09/09/1993 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, SEPTEMBER 9, 1993 - 7:00 P.M.
TIGARD CITY HALL-TOWN HALL CONFERENCE ROOM
13125 SW HALL BLVD.
TIGARD, OREGON City of Tigard
1. CALL TO ORDER
2. ROLL CALL: BURGESS— CUNDIFF_ GROSSEN—
HARTZELL— IRWIN — KOSTOL_ LEWIS
3. Approve Minutes for June 10, 1993.
4. Monthly Report for June/July, 1993.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Introduction of New Board Members Nancy Irwin and Chris Lewis.
8. Review of last Budget Year.
9. Expansion Update
10. Mission Statement, Goals, and Objectives.
11. Viewing of short film on Library Board Service.
12. Adjournment
TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL LIZ NEWTON
AT 639-4171, EXTENSION 308 IF YOU ARE UNABLE TO ATTEND.
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TIGARD LIBRARY BOARD
June 10, 1993
MINUTES
Call to Order: 7:10 p.m., by Amo DeBernardis, Board Chairman
Roll Call: Arno DeBemardis,Yvonne Burgess,Marilyn Hartzell. Guest: Liz Newton, Staff:
Kathy Davis.
Minutes: Approved as written.
Reports Monthly Report was summarized by Library Director. Summary meeting of
Planning Committee was held May 17,1993. Reference Librarian,Martha Powers
has been assigned to organizing "in-city resources." Video maintenance and
replacement policy is being reviewed. Library Assistant,Melanie Pollock resigned
to take a job in Alaska. Volunteer hours passed 1,000 mark in May.
Friends of the Library Will be selling jungle theme T-shirts as fund raiser during
summer reading promotion: "Wild about Books.* Group is designing a new kit
for parents of first babies. Kits will be available in Tigard only.
C.L.A.B.: Reviewed WILI and Cooperative Library Services Agreements.
Planning Process: Discussed planning process to date including results of the "forced choice"
prioritization exercise. Library priorities may be grouped into the following service
areas: Assistance in accessing information, developing and maintaining an
excellent collection;programs and classes for personal enrichment(with focus on
adults and preschoolers); Fiscal responsibility through cooperative ventures and
networking; to serve as a community resource; to promote broadbased use of
services through encouraging citizen involvement. These general statements will
be developed as goals with staff participating in writing objectives. The document
will be made available to participants and Council by mid July.
Budget Uodate: Proposed budget will include the 1300 square foot library expansion and a full
time Department Secretary position. Greg Berry from the Engineering Department
will serve as project coordinator for the expansion.
Senior Open House: Open House was scheduled for August 13, 1993. All Board members will be
expected to attend in lieu of August meeting. Event will run from 6:30 - 8.00.
Library Fees: The Washington County Professional Advisory Board will be scheduling a special
meeting to discuss this issue using a facilitator with a background in Professional
Ethics. Library Board members opted to table this discussion and send members
to the meeting in September.
FY 92-92: DeBernardis shared his memories of changes in the library and its service through
his 8 years on the Board. Members offered suggestions for helping new Board
members get "up to speed" and involved with library issues including having a
tour of the facility and an overview of services;meeting staff. Two new members
should be joining the Board in July or August. Members shared coffee and cake
in honor of Amo's last meeting.
Meeting Adiourned: 8:30 p.m.
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Pat Reilly, City Administrator
FROM. Kathy Davis, Library Directo
DATE: August 5, 1993
SUBJECT: Monthly Report, July 1993
Expansion:
Worked with architect on some minor modifications to design (added two internal
windows; eliminated skylights; modified access doors). Project will go to bid in
conjunction with external building maintenance. Bid opening will be September 8.
Work Space Allocation:
Brian Ries has agreed to act as a facilitator in staff discussions regarding changes
in work space. He will work with a small committee to draft a recommendation.
Circulation:
July's circulation of 42,841 surpassed our previous record (March, 1993) by 553
items.
Department Secretary:
Connie Martin was selected from a very qualified pool of applicants as the new
Library Department Secretary. The staff is pleased and excited to see how this
position develops.
Butterflies:
Family and friends of the late Helen Steyaert gathered to witness the dedication of
the Memorial Butterfly Gardens on July 7. Two butterfly resource notebooks and
a framed photograph were donated to the library in Helen's honor.
Senior Librarian:
Senior Librarian, George Anne Miller has submitted her resignation. Recruitment
process for her replacement will begin in August.
Youth Service
As of July 30, over 1,100 children and young adults are registered in library
reading programs. Special events during the month drew 580 people.
