01/14/2015 - Minutes n City of Tigard
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Tigard Public Library Board — Minutes
MEETING DATE/TIME: Wednesday,January 14, 2015 7 p.m.
MEETING LOCATION: 13500 SW Hall Blvd., Conference Room, Second Floor
1. CALL TO ORDER:
Chair Scott Hancock called to order the January 14,2015 Tigard Library Board at 7:00 p.m.
2. ROLL CALL
Present at the meeting were: Laura Cadiz, Scott Hancock, Katie Harris,Linda Monahan,John Storhm and
Jan Thenell;Library Director Margaret Barnes and Executive Assistant Alison Grimes. Dan Snyder was
excused.
3. APPROVE MINUTES
The minutes from the December 10,2014 Library Board were reviewed and,there being no additions or
corrections,were approved as written.
Motion—Harris Second—Thenell
Cadiz—Aye Hancock—Aye Harris—Aye Monahan—Aye
Snyder—Excused Storhm—Aye Thenell—Aye
4. AGENDA ADDITIONS AND DELETIONS
None.
5. CALL TO THE PUBLIC
Sandra Hughes, Circulation Supervisor, attended the meeting as the Library's staff guest. Starting with the
Library as a student volunteer, Hughes was hired full-time in 1990 and became one of the two supervisors in
Circulation in 2000. Some of her many duties include scheduling all Circulation staff,writing reviews,
helping patrons at the check-out counter, training new volunteers and dealing with patron (and staff� issues
that crop up. Hughes was also a member of the City's Safety Committee,is on the City Values Team and is
currently reviewing proposals for a new telephone system for the City. She is looking forward to having the
automated materials handling equipment installed. She also thanked the Board for their service and
commitment to the Library.
6. ANNUAL JOINT MEETING WITH CITY COUNCIL
Our Council liaison is still Jason Snider. Barnes told the Board he asked if they wanted him to attend one of
the Board meetings and/or if anyone had any questions for him. Harris suggested he come to the March
Tigard Public Library Board MINUTES —Wednesday,January 14, 2015
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov IPagelof3
meeting as that is usually when the Board reviews topics and assigns them to various members to talk about
during their joint meeting with City Council in April. Monahan was concerned about the Library's budget
and whether it was to remain `status quo' or if there would be an increase or decrease. Barnes stated that
the Library's budget would remain unchanged for the 2015-16 fiscal year. She will also invite Councilor
Snider to attend the March meeting.
Barnes asked the Board what they would like to speak about during their joint meeting with City Council.
Some of the suggestions were:
■ the usefulness and importance of the library
■ programming
■ discuss information about the Pew Report (how young adults use the library)
■ the upcoming operational levy
■ mention the positive impact of opening the library on Thursdays
■ library as a community gathering place
■ Summer Teen Volunteer program
■ Having the Community Room and Conference Room available to the public again
■ Talk about how libraries continue to reinvent themselves and remain viable to the community
■ express our thanks for their support
Visual aids could include 3—6 photos of various events held in the Community Room
Hancock asked that Board members have more specific desires and suggestions for the February meeting so
they would have a good basis for finalizing suggestions.
Budget meetings are scheduled to begin in April, finishing up at the end of April or beginning of May.
Barnes hoped that the contract between the City and Lyngsoe Systems,Inc. would be finalized next week as
the vendor will need about 20 weeks to install the system.
7. POLICIES
The Board looked at the following policies:
■ Confidentiality of Library Records
There being no additions or corrections, the Board re-approved this policy.
Motion—Storhm Second—Cadiz
Cadiz—Aye Hancock—Aye Harris—Aye Monahan—Aye
Snyder—Excused Storhm—Aye Thenell—Aye
■ Public Computer Rules
Revisions to the following were suggested and the document was approved when revised:
Item 3: The Library is not responsible for damage to users'des storage devices or computers or for any
loss of data, damage or liability that may occur from use of the Library's computers.
Item 7: Tigard Public Library provides access to a printer from the public computer workstations. Gepies
are 10 eetifs per sheet. There is a fee associated with printing. Please keep in mind that information printed
from a public computer workstation is not private and can be viewed by other patrons and staff.
Tigard Public Library Board MINUTES — Wednesday,January 14, 2015
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov Page 2 of 3
Motion—Harris Second—Thenell
Cadiz—Aye Hancock—Aye Harris—Aye Monahan—Aye
Snyder—Excused Storhm—Aye Thenell—Aye
■ Unattended/Vulnerable Child
This policy was re-adopted as presented.
Motion—Storhm Second—Monahan
Cadiz—Aye Hancock—Aye Harris—Aye Monahan—Aye
Snyder—Excused Storhm—Aye Thenell—Aye
8. AUTOMATED MATERIALS HANDLING
As noted above, the contract should be finalized next week. It will take approximately 20 weeks to
complete installation and,Barnes noted, the project has to be completed before the end of this fiscal year,
June 30.
9. LIBRARY OPERATIONS
December 2014 statistics were distributed. Barnes noted that circulation statistics are still declining. Upcoming
programs include The Reptile Man,which continues to be a hugely popular program and a large crowd is
expected. The Library's 5-Year Strategic Plan ends this year and meetings for the next Plan are in the works.
Teresa Ferguson,Technical Services manager,was the facilitator for the previous plan;the upcoming one will
be facilitated by Molly Carlisle,the Readers Services manager. Barnes asked the Board for suggestions of
whom to invite to be on the Library Strategic Plan committee. One or two meetings are likely to be held
between March,April and May,lasting about 90 minutes each.
Barnes was asked if the monthly change in circulation data could be graphed for the next meeting. She believes
the decline is impacted by ebooks (3M Cloud and Overdrive).
10. OTHER BUSINESS
o LIBRARY TRENDS
None noted for this meeting.
11. ADJOURN
There being no further business, the meeting was adjourned at 8:03 p.m.
The next meeting of the Tigard Library Board will be Wednesday, February 11, 2015 at 7 p.m. in the second
floor Conference Room of the Library, 13500 SW Hall Blvd.,Tigard.
Tigard Public Library Board MINUTES — Wednesday,January 14, 2015
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov I Page 3 of 3