02/12/2004 - Packet AGENDA -
TIGARD LIBRARY BOARD
THURSDAY, FEBRUARY 12, 2004 - 7:00 P.M.
TIGARD PUBLIC LIBRARY—PUETT ROOM
13125 SW HALL BLVD.
TIGARD,OREGON
1. CALL TO ORDER Lawton
2. ROLL CALL: BUTLER CHAPMAN_ DIAMOND KASSON
LAWTON SMITH THENELL TURLEY
3. Approve Minutes of January 22, 2004 Lawton
4. Introduction to Robin Iijima, InterLibrary Loan Assistant Margaret
5. Agenda Additions and Deletions Lawton
6. Call to the Public Lawton
7. Monthly Report for January 2004 Barnes
8. Friends of the Library Report Burgess
9. Policies: Barnes
- Meeting Room
- Food and Beverage
10. WCCLS Levy Information Barnes
11. Joint Meeting with City Council—March 16 All
12. New Library Barnes
13. Foundation Diamond
14. Board Communications All
(Reports from Board members on community and citizen activities)
15. Other Business All
16. 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:
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TIGARD LIBRARY BOARD
MINUTES
January 22, 2004
Call to Order: 7:05 p.m.
Roll Call: Barbara Butler, David Chapman, Marvin Diamond, Jane Smith, Jan Thenell
and Suzan Turley. Staff: Margaret Barnes and Connie Martin.
Minutes: It was moved by Diamond and seconded by Smith to approve the minutes of
December 4, 2003. Butler, -Diamond, Smith, Thenell and Turley in favor, Chapman
abstained.
Agenda Additions and Deletions:
Add: - Policies
- Tigard Visioning Document
- Bull Mountain
- Annual Joint City Council meeting
A new employee will be present at the February 12 meeting.
Call to the Public: None.
December Monthly Report: Barnes stated the Library circulation figures continue to
slightly decrease possibly due to the reduction in hours in July 2003. The Holiday Open
House was a very popular-event as was donations received for the annual Mitten Tree.
Plans are underway for the Adult Reading Program. The children"s librarian and -staff
are -in the process of programming for new classes. . The Library Board will have the
opportunity to meet with new employees in the next few months.
WCCLS: The CLAB did not meet in January. At their February meeting, members will
review the long-range plan budget. At the Library Director's Board meeting questions
were raised about the central services budget. Barnes will have additional information
to present to the Board regarding the impacts on"libraries on the passage or failure of
the WCCLS levy. Barnes distributed Exhibit A and B of the Public Library Services
Agreement which identifies the projected level of reimbursement to Tigard. It was
decided by the Board of County Commissioners to remove the Regional Arts and
Cultural Council Grant funds from the levy. Funding to RACC will be provided through
the County general fund. The County is now finalizing the title of the ballot measure
and the explanatory statement. The County will focus on providing the public with well
thought out information to include brochures and flyers by March 1. Local entities will
discuss impacts including reductions and maintaining certain services if the levy fails.
With the passage of the levy, many services will be restored. At the February 12 Library
Board meeting, the Board will discuss locations within the City to give presentations
about the levy.
New Library: Barnes indicated that with the Council decision to proceed with
construction of the coffee bar in-the new library, several articles have appeared in the
papers. The City will seek to acquire a vendor to operate the coffee bar. Barnes
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announced that the LibrAry Board will have the opportunity to tour the new library in
February. There was significant discussion regarding the ,possibility of alcohol use for
events taking place in the Community Meeting Room. The Board requested examples
of guidelines from other libraries. Staff will provide copies at the February 12 meeting.
A draft Request for Proposal for public art for the new library was reviewed by the Public
Art Committee. It will be published the week of January 26.
Foundation: Diamond noted that Bricks for Books checks continue to come in. He will
report a final amount received from the Borders wrapping event in December.-
Policies: Staff continues to review and update library polices for the Board's review.
Barnes noted that a few policies should be available for review at the February 12
Board meeting.
Tigard Visioning: Barnes stated that each year the Visioning document is updated to
reflect progress on the goals identified by the Visioning Task Force. The Action
Committee meets to see that goals are followed through. Barnes distributed an update
from the Urban and Public Services section of the document 'in which the library is
placed. Six areas are identified in the Visioning document. They include:. Community
Character, Growth Management, Public Safety, Schools and Education, Transportation
and Traffic and Urban and Public Services. The library falls under Urban and Public
Services and the three main goals identified are: 1) Library will have stable funding base
for public services, 2) Wide array of opportunities for life-long learning in a variety of
formats and 3) Adequate facilities for delivery of life-long learning programs and
services. Thenell serves as a member of the Action Committee representing the library.-
Bull Mountain: Tigard City Council has given direction to City staff to form
subcommittees to research information on streets, parks, library, neighborhoods
pertaining to the Bull Mountain annexation project. The subcommittees will make up
representatives from Washington County, City of Tigard, Tigard citizens and Bull
Mountain residents. Barnes indicated Library Board members would have the
opportunity to participate in a subcommittee. Barnes will research the time commitment
involved.
Joint City Council Meeting: Barnes announced the Library Board will meet with City
Council on March 16 for their annual meeting. The Board discussed what topics they
would like to present to Council. Board discussed at length. Chapman will present a
concept of information to be presented. Topics include WCCLS Levy, New -Library,
Adult Reading Program, Cultural Passes, new programs and life-long learning.
Discussion and detailed information will continue at the February 12 Library Board
meeting.
Board Communications: None.
Other Business: None.
Adjournment: The meeting adjourned at 8:41 p.m.
Next meeting is scheduled for February 12, 2004.
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MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Servicei�
DATE: February 12, 2004
SUBJECT: Library Monthly Report for January 2004
Technical Services: In January 1105 items were added to the collection and 503
bibliographic records were added to Polaris. The average number of days for items to
be cataloged and processed was 23. A total of 441 items were placed "on order" and
847 items were received. The average number of days from order submitted to being
placed was .67. The total number of materials withdrawn from the collection was 972.
Reference Desk: Reference desk interactions for December totaled 5630. Of these
interactions 5325 were reference questions. This is a decrease of 7% in total service
interactions when compared with January 2004. Answering reference questions
accounts for 95% of the total service interactions.
Internet Public Computer Use:
Total hours of public computer use: 2,352
Total users: 6,112
Timed stations: 17
It is interesting to note that even with the decline of Service Interactions the public
internet computer stations remain in high demand.
Youth Services: Our new Children's Librarian, Molly Carlisle, revitalized the Pajama
Story Hour in January with 10 children and grown-ups attending. Teddy Bears were not
counted. Bedtime stories and songs were shared along with milk and cookies.
Programs for Young Adults were popular this month with Club Newberry meeting at the
library three times in January for the mock Newberry election and to plan the mystery
programs for teens, "The Pharaoh's Curse." Teens dressed up and acted out parts of
the Pharaoh's story while the audience worked out the clues to solve the mystery. The
Club Newberry group was so happy with the Club that they are continuing it as a book
discussion group for teens called Club BookSmart, a name selected by the teens
themselves.
