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01/11/2001 - Packet AGENDA TIGARD LIBRARY BOAR THURSDAY, JANUARY 11, 2001 - 7:00 P.M. TIGARD PUBLIC LIBRARY—PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Braun 2. ROLL CALL: BECK_ BRAUN_ CHAPMAN_ DIAMOND_ IRWIN KASSON SMITH 3. Approve Minutes of December 14, 2000. Braun 4. Agenda Additions and Deletions. Braun 5. Call to the Public. Braun 6. Introduction of Craig Carter, Circulation Supervisor. Barnes 7. Monthly Report for December 2000. Barnes 8. Library Foundation. Beck 9. Friends of the Library Report. Burgess 10. CLAB/LDB Report. Barnes • WCCLS -Public Information Campaign 11. Polaris. Braun 12. Library Construction Committee. Chapman 13. Oregon Library Association Public Library Standards. Barnes 14. Board Communications. All (Reports from Board members on community and citizen activities) 15. Other Business. 16. Adjournment. TO ENSURE A QUORUM TO CONDUCT BUSINESS,PLEASE CALL CONNIE MARTIN OR MARGARET BARNES AT THE LIBRARY(684-6537), IF YOU ARE UNABLE TO ATTEND. - ,. Agerid`a rtemsfor futurei�me'etings: _ T 1r rl f; T TIGARD LIBRARY BOARD MINUTES December 14, 2000 Call to Order: 7:00 p.m., by Chair, Anne Braun. Roll Call: Larry Beck, Anne Braun, David Chapman, Marvin Diamond, and Jane Smith. Staff: Margaret Barnes and Connie Martin. Minutes: It was moved by Beck, and seconded by Diamond to approve the minutes of November 16, 2000. Motion passed unanimously. Agenda Additions and Deletions: None. Call to the Public: None. Introduction of Wayne Grimm, Young Adult Librarian: Barnes introduced Wayne Grimm, the Library's new Young Adult Librarian. Wayne has been with the Library since late October. He spoke a little about his background indicating he was a teacher working in alternative education. Wayne has been slowly working into a routine. He will continue the successful programs of the Teen Idea Group and Teen Book Group. He plans to start up a series of creative arts workshops and writing and visual arts workshops for Tigard youth as well as starting a collection in the library geared for young adult writers. Another important focus will be contacting and networking with the schools. He has begun his outreach to schools establishing some book groups and will try to achieve direct contact with the teachers. Wayne will report back to the Board after a year or so to give an update on how projects and programs are progressing. Library Foundation: Beck introduced Attorney Greg Newton. Mr. Newton provided background, feedback, and an overview of the legal aspects of setting up a foundation. Some of the basics are as follows: • Organized with the state for profit or non-profit status. • Must have articles of incorporation (corporation renews status annually with the state). • Must have a registered agent. • Officers are needed. • Bylaws document to be established which are not filed with the state. • Establish a Board of Directors. Once the corporation is established, an organizational meeting must take place. The foundation must file with the IRS. Once filed, the foundation can seek funds and donators. Mr. Newton noted that once the Board has decided the corporate structure of the foundation, a board, a name and directors will need to be established. The Board will draw up draft bylaws and send Mr. Newton sample bylaws from other foundations for his review. The Board discussed at what point they would seek donators and/or members. Reports: November Monthly Report: Barnes asked if there were any questions with the report. Chapman wanted clarification with the number of circulation accounts being sent to the collection agency. Barnes will report back. Smith wanted clarification regarding Technical Services processing of materials backlog. Barnes indicated that the majority of the slowdown is due to slowness.of the computer system. Staff is working on a solution to the backlog. Friends of the Library Report: No report was given this month. CLAB/LDB Report: Director did not attend the LDB meeting in November. At the CLAB meeting, most of the discussion was around the 25th anniversary of the Washington County Cooperative Library System. Also discussed was the public information campaign in January focusing on the services provided by WCCLS and local libraries. The Dr. Suess Read Across America will take place on Friday, March 2, 2001. The Tigard Library will participate with festivities celebrating Dr. Suess' birthday. The library will have special storytimes and craft times. The Mayor and Chief of Police will read at special storytimes and we may receive a visit from the Cat in the Hat. Several Library Board members expressed interest in volunteering to assist with the program. Vision Task Force: Braun represents the Library Board at the Vision Task Force meetings. She reported that the Task Force has updated the goals. The library falls under the category of Urban and Public Services and two new goals were added to the one existing goal of funding. The first goal is to provide a wide array of opportunities for lifelong learning to be available in a variety of formats and used by the community. The second goal identified is to have adequate facilities available for efficient delivery of lifelong learning programs and services for all ages. Strategies have been developed for each of these goals. Polaris Report: Not much information to report. WCCLS continues to test the OPAC and resolve problems/issues with Release 1.5 before it will be available to the public. At this time, there is no date set for Release 1.5. Library Construction Committee: The Committee met on December 11 with the addition of six new citizen members. At the meeting, there was an orientation for the six new members, the Needs Analysis report was discussed and a significant amount of time was spent on site selection. After considerable review, the Committee narrowed the sites to five or six. The architect will do further investigation of these sites. The draft programming report from the consultant, Cynthia Ripley has been received. Staff is in the process of reviewing this report and will meet with the consultant in early January to review ideas, comments and concerns. In late January or early February the New Library Construction