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04/13/2006 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, APRIL 13, 2006 - 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 KELLY LIDMAN NGUYEN SMITH THENELL TURLEY 3. Approve Minutes of March 9,2006 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Monthly Report for March 2006 Barnes 7. Public Internet Use/Wireless Barnes 8. WCCLS Update Barnes 9. Joint Meeting with City Council Discussion All 10. Library Board Openings Barnes 11. Board Communications All (Reports from Board members on community and citizen activities) 12. Other Business All - Citizen Committee Involvement representative 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: TIGARD LIBRARY BOARD MINUTES March 9, 2006 Call to Order: 7:06 p.m. Roll Call: Marvin Diamond, Brian Kelly, Ruthanne Lidman (alternate), Cecilia Nguyen and Suzan Turley. Staff: Margaret Barnes and Connie Martin. Minutes: It was moved by Kelly and seconded by Nguyen to approve the minutes of February 16, 2006 as written. Motion passed unanimously. Agenda Additions and Deletions: Room Use at the Library Policy added. Call to the Public: None. Monthly Report for February 2006: Cheryl Silverblatt retired February 3. Janet Weber was selected to fill a full-time children's librarian position in youth services. Marianne Tanner has been hired to fill the half-time children's librarian position. Circulation figures were up 13 % in February. Volunteer hours have substantially increased by 30- 40% over 2004. The Adult and Youth Services departments continue to offer a variety of programs for the public. The program with Sharan Newman, author of The Real History Behind the Da Vinci Code drew in 100 people. To help celebrate African Heritage month, the library offered Nii Ardey & Ekome an African drumming and dancing event. Internet use on Sundays is up considerably. Work will begin soon to equip the library for wireless access. The library received 2300 surveys from February 5-18. Barnes distributed circulation comparisons that were generated by Linda Parker, Circulation Manager. A map of the governance of Oregon Public Libraries for 2006 from State Librarian, Jim Scheppke was presented to the Board. There are 131 public libraries in the state of Oregon. Policy Review: Barnes presented a draft policy for Room Use in the Library. This policy outlines rooms available for public use, descriptions and rules for use. The policy also lists library rooms restricted from public use. Kelly moved to approve the Room Use in the Library policy and send to the City Attorney for review; if no changes are identified, the policy will then be sent to City Council for consideration, seconded by Diamond. Motion passed unanimously. WCCLS: The Executive Board which is comprised of City Managers, has authorized working with a consultant to conduct a scientific phone survey of Washington County residents. This survey will be conducted the last week of March. Questions will be asked about library services and satisfaction of services provided county-wide. This is one more step in preparation for the possibility of including an operating levy on the '40 November 2006 ballot. The suggested levy rate is between 12 and.17 cents per $1 ,000 assessed value. Barnes indicated more information will be available at the April Board meeting. Joint Meeting with City Council: The Library Board will meet with City Council April 18, for their annual meeting. After lengthy discussion, the Board will expand on four main areas for Council. The Board will highlight various areas of the collection; getting acquainted with services the library provides, review statistics, present the Library's annual survey results and express the importance of keeping the quality of library services available for the public. Final preparations will be discussed at the April 13 Board meeting. Board Communications: Kelly indicated his representation on the Citizen Committee Involvement Team (CCI) is going well. The CCI is progressing in their mission. However, he is not sure if he would like to continue as the representative for the Library Board. Representation on this committee will be discussed at the April meeting. Lidman mentioned an article in the ACLU newsletter about libraries and pre- employment drug screening tests. Barnes will pass the article on to the City's Human Resources Department for review. Other Business: None. Adiournment: The meeting adjourned at 8:30 p.m. The next meeting is scheduled for April 13, 2006 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. tic x,. MEMORANDUM TO: Craig Prosser, City Manager FROM: Margaret Barnes, Director of Library Service",, RE: Library Monthly Report for March 2006 DATE: April 12, 2006 Personnel: Linda Parker, the Division Manager for Circulation has accepted the Head of Reference position for the Beaverton City Library. Linda's last day will be Wednesday,April 19. Senior Librarian,Mary Bush accepted a position with Multnomah County. We are currently recruiting for the Senior Librarian position. Circulation: Circulation records were set again this month with a new monthly checkout record of 78,582! This month checkouts represent an increase of 11%when compared with March 2005 and tops the previous record checkout of 75,391 set in August 2005. Gate count also set a new record in March 2006. 