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12/02/2004 - Agenda AGENDA TIGARD LIBRARY BOARD THURSDAY, DECEMBER 2, 2004 - 7:00 P.M. TIGARD PUBLIC LIBRARY—CONFERENCE ROOM 13500 SW HALL BLVD. TIGARD,OREGON 1. CALL TO ORDER Turley 2. ROLL CALL: BURKE DIAMOND KASSON KELLY LIDMAN SMITH THENELL TURLEY 3. Approve Minutes of November 18,2004 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Monthly Report for November 2004 (verbal,no stats) Silverblatt 7. Strategic Plan Silverblatt 8. Board Communications All (Reports from Board members on community and citizen activities) 9. Other Business All 10. Adjournment TO ENSURE A QUORUM TO CONDUCT BUSINESS,PLEASE CALL CONNIE MARTIN OR MARGARET BARNES AT THE LIBRARY(503-684-6537), IF YOU ARE UNABLE TO ATTEND. Agenda items for future meetings: hAdocs\connie\lib-a TIGARD LIBRARY BOARD MINUTES November 18, 2004 Call to Order: 7:18 p.m. Roll Call: Marvin Diamond, Sue Kasson, Brian Kelly (arrived at 7:16 p.m.), Ruthanne Lidman, Jane Smith. Staff: Margaret Barnes and Connie Martin. Barnes introduced Sammi Trestik as the Youth Advisory Council representative to the Board. Each Board member introduced and explained briefly about themselves. Trestik will be present at each Library Board meeting. ` Chair Pro Tem Turley and Vice Chair Pro Tem Burke were not present at the meeting. By acclamation, Kelly acted as Chair Pro Tem for the meeting. Minutes: A correction was noted to the minutes of October 9; to reflect that State Librarian Jim Scheppke would like to hold an Oregon State Library Board meeting at the library. It was moved by Kasson and seconded by Smith to accept the noted correction. Motion passed unanimously. Diamond moved to approve and accept the minutes of October 9, 2004 Library Board meeting minutes, seconded by Smith. Motion passed unanimously. Agenda Additions and Deletions: Barnes suggested removing the City Council Recap meeting item and move to the January 2005 meeting agenda. It was suggested to add an update on changes to reserving the Community Room and the role of the Friends of the Library and Library Foundation. These items will be added under Other Business. Call to the Public: Acting Chair Pro Tem Kelly explained the process of Call to the Public for Youth Advisory Council representative Sammi Trestik. Trestik had nothing for Call to the Public. October Monthly Report: Barnes stated the library is very busy as the statistics indicate by the library's increased activity. Since 2001, library hours have been reduced by 15 hours per month, but activity has grown 15 percent since this time last year. Library staff continue to issue many new library cards. In October, the library hired Robbin Gaebler as the library's new Library Services Supervisor for Adult Services. On October 9, the Library hosted a special art dedication. The murals and wood panels in the children's area were designed by artist Mary Josephson and the glass pieces in the entry by artist Rae Mahaffey. A Request for Proposal will be sought for an outdoor sculpture in the library courtyard. The sculpture is expected to be installed next summer. All art projects were provided by bequest and donated monies. Barnes also stated that library staff are working through issues with operating the building. The computerized lighting system is being adjusted on the north and south sides of the building reflecting the amount of daylight generated. Security and issues with doors are being dealt with. Overall, the public appears to be positive. The City Council received verbal confirmation that the State Traffic Engineer approved placement of a traffic signal at Wall and Hall Blvd. The City will proceed with the State to order and have the light installed. The signal light is expected to be operational by early summer. In addition, ODOT has agreed to place a crosswalk where the signal light will be installed. Policies: Freedom to Read: The Freedom to Read is reviewed annually by the Board. After review, Smith moved to endorse and reaffirm the June 30, 2004 version of the Freedom to Read statement, seconded by Kasson. Motion passed unanimously. Internet Acceptable Use: After brief discussion, Smith moved to approve the Internet Acceptable Use Policy along with supporting documents; Tigard Public Library Public Computer Rules and Library Use Guidelines, seconded by Diamond. Motion passed unanimously. Library Borrowing Policy: Barnes stated the only change to the Borrowing Policy was to add the statement that if a patron has paid for a lost item, but is returned within 60 days, they are entitled to a refund for the price of the item, minus any other charges. Questions were generated regarding the length of renewals being long overdue. It was moved by Diamond and seconded by Kasson to accept the Library Borrowing Policy and forward to the City Attorney as written for review and to be presented to the Board in January. Motion passed unanimously. Strategic Plan: Barnes stated that the first community meeting of the strategic plan process took place November 10. Approximately 25 citizens attended the community meeting consisting of representatives from business and school districts, senior community, patrons, volunteers and Youth Advisory Council. Readers Services Manager Cheryl Silverblatt facilitated the meeting. Some of the topics discussed were hours, library strengths, importance of service to youth, transportation, parks and green spaces. Next steps include discussing different service areas the community will look at the library providing. Staff will take all input and formulate a document that states goals and objectives. The library will present the new 2005-2010 Strategic Plan document during National Library Week in April 2005. The next community meeting is scheduled for January 10, 2005. WCCLS Governance: In December, State Librarian Jim Scheppke will discuss with City Managers and Mayors the governance of WCCLS and funding mechanisms. Some concerns have been expressed about the accountability with the current structure. Board Communications: None. T� Other Business: Barnes noted that there may be some change to the City's Room Use Policy for the Community Room and Conference Room. Room users may now be able to reserve these rooms on a weekly occurrence. City staff is researching. Barnes noted comments on the budget and activities for the Friends of the Library and Library Foundation. The Foundation is continuing the purchase of bricks through December 21. The Friends of the Library is selling book bags and Entertainment books. Barnes stated that with the move to the new library and the limited staff resources to these groups, the library will take on a more formal relationship. Staff and resources will be limited in what can be provided to the non-profit organizations. Budget: Barnes gave background information on the City's budgeting process. All City departments are developing financial forecasts for the next five years. Barnes noted the City's general fund is very lean. It will be very difficult to add, if any, new positions to the library. Monies have been used from library bequests for on-call staff for the first three months the new library was open to maintain the 54 open hours. The library has utilized those funds and if there are no additional funds available, the library will begin to experience backlogs, longer lines, reduced programming and there is uncertainty with staffing the public service desks. In January, Barnes will talk with City Council about the library's Strategic Plan and library operations. The Board will have an opportunity to discuss this again in January. Barnes did note that if another funding source does not become available, the library will not be able to continue its 54 open hours per week. Adjournment: The meeting adjourned at 8:47 p.m. The next meeting is scheduled for December 2, 2004 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd.