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HomeMy WebLinkAboutApproved Minutes - 2002-12-11 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center Present: Colleen Bennett, Patrick Curran, Anne Dickason, V'Anne Didzun, Bill Gallagher, Maria Meneghin, Benjamin Sostrin, and Betsy Walls Staff Present: Jan Erickson, Jackie Rose, Donna Ainslie, and Joyce Niewendorp Others Present: Councilor Gay Graham The Library Advisory Board meeting was called to order by Chair Ben Sostrin at 6:58 p.m. I. Introductions Introductions were made to welcome Betsy Walls, the new Youth Library Advisory Board member. Jackie Rose stated that the Board is delighted to have Betsy Walls, a junior at Lake Oswego High School,join the Library Advisory Board. Ms. Walls signed on in October to be part of the youth team for City Council. She has been shadowing Councilor Jack Hoffman. She expressed enthusiasm for joining the Library Board because she feels the Library is an important part of the community. She has future interests in pursuing journalism. She is also involved in a political club in high school where the students mimic trials and elections. Jackie Rose said that she would give Betsy Walls a tour of the Library when it reopens. II. Approval of Minutes—November 13, 2002 Approval of the November 13, 2002 Library Advisory Board meeting minutes was postponed until the January 8, 2003 meeting, to give the Board members a chance to read the minutes. III. Public Comments None IV. Chair's Report Chair Sostrin announced that the Library's endowment fund mailing raised approximately $1,800. He stated that thank you notes are being sent. Colleen Bennett announced that Jack Radow is home from the hospital and doing well. Chair Sostrin stated that Joyce Niewendorp has completed her studies for her MLS degree. Congratulations were given. 1 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center V. Goal Setting Chair Sostrin stated that he hopes the Board received his e-mail about the goals for the Library Advisory Board for the coming year. Chair Sostrin stated that V'Anne Didzun pointed out to him that the Parks and Recreation Advisory Board adopted a plan that calls for over$34 million. Bill Gallagher stated that he would like to propose that the Board somehow undertake a perceptual study of the library patrons and non- patrons in Lake Oswego, though it could be a pretty expensive proposition. He stated that informally talking with people they might find there may be some things going on that might be rumblings under the surface. A perceptual study might flush those out. Mr. Gallagher said that he knows there are professionals in Lake Oswego who are involved in doing research. He suggested the Board seek out those individuals to see if they are willing to do pro bono work for the Library. He also suggested asking the Friends for help or possibly a couple of key contributors. He said there is also the possibility that they could enlist students at Lake Oswego High School involved in a civic activity to do patron surveys outside the Library. Bill Gallagher stated that he is afraid the Library is losing ground. He thinks it would take a comprehensive type of study to make a case to the powers that be that a tremendous resource of the City of Lake Oswego is in danger. Colleen Bennett stated that she would second Bill Gallagher's idea. She said she would like to share what the Friends are doing, since it seems to go together. She stated the Friends are going to continue to explore alternative funding by looking into foundations. The Friends are also meeting with different people in the community, talking about the future of the Library. Ms. Bennett said that she testified in front of City Council during the discussions of the Foothills area. There is talk of putting a civic center in the Foothills area. She asked City Council to remember the Library. Ms. Bennett said that she spoke to Paul Graham, who is president of the Downtown Business Association, and he feels that the Foothills would be a very good place for a library. The Friends plan to contact Dr. Michael Eisenberg, Dean at the University of Washington Information School, to ask him how future libraries are going to look. Colleen Bennett said that what people want from the Library in the future could be tied in with the survey Bill Gallagher mentioned. She said that if the Library only gets one or two questions on the City survey that would not tell them much. Councilor Graham stated that the City is dropping the survey because of money. The survey is not a priority at this time. She said the one thing the Council wrestled with was how to frame the question 2 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center correctly to get the desired answer. She stated it requires professionals to do that. Chair Sostrin responded that they could hire marketing and get attitudinal responses,but he thinks the caveat is that they should have someone who knows a lot about libraries to formulate the questions. Colleen Bennett replied that is why she thought of Dr. Eisenberg at the University of Washington. He gave an enthusiastic presentation at the Oregon Library Association conference. Director Erickson asked what the goal of the survey would be. Colleen Bennett responded that what she would like to know is if there is anything people would like happening in the Library that is not happening now. Councilor Graham stated that if the ultimate goal is to get a new library, then the questions should reflect this. Colleen Bennett said that she wants to know if anything is missing from the Library, but gear it toward the future. Director Erickson said that she is confused about the goal of the survey. If the Board feels Lake Oswego needs a new Library, she asked if they need to do a survey or do they need to work toward ultimate funding possibly through a foundation. She asked what the purpose of the survey would be. Bill Gallagher responded that he would love to know what people think about the Library. Jan Erickson stated that the Library did a performance survey asking two questions. For part of the budgeting process, departments are doing performance evaluations. The instructions were to make it very brief, because people are not often willing to participate in a long survey. In November, the Library asked people who came into the Library two questions: 1) Did you get the material, information, or services you were looking for? and 2) Did you get what you needed in a timely manner. Ninety-two percent said they got what they were looking for and ninety-three percent said they got it in a timely manner. Ben Sostrin stated that there is always something to be said for the proof is in the pudding and that Lake Oswego has the highest per capita library use in the state. Bill Gallagher gave Safeway as an example. He said they usually ask the customer if they found what they were looking for. He thinks they need to go deeper if they want to get people behind the idea of a new library. He thinks they need to give people an idea what is possible, not just what is available. 3 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center Maria Meneghin stated that she likes to focus on the idea of library service rather than on capital improvement. The recent survey asked questions of people using the Library. She thinks they should cast a wider net, because there may be whole groups that have thoughts about the Library and are not using it for some reason. Chair Sostrin asked if the end goal is to get public support behind a new library, is push-polling the most cost effective way to educate the public. Pat Curran suggested they center the focus of the survey around a date, such as Lake Oswego Library 2008. The survey could be tailored around what the people want from their library in the future. He said they could ask specific questions about location and the collections. This might give them more information than just trying to find out if people think Lake Oswego needs a new library. Colleen Bennett responded that she agrees with Pat Curran. The Friends would like people to think about what they would like in a new library. Anne Dickason asked if they will even have enough information to visualize what that would mean. Colleen Bennett replied that the survey could ask that. Anne Dickason stated that she thinks it is important to talk to someone like Dr. Eisenberg, so the Board would have some perspective of what they should be thinking about to help frame the questions. Director Erickson stated that people use the library very personally. Some people use the library specifically for DVDs or specifically for the computers. She asked what the Board and the staff would do with all this information after they collect it. Anne Dickason stated that the response to the question about how far people want to be from the library should not matter. She said the response should be: What difference does it make? People drive to the Lake Oswego Library from all over. They are not going to have a branch on every mile block. Pat Curran asked if they would not tailor it differently if they said it was important. Ben Sostrin said that he would hope not. Mr. Sostrin said that he would hope they would approach it in a utilitarian manner, not in an idiosyncratic manner. Anne Dickason asked who would not want a terrific library around the corner. If it means dividing that up into twenty branches versus one really outstanding central library,people would drive to get there. She thinks they have to be careful of what they ask and the reason for asking. 4 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center Bill Gallagher responded that he thinks the reason is to keep up with what people deserve in a library in Lake Oswego. Ben Sostrin said that maybe a better use of the effort and money would be to have the library consultant who did the 1995 or 1996 report,update it. Bill Gallagher asked if that involved a perceptual study. Councilor Graham responded that it was a concentrated focus group. Colleen Bennett stated that the Board requested an update and the request was turned down. Ben Sostrin suggested they ask the Friends for funding. Colleen Bennett stated that initially the study was $40,000. Ben Sostrin said that he believes the quote for the update was a lot less than $40,000 at a few thousand dollars. Chair Sostrin stated that the Board does not have to debate this idea tonight,but could phrase it as exploration