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10/08/2004 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, OCTOBER 7, 2004 - 7:00 P.M. TIGARD PUBLIC LIBRARY—CONFERENCE ROOM 13500 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Turley 2. ROLL CALL: BURKE DIAMOND KASSON KELLY LIDMAN SMITH THENELL TURLEY 3. Approve Minutes of September 9, 2004 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Monthly Report for September 2004 Barnes 7 Council Meeting Discussion Turley - Library Operations 8. Strategic Plan Barnes 9. Board Communications All (Reports from Board members on community and citizen activities) 10. Other Business All 11. Adjournment TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL CONNIE MARTIN OR MARGARET BARNES AT THE LIBRARY(503-684-6537), IF YOU ARE UNABLE TO ATTEND. Agenda items for future meetings: hAdocs\connie\lib-a TIGARD LIBRARY BOARD MINUTES September 9, 2004 Call to Order: 7:04 p.m. - R011 Call: David Burke, Marvin Diamond, Sue Kasson, Brian Kelly, Jane Smith, Jan Thenell and Suzan Turley. Staff: Margaret Barnes and Connie Martin. Minutes: It was moved by Diamond and seconded by Kelly to approve the minutes of August 12, 2004. Motion passed unanimously. Agenda Additions and Deletions: • Meeting dates for October and November • Library Board draft letter to the media • Discuss Youth Advisory Council representative for the City Call to the Public: None. August Monthly Report: The Board discussed library statistics for August. Circulation was up 9% and there were 856 new library cards registered. Staff processed 248 items per hour. Fused glass artwork in the entryway has been installed. Barnes displayed a small sample of the mural that will be painted for the children's area. There will be an art dedication event on Saturday, October 9 at 2:00 reviewed w ith t he B oard D VD a nd v ideo i tem counts oes r t he I ast four fisc I y aarsna s requested by the Board. Policies: The Board will review on an annual basis the Library Bill of Rights, The Freedom to Read and the Internet Use Policy. Library Bill of Rights: The Board reviewed and discussed the Library Bill of Rights. It was moved by Kelly to endorse and affirm the Library Bill of Rights, seconded by Burke. Motion passed unanimously. Freedom to Read: After reviewing the Freedom to Read document, Thenell moved to endorse and reaffirm the Freedom to Read, seconded by Burke. Motion passed unanimously. Internet Use Policy: The Board discussed and suggested grammatical changes and privacy protection. The Board suggested reviewing the guidelines for this Library staff will send the policy and guidelines to the City attorney for review. The Board will review this policy again at their November meeting. ilrr too Gift Policy: The Gift Policy was reviewed by the City attorney and no issues were found. Burke moved to accept the Gift Policy and send to City Council for approval, seconded by Diamond. Motion passed unanimously. Library Operations: Barnes indicated that follow-up work is being completed; filtering is being added to the windows in the Houghton Room, noted problems with the Community Room carpet and a nature view station will be placed on the site. The view station was built from wood from the deck of the blue house that was formerly on the site. Some lights in the library will be changed out and replaced with brighter ones. The City is working with the State for a traffic signal at Hall and Wall Street. There was discussion of adding a striped crosswalk, but it was found that that could jeopardize the possibility of a traffic light. The City will pursue the traffic light option with the earliest installation Spring 2005. Barnes announced that library hours may need to be adjusted again. Barnes will meet with City Council on October 12 to give a recommendation. The library currently operates at 54 open hours per week and after November, there is uncertainty if those hours can be maintained. Barnes asked the Board for their thoughts on requesting additional funds or reducing library hours. The Board discussed the possibility of switching open hours around. The idea of a community forum in November or December to discuss hours was presented. The Board will also be present at the October 12 City Council meeting to give options. The City will also be presented with a $59,000 check from Hoffman Construction for its tax energy credit. After lengthy discussion, the Board agreed to present to City Council maintaining the 54 open hours and restoring four additional hours and invite community input. Strategic Plan: In October, the library will begin the process of its five-year strategic plan. The community will be invited to work with staff in focus groups to identify goals and objectives. The Board will also have the opportunity to participate in the focus groups. Grand O peninq R ecap: T he B oard d iscussed t heir i mpression of t he g rand o pening festivities. Staff and TVTV have produced a video of the project. A copy is also available for checkout. Board Communications: The Board discussed a letter of thanks to the community that will be sent to the media. The Board will sign their names to the