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01/22/2004 - Packet AGENDA TIGARD LIBRARY BOARD RESCHEDULED - THURSDAY, JANUARY 22, 2004 - 7:00 P.M. TIGARD PUBLIC LIBRARY—PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Lawton 2. ROLL CALL: BUTLER CHAPMAN DIAMOND KASSON LAWTON SMITH THENELL TURLEY 3. Approve Minutes of December 4, 2003. Lawton 4. Agenda Additions and Deletions. Lawton - New Employee Discussion 5. Call to the Public. Lawton 6. Monthly Report for December 2003. Barnes 7. WCCLS. Barnes 8. New Library. Bames 9. Library Foundation. Diamond 10. Board Communications. All (Reports from Board members on community and citizen activities) 11. Other Business. All 12. 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: 11'docs conme hb-a I TIGARD LIBRARY BOARD MINUTES December 4, 2003 Call to Order: 7:02 p.m. Roll Call: Marvin Diamond, Jeff Lawton, Jane Smith and Suzan Turley. Staff: Margaret Barnes and Connie Martin. Introduction to Mary Bush, Adult Services Librarian: Barnes introduced Mary Bush to the Board. Mary is the library's new Adult Services Librarian, and has been with the library since September. Mary indicated she was previously at Oregon City. She has worked in libraries for many years and is excited to be at Tigard. She is in the process of organizing programs for the Chautauqua series. She is also working with the team of librarians to streamline the scheduling of programs. It is hoped that adult programs can be provided each month. She is working on finalizing the Adult Reading Program which runs January 22 until April 20, 2004. This program will incorporate author visits and programs detailing murder mysteries and romances. In March, there will be a program for graphic novels and in April, April Henry who wrote the Claire Montrose mysteries will be at the library. Minutes: It was moved by Smith and seconded by Turley to approve the minutes of November 13, 2003. Motion passed unanimously. Agenda Additions and Deletions: None. Call to the Public: None. November Monthly Report: Barnes noted that circulation numbers continue to be down slightly. For November they were down 9% from November 2002. However, the staff and volunteers have experienced a lot of activity checking in and out materials. It took library staff three to four days to recover from the backlog due to the Thanksgiving holiday. WCCLS is in the process of purging the main database. People who haven't used their cards for three or more years and had fines of $50 or less were deleted resulting in a 44-48% deletion of the database. This process will also help make the transition to the unified collection program more smooth. The library hired Robin lijima as a library assistant for Circulation, and to oversee the ILL process. The City Hall and Library now have the AED (Automated External Defibrillator) units. Staff is undergoing training to use these devices which can assist if a person has gone into cardiac arrest. The Cultural Pass program remains very popular. The library hosted several children's programs in conjunction with National Children's Book Week in November. Tigard is one of five host libraries for the Early Words programs presented by WCCLS. The Early Words program promotes reading to children ages 0-5 years. The program provides workshops and reading incentives for parents and childcare providers. The funding is provided by a grant from the John and Betty Gray Early Childhood Project of the Oregon Community Foundation. WCCLS: Barnes distributed the overall circulation breakdown for each library in November and the Public Library Revenue/Expenditures in Washington County for FY02-03. The figures show that Tigard Library received 66% of its funding from the Cooperative. Barnes also distributed the Discussion Draft of the Proposal for a Supplemental Local Option Levy for Library Services FY04-05 through FY08-09. The document gives a sufficient amount of background information and a broad picture of what the levy would provide. If the levy does not pass, Tigard would realize a $400,000 decrease in funding. If the levy passes, it would restore nine hours of operation and would allow the library's book budget to catch up with inflation. The County Commissioners will decide December 16 whether to put the local option levy on the May 2004 ballot. WCCLS has established a new Unified Materials Recovery Program to encourage library patrons to return books and other items on time. Following a one- week amnesty, library's will officially launch the unified collection program January 12, 2004. Washington and Clackamas Counties will join together for the Children's Summer Reading Program. The kick-off is set for June 4, 2004 and the theme is Discover New Trails @ Your Library. Library Policies: Barnes indicated the policies and guidelines previously reviewed by the Board will go to City Council for their approval on December 16. These policies include: • The Library Bill of Rights • The Freedom to Read • Collection Development Policy • Library Use Guidelines • Confidentiality of Library Records Policy • Library Card Policy • Library Borrowing Policy • Internet Acceptable Use Policy • Tigard Public Library Public Computer Rules • Tigard Public Library Exhibit and Display Policy • Postings and Distribution of Materials Policy As recommended by the Board at the November meeting, a change was made to the Library Use Guidelines regarding food and beverage consumption in the library. The City Attorney reviewed the Library Use Guidelines and found no concerns. Barnes noted that this policy will be revisited for the new library. Barnes noted that library staff is working on additional policies to be reviewed by the Board in January. It was moved by Smith to adopt the Library Use Guidelines with the added change as reviewed by the City Attorney, seconded by Diamond. Motion passed unanimously. New Library: Barnes reported construction is estimated at eight days ahead of schedule. The City is beginning to work on the RFP (Request for Proposal) to seek vendors for the operation of the coffee bar. The douglas fir ceiling.on the second floor is just about completed. City staff and representatives from SRG are in the process of reviewing chairs for the public spaces. Library and City staff is also working with signage consultants. The Public Art Committee met December 8 to formalize criteria for public art. The children's room and the main lobby will be the first areas to be considered for public art. Library Foundation: The Borders gift wrapping event will be held December 13, 20 and 23 during open hours. There are several volunteers lined up to help. Board Communications: Suzan Turley asked Barnes why circulation staff asked.for her middle name. Barnes responded by indicating that the database is being cleaned up in preparation for the materials recovery program that begins in January, and that library staff want to minimize duplicate cards and update patron contact information. Other Business: Barnes announced that Tigard City Mayor Jim Griffith passed away November 27. Flags are flying at half-mast in his honor. Family members are asking that donations be made to the Tigard Skate Park and his church. Adjournment: It was moved by Smith, and seconded by Lawton to adjourn the meeting at 8:22 p.m. Motion passed unanimously. Next meeting is scheduled for January 13, 2004. WORK INDICATORS DECEMBER 2003 DECEMBEi __-002 DECEMBER'2001 Circulation Total (from WCCLS) 47,923 50,194 46,171 (Self-Check machine) 2,134 2,861 3,232 Days of Service 30 30 30 Average Daily Circulation 1,597 1,673 1,539 Hours of Service 262 292 287.5 Materials Circulated per Hour 183 172 161 Increase in Circulation -5% +9% +10% Materials Added 1,391 1,224 1,154 Materials Withdrawn 1,985 2,549 2,267 New Borrowers Registered 330 243 189 Cultural Passes Program 335 (YTD) 292 (YTD,) 247 (YTD) 48 (Month) 34 (Month) 29 (Month) Adult Programs 85 111 0 (Number of sessions) (1) (2) (0) Preschool Story Time 0 0 0 (Number of Sessions) (0) (0) (0) Little People Storytime 0 0 0 (Number of Sessions) (0) (0) (0) Special Programs 162 75 229 (Number of Sessions) (6) (3) (9) Children's Computer 60 79 95 Word Processors(stand alone) 97 225 174 Internet Access Station Users 5,741 4,996 3,391 Hours of Use 2,303 N/A N/A Typewriter Users 3 12 13 Visitors (Gate count - by 2) 20,125 21,057 18,818 Increase in Visitors -4% +12% +10% Fines/Fees Collected $4,914.24 $4,808.50 $4,629.90 Gifts Received $ 0.00 $ 0.00 $ 0.00 WASHINGTON COUNTY v Coopemtive Ubmry Services r i s a s s Formula Weighting Factor Input Area Public Library Services Agreement -- Exhibit A Reimbursable Circulation 80.0% Reimbursement Formula FY04-05 Volumes Added 0.0% (Distribution if May 2004 levy not approved) Collection Expenditures Direct Reimb. Full Service Facility Weekly Hrs Open 0.05/.- Internet .0%Internet Public Access Technology 5.0% Adult/Youth Program Attendance 0.0% Service Population 0.0% Reference Transactions 5.0% Reduction shared;Oually;6 minimum growth applied:. Door Counts 10.0% New FY03-04 paymt Comparison Adjustment for Minimum Growth Rate Formula or adj.Base Increase(decrease) Members Cost to Remaining Adjusted Libra 2004-05 set-by CLAB $ % Kept Whole Members Reimbursement Banks 72,848 $ , 73,735 $ 887 -1.2031% 72,848 Beaverton 2,594,366 $ "2,625,958 31,592 -1.2031% 2,594,366 Cedar Mill 1,456,552 $ '1,474,289 (17,737) -1.2031% _ 1,456,552 Cornelius 98,779 $ _ 99,982 1,203 -1.2031% 98,779 Forest Grove 416,484 $ 421,555 (5,072) -1.2031% 416,484 Garden Home 203,829 $:„ 206,311 2,482 -1.2031% 203,829 Hillsboro 2,528,169 $ ::2,558,955 30,786 -1.2031% 2,528,169 Sherwood 301,365 .