09/14/2000 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, SEPTEMBER 14, 2000 - 7:00 P.M.
TIGARD PUBLIC LIBRARY—PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Braun
2. ROLL CALL: BECK BRAUN CHAPMAN DIAMOND
IRWIN_ KASSON_ SMITH_
3. Approve Minutes of July 20, 2000. Braun
4. Agenda Additions and Deletions. Braun
5. Call to the Public. Braun
6. Monthly Reports for July and August 2000. Barnes
7. Friends of the Library Report. Burgess
8. - CLAB/LDB Report. Barnes
9. Library Construction Committee Report. Chapman
10. Long-Range Plan Report. Barnes
11. Polaris Report. Barnes
12. Review of By Laws. All
13. Board Communications. All
(Reports from Board members on community and citizen activities)
14. Other Business.
15. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS,PLEASE CALL CONNIE MARTIN OR
MARGARET BARNES AT THE LIBRARY(684-6537), IF YOU ARE UNABLE TO ATTEND.
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TIGARD LIBRARY BOARD
MINUTES
July 20, 2000
Call to Order: 7:00 p.m., by Chair, Anne Braun.
Roll Call: Larry Beck (arrived late), Anne Braun, David Chapman, Marvin Diamond,
Nancy Irwin and Sue Kasson. Staff: Paula Walker and Connie Martin.
The Board welcomed new Library Board member Marvin Diamond. The Board
introduced themselves. Marvin Diamond told a little about himself, his background and
his interest in the Tigard Library Board.
Minutes: A question was asked about the Cultural Passes Program, and a few
corrections were noted for the minutes. It was moved by Chapman, and
seconded by Irwin to approve the minutes of June 8, 2000, as corrected.
Motion passed unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Reports: June Monthly Report: Board members received the monthly report with
their packets before the meeting. Questions and comments about the
report were addressed. Board members expressed their sadness to hear
of Paula Walker's resignation. Irwin asked when a book is received, what
is the time frame for it to be available to patrons for checkout. It was
noted that Technical Services is in the process of trying to catch up, and
Reader's Services has curtailed ordering for a while. It was noted that
Polaris has caused some of the problem with the backlog of materials with
its recent slowdowns. , Walker reported that until recently Technical
Services had made some progress in reducing the number of days from
receipt to checkout of an item. Board members who attended the City's
Annual Volunteer Recognition event, the Broadway Rose production of.
Grease, said the event was wonderful and a lot of fun.
Friends of the Library Report: Burgess reported that the Cultural Passes
program will be implemented July 1. Six attractions are available for
checkout in the Portland area. Patrons can check out passes to the
Portland Art Museum, Children's Museum, Japanese Gardens,
Washington County Museum, Forestry Center and End of the Oregon Trail
Interpretative Center. Burgess is a member of the Library Construction
Committee, and the Committee met just before Library Director Margaret
Barnes departed for South Africa. Tigard City Councilor Joyce Patton will
replace Mayor Jim Nicoli's position on the Committee. The Friends are
having a Summer Book Sale August 18 and 19 in the Tigard Town Hall.
They need volunteers to help set up and run the sale for the two days.
Hardcover books will sell for $2 and paperbacks.will sell for $1. There has
been some discussion with Margaret Barnes about earmarking some of
the proceeds for the upcoming Adult Reading Program. Paula Walker
accepted a donation from the Eagles Auxiliary #4 in the amount of$500 to
be spent on Large Print materials.
CLAB Report: CLAB did not meet in July.
LDB Report: The Metropolitan Group presented its Communication Plan
for the WCCLS Fall Campaign. The Plan recommends highlighting the
upcoming events; Beaverton Public Library grand opening and the
Regional Arts & Cultural-Council grant awarded to WCCLS for the county-
wide development of adult programs. The Plan also recommends
WCCLS changing its name, logo and motto to Washington County Library
Network - connecting people, books and resources. It was also
recommended that the individual libraries have the opportunity to plan
their own programs and events for the campaign. Tigard Public Library is
expected to receive $2,200 this year from the RACC grant to promote _
adult programming. WCCLS finished filming a promotional video for the
Spanish-speaking population.
