02-10-1997 LBOT MINUTESI '-
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d-c.OL)CO .1-.CITY
OF ORANGE DEPARTMENT
OF COMMUNITY AND LIBRARY SERVICES COMMUNITY
SERVICES DIVISION 714)
744-7272 . Fax: (714) 744-
7251 LIBRARY SERVICES
DIVISION 714) 288-2471 . Fax: (
714) 771-6126 CITY OF ORANGE DEPARTMENT OF COMMUNITY
AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY
BOARD OF TRUSTEES Minutes of Meeting Held
February 10, 1997 Community and Library Services
Administration Conference Room I.
CALL TO ORDER l IT
L6 ~\';1 61 1.1
Pledge of Allegiance Chair Cavecche led the
Pledge of Allegiance.l1I310 AJ.
J:J "''1 1.
2 Roll Call The regular meeting of the Orange Public Library Board
of Trustees was called to order at 3:35 p.m., in the Community
and Library Services Administration Conference Room, 230
East Chapman Avenue.Present:Trustees Cavecche, Baker,
Massa and Warne.1.3
Adoption of Agenda Trustee Massa moved the agenda be adopted as
presented. Trustee Warne
seconded. Motion carried.1.4
Approval of Minutes Trustee Warne moved the minutes of meeting held November
18, 1996, be accepted as written. Trustee Massa
seconded. Motion carried.
II. BOARD REPORTS 2.1
Reports from Chair Chair Cavecche reminded Trustees of Trustee Gorham's
resignation. The City Clerk had advertised for a new Trustee and closing date
for applications is
February 27, 1997.230 E. CHAPMAN AVENUE
ORANGE,
CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held February 10, 1997
Page Two
On Tuesday, February 11, 1997, the Library Board of Trustees and Department of
Community and Library Services will host a small reception for Mr. Gorham and
his family, followed by a presentation of a proclamation honoring him at the City
Council meeting.
In honor of Mr. Gorham's 17 years of dedicated service to the Library Board of
Trustees, a book and gift will be purchased for him.
2.2 Reports from Trustees
There were no reports from Trustees.
III. COMMUNITY AND LIBRARY SERVICES DIRECTOR'S REPORT
3.1 Director's Report of November and December 1996, and January 1997
Director Wann reported the Rotary Club of Orange has donated three computers
to the Library. One is operating at the Main Library as an Internet test
workstation for patrons and the other two computers will be installed as CD-
ROM stations at the branch libraries. Director Wann, on behalf of the library staff
and Board of Trustees, will acknowledge the Rotary Club's donation at a March
City Council
meeting.Director Wann has met with the Warner Group, a contractual group hired by
the City to assess each department's computer needs in conjunction with BRC's (
the City's computer consultant) recommendations. Mr. Wann reiterated
the importance ofthese recommendations as future computer needs of the library
will be identified and evaluated for future
implementation.In December, City employees underwent a massive classification study
by completing job description questionnaires. After supervisors, managers
and director's review, these forms were forwarded to the City's Personnel
Department for further evaluation by D. M. Griffith and Associates,
consultants.3.2 Legislative
Update Information was provided to Trustees in their packets. Director Wann shared
a conversation he had with a former high school friend Jerry Frost. Mr. Frost
is now employed in a firm that is fairly innovative in lobbying situation in
San Francisco, CA, and has accumulated knowledge on general funding of cities.
It was his recommendation for the library to seek alternative supplemental funds
and not be so dependent upon general funds for library
CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held February 10, 1997
Page Three
3.3 Financial Report
Expenditure Summaries were included in Trustees' packets.
3.4 OPL Strategic Planning Project
Director Wann reported to Trustees the importance of a planning process in
relationship to library needs. As a new facility is not foreseen in the near future,
there should be a concentration on improving the existing facility. Mr. Warm
identified two distinct parts of the study: 1) what can and should be the future of
the library. (The City will need a new library facility to service a community of
130,000+ residents_) And, 2) immediate needs.
Director Wann is pleased with the outcome of the consultant's study with only a
few minor changes in the format and the Executive Summary. Arroyo and
Associates will make the necessary changes and presented a revised plan to Mr.
Wann within the next week. Chair Cavecche added the advisory group will add
their comments and a finalized report will be submitted to Trustees for their
approval.
It was obvious from the telephone survey of Orange residents their primary
concern is more service hours at the Library and a new facility to accommodate
their needs. Director Warm reported on an Orange County Network (OCN) poll
of 500 parents with children under the age of 15 whether they preferred their child
learn through automation technology or through booked, and 90% of those
responding preferred book studies. This study proves while technology is fast
becoming an important learning tool, books remain a necessity in educational
environments.
