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09/12/1996 - Packet • AGENDA TIGARD LIBRARY BOARD THURSDAY, SEPTEMBER 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_ HOKLIN_ IRWIN LEWIS MCKAY 3. Approve Minutes of July 1996. 4. Monthly Report for July and August 1996. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. Highlights of Library Division Programs for 1996-97(Staff Reports). 8. Review Board Priorities for FY 1996-97. 9. Major Change in Recreation Program. 10. Cooperative's 20th Birthday. 11. Other Business. 12. 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 OTIGARD LIBRARY BOARD • July 11, 1996 MINUTES 7:T0-7:30 p.m. Board viewed Library's Web Page. Call to Order: 7:30 p.m., by Chair Nancy Irwin. Roll Call: Larry Beck, Lonn Hoklin, Nancy Irwin, Chris Lewis, and Angus McKay. Staff: Kathy Davis. Minutes: McKay moved to approve June minutes as presented, seconded by Hoklin. Motion passed unanimously. Reports: June Monthly Report: Even though circulation was down slightly (due to sunny weather), Summer Reading program registrations are up. Adult Programs taking place in July and August are: Tombs of China lecture presented by the Portland Art Museum, "How to Purchase a Computer," presented by the Portland Computer Center, and "How to Purchase a Home." Friends of the Library: Susan Mueller reported the Saturday morning booksales have brought in about $100 per Saturday. Friends are funding the Tigard Times on microfilm. Toddler Time kits are being replaced due to wear and tear. Also, funding the grand prize for the Adult Reading Contest of a weekend stay at the beach. Donation of books is at full capacity. Jean Lindsay arranged to have Doernbecher Children's Hospital take several boxes of donated books. CLAB: Director presented revised formula structure to CLAB members. There was general consensus that the new formula might work. However, questions were raised regarding population growth and if the current OLA square footage standards would be enough to house the fast growing population in certain areas. Members went back to drawing board to discuss this particular issue. The thought of pursuing a General Obligation Bond was raised. Members will review at future meeting. Director noted the City of Tigard is looking at purchasing land adjacent to City property. Director will update Board at September meeting. Review Strategic Planning Document: Final document is complete. Fifty full-color and 150 black and white with color cover copies were printed. Director informed Board of goals the library staff is focusing on right away. They are: -- To involve the public in the development of a library expansion strategy plan. (The Library Board will be involved with additional assistance from other boards and committees.) -- All staff will receive appropriate training in their areas of technology and utilize the products to teach the public. (The Board will review CD Rom products at TPL.) -- To identify at least three demographic groups with special needs and augment and publicize library services to meet their needs. (Example: language barrier, children and seniors not able to get to the library.) Board will discuss groups library should focus on. -- To use library's computer system as a public access point to the Information Superhighway. (Would like to open up more opportunities for more users.) Another issue discussed was the recreation program. The City is in the process of re-assessing this program. Questions of discussion were: -- Is this program providing a value to the community? -- Should classes be changed? -- Should the program continue? Director will look to the Board for additional ideas. Collection Development Plan: Collection Development Policy was reviewed by Beck and Schwab previously. Mara Sani, Senior Librarian, updated information to policy. Two changes were noted: Move the Mission Statement to beginning of document and spell out the limits to the collection, i.e., no X and NC-17 rated videos are to be added to the collection. Hoklin moved to approve changes to the Collection Development Policy, seconded by Beck. Motion passed unanimously. Board Vacancy: Board member Schwab gave his resignation as he will be moving out of the area. Applications will be available at the Library and City Hall. Application deadline is August 13. Director noted that she would appreciate any recommendations from the Board. Update on County-Wide Construction LevX: Discussed under CLAB Report. Other Business: Director reminded Board there will be no meeting in August. Irwin suggested that the new Board member attend the meeting in September with an orientation to follow. Adjournment: Beck moved to adjourn meeting at 8:30 p.m., seconded by McKay. Motion passed unanimously. h Adocs\connie\board\brdmin.doc MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Administrator FROM: Kathy Davis, Director of Library Service DATE: August 6, 1996 SUBJECT: Monthly Report, July 1996 • Circulation Rebounds: After an unexpected downturn in circulation during June, numbers surged ahead by 13.5 percent for July. All summer programs are seeing high attendance for adults and children. • Personnel: Circulation added two new part-time employees. Robert Hershinow and Xiaohong Lu will join the staff as Library Assistants in early August. Following up on our concern about high turnover in these part-time positions, Circulation supervisors will be considering methods for employee retention. Recruitment and training detracts from efficiency and customer service levels at our front desk. We will be adding a 20 hour per week employee from the Private Industry Council to our staff for the next six months. • Youth Services: Young Adult and Children's Summer programs are very successful. 