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02-10-1997 LBOT MINUTESI '- i ·L\~!< k~Ii ,,~ .~ ' 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 r r- 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. G~~ Secretary to the Library Board GW/EW/jm