05/11/2000 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, MAY 11, 2000 7:00 P.M..
TIGARD CITY HALL—PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Chapman
2. ROLL CALL: BECK BRAUN CHAPMAN
IRWIN KASSON SMITH TOLLIVER
3. Introductions. Chapman
4, Approve Minutes of April 13, 2000. Chapman
5. Agenda Additions and Deletions. Chapman
6. Call to the Public. Chapman
7. Monthly Report for April 2000. Walker
8. Friends of the Library Report. Burgess
9. CLAB/LDB Report. Walker
10. Joint City Councinibrary Board Meeting-June 20. Walker
11. Library Foundation Committee Update. Chapman
12. Library Construction Committee Update. Chapman
13. Polaris Update. Walker
14. Welcoming Event for Margaret Barnes. Walker.
15. Board Communications. All
(Reports from Board members on community and citizen activities)
16. Other Business.
17. 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.
Agendaitems�for-fiiture meetings 4 �� - ;
+y • �{ J N a I I nr y I y n Jl'
TIGARD LIBRARY BOARD
MINUTES
April 13, 2000
Call to Order: 7:05 p.m., by Chair, David Chapman.
Roll Call: Larry Beck, Anne Braun, David Chapman, Nancy Irwin and Jane Smith.
Staff: Paula Walker and Connie Martin. h:
Introductions: New Board member Jane Smith was .introduced. Board members
described a little about their backgrounds and how they came to be on the Board.
Minutes: It was moved by Irwin, and seconded by Beck to approve the minutes of
March 9, 2000. Motion passed unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Reports: March Monthly Report: Circulation staff put together a training program
for new and existing shelvers. "Training the Trainers" sessions began in
March and will run through April. The hope is that this training will
promote consistency and accuracy in shelving .for staff and volunteers.
The Library experienced a 15.7 percent increase in circulation over March
1999 with 54,215 cires. Figures reflect a growth trend over last year. In
January and. February the Electronic Resource Center (ERC) was
reconfigured to allow access to more Internet stations. With this increased
access, Reference Librarians are spending a great deal of time
troubleshooting hardware/software problems. Washington County
Cooperative Library Services and library staff are looking into new
software, Pharos, which will reduce the amount of time spent handling
sign-ups and length of use issues. Adult Librarian Kate Miller attended a
fundraising dinner presented by the Community Partners for Affordable
Housing (CPAH). She reported that CPAH Director Sheila Fink spoke
warmly of the support the Tigard Library has provided in recent years. So
much so, that they have modeled their fundraising efforts after the
Library's Adult Reading Program gala. Tigard Library received notification
that it will receive $29,341 or 14.28 percent of the total distributed from the
contract amendment agreement with Gaylord. Washington County will
beta test the latest version of Polaris in June, and the final version should
be available by July. The Board discussed the situation with a patron
printing information from the Internet. A Police Department representative
discussed the incident with staff and possible actions that may be taken.
Friends of the Library Report: No report was given.
CLAB/LDB Report: CLAB did not meet in April. At the LDB meeting,
Polaris reimbursement figures were given. WCCLS will receive $20,000
each year-for the next two years from the Regional Arts and Cultural grant.
This, grant will help provide funds for multicultural performers. The
Tualatin Public Library is seeking a new Library -Manager. Also, the
Tualatin Public Library will be closed from May 15.through June 30 for a
major recarpeting and lighting project.
Library Construction Update:
The City held focus group meetings on April 14 and 15 with BML Architects/Ripley
team. The focus groups consisted of library and City staff; members of the public,
volunteers, Friends, Library Board, business and professional community, seniors, high
schoolers, homeschoolers and those involved with preschoolers and elementary school
children. The focus groups provided the architectural team with information and
expectations for library services. At a recent City Visioning meeting committee
members raised concerns about where a new library should be located. It was also
decided that more goals should be outlined for the library and the issue of funding
should be pursued. The Visioning Committee would like the library/City to'address with
the County the idea of re-evaluating the WCCLS funding formula to reflect actual library
usage.
Library Foundation:
Chapman announced that the first meeting of the Foundation will be held Thursday,
April 27. Chapman asked the Board to discuss with him if there were-specific issues for
the Foundation.
