Loading...
11/09/1981 - Packet TMARD LIBRARY Tigard Library Board Meeting PUBLICPhone 639-9511 Tigard Public Library 7:00 PM 12568 SW Main.Tigard, Or. 97223 Agenda for November 9, 1981 I Call to Order and Roll Call II Reports A. Minutes, October 12, 1981 B. Monthly Report, October, 1981 C. Friends of the Library Building Committee To be discussed: 1. Centralized vs. decentralized civic complex 2. Crow site 3. Public Works site 4. Discussion of alternatives to civic complex 5. Combination of commercial/civic complex 6. Purchase of present site III Old Business A. Statement of Policy review B. Lease renewal IV Information Items A. Review circulation policy at December meeting B. WCCLS Funding Alternatives Committee . 3 T16ARD LIBRARY PUBLICPhone 639-9511 12568 SW Main•Tigard, Or. 97223 MEMORANDUM November 10, 1981 TO: CITY COUNCIL FROM: CITY LIBRARIAN SUBJECT: Tigard Library Board meeting The Library Board found it necessary to recess their November 9 meeting until November 16. The enclosed agenda is enclosed for your information -- the circled item "C" is where the discussion will resume. The meeting is at 7:OOPM. If you have questions, please call me at 639-2083. Irene Ertell City Librarian IE:w enc TIORD LIBRARY PUBLIC Phone 639-9511 12568 SW Main.Tigard, Or. 97223 November 2 , 1981 ADDITIONAL INFORMATION FOR THE TIGARD LIBRARY BOARD MEETING ON NOVEMBER *, 1981 : q Carol Hildebrand , Librarian , at Lake Oswego Public Library, will participate in the discussion of building plans , etc . She has said that she will also invite several Lake Oswego Board members to come with her . This should certainly enrich the discussion because Lake Oswego has been planning for a building for quite some time and has run into all kinds of obstacles . �I T16ARD LIBRARY PUBLICPhone 639-9511 12568 SW Main-Tigard, Or. 97223 MINUTES Library Board October 12 , 1981 Call to Order The regular meeting of the Tigard Library Board was and Roll Call : called to order by Chairman Walt Munhall at 7 : 10 PM October 12 , 1981 . All Board members were present . Guests : Sharon Takahashi , Terry N . Tolls , David W. Huges , Betsy Chick, Andrea Asbell , Susan Mueller , Gary L . Fox, Sr . ,_ Marlene Tower , James L . Tower , Martha Bishop , Yvonne Burgess , Donna Hammersly, Clarence Mc Laughlin. Presentation Chairman Munhall presented Betsy Chick , former Board member and chairman, with a silver book mark, a memento from Board members in appreciation of her service . Reports Chairman Munhall announced that he would delay the Friends of Library approval of minutes and the monthly report and proceed Building Committee to the Friends of the Library Building Committee item on the agendaso that discussion could commence regarding the Civic Center Development Committee . Munhall opened the discussion by asking Gary Fox, co-chairman of the Civic Center Development Committee , to up-date everyone on the Committee ' s activities and current status . Fox gave a brief summation, reporting that the Committee , at its last meeting, had decided on a centralized facility for the Library, police and City Hall and were con- sidering four sites : A-Boy Weston Main-st . ) , Crow building (at Ash & Burnham) , City public works site (Ash & Burnham) and Air-King (at Burnham and Hall) . The Committee had also decided to hire an architect for $6 ,000 to do preliminary schematics and cost estimates for the four sites . Ensuing discussion covered the following: 1 . Conflict between newspaper reports and what Civic Center Committee members recall from meetings . 2 . Non-voting members of the Committee having ex- cessive input during discussions . 3 . No quorum required , nor checking that only Comm- ittee members vote . 4 . Haste in making decisions . 5 . Distraction and confusion over what is happening . 6 . Frustration at lack of in-put from City Depart- ment Heads . 7 . Conflicting information regarding availability of Crow space now occupied by Tektronics . 8 . Danger of being "rubber stamp" committee for City Hall . 9 . Uncomfrotable with time table calling for a recommendation to City Council in December . 10 . Hasty decision to spend $6 ,000 and speedy de- cision on just four sites . Tigard Library Board - Minutes - page 2 11 . A-Boy West does not want to sell - news stories of possible condemnation is potential bad public relations for Library. 12 . Concern that other sites are available , but in- vestigation has been thwarted . 13 . Centralization vs decentralization has not been fully discussed by Committee members - Board Chairman quoted from Myller , Building Small Libraries , advising against placing a library in a civic center . 14 . Feeling that to report in "3 weeks" might mean missing out on something . 