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11/08/1990 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, NOVEMBER 8, 1990 - 7:00 P.M. TIGARD CIVIC CENTER - TOWN HALL CONFERENCE ROOM 13125 SW HALL BLVD. , TIGARD, OR 1. CALL TO ORDER 2 . ROLL CALL: DEBERNARDIS GROSSEN KOSTEL MATTARRESE MONAHAN RESNICK WISMER 3. Approve Minutes from previous meeting 4 . Monthly Report for September and October, 1990. 5. Report - Friends of the Library. 6. Report - Cooperative Library Advisory Board 7 . Boards/Committees and City Council Meeting. 8. Policy Manual Review. 9 . Election Follow-Up. 10. Election of Board Chairman. 11. Other Business 12 . December Council Workshop 13 . Adjournment. TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL LIZ NEWTON AT 639-4171, EXTENSION 308 IF YOU ARE UNABLE TO ATTEND. h:\Login\debbie\Hba.118 TIGARD LIBRARY BOARD October 9, 1990 MINUTES Call to Order: 6: 05 p.m. , Chairman Amo DeBernardis presiding. Roll Call: Susan Grossen, Carl Kostol Excused: Vince Matarrese, Linda Monahan, Leslie Wismer Absent: Marla Resnick Reports: Minutes for September 13, 1990 were approved as written. Ballot Measure Discussion: Pat Reilly, Tigard City Administrator, spoke to Board members on the City of Tigard's request for a new tax base and the tax limitation measure No. 5. Both measures will be on the November 6 ballot. Adjournment: 6:55 p.m. Respectfully Submitted, Irene E. Ertell Library Director NOTE: At 7: 00 p.m. the Washington County Cooperative Library Advisory Board (CLAB) held it-*s meeting in Tigard's Town Hall Conference Room with the Tigard Library Board as guests. The last agenda item of the CLAB regular meeting was discussion of library issues in Tigard relating to the Washington County Cooperative Library service and CLAB. ke/IEELBMIN N: \WORD\LIBRARY Washington County Cooperative Library Services COOPERATIVE LIBRARY ADVISORY BOARD MEETING Tuesday, October 9, 1990 / 7:00 PM / Tigard City Hall MINUTES Members: Beaverton - Larry Cole (Alt.) Cornelius - absent County at Large - Russ Mickiewicz County at Large - Ed Ohimann Cedar Mill - John Switzer, (Alt.) Forest Grove - Herb Drew Hillsboro - Jim Lushina, Tim Erwert (Alt.) Sherwood - absent Tigard - Yvonne Burgess Tualatin - Gary Marks (Alt.) WCCLS Staff: Peggy Forcier, Eva Calcagno Professional Advisory Board representative: Irene Ertell Tigard Library Board: Carl Kostol, Susan Grossen, Amo DeBernardis CALL to ORDER / APPROVAL of MINUTES Chair Herb Drew called the meeting to order. Members, staff, guests and local library board were welcomed. Burgess moved and Lushina seconded approval of the minutes as distributed. REPORTS Report on Community Resource Directory Grant - Helen Liere of Vantage Consult- ing and Research Corporation, the contractor who has been managing the Community Resource Directory reported on the status of the grant which ended September 30. She described the project as a demonstration of community information and referral based on a partnership between libraries and human service agencies in Washington County. Two key issues for this information service were accessibility and efficient use Mailing Address: P.O. Box 5129 Aloha,Oregon 97006 Location: 17880 S.W. Blanton Street Aloha,Oregon Telephone:(503)642-1544 of resources. Five local service agencies are participating in this project. Washington County Community Action Organization volunteered to be the central point for data entry and file maintenance. Technical training and a manual was provided to each ser- vice agency. Subject headings are added by WCCLS staff. Liere has asked each agen- cy to participate in an evaluation of the project. In addition, an independent evaluation (required by the grant) was performed by a librarian outside the metropolitan area who described this as highly successful. A press release and press conference, public com- ment cards, and an information brochure are planned or underway as wrap-up ac- tivities. Participating service agencies plan to continue meeting on a regular basis to share information and provide feedback that will allow the Directory to become an even more useful tool. Public Relations and Information - Needs and Possible Options Jan Thenell, Coordinator of Public Relations for Multnomah County Library, was invited to discuss public relations activities which WCCLS might undertake over the next 2-3 years. Thenell described the plan for public relations activities within Multnomah County prior to their levy request which included the opening of the new Gresham Public Library and initiation of their computerized public card catalog. She suggested that WCCLS develop a public relations plan in order to create and maintain visibility with library users and the community at large about the programs and services available. She suggested that children's programs and services to seniors are usually of interest. Coordinator's Report 1) Forcier indicated that the Board of Commissioners ap- pointed Carl Dyess and reappointed Jim Lushina, Tim Erwert, Maggie Firey and Jerry Taylor to the CLAB at their September 11th meeting. 2) Forcier discussed the Speak Up meetings scheduled for October 25th (Whitford Intermediate Schdol) and November 1 st (Forest Grove City Library). The Speak Ups are preliminary to the White House Conference on Library and Information Services to be held next summer. She en- couraged board members to attend and bring other members of their communities. 3) Quotes for reconditioned equipment to upgrade the WILL computer have been received. The vendor submitting the lowest quote could not obtain Dynix's warranty on the total system. The vendor submitting the second lowest quote was able to do so. The successful quote was $96,100 and $97,700 had been budgeted. The quotes ranged from $91,000 to $117,000. The quotes will go to the Board of Commissioners for approval later this month. 4) Forcier met with an OLA legislative subcommittee to draft legislation changing the maintenance of effort for Per Capita eligibility to include all sources of local funds. The subcommittee draft has been sent to Steve Rhodes who will share this information with the League of Oregon Cities. The proposal would have grants distributed directly to libraries instead of to units of local government. 5) Forcier mentioned that the property tax limitation measure on the November ballot, if passed, would affect the revenue received by WCCLS. The Commissioners are not required to levy the maximum amount approved by voters and probably would not do so if they had to reduce overall County spending. 6) Cole indicated that the City of Beaverton contract with WCCLS has not yet been signed because the city attorney continues to question some issues. Cole will attempt to bring the matter to a close. Capital Needs Study Mickiewicz reported that he and OhImann met briefly this week regarding capital needs. The committee would like to request assistance from the public library directors in filling out a questionnaire regarding capital needs so that specific, uniform results could be analyzed in a spreadsheet format. Mickiewicz knew that the library directors would have the best understanding of their library's space needs. He also expressed the need to identify and analyze requirements before fund- ing possibilities are discussed. NEW BUSINESS Election of Chair and Vice- hair Ed Ohimann and Jim Lushina were nominated for Chair and Vice Chair, respectively at the September meeting. Drew asked if there were further nominations. There being no response, Cole moved to close the nominations and cast a unanimous vote for the two nominees. Mickiewicz seconded the nomina- tion. Motion passed. Forcier presented outgoing Chair Drew with a "CLAB" T-Shirt and a plaque in recognition of his efforts to WCCLS. CLAB members expressed gratitude and praise to Drew for his performance as Chair during the past two years. Tigard Library Board - Exchange ideas and information Amo DeBernardis ex- pressed concern regarding using operational funds for capital needs. Drew indicated the issue was briefly discussed at the last CLAB meeting. Consensus was that there is nothing in the current contract that prevents libraries from using the funds for capital im- provements. The issue will be included in negotiations for the next contract. Ertell noted that Tigard has a small but dedicated Friends group and a strong volunteer program (132 individuals in the last fiscal year). Tigard has a Young Adult Roundtable that advises the Children and Young Adult Librarian on selections, activities, etc. The library has been open on Sunday afternoons since September 9th and the number of Sunday patrons is steadily increasing. The library materials budget was increased by $25,000 this year. The library board is looking into the possibility of a branch at Washington Square and perhaps a future branch at King City. Adjournment / Next Meeting The meeting was adjourned at 9:15 PM. The next regularly scheduled meeting will be on Tuesday, November 13th at the Cornelius Public Library. Respectfully submitted, Peggy Forcier, Coordinator