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HomeMy WebLinkAboutApproved Minutes - 2002-02-13 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station Present: Colleen Bennett, Herb Bumgarner, V'Anne Didzun, Jerry Fletcher, Maria Meneghin, and Benjamin Sostrin Staff Present: Donna Ainslie, Jackie Rose, Jan Erickson, Janice Deardorff, and Joyce Niewendorp Others Present: Councilor Gay Graham, Joanna Rood, Patt Thomas, Norma Peterson, and Jim Bolland The Library Advisory Board meeting was called to order by Chair Colleen Bennett at 7:00 p.m. 7:00 PM Welcome and Introductions Chair Bennett welcomed everyone to the Library Advisory Board meeting. Review Agenda There were no additions to the agenda. Correspondence/Announcements Chair Bennett announced that the Joint Library Task Force will meet on February 21, 2002 at 7:30 p.m. at the Lake Oswego High School Library. Ms. Bennett thanked Jerry Fletcher for making the introductions at the February music program. There were approximately 130 people in the library audience that evening. She thanked Jackie Rose for the publicity for the event. Chair Bennett stated that Jean Ye's art exhibit is hanging in the library. Herald Campbell's work will be featured next. Chair Bennett asked if Donna Ainslie or Jackie Rose would like to address the OLA/WLA Building Bridges Conference scheduled April 17-20, 2002. Donna Ainslie strongly encouraged anyone interested to attend. Every five years the Oregon Library Association and the Washington Library Association hold a joint conference allowing members to benefit from each other's resources. The library will pay the cost of registration for Board members. She asked that the Board members submit their registration forms as soon as possible, in order to benefit from the early registration price break. She recommended the Internet Advocacy workshop available during the pre- conference. 1 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station Approval of January 9, 2002 minutes V'Anne Didzun made a motion, seconded by Maria Meneghin,to approve the January 9, 2002 Lake Oswego Public Library Advisory Board meeting minutes. The motion carried. 7:10 PM County Funding Clackamas County Network Administrator Joanna Rood discussed the budget outlook from the County perspective, but was unable to give any specific numbers. There are four elements that play in the budget process and this year all four of the elements are in flux and almost unpredictable. Tax revenue is at the top. This year, the County is facing a public safety shortfall. The sheriff's levy on the ballot in May is expected to makeup at least a portion of this deficit, if the levy passes. The County has asked each County department to trim their budgets in the neighborhood of 16.7 to 22.7%, in case the levy does not pass. This would release money to help fill the hole in the public safety budget. Network's budget is one of the elements of the budget. Network provides databases, licensing, and other services to the libraries. The next element is County Library which has been funded by the County for the last several years. The current formula for library funding is based on circulation. It seems the smaller libraries and the ones with fewer resources cannot keep pace. The sentiment is that it might be time to change the formula. A formula that would include population served in the equation is one possibility. Every step away from the circulation model, puts less money in the hands of the Lake Oswego Library, but helps the smaller libraries subsist. The County is unable to tell how much the cuts are going to be because tax revenues are an unknown at this point. Ms. Rood stated that one thing that is pretty much set is the fact that Network will take a 26%budget cut. She will lose two full-time positions out of her office of seven. Network will be unable to do everything they are currently doing. Assistant City Manager Deardorff asked what the Lake Oswego Library will need to pick up as a result of this cost shift. Ms. Rood responded there are three programs that are affected. One is database licensing. The Lake Oswego Library already picked up Reference USA a couple of months ago. The databases that will disappear are Contemporary Authors, Biography Resource Center,Novelist, the New York Times, LA Times, and Seattle Times. The Network will continue the EBSCO general periodical database that the entire state subscribes to. Ms. Rood stated Dan Peterson's position is one of the full-time positions she is losing. He provides training for library staff, which will fall to library personnel instead. He also manages the LINCC Website. 