06/12/2003 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, JUNE 12, 2003 - 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 SMITH THENELL TURLEY
3. Approve Minutes of May 8, 2003. Braun
4. Agenda Additions and Deletions. Braun
5. Call to the Public. Braun
6. Monthly Report for May 2003. Barnes
7. Request for Reconsideration Update. Barnes
8. Library Policies Update. Barnes
9. Library Foundation. Diamond
10. New Library. Chapman
11. Board Communications. All
*(Reports from Board members on community and citizen activities)
12. Other Business. All
13. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL CONNEE MARTIN OR
MARGARET BARNES AT THE LIBRARY (503-684-6537), 1F YOU ARE UNABLE TO ATTEND.
Agenda items for future meetings:
h\docs\connie\Iib-a
TIGARD LIBRARY BOARD
MINUTES
May 8, 2003
Call to Order: 7:04 p.m., by Chair Braun.
Roll Call: Anne Braun, David Chapman, Marvin Diamond, Sue Kasson, Jane Smith,
Jan Thenell and Suzan Turley. Staff: Margaret Barnes and Connie Martin.
Minutes: It was moved by Thenell and seconded by Diamond to approve the minutes
of April 10. Motion passed unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Reports: April Monthly Report: Circulation came in at 56,345; slightly below figures
for April 2002. Barnes announced that the Browsing Collection appears to
be well accepted and very popular. Checkout limits of five videos and
DVDs began in April. The Reference Desk continues to see a significant
amount of activity. Over 6,000 or 95% is related to actual reference
questions. The annual Volunteer Recognition event was in April;
comments were positive. Youth Services Librarian Martha Flotten
resigned her position effective May 9. The library will post to fill the
vacancy. Barnes gave a report to the City's Budget Committee proposing
reductions in FTE; 1.75 vacant positions, adjustments in staff hours,
elimination of most training, reduction in the consumption of office supplies
and a 12-15% reduction in the book budget. The overall reduction
amounts to 2.7%. The library will also propose reducing open hours
beginning in July. This will amount to an 8.5 hour reduction per week.
The proposed hours will be:
Monday-Friday 10:30 a.m. to 8:30 p.m.
Saturday 10:30 a.m. to 5:00 p.m.
Sunday 1-5:00 p.m.
The Friends of the Library had a successful booksale with $2,550 earned.
The Friends will renew the Cultural Passes program membership for the
library. The Pittock Mansion and Oregon Gardens will be added to the
program as sites to visit.
New Library:
BYOS (Bring Your Own Shovel) — Groundbreaking is Saturday, May 17 at 10:00 a.m.
Actual construction will begin July 2003. Construction documents are being finalized.
Barnes showed Board samples of finishes, carpet and tile.
1
Library Foundation:
Diamond indicated that the Foundation Board is positive about its future course of
action. They intend to increase the strength of the Board. The next promotional event
will be determined after getting a picture of the economic outcome.
City Council Presentation — May 20:
Board discussed who would be attending the joint meeting with City Council on May 20,
and who would be presenting what information. The information will be presented in a
documentary/drama "Focus on Tigard" type format.
• Introduction — Sue Kasson
• Commentator—Anne Braun
• Circulation/Cultural Passes —Jane Smith
• Children's programming — Suzan Turley
• Reference/Adult programming/Resources —Anne Braun
• New Library — Marvin Diamond.
• Closing and thank you for Council's continued support of the library — Sue Kasson
Board discussed dialog and the content of the information. Library staff will provide
statistics, props and some dialog.
Board Communications: Board discussed vacancies; Turley and Diamond have re-
applied.
Other Business: None.
Adjournment: It was moved by Chapman, and seconded by Smith to adjourn the
meeting at 8:13 p.m. Motion passed unanimously.
Next meeting is scheduled for June 12, 2003.
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Service,.
DATE: June 11 , 2003
SUBJECT: Library Monthly Report for May 2003
Personnel: The Young Adult librarian position was posted. This position posting closed
on June 9. Currently, applications for this position are being reviewed. Librarian Tony
Greiner has submitted his resignation. Tony's last day will be Thursday, June 19. Youth
Services Specialist, Louise Meyers has announced her retirement. She is planning to
retire on September 20.
