07/20/2000 - Packet EASE NOTE DATE CHA_ -31E
AGENDA
TIGARD LIBRARY BOARD
THURSDAY, JULY 209 2000 - 7:00 P.M.
TIGARD PUBLIC LIBRARY—PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Braun
2. ROLL CALL: BECK BRAUN CHAPMAN
IRWIN KASSON SMITH
3. Introduction of New Library Board Member Marvin Diamond.
4. Approve Minutes of June 8, 2000. Braun
5. Agenda Additions and Deletions. Braun
6. Call to the Public. Braun
7. Monthly Report for June 2000. Walker
8. Friends of the Library Report. Burgess
9. CLAB/LDB Report. Walker
10. Library Construction Committee Report. Chapman
11. Long-Range Plan Report. Walker
12. Review of By Laws. All
13. Board Communications. All
(Reports from Board members on community and citizen activities)
14. Other Business.
15. 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.
Agenda'items for future;meetings s
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TIGARD LIBRARY BOARD
MINUTES
June 8, 2000
Call to Order: 7:00 p.m., by Vice-Chair, Anne Braun.
Roll Call: Larry Beck, Anne Braun, Nancy Irwin (arrived at 7:45pm) and Sue Kasson.
Staff: Margaret Barnes, Paula Walker and Connie Martin.
The Board welcomed new Library Director Margaret Barnes.
Minutes: After a quorum was established, the minutes were approved. It was moved
by Irwin, and seconded by Beck to approve the minutes of May 11, 2000.
Motion passed unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Reports: May Monthly Report: The Library lost part-time Circulation Assistant
Jenny Locke, but she will remain on-call, and Microcomputer Support
Assistant Tina Ulrich. Circulation has hired two new part-time Circulation
Assistants; Kathy Griffiths and Mary Ann Kovacs. The Library held its
annual Staff Development Day on May 12. The morning speaker provided
information on "Building Trust." The program provided staff with tools for
communication within the workplace. During the lunch break, games were
played exercising team-building skills. The afternoon session consisted of
a presentation on serving young adults in public libraries. The library
participated with other City departments in the welcoming event of recently
annexed Walnut Island residents. The Library provided an interactive
exhibit which answered questions and provided information on library
services. Residents could even sign up for a library card. The self check-
out machine is up and running again, after nearly two years of downtime.
It has been relocated to the front Circulation desk so staff could be
available to assist patrons. Major Polaris reindexing was conducted at the
end of the month. The system was down longer than anticipated due to
some glitches so a portion of the procedure was not successful. Authority
control and reindexing has been prepared for the latest release. WCCLS
will test version 1.5 in late July. or August, and should be available to
patrons in August. The library has installed new filtering software on one
of the Internet machines. Parents have commented that they appreciate
having the choice. Library staff is busily preparing for the Summer
Reading Program. The Children and Young Adult departments have
promoted the program through several schools in Tigard. Sign-ups begin
the week of June 19. Children's Librarian Teresa Laubach has finished
ordering books and cassettes for the. Good Neighbor Center from the
State Ready to Read grant monies. She also hosted an outreach program
where children from Villa La Paz and Metzger apartments and the Good
Neighbor Center were brought to the library for special programs. A large
number of volunteer hours were reported in May.
Friends of the Library Report: No report was given.
_ CLAB Report: The County budget is ready to go to the County
Commissioners for their approval. Pony Express plans to increase its
rates. Planning for the Fall Campaign program continues. The campaign
will focus on reaching new residents, providing information on Friends
groups, that materials are free, accessibility to several libraries' databases
and that cities provide a portion of the funding to the Cooperative.
EBSCO was awarded the statewide bid for a two to three year contract for
full text periodicals within the libraries as well as remote access. The
contract is paid for by Washington County and individual libraries will not
be billed for this service.
