08-19-2002 LBOT MINUTEShr .z:.2
CITY OF ORANGE LIBRARY SERVICES DEPARTMENT
ORANGE PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of Board Meeting held August 19, 2002
Main Library Community Room
I. CALL TO ORDER
1.1 Pledge of Allegiance
The meeting was called to order at 3:30 p.m. Trustee Mark Clemens led the Pledge of
Allegiance.
1.2 Roll Call
Trustees Present:Chair Douglas Westfall, Vice Chair Jonell E. Schlund, Trustee Mark
Clemens, and Trustee Karen Herrera
Staff Present:Library Services Director Nora Jacob; Sr. Librarians Sarah
Rosenblum, Rosanne Miller and Yolanda Moreno; Administrative
Secretary Jan Reichert
Guest:Paul Hughes, Board member applicant
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
Trustee Clemens moved to approve the minutes of the regular meeting held June 17, 2002
as presented. Vice Chair Jonell Schlund seconded the motion, and it carried unanimously.
II. LIBRARY SERVICES DIRECTOR'S REPORT
2.1 Monthly Reports for May/June and July, 2002
Director Jacob commended Administrative Analyst Greg Warren for the new look of the
monthly report. She also reported that with Library Services becoming a separate
department effective July 1, major shifts in job assignments have been necessary to take
over the financial duties formerly handled by Community Services, because the Library has
no Finance Clerk. Library financial duties have been assigned to Library Assistant Lew
Stedman and Senior Librarian Sarah Rosenblwn; and Admin Secretary Jan Reichert took
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held August 19, 2002
Page 2
over processing of revenue. Additionally, Admin Analyst Greg Warren is working half for
Library Services and half for Community Services.
Director Jacob next distributed a memo presented earlier to Mayor Mark Murphy and the
City-Schools Committee (not on the agenda) about Children's Services staff outreach
to classrooms (grades K_6th) during fiscal year 2001/02. Staff visited 403 students in
22 classrooms. Through this outreach, the library has nearly doubled the number of
young library users. Guest Paul Hughes asked if there has to be a visit to the school before we
can try and get more students to get library cards. Ms. Jacob noted that the outreach is
preferred because staff can then reach children in an environment that they understand as
being important for how to use educational materials. Additionally, the data collected from
this outreach illustrates how much even a one-time contact with a Children's
Services librarian can influence children to become
library users.Director Jacob also reported that at the August 13 City Council meeting,
the Council authorized the Main Library to open for a Library Foundation fundraiser on Friday,
Sept. 6,7 to 9 p.m., with a $l-per-person admission charge. The name of the
event is "Evening with the Stars," and it will feature 134
sets of celebrity hands.
2.2 Financial Report Director Jacob reported that with the new fiscal year's reports, the $
136,000 that the Library took as administrative cuts is now shown in portions
of different budget
lines.III. BOARD REPORTS 3.1
Report from Chair Westfall Chair Westfall reported that he reorganized the order of Board
reports and has eliminated committee reports as separate entities on the agenda. Vice Chair
Schlund will continue as Library Foundation Liaison, and Chair Westfall will continue
with Local History. Chair Westfall reported that Director Jacob was featured in the Orange
County Register in an August 12 story about librarianship as a career. Lastly, on the
Local History front, he reported that pictures and color slides taken ofthe old Palmyra Hotel in the
1960s by Dr. G.Abbott Smith and his son have been scanned onto a CD-
ROM by the Old Towne Preservation Association. Representatives from that group will
be making a presentation of the
CD-ROM to Orange Public Library.
3.2 Report from Foundation Liaison Foundation Treasurer/Secretary Jonell Schlund reported
a balance of$17,036.78.Ms. Schlund then asked Director Jacob to gave an
update on Foundation activities since Ms.Schlund has been unable to attend all the Foundation
meetings. Ms. Jacob reported that the Foundation now has 14 Board Members; committees
have been formed and the Events Planning Committee has come up with a list of events
for the remainder of calendar year 2002; implementation is underway for a "Small Change Club"
for K_Sth grade children, to get them involved with the library and the
importance of reading; a strategic planning session is being planned; and the International Street
Faire parking lots fundraiser will
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held August 19, 2002
Page 3
Board members were asked to put Sunday, November 24, 12-6 p.m. on their calendars.
