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HomeMy WebLinkAboutApproved Minutes - 2002-01-09 CITY OF LAKE OSWEGO January 9, 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, Janice Deardorff, Chris Jordan, Hamid Pishvaie, Jan Erickson, Rachael Fisher, and Joyce Niewendorp Others Present: Councilor Gay Graham, Jack Radow, Virginia Campbell, Peggy Oliver, Sarah Chaplen,Virginia Grabow, Julie Morales,Norma Peterson, Susan Gilmore, Jim Miller, and Jim Bolland The Library Advisory Board meeting was called to order by Chair Colleen Bennett at 5:03 p.m. I. Introductions Chair Bennett welcomed everyone to the meeting and asked for introductions from everyone in the room. Review Agenda Item number VII. on the agenda was deferred until the February meeting. Correspondence/Announcement Chair Bennett called attention to the Friends Forum, the newsletter of The Friends of the Lake Oswego Public Library, in the agenda packet. II. Presentation of Library Plans Chair Bennett stated that at the last meeting the Board discussed a reconfiguration of the library to maximize space, as well as cosmetic and structural improvements that need to be made as the building ages. At the December 2001 meeting, Janice Deardorff presented the Bainbridge proposal. In addition, the Board expressed interest in hearing the ideas Virginia Campbell developed for utilizing the current library facility before approving the Bainbridge proposal. Virginia Campbell distributed copies of her plan for the library. She stated that she is a past Library Advisory Board member and Library Board Chair. Mrs. Campbell expressed her desire that the potential of the current library be explored. She explained each area of the library that she felt could be expanded or enclosed to add additional square footage to the existing building. Virginia Campbell introduced Jim Miller, the architect who originally designed the library building. Mr. Miller stated that for most of the areas that Mrs. Campbell has delineated, he would agree that there is a 1 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station possibility of expanding square footage. He stated that some of the areas might be cost sensitive in terms of what the needs are. Mrs. Campbell stated that the additional increase in square footage requires supplying additional parking. She explained her plan for capturing additional parking in the alley and in the parking lot by reducing the landscaping. She also mentioned the library building was built to have a third floor. Jim Miller stated parking is probably the one area of Mrs. Campbell's plan that he is not quite as optimistic about as she is. He is not sure that perpendicular parking will work in the alley,but diagonal might be considered. He thinks the library might be able to pick up about 15 extra parking spaces with a reconfiguration of the parking area and the alley. Jim Bolland, a representative of the First Addition, stated that approximately four years ago he and other First Addition neighbors met with Carole Dickerson, former Library Director, and Doug Schmitz, City Manager. At that time, the spaces in the alley were added, but the neighborhood was told this was the maximum that could be done without physically removing the big trees. Hamid Pishvaie, Development Review Manager, responded that typically a business is not given credit for alley or street parking. They have to keep in mind that parking lots need landscape relief Jim Miller stated he thinks the library can get close to 20 additional spaces without a significant impact to the appearance of landscaping or layout. V'Anne Didzun asked how many parking spaces are required for additional square footage. Mr. Pishvaie responded an additional 6,000 square feet would require 10-12 spaces. He reminded them that the number of library staff has increased and the library is six spaces short now. Jim Miller stated that he would be reluctant to suggest a two level parking structure because of the expense and intrusion on the First Addition neighborhood. He suggested they take a look at parking for staff away from the site. Jim Bolland responded that four years ago the parking shuttle idea was discussed with City Council and the library staff, but it did not go anywhere. The First Addition neighborhood is opposed to further 2 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station expansion from public buildings,though the neighbors recently worked closely with the Adult Community Center during its planning and construction of a covered walkway. As a taxpayer, he is concerned with how much money they will put into the library, when it is agreed that it was not a good idea to put a library in the middle of a neighborhood to begin with. Virginia Campbell stated that her original intention was not to say that this is what they should do,but that they are in a position now when they need to examine very carefully what can be done at this site. Colleen Bennett stated that she thinks if they polled the Board tonight, the Board's desire would be to have a new library. Even if they were able to start working towards a new library, it would probably take ten years before it would be a reality. In the meantime, there is structural and cosmetic work that should be done to the library. The Board decided it was a good time to listen to Virginia Campbell's ideas. Mrs. Campbell responded that she hopes they do not get trapped into doing just cosmetic alterations. Ben Sostrin asked the cost of the renovations suggested by Mrs. Campbell. Jim Miller responded that he was hesitant to make an estimate without more definitive