35,260 visitors came to the library this month. Checkouts per hour were also at a new high of 322. The average gate count per hour was highest on Sundays,with 187 patrons per hour. Overall, the average number of patrons through the gate per hour for the month was 145. The overall average number of patrons through the gate per day was 1,137. Sixty-nine percent of all renewals were accomplished by patrons. The Self Check machine use totaled 5.6% of total checkouts. Cultural Passes: Cultural Passes were checked out 75 times this month. The Art Museum and the Children's Museum were the most popular destinations for the month. All passes were used this month. Community Service: In March eight people served 79 hours. Five Peer Court individuals worked 52.25 and three Community Service individuals worked 26.75 court ordered hours. Technical Services: During the month of March 1,181 orders were placed and 1,680 orders were received. 2,384 items were added in March. The total items added in FY 2006 are 20,418, 5,477 more than FY 2005, an increase of 37%. The number of materials withdrawn rose again to 2,033. 589 bibliographic records were created in Polaris. The average number of days required to place orders was 1.00. The average number of days to catalog an item was 35. 4 The non-fiction DVDs received security strips so that they could be removed from cases. The DVDs on shelves were done entirely by volunteers with staff training. Circulation staff and volunteers took on the job of stripping the remaining DVDs as they were returned. Adult Services: Tax season continues with over 50 patrons being assisted with filing their taxes by the AARP volunteers this month. Librarian Erik Carter continues to monitor the flow of tax forms and booklets in the designated tax area on the second floor. Erik has done an excellent job again this year coordinating the volunteers and all aspects of this project. Reference Desk: Total service interactions at the main reference desk for the month were 5,135. Of these interactions 2,630 were reference questions. Answering reference questions accounts for 51% of the total service interactions at the Main Reference Desk. Internet Public Computer Use: Total hours of public computer use: 8,664 Total users: 11,212 Timed stations: 65 Study Room Use: 92 uses in 31 service days. Youth Services: Programs in March included a crafty"Read Across America Day," in celebration of Dr. Seuss's birthday,but featuring"movie star" Curious George, a lively discussion of the Young Adult book The Lost Years of Merlin and a "Musical Journey Through the Ages"which gave kids and grown-ups a chance to come on stage and act like a radio station. All totaled,Youth Services offered 39 various programs this past month that were attended by 993 people. Volunteers: This month 263 volunteers donated 1,350 hours to the Library which translates to an additional 7.8 FTE for the month. Boy Scout troop #423 completed an eight hour service project. Four scouts were given certificates and presented Trish Stormont with a thank you card and a candle. Trish also met this month with Gene Clair from the Library Foundation. Volunteer Tvae Number Hours Regular Volunteers 103 1070.50 Youth Volunteers 11 49.50 Youth Services Volunteers 11 45.50 Library Board 8 5.00 Friendly Visitors 2 4.00 Adult Community Service 3 27.00 Youth Community Service 5 52.50 Peer Court Coordinators 2 24.00 Group Events 18 72.50 Total 163 1350.50 = 7.8 FTE WORK INDICATORS MARCH 2006 MAR—CP T )05 MARCH 2004 Circulation �"' �� Total (from WCCLS) 78,582 70,747 60,679 (Self-Check machine) 4,408 5,415 ' 3,152 Days of Service 31 31 31 Average Daily Circulation 2,535 2,282 1,957 Hours of Service 244 262 272 Materials Circulated per Hour 322 270 223 Increase in Circulation +11% +17% -4% Materials Added 2,384 2,299 1,770 Materials Withdrawn 2,033 980 1,826 New Cards Issued 514 714 407 Cultural Passes Program 600(YTD) 378 (YTD) 511 (YID) 75 (Month) 62 (Month) 89 (Month) Adult Programs 119 134 80 (Number of sessions) (12) (7) (6) Preschool Story Time 502 141 199 (includes Pajama Time) (Number of Sessions) (10) (4) (6) Toddler Time 0 148 149 (includes Book Babies) (Number of Sessions) (0) (3) (7) Special Programs 274 517 138 (Number of Sessions) (16) (16) (3) Children's Computer N/A N/A 65 Word