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12/09/1985 - Packet TMARDTigard Library Board Meeting LIBRAW Tigard Public Library 7 PM PUBLIC Phone 639-9511 12568 SW Main Tigard, Or. 97223 AGENDA December 9, 1985 Call to Order Roll Call Reports Minutes Monthly Report Friends of the Library WCCLS Contract Automation Access '86 (Reciprocal Borrowing) City Questionnaire Survey Civic Center Update TlqARW�__ � LIBRARY PUBLIC,Phone 639-9511 12568 SW Main-Tigard, Or.9722$ MINUTES TIGARD LIBRARY BOARD November 18, 1985 Call to Order 7:05 PM Roll Call Dick Bendixsen, Sue Carver, Jane Miller, Susan Mueller, Walt Munhall, Peggy Ober. Excused: Dorene Thomas. Guest: Nick Parrish, area representative to WCCLS Citizen Advisory Board (CAB) . Staff: Karrin Hawes, George Anne Miller, Bobby White. Chairman Munhall Nick Parrish welcomed Nick Parrish to the meeting. Parrish expressed his intent to represent Tigard's views to the CAB by attending Board meetings and communicating with Board members. Members expressed their appreciation. Reports Minutes for the October 14, 1985, meeting were approved as written. Monthly Report was reviewed and discussion centered on success of children's programs and increased attendance at story hours. George Anne Miller commented on increased cooperation between the Tigard Public Schools and the Tigard Public Library. Nick Parrish reported on the discussion re- garding the WCCLS governance issue at the last CAB meeting, noting that all options were being examined to include one proposed by CAB Chairman Forrest Soth. This latter plan would expand the CAB and be composed of one elected official from each jurisdiction and use the County as a fiscal agent. (This discussion precluded taking up the topic further into the agenda.) Parrish promised to work closely with the Board. Friends of the Library. Susan Mueller reported that the Friends would be sending letters to all Tigard businesses as an insert in the December Chamber of Commerce newsletter. This will cover 1050 businesses at a cost of $75. Friends of the Library President Ray Coffeen was sending a letter of thanks to all who had responded to the furnishings drive letter sent in the summer by means of a letter to the Tigard Times. This solici- tation letter has been answered by 180 people for approximately $3200. It was announced that a bid for $4200 had been received for the four area carpets. The letter to businesses was further discussed and it was decided that it would be necessary to follow up with personal contacts. Munhall, Bendixsen and Mueller planned to meet and decide on how to handle this aspect. Fred Meyer Trust Librarian reported that information was being gathered and the project was not complete. There was brief discussion concerning designation of hardware and software in the request. Board recommended that all necessary hardware be designated. Service Levels Librarian reported that City Council had decided not to review library's service levels and that they remained as reviewed by the Board at the October meeting. Supplemental Budget Librarian reported that the Budget Committee had approved the supplemental budget (designating expenditure of WCCLS funds) as submitted. This included $20,000 added to the materials budget and $12,000 for a book security system. TIGARD LIBRARY BOARD - MINT" 'S - November 18, 1985 -- page Book Security Sue Carver reported on the book security system presentations System by 3M (electro-magnetic) and Checkpoint (radio frequency) . She discussed pros and cons, expressing a preference for 3M. Librarian reported that the police radio system in the new civic center would necessitate shielding the telephone lines and recommended the 3M system which would not be affected by radio frequencies. By consensus the Board directed the Librarian to purchase the 3M system for the new library. WCCLS Automation Parrish indicated that under the contract being negotiated System with the automation vendor there would be sufficient funds to buy all terminals for the libraries. Local libraries will have to pay for installation costs inside facilities. The issue of each library paying an annual share of operating and maintenance costs and a replacement cost with which to replace the system in seven years drew a good deal of dis- cussion. There was general acceptance of the operating and maintenance costs, but the replacement cost was debated. Some members felt that it was prudent ("good business") to plan for obsolescence whereas others felt that it was politically inappropriate to "save" tax dollars for a project seven years away. Librarian, in answer to questions, pointed out that the system would definitely reach capacity within seven years and that the technology changed rapidly and there was always the chance of not being able to maintain equipment as suppliers phased out older models. The idea of "being taxed for something not to be used for seven years" was repugnant to most members. There was no consensus. Open Door Borrowing Librarian reported that the prospects were very good that beginning Janurary 1, 1986 there would be non-fee access to all public libraries in Multnomah County, Clackamas County, Washington County and the Ft. Vancouver Regional Library in Clark County, Washington. It will be a one year test to see what patterns of usage develope. Samples will be taken in May and November. It is anticipated that no libraries will be unduly taxed, but if a library becomes a net lender fi- nancial support will be sought to continue the agreement. Survey Librarian distributed copies of the recent City-wide survey which pertained to the Library. It will be discussed at the next meeting. Adjouned: 8:35 PM. Respectfully submitted, Irene Ertell Approved: Approved as corrected: