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12/14/2000 - Packet AGENDA TIGARD LIBRARY BOARL THURSDAY, DECEMBER 14, 2000 - 7:00 P.M. TIGARD PUBLIC LIBRARY—PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Braun 2. ROLL CALL: BECK_ BRAUN_ CHAPMAN_ DIAMOND_ IRWIN KASSON SMITH 3. Approve Minutes of November 16, 2000. Braun 4. Agenda Additions and Deletions. Braun 5. Call to the Public. Braun 6. Introduction of Wayne Grimm, Young Adult Librarian. Barnes 7. Library Foundation. Beck 8. Monthly Report for November 2000. Barnes 9. Friends of the Library Report. Burgess 10. CLAB/LDB Report. Barnes 11. Vision Task Force. Braun 12. Polaris Report. Barnes 13. Library Construction Committee. Chapman 14. Long-Range Plan. Barnes 15. Oregon Library Association Public Library Standards. Barnes 16. Board Communications. All (Reports from Board members on community and citizen activities) 17. Other Business. 18. Adjournment. TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL CONNIE MARTIN OR MARGARET BARNES AT THE LIBRARY(684-6537), IF YOU ARE UNABLE TO ATTEND. _ _ .,Fn,,l Vii,-- -'q__ - Agend31, a-1 ems for-,future--meetings: L e - r fi = 4f 4 x TIGARD LIBRARY BOARD MINUTES November 16, 2000 Call to Order: 7:04 p.m., by Chair, Anne Braun. Roll Call: Larry Beck, Anne Braun, David Chapman, Marvin Diamond, and Nancy Irwin. Staff: Margaret Barnes and Connie Martin. Minutes: It was moved by Chapman, and seconded by Beck to approve the minutes of October 12, 2000. Motion passed unanimously. Agenda Additions and Deletions: None. Call to the Public: None. Reports: October Monthly Report: The Library hired Wayne Grimm as its new Young Adult Librarian. Wayne will be working with Children's Librarian, Teresa Laubach to continue the Homework Center and to continue networking with the schools. Programs will begin again in January 2001. Beck made the suggestion that new librarians attend a Board meeting to be introduced to the Board. Margaret indicated she will ask Wayne to come to the December meeting. The Polaris Release 1.5 is scheduled to be installed after Thanksgiving. At the annual Make a Difference Day, 17 volunteers helped out at the library accomplishing many tasks such as shelf reading, searching for lost books, cut and paste projects for the children's department and the endless task of dusting. Friends of the Library Report: No report was given this month. Barnes did indicate the annual solicitation letter has been drafted and will be mailed in the next week or so. CLAB/LDB Report: The LDB did not meet in October. In early November, LDB members attended a day-long meeting focused on clarifying the roles of each individual library in partnership with WCCLS and the uniqueness each library plays in the cooperative. Director of the Beaverton Public Library, Shirely George, will be retiring as of the end of December. The Oregon Library Association has worked up standards for public libraries called "Public Library Standards." At the CLAB meeting these standards were reviewed and have changed somewhat since 1994. Barnes will provide a copy of the OLA Public Library Standards to Board members for discussion at the December meeting. Also discussed at the CLAB meeting was WCCLS' new logo. Library Foundation Report: Barnes discussed moving forward with the idea of forming a Library Foundation. Library staff will provide assistance with drafting forms and bylaws for the Board's review. The Foundation will exist in conjunction with a capital campaign for the new library and for long-term investing/endowment purposes. Barnes asked the Board to think of individuals who might be interested in serving on or assisting with forming the Foundation. Beck will invite 'an attorney to the December Board meeting to discuss logistics of setting up a foundation. Polaris Report: WCCLS continues to test Release 1.5. This release is considered to be a substantial upgrade. There are many changes within the system including its appearance and many new enhancements in the Technical Services and Acquisitions modules. Release 1.5 is expected after Thanksgiving. Library Construction Committee: Six new citizen members were appointed to the New Library Construction Committee by City Council on November 14. The Committee met with BML Architects on November 9 and reviewed preliminary sites. The Committee's next step will be to analyze the sites and develop a short list of these sites. Once a short list is established, Committee members may be able to view the sites. These sites are located within City limits and range in size from 2 to 23 acres. The optimal size is 3.5 to 4 acres, but 5 acres would be ideal for a future expansion. A report from Cynthia Ripley is expected soon on the programming information that was gathered in October. In January, the report could be ready for the Committee to review. There was some discussion regarding providing public awareness of a new library bond measure during the May 2002 election. Vision Task Force: The Vision Task Force met and came up with brainstorming ideas of what would be needed for the library. These ideas will go to the Action Committees which will design strategies and activities to implement the goals. Braun reviewed the goals that were identified for the library. The next meeting of the Action