Committee will receive a revised programming document. The next meeting of the Committee is scheduled for January 29. Long-Range Plan: The Library's Long-Range Plan Blueprint for Tomorrow. The Tigard Public Library's Strategic Plan for 2000-2005 arrived from the printers today. The Board received copies and reviewed. Additional copies will be distributed at a later date. Oregon Library Association Public Library Standards: Board reviewed the OLA Public Library Standards. Barnes indicated that these standards are generated as benchmarks for libraries to strive for. The Board wanted to know where the library ranked in the scale of threshold, adequate or excellent according to the standards. Barnes indicated that staff will review the document and give a breakdown of the standards and where Tigard Library falls in the categories. Board Communications: None. Other Business: Diamond wished the Board and staff a happy holiday. Adjournment: It was moved by Chapman, and seconded by Smith to adjourn the meeting at 8:45 p.m. Motion passed unanimously. Next meeting is scheduled for January 11, 2001 MEMORANDUM TO: Bill Monahan, City Manager FROM: Margaret Barnes, Director of Library Services-IX� . DATE: January 8, 2001 SUBJECT: Library Monthly Report, December 2000 Personnel: We are currently interviewing for three 20-hour library assistant positions in Circulation. We have posted for a Division Manager in Readers Services. We plan to interview for this position in late January. We will be interviewing for on-call Circulation Assistants in January. We have not yet completed the interview process for on-call librarians for Readers Services. In December, at the request of the Library Board, we started to invite staff members to make a brief presentation at the beginning of the monthly board meeting. This is an opportunity for the Library Board to meet different staff members and learn about the different areas of operation. At the December meeting, Wayne Grimm spoke to the Board about the different activities sponsored by the Library for Young Adults. In January, Craig Carter from Circulation will be speaking to the Board. Copy Machine: The new photocopy machine provided by the IKON company is now installed. The quality of the copies from this new machine are very good. The new machine also makes change. There are a few details in the procedures still to be worked out. Overall, the machine has been well received by the public and the staff. The copier from Copico will be removed from the Library next week. Self-Checkout Machine: Once the Copico photocopy machine is removed, the Self- Checkout machine will be relocated to that area of the library, where it will be more visible. Linda Parker is working with Network Services to schedule the necessary wiring required for moving this machine. Polaris: Beta testing for release 1.5 continued through this month. The implementation for this release is now scheduled to take place sometime in February at the earliest. The OPAC side of the release is still not up to an acceptable standard for general release. The Library Directors agreed to the February date at the December LDB meeting because of a variety of programs and activities scheduled throughout WCCLS during the month of January. We are working with Network Services to move additional staff workstations from the private to public side of the network. After moving one workstation in Technical Services to the public side, we saw a dramatic increase in response time at that specific workstation. We are in the process of developing an overall plan for the Library to improve response time. Construction Committee/BML Architects: The Committee met on December 11 and began the process of evaluating the preliminary possible sites that were presented by Rich Brooks from BML. The Committee will meet again on Monday, January 29 to discuss the Programming report and continue the site discussion. The Programming report outlines the necessary space allocation for the different areas and services provided by the Library. For example, it will give recommendations on the square footage required for Circulation Services, a Community Meeting Room, office space, etc. The report will also make recommendations regarding the proximity or location of the different areas of operation within the Library. Examples regarding proximity include the location of the outside bookdrop, the lobby and the location of the Reference area. A draft copy of the Programming document from the consultant, Cynthia Ripley, was received and reviewed this month by the staff. The staff comments were sent to the consultant for her to incorporate into the final copy of the document. The consultant will be meeting with key staff members on January 9 to discuss the programming phase of the study. After this meeting, the consultant will make the final revisions to the document which will then be presented to the Construction Committee, possibly at the January 29 meeting. Long-Range Plan: The plan was distributed to the Library Board at their December meeting. At the All-Staff meeting in January, there will be an opportunity for staff to volunteer to assist in implementing the various activities outlined for this first year. The administrative staff is now in the process of developing a master schedule for this project. The citizen members of the Long-Range Plan Committee will also be mailed a copy of the plan in January. Reference Desk: December statistics show that the Reference staff conducted a total of 2,657 interactions with the public. Of these interactions, 2,156 were reference questions, 216 were directionaIli nformational questions and 285 were instances of assisting the public on the computers. Space Committee: The Committee recommended the reconfiguration of the Librarians' and Readers' Services offices. This move will place staff members in groups better suited for their work. We also think this will increase overall efficiency of our operations and maximize our limited space. This will require some staff members and some furnishings to be shifted. We are working with an outside vendor, Network Services and Public Works to complete this project. Linda Parker is coordinating this effort and we plan to have it completed