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03/08/1982 - Packet i T16AR • Tigard Library Board Meeting DLIBRAW Tigard Public Library 7 PM RiBLICPhone 639-9511 12568 SW Main•Tigard, Or. 97223 Agenda for March 8, 1982 I Call to Order and Roll Call II Reports A. Minutes, February 8, 1982 B. Civic Center Development Committee C. Downtown Committee D. Monthly Report, February 1982 III Old Business A. Executive Session under URS 192.660 (2) (A) to discuss Library Lease B. Survey Questions IV New Business A. Budget 1982-83 B. Board Vacancies PLEASE NOTE -- Item III A has been revised t 10 f T16ARD LIBRAWfTigard Library Board Meeting PUBLICPhone 639-9511 Tigard Public Library 7 PM 12568 SW Main•Tigard, Or. 97223 Agenda for March 8, 1982 I Call to Order and Roll Call II Reports A. Minutes, February 8, 1982 B. Civic Center Development Committee C. Downtown Committee D. Monthly Report, February 1982 III Old Business A. Library Space Needs B. Survey Questions IV New Business A. Budget 1982-83 B. Board Vacancies TMARD LIBRAWTIGARD LIBRARY BOARD PUBLICPhone 639-9511 12568 SW Main•Tigard, Or. 97223 MINUTES February 8, 1982 Call to Order The regular meeting of the Tigard Library Board was called to and Roll Call: order by Chairman Walt Munhall, at 7:05 PM. Excused: James Sidey. Reports: Minutes for the January 11, 1982, meeting were approved as distributed. Civic Center: Dennis Brun, architect for phases I and Il of the Civic Center Development program, reviewed the events which have led to the decision to plan the Civic Center on the Crow/Public Works site at Ash and Burnham Streets. He pointed out that his charge from the Civic Center Development Committee was to develop plans for the site with and without Public Works on it. He said that he was not committed to putting everything into the Crow building. Walt Munhall said that he would like to see the library as some- thing special for the community, expressing the library as a place of openness and inquiry. Dick Bendixsen said he wanted to see the library as a prominent place in the community which in- vited usage. Dennis Brun told the Board that he saw this as Tigard's opportunity to make a "jump toward identity." Brun sees the Civic Center as an important part of other things that are happening in downtown Tigard, i.e. , Tri-Met transfer station, urban renewal, and the Main Street shopping center. He also views this as a good opportunity to do something exciting and worthwhile and would never suggest a mediocre project under any circumstances. He stated that his proposal will observe the urban design goals for Tigard. He will have his plans ready for presentation at the February 23 meeting of the Civic Center De- velopment Committee. Madalyn Utz who had earlier spoken to the issue of a separate standing library or a library attached to the Crow building rather than including it inside the building, suggested that the Board review Brun's report at the February 23 meeting before taking a formal position on the project. Board concurred. Downtown Committee: There was no report on the Downtown Committee. Monthly Report: Librarian reviewed the monthly report for January 1982. There was discussion concerning the city's plans to utilize extra computer space for other departments besides police and finance. Librarian reported that she was not going to pursue placing the library's circulation/overdue activities on the computer because after talking with the administrative assistant in charge of the project, it was apparent that the Library would require a lot of time and space, plus conversion would be lengthy and costly and would not meet the two-year "pay back" required for departments seeking computer space. Librarian also expressed reluctance to tie into city computer when the WCCLS computer project is still viable and could begin in two years. That might entail a dupli- cation of tasks in case the two systems did not interface. Board concurred. TIGARD LIBRARY BOARD - MINUTES - February 8, 1982 - page 2 .OLD BU6INESS The Board addressed the complaint lodged against a paperback copy Book Complaint: of A Feast Unknown by Philip Jose Farmer. The complaint was lodged by the parent of a twelve-year old who had taken the book from the adult science fiction shelf. Chairman Munhall reported on the item expressing distaste for the explicit sexual descriptions and the extreme violence portrayed. Motion: Madalyn Utz moved that the book be removed from the shelf. Motion was seconded. There was discussion regarding the acquisition of the book, the Librarian saying that it came in as a donation and was placed on the shelf because it was by a well-known award winning science fiction writer. Staff does not have time to read or peruse all items which are donated. Librarian also noted that many donations are not placed on the shelves in accordance with the Library's selection policy. Board members, referring to the Library's se- lection policy, observed that the book had been placed in an adult section and that under the policy "responsibility for a child's reading must rest with the parent or guardian, not with the Library." Furthermore, in accordance with the Library Bill of Rights and the Freedom to Read Statement, which are endorsed by the policy, members discussed the implications of removing "distasteful" books on demand and the dangers of becoming censors. The question was called and members voted NO on the motion with one abstention by Madalyn Utz. Lease for 1982-83: Librarian reported that following the City's proposal to retain the rent at its present level, $440 a month, and to seek a tax exemption for the new lease, the City had received a letter from Mr. Sorg's attorney saying that the rent would be $550 per