1,405 people attended special programs in July! Gary Lark is working on adding library materials written in Spanish to accommodate the growing number of Spanish speaking families we serve. Sue Plaisance was elected President-Elect for the Oregon Young Adult Network for 1996-97 (a statewide consortium of librarians providing service to teens). A colorful NEON sign has been added to the YA area designating the space as "Teen Turf." • Imperial Tombs: The library hosted a traveling display of materials representing the "Imperial Tombs of China" exhibit at the Portland Art Museum. In addition to the display of artifacts, we presented an exceptionally well done slide/lecture program featuring an expert from the museum. • Efficiency/Customer Service: Staff members are continuing to explore methods for improving our efficiency and enhancing customer service. Sharon Brunk, Adult Services Librarian, has developed a list of popular authors to submit to a vendor for "standing order" purchase. This will authorize automatic shipment of all new titles by authors on this list without needing to spend the time to individually select and order each title. Amy Emery (Acquisitions) and Diana Lauterbach (Computer Specialist) have been working with our computers and modems to arrange direct, electronic ordering of materials. There are still some "bugs" in this, but once worked out it will eliminate many paperwork steps from the ordering process. Presently the library orders in excess of 3,600 individual items each year, all needing to be tracked and invoiced! • Staff Trainina: All staff members had the opportunity to "vote" on the design of this years library in-service day. The majority requested additional training on electronic databases and equipment as well as time to work on individual projects. I will also contact Kelley Jennings to discuss the possibility of a presentation on workplace safety. This event will occur in late September or early October and will necessitate closing the library for one Friday. • Recreation: In preparation for reviewing the Recreation Round-Up contact, a survey was included in the August CityScape asking for citizen feedback on program content, quality, and funding options. I will prepare a report on the results for the August 20 Council meeting. • City Web Page: Diana Lauterbach has taken the lead in organizing representatives from all departments for the creation of a City Web Page. The team met several times throughout July working to bring all members "up to speed" on what the Web is and what it could be used for to promote City services. In addition, they have designed the main City page and decided what design features should be reflected in all departmental pages for continuity. Diana has also conducted two classes in the "HTML" coding that staff needs to enter their information onto the Web. Volunteers: Twelve new volunteers were added in July. Donated materials have threatened to fill up the library workroom and Niche garage. Even with the ongoing Friends of the Library booksale we have not been able to keep ahead of the avalanche of items. Jean Lindsay, Volunteer Coordinator, has made arrangements for distribution to the following agencies: - Science Fiction is going to the County Jail. - Children's books went to Doernbecher Children's Hospital. - Textbooks are being shipped overseas to under-developed countries in need of educational materials. Volunteer Type Number Hours Adult 105 1,001.00 Youth 11 51.00 Adopt-a-Shelf 4 5.50 YART 0 0.00 Library Board 5 7.50 Community Service 2 49.50 Friendly Visitors 5 29.50 Internet 7 67.00 Total 139 1,211 = 7.00 FTE ** A new record in volunteer hours! ** WORK INDICATORS JULY 1996 JULY 1995 JULY 1994 Adult Materials 24,945 25,240 22,086 Juvenile Materials 23.732 19.601 18,105 Total 48,677 44,841 40,191 Days of Service 28 27.5 27.5 Average Daily Circulation 1,738 1,631 1,461 Hours of Service 283 271.5 267.5 Materials Circulated per Hour 172 165 150 Increase in Circulation 8.6% 11.6% -6.2% Materials AddedNVithdrawn 1,507/1,031 804/1,176 662/275 Borrowers Registered 313 361 311 Story Time 737 522 359 (Number of Sessions) (21) (18) (16) Toddler Time 53 0 0 (Number of Sessions) (4) (0) (0) Special Programs 615 631 480 (Number of Sessions) (3) (3) (3) Internet Users 78 N/A N/A Visitors (Gate Count divided by 2) 16,478 16,702 N/A Increase in Visitors -1.3% N/A N/A Fines/Fees Collected $4,586.92 $4,188.35 $3,241.72 Gifts Received $14.90 $27.00 $7.26 h:\docs\connie\kdmthrpt MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Administrator FROM: Kathy Davis, Director of Library Services DATE: September 10, 1996 SUBJECT: Monthly Report, August 1996 • Recreation Contract Ends: The contract with "Recreation Round-Up" for the provision of recreation services has been terminated as of August 30. The