Committee for Public and Urban Services is November 27. If Board members have any concerns or thoughts, please let Braun know before the meeting. Long-Range Plan: The original Long=Range Plan Committee met to review the final draft of the Blueprint for Tomorrow: The Tigard Public Library's Strategic Plan for 2000-2005. The Committee reviewed the contents and graphs and any changes will be made by the end of November. Chapman moved to formally accept the Long-Range Plan with minor changes, seconded by Diamond. Motion passed unanimously. Staff will make a few changes to the document and have a final document ready for distribution to the Library Board, the Committee members, interested parties and staff by January 2001. Review Bylaws: The Board received and reviewed the draft Bylaws. Board members were in favor of the changes being made to the Bylaws, but wanted to include a revised date at the bottom of the document. It was moved by Irwin, and seconded by Diamond to adopt the revised Tigard Public Library Board Bylaws. Motion passed unanimously. Board Communications: Diamond noted he attended a presentation on November 10 in the Water Building on Kristallnacht or the "Night of Broken Glass." This was the attack brought against the Jews in the German Reich between November 9 and November 10, 1938, what is now called the Holocaust. Survivor Eline Hoekstra discussed her experiences as a survivor and spoke of those who did not survive. This presentation was hosted by the Tigard Public Library, Oregon Holocaust Resource Center and John Andersen who helped set up the talk through a network of fellow home-school. parents, and who also home- schools his two children. Home-schooled children and their parents were among audience members. Business: None. Adjournment: It was moved by Beck, and seconded by Diamond to adjourn the meeting at 8:26 p.m. Motion passed unanimously. MEMORANDUM TO: Bill Monahan, City Manager FROM: Margaret Barnes, Director of Library Services DATE: December 8, 2000 SUBJECT: Library Monthly Report, November 2000 Personnel: Within the Circulation Division interviews for a full-time Library Assistant position were conducted this month. As a result of these interviews, Carly Ingvalson has moved from a part-time position within Circulation to this position. Also in Circulation, Elizabeth James has resigned effective December 24. She and her husband are moving to a rural area in northern California. There are now three 20-hour library assistant openings in Circulation. We will be posting for these three positions in December and interviewing in January. We are also advertising for on-call library assistants for circulation. We also recently posted for on-call librarians for Readers Services. Although Amy Emery is still on maternity leave, she did bring Cole to the Library recently for a brief visit. She will soon be returning to work on a very limited basis and gradually transitioning back to full-time. Everyone is looking forward to her return, in part because she is the person who does the majority of the ordering of materials. Training: In January training has been scheduled for the Readers Services staff to have a review of the adaptive software on our ADA Internet workstation that is available for the public to use. This training will give the staff the necessary 'skills required to be able to provide assistance to a patron wishing to use this special software. Linda Parker and myself attended a training on giving effective public presentations. A number of staff will be attending facilitation skills training in December. The Library is also hosting a book-mending seminar in December for WCCLS libraries; a number of staff and volunteers will be attending this training. Polaris: We are still waiting for release 1.5 to go into general release. Gaylord Information Systems (GIS) did release 1.5 into general release in a smaller system in Clearwater, FL. At this time, the staff client side of the upgrade appears to be ready for general release at WCCLS. The staff at WCCLS continues to test the OPAC side of this release. They are still working with GIS to resolve a number of issues. When the public side OPAC passes the testing that is being conducted at WCCLS, 1.5 will be placed in general release. After the release of 1.5, we are planning to alter our OPAC homepage to improve access to the electronic resources WCCLS provides to our library. Construction CommitteelBML Architects: The Committee now has a full membership. Six additional citizens were appointed in November. The Committee met on November 9. At that meeting the architect Rich Brooks distributed preliminary information about possible sites. He stated that in order for most sites to be viable they need to be at least between 3.5 and 4 acres. e further stated that 5 acres would be ideal since it would allow for growth. The current target size of the building is around 46,000 sq. ft., which is larger than originally, expected. After the Committee has selected some of the proposed sites for further study, BML will design some layout models. The Committee will meet again on December 11. Long-Range Plan: A final meeting of the Committee was held on November 13 and the Library Board accepted the plan at their November 16 meeting. The plan has now been