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10/10/1996 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, OCTOBER 10, 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 September 1996. 4. Monthly Report for September 1996. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. Introduction of New Member. 8. City Visioning Project. 9. Planning for Joint Meeting with City Council. 10. Report from Governor's Telecommunications Council. 11. WCCLS Orientation Session. 12. Other Business. 13. Adjournment. 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\hb-a it TIGARD LIBRARY BOARD September 12, 1996 MINUTES Call to Order: 7:06 p.m., by Chair Nancy Irwin. Roll Call: Larry Beck, Shannon Busch, Nancy Irwin, Chris Lewis, and Angus McKay. Staff: Kathy Davis, Sharon Brunk, Sue Plaisance, Gary Lark, and Diana Lauterbach. Minutes: Funding clarification was asked on the purchase of the Tigard Times on microfilm. The Friends will be paying for the library to access the Tigard Times on microfilm. McKay moved to approve July minutes, seconded by Busch. Motion passed unanimously. Highlights of Library Division Programs for 1996-97 (Staff Reports): Director introduced Sue Plaisance, Young Adult Services Librarian; Sharon Brunk, Adult Services Librarian; Gary Lark, Children's Librarian; and Diana Lauterbach, Computer Support Specialist. Each staff member presented their summary and focus for what is coming up in their divisions in the next fiscal year. Sue Plaisance, Young Adult Area: • Receiving Oregon State Grant of $1,800 to enlarge and expand the YA books-on-tape collection. • Will build a list on what books are recommended and required reading of popular teen books. • Will expand the holdings in the Teen Survival Center, the graphics novel collection (controversial and tragic themes), and YA picture book collection. • Update the teen magazine collection and add more titles. • Major weeding of the YA fiction, science fiction, and music collections. • Continued implementation of the YA circulation policy designed to increase circulation of YA fiction and science fiction. • Finish plans for a circulating CD Rom collection and pilot test it. • Add set of information kits on Shakespeare's plays which are designed to make the plays more accessible to teens. • Weed the 500's science circulating and reference collection. Workshops for teens being planned with recreational and educational themes: - How to Find Part-Time Jobs - Shakespeare with Tygres Heart Theater actors - How to Find a Summer Job - Beading Workshop (making necklaces, bracelets, etc.) - How to Play Collectible Card Games Sharon Brunk, Adult Services Area: The focus this year will be to expand the Adult Reading Program. The premise behind the Adult Reading Program is to stimulate adult reading and increase interaction between the patrons and staff members. This year, Brunk will work to balance reading choices for men and women. All librarians involved in the reading program will be responsible for their own choices and will give presentations on their particular.choices. In addition to the reading program, Brunk will offer some workshops and/or classes geared for adults. Brunk thanked the Friends of the Library for their support in the purchase of the grand prize for the reading program. Gary Lark, Children's Area: One of the main focuses for the children's area of the library is to reach children that aren't able to make it to the library. Lark will be receiving grant money to put together kits of good reading materials and read-aloud hardbacks for children in daycare centers and shelters. In addition, more focus will be on: • Organizing storytelling workshops for small daycare providers statewide. • The addition of 12 more baby kits. • Purchase of book for literature collection. • Outreach - purchase materials for Spanish and bi-lingual speaking users. • Purchase computer for children offering software on learning games. Diana Lauterbach - Computer Services: • Working on funding to upgrade the CD Rom Network. • More public access to machines, databases, and the Internet. • Change over library terminals to meet Washington County Cooperative Library Services move to a window-based format. • Working on a proposal for grant money to be used to purchase a computer system specific to the needs of hearing, site, and mobility impaired users. • Adding more machines to the computer area. • Continuing the library's Web Page with monthly updates. Director recognized the library divisions not present and stated the theme for all divisions in the library is to reach the people who can't get to the library or don't know about our services. Reports: july - Circulation numbers rebounded by 13.5 percent. All summer programs are experiencing high attendance for adults and children. The library will not be able to utilize an employee from the Private Industry Y M 0 • Council as expected. The library will be closed Friday, October 25, for the annual All-Staff Training Day. The day will be