CALL TO ORDER:

The meeting was called to order by President Johnson at 1:30 p.m. in the Library Board Room.

ROLL CALL:

Present: Mrs. Johnson, Ms. Lee, Mr. Hostetter, and Mrs. Mann.
Mrs. Britt arrived at 2:30 p.m.

Staff: Al Milo, Library Director
Betty Schwarzkopf CPS, Administrative Secretary

Guest: Doris Van Natta, President, Friends of FPL

MINUTES OF APRIL 25, 2002:

Mrs. Mann moved and Ms. Lee seconded that the minutes of the April 25, 2002 meeting be approved. The motion carried.

WARRANT REGISTER FOR MAY 2002:

Ms. Lee moved and Mrs. Mann seconded that the May 2002 Warrant Register in the amount of $13,148.11 be approved. The motion carried.

There was discussion as to the unusually low total for the month of May. Director Milo explained it was due to the new automation system. Staff is still becoming familiar with the new acquisitions module. Next month's warrant register should be unusually high and compensate for this month.

EXPENDITURE SUMMARY FOR MAY 2002:

Director Milo explained that the report for May reflects 91.7 percent of the budget year has been completed with 83.3 percent expended or encumbered. The end of the fiscal year is June 30th. The report was accepted and filed.

REPORTS:

1. Library Director

   Director Milo reported that 521 people attended the Night in Fullerton programs held at the Main Library. Attendance was down from last year. Staff attributes the decrease to the cold weather.

   Mr. Milo distributed hand outs regarding the Summer Reading Club. The program will have an Egyptian theme: "Wrapped Up in Reading."

   Mr. Milo said Library Division Manager, Carolyn Eckert, is working with the League of Women Voters to host a "Choices for a Vital Community" forum at the Main Library on May 30th.

   The report was filed.

2. Friends of the Library

   Doris Van Natta, President of Friends of FPL, gave a book sale update. She reported the net profit to be approximately $14,000. At their last meeting, the Board approved $2,000 in support of the Summer Reading Program, and also $21,900 for book shelf signs at the Main Library. The Friends and the Foundation will co-sponsor a program at the Hunt Branch in celebration of the branch's 40th anniversary on September 8.

3. Library Foundation

   Mrs. Mann reported that since the Foundation meeting date in May fell after the Board of Trustees' meeting, she had nothing to report.

   Director Milo reported that two major donors, Russ and Betty Benson, have pledged an additional $20,000 to the Foundation. The total amount of their donations exceeds $60,000.

ACTIVITY REPORT FOR APRIL 2002:

There were inquiries regarding how well the public has adapted to the new computer system. Mr. Milo said there have been fewer questions than expected. There was also discussion regarding why the revenue from copiers & printers has been so low. Director Milo will consult with staff and report back. Overall, Director Milo reported that all statistics in April were up despite the library being closed the week of April 15.

NEW BUSINESS:

1. Proposed 2002-2003 Library Department Budget

   Copies of the "City of Fullerton Proposed Appropriations 2002-03" were mailed to the Board members in advance of the meeting. Director Milo asked if there were any questions about the document. There were none. Mr. Hostetter mentioned that he had not received his agenda packet in the mail.

   Director Milo referred to the distributed handout "Summary of Changes to Proposed 2002-2003 Library Department Budget." He said City departments submitted their budgets prior to the release of the Governor's May revised budget. Staff met with the Administrative Services Department and the City Manager in April. The proposed budget went to City Council in May. A public hearing will be held on June 4. Due to the decrease in estimated revenue based on the Governor's proposed budget, the Library could experience a revenue cut of $55,461 for the Public Library Fund and additional cuts for the Direct Loan Program. Deficits in State revenues would be made up from the Library Reserve Fund.

   Mrs. Mann moved and Mr. Hostetter seconded that the 2002-2003 Proposed Library Budget be accepted. The motion carried.

   It was also moved by Ms. Lee and seconded by Mrs. Britt, that Director Milo write a letter on behalf of the Board to Fullerton's State legislators opposing the Governor's proposed budget cuts to the Public Library Fund. The motion carried unanimously.

OLD BUSINESS:

1. Needs Assessment

   Director Milo said it is time to write the RFP for a Community Needs Assessment. He presented a draft outline and requested input from the Board members. He said he would like to go out for bids by June 1st with a deadline for bid proposals on June 28, 2002. Mr. Hostetter suggested adding community meetings, charts and bar graphs, and inquired if a school district survey should be included. Mrs. Britt suggested changing LEP students to English learning element (ELE) students. There was consensus that Director Milo should proceed with the RFP.

2. Proposition 14 Application Form

   Board member Hostetter distributed a synopsis of the application form. He said the original form is 30 pages with a checklist of 18 pages. The application deadlines are: June 14, 2002; January 16, 2003; and March 28, 2004. He predicts it will be an 18 month process that could cost between $100,000 and $200,000 for consultant fees. A conceptual plan is required as well as matching funds. It could be possible to apply by January 2004. Mrs. Mann expressed concern of the cost of the application requirements. The money does not guarantee getting the bond funds. Ms. Lee also expressed concern with the cost of applying. President Johnson commented that the process favors the larger public libraries.

   There was consensus that the Community Needs Assessment should be accomplished as soon as possible, so that a decision can be made in regards to applying for Proposition 14 funds.

3. CALTAC June 22 Workshop

   Mrs. Johnson confirmed that Janet Jones of CALTAC will instruct a Board Training workshop on June 22nd, from 9 a.m. to 12 noon, in the Library Board Room. Director Milo will contact her to finalize arrangements and to determine if the workshop on becoming an effective board lends itself to attendance by library managers.

4. Honor Wall Committee

   Director Milo said the committee has not been able to coordinate a meeting date. The committee will try to meet after Mrs. Britt returns from her June vacation

5. Trustee Tool Kit Manual

   Director Milo distributed copies of the manual to the Board members.

6. Trustee Name Badges

   Name badge samples were distributed for the Board members approval. Staff will order the badges.

ACCEPTANCE OF DONATIONS:

There were no donations to report.

CORRESPONDENCE:

There was no correspondence to report.

BOARD MEMBER ROUND TABLE:

Mrs. Mann moved and Mrs. Britt seconded that a letter be sent to the City Council on behalf of the Board of Trustees thanking them for their support of the Library. The motion was approved. Mrs. Britt and President Johnson will compose the letter.

ADJOURNMENT:

Mrs. Mann moved and Ms. Lee seconded that the meeting adjourn at 4 p.m. The motion carried.