Technical Services: In May 1 ,005 items were added to the collection. The average
number of days for items to be cataloged and processed was 19. A total of 919 items
were placed "on order." The average number of days from order submitted to being
placed was .4. The total number of materials withdrawn from the collection was 1 ,649.
Amy Emery continues to assist with the beta testing of Polaris 3.0. Phase III of the
authority control project began on May 19. While this process is being completed the
creation of purchase orders in the Polaris system is not available. The projected
completion date of the authority control clean-up is early June.
Reference Desk: Reference desk interactions for May totaled 5,448. Of these
interactions, 96% were reference questions. This is an increase of 388 service
interactions or an increase of over 8% from May 2002.
Interlibrary Loan: Tigard received 72 requests for interlibrary loan items in May; total
items filled were 39; unfilled 6; pending 23, holds placed at WCCLS 4. Ning Wang is
developing a collection development request sheet to be used by subject selectors in the
next year as they work toward developing their subject.
Internet Public Computer Use:
Total hours of public computer use: 2530
Total users- 6359
Timed stations: 14
Circulation: Circulation staff processed 440 intralibrary crates this month; an average of
14 crates per day. 69% of the holds on the daily hold list were filled, a total of 3,606 items
processed to fill holds.
During May 52,332 items were checked out. This is a drop in circulation of 6% from last
May. However, last May's circulation was nearly 19% higher than May of 2001 . 303 new
patrons were registered this year, compared with 292 last year. Sunday continues to be
the busiest day in terms of checkouts per hour.
Renewals accounted for 25% of all checkouts this month. Of these renewals,
approximately 24% were self-renewals, accomplished by patrons using the online catalog.
Community Service: Four individuals performed Community Service hours served in
May for a total of 30.5 hours. Of these four individuals, one was Peer Court and three
were others serving court ordered hours.
Cultural Passes: The passes were used 49 times during the month. The most frequently
used passes this month were the Chinese Classical Garden, and the Japanese Gardens,
with 13 checkouts each. The library registered 24 new people for the pass program this
month.
Youth Services: Youth Services programming continues to attract many participants. A
total of 17 storytimes for children were offered in May with 444 people attending. This
month the staff were very busy finalizing the programs for Summer Reading. Summer
Reading begins on June 13. A series of exciting programs are planned for this summer!
New Library: The Construction Documents were completed this month and the project is
currently out to bid. The project remains on schedule and within the budget. The GMP
was established this month and actual earthwork is scheduled to begin in-mid-July.
The Groundbreaking event was a huge success! This event was coordinated by Paula
Walker and the staff COMCATS committee. An estimated 150 people braved the cloudy
skies and were rewarded with a spectacular event within a brief window of sunshine. The
public really seemed to appreciate the opportunity to walk around the entire site.
Volunteers: This month volunteers donated 1,750 hours to the Library. This is an
increase of 6.3% when,compared with 2002 and an increase of 20.5% when compared to
2001 .
Volunteer Type Number Hours
Regular Volunteers 91 931 .50
Youth Services 19 184.50
Boards and Committees* 10.5 7.00
Friendly Visitors 4 7.00
Other** 4 11.00
Community Service*** 4 30.50
Total 129 1,175.00 = 6.8 FTE
* Board and Committees includes Library Board and New Library Resource
Committee
"* Other includes Local History, Homework Center and Adopt-a-Shelf
*** Community Service includes Peer Court, Municipal Court and other county
courts, both adult and youth referrals
WORK INDICATORS ' MAY 2003 MAY 2: Lk?, MAY 2001
Circulation
Total (from WCCLS) 52,332 55,929 46,986
(Self-Check machine) 2,990 3,675 N/A
Days of Service 30 30 27
Average Daily Circulation 1,744 1,864 1,654
Hours of Service 295 299 275.5 .
