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12/08/2005 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, DECEMBER 8, 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, October 13 and November 10, 2005 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley - Downtown Improvement Plan Update 6. Monthly Report for November 2005 Barnes 7. Review Policies: Barnes . - Fee-Based Services Policy - Proctoring Examination Policy 8. Discussion of Suggested Goals for City Council 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. ..t{rr...,.<-a?'yw.«.y..,..A<....;..,.A.,.�r:Yt?._,,..x.,.,a..�...xF E.e,,..t...sn..�_tEo�.F d„..,�'�,C,ta.,=3..t�a.'9.;..,r,.r_r.,f,..z..,ms.s-tf-r,r,.€r.,.„,,.-t€,-,-,`,.,-..N E{z....,x,>.»..,.-.-�,<r<.,.,..„,,,,.,r•..�-....<3.�,rf,,.t,o..=x.,.,..,,.--t..€,t.c.-,a._s.�.,.3.,. 1x rEt,„-,,.,._,..r,,E.E-„,,_.,r<t f,.€`i'•„r t-o,r,,,.E..,,...5ez.,3,,;t rr s0.„.En.,.Es..,i,..,,se.:,+`{E,.r,4�„.....rR,,i-E.y-rx-�tJ'',.�,.,,. ,.i',,.,{,.*5..„,E,£,.r€..,,J•-4-.fw._..,._E:.t,_....«..,.;.,^,,..1,-.,.,.=,,Sx.-,.?.,f:,E.E.,.�:,r..t,-,..,.,�_,.,,E�{.-t F,....,.,,.,r�.,..m,£?e£{�,•t,r,„..a`x,-,.YR,,Ax.,.,.S:n<-';a_�..<E-,,...�,._,....,,„,k,..:,,.. ,r.„,,,.•-,.,,,,,o;._,�.,f,�EF.�ttE,..,.E..��.E,.,t',�,E=#.5fb,`ie�,C.,,y s,,,..s:'stH.zu-„.,-t,,,--,:.;_0a:,%.-,,:r.,.- srl5s,� t<cr :• P.i5t'� ”. jtJ,r. t,r��- ,<.... 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Discussion began at 7:07 p.m. Roll Call: Marvin Diamond, Jane Smith and Suzan Turley. Staff: Margaret Barnes and Connie Martin. WCCLS: Barnes distributed the WCCLS October circulation statistics which indicates an overall circulation increase of 14% from October 2004. As requested of the Board in October, Barnes provided a copy of the governance structure chart for WCCLS. Barnes indicated that the CLAB Board met for the last time on November 3. The new Executive Board will include representation from the City Manager or designee and the Policy Board will include representation from the Library Director or designee. The new Intergovernmental Agreement outlining this governance structure will be effective January, 2006. The new Executive Board will meet in January. Barnes stated that with regards to the operating levy it was reported to CLAB, the Tigard Library Board and Tigard City Council are cautiously supportive expressing concerns about the economy and would like to review additional information. CLAB also discussed recommendations regarding a possible levy in November 2006. General Information: The library's Youth Services staff Molly Carlisle, Terri Smith, Janet Weber and Jessica Marie were recognized in November as Employees of the Month for the City of Tigard. They earned this recognition because of the various programs they provide and for all of their assistance to patrons in the,children's department. The local history and computer programs organized and presented by Adult Services are well-received and very popular. Beginning in January, individual library staff will again have the opportunity to meet with the Board. Barnes asked if the Board wanted to meet in December. Itwas decided that if a quorum would be present and if a presentation was going to be made by the Downtown Business Task Force Committee, then the Board would conduct their regularly scheduled meeting on December 8. Suzan Turley talked briefly about her September visit to the Pratt Library in Brooklyn, New York. The annual library survey will run February 5-18, 2006. Barnes asked if the Board would be available to volunteer for a few hours during this two-week period. The discussion concluded at 7:45 p.m. The next meeting is scheduled for December 8, 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. 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. Agenda 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. 4 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 be a part of the Financial Strategies Task Force. Kelly will attend the meeting and report back information for the Board. Other Business: None. Adjournment: 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. MEMORANDUM TO: Craig Prosser, City Manager FROM: Margaret Barnes, Director of Library Service DATE: December 8, 2005 SUBJECT: Library Monthly Report for November 2005 Personnel: The recruitment for a full-time Youth Services Librarian closed November 30. Interviews are scheduled for Monday, December 12, 2005. Cheryl Silverblatt was recently a guest at Story Hour. Many children watched as she demonstrated weaving and they enjoyed doing their own card-weaving craft project with Terri Smith's skillful guidance. 