$.., .305,035 3,670 -1.2031% 301,365 Tigard 1,079,377 $ :•1,092,520 13,144 -1.2031% 1,079,377 Tualatin 567,956 $; .' '•574,872• (6,916) -1.2031% 567,956 West Sloe 322,876 $ 326,808. 3,932 -1.2031% 322,876 Totals $ 9,642,600 r $ 9,760,020 i $ 117,420 -1.2031% $ - $ - $ 9,642,600 Allocation Available: $r .9,642,6001 MEMORANDUM TO: Bill Monahan, City Manager FROM: Margaret Barnes, Director of Library Service DATE: February 9, 2004 SUBJECT: Library Monthly Report for December 2003 Personnel: Cheryl Silverblatt accepted the Division Manager position for Readers Services. Suzanne Harold, the Young Adult Librarian resigned this month to accept a position with Multnomah' County. Vivian Levine retired this month. She had been a Library Assistant with the Library for 11 years. Technical Services: In December 1391 items were added to the collection and 525 bibliographic records were added to Polaris. The average number of days for items,-to be cataloged and processed was 29. A total of 1405 items were placed "on order" and 1296 items were received. The average number of days from order submitted to being placed was 1.3. The total number of materials withdrawn from the collection was 1.152. Reference Desk: Reference desk interactions for December totaled 4041. Of these interactions 3688 were reference questions. This is a decrease of 14% in total service interactions when compared with December 2002. If is 'likely that monthly totals for Reference Questions and Service Interactions will continue to be less than the previous year's count due to the reduction in staffing levels and open hours to the public. Internet Public Computer Use: Total hours of public computer use: 2303 Total users: 5741 Timed stations: 17 It is interesting to note that even with the decline of Service Interactions the public internet computer stations remain in high demand. _ Circulation: Circulation staff processed 427 intralibrary crates this month; an average of almost 14 crates per day. Approximately 70% of the holds on the daily hold list were filled, a total of 4,794 items processed to fill holds. During December 47,923 items were checked out. This is a drop in circulation of approximately 4.5% from last December. As mentioned in previous reports it is likely that the Library will continue to experience a decline in circulation this entire fiscal year. However, overall checkouts 'per hour for the month averaged 267 and 330 new patrons registered for library cards. Online renewals accounted for over 36% of all renewals made in December. Community Service: Four individuals performed Community Service hours served in December for a total of 67.35 hours. Of these four individuals, two were Peer Court youth serving 21 hours and four were serving 46.35 court ordered hours. Cultural Passes: The passes were used 48 times in December. The Pittock Mansion was the most popular destination with 17 checkouts, followed by the Portland Art Museum with 11 uses. The library registered 16 new people for the pass program this month, bringing the current total of registered patrons to 291. New Library: The project continues to move forward at a fast pace. The installation of the brick' fagade has been completed. Installation of the curtain wall windows commenced this month. The Public Art Citizens Committee met to develop an RFP for public art for the new library. The plans for the coffee bar were finalized. Framing of the interior rooms was completed. Volunteers: This month volunteers donated 979.5 hours to the, Library. This is equivalent to an additional 5.6 FTE. These hours represent an approximate increase of 14.8% when compared with 2002. Volunteer Type Number Hours Regular Volunteers 91 719.00 Youth Services 22 125.00 Boards and Committees* 4 6.00 Friendly Visitors 4 9.00 Adopt-a-Shelf 4 12.50 Community Service** 4 68.00 THS Jr. Class Leadership 7 14.00 Southridge HS Key Club 13 26.00 Total 149 979.50 - 5.7 FTE * "Board and Committees" includes Library Board and the New Library Resource Team. ** "Community Service" includes Peer Court, Municipal Court and other county courts, both adult and youth referrals. - *** Ladder work is listed separately for insurance purposes. WORK INDICATORS _ -)ECEMBER 2003 DECEMBE, ,J02 DECEMBER 2001 Circulation Total (from WCCLS) 47,923 50,194 46,171 (Self-Check machine) 2,134 2,861 3,232 Days of Service 30 30 30 Average Daily Circulation 1,597 1,673 1,539 Hours of Service 262 292 287.5 Materials Circulated per Hour 183 172 161 Increase in Circulation -5% +9% +10% Materials Added 1,391 1,224 1,154 Materials Withdrawn 1,985 2,549 2,267 New Borrowers Registered 330 243 189 Cultural Passes Program 335 (YTD) 292 (YTD) 247 (YTD) 48 (Month) 34 (Month) 29 (Month) Adult Programs 85 111 0 (Number of sessions) (1) (2) (0) Preschool Story Time 0 0 0 (Number of Sessions) (0) (0) (0) Little People Storytime 0 0 0 (Number of Sessions) (0) (0) (0) Special Programs 162 75 229 (Number of Sessions) (6) (3) (9) Children's Computer 60 79 95 Word Processors(stand alone) 97 225 174 Internet Access Station Users 5,741 4,996 3,391 Hours of Use 2,303 - N/A N/A Typewriter Users 3 12 13 Visitors (Gate count - by 2) 20,125 21,057 18,818 Increase in Visitors -4% +12% +10% Fines/Fees Collected $4,914.24 $4,808.50 $4,629.90 Gifts Received $ 0.00 $ 0.00 $ 0.00 WASHINGTON COUNTY w; Cooperative Ubrart4y�Services Formula Weighting Factor Input Area Public Library Services Agreement--Exhibit B Reimbursable Circulation 80.0% Reimbursement Formula FY04-05 Volumes Added 0.0% (Distribution if May 2004 levy approved) Collection Expenditures Direct Reimb. Full Service Facility Weekly Hrs Open 0.0% Internet Public Access Technology 5.0% Adult/Youth Program Attendance 0.0% Service Population 0.0% 102%Minimum Growth Rate Applied;, Reference Transactions 5.0% Door Counts 10.0% New FY03-04 paymt Comparison Adjustment for Minimum Growth Rate Formula or adj.Base Increase decrease Members ost to Remainin Adjusted Libra 2004-05 set by CLAB $ 1 % Kept Whole Members I Reimbursement Banks $ 85,758 $ 90,891 $ (5,133) -5.65%, 6,951 _ 92,709 Beaverton $ 3,856,987 $ 2,625,958 11231,028 _46.88% - (6,631), 3,850,355 Cedar Mill $ 2,063,167 $ 1,474,289 588,878 1139.94% _ _[ -- - (3,547); __2,059,620_ Cornelius $ 98,247 $ 111,951 (13,704): -12.24%' 15,943 , _ 114,190 Forest Grove $ 554,696 $ 421,555 133,141 31.58%, - (954) 553,742 Garden Home $ 262,810 $ 227,735 35,075 15.40%j (452): 262,358 Hillsboro $ 3,392,507 $ 2,558,955 833,552 32.57%' - (5,833), 3,386,675 Sherwood $ 425,616 $ : 305,035 _120,582 39.53%I _ _(732), _ 424,885 Tigard $ 1,430,723 $ 1,092,520 338,203 _30.96%a _--� (2,460) _1,428,264 Tualatin $ 857,244 $ 607,730 _249,514 41.06%1 _ (1,474), 855,770 West Sloe $ 472,245 $ 306,788 165,457 C 53.93% - 812 471,433 Totals $ 13,500,000 ! $ 9,823,407 . $ 3,676,593 37.43%, $ 22,894 $ 22,894 $ 13,500,000 Allocation Available: $ 13,500,000 Discussions about replacing operating revenue WCCLS previously received from its reserve fund, and the establishment of the County's General Fund support for the new levy has generated a related question: has WCCLS received a "fair share" of the County's permanent tax rate post BM50? A review of this matter found that County transfers to WCCLS since the implementation of BM50 have actually been in excess of what the WCCLS fixed rate levies would have otherwise generated without the effects of BM50 and subsequent WCCLS levy renewals. What is the five-rear revenue and expenditures funding structure FY04-05 through 4, FY08-09? The CLAB recommended five-year funding plan totals $114.2 million in revenue and $111.5 million in expenditures, leaving 10% of annual operating costs in reserve. Revenue projections for FY04-05 —FY08-09 include the following sources: County general fund: $65.1 million 57% Levy generated property taxes: $45.55 million 40% Interest earnings: $781,000 0.7% Delinquent taxes: $803,000 0.7% Departmental revenue: $685,000 0.6% Beginning balance: $1.28 million 1% 2 New Levy Property Taxes 345 556 28=_ County General Fund :6, 'a �. 