LDB Report: Representatives from the Regional Arts and Culture Council
were present to announce that Washington County was awarded a grant
from the NEA. As part of this grant, there is a call for professional artists
from around the County to be a part of the program. Interviews will take
place at the end of Summer for Fall performances. RACC will provide
libraries with a project coordinator to assist with the program who will
make the initial contact with the performers and set up performer dates.
Individual libraries will provide publicity. All programs will be free and
open- to the public. The Metropolitan Group gave a presentation to the
Library Director's Board on June 19. Their final report for the Fall
campaign is expected in August. WCCLS is providing diversity training
workshops. The Cultural Pass Program will be ready to implement in July.
Patrons will be able to check out passes to six different institutions
throughout the Portland Metro Area. Passes are good for families of four.
WCCLS delivered Baby Bags to Tuality, St. Vincent's and Meridian Park
Hospitals. Bags contain items such as a t-shirt, magnet, board book. The
voice notification system is almost ready to be activated. There are two
glitches left in the system and the library director's expressed concerns in
getting it fixed as it also affects postage costs. A message has been sent
to Gaylord regarding the problems. Washington County continues to .
research the use of the-Pharos software. This software would be used to
track Internet use and charging capabilities. Research has proven that the
software is very complex and support from the company is lacking.
Other Business:
Beck suggested a July or August Library Board meeting break. Barnes stated she had
had a brief conversation with Chapman and indicated Chapman suggested the month of
August would be a good month for a break. Barnes also concluded this would be a
good month to take a break as she announced she will be going to South Africa
between July and August with the World Library Partnership organization, and in
conjunction with the University of North Carolina Graduate School of Library &
Information Services. Several librarians will be providing information, knowledge and
support to libraries in various areas of South Africa.
Nomination of Chair and Chair Pro Tem:
The floor was open for nominations of Chair and Chair Pro Tem of the Tigard Library
Board. Beck nominated Braun for the position of Chair, Braun accepted the position of
Chair. All present were in favor. Beck nominated Irwin for the position of Chair Pro
Tem. Irwin accepted the position of Chair Pro Tem. All present were in favor.
Joint City Council/Library Board Meeting - June 20:
The Library Board will meet with City Council on June 20. The Board discussed specific
topics of interest. Due to Chapman's absence, Braun read an e-mail that Chapman
wrote to be discussed at the Board meeting. There will be an introduction of the new
director Margaret Barnes. The remainder of the agenda will include: Chapman will
discuss the five-year Long-Range Plan for the library and the progress of putting
together a Tigard Library Foundation; Smith will talk about the upcoming Adult Reading
Program; Kasson will discuss the Electronic Resource Center and all it offers including
the Internet stations; Irwin will highlight the children's and teen programs; Braun will
highlight the upcoming Children's and Teen Summer.Reading Programs; and Beck will
provide time for comments and closing.
Board Communications:
Kasson talked about the Internet training she participated in through the library. She
talked highly of the instructor Chuck Heckman and the information he provided in the
class.
Other Business: None.
Adjournment: It was moved by Beck, and seconded by Kasson to adjourn the meeting
at 8:28 p.m. Motion passed unanimously.
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Services
DATE: July 10, 2000
SUBJECT: Library Monthly Report, June 2000
Personnel: Anna Foucek will be joining the Circulation staff as a senior library
assistant for nights and weekends at the beginning of July. Anna has library
experience in an academic library and was a Peace Corps volunteer in Zimbabwe. This
position will provide needed lead worker skills for the night and weekend hours that the
Library is open. Jenny McKenzie in Reader Services retired at the end of June. The
staff had a morning retirement reception for her. We have posted for this position and
we will be conducting interviews in July. Paula Walker announced her resignation this
month. Her resignation is effective September 30, .with her last day of work being
August 31. The Circulation Division Manger position is posted and the closing date for
this position is August 8.
