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HomeMy WebLinkAboutApproved Minutes - 2002-03-20 CITY OF LAKE OSWEGO March 20, 2002 Library Advisory Board Adult Community Center Present: Colleen Bennett, Anne Dickason, Jerry Fletcher, Bill Gallagher, Maria Meneghin, and Benjamin Sostrin Staff Present: Donna Ainslie, Jackie Rose, Jan Erickson, and Joyce Niewendorp Others Present: Councilor Gay Graham, Jim Miller, and Bob Able Excused: V'Anne Didzun The Library Advisory Board meeting was called to order by Chair Colleen Bennett at 6:50 p.m. 6:45 PM Welcome and Introductions Chair Bennett welcomed the two new Library Advisory Board members, Anne Dickason and Bill Gallagher. Introductions were made around the table. Correspondence/Announcements Chair Bennett mentioned there were about 55 people at the March music program. The current art display will be up until mid-April. Then Herald Campbell's photography exhibit will go up. Public Comment/Issues Chair Bennett invited Anne Dickason and Bill Gallagher to comment. Ms. Dickason stated that she is happy to be here. Mr. Gallagher stated that the orientation session provided by Ms. Rose and Ms. Ainslie was great and he is appreciative of it. 7:00 PM Review Agenda The remodeling update was moved to follow the discussion of the library policies. Approval of Minutes—February 13, 2002 Maria Meneghin made a motion, seconded by Jerry Fletcher, to approve the minutes of the February 13, 2002 Library Advisory Board meeting. The motion carried. Director's Report Co-Director Rose stated that February was Food for Fines month at the library. Forgiving fines through the donation of food is a Clackamas County tradition. Last year the Lake Oswego Public Library collected 4,110 pounds of food. Co-Director Ainslie stated that the library collected considerably less this year than last year, since donations are down in most areas. The food bank was impressed by 1 CITY OF LAKE OSWEGO March 20, 2002 Library Advisory Board Adult Community Center the quality and quantity of the donation sent by the Lake Oswego Library. Jackie Rose stated that during the week of Valentine's Day, the staff of the library shows their appreciation for the volunteers by providing a table of treats everyday for them. Ms. Rose stated that during February, March, and part of April, an AARP volunteer comes to the library every Thursday to help the elderly, low income, and non-English speaking persons prepare their tax forms. In addition to this service, the library also offers tax forms in print and online,brochures, and books to assist with tax form preparation. Jackie Rose said the Reference Department presented an adult program on how to form a book club for fourteen people. A book club group was formed the evening of the presentation. Ms. Rose was one of the state judges for the Letters About Literature Contest in the elementary school division. For this contest, school children write letters to their favorite authors on how the author's book changed the child's life. She discovered, after the judging, that two of the Honorable Mention essays were written by Lake Oswego students, Lacy Scott, a 7th grader at Lake Oswego Junior High School, and Molly Cougill, a 4th grader at Forest Hills Elementary. Ms. Rose said that she will send a press release out on this. Co-Director Rose mentioned that Reference Supervisor Jan Erickson is now a presence at the monthly Heritage House series. Depending upon the subject matter, she takes books and booklists relevant to the presentation. Ms. Rose stated that Reference Librarian Joel Guldner attends a weekly respite program at the Adult Community Center where he presents activities to help jog memory loss. He has sing-a-longs, and brings books,pictures, and videos. One time he brought a collection of 1950's sunglasses. Co-Director Rose said that former Library Board member Herb Bumgarner received the Distinguished Service Award from Mayor Judie Hammerstad. He has been an active library volunteer since 1989, including bookdrop volunteer, founder of the Booktique, genealogy assistant, and Friends' treasurer. 2 CITY OF LAKE OSWEGO March 20, 2002 Library Advisory Board Adult Community Center Ms. Rose stated the library received two new Friends of the Library grants. One is for$3,000 to purchase the BBC Shakespeare collection on DVD. The other grant is for$8,000 to purchase the International Encyclopedia of the Social and Behavioral Sciences to replace our 1968 version. Ms. Rose stated that Todd Feinman and Joel Guldner presented a class on how to use the library's databases for about 40 people at the Adult Community Center. The databases include EBSCOhost, Proquest, Gale Biography Resource Center and Reference USA. The library is now purchasing ReferenceUSA for the Lake Oswego Library, rather than purchasing the database through the consortium. The County Consortium could no longer afford ReferenceUSA. Because the demand for this database is so high, Lake Oswego Library decided to purchase it once the County gave up its subscription. Anyone with a Lake Oswego Library card can access this database