2 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station The Network's administrative assistant position will also be lost. Network will cut production of summer reading material. It will now fall to the individual libraries to design and print these materials. The LINCC Conference held in October is managed by the administrative assistant and will not happen this year. Ms. Rood stated that if the levy is not passed in May, there is the opportunity for it to go on the ballot in November. If the sheriff's levy does not go on the November ballot, then there is the possibility that a library measure could go on the ballot at that time. Ms. Rood stated that Bob Kincaid is the City of Lake Oswego's advocate on the committee that is discussing the formula. He is trying to make the point, with some success, that 2002-03 is a pretty weird year to go from a full circulation model with a possible 17-20%revenue cut to an additional 6-8% cut on top of that for Lake Oswego. There are other libraries that would benefit by a change, as they feel they will not have to take a full cut since a formula change would start to redress the balance. Wilsonville and Estacada are the Lake Oswego Library allies. There are about five libraries that would do better with any type of formula change. Then there are about three libraries that a change will not matter to them. Ms. Rood explained that the new element in all of this is the new Chief Executive Officer of Clackamas County Jon Mantay. He has been very generous with his time and has started coming to these formula committee meetings and offering suggestions. As of Thursday, Bob Kincaid introduced the idea that they should take last year's payment for every library and take 16.7% from it. That would mean that everyone takes the same cut. It is possible that this will be the solution the library representatives choose,but it is still uncertain. V'Anne Didzun asked how the population of a city is determined. Joanna Rood said they used the April 2000 census. The county provided a map with all the census tracts. The school districts, city limits, and major roads were layered on the map. They allocated the census tracts by geography and community. It does not have anything to do with the computer data that gives the location where patrons are checking out items. It is usually the facility that creates the customers and it usually draws customers from its immediate vicinity. One of the drawbacks of using the census tract is that it is only accurate once every ten years. Ms. Rood stated that she feels the city staff is probably able to give the information that would help determine the areas of high growth or low growth to make adjustments to the census tracts each year between the official census. 3 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station Jerry Fletcher asked Joanna Rood how they track library users that come from another district area in the County to use our library rather than their local library because the services are not available at their library. She responded that is why circulation is still a part of the formula. That is why a pure population head count will never happen. Donna Ainslie stated that approximately 20% of Lake Oswego Library's circulation is from outside Clackamas County. Patt Thomas asked Ms. Rood about the Public Library Division of the Oregon Library Association's sponsorship of forums to elicit feedback on the idea of a state library card. She asked how this fits in with the budget discussion. Ms. Rood responded that she thinks the general feeling is that all the libraries should serve other people without charge. Throughout most of the state, communities are not close enough to each other for this to be a very good deal. It is only Multnomah, Clackamas, and Washington counties that are affected by this. These three counties already have an agreement where they serve one another, but it costs Clackamas County money. They would be happy to do this for nothing, if someone at the state pays Multnomah County's bill for Clackamas County. Joanna Rood reminded the Board that Bob Kincaid is the City's representative at these formula committee meetings. He is politically attuned and can keep the Board abreast of the situation. Jackie Rose and Donna Ainslie are also kept up-to-date with the late breaking news. Janice Deardorff referred to Bob Kincaid's idea to take a 16.7% cut from each library and asked if by doing that, would it keep the Network intact. Joanna Rood said she thinks the Network is still okay. The Network's cut has already been taken into consideration. Ms. Rood said that if they are able to get a measure on the ballot, they will need the help of the Board and the Lake Oswego community. 8:00 PM Directors' Report Budget Chair Bennett adjusted the agenda for the presentation of the budget at this point. Co-Director Ainslie stated that there was a $30,000 error on one of the transfer funds. At the first budget meeting with the Finance Department, they scanned the budget for obvious errors. The presented budget is at current service levels. There is nothing new in the budget. They tried to cut wherever they could. The library was asked to be realistic about the 18 year-old library building issues. The budget is larger than what was budgeted last year. Staff is the biggest portion of the budget and staff costs go up every year. Benefit 4 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station costs have increased during the last two years. This is one area