Summer Reading: In the month of June, 793 children and 185 young adults registered
for the program. This year the theme is: "Ticket to Tomorrow," and Teresa, Marin and
Terri have an exciting slate of activities and programs planned. In July, the Reptile Man
will come to visit and there will be a Harry Potter Jeopardy game to coincide with the
release of the fourth book: Harry Potter and the Goblet of Fire. The Summer Reading
Program continues through Saturday, August 12 when it concludes with the annual
party.
Long-Range Plan: After being suspended for a period of time the Long-Range Plan is
back on track. The Library Administrative staff spent the month of June developing
working goals for*the five service response areas that were defined by the Citizens
Long-Range Planning Committee. The Library staff has divided into teams for each of
the service response areas. Using the individual goal for each service response the
cross-departmental teams will develop objectives and activities for that area. The
teams are composed of staff from each division within the Library. The month of July
will be spent developing the objectives and activities portion of the plan. We plan to
have a draft document for the Citizens Committee to give comment on in the Fall.
Self-Checkout: The initial comments and use from our patrons regarding this checkout
option remains positive. There are still some mysterious glitches to work out which is
just part of the adventure with technology. We are working with WCCLS to develop a
statistical report for the self-checkout machine.
Cultural Pass to Adventure: The Friends very generously purchased the six passes
for this program, which will begin July 1. These passes provide the opportunity for
families to visit OMSI, the Art Museum, and several other cultural institutions here in the
Metro area. The passes check out for one day, they may be reserved in advance and a
patron needs to be 18 years old in order to check one out.
Architect's Report: BML Architects submitted a draft copy of the needs analysis
report for the Library. This report was reviewed and commented on by the Library
Construction Committee members. Paula Walker compiled the comments, questions
and edits and the report was returned to the architects for revisions at the end of June.
A revised draft is to be supplied by the architects at the beginning of July and a joint
meeting of the Committee, the architects and the consultant is scheduled for mid-July.
Friends of the Library: Paula was my representative to the .Friends for their June
meeting. The Friends have scheduled a Book Sale for Friday, August 18 and Saturday,
August 19. Donations are currently being accepted for the sale and the publicity for the
sale is being developed.
Technical Services: Sandy Birkner has trained the cataloging staff in the use of the
CatExpress utility. This software. program is used for the adding of bibliographic
records to the database. This software is expected to be more efficient then
TitleSource, which was the software previously used. It is hoped with the move to the
new software the backlog in cataloging will decrease. There is also a .large weeding
and withdrawing project underway which requires a significant amount of time.
Amy Emery continues to work with WCCLS and GIS to resolve the different quirks in
the acquisitions module of the software. The plan now is to test the fiscal rollover
feature of the software sometime between July 12-14. Ordering for the new fiscal year
will not start until the rollover is completed.
Library Board: The Library Board elected Ann Braun to be Chair of the Library Board
at their June meeting. The Board also met with the City Council for their annual joint
meeting on June 20. The Library Board gave a brief overview of the different programs
and services provided by the library. There was also discussion concerning the Library
Construction Committee, the plans for forming a Library Foundation and the status of
the Long-Range Plan.
Reference: The statewide contract for full text magazines was awarded to EBSCO,
which .means both the staff, and the public will be learning about this product in July.
Like the prior full text magazine product, it will allow for remote access from home. This
product hopefully will be relatively easy to master. The staff is working on developing
Reference Service Guidelines and has developed a tracking sheet for reference
questions.
Adult Services: This month, Yamhill author Barbara Drake hosted the book discussion
group. The discussion was on the book "Peace at Heart." The comments from the
people attending the discussion were very positive, "they loved the book." With Paula
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resigning at the end of August, Kate Miller will be taking the lead on developing the Fall
Adult Reading Program for this year.
Youth Services: Ninety-three people attended the June movie night, "Galaxy Quest.".
The popular JellyBean Contest had 256 entries. Another popular program this month
was presented by storyteller Anne Louise Sterry, which was attended by 80 people.