Library Construction Committee Report:
The Library Construction Committee met July 13, the first meeting attended by new
Library Director Margaret Barnes. The Committee reviewed the Needs Analysis Report
represented by BML Architects and Cynthia Ripley. The majority of the information
gathered in the report was obtained through the Focus Group meetings .held April 14
and 15. Chapman highlighted some statistics from the report. Chapman also shared
information from the report based on findings from the focus groups that suggested the
types of services the Tigard Public Library plans to offer in the future. The next meeting
of the Library Construction Committee is scheduled for August 17.
Long-Range Plan Report:
About a year ago, the Long-Range Planning Committee formed consisting of library
staff and members of the business and general community. The purpose of this
committee was to develop a strategic plan for the library for the next five years. With
information gathered at the meetings, services responses were developed. The library
will focus on providing the public with general information, lifelong learning, information
literacy, current topics and titles and business and career information. Paula Walker
briefly described each of the service responses. The Committee concluded, and now
library staff will work on objectives and activities to meet the service responses. Walker
will develop a draft report for Library Director Margaret Barnes. A report is expected to
be made available to the Committee and the public in Fall 2000.
Review of Bylaws:
The Board discussed the content of the Bylaws. There was an effort to determine when
the original Bylaws were established. After further discussion and comment, Beck
moved to table the review of the Library Board Bylaws until the September 14 meeting
when Library Director Margaret Barnes would be present, seconded by Chapman.
Motion passed unanimously. Beck offered to research Bylaw changes.
Board Communications:
Irwin mentioned that there wasn't a Polaris update on the agenda. Paula Walker
reported that beta testing of the latest version should take place the latter part of July
and that it should be available to patrons in September.
Other Business: None.
Adjournment: It was moved by Beck, and seconded by Diamond to adjourn the meeting
at 8:45 p.m. Motion passed unanimously.
MEMORANDUM
TO: Bill Monahan, City Manager n\
FROM: Paula Walker, Former Acting Directd �'`�
V '
DATE: August 16, 2000
SUBJECT: Library Monthly Report, July 2000
C: Margaret Barnes, Library Director
Personnel: Two resignations were received in July. Mary Madland, announced her
resignation, effective August 4 to take a Librarian position at Sherwood Library. This is
a great opportunity for Mary to put her brand-new MLS to good use, as the position
encompasses a wide span of duties.
Sadly, our Young Adult Librarian Marin Younker, has also submitted her resignation,
effective October 6. Marin's innate ability to get into the heads of our young adult
patrons resulted in fun, enticing programs that drew kids into the library. She claims it
is because she is still a kid herself. Her work in sensitizing other staff to the unique
mindset and interests of young adults assisted greatly in our ability to serve that portion
of our population more meaningfully.
Polaris: Polaris seems to have slipped into the mid-summer doldrums, as more than
one division has reported slowdowns, freeze-ups and disappearing data. Technical
Services and Circulation have both reported serious interference with operations
because of these delays. Of course, the public was impacted when the OPACs were
down. Several members of the public, including two Library Board members, reported
frustrations at not being able to log in from home.
Slow response time on the private side of the network also impeded the massive
weeding efforts that were under way in preparation for the Library's annual used book
sale. As a result, weeding efforts took much longer than anticipated. We learned that
Hillsboro also had problems with slowness on the private side and has been
researching the problem with AT&T and WCCLS staff.
Other Technology Issues: The agreement with the City's Network Services division
was completed. Among the provisions of the agreement were the naming of specific
library contact personnel, an arrangement for training library personnel on basic
troubleshooting skills and weekly project status reports.
The Tektronix color printer lasted for about a week, before shutting itself down.