information. Jerry Fletcher asked for clarification about the comment made that the building was designed for a third floor. Jim Miller responded there was the possibility of a third floor at the north end, though he thinks the current seismic codes would make it unfeasible. Herb Bumgarner stated that what has been suggested seems to be a band-aid solution. He asked if a branch library would be of more benefit in the long run. The idea of a branch library is a sore subject for a lot of people, and he is not sure he would be in favor of a branch. Mr. Bumgarner stated that possibly this is something that should be researched. Janice Deardorff responded that there is a cost involved with any proposal and the City is looking at coming up with revenue for operating at the current expenditure level. Jim Miller responded that he is a resident of Lake Oswego and he uses the library. Over the past ten years, he has done at least three studies for the library as a volunteer. He offered his time and services to do a study at a preliminary level. He has a contractor from H &A 3 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station Construction, who is a Lake Oswego resident, who has volunteered to put some real costs on these plans. This would be at no cost to the City. Councilor Graham suggested the Board take a look at all the proposals and include them in the Board's recommendation to City Council on Saturday. Colleen Bennett stated the Board feels an urgency as they move into the budget process. She asked Janice Deardorff and Chris Jordon if there is time to make a proposal to City Council. She also asked if there is any money dedicated to doing any work at the library. Assistant City Manager Chris Jordon suggested the Board look at the proposals to determine which direction they might want to head. Then they will have the discussion about budget and the figures. Chair Bennett asked for a motion from the Board as to where they go from here. Maria Meneghin made a motion, seconded by Jerry Fletcher,to go forward with looking at options and preliminary plans for increased space in the current library building. The motion carried. Chair Bennett stated that she will take this recommendation to City Council on Saturday and the Board will get back with Mr. Miller. Janice Deardorff asked Mr. Miller how long it typically takes to put a plan together and to gather cost information. Mr. Miller responded that it should take approximately two to three weeks. Hamid Pishvaie offered to discuss the plans with Mr. Miller. Rachael Fisher asked the name of the local contractor who offered his services. Jim Miller responded H and A Construction. Chair Bennett stated the Board does not want to drop the idea that the community needs a new library,but in the meantime the library wants to continue its good service. She thanked Virginia Campbell and Mr. Miller for sharing the plan and their ideas. Bainbridge Proposal Susan Gilmore, Associate and Project Manager was present at the meeting representing Bainbridge Design, Inc. 4 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station Rachael Fisher, Facilities Manager for the City, explained that she and Bainbridge have been looking into how to better utilize the library space, as well as how to do some cosmetic work that needs to be done. She discussed the items and costs itemized by Bainbridge and presented to the Library Advisory Board at the December 2001 meeting. She explained that there are a lot of things missing from this list, such as the cost to bring Bainbridge in and the cost for a project manager to coordinate this work. Sarah Chaplen stated that it sounds like the delayed maintenance items that the library needs comes to approximately $400,000. At the last meeting of the Joint Use Facility Task Force, a City representative said there is a half a million dollars from the City ready to deal with the joint facility. She asked if this is the same $500,000 that they are talking about for renovating the library. Chris Jordan responded that he assumes what this representative was talking about was a portion of a million dollar levy that the City is no longer levying. Chair Bennett called a break at 6:19 p.m. Chair Bennett called the Library Advisory Board meeting to order at 6:40 p.m. III. Budget Information Chris Jordan distributed budget information. The City's total annual budget is right at $100 million. The Library is one of five departments funded by property taxes. The four other departments are Parks and Recreation, Adult Community Center, Public Safety, and the General Fund. He explained that the Book of Projection is compiled every three to six months by the City's Financial Planning Manager Richard Seals based on the audit and the budget. The spreadsheets that Mr. Jordan discussed are based upon the Book of Projection. The spreadsheets show the budget information for the above mentioned funds. Mr. Jordan explained the City has policy minimums established by City Council and the Budget Committee determining the amount of money that must be reserved in each fund to go forward to the next year. The City does not receive tax revenues until November. The City needs resources to carry it from July 1 until November. The City's projections show the excess in policy minimums decreasing during the next several years. The City is projecting extremely tight budgets during the next several years. 