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10/13/2005 - Packet .AGENDA TIGARD LIBRARY BOARD THURSDAY, OCTOBER 13, 2005 - 7:00 P.M. TIGARD PUBLIC LIBRARY—CONFERENCE ROOM 13500 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Turley 2. ROLL CALL: BURKE DIAMOND KELLY_ LIDMAN NGUYEN SMITH THENELL TURLEY 3. Approve Minutes of September 8, 2005 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Monthly Report for September 2005 Barnes 7. Review Policies: Barnes - Fee-Based Services Policy - Proctoring Examination Policy. 8. WCCLS Barnes - Structuring Governance - WCCLS Operational Levy 9. Library Operations Barnes 10. Board Communications All (Reports from Board members on community and citizen activities) 11. Other Business All - Friends Booksale 12. Adjournment TO ENSURE A QUORUM TO CONDUCT BUSINESS,PLEASE CALL CONNIE MARTIN OR MARGARET BARNES AT THE LIBRARY(503-684-6537), IF YOU ARE UNABLE TO ATTEND. 4.., .``"« °<;;�L`;:;•t •;�i �F-'.:�:"- 'n�:..l�'�?:f:-f ?s`..:,.y >� .,,�;,'S.c"h:,;,,�,. ;'r"'. "s_s.; ;'%s;°',,..; ..�,.,:°�.a,.�- ai =m-,_ ::k�.i%" r..�p^�,.-'.<u "•°r':: �-�:.. �- a'.);:. �";,'S�y,',�,::" .€:._: 'Q�'``�:,A u1 A m» a a s s a 3,- 1 4N' ..z� ,N� y�p�T � c-F ,t- J, ;p } t'; "'r ?{dcia ti ati 3 ,.;,.., se:ast,,:..: h:\docs\connie\hb-a TIGARD LIBRARY BOARD 0,0 MINUTES September 8, 2005 Call to Order: A quorum was not present until 7:29 p.m. Roll Call: David Burke (arrived at 7:47 p.m.), Marvin Diamond, Brian Kelly, Cecilia Nguyen and Jane Smith. Staff: Margaret Barnes and Connie Martin. Barbara Peterson with the Library Foundation was present to talk to the Board about the projects the Board and the Friends of the Library are working on together. Peterson indicated that the Foundation's Mission Statement is to enable the Tigard Library to keep pace with the community's desires for library space and services. Also, to meet the needs of the library to enrich the community's cultural, educational and recreational life. The second part of the Foundation's mission provides additions to the collection, donations for works of art, technology upgrades, offers and sponsors public programs and plans for major capital expansion. Barbara Peterson announced that some of the projects they've worked on is the Bricks for Books campaigns, the Michael Allen Harrison concert, receiving donations from organizations and artwork. A representative from the Foundation will be present at a Library Board meeting each quarter. Due to the absence of the Chair and Vice Chair, Kelly accepted to Chair the meeting. Minutes: It was moved by Smith and seconded by Nguyen to accept the minutes of July 14, 2005 as written. Motion passed unanimously. Agenda Additions and Deletions: None. Call to the Public: Tigard Library Foundation member Barbara Peterson was present to give the Board information on the Foundation's activities. Monthly Report for July and August 2005: Barnes distributed WCCLS statistics for overall circulation for July and August. Tigard's overall circulation checkouts are up 30%. Tigard experienced the third highest gate count of 33,814, circulations per hour was 288, Sundays averaged 367 per hour. Tigard completed the Summer Reading Program. The children and adult programs enrollment were very high. The library celebrated its first year open with a celebration event. A marimba band played, there were activities for children and cake was served. In August, all non-fiction videos inter- filed with the books were taken out of the collection on the second floor and shifted to the first floor with the other DVDs and videos. Circulation of these materials is up 50%. Policy Review: Per the Board's request, the City Attorney reviewed the Gift Policy, Reference Services Policy and Exhibit and Display Policy. After brief discussion, Smith moved to accept the policies and forward to City Council as reviewed by the City Attorney, seconded by Diamond. Motion passed unanimously. Library Bill of Rights and Freedom to Read —The Board reviewed the Bill of Rights and Freedom to Read statement. Kelly moved to endorse and reaffirm the Bill of Rights and Freedom to Read statement, seconded by Burke. Motion passed unanimously. Exam Proctoring Guidelines —There were questions with the frequency of exams being proctored and the overall process. Barnes stated the guidelines allow staff to assist with this service, by also allowing staff to have the discretion in what they can assist with. Library staff will work on finalizing the guidelines to bring back to the Board for approval. Library Use Guidelines — Barnes noted that the Library Use Guidelines are guidelines and expectations for the public to follow while visiting the library and are important for the Board's knowledge. Cell phone use and shoes and shirt requirement were added to the guidelines. Kelly moved to accept the Library Use Guidelines with the modifications made by staff and to forward to the City Attorney for review, seconded by Diamond. Motion passed unanimously. Barnes mentioned to the Board with regards to patrons returning lost materials that WCCLS is considering a patron borrowing privileges policy. This policy could allow refunds of returned materials for an extended period of time. The policy is still in the discussion stages. WCCLS: At the previous Cooperative Library Advisory Board (CLAB) meeting, there continues to be discussion of the governance restructuring of WCCLS. In January 2006, the CLAB will be restructuring to an Executive Board. The Executive Board and City Managers will comprise the Executive Board. An intergovernmental agreement will be developed and the various entities will sign off on the agreement. The Library Director's Advisory Board (LDB) is a policy advisory board and will make recommendations to the executive board. The possibility of a November 2006 operational levy is still being considered. The rate being considered is expected to be much lower than previously reported. The Library Board discussed their thoughts on a possible levy in November 2006 or November 2008. Library Budget and Operations: Barnes noted that on October 6, library hours will be adjusted to reflect the later opening time of 1 pm on Thursdays. This information is made available through bookmarks, posters, news articles and Cityscape. Board Communications: Diamond was recently in Hadley, Massachusetts and shared information on the Hampshire College grounds and Gaylord Co. a library products company. Kelly is representing the Board on the Citizen for Community Involvement meetings. The CCI is progressing and activity is increasing. Kelly indicated that members will also be a part of the Financial Strategies Task Force. Kelly will attend the meeting and report back information for the Board. Other Business: None. Adjournment: The meeting adjourned at 8:42 p.m. The next