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06-21-1999 LBOT MINUTES1/ Lf, / z.-:)6~ .. T / d--.I '__? ~ CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES COMMUNITY SERVICES OIVISION 714) 744.7272 . Fax: (714) 744.7251 LIBRARY SERVICES DIVISION 714) 288-2471 . Fex: (714) 771- 8126 CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held June 21, 1999 101 North Center Street 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 3:33 p.m., in the Main Library, 101 North Center Street. Present: Absent:Trustees Cavecche, Schlund, Warne and Westfall.Trustee Massa.1.3 Adoption of Agenda Chair Cavecche added to New Business, 5.6 "Election of Officers," and 5.7 " Summer Dark Month." Trustee Schlund moved that the agenda be adopted as amended. Trustee Warne seconded. Motion carried.1.4 Approval of Minutes Trustee Westfall moved that the minutes of the meeting held May 17, 1999, be approved as presented. Trustee Schlund seconded. Motion carried.II. BOARD REPORTS 2.1 Reports from Chair Cavecche There were no reports from Chair Cavecche.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 June 21, 1999 Page 2 2.2 Reports from Trustees Trustee Schlund reported she had been successful in contacting Congressman Christopher Cox's office and arranging a tentative date and time of July 8, 7-9 p.m., to appear at the Orange Public Library as a speaker. Since there is already a speaker scheduled for July 12, Trustees decided to ask Congressman Cox to appear in August or September and to arrange for a larger location than the Main Library's Community Room. Trustee Schlund will make the necessary arrangements with Congressman Cox and his staff.III. COMMUNITY & LIBRARY SERVICES DIRECTOR'S REPORT 3.1 Director's Report of May 1999 Director's Report was included in Trustees' packets. Trustee Warne questioned the disposition of the Bank of America building and Director Warm advised no definite decision has been made by City Council.Director Warm advised an Administrative Analyst is being recruited for the Department.This position will assist in all areas of both divisions.3.2 Legislative Update Legislative Update was included in Trustees' packets. Director Wann reported SB3 by Senator Richard Rainey, which will provide funding for retrofit or new construction of libraries, is progressing forward, and the library has sent interest letters to legislators.Assistant to City Manager Irma Hernandez has been supplied information on this bill and the need for letters of interest from City Council. Chair Cavecche moved that the Orange City Council be requested to support SB3. Motion seconded by Trustee Warne.Motion carried. Director Wann will coordinate the completion of this motion with Ms. Hernandez.3.3 Financial Report Financial Report was included in Trustees' packets.IV. DEPARTMENT REPORTS 4.1. DMG Management Andit Director Wann reported the complete audit was submitted to City Council about one month ago and each department has been asked to provide their rebuttals to the report by July 8. This rebuttal will serve to clarify and define more definitely the report so that CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held June 21, 1999 Page 3 can be a useful tool in the future. Two key issues included in the Library Services Division's rebuttal will be (I) $10,000 in the Children's Services budget. This budget item is for children's programming other than regular programs, including the Summer Reading Club activities; and (2) the outsourcing of Technical Services functions. This division's staff has already been reduced 50% and outsourcing will not save the City any money. It will be requested that this issue be delayed until the current DOS based INLEX system gets replaced by a client/server product in the next 1-2 years. Staff felt it would be necessary to have a consultant advise the City on outsourcing before any definite action would be taken. Trustee Warne added two additional issues he felt would be important to add to the rebuttal: (1) Decision on the future of the Tan Branch Library; and (2) Hiring of a Library Director. Any Trustees' input on these issues will be put in the report to City Manager David Rudat.4.2 Taft Branch Library Study Director Wann reported the needs assessment study of the Tan Branch Library by Arroyo Associates is 90% completed. If City Council decides to close this branch library, the $118,000 operational budget will be distributed between Main Library and the EI Modena Branch Library. Trustees added they would like to see a decision by the City Council on the future of the Tan Branch Library soon. As soon as the report from Arroyo Associates is received, a copy will be forwarded to Trustees.4.3 Bank of America Building Director Wann informed Trustees the auction of salvage library furniture would begin the first week in July. This effort will be coordinated with the Purchasing Division of the Finance Department. Also included in disposal will be the remainder of the 400-500 boxes of books donated by Book Man.V. NEW BUSINESS 5.1 El Modena Branch Library Project Director Wann reported there have been major system breakdowns at the El Modena Branch Library during the last several weeks. A written report has been submitted to City Manager David Rudat explaining these problems. The report also includes requests for improved interior and exterior lighting, exterior signage, compliance with Americans with Disabilities Act, air conditioning upgrade and patio improvements. If City Council decides to close the Tan Branch Library, in addition to adding staff and extending public service hours at the Main Library, part of their funds will be transferred to the EI Modena Branch Library for new furniture and desks for customers and staff,refurbishment of the community room and a mural on the long CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held June 21,1999 Page 4 5.2 MIS Master Plan A master plan for the City's future computer needs is being conducted by ACS, the City's MIS contractor. Kevin Chaney of ACS has been assigned to the Orange Public Library to provide assistance. It is estimated the needed upgrades to the automation system will take 2-3 years.5.3 Summer Reading Club Staff reported the 1999 Summer Reading Club began on June 19. There is lots of interest from teens to volunteer with this year's program. Special programming begins this week.5.4 Information Technology Training for the Public Children's Services/Information Technology Services Supervisor Susan Barb reported to Trustees the last of a two session series entitled, "How to Use the Internet in the Cyberzone" will occur on Saturday, June 26. Appr0ximately 7-9 people have been in attendance for these one-hour sessions offered at 9 a. m. on Saturday. The next series of classes to be offered will be basic searching techniques and email procedures.5.5 Bill Courtney Memorial Chair Cavecche requested staff to speed up the investigation of a memorial wall or donor wall, or other visual display that would be utilized to attract and show gratitude to library supporters. Library Services Manager Eugenia Wong will follow up with a staff committee to define a critique for this project and report back to Trustees.5.6 Election of Officers Chair Cavecche moved that Vice-Chair Kathleen Massa be elected Chair for the coming year. Trustee Warne seconded. Motion carried.Trustee Westfall moved that Trustee Warne be nominated to serve as Vice.Chair for the coming year. Trustee Schlund seconded. Motion carried.5. 7 Summer Dark Month Since there are important issues that will require Trustees to meet, there will be a Board meeting in July. Whether or not the Board will meet in August will be decided on at CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held June 21, 1999 Page 5 VI. ORAL PRESENTATIONS There were no oral presentations. VII. ANNOUNCEMENTS Chair Cavecche will not be present at the July Board meeting. Staff distributed the flyer announcing a new Adult Program, "Wander Down Under," a video tour of Australia presented by Katella Travel at Main Library on Monday, July 12. Staff announced a 3-week Creative Writing class/workshop entitled "The Beginning Writer's Guide to Publication" will be held on July 14,21 and 28 at Main Library.Staff announced a Magazine Adoption Program in collaboration with the Woman' s Club of Orange. This project offers the opportunity for customers and businesses to support magazine purchases for the Library.Director Wann announced the City of Orange Chapter of the National Management Association's 1999 Manager of the Year Finalist is Adult Services Supervisor Yolanda Moreno.VIII. ADJOURNMENT Trustee Schlund moved that the meeting be adjourned at 4:46 p.m. Seconded by Trustee Warne.Motion carried. u ~Attested on '1 Pi /'9' 1 GW/EW/ jm r.Reproduction on Recycled