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06/08/2000 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, JUNE 89.2000 - 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_ 3. Introductions -Welcome Library Director Margaret Barnes. Chapman 4. Approve Minutes of May 11, 2000. Chapman 5. Agenda Additions and Deletions. Chapman 6. Call to the Public. Chapman 7. Monthly Report for May 2000. Walker 8. Friends of the Library Report. Burgess 9. CLAB/LDB Report. Walker 10. Nomination of Chair and Chair Pro Tem. Chapman 11. Joint City Council/Library Board Meeting-June 20. 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(684-6537), IF YOU ARE UNABLE TO ATTEND. --s:r_.%--..':i e°' tuz m enda=items",for fu - g - .i) h:\docs\co nn ie\1 ib-a TIGARD LIBRARY BOARD MINUTES May 11, 2000 Call to .Order: 7:02 p.m., by Vice-Chair, Sue Kasson. Chapman arrived later in the meeting. Roll Call: Larry Beck, David Chapman (arrived late), Nancy Irwin, Sue Kasson and Jane Smith. Staff: Paula Walker and Connie Martin. Minutes: It was moved by Beck, and seconded by Smith to approve the minutes of April 13, 2000. Motion passed unanimously. Agenda Additions and Deletions: Irwin distributed two articles from the Tigard Times . May 4 edition; "Schwab returns to foundation work" and "Budget pitched for 2000." Call to the Public: None. Reports: April Monthly Report: Circulation exceeded April 1999 by two percent with 45,159 cires. Cires have increased, but not as much as in the first three months of the year. Since there seems to be somewhat of a slowdown in overall Circulation countywide, the Library Directors agreed to begin looking at revising the reimbursement formula to better reflect actual library usage. Several programs and activities were held at the library in April: a cartoonist; Oregon author Sandra Scofield; library volunteer recognition event; focus group discussions; investing class and Stop! In the Name of the Law! Mystery Night as well as craft times, storytimes, and toddler times. BML architects and their library consultants met with library and city staff and members of the public to discuss needs for a new library facility. A report of their recommendations should be available in May or June. Polaris was operable 98.5 percent in April. During the annual OLA Conference, Gaylord held several .meetings that were attended by WCCLS and staff from cooperative libraries. Tigard Library staff also attended several other workshops offered at the conference. Reference Librarian Tony Greiner was head of the programming committee for the conference. With the addition of more Internet machines in the Electronic Resource Center, computer use has doubled and librarians continue to spend a significant amount of time managing the area. The self checkout machine is ready to be hooked up after nearly two years of downtime. Beaverton's self check machines are running, but they do not prevent patrons from checking out materials if they have excessive fines. Tigard Library's self check machine will be relocated to the Circulation desk. Collection efforts have started up again. After two notices were sent, 13 individuals names were sent to a collection agency. Some materials have been returned because of the notification letters. During volunteer week, the library took the opportunity to thank Tigard citizens for their support. April 11 was declared "Thank You Tigard Day." The Volunteer Recognition event was attended by 49 people. Volunteers were recognized for hours and years of service and City Manager Bill Monahan extended a thank-you to volunteers for their continued service. Two volunteers have passed away since the event. The library was thankful these volunteers were able to feel appreciated. and recognized for what their service has meant to the Tigard Library. Friends of the Library Report: Burgess reported that the refrigerator magnets (library open hours and phone number information) are being distributed to patrons. The on-going booksale continues- to bring in approximately $430 per month. The Friends of the Library received a donation from the Tigard Quilters. Burgess reported that the Friends have $22,500 available for new building needs. CLAB/LDB Report: City Manager Bill Monahan attended the CLAB meeting as the City's representative. A report will be given at the June 8 meeting. Walker reported that at the Library Director's Board (LDB) meeting in,April the Head of Multnomah County branch libraries spoke about the new software "Pharos." The. purpose of this software is to track Internet sign- ups, provide security for patrons using the Internet and allow copies to be charged to an individual's library card. This software will relieve extra Work on librarians in managing. Internet areas. Multnomah County has also implemented an on-line reference