Training: A number of the Library staff attended training, offered by WCCLS on
Cultural Sensitivity. This training gave an overview of the Hispanic demographics of
Washington County, and primarily focused on outreach strategies and services to this
specific population.
Polaris Upgrade: The 1.5 upgrade for Polaris is scheduled for sometime in early
August. .This upgrade will have some enhancements to circulation functions and also to
the Online Public Access Catalogs (OPAC's)._ With the- likelihood that the screen
display and search options on.the OPAC's will look significantly different we will be re-
training staff and the public about the new features,of this resource.
We also experienced downtime in June since WCCLS.attempted to reload the authority
records and finish the re-indexing programs. These different downtimes effect both our
efficiently to serve our public and our internal daily operations. - The staff remains
positive.
Volunteers: The number of volunteer hours in June of 2000 was up 10% from June of
1999. Trish has had a busy month with signing up Youth volunteers and working out
the details to implement the new volunteer badges. These new badges, which will
include the name and picture of volunteers, will be phased in during the months of July
and August. The annual City and Library Volunteer recognition event was also held this
month. The initial comments from the volunteers suggest they truly enjoyed the event.
Being able to attend a performance of "Grease" at the Broadway Rose was a big hit
with everyone.
Volunteer Type Number Hours
Regular Volunteers 79 690.00
Youth Services 36 199.00
Local History 6 50.00
Adopt-a-Shelf 7 24.00
Library Board 4 6.00
Community Service 2 8.00
Friendly Visitors 4 28.00
Library Expansion 4 8.00
Total 142 1,013.00 = 5.8 FTE
t.
WORK INDICATORS JUNE 2000 JUNE 1999 JUNE 1998 +
Circulation
Total (from WCCLS) 51,898 48,646 56,422
Adult Materials 25,992.
Juvenile Materials 30,430
Total 51,898 48,646 56,422
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Days of Service" 28 28 28
Average Daily Circulation 1,854 1,737 2,015
Hours of Service 279 283 283
Materials
Circulated per Hour 186 172 199
Increase in Circulation 6.7% '` 7.4%
Materials:
Added 1,495 1,411 1,696 .
Withdrawn 3,120 764 1,314
Borrowers Registered 383 379
Adult Programs 31 106 43
(Number of sessions) (8) (15) (13)
Story Time 91 - 81 200
(Number of Sessions) (4) (4) (1)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 1,899** 779 1,332
(Number of Sessions) (18) (12) (14)
Children's Computer 131 117 N/A
Word Processors 287 235 N/A
Internet Users 3,173 1,884 1,332
Visitors
(Gate count divided by 2) 19,554 18,696 21,777
Increase in Visitors 5% -14.1% 29.3%
Fines/Fees Collected $4,652.42 $801.16 $5,407.20
Gifts Received $ 0.00 $ 19.65 $ 0.00
No statistical report from WCCLS was generated.
Includes Children's and Teen Summer Reading Program sign-ups.
LONG-RANGE PLANNING
SERVICE RESPONSES
• General Information
• Lifelong Learning
• Information Literacy
• Current Topics & Titles
• Business & Career Information
WORKING GOALS
General Information:
Tigard Public Library users will receive, in a timely manner, accurate information and
expert assistance on a variety of subjects in a variety of formats.
Lifelong Learning:
Tigard Public Library users, beginning at birth and extending throughout their lives, will
find opportunities for personal growth, continued learning and the pursuit of knowledge.
,Jnfo,rmation Literacy:
Tigard Public Library users will obtain training and resources to become self-sufficient in
skills necessary to find, evaluate and use all types of information.
Current Topics & Titles:
Tigard Public Library users will have materials and programs available to support their
interest in popular culture and their desire for recreational reading, viewing and listening
experiences.
Business & Career Information:
Business - Tigard Public Library users will find/receive current resources and services to
address the changing business environment and to support their entrepreneurial
interests.
Career - Tigard Public Library users will (benefit)'from an array of resources and
services that address their career needs in a changing work environment.
Updated 7/05/00