11/16/2000 - Packet AGENDA
TIGARD LIBRARY BOAk,-j
THURSDAY, NOVEMBER 16, 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 KAS SON SMITH
3. Approve Minutes of October 12, 2000. Braun
4. Agenda Additions and Deletions. Braun
5. Call to the Public. Braun
6. Monthly Report for October 2000. Barnes
7. Friends of the Library Report. Burgess
8. CLAB/LDB Report. Barnes
9. Library Foundation Report. All
W. Polaris Report. Barnes
11. Library Construction Committee. Chapman
12. Vision Task Force. Braun
13. Long-Range Plan. Barnes
14. Review Bylaws. Beck
15. Board Communications. All
(Reports from Board members on community and citizen activities)
16. Other Business.
17. 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.
�� .��r.z—� •.,... p i �h,
�-. 5 ,iw, tf
Agenda items for future meetings '
��
,fit
<F 3
�j r d• .,rr{� { F„ 1 aj+�,
�tfi Vii , • 'i'i w _ r ,,- 5 t �' 1e E. -jY a ,a' :� }� 3 - 'd
I'"• r -�1•v.4 ,.� _ :h' Po.
TIGARD LIBRARY BOARD
MINUTES
October 12, 2000
Call to Order: 7:03 p.m., by Chair, Anne Braun.
Roll Call: Larry Beck, Anne Braun, David Chapman, Marvin Diamond, Nancy Irwin,
Sue Kasson and Jane Smith. Staff: Linda Parker (Circulation Manager) and
Connie Martin.
The Board introduced themselves to new Circulation Manager Linda Parker.
Minutes: It was moved by Chapman, and seconded by Beck to approve the minutes of
September 14, 2000. Motion passed unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Reports: September Monthly Report: Parker asked if there were questions
pertaining to the report. Questions, comments and clarification was asked
of software training for staff, the Long-Range Plan, Tech. Services turn-
around' time in getting materials to the public, the holds and routing
process and collection agency fines received per month. Parker indicated
that patron fines and/or materials not collected that are turned over to a
collection agency had been:put on hold for the last two years due in part to
Polaris, but has now slowly been re-activated.
Friends of the Library Report: No report was given this month.
CLAB/LDB Report: The Director of the Beaverton Public Library is retiring
as of December 2000. The Committee discussed details of the WCCLS
25th anniversary celebration. The Public Information Campaign is set to
begin January 2001.
At the CLAB meeting, Barbara O'Neill of WCCLS provided information on
second-level training of sending and receiving loans.
Library Foundation Report:
Director Barnes and Board member Chapman met with two groups of individuals
regarding interest 'in setting up a library foundation. Discussed was the idea of
promoting the library in a bond measure noting that the construction of a new library
would help awareness of a bond measure, and locating influential people interested in
supporting the library and the foundation. There was also discussion about providing an
informative worksheet about the library, a new building and the foundation. The role of
the Foundation would consist of creating exposure for the library, participating in the
library construction project and creating an endowment for long-term savings.
Polaris Report:
Release 1.5 is due out in November. Library staff are actively involved in testing the
beta release. Gaylord Information Systems is involving WCCLS staff and other library
staff in training on the OPAC and Circulation computers.
Library Construction Committee:
BML has completed its Needs Analysis report and will be presenting it to City Council.
BML Architects has been directed by City Council to locate 10-12 three-to-five acre
sites. BML and Cynthia Ripley met with library staff to gather programming information.
A report may be out by the November Board meeting.
Long-Range Plan:
Board members commented on the draft Long-Range Plan report indicating that it was
well written and that they were impressed with the document. Parker reported that once
the report is finished, library staff will play a significant role in carrying out the activities
of the goals and objectives.
Tigard Beyond Tomorrow Vision Task Force:
Braun is representing the Library Board_ in the City's Tigard Beyond Tomorrow Vision
Task Force. The goal of the Task Force is to feed the dreams of the community back to
City officials in order to review programs and services offered by the City. In the goals,
the library falls under the category of Urban and Public Services. The Task Force met
in the Spring to review the original document from a few years ago. The Task Force
noted ideas of missed issues and goal adjustments to be: 1) Branch libraries for
electronic resources only, 2) Define basic versus enhanced services, in electronic
media, 3) Adequate facilities - site carefully! (West/North). Review library location in
light of population concentration, 4) Get more creative on library funding in balance with
"free library," 5) Funding allocation issues with electronic media and current WCCLS
allocation method and 6) Hours of services. Braun noted that these goal adjustments
are ideas and will be reviewed carefully. If the Board has any ideas or comments on
these goals or want to add additional goals, please e-mail or call her.
