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09-15-1997 LBOT MINUTESI ;;I :ii' tA'I >," /' eI':! 1.,.''1. ('6__ adtooo.:1:. ~ 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 September 15, 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 LL : 01 L6 180 Lc The regular meeting ofthe Orange Public Library Board of Trustees was called to order at 3:37 p.m., in the Community and Library Services Administration Conference Room, 230 East Chapman Avenue.H:~' 1;) ]..1,);) -Present:Trustees Cavecche, Massa, Schlund and Warne.Guest:Ted Reynolds, Assistant City Attorney Mike Alvarez, President, Friends of the Orange Public Library 1.3 Adoption of Agenda Trustee Warne requested Item 4.3 Internet Use Policy be moved to the beginning of the agenda.Director Wann requested Item 4.1 Main Library Renovation Project be moved to the beginning of the agenda Chair Cavecche requested presentation by Friends of the Orange Public Library President Mike Alvarez be placed on the agenda.Trustee Warne moved the agenda be adopted as amended. Trustee Schlund seconded. Motion carried.230 E. CHAPMAN AVENUE ORANGE, CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 15, 1997 Page Two 1.4 Approval of Minutes Trustee Warne corrected 2.1 Reports from Chair, Line 5, to read, "Trustee Warne added he felt a City Council selection would be beneficial to the group ..." Trustee Massa moved that the minutes be accepted as corrected. Seconded by Trustee Warne. Motion carried. Friends of the Orange Public Library Mike Alvarez presented two books, "Letters from the Field" by Douglas Paul Westfall to the Orange Public Library collection. President Alvarez addressed a recent article appearing in a local newspaper advising of the purchase of a sculpture for the library from Friends. This is incorrect information. Friends are researching other possible donations for the library, perhaps another aquarium. This donation will be discussed further after the Main Library renovation. Mr. Alvarez informed the Board of Friends' recent tours of the Huntington Beach Public Library and Fullerton Public Library to learn other Friends' groups' techniques to benefit libraries. The group was very impressed with both organizations and their operations of gift and card stores within their library facilities. Friends plan another tour in October of the Newport Beach Public Library and invited Trustees to accompany the group. President Alvarez told Board the Friends are very enthusiastic about helping with a Library Foundation an dfurther fund-raising efforts on behalf of the Orange Public Library. Friends have committed to support the library's Holiday programming and will evaluate requests for next year's requests for funding. They have also requested an accounting from Finance Director Helen Bell of the amount donated toward a Friends' history room in a new Main Library.IV. DEPARTMENT REPORTS 4.1 Main Library Renovation Project Community Services Manager Gabe Garcia updated Trustees on the Main Library Renovation Project. Meetings have been held with library staff and Bob Coffee, architect, to discuss the library remodel. The design phase 1-- -- r r CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 15, 1997 Page Three will be completed in January and construction bids received in February. It is anticipated preliminary design plans will be available by September 25. Staff will agendize a presentation of the design plans for the Board's review at its meeting in October 1997. A formal representation will be made to City Council on October 28. A structural engineer is examining the Main Library to ensure the existing structure is capable of supporting the planned changes. Chair Cavecche questioned the funding for renovation, furniture and automation. Community Services Manager Garcia said the Health, Safety and Life issues will be addressed as priorities in the remodel. Additional funding will be needed for new furniture. Director Wann advised he identified $500,000 from the Wymer settlement as potentially additional funding for this project. Chair Cavecche advised she would write to City Manager David Rudat on behalf of the Board asking for additional funding to complete automation needs for the refurbishment. 4.3 Internet Use Policy Assistant City Attorney Ted Reynolds attended Board meeting to answer Trustees' questions. Trustee Warne distributed "Internet Use Policy and User's Agreement, Preamble, Rules of the Road and Internet Use Agreement" for the Board's consideration and requested City Attorney's Office to comment on its content. Trustee Warne questioned the legal definition of unlawful obscene material and Mr. Reynolds responded that although this is a difficult interpretation, a definition has been provided in City Attorney De Berry's September 10,1997 memorandum. It is the enforcement of and the intent to distribute or exhibit obscene material that has cited in the Penal Code, Internet Use Policy, Page 3. 