02/09/1995 - Packet AGENDA •
TIGARD I-WRAHY BOARD
THURSDAY, FEBRUARY 9, 1995 - 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 HART ZELL
HOKLIN IRWIN KOSTOL LEWIS
3. Approve Minutes of January 12, 1995.
4. Monthly Report for January 1995.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Library Goals - Letter to City Administration.
8. County Bond Issue.
9. Relationship with Council - Joint Meeting.
10. Other Business.
11. Adjournment - To Library to See New Service Area.
TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL AND LEAVE A
MESSAGE AT THE LIBRARY(684-5886), IF YOU ARE UNABLE TO ATTEND.
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TIGARD LIBRARY BOARD
January 12, 1995
MINUTES
Call to Order: 7:06 p.m., by Marilyn Hartzell, Chairperson.
Roll Call: Marilyn Hartzell, Chris Lewis, Carl Kostol, Yvonne Burgess, and Lorin
Hoklin. Staff: Kathy Davis.
Minutes: Hoklin moved to approve November minutes, Lewis moved to approve
December minutes, seconded by Burgess.
Reports: November Monthly Repo - A committee of library staff has reviewed the
practice of allowing employees and volunteers exemptions from library fines
and the ability to purchase books for personal use with the library's
discount. Committee decided to end this practice. Board supported the
change. Tigard House will open as a museum the second Sunday of every
month. Volunteers will conduct a tour and history information. Director
revisited bad weather policy. Director presented to CLAB Hoklin's letter
concerning Board's view of a county-wide obligation bond for library
construction. Circulation was up November and December with December
being the highest day with 2,600 items circulated. Patrons with library fines
exceeding $50 will receive a letter reminding them of their unpaid fines.
Other libraries have found that going after delinquent fines via a collection
agency has resulted in poor retrieval. Library is displaying educational
information regarding other holidays celebrated throughout the world.
Board was glad to hear that these holiday displays are for educational
purposes.
December Monthly Report - There are complications with the new library
wing's wiring. Cables are crossing with computers and phone lines and
causing communication difficulties. The final outcome may be to completely
rewire, which would be costly. A request was made by a patron to display
several brochures on religious tracts. A reply was given, however, due to
space limitations, the library would accept one stack of informational
brochures from any Tigard area church that cared to distribute the
information through the library. A response has not been received from
patron.
Friends of the Library: So far, the Friends have received $135 for
Entertainment Books and $37 for NW Getaways books. They will be on
sale until February 14. December used book sales were up to $227. FOL
received a $141.80 credit at Powell's for the holiday book sale. There are
ideas of changing the process next year. Estimated costs for redesigning
the puppet stage to fit Children's Librarian designs are being looked into.
The Writer's Workshop will be held February 11. FOL will sell boxed
lunches for $5.25. FOL will receive 50 cents for each lunch purchased. A
Writer's Group member donated $1,000 to expand the local writers
• •
collection. FOL is looking at off-site locations for a used book store for
yearly sales.
.L.A.B.: Main issue is budget preparation. Looking at every service
WCCLS provides. A subcommittee has been set up to look at the existing
funding formula.
County Bonds Issue:
Director presented Hoklin's letter of Board concerns to CLAS. Feedback
from Tigard Administrator, Bill Monahan, indicates the City would want to
keep library as cooperative as the general opinion is that there is high
regard for libraries. Process will be slow in the decision to move as districts
or cooperatives. Director outlined some concerns such as would all
WCCLS members need to be a part of decision? Do interested parties
carry on without WCCLS? Peggy Forcier, Manager WCCLS, will compile
information on square footage of all libraries and compare to OLA
recommendations on minimum square footage per user. She will then use
this comparison to estimate costs of upgrading all County libraries to this
minimun size.
Charges for Replacement of Library Materials:
Director consulted with Circulation Manager, Paula Walker, on material
replacement fees. If an item is to be replaced, cost charged to patron is the
cost library purchased item for. If the cost is not in the computer, a default
list is available. WCCLS gathers average price of books purchased and
comes up with list prices which is called default list. Tigard Library is in
process of revising their policy which consists of: If cost is not available in
computer, employee will look up price in Books-in-Print, published by
Bowker, and will charge that price. If not in Books-in-Print, will refer to
default list provided by WCCLS.
