12/12/2002 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, DECEMBER 12, 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 November 14, 2002. Braun
4. Agenda Additions and Deletions. Braun
5. Call to the Public. Braun
6. Monthly Report for November 2002. Barnes
7. CLAB/LDB Report. Barnes
8. Discussion of Impact of Failed WCCLS Levy/Cost Savings Options. Barnes
9. New Library. Chapman
10. Library Foundation. Diamond
11. Board Communications. All
(Reports from Board members on community and citizen activities)
12. Other Business. All
13. 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:
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TIGARD LIBRARY BOARD
MINUTES
November 14, 2002
Call to Order: 7:00 p.m., by Chair Braun.
Roll Call: Anne Braun, Marvin Diamond, Sue Kasson, Jane Smith and Jan Thenell.
Staff: Margaret Barnes and Connie Martin.
Minutes: Thenell moved to accept the minutes of October 10 as written, seconded by
Smith. Motion passed unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Reports: October Monthly Report: The library posted for the Sr. Librarian position.
On-call positions were posted for both Circulation and Readers Services.
Also posted is the combined Sr. Library Assistant position for Circulation
and Readers Services. Interviews will take place in December.
Circulation and Reference desk use continues to increase compared with
last year. Web based renewal systems and self check use is up as well.
Staff have been withdrawing several items to make room for new
materials. The Cultural Passes program continues to be highly used with
the Children's Museum being the most popular destination. Drawings are
coming in from school-aged children for the "Draw your Library" contest.
Winners from each age group will be announced at the December 11
Community Meeting, and will be guests at the groundbreaking ceremonies
in the Spring. The City has signed the final papers for the purchase of the
property for the new library. The New Library Resource Team meets
November 18, as preliminary schematic designs will be presented. City
Council will be presented with the designs on November 19.
CLAB/LDB Report: At the CLAB meeting there was continued discussion of the funding
formula and the different formula scenarios. Each scenario presented
incorporates the main funding to come from Circulation with the concept of
including service population. Several cities expressed support for
inclusion of service population figures in the formula. Other elements
discussed were attendance, amount spent on collection, programs
offered.
WCCLS Levy:
Barnes noted that as of this date, the levy does not look as if to be passing. WCCLS is
not yet certain how this will impact the libraries and the Cooperative. All but about 10%
of the reserve fund has been spent.
Discussion —The Art of Trusteeship:
Barnes presented the Board with the book The Art of Trusteeship. Barnes explained
that the book has some good information and is geared towards non-profit boards, but
the concept can be applied to other boards. It gives the roles and responsibilities of a
board and divides it into three sections:
1) Mission — goals and objections
2) Money— developing budgets and funds, development and management of funds
3) Management Responsibilities — Boards responsibilities to disseminate
information and interaction with the public
Board members expressed interest in checking out the book.
New Library:
The City and the Library Foundation are actively looking at ways of supporting art in the
new library. A grant was submitted for art that, if awarded, the Foundation, Friends of
the Library and City will match the funds. The goal is to raise $100,000 for public art for
the new library. A new library furnishings campaign is being planned. The public will
have the opportunity to donate funds to purchase furnishings for the new library.
Library Foundation:
Diamond reported that the Foundation is dedicating all of its energies towards
fundraising efforts. Diamond asked the Board to think about individuals they know who
would be interested in buying tickets to the Michael Allen Harrison concert in April.
Ticket prices for adults are $20 and $15 for seniors and youth.
Board Communications: None.
Other Business:
• Diamond wanted to discuss fire standards and where emergency exits were
located in the library.
• Thenell discussed her role on the Vision Task Force Committee. At the last
meeting, the group evaluated the goals from the previous year. She stated there
was significant discussion about storm water and parks. Circulation Manager
Linda Parker gave a presentation about the new library. Several suggestions
were made about how to raise money for the new library. The emphasis was on
public participation in the new library. New strategies and activities for each goal
was discussed and accepted by the group.
• Barnes indicated that from the September Banned Book Week, a patron was
concerned about one of the quotes displayed in the library. In addition, Barnes
received notification from a patron that wanted more historical and classics
materials in the video and DVD collections. Barnes has "responded to both
concerns.
Adiournment: It was moved by Smith, and seconded by Kasson to adjourn the meeting
at 8:40 p.m. Motion passed unanimously.
Next meeting is scheduled for December 12, 2002.
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library ServiceS%74e
DATE: December 5, 2002
SUBJECT: Library Monthly Report for November 2002
Personnel: The Senior Librarian position for Readers Services was posted and
interviews for this position will be held in mid-November. The position was offered to an
internal candidate, Kate Miller. Kate accepted the position at the beginning of
December and was scheduled to begin her new assignment in the Library on Monday,
December 30. Since that time Kate, after much soul searching, has chosen to resign
from the Tigard Library to pursue librarianship in a community college setting. Kate's
last day at the library will be sometime in mid-January. We will all miss Kate and wish
her will as she begins this new adventure/stage in her professional career.