Paula Walker attended a session at the annual OLA (Oregon Library Association)
conference on planned giving and received some good information and resources.
Library Director Recruitment:
After interviewing five candidates on March 16 and 17, City Manager Bill Monahan
offered the position to the top candidate. If she accepts, the new Library Director will
start work on June 1.
Polaris Update:
Information provided in the Monthly Report.
Board Communications:
Irwin brought up the issue of the library's lack of seating. Paula Walker mentioned the
Quiet Zone and its purpose of providing patrons with quiet study/reading times.
Paula Walker addressed follow-up information from the last meeting regarding the letter
indicating the Tigard Library's collection was not sufficient for school projects. Tigard's
Children's Librarian contacted the teacher to discuss how the Library could provide
useful resources for class projects. Irwin contacted the school to see if the letter could
be revised.
Beck asked if the Tigard Library was going to add DVD's.to the collection anytime soon.
Paula Walker indicated Tigard has not yet begun to order DVD's as there has not been .
a demand for them.
Other Business: None.
Adjournment: It was moved-by Beck, and seconded by Braun to adjourn the meeting.at
8:55 p.m. The next meeting is scheduled for Thursday, May 11.
MEMORANDUM
TO: Bill Monahan, City Manager \�
FROM: Paula M. Walker, Circulation Manager
f C
DATE: May 5, 2000
SUBJECT: Library Monthly Report, April 2000
Circulation Statistics: Circulation continued to exceed last year's circulation, although
not by as great a margin as the first three months of 2000. At 45,159, we were up two
percent over April 1999. This, despite the fact that April was.a busy month for the
Library, with many special programs.
Other libraries in Washington County are also experiencing the slowdown in circulation.
At the April Library Director's meeting, the directors agreed to begin looking.at the need
to revise the reimbursement formula to better reflect true library usage.
A Week in the Life of the Puett Room: A peek into the Puett Room demonstrates its
versatility and provides a snippet of the variety of activities the Library offers the
community. During one week in April, the Puett Room guided aspiring cartoonists,
listened attentively to Oregon author Sandra Scofield, applauded 31 special volunteers
who achieved milestones. during their time here; listened and nodded as the Library
Board discussed how to improve library services; focused on the focus groups invested
itself in teaching others how to invest; and played the role of a crime scene for Stop! In
the Name of the Law! Mystery Night. When it wasn't engaged in any of those roles, it
laughed, listened and crafted projects with children and adults at storytimes and craft
times and offered refuge to those looking for a quiet place to read or study.
Polaris: After an attack of sluggishness in March, Polaris bounced back in April with
vim and vigor, and only one percent downtime. Several staff attended meetings and
focus groups with Gaylord representatives at WCCLS in early April. Several staff wrote
positive comments about the opportunity to talk to Gaylord representatives directly
about needed improvements.
Focus Groups: BML architects and their library consultants met with a variety of
library and city staff and members of the public to discuss the needs for a new library
building. Tony has informed the staff that the architects are expected to submit a report
in May.
Collection Development: Efforts continued in April with weeding in the Reference,
children's room non-fiction and adult fiction collections. Readers' Services staff
managed to complete their ordering by the April 17"cut-off date.
Readers' Services has been reviewing what people are putting on hold and keeping
track of how many holds we fill compared to other libraries. In April, we were a net
borrower rather than a net lender.
Programming: Children's craft times drew 179 children and 119 adults during April.
The most popular Young Adult program was the movie "Midsummer Night's Dream,"
which attracted 26 participants. The runner-up was the SAT practice test and workshop
with 18 participants.
For adults, the Investing 101 course numbered 22 participants. The Stop! In the Name
of the Law! Mystery' Night drew 50 mystery lovers. One sidebar: two days after
Mystery Night, I had the opportunity to attend a Multnomah County Library adult
program. It only attracted 18 people even though it was held at the Central Branch
downtown. Our programming cannot continue to grow due to space constraints. At
Mystery Night; we maxed out the occupancy level.
