02/08/2001 - Packet AGENDA
TIGARD LIBRARY BOAR
THURSDAY, FEBRUARY 8, 2001 - /"100 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 January 11, 2001. Braun
4. Agenda Additions and Deletions. Braun
5. Call to the Public. Braun
6. Introduction of Trish Stormont, Volunteer Coordinator. Barnes
7. Monthly Report for January 2 00 1. Barnes
8. Friends of the Library Report. Burgess
9. CLAB/LDB Report. Barnes
10. Library Construction Committee. Chapman
11. Library Foundation. Beck
12. Polaris. Barnes
13. Tigard Beyond Tomorrow. Braun
14. Lono Range Plan. Barnes
15. Joint Meeting with City Council (March 20, 2001). Braun/Barnes
16. Board Communications. All
(Reports from Board members on community and citizen activities)
17. Other Business.
18. 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.
Agenda items for future meetings:
TIGARD LIBRARY BOARD
MINUTES
January 11, 2001
Call to Order: 7:00 p.m., by Chair, Anne Braun.
Roll Call: Larry Beck, Anne Braun, David Chapman, Marvin Diamond, Nancy Irwin,
Sue Kasson and Jane Smith. Staff: Margaret Barnes and Connie Martin.
Minutes: Board discussed minutes. Chapman would like added to the minutes that
several Board members expressed interest in volunteering for the Dr. Suess
Read Across America festivities. It was then moved by Beck, and seconded
by Chapman to approve the minutes of December 14, 2000 as corrected.
Motion passed unanimously.
Agenda Additions and Deletions: Chapman suggested deleting item number 12 on the
agenda, Library Construction Committee report, as a meeting was not held.
Call to the Public: None.
Introduction of Craig Carter, Circulation Supervisor:
Each month, at the Board's request, a member of the library staff will be present to
discuss their area of operation. This month Barnes introduced Craig Carter, one of the
Library's Circulation Supervisors. Craig mentioned that he is excited about the new
library planning process, the Long-Range Planning process just completed and has
appreciated the energy of the new director and the great group of staff working in the
Circulation department and the rest of the library. He noted, that in his job, everyday is
an adventure. Braun asked what is most challenging besides the day to day operations
of the circulation area. Craig mentioned that the high standard of service that needs to
be delivered each day.
Reports: December Monthly Report: The new photocopy machine is working out
very well. It seems patrons appreciate its reliability especially since tax
time is here. Board discussed briefly the Cultural Passes Program. They
agreed that adding the usage of this program to the Director's Monthly
Report statistical page would be useful information to include. A number
of staff met with Rich Brooks of BML Architects and consultant Cynthia
Ripley.- to review comments and changes recommended by staff to be
incorporated into the programming document. The programming
document provides a lay out of service areas and working diagrams. The
next meeting of the New Tigard Library Construction Committee is
scheduled for February 12. At this meeting, Rich Brooks will give a
presentation on the relationship of the programming document to the
preliminary sites. After reviewing site and programming information, a
short list of sites will be presented to City Council for their consideration.
Library staff is in the process of reconfiguring some of the office spaces.
This transformation will take place at the end of January. The Library has
started the survey process to effectively measure its services. A similar
survey has been distributed to other agencies, and in February, a survey
will be included in the Cityscape. Many staff and volunteers will be
assisting with this process. Irwin asked if stored library materials will be
available for checkout. Director indicated that once materials have gone
to storage status, they will most likely not be available for checkout and
that these items are being kept waiting for space in a new facility. It was
noted that only those materials that are available throughout the WCCLS
system would go into storage. If the Tigard Library was the only holder of
an item, it would not go to storage.
Library Foundation:
Director and Beck reviewed the document given to the Board by Attorney Greg Newton
at the December meeting. Beck will then review the filing document with Attorney Greg
Newton. Once the final filing document is ready, Board will review and will move
forward with applying for an ID number and 501.C3 status. The Friends have offered to
pay the filing fee to the state.
Friends of the Library Report: No report was given this month.
CLAB/LDB Report: CLAB did not meet in December.
