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11/18/1985 - Packet Tigard Library Board Meeting TIGARQ L�� Tigard Public Library 7 PM PULUIC I. 639-9511 12568 SW Main►Tigard, Or. 97223 AGENDA November 18, 1985 Call to Order Roll Call Reports Minutes, October 14, 1985 Monthly Report, October 1985 Friends of the Library Fred Meyer Trust Service Levels Supplemental Budget Book Security System WCCLS Governance WCCLS Automation System Open Door Borrowing PLEASE NOTE: MEETING HAS BEEN CHANGED TO NOVEMBER 18, 1985 TMARD LIBRARY PUBLIC Phone 639-9511 12568 SW Main•Tigard, Or.97223 MINUTES TIGARD LIBRARY BOARD October 14, 1985 Call to Order 7:15 PM. Roll Call Dick Bendixsen, Jane Miller, Susan Mueller, Walt Munhall, Peggy Ober, Doreen Thomas. Sue Carver excused. Staff: George Anne Miller, Bobby White. Reports Minutes of September 9 approved as written. Monthly reports for September and October were reviewed. Walt Munhall read a memo he wrote to Librarian outlining his efforts to contact community members regarding their donating time and labor for shelving in the new facility. The one respondee indicated an inability to manage that size project, but a willingness to contribute in some way to smaller projects. Librarian briefly reviewed status of WCCLS automation project. Friends of the Library report was given by Susan Mueller. She announced that at their last meeting the Friends of the Tigard Library voted to buy the other three area carpets for the new library in addition to the complete seating area al- ready pledged. This brings the total pledge to $10,000. The Board expressed deep gratitude. A letter will be sent to the Friends acknowledging their generosity. There was discussion regarding the sending of letters to businesses and service clubs to solicit funds for the new library. It was decided to include a letter as an insert in the Chamber of Commerce newsletter, the Hotline. There will also be personal letters to a select group with a personal follow-up visit. Susan Mueller had drafted a letter and requested feed-back from Board members. Fred Meyer Trust Librarian announced that Rotarians Denis Borman and Charles Samuel had written the Fred Meyer Charitable Trust challenging them to match the Rotary's gift of $10,000. Discussion con- cerned what items should be requested inasmuch as the letter to the Fred Meyer Trust requested funds for special materials for the library's youth programs. Board recommended librarians select computers and learning software for young adult section and children's section as well as vocational and college infor- mation, juvenile non-fiction and reference and furnishings neces- sary to house computer equipment. Borman has suggested informally that the application be expedited. A letter from Chairman Munhall was sent to Borman and Samuel thanking them for their efforts and outlining the request. TIGARD LIBRARY BOARD - MINUTES - October 14, 1985 - page 2 Service Levels Librarian announced that the City Council will review city service levels department by department on October 21. Librarian outlined the Library's four levels of service. Munhall asked how the materials budget was determined at each level. Librarian ex- plained that it was determined by a percentage of the overall budget amount for a particular level of service. No changes were made. Supplemental Budget Susan Mueller reviewed the library FY 1985-86 budget history, focusing on the general fund support received when it appeared that the WCCLS funds would not be avail- able and commended the City of Tigard Budget Committee for its generous support. She outlined recent developments in the furnishings bids and reduced automation contingencies that should enable the return of approximately $40,000 to the general fund as well as an additional $20,000 to the materials budget. If there is no new city tax base next year, the library will ask that the $40,000 be used as carry-over for library operations in FY 1987-88. Librarian announced that WCCLS funds would be $194,559 instead of the estimated $185,000. Book Security Chairman Munhall suggested that this additional source of System revenue be considered to purchase a book security system to reduce the loss of materials. Assistant Librarian George Anne Miller presented information on the Check Point system. Board requested that information be gathered on various systems, to include calling libraries using these systems. Video Tapes The Board discussed purchasing video cassettes for circu- lation in the new library. Munhall proposed cassettes on how-to-do various hobbies, repairs, etc. , and Dorene Thomas suggested old classic movies. Members do not want to compete with the popular video shops. Motion Thomas moved that librarians purchase selected video tapes for no more than $2,000 with funds available. Ober seconded. Motion passed unanimously among those present. Library District Librarian reviewed the options being presented to restructure the governance of WCCLS and remove it as a part of the Wash- ington County operating budget. The pros and cons of a li- brary district were discussed. Librarian also outlined a proposal by Tualatin that, for the most part, would retain WCCLS in its present configuration except that it would be formed through intergovernmental agreements, be able to raise taxes for county-wide library service and be governed by a board representing each participant. There was discussion on the issue expressing concern over autonomy, levels of bureaucracy and funding. The Board took no action, citing a need for more information. TIGARD LIBRARY BOARD INUTES - October 14, 1985 - pag- 3 Questionnaire Librarian announced that the city-wide questionnaire had been mailed to all Tigard households. The intro- ductory narrative and questions which the Board had requested had been used with very little change. Tigard Arts & Munhall reported that the Tigard Arts and Gifts Gifts Committee Committee is selling bricks for the Civic Center Patio. It will require 2,000 bricks. Bricks cost $15. The Committee will also decide on permanent art work for the Center and set up a program for rotating art and displays. Friends & Trustees Dorene Thomas reported on the OLA sponsored meeting Statewide Meeting for Friends of the Library and Trustees held in Portland on September 21. Report was positive. Adjourn: 9:20 PM. Respectfully submitted, Irene Ertell Approved: Approved as corrected: