04/12/2001 - Packet AGENDA
TIGARD LIBRARY BOAh-
II TtiJRSDAY, APRIL 12, 2001 - 7:60 P.M.
�IGARD PUBLIC LIBRARY—PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Braun
2. ROLL CALL: BECK_✓ BRAUN '� CHAPMAN DIAMOND_✓
IRWrN ✓ KASSON ✓ SMITH ✓
3. Approve Minutes of March 8, 2001. Braun
4. Agenda Additions and Deletions. Braun
5. Call to the Public. Braun
6. Introduction of Kathy Smith, Readers Services Adult Specialist. Barnes
7. Monthly Report for March 2001. Barnes
8. CLAB/LDB Report. Barnes
9. Library Foundation. Diamond
10. New Library Construction Committee. hapman ate'
11. WCCLS Formula. Barnes
12. WCCLS 25 h Anniversary. Barnes
13. Board Communications. Braun
(Reports from Board members on community and citizen activities)
14. Other Business.
15. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL MARGARET
BARNES AT THE LIBRARY(503-684-6537), IF YOU ARE UNABLE TO ATTEND.
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Tigard Library Board
Minutes
March 8, 2001
Call to Order: 7:01 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 Carly Ingvalson.
Minutes: Moved by Chapman and seconded by Beck to approve minutes of
February 8, 2001. Motion approved unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Introduction of Carly Ingvalson, Circulation Assistant:
This month Barnes introduced Carly Ingvalson. Carly has worked at circulation for one and one
half years. She discussed her regular job duties: checking out items, placing holds, and
collecting fines, among others. Carly also discussed her additional duties, such as co-editing
the "Shelf-Life" section of Cityscape and processing damaged returned items.
Reports: February Monthly Report: The Polaris 1.5 upgrade went well. WCCLS and
Gaylord responded immediately to a problem with the server. The public has
reacted positively to the new look of the OPACs. Response time is improved. The
vacant Youth Services Specialist position has been posted. Cheryl Silverblatt is
the newly hired Readers Services Division Manager and begins April 9.
Community survey responses have been posted and the replies have been
positive. 2600 people responded. Friday evening was the most popular choice for
extended hours. Read Across Americas was a great success; the Mayor was
pictured in the Tigard Times reading to children.
CLAB/LDB Report: The CLAB meeting reviewed the reimbursement formula. A
Washington County administrator discussed "Vision West," a long-range plan
concerning county wide community organizing. The LDB meeting also discussed
the components of the reimbursement formula.
Library Foundation:
Beck produced a packet containing a draft of the Bylaws and a draft of the Articles of
Incorporation. The $40.00 state filing fee and $500.00 federal filing fee will be paid by FOL.
Braun will send a thank-you letter to the attorney, Greg Newton.
Friends of the Library Report:
A thank-you letter will be sent to FOL for funding the Library Foundation filing fees.
a
New Library Construction Committee:
Chapman reported that the committee has narrowed the prospective sites down to three. There
was discussion concerning how to best present this information at the April 17 workshop
meeting with City Council. It was suggested that nine months is necessary to inform the Tigard
community about the need for a new library. A bond measure may possibly be placed on the
May or November 2002 ballot.
WCCLS Formula:
Barnes provided the Board with the Public Library Services Agreement Summary discussing the
Funding Formula through which WCCLS distributes money to public libraries. The Board found
this packet helpful in understanding why Tigard Library will receive less money in the '01-'02
fiscal years. In the current formula, circulation makes up 92% of the reimbursement criteria.
Both the CLAB and the LDB are beginning to discuss the criteria to be used in the next funding
formula. Possible new criteria to be included in the future formula are public Internet use and
gate count. Braun mentioned that "good library service" is vague and difficult to measure.
Barnes responded that "good library service" includes money put into the collection, adding
items, and hours open.
Joint Meeting with City Council:
This meeting is set for March 20, 2001 at 6:30 p.m. The board will meet first in the Puett Room
at 6:00 p.m. The Board formulized an action plan for the upcoming meeting. It was agreed that
Braun will open the meeting and will discuss the library's long range plan and the volunteer
program. Kasson will talk next about library programs, highlighting children's and outreach
programs. Beck will next discuss Polaris and the library's electronic resources. Smith will then
talk about the community surveys highlighting the interest in extended hours. Chapman next
will discuss the new library construction, which segues into talk of the Library Foundation by
Beck and Diamond. Beck will close. Each person is allowed from three to five minutes per
presentation.
