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12/12/1996 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, DECEMBER 12, 1996 - 7:00 P.M. TIGARD PUBLIC LIBRARY-PUETT ROOM 13125 SW HALL BLVD. TIGARD,OREGON 1. CALL TO ORDER 2. ROLL CALL: BECK_ BUSCH_ GUSTIN_ HOKLIN_ IRWIN LEWIS MCKAY 3. Approve Minutes of November 1996. 4. Monthly Report for November 1996. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. Recap of Recreation Round-Up Contract. 8. Other Business. 9. Adjournment. r TO ENSURE A QUORUM TO CONDUCT BUSINESS,PLEASE CALL AND LEAVE A MESSAGE AT THE LIBRARY (684-5886), IF YOU ARE UNABLE TO ATTEND. Agenda items for future meetings: h:\docs\connie\lib-a TIGARD LIBRARY BOARD November 7, 1996 MINUTES Call to Order: 6:00 p.m., by Chair Nancy Irwin. Roll Call: Larry Beck, Shannon Busch, Tammy Gustin, Lonn Hoklin, Nancy Irwin, Chris Lewis, and Angus McKay. Staff: Kathy Davis. Minutes: Beck moved to approve October minutes, seconded by Hoklin. Motion passed unanimously. Reports: October Monthly Report: The library's circulation was up 13.2 percent over last month and up approximately 13 percent from a year ago. The library offered several events this month; Adult Reading Program, Mystery Night, the annual Chamber of Commerce Fair Exhibit and Puppet Show, Halloween Story Night, Apple Cider Making, Investing Workshop, WCCLS's 20th Birthday celebration, and a workshop on "Discipline that Doesn't Hurt." The library received $3,000 from the Metropolitan Access Cable Commission to be used for the installation of an ADA accessible workstation where patrons who are visually, hearing, and mobility impaired can access the Internet. Also received $3,631 from the Oregon State Library to be used for the purchase of"audio-books" for middle-school aged users and develop story kits for check-out to home daycare providers. Friends of the Library: Solicitation letters have been sent out. The Friends are organizing a book giveaway for new parents. They will receive coupons at the hospital for books to be redeemed at the library. They will be exploring an advocacy role for the library by sending out newsletters, speaking to the public, and possibly providing bumper stickers to increase public awareness of the local library. CLAB: Members discussed the issue of public access of patron records. The contract states no one can access patron records, that a patron's regular data is exempt from disclosure. CLAB discussed and decided that each contracting library, Friends group, and governing boards could have access to their library's patron records and can decide how they want to utilize the database. Patron records will be updated once a year for current information. Discuss Possible Impacts of Ballot Measure 47 on Library Services: Due to the passage of Ballot Measure 47, the Board will discuss with Council on November 19, possible impacts of the measure on library services. Impacts will go into # i effect July 1, 1997. The library will be impacted by City and County funding sources. Board discussed library's mission and ideas to put forth to Council members regarding any shortfalls the library may face. Hoklin moved to endorse library philosophy of maintaining its high level of services as a result of Measure 47, seconded by McKay. Motion passed unanimously. Each Board member will highlight one of the seven goals from the Library Planning document and provide input on the importance of the library to the community. Adjournment: Hoklin moved to adjourn meeting at 7:30 p.m., seconded by Busch. Motion passed unanimously. a h:\docs\connielboard\brdmin.doc MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Administrator FROM: Kathy Davis, Director of Library Services Qty' DATE: December 4 1996 SUBJECT: Monthly Report, November 1996 • "Poets in Person" Grant: We have submitted an application to participate in this national event which promotes humanities programming about poetry in public libraries. 50 libraries will be selected to receive the necessary training and funding to run a six-week series of workshops. Well-known poet, Gary Miranda (nominated for the Pulitzer Prize for his book Listeners at the BreathingPlace has agreed to work ), 9 with us on this project. • Libra Writers Program in Regional Publication: Local author, Sheila Stephens, has rY g 9 � P , had an article accepted for publication in the December issue of Writers Northwest. The article titled "The Library that Loves Writers" details the development of the "Writers Resource" program. (Copy attached.) • Circulation: Continues to grow. Library use was up 9.2 percent over November 1995. Sundays in particular were exceptionally busy showing a 25 percent increase in use compared to last year. • Self Check-Out Machine: The cabinetry, computer cabling, and rebarcoding have all been completed. The date for installing the new equipment has been set for December 11. • Adult Reading Program: 218 participants read a total of 201,200 pages during the course of the 2nd Annual Adult Reading Program. 70 attended the closing party where evaluation forms were completed. All responses were favorable and asked for the event to be continued. 