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01/13/2005 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, JANUARY 13, 2005 - 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_ LIDNL N SMITH THENELL TRESTIK TURLEY 3. Approve Minutes of December 2, 2004 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Monthly Report for December 2004 Barnes 7. WCCLS/CLAB Update Barnes 8. Strategic Plan Barnes 9. Discussion of January 25 Council Meeting All 10. Discussion of Annual Meeting with Council All 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. ^ `.,i :.:».h i�`•t.r,.,; .�:;:a a."r."`" 3 .:c3`°�,,, �n :-, •, a' ';,`r :f.;''`� tt _ "E4 ,.<.�'�s:;�'v., .�. 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Readers Services Division Manager Cheryl Silverblatt introduced to the Board Jeanne Goodrich, library consultant assisting the library in the Strategic Plan Process. Goodrich is present to discuss with the Board the Strategic Plan process and how she will be assisting the library to develop its Strategic Plan 2005-2010. Minutes: A correction was noted by Lidman to the November 18 minutes. It was suggested to reflect in the minutes the title of the Freedom to Read document to Freedom to Read statement and reference the dated version of June 30, 2004. It was moved by Diamond and seconded by Burke to approve and accept the minutes of November 18 with noted changes. Motion passed unanimously. Agenda Additions and Deletions: None. Call to the Public: None. November Monthly Report: Silverblatt gave a verbal report as to the activities in the library for November. The library has made a conditional offer of employment to Jessica Marie, the library's new Young Adult Librarian. Marie comes to the library with a Masters of Library Science degree and will begin January 17, 2005. The Library's new Library Services Supervisor for Adult Services Robbin Gaebler began work November 1. Robbin has 14 years experience in the public library system. She comes to us from Las Vegas. The first of a two-part planning series for the Library's Strategic Planning document was held with representatives from the community and various service and public organizations on November 10. Lots of information and ideas about library hours, service to youth, transportation, parks and green spaces was generated from this meeting. The second meeting will be held January 10, 2005, and at this meeting goals, objectives and activities specific to the library will be identified. Strategic Plan: Chair Turley attended the November 10, Strategic Plan meeting and noted the attendance and diversity of age and background. Cheryl Silverblatt noted that the library planning process will incorporate the use of The New Planning for Results: A Streamlined Approach written for the Public Library Association by Sandra Nelson. The document will be used to guide the community and staff in identifying goals, priorities and establishing objectives and activities. At the November 10 and January 10 Strategic Planning meetings, citizen input will be incorporated into the vision and planning for the library. 'Consultant Jeanne Goodrich distributed the Planning for Results model. Goodrich described briefly the background and key concept for Planning for Results: 1) Community Needs, 2) Library Services Responses (priorities), 3) Goals, 4) Objectives and 5) Activities. Once community meetings are completed, library staff will then incorporate identified goals and objectives into activities to be carried out by staff. Goodrich reviewed library services responses with the Board. Board Communications: Turley asked questions about reserving the library's meeting rooms and review of the reserving guidelines. Youth Advisory Council representative Sammi Trestik will be added to the Library Board Roll Call list. Other Business: None. Adjournment: The meeting adjourned at 8:18 p.m. The next meeting is scheduled for January 13, 2005 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. A MEMORANDUM TO: Bill Monahan, City Manager FROM: Margaret Barnes, Director of Library Services DATE: January 4, 2005 SUBJECT: Library Monthly Report for November 2004 Personnel: The new Youth Adult Librarian, Jessica Marie will be starting on Monday, January 17. Everyone is very excited to have Jessica joining the staff. Circulation: During November 59,275 items were checked out. This is a 16% increase in circulation when compared with November of 2003. We also continued the trend of registering many new library users, with 458 registrations this month, an increase of 48% over November 2003. Mondays and Saturdays continue to be the busiest days of the week. The busiest Saturday was November 13 with 2, 715 checkouts. This translates to an hourly checkout of 387 items for that day. Given the activity of Saturdays and Mondays the work accomplished on Sundays by circulation staff and volunteers is extremely valuable to overall operations. Visitors to the library totaled 27,222 an increase of 32.8% over November 2003. Average visitors per hour ranged from a high of 1.60 on Saturdays to a low of 112 on Thursdays. In November 2003, the range was from 118 to 76. - Self check machine use totaled 7.95% of total checkouts. Self Check use is consistently highest on Saturdays. One theory for this popularity on Saturday's is that a number of family groups enjoy using the Self Check outs. Cultural Passes: Cultural Passes were checked out 41 times this month. The Children's museum was again the most popular pass, with 15 uses for the month. The only pass not used was the Oregon Garden. Technical Services: During the month of November 1,673 orders were placed, 1,831 items were added and 525 bibliographic records were created for Polaris. The average number of days to catalog an item was 33. The number