5 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station Chris Jordan next turned the attention of the Board to the spreadsheets for the Library Fund. He stated that he recently spoke with Joanna Rood with County Library Network to find out where the County stands with library funding. It is likely that the formula for funding the libraries will change. Ms. Rood told Mr. Jordan that in her estimation her best case scenario for a formula change gets Lake Oswego at least five percent less than it has this year. This mixes in population as well as circulation. Assistant City Manager Jordan stated that the Sheriff's levy, totaling $9 million, will be on the ballot in May. The library funding countywide is about $10 million. If the levy does not pass, the County will find itself$9 million short in the Sheriff's Department budget. The County will look for other sources to help fill that $9 million gap. It is possible that the County will tap the library budget for all or some of that $9 million. The library money is not dedicated. Councilor Graham asked when the City will find out what funding will be available from the County. Mr. Jordan responded that whatever cuts or changes are made by the County Commissioners will be effective July 1. Mr. Jordan discussed the scenarios for a 5%, 10%, and 30% immediate reduction to the allocation of County library levy. He said that he would not expect the library to bear the brunt of the entire reduction. It is possible it could be spread to other areas. The library would be forced to make cuts, though. Usually one of the first areas to be cut is hours. He mentioned that budgets are policy documents rather than financial documents. How they spend their money is the strongest indicator of where their priorities lie. Jan Erickson asked about the population growth of the City for increased property tax revenue. Chris Jordan responded that property tax is based on development. The City has seen a real slow down in new homes and buildings in the last couple of years. This year the City's property tax revenues exceed their expectations rather significantly, but interest rates on the City's investments have dropped. This is figured into the City's budget projections. Janice Deardorff stated that available land for growth is dwindling. Chair Bennett stated that next month the Board has invited Joanna Rood from County Network to give a report from the County. 6 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station Chair Bennett asked how the endowment fund donations are handled by the City. Chris Jordan responded that the deposits are passed along to the Oregon Community Foundation and the City's budget does not reflect this as revenues and expenditures. She thanked Assistant Manager Chris Jordan for his presentation. Chair Bennett pointed out that the Board received a copy of the report from the Oregon Community Foundation showing the September 30, 2001 balance, 138,995.35. In November she called to get the balance figure of$199,537.74. IV. Approval of 12/12/01 Minutes Herb Bumgarner made a motion, seconded by V'Anne Didzun,to approve the minutes of the December 12, 2001 Library Advisory Board meeting. The motion carried. V. Director's Report Co-Director Rose stated that circulation at the library has continued to climb. December is traditionally a slow month for libraries,but the Lake Oswego Library circulated 89,916 items which represents a 14.7% increase over circulation in December 2000. The two year trend in increased circulation continues. Ms. Rose stated the library had an art book display on the main floor, thanks to a grant from The Friends of the Library. The Lake Oswego Library is known for its collection of art books. Ms. Rose stated that this month the library has a display of teen graphic novels. The graphic novels are extremely popular. The library has an impressive graphic novel collection. It is considered an art form now, whereas in the past we have known them as just comic books. In addition to graphic novels, the library has graphic videos. Anime, Japanese animation, is also very popular. Jackie Rose reported that Volunteer Coordinator Arlene Kraft is launching a new recruitment campaign, "Families Like to Volunteer Together." During December the library had big toy barrels available for the Clackamas County Toy and Joy project. This toy drive was very successful again this year. February is the library's annual Food for Fines month. The City generously allows the library to forego the revenue collected for fines. Each can of food donated forgives 50 cents in fines. 7 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station Ms. Rose stated that the library will also have tax help in the library during tax season. Co-Director Rose introduced Jan Erickson, the new Reference Supervisor. Jan Erickson stated that she is a graduate of the University of Rhode Island, but most of her experience has been in Oregon public libraries. In the past, she worked at the Lake Oswego Library as an on-call librarian. She told the Board that they should be very proud of their library. Librarians with experience in other libraries will tell them that the Lake Oswego Library exceeds all other libraries in customer service in the Portland area. The staff are very knowledgeable and have a wonderful ability to deal with a wide variety off people with all kinds of information needs. The Board welcomed Jan Erickson to the library. Co-Director Ainslie stated that Network demonstrated an Internet scheduling software product from Strategic Resources, Inc. (SRI) to the libraries last month. This system does not work with the Dynix system at all. It creates its own database. Most of the libraries liked it for its Internet scheduling capability. The libraries are experiencing such labor intensive needs, because