Ed. Service:
Summer programs are showing an 81 percent fill rate up from 67 percent last year.
Indoor Park Program is 100 percent filled.
Staff:
Library Assistant, Laura Tatum has submitted her resignation. She will be leaving
to attend college this fall. Children's Librarian, Jody Westerman attended a
Franklin Quest seminar on project management and will be presenting information
at a supervisor's training class at Janice Deardorffs request. Librarians are
working on a Collection Development Plan.
Library Board:
Two new Library Board members were selected by Council. Nancy Irwin and
Christine Lewis received orientation in July and will meet other Board members at
the Senior Open House planned for August.
CIA :
A summary of the proposed MIX Agreement changes was given by Tim Ewert.
Written copies of this document will be available in August. First meeting of the
WCCLS Evaluation Committee was held. A basic process was outlined that will
begin with Library Directors compiling a list of the most important services they
believe should be provided to their service area patrons. Selections from these
lists will be used to create a prioritization exercise for County-wide library service.
PAB and CLAB will participate in this.
Patron:
Received a $500 donation from an area businessman who commented on his
appreciation of TPL as a well-run, customer service oriented organization.
Another patron (a parent of a five month old) was upset by the fact that we do not
provide formal library programs for children in the birth through two year age
group. She plans to write her State Officials regarding this issue which she views
as age discrimination.
Volunteer Volunteer Type Number Hour
Adult 66 594.50
Youth 8 29.75
Adopt-a-Shelf 7 27.50
YART 0 0.00
library Board 2 2.00
Ed. Services 9 154.00
Community Service 1 10.00
CE 2 0 0.00
Summer Reading 9 28.00
Total 102 845.75 = 4.90 FTE
WORK INDICATORS JULY 1993 JULY 1992 JULY 1991
Adult Materials 23,310 18,756 18,621
Juvenile Materials 19,531 116.627 15.93
Total 42,841 35,383 34,554
Days of Service 27.5 28 28
Average
Daily Circulation 1,558 1,267 1,234
Hours of Service 271 283 283
Materials
Circulated per Hour 165 125 122
Increase in Circulation 21.1% 2.4% 20.3%
Materials
Added/Withdrawn 737/1,000 788/190 810/119
Borrowers Registered 309 379 312
Story Time 413 403 434
(Number of Sessions) (15) (18) (19)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 635 408 372
(Number of Sessions) (7) (6) (4)
Fines/Fees Collected $3,391.34 $2,486.00 $2,427.77
Gifts Received $ 12.85 $ 10.64 $ 23.45
HALOGIMCONNIEWDMTHRPT
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Pat Reilly, City Administrator
FROM: Kathy Davis, Library Director
DATE: September 3, 1993
SUBJECT: Monthly Report, August 1993
George Anne:
August 20, one week after tendering her resignation, George Anne Miller passed
away from cancer of the bone marrow. Staff was very appreciative of the notes
and supportive calls from other departments. A memorial was held at the Library
Director's home on August 27, to help staff with what has been a long and
traumatic event.
Civic :
Library staff, with assistance from Liz Newton, pulled together resources and ideas
for the development of a "Tigard Specific" civics class. Material was passed to
Karen Reilly, part of a third grade teaching team from Mary Woodward School.
The team will be working to develop a four week curriculum to begin in September.
The teachers will evaluate the program and present the idea to others in the school
district for wider implementation next year.
Senior Open House:
Fulfilling a commitment to do so, the Library Board hosted a second open house
August 13. Turn out was small (20 people), but the response was very positive.
New Board members also had a chance to "get their feet wet" meeting the public.
Youth Services:
Final tally of children and teens registered for Summer Reading Programs: 1,175.
Attendees at special summer events: 2,272. The decorations from the Children's
Area were donated to the school that had the largest student participation in the
reading program. Mary Woodward took the honor with just under 200 children
registered. Participating children came from every Tigard school plus Gaarde
Christian, St.Anthony's, and several Beaverton, Sherwood, Newberg, and Portland
schools. "Home schooled" children were also represented. Youth Services
Librarians have written a grant proposal to: 1) Improve and market our parenting
materials and 2) Develop a Teen Survival Center (life skills information aimed at
young adults.) Young Adult Librarian served on a county-wide committee to
develop an instructional brochure on how to effectively use the library for
homework assignments.
Ed. 5ervice :
Summer quarter has ended. Final count of camp use showed an 85 percent fill
rate for all activities. Beginning with the Fall calendar, the Educational Services
Coordinator will be working more extensively with the library staff to develop
offerings that compliment other library resources. There will be an effort made to
fully integrate lectures, programs, and classes as alternative formats for information
dissemination. Fall registration begins September 16.