803 357 Delinquent Taxes ;le iy) ' Beginning Fund Balance -,1iO4 ;685252 Interest Earnings Misc Departmental The WCCLS share of the County tax base would continue to be the primary source of fundinu, for WCCLS over the course of the proposed levy. Revenue from the Library 17 Levy would be the second largest revenue source. For more detailed information. please see Attachment A. Expenditure projections for FY04-05 — FY08-09 are distributed as follows: Public Library Support $87.5 million 78.5% Central Support Services $22.4 million 20% Contingency $650,000 0.6% Arts and Culture $1 million 0.9% 522,362,624 Central Support Services —$1,000,000 Arts & Culture $650,000 Contingency fix 51 $87,463 653 What are the WCCLS service responsibilities? The provision of library service in Washington County has been a successfully cooperative effort for the last 27 years. The County currently works with eight cities and two non-profit organizations to provide free access to public library service for all residents. Consistent with County 2000, WCCLS provides funding, coordination, and support for library services, but does not strive to be a direct provider of public library service. Accordingly, WCCLS has three major service responsibilities: Distribute County taxpayer funds. WCCLS is the primary funding source for countywide public library service. Approximately 66% of the funding spent by public libraries is distributed to service providers through the WCCLS budget. In FY03-04 that amount is $9.740,000. The remainder of the funding comes from cities, the state, grants, interest income, fines and fees, and miscellaneous fundraising by local libraries. Whether, and how much, additional funding a local jurisdiction or non-profit association contributes to library operations is a matter of local choice. In FY02-03, the percentage is f of local libraries' budgets that came from WCCLS ranged from 43% in Cornelius to 94% at Garden Home. Provide support services for member libraries. -Services include: o Daily courier deliveries between libraries, e "Second level" reference support, o Interlibrary loan (borrowing materials from outside the County), - o WILInet (7-day per week website, library circulation system, Wide Area Network, Internet access support), ® Coordination and quality control of WILInet cataloging, o Subscriptions to electronic databases, ® Metropolitan Interlibrary Exchange (MIX) Agreements with Multnomah, Clackamas and Fort Vancouver Regional libraries to allow free use of neighboring libraries, ® Youth services programs and support, 9 Public information and countywide library promotions. Provide direct service to special populations. Services include: o Outreach service to individuals who cannot get to a public library, ® Outreach service to non English-speaking residents, especially the Spanish speaking community, o Outreach to children in care, o Staffing of Washington County Jail Inmate library, m Encouraging the establishment of library service in under-served areas of the county, such as North Plains and Gaston, and o Administration of the West Slope Community Library (in unincorporated area, will be transferred to Beaverton upon annexation). What efforts were used'to reduce levv scone and size? The goal of the levy planning process, both in the Summer and Fall of 2003 and in preparation for the failed Measure 34-54, was to answer the following question: What will it tape to adequately fund public library service,in Washington County for the next five years? Accordingly, the following issues were taken into consideration: ® Projections for base funding costs (what will it take to maintain the current level of service, staffing, programs, etc.?), o Projections of increases in library usage based on known, historically-based growth patterns at each library, m Timelines for new library buildings, branches, and expansions to current facilities, and impacts these will have on library usa`7e based on known, historically-based data from previous library expansions in the Cooperative's history, ® Review of unmet service needs and cost projections to address them. and O Narrowing of desired additions to those that are necessary, that fit within the service mission, and that can be accommodated within the scope of the levy. 19 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05 through Objectives for the Administration Program FY08-09 Goal 1. Provide all county residents with free A. Maximize funding for libraries. and convenient access to library programs, 1. Manage fiscal resources. resources, and services. 2. Develop and coordinate long-term funding strategies. B. Encourage the development of emerging libraries. 1. Meet with developing libraries such as Gaston and North Plains; identify mentor libraries as needed. 2. Distribute development grants according to Admission Guidelines. C. Encourage libraries to reach OLA standards. 1. Analyze current status and provide annual statistical updates. 2. Provide consultation where needed. 3. Educate governing bodies on issues related to standards. D. Explore shared collection policies/guidelines/standards(current collections,freely sharing materials,etc.). 1. Foster ongoing discussion of collection policies to best serve all county residents. Goal 2. Foster continual improvements in A. Recommend innovative practices and offer consultation and mentorships as needed. library services by maximizing the use of 1. Attend state and/or national conferences and bring ideas,training, and program suggestions to library staff, technology, and by researching, testing and directors,CLAB, and WCCLS. recommending other innovative practices to 2. Monitor current literature and list-servs and disseminate relevant information to library staff. enhance the delivery of library services and to 3. Consult with new and developing libraries. improve operational efficiency. 4. Provide second level review of library grant proposals prior to submission to increase success. B. Review policies and program procedures on an ongoing basis. C. Weigh options for contracting vs.providin services in-house. Goal 3. Promote sharing of library resources, A. Provide continuing education opportunities. programming and information. Centrally 1. Provide a variety of learning opportunities for boards,committees and library staff, including centrally, in- provide services when it is more cost effective libraries,and online as appropriate. or efficient to do so. 2. Provide annual continuing education opportunities for CLAB and LDB. 3. Coordinate annual retreat and planning sessions for CLAB and LDB. 4. Biannually,provide continuing education opportunities for Publicity Committee, as needed. B. Coordinate awareness and dissemination of information on issues that directly impact libraries or library services. 1. Develop and use electronic distribution lists. 2. Promote the use of libraries by providing mforrriation to the public about resources and services available to users. 3. Manage public information projects in coordination with other Cooperative programs. 4. Maintain external and internal public relations with media contacts and other agencies. December 2003 Administration I of 10 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05 through Objectives for the Administration Program FY08-09 Goal 3 (continued) 5. Develop standards for print and electronic information disseminated to the public by central services and member libraries. 6. Design and publish shared documents,brochures,etc. for member libraries. 7. Provide customized print pieces for member libraries,as needed. 8. Continue efforts to reach Spanish speaking population through print pieces,community partnerships and radio. 9. Develop a recommended list of professional materials related to public relations,marketing and grant writing for use by WCCLS staff and libraries. C. Coordinate arts and cultural programming and connections with arts providers. 1. Contract with RACC for use of levy-funded countywide arts and cultural grant programs. 2. Coordinate art funding for library events through RACC. 3. Negotiate Cultural Pass to Adventure partnerships and group rates. 4. Develop Cultural Pass to Adventure promotional materials: posters,new cases,and brochures. 5. Seek programming events for libraries with Cultural Pass to Adventure destinations. D. Coordinate and market library services to improve visibility in the community(ex: Cooperative Newsletter and Countywide Bookread). 1. Provide countywide event and program coordination of the Countywide Bookread(every other year). 2. Print and distribute the Cooperative newsletter, and mail at least one issue annually. 3. Provide one run of newspaper advertising inserts to promote library programs and services. 4. Create van sign advertising for library courier vehicles. 5. Produce and distribute banners for library related programs as appropriate. E. Represent members in regional,state or national venues regarding issues that affect countywide service. 1. Fund a Publicity Committee representative's attendance at a state,regional, or national library forum annually. 2. Fund annual LDB stipend for travel to a regional or national conference of choice. F. Provide annual benefit analysis of central services for each library. Goal 4. Review the structure and governance A. Initiate and coordinate a comprehensive review of structure and governance options. of the Cooperative to assure that the library 1. Contract with consultants to facilitate process and provide technical and legal advice,statistical and financial service model in place continues to be the best analyses, etc. method to serve the residents of Washington 2. Use broad-based participation in process to ensure that all viewpoints are included. County. 3. Contract for data analysis,surveys, community forums,etc. needed for review. 