spent resource sharing, and additional training on electronic databases and equipment, as well as time to work on individual projects. Au ust - The contract with Recreation Round-Up, Inc., has ended. The library will continue to make Recreation Round-Up fliers available to the public, but the organization will no longer publish its catalog in the Cityscape. The library will be offering classes and special programs such as a students writing workshop, classes on CD Rom databases, "How To Buy a Home," a workshop for teens looking for part time jobs, parenting issues such as "Discipline That Doesn't Hurt" in addition to the regularly offered storytimes, craft times, and toddler times. The library is actively training staff in the new "Library Guide Program." The idea behind the program is that customers should not have to wander through the library struggling to find what they need. A library employee will now approach "perplexed" looking customers and see if they need assistance or referred to the Reference Librarian. All library employees will be trained as "Library Guides." The new self check-out machine should be installed before Thanksgiving. Friends of the Library: There was no meeting in September. However, Susan Mueller reported that the Farmer's Market and booksale are still in progress. The annual Solicitation Letter will go out in the Fall. CLAB: Members approved a new levy formula. Each library will project what their population will be in the year they are scheduled to build. If at that time, the population does not meet their projected amount, funds will be distributed on actual population figures. If population is more than what was projected, funds will be distributed to what the projected population amount was. City Administrators county-wide want to postpone any actions regarding the levy until the outcome of Ballot Measure 47 (cut and cap). If measure does not pass, libraries will plan for a May 1997 election. Collection Agency: The library is encountering a small number of users that abuse their library privileges by not returning checked out materials. The library is concerned with retrieving the missing materials. Kathy presented a memo from the Circulation Manager, Paula Walker, stating options for letting the public know a collection agency will be notified. Board discussed and reviewed notice that would be sent to the Tigard Times prior to submitting names to a collection agency. Beck moved the approval of the content of the memo and send to patrons and/or Tigard Times before submitting to a collection agency, seconded by McKay. Motion passed unanimously. + r Review Board Priorities for FY 1996-97: The Tigard Library Board will be involved with several major issues during the current fiscal year. They are as follows: • Involve the public in the development of a library expansion strategy. Board discussed space issues affecting this goal. • Serve as brokers of information for recreational, educational, and cultural activities of interests to library customers. • Design and implement additional methods of promoting the library. Board discussed different organizations for involvement and agreed on level of participation. • Develop and implement signage plan. • Utilize library's computer system for public access to Information Superhighway. • Arrange for senior citizen transport to the library. Board will talk with service groups and advocate library services. Cooperative's 20th Birthday: WCCLS will be celebrating its 20th Birthday the week of October 21. Each library will have a birthday party on Wednesday, October 23, serving refreshments and cake. Tigard Public Library will present now and then memorabilia from 1976 and 1996. Adjournment: Busch moved to adjourn meeting at 9:20 p.m., seconded by Beck. Motion passed unanimously. h:ldocslconnie\board\brdmin.doc -- • MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Administrator . Kath Davi Director of Libra Services FROM Davis,� Library DATE: November 6, 1996 SUBJECT: Monthly Report, October 1996 Circulation: Library use took a big jump in October with circulation up 13.2 percent over last month. Part of this increase is traceable to the proliferation of wonderful programs p p 9 and special events designed by library staff. October Events: • Readingand Relaxation is the theme for this ears Adult Reading Program. At this Y 9 9 point, more than 200 people have registered. There has been an increase in the number of participants from inside the city, with representation from all departments. • Mystery Night brought in a room full of adult readers to hear"book talks" on new titles. Y rY 9 9 • Chamber of Commerce fair exhibit andu et show - staff did "on-site" library card P pp rY registration. • Halloween Story Night- a safe, fun trick-o-treat opportunity held in the library. • Apple Cider Making - real cider presses set up in the courtyard to give kids a "hands- on" experience. • Investing workshop addressing trends in investing in the stock and bond markets. • WCCLS 