-Staff:
All librarians (4) plus the Director attended a four session class on electronic
networks sponsored by Marylhurst College. The program focused mainly on the
Internet System and has given us a good basis for discussing options on how and
if such a system may be implemented in the library. With technology in this area
changing so rapidly, the library has made it a goal to keep its professional staff up
to speed.
Director and Children's Librarian attended a joint Clackamas/Washington County
session on corporate sponsorship of library programs. The Youth Services
personnel of Washington County will be addressing this issue in greater detail as
it is usually children's programs that are "targeted" in media campaigns ("Come to
McDonald's for a Happy Meal and get a special reading certificate! Bring this
certificate to your local library and they will give you a prizel") The growing
problem is that libraries are never contacted about these promotionals and they
actually tend to drain attention away from "real" reading programs that usually offer
a literary incentive (a free book) as opposed to a gift certificate for a large fry.
Library Assistant, Jeff Brislin, submitted his resignation to attend college. A new
Library Assistant has been hired. Mary Guertin, a former volunteer, will begin in
September.
CLAB and Library Board:
No meetings were held in August.
Patrons:
A library user complained about the number of children using the library - or more
precisely - that the large number of children made the library very noisy. He was
given information on the success of the summer reading program and a schedule
of children's events so that he might avoid those "high use" times if he preferred.
He was not pleased to learn that patrons of any age could not be "banned" from
the library because of noise and said he would contact the Mayor regarding this
issue. A book complaint was received. A copy with response will be forwarded
to the Board.
Computer :
Senior Library Assistant, Valerie Yunker, served as acting Systems Administrator
for the City network for the week of August 23-27. We were very pleased with her
ability to successfully deal with the problems that arose during that time. As our
"core group" representative, the library fully supports her involvement in these
activities and also her recommendation that other core group members receive
training to bring them all to an equal level of ability.
Volunteers: Volunteer Type Number Hour
Adult 69 733.25
Youth 10 57.25
Adopt-a-Shelf 5 23.75
YART 0 0.00
Library Board 7 7.00
Ed. Services 4 99.00
Community Service 2 10.25
CE 2 0 0.00
Summer Reading 2 5.0
Total 99 935.50 = 5.40 FTE
WORK INDICATORS AUGUST 1993 AUGUST 1992 AUGUST 1991
Adult Materials 22,471 15,555 18,360
Juvenile Materials 17,38$ 16.803 14.00
Total 39,854 32,358 32,369
Days of Service 28.5 28.5 29
Average
Daily Circulation 1,398 1,135 1,116
Hours of Service 287 283 286.5
Materials
Circulated per Hour 139 114 113
Increase in Circulation 23.2% 0.0% 15.0%
Materials
Added/Withdrawn 1,036/444 690/104 742/172
Borrowers Registered 333 332 309
Story Time 206 153 141
(Number of Sessions) (11) (8) (7)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 320 217 0
(Number of Sessions) (2) (2) (0)
Fines/Fees Collected $2,906.51 $2,310.05 $2,386.78
Gifts Received $ 9.98 $ 173.92 $ 2.58
HALOGMCONNIEWDMTHRPT
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avidson-'s fights dial
gesTIGARD — Davidson's Casual Dining will their wages to the organization that day,said co- sponsoring a"How
celebrate its 21st anniversary of doing'business :owner Joy Davidson,challenging other local res- contest, Davidson
in Tigard by helping the American Diabetes As- taurants to jump into the drive and help out. Lela Yager,a 22-ye
sociation raise money for research. As pan of the celebration and fund drive, Patrons will be c
r' The promotion and charity drive happens at patrons can order Davidson's "Jumbo burger, tance Yager travel
the restaurant between loon and 4 p.m. Aug."14. fries and a soft drink" for $3 that afternoon. A orders during the fi
The restaurant is located at 12830 S.W. Pacific dollar from each order will be donated to the wear a pedometer
Highway. diabetes organization. will be awarded tc
The restaurant's employees will donate-part of Far fun — and charity — the restaurant is guess,
h in the city's y
Library "hosts seniors Streets set for mi
ty councilors,
;ems to elude TIGARD — Senior citizens can shelves of other community libraries TIGARD — City engineers have tai
take a closer look at the Tigard using a computer network. summer's pavement maintenance progran
is Tuesday to Public Library next week ata spe- Patrons aL4o can learn how to get. The street overlay and maintenance
�. cial open house just for them. information.on specific topics using new pavement,re-striping,and work on
de giving the Popular demand prompted library a number-of computer data bases lines.City councilors approved the projec
int an interim officilas to schedule another orienta- .available at the library. Southwest 72nd Avenue will get nevi
before a term tion session showing seniors how to Those.who.do not have library Road and Carman Drive, and between L
it people ap- use the library and the services cards can sign up for them during to the city line.