Goal Setting:
Director asked Board to give ideas regarding issues to address that are
important for the coming year and to arrange these issues in long and short
term goals.
Long-term Goals:
Main long-term goal Is the need to acquire more space. These Ideas
could be obtained as a result of more space:
• Ongoing movement towards expanded technology and computer
use
• Teen Center(comfortable chairs,viewing/listening center/homework
help)
• Display arts, expand art collection
0 Focus on teenagers
• Focus on education
• Focus on more children's programs and activities associated with
children and growth
• Area in library designated specifically as community space, such as
programming area, tutoring possibilities, meeting space, etc.
• Bring in espresso cart to serve library patrons while in the library
Short-term Goals:
• Expand music collection and space for patrons to appreciate music
• Focus on senior citizens (Senior Open House) - an outreach to
senior citizens and their particular needs
The consensus of the Board is to focus on plans for how the library can be
expanded to meet the needs of citizens with a high value for education.
The Board would like to convey the feeling of a sense of community by
accommodating the community well regarding issues that are important
which whould be reflected in library services.
Other Business:
Nominations for new Chair: Burgess moved to nominate Hartzell as Chair
for a second year and keep Kostol as Vice-Chair. Seconded by Hoklin.
Motion passed unanimously.
Adjournment: Meeting adjourned at 9:10 p.m.
HALOGIMCONNIEWI)MIN
• MEMORANDUM •
CITY OF TIGARD, OREGON
TO: Bill Monahan, City Administrator
FROM: Kathy Davis, Library Directo �L
DATE: February 3, 1995
SUBJECT: Monthly Report, January 1995
Technology Bottleneck:
Increasingly, we are finding that our ability to complete work or provide service is
dependent upon having access to the appropriate system, database, or software.
Even having a position in the library dedicated to "technical support" has not eased
the crunch - so much time goes towards maintaining equipment that the schedule
for implementing planned changes is on a one year backlogl I will be working with
Paul DeBruyn and Valerie Yunker to identify areas where we may need to bring in
outside help to get over this hump and move forward with our technical program.
Kiwanis Tour Library:
The Tigard Kiwanis Club held their January meeting in the library to have the
opportunity to learn about library resources and get an overview of library
technology. Staff gave instruction on use of the on-line access file and CD Rom
network.
New Service Area:
The Readers Services Division took the lead in redesigning a central Reference
area that will be more accessible, visible, and efficient as well as provide space for
double staff coverage. The "Big Move" happened in January and the results are
very satisfactory. Kudos to all the staff involved as well as Public Works personnel
who provided the sweat and tearsl
New Adult Librarian:
Sharon Brunk, formerly a Head Librarian for a private secondary school in Hawaii,
will be joining the TPL staff beginning February 6, 1995. Sharon will be responsible
for selecting all Adult library materials, as well as providing Reader's Advisory and
planning programs and events of interest to adults. Sharon's attributes include
fluency in Spanish, two advance degrees in Ubrary Science, and developing a CD
Rom Information System.
Busy Time at Circulation .
Four hundred and forty-five new borrowers were added and we reached a NEW
ALL-TIME CIRCULATION RECORDI The library checked out 43,802 items in
January - a 30 percent increase over December- and beating our previous record
by almost 500 itemsl Check-in also broke a record at 51,162 itemsl Thanks to
staff and volunteers for their extra efforts in keeping up with the tidel
Staff Training:
All Readers Services staff attended the "On-Line" conference in Eugene.
Circulation staff have been taking advantage of teleconferences offered through the
State Library.
Oregon Telecommunications Forum:
I attended the O.T.F. conference January 22-24. More than 500 people from a
variety of agencies participated in designing a "super group" that will oversee
statewide development of telecommunications applications and technology.
Libraries will be asked to play a key role in this by making equipment accessible
to the public and providing basic training.