For the month of January, 23 Youth Services programs were offered with 384 people
attending-and that was with ice and snow.
Adult Services: With the re-vamping of the Adult Reading Program, "The Joy of
Reading," Mary Bush has displayed her skill in programming. The popular program was
kicked off with a mystery books event, "It was a Dark and Stormy Night," with bookstore
owner Jill Hinckley giving a talk on the history of the mystery novel. This program
generated an article in The Oregonian and drew over 30 eager mystery readers to the
library.
Circulation: During January 55,935 items were checked out despite the snow and
closing early on three days. During the three bad weather days total checkouts equaled
2,159, with more than 50% of those checkouts made by people actually visiting the
library. People coming to visit the library during the bad weather really appreciated the
fact that the library was open. This month over 400 new patrons registered for library
cards. This is the highest number of registrations the library has ever completed in a
single month. Online renewals accounted for over 38% of all renewals made in
January.
Community Service: Five individuals performed Community Service hours served in
January for a total of 53 hours. Of these four individuals, three were Peer Court youth
serving 28 hours and two were serving 25 court ordered hours.
Cultural Passes: The passes were used 29 times in January. The Children's Museum
was the most popular destination with nine checkouts. This month the library registered
19 new people for the pass program.
New Library: The project continues to remain within budget and on schedule. Major
progress was made on the installation of the roof and curtain wall windows. The
building now has temporary heat on the second floor and the installation of drywall has
commenced. The furnishings package was finalized this month and will be published
for bidding in February. The shelving and signage packages are scheduled to be
finalized for bidding in March. The RFP's for the coffee bar vendor and for public art
were also published.
Volunteers: This month volunteers donated 922 hours to the Library. This is
equivalent to an additional 5.3 FTE. These hours represent approximately a decrease
of 30% when compared with 2003. This significant drop is very likely due to the winter
storm at the beginning of the month. Twenty new volunteers were interviewed this
month. There is a strong trend towards increasing numbers of new volunteers.
Volunteer Type Number Hours
Regular Volunteers 89 680.00
Youth Services 28 143.50
Boards and Committees* 5 10.00
Friendly Visitors 5 12.00
Adopt-a-Shelf 4 12.00
Community Service** 5 55.50
THS Freshman Class Ldrshp. 7 14.00
Southridge HS Key Club 13 26.00
Total 148 922.00 = 5.3 FTE
* "Board and Committees" includes Library Board and the New Library
Resource Team.
** "Community Service" includes Peer Court, Municipal Court and other county
courts, both adult and youth referrals.
*** Ladder work is listed separately for insurance purposes.
WORK INDICATORS JANUARY 2004 JANUARY --A JANUARY 2002
Circulation
Total (from WCCLS) 55,935 59,780 60,647
(Self-Check'machirie) 3,024 3,162 4,420
Days of Service 29 29 29
Average Daily Circulation 1,929 2,061 2,091
Hours of Service 240 287.5 287.5
Materials
Circulated per Hour 233 208 211
Increase in Circulation -6% -11% +15%
Materials Added 1,105 1,873 1,751
Materials Withdrawn 945 1,193 1,470
New Borrowers Registered 421 358 356
Cultural Passes Program '364 (YTD) 323 (YTD) 276 (YTD)
29 (Month) 31 (Month) 29 (Month)
Adult Programs 30 159 137
(Number of sessions) (1) (5) (6)
Preschool Story Time 80 162 594
(Number of Sessions) (3) (3) (12)
Toddler Time 56 308 40
(Number of Sessions) (3) (6) (2)
Special Programs 33** 426* 381*
(Number of Sessions) (2) (4) (4)
Children's Computer 38 79 142
Word Processors(stand alone) 133 207 307
Internet Access Station Users 6,112 8,364 4,225
Hours of Use 2,352 3,497.5 N/A
Typewriter Users 9 11 90
Visitors
(Gate count _ by 2) 22,026 25,416 25,750
Increase in Visitors -13% -11% -8%
Fines/Fees Collected $5,086.53 $5,692.90 $5,905.44
Gifts Received $ - 0.00 $ 0.00 - $ 0.00
Includes Preschool Fair
" Preschool Fair was at an outside location,attendance no counted
City ®f Tigard
Room Use Application Application Deadline
Event date: Hours of event: From am/pm To am/pm
(Must include any set-up and clean-up time)
Organization/individual requesting use:
Mailing address: City: Zip Code:
Contact person: Day phone: Evening phone:
Person who will pick up room key from the Police Department:
Type of event: User group category:
Size of group:
(Note: If group exceeds room capacity, the function may be terminated)
FACILITIES REQUESTED ❑Town Hall Room ❑ Red Rock Creek Conference Room
❑ Richard M. (Dick) Brown Auditorium ❑Water Building Conference Room
Room Rental Fees: The rates shown below are hourly rates
IN
Town Hall Room 90 $10.00 $15.00 $20.00 =
Red Rock Creek Conference Room 20 $5.00 $10.00 $15.00 =
Richard M. (Dick) Brown Auditorium 150 $12.00 $17.00 $22.00 =
Water Building Conference Room 12 $5.00 $10.00 $15.00 =
User Groups
City business and other governmental agencies have priority room use. For the purpose of scheduling all other events and
determining fees, groups will be classified as shown below. See the policies and procedures for the definitions of the user
groups.
Group 1: Tigard Residents and Non-profit Organizations
Group 2: Profit Events by Tigard Residents
Group 3: General Public
Cleaning/Security Deposit:
A cleaning/security deposit of $100.00 is required for parties, receptions and potlucks. The cleaning/security deposit must be
paid ten (10) days in advance of your event.
Building Rental Fee $ Deposit Amount $ TOTAL OWING $
Rental Periods
The City of Tigard Meeting Rooms are available for reservation Monday through Sunday from 8:00 a.m.to
10:00 P.M.
Please forward the application, rental fee, and/or deposit to: City of Tigard, 13125 SW Hall Blvd., Tigard, OR 97223.
- Continues on back-
I agree to protect, indemnify, and deferiu the City, its authorized agents, elected ar u appointed officials, and all employees
against any and all claims as a result of persons attending any function at the facility. This provision includes any expenses
incurred by the City defending such claim. I further understand the City, its elected and appointed officials, and all employees
will not be held responsible for any lost or stolen articles, clothing, etc., as a result of persons attending any function in the
building.
I have read the Policies and Procedures for Reserving City of Tigard Meeting Rooms and the information on the reverse side of
this form. I further agree to abide by the Policies and Procedures as well as the ordinances of the City of Tigard and I accept
responsibility for any violations as they may pertain to the application.
Signature Date
Please read the Policies and Procedures for Reserving City of Tigard Meeting Rooms and the following information
prior to signing this Room Use Application.
Making a Reservation:
• All reservations require submission of a City of.Tigard Room Use Application.