service called "Ask Us." They will provide classes called "Jump Start Your Brain at the Library." Multnomah County received a grant from U.S. West which is. being used for "cyberseniors" - a program to teach seniors how to use the Internet and other electronic resources. A representative from the Metropolitan Group (the organization that will develop a promotional campaign in the Fall for Washington County Libraries) attended the meeting and asked Directors what they wanted the campaign to accomplish. The campaign will focus on reaching out to new residents, providing information on Friends groups, indicating that materials are free, that several libraries' databases and services cah be accessed and that cities provide a portion of the funding. At the upcoming LDB retreat, a significant issue for discussion will be the reimbursement formula. At the last WILI User's Group meeting, it was stated that Polaris version 1.5 beta testing will take place in .August, instead of July as expected. The system will be down May 28 and 29 to load re-indexing of the system. WCCLS applied for a grant from the Regional Arts and Cultural Council (RACC) to provide funds for arts and cultural programs in Washington County. WCCLS will, receive $35,000 each year for two years. Of that, $17,500 will be matched by the County the first year of the grant. Joint City Council/Library Board Meeting - June 20: The annual joint City Council and Library Board. meeting is scheduled for-June 20. The Board discussed several topics to present. The Board decided to focus on the new building and the outcome of the focus groups that were conducted in mid-April. The Board will discuss their presentation further-at-the. June 8 Library Board meeting. Library Foundation Committee Update: The first meeting to discuss a Library Foundation met on April 2.7. The- meeting was attended by Betsy Fry, fundraising representative for the Oregon State Library; Susan Yesilada with Waddell & Reed; Paula Walker, Tigard LibraryCirculation Manager and David Chapman, Tigard Library Board Chair. At this meeting, there was discussion on what steps need to.be taken to form a Foundation. Position descriptions for officers will be established and members of the community will be encouraged to join the Foundation. The group discussed the issue of long-and short=term needs for money, Foundation control of funds, non-profit status and the option of an outside organization overseeing Foundation funds. Chapman talked about the success of the- Hood River Library's Foundation. The next step for Tigard Public Library Foundation is to establish a regular meeting schedule once members-have been recruited. Library Construction Committee Update: Focus Group sessions with the architectural team and members of staff and the public were held April 14 and 15. The Board members also had an opportunity to participate in ther focus group sessions. There was considerable discussion during the sessions of a location for a new library. The architectural team gathered a lot of information and a report is expected on their recommendations. Polaris Update: Information provided in the Monthly Report. Welcoming Event for Margaret Barnes: Walker extended an invitation to Board members to attend a welcoming breakfast for the Library's new Director Margaret Barnes on Friday, June 2, at 8:00 a.m. in the Puett Room. Board Communications: Beck talked with former Board member Tammy Gustin. Gustin handed over previous bond measure flyers, banners, and information to Beck to be given to the Library. Walker will give materials to new Library Director Margaret Barnes for review. Other Business: Chapman read the letter of'resignation from Ken Tolliver resigning his position as member of the Tigard Library Board, effective immediately. Adjournment: It was moved by Irwin, and seconded by Kasson to adjourn the meeting- at 8:45 p.m. Motion passed unanimously. The next meeting is scheduled for Thursday, June 8.. After adjourning the meeting,' the Board discussed thanking the Tigard City Council for setting aside funds in the budget for a new library building. A vote to officially adopt- a motion to thank the Tigard-City Council will be made at the meeting on June 8. MEMORANDUM TO: Bill Monahan, City Manager `�f ` Y r FROM: Paula M. Walker, Transition Team Captain DATE: June 8, 2000 SUBJECT: Library Monthly Report, May 2000 CC: Margaret Barnes, Library Director Personnel: Yet more comings and goings in May. We lost one part-time Circulation Assistant Jenny Locke and our Microcomputer Support Assistant Tina Ulrich. Jenny left to work at the Sherwood Library, which is closer to where she lives and pays more! But she will remain on-call here, and we hope to use her this summer to help out during vacations. Tina took off for greener sagebrush and