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02/10/2000 - Packet AGENDA T'IGARD LIBRARY BOARD THURSDAY, FEBRUARY 10, 2000 - , 7:00 P.M. TIGARD CITY HALL - RED ROCK CREEK CONFERENCE ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Chapman 2. ROLL CALL: BECK BRAUN CHAPMAN IRWIN_ KASSON TOLLIVER 3. Introductions. Chapman 4. Approve Minutes of January 13, 2000. Chapman 5. Agenda Additions & Deletions. Chapman 6. Call to the Public. Chapman 7. Monthly Report for January 2000. Walker 8. Friends of the Library Report. Burgess 9. CLAB/LDB Report. Walker 10. Library Construction Update. Chapman 11. Recruitment of New Library Director. Walker 12. Library Foundation Discussion. Chapman 13. Polaris Update. Walker 14. Board Communications. All (Reports from Board members on community and citizen activities) 15. Other Business. 16. Adjournment. TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL CONNIE MARTIN OR PAULA WALKER AT THE LIBRARY (684-6537), IF YOU ARE UNABLE TO ATTEND. Agenda.,items for future,-rrieetings�; _ •." TIGARD LIBRARY BOARD MINUTES January 13, 2000 Call to Order: 7:00 p.m., by Chair, David Chapman. Roll Call: Larry Beck, Anne Braun, David Chapman and Nancy Irwin. Staff: Paula Walker and Connie Martin. Guests- Bill Monahan, City Manager, and Liz Newton, Assistant to the City Manager. Introductions: Chapman introduced Bill Monahan, City Manager. Monahan will discuss the Library Expansion Update and the Library Director Recruitment process. Chapman received an e-mail from Lorin Hoklin resigning his position immediately as a Tigard Library Board member due to career obligations. Chapman expressed the Board's thanks and appreciation for Hoklin's dedication in serving the community and the Tigard Library Board. Liz Newton, Assistant to the City Manager, will discuss her role as part of the interim management team of the Library. Minutes: It was moved by Braun, and seconded by Beck to approve the minutes for December 9, 1999. Motion passed unanimously. Agenda Additions and Deletions: Relocate discussion of the Library Expansion Update and Library Director Recruitment after Call to the Public. Call to the Public- None. Library Expansion Update: City Manager Bill Monahan discussed the situation with the library director vacancy and the recent knowledge of the Mayor's illness. He indicated that- both. roles are driving forces in the decisions made by the Library Expansion Committee. After City Council met with the Budget Committee in December, it was decided to postpone any decisions regarding additional funding amounts. Some City Council members expressed concern about moving along with the selection of an architect without determining a final budget for the project. After meeting with the Budget Committee on January 18t , a decision on funding the library expansion is anticipated. The Library Expansion Committee will then meet to discuss the architect proposals and conduct architect interviews. Monahan encouraged Council to move forward with the library expansion project and hold off on other City spacing/funding needs. Recruitment of Library Director; The Director recruitment is moving right along. The position has been advertised locally and in national publications. The deadline to submit applications is February 14th. The City will conduct assessment center exercises March 16th with any necessary follow-up with candidates scheduled for March 17th. The City would like to have a new Library Director on staff by May 1 t. Beck left the meeting at 7.40 p.m. Meeting continued without a quorum. Reports: December Monthly Report: With the news of the Library Director's resignation, the majority of staff spent time setting up an interim management structure during the recruitment phase. A team management approach has been developed whereby several library staff will take on major projects and report to Liz Newton, who is acting as library facilitator until a director is hired. Reader's Services has hired four on-call reference librarians. Polaris release 1.4 was installed in December with minimal glitches. With the new release, staff can print patron receipts, print receipts for payments received, print slips for items on hold and patrons can print their items from the OPAC machines. Programming usually slows down in December due to the holidays, but this year a few programs were offered in addition to the regular programs. . The Mitten Tree was decorated with hats, scarves, gloves and mittens. A total of 70 items were donated to the Good.Neighbor Center. The "It's for the Birds" craft program demonstrated how kids could make bird feeders with pinecones and peanut butter. A total of 70 kids and adults attended. The Technical Services Division cataloged the entire Described Video collection. (These are videos with voice-over descriptions for blind and visually impaired people.) Friends of the Library Report: There was no meeting in January. CLAB/LDB Report: There were no meetings in January. Library Toundation Discussion: Chapman reported that although the concept is promising, not much has been . accomplished to set up a library foundation. Much more information is needed. Former Library Director, Melinda Sisson, had indicated some funds may be donated and waiting for a match to be set up with the Tigard Community Foundation. Board discussed briefly. Chapman suggested foundation bylaws would need to be established. Board will continue to discuss at its monthly meetings. Interim Management of the Library: Liz Newton, Assistant to the City Manager, will act as library facilitator until a new director is hired. Newton will be available to staff and conduct various meetings, but will not be involved in daily activities of the library. Several staff members have taken on extra duties. Reference Librarian Tony Greiner will act as staff liaison with the Library Expansion Committee, Circulation Manager Paula Walker will work with Human Resources to finalize the recruitment process for a new director and oversee the completion of the Library's 2000/01 budget. Various staff are involved with Polaris issues, Cataloging Librarian Sandy Birkner will oversee the Technical Services Division and Circulation Supervisor Linda Parker will oversee the daily operations of the library. Polaris Update: Libraries were upgraded to Polaris 1.4 software in December, experiencing a short period of stability and improved response time. Then in January reliability declined. WCCLS staff are working with Gaylord Information Systems (GIS) to determine how the system processes information and why reliability has decreased. WCCLS staff continues to encourage library staff to communicate when they experience any type of problems with the system. Library staff are receiving reports to clean up the database to clear out lost items in the system with the hopes of recovering costs for lost items. WCCLS and GIS are scheduling Release 1.5 sometime this Spring. Beta testing will begin in March. Contract negotiations are moving slowly. WCCLS headquarters will relocate to Hillsboro in February. Board Communications: • Irwin complimented the Circulation staff on their patience in .dealing with her record requests. Walker responded to past requests: • A question was raised regarding library staff calling patrons when items become overdue on a patron's record. Walker reported that library staff are unable to contact patrons due to the lack of staff time needed to call every patron with overdue materials. • There was a question regarding the timing of overdue notices. Walker responded that once items become overdue, WCCLS generates an overdue notice 10 days after the due date and then again 30 days after that. Other Business: None. The Library Board viewed the American Library Association video "America's Libraries Change Lives." Adjournment: It was moved by consensus (no quorum) to adjourn the meeting at 8:40 p.m. r• MEMORANDUM TO: Bill Monahan, City Manager FROM: Paula M. Walker, Circulation Man e DATE: February 10, 2000 SUBJECT: Library Monthly Report, January 2000 Circulation: January was the first month during which we were actually able to see comparable statistics on Polaris. It was notable in many ways. The substantial drops in circulation recorded by Polaris over the past year raised skepticism among staff at many libraries. Our perception of busy-ness in the library did not seem to coincide with Polaris math. We have asked Gaylord for explanations, but no concrete solution was forthcoming. So, when January 2000 statistics showed a' 16 percent increase over January 1999 (50,306 to 43,293), it seemed to confirm our impressions of a continued growth trend. January 2000 statistics also marked the first time under Polaris that we exceeded 50,000 cires. Note: These are revised figures from my initial email. The first set of figures did not include January 31St, which was a big day for us. It was also heartening to see that our cires grew substantially despite the fact that Polaris was down a great deal during January. We had speculated that we were losing statistics while we were off-line. Office Reconfiguration: Part 1 of our three-part furniture move took place in January. Parts 2'and 3 are expected to take place in early February. The two "backroom" moves are attempts to eke out more space for staff in our confined areas. The third part is to provide more services to patrons in the Electronic Resources Center. The configuration will allow patrons additional Internet access and more flexibility on the amount of time they may have to complete their research projects. Network Services: With Liz's expert facilitation skills, Library staff have been working with Network Services to determine how best to maximize the use of both Network Services staff and the Library's Microcomputer Support Assistant without an Information Systems Specialist in the Library. Tina has worked with Network Services to determine the library's computer needs in the upcoming fiscal year. We hope that this growing relationship will continue to improve. Personnel: Four new on-call librarians were