20th Birthday Celebration - more than 100 people attended to hear a special musical performance and eat cake. (See attached comments.) • "Discipline that Doesn't Hurt" workshop. These events were in addition to the regularly scheduled children's programs and tours which brought in 1,147 more visitors. • • Grants: • Received $3,000 MACC grant to be used for installation of ADA accessible Internet workstation. • Received $3,631 grant from the Oregon State Library which will be used to purchase "audio-books" for middle-school aged users and to develop story kits for check out to home daycare providers. • Applied for and denied for a grant from Fred Meyer Trust to purchase the Tigard Times on microfilm. They made recommendations for how we could resubmit the proposal, which we will do in January. Stora e: Librarians sorted books in the Niche garage and arranged for the "chaff' to be hauled away for recycling. Staff: Conducted "in-service day" for library staff. Topics included safety training and technology training. Many special projects were completed as well. Sue Plaisance resigned to take a position at Hillsboro Public Library. While waiting to see the outcome of Ballot Measure 47, we have divided the duties of her position between four other employees. WEB Paae: Diana Lauterbach completed her two and a half month long project of guiding departments through the process of setting up a web site. Individual departments will now carry on the responsibility of keeping the sites up to date. Many individuals contributed considerable work to this project, but "honorable mention" needs to go to Nancy Lof for her exceptional assistance. Volunteers: Volunteer Type Number Hours Adult 91 825.75 Youth 8 37.00 Adopt-a-Shelf 4 3.50 YART 10 10.00 Library Board 5 5.75 Community Service 0 0.00 Friendly Visitors 4 24.50 Internet 8 70.75 Total 130 977.25 = 5.60 FTE WORK INDICATORS OCTOBER 1996 OCTOBER 1995 OCTOBER 1994 Adult Materials 23,618 22,705 22,446 Juvenile Materials 24.325 19.949 18.539 Total 47,943 42,654 40,985 Days of Service 28.0 28.5 28.5 Average Daily Circulation 1,712 1,497 1,438 Hours of Service 287 287 283 Materials Circulated per Hour 167 149 145 Increase in Circulation 12.4% 4.1% 6.1% Materials Added/Withdrawn 1,232/600 1,510/1,450 837/327 Borrowers Registered 473 345 347 Story Time 902 866 570 (Number of Sessions) (24) (22) (16) Toddler Time 245 176 171 (Number of Sessions) (10) (8) (9) Special Programs 316 147 234 (Number of Sessions) (8) (4) (4) Internet Users 93 N/A N/A Visitors (Gate Count divided by 2) 16,831 18,496 16,986 Increase in Visitors 0% 8% N/A Fines/Fees Collected $4,697.38 $4,121.49 $3,661.63 Gifts Received $35.75 $ 10.25 $146.38 h:\docs\kathy\kdmthrpt ! ! MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Administrator �� FROM: Kathy Davis, Director of Library Services`--"� DATE: October 3, 1996 SUBJECT: Monthly Report, September 1996 • Customer Service Recognition: Library employees were asked to nominate their peers for recognition for efforts in designing new procedures or processes for enhancing customer service. All nominees received a $1 coupon for a Baskin- Robbins ice cream cone. The results will be compiled into a "Customer Service Idea Book" to be organized on our In-Service Day and made available to all employees. • Adult Reading: Final organization took place for TPL's second annual Adult Reading Program. We are the only library in the greater Metro area offering a reading program for grown-ups, and expect a great deal of positive PR to be generated. Generous prize donations have been received from area service organizations, banks, and the Friends of the Library. In addition, each City Department will be sponsoring a prize for the "separate but equal" employee program. We are hoping that the in-house program will be a fun activity that will generate participation city-wide. • Time Management: Two innovations have been put into place this month to improve efficiency. The Circulation staff installed a cash register at the check-out desk. Employees report that transactions are much faster and that considerable time is saved each evening in counting out the days fines and balancing the accounting sheets. The library takes in about $40,000 a year in fines and fees and until now, this money has all been tracked "by hand." Acquisitions has completed installation of Electronic Ordering software and began using this method September 18. In addition, Amy Emery has evaluated several book suppliers as potential sources for locating "special order" and AV materials. We will begin a six month trial with her recommended vendor to see if this will further reduce turnaround time on new materials. • Banned Book Week: Every year libraries set aside the last week in September as "Banned Book Week." During this week, information and displays are set up highlighting the value and importance of the Public Library's role in protecting first amendment rights of freedom of speech. Public libraries carry many diverse