At the LDB meeting, the Directors discussed WCCLS' Public Information
Campaign details. WCCLS has a new logo and it was present on the
latest newsletter that was mailed to homes throughout Washington
County. Promotional bags are also available at all libraries. The
Information Campaign will run through May 25, just in time for WCCLS'
25th Anniversary celebration to begin. Directors are discussing the
activities of the day. There was discussion of offering a one-time fine-free
day for current existing overdue fines. Barnes asked the Board what their
thoughts were on offering a fine-free day. After discussion, Chapman
mentioned that there could be some confusion on details o?which fines to
be waived and suggested that guidelines be in writing to make it easier for
Circulation staff to follow without guess work. Beck proposed the Board
move to endorse the proposal of having a fine-free day on May 25, 2001
for currently checked out items being returned on May 25, 2001, seconded
by Irwin. Motion passed unanimously.
The Dr. Suess Read Across America day is set for March 2, from 1-3pm.
Director asked if one to two board members would be interested in
reading to children that day. There was interest and Director will provide
further details.
Polaris:
It will be February before the 1.5 upgrade will be released to the public. Gaylord and
WCCLS staff continue to resolve issues with the public side of the OPACs. The testing
of the staff side of the OPACs is completed.
Oregon Library Association Public Library Standards:
As requested by the Board, Director compared Tigard Public Library with the Oregon
Library Association Public Library Standards. The breakdown is as follows:
Category Standards
A. Governence Adequate
B. Access Adequate
C. Staff Threshold/Adequate
D. Materials & Services Threshold/Adequate
E. Technology Threshold
F. Community Involvement Threshold
G. Facilities Threshold
The Oregon Library Association Public Library Standards are used as a benchmark tool
at the local level to compare with like libraries.
Board Communications:
• Irwin brought up the idea of a family link card in which every family member could
use the same card. Board discussed.
• Braun mentioned that she had visited the new Beaverton Public Library stating that it
is a wonderful library, but it lacks color and warmth. She mentioned to the Director
that when the Construction Committee is reviewing interiors, to take into
consideration the use of color throughout.
• Chapman indicated, in response to Nancy's family card, Senate Bill 27 has been
established to provide parents of children under the age of 18 access to information,
not usually made known. Chapman reminded Board members that as Board
members, their role is also as advocates and to be speaking with City Council and
the legislature. Barnes interjected saying that the passing of this bill could put the
library and staff irl an awkward position by assuming the parental/censor role.
Other Business: None.
Adjournment: It was moved by Smith, and seconded by Kasson to adjourn the meeting
at 8:40 p.m. Motion passed unanimously.
Next meeting is scheduled for February 8, 2001
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Services
DATE: February 5, 2001
SUBJECT: Library Monthly Report, January 2001
Personnel: The Circulation Division interviews were conducted for three part-time
Library Assistant positions. Between existing staff and the new hires we will have staff
who speak Chinese, Russian, Spanish and French. We also have completed
interviews for on-call staff in Circulation and on-call Reference Librarians. Beginning in
February we will have a complete on-call pool in each of these areas. We also posted
for a Division Manager for Readers Services. Teresa Laubach, Youth Services
Specialist has tendered her resignation. Her last day at the Library will be Friday,
March 2"d. Teresa has accepted a position at the Cedar Mill Library. Teresa will be
missed and we wish her all the best in her new position. Sandra Birkner has been
reclassified to Technical services Specialist. She will be responsible for the
management and supervision of the day to day operations in that area of the Library.
Training: In January the supervisors and managers in the Library participated in a
citywide training on the performance appraisal process. The Circulation Supervisors
and two of the Readers Services Specialists all attended a one-day seminar on "How to
Supervise People." The Circulation staff has developed a plan to conduct training for
check-in and shelving on a regular basis for new staff and volunteers. A number of
staff in both Circulation and Readers Services went to WCCLS to train on the new
Polaris release, which is scheduled to be installed the week of February 5'h.
Polaris: Downtime to install the new release is scheduled for February 6th through
February 9th. Network Services staff is scheduled to load the necessary upgrades on all
library computers beginning the morning of the 6th. With the new release the screen
display for the OPAC will look different as will the initial screen display for the public
Internet computers. Weare scheduling classes to assist patrons in searching on the
OPACs. We will also have volunteers at the OPACS to assist people with the new
method of searching. During the downtime both the Circulation staff and Reference
staff will face the challenge of providing service to our patrons without access to the
system. The staff has been through this before and has developed a number of
creative ways to overcome this absence of access. Once the installation is complete
there will be a massive amount of books to shelve and data to dump back into the
system.