4. Plan for and implement any structure and governance changes adopted by membership and Board of Commissioners B. Review options for consolidation of central service operations as appropriate(ex: merge ILL functions). C. Resolve how service population is determined. D. Manage countywide fiscal resources to assure ongoing funding stability. December 2003 Administration 2 of 10 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05 through Objectives for the Automation Program FY08-09 Goal 1. Provide all county residents with free A. Enhance web site development. and convenient access to library programs, 1. Purchase software that allows web publication for those not trained in writing web code and train staff to use it. resources,and services. 2. Make all summer reading materials available via the web. 3. Implement patron self-registration. 4. Implement a staff Intranet/Extranet to include all committee minutes, agendas,and supplemental materials. 5. Determine how to accept electronic or cash payment countywide and reconcile who gets what, OR alter policies to accept payment everywhere given that the new formula includes 100%collection expenditure reimbursement. 6. Provide means for patrons to interact with staff via WILInet, such as forms for purchase suggestions, submitting ILL requests,or asking reference questions. B. Expand content in WILInet. 1. Provide first chapters,cover art,reviews and summaries in PAC by the end of 2004. 2. Find an automated solution to identify dead links in 856 tags. 3. Provide more training and tutorial materials for patrons on the web. 4. Bring Reference and Cataloging staff together to identify and implement PAC improvements. 5. Explore using the AskUs function in Polaris. 6. Explore establishing links from electronic subscription databases to WILI and vice versa. Goal 2. Foster continual improvements in A. Plan for implementation of Radio Frequency ID(RFID). library services by maximizing the use of 1. WUG will serve as the committee to evaluate, select and recommend an RFID vendor. technology, and by researching, testing and 2. Purchase RFID item tags and library cards. recommending other innovative practices to B. Implement central Internet filter option(s)for all public workstations. enhance the delivery of library services and to 1. Explore and plan implementation of consistent vendor platform. improve operational efficiency. C. Implement standardized, countywide Internet usage counting functions. 1. Explore and plan implementation of consistent vendor platform. 2. Implement SAM, Veicon or another counting mechanism at libraries that currently have none,by July 2004. 3. Purchase WebTrends software for web statistical analysis. D. Provide end-to-end,turnkey smart card printing solution for all member libraries. E. Integrate use statistics,census data,and GiS data to provide more sophisticated reports. 1. Survey and define report needs. F. Continue to analyze ILS Vendor market with eye to potential migration. 1. Attend national conferences. 2. Communicate new partnerships and updates to member library staff. December 2003 Automation 3 of 10 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05 through Objectives for the Automation Program FY08-09 3. Keep up with tie-ins/partnerships that enhance the ILS. G. Generate enhancement lists for GIS. H. Deliver reports via the web. Goa/2 (continuer!) I. Recommend innovative practices,offer consultation and mentorships as needed. 1 delivery of the Coo erative newsletter. 2. Purchase an electronic whiteboard. . ►ivestigate providing remote access to staff client. 4. Attend state and/or national conferences and bring ideas,training,and program suggestions to library staff. 5. Monitor current literature and list-servs and disseminate relevant information to staff. 6. Consult with new and developing libraries. Goal 3. Promote sharing of library resources, A. Implement an integrated, automated collection agency function. programming and information. Centrally B. Facilitate group ordering of hardware and software when appropriate. provide services when it is more cost effective 1. Assist with software licensing. or efficient to do so. 2. Push updates from server to desktop(Norton Anti-virus,etc.). 3. Reinstate group purchase peripheral orders for member libraries. 4. Set up contracts with vendors for selected products so that libraries may order directly. C. Continue to provide central technical support. 1. Restore support to FY02-03 hours. 2. Perform upgrades in off-hours. 3. Insure funding to provide adequate coverage during emergencies. D. Offer on-site technical support to libraries on a cliarge-back basis. 1. Form a WUG subcommittee to detail how to implement this option on a cost recovery basis by July 1,2004. E. Continue to provide MARC and authority control support and database quality control, including patron and item record clean up. F. Maintain uniform set of policies and procedures for automated resource sharing. 1. Make Policies&Procedures available on the web or via ILS help files. 2. Provide support for ongoing Policies&Procedures updates/revisions. 3. Complete P&P document by the end of FY04-05,prioritizing Cataloging, Circulation,Acquisitions,and shared applications such as SAM, 3M, etc. G. Provide continuing education opportunities. 1 - lnvestt ate the feasibility of a mobile lab-training unit(a'WILIbago' . Provide distance learning opportL I ie rom en a upport to member libraries. December 2003 Automation 4 of 10 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05 through Objectives for the Automation Program FY08-09 4. Provide online, canned tutorials for staff to use in libraries atpoint-of-need. Goal 4. Review the structure and governance N/A of the Cooperative to assure that the library service model in place continues to be the best method to serve the residents of Washington County. December 2003 AWOMWion 5 of 10 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05 through Objectives for the Reference Program FY08-09 ] I Goal 1. Provide all county residents with free A. Expand content in WILInet. and convenient access to library programs, 1. Bring Reference and Cataloging staff together to identify and implement PAC improvements. resources, and services. 2. Explore using the AskUs function in Polaris. 3. Explore establishing links from electronic subscription databases to WILI and vice versa. 4. Provide means for patrons to interact with staff via WILInet, such as forms for purchase suggestions, submitting ILL requests,or asking reference questions. 5. Establish and maintain content on WILInet for local,topical,and current directories of web pages for use by library staff and the public. 6. Establish and maintain a Reader's Advisory web page on WILInet to assist patrons in choosing and studying current books and reading trends. Goal 2. Foster continual improvements in A. Com Tete Reference program plan my � library services by maximizing the use of 1. Contract with an outside facilitator to assist the Reference Committee in evaluating current reference services an technology, and by researching,testing and signing an up-to-date reference service ilan recommending other innovative practices to 2. Continue to provide second-level,telephone,and digital reference services until a new plan is in place. enhance the delivery of library services and to B. Recommend innovative practices,offer consultation and mentorships as needed. improve operational efficiency. 1. Attend state and/or national conferences and bring ideas,training, and program suggestions to library staff. 2. Monitor current literature and list-servs and disseminate relevant information to staff. 3. Consult with new and developing libraries. 4. Consult with interlibrary loan staff about best practices for reducing paper-work and repetitive tasks. Goal 3. Promote sharing of library resources, A. Provide database training for commercial databases and the WILI database. programming and information. Centrally 1. Provide frequent database training sessions both at the libraries and at the WCCLS Central training lab. provide services when it is more cost effective 2. Coordinate database training sessions conducted by outside trainers such as database vendors or subject or efficient to do so. specialists. B. Continue to evaluate and offer commercial databases. 1. Continue to work with COPE to evaluate and select electronic databases of magazines and newspapers and other online content such as e-books, car repair information,and genealogical information. 2. Continue to negotiate prices,review license agreements with County Counsel,and facilitate purchasing and renewal of subscriptions. 3. Annually,budget 8%of the libraries'combined materials budgets for electronic databases. C. Provide central interlibrary lending and borrowing. 1. Explore how to allow patrons to place interlibrary loan requests electronically while ensuring patron contact with reference staff. December 2003 Reference 6 of 10 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05 through Objectives for the Reference Program FY08-09 Goal 3 (continued) 2. Identify technologies that minimize repetitive staff procedures and reduce volume of paper records kept by libraries. 3. Form and coordinate an ILL subcommittee whose functions would be to keep Cooperative policies and procedures up-to-date and to discuss trends, issues, and common problems in interlibrary loan. 4. Explore means to provide real-time status reports of requests in the OCLC system. D. Provide continuing education opportunities. 