Board Communications:
Chapman mentioned that he had heard good things about Tigard Library's reference
desk staff.
a
• Irwin encountered the morning of a recent Toddler Time sign-up session and
reflected on the times she used to wait in line to sign-up for Toddler Time. She
reiterated that the need is definitely there.'
Other Business:
Beck mentioned that he will be meeting with library staff to go over bylaw changes for
the November meeting. Once a draft is available, it will be sent to Board members.
Adjournment: It was moved by Irwin, and seconded by Diamond to adjourn the meeting
at 8:08 p.m. Motion passed unanimously.
Bylaws 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 II. 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
incorporated 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 chair and a chair pro tem.
Section 2. The chair and chair 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 chair shall preside at all Board meetings, appoint all
committees, and generally perform all duties associated with that office.
Section 5. The chair pro tem, in event of the absence or disability of the chair,
or a vacancy in that office, shall assume and perform the duties and functions of
the chair.
Section 6. . In the absence of the chair and chair pro tem from a Board
meeting, the members shall select a temporary chair 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 that will be made
available to the City Manager, City Council and interested public. Upon request,
the secretary 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 six 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:
1. Call to Order
2. Roll Call
3. Approval of Minutes
4. Agenda Additions and Deletions
5. Call to the Public
6. Monthly Report
7. Friends of the Library Report
8. CLAB/LDB Report
List any other reports/agenda items (consecutive numbering)
Board Communications
Other Business
Adjournment
Section 3. The annual meeting, which shall be for the purpose of the election
of officers, shall be held in conjunction with the regular July meeting. (TMC
2.36.040.4)
Section 4. Special meetings may be called by the chair, 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 chair 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
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 Manager, 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 Manager 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 Manager 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 Manager and City Council appropriate remedial actions where
deficiencies are found to exist;
4. To encourage and support active volunteerism in support of the use and
improvement of the Library facilities;
5. 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;
6. To perform such other duties and to provide such other advice as the City
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.
Revised by the Tigard Library Board 11/16/00
*xxxxxx - delete
xxxxxxx - replace/add
DRAFT
By-L-1,aws 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 II. 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
incorporated 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 chairs and a chairaap pro tem.
Section 2. The chairs and chairs 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 chairp4ap shall preside at all Board meetings, appoint all
committees, and generally perform all duties associated with that office.
Section 5. The chair► pro tem, in event of the absence or disability of the
chair, or a vacancy in that office, shall assume and perform the duties and
functions of the chair.
Section 6. In the absence of the chairs and chairgag pro tem from a Board
meeting, the members shall select a temporary chain 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 that will &#a4 be
made available to the City Admipistpatana ;er, City Council and interested
publics ,Upon request, thyea;;aecrwtary 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 gstx 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-MI Call to order
2? 87011 I I.
3 Approval of minutes
r.-,4
a+rsAg'enda;.AdditionsAhand„`D'el'etio:ns
�.,5° Gall.�toth�e�Paublic
e14sfVPontl ly Repo'°rt
'7 Frierids4
of�;th'e4 Lib'rary.�Report
:CLAB/LDB(Report
listany,oth"er,reports/age,n'da ,ifea(with consecutive numbering)
kbl-
(add consecutive number)134ardO'ominu,nicatiors
(add consecutive number)O„tf1,e -Bu"si"n'esa
(add consecutive number)Adjournment
Section 3. The annual meeting, which shall be for the purpose of the election
of officers , shall be held in conjunction with
the regular July meeting. (TMC 2.36.040.4)
Section 4. Special meetings may be called by the chair, 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 chairs 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
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
.tQFManager 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 Manager 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 Mand 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 Manager and City Council appropriate remedial actions
where deficiencies are found to exist;
4-4': To encourage and support active volunteerism in support of the use and
improvement of the Library facilities;
5. 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;
6. 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.
oo
r
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Services,
DATE: November 9, 2000
SUBJECT: Library Monthly Report, October 2000
Personnel: Within the Technical Services Division, the two part-time Library Assistant
positions-have been filled. Connie Levesque had been working in Technical Services
on a temporary basis and Stephanie Winter moved from Circulation Services to
Technical Services.
Interviews for the night/weekend Supervisor position in Circulation were conducted this
month. As a result of these interviews, Sandra Thorne was offered and accepted the
position. She will begin her new schedule on November 5. We have posted for the
vacant Library Assistant position in Circulation. We received 34 applications for this
position. Interviews will be conducted in November.