hired and trained for the Reference Desk. Flu and other wintertime illnesses hit the Circulation staff hard. We were short-staffed for several days of the month because of it. Programs: A total of 511 children and 119 adults participated in children's programs or activities. The 91h Annual Preschool Fair drew 275 participants and representatives from 17 pre-schools. Young Adult programs drew 141 participants. The most popular YA program in January was the Austin Powers movie night, which attracted 56 viewers. Marin and Kate both participated in a WCCLS panel discussion, on book discussion groups. The adult book discussion group in January featured author Robin Cody as the group discussed his coming-of-age novel Ricochet River. Eighteen people attended. Polaris: Polaris has not entered the 21St century in the best of spirits. It has been taking too much time off and sleeping on the .job. Frequent downtimes and sluggish response times rekindled old frustrations. This is a shame because the December release of 1.4 created enthusiasm among staff and worked well most of the month. We continue to experience intermittent problems with offline circulation transactions. These files will occasionally "disappear" and be unavailable to upload. We did reload the offline software. and WCCLS' instruction and hope that it has corrected the problem. When we are unable to use offline, it causes quite a back-up in both our check-in and check-out functions. Technical Services: Amy has set an April 17th cut-off date for all orders for FY 99-00. Sandy Birkner, who has been thrust into a supervisory role during this interim period, has taken on the additional duties with aplomb. Her technical knowledge of professional cataloging has provided Tigard with much-needed skills. Training existing staff.in professional cataloging is a top priority for her. Hiring a temporary Library Assistant will help relieve Tech. Services staff of some clerical duties, so that they can focus on cataloging, thus reducing some of the ever-present backlog. Collection Development: Assessment of the collection continues. Mara reports some interesting discoveries: "Tigard does not own books on Experimental Medicine, and notwithstanding our large senior citizen patronage, we only own two.books on geriatric medicine... We also'found that our overall medical collection is very good, with 80 percent of books published in the 1990s, and the median age for the collection is 1996." Patron Comments: We received one patron comment card in January. See attached. Volunteers: The Volunteer Coordinator and Circulation have worked together to develop a "buddy system" to ensure adequate training and help volunteers feel more welcome. The Adopt-A-Shelf program has been rejuvenated. Four new volunteers have been recruited to tend some of the most distressed areas of the library. Trish has developed a one-on-one training format for Friendly Visitors, which .she hopes will allow more Friendly Visitor volunteers to begin more frequently throughout the year. New Year's thank you bookmarks were sent to all active volunteers in January. Two new families have signed up to volunteer together. Trish is encouraging family volunteerism as a way to introduce young.people under 12 to community service and to help the Library keep up with shelving the Picture Book Collection. Volunteer Type Number Hours Regular Volunteers 74 616.00 Youth Services 18 132.00 Local History 4 19.00 Adopt-a-Shelf 2 5.50 Library Board 4 14.00 Community Service 2 38.00 Friendly Visitors 2 4.00 Homework Center 5 25.00 Teen Idea Group 5 5.00 Total 116 858.50 = 5.0 FTE WORK INDICATORS JANUARY 2000 JANUARY 1999 JANUARY 1998 Circulation Total (from WCCLS) 50,306 43,293 55,734 Adult Materials * 27,232 Juvenile Materials * 28,502 Total 50,306 43,293 55,734 Days of Service J 26 25.5 27 Average Daily Circulation 1,935 1,698 2,064 Hours of Service 252 249 264 Materials Circulated per Hour 200 174 211 Increase in Circulation 9.7% Materials Added 1,538 1,154 1,456 Withdrawn 516 169 1,052 Borrowers Registered 212 * 423 Adult Programs 57 107 53 (Number of sessions) (11) (34) (11) Story Time 83 181 490 (Number of Sessions) (4) (8) (17) Toddler Time 56 248 167 (Number of Sessions) (3) (11) (8) Special Programs 632** 733** 240 (Number of Sessions) (14) (31) (6) Children's Computer 119 68 N/A Word Processors 272 199 N/A Internet Users 1,959 1,570 860 Visitors (Gate count divided by 2) 20,021 23,428 20,841 Increase in Visitors -15% 8.06% 5% Fines/Fees Collected $4,674.60 $1,500.25 $5,619.27 Gifts Received $ 0.00 $ 11.00 $ 0.00 * No statistical report from WCCLS was generated. `* This includes Preschool Fair. Mk n ,^V Patron Comment Card Tigard Public Library Did you find what you're looking for? If no, please explain in detail. n..F..r & i_,F.>.LS it .3C'.r .3 C;r r.,r. t How can we serve you better? ��...{,�x,.0!'4 '�`t,-'c. s'- •'� s .::�' ,..:,, r-�;� Thank You! Additional Comments Encouraged! (use back if needed) (optional) Name: r, ",'`..A Phone#: Please check if you wish a reply. t '