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12/11/1997 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, DECEMBER 11, 1997 - 7:00 P.M. TIGARD PUBLIC LIBRARY-PUETT ROOM 13125 SW HALL BLVD. TIGARD,OREGON 1. CALL TO ORDER 2. ROLL CALL: BECK_ GUSTTN_ HARPER HOKLIN_ IRWIN KASSON MCKAY 3. Approve Minutes for November 1997. 4. Monthly Report for November 1997. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. Food and Beverage Policy. 8. Space Update. 9. Welcoming Melinda and Transition. 10. Other Business. 11. 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: TIGARD LIBRARY BOARD November 13, 1997 MINUTES Call to Order: 7:03 p.m., by Chair Lonn Hoklin. Roll Call: Larry Beck, Tammy Gustin, Pat Harper, Lonn Hoklin, Nancy Irwin, Sue Kasson, and Angus McKay. Staff: Paula Walker. Minutes: McKay moved to approve minutes for October, seconded by Beck. Motion passed unanimously. Reports: October Monthly Report: The library experienced its second highest circulation of 55,034 for October; a 14.8 percent increase over October 1996. Reconfiguration of the Internet area took place, adding a fourth station and providing greater privacy to the user, as well as the passerby. Privacy screens were also added to each machine. Internet use rose from 164 users in September to 557 users in October. The coffee cart is here, but a few more changes need to be made before opening for business. There are a couple vacancies still left; two library assistants and an Adult Librarian position. Necessary procedures are being done to fill these positions. Friends of the Tigard Library: The Solicitation Letter has gone out. Have spent $800 to have an electrical outlet installed. In honor of former Director, Kathy Davis, they have purchased a bronze statue (child with books) to recognize Kathy's long-time service with the library. CLAB: Discussed the capital construction levy. Would only go before County Commissioners if all participating libraries are in agreement of a levy. Discussion will continue at future meetings. Visioning Action Plans and Timelines: Final action plans for the library have been identified. Walker reviewed action plans with Board as involvement from the Board will be needed. She stressed that the timelines listed are subject to change. An open house event to bring forth all action plans generated by citizens and Visioning Committee is scheduled for January 1998. City Space Needs Update: The City Space Committee went before City Council to present the space options identified by the Committee. City Council agreed to allocate funds for an architect to develop detailed preliminary plans of the proposed building recommendations. They also spoke favorably regarding the Space Committee's commitment and hard work with the project. Hoklin proposed the option of creating an adhoc committee to develop plans and to facilitate a campaign to get information to the public. New WILI Computer System: WCCLS and all member libraries participated in a week-long demonstration presented by four vendors for a new WILI system. The apparently successful vendor is Gaylord, and the Windows-based system is called Polaris. Negotiations are underway and will be presented to Washington County Commissioners in December. Hardware installation will begin in January 1998. The system will be implemented in phases. Walker highlighted some of the functions Polaris will do. Should be up by June 1998. End of Adult Reading Gala: The end of the Adult Reading Gala will be Friday, November 21st. The program exceeded the number of participants, including 32 young adults also participating. Anyone reading 1,500 pages or more will be invited to the gala and have a chance at winning the grand prize. Five Oregon authors will be present to conduct book talks and sign books. A portion of the book sales will be donated to the Friends of the Library. Other Business: Walker thanked Board members for participating in the Director recruitment process. Irwin gave a report on her participation in the Assessment Center. City Manager, Bill Monahan, will be reviewing information given from November 10th. A decision should be made by November 21 st. Adjournment: McKay moved to adjourn meeting at 8:15 p.m., seconded by Irwin. Motion passed unanimously. Adocstonnieboard%rdmin.doc MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Manager FROM: Walker, Acting Director of Library Services DATE: December 9, 1997 SUBJECT: Monthly Report, November 1997 • Circulation: Total circ for November was 51,126, a 13.4 percent increase over November 1996. Overall, circulation is still running at an amazing 14.1 percent increase over last year. At this time last year, circ was experiencing an 8.5 percent increase over the previous year. A possible cause for the increase may be the closure of Multnomah Libraries two days a week. Also, the adult reading program may have contributed to some of the increases in October and November. In comparing October with November cires, it is important to remember that we were closed three days in November. According to our '96-'97 averages for those days of the week, we would have circulated about 5,000 more items on those three days. Self check-out use was 12.5 percent of total checkouts. • Personnel: New personnel include two new circulation assistants: Peggy Huffman, who has worked as an on-call shelver at Beaverton Library for many years and Jesse Tremaine, who is a freshman in college at PSU. He worked as a summer camp volunteer for us when the library was involved in the city