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01/12/2012 - Minutes TIGARD PUBLIC LIBRARY BOARD MINUTES Thursday, January 12, 2012 Call to Order: 7:00 p.m. Roll Call Present at the meeting: Board members David Burke, Laura Cadiz, Scott Hancock, Cecilia Nguyen, Dan Snyder and John Storhm; Alternates Stephanie Carter and Katie Harris; Library Director Margaret Barnes and Executive Assistant Alison Grimes. Linda Monahan was excused. Minutes The December 8, 2011 Board meeting minutes were reviewed and approved as read with no corrections. Motion — Hancock Second — Snyder Burke — Aye Cadiz —Aye Hancock —Aye Monahan - Excused Nguyen - Abstain Snyder— Aye Storhm — Abstain Agenda Additions and Deletions Add George Burgess resolution to Other Business. Call to the Public LeGrand Olsen, Adult Services Senior Library Assistant, was introduced to the Board. Olsen has worked part-time at the Reference Desk for about seven months. He answers reference and Readers' Advisory questions and resolves a myriad of technology issues regarding e-readers and other devices from patrons. A transplant from the Salt Lake City area, Olsen enjoys living in Oregon. Library Operations The Board reviewed the monthly statistics and discussed the increase in Library2Go use. Barnes said that the Mitten Tree was a success this year; the Aaron Meyer concert drew a large crowd and even the Rose Bowl game was well attended, considering it was a last-minute/short-notice event. The annual Food for Fines campaign begins next week. Annual Patron Survey Scheduled to run from Sunday, February 5 through Saturday, February 18, the survey will be not only in-house, but also found in Cityscape, Facebook, the Library's website TIGARD PUBLIC LIBRARY BOARD MINUTES Thursday, January 12, 2012 and a link will be on each public computer at the Library. Barnes noted that Trish Stormont, the Library's Volunteer Coordinator, will contact Board members to see if anyone is interested in helping at the in-house survey table. Library Policies Review Confidentiality of Library Records The Board requested the section title "History" be changed to "Background" and approved the policy with changes. Motion — Storhm Second — Burke Burke — Aye Cadiz —Aye Hancock — Aye Monahan - Excused Nguyen - Aye Snyder— Aye Storhm — Aye Petitions/Signature Gathering Although not a true policy, but an operational issue, the Board reviewed and suggested the last sentence: Such persons may use a clipboard only for signature gathering, be deleted and to change the word soliciting to solicitation in the first line under "Policy". It was then approved with changes. Motion — Snyder Second — Storhm Burke — Aye Cadiz —Aye Hancock —Aye Monahan - Excused Nguyen - Aye Snyder— Aye Storhm — Aye This ends the review of policies until May 2013. Library Budget Barnes informed the Board that budget preparation is complete and the Library's 2012- 2013 proposed budget will remain the same as the current one. Any vacant staff positions may be left vacant until the new fiscal year. The City's revenue is growing at a rate of about 2% while expenditures are at about 4%. An Executive Staff retreat is planned for Friday, February 3, where the City Manager and Directors will review the budget and make adjustments. For the Library, personnel and indirect costs are the largest portion of the budget. Collection Development is next. Our goal is to continue to provide quality service; however some programs or services may need to be eliminated. In an email to all City employees from the new City Manager, Marty Wine, she asked TIGARD PUBLIC LIBRARY BOARD MINUTES Thursday, January 12, 2012 that we "do the absolute best with what we have." Previous Library surveys show that hours, books/materials and services for children are the top three priorities for patrons. Barnes also noted that the annual Board meeting with City Council is scheduled for Tuesday, April 17. The Board discussed the importance of volunteers, who save the City about $250,000, and reading programs for children. They will brainstorm other ideas at the February meeting. Finally, Barnes handed out copies of City Council's Goals for 2012. Other Business George Burgess Memorial — the Board reviewed a draft resolution that Monahan created regarding the renaming of the Library's Community Room to the "George and Yvonne Burgess Community Room". Barnes noted that the Library's Communications Coordinator Paula Walker had suggested a few changes to the text to standardize the wording. If there were any other suggested changes, Board members were asked to forward them to Grimes as soon as possible. The Library Board then unanimously passed the resolution, pending changes. Motion — Nguyen Second — Hancock Burke — Aye Cadiz —Aye Hancock —Aye Monahan - Excused Nguyen - Aye Snyder— Aye Storhm — Aye Adjournment: There being no further business, the meeting adjourned at 8:20 p.m. The next Library Board meeting is scheduled for Thursday, February 9, 2012 at 7:00 p.m. in the Conference Room at the Tigard Public Library, 13500 SW Hall Blvd.