the Internet is such a hot commodity. It comes with a price tag of$40,000 plus a $5,000 annual maintenance cost. The Lake Oswego Library pays 22% of all Network costs, so our cost would be $10,000. There were only two libraries in the County at this point that felt we should purchase this software. This software will not be purchased at this time. The Lake Oswego Library has had no complaints about the filtering choice offered. The library's IT person is developing a screen saver that pops up when a computer is left idle for five minutes, so that inappropriate sites are not left on the computer for the next patron. Chair Bennett asked if the County is looking into any other software at this time. Donna Ainslie responded that County is not looking for another product at this time. VI. Reports Goal and Annual Report Chair Bennett stated that she submitted the goal and the annual report. On Saturday she will present the goal to City Council on behalf of the Board. The goal includes the reconfiguration of the library, staffing, a new library director, and positions on the Library 8 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station Advisory Board. She will preface her remarks with the desire for a new library. Art Ms. Bennett stated the calligraphy exhibit is coming down. Jean Ye's Chinese artwork will be displayed next. Endowment Chair Bennett stated that to date the library received$4,200 for the Endowment. Everyone has received a thank you note. Music Chair Bennett asked if everyone has seen the banners on State Street. The banners will be up on State Street until April, when the City will move them around. Internet Policy Chair Bennett asked Ben Sostrin about the status of the Internet policy. Ben Sostrin responded that the policy is ready and will include the draft in the agenda packet for the February meeting. Joint Use Facility Colleen Bennett stated the Joint Use Facility Task Force meets tomorrow night. Jackie Rose will attend the meeting. Ms. Bennett stated that George Benson apologized to Ms. Rose for his failure to acknowledge her presence at the last Task Force meeting. Ms. Bennett stated the Task Force drafted the proposed definition of a joint facility. It states: The community information center expands citizen and student learning by offering opportunities for enhanced research and technology. This center benefits Lake Oswego schools and community by providing meeting rooms, extended hours, and cost effective shared support services. Chair Bennett asked Janice Deardorff if she sees the key element as the community information center. Janice Deardorff responded that she thinks this was the collaborative effort of the three chairs of the groups that met at the last meeting. She believes this statement will be discussed further at the next meeting. Genealogy Section Issue Chair Bennett asked the Board to consider Herb Bumgarner's concerns about the genealogy section of the library included in the agenda packet. 9 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station Herb Bumgarner made a motion, seconded by V'Anne Didzun, that the Library Advisory Board recommend to City Council that the genealogy section remain in the library and not be transferred to the new Lake Oswego High School. (This motion was later withdrawn.) Herb Bumgarner distributed copies of an e-mail that he sent to the Library Advisory Board members regarding a statement made by City Manager Doug Schmitz that the genealogy section of the library is one section that could be moved to the high school library. Mr. Bumgarner stated that most citizens searching genealogy records are middle age or older. During the time that school is in session, they could only use the library after school hours. This would reduce the available times they could research records. He stated that older people do not like to go out at night for various reasons. Herb Bumgarner said that the largest group of people to use the Oregonian film at the library is the genealogists. The Oregonian film is unavailable at the high school. He stated that the Lake Oswego Library has the third largest collection of genealogy source material in Clackamas, Washington, and Multnomah Counties. The Genealogy Forum in Portland has the largest collection and the Multnomah Library has the second largest collection. At these two resource centers,people are handed the book. They are not given the genealogical help by experienced genealogists, which is available at the Lake Oswego Library. Herb Bumgarner stated a recent Oregon Library Association Quarterly contained an article titled, "Why Don't Librarians Like Genealogists?" He explained that librarians do not usually have experience as genealogists, and find the genealogical questions difficult. This is not a problem at the Lake Oswego Library because of the experienced genealogists. He pointed out that he does not agree with the wording that librarians do not like genealogists. At the Lake Oswego Library, the librarians love the genealogists and the genealogists love the librarians because they help each other. Herb Bumgarner distributed a copy of an e-mail he sent to the Library Advisory Board members, Janice Deardorff, and Councilor Graham about genealogy libraries. He checked seven libraries from the entire list of Oregon libraries to see if they had genealogy libraries. None of these libraries have a genealogy library. He concluded that Lake Oswego Library and the Multnomah Library 10 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station are the only libraries in Oregon that have a genealogy collection. They are offering the