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BCC Work Session 02-23-2021

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BCC Work Session 02-23-2021 WASHINGTON COUNTY BOARD OF COMMISSIONERS WORK SESSION VIRTUAL MEETING FEBRUARY 23, 2021 1:00 p.m. 1. Board and Leadership Communication & Formal Agenda Item Discussion (30 min.) 1:30 p.m. 2. Approach to Revising Intergovernmental Agreements with Cities and Nonprofits (45 min.) -Lisa Tattersall, Manager, Washington County Cooperative Library Services 2:15 p.m. 3. Financial Update & Operation Scenario Considerations for Westside Commons (45 min.) and Wingspan -Leah Perkins-Hagele, Venue Manager; and Jack Liang, Director of Support Services 3:00 p.m. BREAK – 15 MINUTES 3:15 p.m. 4. Washington County’s Supportive Housing Services Program LIP Advisory (60 min.) Committee and Draft Update and Timeline -Josh Crites, Assistant Director; Jes Larson, SHS Program Manager; and Ally Jamieson, SHS Project Manager 4:15 p.m. 5. Tualatin Joint Project Update (45 min.) -Tom VanderPlaat, Water Supply Project Manager; and Mark Jockers, Chief of Staff WORK SESSION WASHINGTON COUNTY BOARD OF COMMISSIONERS Item #2 Session Date: February 23, 2021 Length of Time Requested: 45 minutes APPROACH TO REVISING INTERGOVERNMENTAL AGREEMENTS WITH CITIES Title of Topic: AND NONPROFITS Department: Washington County Cooperative Library Services Presented by: Lisa Tattersall, WCCLS Manager Name(s) & Title(s) LIST OF ADDITIONAL DOCUMENTS OR PRESENTATIONS: PowerPoint presentation PURPOSE & DESIRED OUTCOME: Provide the Board with an overview of the proposed process to revise three Washington County Cooperative Library Services (WCCLS) intergovernmental agreements. POLICY QUESTIONS FOR THE BOARD TO CONSIDER: Does the Board support this process, and should staff proceed to engage with member cities and nonprofit organizations as outlined in this presentation? SUMMARY OF TOPIC: Three intergovernmental agreements outline how Washington County Cooperative Library Services (WCCLS) is governed and how WCCLS operates in partnership with member organizations (cities or nonprofits) to provide countywide public library service. These agreements expire and/or require updating to meet current needs of the Cooperative (WCCLS together with contractors). This presentation outlines the proposed process staff will go through with member organizations to update these agreements, with the goal of bringing recommended agreements back to the Board of Commissioners in January 2022, with the agreements finalized and execution beginning in March 2022. 1. Governance Agreement: no expiration date 2. Public Library Services Agreement: expires June 30, 2022 · Funding distribution, minimum operating requirements, payment schedule and structure · Services provided by WCCLS · Services provided by member libraries 3. Network Agreement: expires June 30, 2022 · Ownership and management of the WCCLS network · Service availability (service level agreements) and data recovery · Duties and responsibilities of WCCLS regarding our IT network · Duties and responsibilities of network users (libraries) · Confidentiality of data Library cooperative agreement process 2021 wccls.org Agenda for this presentation • Background and governance • Summary of agreements to be revised • Process outcomes, values, deliverables • Meeting membership and structure • Timeline • Next steps wccls.org Background • Public library service provision is governed and operated in accordance with three intergovernmental agreements between the county and member organizations • Member organizations: 9 cities and 3 nonprofit associations, which operate 15 public library locations countywide: Aloha Community Library Association Garden Home Community Library Association City of Banks City of Hillsboro City of Beaverton City of North Plains Cedar Mill Community Library Association City of Sherwood City of Cornelius City of Tigard City of Forest Grove City of Tualatin wccls.org Governance structure Board of Commissioners WCCLS Executive City Managers and Board Nonprofit Board Chairs County Administration WCCLS staff WCCLS Policy Group Library Directors wccls.org Summary of agreements • Governance Agreement: no expiration date • Public Library Services Agreement: expires June 30, 2022 • Funding distribution, minimum operating requirements, payment schedule and structure • Services provided by WCCLS • Services provided by member libraries • Network Agreement: expires June 30, 2022 • Ownership and management of the WCCLS network • Service availability (service level agreements) and data recovery • Duties and responsibilities of WCCLS regarding our IT network • Duties and responsibilities of network users (libraries) • Confidentiality of data wccls.org Goal • Revise all three agreements with our member organizations • Bring recommendations back to Board of Commissioners in January 2022 • Agreements finalized and execution process begins March 2022 wccls.org Cooperative agreement process • What are the foundational assumptions? • What are the outcomes for the relationships in the cooperative? • What values will guide our work together? • What concrete deliverables will come out of the process? • Who will participate in the process? wccls.org What are the foundational assumptions? • Voters approved (69%) the local option library levy in May 2020, based on our commitment to maintain and continue current service levels through June 2026, including: • Library open hours • Children’s reading programs • Library collections (digital and physical books and other materials) • Support for job seekers • Central support and services that WCCLS provides to link libraries together • No member organization will receive less funding than the FY21-22 baseline wccls.org Outcomes for relationships in the cooperative • Increased clarity of roles and responsibilities between WCCLS and member organizations • Increased transparency, communication, and collaboration • Deepened partnerships that benefit our countywide patrons wccls.org Values that will guide our work • We support the Washington County Board of Commissioners’ equity resolution and are committed to furthering those goals with the county resources under discussion (WCCLS funds, materials, and staff) • We make library service recommendations and use county resources for the benefit of all county residents, regardless of city affiliations or other boundaries. • We support the WCCLS values of accountability, collaboration, inclusion, innovation, and stewardship wccls.org Results of this process • Updated Governance Agreement, including: • Revised Executive Board and Policy Group bylaws • Updated Public Library Services Agreement, including: • Revised service population maps for member organizations • Roles and responsibilities • Admission guidelines • Funding distribution for member libraries (FY22-23 through FY25-26) • Revised Information Technology Agreement (formerly Network Agreement) • Service level agreement • Clearer roles and responsibilities for county and member organizations • Enhanced focus on compliance with information security best practices and records retention requirements wccls.org Who will participate in the process? Role Personnel Sponsor County Administrative Office (1 vote for WCCLS/West Slope) Convener and facilitator WCCLS Manager with input from Executive Board and Policy Group Chairs · Executive Board and Policy Group representative from each of the twelve contractors; each contractor (city or nonprofit) has one voice in discussions and one vote in decisions Members · West Slope Community Library is operated by Washington County and has no vote in the CAP group; the West Slope Library Director participates in discussions Minutes and logistics WCCLS staff wccls.org Meetings • Meetings will be public and hosted on Zoom • Agendas and minutes on wccls.org/governance • CAP group will meet monthly to: • Learn background information • Empower group members to pull together small groups to work on deliverables • Discuss draft deliverables and provide direction to small groups • Vote on adoption of deliverables • Make recommendation to Board of Commissioners wccls.org Completion plan wccls.org Next steps • Receive Board of Commissioners feedback on process • Discuss with Partner Library Directors’ support for this process • Discuss with WCCLS Executive Board on February 24, 2021 to discuss and begin process wccls.org WORK SESSION Item #3 WASHINGTON COUNTY BOARD OF COMMISSIONERS Session Date: February 23, 2021 Length of Time Requested: 45 minutes FINANCIAL UPDATE & OPERATION SCENARIO CONSIDERATIONS FOR Title of Topic: WESTSIDE COMMONS AND WINGSPAN Department: Westside Commons Presented by: Leah Perkins-Hagele, Venue Manager Name(s) & Title(s) Jack Liang, Director of Support Services LIST OF ADDITIONAL DOCUMENTS OR PRESENTATIONS: PowerPoint Presentation PURPOSE & DESIRED OUTCOME: Provide the board a financial update on Westside Commons, and Pandemic Operation Scenarios for the board to consider. POLICY QUESTIONS FOR THE BOARD TO CONSIDER: None SUMMARY OF TOPIC: Due to COVID-19 Westside Commons has not been able to hold public events since March 2019, significantly impacting the financial health of the organization. This update will provide the board an update on the current financial position, estimated financial projections for the remainder of the fiscal year, and operational scenarios for the board to consider. FINANCIAL UPDATE FEBRUARY 2021 • Financial Update • TLT Update Operation Scenarios MEETING #1 • AGENDA * Meeting #2 in May will be focused on Sales & Marketing • Swift action in Spring 2020 to reduce expenditures across all Westside Commons funds/programs, including early cancellation
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