02/14/2002 - Packet y
AGENDA
TIGARD LIBRARY BOARD
THURSDAY, FEBRUARY 14, 2002 - 7:00 P.M.
TIGARD PUBLIC LIBRARY—PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Braun
2. ROLL CALL: BRAUN CHAPMAN DIAMOND KASSON
LAWTON_(Alternate) SMITH_ THENELL
3. Approve Minutes of January 17,2002. Braun
4. Agenda Additions and Deletions. Braun
5. Call to the Public. Braun
6. Introduction of Sandra Thorne, Circulation Supervisor. Barnes
7. Introduction of Eva Calcagno,Manager Washington County Barnes
Cooperative Library Services.
8. Friends of the Library Report. Burgess
9. Monthly Report for January 2002. Barnes
10. Library Foundation. Diamond
11. New Tigard Library Construction Committee. Chapman
12. Board Communications. All
(Reports from Board members on community and citizen activities)
13. Other Business.
14. 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.
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TIGARD LIBRARY BOARD
MINUTES
January 17, 2002
Call to Order: 7:03 p.m., by Chair, Anne Braun.
Roll Call: Anne Braun, David Chapman, Marvin Diamond, Sue Kasson, Jeff Lawton,
Jane Smith and Jan Thenell (arrived at 7:30pm). Staff: Margaret Barnes
and Connie Martin.
Minutes: Kasson moved to approve and accept the minutes of December 13,
seconded by Diamond. Motion passed unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Patron Survey - Trish Stormont: Stormont asked the Board if they would be interested
in helping collect surveys that the library will be distributing to patrons from January 21 -
February 3. Several Board members signed up to assist with evening and weekend
shifts.
Reports: December Monthly Report: Director will mail the written report to the
Board the week of January 21. The December 14 Holiday Open House
featuring Harpist Ann Cullen was successful. Young Adult Librarian,
Wayne Grimm has resigned his position to accept a job with Conestoga
Middle School as their Media Specialist. The library has posted for the
position. Sr. Library Assistant, Katie Hagen has decided to retire as of
January 19 after 14 years of service. There will be a retirement gathering
on Wednesday, January 30 from 9-10:30 a.m. in the Puett Room. The
Cultural Passes Program has been quite popular with an eight percent
increase over last year. The library has also seen a 19 percent increase
in volunteerism. WCCLS and member libraries were visited by
representatives of Gaylord Information Services to give a presentation on
the latest Polaris release and give staff the opportunity to discuss any
problems and concerns. The next Polaris release is scheduled for
sometime in the Spring.
Friends of the Library Report: No report was given this month.
WCCLS Needs Analysis:
The Board received a copy of the latest draft for the proposed WCCLS Supplemental
Local Option Levy for library services. Barnes announced that several cities have
expressed concerns regarding the amount of the levy. Barnes also indicated that Eva
Calcagno, Manager of WCCLS will be present at the Board's February 14 meeting.
LDB/CLAS:
Discussed the WCCLS Needs Analysis and Local Option Levy as well as cities'
concerns.
Display/Exhibit Policy:
The Display/Exhibit Policy was brought back to the Board with. a change made to the
disclaimer statement. Library staff continues to work on guidelines on the display policy
for information that is made available to the public. Smith moved to accept the library's
Display/Exhibit Policy with the change made to the disclaimer statement, seconded by
Chapman. Motion passed unanimously.
Foundation:
Diamond mentioned the Foundation group is continuing its fundraising efforts. A raffle
drawing will take place near the election in May. The Foundation is in the process of
soliciting from vendors, restaurants and retailers for the grand prize to draw attention to
the services of the group. Diamond distributed a copy of the solicitation letter.
Sometime this Summer, the Foundation will organize a large fundraiser. Diamond also
mentioned again that the Board is welcome and encouraged to attend any of the
meetings of the Foundation. The meetings have changed to the second and fourth
Tuesdays of each month starting in February. The first meeting is at noon in Town Hall
and the second meeting is at 7:30 p.m. in the Puett Room for March, April and May.
New Tigard Library Construction Committee:
The Construction Committee met with City Council on December 18. At that meeting,
Council agreed on the option to purchase property for the proposed new library and
approved the placement of a $13 million bond measure on the May 21, 2002 ballot.
Barnes distributed the ballot measure wording and explanatory statement. Also
distributed was the Question of the Week and an article from the December 27 Tigard
Times. On January 26, the model will be at the Washington Square Mall and Board
members were asked if they would like to volunteer for that event. On February 12, the
Construction Committee will go to City Council to present a conceptual Site Master
Plan. On March 5 there will be a community meeting to obtain ideas and feedback from
citizens on the development of the Site Master Plan.
Board Communications:
Diamond explained a little about an experience he had with a young couple just before
the Board meeting began. He spoke to the couple about the proposed new library and
the opportunities a new library would bring to the community. He encouraged the Board
to find opportunities to create awareness about the new library.
Other Business:
• Barnes distributed a handout on public meeting laws from the League of Oregon
Cities titled Effective Meetings - A Workbook for City Officials.
• Braun mentioned that she had told a friend about the Cultural Passes Program.
Braun's friend talked to a staff member before the library was open and expressed
that the staff member was not pleasant on the phone.
• Lawton mentioned he had visited the Klamath Falls Public Library and that he found
the books to be fairly old; that they have not received funds for new materials.
Board briefly discussed.
Adjournment: It was moved by Kasson, and seconded by Thenell to adjourn the
meeting at 8:35 p.m. Motion passed unanimously.
Next meeting is scheduled for February 14, 2002.
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Services/p
DATE: February 11, 2002
SUBJECT: Library Monthly Report, January 2002
Personnel: Bob Cooper has been hired as a temporary librarian until the Young Adult
Librarian is hired. Bob is enthusiastic and is a wonderful addition to the Library staff.
Katie Hagen, who has worked for the library for 15 years, retired this month. A
celebration was held in her honor on January 30'. In Circulation, two new on-call
Library Assistants have been selected. Craig Carter is serving on the countywide
Circulation Policies and Procedures committee. Sandra Thorne is serving on the
countywide Holds Policies and Procedures committee. Several of the Circulation staff
attended the Find Tool Training for Polaris presented at WCCLS.
Reference Services: January statistics indicate that the reference staff conducted a
total of 5,385 service interactions with the public. These included 5,057 reference
questions, 154 directional questions, and 174 instances of assisting the public with
technical problems with computers. On the Tuesday following the Martin Luther King
holiday, the staff answered 307 questions (average on a Tuesday is 150-175).
Technical Services: In January 1,751 items were added to the collection. There were
566 bibliographic records added to the Polaris database, of these 11 were original
records. The average number of days for items to be cataloged and processed was 31,
compared to 27 in December. The average for fiction was 19 days, as compared to 17
in December. Non-fiction averaged 40 days, compared to 35 for November;
videorecordings 11, compared to 12 in December; books-on-tape and books-on-cd, 35
days, compared to 28 in December. Duplicate magazines continue to be a problem,
though the numbers did decrease compared to December.
Circulation: Total checkouts for January were 60,647. This checkout number is nearly
15% higher than January of 2001. The busiest day this month was Monday,
January 28 with 2,923 checkouts. The busiest day per hour was Sundays, with an
average of 344 items per hour checked out.
Web-based renewals totaled 448. Patrons are still learning about this service and
response has been positive. The self-check machine accounted for 4,420 items
checked out or, 7.29% of the total circulation this month.
Cultural Pass Program: January Cultural Pass use was 29. The two most popular
places to visit this month again were the Children's Museum and the Portland Art
Museum. We have a total of 218 people registered in the program, with five new
registrations this month. To date, total number of instances of the passes being used
since the program began in July of 2000 is 480.
New Library Construction Committee: Construction Committee members and staff
gave a number of presentations about the proposed new library to a variety of
organizations this month. Attendance at the PSO presentations has been small but the
audience has been appreciative of the information and supportive of the project. The
Committee also has placed the model on display at Little League sign-up and
Washington Square. Each of these outings provided Committee members the
opportunity to talk with community members about the proposed new library. Public
Works crews have placed signs on the proposed site. The Committee is also actively
publicizing the Community meeting for the site master plan. This meeting is scheduled
for March 5 at 7:00 p.m. in City Hall. Library staff working with TVCA staff have
developed a two-minute Public Service Announcement (PSA) promoting the community
meeting. This PSA is currently broadcasting on the NCA cable channels. Library staff
and NCA staff are also developing a twenty-minute video about the proposed new
library. This video is scheduled to broadcast in February.
Friday Night Music: This continues to be a popular well-attended event. Over 50
people squeezed into the Puett Room, on Friday January 11 to hear the music of
Innisfree. In February the music will be provided by Michael Stirling, who plays the
didjeridu, a musical instrument from Australia.
