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11/14/2002 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, NOVEMBER 14, 2002 - 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 October 10, 2002. Braun 4. Agenda Additions and Deletions. Braun 5. Call to the Public. Braun 6. Monthly Report for October 2002. Barnes 7. CLAB/LDB Report. Barnes S. WCCLS Levy. Barnes 9. Discussion—The Art of Trusteeship. Barnes 10. New Library. Chapman 11. Library Foundation. Diamond 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 (503-684-6537), IF YOU ARE UNABLE TO ATTEND. Agenda items for future meetings: h docs\connieAIib-a TIGARD LIBRARY BOARD MINUTES October 10, 2002 Call to Order: 7:00 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: Smith moved to accept the minutes of September 19 as documented, seconded by Thenell. Motion passed unanimously. Agenda Additions and Deletions: (to be discussed during Other Business) • Christmas Eve and New Year's Eve Holiday hours • Nomination of Alternate to CLAB Board Call to the Public: None. Reports: September Monthly Report: Barnes indicated that the library continues to see an increase in circulation; 11 percent over last September. Cheryl Silverblatt left the library in September to move to England to study tapestry weaving. Linda Parker is currently managing Readers Services daily activities. Barnes is overseeing the collection with the librarians. The library has posted for a Sr. Librarian position; should fill in the next few months. The timeout software SAM has been installed on the Internet stations. The public appears to be receptive and it has freed up workstations that used to be occupied for lengthy periods of time. There were several programs in September. The children's department hosted an ice cream social in which 60 people attended, the library celebrated Mexican Independence Day on September 14. Friday Night Music, however, was cancelled. The performer was given misinformation on our location and ended up at another library and was unable to.get directions to TPL. November's Friday Night Music will host Celtic harp player, David Helfand. Book Discussion groups are held once a month on Wednesday evenings at 7:00 p.m. and then.Thursday at noon. The Cultural Passes program continues to be popular. The most popular sites visited are the Children's Museum and Chinese Gardens. WCCLS Local Option Levy: WCCLS has produced an informative video about the library cooperative system. Sixty percent of Tigard Library's operating funds come from WCCLS. A newsletter has been mailed to all county residents. On October 19, the Board has the opportunity to go to the Tigard Farmer's Market to provide information about the levy. CLAB/LDB: The County will participate in the County-wide Book Read Program beginning in April. This program's purpose is to generate enthusiasm for reading. The C-Ounty has chosen the book Pay It Forward by Catherine Ryan Hyde. Publicity for this program will begin in January or February 2003 and the program takes place in April. In April, during National Library Week, Tigard Library is planning to schedule a book discussion group with the author to take place in Tigard. City Council is planning to investigate the wording and meaning of the Patriot Act. Barnes noted there would be more information at a later meeting. CLAB reviewed the WILlnet policy and general library card holder responsibilities. WCCLS Funding Formula: Barnes indicated that position papers and responses were sent to Board members. The consultants hired to assist WCCLS with the funding formula presented scenarios of the formula to CLAB. CLAB reviewed, and no consensus was reached about what the formula should consist of. The consultants will run more scenarios for the Board. Criteria being considered for the formula are service population, enhanced services, electronic use tracking, program attendance and collection expenditure. Discussion will continue on the base figures of the formula. New Library: The Community meeting is scheduled for Wednesday, October 16, 7:00 p.m. in Town Hall. This meeting will provide the public an opportunity to give input on the new library's building design. The possibility of art in the new library has been discussed. A few donations for art have already been received. The New Library Resource Team has been discussing Green Building Principles using LEED standards. At the September 30 Resource Team meeting the architects shared conceptual plans (Barnes showed the designs of the building to the Board). The Resource Team also worked on the project vision statement. Library Foundation: The Foundation will host an event on October 22 at 7:00 p.m. to honor retired Templeton teacher Kathy Schwartz. Donations in her honor will be used to purchase children's books. The Michael Allen Harrison fundraising event is set for April 4, 2003. Foundation President, Marvin Diamond presented a summary of the Foundation's accomplishments. The Foundation's e-mail address is tplfoundation(a)aol.com. Board Communications: None. Other Business: • The library will close at 5:00 p.m. on Christmas Eve and again on New Year's Eve. ® Nomination of CLAB Alternate: The Board discussed at length. Braun currently serves as the alternate. Smith expressed interest and agreed to serve as the new alternate for the two-year term on the CLAB Board. Adiournment: It was moved by Thenell, and seconded by Chapman to adjourn the meeting at 8:50 p.m. Motion passed unanimously. Next meeting is scheduled for November 14, 2002. 