Senior Library Assistant interviews were conducted and the selection will be finalized at
the beginning of January. The Readers Services Manager position is currently posted.
Interviews for this position will be conducted in January. In both Readers Services and
Circulation we will be attempting to use less and less "on-call" staff through the rest of
the fiscal year.
Reference Desk: Total service interactions for this month were 5,123. Total reference
questions for November were 4903 or 96% of all questions answered. This is 1,824
more reference questions than November 2001, an increase of 55%. Total service
interactions were 15% higher than the month of October which was 4,456.
Technical Services: In November 1,511 items were added to the collection. There
were 430 bibliographic records added to the Polaris database. The average number of
days for items to be cataloged and processed was 32. The average number of days
from order submitted to being placed was .84. The total number of materials withdrawn
from the collection was 2,142.
Amy Emery participated in testing of Polaris 2.0, specifically the new acquisitions
features which allow downloading of brief MARC records from Ingram and the
automatic creation of Purchase Orders. Her appraisal was that these features actually
create as much or more work that they are suppose to replace and would not appear to
speed up the ordering process.
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This month the withdrawal process was divided into "Last Copy" and "Not Last Copy."
The hope is this new way of proceeding with deletions from the collection will increase
the efficiency of this process.
Connie Levesque wrote a book review for the December Regal Courier.
Circulation: Circulation increased by 11.2 over November of 2001. Total checkouts
for November were 56,076. Sundays continue to be the busiest day of the week, with
an average of 348 checkouts per hour. A new record was set on Sunday,
November 10. Total checkouts for that day totaled 1,710 or 427.5 checkouts per hour!
Self check out was approximately 7% of the total circulation. Highest checkout average
per day this month was Mondays. Web-based renewals totaled 676.
Circulation staff handled 438 intra-library crates this month. The average number of
incoming Intra-library crates handled per day this month was approximately 16.2.
Approximately 61% of the reserves/holds on the daily hold list were filled which
represents a total of 2,901 items pulled to filled holds.
Community Services: Community Service hours served in Circulation in November
totaled 52.75. All of these hours were served by four people in court-ordered service.
No Peer Court ordered service was performed this month.
New Library: The New Library Resource Team met this month with the architectural
team from SRG to review schematic designs for the new library. The City Council was
updated twice this month on the status of the new library. The library staff has also
provided input to SRG regarding various specific workrooms and the overall workflow
within the new library. In December additional meetings will be held with the staff to
further define the design.
The second community meeting is scheduled for December. At the December
community meeting, the public will be invited to view and comment on the schematic
designs for the new library. The schematic design phase will be completed in
December and SRG will publish a report on the schematic designs. This report will be
posted to the City's webpage. The next phase of this project is design development.
This phase is projected to last until the end of January.
Adult Program: The final event of the Adult Reading Program, "Snow Falling on
Readers" was held on Friday, December 13. It is estimated that approximately 85
people attended this event. A total of 180 people registered to participate in the Fall
Adult Reading Program.
The Countywide Book Read program planning is well underway. The book chosen for
this program is: "Pay it forward."
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The Adult Services group is working on overall programming themes and scheduling for
the next 12 months. ' A variety of themes and programs are currently being.developed
by the staff.
In January a series of Job Searching Skills programs will be offered by the library.
These programs are being organized by Erik Carter
Youth Services: Once again this year the Friends of the Library will be providing the
tree for the annual Mitten Tree program. 256 people attended six storytimes during
November. Special programs provided included a storytelling program by Will Hornyak
at Greenburg Oaks.
There were several schools visited this month including a trip to Fowler Middle School.
300 students attended the programs at Fowler.
Volunteers: For the month of November volunteers donated 830.5 hours to the library.
Library volunteer hours have been "down" in the last three months, compared to the
same months in 2001. Trish has conducted a brief analysis of the data which reveals
that we have about 30% fewer youth volunteers coming in each month compared to the
last two years.
Ethics training is underway for library volunteers. About 14 volunteers read and signed
off on the training in November. Comments were generally favorable.