15 . Board Chairman requested that meetings of Civic Center Committee be structured along the following : a. Have a roll call to establish quorum. b . Have informal seating to encourage free exchange . C . Less running of the meeting by City Hall . d . Establish study sub-committee with wide comm- unity participation. Gary Fox agreed that the meeting should be run in a more structured manner . He re-read the goals as outlined by the City Council . He promised that agendas would be followed and invited the Board to attend the next meeting . Minutes The minutes of September 14 , 1981 were approved as circulated . Monthly Report Librarian reviewed monthly report for September , commenting particularly on increase in circulation for first quarter of 1981-82 FY of almost 9% . WCCLS Funding Librarian reported that she is a member of the newly Committee formed Washington County Cooperative Library Services (WCCLS) Funding Alternatives Committee . This group will be exploring means to establish stable funding for all libraries in the County. Old Business Cable TV Librarian corrected information previously given, i .e . , that Storer Metro had been awarded franchise by the Metro- politan Area Cable Committee . Instead the contract is still being negotiated and also Liberty is challen- ging the deicsion . It was also reported that Storer was offering to place PLATO terminals in 5 county libraries for 3 years at no cost to libraries . It would be programmed with educational game materials . Board consensus was that Tigard does not have space nor staff to take advantage of the offer . New Business Statement of Policy Chairman postponed this item until November meeting . Review In response to a request from the City Administrator and City Council that the Library Board meetings be Board Meeting Time changed to the first Monday of each month to allow members of both groups to attend both meetings , the Board by consensus , decided : 1 . Because several members were not able to change to the first Monday, Library Board meetings will continug to be held on the second Monday . 2 . Librarian will publish agenda at least two weeks ahead of the meeting and send copies to Board members , City Administrator and City Council . If City Admin- istrator or members of City Council wish to attend .Tigard Library Board - Minutes - page 3 a Board meeting , it will be requested that the Librarian or Board Chairman be notified at least one week in advance so that the time may be set for- ward , i .e . , to 6 :30 or 6 :00 Pm, to enable them to attend prior to City Council meetings . If it is necessary for Librarian and/or Board members to attend City Council meetings similar adjustments will also be made . Use of Per Capita Board endorsed by consensus Librarian ' s proposal to spend State Aid the per capita state aid for a listening center and additional records and cassettes . Extension of Lease Chairman Munhall reported that he , Librarian, City Ad- ministrator , Councilman Scheckla and Mr . Sorg , landlord, met and discussed : 1 . Extending the lease to June 30 , 1983 with an option for a year 's renewal . 2 . Renovation and renting an additional area at the rear of present site . No decisions were reached . Mr . Sorg seemed amenable to the lease extension and will explore possibility of present renter vacating.,that rear area-.. . It was suggested that tax relief might be applied to the space occupied by the Library. New Representative Madalyn Utz requested that another Board member replace for Downtown her on the Downtown Revitalization Committee . Dick Committee Bendixsen offered to serve after he is able to curtail some business activities that take him out of town frequently. It was agreed that Madalyn and Dick will share the position until Dick is able to serve full-time . Information Items Librarian announced thatshe will present an expanded Annual Report to annual report to City Council at the October 19 study City Council session. Board members were invited to attend . Librarian gave Board members a draft copy that reflects Circulation Policy circulation policies that have been adopted at various Review times and which reflect current practice . Board will review at December meeting. Library Anniversary Librarian announced that the Library will be 10 years old as a City department in March 1982 . Staff has sug- gested that month-long activities be planned as well as an open house . Ideas and assistance will be soli- cited from the Board and Friends of the Library. Meeting adjourned at 9 :40 PM. Respectfully submitted , } Irene Ertell City Librarian , T16ARD LIBRARY PUBLICPhone 639-9511 12568 SW Main*Tigard, Or. 97223 MEMORANDUM November 9, 1981 TO: LIBRARY BOARD CITY COUNCIL FROM: CITY LIBRARIAN SUBJECT: Monthly Report, October 1981 1. Administration: a. On October 1, the Librarian, the City Administrator, Councilman Kenneth Scheckla and Mr. Otto Sorg, Library landlord, met at the Library to