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08/12/2004 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, AUGUST 12, 2004 - 7:00 P.M. TIGARD PUBLIC LIBRARY—CONFERENCE ROOM 13500 SW HALL BLVD. TIGARD,OREGON 1. CALL TO ORDER Turley 2. ROLL CALL: BURKE DIAMOND KASSON KELLY LIDMAN SMITH THENELL TURLEY 3. Approve Minutes of July 8, 2004 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Election of Officers Turley 7. Monthly Report for July 2004 Barnes 8. Policy to be Reviewed: Gift Barnes 9. New Library Barnes - Grand Opening 10. Friends of the Library&Library Foundation Burgess/Diamond 11. Board Communications All (Reports from Board members on community and citizen activities) 12. Other Business All 13. Adjournment TO ENSURE A QUORUM TO CONDUCT BUSINESS,PLEASE CALL CONNIE MARTIN OR MARGARET BARNES AT THE LIBRARY(503-684-6537), IF YOU ARE UNABLE TO ATTEND. Agenda items for future meetings: hAdocs\connie\lib-a TIGARD LIBRARY BOARD MINUTES July 8, 2004 Call to Order: 5:57 p.m. Roll Call: David Burke, Marvin Diamond, Sue Kasson, Ruthanne Lidman, Jane Smith, Jan Thenell and Suzan Turley. Staff: Margaret Barnes and Connie Martin. Minutes: It was moved by Thenell and seconded by Kasson to approve the minutes of July 8. Motion passed unanimously. Agenda Additions and Deletions: Due to the shortness of the meeting, the Election of Officers will be placed under Other Business and will be conducted if time allows. Call to the Public: None. June Monthly Report: Barnes reported that the print management software has been loaded o n t he p ublic computers to work i n conjunction with the SAM software. T his should cut down on paper use and waste. Tigard is the first library in the Cooperative to implement the print management software. Library staff worked with City information Technology staff and WCCLS to get the program up and running. Library staff is busy ordering and processing materials for the Opening Day Collection. Funds for these materials have been identified from a portion of the book budget, Foundation and Friends of the Library. Circulation was up by 2% in June. There was discussion at the CLAB meeting on placing a measure before the voters for library operating costs on the November ballot. CLAB members discussed and voted. It is unclear what the County Commissioners will do since the vote was not unanimous. Policies: After review, it was moved by Smith and seconded by Burke to approve and recommend the Interlibrary Loan Policy, Food and Beverage Policy and Library Card Policy be sent to City Council for their approval. Motion passed unanimously. The Board discussed details of the Gift Policy. The Board requested clarification for their responsibility in accepting or rejecting donations. It was decided that the Gift Policy will be sent to the City Attorney for review and clarification. There was discussion of the donor board and donations. Library staff will work on language. New Library: The "Thank You" event is set for Saturday, July 31, from 1-4 p.m. The "Grand Opening" event is set for Saturday, August 21 from 10 a.m. until 2 p.m. The library will close at 5 p.m. on July 16. The architects signed off on the substantial completion form. The City has temporary occupancy permits. The coffee bar vendor is moving in. Library signage is in place. On August 4, the library will host the Wagons Ho event. Children and families will meet at the old library and be given the last of the collection (children's picture books) to be brought over to the new library via wagon parade. Library Foundation: The Foundation will hold their next meeting on July 19.. They will discuss commitments of financial support. Board Communications: None. Other Business: It was moved by Thenell and seconded by Burke to postpone the Election of Officers until the August 12 meeting. Motion passed unanimously. Adiournm'ent: The' meeting adjourned at 6:48 p.m. Next meeting is scheduled for August 12, 2004 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. When would the library open? � �� r� � 3 k x» 4xte wry a • Soon—If the bond measure is approved in Novem]2004, El IF IN construction of the library could be completed as j 7L ;� September 2006. s k �� e 3 � F M- ��x m � x � r . �. Cr How can we learn more about the Main n� ry � ' � Library. J D "'' z � � N Cf) i x*�`.`a `x'rt r f'D iv ..��- ,,m* �,, �Y e C 3'r ' 'txf .�.=,�-is' • ea —Visit the City's website at www ci.hillsboro.or.us for � � >���� � j ��� ,� ; , �� tf) a descriptions and illustrations of the library proposal. O O - i • Watch—The community cable access channel (TVI') for O City Council meetings in which the proposal was discussed and fin\ see the informational disk playing at the Hillsboro Public Library at Tanasbourne or Shute Park. • Contact—Debra Brodie,Library Director, or Mike Smith, `' Assistant Library Director Hillsboro Public Library at Tanasbourne 2453 NW 1'85th Avenue x Hillsboro, OR 97124-7077 (503) 615-6500 v- ............. 7­`�,,, 7 sni, �V. U P N .-All ,, ,, *- ­��, n -VIPI�� *";-.:,z, ��;, W2f �4 `Ul ,,_0 ` ;nJ -4 �n�,R ;i .6 Mv, R pt, V �,j -5 'Y ,4�ell� included in the &S-i" 4M What would be X IrR 6Y ...... .... . LX '4, C Lff­ v VA ow A 7%11 Vp. X., A 4,M, ME bom Z�I$ YR �gn 2 M. S"t t e IN.' inch Y 4 V% Al W R EM 60b Vie" W-4 _T A 'j '�� -,'4� vVS. ­,, 4 R. M- , � 4, P. 5 S. V V AAg & am FRI Tr m% m ldi- A ------PI-1- _:gqg, AI_,v;I; ift v OftW.- WIR Aq V _4 _zv, SN 0 br, "'.7.vl�­- 440 g �Am- bg%f� K-M g g R NOW ---:t.ZVF�AIRZM id, K ff—'I IM ,% Z. 