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01/12/1981 - Packet TIGARD PUBLIC LIBRARY Phone 639-9511 12568 SW Main•Tigard, Or. 97223 AGENDA January 12, 1981 1. Call to Order 2. Reports a. Minutes - December 1980 b. Monthly Report for December 1980 3. Old Business a. Building Plans b. Computer Serial Levy C. Budget FY 81-82 4. New Business a. Resignation of Board Member, Roger Pitsinger b. Correspondence from OLA Legislative Committee • e T16ARD LIBRARY PUBLIC Phone 639-9511 12568 SW Main-Tigard, Or. 97223 MINUTES Library Board December 8, 1980 Call to Order The regular meeting of the Tigard Library Board was called to and Roll Call: order by Chairman Betsy Chick, December 8, 1980, at 7:30 PM. All members present. Reports: Minutes of the previous meeting were accepted as circulated. Librarian reviewed monthly report, pointing out that though the overall circulation was down a bit, the daily average was an all-time, extreme high. It was also pointed out that the per capita tax issue was not settled and would be under discussion after January 1. Old Business Betsy Chick read a letter from Pam Daves, Chairman of Washington Building Plans: County Cooperative Library Services (WCCLS) Citizens Advisory Board (CAB) . CAB has decided to give serious consideration to a county-wide capital improvement bond. Each library is being invited to a board meeting to present information concerning its capital improvement needs. Tigard will make its presentation on March 11. Madalyn Utz, Chairman of the Tigard Friends of the Library Building Committee, and the Librarian will begin putting Tigard's needs statement together in January and present it to the Tigard Library Board prior to March 11. Computer Serial Levy: Librarian distributed copies of a memorandum which was sent to the Tigard City Council outlining the need for a computerized circulation system and a serial levy to fund it. Copies are attached. Motion Betsy Chick moved that the Tigard Board support a three-year serial levy for $1,500,000 to buy, install and operate a county- wide computerized circulation system/on-line catalog (acronym WCCLS-RAIN) on the February 17, 1981, ballot. Motion was seconded and passed unanimously. New Business A policy outlining the scope of the outreach program to senior Outreach Policy: shut-ins and spheres of responsibility among the volunteer co- ordinator and the library staff was presented. Dick Bendixsen moved that the policy be adopted as presented. Motion was seconded and passed unanimously. Budget 1981-82: Librarian announced that it would be time to formulate a new budget after January 1981, and asked that members make recommendations for inclusions at next meeting. Walt Munhall asked Librarian to supply members with copies of last year's budget. Meeting Time Change: Librarian asked members of the Board if it would be possible to have meetings at 7:00 PM, instead of 7:30 PM. All members expressed their agreement to this change. Meeting adjourned at 8:35 PM. Respectfully submitted, t�� L h 2-- Irene Ertell Accepted: ,,, Librarian Accepted as corrected: T1qARD LIBRARY PUBLICPhone 639-9511 12568 SW Main•Tigard, Or. 97223 MEMORANDUM January 12, 1981 TO: LIBRARY BOARD CITY COUNCIL FROM: CITY LIBRARIAN SUBJECT: Monthly Report, December, 1980 1. Administration: a. Librarian attended Washington County Cooperative Library Services (WCCLS) professional board meeting on December 3. Of interest: 1. There was considerable discussion regarding the serial levy for automated circulation in view of the County commissioners' disinclination to place it on the February 17 ballot. The concensus was that it should be presented to each city for consideration and that support garnered be forwarded to the new commissioners for their consideration. It was noted that libraries are far below other county departments in services delivered and less than one book per capita is presently owned by libraries of Washington County. 2. It was also reported that the Citizens Advisory Board will give serious consideration to the capital improvement needs of public libraries. Each library has been invited to present its needs to the Board between January and June 1981. Tigard will make its presentation on March 11. As noted in Library Board minutes, the Librarian will work with the Friends of the Library Building Committee to formulate Tigard's needs statement. b. Library Board held its regular meeting December 8. Minutes are attached. C. Librarian attended Tigard City Council study session on December 15, to present a resolution supporting the serial levy for the automated circulation system on the February 17, 1981, ballot. Donna Selle, WCCLS coordinator, was also present. On December 22, at the regular session, City Council approved the resolution. d. December 17, Librarian attended WCCLS budget meeting. The budget for WCCLS was presented by Donna Selle and approved by members of the professional board. Tigard's serial levy allocation dropped from $11,220, in 1980-81, to $7,986 for 1981-82, for a total of $74,510 for 1981-82. Tigard's service to out-of-city patrons continues to grow, but Beaverton's out-of-city service jumped from 39% to 55% of the county total. e. December is normally a slower month, traffic-wise, so the staff decided to concentrate on two special projects in an effort to eliminate some backlog. One project was to bring the card catalog up-to-date as much as possible. This was successful in that the number of cards waiting to be typed and/or filed was considerably reduced. There is still a backlog of materials to be cataloged, but now most items on the shelves are reflected in the card catalog. The second project was a reorganization of the cassette collection. The completion date for this is January 25, 1981. 2. Personnel: a. Volunteer hours totaled 201.5; daily average 8.4. 