Board Communications:
• Diamond wished George Burgess a safe trip to the Holy Land.
• Braun suggested congratulating Connie Martin on the February 25 birth of her son, Garrett.
Braun offered to make him a baby blanket. The Board will buy a children's book and donate
it to the library in celebration of Garrett.
Other Business: None
Adjournment:
Irwin moved and Beck seconded to adjourn the meeting at 9:08 p.m. Motion passed
unanimously.
Next meeting is scheduled for April 12, 2001.
1:ViM-onnie103-2001 library board minutes.doc
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Services,_
DATE: April 9, 2001
SUBJECT: Library Monthly Report, March 2001
Personnel: Cheryl Silverblatt, the new Readers Services Division Manager is
starting this week. We will be interviewing for the Readers Services Youth
Specialist position in April. Within the Circulation Department interviews were
conducted for a part-time position and Teri Mayes has been selected for this
position. Interviews were also conducted for a temporary position and Oakes
Snider, a young man who also works at Beaverton Library, has been selected for
this position. All areas of the library have been involved in the completion of
individual performance reviews. Craig Carter will be representing the library on
the WCCLS Circulation Procedures committee. Sandra Thorne represents the
library on the WCCLS Holds Policies and Procedures committee.
Training: Many of the staff of the library had the opportunity to attend the
Oregon Library Association conference which, was held at Seaside at the end of
March. The staff attended many different sessions on a variety of topics. Kate
Miller was a presenter at the book review session at the conference. Several new
staff members attended the Citywide training on "Violence in the Workplace."
Polaris: The good news about Polaris is the move to the "public side" of the
network for the workstations in Technical Services. This move has had a
noticeably positive effect on the cataloging time. The workstation at the
Information Desk has also been moved to the "public side" of the network. Given
the continued slow response time on the "private side" and the recent loss of
"packets" on the AT&T line the Circulation Department is investigating the
possibility of a dual system similar to Technical Services. With the recent
assistance JT from WCCLS provided us we have resolved the placing of holds
problems at the OPACS.
Circulation Desk and Internet Workstations Reconfiguration: By mid-April
we plan to have the reconfiguration of the circulation desk completed. This
reconfiguration should increase the efficiency of this work area. At the same time
we will be changing the wiring of four of the public Internet workstations.
New Tigard Library Construction Committee: The Committee met once this
month with Rich Brooks from BML Architects. The Committee continued to
review and discuss the different potential sites for a new library. The consultant,
Cynthia Ripley, is meeting with the Committee on April 9 to discuss the "Building
Program Report." The Committee also discussed their meeting with the City
Council. This meeting is scheduled for Vondayf April 17. At this meeting the
Committee will give a preliminary report to Council onthe-work of the Committee.
Community Survey of Library Services: The Administrative staff of the library has
begun the review of the written comments the library received during the recently
conducted community survey. The Administrative staff is also developing a
strategy to implement extended hours on Friday evenings. The plan is to begin
extended hours on Friday evenings on a trial basis this summer. This is a direct
response to the requests received from the survey for additional hours on Friday
evenings.
Reference Desk: March statistics show that the reference staff conducted a
total of 3,601 interactions with the public. These included 2,990 reference
questions, 245 directional/informational questions and 366 instances of assisting
the public on the computers.
Technical Services: For this month 1832 items were added to the collection,
including 163 donated items. 705 bibliographic records were added to Polaris.
The average number of days for items to be cataloged and processed was 348.
This is a dramatic improvement over the February average, which was 53. With
the heavy ordering of materials, which took place in March, the average number
of days for cataloging in April may increase.
Collection Development: The selectors are working with a number of reports to
improve various areas of the collection. The Biography section is currently under
review. The Science Fiction section was recently evaluated and weeded to
improve public access to this area. The assessment of items within the collection
to send to storage continues to be a challenge. We are developing a reporting
and tracking system to be able to effectively manage the portions of the
collection that are placed in storage until there is a new library.
Donation Procedures: The Circulation Department is now in charge of the
initial processing of donations. Craig Carter and Anna Foucek are two of the
staff members who have volunteered to take on this responsibility. It is also
planned to involve more volunteers in this process.