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M�'ZIM v'3 FE -or art m 9� K '0� A -'MIr NNig U-N, WORK INDICATORS vuO JULY 2004 JULY 200 JULY 2002 Circulation Total (from WCCLS) 31,573* 57,031 63,614 (Self-Check machine) 1,533* 3,593 4,705 Days of Service 15* 30 30 Average Daily Circulation 2,105* 1,901 2,120 Hours of Service 137* 262 299 Materials Circulated per Hour 231* 218 213 Increase in Circulation N/A**** -10% +7.5% Materials Added 1,093* 1,550 1,649 Materials Withdrawn 213* 1,387 1,801 New Borrowers Registered 208* 292 273 Cultural Passes Program 39 (YTD)* 76 (YTD) 33 (YTD) 39 (Month)* 76 (Month) 33 (Month) Adult Programs 0 22 21 (Number of sessions) (0) (1) (7) Preschool Story Time 70* 311 478 (Number of Sessions) (2)* (5) (16) Toddler Time 61* 115 0 (Number of Sessions) (4)* (3) (0) Special Programs 377*** 661 603 (Number of Sessions) (6)*** (14) (3) Children's Computer 11** 103 210 Word Processors(stand alone) 7** 91 238 Internet Access Station Users 2735** 5,669 6,183 Hours of Use 1154** 2,165 N/A Typewriter Users 0** 8 59 Visitors (Gate count + by 2) N/A* 23,753 26,087 Increase in Visitors N/A* -9% +15.7% Fines/Fees Collected $2,743.71* $6,060.58 $5,180.23 * Figures reflect the library's remaining days of operation from July 1—July 16,2004. ** Computers were only available July 1—July 15 2004 due to library move. *** Includes Summer Reading Programs. **** Cannot make direct comparison DRA GIFT POLICY The Tigard Public Library actively encourages gifts of library materials, money or real property that will help the library better serve the needs of the community and enrich and improve the library resources. The City of Tigard Library Board reserves the right to accept or reject any gift, donation, endowment, bequest, or trust. When funds are donated for specific purposes, the amount and nature of the expenditure must be approved in advance by the Library Board. All gifts (money or materials) become the sole property of the library. Rules Books and Other Library Resources — The library welcomes gifts of print and non-print materials, with the understanding that gifts of materials will be added to the collection only if they meet the same standards required of materials purchased by the Library, as described in the Collection Development Policy. Gift materials not meeting those standards may be given to the Friends of the Tigard Library for their book sales, donated to other libraries or organizations, recycled, or discarded. Gift materials will be integrated into the regular library collection in normal sequence, available to all library patrons, and otherwise handled as any other material belonging to the library. The library is not obligated to keep d onated materials f or any length of time and does not accept responsibility for notifying donors of withdrawal or replacement of gift items. The Library will not accept the following types of materials: those that are soiled, torn, moldy or damp; periodicals, except the Oregon Historical Quarterly; textbooks; encyclopedias; condensed or abridged materials. Collections — Gift collections will be accepted only by the Director, with the counsel of the Library Board as appropriate, and with the understanding that the collection may not be kept intact. Monetary Gifts — Monetary gifts will be utilized by the library to purchase. materials or equipment, support library programs, or in other ways the Library Board and the City deem appropriate. The Library welcomes gifts of cash for the direct purchase of library materials and will try to accommodate the subject or title preferences of the donor in so far as they coincide with the Collection Development Policy. A bookplate recognizing the donor will be affixed to the material if desired. Substantial cash offerings, securities, and bequests will be handled by the Director, who, with the Library Board, will work out terms of acceptance that are compatible with library policies, the donor's intent, City policy, and the applicable laws. Memorial and Celebration Contributions - The Library welcomes monetary gifts for the purchase of library materials in memory or recognition of individuals. Suggestions by donors concerning specific titles or subject areas are encouraged and will be respected in so far as they coincide with the Collection Development Policy. The names of the donor(s) and the individual(s) recognized by the gift will be listed on a bookplate and affixed to the material. A letter will be sent to the honoree or to his or her family to let them know about the gift. A letter of acknowledgment will go to the donor as well. Recognition of Monetary Gifts - (This is where we need to insert something about the Donor Board. The current policy is below in italics.) The Donor Board recognizes monetary gifts given to both the Friends of the Library, the Library and Library Foundation. Gifts recognized on the Donor Board are cumulative. Memorial gifts will be listed in the name of the person memorialized with acknowledgment sent to the donor. Gifts of$10,000 or More Gifts of$1,000 to $9,999 Gifts of$100 Gr- a to 999 Gifts Under $100 Real Estate or Other Personal Property - The library will accept gifts of real property that support the m ission of the library. Such offers will be handled by the Director, who, with the Library Board, will determine the suitability of the gift and work out terms of acceptance that are compatible with library policies, the donor's intent, City policy and