• To meet deposit and rental fee guidelines all reservations must be made at least ten (10) business days prior to the event.
• Reservation requests will be"tentatively"held for ten (10) business days from the date of the room use request. After the
ten (10) day period, tentative reservations will be released and the room made available to others.
• To complete the reservation process, the application and rental fee must be submitted to the City within the ten (10) day
tentative reservation period.
• If required, the $100.00 refundable security deposit is due ten (10) business days in advance of the rental date.
• Applicants must be 21 years of age or older.
Advance Reservations
The City's goal is to allow as many different groups as possible an opportunity to use the facilities. One time room use may be
reserved up to six months in advance of a function. Recurring room use may be reserved up to one month in advance.
Cleaning/Security Deposit
If a refundable cleaning/security deposit is required, it must be posted no less than ten (10) days in advance of the reservation
date. The amount of the cleaning/security deposit is based on whether food and/or beverage will be served, and the size of the
group. Cleaning supplies and equipment must be provided by the user. Please see the policies regarding room use for details
on the return of the deposit.
Cancellation or Relocation
Please submit cancellations, in writing, no less than 48 hours prior to the scheduled event. A$10.00 service charge will be
retained for each cancellation.
All efforts will be made to keep approved room reservations intact; however, the City retains the right to relocate or cancel a
function if necessary.
FOR OFFICE USE ONLY
Room Use: Approved ❑ Disapproved ❑ Date
Administrative Services Manager
Date logged Date Applicant notified
Date P.D. notified
Date rental fee paid Amt$ Rec#
Date deposit paid Amt$ Rec#
Checklist received Yes ❑ No ❑ Any unusual cleaning or damage? Yes ❑ No ❑
If yes, please document and attach document to application.
Date of refund Amt$
Type of Organization:
Private Personal events or parties such as weddings or birthdays
Social/Non-Profit/Direct Service Hobby/Social/Youth Groups and Clubs, Churches, Informational/Educational Groups,
Home Owner's Associations
Government Government Agencies (including special districts and elected officials)
Security Deposit and Rental Fee Information:
Organization Type Refundable Non-Refundable Fee Amount
Deposit Amount
Private $150 $100 for the first two hours and$100 for each additional 2 hours
thereafter(per day)
Social/Non-Profit/Direct Service $50 Free for the first three hours or$100 if over three hours (per day)
Government $50 Free for the first three hours or$100 if over three hours (per day)
.....................................................................................................................................................................................
Which room(s) are you requesting` (PLEASE NOTE: You may use only one City facility per
day. You may only use the Library one day per month.)
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Community Room(105 people max) Conference Room(49 people max) Large Community Room(115 people max)
Vose Room(32 people max) Meeting Room A(100 people max) Small Community Room(58 people max)
Family Room(10 people max) Meeting Room B (74 people max)
(You cannot request more than Meeting Room AB(174 people max)
two rooms at the same time.)
What dates and Mmes are you requesting?
To ensure accurate reservations, you must include set-up and clean-up time within the time you are requesting.
Please be specific with dates/times.
One-Time Event:
Date: Start Time: End Time:
or
Recurring Event:
Start Date: Start Time: End Time:
End Date:
Please list all dates desired(for example Mondays 1/5, 1/12, etc.):
Revised November 7, 2003
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N f
City of 'Tigard Fleeting Room Use
Policies and Rental Procedures Effective July 1 , 2003
Conference rooms in the Tigard City Hall and the Water Building are available for reservation Monday through
Sunday, 8:00 a.m. to 10:00 p.m. Please contact the Room Reservation Coordinator at 503-639-4171 to check room
availability.
o
• All reservations require submission of a City of Tigard Room Use Application.
• To meet deposit and rental fee guidelines all reservations must be made at least ten (10) business days prior to
the event.
• Reservation requests will be"tentatively" held for ten (10) business days from the date of the room use request.
After the ten (10)day period,tentative reservations will be released and the room made available to others.
• To complete the reservation process,the application and rental fee must be submitted to the City within the ten
(10) day tentative reservation period.
• If required, the$100.00 refundable security deposit is due ten (10) business days in advance of the rental date.
• Applicants must be 21 years of age or older.
. .
The rental rates shown are hourly rates. Fees charged will be based on '/Z hour increments. The minimum
reservation period is two hours. Include time in your reservation request for both set-up and clean-up. Please see the
"Group Classifications"below to determine which fee category is applicable.
Town Hall Room 90 $10.00 $15.00 $20.00
Red Rock Creek Conference Room 20 $5.00 $10.00 $15.00
Richard M. (Dick) Brown 150 $12.00 $17.00 $22.00
Auditorium
Water Conference Room 12 $5.00 $10.00 $15.00
City business and other governmental agencies have priority room use. For the purpose of scheduling all other
events and determining fees, groups will be classified as shown below:
Group l: Tigard Residents and Non-profit Organizations
For purposes of determining group classification, a resident is defined as:
• An individual who resides or owns property within the city limits of Tigard;
• A business whose office is located within the city limits of Tigard and the business has paid their current
business tax. Individuals who are employees of a business located within the city limits of Tigard, but do not
reside or own property within the city limits, are not considered Tigard residents.
• Resident status is extended to those served by the Tigard Water Department for the purposes of reserving
the Richard M. (Dick) Brown Auditorium and the Water Conference Room.
Group 2: Profit Events by Tigard Residents
A profit event is defined as one that promotes a for-profit business. A profit event may include an event in
which an entrance fee is charged; or where merchandise is offered for sale; or where future business will be
solicited by a speaker or through literature available at the meeting.
Group 3: General Public
Individuals and profit organizations located outside of the city limits of Tigard.
The City's goal is to allow as many different groups as possible an opportunity to use the facilities. One time room
use may be reserved up to six months in advance of a function. Recurring room use may be reserved up to one
month in advance.
1
A refundable security deposit of$100.00 is required for parties, receptions and potlucks. The deposit is not
required when light refreshments will be served ata meeting. The deposit is due a minimum often (10)-business '
days in advance of the rental date.
The security deposit may be refunded under the following conditions:
1. The room, including carpet or linoleum, is left clean and the furniture is in the original configuration;
2. The room is left undamaged;
3. The room is vacated at the scheduled time and all doors to the room are locked; and
4. The key and"Checklist for Meeting Room Users"are turned in at the Police Department.
The City is unable to furnish cleaning supplies, mops, brooms or vacuum cleaners; therefore, you will need to
bring your own. Trash that does not fit in the cans provided will need to be taken with you.
The room user may also be liable for:
1. Repair or replacement of equipment or facilities damaged due to neglect, vandalism, or misuse.
2. Replacement of locks and keys, in the event keys are not returned.
3. Additional expenses incurred by the City to clean room(s) if not left in the same condition as found.
The Administrative Services Manager will determine the amount of the security deposit to be refunded based on the
applicant's checklist and input from the City's.maintenance department. If any of the deposit is kept by the City;-a
listing of how the deposit was applied will be provided to the room.user. Deposits will be refunded within three weeks
of the event or within three weeks of cleaning or repairs being completed.