programs have been of good quality, and were well received by the public, but "classroom" style program registration has declined to the point where it is no longer a service the contractor chooses to provide. The library will continue to make Recreation Round-Up fliers available to the public as we do all community based, non-profit programs, but the organization will no longer publish its catalog in the Cityscape. In response to this situation, library staff will have a strong offering of classes and special programs this year. (See "program highlights" for September, attached.) • Circulation: Even with WILI "downtime," circulation was up 4.4% over last August. In particular, use of our compact disk collection is up (50%) due largely to our expanding collection in this format. • "Library Guides" Program: Circulation staff is actively involved in training to begin our "Library Guide" program. The idea behind the program is that customers should not have to wander about the library struggling to find what they need - a library employee will now approach "perplexed" looking customers and see that they are escorted to their destination, or are directed to a reference librarian. Assistance will be given in the use of various electronic products, from the self check-out machine to the many CD Rom products. The idea originated with Circulation staff as a means of improving customer service and as a means of increasing job satisfaction with staff. The concept has now been expanded to all library employees (from Library Assistant to Director) to ensure that everyone takes some time each week to work "the floor" and thereby have a better understanding of public needs. • Collection Agencies: Circulation Manager, Paula Walker, drafted alternative forms of a letter that may be sent out to customers who have more than $50 of lost library items BEFORE their names are referred to the collection agency. This will give customers "one last chance" to return their records to good standing. I • Self Check-Out: Anticipated arrival date is in October - pending recabling of library to accommodate the equipment. Paul DeBruyn has been apprised of our needs and the time table. • Internet: Internet access is now available at the Reference Desk and librarians may now use the powerful tool in responding to customer questions. The City Web Page is still under development. Individual departments must now progress with collecting appropriate information and "coding" it in HTML format. Target date for having department information "up" is the end of September. • Successful Summer Youth Programs: Teens Children Subtotal Reading Program: 251 994 1,245 Special Events: 16 1,500 1.516 Grand Total: 2,761 Our registration was down very slightly 2% from our last ears summer programs. In 9 rY 9 Y ( ) Y P 9 1995 1,267 children and teensartici ated in the reading program while 1 532 signed P P 9P 9 g up for the special events. Youth staff did not promote Tigard's summer program in Tualatin schools this year and they speculate that this could have resulted in the minor downturn. A bright note is our teen reading registration was up 30% over last year. 233 children from other cities (and other states!) registered for our program. The majority of these children came from Beaverton, Tualatin, and Sherwood. A float created by Library children and teens took first place (again!) in the Country Daze Parade. Children's Librarian, Gary Lark, has received $500 from the Friends of the Library to improve our collection of children's foreign language materials. There is an increasing need for books in languages other than English. Spanish materials are particularly in demand. • WILI Upgrade: Library computer services were interrupted this month by an upgrade to the WILI software. Acquisitions was hit hardest as they were "down" from Tuesday, August 13 through Friday, August 23. Consequently the number of books added this month is down considerably. (630 compared to the usual 1,000.) • Library Board Applications: Four applications were received for the current Library Board vacancy. Liz Newton will set up interview times with Council. • Fund Transfer: $3,800 allocated in this years budget for the purchase of a book drop has been transferred to an account for the purchase of computer equipment. WCCLS has notified us of their intent to go to a Windows environment for WILI in three years. If we begin to purchase the necessary upgrades now, the impact can be spread over this three-year time period. As the future location of the library is still under discussion, it seemed appropriate to utilize the book drop funds for this purpose. Volunteers: Volunteer Type Number Hours Adult 103 953.25 Youth 13 86.00 Adopt-a-Shelf 3 3.75 YART 7 40.50 Library Board 0 0.00 Community Service 2 5.00 Friendly Visitors 8 24.50 Internet 8 62.50 Total 144 1,175.5 = 6.79 FTE +e WORK INDICATORS AUGUST 1996 AUGUST 1995 AUGUST 1994 Adult Materials 24,031 24,282 23,452 Juvenile Materials 22,214 20,118 17.759 Total 46,245 44,400 41,211 Days of Service 29 29 29 Average Daily Circulation 1,595 1,531 1,421 Hours of Service 290.5 294.5 294.5 Materials Circulated per Hour 159 151 140 Increase in Circulation 4.2% 7.7% 3.4% Materials AddedNVithdrawn 1,156/1,373 1,250/738 666/251 Borrowers Registered 369 350 349 Story Time 197 508 245 (Number of Sessions) (6) (15) (11) Toddler Time 19 0 0 (Number of Sessions) (1) (0) (0) Special Programs 400 477 270 (Number of Sessions) (2) (3) (2) Internet Users 98 N/A N/A Visitors (Gate Count divided by 2) 17,268 17,724 16,987 Increase in Visitors 0% 4.3% N/A Fines/Fees Collected $3,965.51 $3,533.93 $3,711.52 Gifts Received $14.40 $ .32 $201.71 h:\docslkathy\kdmth rpt TIGARD PUBLIC LIBRARY MEMORANDUM TO: All Staff FROM: Kathy DATE: August 30, 1996 SUBJECT: Weekly Update date There is no Weekly Update this week. Here are the September Program Highlights. PROGRAM G M HIGHLIGHTS FOR SEPTEMBER September 14 9:30 a.m.