meeting is scheduled for October 13, 2005 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. WORK INDICATORS "EPTEMBER 2005 SEPTEMBEP -004 SEPTEMBER 2003 Circulation Total (from WCCLS) 64,524 60,811 52,670 (Self-Check machine) 3,489 5,619 2,891 Days of Service 29 25 29 Average Daily Circulation 2,225 2,432 1,816 Hours of Service 239 226 252 Materials Circulated per Hour 270 269 209 Increase in Circulation +6% +15% -2% Materials Added 2,149 1,487 1,012 Materials Withdrawn 638 520 1,470 New Cards Issued 520 679 326 Cultural Passes Program 258(YTD) 119 (YTD) 207 (YTD) 59 (Month) 43 (Month) 50 (Month) Adult Programs 165 190 30 (Number of sessions) (9) (3) (2) Preschool Story Time 433 0 131 (includes Pajama Time) (Number of Sessions) (12) (0) (3) Toddler Time 0 108 198 (includes Book Babies) (Number of Sessions) (0) (3) (4) Special Programs 122 105 74 (Number of Sessions) (14) (1) (7) Children's Computer N/A N/A 55 Word Processors(stand alone) N/A N/A 132 Internet Access Station Users 6,838 4,428 4,981 Hours of Use 5069 2266 1994* Typewriter Users N/A N/A 11 Visitors (Gate count _ by 2) 30,583 29,831 22,168 Increase in Visitors +.03% +35% -1% Fines/Fees Collected $7,562.70 $6,033.50 $5,291.59 Lost public Internet connectivity 9/10-9/15 due to Internet virus that struck the Washington County network. DRAFTTIGARD PUBLIC LIBRARY FEE-BASED SERVICES POLICY HISTORY Drafted 10/5/2005 POLICY The Tigard Library charges fees to cover costs associated with providing alternative, enhanced, or specific services which benefit one user at the exclusion of others. BACKGROUND Free access to information found in a variety of formats is essential to the library's mission, but there are limits to what the public-funded library can provide free of charge. Services that benefit one user at the exclusion of others, oR which prevent the reuse of the information or material provided are examples of services subject to fees. REGULATIONS Fee-based services, include, but are not limited to provision of computer storage media (discs), photocopies, and printing. Cost recovery fees are based on any or all of the following: average staff time associated with the service, cost of materials consumed, and equipment maintenance and other overhead costs. C:\DOCLTME-1\Connie.000\LOCALS-1\Temp\GWViewer\TPL Fee-based services policy.doc FEE BASED SERVICES POLICY Page 1 of 1 Tigard Public Library Proctoring Examination Policy Statement of Purpose: With the increasing number of students participating in distance learning, the demand for proctoring services is rising. The Tigard Public Library is pleased to offer proctoring services for written examinations to members of the public as outlined by the procedures. SEPTEMBER 2005 Management Overview - Circulation Total Total Checkouts Prior Year Percent Library CheckIns CheckOuts Renewals &Renewals Checkout Total Change Banks Public Library 3,259 3,015 795 3,810 3,311 15.07% Beaverton City Library 96,573 99,155 33,778 132,933 142,300 -6.58% Cedar Mill Community Library 67,628 70,032- 27,422 97,454 86,235 13.01% Cooperative Administrative Office 97 97 54 151 251 -39.84% Cornelius Public Library 3,102 2,723 830 3,553 4,457 -20.28% Forest Grove City Library 19,981 19,523 4,132 23,655 22,346 5.86% Garden Home Community Library 8,831 8,370 2,975 11,345 12,534 -9.49% Hillsboro Libraries: Shute Park 34,795 34,092 13,586 47,678 52,053 -8.40% Tanasboume Branch 67,790 66,101 22,046 88,147 88,085 0.07% External Loans (ILL) 117 400 59 459 627 -26.79% Library Outreach Services 1,324 1,044 141 1,185 1,708 -30.62% Oregon College of Art and Craft 279 586 106 692 809 -14.46% Sherwood Public Library 16,562 15,861 3,860 19,721 18,827 4.75% Tigard Public Library 50,432 50,655 13,869 64,524 60,811 6.11% Tualatin Public Library 25,302 24,984 5,897 30,881 31,058 -0.57% Tuality Health Information Resource Center 157 176 46 .222 229 -3.06% West Slope Community Library 14,612 14,258 5,466 19,724 18,828 4.76% Totals 410,841 411,072 135,062 546,134 544,469 0.31% FAWILI\W ilireports\Sept. 05.xls\10/4/2005 '"�. I�,asN�nr�rr�ry co�ntrr a=c,x V Library -Serves Formula Weighting,Factor Input Area Public Library Services Agreement -- Exhibit A Reimbursable Circulation ; 80.0% FY05-06 volumes Added r 0.0% THIS IS THE REAL�FYgS 06 DiSTR1BUTiQ C011ectionEenditures 1 1 ra 4 _...`� : " ."`. �,� ��. ,. : LS � * .�.� Full Service FacilityWeekly Hrs Open /A: Internet Public Access Technology­ Adult/Youth Program Attendance , Service Population 0.0% _ _..._m Reference Transactions t 5.00/( s)`��a �n°t Door Counts FY05loc Forfnula Payments Comparison Adjustments for application of Minimum Growth Rate allocation Received in Increase(decrease) 21%Min Growth fibs beyond 2% %Non-Growth FY05-06 Adjusted % [Banks ► nary Pfe'GroWtl kRate 2004-05 $ % Comparison Gra vf�i:lt'ate Rate Group Reimbursement Change` $ 76,056 $ 72,848 $ 08 4.40%eaverton $ 2,642,117 $ 2,594366 $ 4_7,751 184% 102.00% edar_Mill_ $ 1,497 780 $ 1,456,552_ $ 41228 2.83%° - ��� 102.00% Cornelius $ - �$ 1 102.00% _ $ _90,521 $-_98 779 $ X8,258 -8.36% $ - 102.00% Forest Grove $ 435,578 $ 416,484 W$ 19,094 4.58% $ - 424, 102.00% Garden Home $ 227,378 $ 203,829 $ 23,549 11.5_5% $ - $ X07 9Q6 102.00% _Hillsboro $ 2 441 136 $ 2,528,169_AXL71Qn -3.44% $ _ " Sherwood $ 326368 $ 301,365 $ 255003 8.30% $ - 102.00% Tigard $ 1,069,724 $ 1,079,377 $� (9,653) -0.89% $ 102.00% Tualatin $ 7_28,988 $ 567,956_ $ 1_61,032 28.35% ° $ 728 988 100 0% ;;$ 110.49% West Slope** $ 348,018 $ 322,876 $ 25,142 7.79% $ � n'� o ��Y $ 102.00/° Totals $ 9,883,665 $ 9,642,601 $ 241,064 2.50% � � $ 728,988100% , ., 102.50% Allocation Available ,, VIRA ,,a ,A Remainder after 2%satisfied: .-__......._.......__..........._..... Allocation of Performance Indicators FY05-06 Balance of Full sere irect Reimbursement Facility rnet Public AduWYouth Total teimbrusement Available for Reim ursabie ' Volumes Wkly Hours Access Program Senrce"Area Refe'ronce Door Enhanced Library Coli.Expend. Allocation Circulation Added Open Technology Attendance Population Transactions Counts Services Wei ht-% 80.0% 0.0% 0.0% 5.0% 0.0% 0.0% 5.0% 10.0% 100.0% FBanks e'; 1,762,436 8;121,229 $ 6,496,983 $ - $ $ 406,061 $ - $ - $ 406,061 $ 812,123 $ 9,883,665 16,626 $ 43,251 $ - $ $ 6,312 $ $ $ 3,547 $ 6,321 $ 76,056 482417 $ 1,710191 $ $ $ 111 509 $ - $ - $ 137,469 $ 200,530 $ 2,642,117 192,406 $ 1 106,841 $ $ , 34,431 $ 115,712 $ 1,497,780 8,814 $ 46240 $ $ $ 8,416 $ $ 6,164 $ 10,887 $ 90,521 oresrove 76,174 $ 254,566 $ $ _ $ 31,559 $ - $ $ 16,368$ 56,911 $ 435,578 Garden Home 32 005 $ 157,294 $ $ $ 14 728 $ $ $ 5 670 $ 17,681 $ 227,378 Hillsboro 418 269 i $ 1,661,012 $ $ $ 96,781 $ $ $ 89338 $ 175736 $ 2,441;136 , Sherwood 54,480 $ 211,609 $ $ $ 4,208 $ $ - ! $ 6,690 1 $ _49 381 $ 326,368 Ti and 251,356 $ 654140 $ - $ - $ 35,767 $ $ Tualatin 183=526 -_-i-$ 410,932 $ $ $ 35,767 $ $ $ 28,470 I $ 70150 $ 1,069,724 West Sloe 36,363 _._ $ 70,294 $ 728,988 240,907 $ $ $ 12,624$ $ $ 19,604 $ 38,520 $ 348,018 Total j 11762,436 $ 6,496,983 $ I $ $ 406,061 ! $ $ $ 406,061 $ 812,123 ; $ 9,883,665 Audit Check $ 6,496,983 $ ; $ - $ 406,061 $ Audit Check Error j _ $ _ $ 406,061 $ 9,883,665 i !Amount per Value , $ 0.97 $ $ $ 2 103 95 $ $ $ 0.96 $ 0 26 A B D1 E F K G H :�j�#47 WCCLS WCCLS OSL Part6 OSL Part 8 OSL Part 6 WCCLS OK Part 6 OSL.Part 6#6.22 #87 #6.31,,#6233 #6:29 #6.24 To calculate FY 05-06 payment: Full service #workstations Es;t Actual Adjusted Facility Internet Public Adult/Youth Collection Reimbursable Vols Wkly Hours Access Program Service Area Reference Facility Expenditures Circulation Added Open Technology Attendance Population Transactions Use Library FY03-04 2004 FY03.04 FY03-04 FY03-04 FY03-04 FY,03-04 FY03-04 FY03-04 Banks , i a 1 _ 36 53 4,834 , 3,710 24,230 Beaverton : : 109,873 � 143,797 ' 768,725 Cedar Mill _ 59 46,903 36,01.