from the library or from home. Jerry Fletcher pointed out that it is the only business library database in Clackamas County and he has referred individuals to the Lake Oswego Public Library specifically to use this database. Jan Erickson stated that this database is heavily used. Councilor Graham suggested a press release targeting the business community, if ReferenceUSA is such a rare commodity. Ms. Rose mentioned a write-up was in the Hello LO and she sent the information to the newspapers. She said that she should probably send another release that goes into more depth. Chair Bennett suggested mentioning ReferenceUSA when composing the letter for an endowment fund appeal to the business community. Anne Dickason suggested presenting a workshop to the business community highlighting the resources available. Councilor Graham suggested including the Chamber of Commerce and the downtown business association. Co-Director Ainslie mentioned that when they did something like this several years ago along with a Chamber breakfast, the results were disappointing. Jerry Fletcher suggested the library host a program no earlier than 4:30 or 5:00 in the evening. Jerry Fletcher said the idea that individuals can use the databases from their home or their office to pull out relevant data is gold. Saving the drive to and from the library is a real savings in dollars to many people. 3 CITY OF LAKE OSWEGO March 20, 2002 Library Advisory Board Adult Community Center Councilor Graham mentioned that the Chamber has a broadcast fax that reaches about 1700 members. In addition to contacting the Chamber, she suggested contacting both Rotary organizations. Jackie Rose stated the library will soon undergo a bathroom renovation on the main floor that could take up to a month. Ms. Rose stated that she is working with the children's room art grant from the Friends. The artist has been chosen. The pieces will be removable, except for some background mural work. Jackie Rose distributed the spring edition of the quarterly, The What's New Review. This is a magazine that highlights all the new teen material acquired in the library in the hopes of boosting circulation. Jackie Rose explained a library staff person does the layout and graphics and another staff member compiles the student reviews. Then it is duplicated at City Hall. The What's New Review is sent to every junior high and high school language arts' teacher in the school district. The library wants the teachers to be aware of what material the library has. Some of the teachers give extra credit to students who write reviews for this publication. Praises for The What's New Review were heard around the table and Councilor Graham suggested that it be posted to the Website, so that she can mention it during one of the Council's televised meetings. Jackie Rose stated that the Teen Advisory Board is going to work with TVCA, the cable access station, to advertise this year's summer reading club. The students script the advertisement and also do the acting. Co-Director Rose distributed an article from the The Lake Oswego Review about another community connection from the LO Asset Builders' Coalition that she was asked to write. The library has a copy of the video of Clay Roberts speaking at the school district in its collection. The article Ms. Rose wrote is about reading for pleasure, one of the 40 assets. She is also going to represent the library at the LO ABC organization. Co-Director Rose distributed library board notebooks to the Board members. Chair Bennett asked if the Library Advisory Board is going to have a teen member. Councilor Graham responded that it will be awhile yet. 4 CITY OF LAKE OSWEGO March 20, 2002 Library Advisory Board Adult Community Center Ms. Bennett responded that having a teen member has been very helpful to the Board in the past. Chair Bennett asked Co-Director Rose if there is any information about the Library Advisory Board having a retreat. Co-Director Rose responded that Assistant City Manager Deardorff said that it would be fine for the Board to have a retreat. Colleen Bennett said the Board had a retreat two years ago facilitated by Joe Hertzberg. They brainstormed on roles and responsibilities. Jackie Rose stated that she will et the Board know what arrangements Janice Deardorff is able to make. Ms. Rose stated that she spoke to City Attorney Dave Powell about minutes for a meeting such as this retreat and he said minutes must be taken at all times. June Survey Co-Director Rose stated that she did not receive an answer to the question about the citizen survey. Chair Bennett said it is her understanding that there is going to be a city survey out this summer and they have the opportunity to submit a question or two for the library. She asked the Board to think about questions they would like to include in a survey. Chair Bennett asked Anne Dickason and Bill Gallagher to submit a short bio for inclusion on the library's Web page. Councilor Graham also asked for their e-mail addresses. Policies Chair Bennett pointed out that the newly approved Internet policy is included in the agenda packet. The next policy for revision is the bulletin board policy. There are three bulletin boards in the lobby of the library. One of the bulletin boards is for public notices, one for non-profit information, and one for individual advertisement. Co-Director Ainslie said that she and Co-Director Rose can draft an updated bulletin board policy and bring it back to the Board for review. 