02-11-2013 Agenda
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ITY ALL OUNCIL HAMBERS ONTGOMERY TREET
1.CALL TO ORDER AND FLAG SALUTE
2.ROLL CALL
3.ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
A.City Hall and the Library will be closed on February 18in
observance of President’s Day. The Aquatic Center will be open
regular businesshours thatday.
Appointments:
None.
4.COMMUNITY/GOVERNMENT ORGANIZATIONS
A.Chamber of Commerce
B.Woodburn School District
5.PROCLAMATIONS/PRESENTATIONS
Proclamations:
None.
Presentations:
A.New City Website
B.Oregon Library Passport Program
6.COMMUNICATIONS
None.
–
This allows the public to introduce items for
7.BUSINESS FROM THE PUBLIC
Council consideration not already scheduled on the agenda.
**Habrá intérpretes disponibles para aquéllas personas que no hablan Inglés, previo acuerdo.
Comuníquese al (503) 980-2485.**
February 11, 2013Council Agenda Page i
–Items listed on the consent agenda are considered
8.CONSENT AGENDA
routine and may beadopted by one motion. Any item may be removed
for discussion at the request of a Council member.
A.Woodburn City Council minutes of January 28, 20131
Recommended Action: Approve the minutes.
B.Woodburn Planning Commission minutes November29, 20123
Recommended Action:Accept the minutes.
C.2013 OLCC Renewals7
RecommendedAction:The Woodburn City Council
recommend to the OLCC renewal of liquor license for the
listed business for the year 2013.
9.TABLED BUSINESS
None.
10.PUBLIC HEARINGS
A.2012-2013 SUPPLEMENTAL BUDGET9
–Members of the public wishing to comment on items of
11.GENERAL BUSINESS
general business must complete and submit a speaker’s card to the City
Recorder prior to commencing this portion of the Council’s agenda.
Comment time may be limited by Mayoral prerogative.
A.Council Bill No. 2918-A Resolution Approving Transfers of FY 11
2012-2013 Appropriations and Approving a Supplemental
Budget
Recommended Action:Adopt the attached resolution
approving a supplemental budget for fiscal year 2012-2013
for the Public Works and Economic and Community
Development Departments.
B.Aurora Rural Fire Protection District Network Support Agreement14
Recommended Action:Authorize the City Administrator to
execute an Intergovernmental Agreement with the Aurora
Rural Fire Protection District to provide computer and network
support.
–
These
12.PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS
are Planning Commission or Administrative Land Use actions that may be
called up by the City Council.
February 11, 2013Council Agenda Page ii
None.
13.CITY ADMINISTRATOR’S REPORT
14.MAYOR AND COUNCIL REPORTS
15.EXECUTIVE SESSION
To conduct deliberations with persons designated by the governing body
to negotiate real property transactions pursuant to ORS 192.660(2)(e).
16.ADJOURNMENT
February 11, 2013Council Agenda Page iii
COUNCIL MEETING MINUTES
JANUARY 28, 2013
DATECOUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
0:01
OF MARION, STATE OF OREGON, JANUARY 28, 2013
CONVENED
The meeting convened at 7:00 p.m. with Council PresidentMcCallum
presiding.
ROLL CALL
Mayor Figley Absent
Councilor Cox Present
Councilor Lonergan Present
Councilor McCallum Present
Councilor Morris Present
Councilor Raustein Present
Councilor Ellsworth Absent
Staff Present:
City Administrator Derickson, City Attorney Shields, Public Works
Director Brown,Human Resources Director Hereford, Police Chief Russell,Finance
Director Shearer, Economic and Development Director Hendryx, Captain Garrett, City
Recorder Pierson.
COMMUNITY/GOVERNMENT REPORTS
0:06
A.Woodburn School District- Councilor Morris provided a brief explanation of the process
for finding a new superintended for the school district.
PRESENTATION
A.2011-2012 Audit- Chuck Swank, 475 Cottage St., Salem, of Grove, Mueller and Swank
informed the Council that the 2011-2012 audit is complete and that the City received an
unqualified opinion.
CONSENT AGENDA
A.Woodburn City Council minutes of January 14, 2013,
B.Woodburn Library Board minutes of January 9, 2013,
C.Pro Tem Judge,
D.Crime Statistics through December 2012.
Cox /Lonergan
… adopt the Consent Agenda.
COUNCIL BILL NO. 2917 - AN ORDINANCE GRANTING A ZONE CHANGE ON
THE PROPERTY LOCATED AT 3001 NEWBERG HIGHWAY IN ORDER TO
REMOVE A SPECIAL OPERATING CONDITION ANDTO ALLOW ANY USE
THAT IS PERMITTED INTHE COMMERCIAL GENERAL (CG) ZONE
Page 1 - Council Meeting Minutes,January 28, 2013
COUNCIL MEETING MINUTES
JANUARY 28, 2013
Lonergan
introduced Council Bill 2917. City Recorder Pierson read the two readings of the
bill by title only since there were no objections from the Council. On roll call vote for final
passage, the bill passed unanimously. President McCallum declared Council Bill No. 2917
duly passed.
CITY ADMINISTRATOR’S REPORT
City Administrator Derickson informed the Council that the City’s new website is up and
running and gave kudos to Jim Row and Robyn Stowers for their work on it. He also let the
Council know that he had new zoning maps for them.
MAYOR AND COUNCIL REPORTS
Councilor Lonergan acknowledged the Boy Scouts who were in attendance and thanked
them for coming.
Councilor Cox requested that the City Administrator bring the Council a packet on ways
they might effectively evaluate the Municipal Judge.
Councilor Morris stated that he looked at the City’s new website and thinks it is well
done.
ADJOURNMENT
8:27
Cox/Lonergan
... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 7:24pm.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson,City Recorder
City of Woodburn, Oregon
Page 2 - Council Meeting Minutes,January 28, 2013
Agenda Item
February 11, 2013
TO:Honorable Mayor and City Council through City Administrator
THRU: Scott Russell, Chief of Police
FROM:Jason R. Alexander, Captain
SUBJECT:
2013 OLCC Renewal
RECOMMENDATION:
The Woodburn City Council recommends tothe OLCC to renew and/or not
renew the liquor licenses for the listed business for the year of 2013.
BACKGROUND:
Annually the police department reviews activities occurring at or in the vicinity
of all licensed liquor establishments in Woodburn. Through the established
guidelines and procedures, the City Council ensures equitable and consistent
treatment of liquor license applications.
The following liquor license applications were reviewed in accordance with
police department standards and are recommended for approval:
Off Premise Sales:
7-Eleven A&J Market
BI-Mart CorpC and M Market
Crossroads Grocery & DeliDel Sol Market
EZ Stop Grocery & DeliWoodburn Stop N Go
Harry and David #595 Young Street Market
La Azteca New Am/PM
Pipers JewelrySip Wine and Bistro
Safeway Store #1976Tenly Food Mart
Su Casa ImportsWalgreens
Wal Mart SupercenterWoodburn Market
Woodburn Fast Serve INCWoodburn Grocery Outlet
Woodburn Mega FoodsSharkeys Gourmet Pizza
Valley Pacific FloristFin De Semana Meat Market
Tienda Mexicana
Agenda Item Review:City Administrator __x____City Attorney ___x___Finance __x___
Honorable Mayor and City Council
February 11, 2013
Page 2
Full On Premise Sales:
Chu’s EateryThe Raven Inn
Cinco De Mayo TaqueriaDenny’s At Woodburn
Eagles LodgeElks Lodge
Elmer’ RestaurantCollette’s Restaurant LLC
Los Cabos Mexican RestaurantLupita’s
Mango’s LoungeOGA Members Course
Rumor’s Bar and GrillVitality at Wellspring
The End ZoneYun Wah
Limited On-Premise Sale:
7Mares RestaurantAbby’s Pizza Inn of Woodburn
El Agave GrillDEDE’s Deli
La Fonda GuadalajaraLos Girasoles
Pizza Hut Woodburn Lanes
Shari’s of WoodburnLos Laureles Taqueria
Sip Wine and Bistro
The following liquor license applications were reviewed in accordance with
police department standards and are not recommended for approval. These
business’s are closed or have been sold and there is no longer an establishment
at the location serving alcohol:
Casa Marques GrillFull on Premise Sales
Cavita’s FoodsFull on Premise Sales
Gary’s MarketOff Premise Sales
La Fonda GuadalajaraLimited On-Premise Sales
Mariscos El SarandeadoLimited On-Premise Sales
DISCUSSION:
The Police Department has completed a background investigation, in
connection with the OLCC,on the businesses and found nothing of a
questionable nature, which would preclude the renewal of these licenses
except for the business that are no longer in operation.
FINANCIAL IMPACT:
None
Agenda Item
February 11, 2013
TO:Honorable Mayor and Councilthrough City Administrator
FROM:Christina Shearer, Finance Director
SUBJECT:
2012-2013 SUPPLEMENTAL BUDGET REQUEST
RECOMMENDATION:
Adoptthe attached resolution approving a supplemental budget for fiscal year
2012-2013 for the Public Works and Economic and Community Development
Departments.
BACKGROUND:
Council approved on January 14, 2013 Cooperative Improvement
Public Works:
Agreement No. 28835 with the Oregon Department of Transportation (ODOT)to
participatein construction of the Woodburn Interchange and Transit Facility
Improvement Project (Project). The Projectis scheduled to begin construction in
the summer of 2013 and be completed by December 2016. The Project will
spanfour construction seasons. Advance work is required to be completed
prior to the construction contract award inMay 2013 to insure that potential
bidders can plan for aconstruction schedule without added risk of interruptions
and inefficiencies resulting from project suspension necessitated by
environmental regulation complianceconstraints. The City of Woodburn has
agreed to perform required advance work needed to insure a summer 2013
Project start date. Work performed by the City of Woodburn will be deducted
from the outstanding financial contribution the City is making to the Project. The
supplemental budget requested is to transfer Street/Storm System Development
Charges currently being held in fund reserves to the Interchange and Transit
Facility Capital Improvement Project.
: We havebeen notified by the oversight
Economic & Community Development
agency (Infrastructure Finance Authority) that certain housing rehabilitation loan
proceed funds are to be administered by a third party non-profit entity. The city
has elected to transfer the funds to Valley Development Initiatives (VDI)for them
to administer. The need for distribution of these funds was unknown as the
budget was developed and therefore spending authority was not established.
The supplemental budget request is for $22,000 to make the required
distribution.
Agenda Item Review: City Administrator ___x__City Attorney __x____Finance __x___
Honorable Mayor and City Council
February 11, 2013
Page 2
DISCUSSION:
The Fiscal Year 2012-2013 adopted budget for the Street/Storm
Public Works:
System Development Charge Fund 376is $5,707,222 with $5,279,887 in
Contingency/Reserves. These funds were placed in reserve per Council budget
policy awaiting transfer to ODOT to meet the City’s Project funding contribution.
It is recommended that Council approve the supplement budget transferring
$5,279,887 from Contingency/Reserves to Capital Expenditures for expenditures
incurred on the Woodburn Interchange and Transit Facility Capital Improvement
Project. Expenditures shall only be made for work approved by ODOT to be
eligible for credit and therefore reducing the City’s Project future funding
obligation accordingly.
Council approval of the proposed supplemental budget will allow City
Street/Storm System Development Charge funds to be utilized in a manner that
best serves the needs ofthe Project and provides a benefit to the community in
expediting the Project duration.
: The Fiscal Year 2012-2013 adopted
Economic & Community Development
budget for the Housing Rehabilitation Fund 137 is $247,750 with $97,895 in
Contingency/Reserves. An increase in the Materials and Services budget of
$22,000 is offset by a reduction in the Contingency/Reserves by $22,000. As a
result, there is no change in the total budget of the fund. The City is required to
comply with the directives of the oversight agency, and therefore must
distribute the funds to VDI by January 31, 2013.
FINANCIAL IMPACT:
The requested supplemental budget for Street/Storm is budget neutral to the
Street/Storm System Development Charge Fund 376.The requested
supplemental budget allows the City to optimize funding provided for the
Woodburn Interchange and Transit Facility Capital Improvement Project.
The requested supplemental budget for Housing Rehabilitation is also budget
neutral. The requested supplemental budget will allow the City to comply with
the requirements of the Infrastructure Housing Authority for these funds.
COUNCIL BILL NO. 2918
RESOLUTION NO. 2026
A RESOLUTION APPROVING TRANSFERS OF FY 2012-2013APPROPRIATIONS AND
APPROVING A SUPPLEMENTAL BUDGET
ORS294.463(1) permits “transfers of appropriations” within any
WHEREAS,
fund “when authorized by official resolution or ordinance of the governing
body”; and
ORS294.463(2)limits “transfers of general operating
WHEREAS,
contingency appropriations to no more than ten (10) percent of the total
appropriations of the fund” unless adopted pursuant to a supplemental budget;
and
transfers made pursuant to any of the above must state the
WHEREAS,
need for the transfer, the purpose for the authorized expenditure, and the
amount of the appropriation transferred; and
ORS294.471(1)(a) permits supplemental budgets when “an
WHEREAS,
occurrence of condition which had not been ascertained at the time of the
preparation of a budget for the current year or current budget period which
requires a change in financial planning”; and
ORS294.473requires the governing body to hold a public
WHEREAS,
hearing on the supplemental budget when the estimated expenditures
contained in the supplemental budget for fiscal year or budget period differ by
then (10) percent or more of any one of the individual funds contained in the
regular budget for that fiscal year; and
the transfers contained herein are made pursuant to ORS
WHEREAS,
294.463; and
the supplemental budgetcontained hereinis made pursuant to
WHEREAS,
ORS 294.471; and
a public hearing was heldFebruary11, 2013onthe
WHEREAS,
supplemental budget changes pursuant to ORS 294.480(4);
NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
That pursuant to the applicable ORS provisions cited above,
Section 1.
Page 1 – COUNCIL BILL NO. 2918
RESOLUTION NO. 2026
the City Council hereby approves the transfers of appropriations and
supplemental budget for FY 2012-2013 in the amounts listed in Exhibit “A.”
Approved as to Form:
City AttorneyDate
APPROVED:
Kathryn Figley, Mayor
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
ATTEST:
Heather Pierson,City Recorder
City of Woodburn, Oregon
Page 2 – COUNCIL BILL NO. 2918
RESOLUTION NO. 2026
City of Woodburn
2012-2013 Supplemental Budget
Exhibit A
February, 2013
FundOriginalSupplemental Revised
Housing Rehabilitation Fund
Revenue - Change in Beginning Fund Balance 225,000 25,000 250,000137.000.3081 (25,000)
Materials and Services 140,335 22,000 162,335137.531.5911.5499.101 22,000
Contingency 97,895 3,000 100,895137.531.5911.5499.101 3,000
Street/Storm SDC Fund
Capital Outlay - 5,279,887 5,279,887376.631.9531.5631 5,279,887
Contingency 5,279,887 (5,279,887) -376.901.9971.5921 (5,243,045)
376.901.9971.5981.005 (36,842)
Agenda Item
February 11,2013
TO:Mayor and City Council through City Administrator
FROM:Christina Shearer, Finance Director
SUBJECT:
Aurora Rural Fire Protection District Network Support Agreement
RECOMMENDATION:
Authorize the City Administrator to execute an Intergovernmental Agreement
with the Aurora Rural Fire Protection Districtto provide computer and network
support.
BACKGROUND:
The Aurora Rural Fire Protection Districtapproached the City requesting a
proposal for network support services. Currently, the City provides network
support to several local governments and districts in the area providing network
support, equipment and software installation.
The proposal is toprovide network support services at a set hourly rate with all
equipment, software and peripherals to be provided by the Aurora Rural Fire
Protection Districtand is consistent with other support agreements already in
place with other jurisdictions. The proposed support will take approximately 5
hours per month to provide adequate coverage to be covered by Information
Services.
FINANCIAL IMPACT:
The agreement would supplement the IS department’s revenue by
approximately $3,500annually, and approximately $1,500this fiscal year.