Construction Committee/BML Architects: A number of staff had the opportunity to
meet with Rich Brooks from BML and Cynthia Ripley from Ripley Architects on
January 9`h. This meeting was devoted to reviewing a draft of the program document,
discussing the different services the Library provides and recommending how different
areas of the Library are adjacent to each other. The architects are currently using the
programming information to develop a variety of designs for the preliminary sites the
Construction Committee reviewed at their December 11 th meeting. The Committee will
be meeting on February 12`h to begin the review process of the programming and site
information. The current target size of the building is between 46,000 and 47,000 sq. ft.
Effectiveness Measures/Surveys: During the month, the Library conducted a survey
of library services. Many volunteers and staff assisted in this process. As patrons
entered the Library they were invited to take a moment and complete a brief survey
about library services. The Library, with assistance from City staff, also conducted an
external survey targeting specific areas and organizations within the community. To
date, the Library has counted over 1,200 in-house surveys. One question on the
survey concerned the open hours of operation. So far, additional hours for Friday
evenings or Sunday morning have been the most popular. The remainder of the in-
house surveys and the external surveys still need to be tabulated. Also, in the February
CityScape there is a copy of the survey. We plan to have final numbers for the in-
house/external survey by mid-February and the CityScape survey by early March.
Reference Desk: January statistics show that the Reference staff conducted a total of
3,859 interactions with the public, which included 3,287 reference questions, 210
directional/informational questions and 362 instances of assisting the public on the
computers.
Office Reconfiguration: The reconfiguration of the offices is now complete. Staff from
Public Works and Network Services assisted greatly in the switching of the offices.
Everyone now has a desk and phones and computers that work. Without the
assistance from the other City departments this would have been a very difficult project
to complete. Each office will now have a networked printer for staff to access. The
staff took the lack of computers and office space all in stride. Technical Services was
really great about sharing their computers with the displaced staff. Everyone is now
busy settling in to their new office spaces. Linda Parker coordinated this project and
was instrumental in insuring the relatively smooth implementation and completion of it.
Internet Classes &Basic Computer Classes: The weekly Internet classes remain
very popular with the public. We are also offering Internet classes on Saturday
mornings. Beginning in February, the Library will also begin to offer a basic computer
class. This class is a direct response to patron requests for basic computer instruction.
The class will be on Saturday mornings in the Puett Room. The public response for
these classes has been so high that the Library will also plan to offer these classes in
March. The basic computer classes will be conducted by volunteers and will cover, for
example, basic file maintenance and the. operation of a mouse. These classes are
being offered on a trial basis. We will be evaluating them at the end of this trial period.
Trish Stormont and Kathy Smith have been spearheading this project.
Circulation: In January there was an increase in checkouts and patron registrations.
Checkouts increased by 4.85% from January 2000 and registrations by 6.92%. The
highest checkout day was Monday, January 29th with 2,643 checkouts.
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.
ChildrenNouth Programs: Using the Ready to Read grant monies, Teresa Laubach
has organized a series of workshops on parenting. With assistance from Terri Smith,
an informational brochure promoting these workshops has been distributed throughout
the community. These workshops, which are on a variety of topics, are scheduled
throughout the spring. Wayne Grimm, our Young Adult Librarian has been establishing
connections at both the High School and the two Middle Schools.
Storage of Library Materials: Recognizing the shortage of space, the Library has
begun the process of evaluating the collection to determine what items may be placed
in long term storage until a new facility is constructed. Mara Sani, with input from other
staff members in Readers Services, has developed guidelines for this project. Once
completed these guidelines will be incorporated into the Collection Development
Manual. By placing items in storage, the Library will be able to insure the length and
depth of the collection once the new facility is completed.
Volunteers: Trish has developed the framework for the VolunteerWorks database.
This program has many different capabilities and will greatly assist the Library. Trish
has recruited a new video repair volunteer. Bill Haglund, our current volunteer is 85
years old and is ready to share his knowledge with the new volunteer. Trish has 13
volunteers eagerly awaiting a call to come in and be a WILlnet guide after the
installation of the new release is complete. We are hoping to find more people to
volunteer for the Friendly Visitor program. We currently have a waiting list of patrons
who are waiting for this service. Trish will be the staff member this month to attend the
Library Board meeting.