$ 443,576 ': Cornelius 46 11 857 ` 6,448 41,736 _ X. Forest Grove 58 r 1 Garden Home 26 467 17121 218 167 -- 51 i r7 - 5 925 5 931' 67,780 0 ' (Hillsboro tf InT 4 148,463 93,450 673,677 Sherwood -� _ 60 : 17,332 6,998 '189,299 Tigard Wit.__ _., 62 964 . 60,995 268,916 Tualatin 65 �� 1 24 269 ` 29 780 269,469 West Sloe 10.993 20,505 147,666 TOTALS ,,.- 2 `.„. tz7. 19 - 469,880 423,752 3,113,241 from OSL reports netlender adjusted from OSL reports from OSL reports from OSL reports calendar'04 circ 10/5/2005sample for ADB formula 4m1l Ievy.xlsPerf Indicators&Allocs WASHINOTON COUN1 rar�iv� Abrar S���s SAMPLE Formula weighting Factor Input Area Public Library Services Agreement -- Exhibit A Reimbursable Circulation + 80.0% FY06-07 Volumes Added 0.0% Collection Expenditures 1:1 rates Full Service Facility Weekly Hrs Open 0° Internet Public Access Technology ( �5 Adult/Y_outh Program Attendance Service Population p _Reference Transactions < !02°% Minirrtul�ls G"r"oiuth Ratje�` Door Counts 0 0% FY06-07 Formula Payments Com arison Adjustments for application of Minimum Growth.Rate allocation Received in Increase(decrease) 2%Min Growth Libs beyond 2% %Non-GrowthFY05-06 Adjusted % Library pre-Growth Raft@. 2005-06 . $„ % , Comparison,' Growth Rate Rate Group Reimbursement Change' Banks $ 69,099 $ 74,305 $ 5,206 -7.01 _ U. , '�' �` 102.00% _ Beaverton $ 2,617,616 $ 2,646,253 $ 28,638 --1.08% _ �_ _ _ ° �,' �k�,'` ° �.. $ 0.0/o � 102.00/o Cedar Mill $ 1,564,246 $ 1,485,683 $ 78,563 5.29% $ _ 0.0% ° 102.00/° Cornelius ( $ 103,277 _$� 100,755 $_ 2,523 2.50% $ _ _�- 0.0% 102.00% Forest Grove_ $ 497,465 $ 424,81_4_ $ 72,651 , 17.1_0% $ 497,465 17.2% 109.64% Garden Home $ 221,476 _$ 207,906 $ 13,571 6.53% $ - 0.0%. 102.00% Hillsboro $ 2,456,220 $ 2,578,732 $ 122,513 -4.75% -� _.__...,___..� .._._..__. .._ ` . $ - 0.0% a ��". 102.00% Sherwood $ 354,085 $_307,392 $ 46,693 15.19% $ 354,085 12.2% 107.85% Ti and _ $ 1,297,840 �$ 1,100,965 $ 1_96,876 17.88%.- $1,297,840 4491/0. 110.37% Tualatin $ 742,416 $� 627,527 -$—1 14,889 18.31% $ 742,416 25.7% , 110.77% West Slope _ --� $ 355,273 $ 329,334 $ 25,939 7.88%4 $ W 0.0% . 102.00% Totals $ 10,279,012 $ 9,883,665 1 $ 395,347 4.00% o � $ 2,891,805 , 100/°7 �,.. „ 104.00% Allocation Available �, � Remainder after 2%satisfied: Allocation"a Iden ttfie4i to the PLSA ��s rwbu is ,is an ESTIMATE since circulation figures are-projected'for calendar 2005: ,. w�. �,....t .0 Allocation of Performance Indicators FY06-07 1ar�ce of Full sery Direct a rnbursement Facility Internet Public Aduff/Yqu i Total ,.; Rerrnbrueernent Availably-fnr, Reimbursable Volumes Wkly Hours Access Program Service Area Reference Door Enhanced Library Coll.Expend, - Allocation Circulation Added Open Technology Attendance Population Transactions Counts Services Wei ht-% 80.0% 5.0% 5.0% 10.0% 100.0% $to Allocate 1 1,544,472 1 8,734,540 $ 6,987 632 $ 436,727 $ $ 436,727 $ 873,454 $ 10,279,012 i I Banks 11,685 ! j $ 46,214 $ $ - $ ______ 2,139 Beaverton 422 $ $ - !�$ 2838 1 $_ 6 222 $ 69,099 ,895 i $ 1,754 696 $ $ _ $ 120,448 $ $ - �$ 133,174 t $ 186 403 $ 2,617,616 Cedar Mill 166 919 $ 1,209,678 $ $ $ 20,610 $ $ $ 38,368 ' $ 128,672 $ 1,564,246 Cornelius 23,655 ! $ 57,288 $ $ $ 4,981 $ $ - $ 5,554 L_1 1 799 $ 103,277 Forest Grove 96,803 --- $ 286 505 $� $ - $ mmµ 36,903 $ $ i $ 19,851 $ 57403 $ 497,465 .- Garden Home 18,100 - I $ 164,603 $ $ - $ 8,788 $ _ $ $ 8,635 Imo$ 21350 $ 221,476 Hillsboro 253,516 $ 1,777,581 $ ! $ $ 103,014 $ - $ 123,823 j $ 198,285 $ 2.456,220 Sherwood 48,097 $ 237 010 $ -1$$---..-. - $ 3 874 $ - $ �' $ 7,6_95 r$ 57 409 $ 354,085 Ti and 312,790 $ 751,290 $ - I $ - $ 85,074 $ - $ - I $ 54,150 $ 94,536 $ 1,297,840 _.__ Tualatin 133,514 $ 464,203 $ - I $ - $ 46 398 $ $ - ; $ 23,695 1$ 74,607 $ 742,416 West Sloe 56,498 $ 238,565 $ - $ - $ 4,498 $ $ _ I $ 18,945 1 $ 36,767 $ 355,273 Total 1,544,472 i $ 6,987,632 $ - ! $ $ 436,727 $ I $ $ 436,727 i $ 873,454 ` $ 10,279,012 Audit Check I $ 6,987,632 $ $ 436,727 $ $ $ 436,727 $ 10,279,012 I Audit Check Error 1 Amount per Value ? $ 1.03 $ $ $ 1.86 1 $ 1 $ I $ 1.05 $ 0.28 I �� � Source: OSL Part 41/CCLS WCCLS p art O 'w art 8 OSL Part 6 WCG OSL ai#'6 OSL Part 6 #6.24 To calculate FY 06-07 payment: �. - „n„ i Full`service' Internet Hours ;,�' Actual Adjusted I Facility of Pyblic Use Adult/Youth Actual Actual Collection Reimbursable Vols WklyHours Au ,, g t 4�.fUn 05 Program Service Area Re- er,;e Facility Expenditures Circulation Added j Open Attendance Population Transactions Use Library FY04 05 2005 FY04-05. FY04.05 FY04-05 FY04 OS FY04-05. FYG4 .,5 FY04-05 Banks1^--'"- ----- Cedar Mill 4Sa _ 44;800 36 1,151 4,834 ; n02 done Beaverton �z 1,701,01` - 60 64,801. - 109,873 _ 1273 �r� 087 ldone -- 1__ 117266 - 59 i 11,088 46,903 , 639 467,385 done Comelius 462,680;, - 11,857 5, 04 42,C58 done Forest Grove 9, 58 19 854° 26 467 18,956 208CT done Garden Home .f, 51 x,72$'4; 5,925 3,246 7 51 'done Hillsboro 5 _ 103 ;� 55,42 "` - 148,463 X18,243 E 72 'done Sherwood crv, X229. 60 2,084 17,332 7,348 !__208,532 done Ti and © t� , e - E 61 . 45,771'2 _ 34 - idone Tualatin65 24 962x,. 24,269 22627 4 ' 27 Q0600 done West Sloe 5 ABY 3 55 2,420 10 993 00' 133.52, done TOTALS ti54`4".4.72:.1 fi;773, 5 - 653.5 234,960:: - 469,880 �_� ;17,'47 17 2,71 4 from OSL reports used FY04-05 Iib data submitted from Ua reporYs tfrorr:OSL reports FY04-05 figures circ with a few adjustments Jul-05 FY04-05 figures FY04-05 figures 10/5/2005sample for LDS formula 4mil Ievy.xlsPerf Indicators&Allocs wasHiAtoroN cowrr ooperafive UbrQr4 Services SMUNUMMMMUMONOMMUMM SAMPLE ,�xso►�t�ula 111(e!gkitrngator Iut� }` Public Library Services Agreement -- Exhibit A Reimbursable Circulation a FY07-08 Volumes Added Collection Expenditures _ 1 ���, {i6 - Full Service Facility Weekly Hrs OpenT Internet Public Access_Te_chnology / Adult/Youth Program Attendance ba Service Population Reference Transactions Door Counts _ Q10.0 °/a FY07-08 Formula Payments Comparison ' Adjustments for applicationof Minimum Growth Rate FY02-03 41111090011': . - ftc Ojjn Increase(decrease) 2%Min Growth t b t�eyond 2% °/a None wth FYO Adjusted % Distributions a x Library pre? � % -, Poiriparlson` G44vth Rate Ra Reimbursement Change (pre-reductions)" Banks_ $ 100,024 $ 75,791 $ 24,233 _31.977/o $ 100,024_; 0.7% QQ�� ft 131.97% $ 73,735 Beaverton $ 3,799,791 $ 2,6_99,178 $ 1,100,612 40.78% $ 3,799,791 25.4%; ;. _ ,.; 140.78% $ 2,948,570 Cedar Mill $ 2,316,909 $ 1,515,397 $ 801,513 i 52.89% $ 2,316,909 15.5% 152.89% $ 1,658,166 Cornelius $ 127,510 $ 102,770 $ 24,741 24.07% , $127,510 0.9% 124.07% $ 99,982 Forest Grove $ 713,279 $ 465,774 $ 247,505 53.14%Mel _713,279 4.8% 153.14% 449,905 Garden Home $ 331,024 _$__212,064 _$_11_8,9_60 56.10% 331,024 2.2% � 156.10% $ 206,311 Hillsboro , $ 3,642,694 $ 2,630307 $ 1,012,387 38_49% 3,642,694 24.3% ,, '` 138.49% $ 2,887,366 Sherwood $ 518,904 $ 331,528 $ 187,376 56.52% _ °518,9043.5/0 � . ' 156.52% $ 318,211 Ti9ard $ 1,828432 $ 1,215,162 $ 613,270 50.47% $ 1,828,432 12.2% 150.47% $ 1,237,470 Tualatin $ 1,070,397 $ _695,121 $ 375,27_7 53.99% $ 1,070,397 7.2% 153.99% 574,872 West Slope** ? $ _ 516,207 $ 335 920 $ 180,286 53.67% ° 153.67% $ 376,782 _ _ _ $ 516,207 , 3.4/° Totals $ 14,965,172 $ 10,279,012 L$14,686,160 45.59% j $ 14,965,172 100%, .. 145.59% $ 10,831,370 Allocation Available 1 1 �' Remainder after 2%satisfied: Geis�� �GeC/ Allocation of Performance Indicators FY07-08 -- 11 cent scenario al�t114ce of Full s'ery Direct Rermk rse erit Facility Internet Public Adult/Youth Total Reimbrusement Available for �irn ursable Volumes Wkly Hours Access PY.O�ram Servic@ Area Reference Door Enhanced Library ight-% Coil.Expend. Allocation 80.0% 'Added Open Technology � Attendance Popu4tion Transactions Counts services 5.0% 10.0% 100.0% $to Allocate 1,525,817 13,439,355`= $ 10,751,484 $ 671,968 $ $ 671,968 $ 1,343,936 $ 14,965,172 Banks 11,685 $ 71,107 $ - $ $ 3,292 $ $� - $ 4,366 $ 9 574 $ 100,024 Beaverton 422,895 $ 21699,854 $ $ $ 185,326 $ - $ $ 204 908 i $ 286,808 $ 3,799,791 Cedar Mill 166,919 1,861264 $ $ $ 31,711 $ - $ $ 59,03$ 197980 $ 2,316,909 Cornelius 5 000 88,145 $ $ $ 7 665 $ $ $ 8.5i46 1 $ 18,154 $ 127,510 Forest Grove $ 44Q829 $ $ $ 56,781 $ - $ $ 30,543$88,323 $ 713,279 Garden Home 18,100 i $ 253,266 $ $ - $ 13,522 $ $ $ 13,286 II $ 32,850 $ 331,024 Hillsboro 25:T516 ; I $ 2,735 066 $ - $ $ 158,503 $ $ - 1 $ 190 519 I $ 305 091 $ 3,642,694 Sherwood 48097 $ 364,675 $ $ $ _5,960 $ $ $ 11,839 $ 88,332_ $ 518,904 Tigard 312,790 ' $ 1,155 969 $ $ $ 130,89_9 $ - $ - I $ 83,318 j $ 145,457 $ 1,828,432 Tualatin 133,514 I $ 714,243 $ $ _� $ 71389_ _$ $ $ 36,458 f$ 114,79_3 $ 1,070,397 West Sloe 56,498 1 $ 367,067 $ ; $ $ 6,921 $ $ T $ 29,149 ! $ 56,572 $ 516,207 Total 1,525,817 1 $ 10,751,484 $ $ I $ 671,968 i $ ( i $ Audit Check $ 10,751,484 $ $ 671,968 � $ 1,343,936 $ 14,965,172 Audit Check Error $ 671,968 $ $ 671,968 $ 1,343,936 $ 14,965,172 1 Amount per Value 1 $ 1.53 i $ j $ - $ 2.60 ; $ ; $ $ 1.61 $ 0.42 A BD 1 � E F.� ��z�. _K G H Source: OSL Part 4 NlCCLS WCCLS OSL Part 6 j OSL Part 8 OSL af#� WCCLS OSL Part 6 OSL Part 6 #4:11 96.22 #8.7 gin", #6,29 #6.24 To calculate FY 06-07 payment: �FAV Lce Internet Hors' Est Estimated Adjusted Fac ty of PuIfc Use Adult/Youth_; Estimated Estim. Collection Reimbursable Vols Wly gars : Jul 05=Jun 06 Program Servie ea Reference Facility Expenditures Circulation Addedthan ! ESTIMATED Attendance Poputat -n Transactions Use `.Ltbrary FY05 06 200fi FYQ$40,6' i d 6 FY05 06 FY05-06 FY05-06 FY05.06= FYp5=Q6 Banks X44 46,592 36 I 4 834 Beaverton60 �g _ 1.7ti8 G50 x" 4 .- - _-_. 2 109873 Cedar Mill � , �� �i�$� 1.215 074�--- ,_,59_ Cornelius %0NO-52 57,75 1 6 - 46 Forest Grove -J _ 288,849 _ 58 Hillsboro 31,792,1 _.. ; Garden Home "65350 51 �� fl� ' - - 5 925 _ 1 792 123 103 . ff0 148,463 Sherwood 60 _ 17,332 Ti and , ?i7 436' 61 t 0�3: 62,964 Tualatin $ 4' 68 00 _ 6_5 24,269 0 West Slope 4 4i'rti1 i 55 10 993 TOTALS X281"7 7,04 /ng 653.5 x , 8456 469,880 from OSL reports used FY04-05 estimated from OSL reports from OSL reports used FY04-05 figures circ with a few adjustments FY04-05 X 110% used FY04-05 figures used FY04-05 figures with no increase plus 4% 10/5/2005sample for LD6 formula 4mil IevyAsPerf Indicators 8 Allocs WASNINOTON COUN1 qoW, afive Library Services SAMPLE fra weCj 'tirig Faor� putAie Public Library Services Agreement -- Exhibit A Reimbursable Circulation 1a' FY07-08 °= . Volumes Added Collection Expenditures Full Service Facility Weekly Hrs Open 090= Internet Public Access Technology p Adult/Youth Program Attendance _ M : _h ___ Service Population ee j1 - /euy Reference Transactions c Door Conts FY07-O8 Formula Pay�m 01anCson �1dju tments for"ap,"plication o Mini nu""rh'Geowth.Rate FY02-03 allocation ReceiveMn ; ,incre,ase(decrease) ;`„ .N1in Growth Libs beyond 2% °!.Non,=Growth FYOS-O6 AdJu,"sted % Distributions L¢rary:. pre'-Growth Rate 2Q06 07, $ % Comparison . Growth Rate. Rate G�o�tp, Relmbprsement Change i (pre-reductions) Banks $ 94,922 $ 75,791_ $ 19,131 25.24% $ 94,922 0.6% 125.24% $ 73,735 Beavertn $ 3, o604,625 _ __ " " __._.._ $ 2,699,178 _$ 905,446 33.55% $ 3,60_4,625 24.1%� w ' , �. 133.55% $ 2,948,570 Cedar Mill $ 2,192,841 $ 1,515,397 $ 6.77,444 44.70% $� 2,1921841 14.7% `, 144.70% $ 1,658,166 Cornelius $ 121,714 $102,770 $ 18,944 18.43% $ 121,714 0.8% 118.43% $ 99,982 Forest Grove $ 677,680 $y 465,774 $ 211,906 45.50% $ 677,680 4.5% 145.50% $ 449,905 Garden_Home $ 312,955 $ 212,064 $ 100,892 47.58% -�� $ 3_12,955 _2.1% 147.58% $ 206,311 Hillsboro_ $ 3,446,863 $ 2630,307 $ 816,556 31.04% 2_3.0% 131.04% $ 2,887,366 Sherwood_ $ 491,753 _$ 331,528 $ 160,225 48.33% $ 491,753 _ 3.3% 148.33% $ 318,211 Tiyard — _ $ 1,740,864 $ 1,215,1162 $ 52_ - 5,702 43.26% $ 1,740,84 11.6% 143.26% $ 1,237,470 Tualatin $ 1,016,315 $ 695,121 $ 321,194 46.2_1% $ 1,016,315 1 146.21% $ 574,872 West Slo e" # $ 489,640_ $ 335,920 1 $ 153,720 45.76% $ 489,640 �3.3% 145.76% $ 376,782 Totals —$ '-1 4:,-1 9-0,f 7-2 $ 10,279,012 $ 3,911,160 i 38.05% $ 14,190,172 95% 138.05% $ 10,831,370 Allocation Available:���. Remainder atter 2%satisfied: Allocation of Performance Indicators FY07-08 --9 cent scenario Balance of Direct Reimbursement Facility Internet Public AddWYoU , Total Reimbrusement Available for Reimbursable Volumes "Wkly Hours AccessProgram Service Area Reference Door Enhanced Library Coll.Expend. Allocation Circulation Added Open Technology Attendance Population Transactions Counts Services Weight-% 80.0% 5.0% 5.0% 10.0% 100.0% S to Allocate1,525,817 1 12,664,355q $ 10,131,484 $ 633,218 $ - $ 633,218 $ 1,266,436 $ 14,190,172 i Banks 11,685 $ _ 67,006 $ 1 $ $ 3,102 $ $ $ 4,103 $ 9,025 < $ 94,922 Beaverton 