57 city staff members, volunteers and their families also participated in this program. • Kudos for "Friendly Visitors": The Regal Courier ran an article focusing on the library's Friendly Visitor Program and its impact on an 86-year-old resident of Royal Mobile Villa. (See attached.) • ' • Youth Services: Metzger School ran field trips for several classes to the Tigard Library; 107 children attended. 755 individuals attended this month's youth programs. • Ballot Measure 47 Impacts: In accordance with the hiring freeze imposed in response to Ballot Measure 47, we have not filled the position vacated by Y.A. Librarian, Sue Plaisance. Because service to teens is a priority for the library, Sue's duties have been divided between several of the other librarians. The level of service has been diminished, but the basics, such as book selection, will continue. • Computer Training: 41 people attended computer and CD Rom training classes. We have growing demand for these classes and are assigning another librarian to conduct additional sessions. • Oral History Pro-eect: Kathy Palmer, volunteer coordinator with the library's oral history project, met with Paula Manley, Director of TVCA, to discuss the production of a video program on Tigard's History The program would include segments of the oral histories being read aloud with images of old photographs and video footage of the people and places being discussed. Volunteers are now being recruited to go through the TVCA training to operate the recording studio. Training will begin in January. Volunteers: Volunteer Type Number Hours Adult 87 714.75 Youth 8 25.50 Oral History 6 34.25 Adopt-a-Shelf 2 2.50 YART 11 9.00 Library Board 7 17.50 Community Service 2 20.25 Friendly Visitors 4 12.25 Internet 8 56.00 e Total 135 892.00 = 5.15 FTE • 0 WORK INDICATORS NOVEMBER 1996 NOVEMBER 1995 NOVEMBER 1994 Adult Materials 22,911 22,223 21,127 Juvenile Materials 22.171 19,055 17.950 Total 45,082 41,278 39,077 Days of Service 25 25 25 Average Daily Circulation 1,803 1,651 1,563 Hours of Service 244.5 256.5 256.5 Materials Circulated per Hour 184 161 152 Increase in Circulation 9.2% 5.6% 4.8% Materials Added/Withdrawn 1,010/585 1,256/1,153 1,015/1,161 Borrowers Registered 335 314 312 Story Time 548 718 365 (Number of Sessions) (19) (23) (15) Toddler Time 170 66 146 (Number of Sessions) (8) (4) (9) Special Programs 144 200 53 (Number of Sessions) (5) (6) (3) Internet Users 61 N/A N/A Visitors (Gate Count divided by 2) 14,119 16,786 16,796 Increase in Visitors (Gate not operational -.06% N/A part of month) Fines/Fees Collected $4,177.08 $3,587.65 $3,610.14 Gifts Received $10.90 $2.45 $230.45 h:\docs\kathy\kdmthrpt ,J The Library that Loves Writers by Sheila Stephens How quickly a tvision can unfold, when a spirit of generosity leads the way. Take a look through the windows of the Tigard Public Library (west of Portland, Oregon) and you'll see why it has become a beacon to writers. Fun writers' gatherings. Well attended, inspiring writers' conferences. Motivational and informative panelists sharing tips born of experience. Exciting creative skills workshops. Helpful tours of the library, specifically oriented to writers' needs. Friendly support and critique groups. Special books for writers, and even a local writers' shelf. This beacon is drawing writers to participate and enjoy writing, at any age and every writing level. All this energy and enthusiasm has been generated in only slightly over two years. In order to give you an idea of how your library might do tike same thing, we wanted to share the process we went through, and some reasons why we (the founding members of Tigard Writers' Resource) think our program is creating so much excitement and goodwill between writers. We started out with an enormous asset in the positive attitude and vitality of our Volunteer Coordinator, Jean Lindsay. Now we call her our "library angel," and are about to give her honorary wings! The Library that Loves Writers, October 22, 1996 update Sheila Stephens (684-3057) Page 2 There's nothing Jean thinks we cannot do. When an award winning writer, Carolyn Moore, moved here from the Redwood Forest area in California, and wanted to start a writing group, Jean thought it was not only possible, but promptly set about whispering tantalizing visions in our ears, "How would you like ....?!" And we were off! Carolyn's vision, and Jean's intuitive ability to gather us together started something we all look back on now with some degree of wonder. Focusing first on defining our vision, our group chose the name "Tigard Writers' Resource" because we wanted to become a dynamic, continuing resource for writers in our community. The mission statement reflects our philosophy: "To empower writers at ever stage in their growth. " We thought it was P Y g g g vitally important to set the tone of friendship, goodwill, and respect for all the writers who would participate, from beginners to the well- published. This has proven to be one of our greatest strengths. All ages i come to flour Saturday conferences, and the