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03-17-1997 LBOT MINUTES1/ jt. I }.:l/ Ie.c c "'-C 5DO.T.. d..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 March 17, 1997 Community and Library Services Administration Conference Room I. CALL TO ORDER 1.1 Pledge of Allegiance Chair Cavecche led the Pledge of Allegiance.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 A venue.Present:Trustees Cavecche, Baker, Massa and Wame.Guests:Councilman,Mike Alvarez/President, Friends of the Orange Public Library 1.3 Adoption of Agenda Trustee Massa moved the agenda be adopted as presented. Trustee Baker seconded. Motion carried.1.4 Approval of Minutes Trustee Wame moved the minutes of meeting held February 10, 1997, be accepted as written. Trustee Massa seconded. Motion carried. II. BOARD REPORTS 2.1 Reports from Chair Chair Cavecche requested Director Wann to send a thank you letter to Orange Rotary Club for their contribution of 3 PC's to the Orange Public Library and also prepare press releases to announce their gift.230 E. CHAPMAN AVENUE ORANGE, CALIFORNIA CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held March 17, 1997 Page Two 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 February 1997 National Library Week: April 13-19, 1997. On April 17, at 4 p.m., Trustees are invited to attend "Kids Connect @ The Library" program for the grand opening of the Internet Access Station and "Volunteer Recognition Reception" immediately following in the Main Library Community Room.Library's Advisory Group, Mayor and City Council Members, City Manager and department heads, and the press have also been invited.Public Library Fund: Director Wann explained the Public Library Fund supplements the library's budget. Finance Director Helen Bell has expressed these funds should be allocated directly to the City's General Fund account.There is a need for a thorough understanding of General Fund and disposition of Public Library fund moneys. It is possible a decision from City Council will be necessary for a decision on these funds. Director Wann will keep Trustees apprised of this situation.Library of California: Networking and Resource Sharing: Ten years in the working by the California State Library, this project has been introduced as SB409. It will cross technology lines on sharing of library resources.Governor Pete Wilson feels this legislation is poorly written and conceived,but the issues remain pending. California State Library is behind it. Fiscal impact of this project is unknown. All 8,000 libraries in California will be affected if this bill goes through.3.2 Legislative Update Information was provided to Trustees in their packets. Director Wann also reported on a CNN television program he watched on law professors and their interpretation of Internet free of access regarding age. (Further information will be requested from CNN.)3.3 Financial Report Expenditure Summaries were included in Trustees' CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held March 17, 1997 Page Three 3.4 OPL Strategic Planning Project a) Final Report Director Wann advised Trustees a draft of the final report from the library's consultant has been received. Trustee Warne moved to accept Arroyo and Associates' final report and forward it to City Council for their review. Trustee Baker seconded motion. Motion carried. b) Main Library Renovation The difficult question of funding to do a renovation project was discussed. It was agreed the Main Library facility, at 14,000 square feet of public space and 3,000 square feet of office space, is desperately in need of space reconfiguration. City funding has decreased from $40 per capita to $16 per capita from 1990. All library facilities need structural renovation. It is suggested, after a renovation of Main Library, a feasibility of branch services conducted. Trustee Baker commented any change in branch facilities would be difficult because of the smallness of Main Library and limited parking. Director Wann added the block wall separating Main Library's parking lot and residents will be removed and replaced shortly. Also, the wall located in the alley area between Main Library and Edward's House will be removed and a small number of additional staff parking stalls constructed. Director Wann and Redevelopment Agency Director Linda Boone will begin discussions with Bank of America for additional parking. 1 million has been requested in the Capitol Improvements Proj ects for Main Library. $100,000 of renovation costs for design, architect and engineer studies, will come from the library's general fund budget. Partial funding will also come from the Public Library Fund (PLF) and Community Development Block Grant (CDBG). Retrofit improvements have already been funded. It is planned renovation improvements will begin 1/2/98. It is possible additional funding will be sought from the library's book budget ($300,000 or a lesser sum). Director Wann explained this expenditure would not be fully expended if the library is closed for approximately 6 months for renovation. The intricacies of CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held March 17, 1997 Page Four funding are still being researched by staff. Chair Cavecche said she would not favor any reduction in the book budget, and Trustee Baker commented he also would not be in favor of forfeiting any amount in the book budget after the Board each year continually asks City Council for increases. Chair Cavecche remarked about her concern for a new facility with no books on the shelves. An informal vote of trustees revealed each do not wish to jeopardize the book budget, although Trustees Baker and Massa would reconsider their decisions if all other alternative methods of funding failed. Trustee Warne questioned the process required for closing a branch facility and Director Wann commented activity levels and operator costs would be a factor. Branch Service patrons would be directed to Main Library for library service. Automation needs were also addressed. Director Wann advised a citywide study has