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07/11/2002 - Packet t , AGENDA TIGARD LIBRARY BOARD THURSDAY, JULY 119 2002 - 7:00 P.M. TIGARD PUBLIC LIBRARY—PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Braun 2. ROLL CALL: BRAUN CHAPMAN DIAMOND KASSON LAWTON SMITH THENELL 3. Approve Minutes of June 13, 2002. Braun 4. Agenda Additions and Deletions. Braun 5. Call to the Public. Braun 6. Election of Officers. Braun 7. Monthly Report for June 2002. Barnes 8. CLAB/LDB Report. Barnes 9. WCCLS Local Option Levy. Barnes 10. Library Bill of Rights. Barnes 11. New Library Update. Chapman 12. Library Foundation. Diamond U. Board Communications. All 14. Other Business. 15. 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. Agenda items for future meetings: hAdocs\connieUib-a TIGARD LIBRARY BOARD MINUTES June 13, 2002 Call to Order: 7:02 p.m., by Chair Braun. Roll Call: Anne Braun, David Chapman, Marvin Diamond, Sue Kasson, Jeff Lawton and Jane Smith. Staff: Margaret Barnes and Connie Martin. Minutes: Diamond moved to approve and accept the minutes of May 9, seconded by Kasson. Motion passed unanimously. Agenda Additions and Deletions: None. Call to the Public: None. Introduction of Martha Flotten, Young Adult Librarian: Barnes introduced Martha Flotten, the Library's new Young Adult Librarian. Martha came to the library from Minnesota where she managed the children's department. Martha indicated she is very happy to have the opportunity to work on the creative side of the children's division again. Martha is acting as the lead contact for the LSTA Hispanic Youth Grant; strengthening relations with the schools, organizing the Teen Summer Reading program and speaking at the Latino parent night. Martha distributed a flyer of teen activities planned throughout the summer. Martha stated her philosophy is to make the library a friendly place for teens and to keep them coming back. Reports: Friends of the Library Report: No report was given this month. It was noted that the Friends now meet on the second Thursday of each month and that the Board may not have Friends representation in the future. The Board discussed the idea of removing the FOL report off of the agenda as a regular item. May Monthly Report: Barnes highlighted the monthly report for May indicating that the overall activity continues to increase library-wide. Reference questions are up 34%, circulation is up 19% and volunteer hours are up 15%. The City's new phone system was installed the weekend of May 31. Staff is in the process of learning and training to use the new system. The library will have three incoming lines into the library. Barnes indicated that this new system has many positive features. Mystery Night was attended by 40 people and some library staff gave booktalks. A patron inquired about a book in the Young Adult area requesting that it be relocated to the Science Fiction section. A committee of staff reviewed the request and decided to shift the material from the YA area to the Science Fiction section. CLAB/LDB: WCCLS is proposing to bring in a consultant to assist with facilitating a discussion on the different specifics of the funding formula. The funding formula will take effect in the 2003/04 fiscal year and run for three years. WCCLS is working on the implementation of phone notification for reserves and timeout software on the Internet stations. WCCLS Local Option Levy: Barnes distributed a flyer giving factual information on the local option levy to be presented to voters in the November election. On June 4, the County Board of Commissioners approved to move forward with the levy at a cost of .26 per $1,000 assessed valuation. If the levy does not pass, it is likely the County and individual libraries will need to adjust services and hours. The levy would replace funding for library services that have been funded by the County's reserve fund. The levy would also provide for additional services and programs at the local level. September,Meeting: Barnes stated there was a conflict in her attending the September Board meeting and presented to the Board that the meeting be moved to September 19 or have another library representative present at the regularly scheduled meeting. It was decided by the Board to move the September Library Board meeting to September 19 at 7:00 p.m. New Library: Chapman announced that the New Tigard Library Construction Committee has completed its goals set forth by City Council. NTLCC member and City Council member Joyce Patton discussed with City Council how the role of the Construction Committee will change. Since the passing of the bond measure, City Manager Bill Monahan stated that the project will now move to a phase that is primarily staff driven. A survey will be conducted at the Tigard Balloon Festival and