In-House Survey: Once again this year the library conducted an in-house survey
during January. The survey is an opportunity for our patrons to let us know what they
think of the services they receive at the library. This survey is similar to the one the
library conducted last year at this time.
In addition to this in-house survey, there will be a patron survey in the February issue of
Cityscape. A version of the survey will also be posted on the City Webpage for the
month of February. In this way, we hope to provide an opportunity for all citizens to
provide comment, even if they do not visit the library on a regular basis. The results of
the survey will also assist the library in the development of services and programs,
which continue to be responsive to our community. The results of the in-house survey
will be tabulated by mid-February. The results of the Cityscape and Web survey will be
available in early March.
Volunteers: The total volunteer hours this month is a 14.5% increase in donated hours
when compared to the total volunteer hours for January 2001. Trish disseminated the
City Internet and email policy to volunteers in a variety of places. She will also post a
notice in the volunteer newsletter to be distributed in early March. Trish continues to
coordinate Friday night music. She has been working with the staff from the Regional
Arts and Culture Council to plan the Friday night music program for the next couple of
months. This month she also coordinated four circulation volunteer training classes.
Volunteer Type Number Hours
Regular Volunteers 64 777.00
Youth Services 26 125.50
Local History 0 0.00
Adopt-a-Shelf 4 15.50
Library Board 7 10.00
Homework Center 3 9.50
Community Service 5 69.00
Friendly Visitors 8 15.50
New Library Construction 7 10.50
Late reported Dec, 2001 hrs 18 18.00
Total 142 1,050.5 = 6.1 FTE
WORK INDICATORS AANUARY 2002 JANUARY 200" JANUARY 2000
Circulation
Total (from WCCLS) 60,647 52,747* 50,306
.(4,420 self-check)
Days of Service 29 27 26
Average Daily Circulation 2,091 1,954* 1,935
Hours of Service 287.5 271.5 252
Materials
Circulated per Hour 211 194* 200
Increase in Circulation +15% +5% +16%
Materials Added 1,751 1,401 1,538
Materials Withdrawn 1,470 650 516
Borrowers Registered 356 371 212
Cultural Passes Program 276 (YTD) 109 N/A
29 (Month)
Adult Programs 137 69 57
(Number of sessions) (6) (10) (11)
Story Time 594 105 83
(Number of Sessions) (12) (7) (4)
Toddler Time 40 97 56
(Number of Sessions) (2) (6) (3)
Special Programs 381** 588** 632**
(Number of Sessions) (4) (15) (14)
Children's Computer 142 114 119
Word Processors 307 282 272
Internet Users 4,225 3,002 1,959
Typewriter Users 90 N/A N/A
Visitors
(Gate count divided by 2) 25,750 27,865 20,021
Increase in Visitors -8% 39% -15%
Fines/Fees Collected $5,905.44 $4,821.33 $4,674.60
Gifts Received $ 0.00 $ 0.00 $ 0.00
Does not include self-checkout figures.
*" Includes Preschool Fair.
Eva Calcagno
Washington County
Cooperative Library Services
WASHINGTON COUNTY
Cooperative
Library
Services
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Mission Statement
""Washington County Cooperative Library Services
exists as an agency of county government to
coordinate; contract for and/or provide a full
range of library and information services to all
residents of the county.
Libraries in Washington County work together to
share resources in a spirit of cooperation which
goes beyond local boundaries in order to
provide excellent countywide library service."
Cooperative Library Services l
Eva Calcagno
Two Key Points in Mission:
The County coordinates, contracts for
and/or provides...
Libraries work together in a spirit of
Cooperation which goes beyond local
boundaries...
History / Timeline...
1974-1975 grant to study, initiate library service
1976 First countywide property tax levy
approved
1996 12 public libraries with the addition of
Garden Home
1998 Rolled into County's permanent tax base
by Ballot Measures 47/50
2001 -- 25th Anniversary
Cooperative Library Services 2
Eva Calcagno
Structure
Governed by County Board of
Commissioners
County/City/Non-Profit Partnership
12 Public libraries + Books By Rail
Also includes cooperation with:
5 Academic libraries
20 High school libraries
10 Special libraries
Advisory Boards
Cooperative Library Advisory Board
(CLAB)
(8 cities, 2 non-profits, 1 West Slope)
Library Directors' Board
Professional Committees
Automation, Reference, Youth Services,
Publicity
Cooperative Library Services 3
Eva Calcagno
What does WCCLS do?