1. Provide distance learning opportunities to member libraries. 2. Provide frequent, short training opportunities both in libraries and centrally. 3. Coordinate training sessions conducted by specialists from member libraries. 4. Provide online, canned tutorials for staff to use in libraries at point-of-need. 5. Annually,hire an inspiring outside consultant to speak on topics such as customer service, latest trends in Reference, etc. 6. Make available video and/or audiota es of library professional conference proceedings, Goal 4. Review the structure and governance N/A of the Cooperative to assure that the library service model in place continues to be the best method to serve the residents of Washington Cour Deccnlbel 2003 Refcence 7 of 10 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05-through . Objectives for-the-6utr6kh Pr'ograrri� FY08=09 3 Goal 1. Provide a11 county yre idents with free A. Provide outreach to special populationsulations according to an Outreach Plan. Special populations to cover: library service and convenient access to library programs, to homebound,jail,preschool and Non-English speaking populations, and literacy efforts for Adult Basic Education resources, and services. (ABE). 1. Provide classes to child care providers and parents. 2. Provide direct outreach to children in care through their providers. 3. Provide support for Family Literacy Programs. 4. Provide alternative delivery options to supply books and services to special populations. 5. Provide presentations and collections to support caregivers,facilities, and patrons. 6. Develop and maintain close relationships with county agencies to disseminate information and awareness of library services for special populations. 7. Expand the Read-Aloud program. 8. Establish a countywide Outreach Committee. 9. Provide presentations and programs regarding reading interests of special populations. 10. Provide introductory training for special populations on navigating libraries and WILIriet. B. Develop a coordinated response to issues related to public library service to youth. 1. Advocate for youth in library issues. 2. Provide training for Youth librarians and staff to increase advocacy skills and expertise in dealing with library and youth issues. 3. Keep abreast of issues and coordinate sharmg.of expertise and strategies. 4. Network with school librarians and OEMA. C. Expand content in WILInet. 1. Provide links and information relating to special populations. 2. Consult with contentspecialist to provide booklists forspecial populations. Goal 2. Foster"continual improvements in A. Investigaie technical solutions for providing resources for special populations. library services by maximizing the use of 1. Monitor current literature, visit libraries, and attend conferences to bring ideas, training,and program suggestions technology, and by researching,testing and to libraries. recommending other innovative practices to B. Reconmiend innovative practices,offer consultation and mentorships'as needed. enhance the delivery of library services and to 1. Attend state and/or national conferences and bring-ideas, training,and program suggestions to'library staff. improve operational efficiencv. 2. Monitor-current literature and list-servs and disseminate,relevant information to YS librarians. 3. Consult with new,and devejoping developinglibraries December 2003 Outreach 8 of 10 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05 through Objectives for the Outreach Prograun FY08-09 Goal 3. Promote sharing of library resources, A. Develop and implement a countywide plan for outreach services to homebound,jail,preschool and non-English programming and information. Centrally speaking populations and Adult Basic Education(ABE). provide services when it is more cost effective 1. Contract with outside facilitator to research and develop an Outreach Plan. or efficient to do so. 2. Continue to provide current Outreach Services until plan is completed. B. Coordinate Summer Reading Program(including continuation of support for performers and incentives). 1. Improve support for Summer Reading(includes performers,marketing, and displays). 2. Provide support for at least one teen program per year. C. Create and make available to libraries and patrons shared resources such as booklists,storykits,programming materials). 1. Continue to develop,maintain,and disseminate shared material. 2. Provide training and support for YS librarians in the area of marketing and programming. 3. Coordinate and provide materials for countywide celebrations. 4. Develop shared inter-generational and memory kits. D. Provide continuing education opportunities. 1. Provide distance learning opportunities to member libraries. 2. Provide short training opportunities both in libraries and centrally. Goal 4. Review the structure and governance N/A of the Cooperative to assure that the library service model in place continues to be the best method to serve the residents of Washington County. December 2003 Outreach 9 of 10 WCCLS Central Services Long Range Plan FY04-05 through FY08-09 Supporting Goals FY04-05 through Objectives for the Courier Program FYOS-09 Goal 1. Provide all county residents with free N/A and convenient access to library programs, resources and services. Goal 2. Foster continual improvements in A. Continue to look for ways to improve delivery services,streamline sorting and handling and maintain worker safety. library services by maximizing the use of B. Investigate materials handling and transport technology and potential application within WCCLS. technology, and by researching,testing and 1. Participate in discussions re RFID implementation. recommending other innovative practices to 2. Conduct a cost/benefit analysis of central vs. decentralized materials checkin,sorting, and distribution. enhance the delivery of library services and to Goal 3. Promote sharing of library resources, A. Provide adequate level of courier support(space,vehicles,staffing,and postage)to meet interlibrary delivery programming and information. Centrally increases. provide services when it is more cost effective B. Use van signs on Courier fleet to promote library services and programs. or efficient to do so. Goal 4. Review the structure and governance N/A of the Cooperative to assure that the library service model in place continues to be the best method to serve the residents of Washington County. December 2003 Courier 10 of 10 I a <wv c S ts, 2oc) � �x ate'a�"y E•��, �' z �• „� f��ry, R4 jT+d; Pe 25 dw. 3. h iF •," o � I a$. CRAIG MITCHELLDYER/The Times o'o o — > Kevin.LichliteY of PCI.Contracting measures a stud at the new Tigard Library Tuesday'afternoon. Lichliter was preparing o'' -:; 0,2 to put b"atMroom'fixture's in the li- rary,'s men's'room. Below, the exterior of the new library, as seen earlier this week, O o _ ,shsows that things are progressing ori,sdhbdule-"The,library is due for• completion in mid-2004. r-- j �'�sTese days, the Tigard Libraryis ' ` j�-00 ^ -- 7 MF- ^4 `'gf !'tl Y'f"'.,•,9..;, t':y,;,,,{n"", — u�7 7 7 t'�.,. IPP , ttCA� ,h+',"r' '"°,'yi,,.y±< u i Y`d*�fi5•:.�"�'o'�, li O, C'n.—CL1 n �.q .n NO �= -3 °,.,f. c",Y�,za .� .q�,a.., y ' ¢.,v " :.fir. rp , hz;r.� .8nti..w Jnfi :s, A,r. >x'•,,t„' �t..,s&�. ;z" -s .�?� .S�'+ yE x• :k <�'9e''n;�:.ti,i.d.':;r�,.•:a�;,�,u."" u t�. � 2 Y — :, '.'moi , ,W: '�'n .?9"}0: 'x,+V�` .�.. �''•• � � � "1 �' it � y � _ n'Q; , <'cG Uzi vNq r`S v & }ria ti"e�ai � O • ❑ cs m. '.q u vi' u = r V0 9,^ $?a"S. 5: ^Ss5.• `4 4'°' "� -r r O .o ` a°475 r n^M ,�;.+ae'°" C<°� �r "' Cs',, a •:t r°#3 ea,' YY� '`+ O F. J O O.—. O ._ G - r't F'�?, .y x �,"�'"°`3 �.i,� ."k"a*� ''�^ x�";' " .isu.+ �•i , C `un 55'am ?� .�'� �#n psi . y"s a`� z��°�. y`rgj �.,� 2 sa Tha,eity will gradually expand the, stations for electronic information all resulted to the new facility later this year,the old facil- t cion to fill all that additional from patron suggestions,"she said. ity will be converted for use as city offices. "Overall, the new library will be about The Tigard Public Library is funded• by space as funds allow three times as big as the current one,including both Washington County and city tax rev- a community meeting room that will accom- enues. TIGARD—Motorists driving along Hall modate about 150 people.For so many years, County taxes fund a substantial portion— Boulevard don't need to be told the'construc- we have added new materials sparingly or 53 percent — of library operating costs. tioi.on the new Tigard,library is moving along because of space lim- The remaining 47 ' rapidly. itations. I think the percent comes from The site is a beehive of activity as concrete staff will breathe a "Patrons can look taxes ,and fees paid walls go up, bricks are laid and work on the huge sigh of reliefby Tigard residents. interior continues. Although the new facility when space 'is no ' forward to an expanded children's The county col- will,not be completed until mid-2004,the vis- longer a factor in ourleets the funds it uses able progress,of construction,has,prompted' purchasing- ^ deer•• area,about.three'times larger than, to, support- city curiosity about the features it will offer, sions" " libraries