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04/12/1982 - Packet TWARDO Tigard Library Board Meeting LIBRAW Tigard Public Library 7 PM KJBLICPhone 639-9511 12568 SW Main-Tigard, 0r. 97223 Agenda for April 12, 1982 I Call to Order and Roll Call II Reports A. Minutes B. Civic Center Development Committee C. Downtown Committee D. Monthly Report, March 1982 III Old Business A. Library Lease B. Survey of Community C. Budget 1982-83 D. Board Vacancies IV New Business A. Lay-offs/Reorganization (1) Executive Session under ORS 192.660 (2) (A) to discuss personnel matters (2) Use of Volunteers B. Reserves/Interlibrary Loans T16ARD KimicLIBRAWTigard Library Board Meeting Phone 639-9511 Tigard Public Library 7 PM 12568 SW Main•Tigard, Or. 97223 Agenda for April 12, 1982 I Call to Order and Roll Call II Reports A. Minutes B. Civic Center Development Committee C. Downtown Committee D. Monthly Report, March 1982 III Old Business A. Library Lease B. Survey of Community C. Budget 1982-83 D. Board Vacancies IV New Business A. Lay-offs/Reorganization (1) Use of volunteers B. Reserves/Interlibrary Loans TIORD LIBRARYTIGARD LIBRARY BOARD FUBLICPhone 639-9511 12568 SW Main-Tigard, Or.97223 MINUTES March 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, March 8, 1982. Excused: Madalyn Utz. REPORTS Minutes of the previous meeting were approved as distributed. Civic Center Chairman Munhall reported that the architect for the Civic Center Committee project had presented two plans--one incorporating the Public Works area on the Civic Center site, the other removing Public Works to another site. Each plan presented the Library as a free-standing structure to be built in two phases. The first phase calls for 12,000 sq. ft. , with a second phase of 8,000 sq. ft. Chairman Munhall urged members to attend the Civic Center meeting on March 9, when the architect will be presenting the costs for the two plans and the committee will make its recommendation to City Council. MONTHLY REPORT Librarian reviewed the monthly report for February 1982. Dis- cussion centered around making the Assistant Librarian and the Library Assistant for Youth Services full-time beginning March 1. It was pointed out that funding would be requested for 1982-83 for the two full-time positions. In the meantime, library hours will remain the same; but, if funding appears assured by April or May, the Library will re-open on Mondays. Librarian also commented on reduced services from Washington County Cooperative Library Services (WCCLS) during FY82-83, because of revenue shortfall. It was pointed out that Tigard would receive $79,302 from the levy in 1982-83, an increase of $5,000 over the current year because of increase in out-of-town users served. It was also pointed out that February 1982 circulation was 1,322 more than February 1981. OLD BUSINESS Chairman Munhall recessed the regular meeting and called the ex- Executive Session: ecutive session to order under ORS192.660 (2)(A) to discuss the Library lease. Three options were presented by city staff Adminis- trative Assistant, Joy Martin. Discussion on the options ensued. Chairman Munhall adjourned the executive session. The regular meeting was reconvened and by consensus the Board decided to recom- mend to City Council that a two-year lease be negotiated with Mr. Sorg for the present location with a fixed rent of $1,250 and a renewal option for one year. In addition the Librarian was P Y � asked to list some much-needed repairs and improvements to be done by Mr. Sorg. Survey Questions Teri Zagone reported that she and the Librarian had not been able to design a survey that would assess the user and non-users per- ceptions and expectationSof library service. They asked for an extension of time in which to devise the survey. They will have a presentation in April. NEW BUSINESS Librarian gave a brief review of proposed budget for FY 1982-83. Budget 1982-83 The Library budget will be presented to the Budget Committee on March 25. Chairman Munhall urged Board members to attend. TIGARD LIBRARY BOARD - MINUTES - March 8, 1982 - page 2 9 Board Vacancies Librarian announced that Board terms for Jean Carlisle and Walt Munhall will expire June 30, 1982. It was requested that if these Board members do not choose to be reappointed, the Librarian will need to know so as to advertise the vacancies well ahead of time. Munhall announced his intention to be con- sidered for reappointment. Jean Carlisle will notify Librarian later. Meeting adjourned at 8:45 PM. Respectfully submitted Irene Ertell City Librarian Approved: Approved as corrected: TMARD LIBRARY PUBLICPhone 639-9511 12568 SW Main-Tigard, Or. 97223 MEMORANDUM April 12, 1982 TO: LIBRARY BOARD CITY COUNCIL FROM: CITY LIBRARIAN SUBJECT: Monthly Report, March 1982 1 Administration: • a. March 4, City Administrator and Librarian attended a meeting of all Washington County librarigis and city managers at Washington County Cooperative Library Service (WCCLS) head- quarters. The topic for discussion was the 1982-83 contract to be signed by the county and the cities and community libraries. Comments and discussion focused particularly on the audit process for community