42_2,895 $ 2_,5_4_4,163 $ ! $ $ 174,639 $ - $ $ 192,563 $ _270,365 $ 3,604,625 Cedar Mill 166,919 - - I $ _ 1,753,932 $ $ - $ -29,882 $ - r$ $ 55,478 $ 186,630 $ 2,192,841 Cornelius 5,000 ! "" --- I- -- _ $ 83,06_2 $ - ; $_ $ _7,223 $ - $ - ( $ - - 9,763 i $ 16,665 $ 121,714 Forest Grove 96 803 $ 415,408 $ -! $ $ 53,507+$ $ 1 $ 28,7_03 $ 83,259 $ 677,680 Garden Home 18 100 � 12,742 $ - $� I $ 12,486 j $ 3_0,967 $ 312,955 Hillsboro 253,516 i $ 2,577,344_ $ v $ $ 149,362 ` $� $ 2871599 $ 3,446,863 Sherwood 48,097 _$ 343,645 i $ - I $ $ 5,616 $ - $ - $ 11,126 $_83,268 $ 491,753 __. _ _ Tigard 312,790 I i $ 1,089,8$ $ $ 123,350 $ _ $ - $ 78,298 9 137,118 $ 1,740,864 Tualatin 1_33 514 1 $ , $ 34,261, $ 108,212 $ 1,016,315 West Sloe 56,498 ! $ 345,899 $ $ $ -6,522 1 $ - $ $ 27,393 $ 53,328 $ 489,640 Total 1,525,817 1 $ 10,131,484 $ $ $ 633,218 $ $ $ 633,218 ! $ 1,266,436 ! $ 14,190,172 ; Audit Check $ 10,131,484 ` $ - $ - $ 633,218 $ $ $ 633,218 $ 1,266,436 I $ 14,190,172 j Audit Check Error _ I i Amount per Value , $ 1.44 1 $ $ $ 2.45 ! $ ; $ $ 1.51 $ 0.40 i A' B D1 E . F K G H Source: OSL Part 4 WCCLS WCCLS OSL Part 6 OSL Part 8 OSL Part 6 WCCLS OSL Part 6 OSL Part6 #8.7 #6:31,#6.33 #6.29 To calculate FY 06-07 payment: Full service Internet Hours Est �s Estimated ust d Facility of Public Use Adult1Y U Estimated Esti m. U Collection iso (e iVols Wkly Hours Jul 05-Jun 06 Progra '? ervlceArea Reference Facility Expenditures a on Ac(detd *,!�06 Aff RiAi"Q Population Transactions Use S, Library;, FY05-06. ' 2006 s,FY0.5 161 FY05-06; FY05 06 FY05 06 Banks � _ 834 `` ,Beaverton 8 �� � 05' = 109 873 71Cedar Mill R5x 4 - 46 03 SCornelius Forest Grove �� 0 �'" 857 67Garden Home * ;����. 0 5 ` 925 Lf Hillsboro er2 �16 70. 103463 # 29 24 Sherwood �A ., 38 _ } 60 29 17 332 k 4 r4 2•a�2 Ti and 61 I" - 947, 62 964 #a tQ 4 39 Tualatin _ 13$5741 " 27 24 269 Y 22,�? 1t9D0 West Slope 56 498 ! _ 5 '411� r 62; - 10 993EJ3 5`2 _ i TOTALS 1,525,81i,4 „. 7,tY44,7 .r 653.5 , ,„; 258;A56 469 880 ; , , ; 418,191 3 1la�,f592 from 05L reports used FY04-05 estimated from OSL reports from OSL reports used FY04-05 figures circ with a few adjustments FY04-05 X 110% used FY04-05 figures used FY04-05 figures with no increase plus 4% 10/5/2005sample for LDB formula 4mil IevyxlsPerf Indicators&Allocs a"A&HNOTON COUNTY ocp era ive Ubrary Services 1. SAMPLE . % ,rnresnt�n��actoIipAtie� Public Library Services Agreement -- Exhibit A Reimbursable Circulation h, FY07-08 Volumes Added Collection Expenditures Full Service Facility Weekly Hrs Open Internet_Public Access Technology °%a Adult/Youth_Pr_ogram AttendanceE Service Population Reference Transactions r onts 16,19 � ? ,g /CV Door-66' FY07-08 Formula Payments Com artson Adjustments..for,applicatian-of Minimum Growth.Rate FY02-03 allpcation; Received Ing (t)±rga e(�fecese) 2°!o Mtn`Grflwth L[bs beygnd-2"!° %Non=C,rowth" FY05=06 Atljusted' °10 Distributions library prrgwth,�dte 20E!-UT :, , $ ' % Comparison' Growth"jtate ;' Rate Group Reimbursem'e'nt Change' (pre-reductions) Banks j $ 105,136 �$ _ 75,791 $ 29,3_45 38.72% $ 105,136 0.7% 138.72% $ 73,735 Beaverton i $ 3,995,044--$ 2,699,1_78 $ 1,295,865 48.01% $ 3,995,044 26.7% ° r 148.01/o $ 2,948,570 Cedar Mill $ 2,441,435 $ 11515,397 $ 926,038 61.11% .., $ 2,441,435 16.3% 161.11% $ 1,658,166 Cornelius $ 136,036 $ 102,770 $ 33,266 32.37% $ _ 136,036 0.9%', 132.37% $ 99,982 Forest Grove $ 748,957 $ 465,774 $_ 28_3,183 60.80% $ 748,957 ~� 5.0% 160.80% 449,905 Garden Home __ $ 349,136 $ 212,_064 $ 137,072 64.64% _�_ $ 349 136 _2 3% 164.64% $ 206,311 Hillsboro $ 3,838,708 -$-2,6 30,307 -$-J,208,401 45.94% $ 3,838 708 2.5.7% ; 145.94% $ 2,887,366 Sherwood $ 546,193 $ _331,528_ $ 214,664 64._75% $ 546,193 �3.6% 164.75% $ 318,211 Tigard - $ 1,916,098 $ 1,215,162 $ 700,936 57 68% $ 1,916 098 12.8% ^. 157.68% $ 1,237,470 __ Tualatin $ 1,124,640 $ 695,121 $ 42_9,52_0 61.79% ° o _ _ $ 1,124,640 _7.5/0 161.79/o $ 574,872 WestSlo e"' $ 5_42,790 $_335,920 $206,870 61.58% , $ 542,790 161.58% $ 376,782 Totals $ 15,744,172 $ 10,279,012 $ 5,465,160 53.176/. $ 15,744,172 1050/. 153.17% $ 10,831,370 Allocation Available: _ .,F Remainder after 2%satisfied: �„ „ Allocation of Performance Indicators FY07-08 --13 cent scenario Balance of Full sery Direct Reimbursement yam'' Facility Internet Public AdulUYouth Total Reimbrusement Available for Reimbursable; Volurrraa Wkly lours Access Program Service Area Reference Door Enhanced ;Library Coll.Expend. Allocation Circulation Added Open Technolo ,>Attendahce PopulationTransactions Counts Services ll -% 80.0% 5.0% 5.0% 10.0% 100.0% Allocate 1,525,817 14,218,355 $ 11,374,684 $ 710,918 $ $ 710,918 $ 1,421,836 $ 15,744,172 I I Banks 11,685 $ 75,228 $�$_ - $ 3,483 iH $ 4,607 $ 10,133 $ 105,136 Beaverton 422,895 $ 2,856,348 $ - I $ $ ry 196,068 - $ 216,192 $ 303,540 $ 3,995,044 Cedar Mill 166,919 i $ 1,969,151 $ $ $ 33,549 $ 62 286 $ 209,530 $ 2,441,435 Cornelius 5,000 $ 93,255 $ - $ $ 8,109 $ 10,961 $ 18,710 $ 136,036 Forest Grove 96,803 $ 466,381 $ - $ - $ 60,072 $ $ 32,225 $ 93,476 $ 748,957 Garden Home 18,100 $ 267,946 $ $ $ - 14,305 $ $ $ 14,018 $ 34,766 $ 349,136 Hillsboro 253,516 $ 2,893,601 $ - $ $ 167,690 $ $ $ 201,011 $ 322 889 $ 3,838,708 Sherwood 48,097 $ 385,813 $ $ - $_ 6,306 $ - $ $ 12,491 $ 93,486 $ 546,193 Tigard 312,790 1$ 1,222,973 $ $� $ 138,486 $ - $ $ 87,906$153943 $ 1,916,098 Tualatin 133,514 $ 755,643 $ $ $ 75,527 $ $_ $ 38,466 i $ 121,490 $ 1,124,640 West Sloe 56 498 I $ 388,344 $ I $ $ 7,322 $ 1 $ 30,754 . $ 59,872 $ 542,790 Total 1,525,817 T$ 11,374,684 $ $ $ 710,918 $ $ $ 710,918 $ 1,421,836 j $ 15,744,172 j Audit Check I 1 $ 11,374,684 $ $ Audit Check Error _ $ 710,918 $ $ $ 710,918 $ 1,421,836 $ 15,744,172 +Amount per Value i ` ' $ 1.61 i $ $ $ 2.751 $ $ 1.70 ';' $ 0.45 A B Di E F K G H+ Source: OSL Part 4 WCCLS WCCLS OSL Part 6 OSL PartB OS � ✓ CLS OSL Patt6 OSL Part 6 #6.22 #8.7 #6.31 #6 #6:29 #6:24 To calculate FY 06-07 payment: Fy�„l�` ervlce Internet Hours Esta Estimated Adjusted P cirrty of Public Use Adult/Youth i Estimated - Estim. Collection Reimbursable Vols koours Jul 05-Jun 06 Program Service Area Reference Facility Ex enditures P Circulation Added Open ESTIMATED Attendance Population Transactions Use Banks b 06, FY05 06 , FY05 06 FY05-06 FY05-06 _ FY05=06' r, _ 6 _ FY05-06 36 2 - 4,834t? 22,60?