Processors(stand alone) N/A N/A 155 Internet Access Station Users 11,212 10,277 6,478 Hours of Use 8,664 6,932 2,601 Typewriter Users N/A N/A 7 Visitors (Gate count_by 2) 35,260 34,810 25,173 Increase in Visitors +.01% +32% -.05% Fines/Fees Collected $10,117.62 $7,886.31 $6,526.95 N/A—Do not count these machines as of this date. MARCH 2006 Management Overview - Circulation Total Total CheckOuts Prior Year Percent Library CheckIns CheckOuts Renewals & Renewals Checkout Total Change Banks Public Library 3,334 2,923 999 3,922 3,265 20.12% Beaverton City Library 108,315 114,016 39,827 153,843 146,001 5.37% Cedar Mill Community Library 79,015 82,989 33,058 116,047 106,149 9.32% Cooperative Administrative Office 106 129 68 197 169 16.57% Cornelius Public Library 3,163 2,624 716 3,340 4,689 -28.77% Forest Grove City Library 21,848 21,697 5,048 26,745 25,820 3.58% Garden Home Community Library 9,812 9,735 3,630 13,365 12,467 7.20% Hillsboro Libraries: Shute Park 41,550 43,107 14,558 57,665 60,304 -4.38% Tanasbourne Branch 78,683 81,222 27,842 109,064 99,166 9.98% External Loans (ILL) 74 687 126 813 895 -9.16% Library Outreach Services 1,488 1,124 239 1,363 1,573 -13.35% Oregon College of Art and Craft 617 539 255 794 1,045 -24.02% Sherwood Public Library 21,493 21,206 5,728 26,934 20,177 33.49% Tigard Public Library 59,010 60,302 18,280 78,582 70,747 11.07% Tualatin Public Library 31,467 31,600 8,527 40,127 35,008 14.62% Tuality Health Information Resource Center 182 169 59 228 298 -23.49% West Slope Community Library 15,371 15,445 5,875 21,320 20,788 2.56% Totals 475,528 489,514 164,835 654,349 608,561 7.52% F:\WILI\Wilireports\mar06 mngmnt rpt\4/5/2006 MEMORANDUM TIGARD ; TO: Honorable Mayor and City Council FROM: Margaret Barnes, Library Directori:� RE: Internet Use at the Library C: Craig Prosser, City Manager DATE: March 29, 2006 The Tigard Library has provided access to the Internet for approximately ten years. Members of the community have expressed strong support for this valued resource as evidenced by their responses to the Library's annual surveys. In the 2005 survey, "computers" and"the Internet"were the most popular response to the question: What is your favorite aspect of the new library? That response outnumbered the second most popular response by nearly a 2 to 1 margin. With the move to the new library, the use of this resource has skyrocketed with approximately .., 10,000 users a month using the stations. It was also the most popular response in the 2006 survey. Positive comments about the service outnumbered negative comments by 6 to 1. Most of the "negative" comments involved wanting more access and more computers. Only one comment in 106 addressed Internet content. The Library Board and Library staff are committed to helping everyone have an enjoyable, successful library visit. They regularly review the Internet Acceptable Use Policy,Library Use Guidelines and the Public Computer Rules to ensure these policies and procedures meet the needs and rights of each individual user. Individuals have different levels of comfort and expertise in searching the Internet. The Tigard Library has worked with other libraries in WCCLS during the past year to investigate the option of a filter system. While no filter system is fool-proof, our libraries want to offer this option to individuals. Although filtering often denies an individual access to critical information or to controversial material for educational purposes, the libraries have concluded that people deserve a choice. This system is scheduled to be installed in the next few months. The Internet stations on the second floor of the library will provide individuals with a choice of selecting a filtered or non-filtered session. The old library had one filtered Internet station for children to use. In the new library all Internet stations in the Children's Room are filtered and would remain so. Infrequent instances of inappropriate use of the Internet stations have been addressed conscientiously by the staff and have resulted in the exclusion of some individuals from the library. Considering the number of users accessing the Internet per month, the percentage of such instances is extremely low. The majority of comments regarding the Internet concern the desire for more time for an individual session, the ability to download even faster or requests for even more computers. The library currently has about 66 Internet stations available to the public. The Internet has become a preferred resource for research. It provides a wealth of information for our community---from job information, to college registration, to the latest stock prices and current medical information. It also contains inaccurate sites or those that may be perceived as controversial or inappropriate by an individual user. .Our professional