Network Services diagnosed the problem as an overheated power cord. A
maintenance call was placed. Staff reported that the patrons were not inclined to pay
the $1 per copy charge.
Adult Reading Program: Preparations began for the new millennium's version of the
adult reading program. The program will have a new look and a new coordinator. Kate
Miller will take charge of the public program, and Linda Parker will organize the
staff/volunteer program.
Weeding: Much progress was made in the on-going efforts to weed the collection.
Among the areas worked on were Science, Philosophy, The Arts, Business,
Biographies, Science Fiction, Mysteries and Reference.
As a follow-up to the weeding process, Readers' Services has developed new movable
shelf tags, identifying in greater detail the parts of the non-fiction collection. These are
"patron-friendly" labels that will be able to move as the collection shifts.
Cultural Pass Program: The Cultural Pass program, sponsored by the Friends,
appears to be off to a healthy start. At the end of the first month, the passes had been
checked out 25 times. The Japanese Gardens pass has been the most popular, with
the World Forestry Center and Oregon Trail passes tied for second. At the end of July,
we had 16 sign-ups for future months. Each one of the passes has at least two future
sign-ups. Kat Vincent of the Circulation staff put together an attractive display in the
Library lobby advertising the pass. It has been useful in promoting the program.
RACC Grant: Began preparations with the RACC representative to schedule fall
programming. We hope to have a musical performance at the end of September to kick
off our programming under this grant. One of the goals of the grant'is to reach out into
the community, particularly to ethnic groups who may not use the library. We hope that
ethnic programming might give a two-fold benefit by introducing Tigard residents to the
art forms of different cultures, and encouraging underserved populations to come enjoy
the programming as well as learn about library services that may be ur4eful to their daily
lives.
Programming: Children's and YA programming took the limelight this summer with a
variety of diverse, creative and exciting programs geared to entice and reward summer
reading program participants. Harry Potter Jeopardy, which was cleverly scheduled
shortly after the release of the fourth book, attracted 39 kids and 12 adults. Watching a
group of kids, many of whom did not know each other, coalesce into "instant best
friend" groups was a lesson in team-building that many adults could learn from. The
Reptile Man was the hands-down champion in terms of program attendance figures. A
total of 303 children and adults attended, prompting the need for a second show.
The Library's second Library Lock-in was again a success. Twenty kids attended.
Unfortunately, those who did not attend did not let us know, which was unfortunate,
because we had a waiting list of kids who would have loved to come. As of the end of
July, the Children's summer reading sign-ups were 1,057. The teen sign-ups were 230.
Outdoor Structure: Preparations continued to move the Outdoor Interpretive Center
to a location in Fanno Creek Park that would allow for outdoor programming. We hope
to introduce the new structure with a musical program suitable for families and adults at
the end of September.
Book Sale: Staff worked with the Friends to coordinate the book sale. Weeding,
withdrawing, deleting, boxing, storing and arranging books were just a few of the tasks
that staff and volunteers worked on. In addition, staff coordinated duties and
assignments for the actual sale days.
Promotional efforts included a lobby display in City Hall, press releases and press
contacts with The Oregonian, Tigard Times and Regal Courier, Channels 12 and 49,
television plugs at the July and August CIT meetings, posters around town, including
the Senior Center and churches, articles in CityScape, special promotion on the
Library's home page, posters in library and bookmarks handed out at the circulation
desk.
Long-Range Plan: Virtually all the staff participated in committees to develop
objectives and activities to support our goals for the library's five-year Long-Range
Plan. The work done by the committees spotlighted the combined creativity,
enthusiasm and vision that exists on this staff. The ideas for serving the community are
exciting and inspiring. The time spent on this process should become even more
meaningful as the objectives and activities are incorporated into the. Library's individual
and division-wide goal setting.
Reference Desk: The Reference Desk began to track statistics in greater detail that
will show more explicitly the types of service provided by the librarians at the Reference
Desk. July statistics show that they conducted a total of 2,212 interactions with the
public, which included 1,301 reference questions, 509 directional/informational
questions and 402 instances of assisting the public on the computers.
