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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