libraries, method of payments from levy, services to be provided by WCCLS, services to be tendered by the libraries, termination conditions and the hold harmless clause. WCCLS staff was asked to revise the draft contract and a meeting for April 8 was set. There was also discussion regarding allocation of funds under any new levy. Consensus is that the present formula is inequitable, particularly for larger libraries. b. March 5, Librarian participated in a program at Tigard Loaves and Fishes. Linda Stiles, WCCLS Outreach Librarian, presented a program on railroad nostalgia, consisting of recollections from the audience about early railroad trips, songs, skits and a slide show. Librarian urged the audience to utilize the van which goes to the Library from Loaves and Fishes once a month and explained the National Program for the Blind and Physically Handi- capped. Thirty-three persons attended. c. Library Board held its regular meeting on March 8. Minutes were previously distributed. d. Librarian attended Civic Center Committee meetings March 2 and 9. Assistant Librarian attended March 23. The architect presented two plans to the committee; one included the public works on site, the other did not. Both plans called for an 18,000 sq. ft. free-standing library and for demolition of the present city hall area. The committee recom- mended to City Council the plan which included public works on site and also recommended that present city hall area be left intact, though put to a different use. It was also decided that the Library would be built to the 18,000 sq. ft. requirement, but that only 12,000 sq. ft. be utilized initially with the other 6,000 sq. ft. being rented out. The committee also recommended that Brun, Moreland and Christopher be retained for phase 2 of the project. e. After some inquiries into alternate space for the Library, it was decided that the Library remain at its present site and negotiate a new contract with owner Otto Sorg. Terms for negotiation at the new rental ($1,250 per month) would include some repairs to be made by Mr. Sorg, a second year option at the same rate and a third year option to be negotiated at that time. A meeting was to be arranged with Mr. Sorg's attorney and Mr. Sorg. f. The Assistant Librarian and Library Assistant for Circulation have begun reviewing the overdue system to simplify some of the procedures to reduce staff time currently required. All staff members are looking at ways to simplify or eliminate tasks without losing effec- tiveness and/or economy. Staff has also been keeping a detailed daily log of tasks. These will be used to further analyze tasks, time and productivity. g. Tigard Library celebrated its 10th year as a city department in March. To draw attention to this milestone, a special "birthday" sign was painted on the front window (by a community service assignee) and no fines were levied for late materials. +Tigard Public Library - Monthly Report, March 1982 - page 2 2. Personnel: a. Beginning March 1, George Anne Clingan, Assistant Librarian, and John Henshell, Library Assistant - Youth Service, began full time. This was possible through the use of State Aid funds ($2,600) and reallocation of some capital outlay funds. b. Four new volunteers have joined the Library staff in response to information in TYPELINE, the bi-monthly newsletter (also a volunteer project). We now have fourteen active volunteers. Volunteer hours for March totaled 170 for a daily average of 6.3. c. Community service assignees worked 5.5 hours. 3. Statistics: a. Circulation of all materials 10,539. (Daily average 479) Books 9,573 Magazines 583 Adult 6,999 Audio-Visual 209 Juvenile 2,574 Other 39 Interlibrary Loan: Requests placed 103. Requests filled 135. % Increase over last year: 13% (Jul-Mar '81 = 71,546; Jul-Mar '82 = 80,253.) b. User cards issued 349. In-town 190; out-of-town 159. c. Story-hour attendance -- total 59; average 6.5. d. Reference/Reader's Advisory 921. e. Materials added 532. f. Materials withdrawn 141. g. Money Received: Lost Books 34.40 Fines 0 Misc. Replacement 19.45 Donations 42.65 Card Fees 0 TOTAL $96. 50 4. Youth Service - John Henshell: Circulation of juvenile materials continues to increase, particularly the non-fiction. Increased staffing for young people's reference and reader's advisory and the addition of over 100 new "J" fiction are factors in this trend. For the Spring Vacation Filmstrip Festival two sound-filmstrips based on Beverly Cleary books and one based on Marguerite Henry's Misty of Chincoteague were shown. Nine attended. March 2, twenty-one high school students (in two groups) came to the Library for a story- telling workshop. The students work with pre-school children in their classes at school. In progress is a project to "clean up" the juvenile fiction subject file. Classifications are being corrected and/or changed for consistency. Cross references are being added. Cards for which we no longer have books are being withdrawn. Books in the young adult section that are not classics and have not circulated in two years were withdrawn. Also in progress for young adults is the creation of a special science fiction/fantasy area.