Agenda Item Review:City Administrator ___x___City Attorney ___x___Finance __x___
Agreement
Computer and Network Support
This Agreement is made to engage the services of City of Woodburn (“the City”) to provide
Computer and Network Support to the Aurora Rural Fire Protection District No. 63(“the
District”); and is made under the authority of ORS 190.003 to 190.110.
In consideration of mutual benefits and obligations herein set forth, the parties agree as follows:
1.Scope of Services
1.1.The City shall provide support for and maintenance of desktop computers,
printers, servers, and any other computer related equipment for the District. All
ownership rights to said equipment shall remain with the District.
1.2.The City will help setup and/or relocate any computer related equipment.
Network drop locations, power receptacle locations, and furniture relocation will
be the responsibility of the District.
1.3.The City will work with hardware and software vendor support to resolve issues.
If items need to be returned to the vendor for support the Districtwill take care of
and pay for any shipping and handling charges.
1.4.The City will not provide any physical hardware but will help make hardware
choice recommendations and work with the Districtto order any necessary
hardware.
1.5.The City will work with the District to backup and maintain the District’s data.
1.6.Support will be provided during normal business hours, 8am – 5pm Monday
through Friday. After-hours support will be available Monday through Friday but
will be limited to 2 calls per month and lasting no more than 2 hours each. If
additional after-hours or weekend support is needed, it will be available on a
mutually agreed upon time frame.
2.Limitations of Services
2.1The City shall, at its sole discretion, select which personnel will provide services
under this Agreement.
Page 1- Agreement/Computer and Network Support
2.2The City shall be the sole employer of any and all personnel providing services
under this Agreement. The City reserves the right to prioritize the workload of its
personnel.
3.Fees and Charges
3.1.Services rendered will be charged at $50 per hour (regular hourly rate) and be
based on quarter-hour increments.
3.2.After-hours and weekend support services under this Agreement shall be billed at
a rate of one and one-half (1.5) times the regular hourly rate.
3.3.Time spent traveling will be added to the hourly rate billed, but there will be no
additional travel costs billed.
3.4.Since the City will not be providing any hardware, all hardware costs will be the
responsibility of the District.
4.Billing and Payment
4.1.The hourly charges shall be billed quarterly.
5.Security
5.1.The Citywill use the existing encrypted VPN connection to remotely access the
District’s computers and help troubleshoot and resolve issues.
5.2.The City will not release any of the District’s information unless directed to do so
by the District.
6.Standard of Care/Limitation of Liability
6.1.The Cityassumes no liability for the accuracy of any data on the District’s
network.
6.2.The City agrees that all service under this Agreement will be performed in a
professional manner with the degree of care and skill ordinarily exercised under
similar circumstances by professionals practicing in the State of Oregon.
6.3.The District understands and agrees that the City shall not be liable to the District
Page 2- Agreement/Computer and Network Support
for any damage that may occur while the District’s computer system is being
servicedby the City, including liability for indirect, special, exemplary or
consequential damages.
7.Terms and Termination
7.1.This Agreement shall be effective upon execution hereof on behalf of both
parties, and shall continue until terminated as provided in 7.2.
7.2.This Agreement may be terminated by either party upon (30) days written notice.
7.3.Notwithstanding the giving of notice of termination as provided in 7.2, the
Districtshall remain obligated with respect to any unfulfilled financial obligation
which accrued hereunder prior to the effective date of such termination.
8.Communication and Notice
8.1.Any notice in writing required to be given hereunder shall be sufficient if sent by
regular mail or personally delivered to the City Administratorof the City and to
the Fire Chief of theDistrict.
8.2.Each party shall designate, and may change from time to time, a representative for
communication, negotiations, and general liaison with the other concerning the
content, future and administration of this Agreement.
9.Amendments
9.1.This Agreement represents the complete and integrated agreement between the
parties with respect to the subject matter hereof, and may be amended only by
written amendment executed by both parties. As such, this Agreement cancels
and supersedes all prior written and oral agreements, representations,
negotiations, and communications between the parties and their representatives
with respect to the subject matter hereof.
Page 3- Agreement/Computer and Network Support
IN WITNESS WHEREOF the parties have caused the Agreement to be executed on
behalf by their duly authorized representatives as of the dates set forth below.