2 of "Policy Violations" has been discarded: "Penal Code Sec. 311.2 makes it a misdemeanor to access obscene material as defined in Penal Code Sec. 311 et seq.'') Mr. Reynolds stressed it is not a misdemeanor to "access," or possess obscene material, but the intent to exhibit and distribute it is illegal. Trustee Warne also questioned thefeasibility and responsibility offiltering work stations in the Children's area but not in the Adult area. Mr. Reynolds replied the prime issue would then be the location of the work station not being 1- r CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 15, 1997 Page Four easily accessible to children. Trustee Warne pointed out children are required to have written parental consent to use Adult work stations. Trustee Warne also requested Mr. Reynolds to research other cities' policies on Internet use and restrictions. Mr. Reynolds emphasized adults must not be made to feel intrusive or obvious when requesting unfiltered access as this would be a violation of the person's First Amendment in the Constitution of the United States. Chair Cavecche requested staff arrange for a demonstration of installing and removing filtering devices for the Board, and invite Councilman Mark Murphy to this presentation. Trustee Warne was concernedfiltering devices would prohibit adult Internet users to beneficial materials containing perceived objectionable words (i.e., "breasts," when researching "breast cancer''). Adult Services Supervisor Yolanda Moreno confirmed certain words could prevent a thorough search. Chair Cavecche and Trustee Warne both agreed they felt the Board should now move on the subject offilters. However, Trustee Warne saw a problem with staff time to engage and disengage filtering devices for patrons and the burden of not appearing conspicuous when filters are changed. Chair Cavecche commented she saw no reason for patrons to request staff to remove filters. Trustee Warne asked for City Attorney's opinion on library staff's Internet Use Policy proposal and Mr. Reynolds commented he thought only the Board's proposal had been reviewed. Trustee Warne moved the Internet Use Policy drafted by library staffbe implemented on an interim basis while arrangements were made for a filtering demonstration. Discussion: Chair Cavecche advised she had not reviewed staff's proposal. Trustee Schlund advised she had met with City Attorney and was prepared to support that version, with the correction of ages 17 (in 3) and 18 (in #4) be changed to be similar at age 17. (It was Trustee Schlund's opinion this change would enable younger Chapman University students Internet access.) There was no second to Trustee Warne's motion and no vote taken. 1- r CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 15, 1997 Page Five Trustee Schlund moved The City Attorney's version of the Internet Use Policy be adopted with the correction to age 17 in "Children's Use of the Internet" Nos. 3 and 4. Discussion: Adult Services Supervisor Yolanda Moreno asked for clarification on Page 2, Paragraph #6 of Mr. De Berry's report. Trustee Schlund stated her motion included filtering of all Internet access work stations, with only the change in age as indicated in her motion. Chair Cavecche seconded motion. Additional discussion: Director Wann added library staffpreferred adult access be unfiltered. He also commented the renovation of Main Library will increase attendance and iffiltering proved to be troublesome to staff, the Board would reconsider the filtering issues. Trustee Schlund amended her motion to include a review of the adopted policy by City Council. Assistant City Attorney suggested removal of wording, "and/or patently offensive to community standards" from General Policies, #2. Trustee Schlund amended motion to include City Attorney's exclusion of wording from General Policies, #2. Chair Cavecche seconded amendments. Vote: Ayes: Schlund, Cavecche, Massa No: Warne Motion carried. Trustee Schlund moved that if, after Internet Use Policy adoption .and implementation offiltering devices revisions and corrections were needed, the Board would again review policy. Chair Cavecche seconded motion. Vote unanimous. i --- - - 1- r CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 15, 1997 Page Six Trustee Schlund moved that a memo be forwarded to Mayor Coontz and members of City Council to give them the opportunity to review the Internet Use Policy, provide their comments and approval, and acknowledgment of implement of this policy in writing to the Library Board of Trustees. Chair Cavecche seconded. Vote unanimous. II. BOARD REPORTS 2.1 Reports from Chair Chair Cavecche announced the Library Foundation has met. A representative from that foundation will be invited to a Board meeting in the near future. 