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12/14/1981 - Packet T1qARDTigard Library Board Meeting LIBRAWTigard Public Library 7:00 PM PUBUCPhone 639-9511 12568 SW Main■Tigard, Or.97223 Agenda for December 14, 1981 I Call to Order and Roll Call II Reports A. Minutes, November 9, 1981, and November 16, 1981 B. Monthly Report, November 1981 C. Civic Center Development Committee D. Downtown Committee E. Field Trips by Library Board F. Tigard Town Hall Meeting, November 23, 1981 III Old Business A. Library Building Criteria Paper B. Statement of Policy Review C. Circulation Policy Review IV New Business A. MACC - Cable TV 6: Bocce �'om�l.F��"/I�-- T�� �c�s�� � f�. /co6h•`�s i T16ARD PUBLILIBRAW1 Tigard Library Board C Phone 639-9511 12568 SW Main•Tigard, Or. 97223 MINUTES November 9, 1981 Call to Order The regular meeting of the Tigard Library Board was called to and Roll Call order on November 9, 1981, 7:05 PM, by Chairman Walter Munhall. Excused: Jean Carlisle. Absent: Dick Bendixsen. Guests: Carol Thomas and Carol Hildebrand. Chairman Munhall delayed reports in deference to guests Carol Hildebrand and Carol Thomas from Lake Oswego Library who had come to make a presentation regarding their experiences in planning for a new building. Hildebrand, Librarian for Lake Oswego, pointed out some basic steps in library planning, emphasing the importance of first deciding on what the library needs to do in the community. Both Hildebrand and Thomas spoke on the importance of correct siting as a preliminary step to drawing the broad outlines on library building criteria. They recounted numerous examples throughout the state of successful and unsuccessful siting and planning. Financing and working with architects was discussed, resulting in the conclusion that professional consultation is important. Saul Zaik, architect, answered questions on working with architects in the planning stage. Before this presentation was completed, the Chairman intervened and asked Councilman Tom Brian if he wished to address the Board. Councilman Brian explained that he needed to leave and attend City Council, but that he was very interested in the library building program and would be available for help and/or consultation. Following this presentation the Chairman took up the regular agenda. Reports Minutes of the previous meeting were approved as distributed. Librarian reviewed the monthly report for October. Madalyn Utz reported for the Friends of the Library Building Committee which met November 2. They are discussing fund raising and publicity for the new building. The discussion then proceeded to the specific points on the agenda regarding centralized versus decentralized siting. The pros and cons of each were discussed. Positive and negative aspects of the Crow Building and the public works site were discussed. The discussion brought out the Board's feeling for the need to compose a statement of criteria to be pre- sented at the Civic Center Development Committee meeting November 19. It was also expressed that alternate plans for a new library building should be addressed if the Civic Center complex bond issue were to fail passage. The meeting was recessed at 10:00 PM, to resume at 7:00 PM on November 16. a Tigard Library Board - Minutes - page 2 MINUTES November 161 1981 Call to Order The regular meeting of the Tigard Library Board was reconvened and Roll Call by Chairman Walt Munhall on November 16, 1981, at 7:00 PM. Excused: Dick Bendixsen and Theresa Zagone. Chairman Munhall reopened the discussion on library building criteria by reiterating the Board's decision to prepare a statement for presentation at the November 19 meeting of the Civic Center Development Committee and calling for comments from Board members. James Sidey and Madalyn Utz presented areas of concern which they wanted addressed. Chairman Munhall added points which were his particular concerns. The ensuing discussion focused on these areas. Motion: Vince Matarrese moved that the Board adopt this working paper, to be finalized by Sidey, and send it as a memorandum to the Civic Center Development Committee with copies to the Mayor, City Council, City Administrator, and the Downtown Development Committee. Motion was seconded and passed unanimously. (Copy of memorandum attached. ) Old Business: Statement of Chairman Munhall decided to postpone Statement of Policy review Policy Review until December meeting. Circulation Policy will also be reviewed at that same meeting. Lease Renewal Librarian reported that new lease on present site is being drawn up by the City Attorney to extend lease for one (1) year (to June 30, 1983) with one-year option to renew to June 30, 1984. It is hoped that lease will be signed by December 31, at which time application will be made to seek tax exemption for Mr. Sorg, landlord. Field Trips Chairman Munhall asked that members consider trips to look at libraries in Hillsboro, Forest Grove, Woodburn and Mt. Angel. Tentative dates are December 5 and 12. Meeting adjourned 8:25 PM. Respectfully submitted, Irene Ertell City Librarian Approved: Approved as corrected: TlqARD LIBRARY PUBLICPhone 639-9511 12568 SW Main•Tigard, Or. 97223 MEMORANDUM November 18, 1981 TO: Civic Center Development Committee FROM: Tigard Library Board SUBJECT: Library Building Criteria After careful consideration and discussion, and following consultation with representatives of other library districts, the Tigard Library Board respectfully submits the following criteria for a new library for the City of Tigard: 1. Siting a. The library should be located in order to reflect that most library activities and pursuits are literary, cultural, and esthetic and the environment should foster and encourage these pursuits. b. The building must be efficient and flexible, to meet changes in needs and technology. c. The site should be within an area commonly traversed by patrons and away from noisy locations such as a fire station. 