d removing a available .through the Washington the open house. Southwest Tiedeman Street will get
er seat if run- County CooperatiyeY Library Sys- There is roadmission charge, Greenburg Road and Tigard Street.Crev
tem• and free bus transportation is avail- Burnham Street between Main .Street i
.25 S.W. Hall The open house is set Aug. 13 ablejrom..the King City Library, Souhtwest Hunziker Street from Hall Bou
ing. Both are from 6:30 to 8 p.m. at*the library, Royal,Mobile Villa and the Stun- Avenue.
13125 S.W.Hall Blvd. merfield Clubhouse. Southwest Gaarde Street is slated for a
it scrapped a During the event, senior patrons west 110th and 112th avenues. Grant St
receive a tour of the Iib and in- A.shuule bus is scheduled to
Y Johnson streets,will be repaved.The rou
formation about how to use specific depart far .the Tigard library from
to change the � School.Street off Pacific Highway also wi
areas such-as the reference and non- King City at 6:10 p.m., from Royal
itions, giving Mobile Villa at 6:20 p.m.,and from Two alternate projects include repavi;
fiction sections. portion of Cascade Boulevard from Greet
vhich.council Those attending also receive :the"Summerfield Clubhouse at 6:30
,uncilors have hands-on instruction on how to _Pm-!
ipposed. check out videos and cassette.tapes, For -:more .information, call
t and Fessler how to reserve books or.search the .639-4171.
nd.giviug_the
>nly two psi- Fair one :of:. i�e st twe r
rover Hawley . , _ <s ,
A not seen or HR.LSBORO -- :.Despite .;a--.1ot=d x urning+in all directions,
r councilors. Friday night parking fiasco.and:a _Wade"d.
:tion method. 16-percent:drop:in±auendance,3the 'Me'lesuit�vvaslchaos:anda:turmaffic: f
R
rner�"T
eMao
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Preschoolers,', 1 AM'f •.p;, Nd £ `14 R a 1�1 M+ a �• +.
ivo tops to
elter
frons
W:b are 6
na4gTy{
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office
the IMU wd}iim,Ul$ji Es
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hbinitii1n11ysevice projetrt. fit their t k
For
I;eaieti, the t hlldren and parents '} ��
,�. learned that J31H Grdss at the Surd.; I .� never i
trainiry
i finer Creek Coitiiiions Coininnutrlty '"`
�°I� If d
bai6hit,wbuld g66 them ii frog plot ' passed
t+' to rake vegetables. It w
"He said he would 'give tis as
aster i
tinany plots as we needed £or Com- p
^; The
triunity service" said Carla Schults, City an
a participant in the project. "Wh
Then the group decided to donate , some ft
all of the vegetables to the battered , tThei
women's shelter #n Hillsboro. This + as:'He
�' to one of
chanty was near and dear ful did y
the vbtunteers,"said Schults. *"
The people at the Indoor l ark do
not know the women they are dont- ti
' frig to, not do they know where the
center is located. Fa i
The group working on the garden 'to
currently is made up of t t volun- l
Leers, although the numbers are ai-
ways changing. They received three
plots which they prepared and 716ARD
pram- On: -'at Is ;!aa the freshest
corn; another has assorted day as th
vegetables, and the third is Farmers Mari
pumpkins. The first two are for the I The markt
`? wbmeri's shelter. Magno-Hurni
The pumpkin plot is just for the located at th
' Inds. The ripe pumpkins will be Hall Boulen
donated to the,city of Tigard at Hal- Street.It cion
' loweep foc kids who don't receive a Organized
pumpkin. All the volunteers are ex- Chamber of{
cited to help others;Schults said will open wit
Por some,she said, this is their fruits, vegetal
first garden experience, so It be- grown' goods
comes a learning environment for ,flowers and bi
both tnothet and child. The Farmer
s
I every saiwdi
1fV6're very pimsed to see the '.Fall agdcultu
Tik4d Mdoor Park was willing to crafts will N
-: grow, produce for donation," said stiff photo 6ycmto st=i market's last t
'1 Gross. 0IEL6 II okk- Chalsetli Gray, 3, sOrays been, plants 'Wth slUg repellant while J-yeas•-old Jeff Year's start is
The current plan is io continue Ooger§ tries to distract her. The children and their moms, members of the Tigard Tiny Tikes ganizers plant
t ie piroject next year. In the mean- Indoor Park; are raising vegetables at the Stammer Creek Commons Community Gardens and lune throughO
Binh;Indoor Park members are look- donating them to 8 Hillsboro shelter for battered Wbrneri. While their parents are doing most `ping next year,
In for more community serviceof the garden tending, the youngsters will be more involved when it comes time to harvest weekly mus
projects. the produce. planned by acs
CONCERNED CITIZEN COMMENT FORM
(PERSONAL INFORMATION IS OPTIONAL)
NAME: PHONE: 2A--q EN 5
ADDRESS: ?