1. Activities must not be disruptive to others present in the building'. City staff cannot provide supplies or
office support. Office equipment and supplies, including telephones, copy machines;typewriters, coffee makers,
and supplies, are not available to room users.
2. The room key must be picked up at the Police Records window. Police Staff can release the key no more than
15 minutes prior to the reservation time: The key must be returned no later than the reservation,end time.
3. The reservation is only for the approved room. This does not include additional areas, i.e. lobby, parking lot,
adjoining rooms, etc.
4. Parking is allowed only in designated parking areas. If additional parking is needed please use the parking lot
located at the corner of'Hall Blvd. and Burnham Road. The lot is accessible from Burnham Road.
5. Tables and chairs are supplied. A public telephone is located in the Police Department lobby.
6. The person responsible for the group should make the reservation and be in attendance'at the,function.
7. Functions occurring in rooms must not violate any City of Tigard ordinances or state statutes.
8. Smoking is prohibited in any location inside the building.
9. Alcohol is not permitted in or on the premises of the City buildings.
10. Failure to follow these Policies and Procedures may result in room,use privileges being suspended.,
All groups or individuals using City Meeting rooms a ree.to take appropriate measures to protect, indemnify, and
defend the City, its elected and appointed officials and all employees against any and all claims as a result of
persons attending any function at the facility. This provision includes any expenses incurred by the City defending
any such claim. The City, its elected and appointed officials and all employees will not be'he'ld responsible for any
lost or stolen articles as a result of persons attending any function in the building.
MTM I
Please submit cancellations, in writing, no less than 48 hours prior to the scheduled event. A$10.00 service charge
will be retained for'each cancellation.
All efforts will be made to keep approved room reservations intact; however, the City retains the right to relocate or
cancel a function if•necessary..
MIN
The application, room rental fee, and security deposit maybe mailed or delivered to,the City of Tigard, 13125 SW'Hall
Blvd., Tigard, OR 97223. Payment of the rental fee and security deposit maybe made bycash, check,Visa or
MasterCard. Visa and MasterCard payments are accepted at the City Hall counter or in writing by submitting the
City's Credit Card Authorization form. If you have any questions, please contact the Room Reservation Coordinator
at 503-6394171.
2
MEMORANDUM
TO: Tigard Library Board
FROM: Connie Martin for Margaret Barnes
RE: Library Board Meeting, February 12, 2004
DATE: February 5, 2004
Included is follow-up information gathered from the January 22 Board meeting. The
February 12 meeting will be held in the Puett Room of the Library.
• It was decided that the Bull Mountain subcommittees will be divided into four
subcommittees, and that the Library Board will not directly participate at this time.
Margaret will keep you informed of when you might be needed.
• On the February 12 meeting agenda you will notice a line item for policies. There
will be samples of meeting room and food and beverage policies from Multnomah
County and Eugene Public Library. We will try to provide some information from
Beaverton City Library as well. As a follow-up to January's Library Board meeting,
it was noted that the Board will have a preliminary discussion with City Council at
their March 16 Council workshop. Areas to focus on include:
• Policies
• WCCLS Levy
• "Show and Tell" about the services and programs the library offers
Meeting minutes from January 22 and Monthly Report statistics for January will be
mailed early next week.
If you have any questions about this information, please contact us.
Thank you
TIGARD LIBRARY BOARD
MINUTES
February 12, 2004
Call to Order: 7:03 p.m.
Roll Call: David Chapman, Marvin Diamond, Sue Kasson, Jane Smith and Suzan
Turley. Staff: Margaret Barnes and Connie Martin.
Minutes: It was moved by Smith and seconded by Chapman to approve the minutes of
January 22, 2004. Motion passed unanimously.
Introduction of Robin liiima Interlibrary Loan Assistant: Barnes introduced Robin lijima
as the Library's new Interlibrary Loan/Library Assistant. Robin oversees the Interlibrary
Loan processes as well as lead worker responsibilities in the Circulation division. Robin
has previously worked for Clackamas County and Lake Oswego and recently came to
Tigard from Blackwell International.
Agenda Additions and Deletions: Review vacancy.
Call to the Public: None.
January Monthly Report: Narratives for the December and January Monthly Reports
were distributed prior to the Board meeting. No questions were asked from the Board.
Friends of the Library Report: No representation. Used book sale is scheduled for
March 12 and 13.
Policies: The Board discussed recommended uses for the Community Meeting Room
and will be prepared to give an update at their joint meeting with City Council on
March 16.
Meeting Room: There was lengthy discussion regarding uses and fees for the
Community Meeting Room. It was recommended that there be different levels of cost
and requirements depending on levels of use and types of organizations and
individuals. There were questions from the Board about Tigard businesses being
included in Tigard resident group pricing. The tier rates could look like this: 1) base
rate, 2) base rate plus pantry access, 3) base rate plus audio visual equipment use.
Along with room use fees, security deposits and maintenance fees will be considered.
Staff will draft up some guidelines for the Board to review.
Food and Beverage: There was also lengthy discussion regarding the allowance of
food and beverages outside of the coffee bar an entry areas. Types of containers were
also discussed. No food and beverages will be allowed in the local history room or the
training room. Library staff will be asked for a recommendation on both meeting room
use fees and food and beverages in the new library. It was recommended by the Board
that alcohol not be permitted in this room.
WCCLS Levy Information: The levy is now titled Measure 34-77 WCCLS Library Levy.
It is a countywide library operational levy for five years. The levy would restore funding
levels that were reduced after a similar levy failed in 2002 and it will provide funding to
meet the projected increases in service demands through FY 08-09. The levy would
provide a fixed rate of 26 cents per $1,000 of assessed value over five years. This levy
would require 50% voter turnout and at least 50% of those voting to cast votes in favor
of the levy. Tigard Library would realize approximately $350,000 for operating costs. If
the measure were to fail, adjustments would be made to the operational budget.
Joint Meeting with City Council — March 16: Board discussed the topics for the joint
meeting with City Council on March 16. The topics and who will present to Council are:
® WCCLS Levy— Jan Thenell
• The New Library (includes Room Use and Food and Beverage policies) — Marvin
Diamond and Suzan Turley
® Life-Long Learning (including additional support from/with the School District) —
Jane Smith
® Support of Friends and Foundation — Sue Kasson
New Library: Barnes presented Board with updated photos of the new library. So far,
18 Request for Proposals have been mailed to interested vendors to operate the coffee
bar. The furnishing bid closes later this month. Staff is also working on the shelving
and signage Request for Proposals. The RFP for public art is available for distribution.
Foundation: Diamond noted that funds continue to be received. At the last meeting,
Joyce Patton was voted in as Director. The Foundation continues to concentrate on the
Bricks for Books campaign. The deadline is April 30 to purchase a brick. Plans were
discussed regarding the grand opening festivities.