the applicable laws. Friends of the Tigard Library/Tigard Public Library Foundation - D'Fest Donations to support the Library's services and programs may also be submitted directly to the Friends of the Tigard Public Library a-nd or the Tigard Public Library Foundation. The Friends and Foundation are tax- exempt 501 (c) 3 organizations. f err �►' Tax Deductions — Donors are encouraged to contact their tax advisor prior to making substantial gifts to the library, the Library Foundation, or the Friends of the Tigard Library. The library will provide a written acknowledgment of the receipt of gifts upon request, but will leave the determination of a value of the donation to the donor. DRAFT GIFT POLICY The Tigard Public Library actively encourages gifts of library materials, money or real property that will help the library better serve the needs of the community and enrich and improve the library resources. The City of Tigard Library Board reserves the right to accept or reject any gift, donation, endowment, bequest, or trust. When funds are donated for specific purposes, the amount and nature of the expenditure must be approved in advance by the Library Board. All gifts (money or materials) become the sole property of the library. Rules Books and Other Library Resources — The library welcomes gifts of print and non-print materials, with the understanding that gifts of materials will be added to the collection only if they meet the same standards required of materials purchased by the Library, as described in the Collection Development Policy. Gift materials not meeting those standards may be given to the Friends of the Tigard Library for their book sales, donated to other libraries or organizations, recycled, or discarded. Gift materials will be integrated into the regular library collection in normal sequence, available to all library patrons, and otherwise handled as any other material belonging to the library. The library is not obligated to keep donated materials for any length of time and does not accept responsibility for notifying donors of withdrawal or replacement of gift items. The Library will not accept the following types of materials: those that are soiled, torn, moldy or damp; periodicals, except the Oregon Historical Quarterly; textbooks; encyclopedias; condensed or abridged materials. Collections — Gift collections will be accepted only by the Director, with the counsel of the Library Board as appropriate, and with the understanding that the collection may not be kept intact. Monetary Gifts — Monetary gifts will be utilized by the library to purchase materials or equipment, support library programs, or in other ways the Library Board and the City deem appropriate. The Library welcomes gifts of cash for the direct purchase of library materials and will try to accommodate the subject or title preferences of the donor in so far as they coincide with the Collection Development Policy. A bookplate recognizing the donor will be affixed to the material if desired. Substantial cash offerings, securities, and bequests will be handled by the Director, who, *4000 with the Library Board, will work out terms of acceptance that are compatible with library policies, the donor's intent, City policy, and the applicable laws. Memorial and Celebration Contributions — The Library welcomes monetary gifts for the purchase of library materials in memory or recognition of individuals. Suggestions by donors concerning specific titles or subject areas are encouraged and will be respected in so far as they coincide with the Collection Development Policy. The names of the donor(s) and the individual(s) recognized by the gift will be listed on a bookplate and affixed to the material. A letter will be sent to the honoree or to his or her family to let them know about the gift. A letter of acknowledgment will go to the donor as well. Recognition of Monetary Gifts - (This is where we need to insert something about the Donor Board. The current policy is below in italics.) The Donor Board recognizes monetary gifts given to both the Friends of the Library, and the Library and Library Foundation. Gifts recognized on the Donor Board are cumulative. Memorial gifts will be listed in the name of the person memorialized with acknowledgment sent to the donor. Time, nintentye (no gWts reeived within a two vear neried) �eiill he remover! Ume, Gifts of$10,000 or More Gifts of$1,000 to $9,999 Gifts of$100 or More Gifts Under $100 Real Estate or Other Personal Property — The library will accept gifts of real property that support the mission of the library. Such offers will be handled by the Director, who, with the Library Board, will determine the suitability of the gift and work out terms of acceptance that are compatible with library policies, the donor's intent, City policy, and the applicable laws. Friends of the Tigard Library/Tigard Public Library Foundation — Direct donations to support the Library's services and programs may also be submitted to the Friends of the Tigard Public Library and the Tigard Public Library Foundation. The Friends and Foundation are tax-exempt 501 (c) 3 organizations. Tax Deductions — Donors are encouraged to contact their tax advisor prior to making substantial gifts to the library, the Library Foundation, or the Friends of the Tigard Library. The library will provide a written acknowledgment of the receipt of gifts upon request, but will leave the determination of a value of the donation to the donor.