Volunteers: This was the first month for the volunteer coordinator to use the additional
hours she received in the 2000/01 budget. The number of new volunteers increased to
17 in July from 9 in June. Preparations were made to create new photo IDs for all
library volunteers. This should be conducive to improving security, as well as reduce
the amount of wall space necessary to store the IDs.
Trish is still desperately seeking volunteer assistance on weekends, with little luck.
Circulation, in particular, is feeling the loss of former weekend volunteers. As Trish
reported, 'Tigard residents seem to want to use the library (heavily!) on the weekends,
but not work there!"
Volunteer Type Number Hours
Regular Volunteers 76 626.50
Youth Services 33 234.50
Local History 2 6.00
Adopt-a-Shelf 10 23.00
Library Board 6 12.00
Community Service 2 34.60
Friendly Visitors 3 17.00
Library Expansion 4 10.00
Total 136 963.60 = 5.6 FTE
WORK INDICATORS JULY 2000 JULY 1999 JULY 1998
Circulation
Total (from WCCLS) 50,344 47,660 57,172
Adult Materials 26,501
Juvenile Materials 30,671
Total 50,344 47,660 57,172
Days of Service 27.5 27.5 27
Average Daily Circulation 1,831 1,733 2,117
Hours of Service 271.5 263 276
Materials-
Circulated per Hour 185 181 207
Increase in Circulation 5.6% -16.6% 2.8%
Materials
Added 1,100 1,391 1,264
Withdrawn 1,519 1,351 2,116
Borrowers Registered 371 327
Adult Programs 27 61 50
(Number of sessions) (7) (11) (8)
Story Time 127 97 60
(Number of Sessions) (7) (7) (1)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 1,797 1,580 2,000
(Number of Sessions) (30) (22) (24)
Children's Computer 115 109 N/A
Word Processors 284 111 N/A
Internet Users 3,184 1,866 1,567
Visitors
(Gate count divided by 2) 19,292 19,838 22,681
Increase in Visitors -0.03% -12.5% 32.6%
Fines/Fees Collected $4,065.51 $834.88 $4,615.33
Gifts Received $ 2.60 $ 0.00 $ 0.00
' No statistical report from WCCLS was generated.
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Service-5-
DATE:
ervice-DATE: September 7, 2000
SUBJECT: Library Monthly Report, August 2000
Personnel: This was the month the fairy, Arabella, in the persona of Paula Walker,
resigned from the Library as the Circulation Division Manager. As you know, the
Library held a reception for Paula on Thursday, August 31. A number of patrons,
community members and volunteers came to this reception to say good-bye to Paula.
Connie Martin, Linda Parker and Terri Smith were all instrumental in making this a
successful event. We will all miss Paula and wish her all the best as she begins a new
series of adventures.
Interviews were conducted this month for the Circulation Division Manager position.
From a strong pool of candidates, I am pleased to say that Linda Parker, who is
currently a Circulation Supervisor, has accepted the position of Circulation Division
Manger. Linda brings to the position strong organizational and team building skills, a
wealth of experience and commitment. With this promotion, there will be some
reshuffling of duties and assignments within the division.
The Young Adult Librarian position, which will be vacated by Marin Younker on
October 6, has been posted. The closing date for that position is September 18. The
Senior Library Assistant vacated by Mary Madland at the beginning of August will soon
be posted as two part-time Library Assistant positions.
Linda Axtman has filled the Senior Library Assistant position in Readers' Services that
was vacant due to the retirement of Jenny McKenzie. Linda was one of the on-call
librarians for Readers' Services before assuming her new role her at the Library. Linda
will be working at the Reference Desk and assisting with Inter-Library Loans.
Polaris: Beta testing for release 1.5 is tentatively scheduled to.begin in September. A
number of Tigard staff members will assist in the testing. The date for the testing
continues to shift since Gaylord Systems has not yet resolved some system glitches in
the software. Once the beta testing begins, it is projected that the testing will last about
a month. With the release of 1.5, we will see enhancements in the Online Public
Catalog, cataloging functions and circulation processes.