_ Beaverton N 1 60 _._ _.. Cedar Mill 109,873 27,173 677,087 Cornelius � � - 59 - 46,903 36,639 467,385 I 46 443 41,736 Forest Grove _ 1� I 58 39 2(i8.5'0 Garden Home18 �6R - - - 2sas7857 6 Hillsboro 8,246 7 5 Shenr000d � 3,t 03 60 964, 148,463 8 243 720,24-7 - T I 23 �# I 60 _ 2,292': k, - _. Ti and � � � � � ``, �"`'^`` - 17,332 7 348 2iJ8 5 Tualatin �� � � 61 z 50,347 62,964 `;i 7,10 343„n0 3E S 1Q(t 65 - 27,45E - 24,269 22,627 271 0v0 West Sloe � � 4' 55 `" 2,662: 10,993 18 091 271,013 3.5 00 TOTALS 25$7" ,Od4'79ti 6615 f258,456' - 469,880 418;191 3,171,592 from OSL reports used FY04-05 estimated from OSL reports from OSL reports used FY04-05 figures circ with a few adjustments FY04-05 X 110% used FY04-05 figures used FY04-05 figures with no increase plus 4% 10/5/2005sample for LDB formula 4mil Ievy.xlsPerf Indicators&Allocs DDH(= INTERGOVERNMENTAL AGREEMENT WASHINGTON COUNTY COOPERATIVE LIBRARY SERVICES This Agreement is made by and between Washington County, a home rule subdivision of the State of Oregon hereinafter referred to as "County,"on behalf of Washington County Cooperative Library Services,hereinafter referred to as "WCCLS," and the cities of Banks, Beaverton, Cornelius,Forest Grove,Hillsboro, Sherwood, Tigard, and Tualatin, and the Cedar Mill Community Library Association and the Garden Home Community Library Association, hereinafter referred to as "Contractor(s)." WITNESSETH WHEREAS, Washington County has approved funding for county-wide library services including non-fee access by County residents to public libraries operated by Contractors; and WHEREAS, a Public Library Services Agreement exists to define the method for distribution of those funds and the rights and responsibilities of WCCLS and Contractors in the provision of county-wide lbirary services; and WHEREAS,the parties to this Agreement are either units of local government empowered by ORS 190.010 to enter into an intergovernmental agreement or are private non- profit agencies operating public libraries; and WHEREAS, all parties are desirous of providing residents of Washington County with access to public library services and Contractors are capable of providing such access and services; and WHEREAS the participating jurisdictions now desire to enter into another Agreement to provide, among other things, for an Executive Board and Policy Board among the participating jurisdictions and assigning responsibilities thereto in order to serve as advisors to the County regarding the provision of county-wide library service; NOW THEREFORE, in consideration of the mutual covenants contained herein,the parties agree as follows: 1. DEFINITIONS The following definitions shall be used in constructing the following phrases, terms and abbreviations in this Agreement: A. WCCLS (Washington County Cooperative Library Services)—An agency of county government which exists to coordinate, contract for or provide a full range of library and information services to all residents of the county. B. WCCLS Network—The consortium of public, academic, special and school libraries in Washington County, which exists to provide countywide library service. F:\EVA\Structure & Governance\WCCLS exec bd IGA draft with CC review.doc Page 1 10/5/2005 i C. WILInet (Washington County Inter-Library Information Network)—An integrated, automated library system, including but not limited to WILI,which is comprised of the integrated library system software(online circulation,public access catalog, cataloging and acquisitions software), and other databases, Internet resources, central site hardware and telecommunications equipment. D. Qualified Borrowers—All Washington County residents,residents of counties with which Washington County has reciprocal borrowing agreements, and other paid card holders. E. West Slope Community Library-The public library that is a department of WCCLS and managed by the County. For purposes of funding, West Slope is. treated as a Contractor,but is not a signatory to this Agreement. F. WCCLS Library Directors' Board—The executive body of the WCCLS Network; advisory to the Cooperative Library Advisory Board and the WCCLS Manager. G. Cooperative Library Advisory Board(CLAB)—The board appointed by the Washington County Board of County Commissioners to develop, review and recommend library service policies,representing Public Library Services Agreement Contractors and the West Slope Community Library. CLAB is advisory to the Board of County Commissioners and to the Cooperative Library Services Manager. 2. TERM OF AGREEMENT This Agreement shall be in effect from January 1, 2006 and shall remain in effectperpetually thereafter,until such time as this Agreement is wholly or partially terminated pursuant to Section 9 herein. 3. GOVERNING BODY WCCLS shall continue to be governed by the Washington County Board of County Commissioners. A WCCLS Executive.Board, described below, shall be established to advise the Board of County Commissioners and the Cooperative Library.Services Manager on matters pertaining to the funding for countywide library services, distribution of financial resources by WCCLS for the provision of countywide public library services, and long term governance and funding strategies. The WCCLS Executive Board shall replace the current Cooperative Library Advisory Board. A WCCLS Policy Group, also described below, shall be established to provide technical and professional support and advice to the WCCLS Executive Board,to develop and implement policies and procedures for delivery of countywide public library services, and to advise the Cooperative Library Services Manager. The WCCLS Policy Group shall replace the current Library Directors' Board. 4. WCCLS EXECUTIVE BOARD A. Membership F:\EVA\Structure & Governance\WCCLS exec bd IGA draft with CC review.doc Page 2 10/5/2005 D ° The Executive Board shall consist of twelve (12)voting Board Members ("Members") representing the ten current Contracting library service providers, the West Slope Community Library, and Washington County. For the cities of Beaverton, Cornelius,Forest Grove,Hillsboro, Sherwood;Tigard, and Tualatin, the Members shall be the chief administrative officers of those jurisdictions or their designees. However, the designees shall not be the library directors of those jurisdictions. For the City of Banks, the Cedar Mill Community Library Association and the Garden Home Community Library Association, the Members shall be representatives designated by the Contractors' governing boards. For the West Slope Community Library, the Member,shall be a representative of the community appointed by the Board of County Commissioners. The Washington County Administrator(or designee) shall represent countywide services. B: Non-Voting Members The Chair and Vice-Chair of the WCCLS Policy Group shall serve as Members of the Executive Board in an ex-officio capacity. C. Appointments to the WCCLS Executive Board Except as otherwise specified herein, appointments for all Contractors and the County are continuous and Members shall serve at the pleasure of their appointing authorities. The West Slope Community Library representative shall be appointed by the Board of County Commissioners for a two year term, which can be renewed. D. Responsibilities The Executive Board shall advise the Board of County Commissioners,the County