Training: Many staff attended the Oregon Library Association Conference. Several of .
the reports are attached. The overall reaction seemed to be favorable. Several of our
staff were presenters, including Kate, Marin and Tony, who was also chair of the
program committee.
Sandy Birkner attended a Readers' Services meeting to explain some of the Technical
Services procedures that relate to collection development. It sounds like it was a good
exchange leading to "considerable positive dialog and an open exchange of ideas," as
Kathy Smith wrote. Sandy also held two one-hour training sessions for cataloging staff.
Electronic Resources: Kathy reports that statistics show that public computer use has
doubled since we opened the ERC for public Internet use, although the reference
librarians are still struggling with the day-to-day management of the area. Other
libraries, too, report that their reference staff is spending more time troubleshooting the
equipment and less time answering reference questions. The staff continues to look at
ways to solve this problem.
Circulation: Linda is taking steps to re-activate the Self checkout machine after nearly
two years of downtime because of Polaris. Beaverton's machines are up, but they
report that the machines do not prevent people from checking out if they have
excessive fines. We hope that glitch will ,be ironed out soon, but we still think it is
important to get this equipment up and running.
We also sent 13 more patron records to collections. The value of the losses for these
people totals $2,933.86. So far, the collections efforts have begun to pay off once
again. Two people brought back their materials after they were sent to collections. The
recovered material was valued at $175. Also, some people have responded to the
forewarning letter we've sent and returned their items.
We are currently recruiting for the senior library assistant position and a part-time library
assistant position that was vacated in March by Wendy Hatchadourian. Interviews for
the latter position are slated for the first week in May.
Thank You Tigard: The Library. used National Library Week as an opportunity to thank
the community for, their ongoing support. Activities included a resolution declaring
April 11 as Thank You Tigard Day, helium (or almost helium) balloons and bookmarks
given to anyone who visited the library that day, an impressive thank you display in the
Library entryway created by a library volunteer, and presentation to City Council of a
giant thank you card-. Because it was not exactly hard news, we didn't get much press
coverage, but we hope we sent our message directly to the people who support us.
Volunteers: The April Library recognition event was a,wonderful event. Trish put.a lot
of work into it, and it showed. It was one of those special events that make staff proud
to work here.- Volunteers responded favorably and truly felt honored. It's somewhat
sobering to realize, however, that two of those volunteers have since died. I'm so glad
that they were able to receive the recognition they deserve in front of an appreciative
audience of staff and other volunteers. The appreciation banner still hangs over the
circulation desk as an ongoing tribute to all our volunteers.
Eighteen women from an LDS Church Group converged on the library in late April to
help whip it into shape. They found several lost books, helped prepare supplies for
craft time, shelf read and in general seemed to have a good time.
Volunteer Type Number Hours
Regular Volunteers 84 681.00
Youth Services 27 161.00
Local History 4 19.00
Adopt-a-Shelf 8 32.00
Library Board 5 13.00
Community Service 1 8.00
Friendly Visitors 4 16.00
Homework Center 6 32.00
Teen Idem Group 4 4.00
Library Expansion 0 0.00
Women's Group (4/28) 18 36.00
Total 161 1,002.00 = 5.8 FTE
Circulation
Total (from WCCLS) 45,159 44,271 51,226
Adult Materials 24,093
Juvenile Materials 2.7,133
Total 45,159 44,271 51,226
Days of Service -� 27 27.5 27.5
Average Daily Circulation 1,673 1,610 1,863
Hours of Service 267.5 275 279
Materials
Circulated per Hour 169 161 184
Increase in Circulation;' 2% -13.6% -0.6%
Materials
Added 1,336 1,814 1,527
Withdrawn 2,580 218 294
Borrowers Registered 281 319
Adult Programs 107 362 198
(Number of sessions) (9) (15) (16)
Story Time 126 158 356
(Number of Sessions) (8) (8) (15)
Toddler Time 155 186 282
(Number of Sessions) (8) (12) (14)
Special Programs 460 484 646
(Number of Sessions) (19) (27) (14)
Children's Computer 84 96 N/A
Word Processors 231 195 N/A
Internet Users 2,197 1,616 663**
Visitors
(Gate count divided by 2) 18,299 20,542 15,124
Increase in Visitors -10.9% 36% -23%
Fines/Fees Collected $4,458.15 $1 ,170.43 $5,201.38
Gifts Received $ 0.00 $ 13.80 $ 0.00
No statistical report from WCCLS was generated.