Board Communications: Turley suggested the Library Board purchase a brick for the
new library. The Board agreed and thought it was a good idea.
Other Business: Kasson apologized for missing the February Board meeting.
Filling of Vacancy: City Council will appoint an alternate to assume the vacancy left by
Lawton. The Board, at their March meeting, will appoint and vote for a new Vice Chair.
Adjournment: The meeting adjourned at 8:43 p.m.
Next meeting is scheduled for March 11, 2004 in the Red Rock Creek Conference
Room at City Hall.
CITY OF BEAVERTON MEETING ROOM
USAGE AGREEMENT
This form must be signed,dated and returned with the"Application for Room Use" form. Failure to sign, date and
return this agreement will delay review of your application. Read this form carefully. It affects your legal rights.
This agreement applies to all future uses of the facilities.
Hours: The Beaverton Community Center is available by reservation every day, seven days per week, from 8:00 am to 10:00 pm. The
meeting rooms at the Library are available Monday-Thursday 10:00 am to 7:30 pm.;Friday 10:00 am to 5:30 pm; Saturday 10:00 am to
4:30 pm; Sunday noon to 4:30 pm. The meeting rooms at the Resource Center are available Monday-Friday 8:00 am to 10:00 pm.
Prohibited Activities/Uses: The following uses are prohibited at all locations: Any events at which entrance fees are charged; and/or
where merchandise is offered for sale; and/or where future business will be solicited by a speaker, through literature available at the
meeting, and/or future contacts developed at the meeting. The following activities are prohibited at all locations: (1) smoking, (2) the
consumption of alcohol, (3) the burning of any items, including candles or incense. Activities/Uses must not be disruptive to others
present in the building.
Fees and Deposits:The full amount of any required usage fee and security deposit must be received in the appropriate office at least 2
business days in advance of the scheduled usage. The amounts are shown on the application form.
Confirmation: If we approve your reservation request, we will send you a written confirmation.
Cancellations:Failure to provide 7 days notice of a cancellation will result in the forfeit of your deposit. You may cancel a reservation
by using the online reservation system or by calling: Community Center(503)526-2565 Library/Resource Center(503)350-4071.
Room Condition: Rooms are provided in"as is" condition. You agree that your commencement of the use of a room is conclusive
proof that the room was in good order and satisfactory condition when you took possession. During your use of the room, you must
maintain and secure the room in good, clean and safe condition. Before leaving the room, you must restore the room and any areas
adjacent thereto affected by your use of the room to the condition they were in immediately prior to commencement of use. Upon
expiration of allotted time for your use of room, you and all your agents, employees, customers, invitees or licensees must peaceably
and quietly quit and surrender the room to the city in as good a condition as found and in accordance with the room configuration
diagrams posted in each room. All decorations must be removed after use. All garbage must be disposed of in the proper containers.
Food: Food may be consumed at your sole risk and expense. The city does not provide food service or any food service supplies.
Community Center - A light-use kitchenette with sink, stove, microwave and toaster oven is available in the community room.
Cooking of food is not allowed. Box lunches, snack food, appetizers or hors d'oeuvres may be consumed in all meeting rooms.
Resource Center/Library- Box lunches, snack food, appetizers and hors d'oeuvres may be consumed in the Conference and Meeting
rooms. No full meals or banquets may be served.
Beverages: City staff does not provide beverage service;there are no beverage supplies available to the public at any of the buildings.
Beverages(except dark fruit juice)may be consumed in the meeting rooms only.
Children: A responsible adult must supervise children at all times. Failure to control the activities of your agents, employees,
customers, invitees or licensees(including children)may result in the suspension of the privilege to use city facilities.
Repair: If any damage results from the use, act or neglect of applicant and/or the organization applicant represents and/or their agents,
employees, customers, invitees, or licensees, the city may, at its option, repair, remediate or replace such damage, and applicant and/or
the organization applicant represents shall immediately pay to city the total cost of such repair upon demand therefor, plus 15% of the
total cost of such repair or replacement to cover the city's administrative costs and expenses, in addition to consultant fees, reasonable
attorney fees and costs of litigation.
Entry Fees: Entry fees may not be charged for events held at any of the buildings. (See above section on Prohibited Activities)
Non-Assignability: The rights pursuant to this agreement are personal to the applicant and/or the organization applicant represents.
Any attempt by applicant and/or the organization applicant represents to transfer, assign, or sublet rights under this agreement shall be
null and void.
No Partnership: The city is not by virtue of this agreement a partner or joint venturer with, or agent of, applicant and/or the
organization applicant represents in connection with the activity carried on under this agreement.
Revised November 7, 2003
No Third Party Beneficiaries: The city and the applicant and/or the organization applicant represents are the only parties to ,this
agreement and are the only parties entitled to enforce its terms. Nothing in this agreement gives or will be construed to give.,or provide
any benefit or right, whether directly, indirectly or otherwise, to third persons.
Lidemnification: To the fullest extent authorized by law, applicant and/or the organization applicant represents shall indemnify and
holds harmless the city and the city's officers, employees, agents and volunteers from and against,any and all loss, cost,claim, damage,
injury or liability whatsoever, including reasonable attorney fees.and costs of litigation and appeal, arising from,the activities of
applicant or the organization applicant represents, subject to the limitations of liability for public bodies set forth in the O=regon Tort
Claims Act ORS 30.260-30.300 and the Oregon Constitution.
Defense of Actions: In case any claim, action or proceeding is brought against the city or its officers, employees, agents and
volunteers in any forum whatsoever by reason of any obligation to be performed under the terms of this agreement by applicant or the
organization applicant represents or arising from any act or omission of applicant or the organization,applicant represents'.or their
agents, employees, customers, invitees or licensees, applicant and the organization applicant-represents shall, upon notice from city,
defend at trial and on appeal the,city and its officers, employees, agents and volunteers at the,sole' expense of,applicant and/or the
organization applicant represents, by counsel of city's choosing. This obligation to defend extends to all manner of proceedings,
whether in a judicial, administrative or other forum.
Waiver: Applicant and the organization applicant represents hereby fully and unconditionally waive their individual and collective
rights to recover from the city and its officers, employees, agents and volunteers, any loss, damage,restitution or'compensation_arising
out of this agreement or out of the use of any city property associated with this agreement. The city and'its officers, employees, agents
and volunteers shall in no event be liable for any loss or damage. suffered or incurred .by_applicant, the organization applicant
represents, or their agents, employees, customers, invitees or licensees for any reason whatsoever. Such waiver includes„without
limitation, waiver of liability for death, personal injury, theft, 'damage to motor vehicles, loss of property from within motor vehicles,
business interruption, lost profits, consequential damages and rights of subrogation.
Lost & Found: Call (503) 526-2565 to report a lost or found item at,the Community Center. Call(503) 644-21-97 to:report a lost or
found item at the Library or(503) 350-4071 at the Resource Center. We will hold items for 30 days. After 30 days, unclaimed`iiems
may be donated to charity. The city,its employees,volunteers and other agents are not responsible for lost or-sfolen items.