Materials
Circulated per Hour 177 187 162
Increase in Circulation -6% +19% +5.4%
Materials Added 1,005 1,621 1,645
Materials Withdrawn 1,649 1,315 943
New Borrowers Registered 303 340 263
Cultural Passes Program 524.(YTD) 429 (YTD) 209 (YTD)
49 (Month) 37 (Month) 23 (Month)
Adult Programs 72 82 57
(Number of sessions) (4) (7) (15)
Preschool Story Time 83 52 25
(Number of Sessions) (1) (2) (2)
Little People Storytime 143 11 53
(Number of Sessions) (4) (1) (3)
Special Programs 98 104 161
(Number of Sessions) (7) (3) (5)
Children's Computer 19 120 107
Word Processors(stand alone) 192 339 322
Internet Access Station Users 5,778* 5,495 3,219
Hours of Use 2,045* N/A N/A
Typewriter Users 0 30 N/A
Visitors
(Gate count _ by 2) 21,989 22,840 19,289
Increase in Visitors 4% +18.4% +6%
Fines/Fees Collected $4,998.56 $5,232.88 $4,637.00
Gifts Received $ 0.00 $ 0.00 $ 0.00
May stats represent an average of the statistics recorded during preceding 3 months. On May 27, WCCLS made significant
changes to the SAM set-up to block patrons'use of duplicate or"lost"cards to log on to SAM for multiple daily sessions. These
administrative changes resulted in the loss of SAM reports for May 2003.
CITY OF TIG ®
OREGON
May 28, 2003
Michele Justice
11915 SW Morning Hill Dr
Tigard, OR 97223
Dear Ms. Justice:
I am writing in response to the Request for Reconsideration of Materials form that you
recently submitted to this Library. In this form, you requested that two novels written
by Mary Doria Russell, currently classified as Young Adult fiction, be re-classified as
Adult fiction.
Upon receiving such a request, it is the policy of this Library to form a committee of
three librarians who are charged with reviewing the materials in question and
responding to the patron request. A committee comprised of the manager of
Circulation, the Youth Services supervisor, and myself, the manager of Readers Services,
was created last week to address this issue. Each committee member not only read
significant passages,in each book, but also read professional journal reviews and
considered the criteria generally used in classifying a work targeted to a Young Adult
population.
As a result of our research, we are in fact recommending that the two books be shifted
over to the Adult fiction collection. We agree that both works are truly exceptional
literary achievements, but that they are more appropriately shelved in the adult section
ofthe library.
I would like to thank you for bringing this matter to the Library's attention. Your
request was entirely appropriate; your arguments were well-reasoned and thoughtful.
We appreciate your interest in the Tigard Public Library, and trust that our actions will
satisfy-your request. Thank you again.
Sincerely,
14�It
Kathleen McHarg
Manager, Readers Services -
cc: Margaret Barnes, Library Director
13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772
MEMORANDUM
City of
Sherwood
Oregon
TO: Eva Calcagno, Manager, WCCLS
CC: Mayor Mark Cottle, City of Sherwood
Dennis Durrell, Council Liaison to Library Board
Colin Woodbury, Chair, Library Advisory Board
Ross Schultz, City Manager, City of Sherwood
Margaret Barnes, Library Director, City of Tigard
Julia Corkett, Library Director, City of Tualatin
Pam North, Deputy Director, Sherwood Public Library
FROM: Ann Roseberry, Library Director
DATE: June 4, 2003
RE: Sherwood Concerns re: WCCLS funding formula and levy
Eva, Mayor Cottle has asked me to write to you regarding our concerns relative to library funding
in Washington County, and specifically, the proposed formula for FY 2004-2005 funding.
First, we are not optimistic that a levy, at the amount currently being discussed, and as planned to
E, on the ballot in May, 2004, will succeed. We think that a maintenance levy, or one that would
restore the cuts of FY 2003-2004, would have a much better chance.
Second, we were confused by the discussion of the proposed formula at the CLAB meeting of
May 14, to see Sherwood characterized as "negative" to using Service Population or Assessed
Valuation as measures to allocate funding. Although I was not at the meeting with Shaun Piggott
and yourself, Ross Schultz, Colin Woodbury, and Pam North, who were, feel that Sher-wood's
interest in those measures was clear.
Third, while we understand a reimbursement for collection expenditures had been discussed as a
part of the formula,we did not realize that those dollars would be "off the top." We are dismayed
at the intention to pull additional funds "off the top" to go directly to libraries not meeting OLA
standards for staffing.