letter. Diamond moved to accept the thank you letter as written adding Library Board names and to be sent to the Oregonian and Tigard Times, seconded by Burke. Motion passed unanimously. Other Business: Barnes mentioned that a representative from the Youth Advisory Council would like to participate at Library Board meetings. The representative would act as an ex-officio to the Board. The Board discussed the date of the October meeting. There is a conflict with the scheduled October 14 date. After discussion, Burke moved to reschedule the October Library Board meeting to October 7, seconded by Thenell. Motion passed unanimously. The Board discussed the November and December meeting dates. After discussion, it was moved by Burke and seconded by Diamond to move the November meeting to November 18. Motion passed unanimously. Adiournment: The meeting adjourned at 8:47 p.m. The next meeting is now scheduled for October 7, in the Conference Room at the new Tigard Library, 13500 SW Hall Blvd. WORK INDICATORS SEPTEMBER 2004 SEPTEMBL 2003 SEPTEMBER 2002 Circulation Total (from WCCLS) 60,811 52,670 53,681 (Self-Check machine) 5,619 2,891 3,384 Days of Service 25 29 29 Average Daily Circulation 2,432 1,816 1,851 Hours of Service 226 252 280 Materials Circulated per Hour 269 209 192 Increase in Circulation 15% -2% +11% Materials Added 1,487 1,012 1,696 Materials Withdrawn 520 1,470 2,067 New Borrowers Registered 679 326 333 Cultural Passes Program 119 (YTD) 207 (YTD) 160 (YTD) 43 (Month) 50 (Month) 37 (Month) Adult Programs 190 30 19 (Number of sessions) (3) (2) (7) Preschool Story Time 0 131 90 (Number of Sessions) (0) (3) (4) Toddler Time 108 198 160 (Number of Sessions) (3) (4) (4) Special Programs I or, 74 175 (Number of Sessions) (1) (7) (3) Children's Computer N/A 55 91 Word Processors(stand alone) N/A 132 88 Internet Access Station Users 4,428 4,981 4,831 Hours of Use 2,266 1,994* N/A Typewriter Users N/A 11 22 Visitors 29,831 22,168 22,410 Increase in Visitors 35% -1% +6% Fines/Fees Collected $6,033.50 $5,291.59 $5,034.75 " Lost public Internet connectivity 9/10-9/15 due to Internet virus that struck the Washington County network. N/A-Have not begun counting these machines as of this date. SEPTEMBER 2004 Management Overview - Circulation Total Total CheckOuts Prior Year Percent Library CheckIns CheckOuts Renewals &Renewals Checkout Total Change Banks Public Library 3,122 2,581 730 3,311 3,225 2.67% Beaverton City Library 107,343 109,627 32,673 142,300 137,916 3.18% Cedar Mill Community Library 65,253 65,475 20,760 86,235 90,059 -4.25% Cooperative Administrative Office 155 185 66 251 330 -23.94% Cornelius Public Library 4,134 3,637 820 4,457 3,320 34.25% Forest Grove City Library 18,848 18,905 3,441 22,346 21,025 6.28% Garden Home Community Library 9,534 9,623 2,911 12,534 11,138 12.53% Hillsboro Libraries: Shute Park 38,283 38,060 13,993 52,053 54,257 -4.06% Tanasbourne Branch 72,306 69,399 18,686 88,085 86,180 2.21% External Loans (ILL) 57 526 101 627 359 74.65% Library Outreach Services 1,495 1,435 273 1,708 1,627 4.98% Oregon College of Art and Craft 371 585 224 809 892 -9.30% Sherwood Public Library 16,873 15,777 3,050 18,827 18,308 2.83% Tigard Public Library 49,770 49,727 11,084 60,811 52,670 15.46% Tualatin Public Library 26,544 25,388 5,670 31,058 28,567 8.72% Tuality Health Information Resource Center 163 182 47 229 263 -12.93% West Slope Community Library 14,818 14,093 4,735 18,828 19,882 -5.30% Totals 429,069 425,205 119,264 544,469 530,018 2.73% FAWILI\Wilireports\Sept 04 mngmnt ovrvw\10/5/2004 suggested draft revision: Internet Ilse- Policy The Tigard Public Library offers Internet access as part of.its mission to provide resources that reflect the great diversity of interests and opinions in our community. Internet use is managed in a manner consistent with the Library Use Guidelines, which are posted in the Library. Failure to use the Internet stations appropriately and responsibly may result in revocation of some or all Library privileges. Users are encouraged to use the Internet, taking care to exercise discretion and good judgment. The Internet offers access to many valuable sources of information, but not all sites are accurate, complete or current. Some sites may seem controversial or inappropriate. The Library does not monitor, and has no control over, the information available on the Internet. The provision of access to the Internet through Library computers does not imply either sponsorship or,endorsement of the content of sites by the Library. Adult users must choose what is appropriate for themselves. Parents and legal guardians are responsible for their minor children's use of the Internet. Privacy Protection Warning: All users should be aware that it is their responsibility to protect their own privacy while using the Internet. Interactions involving the exchange of personal information [credit card number, full name, home address or home phone number, etc.] should be approached with caution. The Tigard Public Library and the City of Tigard are not responsible for sensitive or personal information users might choose to give out via the Internet through Library computers.