of perceptual study. Bill Gallagher asked if they could include something about sharing information with the Friends. Colleen Bennett responded that she would share information at each Library Advisory Board meeting. The Friends are working towards a new library by working through a process by establishing a foundation for a capital building project. Bill Gallagher responded that if that is the case, the Board may not need to do anything. Colleen Bennett stated the Friends certainly want to work hand-in-hand with the Board to provide a united front. Ms. Bennett stated that land is limited in Lake Oswego to build a new library. Siting the library has always been a problem. The City has missed out on two parcels. She thinks they must take advantage of every opportunity to remind the City to remember the Library. Anne Dickason asked where the Foothills area is. Colleen Bennett responded that Foothills is between the river and State Street where a new city center is proposed. Councilor Graham recommended to the Board that if they want to go for a new library, they should try to make it a multi-use building. The idea is to make maximum use of the land while generating some supported tax dollars. Colleen Bennett responded that is why she got excited when she heard mention of a civic center. She can picture a library as part of that center. Councilor Graham stated that they are facing the specter of Bridgeport on Boones Ferry Road on the other side of I-5. This will be a huge complex including retail, office space, and a multi-screened theatre. If they can provide good competition for the City for that development, that just keeps the City viable. This is where the library in a multi-use 5 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center building is more of a plus. They will have a much better argument if they fashion their dream to fit in a multipurpose building. Colleen Bennett responded the Friends went to see the plans for the Foothills. There are possibilities there. Councilor Graham stated that the Bridgeport location is the old quarry. Colleen Bennett asked if the address is a Tualatin address. Councilor Graham responded that it is Tualatin, Tigard, and Washington County. Chair Sostrin suggested the Board listen to the Director's report and then come back to goal setting. VI. Director's Report Director Erickson stated that the Library is right in the middle of the renovation. Library staff worked hard to leave the Library in good shape for the subcontractors to come in to begin their work. She expressed her thanks for the donation of the Mercantile Plaza space. Circulation, Technical Services, and Administrative staff are located at Mercantile Plaza. The Youth Services staff and Reference staff are using space in City Hall and working from home. Ms. Erickson said that she and the Reference staff toured The Oregonian library, Portland Art Museum Library, and the Lewis and Clark Law Library. She also attended a teleconference in Salem on the Patriots' Act and how that legislation affects libraries. Ms. Erickson stated that Donna Ainslie's Circulation staff are working very hard because they have to pack up all the materials coming back to the Library. From the second of December through the tenth of December, 14,464 holds and returned items have come through Circulation. Circulation also set up a table of new items for patrons to browse and checkout. Although the Library did not expect to circulate any items in December, the circulation count is already 5,227. There is a steady stream of people coming to the Mercantile Plaza location. Jan Erickson stated that she and Donna Ainslie met with the subcontractors today. The renovation work is on schedule. Director Erickson stated that the Library undertook the performance survey that she mentioned earlier in the meeting. They did the survey before the renovation and Ms. Erickson plans to do it again in the spring. Ms. Erickson stated that the recent grant requests submitted by staff to the Friends of the Library were approved. Following are some of the grant requests: 6 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center Conference room tables that fold up Adaptive use computer DVDs for children Director Erickson stated that they held interviews for the Adult Services and Reference Supervisor position. Bill Baars from the Beaverton Library accepted this position and will begin on December 30th. Ms. Erickson said Assistant City Manager Chris Jordan voted for the City of Lake Oswego during the vote for the County funding by LNIB representatives. The vote was 6-5 to move the funding from 90% circulation/10%population served to 85% circulation/15%population served. A few libraries benefited, but several libraries were hurt. Lake Oswego Public Library was one of the libraries hurt. Ms. Erickson stated that the figures have not been worked up yet by Joanna Rood at the Network office, but the ballpark figure is that the Lake Oswego Library will lose about $60,000 with the new formula. Ms. Erickson said that since the vote,two of the PLC (Public Library Committee) directors went to the committee and asked for reconsideration of the vote. The next meeting is on Friday. Pat Curran asked which budget year