from all according to Margaret Barnes,library director. The collection will the current one. property taxpayers in The new facility will offer users more increase gradually as ® the county, including !oom, more materials to check out and more funding becomes those who live within reparation between noisy activities and quiet 'available, according Margaret Barnes cities. ieading and study areas,Barnes said. to Barnes. Questions about "_`Patrons can,look forward to an expanded City voters in May Library director funding have arisen c' en's area, about three times larger than 2002 approved a $13 as a result of discus- t, iTent one," she added. "The children's mullion bond measure to purchase the 14.7- sions this past fall over the possible annexa- program room will be far removed from the acre site on Hall Boulevard and construct a tion of Bull Mountain into the city of Tigard. quiet study areas of the library" two-story, 47,000-square-foot facility, which "Because of overlapping funding and the Barnes noted that much of the new along with the parking lot will occupy about 5 fact that the county does not target collections library's design was created in response to acres. SRG Partnership designed the facility, from specific areas to specific libraries,calcu- t'onunents from the community. and Hoffman Construction is building it. lating exact portions of the Tigard library "The addition of quiet study areas, group The city held a groundbreaking ceremony operating costs paid by city residents as com- study iooms,more bathrooms and more work May 17, and once library services are moved 14 CPP I IRRARV A, L i 3M SW-T oo hopes Inta - _ � -=� = _ Tigard,the defendin girls champion,is hoping to cord relatives' histories for �oste.rit ®Family, Page,_8 : n its second straight conference title, Page 4 he a gredl time to re. I y an _ - g& t� � � � � � � �, q$gr$ � i.' t t {, •� � fi I i 4 F , ii s - � f S• �- 3 i S�= J s 1, - � SOUTHWEST BUREAU: 503-294-5984 OR 503-968=7048 DECEMBER 25,2003 ng Sherwo0a, ra - ibrary. - -rinancl. 'ps, board that sets policy and financing for Sherwood's dissatisfaction with approve a countywide library-opera- City Of cialS*,plish Washington I I libraries. - Washington County Cooperative Li tions levy that has already failed once. Mayor-Mark Cottle says the formula brary Services led city councilors to de- County money,which includes past Cotlilty to'.ex'al7line the,StructUre used to distribute money is, unfairly lay signing a financing agreement for ' levy dollars and taxes collected ,from of the board that"dectdes.Which weighted toward community libraries. two months. They.agreed to sign the the county's cities and unincorporated He also says county corfiinissioners�are contract only this week — with the areas,constituted 67 percent of cooper Ii11171ries Tet ho1v inuch inoney giving too much control';over financing caveat that the library cooperative ative,libraries'.budgets in 2002=03. To decisions to,a•libr5fVboardthatdoesn't board discuss changing,how it's oiga- make up-the difference, city libraries By PAIGE PARKER haveiany elected,members. nized,rie_xt year.The board has set the rely ori their'local city government for and LAURA GUNDERSON Countylofficials4§a-y they had already f nanciug formula every two•or three more'iaxdoll'ars: rtiE oREcoritnN planned a review of the•board's strut= years since the cooperative formed 25 In 2003, for example,Sherwood's li SI IEBWOOD -Sherwood officials, tore,nekt=yea�. But they criticize what' years ago. brary received$304,463.from the conn -= ceft5in they're being shorted,liy Wash- they"consider•an"11th-hour complaint It's an awkward time for-the city and ty and$318,000 from the city's general ington.County's library financing sys after working for more,ihan a year with county, to leave the impression that fund. Libraries in the unincorporated tens- are pressuring county commis- representatives• from each, library to they're squabbling over money, as areas of Garden Home,Cedar Mill and sioners to reconsider the makeup of the create the'financing formula, county officials prepare to ask voters to Please see LIBRARY,Page 8 !ton ounntyyofficials Library: Scomplaints surprise board I taxes from its res- Is per$1,000 paid is braries.The,follow- Continuer from Page 1 66 M're paying twice fol' !rials tabled the.request alter hear- property tax collections and the selves an nl en that encompasses >collected foring`iif-Sherwood's concerns with money Flom a successful Ievy- citizens who livr� Outside its city each listed city, West Slope receive additional our library, and they're t116-contract. Sherwood is slated to reap limits. .....................S26,600 money from nonprofit,groups or only paying,once.Aiid I 'ro -,make the ballot, money $483,733 of that—a 59'percent in .............$1.8 million foundations formed especially to , 99 "I'd like elected 011tunls to he .......... .........$126,000 support them, dont think it's fiat: measures must be filed with the crease Over evhat IIIc city library nurse invuhed," Coule said, "110- 5292,000 county elections�oflice by March. received pont the county coopera- cause it's a'huge policy-hiking is- ......•••••• Cottle says the.city began balk- tive this yeat sac" ......... ...$2.1 million RK COTTLE, "1 don't see this as doing any _ $303,000 biarye'nadthey'reice for paging SHERWOOD hrnlbu real halm;we're still months away But Cottle sl(A % it ligate it low ...........$13 3,001 to at the formula six months o. MA honl the deadline," said Ilw y vvhcn cottlesa d with what the paying ............$573,000C Bodine, who is the Cedar Mill property owiicls in and aniund once," Cottle said. "And 1 don't Sherwood h I�tilward finnan SCI `IA�tiES thu5kit's fair.^ Y y V Couununiry I,ihrary's alternate I�5 , -, '_ Isr,t;,�ISudrr 50-,"91 _'TO. lilt libial . Man hblaty build leplesenta6ve orf the cooperative Ices_ l,n,,�,lnnkr,r^7nna,urgnunn,n•r, Eva Calcagno,manager of,the Ii- members agree that it's time to Irbraryseivices buaid. And, lie says, Slicimi rd is,cnti- L,ruur t,un,Irr,un �u.r-sra'-;�i,�e. aunty Cooperative brary cooperative, is surprised by look at how they are organized,as Cottle's complaints.B her calcula- they have not done z review since In'recent rally support Bodine has tied to more money because it Iumngunrk,ionC�nr°n e ulrt ornrin-„nn es pools property , P Y worked to tall su i tort for the li- withmoney col- tions, Sherwood would receive 1986. However, they would rather Y t 1 iccessful library taxmore money through the coopera- wait until after voters have their brary levy in the southeastern sec- nney is distributed five's financing formula than if it say on a five-year, $48 million tion of the county, attending � s based on a formu- relied on property taxes alone. local-option levy-proposed for the council meetings in ernes whereESunday, m n i s t � •,._ ,z� the number of pa- She said along with die money May til primary election. the LVot levy tanked. The lar gest n. % ve,books they lend g Y "no"vote in the county was iit'1'ievo for operating expenses, the coop- Tax levy plaits aheady call for ltd ,nce questions they erative saves libraries money by $37,000 to be set aside in the first ' g ,.• n ,II as how much p g p ear to look at o tions on how to In 200'2, we found that if halfUnpredictable. rovidin a central computer net Y P ClE elldElll. ;. penalmmaterials Ute count works on,the levy and work, all interlibrary loan system; run die coo erative. Y Y' ti >, ,r their Internet serv- P the otter half lets 'it slide, you- programs for youth ,arid home- the like in any business partner- 2~ earl t,pull it orf,"Bodine said. ay&Thursday in,MET1i0formula,which as- bound readers„and a courier. strip: •Before you start lightingabout.the mone ou,ou ht to Qt issue for Sherwood officials isposed May 18 library "Every city library' gets back” y, Y g, (�CllIonianset through June more than trey kick`in" hh,taxes, have some,"said Tom Brian,chair- next year's $13.5 million pot, It owing arewhat li said Calcagno,addnhg that,the for- man of the Washington County which would include cowitywider I receive in 2004-05. mala benefits, growing -lithraries. .Coniunissioners. _ - - '" •• ' ...$92,700 „• already seen si nif- For ears the library co-op de- .. e .... ...... . Sherwood has Y g .years,, Y P - nr.,;,.,.,, a;;• . . . ..........53.8,mrl toM�_ _ „� .,�.'::,-,'„� :"��t-;•= �'�,. Y�v • _ scant. rovvtlh with thempopulation, ended on a find filled illi - 2 millidn levies. t o forward-with Tans money fronh�_ ast fax le t die but if the p p $114200 ..:,:,E: . - 'their service fund rand olid voters rejected a . for a new Lbr the µ;„ >s;, $543,200 ary, n', J • - could'um b 30 percent. 49.9 million u toxic attempt ,�. growth $ tax-'levy P �a 1 P Y P $264 200 �.�.. 6 more n lace'it. would et credit for 2002 to, e i`. The p ..............$3.5 million '•s,;more books in circula- supporters ;°` ' attendees, Library ho ed to see ,3�;F .....................$463,700 � P 1111 p L: ton—eve �, v the' =�� €.� commissioners approve their re- � g•� commiss o ,, °';� w .............. 