Special Note: The City of Beaverton reserves the right to control the use of the Community Center, Library meeting rooms, and the
Resource Center to best meet the needs of the public. All scheduled uses are subject to change, including cancellation,by the city. The
city reserves the right of immediate access to all rooms at all times and is not responsible for any inability to use scheduled rooms
resulting from any cause,negligent or otherwise.
I have fully and accurately completed the "Application for Room Use" form and have fully read this ".Usage Agreement:" I
agree to abide by the terms and conditions'of the Usage Agreement. If I have stated that I,represent an,organization on whose
behalf I have read and completed these forms, I hereby represent that, as well as acting on my' own behalf, I,am also duly
authorized to represent the named organization and to enter into this agreement on its behalf.
Applicant's Signature: Date:
Applicant's Name(printed):
Name of Organization Represented(if any):
...........................................................................................
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Libr„a>"/Itesorirce.Center;. �
Questions?By Phone (503)526-2565 (503) 350-407'1•
By Mail/In Person 4755 SW Griffith Dr. Beaverton, OR 97076
By Fax (503)526-3730 (503)526-2479'
Online mailboxcommunitycenter@ci.beaverton.or.us libraryroomreservations@ci..bealverton.or.us
ci.beayerton.or.us
resourcecenter@ci.beaverton.of us
Revised November 7, 2003
t �
CITY OF BEAVERTON
9'`F,,Tt�ti APPLICATION FOR MEETING ROOM USE
Please fully and accurately answer all questions. Incomplete applications will not be processed. Applications must be legible; please
type or print clearly using ink. Review of applications can take up to 2 business days. If your application is approved, and the
requested dates and times are available, a confirmation form will be mailed to you. Otherwise, we will contact you to discuss
alternatives. Any necessary deposits and/or fees must be received at least 2 business days in advance of your scheduled usage. Checks
should be made out to"City of Beaverton". Mail completed application and/or any necessary deposits or fees to:
COMMUNITY CENTER: City of Beaverton, Neighborhood Program Office, PO Box 4755, Beaverton, OR 97076, by fax at
(503)526-3730, or deliver in person to the Neighborhood Program Office in City Hall. Applications may also be submitted via the web
at www.ci.beaverton.or.us/rooms
LIBRARY or RESOURCE CENTER: City of Beaverton, City Recorder's Office, PO Box 4755, Beaverton, OR 97076, by fax at
(503)526-2479, or deliver in person to the City Recorder's Office in City Hall. Applications may also be submitted via the web at
www.ci.beaverton.or.us/rooms
............................................................................................................................................................................................
Today's date:
Your name:
The organization you represent (please write out completely or answer N/A if none):
Mailing address:
Daytime phone: Other phone or fax:
E-mail:
............................................................................................................................................................................................
Expected number of attendees:
Purpose of meeting:
What activities do you have planned during the meeting? (Please be specific):
Will entry fees be charged? Yes No Will materials be offered for sale? Yes No
Will future business be solicited by a speaker or through literature available at the meeting?_Yes No
Will the purpose of the meeting include the promotion or opposition of political candidates, committees,
initiatives, referendums, recall petitions, and/or ballot measures? Yes No
Will Children under 18 be present? Yes No How will they be supervised? (Please be specific):
Will any kind of sound amplification be used during the meeting? Yes No
Will music (live/recorded) be played? Yes No Will decorations be used? Yes No
............................................................................................................................................................................................
Revised November 7, 2003
02103/04TUE 16:37 FAX 503 988 5226 CENTRAL LIBRARY 002
All Agency Memo Page 1 of 1
MULTNOMAH COUNTY
L 9 W
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205 N.E.Russell Street,Portland,OR 97212-3796,Phone:(503)988-5402,Fax(503)988-5441
AA Memo 40/03
Posted
MEMORANDUM
TO: All Library Staff
FROM: Rebecca Teasdale, Central Library Director
DATE: Monday, April 14, 2003
SUBJECT: Food and Drink at Central Library
Effective immediately, patrons are welcome to bring in and consume; food and drink in Central
Library except in the John Wilson Room.
In September 2001, we implemented a food and drink policy that all)wed patrons to take their
Starbucks purchases to any location in Central Library except the John Wilson Room. This
policy has worked well, but the closure of Starbucks has prompted L s to revisit the issue.
At about the same time in 2001, the branch libraries completely elirr inated the prohibition on
food and beverages. This also has worked well --the public appreci 3tes being able to eat and
drink in the library and branch staff report very few difficulties.
Please keep in mind that eating and drinking is covered by the behavior rule that prohibits
customers from "engaging in conduct that disrupts or interferes with normal operation of the
library, or disturbs library staff or patrons..." Staff is asked to take appropriate action if a
patron is being disruptive. We will monitor any problems for the next six months and the
Central Library Leaders will evaluate the policy change in Septembe r.
Please contact John Cabrera at x85339 or <johnc> if you have any questions.
All Agency Memos
0
MULTNOMAH COUNTY
N
LIBRARY
205 N.E. Russell Street•Portland,OR 97212-3796•PHONE:503.988.5402•FAX: 503.988.5441 Ginnie Cooper,Director of Libraries
INFORMATION FOR MEETING ROOM GROUPS
If your group wishes to use a meeting room, please be aware of the following:
o Library programs and library-sponsored events will be given priority in the use of meeting room space.
o Meeting rooms are reserved on a first come first served basis.
o All meetings must be open to the public.
o No admission fee may be charged or solicited, no donations of money or other property may be
solicited or collected from the audience and no sales may be made in connection with the meeting.
o Meetings may not disrupt the use of the library by others. Persons attending meetings at the library are
subject to all library rules.
o Meeting rooms may not be used for music recitals or individual practice sessions.
o Meeting rooms are available during the hours that the library is open.
o All meeting rooms have maximum capacities that may not be exceeded.These have been set for
safety reasons.
Publicizing Your Program
Although a group meets at the library,this does not constitute an endorsement of the group's policies or
beliefs. Posters,fliers, and other publicity should not give the impression that the program is sponsored,co-
sponsored or approved by the library.
Reserving a Room
Appplication forms for the use of library meeting rooms are available at all library locations.An adult must sign
application forms. Please turn this form in to the library where you wish to hold a meeting. In order to make
meeting room space available on as widespread and equitable a basis as possible, it may be necessary to ask
any group to limit the use of the meeting rooms to one meeting per month.
Meeting rooms may be reserved a maximum of three months in advance of a public meeting.The library
reserves the right to reschedule confirmed meeting room reservations in order to use the space for programs
or events sponsored by the library.To cancel the use of a meeting room, notice must be given to the library at
least 24 hours in advance of the scheduled time.
Use of the Meeting Rooms
The library is not responsible for theft or damage to property brought to the library.
o Light refreshments may be served but groups are asked not to prepare food on library property. No
alcoholic beverages may be served.
Groups are responsible for leaving meeting rooms clean and in good repair and are liable for any
damage to the meeting rooms.