is affected by the $60,000 loss. Ms. Erickson responded the fiscal year beginning July 1, 2003. The five people that did not vote for the 85/15 wanted the formula to remain at 90/10. Director Erickson stated that she has given a great deal of thought to the goals for the Library Board and the Council. She would like the Board to think about helping and cooperating with alternative funding endeavors for the Library, including the support of the formation of a library foundation. Ms. Erickson said that she recently read the question: "What can a small group of people do?" The answer is that it is often a small group of people that do everything. She asked if there is really a question in the community that they need a new library if they have the money. Ms. Erickson recommended that a second tier goal for the Council is to look at land acquisition for future siting of a new library. Without land for a facility they cannot move forward. Councilor Graham stated that she thinks the move to Mercantile is probably one of the best things to come out of the remodeling effort. When she brought some books in, the Booktique was crowded. Ben 7 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center Sostrin stated that Laurel Boone told him sales were up 50% at the Booktique. Anne Dickason stated that she was impressed by the operation at the Library's temporary location. Donna Ainslie said the patron comments reflect their gratitude for the Library continuing to provide service. Pat Curran asked if anyone was at the Library the last few days before it closed. He said it was like trying to get tickets to a rock concert. Donna Ainslie said that November circulation was up 20% over last November. Colleen Bennett asked if anything would be done to the parking lot. Jan Erickson responded that the City ordinances will just not allow the changes to be made. IV. Chair's Report (cont.) Chair Sostrin led the discussion regarding Councilor Turchi's proposal, regarding changing the Library's name, brought before the Board at the November 13, 2002 meeting. V'Anne Didzun made a motion, seconded by Anne Dickason, to retain the current name of the Lake Oswego Public Library. The motion was approved by a vote of 6-1 with one nay vote by Pat Curran. Ben Sostrin abstained. V. Goal Setting (cont.) V'Anne Didzun stated that she thinks the Board would be remiss if they did not have a long range vision for the Library in their goals and land acquisition in the near future. If they do not have the land soon, there will not be a library in ten or fifteen years. Land is getting very expensive and limited. Chair Sostrin referred to a newspaper article that V'Anne Didzun brought to his attention. This article refers to the long range park plan with a $34 million price tag unanimously adopted by City Council on Tuesday to guide Parks and Rec development for the next ten to fifteen years. He stated that a library building could be included. Bill Gallagher asked for a copy of the newspaper article. Chair Sostrin said that the secretary would make copies for the Board members. Councilor Graham responded that she wants to make sure they are clear that it was the adoption of the plan. 8 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center Colleen Bennett said the Library never comes up in a formal setting. She agrees with V'Anne Didzun that they should make a motion for a fourth bullet. Ben Sostrin responded that would be an action issue, but could be part of goal setting. Ben Sostrin stated that he also has the exploration of a library foundation as an action item. He stated that Jan Erickson mentioned what small groups of people can do. The Chair pointed out that Camus, a city half the size of Lake Oswego, has a library larger than Lake Oswego because of a foundation. He also believes that the library in Hood River was done with foundation funds. Chair Sostrin stated the Board has the following goals: • Funding • Continue review and redraft of policies • Continue music and art in the Library • Support of a library foundation • Propose land acquisition for an action plan for City Council in January V'Anne Didzun added that the Library Advisory Board should have a vision for the future library. Councilor Graham asked if the Board is going to ask Council to have a vision or will the Board present a vision to Council. V'Anne Didzun responded that the Board should present a vision to Council. Colleen Bennett suggested a goal to include the Board working with the Friends toward land acquisition and long range planning. She stated that the Friends are actively looking into a foundation. Ms. Bennett stated that the Friends have the advantage over the Board in that they could have a foundation that is separate from the City. The Chair stated that he would entertain a motion. Pat Curran asked if this is a motion to accept the goals as amended through discussion this evening. Pat Curran made a motion, seconded by Maria Meneghin, to accept the goals as amended through discussion this evening. Colleen Bennett asked if they are talking about two things. Chair Sostrin responded that they are talking about land acquisition for a future library as an action issue to bring to Council. Colleen Bennett 9 