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Approved Minutes - 2015-05-13 CITY OF LAKE OSWEGO May 13, 2015 Library Advisory Board Library Present: Maria Meneghin, Jessie Halligan, Alan Laird, Nancy Niland, Cliff Perigo, David Short, Radhika Subrahmanyan Staff Present: Bill Baars, Andrea Milano, Bev Ross Excused: Fred Baldwin Others: Councilor Skip O'Neill, Joanne Haynes The Library Advisory Board meeting was called to order by Chair Maria Meneghin at 7:00 p.m. on May 13, 2015. 1. Call to Order and Roll Call 2. Public Comment Haynes said that the Lake Oswego Adult Community Center now has a Grab & Go program where you can get a sack lunch for $4.00. 3. Director's Report Bill Baars gave the Director's Report as follows: a) Introduction Andrea Milano Baars introduced Andrea Milano, the new Youth Services Manager. Milano said she is happy to be at LO and looks forward to getting to know the LAB members. b) Budget Update The City budget has been approved by the Budget Committee and will go to the City Council in June for approval. c) WEB Storage Baars is working with the City in looking at storage options for the Library and the Booktique but no decisions have been made. The City Manager might put together a sub-committee to look for space for storage and for the Parks and Recreation Department. • The All Staff In-Service was held on Thursday, May 4. It was the fourth year for this event and was a great success. Aaron Schmidt was the featured speaker. He introduced the concept of the User Experience and had a great message to thinking about what is best for the patron and not what is best for the Library. He suggested entering the Library and look at it as if for the first time and evaluate the use of space and the interactions with staff. After his presentation the staff divided into groups and did a walkthrough of the building and offered suggestions to improve the user experience. Baars thought that this was such valuable information that when he met with the Clackamas County Directors group last Friday he suggested a countywide in-service be planned with Schmidt as the speaker. • The Circulation Manager position closes on Monday, May 18. 4. Chair's Report Maria Meneghin gave the Chair's Report as follows: • Meneghin presented to the Budget Committee on April 23. As in the written testimony that she previously shared with the LAB, Meneghin also gave oral testimony. The testimony included a $5,000 funding request for the LO Reads program and asked that these funds be taken out of the City Manager's discretionary fund. Two weeks later when the City Manager and finance officers did their"puts" presentation they did not present the fund request marking from where the money would be taken. As a result the Budget Committee voted before the original request of source of money was identified. The 1 CITY OF LAKE OSWEGO May 13, 2015 Library Advisory Board Library Budget Committee did vote to give the money to LO Reads but the money will come out of the Library budget. The LAB discussed if they should go to the City Council before the final approval of the budget and request that the Council reconsider the source or revoke the request. Meneghin suggested that in the LAB Goals for next year the goal to advocate for supplemental City funding for LO Reads program be eliminated as this takes away from bigger funding issues for the Library. After further discussion the LAB decided not to bring the LO Reads $5,000 funding issue to the City Council. a) Printed reports for LAB meetings Meneghin led the conversation about whether to have printed copies of the agenda packet available at the meetings. It was decided that the packet would be sent electronically rather than printed out but Ross will print any material upon request. b) Liaisons to other Boards & Commissions Niland is the LAB liaison to the Sustainability Advisory Board and attended their last meeting. Niland also attended the 50+Advisory Board in May which was held at Mary's Woods. Niland shared information about the Library with this group and will continue as the LAB liaison to this Board. c) District funding & ballot measure discussion Meneghin shared copies of the County Ballot Measure 3-310 that was approved by the voters in 2008 and established the Countywide Library Service District in Clackamas County. There is a concern that some of the libraries are using these District funds for capital expenses rather than operating expenses. While the Intergovernmental Agreement (IGA) does not say that these funds must be used for operations only, the Ballot Measure does distinctly state that these funds are only to be used for operations. The Secretary of State, and State's Attorney's Office confirmed that the Measure has the higher priority. Baars is the Lake Oswego's Library District Advisory Committee liaison; this is the group that administers the funds that are raised from the Library District. A couple of the cities want to use these funds to build new libraries. While there has not been any opposition to keep them from using District funds for new libraries, these cities are concerned about the legality of doing so and have talked about changing the IGA to state that they can use operating funds for capital expenses. As a representative of the District Advisory Committee, Baars is concerned about changing the IGA. He said their charge is to make sure that they adhere to the legal parameters of the Ballot Measure, as this is what the voters wanted. Meneghin said the LAB should recognize that the State's Attorney and the Secretary of State says it doesn't matter what the IGA says,but that the Ballot Measure that passed states that District Tax money should be used for operations only. Meneghin would like the LAB to prepare a resolution, to give to Baars, stating that the LAB supports the Ballot Measure as it was written. Baars would have this resolution to show that the LAB supports the intent of the Ballot Measure that was passed by the voters of the County in the event changing the IGA comes up for discussion with the County. Baars thinks this discussion could come up within the next month and he would like to be ready. Other libraries will be discussing this issue with their advisory boards as well. David Short made a motion, seconded by Cliff Perigo, to accept the resolution. The motion passed unanimously. 5. Friends' Report Nancy Niland gave the Friends' Report: • The annual Booktique Volunteer Appreciation luncheon was held on May 4 at the Stafford. • The website had some problems that needed working out and hopefully will be up and running by the next LAB meeting. 2 CITY OF LAKE OSWEGO May 13, 2015 Library Advisory Board Library • The Banking & Investment Committee will meet to discuss the recent article in the Oregonian regarding the Bank of Oswego. They feel it is important to look at the banking situation and make sure this does not represent a potential problem. 6. Council Update Councilor Skip O'Neill gave the Council Update: • The next City Council meeting will include work on sensitive lands. • The Council will go into executive session and discuss the WEB sale. There are three or four suitors left and a decision is expected by the end of June. It could take a year before any sale is concluded. • The results of the Community Survey will be presented at the next Council meeting. The Council plans to do a survey every other year. • There will be a tree summit on May 30. • The North Anchor Project is in limbo as the purchase of the last piece of property has not happened. • Meneghin said the FAN/Forest Hills Neighborhood Association meeting is tomorrow and results of their survey will be presented. She said some of the City Councilors are expected to attend. 7. New Business • Meneghin asked if Baars would give an update on the workroom redo and floor repair at the next meeting. 8. Adjournment The Library Advisory Board meeting adjourned at 8.05 p.m. Respectfully submitted Beverly Ross Recording Secretary 3