It appears that our interest in using service population or another per capita measure and in using
assessed valuation are not generally shared by either the County or by the other members of the
Coop. We are struggling with explaining to our citizens that, while they are taxed twice, both by
the city and by the county, for library service, they do not receive dollars back based on their
contribution.
We will stnlggle with explaining to our citizens, why they should vote for a levy that will in
effect, be the third tax they pay for library service, without showing them how a greater benefit
will ensue.
Sherwood Library ♦955 N.Sherwood ♦ Sherwood,Oregon 97140 ♦ (503) 625-6688 ♦ FAX (503)625-3208
4
I
CITY OF TIGARD
MEMORANDUM
CITY OF TIGARD
13125 SW Hall Blvd.
Tigard, OR 97223
TO: Eva Calcagno, Manager, WCCLS
FROM: Margaret Barnes, Library Directok
DATE: June 10, 2003
SUBJECT: Tigard Concerns re: WCCLS funding formula
C: Bill Monahan, City Manager
Anne Braun, Library Board Chair
Julia Corkett, City of Tualatin
Arai Roseberry, City of Sherwood
Becky Clark, Chair, Cooperative Library Advisory Board
The City of Tigard, like the City of Sherwood, is equally concerned about the proposed funding formula for FY
2004/05 and future fiscal years. Both the City Manager and I have raised the concept of incorporating the
service population criteria into the reimbursement formula. The service population element represents a stable,
sustainable, and easily discernible measure to include in the funding formula. As currently structured, the
FY04/05 formula is neither stable nor sustainable. Hence, the current proposed formula fails to achieve the goal
of long-term sustainability, as expressed by many City Managers and Finance Directors throughout the county.
In recent discussions, CLAB has suggested including service population as a valid measurement to determine
adequate open hours and staffing levels but not as a measure for overall reimbursement. Why is it acceptable to
use this measurement to determine adequate staffing levels for libraries but not to calculate overall
reimbursement? If CLAB agrees to support the attainment of OLA standards at individual libraries, it seems
odd to use service population to determine financial support for them but not include that same factor into the
umbrella formula.
Past discussions at CLAB meetings indicate a lack of support for including service population into the currently
proposed formula. We believe the request for inclusion is reasonable and will make the formula more stable and
sustainable.
If the proposed formula is implemented, we believe the CLAB should revisit it in two to three years to
determine how it has impacted the financial stability of individual libraries. We also believe that many aspects
of the currently proposed formula-require further definition. If service population is not included as an element
in the current formula, we urge that it receive serious consideration for inclusion in future formulas. Whatever
formula is approved, it should be reviewed to determine how library reimbursements are impacted by
fluctuating factors such as program attendance, reference transactions and circulation.
CoTroHve Ubrory Services
ii t' �i��Ci.»�rwi
Wuo" CLS
.h
Almiocatioi
PHASE 11
CLAB Meeting
May-14, 2003
1
rr......[OUMY
Cooperative Library Services
Agenda
❑ Phase II Steps 2 minutes
❑ Individual .Meetings & Factor Evaluation 5 minutes
® Basic Tenets 2 minutes
❑ Most Acceptable Ingredients 10 minutes
❑ Best Fit Option 10 minutes
❑ CLAB Input/Reaction (2 minutes per jurisdiction) 20 minutes
❑ Summary & Task Ahead 5 minutes
2
swcrox courrr
Coo rative Library Services
Phase11 Steps
® February - Managers and Community Libraries
® March - Options Matrix and Direction Summary
® March & April - Individual Jurisdiction Meetings
® and . . . . . .
"Gain consensus on a uniform set of revenue allocation
criteria that equitably apply to individual libraries with
varying and evolving customer demographics, service
demands and needs!"
3
,
j} 4 � -tgfi F T 4t d t r t
a _
0'
O
y L L O l ` iA•,
L O
f u�
,
r"4 , _ `',fi W 1 t0''.. ,stn :,�t"� O 41 :.fit !O
pp = , {- u;; r U U :. ODS (9 6
NetOutCirculationitv
,
z
�'� .
w. s• `c 5.,,.,,,, a;t5-r�; �, 4 'r' y t ,^s r �, 1F r{
Volumes'°Added ' Direct Collection 3=°� t r ty
-.z 2 v a r ,!