in late January/early February. Electronic Resources/Troubleshooting: We have begun the process of updating our default web pages on our in-house public Internet workstations. We will also be working with Network Services to streamline our security settings on these workstations. We are planning to have a standard page on all the workstations and they will all provide access to the same electronic resources. With the release of 1.5 we will be experimenting with the electronic resources available from the public OPACs. We will be adding access to additional electronic resources besides the catalog. WCCLS has developed a new Web Page for our OPACs. This will be installed with release 1.5. We ate planning to schedule a training review for the troubleshooters in January. We are also planning to increase the number of staff who are able to serve as troubleshooters. We are tracking the number of hours staff members spend on basic troubleshootingin order to evaluate the overall impact troubleshooting has on library operations. Technical Services: For this month, 1,376 items were added to the collection. This includes 1,268 new items, 269 periodicals and 108 donations. . It took an average of 65.7 days for all materials to be cataloged, essentially the same as November. For fiction the average was 25.7 days; for videos and books-on-tape the average was 44 days; for CDs .and CD-ROMs the average was 130.6 days and non-fiction was 68.3 days. The two Library Assistants have now completed their training with Bobby White on processing CD-ROMs. They are now responsible for the full processing of most materials. With the library assistants and volunteers processing the majority of materials, the cataloging staff will have more time to devote to cataloging. Library Board: At the December Library Board meeting, the Board heard a presentation about the formation of a 501.C3 non-profit corporation. This presentation was given by local attorney, Gregory Newton. The Board will be reviewing additional information at their January meeting. The By-Laws were updated at the December Board meeting. Circulation: Annual circulation increased over 8% from 1999 to 2000. The numbers for 2000 are not yet complete because we are waiting for the self-checkout totals from WCCLS. Cultural Passes: There was a slight increase in the usage of these passes this month. We also had nine new registrations in December. Information about the passes was included in the recent Cityscape, which probably helped to increase the usage. The Japanese Gardens remain the most popular place to be visited by our patrons. Effective Measures: The Administrative staff has developed a brief public survey to measure the services provided by the Library. This survey will be conducted from January 8 through January 31, 2001. We will conduct it both in the Library and other places throughout the community. In February, a copy of the survey will appear in Cityscape. Both staff and volunteers will assist in the conducting of this survey. Storage of Library Materials: The Readers' Services staff have begun to develop criteria to identify items from the collection to be placed in storage. The items placed in storage will display that status in the OPAC. Ideally, only items that are available on loan from other WCCLS libraries will be placed in storage. In addition to developing this criteria for existing items in the collection, the staff will also develop criteria to identify donated items to be placed in storage. With the limited space available in the building for the collection, this process will ensure a collection of greater depth when a new facility is constructed. ChildrenNouth Programs: The Mitten Tree was very successful this year. The Library received very positive PR from this event. St. Anthony's School brought many of the items for the tree this year, and the Tigard Times ran a good 'article with a picture promoting this event. Teresa Laubach was also interviewed about this event on the Lars Larson radio program. There was a total.of 215 items donated, including110 pairs of mittens or gloves. The average daily attendance at the Homework Center has been three students, with approximately 18 students served over the course of the month. The Center was closed for two weeks for Winter Break. Volunteers: Trish has developed a letter that we now send to library card applicants who express an interest in volunteering. Included in the letter is a listing of the various volunteer jobs currently available. We are now posting library volunteer opportunities on the Web page. People interested in volunteering at the library may also download the volunteer application from our Web site. In addition, we are now recruiting through VolunteerMatch on the web. Many local agencies use this site. Trish has posted several volunteer openings to this site. The year-at-a-glance 2001 calendar we mailed to all of our volunteers seems to have been well received by them. Volunteer Type Number Hours Regular Volunteers 69 521.00 Youth Services 31 162.00 Local History 0 0.00 Adopt-a-Shelf 6 15.00 Library Board 5 10.00 Community Service 1 12.00 Friendly Visitors 5 . 16.00 New Library Construction 9 18.00 Homework Center 5 16.00 Total 131 770.00 = 4.4 FTE WORK INDICATORS 9ECEMBER 2000 DECEMBER A`99 DECEMBER 1998 Circulation - Total (from WCCLS) 41,785** 39,721 Adult Materials Juvenile Materials Total 41,785** 39,721 Days of Service 27.5 26 28 Average Daily Circulation 1,520** 1,528 Hours of Service 267.5 268 287 Materials Circulated per Hour 156** 148 Increase in Circulation 5% Materials Added 1,376 1,311 769 Withdrawn 1,339 972 1,179 Borrowers Registered 219 212 Adult Programs 34 28 43 (Number of sessions) (8) (9) (12) Story Time 0 0 43 (Number of Sessions) (0) (0) (1) Toddler Time 0 0 0 (Number of Sessions) (0) (0) (0) Special Programs 232 192 95 (Number of Sessions) (4) (8) (8) Children's Computer 93 134 37 Word Processors 221 219 57 Internet Users 2,795 1,871 1,385 Visitors (Gate count divided by 2) 17,081 (est.) 16,166 18,102 Increase in Visitors 6% -11.0% 2.01% Fines/Fees Collected $3,372.62 $3,119.16 $1,196.93 Gifts Received $ 0.00 . $ 0.00 $ 0.00 No statistical report from WCCLS was generated. •*Without self-checkout machine figures.