a timeline of the project will also be on display. Barnes announced the City's next steps will be to go out for an RFP (Request for Proposal), sell bonds sometime this Fall and select a project team (contractor). Library Foundation: Diamond announced that with the passing of the bond measure, members of the Library Foundation are energized and ready to move forward. The Foundation is planning for a Mark Hatfield fundraising event, however a date has not be set yet and the Michael Allen Harrison event is set for Spring at Tigard High School. More information to come on these two fundraising events. Diamond asked the Board that if they have any interest in helping out with ticket sales, banners, signs or approaching merchants to buy blocks of tickets to get in touch with him. Board Communications: Kasson thanked Diamond for all his efforts in working with the Foundation. Other Business: Barnes announced that Jane Smith was officially re-appointed to the Library Board for another four-year term. An alternate will be chosen June 25 and will join the Board at their July 11 meeting. Adjournment: It was moved by Smith/Diamond, and seconded by Lawton to adjourn the meeting at 8:15 p.m. Motion passed unanimously. Next meeting is scheduled for July 11, 2002. Item No. For Council Newsletter dated ' �Z— Monthly Report July 2002 (Month/Year) for Tigard Library Board (Name of board, committee, task force, group, etc.) 1. Meetings were held on(list dates during month) July 11, 2002 2. Current activities (summarize): The Library Board is in the process of reviewing the policies of the Library. The Library Board is also actively involved in the analysis of the WCCLS funding formula and the proposed WCCLS local option levy. 3. Status of long-term projects: The long-term project that the Library Board is currently working on is creating awareness in the community about the proposed new library. 4. Number of volunteer hours contributed this month(noted number of volunteers and total hours). The Library Board donated 6 hours during the month of July. 5. Attachments (include notifications, sign-in sheets, minutes,reports, press releases, proposals, etc.) - List: 1. Draft copy of the July, 2002 Board Minutes 2. Agenda for July 11, 2002 Meeting 6. Any items to be scheduled for on the Council tentative agenda(list item and date): N/A 7. Status of members–are there any members scheduled to have their terms expire in the next four months? Are any members indicating that they plan to retire,move or resign soon? Please give details. N/A Please Note: The Library Board will not be meeting in August. The next scheduled meeting of the Library Board is Thursday, September 19,2002 DRA TIGARD LIBRARY BOARD MINUTES July 11, 2002 Meeting was held in Red Rock Creek Conference Room, City Hall. Call to Order at 7:04 PM by Chair Braun. Roll Call: Present: Anne Braun, David Chapman, Marvin Diamond, Sue Kasson, Jeff Lawton, and Suzan Turley (alternate). Absent: Jane Smith and Jan Thenell. Staff: Margaret Barnes and Amy Emery. Minutes: Diamond moved to approve the minutes of June 13 as submitted. Chapman seconded. Motion approved unanimously. Agenda Additions and Deletions: The group welcomed Suzan Turley as the new Library Board Alternate. Call to the Public: None. Election of Officers: Following discussion, Diamond nominated Braun for Chairperson and Lawton for Vice-Chairperson. Kasson seconded. The nominations were approved by a unanimous vote. Monthly Report for June 2002: Chapman requested five minutes to read the June minutes prior to discussion. The group agreed. Barnes reported that the Friends-sponsored Cultural Pass program continues to increase in the number of registered users and in actual usage. Timing software will be installed on the Internet machines in July/August. Phone notification for holds and overdues is now fully implemented. The Youth Summer Reading Program is in full swing with over 1000 participants. Activities have been well attended. The Teen Program is also going strong. The number of teen volunteers in the Library has increased for the summer. The Library may see an increase in youth community service workers as the Tigard Municipal Court begins a new Youth Court program (separate from the established Peer Court program). CLAB/LDB Report: LDB discussed the timing software on Internet stations and the WCCLS Local Option Levy. A consultant will be brought in to assist with discussions regarding the funding formula. The formula is currently in an extension year. The funding formula must be established for Fiscal Year 2003-04 to run for three years. The CLAB meeting will be held next week. WCCLS Local Option Levy: Barnes distributed a Library Levy Questions and Answers handout, a Summary Report, and two Riley Research Associates reports. The