Slow response time on the private/City side of the network this month continues to
contribute to the backlog in Technical Services. We conducted response time tests in
the Technical Services area of the Library this month. The results of these tests
confirm the slow response time. We are continuing to research this problem with
WCCLS and other libraries.
Technology Issues: The staff from Network Services provided a basic overview of the
network and clarified the distinction between the public and private/City side of the
network at a training for the Library staff. There is now a team of troubleshooters and
specific contact personnel in the Library. The troubleshooters attempt to resolve the
problem before we contact Network Services. When we are unable to resolve the .
problem internally, we then contact Network Services for assistance. During this trial
agreement with Network Services we continue to track the different issues that arise
and improve the communication between the two departments.
It has been determined that the Tektronix printer is not the ideal unit to have available
to the public for color copies. We are investigating different options for providing a color
printer to the public that is more user friendly.
Architect's Report: BML Architects submitted the final draft of the needs analysis
report for the Library. This report has been distributed to the City Council and will be
distributed to the Library Board at their next meeting. The next two parts of this process
are site selection and determining the programming needs for the Library. The staff of
the Library working with the consultant, Cynthia Ripley, will be working on the
programming element.
Long-Range Plan: This plan, thanks to the efforts of Paula Walker and the rest of the
staff, is now in a rough draft for my review. Some additional revisions and refinements
of the plan still need to be done. A draft copy is scheduled to be sent to the committee
in September.
Book Sale: Thanks to the efforts of many staff members, the major weeding of the
collection was completed. This weeding gave the Friends of .the Library a large
inventory of books to sell at their annual sale. Volunteers were a major resource for the
sale. Their efforts significantly contributed to the overall success of the sale. At last
count, the Friends collected over$1,200.00 from the sale.
Database Clean-up: Besides the massive weeding project, time was spent this month
searching the shelves for "Claimed Return" and "Missing" items. Items with the
"Claimed Return" or "Missing" status are withdrawn from the collection. This project will
help the database more accurately reflect our current holdings and assist in collection
development. Once this project is completed, patrons will be better able to determine if
an item is available in our collection.
r
Outdoor Structure: The Outdoor Interpretive Center was successfully moved by
Public Works to a place near the duck pond in Fanno Creek Park. We are planning an
outdoor musical program for the last Saturday in September. This program will appeal
to both children and adults and was planned to help recognize Hispanic Heritage
Month.
Summer Reading: In the final analysis, the Summer Reading Program "Ticket to
Tomorrow".was a wonderful success. The program had 1068 children register and of
those 474 (44%) completed the program by August 31. During Summer Reading, the
Library held 43 programs which, were attended by 3,149 people. Children who
completed the program also received a certificate to attend a special program at Oaks
Park on August 16.
The Teen Summer Reading Program also experienced an increase in participation this
year. The program had 235 teens register and of those, 101 (43%) completed the
program. The Library held 19 programs, which were attended by 380 people. Movie
nights continue to be a popular event hosted by the Library.
Fall Adult Reading Program: The Adult Reading Program will begin this year on
Monday, September 25 with a kick-off event in the Puett Room. Several library staff
members will be book talking a variety of books that evening. Kate Miller is organizing
the program this year, and Linda Parker is coordinating the city staff/volunteer portion.
The program will end with the traditional Gala event on Friday, November 17 with a new
twist of live music performed by the local group, "Three Leg Torso."
Cultural Pass Program: The Cultural Pass program continues to be a popular service
provided by the Library. There is currently a display in City Hall promoting these
passes. At the end of the second month, the passes had circulated 26 times during the
month. The Japanese Gardens pass continues to be the most popular.