7:25 PM Remodeling Update Chair Bennett stated that they will make an adjustment to the agenda and discuss the remodeling update. Jim Miller, architect, and Bob Able, contractor,presented plans and estimates for possible remodeling scenarios for the library. Mr. Miller stated that he met with the Co-Directors, Rachael Fisher, Hamid Pishvaie, and the City Fire Marshall. He stated that key to 5 CITY OF LAKE OSWEGO March 20, 2002 Library Advisory Board Adult Community Center adding any space to the library is the parking issue. Referring to the site plan, he suggests a slight revision to the current library parking lot, which involves closing the central driveway. This means losing four parking spaces in the parking lot, but gaining twelve in the alley. The alley parking spaces will be parallel spaces on one side of the alley. The alley is twenty feet wide with one garage in use off the alley. Jim Miller's plan gives the library 71 parking spaces. This is one more space than Hamid Pishvaie, from the City Planning Department, said is necessary for the additions suggested. Mr. Pishvaie will support the library for a Class II Variance, if the library has at least 70 parking spaces. Mr. Miller distributed a set of plans and photographs. On the first floor there are three potential areas for expansion giving a total of 970 additional square feet. There are four possibilities for expansion on the second floor. In total, there is the possibility of 2,000 square feet in additions. Jim Miller pointed out that one of the cheapest ways of gaining additional space is to close in the well on the second floor, cutting off some of the natural light to the first floor. He does not recommend doing this. In discussing the additions, he said that some of the trees and plants can be relocated that are in the way of expansion. Bob Able, Vice President of H and A Construction, specializes in working with non-profits. He estimates the alley parking and parking lot improvements at approximately $37,000. He pointed out that if they do any of these projects, he expects they will do them while the library is open. This will impact the use of the library some, but not to the point that the library will have to be vacated. Bob Able pointed out that he just plugged in numbers under soft costs. He does not have any idea at this point what the library might spend on these costs. He also included bond issuance fees and construction loan interest. He said this is a hint that if they cannot get the money directly from the City, they can always float bonds. They can even float a private bond if they want to come up with a corporation. Jim Miller stated that prior to them getting involved with this, they had a proposal from Bainbridge in the amount of$288,000 to $326,000. The estimate for lights from Bainbridge is $51,000 without installation costs. He believes that is high. He said that he thinks they could provide lighting to illuminate new book stacks for approximately $13,120. He agreed that some of the other Bainbridge figures seemed 6 CITY OF LAKE OSWEGO March 20, 2002 Library Advisory Board Adult Community Center appropriate and others might be a little high, depending upon the actual basis for the estimates. Jim Miller stated that he thinks the carpet tile is worth the extra money. The stacks would not have to be moved to install the carpet tile. The library could also purchase extra tiles to have on hand. The carpet tile also allows access to the flat wire system that is still in place, though not used at this time. He explained that the deterioration of the gyperete is only in the workroom and on the second floor. The main floor of the library and the children's room are on a concrete slab. He does not think it is necessary to shut down the library and incur the moving and storage expenses to do the renovation work. He suggested that if they have choices they have to make, they should fix the building first before considering an addition. The Board thanked Jim Miller and Bob Able for their presentation. Jim Miller said that he will give his figures to Rachael Fisher. 