Renovation plans were reviewed by Trustees. Architect Bob Coffee and Linda
Demmers' plan for a "one-stop shopping" concept for library services
was presented. Consultants advised against using the library's community room as
a Information Technology Center (ITC) and suggested a location nearer the
center of the library as more user-friendly in a more wholesome
envirorm1ent. Funding possibilities were discussed by Director Warm, and he advised $825,000
is needed for this renovation project. $75,000 from Community Development
Block Grant CDBG) funding has been carried over from last year, and an additional $
225,000
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CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held February 10, 1997
Page Four
applied for this year to bring the Main Library into American with Disability Act
ADA) requirements. $500,000 will be needed from the general fund reserves to
complete this project. Trustee Baker inquired of the schedule for budget work
study sessions, and Director Wann advised the internal meetings have already
begun, with CIP sessions beginning on February 13, 1997. Public sessions are
scheduled during March. Trustee Baker suggested the Board be represented at the
public study sessions in order to get the support of City Council.
Chair Cavecche suggested once the library consultant's study was approved by
the advisory group and Trustees, a final report be submitted to Mayor and City
Council before a joint meeting in March of Trustees and Council members.
Director Wann suggested City Manager David Rudat also be consulted for his
input before this joint meeting.
IV. DEPARTMENT REPORTS
4.1 Internet Use Policy
A draft proposal of an Internet Use policy was distributed to Trustees in their
January Board packets. A revision was made to the policy to eliminate usage by
one person to no more than twice a day.
4.2 Library Hours for FY 97/98
Eugenia Wong distributed recommendations for library service hours for FY 97-
98. Director Wann added the City is expecting to end the Furlough Work
Program in July, or enter a 90 day interim period to begin this process. This
recommendation will increase library service hours to 125 hours per week. The
following is proposed:
Main Library:
Monday-
Wednesday
Thursday-Saturday 10:00 a.m. - 9:00 p.
m.10:00 a.m. - 6:00 p.m.
Branch Libraries:
Monday-
Wednesday Thursday,
Saturday 1 :00 p.m. - 8:00 p.m.
1 :00 p.m. - 6:00 p.m.r
r-
ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held February 10, 1997
Page Five
Chair Cavecche asked whether branch facilities had received any feedback on
providing service during morning hours. While the telephone survey conducted
by the consultant confirmed residents' wish to have more service hours, specific
hours were not discussed. Staff believes the additional four hours on Saturday
will be sufficient. Director Warm added there will be a flexibility to modify this
schedule and staff if implementation reveals a need to revise it. Patron usage at
each branch facility will be monitored. Chair Cavecche also expressed concern
over half of staffing being 19-hour employees. Director Warm answered
this issue will be addressed in FY 98-99. While the City Manager continues
to study optional work schedules ending the Work Furlough Program, it
was Trustees'priority for the libraries to be open for public use on Fridays.
Trustee Warne added the public's confusion of open service hours at the library
continues and Director Warm informed him of the publicity of hours in the City
of Orange Orange Progress and flyers available at circulation counters.
Eugenia Wong added library staff preferred adding additional service hours on Saturday in
lieu of opening on Friday at
branch facilities.V.
NEW BUSINESS 5.1 FY 97/
98 Budget Director Warm distributed the Department's preliminary FY 97-
98 budget packet which has been presented to the City Manager.
This budget includes supplemental funding of $800,000
from reserve accounts.Trustee Warne moved the Board of Trustees request City
Council investigate the closing of Center Street to increase the parking capacity at the
Main Library; if this study reveals such an action would relieve overcrowding in
the parking lot,Trustees recommend City Council proceed with the closure
of Center Street.Trustee Baker seconded the
motion. Motion carried.Trustee Baker moved Director Warm submit the Library Services
Division FY 97-98 budget to City Council. Trustee Warne
seconded. Motion carried.5.2 Internet Test Station
at Main Library The Internet Access Survey results were distributed to
Trustees and discussed.The Internet workstation at Main Library was activated on January
30, 1997, and proved enormously popular with patrons. Several facts gleaned from
the use's survey were
outlined
ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held February 10, 1997
Page Six
Primarily, patrons' use was for research and education;
Hands-on training was preferred but patrons would not pay for
it;Preferred access time is 45
minutes;Parents preferred children between ages 10-15, and over 15 years as the
age
of access Free access to the Internet would encourage more
library visits.Trustee Warne suggested the possibility of using volunteers to train
patrons on
Internet use.5.3 InfoPeople
Grant Applications Trustees were provided with two InfoPeople Grant Applications submitted
by the Library to the California State Library. These grants will provide
two Internet workstations, connect time and training at Main Library and EI
Modena Branch Library. Awards of these grants will be announced in
March1997.5.4 CDBG
Grant Application A copy of the Community Development Block Grant (CDBG)
application was submitted to Trustees in their Board packets. Chair
Cavecche requested notification of the date when this funding request would be presented
to
City Council.5.5
CALTAC Workshop The California Association of Library Trustees and Commissioners (
CAL TAC)workshop will be held on March
15, 1997.5.6 ALA
Annual Conference The American Library Association (ALA) Annual Conference will be
held on June 26-July 1, 1997, in
San Francisco, CA.
VI. ORAL PRESENTATIONS There were
no oral
presentations.VII. ANNOUNCEMENTS
There
were none.r
ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held February 10,1997
Page Seven
VIII. ADJOURNMENT
Trustee Warne moved that the meeting be adjourned at 5:35 p.m. Seconded by Trustee
Baker. Motion carried.
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Secretary to the Library Board
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