Reference Desk: August statistics show that the Reference staff conducted a total of
2,495 interactions with the public, which included 1,746 reference questions, 342
directional/informational questions and 407 instances of assisting the public .on the
computers. The Readers' Services staff is also working on Reference Service
guidelines and plan to have a draft completed by the end of September.
EBSCO: At the beginning of July, WCCLS switched vendors for full-text magazine
resources. The new vendor is EBSCO and several Readers' Services staff attended
training on this resource. They in turn will train the rest of the Readers' Services staff.
Volunteers: The new photo ID badges for volunteers were introduced this month. This
project did have its share of "bumps in the road." Trish managed to navigate through
the different technological obstacles. The end result was well worth the struggle, and
the majority of volunteers love their new badges. Trish is actively seeking volunteers to
assist with the Fall Adult Reading Program and the Homework Center, which is
scheduled to open in October.
Volunteer Type Number Hours
Regular Volunteers 82 725.00
Youth Services 36 253.50
Local History 1 4.00
Adopt-a-Shelf 8 22.00
Library Board (no mtg) 0 0.00
Community Service 6 123.50
Friendly Visitors 7 26.50
Library Construction 4 10.00
Church Youth Group (8/8) 20 15.00
Total 164 1,179.50 = 6.8 FTE
WORK INDICATORS AUGUST 2000 AUGUST 1999 AUGUST 1998
Circulation
Total (from WCCLS) 50,010 49,029 N/A
Adult Materials
Juvenile Materials
Total 50,010 49,029 N/A
Days of Service 29 28.5 28.5
Average Daily Circulation 1,725 1,720
Hours of Service 295 287 283
Materials
Circulated per Hour 170 171
Increase in Circulation 2%
Materials
Added 1,736 1,400
Withdrawn 3,640 2,084
Borrowers Registered 341
Adult Programs 97 23 112
(Number of sessions) (9) (6) (12)
Story Time 25 60 0
(Number of Sessions) (2) (4) (0)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 1,192 636 646
(Number of Sessions) (11) (11) (5)
Children's Computer 125 151 11
Word Processors 323 167 N/A
Internet Users 3,458 1,915 1,554
Visitors
(Gate count divided by 2) 20,976 19,308 20,858
Increase in Visitors 9% -7.4% 24%
Fines/Fees Collected $4,110.14 $759.31 $474.79
Gifts Received $ 0.00 $ 1.40 $ 0.00
No statistical report from WCCLS was generated.
By Laws of the Tigard Public Library Board
Article I. Name and Purpose
As stated in the Tigard Municipal Code (2.36.030), the Library Board for the City
of Tigard is established and shall assume and perform the functions delegated to
it. (TMC 2.36.040)
Article IL Membership
Section 1. The Board shall consist of seven members, six of whom shall be
residents of the City and one of whom may reside within or outside the Tigard
corporated limits (TMC 2.36.030a). The Mayor, subject to confirmation by the
City Council, shall appoint a person to a four-year term. (TMC 2.36.030.b.2)
Section 2. Should a vacancy occur for any reason other than expiration of a
term, the Mayor, subject to City Council confirmation, shall appoint a new
member for the duration of the unexpired term. (TMC 2.36.030.b.2)
Section 3. No person may serve more than two full consecutive terms, not
withstanding prior appointment to an unexpired term. After a one-year interval, a
former member who had served two terms may be reappointed. (TMC
2.36.030.b.3)
Section 4. Library Board members shall receive no compensation. (TMC
2.36.030.b.4)
Article III. Officers (TMC 2.36.030.b.4.d)
Section 1. The officers shall be a chairman and a chairman pro tem.
Section 2. The chairman and chairman pro tem shall be elected at the annual
meeting in July.
Section 3. Officers shall serve a term of one year commencing at the annual
meeting at which they are elected and ending upon election of their successors.
Section 4. The chairman shall preside at all Board meetings, appoint all
committees, and generally perform all duties associated with that office.
Section 5. The chairman pro tem, in event of the absence or disability of the
chairman, or a vacancy in that office, shall assume and perform the duties and
functions of the chairman.