4 a MIYEMORANDUM TO: Bill Monahan, City Manager FROM: Margaret Barnes, Director of Library Services DATE: November 6, 2002 SUBJECT: Library Monthly Report for October 2002 Personnel: The Senior Librarian position for Readers Services was posted and interviews for this position will be held in mid-November. The combined Senior Library Assistant position for Circulation and Readers Services is currently posted. In both Circulation and Readers Services `on-call" positions were posted. Interviews are scheduled for November for the "on-call" positions. This month a number of library staff from various divisions participated in the fire extinguisher training provided by the City. Reference Desk: Total service interactions for this month were 5,320., Total reference questions for October were 5,007. Answering reference questions accounted for 94% of the total service interactions for the month. Technical Services: In September, 1,534 items were added to the collection. There were 549 bibliographic records added to the Polaris database including 15 original records. The average number of days for items to be cataloged and processed was 26. The average number of days from order submitted to being placed was 1.11. The total number of materials withdrawn from the collection was 2,067. Volunteer staffing was low this month in this work area due to vacations and other absences. Circulation: Circulation increased by 4.7% over October of 2001. Total checkouts for October were 54,817. Again this month, self check out was approximately 6% of the total circulation. _Highest checkout average per day_this month was Fridays. Web- based renewals totaled 727 for the month; this is the highest to date. The average number of incoming Intra-library crates handled per week this month was approximately 90 compared to 73 for October 2001. This represents an increase of about 24%. Circulation has revised and modified the shelving process. These revisions have assisted in increasing the efficiency in shelving. Cultural Passes: This month the passes were used 55 times with the Children's Museum being the most popular destination. The total lifetime use fob all the passes is 953. There were 25 new registrations for the pass program. Year to date use is 215. New Library: The New Library Resource Team met twice this month with the architectural team from SRG. These meetings were devoted to discussion of the overall shape and placement of the new library. The library staff has also provided input to SRG regarding the overall space adjacency plan and the location of various services throughout the library. On October 16, a community meeting was held to solicit input for our citizens regarding the overall shape and placement of the building on the site. Participants offered at least 65 suggestions, comments and questions about the new library. The meeting was taped and is currently being broadcasted on TVTV in an effort to involve even more community members. A second community meeting on. the New Library is scheduled for Wednesday, December 11. This is a follow-up to the October 16 meeting; the public will be invited to view and comment on preliminary schematic designs. The second issue of Diggin' the Dirt column was transmitted to nearly 70 people in the community in October. To encourage all ages to become involved in the new library project, the library is sponsoring an art contest for anyone 18 and under. We are asking all young artists to draw their ideas of the new library. The public will be invited to vote for their favorite entries in four different age groups. Winners will be VIPs at the groundbreaking ceremonies next Spring. Adult Program:- The Adult Services staff is planning a variety of programs to take place this fall. Under the coordination of Kate Miller, planning for the Fall Adult Reading Program is in full swing. This event will begin on Sunday, October 27 with an afternoon event showcasing three Oregon authors. Future programs include participation in the Countywide Book Read, computer classes, job searching workshops and possibly a Chautauqua Series program. Youth Services: Little People storytime continues to be very popular. Pictures were taken on Halloween evening as many children came in costume. 295 people attended five Little People storytimes on Thursdays. 209 people attended four Little People storytimes on Fridays. Teen Read Week programs included a comic and card swap and shop and a book madness book group with author Kate DiCamillo. Ms. DiCamillo spoke with the book group.via phone for about 40 minutes and the participants thought it was great! i r rl Volunteers: Make a Difference Day on October 19 was a huge success. The effort of the 20 volunteers seems to have helped us turn a corner on the shelving crisis. Homework Center has opened with two of the three volunteer tutors in place. Volunteer Type Number Hours Regular Volunteers 73 692.50 Youth Services 20 89.00 Local History 0 0.00 Adopt-a-Shelf 5 18.50 Library Board (Sept.) 6 9.00 (Oct.) 7 14.00 Community Service 7 67.00 Friendly Visitors 4 11.00 New Library Resource Team 7 14.00 Make a Difference Day 18 53.50 MADD Poster Hanging (ladder)* 3 3.00 Scout Troop 843 8 8.00 Total 158 979.5 = 5.6 FTE * Poster hanging on ladders by a volunteer is reported separately for insurance purposes. WORK INDICATORS JCTOBER 2002 OCTOBER 2_. ,1 OCTOBER 2000 Circulation Total (from WCCLS) 57,404 54,817 49,869 (Self-Check machine) 3,610 3,908 Days of Service 31 31 28.5 Average Daily Circulation 1,852 1,768 1,750 Hours of Service 310.5 310.5 287 Materials Circulated per Hour 185 177 174 Increase in Circulation +5% +9.92% +7% Materials Added 1,534 1,569 1,420 Materials Withdrawn 2,067 1,774 789 Borrowers Registered 310 291 298 Cultural Passes Program 215 (YTD) 179 (YTD) N/A 55 (Month) 41 (Month) Adult Programs 65 17 105 (Number of sessions) (8) (3) (12) Story Time 336 150 194 (Number of Sessions) (9) (8) (8) Toddler Time 504 128 176 (Number of Sessions) (9) (9) (9) Special Programs 70 667 562 (Number of Sessions) (3) (22) (16) Children's Computer 110 159 115 Word Processors(stand alone) 189 230 313 Internet Access Station Users 5,325 4,395 3,142 Typewriter Users 44 14 N/A Visitors (Gate count _ by 2) 24,604 21,629* 20,689 Increase in Visitors +14% +0.5% +0.2% Fines/Fees Collected $5,631.62 $4,606.38 $3,735.10 Gifts Received $ 0.00 $ 0.00 $ 30.00 * Gate count system down from 10/7-10/11;figure is estimated during this time.