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05-19-2003 LBOT MINUTESC ,lfd(f . z: 1..1- CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held May 19, 2003 Main Library Community Room I. CALL TO ORDER 1.1 Pledge of Allegiance The meeting was called to order at 3:05 p.m. Chair Westfall led the Pledge of Allegiance. 1.2 Roll Call Trustees Present:Chair Douglas Westfall, Vice Chair Jonell E. Schlund, Trustee Mark Clemens, and Trustee Karen Herrera (arrived at 3:10 p.m.); [one position currently vacant] Staff Present:Sf. Librarian Yolanda Moreno and Administrative Secretary Jan Reichert 1.3 Adoption of Agenda Vice Chair Schlund moved to adopt the agenda as corrected (add 5.4 Nominating Committee under New Business). Trustee Clemens seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Trustee Clemens moved to approve the minutes of the regular meeting held April 21, 2003, as presented. Vice Chair Schlund seconded the motion, and it carried unanimously. II. LIBRARY SERVICES DIRECTOR'S REPORT 2.1 Monthly Report for April, 2003 Ms. Moreno noted that highlights included updates on the Main Library expansion project and the Edwards House; Children's Services' annual Super Sleepover; and the Friends' donation of 3,000 for additional DVDs. 2.2 Quarterly Report for Third Quarter, FY 2002- 03 Ms. Moreno again noted some of the highlights and significant accomplishments outlined in the report.2.3 Financial Report Ms. Moreno reported that the Library is on target with its CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held May 19, 2003 Page 2 III. BOARD REPORTS 3.1 Report from Chair Westfall Chair Westfall reported that the Library Foundation will sell reprints of the 1903 Orange Post newspaper at the City's July 3'd event for $1 apiece, with proceeds going toward the Main Library expansion. Library Director Nora Jacob has submitted a sponsorship application to the OC Register with a request to print 50,000 copies of the Orange Post. 3.2 Report from Foundation Liaison Vice Chair Schlund reported that the luncheon presentations with potential donors to the Main Library expansion have been productive, and that the Mayor and City Council members have committed to give us names of potential donors. She invited Board Members to take part in the Taft Tile Wall fundraiser - the price has been lowered to $10 per tile. The "Birds of a Feather"program is moving forward and a task group is working on that project. The Foundation will again be renting parking spaces (and selling bottled water) during the International Street Faire over Labor Day weekend.3. 3 Reports from Trustees None. IV. OLD BUSINESS 4. 1 Main Lihrary Expansion Project (MLEP) - Update Ms. Moreno reported that interested architects toured the Main Library on May 16; proposals in response to the City's Request for Proposals (RFP) for design services are due June 5. Interviews with finalists will take place June 24, with the award of bid going to City Council for action in July.4. 2 Library Services Development Impact Fees - Update Ms. Moreno reported this was adopted by City Council on May 13, 2003, and will be implemented in 60 days. The Library Facilities Development Impact Fees will generate approximately $3.2 million for the City over the next 18 years.4.3 Proposed FY 2003-04 Library Budget - Update Ms. Moreno reported that although the Library's biggest budget cut is proposed to the Library Books & Materials line item, there have been no staff layoffs and no reduction in library hours.This honors the board's expressed priority of maintaining access to our facilities and collections.Senior Librarian Rosanne Miller is working on grant applications (Target and Mervyns) which could provide some funding for children's programs. Chair Westfall added that Wells Fargo has a similar grant program we should look into. CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held May 19,2003 Page 3 V. NEW BUSINESS 5.1 "Hooked on Phonics" Proposal (presentation by Patricia McSwain) Educational consultant Patricia McSwain from Hooked on Phonics gave a presentation of the program and how it works. Hooked on Phonics pilot program is requesting use of the Main Library community room for eight weeks starting Monday, June 10. In lieu of paying the standard fees for use of the community room, the proposal presented to the Library is for an in- kind donation of $3,000 worth of Hooked on Phonics materials. Ms. McSwain would also like to display materials in the Main Library and hand out flyers about the programs to parents.Trustee Herrera made a motion to approve the in-kind donation in lieu of paying the library standard fees for using the community room; Vice Chair Schlund seconded, and it carried unanimously.Trustee Herrera made a motion to waive the library's standard policy that prohibits for-profit groups from displaying flyers and materials, with the understanding that Hooked on Phonics is an exception to the library policy. Vice Chair Schlund seconded, and it carried unanimously.5.2 Leadership Orange 2002-03 Project Ms. Moreno reported that she is a member of the 2002-03 Leadership Orange class. Her class has two projects that will be presented. One is verification of historical sites in the City of Orange, and then creation of a map with these sites clearly marked. The second is to create an online calendar for non-profit groups to advertise their services and events. This calendar will be housed on the Chamber of Commerce website.5.3 Painting of EI Modena Branch Library Ms. Moreno reported that the El Modena community room was painted last week and it looks great.5.4 Nominating Committee The Board decided to forego the Nominating Committee process and instead prepared nominations then and there. The names of Doug Westfall and Jonell Schlund were submitted for the offices of chair and vice chair, respectively. Trustee Clemens made a motion to elect Doug Westfall as Chair and Jonell Schlund as Vice Chair of the Library Board of Trustees;Trustee Herrera seconded, and it carried unanimously.VI. ANNOUNCEMENTS 6.1 City Council public hearing on FY 2003-04 budget:Tuesday, June 10, 7 CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held May 19, 2003 Page 4 6.2 Representative from City Manager's Office will report on FY 2003-04 budget to the Library Board of Trustees:Monday, June 16,3 p.m. @ Library Board meeting VII.PUBLIC COMMENT Ms. Reichert reported that as City volunteers, Library Board of Trustees members will be required to wear Photo ill's as part of the City's citywide security policy. Date and location for getting the ID pictures taken will be announced soon.VIII. ADJOURNMENT Chair Westfall moved, and Trustee Clemens seconded, to adjourn the meeting. The motion carried unanimously, and the meeting adjourned at 4:30 p.m. The next meeting will be held on Monday, June 16, 2003, at 3 p.m. in the Main Library community room.Yolanda Moreno [for Nora Jacob], Secretary to the Board Attested