5 Sarah Cegan recently began her position as a part-time Librarian for Adult Services. Previously, Sarah had been part of the On-Call Librarian pool. Sarah comes to the Tigard Library with years of experience in public libraries. Circulation: November was another busy month! A total of 69,198 items were checked out. This is a 16.74% increase in circulation when compared with November 2004. November 2005 is currently the sixth highest checkout month in the history of the library. The trend of registering many new library users also continued with 461 registrations this month. Visitors to the library totaled 30,097 which is a 10% increase when compared with 'November 2004. This represents on average 1,075 visitors a day and 133 visitors an hour. Sunday was the highest hourly gate count day with an average of 187 visitors per hour. Average checkouts per hour for November set a new record! The average per hour checkout for the month was 306 items. This represents the highest checkout per hour in the history of the library. Sundays were the busiest days for November. The Self Check machine use totaled 5.2% of total checkouts. Sixty-seven percent of all renewals were accomplished by patrons. Cultural Passes: Cultural Passes were checked out 54 times this month. The Art Museum and Children's Museum were the most popular destinations. All the passes were used this month. Community Service: In November two people served 30.75 hours. All hours were served by individuals from other courts besides Peer Court. Technical Services: During the month of November 2,256 orders were placed and 2,211 orders were received. So far this fiscal year 11,688 items have been ordered. 2,217 new items were added in November, as compared to 1,831 in November of 2004. The total items added this month was 2,217. 662 bibliographic records were created in Polaris. The average number of days required to place orders was 2.33. The average number of days to catalog an item was 28. Amy Emery began entering music CD orders in Polaris for the first time this month. This will make it easier for selectors to know what titles are on order and also allow patrons to place holds on these titles. Amy also updated the ipage settings to activate a feature that allows staff to look up titles in the WILI OPAC directly from ipage. Adult Services: This month Adult Services offered 7 different programs from book discussion to computer classes. A total of 84 people attended these various programs. The implementation of the SAM reservation module continues to be at the top of the priority list. Library staff and IT staff along with staff from WCCLS have been working together to resolve the various issues surrounding the implementation of this particular feature of the SAM reservation program. Once installed the reservation system will provide greater efficiency for patrons wishing to reserve an Internet computer. Reference Desk: Total service interactions at the main reference desk for the month were 4,384. Of these interactions 2,270 were reference questions. Answering reference questions accounts for 52% of the total service interactions at the main Reference Desk. Internet Public Computer Use: Total hours of public computer use: 7,569 Total users: 10,058 Timed stations: 65 Study Room Use: 80 uses in 28 service days for an average of 3.2 uses per day. Youth Services: The Harry Potter party held on Saturday, November 12 was one of the highlights of the month. Approximately 145 wizards attended "Hogwarts" for the day in the Community Room. The afternoon was packed with activities and magic. Janet Weber and Terri Smith worked creatively and energetically to offer this memorable afternoon to the children of our community. Youth Services provided 41 various programs this past month. A total of 1,197 people attended these programs. Volunteers: This month 147 volunteers donated 1,331 hours to the Library which translates to an additional 7.7 FTE for the month. This contribution represents a 27% n increase in hours when compared with November 2004 and a 40% increase when compared with November 2003. Major areas of contribution this month included over 50 hours helping with the Harry Potter event. Additionally, 17 teens with Key Club helped with shelving on November 19. Volunteer Type Number Hours Regular Volunteers 103 1141.50 Youth Services 15 88.50 Library Board 3 3.00 Friendly Visitors 3 5.50 Adopt-a-Shelf 4 13.00 Community Service* 2 31.50 Key Club 17 48.00 Total 147 1331.00-= 7.7 FTE * "Community Service" includes Peer Court, Municipal Court and other county courts, both adult and youth referrals. WORK INDICATORS NOVEMBER 2005 NOVEMBE' 004 NOVEMBER 2003 Circulation Total (from WCCLS) 69,198 59,275 51,012 (Self-Check machine) 3,570 4,562 2,626 Days of Service 28 24 27 Average Daily Circulation 2,471 2,391 1,889 Hours of Service 226 216 222.5 Materials Circulated per Hour 306 266 229 Increase in Circulation +16.7% +16% -9% Materials Added 2,217 1,831 1,103 Materials Withdrawn 874 723 1,152 New Cards Issued 461 458 309 Cultural Passes Program 363(YTD) 201 (YTD) 287 (YTD) 54 (Month) 41 (Month) 46 (Month) Adult Programs 84 148 38 (Number of sessions) (7) (8) (2) Preschool Story Time 623 209 0 (includes Pajama Time) (Number of Sessions) (16) (6) (0) Toddler Time 0 140 0 . (includes Book Babies) (Number of Sessions) (0) (2) (0) Special Programs 378 219 121 (Number of