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center stated that the action item can also be presented when the goals are presented to Council. Pat Curran suggested that the Board include an item four that is to present a long term vision of the library that includes funding sources, potential development of foundation, and land acquisition. Chair Sostrin asked if that would be for January 2004 or next month. Colleen Bennett responded that the goals the Chair presents to Council are the goals for the next year. Councilor Graham asked if the Board has something other than long range plans for the goals. Colleen Bennett responded in the affirmative. The Board would like to continue to review and update policies, as well as continue the art and music programs in the Library. The Board also would like to do whatever they can do for funding and alternative funding. Jan Erickson stated that someone gave her a news clipping today that said the philanthropic arm of the Verizon Foundation has awarded a $9,000 grant to the Wilsonville Public Library's Foundation. The grant will underwrite new computers. Colleen Bennett stated that the Friends are looking into how the foundations are managed. She said they are looking to see if the foundations are connected to the city or do they have a private board. The Friends want to take this information and put a matrix together to see what type of foundation will work for them. Pat Curran stated that his motion was to add a fourth goal of providing to Council a long term vision of the Library that includes the potential for a foundation or a funding mechanism and land acquisition. Ben Sostrin stated that a foundation can be separate. It does not have to be tied to the City. Colleen Bennett suggested that the Board could work with the Friends on establishing a foundation. Bill Gallagher stated that another goal could be that the Library Advisory Board would endorse a plan addressing land acquisition and facility development. Colleen Bennett responded that the Board cannot do that. The City has to acquire the land. Ben Sostrin pointed out that a private citizen could donate land for a library, so the City would not have to acquire the land. Councilor Graham stated that she sent them her question to Chris Jordan and his response about fundraising. She read: "LOC 12.51.040 10 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center describes the role and responsibilities of the Library Advisory Board. Subsection G states organize an annual fundraising campaign to solicit contributions to the library endowment fund. I would suggest that if the Board wants to aggressively assume a fundraising role, the Board should probably include that in its 2003 goals and work plan sent to Council next month. I would only remind them that the Advisory Board has no spending authority." Chair Sostrin stated that he assumes the Library Advisory Board can be used to kickoff a foundation. He remembers when someone came to the Library Board meeting and spoke about private foundations. It is actually following through on what she presented to the Board. Ben Sostrin stated that he asked the secretary to send the minutes of that meeting to Anne Dickason. He asked if anyone wants to revisit those minutes, they should just ask Joyce Niewendorp for a copy. Maria Meneghin stated that she thought this was just the yearly letter sent out asking for donations. She asked if that should be continued as a Board goal. Chair Sostrin responded that it should be included. Chair Sostrin asked the Board if the action plan is the land acquisition proposal. The Board agreed that land acquisition requires action on the part of Council. Anne Dickason stated that one of the goals should be to get the Librarian of the Year Award going. The Board decided to discuss the Librarian of the Year Award at the January 2003 meeting. Pat Curran made a motion that in addition to the usual duties of the Library Advisory Board,the goals for the Board for 2003 include: • Continue music and art in the Library • Examine funding issues • Support Friends' effort to examine library foundation • Develop a long range vision to include land acquisition for new library Maria Meneghin seconded the motion. The motion carried unanimously. V'Anne Didzun made a motion, seconded by Colleen Bennett, to ask City Council to acquire land for a future library. The motion carried. Bill Gallagher asked for clarification on the date of the celebration of the Library reopening. Jan Erickson responded January 11, 2003 is the 11 CITY OF LAKE OSWEGO December 11, 2002 Library Advisory Board Adult Community Center date for the reopening celebration for the public. The Library is scheduled to reopen on January 2, 2003. The First Tuesday music program is Tuesday, January 7, 2003. Colleen Bennett stated that they are putting up William Stafford's poems in the Library on January 6th. The birthday celebration for William Stafford is the evening of January 15th. There are approximately ten poets that will attend and read poems. Jackie Rose stated that the press release information has been sent. VII. Adjournment The Library Advisory Board meeting adjourned at 8:30 p.m. Respectfully submitted, Joyce Niewendorp Recording Secretary 12