librarians can help guide users toward accurate, authoritative sites if requested. The Internet is merely a part of the entire library collection, which provides a broad range of information on a variety of topics. A basic premise of public libraries is that each individual has the ability to choose what they want to view or read. The role of the public library in the 21s`Century is to continue to provide materials for both education and entertainment. Accomplishing this mission may at times result in confusion or misunderstanding. As a public institution the Library and the City then have a responsibility to educate the community about the critical role of its public library in providing access to a wide spectrum of information and resources. Tigard Public Library 1%� Adopted by the Tigard Library Board November 18, 2004 Tigard Public Library Public Computer Rules To enable the largest number of people to obtain the maximum benefit from these information facilities, certain rules are in effect. The Tigard Public Library reserves the right to modify these rules at any time. Rule changes will be posted. 1. Public computer users are expected to have a basic knowledge of how to operate a computer. Library staff can only provide limited assistance. 2. Use of the public computer workstations is limited to 2 hours per day per patron, in order to provide equitable access for all of our patrons. Patrons need a Washington County Library Card in order to log on to the public computer stations. Visitors who are not eligible for a Washington County Library Card may use the public computer stations by registering with the Library as a guest. 3. The Library is not responsible for damage to users' disks or computers or for any loss of data, damage or liability that may occur from use of the Library's computers. 4. Patrons are expected to be mindful and respectful of the rights of other patrons and to respect staff, library rules, library equipment and to abide by the Internet Acceptable Use Policy. 5. The settings on each computer are fixed for general use. Please do not attempt to alter any computer settings. Individuals who tamper with these settings will be asked to leave the computer area. 6. Internet access is open to patrons of all ages. The Library cannot control the Internet and cannot be held responsible for its content. Parents are responsible for their child's access to the Internet; children 10 years or younger must be accompanied by a parent or guardian (ORS 163.545). Any restriction of a child's or young adult's access to the Internet is the responsibility of the parent or guardian. Selected terminals utilize Internet filters that block some Internet sites. 7. Tigard Public Library provides access to a printer from the public computer workstations. Copies are 10 cents per sheet. Please keep in mind that information printed from a public computer workstation is not private and can be viewed by other patrons and staff. 8. Unacceptable behavior that may result in the loss of public computer privileges include: • Internet access for purposes which violate U.S., state or local laws; • Making unauthorized copies of copyrighted or licensed software or data; Tigard Public Library Adopted by the Tigard Library Board November 18, 2004 • Tampering with the settings of any computer; • Using another person's library card number to log onto a public computer for the purpose of avoiding the two hour limit on computer use. Any person who refuses to comply with these directions will be asked to leave the Library premises. Law enforcement officials may be called to enforce compliance with such a request. Adopted by the Tigard Library Board November 18, 2004. Tigard Public Library Adopted by the Tigard Library Board November 18, 2004 INTERNET ACCEPTABLE USE POLICY The Tigard Public Library offers public Internet access as part of its mission to provide resources that reflect the great diversity of interests and opinions in our community. Internet use will be managed in a manner consistent with the Library Use Guidelines, which are posted in the Library. Failure to use the Internet stations appropriately and responsibly may result in revocation of Internet use privileges, Library privileges and/or criminal prosecution. As with other library resources, providing access to electronic information does not imply sponsorship nor endorsement by the Library. The Library does not monitor and has no control over the information viewed through the Internet and cannot be responsible for its content. Users are encouraged to take advantage of the Internet and to exercise good judgment and discretion. The Internet offers access to many valuable sources of information, but not all sites are accurate, complete, or current. There are many sites that carry information that you may think controversial