Collection Expenditures Reimbursementti
w _ < 1le-fig{U. d ! 3.
�r` J -ei .E 9r st ti tY . 4 -Y. 7 t
�Fi .,,j •st,�'' ;,•k ( *. r,.�3 v.,.'�:'`'f• yst•., st-i.rS s���. .€ �•tF�Gr,' � t r x N. ,+}.t.r 1 � �1;4 S�(+� ,
a
=Central Facility Weekly,Hours Open
1 - a
I Y g^ _l .,e.•
,
Internet Public Access Technology`
Off Site'AdultlYoutht
ProgramAAttenciance� +�}'�
;� t r 5 a r e 1 •�
SbiVi66P66Ulation
t
p • 5 s �� , t5�1.r8�, ,y 3 t t V�',nsb• 4`•,, s .r
a
Assessed Valuation
s +r '1 z� '.c x -'1 tuh ,'•'aas -T .t " n at
`^t.`,ecr t _'.`k -,� f. an7 1b 1.�,R'•'.n Y4 ,�. if cy�
:34`6§ ,:.: n •13'st;� �x .;rte r. .: ": � d, Y,z't_�, �x �'bsrs+yr ,,5 ,., f.5��g �,.''.nk y Y'.,ae t-ev �>ut C .� ,*+.r1,.�,7`a-4�`� 3'=h. y� � ,+.
^t,krsL�r,...�,..-�'�v��.� is-.,,�a .+J,,a� 1 -s._. _ n,o-, _7,,,;,,.',�`S.:'4°., .,� *g�4.�t �.:�. }S,..�+ 4<t"_`Yft s r.,{1�..�• y,. �{R,.: ,T t�i�,!' i;',�,,r�.fir :'ifxt art i4 ar h '.�'._ x..
Door�Counts
Reference �®--
sndcrox touxrr
Cooperafivc Library Services
.,o
■
basic Tenets (assumes levy passage)
® No Library Receives Less
❑ Libraries Brought to OLA Standards
❑ New Libraries (e.g . . North Plains) Are Planned in
Conjunction with Levy Request (cannot join
midprocess as noted in Admission Guidelines)
❑ Good Faith and Accurate Reporting - of Numbers
R & ® 88-167; CLAB is established for the purpose of. . .
"providing quality library services on a
county-wide basis. . . " 5
LIOM COUNfY
CoTp otive Library Services
Most Acceptable Ingredients
® Net Out Circulation : materials loaned to qualified
borrowers and adjusted for net lending or borrowing on
in-county interlibrary loans on a calendar year basis
® Direct Collection Reimbursement: the amount
reported on the annual Oregon Public Library Statistical
Report for total expenditures on collections in the past
fiscal year
® Door Counts: automated sensor-driven counters
which register the number of persons entering the
facility as reported to the State Library for the past fiscal
year and including off-site program attendance
6
NASNtNGTON COUNiY
Coo�crotive Library Scrvices
V
Most Acceptable Ingredients
® Internet Access: the number of work stations
established and available for use in accessing the
internet. . .note that work station counts would be
replaced by in-use hour counts or session counts with
installation of SAM software when this option is
available at all libraries
® ,Reference Transactions: the number of reference
questions answered and reported on State Library
Reports using definitions from the State Library (fiscal
year counts) .