8:25 PM Work Plan Chair Bennett distributed information from the Board and Commission Manual regarding Work Plans. She stated the mission and duties of the Library Advisory Board include providing access to information for the public, review and revise policies, long range planning for services, review the budget, annual report, and fundraising for the endowment. The Work Plan should reflect the objectives of the Council goals. Council wants to reach a decision on the joint use library facility, which is listed under their goal of Recreation and Culture. Chair Bennett said the Board has already addressed the joint use library facility and given its opinion, and does not think this figures into the Work Plan. Fiscal health and Planning is another Council goal that includes the library. The goal is to prepare a report on needs, priorities, funding, and timing for public facilities. Chair Bennett asked the Library Advisory Board members what they would like to do between now and December. Maria Meneghin stated that the endowment has been mentioned, but she is not sure how the endowment funds are to be used. Colleen Bennett responded that it is dedicated to capital expenses. Any money that is raised goes directly to the Oregon Community Foundation. The interest from the endowment goes back into the account. The fund balance as of December 31, 2001 is $194,729.04. Chair Bennett suggested the Board do a letter to the businesses in Lake Oswego. 7 CITY OF LAKE OSWEGO March 20, 2002 Library Advisory Board Adult Community Center Chair Bennett stated that she thinks the art and music programs are good PR. She thinks the wish of the Board is for a new library,but a new library takes about ten years. This brought up the discussion of remodeling and renovation. She would like to see the Board have a retreat. They will review policies as the library staff brings them to the board. The funding issue through the County might be another area that the Board can help with. Bill Gallagher said that he thinks the remodeling is a top priority. He asked if there is anymore they can do to help make that happen. Chair Bennett responded that it is always a gray area as to what they can do. Chair Bennett said that the Board's mission includes long range planning for services. She thinks the remodeling of the library answers that. Councilor Graham said she thinks the Board should explore the possibility of a private bond. She said that they should provide specific justification for any expansion they want to make. Chair Bennett asked if there is anyone that would like to work with Jackie Rose and Donna Ainslie on prioritizing the remodeling issues. Jackie Rose mentioned one of the things that Jim Miller advised, was that the library should fix up what they have before expanding. Chair Bennett said they can include the idea of a retreat in the Work Plan. The consensus among the Board was the art and music programs should continue because they have been successful. Colleen Bennett said that she would like to send out another endowment letter in November. Jerry Fletcher suggested some type of outreach to the business community for the endowment,but also to get more involved in the business end. Co-Director Rose suggested tying the endowment fundraising letter to the proposal. Councilor Graham suggested building up market support in the business community and then coming back to them a couple of months later. Anne Dickason volunteered to work on the business connection to build market support. Anne also suggested that they try to get funding to bring in a national expert that can help them think about and decide what type of library they want. Jackie Rose responded that it sounds like she is talking about something called the Public Library Planning Process. The Board was looking at this process a few months ago. This involves relating to the public and creating focus groups. Anne 8 CITY OF LAKE OSWEGO March 20, 2002 Library Advisory Board Adult Community Center Dickason responded that she is more interested in an idea generator on a shorter timeframe. Reference Supervisor Jan Erickson stated that it is very interesting to her to see how this library is used differently than some of the other libraries in the area. It seems to be heavily used for creative endeavors in the arts, music, and writing. The library has a premier art collection. This is a very valuable market distinct from the business market. Jan Erickson said one of the things they are looking at in the redesign of the Web page is connecting older people who cannot easily get to the library with the resources the library offers from home. Jan Erickson said that she is not surprised to hear Donna Ainslie say that the business marketing did not go over well. They have a tremendous call for resources related to the varying field of the arts. Chair Bennett and Ben Sostrin agreed to write up the Work Plan. Joint Library Task Force Jackie Rose stated the Joint Library Task Force requested the city librarians and the school librarians speak together at the next meeting. Janice Deardorff, Jackie Rose, and George Benson are scheduled to meet to figure out what the Task Force wants to know. The next Task Force meeting is scheduled for April 11, 2002. Donna Ainslie reported that the County decided to give the City the same amount of money as they received last year. This is for one year. At the point that she had to leave the meeting where this was discussed, the County Network personnel were already talking about what could be added back into their budget. 8:40 PM Schedule next meeting—April 10, 2002—Main Fire Station — 7:00 p.m. 8:53 PM Adjourn Respectfully submitted, Joyce Niewendorp Recording Secretary 9