Calculation through 4/19
Budget . I Int® the ground 1410
pitched
f or 2000
TIGARD — Tigard City
Nlanager Bill Monahan presented
his proposed 2000-2001 budget to f:
the Citizens Budget Committee on
Monday. The proposed operating
budget will reflect less than a 2 per-
cent increase over last fiscal year's. ,;-F'
"I am able to propose only a h ;
ti
minor increase in the operating
budget because of strong financial r'management by by city staff and cost ..
savings such as the projected T
:
r
reduction in Portland wholesale (' .', ': ;75
water rates following-the large
increase the city experienced in fis-
cal
is cal year 1999-2000" said {' C.
Monahan.
The operating budget includes ^ 'A`' ::_'::: t'•:!•:
ongoing costs for salaries and
wages, operating supplies and ca -
rc : '1 s=, „
ital equipment
Monahan's budget proposal
• Y1°;ek:
includes funds to serve the 1,100
residents of Walnut Island, r :;.,v,-1
annexed by,the city. iVfonahan pro-
posed bne
roosed'one additional position in the ,
Tigard Police Department to serve
�i
the new addition to city territory
and to',riiairltaili staffi g.Patio$i,:;:;
T�e proposed budget also
1, includes funds and P/2 positions to
Illi
start a photo radar program, which
4t. �zff
t 1.
is designed to help police control
speeding in p7oblem areas. Drivers
of vehicle§' photographed while '. ?
exceedirig the speed limit will it
receive tickets in the mail.
The city beginning a is be innin public
t
process to raise building permit
fees by 51 percent, 'just as they
were last year. Prior to that hike,
fees had remained the same since
the 1970s.
Building permit fees pay for the
cost of inspections to ensure com-
pliance with building codes and
zoning codes. The actual increase
will be set by the Tigard Coty
Council after public hearings in
May or June.
The proposed budget also sets
aside 1400,000 to pay for future
construction costs of the new pub-
lic library.
Not everything in the budget
will increase, though. Monahan a
proposed no tax increase and the j
elimination of three positions in the Eric'Aschenbrenner (left) and Dale Rollins, members of the Tigard Li(
community development depart- ering PIUM tree Saturday during a volunteer effort to spruce up Jack I
ment due to a downturn in building hers joined volunteer from SOLV — short for Stop Oregon Litter and
permit activity. trees avid trim greenery for about four hours.
1
,
activated, signa I s revel I LU a I I UULUI Ila LIL;. PdLLUILI QIVAC I swllus
Other elements of the project include guardrail House mbrithly"jolpian hoUse.7(
n pipe installation at the Tualatin
instead of being I ig govei-ned.by'��h�number d veh� way,'sto.r"rt
and/or bridge replacement with an exhibit of antique dc
1-nents, repair a
Iles. Bri f deep road base darbage ""Prove
River idge,'and repair o story book dolls. Mona Steel
Mail, sign insta
That means that signals on the mainline of the at 7'2nd Avenue,Hall Boulevard,Dartmouth, llation and pavement striping. her mother's or a friend's. A
highway will show red when there is no traffic. -and Gaarde streets and Bull'Mountain and Beef Morse Brothers of Tualatin is the contractor. Sherwood or Ruth Kelly of
entering it I from cross streets. Motorists are Bend roads. .: The $2.2 million project is scheduled for comple- in the early 1940s for his da
Marian Biller Schendel's 19z
advised to be patient and not ignore the stoplights Though the work is being done at night to min- tion by Aug. 3l.