the library has no control over. They met the goal of the City by cutting a middle management position. When Mary Norman accepted a position elsewhere, she was not replaced. Chair Bennett asked Councilor Graham if the appointment of Boards and Commissions comes with any expense money. She asked if the Board wants to fundraise, does the money come out of the City budget or the library budget. She stated that one of the duties of the Library Advisory Board is to raise money for the endowment fund. Councilor Graham responded that she does not know, but she will find out. Assistant Manager Deardorff stated that in the past that type of thing was absorbed in the budget. She said that if it is a small amount of about$150, then that could be absorbed. If the expense is in the neighborhood of$2,000 to $5,000, that is something different. Janice Deardorff asked Colleen Bennett if she had an amount in mind. Chair Bennett responded in the past the Board has had $3,000 in some account. Donna Ainslie responded that there has never been a line item for the Board. She thinks in the past, the library took the money out of appropriate accounts. Jerry Fletcher asked what the return on the $3,000 investment was. Colleen Bennett responded that she believes it was $10,000. Donna Ainslie responded that within the library's budget they can create a line item. Colleen Bennett asked if it increases the budget. Donna Ainslie responded in the negative. It will take away from something else. Ben Sostrin asked about the Friends. Colleen Bennett responded that the Board is always told to go to the Friends when they ask for money. They received the $4,000 music program grant from the Friends. Chair Bennett asked that money be budgeted for Board mailings and public relations. Councilor Graham stated that there are so many groups out there that are scrambling to get money, and they approach the local businesses. She suggested their approach be very original and very specific. Donna Ainslie stated the only caution the Finance Department gave the departments is that they are responsible for how the money is spent. This year they will not actually give it a number, but will keep an accounting. 5 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station Jerry Fletcher made a strong recommendation that it not be pocket funding. He thinks they should give it a number, track it,put it in the financial statements, and make sure it is there. Donna Ainslie responded that she does not think a Board has ever had a line item in the City's budget. Jerry Fletcher responded that it is not a line item for the Board, but a line item for the library. Chair Bennett stated that the Board has been given the responsibility to elicit donations for the endowment fund. Donna Ainslie responded that the library charges each expenditure to a line item account number, thereby tracking each expenditure and the purchases made from each account number. Jerry Fletcher said that it should be visible because if they are going to spend money to try to make money, they either do or they don't. If they track the expenditures, then they know what their return on the investment is. Chair Bennett asked if this proposed budget reflects reduced hours. Co- Director Ainslie responded that it does not. The budget is for the current level of service. Patt Thomas asked about the miscellaneous furnishings and equipment line item under Library Management Services that amounts to $20,000. Donna Ainslie responded that the library purchased new desks and new children's chairs. Janice Deardorff stated that she believes this is the money to repair the restrooms and also includes money to reupholster the chairs. V'Anne Didzun asked if the budget includes the new director's salary. Donna Ainslie replied in the affirmative. Chair Bennett stated that under the narrative for Management Services it mentions receiving gifts, memorials, and library endowment fund contributions. It was her understanding that the endowment fund is just a pass through at the City. Donna Ainslie responded that the narratives they are reading are from last year. Colleen Bennett asked if the licensing fee for American Society of Composers, Authors and Publishers (ASCAP) is included in the proposed budget. The library joined with the parks' department to enter into a contract with ASCAP to cover licensing fees for the performers at the library. Donna Ainslie responded that it is included. 