been ongoing. The INLEX system is becoming outdated and the cost to replace it is approximately $450,000. Library Services Manager Eugenia Wong explained the different phases of an automation project. The first phase would cost approximately $65,000, would be to hire a consultant to investigate automation needs and compare vendors, and the possibility of leasing needed equipment. The second phase would be the major implementation of the first phase. Phase three would be minor changes in the first and second phases. Director Wann emphasized the necessity of absolute preciseness in the automation phasing. Renovation of Main Library and replacement of the automated system should occur simultaneously. For the convenience of Friends of the Orange Public Library Mike Alvarez, his presentation was moved forward on the agenda.) V. New Business 5.2 Friends of the Orange Public Library oj Booksale Center Friends of the Orange Public Library President Mike Alvarez distributed a memorandum dated March 10, 1997, outlining a $4,525 donation to the Library CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held March 17, 1997 Page Five for children's programs and related support material, and $3,219 in improvements to Main Library and Friends Booksale Center at Edward's House. Friends will be responsible for sandblasting sidewalks and cleaning lighting fixtures, refurbishing the library marquee and replacing the drinkingfountain and water lines. Additional work will be done on the Booksale Center location at Edward's House by installing a drain and rain gutters/down sprouts on the house. These donations total $7,744. Friends have also shown an interest in helping by participating with the Main Library renovation. They propose, for example, a tile project as resembles family tiles sold at the Plaza traffic circle to support refurbishment. The Booksale Center is also proposing increased service hours. Director Wann thanked Mr. Alvarez and his organization for the tremendous support shown to the Orange Public Library with generous donations and tremendous support. IV. DEPARTMENT REPORTS 4.1 FY 97-98 Budget a) Library Service Plan b) Library Hours Library Services Manager Eugenia Wong distributed a proposal for new library service hours in consideration of ending the Work Furlough Program, branch service hours during Main Library renovation and alternative plans after Main Library renovation. It was agreed that Main Library not be open on Fridays until the renovation project is complete.4.2 Internet Use Policy The temporary Internet Test Site will soon become permanent. The Internet Use Policy included in Trustees' packets will become effective immediately. Trustee Massa moved that the written policies be adopted and implemented at the time the site becomes permanent. Discussion: Trustees requested a monthly report on the Internet site for the next several months to monitorI ,-' CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held March 17, 1997 Page Six the operation of the work station and propose revisions to the policy. Trustee Warne questioned the sentence, "Material which is not illegal, but which offends or disrupts patrons walking by the station, will be considered disruptive behavior within the context of the Library Rules of Conduct and a warning will be issued to stop the behavior." Trustee Massa withdrew her motion as she did not have the Internet Use Policies in her packet. Although no additional motion was made, Chair Cavecche questioned Internet use by minors being allowed. Staff responded it was with the requirement of signing an Internet Use Agreement. Trustee Warne moved the basic Internet Use Policy be adopted with the exception of the questionable sentence as stated above. Trustee Baker seconded. Motion carried. Eugenia Wong added with the implementation of more work stations, the time limits now imposed can be considered for revision. V. NEW BUSINESS 5.1 National Library Week Trustees were provided a draft copy of a National Library Week Proclamation and requested the fifth paragraph be change to "Whereas, basie library services remain Hee available to every citizen, providing equal opportunity for people of all ages and backgrounds;" This amended proclamation will be presented by Mayor and City Council honoring National Library Week on April 8, 1997. Chair Cavecche asked if "Kids Connect @ The Library" program and volunteer recognition will be held simultaneously as she felt volunteers were not sufficiently recognized last year. Director Wann stated 200-300 invitations have been sent for the Volunteer Recognition Program with Mayor and City Council, Library Advisory Group and Library Board of Trustees being invited also.5.3 Literacy Services Information on Literacy Services was included in Trustees' packets. Literacy Coordinator Rosanne Miller reported on the closure of Literacy Services at the Orange Public Library. Due to grand funds and City general funds not being committed to the project, the Library will cease this project on July 1, 1997. The Methodist Church of Orange and Read Orange County will continue and assume responsibility for this project. Literacy materials purchased for the last five years will remain at the library facilities for patrons' use. Director Wann recognized Rosanne Miller for her determination to further this project and thanked her for all of her hard work and genuine affection to this worthwhile CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held March 17, 1997 Page Seven 5.4 Proposition 218 Survey The California State Library asked public library directors to complete a survey on the potential impact of Proposition 218 will have on library services. A copy of this completed survey was included in Trustees' packets. Director Warm stated there would be no impact on Orange Public Library. VI. ORAL PRESENTATIONS There were no oral presentations. VII. ANNOUNCEMENTS There were none. VIII. ADJOURNMENT Trustee Baker moved that the meeting be adjourned at 5:35 p.m. Seconded by Trustee led?4 Gar{Wann Secretary to the Library Board GW/EW/jm