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06-16-2003 LBOT MINUTESC.LOt1tJ.z ..L CITY OF ORANGE LIBRARY SERVICES DEPARTMENT ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting held June 16, 2003 Main Library Community Room I. CALL TO ORDER 1.1 Pledge of Allegiance The meeting was called to order at 3 :00 p.m. Trustee Clemens led the Pledge of Allegiance. 1.2 Roll Call Trustees Present:Chair Douglas Westfall, Vice Chair Jonell E. Schlund, and Trustee Mark Clemens. Trustees Absent:Trustee Karen Herrera; [one position currently vacant] Staff Present:Library Services Director Nora Jacob; Sr. Librarians Yolanda Moreno and Rosanne Miller. 1.3 Adoption of Agenda Trustee Clemens moved to adopt the agenda as modified to address items 6.l and 6.2 first. Vice Chair Schlund seconded the motion, and it carried unanimously. 1.4 Approval of Minutes Vice Chair Schlund moved to approve the minutes of the regular meeting held May 19, 2003, as presented. Trustee Clemens seconded the motion, and it carried unanimously. VI. NEW BUSINESS 6.1 Proposed Calendar of FY 2003-04 Dates for Library Board Meetings The Board reviewed proposed meeting dates for the coming fiscal year. Chair Westfall asked that these meetings include at least two sessions apiece to take place at each of the branch libraries, and that a representative of that branch be present during those meetings. Director Jacob will adjust the meeting locations and will try to arrange for a branch librarian to be on hand. Vice Chair Schlund moved to adopt the calendar of FY 2003-04 Library Board meeting dates as amended as to locations; Trustee Clemens seconded the motion, and it CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held June 16, 2003 Page 2 6.2 Proposed OPL Display Policy Trustees reviewed the draft of a proposed new policy on displays and giveaways at the libraries. Those present agreed that publicity about vacation Bible school and/or church camp programs should be allowed for display, and the policy draft was amended accordingly. In addition, the wording was modified to be more inclusive, specifically, "church and temple" rather than just church." Discussion ensued about what would be considered a "church," and the group agreed that organizations such as Wicca would not be appropriate. Director Jacob will make the revisions as discussed and will bring back the policy draft for another review in August. Once it is set to reflect the Trustees' wishes, it will be reviewed by the City Attorney's Office. II. PRESENTATION ON FY 2003-04 CITY BUDGET Barbara Azeka Messick, Senior Assistant to the City Manager, gave a PowerPoint presentation about the proposed City budget for the coming fiscal year. She noted that it is a balanced budget but that that includes some General Fund reserve dollars. In addition, the City is currently carrying 33 position vacancies that won't be filled.III. LIBRARY SERVICES DIRECTOR'S REPORT 3.1 Monthly Report for May, 2003 Director Jacob noted all the progress being made on the Main Library expansion project and sale of the Edwards House.3.2 Financial Report The Library Director reported that the Library is on target with its spending.IV. BOARD REPORTS 4.1 Report from Chair Westfall Chair Westfall reported that papers and other documents from the late Willie McPherson ( a former Orange resident) are archived at the Harvey Mudd Library in Claremont but that Mr.McPherson's photos are with the San Juan Capistrano Historical Society. Mr. Westfall is examining those photos for prints and negatives showing images of Orange and north Orange County, and he hopes to have those deeded to Orange Public Library.4.2 Report from Foundation Liaison Vice Chair Schlund reported that luncheon presentations with potential donors to the Main Library expansion are continuing, and that Elsie A. Porter and an anonymous donor have each given $10,000 toward the expansion campaign. The Library Foundation's fund balance is 15,046. The group is currently working with architects from LPA, Inc., on design of a donor wall and a "giving tree." The Orange Countv Register turned down the Library Foundation' s request to print copies of a centennial Orange Post special edition because the Register does not support organizations that help governmental agencies. Funding to print that document may be voted by the Library Foundation CITY OF ORANGE DEPARTMENT OF COMMUNITY & LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Board Meeting Held June 16, 2003 Page 3 4.3 Reports from Trustees Trustee Clemens noted that Frank Feldhaus from the City of Anaheim (another Library Bond Act awardee) is interested in our Main Library expansion project. V. OLD BUSINESS 5.1 Main Library Expansion Project (MLEP) - Update Director Jacob noted that nine proposals were received from architects in response to the RFP to design the Main Library expansion. Three finalists are being selected and will be interviewed on June 24. Award of the contract will go to City Council for action July S. In addition, no bids were received on the historic Edwards House, so the City will again offer the building for sale as of June 17, with offers due by August 7. The new process is somewhat more flexible, and interested parties have come forward since the unsuccessful close of bidding last month.5. 2 FY 03 - 04 Library Budget - Update Director Jacob noted that one full-time and three part-time vacant Library positions are frozen in the coming fiscal year's budget, and that one or more retirements are expected. In addition,programs for children and adults will be significantly reduced in number, and the book/materials budget will be cut by $200,000 (or $150,000 more than in this fiscal year). All city departments have taken similar reductions due to the budget crisis.5. 3 Library Board Participation at 3rd of July Celebration Director Jacob invited Trustees to assist the Library Foundation in selling ice cream bars.VII. ANNOUNCEMENTS Taft Tile Wall "painting day" opportunities:Saturdays, 2-5 p.m., June l4, June 21, July 12, July 26 Uncle Sam's 3rd of July Celebration (Library Fonndation booth): Thursday, July 2,2003, 4-S p.m. @ Fred Kelly Stadium International Street Faire (Library Foundation booth):Friday-Sunday, August 29- 31, 2003 @All- AmericanStreet VIII.PUBLIC COMMENT None.IX.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, August IS, 2003, at 3 p.m. in the Taft Branch Library community room.Nora Jacob, Secretary to