of items added in November was the highest for this year, even though Polaris was down for two days. The total items added to date for FY05, 7437, is 1400 ahead of the same number for last FY. Volunteers in Technical Services continue to provide the needed assistance to process materials. Nancy Farrenkopf has agreed to be the CD processor and has been chipping away at the boxes of CDs waiting processing. The Technical Services staff had also been searching for an additional mending volunteer. Stephanie Winters found one in Pam Harley, one of the processors. Pam will be trained to do mending so that she can help Marilys when necessary. A new volunteer, Penny Stewart, also joined the forces and will be processing books. Finding enough volunteers to keep up with processing continues to be a challenge as the amount of new materials arriving increases. Adult Services: Responding to patron requests, the Library increased the time limit on all public access computers to two hours in the adult area. At the same time three 15 minute "Express Stations" were created for use by patrons who only need a quick look- up. The response to the increase time limits has been overwhelmingly positive. Technology volunteers have been added to assist at the Reference Desk. These volunteers, primarily savvy, young techies, are able to assist patrons with printing and to answer questions regarding Microsoft Word, Excel, etc. This allows the reference librarians to assist patrons in the use of books and the online catalog and databases. This month a TAHPA hosted program entitled "Tigard in Transition" was enjoyed by 42 attendees. Eric Drury played the Didjeridu for 35 music fans. Computer classes on the online catalog and using e-mail continue to be popular. Reference Desk: Reference desk interactions for November totaled 3,636. Of these interactions 2,216 were reference questions. Answering reference questions accounts for 61% of the total service interactions. Internet Public Computer Use: Total hours of public computer use: 3691 Total users: 5921 Timed stations: 66 Study Rooms: The study rooms are definitely a popular addition at the library. For the month of November they were used 141 times. Room number 1, which overlooks the main lobby, is the most popular with 51 uses. Youth Services: Youth Services programs continue to draw large crowds. Toddler Time and the volunteer program, Dog Tales, were especially busy with over 60 toddlers and parents weekly and a long waiting list for kids who want to read to our great volunteer dogs. Given the popularity of the storytimes a third weekly storytime will be added the first week of January. Volunteers: This month volunteers donated 1207 hours to the Library. These hours represent over 21% increase in volunteer hours when compare with 2003. Various volunteer activities this month included: Key Club students came in for another day of service. Many of the 27 kids are returning as "trained shelvers" so plenty of good work can get done. Tech Monitors started to assist at the Reference Desk. Various new volunteer opportunities continue to be developed. Volunteer Type Number Hours Regular Volunteers 89 842.00 Youth Services 17 87.00 Library Board 7.5 5.00 Friendly Visitors 3 8.00 Adopt-a-Shelf 3 8.50 Community Service* 4 39.00 Tigard High Key Club 27 54.00 Total 148 1,046.00 = 6.0 FTE * "Community Service" includes Peer Court, Municipal Court and other county courts, both adult and youth referrals. WORK INDICATORS JVEMBER 2004 NOVEMBER .13 NOVEMBER 2002 Circulation Total (from WCCLS) 57,382 51,012 56,076 (Self-Check machine) 4,562 2,626 3,563 Days of Service 24 27 27 Average Daily Circulation 2,391 1,889 2,077 Hours of Service 216 222.5 260.5 Materials Circulated per Hour 266 229 215 Increase in Circulation +12% -9% +11% Materials Added 1,831 1,103 1,511 Materials Withdrawn 723 1,152 2,142 New Borrowers Registered 458 309 303 Cultural Passes Program 201 (YTD) 287 (YTD) 282 (YTD) 41 (Month) 46 (Month) 67 (Month) Adult Programs 148 38 36 (Number of sessions) (8) (2) (3) Preschool Story Time 209 0 114 (includes Pajama Time) (Number of Sessions) (6) (0) (4) Toddler Time 140 0 133 (includes Book Babies) (Number of Sessions) (2) (0) (3) Special Programs 219 121 86 (Number of Sessions) (10) (7) (6) Children's Computer N/A 30 147 Word Processors(stand alone) N/A 132 183 Internet Access Station Users 5921 5,494 4,536 Hours of Use 3691 2,191 N/A Typewriter Users N/A 18 11 Visitors (Gate count + by 2) 27,222 20,500 21,879 Increase in Visitors +33% -6% +8% Fines/Fees Collected $5,775.95 $5,342.84 $5,104.18 N/A-Have not begun counting these machines as of this date. WORK INDICATORS DECEMBER 2005 DECEMBER ?004 DECEMBER 2003 Circulation Total (from WCCLS) 64,000 58,455 47,923 (Self-Check machine) 3,320 3,990 2,134 Days of Service 30 26 30 Average Daily Circulation 2,133 2,248 1,597 Hours of Service 252 236 262 Materials Circulated per Hour 270 248 183 Increase in Circulation +9% +22% -5% Materials Added 2,188 1,851 1,391 Materials Withdrawn 948 1,253 1,985 New Cards Issued 341 438 330 Cultural Passes Program 416(YTD) 241 (YTD) 335 (YTD) 65 (Month) 40 (Month) 48 (Month) Adult Programs 46 68 85 (Number of sessions) (5) (5) (1) Preschool Story Time 231 82 0 (includes Pajama Time) (Number of Sessions) (6) (3) (0) Toddler Time 0 145 0 (includes Book Babies) (Number of Sessions) (0) (3) (0) Special Programs 186 226 162 (Number of Sessions) (12) (7) (6) Children's Computer N/A N/A 60 Word Processors(stand alone) N/A N/A 97 Internet Access Station Users 9,431 6,955 5,741 Hours of Use 7317 4546 2303 Typewriter Users N/A N/A 3 Visitors (Gate count _ by 2) 27,034 24,807 20,125 Increase in Visitors +09% +23% -4% Fines/Fees Collected $8,319.20 $6,227.16 $4,914.24 N/A—Have not begun counting these machines as of this date.