excitement of sharing is tangible in the air. At the last conference, we added a "Chat Room" to help facilitate more spontaneous exchanges. The Tigard Public Library has supported us very generously by providing use of a large meeting room for planning, a bright and spacious room for workshops, and a beautiful conference room The Library that Loves Writers, October 22, 1996 update Sheila Stephens (684-3057) Page 3 for our Saturday conferences. Plus, they pay for postage, and Jean (the angel!) helps with planning, publicity, and meeting minutes (which keep us on track!). Jean also coordinates Volunteers from the Friends of the Tigard Library to organize box-lunches and help with a thousand details of set up, clean up, and book sales at conferences. The affect of all these resources, and the friendly process of sharing between writers, is profound. For instance, panelist at a recent conference, Eva Jo Bess has transformed from a true beginning writer to one of the most published writers in our group - in just one year. From fillers, she moved into feature article writing. She is now published not only nationally, but internationally, and her article about how the disabled find ways to volunteer and help others sticks in my mind as one of the most inspiring articles I've read. And writers benefit from inspiration! Eva Jo's natural enthusiasm catches so many of us, and makes us into better writers. She helped develop a tangent writers' support i group, The Tigard Freelancers. There the wheel kof generosity turns, writers share freely, friendships are born, and more writers are not only getting published, but they have a place to celebrate their victories (sound good?). We laugh and offer tips about how to handle rejections; share our writing challenges; try to find solutions to demands from the world that compete with time for our craft; and creatively pull The Library that Loves Writers, October 22, 1996 update Sheila Stephens (684-3057) Page 4 together - exchanging critiques, article ideas, and where to publish possibilities. Our creative founder, Carolyn Moore, has given of her time and r expertise, and leads our planning group in a non-structured, creative manner that keeps Tigard Writers' Resource fluid, meeting ongoing needs of our writers. But she's also taught poetry again, and in the last month, she had won seven poetry contests - and our admiration! As for myself, I'm one of the biggest fans of the Tigard Library, and The Tigard Writers' Resource. When our Volunteer Coordinator, Jean, first whispered tantalizing writers' group visions in my ear, she did so through the haze of an illness I was still fighting. (It seemed the toxic effects of some silver point pins used in a root canal in the 1970's had damaged my immune system. Recently, my acupuncturist informed me they had this same problem in China during those years. The effects: damage to the hormonal and k thyroid systems, plus your liver and nerves. Enough to slow down any writer!) Jean's tenderness and understanding helped me step forth once again - to involvement, to my own writing dreams, and to people who cared. At each conference, the group of writers who are now my friends watched over me, not letting me overextend The Library that Loves Writers, October -22, 1996 update Sheila Stephens (684-3057) Page 5 myself. Their encouragement, laughter and compassion helped me heal more quickly, and release the vital writer I remembered. To my amazement, in two years I've finished my book, "How to Light Up Your Dreams with Love," attended the Willamette Writers' Conference, and gained the attention of five publishers and agents! In addition, I give seminars in "Creative Skills to Empower the Writer Within," teach classes about writing your life stories, and have recently added a class for advanced writers. Now I'm able to encourage other writers to survive the ebbs and flows of life, and flourish! We're all having FUN - both with writing, and with the intelligent, caring writer-friends who help us focus our vision, dream our dreams, and then write, write, write! I hope this helps you do the same, for these are examples of only some of the encouraging success stories that exist if you look closely into the windows of the Tigard Public Library. Definitely a library that loves writers! i t Sidebar: Tigard Writers' Resource Founders: about 15. Conference attendees: from 60-80. The Library that Loves Writers, October 22, 1996 update Sheila Stephens (684-3057) Page 6 Tips: - No membership, no officers (less paperwork). Press releases announce events. Conference fee, not more than $5 (could vary). - Writing conferences on Saturdays (10am-3pm with a catered box-lunch break). - Two conferences yearly (we wisely break for the holidays and summer, plus we avoid the weather of January and February). - Combine panel of speakers (from greater community) with afternoon how-to workshops. Most fun: Getting real writing/publishing tips from real writers! Tigard Freelancers, Eva Jo Bess, Chairperson Ongoing writers' support groups generated from conferences. Tips: - Shares phone numbers, starts each meeting