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08/13/2009 - Minutes TIGARD PUBLIC LIBRARY BOARD MINUTES Thursday, August 13, 2009 Call to Order: 7:09 p.m. Roll Call Present at the meeting: David Burke, Chair, Board members Richard Heath, Karen Levear, Jennifer Vasicek, Cecilia Nguyen; Alternates Grace Amos and John Storhm; Library Director Margaret Barnes and Executive Assistant Alison Grimes. Linda Monahan and Scott Hancock were excused. Introduction of New Board Members and Alternates The Board welcomed the two new alternates, Grace Amos and John Storhm, who introduced themselves and told a little about their background and interest in libraries. Scott Hancock, the new Board member, was excused for this meeting and will be introduced in September. Minutes The June 11, 2009 Board meeting minutes were reviewed and, there being no additions or corrections, the minutes were approved as read. Motion — Levear Second —Vasicek Burke —Aye Levear - Aye Hancock— Excused Monahan - Excused Heath —Abstain Nguyen —Aye Vasicek - Aye Agenda Additions and Deletions Calendar review for September, October and November was added to Other Business. Call to the Public Bobby White, Senior Library Assistant in Technical Services, was this month's guest staff member. Bobby spoke briefly with the Board about all the changes she has witnessed during her tenure at the Library. Review of Tapestry/GIS Information Teresa Ferguson, Technical Services Manager, reviewed data gleaned from WCCLS- generated maps showing patron make-up of Washington County libraries. One map denoted patrons within Tigard city limits, the other revealed statistics of the whole service area. Charts on the maps reflected the county as a whole. The information shows that Tigard Library appears to be doing a good job —there are no glaring omissions and no particular group is being missed. Strategic Plan 2010 - 2015 With the City's new plan in the final months of completion, Barnes and Ferguson recapped library data from the last five years. Data from Technical Services showed that, although the number of items processed increased, the amount of time necessary to process the item decreased. A series of"World Cafe" community meetings will be scheduled to get input from patrons. Barnes briefed the board on past meetings, in which the Board Chair and other members, attended. Attendees are divided into small group sessions where open-ended questions are eventually narrowed down to the area(s) of focus. Community Room availability dates and times were reviewed and, after discussion, the following dates/times were chosen: Wednesday, September 23 6:30— 8 p.m. Wednesday, October 7 7— 8 p.m. The main theme for the discussions will be "How can the Library best serve Tigard?" but Barnes also asked for Board input on both what they would like to focus on during these meetings and to let her know if they had specific names in mind to attend the sessions. 08-09 Fiscal Year Review Graphs and information reviewed in the above two topics. Library Operations July saw the birth of the Library's first electronic newsletter Books and Bits plus the implementation of patron notification of holds via e-mail. Response to both has been very positive. These were implemented due to suggestions taken from the recent Library survey. Library management is exploring the possibility of a self pick-up of holds (not DVDs) but no decision has yet been made. Library's 5th Anniversary Celebration To celebrate the Library's 5th year in the new building, a celebration that includes music, a juggler, kids' crafts, prizes and, of course, cake is planned for Saturday, August 22 from Noon to 4 p.m. The Library Foundation and Friends of the Tigard Library have generously funded the entire My How Time Flies celebration. Barnes invited Board members to attend and reviewed a few of the activities. WCCLS Update There was a brief discussion regarding the implementation of e-mail holds notification for patrons. Other Business The Board meeting dates in September, October and November were reviewed and, as Barnes had a conflict with the November 12 meeting date, and with the recommendation of the Board, it was switched to November 5. Motion — Levear Second —Vasicek Burke —Aye Levear-Aye Hancock— Excused Monahan - Excused Heath —Aye Nguyen —Aye Vasicek -Aye Library Trends Kindles will be discussed at the next meeting. Adjournment: There being no further business, the meeting adjourned at 8:51 p.m. The next Library Board meeting is scheduled for Thursday, September 10, 2009 at 7:00 p.m. in the Conference Room at the Tigard Public Library, 13500 SW Hall Blvd.