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Approved Minutes - 2015-01-14 CITY OF LAKE OSWEGO January 14, 2015 Library Advisory Board Library Present: Rick Slaven, Sharon Callen, Terry Huber, Maria Meneghin,Nancy Niland, Cliff Perigo, David Short, Radhika Subrahmanyan Staff Present: Bill Baars, Cyndie Glazer, Beverly Ross Others: Councilor Skip O'Neill, Gene Arnold The Library Advisory Board meeting was called to order by Chair Rick Slaven at 7:00 p.m. on January 14, 2015. 1. Call to Order and Roll Call 2. Introductions None. 3. Approval of Minutes Marian Meneghin made a motion, seconded by David Short, to approve the minutes of the October 8, 2014,November 12, 2014, and December 10, 2014 meetings. The motion passed unanimously. 4. Public Comment Gene Arnold, 50+Advisory Board Chair, explained that he believes Boards and Commissions could work together on common ideas and interests. The 50+Board is developing an arrangement with Parks and Recreation Advisory Board where they have an exchange of liaisons who would attend the other's meetings. Arnold would like to establish a similar process with the LAB. Meneghin proposed that this arrangement be made after the Boards and Commissions meet with the City Council in February. The 50+ Board meets on the fourth Thursday of each month. 5. Director's Report Bill Baars gave the Director's Report as follows: • The City Council Goal Setting Session was held on Saturday, January 10. This was an opportunity for Baars to share with the new City Council members the history of Library funds, including the Endowment and the County funds. • The Library received a donation in memory of Sally Mullen for the refurbishing of the conference room and the purchase of the Mondopad. • The new West Linn Library Director, Doug Erickson, will start on February 8. He comes from Lewis and Clark College. • Applications for the Youth Services Manager position closes on Friday. • On January 31 there will be a North Anchor Community Leadership Forum held at the Adult Community Center to discuss with members of the community about what this development should include. • The Library is working with the Oswego Heritage Council on updating and implementing an agreement on what role each would have in the storage and preservation of historical documents and items. • The candidate interviews for LAB positions will be on January 21 and Maria Meneghin will be on the interview panel. • As the West End Building is put on the market for sale, efforts are being made to clear out a lot of storage areas. The Library has significant storage at the WEB but is paring down as much as possible. Hopefully a 1 CITY OF LAKE OSWEGO January 14, 2015 Library Advisory Board Library place can be found for the books that are stored as these are still being used. Also, because of a recent fire inspection at the Library, a lot of stuff needs to be gotten rid of there as well. 6. Budget Update Bill Baars gave the Budget Update as follows: • Baars will need to complete the Library budget to submit to the City by January 18. 7. Chair's Report Rick Slaven gave the Chair's Report as follows: • To date, the year-end letter has brought in$4,140 for the Annual Fund and $910 for the Endowment Fund. • Slaven thanked the Board and staff for their work and support. This is his last meeting as he completes six years serving on the LAB. He offered four things for the LAB to keep in mind as they continue their work: o Stay out of the day to day stuff o Focus on the money and watch that it doesn't get moved somewhere else in the City o Regarding the facility, the LAB should be visionaries thinking about 5, 10 or 15 years down the road and not the next couple of months such as how to fix the cracked floor or add a room. o A mission should be to preserve the $1,000,000 of County reserve money and the $900,000 from the first year of the District. These funds could be seed money for a new Library. 8. LO Reads Cyndie Glazer gave the report on LO Reads: • The kick-off party and book giveaway was on Tuesday, January 6, and was a huge success. Thank you to Sharon Callen and Nancy Niland for helping at the event. There was a band playing and a vintage red cross jeep parked out front. Next Saturday is the author talk ticket giveaway. Over 30 events are planned in February. • Slaven reminded folks that the February Board meeting has been rescheduled to February 18 so everyone can attend the LO Reads author talk on February 11. 9. Council Update Councilor Skip O'Neill gave the Council Update: • O'Neill feels that the Council has a good understanding of what the Library does and how efficient it is. He thinks the Library should come back in the future for another bond,perhaps more organized and with a message that the Library is a growing entity. Slaven suggested that the Council put together a task force to examine the need for a new Library. O'Neill said the City is coming to the conclusion of some big issues, the water project and the Wizer block, and the competition for a Library bond could be the expected School District bond. Short said the City also has set goals to build a new 911 Communications Facility and update City Hall. The City hopes to sell the WEB before long. • The Council Goals for 2015 include sensitive lands, facilities building and LOCOM facility. 