Circulation Statistic: There was a slight increase in circulation this month,
2.65% over March of 2000. The self-checkout machine use was also up, to an
average of 3.66% of circulation for the month.
Staff Development Dam The Committee is working on developing the program
for this day. Staff Development Day will be held on Friday, May 18 and the
Library will be closed to the public that day.
Children/Youth Programs: Both Wayne Grimm and Terri Smith have been
busy this month hosting "Ready to Read" grant programs and planning the
Summer Reading activities for the children and young adults of our community.
This month we held a series of"Express yourself!" programs for young adults.
These programs provided the opportunity for participants to learn about
cartooning, fantasy drawing, creative writing, and story writing. Some of the art
and writings from these-workshops are being collected to be included in a
planned publication focusing on the young authors and artists of Tigard. The
movie this month was "Chicken Run" which was shown during Spring Break and
attended by 45 people.
Homework Center: The average daily attendance at the Homework Center was
5 students, with approximately 45 students served over the course of the month.
The Homework Center was closed the week of Spring Break. There are
currently 28 students registered to take the bus from school to the library to
access the Homework Center.
Volunteers: Jesuit High School students came to the library this month for
Jesuit's 7th annual Community Service day. This group of students ranged from
freshmen to seniors and was a hard working crew. They started and completed
several projects in the library, including relabeling the science fiction collection,
cleaned about 60 videos, stamped dozens of courier pads, dusted and dusted
and moved furniture for the library managers.
Trish is busy planning the volunteer recognition event, which is scheduled for
April 26th. An interesting fact is that the cumulative years served by the 12
honored volunteers equals 100.
Volunteer Type Number Hours
Regular Volunteers 73 619.0
Youth Services 37 226.0
Local History 1 2.0
Adopt-a-Shelf 5 21.0
Library Board 7 14.0
Community Service 5 115.0
Friendly Visitors 5 13.0
New Library Construction 7 17.5
Homework Center 3 12.0
Jesuit High School Service Day 16 56.0
TOTALS 159 1095.5 = 6.3 F.T.E.
WORK INDICATORS MARCH 2001 MARCH 2000 MARCH 1999
Circulation
Total (from WCCLS) 55,649 54,215
(Self-checkout) (2,038)
Adult Materials
Juvenile Materials
Total 55,649 54,215
Days of Service 29 29
Average Daily Circulation 1919 1870
Hours of Service 286.5 290.5
Materials
Circulated per Hour 194.2 187
Increase in Circulation +2.6% 15.7%
Materials
Added 1995 1,841
Withdrawn 615 2,954
Borrowers Registered 359 366
Cultural Passes Program 28 N/A
(7)
Adult Programs 149 40
(Number of sessions) (26) (8)
Story Time 37 45
(Number of Sessions) (2) (2)
Toddler Time 48 16
(Number of Sessions) (2) (1)
Special Programs 300 489
(Number of Sessions) (9) (20)
Children's Computer 120 129
Word Processors 327 327
Internet Users 3463 2,788
Visitors
(Gate count divided by 2) 22,192 21,838 22,461
Increase in Visitors +1.6% -.03%
Fines/Fees Collected $4,411.49 $4,572.68
Gifts Received $ 0.00 $ 0.00
No statistical report from WCCLS was generated.
LUB\KATHYS\REFDESKS\S' 4ARY3.DOC
March 2001
March Statistics Total by type
Reference Questions--Adult 2420
Reference Questions--Youth 570
Reference Totals 2990
Directional/Informational
Questions 245
Computer Instruction 366
Total of service interactions = 3601 interactions
Questions unanswered or referred: 5
Consider for purchase:
• Juvenile book on woodpeckers
• Modern Carpentry by Carpenter
• Hitler's Airwaves by Bergmier & Lotz (940.54)
• Oregon Food Handler's on video
• Books on journaling (suggested title: Keeping a Journal You Love, ISBN: 1-58297-068-8, 815)
• Metal detectors
• Iguanas as pets
• Historical gold mining techniques, placer mining, etc.
• Latin American religions
• Comparative Economic Systems
• Exorcism
...And for all of you who like to have a sense of perspective, this is how l/larch tits in the big picture.
Year to date, we are reportin; 20,726 total reference transactions.
; 9 Reference Questions Adult — +—Reference Questions Youth
Reference Totals
3500
3000
2500
—
1500
1000 '
500
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