No smoking is allowed.
o Meetings must adjourn at least 15 minutes before the library's scheduled closing time.
o Use of meeting rooms may be denied or cancelled if any library regulation or applicable law is violated.
o The library may impose additional requirements as deemed appropriate under the circumstances.
For a list of Multnomah County Libraries with meeting rooms and the capacities of those rooms, see the library
public Internet site: http://www.multcolib.org/abouUmci-meeting.html
BACK TO: Welcome Desk 11 Intranet Home URL: http://info/ref/Welcome_Desk/USB-
Info.html
s
Welcome to Multnomah County Library. "
In order to make your library,a place
where you and your family feel welcome,
comfortable and safe, the following
activities or conduct are prohibited while
visiting or using the library:
Being under the influence of any
controlled substance or intoxicating
liquor.
• Possessing,selling,distributing or
consuming any alcoholic beverage.
-
......
Engaging
- ..: in'conduct that disrupts or
-
interferes with the normal operation
of the library,or disturbs library staff
g or patrons.
• Disobeying the reasonable direction
of a library staff member or
library security officer.
• Soliciting or canvassing.'
• Petitioning other than in approved
areas.
• Bringing into the building any large
or cumbersome item,such as bicycles. _
• Smoking or other use of tobacco.
• Eating and drinking,except water in
closed containers or purchases from
the library coffee bar.
• Bringing animals(other than service
animals),into the library.
• Violating computer search station
policies and guidelines.
• Sleeping.
o Improper use of restrooms.
• Using personal electronic equipment
at a volume that disturbs others.
• Leaving young children unattended.
• Bare feet or chest.
• Disturbing others because of
offensive body odor.
Violation of any federal or state statute
or local ordinance will also be regarded as
a violation of library rules.
Persons who do not comply with these
rules will be subject to exclusion from the
library.
Anyone excluded from using the library
may appeal the exclusion in writing to the
Director of Libraries,but must do so within
thirty(30)days.
A complete version of these rules is avail-
able at any service desk.
MULTNOMAH COUNTY
LIBRA
AM og/Ot
- I
r
PUBLIC USE OF CONFERENCE ROOMS POLICY
Library Policy and Use Agreement Rules
The Eugene Public Library makes its conference rooms available for rental by the public, but
neither approves nor disapproves of any viewpoint expressed by the users of the room. The Library
does not endorse any goods or services, makes no representation as to the accuracy of the
information, and assumes no liability for the quality or safety of any goods or services which may be
the subject of meetings or programs. When the conference rooms are not being used by the Library,
the Friends of the Eugene Public Library, the Eugene Public Library Foundation, or City Council, the
Library will then open the space to all persons or groups for meetings for purposes consistent with the
laws of the State of Oregon, ordinances of the City of Eugene, and Library policies. The room is
scheduled on a first come, first served basis. All meetings or programs held in the Library must be
free and open to the public.
The library has three conference rooms available for rent. The Bascom Room and the Tykeson Room
adjoin each other on the first floor. They can be used as separate rooms for about 50 people each, or
joined together by sliding a partition to make the joint Bascom-Tykeson Room for a maximum of 106
people (seated). There is a small kitchen and a break-out lobby available as part of the conference
area. These two rooms are available for rent independent of the library=s hours of operation. The
Singer Room on the second floor is within the Library and is only available for rental when the Library
is open to the public. The Singer Room holds a maximum of 49 people, has chairs and tables for 28,
and a sink with small counter area.
The following policy shall apply to all users except for the Library, the Eugene Public Library
Foundation, Friends of the Eugene Public Library, or the Eugene City Council. Rental fees are waived
for use by City Departments using Library conference rooms that do not require staffing (i.e. during
normal Library operating hours and no special setup).
A. Reservations must be made by submitting a completed AConference Room Use Application@
to Eugene Public Library Administration, 100 W. 10th, 10:00 a.m. - 5:00 p.m. Monday through
Friday. Reservations may also be submitted by mail. Copies of this policy will be given to each
applicant at the time the reservation is made. Applications may be submitted up to three
months in advance. The conference rooms may be rented no more than once a month;
exceptions may be made for more frequent use at the discretion of the Library Director.
B. Use by minors. The applicant must be of legal age. Groups composed of minors must be
supervised by one (1) adult (21 or older)for every fifteen (15) children/youth while using the
conference rooms. Library staff will not be held responsible for the supervision of children.
1
C. Fees and deposits must be paid in full not later than 48 hours in advance of the reservation,
and prior to gaining access to the room. The conference rooms use fee schedule and required
deposit are as follows:
1. A single use fee based on hours of use:
Conference Cost per hour during Cost per hour when Library is Refundable Seated/
Room Library operations closed to the public Deposit Standing
Tykeson $25 $45 $100 56/119
Bascom $25 $45 $100 50/107
Bascom- $50 $90 $100
Tykeson 106/226
Singer $25 not available $100 28 Seated
Note: Hours, for purposes of calculation of use fee, include set-up time and clean up time.
The user will not have access to the conference rooms prior to the time they have
reserved. At the end of the reserved time, the room should be completely ready for use
by the next users. Rental hours are indicated on the Room Use Application; should the
building not be vacated at the agreed upon time, additional rent plus custodial time will
be charged.
2. A$100 refundable damage/cleaning deposit. A separate damage/cleaning deposit
check must accompany all applications and rental payments. Following the room
inspection after use, deposit checks will be released for pick up at the Eugene Public
Library Administration Office during regular hours.
D. Full refunds of fees and deposits for cancelled reservations require two week advanced notice
in writing. The reservation is not transferable to others. Cancellations made less that two
weeks before use may be subject to forfeiture of fees.
E. Room Access. If the reservation is for a time that the Library is closed, you will be given the
contact information for the staff member assigned to be present in the building during your
rental. Do not leave the building unattended.
F. Meetings and programs must be free and open to the public. All meetings or programs held in
the Library must be free and open to the public. Facilities will not be made available for
meetings that are by membership or invitation, or where admission is charged or money raised.
The exchange of money for goods or services is prohibited on the premises, except by the
Eugene Public Library, the Eugene Public Library Foundation, or the Friends of the Eugene
Public Library.
G. Capacity. The number of people in each of the conference rooms cannot exceed the limits set
forth by the Fire Marshall.
2
H. Decorations. Decorations shall not be put up without prior approval by the Library.
Decorations must not be attached to the walls or the ceiling. Do not stand on the furniture. A
ladder is available upon request. Use of confetti, rice, or glitter in the building is prohibited.
Birdseed may be used outside the building only. With the exception of birdseed, the
surrounding area must be left clean and trash free. Use of candles or other flammable material
is prohibited.
I. Refreshments. Library conference rooms are not designed for the cooking of meals. No
alcoholic beverages may be served. No food shall be left in the building.
J. No smoking. State law prohibits smoking in all facilities. The use of conference rooms shall
conform to all local, state or federal laws.