Sessions) (14) (10) (7) Children's Computer N/A N/A 30 Word Processors(stand alone) N/A N/A 132 Internet Access Station Users 10,058 5,921 5,494 Hours of Use 7569 3691 2191 Typewriter Users N/A N/A 18 Visitors (Gate count . by 2) 30,097 27,222 20,500 Increase in Visitors +11% +33% -6% Fines/Fees Collected $7,997.49 $5,775.95 $5,342.84 N/A—Have not begun counting these machines as of this date. r � t Tigard Public LibraryCirculation Record's Last updated December 2, 2005 Most new cards made in a month: 856 new cards made August 2004. Highest date count in a month: 34,810 March 2005. Highest Checkouts per month to date: August 2005 with 75,391 checkouts. Previous record: June,2005 with 71,835 checkouts. Highest Checkouts per day: 4,153 checkouts on Monday, June 15, 1998—Kickoff to Summer Reading program. Second highest checkouts per -day: 3,946 checkouts on`.. September 7, 2004, the day after the Labor Day holiday.. Highest Self Checkout use/month since Polaris implementation: September 2004 with 5,619 checkouts. Highest Checkouts per hour (total checkouts/hours November 2005 with 306 checkouts per hour. H:\Stats and information for reports\Records\Tigard Public Library Circulation Records.doc NOVEMBER 2005 Management Overview - Circulation Total Total CheckOuts Prior Year Percent Library CheckIns Checkouts Renewals & Renewals Checkout Total Change Banks Public Library 3,390 2,678 1,037 3,715 2,708 37.19% Beaverton City Library 96,961 99,646 36,588 136,234 123,019 10.74% Cedar Mill Community Library 71,393 72,200 28,766 100,966 90,788 11.21% Cooperative Administrative Office 102 99 83 182 225 -19.11% Cornelius Public Library 2,942 2,534 824 3,358 3,949 -14.97% Forest Grove City Library 19,795 19,212 4,395 23,607 20,855 13.20% Garden Home Community Library 10,410 9,688 4,177 13,865 12,828 8.08% Hillsboro Libraries: Shute Park 38,399 36,451 14,741 519192 50,460 1.45% Tanasbourne Branch 74,211 70,141 24,635 94,776 85,664 10.64% External Loans (ILL) 159 531 68 599 501 19.56% Library Outreach Services 1,261 1,054 210 19264 1,178 7.30% Oregon College of Art and Craft 759 648 354 1,002 850 17.88% Sherwood Public Library 17,263 15,790 4,573 209363 17,756 14.68% Tigard Public Library 52,092 52,854 16,344 69,198 59,275 16.74% Tualatin Public Library 28,113 26,876 7,813 34,689 31,301 10.82% Tuality Health Information Resource Center 167 154 48 202 230 -12.17% West Slope Community Library 15,116 14,618 6,299 20,917 16,638 25.72% Totals 432,533 425,174 150,955 5769129 518,225 11.17% F:\WILT\Wilireports\Nov.05 mngmnt ovrvw\12/5/2005 Public Library Revenue/Expenditures in Washington County - FY04-05 s FY04-05 State&Local Cooperative % of Revenue Public Libraries: Expenditures Revenue Revenue from Cooperative Banks $91,860 $11,830 $72,848 86.03% Beaverton $4,502,999 $1,622,395 $2,674,366 62.24% Cedar Mill* $1,960,090 $449,129 $1,464,652 76.53% Cornelius $236,717 $154,675 $98,779 38.97% Forest Grove $743,647 $327,163 $416,484 56.01% Garden Home $155,572 $33,326 $204,929 86.01% Hillsboro Libraries* $4,934,220 $2,381,901 $2,528,169 51.49% Sherwood $569,787 $338,171 $301,365 47.12% Tigard $2,238,427 $1,159,051 $1,079,377 48.22% Tualatin $986,538 $435,009 ** $567,956 56.63% West Slope $375,643 1 $58,179 $322,876 84.73% Total- all libraries " .:,x :'$1`6;795500 $6,970,829 58.27% Notes: Revenue from WCCLS includes PL payments,Ready to Read disbursments to community libraries, and Telephone Reference contract payment to BCL *Some libraries have expenditures that are significant to their budgets and yet not common to all: such as Cedar Mill and Tanasbourne space lease **Local funds: Tualatin includes revenue from Clackamas County Expenditures are.56%higher than the total of revenue funds from Coop. and State&Local Sources. Revenue and Expenditure figures are from Oregon State Library Statistical reports for FY04-05. Other Cooperative funded Services & Activities: Administration (minus MIX.) $463,734 Automation (minus passthrough revenue).Includes$40K PCN grant. $1,028,618 Courier $228,414 Metropolitan Interlibrary Exchange (MIX) (Reference pymt$60,000 $163,420 plus MIX payments to MCL and LINCC). Outreach (includes Outr to homebound,Youth Services, Spanish Language $375,643 programs,and County Jail Library. Also includes grant expenditures of$57,819) Reference (minus$80,000 Telephone Reference Contract with BCL) $228,167 and$60,000 MIX costs;includes$50,000 for shared databases). Total - Other Cooperative funded Services &Activities SUMMARY: Total Cooperative Funds expended/distributed: <a :$1221979T`` Percentage of total expenditures from the Cooperative: 63.37% TOTAL SPENT ON PUBLIC LIBRARY SERVICE FY04-05: : : '=$19;2831496:°', County Service Population FY04-05: 472,600 Total Public Library Expenditures per Capita: $40.80 FAAdministration\Coop Statistics\04-05 PL Expend 12/512005 TIGARD PUBLIC LIBRARY DRAFT 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:\DOCLME-1\Connie.000\LOCALS-1\Temp\GWWiewer\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.