KASNNG ION COUNTY
Cooperative Library Services
Formula & Wei" htin9
-77
❑ Total Allocation Amount ,= Direct Collection Reimbursement
❑ Of the Remaining Balance:
80% net out circulation
10% door counts
5% reference transactions
5% internet stations
8
w.sMncso.cournr
Coorrotive Library Services
Formula Application (for 2004- 05 with Levy)
❑ Total Allocation Amount m Direct Collection Reimbursement
$1331500,,000 - $1,, 747,,000 = $11,Y753.1000
❑ Of the Remaining Balance: $11,77533,000
80% net out circulation $ 93,402,000
10% door counts $ 1, 175,000
5% reference transactions $ 588,000
5% internet stations $ 588,0009
SNING fON COVNYY
Coorrative Library Services
Best Fit Option (assumes levyap sses)
Option No. 1 Weighting Assumptions and Resulting Estimated Reimbursements
Interim Formula
Actual Budgeted Forecasted Pmts.Based on
Payments Payments for The Assumptions Contained in Option No.1
Formula Weighting Factors for 2005-2007 Library 2003 2004 2005 1 2006 1 2007
Reimbursable Circulation 80.0% Banks $ 73,735 $ 73,735 I $ 78,243 $ 84,585 $ 91,742
Volumes Added 0.0% Beaverton 2,948,570 2,626,557 3,508,434 3,789,426 4,233,705
Collection Expenditures Direct Reimb. Cedar Mill 1,658,166 1,474,811 2,228,440 2,559,601 2,856,822
Full Service Facility Weekly Hrs Open 0.0% Cornelius 99,982 ! 99,982 99,982 113,494 117,534
Internet Public Access Technology 5.0% Forest Grove 449,905 422,078 . 593,748 640,843 691,007
Adult/Youth Program Attendance 0.0% Garden Home 206,311 206011 285,825 356,308 424,349
Service Population 0.0% Hillsboro 2,887,366 2,561,703 3,543,403 4,009,074 4,575,139
Reference Transactions 5.0% Sherwood 318,211 I 305,541 492,789 638,434 782,131
Door Counts 10.0% Tigard 1,237,470 1,087,159 1,477,683 1,749,844 2,038,617
Tualatin 574,872 574,872 769,640 849,038 915,843
West Slo e'" 376,782 307,251 1 421,812 464,353 511,111
Totals $ 10,831,370 $ 9,740,000 1 $ 13,500,000 $ 15,255,000 $ 17,238,000
10
W4........
...
..
Cooperative Library Services
V
L,.
Best Fit Opti®n (assumes levy fails)
Option No. 1 Weighting Assumptions and Resulting Estimated Reimbursements
Interim Formula
Actual Budgeted Forecasted Pmts.Based on
Payments Payments for The Assumptions Contained in Option No.1
Formula Weighting Factors for 2005-2007 Library 1 2003 1 2004 1 2005 1 2006 2007
Reimbursable Circulation 80.0% Banks $ 73,735 $ 73,735 $ 57,347 $ 56,200 $ 55,377
Volumes Added 0.0% Beaverton 2,948,570 j 2,626,557 2,535,531 2,468,124 2,540,281
Collection Expenditures Direct Reimb. Cedar Mill 1,658,1661 1,474,811 1,569,473 1,630,436 1,621,562
Full Service Facility Weekly Hrs Open 0.0% Cornelius 99,982 99,982 67,482 76,056 72,975
Internet Public Access Technology 5.0% Forest Grove 449,905 422,078 416,459 409,520 406,216
Adult/Youth Program Attendance 0.0% Garden Home 206,311 ! 206,311 200,905 226,633 237,484
Service Population 0.0% Hillsboro 2,887,366 ; 2,561,703 1 2,515,686 2,552,844 2,629,892
Reference Transactions 5.0% Sherwood 318,211 305,541 ! 347,840 409,871 442,314
Door Counts 10.0% Tigard 1,237,470 j 1,087,159 1,073,930, 1,147,815 1,191,069
Tualatin 574,872 j 574,872 559,464 561,169 543,466
West Slope** 376,782 I 307,251 I 295,882 292,132 288,820
Totals $ 10,831,370-11 $ 9,740,000 $ 9,640,000 $ 9,832,800 $ 10,029,456
11
Gpperati+c library Scnic<s
CLAS INPUT / REACTION
Ll Link Between Formula & Service Delivery
LJ Clear & Understandable
FA Objective
LJ Measurable -
J Consensus Building
. . .a place in which literary, musical, artistic, or reference materials are
kept for use but not for sale . . .a collection of such literary, musical,
artistic or reference materials...
12
w rox couxrr
(� Coo�rnh Library Services
Schedule Summary & Task Ahead
❑ February - Manager Direction on Guiding Principles
❑ March - Options Matrix and Direction Summary
❑ March & April - Individual Jurisdiction Meetings
❑ May 14 CLAB
❑ May 28 County Managers
13