sent to the printer and we expect it to be available for distribution in mid- December. The administrative staff is now in the process of developing a master program schedule to begin the implementation of the various activities outlined in the plan. Tigard Vision Task Force: The Task Force developed two additional goals for the Library during their meetings this Fall. The Action Committee for Urban and Public Services then met on November 27 and developed strategies and action items for these new goals. Effectiveness Measures: The Administrative staff has been working on questions to use in a public survey to measure the services provided by the Library. The Library will be conducting a public survey during the month of January 2001. Collection Agency: Circulation Services has assigned 24 patron records to Valley Credit, a new collection agency. The total balance on these records is $2,797.89. Nationwide Recovery, the former contract holder, continues to have 59 active accounts from the library. These 59 accounts, assigned in 2000, total $9,972.15. The Circulation Supervisors, Craig Carter and Sandra Throne are assisting Linda Parker with these collection efforts. Reference Desk: November statistics show that the Reference staff conducted a total of 2,736 interactions with the public, which included 2,086 reference questions, 272 direction/informational questions and 378 instances of assisting the public on the computers. Fall Adult Reading Program,: This was a very successful program this year organized by Kate Miller. She was assisted in the program by a number of staff and volunteers. 182 community members participated in the program. 103 participants read six or more books and were invited to the gala. 83 participants read seven or more books and were given the opportunity to choose a book to add to the Library's collection with a special bookplate commemorating their participation. About 90 people attended the evening Gala. River West Church did an outstanding job catering the event. The music for the evening was provided by the group "Three Leg Torso" and was well received by the audience. One of the high points of the evening was the presentation by the author Craig Lesley. His presentation was excellent and we were happy he found the Water Building after the adventure he had trying to get there. Technical Services: There continues to be a backlog in the processing of items. One workstation has been moved to the public side of the network. This move has resulted in an increase in response time. Sandy Birkner is investigating different ways to improve the response time. For this month, the average number of days for all materials to be cataloged was 65. For fiction the average was 24.3 days, while audio-visual was 91.5 days and non-fiction was 80.5. Children/Youth Programs: There was a special joint children/adult program on November 10. This program was a commemoration of Kristallnacht and 183 people attended it. The average daily attendance at the Homework Center has been 8 students, with approximately 72 students served over the course of the month. Volunteers: Trish Stormont and Kathy Smith are designing the computer class outlines that volunteers will begin to use in January when we begin to offer additional classes. We currently have three new volunteers who will be assisting with these classes. The Library continues to be a great place'for people to volunteer. Trish works with each individual to find the best area within the Library for them to be a volunteer. We currently have a volunteer through the CE2 program. Trish has been working with Susan Koepping preparing the volunteer database for the conversion to the VolunteerWorks software. The transition to the new software will be completed in the next couple of months. We have six new volunteers for weekend shelving shifts.' This reverses a trend of the last several months where we have been .lacking in help. Volunteer Type Number Hours Regular Volunteers 73 641.50 Youth Services 26 148.00 Local History 0 0.00 Adopt-a-Shelf 7 17.00 Library Board 5 7.50 Community Service 0 0.00 Friendly Visitors 6 24.00 New Library Construction 3 4.50 Homework Center 8 51.50 National Honors Society 1 12.00 Boy Scout Badge Hours 1 4.00 Total 130 910.00 = 5.25 FTE WORK INDICATORS NOVEMBER 2000 NOVEMBER ", 3 NOVEMBER 1998 Circulation Total (from WCCLS) 45,738 45,365 N/A Adult Materials Juvenile Materials Total 45,738 45,365 N/A Days of Service 25 25 24.5 Average Daily Circulation 1,830 1,815 Hours of Service- 256.5 252.5 246 Materials Circulated per Hour 178 180 Increase in Circulation 1% Materials Added 1,721 1,081 1,469 Withdrawn 1.,137 292 478 Borrowers Registered 265 270 Adult Programs 352** 302** 150 (Number of sessions) (13) (11) (9) Story Time 140 100 108 (Number of Sessions) (6) (5) (7) Toddler Time 97 61 98 (Number of Sessions) (5) (5) (5) Special Programs 416 453 614 (Number of Sessions) (8) (15) (17) Children's Computer 127 164 72 Word Processors 312 343 124 Internet Users 2,741 1,700 1,482 Visitors (Gate count divided by 2) 19,661 18,355 19,491 Increase in Visitors 7% -5.8% -2.8% Fines/Fees Collected $3,973.95 $3,684.82 . $1,042.53 Gifts Received $ .0.00 $ 0.00 $ 0.00 No statistical report from WCCLS was generated. "" Includes Adult Reading Program.