with a "Five- Minute Brag Time" for each member. Second hour, writers divide up into critique groups. Newsletter by Connie Bacak. Free editing often offered by Donna Bell. Members reminded of upcoming events by phone. (At the moment we have one daytime group, and one evening group. Daytime group meets in conference room.) - Positive, supportive environment crucial. Most fun: When everyone applauds heartily for your recent article publication, etc. ! The Library that Loves Writers, October 22, 1996 update Sheila Stephens (684-3057) Page 7 I Tigard Public Library I Moved from a small brick building (now a paint store) to beautiful location in Tigard City Hall complex in 1986. For a small to medium-sized library, it performs at the level of a large library, offering our writing igroups: - A volunteer liaison who enables our success, and coordinates with a separate entity, the Friends of the Tigard Public Library (which, amongst other things, provides "The Write Place" - plenty of writing books in a special area of the library). - The services of a research librarian (Tony Greiner) during conferences, to lead specialized writers' tours (from research materials to the Internet). - A special location for books by local writers. Also, a notebook for copies of local writers' published articles, poems, etc. - Free copies of articles and newsletters for writers' meetings. - Rooms to meet and hold conferences. k Tips: Kathy Davis, Director of Library Service for TPL says "We can do so much because we have over two hundred volunteers, and the attitude that each one is precious." She won't allow anyone to say "I'm just a volunteer." "As talented volunteers and staff are both encouraged to participate in the broad base of events," she adds, "creative ideas are popping out of the woodwork daily!" The Library that Loves Writers, October 22, 1996 update Sheila Stephens (684-307) Page 8 Most fun: The warm and friendly staff! Recent Programs: - Jointly helped Tigard Writers' Resource offer a Children's Writing Conference (soon complete with a published booklet of t stories and a Writers' Party to celebrate). - Adult and Volunteer Reading Contest (oh, the prizes!) - Classes on Parenting; the Stock Market; How to Buy Computers; the Internet; Puppet Shows, Mystery Night, and much more! Next Tigard Writers' Resource Conference: - Spring, 1997. For more information, contact: Tigard Public Library, (503) 684-6537. X - 1495 words a a Photo, outside of Tigard Public Library. Caption: Tigard Public Library moved into the new Tigard City Hall complex , 1 in 1986 and attracts over 200 vital volunteers. The Regal COURIER-DECEMBER 1996 9 Tigard library delivers for the im- si ht aired g - p By BILL REINERT ing for people who have If Gertrude Dyko can't difficulty seeing because ` read books anymore—macu- of maculardegeneration or lar degeneration has robbed glaucoma and such," she 't her of the ability—she can said. "It's wonderful to a ; sure listen to`em. have somebody come over The.beauty of it is that and you can tell her what she docl't even have to you want. ~ •• go to die library to ferret "At my age," she said out what she wants. Jane with a smile,"I like to read Coombes,a volunteer with a little romance and a good3 the Tigard Public Library's spy story." � Friendly Visitor program, Dyko is so enthusiastic does it for her. that she speaks about the Every two weeks, program to different groups JaneCoombes,right,a volunteer with theTigard Library's Coombes, a personable thatmeetin the RMVCIub- Friendly Visitor program, drops off audiotapes she young Englishwoman,stops house. selected for Royal Mobile Villas resident Gertrude Dyko. by Dyko's Royal Mobile "People don't realize what would like the library ser- Villas home to visit, drop a blessing it is. That's why vice at home are encour- The library offers acata- off some fresh "Talking I'm trying to promote flus." aged to call the program at log of magazines available Books"and pickup old ones Volunteers such as 642-1544. on tape. For an applica- to return to the library. Coombes browse the Dyko also takes advan- tion, more information or Dyko, 86, clearly delights shelves to find books of tage of the Oregon State both call 378-3849 or 800- in "putting on the kettle" interest to their patrons. Library's Talking Book and 452-0292. and fixing some homemade Homebound patrons also Braille Library Services. goodies to share with can receive materials Books and magazines on Coombes and,occasionally, through the mail from the tape and records,as well as one of Coombes's young Washington County Coop- the equipment necessary to children. erative Library's Coopera- play them,are available free An animated, good- tive Outreach program. to eligible, sight-impaired naturedly opinionated Coombes said that per- residents through the state woman,Dyko has nothing haps because of a lack of program,although Dyko al- but praise for the program. awareness, program vol- lowed the selection is more "These `books on tape' unteers presently outnum- limited. Braille books also are an unbelievable bless- ber recipients.Those who are available.