Services Departments Government

Library District Advisory Committee Meeting Minutes

Date: Thursday; Feb. 11, 2010

Time: 5:30 p.m. to 7 p.m.

Place: Library Network Office


Attending: Penny Hummel, CA; Susan Nielsen, Doris Grolbert , CO; Kraig Bartel, Anna Stavinoha ES; Pete Boyce, GL; Bill Baars, LO; Mark Docken, MI; Sandy Nelson, MO; Maureen Cole, OC; George Hoyt, SA; Diane Satchwell, WL; Pat Duke, WV ; Joanna Rood, NT.

Introductions/Roster Review – Introductions were made and Pat asked the members to review the official roster and send any corrections to him.

Approve Minutes – The minutes of the November 11, 2009 meeting were reviewed.

M/S Sandy /Mark : that the minutes be approved as corrected, clarifying that the specific date of the Tualatin annexation election is May 18, 2010. Motion carried unanimously.

Draft Bylaws – Pat presented the revised LDAC bylaws as prepared by Judy Ervin and Joanna.
M/S Bill/George: that the bylaws should be approved as submitted in the revised version.
Motion carried unanimously.

Status of Tualatin - After the City of Tualatin presented its Library District annexation proposal to the September 10, 2009 meeting of the LDAC, and received approval on that proposal, the next step will for them to submit it to the Board of County Commissioners. They have such a presentation scheduled for Dec. 10th at 10:00 asking for the issue to be placed on the ballot in May 2010. This meeting would also be an opportunity for current Library District residents to express a wish to be allowed to vote on this issue, if they were so inclined. If no signatures are submitted to this effect, the issue is referred to the residents of the City of Tualatin that also are in Clackamas County.

Distribution of Revenue from Annexed Area – A sub-committee was appointed by Pat and chaired by Penny to study options for distributing any funds collected if the Tualatin annexation is approved. Penny presented the sub-committee recommendations. After discussion,

M/S Penny/Maureen: that the LDAC approve recommendations 1, 2A and 3 from the committee report. Motion carried.

The recommendations were as follows:

1. The Tualatin funding issues should be handled in a separate IGA or addendum and should not impact the current distribution formula. Whatever is decided about Tualatin funding should not be considered a precedent for future annexations to the District.

2 (a). The distribution of the District’s 50% share of the revenue should be divided between the libraries closest to Tualatin and/or most likely to be serving those users. These libraries should agree among themselves about the percentage of the funds that should be given to each, and this agreement as to the percentages will then be added to the Tualatin separate IGA or addendum.

3. Any future annexations by the City of Tualatin should not affect the distribution formula and would not cause any further funding to be distributed outside of the Library District.

Doris agreed to be the editor of the written sub-committee recommendations as per the LDAC recommendations. She will take any further changes and suggestions from members and then send it out to LDAC again in draft form.

Library Reports to LDAC – the original IGA mandates an annual report to be submitted by each library to LDAC, reviewing its progress towards OLA standards and it ongoing plan to that effect. Joanna agreed to distribute a draft report to LDAC as a basis for discussion. The report will be due in the fall, after the State Library reports are compiled and submitted.

Committee membership – Mark presented an argument that the LDAC might be better served if all of its members were citizens rather than professional library staff from the cities. He felt that this would facilitate broader discussions and allow the LDAC to assume more of a role as a kind of county-wide Library Advisory Board and would be able to advise libraries on many library-related issues of county-wide interest. Others felt that LDAC had a much more restricted role as defined in the IGA. Several members commented that LDAC membership should not be changed because representatives were appointed originally at the discretion of city management.

Proposed LDAC meeting Schedule:
May 20, 2010 (after the Tualatin annexation election)
August 12, 2010
November 11, 2010
February 10, 2011

Action items:

Meeting was adjourned at 7:25 by Pat Duke, LDAC chair.

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