and to keep the two groups (e.g., Library Board of Trustees and Library Foundation) in appropriate relationship to one another, the policy and list needed review and adoption by the Library Board of Trustees. Trustee Clemens moved to accept the "Orange Public Library: Main Library Expansion Campaign Donor Recognition & Naming Opportunities" policy and list endorsed by the Library Foundation; Trustee Herrera seconded, and it carried unanimously. 4.4 Annual Library Board Retreat Director Jacob reported that the idea behind the retreat is to get long-range policy direction from Board Members with input from staff. She noted that trustees will receive another copy of the Library Board Retreat agenda, along with attachments, prior to Saturday' s session. The Retreat is scheduled for Saturday, October 26, from 9:00 a.m. to I :00 p.m. at PI's Abbey Restaurant. Lunch will be served at II :30 a. CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held October 21, 2002 Page 4 V. NEW BUSINESS None. TI. ANNOUNCEMENTS Library Foundation's "Small Change Club" Kickoff: Wednesday, October 30, 2002, 7:45 p.m. @Main Library Library Foundation's Book Fair: Sunday, November 24, 2002, 12-6 p.m. @ Barnes & Noble TENTATIVE] Library Foundation's VIP Reception before Tree Lighting Ceremony:Sunday, December 8, 2002, 4-5:30 p.m. @ Main Library VII. PUBLIC COMMENT Former Library Board of Trustees Chair William Warne reported that Blockbuster Video might still be interested donating DVDs to the Library. Director Jacob noted that when this first came up for discussion last year, letters were sent to Blockbuster Video but no responses were received. Mr. Warne added that he will follow up and get back with Director Jacob. He asked if it would be possible to keep current copies of agendas on the Library website. Ms.Rosenblum reported that staff is working to keep this website up- to- date with current information.Chair Westfall noted that he received a letter that will be discussed at the Nov. 18 meeting.VIII. ADJOURNMENT Trustee Herrera moved, and Trustee Clemens seconded, to adjourn the meeting. The motion carried unanimously, and the meeting adjourned at 4:30 p.m. The next meeting will be held on Monday, November 18, at 3 :00 p.m. in the Main Library community room Nora Jacob, Secretary to