materials thus providing a venue for free and open access to ideas, points of view, cultures and • • 1 philosophies. This years display was organized by a cross divisional team of employees and will be up until October 7. • Teacher Packets: Youth Services staff distributed packets of information to all Tigard Schools outlining services directed towards educational support (see attached). Copies of the packet were also sent to homeschool families who use the library as a classroom. • New Puppet Program: This years puppet show will include renditions of The Monkey & the Crocodile and The Boy Who Cried Wolf. Rehearsals are now underway. Gary Lark, our resident Puppet Master, is assisted in this by Sandra Thorne, Circulation Assistant. • State Telecommunications Forum Council Meeting: I attended this meeting in LaGrande and was very impressed with the level of local government representation. City Administrators, County Councilors, the E.O.S.C. President, and business leaders were in attendance along with technical people. Telecommunications services are definitely seen as a cornerstone of the Northwest Oregon economic development strategy. Burns for example, will be receiving a $10 million fiber optic cable installation that will enable them to become a statewide, data archive center for electronic files. Hundreds of new businesses are expected to move into the area to take advantage of access to these high speed transmission lines. I came back with several ideas for our library - some of which could be revenue generating! Volunteers: Volunteer Type Number Hours Adult 98 922.75 Youth 8 25.00 Adopt-a-Shelf 4 5.25 YART 0 0.00 Library Board 5 11.25 Community Service 0 0.00 Friendly Visitors 6 17.00 Internet 1-Q 61.75 Total 131 1,043.00 = 6.02 FTE • WORK INDICATORS SEPTEMBER 1996 SEPTEMBER 1995 SEPTEMBER 1994 Adult Materials 22,355 21,882 21,303 Juvenile Materials 19.981 17,254 17.190 Total 42,336 39,136 38,493 Days of Service 26.5 27 27 Average Daily Circulation 1,598 1,450 1,426 Hours of Service 264 263.5 260 Materials Circulated per Hour 160 148 148 Increase in Circulation 8.3% 1.5% 8.5% Materials AddedNVithdrawn 1,034/823 1,081/774 567/284 Borrowers Registered 354 329 297 Story Time 0 0 0 (Number of Sessions) (0) (0) (0) Toddler Time 0 0 0 (Number of Sessions) (0) (0) (0) Special Programs 57 37 13 (Number of Sessions) (7) (2) (1) Internet Users 82 N/A N/A Visitors (Gate Count divided by 2) 15,645 15,708 N/A Increase in Visitors 0% N/A N/A Fines/Fees Collected $4,021.01 $3,690.44 $2,933.21 Gifts Received $29.25 $ 15.45 $29.29 h:\docs\kathy\kdmthrpt Y ar Y r2 t ` FPublic Library Services s h '-R Greetings! As you begin another school year, we'd like to acquaint you with some of the services our Public q y y r library can offer you and your students. Please feel free to share this information with other teachers iny our school. � Enclosed you will find information on Teachers' Packets, Homework Tours, CD-ROM Searches, and Wlll Dial-In p Access. Please call your Public library contact (list included) should you have questions or require any � assistance. 5 � We look forward to working close) with you this year in � 9 y y y meeting the needs of the children and young adults in our community. Don't hesitate to let us know how we may be of service to you! Gary lark Tigard Public library 684-6537 1 4 Sue Plaisance Tigard Public library 684-6537 jgl. t Carol Sibray Tualatin Publicblit Library 692-2000 K . ME In order to provide efficient, timely service to media specialists and clas eachers, we are providing a list of primary contacts for the Tigard-Tualatin Public Schools and for `< private schools. Since Tigard-Tualatin School District is a joint school district, and as r ° our goal is to facilitate, not encumber, please consider your" designated person as the primary but not sole contact. For example, we recognize that often it is most expeditious to pick up books at the library closest to your home rather than closest to your school. Don't hesitate to call any of us and let us know how we may support you in educating our young people. x h . Your PV� Iie Library Contacts Gary Lark, Children's Librarian at Tigard Public Library, will serve as primary contact for Preschool,through grade five in the Tigard area. Including: ■ Durham Elementary ■ Phil Lewis Elementary m, ■ Metzger Elementary ■ Templeton Elementary ■ C.F. Tigard Elementary ■ Mary Woodward Elementary Sue Plaisance, Young Adult Librarian at Tigard Public Library, will serve as primary contact for middle schools and high schools in the Tigard area. Including: ■ Fowler Middle School ■ Twality Middle School ■ Tigard High School Carol Sibray, Youth Services Lib' rian at Tualatin Public Library, will serve as primary contact for preschools, elementary, middle schools, and high schools in the Tualatin area. Including: ■ Bridgeport Elementary ■ Byrom Elementary ■ Tualatin Elementary ■ Hazelbrook Middle School ■ .Tualatin High School A k,- y L : 684- ' 84 6, ue y l5- i r r f ,!,..4\.yl�i='v�++`g4:'.3Nft€+P�w'�'r:�E:'. ,... .::: :,� .,�r2•r.' e. c n: Y T 'o a s MIMI :Teachers' packets andUcckreserves TEACHERS' PACKETS are groups of books on specific subjects, pulled by your public librarian for your easy pick up. Generally they check-out for three weeks, with possible extensions. Most teachers have students use the materials in their classroom. f An alternative to the teacher packet is to utilize "Book Reserves." By notifying your public librarian of 3 upcoming topics, he or she can make sure that materials are available by keeping those books in a temporary reserve collection for students' use in the public library. Just call your Public library contact. It is our pleasure to offer TeachersPackets and Book Reserves to school media specialists; to elementary, middle school and high school teachers; to preschool, daycare and homecare providers, and to home schooling families. ' 'E .1.''y, i`�, -. ,«. rx h Ax, r r sa � ytt �• '��n. This sheet may he photoeopied TEACHERS' PACKETS GUIDELINES FOR USE 1. Please give as much information as you can when making packet requests. 2. Include the date and approximate time you intend to pick up materials so that we can have them ready at the check-out desk. A minimum of three workingdays enables us to search other sources. 3. Remember that the library card holder is responsible for all materials checked out on that card. You may wish to have your materials checked out on a schoo card, but this will need to be discussed with and approved by your administrator. Any lost or damaged materials would, in that case, be charged to the school. 4. If we are unable to fill your request because of lack of time or materials, we will get back to you as soon as possible. 5. This service is intended to facilitate use of the library both by students and teachers and is not meant to take the place of individuals coming in to do research. Remember, MLny more resources are available within the library than will be checked out in these packets! Come visit us to get "the rest of the story..." Teachers' Packet Request Your Name: Today's Date: School Name: r' Contact Phone: Assignment(s) Starting Date: Due Date: Age/Grade level: Class Size: Other information we may need? Pick up date: Tigard Public Library always appreciates advance notice of class assignments and research projects. This sheet mey he photocopied RESERVE BOOKS FOR STUDENT REPORTS! . Teachers! This special service allows you to reserve sets of books at the Tigard Public library for student use. Tell us what your students are studying and we will reserve the information we have on your topics. Books on reserve can be used in the library, but cannot be checked out during the time your students are writing their reports. In this way, ALL your students x can have access to the information rather than only the first one or two students who check out all the books on these topics. And, if we receive your request far enough in advance, we can greatly extend the amount of information available on your topics by borrowing titles from other /7 Washington county libraries. BOOK RESERVE REQUEST FORM Your Name: Today's Date: z ; School Name: Contact Phone: Assignment(s): 4� Starting Date: Due Date: r Age/Grade level of Students: Class size: Other information we may need? � IMF Dates this information should be held on reserve: From To /44'7, Tigard Public Library always appreciates advance notice of class assignments and research projects. HOMIEWOU TOURS AT THETIGARD . PUBLIC LIBRARY! "Homework Tours" for students and theirparents are available of the Tigard Public Library this fall. "" Elementary students: learn how to make your way through the computerized card catalog! R Build those detective skills which will help you find information for your school reports! Middle school and High school students: Practice using the CD-ROM computers to { access the most current information for your health reports and science projects! Delve into Masterplots or Magill's Survey of American literature to spice up your book reports! The Homework Tours have been developed to introduce you, the student, to the print, electronic, and,audio-visual resources of the library which you can use to produce top quality homework assignments. Check out our resources on developing better study skills, too. - Parents, we heartily encourage you to attend the tour with your student. Whether your student learns in a public, private, or home school environment, your.public library is here to assist you. A student's success in school is a family affair! Please call in advance to schedule a tour. Tour group size is limited to 12 people to allow for individual help on the library computers. r Book a tour by calling the library at 684-6537, starting September 13. Tours will be offered on request after September 16 1996. Special arrangements may also be made for larger er 9rou s. Remember to call to set up a tour. Please call and cancel ifY You find ourself unable to attend on your. scheduled date.