recreation program. The Tigard Library is still benefiting from the Kathy Davis gene pool--Jesse is her son. Kate Miller was hired as our new adult librarian. She received her MLS from Simmons College in Boston last year. Originally from Long Island, Kate and a friend took off on a road trip across country when she got her undergraduate degree. They stopped in Portland when they ran out of money. Kate worked at 23rd Avenue Books in NW. She then went to Boston to get her MLS. In the midst of her degree program, Kate returned to Catlin-Gabel to work as the academic librarian for the Summerbridge program for middle school students who don't have many academic opportunities. We have also offered an on-call reference spot to one of the other finalists, Rebecca Teasdale. Almost forgot! Melinda Sisson has been hired as our new library director and will begin work January 5, 1998. Melinda resides in Arizona, where she was recently named as Librarian of the Year. She is currently the director of the Pinal County Library District and wants to return to public library work. She has also worked in the Chandler and Glendale Public libraries in Arizona and the Fairbanks North Star Borough Public Library in Alaska. Her experience with a variety of electronic databases, securing grants, and capital improvement projects should serve us well. Don't want to be accused of being a Pollyanna, but when Melinda comes on board, we will be fully staffed for the first time in this Fiscal Year! (The sound you hear is wood knocking.) • Adult Reading Program: The Great Escape, the third annual TPL Adult Reading Program, broke new records for participation. A total of 280 people participated--up from 218 last year. During the six-week program, participants read 282,800 pages-- that's better than 1,000 pages per person! The author presentations were the highlight of the Evening Escape gala. The authors seemed delighted to have a captive audience of 95 enthusiastic readers. (See attached letter.) Signed copies of their books were sold, and Books Etc. donated 15 percent of the proceeds to the library. We did not intend this as a major moneymaker, but the library will receive $55 in contributions. That means the authors sold about $350 in books!! • Cross Trainina: As part of the library's cross-training program, the Readers Services staff held a collection development workshop for interested staff. Librarians explained how they select library materials and what review sources they refer to. They also discussed selection criteria, weeding and the underlying philosophy of developing collections for public libraries. Staff feedback was enthusiastic. It was the kind of presentation that could encourage people to attend library school. The cross-training program was created by staff as an alternative to the traditional yearly in-service training day. Staff thought they could learn more about the different functions in the library by "shadowing" co-workers in different divisions for a few hours. The other advantage is that we don't lose the cires from closing the library for a day. • Youth Services Programs: The Slithery Friends reptile program drew 130 attendees, and as far as we know, none of the slimy ones escaped. Gary Lark has met with Villa LaPaz to create an in-house library for the low income housing project. Money for this would come from a Ready to Read grant from the Oregon State Library. • IAC Refund: Tigard received a refund from Information Access Company, for electronic data bases we purchased in 1994195 and later canceled or obtained at a discount through WCCLS. We would like to ask for a budget adjustment to spend that money on additional library materials for the collection. • Friends Projects: The Friends sponsored a Reading is Fun new book sale. Sales totaled about $3,000. The Friends portion of that is $300. Several other libraries in • the county sponsor the same sale, but the dealer reported that ours was the most successful in the area. The Friends have purchased a bronze statue of a little girl reading in honor of Kathy Davis' service to the library. Kathy does not know it yet, but they would like to ask her to attend a presentation ceremony early next year. The statue will be located somewhere in the library. The coffee service is expected to open in December, an event that will be greeted by great hurrahs and sighs of relief. • New Materials: The number of new materials received in this fiscal year has increased 11 percent over the same time period in FY96-97. • Where to Put Them: Readers Services and Circulation completed a massive shift of the entire non-fiction collection, which involved interfiling the non-fiction videos with books in order to stimulate the non-fiction video circulation. Also, a seventh shelf was added to some stacks to make additional room for shelving. • Volunteers: Volunteer Type N m e Hours Adult 97 777.00 Young Adult 11 31.00 Local/Oral History 1 5.00 Adopt-a-Shelf 2 , 3.50 Library Board 7 18.75 Community Service 2 17.75 Friendly Visitors 6 21.25 Total 126 874.25 = 6.42 FTE Attachments WORK INDICATORS bhWEMBER 1997 NOVEMBER 1 NOVEMBER 1995 Circulation Adult Materials 23,692 22,911 22,223 Juvenile Materials 27.434 22.171 19.055 Total 51,126 45,082 41,278 Days of Service 24.5 25 25 Average Daily Circulation 2,087 1,803 1,651 Hours of Service 241 244.5 256.5 Materials Circulated per Hour 212 184 161 Increase in Circulation 13.4% 9.2% 5.6% Materials Added 795 1,010 1,256 Withdrawn 1,481 585 1,153 Borrowers Registered 337 314 312 Adult Programs 