cactus in Texas. Her position seems to be a difficult one to retain, as we have had three people in that position in the last two years. We hired two new part-time circulation assistants, who began in late May. Kathy Griffiths will replace Jenny, and Mary Ann Kovacs will fill the vacancy. left- by Wendy Hatchedourian, who left in late March. The rest of the staff made preparations for Margaret's anticipated arrival on June 1. Some staff who had worked out-of-class or extra hours during the past five 'months returned to their normal schedules and duties. Others will continue in their interim roles temporarily. Tigard will be having an impact in WCCLS committees. Two of the incoming chairs are Tigard librarians; Kathy Smith will head the Reference Committee and Teresa Laubach will chair the Youth Services Committee. Library Board: Ken Tolliver resigned from the Library Board in May, citing pressing work commitments. City Council members will interview applicants for Ken's position, as well as for the position currently occupied by David Chapman, who has re-applied for it. The Board is scheduled to nominate a new officer's slate at the June meeting. Staff Development Day: The Library closed May 12 for its annual in-house training day. In the morning a human resources professional Celina Ratliff presented a session on "Building Trust." It provided us with practical tools for communication with each other in the workplace. It included an interesting exercise, involving a card game that was at.times frustrating, enlightening and instructive--once we figured out that we were all playing by different rules. During lunch, we participated in a scavenger hunt that called into play our research skills and ingenuity. Most of all, it was a great team- building exercise. In the afternoon Ellen Fader of Multnomah County Library presented a session on serving young adults in public libraries.._ We also developed "appreciation wheels" on which we wrote positive comments about other staff, then read some aloud for each person. It turned out to be a positive experience that ended the day on a high note. The Staff Development Day Committee did an excellent job this year. Walnut Island Open House: The Library participated. with other City departments in an event to welcome the recently annexed Walnut Island residents to the City and to show them what services the City can provide. Kathy Smith helped develop the Library's first interactive exhibit, which was so successful we hope to take it on the road in June to the Balloon Festival. Kathy and I received much positive feedback and signed up six new people for cards. Some already had cards, but hadn't used them in years, and therefore were no longer in the database. Part of the interactive exhibit had a magnetic board upon which people were suppose to finish sentences like: "The best thing at Tigard Library is . Tigard Library has the coolest My favorite program at the Tigard Library is " Then we had a variety of "answers" for them to choose from like "Craft times," "Book talks," "books on tape" "booklists," etc. Time and again, people turned to us and said, "But you don't have my answer on there." When we asked them what it was, they said "the staff' or "the people who work there." As one person said, "All of the libraries around here have the same stuff. 1 come to Tigard because the people are always nice and they help me." Self Check-out Machine: Finally, after a 22-month vacation, the self check-out machine is up and running again. It has been moved to the front counter so that staff is nearby to assist patrons in using the machine. We have received positive comments from patrons. During the summer we will gradually accelerate our promotional efforts to teach or re-teach people how to use it. Polaris: In preparation for the next upgrade expected in July, some of our cataloging efforts,were curtailed in May. Staff was unable to add full bib records, overlay existing brief record orders or edit or delete any existing bib records. The re-indexed database was to have been completed over Memorial Day, but glitches led us to be down longer than anticipated. We did not come back up until May 31, and cataloging staff was still prevented from some operations into the next week. Tech Services: Sandra Birkner has developed a mini-intranet for Tech. Services staff in order to compile and share policies and procedures. It continues to grow as Sandra has added a variety of procedures, monthly statistics and various web links for Tech. Services staff. Other divisions are interested in seeing if they can develop similar sites for policies and procedures. Amy Emery is becoming somewhat the expert on,the Polaris Acquisitions module. She has provided Acquisitions training to staff from other libraries as well as consultations