- Children's Writing Workshop for fourth through ninth grades at the Tigard Water building. (pre-registration suggested-limit of 50). Contact Jean. September 17 7-9:00 p.m. "Buying a Home"-Puett Room(pre-registration required) Contact Mara. September 19 7-8:00 p.m. "How to find a part time job for teens 16 and older" .by Elizabeth Wisler-Puett Room. (pre-registration required) Contact Sue. September 23 9:30 a.m. Registration for Toddler Time begins. Contact Terri. September 28 9:30 a.m.- Children's Writing Workshop for fourth through ninth grades 12:30 p.m. at the Tigard Water Building. (pre-registration suggested- limit of 50). Contact Jean. Week of October 1 Fall Session of Craft Day, Storytime, and Toddler Time begins. Contact Gary and Terri. TIGARD PUBLIC LIBRARY MEMORANDUM TO: Library Board Members FROM: Kathy Davis, Director of Library Service ,/ DATE: August 28, 1996 SUBJECT: Priorities for FY 1996-97 Reviewing the Library Strategic Plan for 1996-1999, there are several major issues that will require Library Board involvement during the current fiscal year. I have listed the stated objectives below along. with information on what could be requested of the Library Board. In addition to this list, you may wish to add other issues for consideration on future agendas. We will discuss and prioritize this list including your thoughts on any additions, at the September 12th meeting. • To involve the public in the development of a library expansion strategy by December 1996. - Review statistical data on service provision and space requirements, participate in discussion of space requirements. - Attend public meetings where library expansion is discussed. - Attend Building Committee meetings. - Review plans with Director. • To serve as a broker of information for recreational, educational, and cultural activities of interest to our customers by 1997. - Assist in defining what services the community needs. - Assist in defining how the library could fill this role. • To design and implement three additional methods of promoting the library by July 1997. - Attend C.I.T. meetings. - Make presentations at service clubs. - Participate in community events. • To develop and implement a signage plan by December 1997. - Where are street signs needed? • To utilize the library's computer system as a public access point to the Information Superhighway. • To arrange for senior citizen transport to the library on a weekly basis beginning July 1997. - Meet with senior groups. - Present idea to Council. • Other issues? Ccs w'�-��c •. M E M O R A N D U M DATE: September 6, 1996 TO: Kathy 1 FROM: Paula RE: Collection Agency Publicity CC: We are about to use the City's new collection agency for accounts that accrued over $50 of lost materials. How do we want to handle this in terms of informing the public about this new routine? We can just go ahead and do it with no publicity or we can advertise it as a cost-effective measure to recoup library materials, which belong to all the taxpayers. As we have discussed. I have mixed emotions about this. Libraries in other communities have done this with some success. It could prompt the return of some lost items, if the public leams we are serious about tracking down those who abuse the system. Also, if people read that we will give people a chance to return the items before sending them to a collection agency, those who want to avoid collections might return them before we even send out the TPL letters. That would decrease the number of accounts we would need to send to collections... w��sa,�Hca paaf If we decide to notify the public, I've attached a possible CityScape article. I could also sit down and chat with a Tigard Times reporter to emphasize the tax-savings aspect of our decision. Library Seeks Return of Lost Items In an attempt to recover thousands of dollars of lost materials, the Tigard Library has begun using the services of a collection agency that has recently contracted with the City. The Library loses from $8,000410,000 a year in items that are checked out but never returned. Library staff have become more aggressive in seeking the return of lost items in fairness to the majority of patrons who are conscientious about returning items. Items that are more than 30 days overdue are considered lost. The library will notify patrons by letter to provide them an opportunity to return items before turning their account over for collection. 't Lib ary materials belong to ALL citizens," said te,,*r v)fkm e C' �ea.A I �i"', , C- �oy rmel - -When someone checks them out and keeps them, it deprives the rest of the community from enjoying them." 2