CLAB:
WCCLS Manager has completed data on the total Service Areas of all member
libraries projected out 10 and 20 years. From this we can calculate the minimum
square footage required to meet ALA service standards and determine how far
short of that goal county libraries are as a group. That number, times the average
cost of library construction per square foot will give us the approximate amount of
any bond for county library construction. February's meeting will be focused on
discussing this amount.
Volunteers: Twelve new volunteers were added this month.
Volunteer Type Number Hours
Adult 80 811.00
Youth 9 37.00
Adopt-a-Shelf 7 22.00
YART 5 10.00
Library Board 5 10.00
Community Service 4 29.25
21 st Century Academy _Q 0.00
(CE 2)
Total 110 919.25 = FTE
WORK INDICATORS &IJUARY1995 JANUARYJSJANUARY 1993
Adult Materials 25,398 24,669 23,011
Juvenile Materials 18.404 18.715 16.450
Total 43,802 43,384 39,461
Days of Service 26 25 26.5
Average
Daily Circulation 1,685 1,735 1,489
Hours of Service 260 268 260
Materials
Circulated per Hour 168 162 152
Increase in Circulation 1% 9.9% 13.9%
Materials
Added/Withdrawn 863/1,693 850/238 717/161
Borrowers Registered 445 407 358
Story Time 605 270 240
(Number of Sessions) (17) (12) (12)
Toddler Time 188 86 86
(Number of Sessions) (8) (12) (9)
Special Programs 175 72 219
(Number of Sessions) (3) (3) (6)
Visitors 18,956 — —
(Gate Count divided by 2)
Increase in Visitors N/A N/A N/A
Fines/Fees Collected $3,939.49 $3,787.00 $3,777.57
Gifts Received $ 18.65 $ 68.44 $ 544.83
HALOGIN\CONNIE\KDMTH RPT
Tigard Library Board
Tigard Public Library
13125 S.W. Hall Boulevard
Tigard, Oregon 97223
January 23, 1995
William Monahan
City Administrator
City of Tigard
13125 S.W. Hall Blvd.
Tigard, OR 97223
Dear Mr. Monahan:
Kathy Davis, Tigard Public Library Director,has asked the Tigard Library
Board to help establish both long- and short-range goals for the Library.
Accordingly, the Board devoted considerable attention to this matter during
its January meeting and reached the following conclusions.
With respect to the long term, the Board believes strongly that the principal
goal must be acquisition of more space. The Library desperately needs more
space in order to continue upgrading and expanding electronic information
services, including use of computers and data base networks. Also, the Board
places a high priority on providing space and facilities for teenagers, including
an area for homework, a listening center and a meeting room, all of which
require more space. We see a need for additional children's programs and
activities, as well as meeting rooms and facilities for community activities
(e.g., programs for seniors, service groups and tutoring).
With respect to the short term, the Board believes that the Library should
seek to expand the collection; expand the music collection and provide a space
that patrons can use for listening; and expand the Library's outreach program
to seniors in order to meet their specific needs. These short-range goals also
reflect a need for more space, inasmuch as the Library now taxes the current
physical plant beyond its designed capacity.
Generally speaking, the Board believes that the Library's focus must be two-
fold: expanding in order to meet the needs of a growing population, and
improving services that relate specifically to education. The Library plays an
important role in fostering a sense of community, and the Board wishes to
reinforce that role.
Budget pressures have forced many schools to cut their own library services.
The Board believes that the Tigard Public Library must enhance its assets and
Monahan • •
January 23,1995
Page 2
services in order to ensure that Tigard-area students don't suffer because of
cutbacks in school libraries.
As members of the community, the Board believes that the Tigard Public
Library should serve the community's needs, and that the Library's services
and facilities should address the issues that the public feels are important.
Among these are a sense of community, education, activities for young
people, programs for seniors and electronic information services. The goals
stated above reflect these concerns.
Thank you for your attention to these matters.
Signed
The Tigard Library Board
Washington County r0
Coopekatwe nay
To: Cooperative Library Advisory Board Members
From: Peggy Forcier, Manager�z
Re: General Estimate of Countywide Capital Construction (assts
Date: January 20, 1995
At the January Cooperative Library Advisory Board (CLAB) meeting there was
a request for an estimate of the cost of bringing the combined square footage
of Washington County libraries up to the OLA standard for adequacy of .6
square foot per person, for the years 2005 and 2015.