451 N/A N/A (Number of sessions) (13) Story Time 425 548 718 (Number of Sessions) (17) (19) (23) Toddler Time 216 170 66 (Number of Sessions) (11) (8) (4) Special Programs 130 144 200 (Number of Sessions) (1) (5) (6) Internet Users 612 61 N/A Visitors (Gate count divided by 2) 20,207 14,119 16,786 Increase in Visitors 43.1% gate not operational -0.6% part of month (1996) Fines/Fees Collected $4,931.76 $4,177.08 $3,587.65 Gifts Received $ 0 $10.90 $2.45 h Adocs\kathy\kdmth rpt _ I I viginia Euwer W66(( 20366 South Baters Feny Road Oregon Cita, OR97045 Nov. 26, 1997 Gary Lark, Youth Services Tigard Public Library 13125 S.W. Hall Blvd. Tigard, OR 97223 Dear Gary: Thanks so much for inviting me to be a part of your Third Annual Reading Event, The Great Escape. I was so pleased to be included in that delightful evening. Really, it's the most enjoyable library gig I've done in a long time, maybe ever. The four people I had the good luck to smell out as potentially effective readers of my very, very short story were wonderfully cooperative, and the audience was such a friendly group. And each of the authors made such a colorful contribution. All of you were terrific. I enjoyed the whole evening. Thanks again. And the food! Wow! Sincerely, Virginia Euwer Wolff 1 2 SpeciaWks to the following businesses for t generous co utions to The Great Escape. Witho em, this program would not be possible. Act III Theatres Kiwanis Club of Tigard Barnes and Noble Maid to Perfection Bookstore-Washington Square McDonalds Books Etc. Pacific Coast Restaurants Books on Tape Powell's Bookstore Cafe Allegro Prestige Limousine Castle Management, Inc. Recorded Books Inc. The Cinnamon Bums, Inc. Safeway, Inc. Circuit City Shears Ahead Cost Plus Starbucks Coffee Dava Bead and Trade The Stephanie Inn Family Fun Centerfl ra Thai Restaurant The Fan 1520 AM, KGON 92.3 FM, Tigard Chamber of Commerce KNRK 94.7 FM The Tigard Rotary r� Flowers By Donna Timberline Lodgek. Special thanks to the staff of the following departments of the City of Tigard for their contributions to the Staff reading program. Administration Library Community Development Police Engineering Public Works Finance We also wish to thank all the city staff, volunteers and patrons who contributed their hard work, patience and monetary contributions to The Great Escape! Special thanks go to Jack and Helen Mason and Mary Todd, who conscientiously kept track of the numerous pieces of paper this program generates. 17 And last but not least, THANKS to the Friends of the Tigard Library who donated money for / n / the Grand Prizes and supports the library 59apdpullic o�ibPaN , / 997 throughout the year! �?We vL At.-r- <ftventr2 eCczpe Appetizers 7:00. 7:10 . Pre-program socializing Antipasti Misti . Seating in Puett Room for program Assorted Breads and Crackers Curry Chicken Walnut Phyllo Triangles 7:10- 7:15 . Opening remarks &drawings for Week 6 Prizes Focaccia - . Door Prize Drawings Parmesan Garlic Walnuts Pear-Yogurt Dip with Fresh Fruit 7:15 -8:00 . Author Presentations and Q&A: Mini-Quiches Andrew Billings, Robin Cody, James David,Molly Gloss, Spinach-Feta Cheese Phyllo Triangles Virginia Euwer Wolff Turkey-Apple Pate with Cranberry Orange Relish 8:00.8:30 . Eating, schmoozing, author now signings and wandering the stacks in main part of library Desserts . More Door Prize Drawings Assorted Cookies 8:30 -8:45 . Grand Prize Drawings Black Forest Cheesecake (low-fat!) (Reconvene in Puett Room) Cranberry Pineapple Bread 8:45 -9:00 . Final Door Prize Drawings Fudgemallow Candy . Awarding of Powell's Certificates Mocha-Orange Cheesecake . Please return surveys before Turtle Swirl Cheesecake leaving • DRAFT FOOD AND BEVERAGE POLICY The Tigard Public Library will allow food and beverages in the library on a trial basis with the following restrictions: • Consumption of food and beverages will be limited to the library lobby and the Puett Room only. • All beverages must have lids. • Food and beverages will not be allowed near computers for any reason. • Patrons are expected to clean up messes resulting from food and beverage consumption. • The Library Board will re-evaluate this policy periodically. Adopted September 11, 1997, by the Tigard Library Board. LIBRARY USE GUIDELINES The Tigard Public Library expects patrons of all ages to exercise social responsibility in the use of the library. Appropriate behavior ensures that au customers are able to use the public library for their information, education, and entertainment needs. Please be considerate of others in your use of this library and observe the following guidelines: • Treat other patrons and staff with courtesy and respect. • Quiet conversation, please. • Supervise children under the age of 10. Set a good example for young patrons. • Respect other users' privacy. • Respect furnishings and equipment by using them appropriately. • Beverages with lids and food must be consumed in lobby or Puett Room only. • Use personal audio devices with headphones on low volume. • Please park bicycles, skateboards, etc., outside. Library staff members are required to speak to those in need of a reminder of these guidelines. Our goal is to help everyone have an enjoyable, successful library visit. Approved October 12, 1995 by the Tigard Library Board. Revised September 11, 1997 by the Tigard Library Board. Persons who violate certain provisions of state or local law while on library premises may be excluded from the premises, and/or have their library privileges revoked, for up to 90 days. 18