1)� Ctl 2-P DATE:
I AM CONCERNED ABOUT: (USE BACK OF SHEET IF NEEDED)
16 t l- C'ur7L_tc2; Ev\
�V, V-
SUGGESTIONS FOR IMPROVEMENT:
HELP I CAN OFFER:
I WISH TO HAVE SOMEONE CONTACT ME CONCERNING THIS ISSUE: --YES _77Z NO
aw
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tla� � S
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CITY OF TIGARD
OREGON
June 25, 1993
Dear Library Board Member:
As you all know, Amo DeBernardis has resigned as Library Board Chair after eight years
of service. We have two new members who will be joining the group later this summer,
but until then, we will not have enough membership represented to elect a new Chair.
Because of this, the July meeting will be devoted to a review of library information in
preparation for the Senior Open House scheduled in August. All Board members will be
expected to attend as "hosts"for this event (it will be in lieu of the August meeting). Your
responsibilities will include greeting seniors, giving tours of the library, and answering
questions. Our July 8 meeting will be a "refresher" course!
The summer schedule looks like this:
July 8, 1993 7:00 p.m. Review of Library Tour information
August 13, 1993 6:30 p.m. "Open House for Seniors" ... all Board
to 8:00 p.m. members attend
September 9, 1993 7:00 p.m. Next regular meeting - new members
present; elect new Chair
Please call if you have any questions! Have a Happy 4th of July.
.4 Z�
V"
Kathy Davis
Librarian
attachment
h:\login\io\library.ltr
13125 SW Hall Blvd„ Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772
TIGARD LIBRARY BOARD
June 10, 1993
MINUTES
Call to Order: 7:10 p.m., by Amo DeBernardis, Board Chairman
Roll Call: Amo DeBernardis, Yvonne Burgess, Marilyn Hartzell. Guest: Liz Newton, Staff:
Kathy Davis.
Minutes: Approved as written.
Reports: Monthly Report was summarized by Library Director. Summary meeting of
Planning Committee was held May 17, 1993. Reference Librarian,Martha Powers
has been assigned to organizing "in-city resources." Video maintenance and
replacement policy is being reviewed. Library Assistant,Melanie Pollock resigned
to take a job in Alaska. Volunteer hours passed 1,000 mark in May.
Friends of the Library: Will be selling jungle theme T-shirts as fund raiser during
summer reading promotion: "Wild about Books." Group is designing a new kit
for parents of first babies. Kits will be available in Tigard only.
C.L.A.B.: Reviewed WILT and Cooperative Library Services Agreements.
Planning Process: Discussed planning process to date including results of the "forced choice"
prioritization exercise. Library priorities may be grouped into the following service
areas: Assistance in accessing information, developing and maintaining an
excellent collection;programs and classes for personal enrichment(with focus on
adults and preschoolers); Fiscal responsibility through cooperative ventures and
networking; to serve as a community resource; to promote broadbased use of
services through encouraging citizen involvement. These general statements will
be developed as goals with staff participating in writing objectives. The document
will be made available to participants and Council by mid July.
Budget Update: Proposed budget will include the 1300 square foot library expansion and a full
time Department Secretary position. Greg Berry from the Engineering Department
will serve as project coordinator for the expansion.
Senior Open House: Open House was scheduled for August 13, 1993. All Board members will be
expected to attend in lieu of August meeting. Event will run from 6:30 - 8:00.
Library Fees: The Washington County Professional Advisory Board will be scheduling a special
meeting to discuss this issue using a facilitator with a background in Professional
Ethics. Library Board members opted to table this discussion and send members
to the meeting in September.
FY 92-92: DeBernardis shared his memories of changes in the library and its service through
his 8 years on the Board. Members offered suggestions for helping new Board
members get "up to speed" and involved with library issues including having a
tour of the facility and an overview of services;meeting staff. Two new members
should be joining the Board in July or August. Members shared coffee and cake
in honor of Amo's last meeting.
Meetinq Adiourned: 8:30 p.m.