2. Size and configuration a. The library should have at least 12,000 square feet of usable area, preferably on one floor. b. The space should be essentially rectangular and approach a square in proportions. C. Provision should be made for future expansion to a minimum of 20,000 square feet. 3. Access a. Adequate and safe foot passage should be provided. b. Public transportation should be readily available. C. Easy auto entry and exit should be provided along with adequate parking. d. Handicapped persons should be adequately provided for. 4. Liveability a. Adequate heating, air conditioning, and ventilation should be provided. b. All areas should be properly illuminated for their intended uses with some provision for natural light. C. Sanitary, maintenance, rest, and conference space should be separate and adequate. d. Alternate energy systems should be incorporated. 5. Esthetics a. The exterior of the building should be esthetically pleasing. b. The library should look like a "library". C. Landscaping should be attractive and relatively care free. d. Interior decoration and furnishings should be tastefully chosen and arranged. 6. Security a. Adequate fire and access alarms should be provided. b. Emergency access and exit should be considered. C. Passage to employees parking should be exposed and illuminated. d. The book drop should be incorporated in the building so that returns will go into the building. e. Patrons and staff should be visible when approaching and entering or leaving the building. I TKARD LIBRAW PUBLICPhone 639-9511 12568 SW Main•Tigard, Or.97223 MEMORANDUM December 14, 1981 TO: LIBRARY BOARD CITY COUNCIL FROM: CITY LIBRARIAN SUBJECT: Monthly Report, November, 1981. 1. Administration: a. Librarian attended meetings at WCCLS, as a committee member, to discuss a county- wide survey for libraries on November 6 and 10. A general outline of questions was de- cided upon, as well as recommending a 400person personal/telephone interview system. It was also suggested that the survey be part of a larger Washington County survey. The plan was to be sent to the Washington County Cooperative Service (WCCLS) Board. b. The regular Library Board meeting was held on November 9 and November 16. Minutes were mailed November 30. c. November 16, WCCLS Reference Librarian, Fay Powell, conducted a reference up-date workshop at Tigard Public Library for staff members. d. November 17, Librarian attended presentation by Gary Krahmer, United Sewage Agency, at a WCCLS alternative funding committee meeting. This is part of a series to inform WCCLS members about the pros and cons of forming a library taxing district. e. Librarian attended WCCLS professional board meeting on November 19, 1981. Of interest: (1) The report from the library survey committee was adopted and will be forwarded to the Citizens Advisory Board. (2) Herbert Mutschler, Director of King County Library System in Washington, gave a presentation on alternatives in library financing, focusing on King County which is a special taxing district. 2. Personnel: a. Volunteer hours totaled 113.5 for a daily average of 5.4 hours. b. A community service assignee worked 16 hours. 3. Statistics: a. Circulation of all materials 7183. Books 6622 Magazines 303 Adult Books 4888 Audio-Visual 125 Juvenile Books 1734 Other 37 Interlibrary Loan: Requests placed 54 ; requests filled 96. b. User cards issued 141. In-town 65; out-of-town 76. c. Story hours: total 30; average 5. d. Reference/Reader's Advisory 482. e. Materials added 307. f. Materials withdrawn 123. Tigard Public Library - Monthly Report, November 1981 - page 2. i e 3. Statistics: continued g. Money received: Fines $25.50 Lost Books 5.99 Misc. Replacement 7.25 Donations 4.50 Card Fees 0 Total $43.24 4. Youth Services - John Henshell: Children's Book Week was November 16-22. We celebrated with Children's Book Council's "Anytime, Anyplace, Any Book" campaign and a variety of "Let the Book Bug Bite" materials (posters, book marks, a mobile, etc. ). "Book bugs" were given out to all children's groups using the library this month and were extremely popular. As a tie in, our regional per- formance of Androcles & the Lion was held November 17. 215 people came (nearly half from the TPL service area) to see an excellent performance. November was library helper's month in the Children's Room. One person took advantage of the opportunity and received a "Book Bug" button. Two scout groups visited the library this month. Children have especially enjoyed the stories read during them. Nice "thank yous" have been received. Lots of new books were added and pout on display on top of the card catalog. The display really bolstered "J" and "Y" circulation. New books constituted nearly half of "J" and "Y" circulation this month. Paperbacks acquired over the summer have continued to dominate circulation in this category. 5. Friends of the Library: The Friends held their regular meeting on November 12, 1981. Officers were elected for the year 1981-82. Andrea Asbell, president; Elsy Post, programs; Sharon Takahashi, publicity; Jeri Cundiff, treasurer. Theresa Zagone, author of No Nap for Me (children's book) was the speaker. � _ J