or inappropriate. It is left to each user to choose what is individually appropriate and, as with other Library materials, parents or legal guardians are responsible for their minor children's use of the Internet. Privacy Protection: Users should be aware that it is their responsibility to protect their privacy while using the Internet. Interactions involving personal information such as credit card numbers, home address and phone, etc. should be used with caution. Tigard Library and the City of Tigard are not responsible for sensitive or personal information transferred via the Internet on Library computers. Adopted by the Tigard Library Board November 18, 2004. *low wrrr' Talking Points for Library Board Library Patron Survey o Library patrons are nothing if not opinionated. In this year's survey, there was a spot for additional comments. The library received 950 individual comments ranging from "Thanks" to suggestions for improving parking. 152 of those comments contained the word "Love" relating to something about the library-100 of those "Love"-ly comments referred to the library in general. o Overall ratings for all of the service desks were positive. 94 percent of respondents rated service at the checkout desk as "excellent" or "good." Three percent of respondents said they didn't use checkout. o A total of 77 percent rated service at the Reference Desk as "Excellent" or "Good"; while 20 percent said they didn't use it. o Fifty percent of those who answered the survey rated service at the Children's Desk as Excellent or Good; while 49 percent of the respondents said they didn't use it. o Not only is the patron survey helpful in finding out how the library is doing in the eyes of its users, but it also provides the "whys" when something isn't working. o In this year's survey, more than 50 percent said they did not use the self checkout machine. 217 people said they didn't know about it, didn't know how to use it or forgot about it. 141 said they didn't use it because they preferred dealing with a person. In response, the library put together a clever"Self Help with a Smile" campaign that helps people learn how to use the machine with that added human touch. o Staff will assist people in learning how to use the machine, so that people can become more comfortable with the technology and still have a human available if they need to ask questions. oMaking use of existing resources such as the self-checkout machine is important to maintain existing service levels as the library continues to be a popular place to visit, particularly if staff size remains the same and hours continue at reduced levels. The same number of staff are helping more and more people, or in the case of technical services, they are adding more items to the collection Stats on Use o The new Tigard Library may not be so new any more, but people are still discovering Tigard's newest municipal building, and apparently liking what they see. o Statistics on both use and feedback from the library's annual survey are both overwhelmingly positive. If use = love and love=love, then Tigard LOVES their library. .et o Last year was the first full calendar year of the new library's operation. The number of visits increased 30 percent over the previous year. The average number of visitors per day has increased from 768 in 2003 in the old library to 1,084 in 2005 in the new library. o The number of checkouts increased 22 percent and the amount of Internet usage increased an astounding 162 percent! o As soon as the new library opened its doors in August 2004, we started registering record numbers of new patrons each month. In 2004 and 2005, library staff registered 70 percent more new patrons than they did in 2003. o Those are just a few measures of success. In the 2006 annual library patron survey, 97 percent of the respondents indicated that the Library was serving their needs...although 314 of those surveyed added comments. Many talked about what they would like MORE of Library Collection & Services o When many people think of the library, they think of the library of their youth. To paraphrase an old ad slogan, it's come a long way, Baby! o Most people know that you can check out books, magazines, movies and audio books from the library. But how many know you can download a variety of books on your computer or MP3 player? The "Library2Go" program began in Jan. The ability to download books. Or enjoy a free performance of the very popular Portland Taiko Drummers? o For kids, in addition to the library's popular story times, they can check out puppets, audio books and music. Or they can improve their computer skills with educational computer games at specially designated computers. o For new parents or parents tackling new challenges, the library provides a variety of parenting resources, including