Loading...
11/10/2005 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, NOVEMBER 10, 2005 - 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 KELLY LIDMAN NGUYEN SMITH THENELL TURLEY 3. Approve Minutes of September 8 and October 13, 2005 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Monthly Report for September and October 2005 Barnes 7. Review Policies: Barnes - Fee-Based Services Policy - Proctoring Examination Policy 8. WCCLS Barnes - Structuring Governance - WCCLS Operational Levy 9. Library Operations Barnes 10. Board Communications All (Reports from Board members on community and citizen activities) 11. Other Business All - Friends Booksale 12. 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. „x .,: " :: i--s sv ...E: ,<„ .t E .�. p to s a it to „u^ . ; nd e eetin ems o .fu r m ... ., ,,, :,. ,.,a,,,,f.�,.:- -s d .€?,r,. ,k E`€•uF,=.. .,E.E W 4.. -€. , .. ..sE�.ttt€ a,• ;�..,.... _,,, r, �`. .. ..,-., .,.5kt. .. E. ,„saf .f.., t, m.., .,.t ...�„.,, ,,e••„"s.. .,.. .-._, .<!,„x ta., ",E..W,&.. ;.;., �;kE.t., .:,,: ;.,, � €',,, „.....r�_,•'»rE, ,..,, ,<-•.: ..... ..:.";a,..,,...,: ."<:,f....-€,'�{.f.. ,",t,{:. , ..n x s, ,,,,... ,,.€ t, x ,. �� !,'v', E,tn,,., ...-„`-iT3,•, Y;',"'s}t ^,S' ,. t ,. „ _. ,,. x. ,. -„t.,,_,,,..,, ,,<...,, to.rt;:.., 4•.r„...�„'.r`E�'s`i x,€�f E, ,E ixtt. „t a., .:.,e &!, ,. n..,,...f, ,t ...-. .. .., ,.,e,,,,,,,,,,,,, -.,„2, e,E E k atl•,�x. <,.,..^ , , .,,a'k,. „ F,.. ,.,((E , ,,, .,.x, e, -,. ., .,, ,-,,;:t.,.E .,.,,";',5'.•:,) „Et €e�x"F:. �'1a k c.W E,€..,, _.,,.,t •�'..F c,., aE ... a.,..�,2.,,., ,,,,..m ,r. .,,w^ ,,..,f,,,.E .,.:, k,E:L€f• • t t€k.,. .,,,.E,F,.S,,, „, .. .( ...... .,„frc'u .,.., .,r_., �E...7 ,, ,,,,,,,,,,,,,r,. ,„(,�,.,,tt p E h:\docs\connieVib-a ti TIGARD LIBRARY BOARD MINUTES September 8, 2005 Call to Order: A quorum was not present until 7:29 p.m. Roll Call: David Burke (arrived at 7:47 p.m.), Marvin Diamond, Brian Kelly, Cecilia Nguyen and Jane Smith. Staff: Margaret Barnes and Connie Martin. Barbara Peterson with the Library Foundation was present to talk to the Board about the projects the Board and the Friends of the Library are working on together. Peterson indicated that the Foundation's Mission Statement is to enable the Tigard Library to keep pace with the community's desires for library space and services. Also, to meet the needs of the library to enrich the community's cultural, educational and recreational life. The second part of the Foundation's mission provides additions to the collection, donations for works of art, technology upgrades, offers and sponsors public programs and plans for major capital expansion. Barbara Peterson announced that some of the projects they've worked on is the Bricks for Books campaigns, the Michael Allen Harrison concert, receiving donations from organizations and artwork. A representative from the Foundation will be present at a Library Board meeting each quarter. Due to the absence of the Chair and Vice Chair, Kelly accepted to Chair the meeting. Minutes: It was moved by Smith and seconded by Nguyen to accept the minutes of July 14, 2005 as written. Motion passed unanimously. Aclenda Additions and Deletions: None. Call to the Public: Tigard Library Foundation member Barbara Peterson was present to give the Board information on the Foundation's activities. Monthly Report for July and August 2005: Barnes distributed WCCLS statistics for overall circulation for July and August. Tigard's overall circulation checkouts are up 30%. Tigard experienced the third highest gate count of 33,814, circulations per hour was 288, Sundays averaged 367 per hour. Tigard completed the Summer Reading Program. The children and adult programs enrollment were very high. The library celebrated its first year open with a celebration event. A marimba band played, there were activities for children and cake was served. In August, all.non-fiction videos inter- filed with the books were taken out of the collection on the second floor and shifted to the first floor with the other DVDs and videos. Circulation of these materials is up 50%. Policy Review: Per the Board's request, the City Attorney reviewed the Gift Policy, Reference Services Policy and Exhibit and Display Policy. After brief discussion, Smith moved to accept the policies and forward to City Council as reviewed by the City Attorney, seconded by Diamond. Motion passed unanimously. J Library Bill of Rights and Freedom'to Read —The Board reviewed the Bill of Rights and Freedom to Read statement. Kelly moved to endorse and reaffirm the Bill of Rights and Freedom to Read statement, seconded by Burke. Motion passed unanimously. Exam Proctoring Guidelines —There were questions with the frequency of exams being proctored and the overall process. Barnes stated the guidelines allow staff to assist with this.service, by also allowing staff to have the discretion in what they can assist with. Library staff will work on finalizing the guidelines to bring back to the Board for approval. Library Use Guidelines — Barnes noted that the Library Use Guidelines are guidelines and expectations for the public to follow while visiting the library and are important for the Board's knowledge. Cell phone use and shoes and shirt requirement were added to the guidelines. Kelly moved.to accept the Library Use Guidelines with the modifications made by staff and to forward to the City Attorney for review, seconded by Diamond. Motion passed unanimously. Barnes mentioned to the Board with regards to patrons returning lost materials that WCCLS is considering a patron borrowing privileges policy. This policy could allow refunds of returned materials for an extended period of time. The policy is still in the discussion stages. WCCLS: At the previous Cooperative Library Advisory Board (CLAB) meeting, there continues to be discussion of the governance restructuring of WCCLS. In January 2006, the CLAB will be restructuring to an Executive Board. The Executive Board and City Managers will comprise the Executive Board. An intergovernmental agreement will be developed and the various entities will sign off on the agreement. The Library Director's Advisory Board (LDB) is a policy advisory board and,will make recommendations to the executive board. The possibility of a November 2006 operational levy is still being considered. The rate being considered is expected to be much lower than previously reported.