6 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station 7:30 PM New Director Selection Process Assistant City Manager Janice Deardorff stated that the City will handle the recruitment for the library director internally. The Human Resources Department would like to get the Board's input on the process, and the ideal candidate profile. She distributed a timeline of the recruitment process for a new library director. For the director level position, the interview stage will most likely be a process with possibly a series of exercises to determine how this person will do on the job and a traditional interview. A candidate for this level position needs time for transitioning out of their current position and into the new position. The target date for a start date is July 1, 2002. Janice Deardorff asked if in the past the Library Advisory Board was involved with the interview process for the library director. Herb Bumgarner responded that the Board was very involved with the interviews of the person that designed the library, but not with the hiring of a library director. Janice Deardorff stated that Board members are welcome to be a part of the interview process. Janice Deardorff distributed a handout entitled"Library Director Ideal Candidate Profile" and a job classification for the Director, Library Services of the Lake Oswego Public Library. Janice Deardorff mentioned the director supervises the library managers and the staff through the managers. The director is also the person who is in charge of evaluating the programs, service delivery,working with the Library Advisory Board, working with the County to negotiate for the Lake Oswego Library. The library needs a director to be an advocate on the part of the library. She asked the Board if there is anything the members know about the current position that they want to see changed or added. Janice Deardorff asked for the opportunities and challenges awaiting a new library director and the qualities the individual should possess. The following suggestions were given: • Creating a vision for the future of this library • Leadership • Experience and background to create the vision • Handling decreasing and flat budgets • Creative Financing • Finding money outside the public trough • Someone who can think outside the box • Shared use • Plan B—alternatives to the shared use that might include remodeling and repair • Vision for a new library 7 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station • Representing the library's services and collection to the public and dealing with complaints about materials, services • Marketing—finding out what patrons want, as well as publicizing services and materials available • Representative for library and City as an advocate and a diplomat • Opportunity to work with an excellent staff • Consensus building • Integrity—supporting First Amendment and professional ethics • Sensitivity to neighborhood where the library is located • Someone who can delegate successfully—not a micromanager • Team builder • Ability to deal calmly in difficult situations • Mentor image • Well established • MLS preferred • Experience from city or county public library system preferred Jerry Fletcher suggested the new library director have non-library management experience, in addition to library experience. Janice Deardorff stated that the City typically uses The Oregonian, for recruitment. It often uses newspapers from other large cities, like Seattle and San Francisco. They can also post the job advertisement online through the American Library Association. Several suggestions were made to assure that the candidates possess the characteristics and qualifications the City desires by doing background checks, peer reviews, site visits, etc. Janice Deardorff stated that she will put a draft together and meet with staff She also offered to send the recruitment package to the Board for review. 8:30 PM Work Plan City Goals Chair Bennett asked Councilor Graham if the Board can delay the Work Plan deadline of February 22, 2002. She asked Councilor Graham to comment on the instructions for the Work Plan to reflect the City's goals. Councilor Graham responded that the Board can delay the Work Plan. She distributed copies of City Council Goals for 2002. She directed their attention to item II.C. Reach decision on joint use library facility. That will determine what direction the council takes. Next, Councilor Graham directed their attention to Item VI. Fiscal Health and Planning. Last month at the Library Advisory Board meeting, Facilities Manager Rachael Fisher pointed out some of the physical problems with the library, like crumbling floors and cracks in the walls. With tight budgets, the library will have to set priorities and determine 8 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station what can be patched and repaired. Since this is still kind of nebulous, it might not be fair to ask the Board for a Work Plan. She encouraged them to include those items the Board sees as a priority. Library Plans Colleen Bennett stated that Donna Ainslie met with Jim Miller and Virginia Campbell. She said that she also spoke with Jim Miller and he has some ideas of things they can get done in the library for more workspace. He needs about two weeks to come up with some figures. She has invited First Addition representatives to the Library Board meetings so they can keep abreast of what the library plans are. Councilor Graham mentioned that the Adult Community Center is going to seek a position on the First Addition Neighborhood(FAN) Board and vice versa. The Library Advisory Board might want to consider that. 8:25 PM Internet Policy Maria Meneghin stated that she thinks the