07-21-1999 LBOT MINUTES1~'I' i' I.I I ) ! /'
C2~; {JO ,-"-' J---CITY OF ORANGE
DEPAIFlTMENT OF COMMUNi
ry 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 July 21,1999
101 North Center Street
I. CALL TO ORDER
1.1 Pledge of Allegiance
6':; f2f 66 dJS l:2
Chair Massa led the Pledge of Allegiance.1}J318 }.,U:) -1.2
Roll Call The regular
meeting of the Orange Public Library Board of Trustees was called to
order at 3 :31 p.m., in the Main Library, 101 North Center Street.Present:Absent:
Trustees
Massa,
Schlund, Warne and Westfall.Trustee Cavecche.
1.3
Adoption of Agenda Director Wann
presented an amended agenda to Board. Trustee Warne moved that the agenda be
adopted as amended. Trustee Schlund seconded. Motion 'carried.1.4
Approvalof Minutes Trustee Schlund
moved that the minutes of the meeting held June 21, 1999, be approved as presented.
Trustee Warne seconded. Motion carried.II. BOARD
REPORTS 2.1
Reports from Chair Massa There were
no reports from Chair Massa.230 E.
CHAPMAN AVENUE ORANGE, CALIFORNIA 92866-1506
CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held July 21,1999
Page 2
2.2 Reports from Trustees
Trustees Warne and Schlund attended the Invitational Conference sponsored by the
California State Library on July 14-16, 1999, in San Diego. Trustee Warne
distributed information received at the Conference and spoke on the importance of volunteer ism
in the library. Trustees were instructed on successful recruitment and retention
of volunteers. Trustee Warne questioned whether there was a Citywide
volunteer coordinator, and when he was advised there was not, he suggested a Board
sub-committee to coordinate and implement a volunteer program. Sub-committee
would be responsible to write job description for volunteers, and participate
in networking opportunities within the community. Trustee Warne also suggested the
following for the Board: (1) Hold a yearly strategic retreat to establish goals and
objectives, and direction for the Board; (2) Establish sub-committees (include
Foundation and Friends of Orange Public Library members) to define strategic planning and write
a policy on conflict resolution. Trustee Warne also requested the Orange
Municipal Code Section governing the Library Board, policy and procedures manual, staff
and City personnel roster, business cards, name tags and letterhead. Trustee Schlund also
reported to Board she felt this was an outstanding conference, including the
information on networking,
foundations and fund-raising.Director Wann told Trustee Warne the request for business
cards, name tags and letterhead were legitimate, however, there \vas no money budgeted for
these items in this fiscal year. He suggested the Board request this material from
Friends of the Orange Public Library. Trustee Warne questioned Director Wann on the
feasibility of having a strategic planning session and Director requested specific written details
on the Board's planning ideas for presentation to City
Manager and City Council.Trustee Warne also discussed the critical need for a
library Foundation immediately to begin fund-raising. He also commented he felt
the foundation needed a compensated chair and staff. Director Wann did not recommend
this proposal. Trustee Warne also reported that he had discussed the
foundation with Councilman Spurgeon and Councilman Spurgeon recommended the Board
write to Council regarding the foundation and ask for a status, and who the Council liaison
to the Board would be.Director Wann will write this request to Council through the
City Manager, and, at the Board's direction, also request
Council's endorsement of SB3.Chair Massa will develop the Board's goals and
objectives and
deliver them to Director Wann.Director Wann suggested a special budget
review meeting
with Trustees in February/March.Board will consider October
CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held July 21, 1999
Page 3
III. COMMUNITY & LIBRARY SERVICES DIRECTOR'S REPORT
3.1 Director's Report of June 1999
Director's Report was included in Trustees' packets.
Director Wann reported the library's Summer Reading Club was very busy and
successful this year. Trustee Schlund commended staff on their hard work on this
program.
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, has left the Senate floor and continues to move forward.
Director Wann also reported the Public Library Fund (PLF) grant may be more funding
this year than last, with it possibly reaching $214,000. Director Wann will discuss the
disposition of these funds with the City Manager and Director of Finance.
3.3 Financial Report
Financial Report was included in Trustees' packets.
IV. DEPARTMENT REPORTS
4.1. DMG Management Audit
Director Wann reported the complete audit has been submitted to City Council and
department has provided their rebuttal to the report. At this time, there has been no
response from City Manager or City Council.
4.2 Taft Branch Library Study
Director Wann reported the needs assessment study of the Taft Branch Library by
Arroyo Associates has been completed and their report should be ready by the end of
July/early August. Mayor and City Council will first review this report and then it will
be provided to Trustees for their examination. Director Wann reminded Trustees there
will be a hearing for public review of the assessment of the Taft Branch Library.
CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held July 21, 1999
Page 4
4.3 EI Modena Branch Library Project
Director Wann provided Trustees in their packets a copy of a memorandum dated June 2,
199 to City Manager David L. Rudat regarding the breakdown of the automation system
at the El Modena Branch Library. This report was prepared with the assistance of
Library Systems Coordinator Angela Scherer. This memo provided a complete and
comprehensive report on the network infrastructure, library signage, interior/exterior
lighting and electrical needs, and other miscellaneous needs. The City Manager has
personally visited the library and agreed the lighting and security needs at the library
must be addressed.
v. NEW BUSINESS
5.1 August Board Meeting
Trustee Schlund moved that the August Board meeting be dark. Motion seconded by
Trustee Warne. Motion carried.
Trustee Schlund moved that the Board hold a Special Board Meeting on Monday,
August 16,1999, at 3:30 p.m., to discuss the Taft Branch Library Study. Trustee Warne
seconded. Motion carried.
5.2 California State Library Invitational Conference
San Diego, July 14-16,
1999 Please refer also to II. Board Reports, 2.2 Reports from Trustees for
additional
information.)Trustee Warne questioned the feasibility of the Board forming sub-committees
to define objectives, orientation, volunteerism, budget and bookmobile. Trustee Westfall
said the Board should first define its goals, but in general, feels the idea of sub-
committees is a good one. It was decided each Trustee would submit their ideas on
goals and objectives to Chair Massa. Trustee Schlund added it would be helpful to hold
a strategic planning workshop. Trustee Warne requested previous Board minutes and the
library's policies and procedures be made available to Trustees
at each meeting.5.3
Restructureof Board 5.
4 Board Procedures Trustee Warne requested these two items be placed
on the agenda.These items were covered in II. Board Reports, 2.2 Reports from
Trustees, and V.New Business, 5.2 California State
CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES
ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of Meeting Held July 21, 1999
Page 5
VI. ORAL PRESENTATIONS
There were no oral presentations.
VII. ANNOUNCEMENTS
Trustee Schlund announced Representative Christopher Cox will be the first speaker in
the Board's Distinguished speakers Series on Thursday, August 26, 1999,7 p.m., at
Main Library. He has agreed to speak for 30 minutes and answer questions, Irma
Hernandez from the City Manager's Office, Tara Finnigan from Economic Development
Department and Library staff Kitty Crary and Eugenia Wong have met and will
coordinate press releases and flyers for this event. Adult Services/Circulation Supervisor
Yolanda Moreno will provide budget and background on series at September Board
meeting.
Trustee Warne requested a City Telephone Directory.
VIII. ADJOURNMENT
Trustee Warne moved that the meeting be adjourned at 5;28 p,m. Seconded by Trustee Schlund.
Motion carried.
t-
4/Gary Wann, Secretary to the
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