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 August, 1997 Director Wann announced Sr. Librarian Joan Blumenstein will retire on September 18. A recruitment for her position has begun and a selection will be made by the next Board meeting. After the Main Library renovation project is completed, the third Sf. Librarian position will be filled. 3.2 Legislative Update There were no legislative updates included in Trustees' packets and no updates provided at the meeting. 3.3 Financial Report Expenditure Summaries were included in Trustees' packets. r CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 15, 1997 Page Seven Director Wann advised he met with City Manager and budget staff and was happy to report Library Services met all goals and objectives for FY1996/97 and thanked the Board for all of their support to complete this achievement. Trustee Massa reported on a recent visit to the Main Library she observed a person (appearing to be homeless) sitting on the Friends of the Orange Public Library bench at the main entrance smoking and appearing to be drinking alcohol. Director Wann stated he would check to see if a "no smoking" sign could be installed and asked Trustee Massa, representing herself as a member of the Board, to contact the Orange Police Department regarding this problem. Chair Cavecche questioned Director Wann on the City's acquisition of the vacant Bank of America building located in the block next to Main Library. Director stated the City's appraisal had fallen short ofthe Bank of America's evaluation. The Y. W. C. A. of Orange is also showing interest in acquiring this building. IV. DEPARTMENT REPORTS 4.2 Automated Library System: Request for Information Trustees were provided in their packets the Request for Information which was sent to 20 automated library system vendors for responses. The deadline for this process is October 16, 1997. It is expected cost information will be presented to the Board and City Council in early 1998. 4.4 Corrected Minutes of Meeting Held June 30, 1997 Because of the numerous corrections and amendments, Trustees were provided with a corrected copy of the minutes of the meeting held June 30, 1997 for their reVIew. V. NEW BUSINESS 5.1 Gift Donation Policy Chair Cavecche requested the library's Gift Donation Policy to review. Library Services Manager Eugenia Wong suggested staff analyze this policy as it had not been reviewed for several years, and reinforce the portions of the policy as it relates to acceptance and rejection of library materials. This policy will be reviewed and returned for Board approval. 1" 11 CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 15, 1997 Page Eight 5.2 Library Materials Weeding Plan Because of the Main Library Renovation Project, major weeding is being done at all library facilities. A joint Orange Public Library and Friends of the Orange Public Library booksale is being planned for November 1997. 5.3 Library Hours: a) Christmas/New Year's Holiday Hours Christmas/New Year's holiday hours for library facilities are proposed as follows: December 24 December 26- 27 December 29-30 December 31-Jan 2 January 3 Branches: Branches: Branches:Branches:Branches:Main Library: Open 10-12 p.m.Closed until June 31, 1998.Closed Closed Open 1 p.m. - 8 p.m.Closed Open 1 p.m. - 5 p.m.Chair Cavecche moved the above proposed service hours be adopted for the holiday season. Trustee Schlund seconded. Motion carried.b) Branch Library Hours for January-June 1998 Director Wann asked Board to consider offering branch library services every Friday as opposed to every other Friday, the City Hall service schedule during Main Library's closure, January- June, 1998. The City Manager has left this decision to the Board and library staff. The only problem which may arise is ability to sufficiently staff for this additional day every other week.VI. ORAL PRESENTATIONS There were no oral CITY OF ORANGE DEPARTMENT OF COMMUNITY AND LIBRARY SERVICES ORANGE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes of Meeting Held September 15, 1997 Page Nine VII. ANNOUNCEMENTS There were no announcements. VIII. ADJOURNMENT Trustee Warne moved that the meeting be adjourned at 5:33 p.m. Seconded by Trustee Schlund. Motion carried. Garf:!!tJ Secretary to the Library Board e J ' ~ Attesa on ./ cJ;;L// 97GW/EW/ jmI~ -n--