Volunteer Type Number Hours
Regular Volunteers 81 707.50
Youth Services 27 95.00
Local History 1 6.00
Adopt-a-Shelf 6 16.50
Library Board 7 10.50
Community Service 4 24.00
Friendly Visitors 4 8.00
New Library Construction 0 0.00
Homework Center 8 41.50
Total 138 909.00 = 5.2 FTE
1
VVUKK INUIUA I UK5 JANUAKY 2UU1 JANUAKY 2000 JANUAKY 1 yyy
Circulation
Total (from WCCLS) 52,747*** 50,;, 43,293
Adult Materials
Juvenile Materials
Total 52,747*** 50,306 43,293
Days of Service 27 26 25.5
Average Daily Circulation 1,954*** 1,935 1,698
Hours of Service 271.5 252 249
Materials
Circulated per Hour 194*** 200 174
Increase in Circulation 5% 16%
Materials
Added 1,401 1,538 1,154
Withdrawn 650 516 169
Borrowers Registered 371 212
Cultural Passes Program 109 N/A N/A
Adult Programs 69 57 107
(Number of sessions) (10) (11) (34)
Story Time 105 83 181
(Number of Sessions) (7) (4) (8)
Toddler Time 97 56 248
(Number of Sessions) (6) (3) (11)
Special Programs 588** 632** 733**
(Number of Sessions) (15) (14) (31)
Children's Computer 114 119 68
Word Processors 282 272 199
Internet Users 3,002 1,959 1,570
Visitors
(Gate count divided by 2) 27,865 20,021 23,428
Increase in Visitors 39% -15% 8.06%
Fines/Fees Collected $4,821.33 $4,674.60 $1,500.25
Gifts Received $ 0.00 $ 0.00 $ 11.00
No statistical report from WCCLS was generated. This includes Preschool Fair.
"' Does not include self-checkout figures.
ARTICLES OF INCORPORATION
Tigard Public Library Foundation
Article 1: The name of the corporation is Tigard Public Library Foundation.
Article 2: The corporation is organized as a public benefit corporation.
Article 3: The address of the initial registered office of the corporation is
13125 SW Hall Blvd., Tigard, Oregon 97223.
Article 4: The name and address of the incorporator and registered agent is
Marvin Diamond, 13125 SW Hall Blvd., Tigard, Oregon 97223.
Article 5: The address which the Division may use for mailing notices is
13125 SW Hall Blvd., Tigard, Oregon 97223.
Article 6: The corporation will not have members.
Article 7: The corporation is organized as a nonprofit corporation. No part of
the net earnings of the corporation shall inure to the benefit or be
distributable to its directors, officers, or other private persons,
except that the corporation shall be authorized and empowered to
pay reasonable compensation for services rendered and to make
payments and distributions in furtherance of the lawful purposes of
the corporation.
Article 8: This organization is organized exclusively for charitable and
educational purposes within the meaning of Section 501(c)(3) of the
Internal Revenue Code of 1986, as amended. Notwithstanding any
other provision of law or of these Articles, the corporation shall not
carry on any activities not permitted to be carried on by a
Articles of Incorporation - 1
corporation exempt from Federal income tax under Section
501(c)(3) of said Internal Revenue Code, as amended, or by a
corporation contributions to which are deductible under Section
170(c)(2) of said Internal Revenue Code, as amended.
Article 9: Upon the winding up and dissolution of the corporation, and after
paying or making provision for the payment of all of the liabilities of
the corporation, all of the remaining assets of the corporation shall
be distributed to an organization or organizations organized and
operated exclusively for charitable, educational, religious or
scientific purposes as shall at the time qualify as an exempt
organization or organizations under Section 501(c)(3) of the
Internal Revenue Code of 1986, as amended.
I, the undersigned incorporator, declare under penalties of perjury that I have
examined the foregoing and, to the best of my knowledge and belief, it is true,
correct and complete.
DATED: , 2001
Marvin Diamond
INCORPORATOR
1
Person to contact about this filing: Gregory C. Newton
503-697-7272
Articles of Incorporation - 2