City of Woodburn Aurora Rural Fire Protection District
No. 63
By: _______________________________ By:_______________________________
Scott C. Derickson, City Administrator Rod Yoder, Fire Chief
Date: ______________________________ Date: _____________________________
Page 4- Agreement/Computer and Network Support
Oregon Library
Passport Program
Library access for the
way Oregonians live
Presented by John Hunter,
OLA Resource Sharing Committee
Background
“
Together our libraries will ...
extendlibraryservicestoall Oregonians,
athomeand aroundthe state.
”
~ OLA Vision 2020 ~
“
The Dream of a
Statewide Catalog
”
~ State Librarian Jim Scheppke
OLAQ, Summer 2011 ~
OLPP's premise
Library service ought to accommodate
the way Oregonians live, work, shop,
and play.
Patrons regularly live, work, shop and
play outside their home library’s
boundaries.
How OLPP works
Library card holders from one OLPP library
1.
may use any other OLPP library
OLPP libraries extend service to users of
2.
other participating libraries, and vice versa.
Three year trial.
3.
Oregon libraries already share
Metropolitan Interlibrary eXchange (MIX)
•
Clackamas, Hood River, Multnomah and Washington counties,
Fort Vancouver Regional Library, and Camas Public Library have
had cooperative library cards since the 1980s
ORBIS Cascade Alliance
•
37 academic libraries in Oregon, Washington, and Idaho
Sage Library System
•
77 libraries in 15 counties across eastern and central Oregon.
What libraries are eligible?
Legally-established public libraries
•
Private and public academic libraries
•
Community college libraries
•
Special libraries that are open to the public
•
How it works: an example
A Woodburn library card-holder has a
weekend house in Garibaldi.
How it works: an example
Fortunately, the Woodburn Public
Library and the Garibaldi Branch
Libraryboth participate in OLPP.
How it works: an example
The patron registers for a
free library card at Garibaldi,
just like any other new
patron ...
... including verifying her
ID, mailing address, or
whatever other local
requirements you have.
Benefits to libraries
Expanded access to materials for our patrons
•
Increased usage of our materials
•
Increased value of a patron having a library card
•
Participation at our comfort level
•
Goodwill with patrons and colleagues
•
Voluntary
•
Free
•
Expectations of libraries
Issue cards to patrons of OLPP participating
•
libraries free of charge
Provide access to materials as determined by
•
local policy
Establish a unique patron code for OLPP patrons
•
Report statistics and provide feedback as
•
requested
Join and participate in an email discussion list
•
CCRLS and OLPP
Not all CCRLS libraries will participate in the
•
program, including Salem Public Library
Each CCRLS member library will register for OLPP
•
individually
Patrons who register at a CCRLS library through
•
OLPP will be limited to 3 checkouts
OLPP patrons must register annually and will be
•
issued a unique card type
OLPP patrons may not use electronic resources
•
Types of statistics we request
Total number of OLPP patrons
•
Circulation by OLPP patrons
•
Home libraries of OLPP patrons
•
Number of OLPP cards renewed
•
Number of items lost by OLPP patrons
•
Benefits for patrons
Free
•
Access to libraries across the state
•
Access to libraries that are located where you
•
work, live, shop, or play
Expectations of patrons
Obtain a home library card
•
Comply with registration, circulation, and other
•
policies of each participating library
Pick up and return all borrowed materials to the
•
participating library
Be responsible for any fines and fees from the
•
participating library
Notify the participating library of changes in
•
contact information
How to sign up
Get approval from the
appropriate official or
governing body for your
library and complete the
OLP Program Participating
Agreement.
Questions?
OLA Resource Sharing Committee
Eva Calcagno, Washington Co. Coop. Library Svc.
Ed Gallagher, Albany Public Library
John Hunter, Woodburn Public Library
Buzzy Nielsen, Hood River County Library District
Robin Shapiro, Portland Community College
Steve Skidmore, Siuslaw Public Library District
Steven Sowell, Oregon State University
Jane Tucker, Astoria Public Library
Dan White, Scappoose Public Library
Thank you.
Find out more information:
http://www.librariesoforegon.org/passport
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