Q&A handout contains factual details on the levy. The Summary Report was prepared by WCCLS as the final levy proposal for the Washington County Board of Commissioners. The Riley reports were the results of the phone survey that was conducted on a representative cross-section of the County. The results of the survey appear to be supportive of the levy. The County Commissioners authorized the placement of the levy on the ballot, with the support of the cities. The November election does not require a double majority for passage of the levy. In September, additional informational items will be distributed to raise awareness about the levy and the mission of WCCLS in general. Informational presentations can be arranged for interested groups. Eva Calcagno will present an overview at the August 13 Tigard City Council meeting. Library Bill of Rights: The Board reviewed and discussed the ALA Library Bill of Rights, as well as the Freedom to Read, the Freedom to View, and the Free Access to Libraries for Minors statements. Braun noted it was important to review these documents especially in light of the recent Multnomah County Library court case. Lawton expressed concern regarding a specific book in the collection. Barnes reminded the group that there is a process in place to reconsider specific library materials. She noted that these statements are general overriding principles of libraries which are separate from the collection development policies established at the library level, specific to the community served by the library. Discussion followed as to whether endorsement meant approval of all types of library materials. Chapman requested information on the new Patriot Bill that allows the FBI access to patron records, as well as specifics on the retention and archival backup policy of WCCLS. The group agreed to table the discussion for continuance at the September meeting with a possible vote at that time on whether or not to endorse the statements. New Library Update: Chapman announced that the New Library Construction Committee will be thanked at the July 23 City Council meeting. At that time, the existing committee will be dissolved, and the New Library Resource Team will be formed. Construction Committee members can choose to continue service as part of the new Team. The Library bond will fund a portion of the construction of Wall Street. Any other Wall Street construction will be part of a separate LID (Local Improvement District). The RFP (Request for Proposal) has gone out for the architectural design. Submissions are due back by the end of July. Interviews will be conducted in August with a recommendation going to Council by the end of August. The Library project will use the CM/GC (Construction Manager/General Contractor) process, rather than a Design/Bid/Build. With Design/Bid/Build, there is the risk of having a design, which comes in over budget at the bid phase. With the CM/GC model, another firm is brought in (second RFP) earlier in the process to work with the architectural firm to manage costs and stay within budget. A third RFP will be issued for an Owner's representative. This person will function as the City's rep on the site in dealing with issues and contractors. The target date for groundbreaking is spring 2003. The City is looking into working with the Oregon Economic Commission Development Department for sale of the bonds. Once bonds are sold, the City can initiate the option for the property. TAHPA is interested in the white house on the property depending on its condition for an office and educational program space. Library Foundation: Diamond announced the Foundation members would meet as a group again in August. Several people have expressed an interest in joining the Foundation since the successful passage of the bond measure. Two fundraising events are in process. The Michael Allen Harrison concert is scheduled for Friday, April 4, 2003. No date has been set for the Mark Hatfield event. Board Communications: Kasson congratulated the new Library Board officers. Other Business: Barnes noted that an issue regarding the use of the Puett Room had arisen. The Puett Room is reserved for a quiet reading space or for Library- sponsored programs. An individual requested to use the space for a program that was determined to not meet the necessary criteria. It was suggested that the individual contact the City to schedule a different room. The individual addressed the City Council about this issue during the Visitor's Agenda at the July 9 meeting. Adjournment: It was moved by Diamond and seconded by Kasson to adjourn the meeting at 8:29 PM. Motion passed unanimously. No meeting will be held in August. The September meeting has been moved to the third Thursday of the month and will be held on September 19, 2002.