Primary funding source for Public Library
Service:
Inter-Governmental Agreement (IGA) to
distribute funds to library service providers
Amount currently increases at 6% annually
Formula determines distribution method
About 77% of WCCLS annual budget goes to
public libraries
What does WCCLS do? (cont...)
Provide Support to member libraries:
Daily Courier
Youth Services programs
"2nd Level" Reference, Interlibrary Borrowing
Automation and Internet (WILInet)
Cataloging coordination
Subscriptions to Electronic Databases
Publicity, Countywide promotions
4
Cooperative Library Services
Eva Calcagno
What does WCCLS do? (cont...)
Provide Direct Service to Special
Populations
Outreach service to individuals who cannot
get to a public library
4 Special Outreach efforts:Non-English
speaking residents, Jail Library, Outreach to
Children in Care
Administration of the West Slope Community
Library
What do Local Libraries do?
Provide & maintain library facilities
Jurisdictions may or may not supplement
WCCLS funding with local funds
Responsible for determining library staffing,
collections, programs, hours, etc.
Agree to comply with standards, policies, etc.
set by members
Cooperative Library Services 5
Eva Calcagno
What's happening in public
libraries?
Washington County Libraries are in a period of
dramatic growth
A There is a potential for additional library service
providers
h Libraries are addressing facility and capital
needs to meet current demands
Libraries are diversifying services and staffing
Capacity of central support services must ramp
up to keep pace with libraries
Where does WCCLS Funding
come from?
In FY2001-02:
82% comes from County General Fund
($10,588,758)
14% comes from WCCLS Reserve Fund
($117871784)
4% from Miscellaneous sources ($599,088
interest, grants, delinquent taxes, etc.)
Estimated $4 million Reserve Fund at. end of
FY01-02
Cooperative Library Services 6
Eva Calcagno
Funding since Ballot
Measures 47/50
WCCLS Serial levy was rolled into County
General Fund by 47/50 in 1998.
County and CLAB agreed on a five-year plan for
General Fund support combined with spending
of reserve funds to maintain countywide library
services
Goal was to reduce reserve to 10% of operating
costs by end of FY02-03
Future Funding?
Washington County is committed to on-going
General Fund support for library service
Board of Commissioners asked WCCLS to
conduct a needs analysis in 2001 to project
library funding needs through 2008
As a result of the needs analysis, CLAB is
currently discussing a potential local option levy
in 2002 to supplement GF support for the next
five years
Cooperative Library Services 7
Eva Calcagno
A Proposed levy would:
maintain the current level of countywide
library service by filling the gap in revenue
when reserve fund runs out (est. 34% of
revenue in FY03-04)
increase public library funding to address
current unmet needs
increase central services capacity to support
member libraries
include an amount of funding for arts and
Questions...
8
Cooperative Library Services
r
Monthly Report
February 2002
for
Tigard Library Board
1. Meeting was held on February 14, 2002.
2. Current activities: The Board continues to meet a different staff member at each meeting
to learn about their role within the library. The Board will also continue to play an active
role in the analysis of the WCCLS funding formula. WCCLS Director, Eva Calcagno
was present at this meeting to talk about the services each member library receives and
outlined the overall operation and purpose of WCCLS.
3. Status of long-term projects: The Board continues to play an important role in the efforts
for the proposed new library. On February 23, members of the Board were with the
model at Washington Square Mall and are scheduled to be at the mall again on April 27.
Also, members of the Library Board assisted the library in completing the 30-minute
video, "The Library: Past, Present and Future?" by giving testimony about the library.
This video was produced by TVCA, and is currently being broadcasted on the TVCA
channels. Board members will be present at the March 5 Site Master Plan Community
Meeting in hopes of receiving feedback from citizens on planning the area surrounding
the new library.
4. Number of volunteer hours contributed this month: The Library Board donated 14 hours
during the month of February.
5. Attachments (include notifications, sign-in sheets, minutes, reports, press releases,
proposals, etc.) - List:
1. Agenda for February 14 meeting
2. Draft copy of the February 2002 Board minutes
3. Copy of the February 2002 Monthly Report
4. Report from WCCLS Director, Eva Calcagno
6. Any items to be scheduled for on the Council tentative agenda: The annual joint meeting
of City Council and the Library Board is scheduled for March 19, 2002. The Board plans
to talk about programs and special collections.
7. Status of members — are there any members scheduled to have their terms expire in the
next four months? Are any members indicating that they plan to retire, move or resign
soon? Please give details.
Jane Smith's first term on the Library Board will expire on June 30,2002.
I:/Lib/Library Board/Monthly Reports/February 14,2002.doc