Population: Countywide population for the years 2005 and 2015 are
estimated as 433,500 and 500,200 respectively. (Source: Bob Haas, County
Land Use and Transportation Department from Metro's Interim 2015
Forecast Draft. The cities, the County, and Metro work together to build the
population forecasts. The current Forecast was agreed upon in 1987. In
approximately three months the draft Interim Forecast for 2015 is expected
to be approved and in two years, to be finalized.)
Square Footage Needed: In 1995 public libraries have a combined square
footage of 97,597. Using the population projections above, the square
footage required would be:
2005 260,100sqft (an increase of 162,503sqft from 1995)
2015 300,120sqft (an increase of 202,523sqft from 1995)
Cost per Square Foot: The Oregon State Library currently uses three levels
of quality and three corresponding cost estimates for public library
construction projects.
"A" Quality Library design is highly functional and aesthetically pleasing. Construc-
tion materials. HVAC and lighting systems are of high quality. The services of a
professional interior designed are utilized. All furnishings are new and of high quality.
Art work is purchased for the facility drawing on a budget equivalent to 1% of the cost
of construction. The services of a professional landscape architect are used.
"B" Quality Library design concentrates on functionality rather than on aesthetics.
Construction materials, HVAC and lighting systems are of average quality. Furnish-
ings are of average quality and some furniture from the existing library may be used in
the new facility. Art work is purchased for the facility drawing on a budget equivalent
to 1%of the cost of construction.
"C" QuWU Library design is simple, though functional. Cost considerations predom-
inate in the selection of construction materials. HVAC, lighting systems, and furnish-
ings. Much of the furniture from the eidsting library is used to furnish the new library.
Mail: PO Box 5129, Aloha, OR 97006 • Location: 17880 SW Blanton St.,Aloha, OR W (503)642-1544, Fox 591-0445, TDD#642-2724
Constriction Coast Estimates 1i = on State 1994'
(Does NOT include:the purchase of.Iand::site preparation or parking)
Construction building $901sgf1 $70Jsgft $50/s4ft
landscaping ..05%:.ofbldg costs ,0596. .45prb
gft) ($0:35 f sgft): ($0.25/sgft)
Professional architectural & &5%of bldg costs. 8:5% 8.5%
Services engineering., ($7 65f ) ($5.951sgft) ($4:25/sgft) <
Interior design $.75/sqft M
landscape architect I0%of landscpg.costs na na.
($.045/sqft)
Furnishings furniture & equip $13/sgft 40/.64 $8/sgft
public art 1%of bldg costs 1% ria
($0:90/sgft) ($0.70/sgft)
Miscellaneous 596 of bldg casts 5% 96 5
&Contingency ($4.50/sgft).. E$3.50/sgft).'' ($2;50/sgft)
L
TOTAL COST $117.30J&gft $B4.$lfJsqft. Jsgft
Beaverton's cost estimates (from consultant Dick Waters) are $100/sqft for
the building which does not include the cost of acquiring land but DOES
include site preparation and parking. Waters estimates $40/sgft to finish
out interiors; $18/sqft for furnishings & equipment; 1% of building costs
for art, 8% for design fees and 10% for contingency --- for a total of
175.51/sgft. Beaverton Library Director Shirley George says this is a high
estimate and they are hoping actual costs are lower.
Douglas County Library, opened in 1994, was constructed for $70/sqft.
including everything except furnishings or land acquisition. Corvallis Public
Library, opened in late 1992, was constructed for $90/sqft including
parking and $200,000 for site prep and land acquisition.
Washington County Projected Costs.-
Using
osts:Using $100/sqft ($84.55/sqft plus $15.45 for land acquisition, site prep and
parking), the cost countywide for libraries, which as a group met the OLA
standard for adequacy of .6sgft/person, would be:
all new construction existing + new construction
2005 $26,100,000 (260,100sgft) $16,250,300 (162,503sgft)
2015 $30,012,000 (300,120sgft) $20,252,300 (202,523sgft)
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