Wayne Grimm started on October 24. He is the new Young Adult Librarian. Wayne
has been busy meeting both the staff and the public and spending time at the
Reference Desk. We are all really pleased to have him on staff.
Amy Emery gave birth to a baby boy, Adrian Cole Douglas on November 1. She will be
out for a number of weeks. Amy had managed to train the different staff members who
will be doing her job duties while she is out. Kathy Vincent had medical leave the week
of October 30. We expect her to return to work the week of November 6.
Polaris: Beta testing for release 1.5 continued through this month. The
implementation for this release is now scheduled to take place in November before
Thanksgiving. Staff members from all the departments have participated in the testing
and training for this release. With release 1.5 we will see a major change in how the
OPAC displays to the public. The new search screens for the OPAC appear less
cluttered and more user friendly. Many of the library staff attended training about the
OPAC's and we are developing a plan now to make the public aware of these changes.
Electronic notification for reserve material and remote electronic renewal are planned
for future releases.
s
Construction Committee/BML Architects: Many of the staff had the opportunity to
participate in the Programming Meetings at the beginning of October. These meetings
gave staff the opportunity to meet with the architects and the consultant to discuss the
programming needs for the new library. We are waiting for the draft report from the
consultant about the programming needs for the new library. The Architects have
begun a preliminary investigation of possible sites for the new library. Rich Brooks from
BML will be presenting the preliminary site matrix at the November 9 meeting. There
was a wonderful response by citizens to participate in the Construction Committee.
Interviews of the candidates were conducted this month and six additional people are to
be appointed to the committee on November 14.
Long-Range Plan: The Administrative staff has been working on developing the
statistical graphs for the long-range plan. These graphs will be presented at the final
meeting of the Committee on November 13. 1 have spoken with a couple of Library
Board Members who had positive comments about the plan. We are still planning to
publish the final report in December. The next step is to begin implementing the plan.
As a follow up to the original plan we will have an annual review an updating of it.
Training: Many of the Library staff attended the annual Library Conference sponsored
by Clackamas County - LINCC. The staff found this conference to be informative.
Staff continues to use the on-line computer classes and they have reported that the
content very helpful. Kate Miller will give some in-house training to the Library Staff on
the Reader's Advisory software "Novelist." Kate attended training on this software last
month. We also will be reviewing our fire drill/evacuation of the building procedures this
next month.
Tigard Vision Task Force: In my absence, Linda Parker represented the Library at
the meetings of the Task Force this month. The Action Committee for Urban and Public
Services will be meeting on November 27, 2000.
Fall Adult Reading Program: The adult reading program will conclude on
November 5. The Gala event is scheduled for Friday, November 17. Public
participation has been very positive. The Friends of the Library are funding the catering
for this event. The Women's Group affiliated with River West Church in Lake Oswego
is doing the catering.
ChildrenNouth Programs: The special Halloween storytime held on. October 26 was
really popular. Harry Potter continues to have a following. About 40 people attended
the Harry Potter Jeopardy the Library sponsored this month. Toddler time, Craft time
and Story time were all very popular this month. Total attendance at these programs
was 780 people.
Reference Desk: October statistics show that the Reference staff conducted a total of
2,669 interactions with the public, which included 2,094 reference questions, 235
directional/informational, questions and 340 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 October or the first part of
November for my review.
Space Committee: The first phase to better utilize our limited office space was
accomplished this month. This phase involved a three-way switch. Moving several
staff members to areas better suited for their work. Linda Parker is coordinating the
next phase of the reorganization. This phase will involve shifting a number of staff
between offices.
Electronic Resources/Troubleshooting: We had a brief meeting of the
troubleshooters and contact people to review when and how to communicate with
Network Services. This team of people continues to resolve some of our electronic
resource problems and we have noticed a decrease in the frequency of "Out of Order"
signs on public equipment. We continue to improve the way in which information is
communicated to each other and to Network Services.
Technical Services: The new Library Assistants are learning the different ways
materials are processed. With the Library Assistants and volunteers focusing on the
processing of items the cataloging staff will have more time to devote to the cataloging
of items. There continues to be a backlog with the cataloging and some of the backlog
is directly connected to the slow response time of Polaris. Sandy Birkner did an
analyzes this month of the average number of days to catalog an item. The items were
divided into three categories: non-fiction, videos and books-on-tape, and fiction. For
fiction the average is 17.9 days, while audio-visual was 46.6 days and non-fiction was
65.7 days. The average for all materials together was 40.9, still a ways from our goal of
30 days but this is an improvement in time when compared to prior months.