Administrator and the Cooperative Library Services Manager on issues pertaining to funding for countywide library services, the,distribution of financial resources by WCCLS for direct.public library services, and long-term governance and funding strategies. This includes but is not limited to the following matters: 1. ' Provide recommendations regarding contracts related to the.provision of centrally provided support services when Board of County Commissioner approval is required, 2. Review.Policy Group recommendations for central service plans and budget allocations, forward the Executive Board's recommendations regarding the same to the County Administrator and the Board of County Commissioners for inclusion in WCCLS annual budget requests, 3. Review recommended allocation amounts and funding distribution formulas to be included in the Public Library Services Agreement; provide jurisdictional endorsements of such Agreements and recommend to the Couy Administrator and the Board of County Commissioners for approval, 4. . Consider and recommend to the Cooperative Library Services Manager, the County Adinistrator and the Board of County Commissioners any changes w� F:\EVA\Structure & Governance\WCCLS exec bd IGA draft with CC review.doc Page 3. 10/5/2005 IlE= regarding governance of Members or membership for WCCLS or the Executive Board, 5. Recommend long term funding strategies for countywide library service to the County and Board of County Commissioners, 6. Develop recommendations for the County and the Board of County Commissioners regarding supplemental funding strategies for countywide library services. E. Schedule of Meetings The Executive Board at its first organizational meeting oras soon thereafter as reasonable, shall adopt rules governing its procedures, and which shall include at a minimum: 1)time and place'of regular meetings;2)the method and manner of calling special meetings; 3) the method, term and manner of establishing committees or sub-committees; and 4)Executive Board by-laws and rules of procedure. The Executive Board shall meet as needed to adequately execute its duties and responsibilities. The first organizational meeting shall be a joint meeting with the WCCLS Policy Group and thereafter a joint meeting of the two boards shall be held annually. All meetings of the Executive Board and the WCCLS Policy Group shall be held in accordance with Oregon Public Meeting Laws, ORS 192.610 to 192.710. F. Election of Officers The Executive Board at its first organizational meeting or as soon thereafter as reasonable, shall elect a Chair and Vice Chair/Chair Elect. The term of the officers shall be for two years, with elections held at the Executive Board's annual meeting. The Chair, or.the Vice Chair/Chair Elect in his/her,absence, shall preside over all meetings of the Executive Board. The Cooperative Library Services.Manager(or designee) shall serve as Clerk of the Board and be responsible for providing notices of meetings and keeping minutes, as required by Oregon Public Meeting Laws. G. Quorum A majority of-the Members of the Executive Board shall constitute a quorum. All decisions of the Board,unless otherwise provided herein, shall require the presence of a quorum and a majority vote of those representatives.in attendance. No recommendation regarding a formula for allocating county funds through the Public Library Services Agreement shall be forwarded to the Board of Commissioners.unless it receives the votes of a majority of the Members of the Executive Board. H. Voting Each Member of the Executive Board shall have one vote. 11 the event that a Member is unable to attend a meeting in which a vote is scheduled to take place, the Member may appoint a designee to attend and vote in his/her place. F:\EVA\Structure & Governance\WCCLS exec bd IGA draft with CC review.doc Page 4 10/5/2005 I. Adding or Subtracting Members Members shall be added to the Executive Board, as needed, to represent new library service providers admitted to WCCLS through the Public Library Services Agreement(PLSA). Members shall be subtracted from the Executive Board at such time as a library service provider withdraws from membership in WCCLS and ceases to be a party to the PLSA, or when a city assumes management and fiscal responsibilities for operating a community library, or when two or more library service providers merge into one administrative entity. A library that changes its governance (EX: a city library becomes a community library, or a city or community library establishes a library district)retains its membership rights in WCCLS including membership on the Executive Board and authority to receive funds through the Public Library Services Agreement. 5. WCCLS POLICY GROUP A. Membership The WCCLS Policy Group ("Policy Group') shall consist of twelve (12)voting Members representing the ten (10) current contracting library service providers, the West Slope Community Library, and a library that is a non-public library WILInet member(either Tuality Health Information Resource Center or the Oregon College of Art and Craft library). These twelve Members shall be the library directors or their designees. The Policy Group shall replace the current Library Directors' Board. B. Non-Voting Members Library directors from any academic, special or high school library that is part of the WCCLS Network and not specified above shall be non-voting members of the Policy Group. C. Responsibilities The Policy Group shall advise the WCCLS Executive Board and the Cooperative Library Services Manager on issues pertaining to the development and implementation of policies and procedures for delivery of public library services to all county residents, and to provide technical and professional support for the WCCLS Executive Board. This includes but is not limited to the following matters: 1. Develop; approve and implement shared policies and procedures for the delivery of direct public library services by member libraries, 2. Advise the Cooperative Library Services Manager on issues related to the provision of library services to special populations, 3. Advise the Cooperative Library Services Manager on operational considerations for contracts related to the provision of centrally provided support services, F:\EVA\Structure & Governance\WCCLS exec bd IGA draft with CC review.doc Page 5 10/5/2005 ED = v 4. Recommend annual service plans and review budget allocations for centrally provided support services and library services to special populations to the - Cooperative Library Services Manager and the Executive Board; 5. Advise the Cooperative Library Services Manager and the Executive Board on the allocation of County resources for direct public library service delivery and the formula used to distribute such resources, o 6. Provide technical and