with librarians in Grants Pass and Nevada. She will also be working with WCCLS and Forest Grove staff to write the County's Acquisitions Policies and Procedures. Reference: Reference is considering using a pager to page a back-up reference librarian during the summer, so that the Reference Desk would be staffed with one person only with a back-up "on-call" elsewhere in the library. The'staff is anticipating additional training necessitated by the forthcoming Polaris upgrade and.the migration of our magazine databases from Gale to the Ebsco products in July. The staff is learning how to use the donated Tek color printer. Kathy Smith reports that it is somewhat cumbersome and time-consuming to operate. Initially, they will run the printer off of two of the Internet work stations. Among the problems yet to be ironed out is the ability to determine how many pages are being sent to the printer on any job, so that the patron may be charged for them. After a few months of being without a filter, we now have CyberPatrol on one Internet work station. Kathy reports: "Although we had had very few parents ask for a filtered station, [while we were without one] now that one is again available, we have had several parents comment that they appreciate having the choice." Tony participated in the selection committee for the statewide database purchases and continued to work with the architects as part of the Library Construction team. Adult Services: Kate finished weeding the adult fiction and plans to attack the mysteries and the science fiction sections in July. The book group discussion of Carol Shields The Stone Diaries was the best attended adult program in May with 26 people. Youth Services: Teresa, Terri and Marin completed their whirlwind tours of Tigard schools to promote summer reading. Teresa. and Terri visited six schools and talked to 3,744 students. Marin promoted the Teen Summer Reading Program to 52 classes at Fowler and Tuality middle schools. They also finalized preparations for performers and paperwork for summer reading, scheduled to kick off the week of June 19. Marin also interviewed students who used the Homework Center during the year and found that they appreciated the assistance provided by the tutors. Based on the low numbers of attendees at the Homework Center in May, the Center may not be open in May next year. Teresa finished ordering books and cassettes for the Good Neighbor Center from the state Ready to Read grant monies. She also organized and hosted an outreach program to residents of low-income housing in Tigard. and those staying at the homeless shelter. A bus picked up attendees at:Villa La Paz and Metzger apartment complexes and at the Good Neighbor Center and brought them to the Library to attend the Anne-Louise Sterry performance of songs and story-telling. A total of 38 people came on the bus. Teresa reports, "I was very pleased with the turnout and hope to use more grant funds to do something similar later this summer." Volunteers: Trish is beginning to line up summer student volunteers. She is also working with Susan Koepping to create more attractive nametags for the volunteers. She continues to work to introduce new shelving- volunteers to the shelving training sessions that Circ staff have created. Trish also commented that she is looking into the possibility of focusing on more special needs volunteers. Volunteer Type Number Hours Regular Volunteers 82 754.50 Youth Services 25 171.00 Local History 1 6.00 Adopt-a-Shelf 7 22.00 Library Board 5 13.00 Community Service 2 6.00 Friendly Visitors 5' 31.00 Homework Center 4 21.50 Teen Idea Group 0 0.00 Library Expansion 63 48.00 (April, inc. focus groups) Total 194 1,073.00 = 6.2 FTE WORK INDICATORS MAY 2000 MAY 19p"-- MAY 1998 Circulation Total (from WCCLS) 44,430 42,811 52,399 Adult Materials 24,629 Juvenile Materials 27,770 Total 44,430 42,811 52,399 Days of Service 28 27.5 26.5 Average Daily Circulation 1,587 1,557 1,977 Hours of Service 283 271.5 260 Materials Circulated per Hour 157 158 202 Increase in Circulation 3.8% -15.2% 11.8% (decrease) Materials Added 1,217 1,324 1,093 Withdrawn 1,085 2,161 1,329 Borrowers Registered 286 313 Adult Programs 58 102 94 (Number of sessions) (8) (13) (16) Story Time 103 42 143 (Number of Sessions) (6) (2) (6) Toddler Time 118 52 111 (Number of-Sessions) (6) (3) (6) Special Programs 4,112** 3,190** 3,981** (Number of Sessions) (19) (18) (17) Children's Computer 96 111 N/A Word Processors 362 268 N/A Internet Users 2,682 1,709 908 Visitors (Gate count divided by 2) 18,040 17,956 20,688 Increase in Visitors 2.14% -13% 30% Fines/Fees Collected $4,079.28 $829.74 $5,274.80 Gifts Received $ 0.00 $ 3.00 $ 0.00 * No statistical report from WCCLS was generated. These numbers include classroom visits promoting the Summer Reading Program.