3. Statistics: a. Total circulation 6487; daily average 270. Books 6022 Magazine 236 Adult 4494 Audio-visual 136 Juvenile 1528 Other 30 Interlibrary Loan 63 Tigard Public Library - Moly Report - January 12, 1981 Oge 2 3. Statistics: continued b. User cards 149; in town 73 -- out-of-town 76. c. Story hour: 45 total ; 7.2 average. d. Materials added 188. e. Materials withdrawn 204. f. Money received: Fines $15.70 Lost Books 18.95 Misc. Replacement 8.45 Donations 2.00 4. Youth Services - Kathy Tremaine: Storytime attendance has stayed high--only one pre-Christmas session dropping down to four. The Christmas Tree chain was a success. The total was 2,080 links. The Friends of the Library had pledged $200 and the money will be used to purchase filmstrips and cassettes for the children's collection. Displays for December included a "give books for Christmas" bulletin board with book lists in bookmark form, offering ideas for different age groups. • TIqARD LIBRARY PUBLICPhone 639-9511 December 8 , 1980 12568 SW Main-Tigard, Or.97223 MEMORANDUM TO : Tigard City Council FROM: City Librarian SUBJECT : Proposed serial levy to fund the WCCLS-RAIN auto-- mated library system For several years now my monthly report has related the efforts of Washington County Cooperative Library Service (WCCLS) to design a county-wide automated system that would include a computerized circulation system and an on-line catalog . The specifications for the automated system have been formulated , bids received , and a vendor selected. It now remains to finance the system because the current county-wide serial levy for library services is not adequate . It has been proposed by the Washington County Citizens Advisory Board, with concurrence of librarians , library boards and city managers , that a three-year serial levy be placed on the ballot to purchase , implement and operate WCCLS-RAIN (Regional Automated Information Network) . In this way the voters will have a chance to indicate whether they wish to pay for the enhanced s/�rivice which this system will provide . If passed , the cost to Tigard citizens would be a fraction of the cost of implementing a comparable system in- dependently. I *will be at your study session on December 15 to discuss this with you and answer your questions . I believe that auto- mation is the answer to many problems in operating and fund- ing our city library and offer the following for your considera- tion. All the public libraries in WCCLS have increasJ circulation since initiation of county-wide services . Between 1975 and 1980 county-wide public library circulation has risen from 451 ,000 to almost 919 ,000 items per year. All the libraries have manual circulation systems and conventional catalogs . Staffing has not kept pace with increased library use . Tigard Public Library (TPL) exemplifies what happens when traditional , 19th century library technology is applied to soar- ing library use without corresponding increases in staff . Circulation at TPL grew from 62 , 157 in FY 1974-75 to 99 ,511 in FY 1979-80 without corresponding staff increases . The result : catalog card typing is way behind; gift books , records and a collection of sheet music sit unused for lack of cataloging and processing time . Staff time isi'creasingly taken up by sending J Memo - serial levy. . . .automated library system - 2 overdues , filing circulation from the day before , compiling daily statistics , tracking reserves and catching errors inherent in a card catalog that does not adequately reflect the collection. There isn ' t staff time to retrieve the data which would show how much material is lost each year because of our overdue system. In spite of our closing one day a week for a work day, our circulation level is holding . In addition our overall traffic has increased and we find ourselves being asked for more inter- library loan, readers advisory and reference . Library users are not only increasing in numbers , they are more sophisticated and demanding . These are some of the things which WCCLS-RAIN would do : Overdue notices and bills will be printed automatically by the Central computer . Costs for postage and mailing for all libraries is included in the proposed levy.Detailed statistics of patrons registered , items checked ut , loans between libraries , etc . will all be kept by the comput r and reports printed period- ically. The ,WCCLS-RAIN system will take over all filing activities , eliminating filing errors . Staff will not be needed just to keep up with the increased filing generated by increased library use . Books will be checked in much faster because files will not have to be checked manually. Control of collections and delinquent borrowers will be greatly increased . Staff time now devoted to repetitive clerical tasks could , with WCCLS-RAIN , be used to help people use the library , to maintain and improve the collection. It would greatly reduce the costs of cata- loging , typing and filing. How much will WCCLS-RAIN cost? The proposed three year levy would pay all costs for pur- chasing , installing and operating the system. It would levy $500 ,000 per year . Estimated cost of this levy to the property owner is 8� per $ 1000 valuation. After the initial three year period during which all capital purchases would be made , it is planned that a sum for the . continuing operation and maintenance of the computer would be included the next time the existing library levy goes to a vote . The present operating levy expires in June 1984 . In conclusion: Washington County libraries are presently overwhelmed by the combination of increasing circulation and inadequate circulation systems . They must either substantially increase their clerical staffs or automate their operations . Automation will enable them to deliver better service to patrons while holding down personnel increases . Citizens , librarians and city administrators have agreed that a serial levy is the most equitable way to finance an automated system. The proposed levy would cover virtually all the costs associated with the system.