patrons of the Lake Oswego Library something no other library, except Multnomah Library, offers. He thinks that moving the genealogy collection to the high school would be like killing the goose that lays the golden eggs. Herb Bumgarner stated the genealogists at the Lake Oswego Library offer additional help to people. They have a Lake Oswego Public Library Genealogical Collection Holding List. In addition, the library has the Portland area census records. Mr. Bumgarner distributed a handout of genealogical information for beginners, containing a Family Unit Chart. He stated that all of this information is given to those who ask for it. Herb Bumgarner stated that he thinks Lake Oswego has a gem of a genealogical library and he thinks moving it to the high school would be foolish. Maria Meneghin asked if both the genealogists that work at the library are volunteers. Herb Bumgarner responded that they have both volunteered for twelve years. Ms. Meneghin asked Ms. Bennett if the Task Force has set hours for the high school library. Ms. Bennett responded that the Task Force has not set hours. She got the impression from Superintendent Korach that it would probably only be open after school and weekends. Staffing became an issue. Janice Deardorff stated that she believes this is part of the school district's initial vision. Janice Deardorff stated that initially the genealogy section of the library was one of the areas in the current library that might be available for relocation. She stated that this does not mean that it was predetermined that it would be moved. She does not believe any decisions have been made about what would or would not be moved. Ben Sostrin stated that the motion on the floor seems like the ox before the cart,because the City has not even agreed to enter into a joint facility agreement. He suggested they reword the motion to reflect this contingency. Chair Bennett stated the question is whether they want the genealogy moved out of the library, regardless of the direction the City takes. 11 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station Maria Meneghin asked if they know if there will be experienced public librarians at the high school. Councilor Graham suggested they amend this so that the Task Force is aware of the sense of the Library Advisory Board. Colleen Bennett responded that she could pass along some of Herb Bumgarner's thoughts to the Chair of the Task Force,but the Task Force is not even at this point yet. Herb Bumgarner stated that people just do not know what services are available at the Lake Oswego Library. He said that he and Virginia Grabow actually help people do their genealogy, rather than just handing them the book. Councilor Graham said that possibly Mr. Bumgarner's concerns would be better addressed by publicity,possibly in The Review. Jerry Fletcher suggested they bring this to the attention of The Oregonian. Ben Sostrin asked what kind of usage figures are available for the genealogy section. Jan Erickson responded that she does not know. Herb Bumgarner responded that they do not keep records, but possibly they should. It is public knowledge that genealogy is exploding throughout the entire United States and the world. They have served people from all over the United States, Germany and England. V'Anne Didzun stated that possibly the motion should be that the Board is encouraging the Task Force to look at the recommendation from the Library Advisory Board that nothing be moved from the current library. Janice Deardorff clarified that the task before the Joint Task Force is not to make a decision about which of these services might be relocated. That would be a decision that would happen later. The Task Force charge is to come up with a recommendation about whether or not the facility is even feasible. Ben Sostrin stated that he thinks this motion is premature. Herb Bumgarner withdrew his motion that the Library Advisory Board recommend to City Council that the genealogy section remain in the library and not be transferred to the new Lake Oswego High School. 12 CITY OF LAKE OSWEGO January 9, 2002 Library Advisory Board Main Fire Station Chair Bennett stated that the Board members are aware of the concerns involved with moving the genealogical section. If this becomes an issue at a later date, they will address it then. Janice Deardorff suggested including the services available from the genealogical section of the library in the Hello LO. This is a good forum for sharing information with the community. Chair Bennett stated that the music program for February has been changed. Dick Saunders will be coming to the library in February. Ms. Bennett approached The Friends to see if they can buy a newspaper ad for the February music program. VII. New Director Selection Process This agenda item was deferred until the February 2002 Library Advisory Board meeting. VIII. Next Meeting: February 13, 2002 Agenda Items Chair Bennett stated that Joanna Rood from Network will attend the February meeting. It was decided that the Library Advisory Board would hold its February meeting in the US Bank building recently purchased by the City. Since the time of the meeting, the location of the February meeting was changed to the Main Fire Station. V'Anne Didzun stated that she is receiving a lot of inquiries from musicians about the music program next year. She asked if the Board wants to repeat this next year. The consensus of the Board was to continue the music program. IX. Adjourn The Library Advisory Board meeting adjourned at 8:10 p.m. Respectfully submitted, Joyce Niewendorp Recording Secretary 13