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Approved Minutes - 2015-12-09 CITY OF LAKE OSWEGO December 9, 2015 Library Advisory Board Library Present: Nancy Niland,Alan Laird, Maria Meneghin, Cliff Perigo, David Short, Radhika Subrahmanyan Staff Present: Bill Baars, Beverly Ross Excused: Jessie Halligan, Fred Baldwin Others: Councilor Skip O'Neill, Joann Haynes from 50+Advisory Board liaison, Lucas Brook The Library Advisory Board meeting was called to order by Chair Nancy Niland at 7:00 p.m. on December 9, 2015. 1. Call to Order and Roll Call 2. Introductions Lucas Brook is attending the meeting as he has an interest in possibly applying for a Board position. Introductions were made around the room. 3. Approval of Minutes None 4. Public Comment None 5. Director's Report-Bill Baars • The food barrel in the foyer serves the Rolling Hills Food Pantry and today they picked up 172 pounds of food. The barrel has been continuously collecting donations at the Library for over a year. The Library is also a toy drive collection point this month in conjunction with Rotary and the Fire Department. • Library directors and managers of Clackamas County met and discussed RFID tags for library materials. All of the libraries need to participate and have their materials tagged but some of the smaller libraries have not felt it was worthwhile for them. Some of the larger libraries may need to step in and help support the smaller libraries. The directors will meet again this week and come to an agreement. While all of the libraries need to have their collections tagged, the libraries can decide individually if they want to have the automated materials handling system for returned items. Hopefully sorting can be done at the County level. Baars said the service improvement with this system will be great, getting materials to patrons and back on shelves faster and the checkout lines will be diminished. He said staff will be redeployed to offer better service and user experience for patrons. Lake Oswego moves thousands of books each month and these new systems will make this process much faster and leaner. This new equipment will be factored into the circulation/workroom remodel. Baars showed a video on a RFID self checkout system and an automated materials handling system for return items. 6. Chair's Report-Nancy Niland • On December 17 Niland will represent the LAB at "City Day". Everyone is presenting volunteer opportunities and how one can become a board member. She will explain the role of the LAB. • Because of LO Reads conflicting events, canceling the February LAB meeting was discussed at last month's meeting: Nancy Niland made a motion, seconded by David Short, to cancel the February LAB meeting. The motion passed unanimously. 1 CITY OF LAKE OSWEGO December 9, 2015 Library Advisory Board Library • In January interviews will take place for new LAB members. 7. Annual Report,Work Plan, & Goals • After a discussion the Board compiled the Library Advisory Board 2015 Annual Report. A copy of this report is attached. • After a discussion the Board compiled the Library Advisory Board Goals for 2016. A copy of this report is attached. • After a discussion the Board compiled the Library Advisory Board 2016 Work Plan. A copy of this report is attached. Niland thanked the LAB for their thoughtful input in updating these reports. 8. LO Reads Update-Bill Baars • More events have been planned for February than there are days. There is a lot of interest in this book and so many people have come forward with their personal stories or suggestions to offer the program. The kickoff and book giveaway is scheduled for Monday, January 11. 9. Friends of the Library Report-Nancy Niland • Membership is being updated and loaded onto the website so folks can renew online. There is a big rush of new members joining as they want to get a book and ticket. The book and ticket giveaway for the Friends with a current membership will be on Saturday, January 9, at the Booktique. • Meneghin asked if the Friends are looking into other spaces for the Booktique. Niland said they are not at this time and that their focus is currently getting people to know about the Booktique and about the Friends connection and support of the Library. A change in location could disrupt that effort. 10. Council Update-Skip O'Neill • The Goal Setting will be held in January with the Open House held before. • North Anchor is still moving along. • A new Fire Chief will be appointed soon. A new fire truck has arrived. • The pipe laying of the water project is almost complete in Lake Oswego. The plant is progressing. • Optical cable is still being investigated. • The School District has indicated it will have a large bond on the ballot next November for facility upgrades of all schools. • The Tree Code is still a work in progress with a presentation expected for the Planning Commission in January. 11. New Business None 12. Adjournment The Library Advisory Board meeting adjourned at 8:05 p.m. Respectfully submitted Beverly Ross Recording Secretary 2 CITY OF LAKE OSWEGO December 9, 2015 Library Advisory Board Library rr5 PUBLIC LIBRARY L-.:1" 0+I 1 G }rrl Lake Oswego Public Library Library Advisory Board SLAB)2015 Annual Report L 'LCE Reads" Program a_ LAB members served on the LO Reads Steering Committee_ b_ Assisted in the event brainstorming and planning_Continue to help develop and expand program. c. Attend and support the LO Reads events_ 2. Fundraising a_ Continue to educate community on the many possible ways of supporting the library now and for future generations. b_ Solicited local businesses and library constituents for gifts to the endowment and annual funds through the annual end of year letter_ Approximately$6,500 was raised for the annual fund and$700 was raised for the endowment fund. c. Assisted with raising funds and seeking donated gifts for the LO Reads program. 3. Community Outradi/Partnershios a_ Staffed a table regularly at the Lake Oswego Farmers Market,answering questions about the Library. b_ Welcomed public at library events;shared the purpose of the LAB and opportunities to become more involved in the Library and support its mission and goals. Lthrary Advisory Board Nancy Wand,Cheer affair!Feriga,Vice droir Fred 9aldwr, J essie Harilgan Avon Laird Maria Meaeghrrr David Short e adhJrasrrbrahmanya,MuthHember Tel 503.636.7628 706 Fourth Stasi PO Box 3.69 Lake 0s�vego. OR 9703,1 vrww_ci.oswego_or.us 3 CITY OF LAKE OSWEGO December 9, 2015 Library Advisory Board Library / PUBLIC LIBRARY 1 G }rrl Lake Oswego Public Library Iijrary Adwisouy Board(LAB)Goals for 2016 1. Current Library Needs a_ Library FTE has decreased from 37.4 in FY 2001-2002 to 33.7 for FY 2015-2015_ Actively advocate for maintenance of current staffing levels and maintenance of current City general fund contribution. b_ The current Library building is experiencing serious physical breakdowns in the workroom and possibly in other areas_ Advocate for an outside contractor to come in to do an updated physical survey of the entire facility. Then,if necessary,advocate for additional funds from the City to deal with these weaknesses before they reach a critical point 2. Expand Library's Presence Throuehout City a_ Efforts should be made in 2015 to enhance the Library's presence throughout underserved areas of Lake Oswego.Examples could include satellite locations to pick up Library materials requested or on hold and/or outreach programming as well as an increased internal and social media presence_ A facility should also have space enough to accommodate pageable stacks of overflow material from the main Library_ b_ Develop a work plan that includes addressing facility size,collection demands,Library services, workload,programming and longterm maintenance;this effort should include consideration of a Icing-term goal of a new Library facility to meet the community's needs. c. As the Library explores the RFID tagging of materials,automated materials handling,and lean'" process improvements the Library Advisory Board will he prepared to provide information to the public and assist in implementation under the direction of the Library Director_ d_ Continue to make effort for community outreach such as support of Library programs for children,teens and adults including the flagship program Lake Oswego Reads_ Libras Advisory Board Nancy Nifand,Chair CJrffard Perago,Vice Chair Fred Baldwin Jessie Fwfligun Alan Laird Maria MeriLegign. David Siaort AadhAraSubrahmanya,Muth Member Tel 503.636.7626 706 Fourth Stasi PO Box 369 Lake 0s�vego. OR 9703,1 vrww_ci.oswego_or.us 4 CITY OF LAKE OSWEGO December 9, 2015 Library Advisory Board Library rrPUBLIC LIBRARY 1 ,0E }rrl Lake Oswego Public Library Library Advisory Board{LAB] 2016 Work Plan 1_Leadershio Role—"LO Reads" a_ Continue to play a major role in the planning and presentation of events for the 10 Reads program. b_ Continue to develop and expand the LO Reads program. c. Seek out additional private and public sponsors_ 2_Fundraisine: a_ Continue to evaluate options to raise funds in support of the Library for the endowment and annual fund_ b_ Work to raisefunds,and in-kind donations,for the LO Reads program_ 3_Build&Su000rt Library Partnerships: a. Increase community awareness of Library activities, programs, and services via participation in Farmer?Market,ballot collecting and participating in other City events. b_ Assist the City and Library staff in communicating and educating community members about Library issues as well as advocating for Library programs and services_ c. Help coordinate activities among the Friends of the Lake Oswego Library,community groups and city committees as they relate to Library activities_ d_ Continue to build and develop the Liarary's mailing list of past volunteers, former Library Advisory Board members,and interested constituents to share news and event information. e_ In response to community needs, continue to advocate for support for Library Programs and Services,appropriate repair of our current Library building,and a new Library facility_ t Continue to explore alternatives for a new Library facility_ g_ Continue to monitor the appropriate use of the$900,000 reserved for the Library in the General Fund_ LibraryAdvisory a rd Nancy Wand,chair afford Periga,vke choir Fred aaldwirt Jessie/404m Alun Laird Maria.1E77G n f pallid Short Jiadh aSerbrafmarrya,Muth Tel 503.636.7626 706 Fourth Shoal PO 66x 369 Lake Oswego. OR 9703,1 vnv,V_ci.oswego_onus 5