discuss extending the present lease. Also discussed was the possibility of renting some storage space to the rear of the present location. Mr. Sorg indicated that he would have to check with the present renter. He also indicated that renewal of the present lease would be no problem. City Administrator promised to investigate extending tax relief on the area occupied as part of a new agreement. Since that meeting it has been determined that a new lease must be executed and then application can be made to the county for tax relief. The writing of a new lease has been referred to the City Attorney and application for tax relief will be made after the newlease is negotiated. b. October 2, Librarian attended Washington County Cooperative Library Service (WCCLS) goal-setting workshop. The session was led by Marcia Lowell, Oregon State Library, and Larry Sprecher,recher, g Mana ement Consultant. Priority setting followed the discussion of various hr areas of concern were: 1 County-wide automated problems and concerns. The top three ( ) Y circulation; (2) Alternate funding; (3) Collection development. Committees were formed to study means for achieving a county-wide automated circulation system and to study alter- nate means of funding libraries. Tigard Librarian chairs committee on alternate funding. The first meeting of that committee was held on October 8. Members of the committee identi- fied various funding alternatives and decided to explore special tax districts first. On October 22, two representatives from Washington County Fire District #1 met with the com- mittee to explain how special tax districts for fire protection are administered and dis- cuss pros and cons. c. The Library Board held its regular meeting on October 12. Minutes were mailed on November 2. d. October 19, Librarian made a special report to City Council on the growth and development of Library services over the past five years. Donna Selle, WCCLS coordinator, reported on county-wide plans for cable TV, automated circulation and alternate funding. 2. Personnel: a. Volunteer hours totaled 135 for a daily average of 5 hours. b. Two Tigard High School CE-2 students did job explorations. C. A community-service assignee worked 16 hours. 3. Statistics: a. Circulation of all materials 8802. Books 8205 Magazines 337 Adult Books 6217 Audio-Visual 139 Juvenile Books 1988 Other 25 Interlibrary Loan: requests placed 123; requests filled 96. Tigard Library Board - Monthly Report, October ]981 - page 2 't 3. Statistics: (continued) b. User cards issued 225. In-town 104; out-of-town 121. C. Story-hour attendance: total 67; average 9.5. d. Reference/Reader's Advisory 650. e. Materials added 456. f. Materials withdrawn 209. g. Money received: Fines $36.65 Lost Books 58.90 Mis. Replacement 10.45 Donations 9.58 4. Children's Services - John Henshell: A Brownie troop of first graders came in for a special Halloween program (10-13), and provided a pumpkin and decorations they made for the library. Halloween books were put on display 2' weeks before Halloween, and all circulated quickly. Halloween parties were in- corporated into the regular pre-school story times October 28 and 29. Some of the children came in costumes. We averaged nearly ten children per story time in October (after suspending story time in September), I We had a Halloween party for children aged 8-12 on October 31. They were treated to true, scary, and funny stories, and a plethora of teeth ruining treats. We played games and awarded prizes for best, wierdest, funniest, most original, and scariest costumes. National Popcorn Week (the last week in October) was celebrated in the children's room. Plans for Androcles & the Lion were finalized with TPL having the responsibility of designing the poster and tickets for our regional group. The play will be on Tuesday, November 17, at 7:30 PM in the Tigard High School cafetorium. WCCLS Children's Section met in Tigard this month. We agreed to send people to an OLA Intellectual Freedom workshop, and to a children's books/storytelling workshop presented by Dr. Caroline Feller Bauer. Each library will be responsible for preparing a storytelling packet. Tigard will do "hippopotami." We viewed Pat Feehan's slide/tape presentation of the Young Reader's Choice awards. Tigard Children's Librarian attended the OLA Intellectual Freedom workshop in Salem on October 23. Magazines and shelving have been ordered for the children's department. Among the titles we are adding are American Horseman, Boy's Life, Dynamite, Jack & Jill Magazine, Teen, and Children's Express. A young lady earned the dragon's head and tail (made for the Tigard Town & Country Day's parade) by donating several hours of service to the children's department. She reorganized the YA paperback and hard-cover books, and returned with a friend to do more work.