The Library Foundation will host a Book Fair that afternoon at Barnes and Noble.
Vouchers will be given out in advance, and a portion of proceeds from any purchase that includes
a voucher, made during those hours, will go to the Library Foundation. In addition,
local groups will be asked to sponsor young readers during a Read-A- Thon for
those hours.3.3 Report
from Trustees Trustee Herrera inquired how the City came up with the $7.5 million in
required matching funds to add to the $9.08-million Library Bond Act grant
application amount. Director Jacobnoted that $2.5 million has already been designated by City Council
action over the past five years, and that - if our application is successful -- the $5 million balance
would come from reprioritizing capital funds within the City, specifically seismic retrofit of
City Hall. Ms. Jacob noted that Orange's application included $1.2 million of
non-matchable funds for library books and materials - our highest need. In addition, the
Library Foundation committed $15,000, and the Friends $10,000. Trustee Herrera added that
City of Duarte plans to submit its Library Bond Act application in
March.Trustee Clemens reported that he visited the Library of Congress during his recent
trip.IV. OLD
BUSINESS 4.1 Update on Taft Branch Library
Renovation Senior Librarian Yolanda Moreno, the Taft project manager, reported that this renovation
is nearing completion. The shelves are in, and books are being placed on the
shelves.Temporary air conditioning units are in the building, and the HV AC system will be
installed next month. The trees around the perimeter of the building will be removed August
22 _thus eliminating further root damage -- with the parking lot to be completed shortly after
that. Computers will be moved in after Labor Day. The grand reopening date is Saturday,
Oct. 5. Director Jacob complimented Ms. Moreno on the outstanding job she has done as
the project manager for this renovation, which has been more complicated than expected.
4.2 Update on Grant Applications
a. Main Library Expansion Application for Bond Act Funds
Director Jacob reported that Orange's application was submitted on June 14. We are
one of 66 applicants. Of the 66,58 were for new libraries and eight (including ours) for
expansion projects. Recent news was that 11 of the 66 were ineligible for not having a
complete application; thus, 55 are moving forward with the total amount of State funds
requested being about $465 million, or more than three times as much as funds
available. We are hoping to hear by October or November.
Break for presentation by JefJand Sandy Frankel ofOTPA ofa copy of the CD-ROM
containing scanned slides of the exterior and interior of the old Palmyra Hotel. Mr. Frankel requested
that these slides be made available to the public. Director Jacob will pursue putting them onto
the library's local history website. The Board thanked OTPAfor its very generous donation andfor
the contribution it represents to the preservation of local
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held August 19, 2002
Page 4
b. "Ready to Read" Application for Prop 10 Funds
Director Jacob reported that Orange did not get funding for this program.
c. "Reading Zone" Application for ELLI Funds
Senior Librarian Rosanne Miller reported that Orange has been awarded $97,500 for an
English Language Literacy Intensive (ELL!) program. This grant is to help children
who are English Language learners (ESL), in partnership with local schools, to improve
the literacy skills of both these children and their parents. With the funds, Orange will
create and staff a "Reading Zone" after-school homework center at the EI
Modena Branch Library in partnership with Jordan Elementary School. The homework
center will have computers, software, workbooks, programs, and reading buddy tutors; it
will be open Mondays-Thursdays, 2:30-6:00 p.m. We will hire
two, 19-hour Library Assistants for the lifetime of the grant. The grand opening of
the Homework Center will be Monday, Oct. 7. Director Jacob commended Ms. Miller on
the outstanding job she did in preparing and submitting the application for
these funds. Trustee Herrera suggested making a big splash with this program, to include lots
of publicity and the involvement of the Mayor and City Council at the grand opening.
This would be one avenue to let the community know that we are not forgetting this branch,
and that we do have plans for the EI Modena branch. Another suggestion was to
put out a Spanish-language press
release to area newspapers.d. "Historic Orange Preservation Online"
Application for LSTA Funds Director Jacob reported that word is pending on this
application, which was submitted by the Local History team. The grant is for $49,000 to expand the
library's website to include information about Old Towne, Orange's agricultural
and citrus
history, and Eichler homes.4.3 Possible Change of
Library Board Meeting Time Director Jacob reported that this item was up for Board
consideration due to previous discussions about whether the 3:30 p.m. Library Board meeting time is
still the most viable time for Board members. Ifwe propose to change the time, it might need
to go before City Council. Trustee Herrera acknowledged that she would prefer a meeting time of
3 p.m. All Board members were agreeable to move the time from 3:30 to 3:00 p.m.
Ms. Jacob said she
would check on this.Trustee Herrera made a motion to move (for recommendation to
the City Council, if necessary) to set the Library Board meeting time back to the original time of 3 :
00 p.m. from 3:30 p.m. Vice Chair Schlund seconded the motion,
and it carried unanimously.4.4 Possible Change to El Modena
Branch Library Service Hours Director Jacob reported that this item was initially presented at the
May meeting, then tabled until this meeting, in response to a suggestion by Trustee Herrera to
change the EI Modena Branch Library hours to better serve community members who are
using the EI Modena community room on Saturday mornings. Staff's recommendation, after
a survey of usage,is to leave the hours as is. Trustee Herrera asked whether kids can be
allowed to access the play area at the facility (Orange Children & Parents Together) adjacent
CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Board Meeting Held August 19, 2002
Page 5
keepingthe children safely occupied is her main concern. Senior Librarian Yolanda Moreno,
former branch manager at EI Modena, noted that previous inquiries about this matter
discovered that such usage would be a liability issue for OCPT because it has no staff operating
on Saturdays. The group agreed not to pursue this matter further.Chair
Westfall announced the arrival of Library Foundation President Mike Learakos, and the Board
welcomed him.V.
NEW BUSINESS 5.
1 Review/Adoption of Local History Reproduction Policy Director
Jacob noted that this proposal is part of the Library's continuing development of a Local
History Policy Manual, and that it has been reviewed and approved by the City Attorney'
s office. Chair Westfall indicated that he felt our fees were too low, and he asked if
we could charge one fee for all requests. Director Jacob said that fee studies are the purview
of the Finance Department, and she would be happy to take this to them to analyze.She
noted that as a City agency, the Library is not allowed to make a profit with its fees.With
regards to our scanning procedures, Vice Chair Schlund suggested adding that Orange Public
Library does have a Library Foundation, and that donations to the Foundation would be
welcome and appreciated. This could be one way to get around the no-profit issue.
Director Jacob noted that this might most appropriately be in a cover letter rather than the
policy itself. This item will again be addressed next month.
5.2 Review/Acceptance of Proposed Gift of Concrete Benches for Taft Branch Library,
from Sculptor Mel Slavick
Director Jacob presented Mr. Slavick's proposal for concrete "book benches" at the Taft
Branch Library. Board members expressed delight in the designs and were gratified at this
show of community support. Ms. Jacob then suggested that the Library Foundation connect
with Mr. Slavick, and have him donate the benches to the Foundation for tax purposes.
Then the Foundation can give the benches as a gift to the Library. Another suggestion for
Taft Branch Library was stepping-stone handprints of kids; Ms. Jacob and staff will
work with the sculptor on
this.VI.
ANNOUNCEMENTS Grand Re-opening, Taft Branch Library - Sat., Oct. 5, 2002, 12:15-1 :00
p.m.VII.
PUBLIC
COMMENT None.
VIII. ADJOURNMENT Trustee Clemens moved, and Trustee Herrera seconded, to adjourn the meeting.
The motion carried unanimously, and the meeting adjourned at 5:15 p.m. The next meeting will
be held on Monday, September 16, 3:30 p.m. (or 3:00 p.m. if legally allowed), at the
Main Library community room, 101 N. Center
Street, Orange.Attested on Nora Jacob, Secretary to