Section 6. In the absence of the chairman and chairman pro tem from a Board
meeting, the members shall select a temporary chairman for the meeting.
Section 7. The Library Director, or his/her authorized designee, shall serve as
secretary to the Library Board and shall keep accurate records shall be made
available to the City Administrator, City Council and interested public upon
request, shall issue notices of regular and special meetings, shall have custody
of the minutes and other records of the Board, shall notify the appointing body of
any vacancies on the Board and shall generally perform such duties associated
with that position.
Article IV. Meetings (TMC 2.36.030.b.4.c)
Section 1. The Library Board shall meet at least 6 times a year and every
meeting shall be publicized in advance and shall be open to the public. The
date, hour and location shall be set by the Board.
Section 2. The order of business for regular meetings shall include, but not be
limited to, the following items which shall be covered in the sequence shown as
far as circumstances permit:
a. Call to order
b. Approval of minutes
c. Claims
d. Librarian's report
e. Committee reports
f. Communications
g. Unfinished business
h. New business
i. Public presentations
j. Adjournment
Section 3. The annual meeting, which shall be for the purpose of the election
of officers and the adoption of an annual report, shall be held in conjunction with
the regular July meeting. (TMC 2.36.040.4)
Section 4. Special meetings may be called by the chairman, or secretary to
the Board, or at the request of two members, provided that notice be given to all
members and the public at least 24 hours in advance of the special meeting.
Section 5. A quorum for the transaction of business shall consist of four
members of the Board present in person.
Section 6. Proceedings of all meetings shall be governed by Robert's Rules of
Order.
Article V. Committees
Section 1. The chairman shall appoint special committees of one or more
members for such specific purposes as the functions of the Board may require
from time to time. The committee shall be discharged upon completion of the
r
purpose for which it was appointed and after the final report is made to the
Board.
Section 2. All committees shall make a . progress report at each Board
meeting.
Section 3. No committee shall have other than advisory powers unless, by
suitable action of the Board, it is granted specific power to act.
Article VI. Library Director and Staff
The Library Director, hired by a committee appointed by the City Administrator,
shall be the executive and administrative officer of the Library Department of the
City of Tigard, and shall represent the Library at Executive Staff meetings. The
Library Director shall carry out policies adopted by the Board and approved by
the City Administrator and City Council, shall be held responsible for employment
and direction of staff, for the care and maintenance of the building and
equipment, for the quality of the Library's service to the public, and for the
operation of the Library under the financial conditions set forth in the annual
budget. The Library Director shall attend all Library Board meetings and shall
present a Librarian's report at each regular meeting.
Article VII. Library Board Responsibilities (TMC 2.36.040)
The Library Board shall have the following responsibilities:
1. To advise the City Administrator and City Council of findings and concerns
relating to the management, control and operation of City Library facilities;
2. To formulate for recommendation to the City Council, rules, regulations and
policies as deemed desirable for the governance, maintenance of order, safety,
operation and utilization of library facilities and to monitor the application of all
adopted rules, regulations and policies;
3. To monitor the operation of the Library for the purpose of identifying any
deficiencies in the level of service being provided to the public and to recommend
to the City Administrator and City Council appropriate remedial actions where
deficiencies are found to exist;
4. To make recommendations to the budget officer regarding financial needs of the
library during the preparation of the annual budget;
5. To encourage and support active volunteerism in support of the use and
improvement of the Library facilities;
6. To ascertain the Library needs of the community and to present to the City
Council evaluations and recommendations regarding needs and desires as
expressed by library patrons;
7. To perform such other duties and to provide such other advice as the Council
may request from time to time in furtherance of the goal of providing the best
Library service to the public as is possible. under the constraints of available
revenue, space, manpower and other public resources.
Article VIII. Amendments
The bylaws may be amended at any meeting of the Board with a quorum,
present, by unanimous vote of the members present, provided the amendment
was stated in the call for a meeting.
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