professional support for the Executive Board regarding . governance of members and membership in WCCLS, 7. Encourage and provide a forum for positive and timely communication among library directors and staff to continuously evaluate and improve library services to county residents, 8. Develop recommendations for long term funding needs and strategies for the Executive Board, 9. Provide technical and professional support for the Executive Board regarding supplemental funding strategies for countywide library services, 10. Keep abreast of library trends and developments; evaluate and recommend service implementation and changes as needed to the Cooperative Library Services Manager. D. Schedule of Meetings The Policy Group at its first organizational meeting or as soon thereafter as reasonable, shall adopt rules governing its procedures, and include at a minimum: 1) time and place of regular meetings; 2)method and manner of.calling special meetings; 3)method of establishing committees or sub-committees; and 4)Policy Board by-laws and rules of procedure. The Policy Group shall meet monthly or as needed to execute its duties and responsibilities. The first organizational meeting shall be a joint meeting with the WCCLS Executive Board and thereafter a joint meeting of the two boards shall be held annually. All meetings of the Policy Group and the Executive Board shall be held in accordance with Oregon Public Meeting Laws, ORS 192.610 to 192.710.. E. Election of Officers The Policy Group.at its first organizational meeting or as soon thereafter as reasonable, shall elect a Chair and Vice Chair/Chair Elect. The term of the officers shall be for one year,with elections held at the Policy Group's annual meeting. The Chair, or the Vice Chair/Chair Elect in his/her absence, shall. preside over all meetings of the Policy Group. The Cooperative Library Services Manager(or designee) shall serve as Clerk of the Board and be responsible for providing notices of meetings and keeping minutes, as required by Oregon Public Meeting Laws. F. Quorum A majority of the Members of the Policy Group shall constitute a quorum. All decisions of the Group, unless otherwise provided herein, shall require the presence of a quorum and a majority vote of those representatives in attendance. F:\EVA\Structure & Governance\WCCLS exec bd IGA draft with CC review.doc Page 6 10/5/2005 y No recommendation regarding a formula for allocating county funds through the Public Library Services Agreement shall be forwarded to the Executive Board unless it receives the votes of a majority of the Members of the Policy Group. G. Voting Each voting Member of the Policy Group shall have one vote. H. Adding or subtracting members Member representatives shall be added to the Policy Group, as needed, to represent new library service providers admitted to WCCLS through the Public Library Services Agreement. Member representatives shall be subtracted from the Policy Group at such time as a library service provider withdraws from membership in WCCLS and ceases to be a party to the PLSA,,or when a city assumes management and fiscal responsibilities for operating a community library, or when two or more library service providers merge into one administrative entity. A library that changes its governance (EX: a city library becomes a community library, or a city or community library establishes a library district)retains its membership on the Policy Group. 6. AMENDMENTS This Agreement may only be changed,modified, or amended only in writing and with the unanimous agreement of all parties. 7. SEVERABILITY The terms of this Agreement are severable and a determination by an appropriate body having jurisdiction over the subject matter of this Agreement that results on the invalidity of any part, shall not affect the remainder of the Agreement. 8. INTERPRETATION The terms and conditions of this Agreement shall be liberally construed in accordance with the general purposes of this Agreement. 9. TERMINATION This Agreement may be terminated only pursuant to the following: A. This Agreement shall terminate as to any individual party upon that party ceasing to be a party to the Public Library Services Agreement(PLSA) dated 1/20/04. B. This Agreement shall terminate in its entirety, as to all parties,upon execution of declaration signed by all of the current parties terminating its effectiveness. 10. COMPLIANCE WITH LAWS F:\EVA\Structure & Governance\WCCLS exec bd IGA draft with CC review.doc Page 7 10/5/200'5 ED Each party agrees to comply with all local, state and federal ordinances, statutes, laws and regulations that are applicable to the services and activities provided under this Agreement. 11. LIABILITY AND IIVDEMNIF'ICATION Notwithstanding that actions by some or all of the parties to this Agreement may be undertaken on behalf of the others, each party agrees to be responsible for the consequences of any wrongful acts of the party's employee as they affect any other party or a person not a party to this Agreement. Subject to the limitations of liability for public . bodies set forth in the Oregon Tort Claims Act, ORS 30.260 to 30.300, and the Oregon Constitution, each party agrees to indemnify the other parties and each of them, and hold each and all harmless from any and all claims, actions or suits arising out of a wrongful act of the first party's employee done in the course and scope of this Agreement. 12. NO BENEFITS No party or its employees is entitled to participate in a pension plan, insurance,bonus, or similar benefits provided by any other party. 13. NOTICE Any Contractor shall give immediate written notice to the County of any action or suit filed or any claim made against that party that may result in litigation and is directly related to this Agreement. 14. INSURANCE Each party agrees to maintain insurance levels, or self-insurance in accordance with ORS 30.282, for the duration of this agreement at levels necessary to protect against public body liability as specified in ORS 30.270. Contractors which are community libraries shall provide certification of insurance upon request. 15. COUNTERPARTS This Agreement may be executed in several counterparts, each of whichshall be an original, all of which shall constitute but one and the same instrument. 16. CAPTIONS Captions and headings used in this Agreement are for convenience only and shall not be construed or interpreted so as to enlarge or diminish the rights or obligations of the parties hereto. FOR THE CONTRACTOR: F:\EVA\Structure & Governance\WCCLS exec bd IGA draft with CC review.doc Page 8 10/5/2005 Y, EDM= Signature Title Date . FOR WASHINGTON COUNTY: Signature Title Washington County APPROVED AS TO FORM: Sr. Assistant County Counsel F:\EVA\Structure & Governance\WCCLS exec bd IGA draft with CC review.doc . Page 9 10/5/2005