Volunteer Type Number Hours
Regular Volunteers 80 603.50
Youth Services 21 110.50
Local History 2 6.00
Adopt-a-Shelf 5 15.00
Library Board 5 10.00
Community Service 4 53.00
Friendly Visitors 2 7.00
New Library Resource Team 7 10.50
Boys Church Group 6 6.00
Homework Center 3 19.50
Total 135 841.0 = 4.9 FTE
WORK INDICATORS )VEMBER 2002 NOVEMBER 2 NOVEMBER 2000
Circulation
Total (from WCCLS) 56,076 50,430 45,738
(Self-Check machine) 3,563 3,950
Days of Service 27 27 25
Average Daily Circulation 2,077 1,868 1,830
Hours of Service 260.5 264.5 256.5
Materials
Circulated per Hour 215 191 178
Increase in Circulation +11% +10% +11%
1
Materials Added 1,511 1,657 1,721
Materials Withdrawn 2,142 1,260 1,137
Borrowers Registered 303 237 265
Cultural Passes Program 282 (YTD) 218 (YTD) N/A
67 (Month) 39 (Month)
Adult Programs 36 370* 352*
(Number of sessions) (3) (13) (13)
Story Time 114 90 140
(Number of Sessions) (4) (5) (6)
Little People Storytime 133 23 97
(Number of Sessions) (3) (3) (5)
Special Programs 86 325 416
(Number of Sessions) (6) (15) (8)
Children's Computer 147 125 127
Word Processors(stand alone) 183 246 312
Internet Access Station Users 4,536 3,861 2,741
Typewriter Users 11 15 N/A
Visitors
(Gate count - by 2) 21,879 20,263 19,661
Increase in Visitors +8% +3% +7%
Fines/Fees Collected $5,104.18 $4,647.12 $3,973.95
Gifts Received $ 0.00 $ 0.00 $ .00
Includes Adult Reading Program.
WORK INDICATOR NOVEMBER 2002 NOVEMBL -001 NOVEMBER 2000
Circulation
Total (from WCCLS) 56,076 50,430 45,738
(Self-Check machine) 3,563' 3,950
Days of Service 27 27 25
Average Daily Circulation 2,077 1,868 1,830
Hours of Service 260.5 264.5 256.5
Materials
Circulated per Hour 215 191 178
Increase in Circulation +11% +10% +1%
Materials Added 1,511 1,657 1,721
Materials Withdrawn 2,142 1,260 1,137
Borrowers Registered 303 237 265
Cultural Passes Program 282 (YTD) 218 (YTD) N/A
67 (Month) 39 (Month)
Adult Programs 36 370* 352*
(Number of sessions) (3) (13) (13)
Story Time 114 90 140
(Number of Sessions) (4) (5) (6)
Little People Storytime 133 23 97
(Number of Sessions) (3) (3) (5)
Special Programs 86 325 416
(Number of Sessions) (6) (15) (8)
Children's Computer 147 125 127
Word Processors(stand alone) 183 246 312
Internet Access Station Users 4,536 3,861 2,741
Typewriter Users 11 15 N/A
Visitors
(Gate count _ by 2) 21,879 20,263 19,661
Increase in Visitors +8% +3% +7%
Fines/Fees Collected $5,104.18 $4,647.12 $3,973.95
Gifts Received $ . 0.00 $ 0.00 $ .00
Includes Adult Reading Program.
Monthly Report
December 2002
for
Tigard Library Board
1. Meeting was held on December 12, 2002.
2. Current activities: The Board is updated monthly through written and verbal reports on
library usage, activities and staff vacancies. The Board is also kept aware of the timeout
software effectiveness and any Internet issues that may come up. The Board is also made
aware of any materials consideration or patron concerns. The Board was given a report
on the outcome of a patron's concern for a quote that was displayed for Banned Book
Week. The Board receives monthly updates from the New Library Resource Team and
Library Foundation on progress of projects and activities. In January, the Board will
assist library staff in conducting its annual patron survey.
3. Status of long-term projects: The Board receives reports and handouts from the Director
on the status of the WCCLS funding formula. The Board was made aware that library
staff are making efforts to be creative with services and programs to stretch dollars due to
the failure of the WCCLS Local Option Levy. The Board will continue to receive status
reports from the Library Director. The Library Board will continue to play a role in the
new library project. At this time, City and Library staff are busily preparing and
finalizing plans of schematic designs. Groundbreaking is scheduled for May 2003, and
the Board will assist with the festivities. Construction is scheduled to begin in June.
4. Number of volunteer hours contributed this month: The Library Board donated 6 hours
for the meeting.
5. Attachments (include notifications, sign-in sheets, minutes, reports, press releases,
proposals, etc.) - List:
1. Agenda for December 12 meeting
2. Draft copy of the December Board minutes
3. Copy of the November 2002 Monthly Report
6. Any items to be scheduled for on the Council tentative agenda: Update on Design
Development for the new library.
L/Iib/Library Board/Monthly Reports/December,2002.doc
7. Status of members—are there any members scheduled to have their terms expire in the
next four months? Are any members indicating that they plan to retire, move or resign
soon? Please give details. None at this time.
UIib/Library Board/Monthly Reports/December,2002.doc