10. Friends of the Library Update Terry Huber gave the Friends of the Library Update: • The new website will hopefully be up February which will be more interactive and include PayPal for paying dues. • The Friends bought a color printer. • Nine boxes of books from the library of Dorothy Stafford were donated by her family. On January 20 the books will be offered for sale at the William Stafford Birthday Celebration held at the Library. • Unofficially, the 2014 year end sales at the Booktique came to $117,000. 2 CITY OF LAKE OSWEGO January 14, 2015 Library Advisory Board Library • Huber is leaving the LAB as she finishes her third year. She has enjoyed her time and thanks the LAB for all of their efforts. Nancy Niland also serves on the Friends Board and has agreed to represent the Friends at the LAB meetings. Slaven said that what makes Lake Oswego the best Library is the support given by the Friends, making it possible to offer the programming it does. 11. New Business Meneghin passed out copies of three Resolutions that she is proposing for the LAB to vote on regarding the Library Endowment Funds and the Library Capital Funds. She is bringing these before the Board because of what she heard at the Council Goal Setting session and because she understands that what is decided at that Goal Setting session goes to the Budget Committee. As the Council membership changes and the City staff changes she is concerned that there is a loss of institutional memory regarding these Library funds. In 2009 when the City lowered its contribution to the Library, the $900,000 was set aside in the Budget Reserve for the Library. As budgets are tightened, it is important to protect these funds. The Library Endowment Fund is over$2,000,000. It was discussed at the Goal Setting Session that the Endowment funds could be used for a Lake Grove Library presence. Meneghin said it is important for LAB to decide if the Endowment Funds should be used only for the building of a new main library. There is $1,000,000 in the Library District capital fund. Meneghin is concerned that the Council will use this fund for the maintenance and repair of the current Library building rather than using City funds. Meneghin feels the LAB needs to speak out as a unit on the use of these funds. A comment was made at the Goal Setting that the LAB was a divided board. David Short said he did not support that downtown could be the only location of a new library. Cliff Perigo said that he had intended to propose to amend the LAB 2015 goals to include "potentially add on to the existing Library". He said if this motion passed his amendment would not go through at all. He said he spent a lot of time talking with City Planning, City Engineer, and the City Manager about the possibilities of what could be done. Perigo said that he was told by City management and Library management that the building of a new Library is likely to be ten years out. In his opinion if the only goal is to have a new library that the problems with the existing library are not being faced. He said the LAB Goals should be amended to include "options for a new library and/or additions to the existing library". Perigo said this gives the Library management the option to push for a new library or to try to add some space to the existing building. Meneghin said that the second motion that she proposes will speak to what Perigo wants to do. Meneghin said the purpose of these motions is to protect these funds for the Library. After more discussion the motions were made: a. Endowment Funds Motion 1 Maria Meneghin made a motion, seconded by Sharon Callen, that the Library Advisory Board affirm their intention that the Endowment principle, standing at approximately $2,469,456 as of 9/30/14, be used ONLY for the building of a new downtown library at the time it is needed to replace the current building on Fourth Street. David Short made a motion, seconded by Nancy Niland, to amend the motion as such, that the Library Advisory Board affirm their intention that the Endowment principle, standing at approximately$2,469,456 as of 9/30/14, be used ONLY for the building of a new library at the time it is needed to replace the current building on Fourth Street. The amended motion passed. b. Capital Funds Motion 2 Maria Meneghin made a motion, seconded by Nancy Niland, that the Library Advisory Board call for the use of the $919,000, currently in the Budget Reserve for capital library projects, to renovate 3 CITY OF LAKE OSWEGO January 14, 2015 Library Advisory Board Library and remodel our current Fourth Street library building to improve its efficiency and functionality for the remainder of the building's useable life. Cliff Perigo made a motion to amend the motion as such, that the Library Advisory Board call for the use of the $919,000, currently in the Budget Reserve for capital library projects, to renovate, remodel and/or expand our current Fourth Street library building to improve its efficiency and functionality for the remainder of the building's useable life. There was no second. The original motion passed. Capital Funds Motion 3 Maria Meneghin made a motion, seconded by David Short, that the Library Advisory Board recommend that the City use the $1,000,000 Library District capital fund in conjunction with City capital facility funding and applicable URA (Urban Renewal Area) funds to build an appropriately sized library presence in the west side of town when the time is suitable. The motion passed. c. Proposed Revision of Goals None Meneghin presents the LAB Goals and Work Plan to the City Council in February and she may submit these motions to the Council at that time. 12. Adjournment The Library Advisory Board meeting adjourned at 9:00 p.m. Respectfully submitted Beverly Ross Recording Secretary 4