1.4 million PP �'�� $804,400 Cturentl ,the co-op board com- quest last week for per mission to a ' ;•,,ti :, °'''e>:, r'°"a ,, „ , R•. x_ r .,.::..,W E n, ; _$404:800 prises Dire representative vote one begin writing the statement' for t`-,'t .,:,4 ,.y n,, ° , x`j ,. ^y, _°,. vote—'4rom each city or comnnu- the May 18 ballot.But cou'rhty Oil- yl kk _ �a 1 - .r..�..xr:';£es++tT_..v...ta., « ,.- :.i,-s.-a -. _ e. - -,& i'•',,Fy F V.'i � t'.` a,i x L . .. _ .. SENIOR �SCE-NE our.• year's lax returns olid Have their 'Stamp Club sheets at i m.the - „41' "" ` ` '�' Q'' Provides P Pv . .,..,,. �, ,.E records ot6nized:Registration first Monday of the month(ex- 'Ing ex r 'Ing City party begins lan.2.,For information or holida ) g ceP t s at the,Ti and Sen- Y .° 3� .._._l :a ` 1 at a NewYear's to schedule a,one hour appoint- for Center.? 0, , t ' n 8 p.nh,to midnight ment,catl 503-684-6537. Were•you ahvare that the-Sher- .1 he_Sher �, � A-, , tr, <• king'City'fown wood Seihidr Center offers Scripts V.116th Ave. Celebrate New Year's at in Hand Senior Theater? includes music b How about the Newcomer's Y �9ewber senior center I�ualatin Valle Jazz Open House;at ll,a.tn.the fourth '�,� �?°•'��';t! �' ��<�� a= t` . I snacks,refresh- The Chehalem Senior Center Wednesday of each nhoihtli at die will host a New Year's Eve Gala I ualatin Senior Center. -�r for tizes:;Soda:falx :i nnrriri_ frorn,2 to,4.o.nn.Wednesdav at Senior centers offer,a blare to 20 The Sherwood Gazette • January 2004 ® c i'n L� � s - erwo® uresa e f ® Continued from 1 later date. At that meeting, after five funding formula has been not based on assessed vahiation aries,and that's a point local ofli- ent. The levy' would reinstate 1Zoseberry-recommended the city discussed in many fonims for the — the value that the citizens of cials are also making. services levels that were reduced approve the agreement, the City past 18 months, Schtjltz said, Sherwood put in." The total Sherwood- Public at some, libraries after the 2002 Council voted to sign it if its opt- including for substantial)amounts The same 'basic allocations Library budget for 2003-04 is levy failed,If passed,it will be on ing-out clause was amended — of time,during the monthly meet- principle It been in place since $622,853 to provide services to the May 18 ballot. meaning that the other jurisdic- ings•of Washington County city 1976, Calcagno said, and- back people in .the whole Sherwood On Dec. 19, the Sherwood tions would have to re-approve managers. then more - than half of library district'. The Sherwood City,Council scheduleda special' the whole thing. "It's- the most convoluted Washington County residents district extend`s into-the uniricor- session'three days later at which `At this point, since nine have process I've ever seen inimy life," lived in unincorporated areas. porated areas up to the Y# " councilors weie expected Finally already signed it, making amend- Schultz said. Sherwood officials are making County boundary on'one sid't' to sign the county contract. ments is problematic," said Eva Calcagno,said a review of how - the point that it's time to update the Tigard and Tualatin city line- "1'm pretty confident it will be Calcagno, manager-,of file cooper- the cooperative operateslis part,of that methodology,, especially its on the other,side. signed with the frill understand- ative library services:"The county the 2004-09 long-range•plan. because Washington County has "The district is- what,,,ve feel ing that-we still have some issues is working with the city of "That's something that is very chainged so much since it was put the people's contributions are_• to resolve,"Roseberry said. Sherwood to resolve,those issues" high on the list for many, people," in place. from," Schultz said. "The people So the issue was bounced she said. "We haven'tone one "The city of Sherwood's point in that district are the'people who Ongoing discussion back into Sherwood's hands,with since the mid-'80s,and if's time to of view is let's look at this again," use our library, and that doesn't The county library coopera- the amendment idea rejected by do it again.We want to make sure Roseberry said. "The world has necessarily correspond to the city ,. tive, which was founded in 1976, the county, and since then a Dec. file model that is in place is still the changed. We would just like to limits. They are two different -mail meeting was best model to serve this county. It see a closer relationship between numbers." allows libraries to share services 22 council e and books, hooking them togeth- scheduled to discuss approving may have changes,or it may not" outgoing and incoming." All the people in those-bound- er through a computer network. the contract. aries use the Sherwood library, The cooperative is run by a The agreement is similar to How the money f ows Wanting,more money back but their tax dollars aren't count- .- board, with each board meiinber the others the city has signed in A portion,of county tax dol- Another issue is what ed as part of Sherwood's contri- representing a library. the past. lars is given to the coni ity coop- Sherwood's contribution to the bution into the county pot. If they The agreement in question is a "It's a complex situation, and erative library system fo redistri- county actually is. were counted, Sherwood's coin- formality that allows the cooper- it affects-,a lot'of people, and no bution to its 10 library jurisdic- The cooperative views tribution to the county ative to function. If Sherwood one wants to hurt anyone else, tions. The money is )located Sherwood-s contribution as the services would be higher, didn't sign, the library wouldn't Roseberry said."It just looks like based on a large numb r of fac- tax money brought in from the what the library receives Back be able to partake in the coopera- it's time to look at our assump- tors including circulatio i, expen- assessed value of property within annually. tive's systems and book-sharing: tions and how we operate." ditures, program atfendiance and the city limits. Calcagno said An estimate of how much There was some discussion at Ross Schultz, Sherwood's city Internet access. with- the current formula, money goes to the county from a Dec. 9 City Council meeting manager;.said the administration - "What comes back tb the city Sherood taxes brought the Sherwood district's incorpo- about alternative ways to get sim- and 'nnanagennent of the county of Sherwood for library services $303,000 into the county system rated areas and unincorporated ilar services if Sherwood didn't library funds needs to be is based on an allocatio' formu- this fiscal year, and Sherwood areas was not available from the sign or decided to opt out at a reviewed. The complex"coopera- la," Roseberry explain0d. "It is received back$305,035. city or the county. Sounds pretty good. "What I have is what the city P * ' But the Sherwood library tax base would generate," } service district is much larger Calcagno said. "There is no Will, x than the city of Sherwood bound- established district" See t'CONOIVIY, 5 Count"Wr N waitsd on -,,,Sherwood j Out of principle, city postponed signing t I� -co=op library contract By LAURA :STANFILL S Of the Gazette A complicated funding for- mula is at -the heart of why Sherwood has held off on sign- . ing a county library;agreement for several months. ; --'All the`other county library .jurisdictions signed .when the agreement was sent out in October' — Tigard, 'Tualatin, Beaverton, Banks,- Cornelius, J Forest Grove, the Cedar_ Mill Community Library Association a and the Garden Home Community Library Association. i "It seems to me, if ever there 1 was a time to be heard,it's now," said Sherwood City Councilor !; Dave Grant during a Dec. 9 council meeting. City officials say the reason t why Sherwood didn't immedi- ately jump on board the standard j five-year contract has a lot to do ` with how Washington County Community Library Services allocates its share of tax dollars to its 10 library jurisdictions. "Sherwood would like to see a closer relationship between the way the money is taken out and the way the money comes back," said Ann Roseberry, Sherwood's library director. The Washington County Board of Commissioners can- Me celed a Dec. 16 discussion of a _C potential$48 million library levy ae because Sherwood hadn't signed the county agreement yet. The fagreement would last for the ! he same five years as the levy, ad although the two are independ- i R See LIBRARY, 20 TI CLt,-& Tivv, )ek."Lxa,vt 2-2-, 9- 4 After actual construction Citywmbdd schematics were drafted, the cost of the coffee bar increased to its current total: $90,943. eWget"The estimates change as you "'war s more information," Barnes explained. C® �� itsell In particular, the intricacies of b(Uthe plumbing and electrical com- I ponents and the inclusion of a $12,000 pastry case were cited by A vendor will be brought the general contractor as the pri- in to operate the facility, maty drivers of the increase.Both which now costs $90,000 were revealed by the preparation of the formal schematic. The new plan calls for the city By PATRICK SHERMAN to construct and install all of the Of the Times fixed assets necessary for the cof- fee bar. In addition to the afore- TIGARD—With construction mentioned pastry case, these also of the new Tigard Public Library include an under-counter refriger- well under way,the city has taken ator, an ice maker, dish washer, on the task of building the facili- the casework and mechanical sys- ty's coffee bar itse'l`f. The City tems. Council approved the change,and The proprietor will provide all its $90,000 price tag; at last of the remaining equipment nec-ii ! week's study session. essary to operate the coffee bar. "The coffee bar has always "Basically, everything you see been part of the formal plan,"said on top of the counter," said Library Director Margaret Barnes. Barnes. "It exists in response to This includes air pots and a feedback from the community, foam-churning cappuccino just like the larger children's area, machine, which can cost$10,000 the quiet spaces and the commu- nity meeting room" ®See COFFEE BAR,A3 The new step has become nec- essary after a yearlong search for a vendor willing to pay for the 119f 1 1111 I!1141191®10 0B II I®III required fixed assets failed. Neither a major national chain nor a local proprietor stepped forward to make the investment. "We did a request for proposal process, and there was no response," reported Barnes. " L ee, bar: C(_)%nstrUCti0JL.L we moved to having the city con-on- struct the coffee bar with the intention of bringing in a vendor." T p 71�lill be ��T� the budget Planning began with a detailed V V V V written description of the 250- square-foot coffee bar,to be locat- ®Continued from Al As an example, Barnes cited ed in the library's lobby.Based on or more. upgrades to the public meeting those preliminary notes, general "We believe that the hunt for a room, including a track lighting contractor Hoffman Construction vendor will go very well now, system and mounting rails that returned an estimate of$60,000. _ because the base foundation will will be used to display the work of already be in place,"said Barnes. local artists, none of which were In spite of the new expense included in the original plan. associated with the coffee bar,the "When we speak to the public, library construction remains on the coffee bar often comes up as a schedule and on budget. subject, which reaffirms this "We are able to construct it choice," said Barnes. "We have a within the existing budget really good construction team, because of how well things have and the city administration and been going on other parts of the City Council have been very project,"Barnes reported_ engaged and supportive" "We aren't compromising or sacrificing anything _else . to include this amenity." i Tigard Beylond Tomorrow Urban &,Public Services Direction Statement: i 2003Progress Summary Basic Urban Services(such as access to parks,recreational opportunities and libraries)are provided-to Tigard citizens through The building of a new library facility, approved by the voters in 2002', is,making steady progress; ahead of schedule and property taxes and fees for service. Citizens are charged for enhanced services on a cost-for-service basis. Expansion of'the within budget. The failure of the Washington County Library Levy(WCCLS) required a reduction in service hours and infrastructure necessary4o serve,growth-is paid-for by growth. In an effort to facilitate the most efficient delivery of basic urban tightening;of the materials budget. WCCLS is planning another Operational Levy for the May 18,2004 ballot. The use of services, partnerships with businesses, special interest groups, and other communities are encouraged. Citizens are educated citizen volunteers in the Library continues to serve as a helpful and productive supplement to the Library's regular staff. about basic urban services,and how to access and preserve the services. i Parks efforts include educational programs about wetlands and open spacesbeing presented routinely to elementary aged ` 7 children. The City has initiated a"slowdown"in parks improvement projects until'the City's financial situation improves. Only projects associated with grant funding are being completed. Pic`ni,shelter and playgrounds have been installed in Woodard Park along with improvements/restoration at Fanno Creek Park,Summeriake Park;Bonita Park and Cook Park. In water and storm water areas, Tigard cannot be an active partner, in,the.Bull Run Regional Water Initiative because Portland withdrew partnership offers to numerous entities. Tigard coritinues to work with the Washington County-based Joint Water Commission (JWC) to develop stronger partnerships there.`.A feasibility study was completed and Aquifer Storage-and Recovery(ASR)system for the water service area is financially attractive and will provide positive results in water capacity and quality. During 2004,there will be two new wells drilled. Conservation and reuse of water continumto { be>a strong message shared with school age children. Expansion of reclaimed water use at Cook Park was completed. Rebate programs are°underway for citizens conserving water in their hoiries. Visit'the-City's website for more-information l on the rebate programs'at www.ci.tigard.or.us. GOAL STRATEGY ACTION PLAN TIMELINE_ S PROGRESS DETAILS LIBRARY 1)Using general fund revenue,continue to provide basic ➢ Annual review acid update of the Library's Ongoing Annual review and updates occurred and plan-identified activities #1)Library will have a stable funding base services and programs effectively and efficiently. Long Range^Strategic Plan 5-Year Plan will were successfully implemented. Following are two of the target areas for the provision of basic services. occur. of focus in the Library's Strategic Plan: ➢ Implementation;of operational funding from Ongein May 2004 ➢ Current titles - to meet the needs for community residents.for WCCLS. information about popular culture and recreational experiences. ➢ Passage of the WCCLS Operational Levy May 18,2004 ➢ Life-long learning - to Help address the desire for self-directed Ipersonal growth and development oortunities 2)Identify alternative methods of funding to provide ➢ Apply for LSTA Grant. Spring 2983 2004 ➢ Investigating differenf;,grantopportunities. enhanced services and programs. ➢ Apply for grants for new library. Spring 2993!84 2004 ➢ Investigating corporate sponsorship to sponsor specific enhanced f programs and services. 3)Tigard Public Library Foundation takes lead in ➢ Tigard Public Library Foundation Ongein Spring 2004 ➢ `Bricks for Books" campaign runs from spring 2003 through developing alternative sources of funding. fundraising. 1 spring 2004. This project will end with the completion of the new library. ➢ Fundraising for new library. Ongoing ➢ Various fundraising efforts organized by the Tigard Public Library Foundation and Fnends,bf the Libra #2)A wide array of opportunities for life- 1) Expand overall use of the library's basic computer ➢ Libra will rovrde links on its web site to Jail 200203 These programs p Library p y- p grams are on hold until construction of the,new library is long learning are available in a variety of resources. free online tutorials for basic computer Fall 2004 completed since increased programming at the current library site is formats and,used by,the community. a) Increased Internet skills, not feasible with limited-space and staffing b) Increased word processing ➢ Continue to expand computer classes. Swig 2993 Fall 2004 c) Increase CD-Rom Educational use 2)Ask for patron suggestions regarding their interests in ➢ Establish patron advisory groups for specific Be�i�-n-�g'•ly,2082 ➢ Patron comment- and suggestion cards assist with collection q Library materials and programs. genres. Ongoin development. a) Continent cards b) Purchase suggestion cards a c) Annual survey .� ➢ Annual survey of patrons `*'„ neiz 2002 Ongoing ➢ Conducted annual survey in winter of 2003. Information/results ➢ Cityscape were posted on ihe.City webpage at that time and are on file at the ➢ In-house library The 2004'survey will be conducted in the winter of 2004. ➢ Webpage r Update Webpage Spraiw-2803 Ongoing i Webpage is regularly updated with program information. Urban & Public Services - continued 3)Increase the focus on outreach to the community. ➢ Increase cultural programs offered to the Sp^a 70 3 Fall 2004 New and increased programs are on hold until construction of new a) Partnerships with other agencies;CPAH,School community. library is completed. District,TAHPA. ➢ Continue joint programming with other agencies. Fall 2004 ➢ Broadcast story times and other programs on C^ri^ l"�^' TVTV. Fall 2004 #3)Adequate facilities are available for 1)Public participation in new library project. ➢ Provide information to citizens/voters about Ongoing efficient delivery of life-long learning library construction plan. programs and services for all ages. ➢ Continue public participation in New Library Project � b g bane 2093 Com ip eted Ground breaking ceremony held in May,2003. ➢ Construction of new Library. 2003/04 Ongoing ➢ New Library completed. Late Summer 2004 2)Community regularly updated on project. Update through: Ongoing Community updated on a regular basis through monthly articles in ➢ Diggin'the Dirt in Cityscape. Cityscape,weekly updates to the City's webpage and various displays ➢ Webpage. and presentations. ➢ Displays. ➢ Presentations to the community. ' ➢ City Council meetings. o - ➢ TVTV—CSF"Focus On Tigard". ➢ Hard Hat Report in Cityscape