new sibling, first baby and pre-school kits. o If you're a traveler, the library's Browsing Paperback collection offers hundreds of titles to throw in your suitcase. Since the Browsing collection is composed of donated paperbacks, it is always being refreshed. o The Library's Spanish language collection takes up one whole wall on the first floor, and that doesn't include the growing Spanish collection in the Children's Room! o With the wonderful Technology Room in the new library, computer classes have blossomed. People can learn the basics about Windows, the Internet, e-mail, Excel, MS Word and more at monthly classes. At an open computer lab on Saturday mornings twice a month, people can get help with their individual computer questions. This lab is staffed entirely by computer-savvy volunteers. r o These are just a few of the ways the library provides both educational and recreational outlets for the community. The Internet o Looking back, it's almost hard to believe that only 15 years ago, libraries were questioning how the Internet would impact their services. Lots of doomsayers said the Internet would be the death of libraries. Many librarians sought to keep it at arm's length. What a difference a decade makes! o Earlier, mentioned that Internet use at the Tigard Library had skyrocketed 163 percent last year over 2004. 1 think Tigard's experience is a good example of how library's and the Internet have embraced each other. o Even people who have computers at home use them at the library to research. Librarians can help patrons distinguish between authoritative sites and those that may not be as credible. o If books are the foundation of learning, then the Internet is the re-bar! o It has become a valuable resource tool used by journalists, students, homemakers, business people and clerics alike. o During the 2005 annual survey, when patrons were asked about their favorite aspect of the new library. "Computers and the Internet" beat out "Books/movies/CDs/DVDs" by nearly a two to one margin. Overall, the total number of comments about both aspects of the collection were nearly the same: 619 about computers/Internet compared to 566 about other areas of the collection o In 2006, comments about books/CDs/DVDs/videos/music numbered 247 in all, compared to 127 about computers/Internet. o All in all, the Internet has become an accepted, no, desirable research tool for libraries. Reference librarians are more likely to look up the answer to a question on-line these days as they are to seek it out in a book. o The public seems to have accepted and embraced the Internet as a research tool as well. In the 2006 survey only 2 comments out of 127 dealt with Internet content. One recommended more children's computers with filters, which the Library already has. The other recommended blockage of unsavory content. o Tigard's policy has been to filter the computers in the Children's Room and not to filter the computers on the second floor. o However, Tigard has worked with the other libraries in Washington County to explore a system that allows the individual the choice of whether or not to filter their session. The system is scheduled to be installed in the next few months. By providing a choice, this system will allow the library to fulfill its mission to provide a wide range of views, opinions, materials while providing individuals with an option. Overall Quality o With the exception of the library's reduced hours, we've painted a fairly glowing picture of the library and its popularity in the community tonight. But there is such a thing as being too popular. o As the library is discovered by more and more people, we must guard against further reductions in the level of service. For some, the current reduction of hours represents a drop in the service level, because it is more difficult for some people to make it to the library when it's open. o In the 2006 survey, a total of 126 people asked that the library be open longer. It was the fourth most popular subject people commented on in open-ended questions. o As Board members, we are keeping close watch over the statistics on how the library is being used. When the library was proposed, people asked if the City could afford to staff a building three times as large as the old one. o The reply was that staffing would increase gradually over the next few years. Until the use of the library peaks or levels off, it is important that those staffing levels continue to grow gradually. Otherwise, the current level of service that the community enjoys will erode. o The Board believes strongly in shoring up the investment Tigard residents made in their new library. They have shown their support of the library by using it. We believe that maintaining a healthy library is the best way to repay the community for its support.