word"annoys" should be deleted from the second to last paragraph of the draft of the Internet policy. Jerry Fletcher made a motion, seconded by V'Anne Didzun, to approve the Internet policy with a change to the second sentence of the fifth paragraph so that it reads: Nor shall they use the Internet in any manner that disrupts or harasses others, or violates their rights. The motion carried. Assistant City Manager Janice Deardorff stated that the City Manager asked her to relay to the Board that when The Review comes out tomorrow it is possible there will be two library incidents reported in the Police Beat. There was an individual that was physically inappropriate at one of the Internet stations. Co-Director Ainslie pointed out that the person was engaged in something that was illegal. Another incident occurred when a frequent user of the library came in and got upset. She threw money at a staff member. The police will notify this individual to advise her that she is not welcome in the library. Director's Report Co-Director Rose stated that once again the library reached record breaking circulation during the month of January 2002. Circulation was up 11.9%. The library checked out more items last month than ever in the library's history— 106,243 items. The young adult materials experienced a 41.1% increase in circulation over January of last year. The graphic novel/graphic video display could have played a part in this. Three Friends' grants were approved. One grant is for a film/fiche carrier for a microfilm reader printer 9 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station that the Friends' originally purchased. The Friends also approved grants for two new databases. One of the databases is Career Information Systems and the second is the historical New York Times database. This is especially appreciated, since the County is not going to be able to continue funding all the databases. Ms. Rose stated that she is going to bring library card applications to the next Joint Use Task Force meeting. People in the school will have access to the public library's databases. Jackie Rose stated that at the last City Council meeting the library was presented with a book written by Herald and Virginia Campbell, as told to Patricia Rovainen, entitled"First Ninety Years of Virginia and Herald Campbell." This was sponsored by Rotary and published by Cherished Moments Publishing. This book will be housed in the local history section of the reference department. Co-Director Rose stated that during February the staff recognizes the library volunteers by providing edible treats to thank them for their valuable service to the library. February is also Food for Fines month at the library. This is an opportunity to help the needy of Clackamas County. One can of food forgives 50 cents worth of fines. Last year the library collected over two tons of food during the month of February. Jackie Rose stated that during February and March there is free tax help on Thursdays by appointment in the library. This service is provided by AARP volunteers. Ms. Rose stated the library has formed a Web page committee to improve the appearance of the library Web page. Reference Supervisor Jan Erickson has spearheaded a new adult program scheduled for February 20, 2002 called Create Your Own Book Discussion Group. Another new outreach program that Reference and Adult Services will provide is a First Wednesdays' program at the Heritage House. Jan Erickson developed this outreach program and, at least through June, the library will have a presence at these programs by bringing books and library card applications. Jackie Rose stated that she is a state judge for the national program, Letters About Literacy, sponsored by The Center for the Book in the Library of Congress. This is a contest for children and teens. The submissions are letters written to the author of a reader's favorite book explaining how the book changed his/her life. Chair Bennett suggested that when they talk about the Board's Work Plan, they might want to think in terms of a marketing plan. 10 CITY OF LAKE OSWEGO February 13, 2002 Library Advisory Board Main Fire Station Jan Erickson mentioned that she wanted to add that the new library director should possess excellent communication and speaking skills. 9:00 PM Schedule next meeting—March 20, 2002—change Chair Bennett asked the Board about the possibility of changing the March meeting from March 13, 2002 to March 20, 2002. The Board agreed to this date change. (The meeting is scheduled for March 20, 2002 from 6:45 to 8:45 at the Lake Oswego Adult Community Center.) Colleen Bennett encouraged the Board to think about what they would like to work on as Board during the rest of the year. V'Anne Didzun asked when they will know who has been appointed to the Library Advisory Board. Councilor Graham said that the recommendations will come from Council at the City Council meeting on February 19, 2002. Adjourn The Library Advisory Board meeting adjourned at 9:14 p.m. Respectfully submitted, Joyce Niewendorp Recording Secretary 11