Gown." The public is invite(
Tigard House is located at C
Tigard."Admission is a $1 d,
returns toloundabomft k sively to maintain the nous
r 11c
ow%j
a LETTER CARRIERS HEI
TIGARD — The -Tigard Area Community Schwab moved back to Tigard and has become checks for$2,500 each to Community Partners for record, one-day collection
Foundation elected Jack Schwab president follow- actively involved in the foundation once again. Affordable Housing and the Good Neighbor sonnet are joining letter ca.million pounds of food for
ing Conrad Pearson's decision to step down from 11 Center on behalf of Christ the King Lutheran
Jack's legal background and non-profit exile- I' endowment fund with the foundation. Post Office held the record
the position due to business obligations. rience"make him an asset to the foundation;"said Church's c ndowrilefood.— enough to fill a ser
Schwab, Tigard First Citizen in 1.994 and past Pearson, who will remain an ex-officio member of The foundation is also committed,to supporting bags, which residents are
non-profits within the community that are dedicat- foods. Collection day is M;
president of the Tigard Area Chamber of the board. -like tuna and chicken, soul
Commerce, is no stranger to non-profits. Schwab The community foundation is actively involved ed to enhancing the quality of life for citizens. more informatior"- 11 Am
is employed by Holt Intel-national Child Services and growing in the community. For the last two Distributions from the foundation are accom-
Inc., the nation's oldest and largest international years,. the foundation has been one of the three plished through a grant-inaking process. N BOWLED OVER - The
ing up to "Raise the Roof'
adoption age.n,cy. sponsors for the symposium"Building Affordable An anonymous donor has contributed more Bowlerama benefit on.Ma
mer attorney was instrumental in organ- Communities in Washington County," and is ded- than $100,0000 for an endowment in the fOUnda- Highway. Check-in is at 3
The forS, tion that Schwab hopes will eventually be fund raiser will provide rn
izing and operating the community foundation in ic I ated to addressing affordable housing issues. will involve team challenc
1995, and after a three-year Sojourn in Eugene, III January, the foundation presented two matched by other groups. information or to register,
E GOT BASEBALL FEVI
lop%, rd members Mounda grand slam ch:i
.Uom laint: Russell says she told boa show is presented by the,
opens Saturday and Sunc
EContinued from Page Al 'We acted immediately after Tile board chair- "Obviously, it's not a desirable S.W. Hall Blvd. For more.
man described combination of plates to spin," he 0 FREE FINGERPRINTIP
"These involve private and cohfi- Ma'ryalice decided to formally lodge Russell as a "serious said. -nis- Department will conduct
dential matters," he said. Sharp i I ` 13, at the Tigard Safeway
contender" for the Margo Norton, deputy comi
u of
added district officials have acted The event is scheduled fr
11 complaint with the district: this is not a position. sioner with the state Bureau professionally and thoroughly" in "I would encour- Labor and Industries, said it usually -print children and provide
regards to Russell's allegations. matter we want to draw Out/
age her to apply,"he takes several months to investigate a ents or caregiver keel
available. For 6,, nfori
"It was not ignored," said Sharp, said. complaint.who added the district had a third
♦party = legal counsel, he stressed - Sharp said lie is "If the complaint has merit," she
investigate the matter and interview Tom Sharpy concerned how the noted,"we may go to mediation and
controversy might conciliation."
staff.
School Board chairman affect tilepublic's . If that does not resolve the mat-
"We
at"We acted immediately after support of the ter, the bureau may take the case to
Maryalice decided to formally lodge
Raildy Harvey, the district's -school district. In addition to a an administrative law hearing,
a complaint with the district," Sharp human resources director, would not w
said. "This is not a illatter we want _t- - I nationwide search for a new super Norton said. The case could settle Z
discuss Russell's complaint or the intendent, school leaders also are during the pre-hearing process - or
complaints made against her. be withdrawn from the state
to draw out."
seeking voter approval of a five-year it could
In-lier.-coTpl�in�-,RusselLfat
i ,r $22.5 million local option tax in the agency and placed into civil court,
M,61.,,
_e
�i Id: tw. May 16 mail-in efection.
�r'Ufi,,Tpqrsonne -ma te�� she added.
I 9i.131 A' A6
N�Hai
rvey.;!JJ 6-added,
t 0 ntinti'ed:Sh '-t6ldl��i,v,
ara8s en co committed li`y�`law"tO6 tilor6ughl) Victod
"Co
til -rd board member about the investigate complai.nts."
Cedar Shingles and full fron