-.The Library Board discussed their thoughts on a possible levy in November 2006 or November 2008. Library Budget and Operations: Barnes noted that on October 6, library hours will be adjusted to reflect the later opening time of 1 pm on Thursdays. This information is made available through bookmarks, posters, news articles and Cityscape. Board-Communications: Diamond was recently in Hadley, Massachusetts and shared information on the Hampshire College grounds and Gaylord Co. a library products company. Kelly is representing the Board on the Citizen for Community Involvement meetings. The CCI is progressing and activity is increasing. Kelly indicated that members will also a r be a part of the Financial Strategies Task Force. Kelly will attend the meeting and report back information for the Board. Other Business: None. Adiournment: The meeting adjourned at 8:42 p.m. The next meeting is scheduled for October 13, 2005 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. TIGARD LIBRARY BOARD MINUTES October 13, 2005 Call to Order: A quorum was not present. Discussion began at 7:04 p.m. Roll Call: David Burke, Brian Kelly and Jane Smith. Staff: Margaret Barnes and Connie Martin. Due to the absence of the Chair and Vice Chair, Kelly chaired the meeting. WCCLS: Barnes discussed briefly the draft planning schedule from the county on a possible WCCLS operational levy. At the Cooperative Library Advisory Board (CLAB) meeting, several factors were discussed with making a final decision. The CLAB will be restructuring in January 2006 in addition to a name change. City Managers will represent their City on the executive board and Library Directors will represent their library on the advisory board. Barnes encouraged feedback on the possibility of the County seeking an operational levy in November 2006. The Board discussed at length. The general consensus of the Library Board was that they expressed cautious support of the concept,.supportive, but are concerned about the local and national economy. The Board would like to see clear economic indicators for moving ahead with the levy. There was also discussion of the current and proposed future governance structure of WCCLS. At a future meeting, Barnes will provide the Board with an organizational diagram of the WCCLS governance structure. Policy Information: Barnes briefly mentioned that the library will be reformatting its policies to be patterned after the Public Library Association recommendation. Barnes provided samples of the Food & Beverage Policy and the Cell Phone Policy. This new structure will only change how the policies are laid out, not their content. General Information: Kelly continues to attend the Committee for Citizen Involvement meetings and will report back information at the next Board meeting. The discussion concluded at 8:00 p.m. The next meeting is scheduled for November 10, 2005 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. WORK INDICATORS OCTOBER 2005 OCTOBER ")04 OCTOBER 2003 Circulation Total (from WCCLS) 70,451 61,844 55,046 (Self-Check machine) 3,676 4,562 2,932 Days of Service 31 26 31 Average Daily Circulation 2,272 2,379 1,776 Hours of Service 241 230 272 Materials Circulated per Hour 292 269 202 Increase in Circulation +14% +12% -4% Materials Added 2,512 1,214 1,144 Materials Withdrawn 315 248 1,612 New Cards Issued 598 690 354 Cultural Passes Program 309(YTD) 160 (YTD) 241 (YTD) 51 (Month) 41 (Month) 34 (Month) Adult Programs 193 76 45 (Number of sessions) (11) (7) (3) Preschool Story Time 437 211 210 (includes Pajama Time) (Number of Sessions) (11) (5) (5) Toddler Time 0 166 166 (includes Book Babies) (Number of Sessions) (0) (4) (5) Special Programs 112 206 163 (Number of Sessions) (11) (6) (5) Children's Computer N/A N/A 52 Word Processors(stand alone) N/A N/A 147 Internet Access Station Users 6,5,11 4,381 6,593 Hours of Use 4993 4322 2570 Typewriter Users N/A N/A 7 Visitors (Gate count - by 2) 32,808 29,109 21,571 Increase in Visitors +13% +35% -12% Fines/Fees Collected $7,814.98 $6,279.49 $6,170.33 N/A—Have not begun counting these machines as of this date. TIGARD PUBLIC LIBRARYDRAFT FEE-BASED SERVICES POLICY HISTORY Drafted 10/5/2005' POLICY The Tigard Library charges fees to cover costs associated with providing alternative, enhanced, or specific services which benefit one user at the exclusion of others. BACKGROUND Free access to information found in a variety of formats is essential to the library's mission, but there are limits to what the public-funded library can provide free of charge. Services that benefit one user at the exclusion of others, oR which prevent the reuse of the information or material provided are examples of services subject to fees. REGULATIONS Fee-based services, include, but are not limited to provision of computer storage . media (discs), photocopies, and printing. Cost recovery fees are based on any or all of the following: average staff time associated with the service, cost of materials consumed, and equipment maintenance and other overhead costs. C:\DOCUME-1\Connie.000\LOCALS-1\Temp\GWViewer\TPL Fee-based services policy.doc FEE BASED SERVICES POLICY Page 1 of 1 Tigard Public Library DRAFT Proctoring Examination Policy Statement of Purpose: With the increasing number of students participating in distance learning, the demand for proctoring services is rising. The Tigard Public Library is pleased to offer proctoring services for written examinations to members of the public as outlined by the procedures.