month through June 1982 and a new lease beginning July 1, 1982, would be at $1250 a month. It was pointed out that commercial space in the area is $4 per square foot. The present increase in rental would be $1.49 and under the new lease estimated at $2.00. Board expressed interest in pursuing other options but took no action. Librarian read letter that the City Administrator had sent to the lessor's attorney stating that "as to extending the lease beyond June, 1982, we will notify you of our interest prior to the April 1, 1982, contract notification date." Board expressed a wish to have the lessor assume more responsibility for upkeep under a new lease than had been the case under the old lease. Local Need Survey: Librarian reported that the Washington County-wide needs survey has been postponed indefinitely. It was decided that Teri Zagone and the Librarian would put together a needs survey for the Tigard area designed to reach non-users as well as users. The questions will focus on service needs and form basis for a community-wide meeting with the Board. Library Parking: Librarian pointed out that the adjacent parking area is being utilized. Because the use is temporary, Board requested that Librarian pursue possible leasing of space from A-Boy West. Meeting adjourned 9:30 PM. Respectfully submitted, Irene Ertell City Librarian Approved: Approved as corrected: ,y T16ARD LIBRARY PUBLICPhone 639-9511 12568 SW Main.Tigard, Or. 97223 MEMORANDUM March 8, 1982 TO: LIBRARY BOARD; CITY COUNCIL FROM: CITY LIBRARIAN SUBJECT: Monthly Report, February 1982 1. Administration: a. At meeting of the Tigard Budget Committee, February 1, Librarian requested that State Aid money be placed in personnel services to hire the Assistant Librarian and Library Assistant for Youth Services full time for the remaining four months of the fiscal year. It was also proposed that with the extra staffing, the Library would be re-opened on Mondays. Committee members agreed to place the money in personnel services but were concerned that the additional staffing might not be funded in FY82-83 and the Library would have to close again. City Council, at its February 8 meeting, adopted the budget as proposed. However, the City Administrator and Librarian decided not to re-open the Library on Monday. In the meantime, the two positions are being funded full time and specific short term goals have been set to realize the most from this opportunity. The 1982-83 Library Budget will request funding for these two positions and as soon as it can be determined that the request is approved, the Library will re-open on Mondays. If the request is denied, the two positions will revert to half-time July 1. b. On February 12, Librarian attended a meeting with City staff and Dennis Brun, archi- tect, discussing space needs for the Civic Center Complex. The Library's optimum need is for 18,895 sq. feet. Interim space needs were also discussed inasmuch as a move from 5,000 sq. feet to 18,895 would pose problems in staffing, maintenance and utilization. It was agreed that the architect should build in an incremental increase in Library space, starting with 11,000 to 12,000 square feet. c. Librarian, a member of the Washington County Cooperative Library Services (WCCLS) Budget Committee, attended three meetings to allocate funds for county-wide services for FY1982-83. There is a severe shortfall in tax collections, therefore, all county-wide services were cut back or held to last year's dollar amount. Affecting Tigard most directly will be loss of the telephone credit card, no continuing education, no county-wide public relations programs and continuing slow-up in the reference service. The reference service continues to experience increased usage and had requested a computer system (OCLC) for inter- library loan. This item was not funded. The children's services will not be able to add to shared resources such as story-telling packets and filmstrip/cassette programs. $20,000 was allocated toward a new serial levy in Spring 1983. Because of an increased percentage of out-of-town service, Tigard's portion of the levy for 1982-83 is $79,302. Last year's portion was $74,510. d. Librarian attended WCCLS professional board meeting February 25. Of interest: (1) The 1982-83 budget was accepted as presented and will be recommended to Citizens Advisory Board. (2) WCCLS will be funding the larger portion ($20 out of $30) of the fee for an eight-hour microcomputer workshop presented by Radio Shack during March and April. 2. Personnel: a. Volunteer hours totaled 113 for a daily average of 5.7. b. Community Service assignees worked 57 hours. v a - v Tigard Public Library - Monthly Report, February 1982 - page 2 3. Statistics: a. Circulation of all materials 9,365. Books 8752 Magazines 401 Adult 6316 Audio-Visual 160 Juvenile 2348 Other 52 Interlibrary Loan: Requests placed 119. Requests filled 88. b. User cards issued 309. In-town 153; out-of-town 156. c. Story-hour attendance -- total 75; average 9. d. Reference/Reader's Advisory 553. e. Materials added 161. f. Materials withdrawn 141. g. Money Received: Lost Books $10.45 Fines 20.40 Misc. Replacement 4.25 Donations 4.50 Card Fees 10.00 TOTAL $49.60 4. Youth Services - John Henshell: The daily average juvenile circulation rose again in February. Story times are being well attended with a total of 36 for the last two sessions of the month. There has also been an increase in young people seeking reference and reader's advisory. Two groups visited for orientation -- a Bluejay troop and a pre-school class. More are planned for next month. A special Valentine program was presented. Activities included a story, games, tongue twisters, jokes and making cats out of valentines.