In acquisitions, Amy reviewed with Sandy and Dianne how to place' orders using
Ingram's Ipage. Connie Martin will be processing invoices while Amy is on maternity
leave.
Library Board: The Library Board will be reviewing the By-Laws at the November
Board meeting. Several of the Board members met in October to strategize about the
forming of a Library Foundation. This work will continue in November.
Volunteers: The 17 volunteers who participated in Make a Difference Day seemed to
enjoy themselves. While at the Library they accomplished shelf reading, searching for
lost books (about 16 were found), four cut and paste projects for Children's Services,
and the never-ending dusting assignment. The Homework Center is well underway.
We have eight tutors and one substitute to work with the students. Five volunteers
helped at the special Halloween program at Town Hall. One reported back that it was,
so much fun that she wants to do more programs. Trish hosted the WCCLS Volunteer
Coordinators at Tigard on October 17. We have a volunteer who has begun indexing
the White and Yellow page phone books. This index will be a useful resource for the
reference librarians. We are looking to continue to expand our computer classes
offered by volunteers for our patrons.
Volunteer Type Number Hours
Regular Volunteers 68 661.50
Youth Services 21 122.50
Local History 2 14.50
Adopt-a-Shelf 7 19.50
Library Board 7 7.00
Community Service 0 0.00
Friendly Visitors 6 24.00
Library Expansion 0 0.00
Homework Center 8 47.50
Make a. Difference Day 17 51..00
Total 136 947.50 = 5.5 FTE
WORK INDICATORS OCTOBER 2000 OCTOBER 1999 OCTOBER 1998
Circulation
Total (from WCCLS) 46,453 N/A
Adult Materials
Juvenile Materials
Total 46,453 N/A
Days of Service 28.5 28.5 29
Average Daily Circulation 1,630
Hours of Service 287 279 287
Materials
Circulated per Hour 167
Increase in Circulation %
Materials
Added 1,420 1,034 232
Withdrawn 789 227 15
Borrowers Registered
Adult Programs 105 53 126
(Number of sessions) (12) . (15) (16)
Story Time 194 167 223
(Number of Sessions) (8) (7) (15)
Toddler Time 176 146 168
(Number of Sessions) (9) (8) (8)
Special Programs 562 555 578
(Number of Sessions) (16) (19) (18)
Children's Computer 115 84 43
Word Processors 313 267 48
Internet Users 3,142 1,799 1,574
Visitors
(Gate count divided by 2) 20,689 20,261 21,796
Increase in Visitors 0.2% -0.7% -0.3%
Fines/Fees Collected $3,735.10 $1,731.66 $303.18
Gifts Received $ 30.00 $ 0.00 $ 0.00
No statistical report from WCCLS was generated.
i 4
xxxx - delete
xxxxxxx - replace/add
D RAFT
By+.1aws 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 II. 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
incorporated 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 chair;:Aap and a chair;:Rap pro tem.
Section 2. The chairaap and chairmap 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 chairs 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
chair, or a vacancy in that office, shall assume and perform the duties and
functions of the chairman.
F
Section 6. In the absence of the chair► and chairs pro tem from a Board
meeting, the members shall select a temporary chairs 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 that-_(If &ha4 be
made available to the City M_anag_, City Council and interested
public_ Uapon request, the'secretary 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 6six 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=1 Call to order
2 Roll,:'OMI
b_3.' Approval of minutes
s-4_ GlaimsAgenda'YAdd'itions'='a idS0-etions
c�. �� . rall;aothe.:Pu_bl „
a-6 M;onthl'°Y'Re ort
#-7:' Friend"s oftt'eLib'�aryRepoif
CLryAB%LDB Report
list=;any°;other r,:.e"od /ageR6,items(with consecutive numbering)
i�
(add consecutive number),-O yC,ommuni,catiorns
(add consecutive number)'Other.:Business
(add consecutive number)Adjournment
Section 3. The annual meeting, which shall be for the purpose of the election
of officers , shall be held in conjunction with
the regular July meeting. (TMC 2.36.040.4)
Section 4. Special meetings may be called by the chairs, 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 chairs 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
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
Ad MOM mr%tpp
Maria `er;, 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 Manager 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 CityIVlanager 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 CityAdmopostr2tMana �er and City Council appropriate remedial actions
where deficiencies are found to exist;
5-=4 To encourage and support active volunteerism in support of the use and
improvement of the Library facilities;
5. 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;
6. To perform such other duties and to provide such other advice as the C
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.
h:\docs\connie\board\By Laws.doc