K. Cleaning & Damage. Users shall assume responsibility for cleaning up and for any damage to
Library property or the facility, including any theft, breakage, staining or damage. All inventory
is provided for the renter=s convenience. The renter is responsible for its use and
safekeeping. Under no circumstances are chairs, tables or other equipment to be removed
from the building. Renters are responsible for cleaning up all decorations. The room must be
left thoroughly cleaned and free of trash. The Library may assess charges for damage or
cleaning.
L. Room set up after rental. Users are responsible for returning the room to the posted standard
setting. Tables and other inventory used by the renter shall be cleaned and returned to their
proper locations. Clean up time is counted as part of room rental time.
M. Personal Belonqings. Equipment, supplies or other products belonging to private groups may
not be stored in the facility or on the Library grounds prior to, or after the applicant=s function.
The Library assumes no responsibility for personal belongings.
N. Non-disruptive. The Library expects organizations to be considerate of library patrons and
activities. The Library Director or her/his designee has the power to terminate any meeting
disruptive to Library operations. Any group asked by the Library to leave the building during
their event because of violations of the rules as stated, or disruption of library operations, will
forfeit their rental fees and deposit.
O. Disclaimer. The Library has a posted disclaimer stating that the Library does not endorse any
goods or services, makes no representation as to the accuracy of the information, and
assumes no liability for the quality or safety of any goods or services which may be the subject
of meetings.
P. Library=s Rights. The Library shall have the right to cancel a reservation prior to use and will
return the rental fee and deposit. The Library reserves the right to make additional conditions
for use prior to approval of a room use application.
Q. Non-compliance with the above policies will jeopardize future access to the facilities.
3
1
i}
9
t
A
t
``4{] CITY OF TIGsARD
iF •
MEMORANDUM
„i
CITY OF TIGARD
TO: Bill Monahan
FROM: Margaret Barnes
DATE: February 5, 2004
SUBJECT: Coffee Bar Update
In recently reviewing the conceptual plans first for the expansion of the current library dating
from 1998 and more recently the conceptual plans for the new library dating from 2001 a
coffee/cafe was always included on the conceptual drawings. After the successful passage of the
construction bond in May of 2002 the library conducted a survey seeking community input. A
copy of the survey is attached. Approximately 550 surveys were completed in the summer of
2002. Community members were asked to select the features and services they most wanted to
see in the new library.
Of the thirteen different choices the coffee bar rated fifth. The more popular items were:
additional new books, additional new CD's &DVD's, a drive-up book drop, and more programs
for children and young adults. In the new library the plan is to provide all of these features. The
drive-up book drop will be one of the last elements constructed. In the survey, the coffee bar
rated higher than additional internet workstations, adult programs, and the community meeting
room, quiet reading spaces, and additional open hours. The good news is all of these services
and features are also planned to be available for our public.
The Request for Proposal for a coffee bar vendor is scheduled to be released on Monday,
February 9th. A positive outcome of the recent interest in the coffee bar: I have received
approximately 10 calls from interested vendors. This week construction work began in earnest
for the coffee bar. As always the project remains on schedule and within budget.
New Tigard public Library Surrey
Citizens of Tigard recently voted for funding to build a new library. We'd like to find out what
features you'd like to see in the new library. Please take a moment to answer this brief survey.
1. Are you a Tigard Library user? ❑ Yes ❑ No
2. If "yes" how often do you use the library?
If "no", what library do you use most often?
3. What features of the new library could encourage you to use the Tigard Library more often?
Please check all that apply.
❑More books
❑Classes from Portland Community College or other educational institutions
❑Children and Teen activities
❑Coffee bar
❑Local History collection
❑Additional open hours
❑Drive-up book drop
❑Quiet reading space
❑More CDs, videos and DVDs
❑More programs for adults
❑More computers/Internet stations
❑Community meeting room
❑Other (please
describe)
Margaret Barnes - Re: Coffee Bar Page
From: Margaret Barnes
To: MiLLIMANW@aol.com
Date: 1/27/04 2:05PM
Subject: Re: Coffee Bar
Dear Sir,
Thank you for your comments regarding the proposed coffee bar for the new library. I wanted to provide
you with some additional facts that did not appear in the news stories.
The coffee bar will be located in the lobby of the Tigard Library complex,which consists of two buildings.
The second building is a community meeting room that will be available to local clubs, organizations and
community events. So, the coffee bar will be available to members of the community separate from library
activities.
The idea for a coffee bar came from Tigard residents. In the focus groups, community meetings and
surveys we held during the planning process for the new library, citizens asked repeatedly about a coffee
bar. The New Library Construction Committee, a citizen advisory committee that worked with the city
during the planning process, also voiced its support. Before and during the bond measure campaign, the
coffee bar was advertised as a possible amenity. If we had received an overwhelmingly negative
response from the public, we would not have considered it. In fact, the opposite was true.
The decision to approve the additional cost for the coffee bar did not compromise the building budget. It
was not a request for more money, but rather a request to use money in the existing budget. It was
proposed only after other features originally cut were restored. Because of the economic climate, the
construction project has benefited from competitive pricing while maintaining quality design and
construction standards.
The City undertook this venture with the hope that an agreement with a vendor will allow us to regain a
portion of construction costs. The City welcomed the opportunity to develop a partnership with a
private-sector coffee vendor to provide this service to Tigard library users. The addition of the coffee bar
will not raise people's taxes. Because money raised by the bond measure must be used for construction,
we cannot use any leftover funds for other purposes like buying books.
The Tigard Library is designed to last at least 20 years with room for additional expansion. The challenge
of planning a library is partly to predict how people will use libraries in the next few decades. In the past
twenty years alone, libraries have moved from places to study and archive books to lifelong learning
centers that provide a wide variety of educational and recreational activities. People use the library for
many different purposes and often stay longer than if they were just checking out books. That is why
libraries across the country are adding coffee bars. Because there is no place for coffee within close
walking distance, we felt it would be a service to our users.
I hope this provides you with some insight into the decision-making process on this issue. If you have any
more comments or questions about the new library, please do not hesitate to contact me.
Sincerely,
Margaret Barnes
Margaret Barnes
Library Director
(503)684-6537, ext 2501
margaret@ci.tigard.or.us
>>> <MILLIMANW@aol.com> 01/26/04 12:04PM >>>
,
|tisawaste ofmoney. You are already building alibrary which costs too
much and just increases the tax load on the residents. With budjets for cities
running atrecord deficit levels bospend extra funds nnthis type ofproject
iostupid. Try olittle common sense for ochange.
February 4, 2004
February 4, 2004
Margaret Barnes
Director
Tigard Public Library
Tigard, Oregon
Dear Margaret,
As a follow-up to our conversation last week, I am writing to resign from the Board of
the Tigard Library due to conflicts with my work schedule which make it impossible for
me to attend meetings. I've enjoyed knowing and working with all of you and I hope to
continue to serve the library as a volunteer in the future.
Sincerely,
Jeffrey Lawton