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11/13/1997 - Packet • AGENDA • TIGARD LIBRARY BOARD THURSDAY, NOVEMBER 13, 1997 - 7:00 P.M. TIGARD PUBLIC LIBRARY - PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER 2. ROLL CALL: BECK_ GUSTIN_ HARPER_ HOKLIN _ IRWIN_ KASSON_ MCKAY_ 3. Approve Minutes for October 1997. 4. Monthly Report for October 1997. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. Visioning Action Plans and Timelines. 8. City Space Needs Update. 9. New WILI Computer System. 10. End of Adult Reading Gala. 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\fib-a ib-a J TIGARD LIBRARY BOARD October 9, 1997 MINUTES Call to Order: 7:00 p.m., by Chair Lonn Hoklin. Roll Call: Larry Beck, Pat Harper, Lonn Hoklin, Nancy Irwin, Sue Kasson, and Angus McKay. Staff: Paula Walker. Guest: Bill Monahan, City Manager. Minutes: Beck moved to approve minutes for September, seconded by Harper. Motion passed unanimously. Reports: September Monthly Report: Staff departures were Library Assistants, Barbara Conger and Mike Yunker and Adult Services Librarian, Sharon Brunk. Barbara's position was filled by Gretchen Hein, a long-time library employee. Circulation increased over 14 percent over September 1996. Self check-out machine was used 13.1 percent of all check-outs in September. Walker reviewed the County-wide Summer Reading Program statistics. Tigard Library had the highest count with 3,350 participants. Hoklin noted the success of the Adult Reading Program due to Sharon Brunk and many staff members. He expressed gratefulness to all who have worked on the program. Board's Role in Library Director Recruitment: The City received 40 applications for the Library Director position. In the process of screening. On October 27th, five or six candidates will participate in the Assessment Center. Board members McKay and Harper will participate in the Center with Irwin as alternate. Space Committee Report: Bill Monahan, City Manager, presented issues by the Space Committee regarding the lack of City-wide space. Monahan also spoke about the CLAB meeting discussion of a county-wide capital construction bond issue. Monahan explained the Space Committee's focus that the City of Tigard is not ready to participate in a county-wide bond issue. The Space Committee recommended building and funding options to City Council and recommended pursuing a City levy outside of WCCLS. Commitment of money will need to be allocated for an architect and planner. The building plans approved would carry City functions 20 years and beyond. Minor modifications would be made to the existing library building for use as additional city offices. New buildings would be • ' • constructed for the Police Department and Library. Target date for election would be November 1998. Friends of the Library: The coffee cart is scheduled to be up and running by the end of the month. New brochure will be coming out. Membership drive to be held November 15th. Are now selling Entertainment Books for $40 each. The Holiday Book Sale "Reading is Fun" will be November 7th and 8th in the Puett Room. The annual Solicitation Letter will go out this Fall. Visioning Update: The two issues and answers identified for the library by the Task Force were: • Would it ever be appropriate to charge users for some library services in order to offset costs? The Library Board and library staff will be very involved in examining these issues and making recommendations. • How can increased demands on the library be met, given tight financial budgets? Develop entrepreneurial aspects; sponsored collections, rental of A.V. and computer equipment, video rental, etc. The next step in the process will be to give the action plans to each department to carry out. CLAB: The County is about to install the new phone notification system. This system will provide the user with additional information about their records. Dial-up should be available in November. The number is 848-3820. Still in the process of inputting pronunciations. Hillsboro Public Library is investigating installing the first "Books-by-Rail' kiosk. Internet and Privacy Issues: The library received a complaint regarding what was recently viewed on one of the Internet machines. Staff is in the process of modifying the computers with privacy screens and reconstructing the area with partitions for more privacy for the users as well as the patrons in the library. The American Library Association has come out with guidelines regarding use of the Internet. Other Business: • The Grass Roots Advocacy workshop is scheduled for October 25th. • The Adult Reading Program is underway. Board members are able to participate in the staff program. • Hoklin is gathering information for the justification of a new building for the library. Would like to appoint a sub-committee to get the news to the public. Adjournment: McKay moved to adjourn meeting at 8:30 p.m., seconded by Irwin. Motion passed unanimously. Adocstonnieboard%rdmin.doc I MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Manager FROM: Paula M. Wal ming Director of Library Services DATE: November 10, 1997 SUBJECT: Monthly Report, October 1997 • Circulation: October's circulation was the second highest ever at 55,034, a 14.8 percent increase over October 1996. It is difficult to assess whether the double- digit percent increases are related to the two-day-a-week closures at Multnomah Library, but Tigard's circulation continues to go gangbusters. In the first four months of this fiscal year, we have already circulated 211,569 items--nearly 23.000 more items than we circulated in the entire year of FY 87-88. • Director Recruitment: A total of 12 library staff and two Library Board members were involved in the Assessment Center for the new director. This is an unprecedented participation by library staff in a recruitment. Many staff have expressed gratitude and appreciation that their views were valued. After the October 27 Assessment Center, staff reactions were gathered and conveyed to the City Manager and Human Resources. • Internet Reconfauration: Partitions were installed and workstations moved to allow greater privacy for Internet users, as well as passersby. We also added privacy screens to each machine. We added a fourth Internet station, which was much needed as Internet use has shot up from 164 in September to 557 in October. • Reference Collection: When the Internet was moved, other portions of the collection, including the Northwest, Writers', Consumer and Community Involvement sections were also rearranged. In preparation for the move, the Reference section was weeded, and 50 linear feet of Reference books were removed. They were either discarded or put in storage until we get more space. • Chamber of Commerce Fair: The library assisted Tigard Area Historical and Preservation Association with a display called "Come See What's Old" at the business fair at Tigard High School. • Coffee. er. Cart: Final preparations for the coffee cottage were scheduled in October. Between Chapters is the name of the enterprise. Plumbing work is scheduled for November to install a drain and hook up water supply. A letter of agreement was signed between the City and the vendor regarding payment for various alterations and activities. The vendor hopes to be up and running in November. • Make a Difference Day: A crew of citizen volunteers, only one of whom was a previous library volunteer, scoured the library's shelves in a massive shelf-reading effort during Make A Difference Day, October 25. • Adult Reading Program: Our adult reading program has been a resounding success, despite the departure of our adult librarian on the first day of the program. We have surpassed previous numbers of participants. To date, 194 people have registered in the public program and 64 have registered in the staff program. The participation of high-school-aged young people has been heartening. So far, 33 have registered for this program, and several have won prizes--one of whom is a high school foreign exchange student in Tigard this year. • Personnel: Recruitments were opened for the two vacant temporary library assistants and the adult librarian position. Interviews are scheduled for November. • Youth Services: A total of 984 children and adults attended 34 Toddler Time and Storytime sessions in October. Another 112 attended a special performance by the Tears of Joy Puppet Theater. Our new young adult librarian, Marin Younker, has begun to make her mark. She visited with 50 teachers at Fowler Middle School to inform them of services the library can provide them. She also placed magnetic poetry on the shelves to draw more users to the Young Adult area and to inspire their creative juices. Marin will also be teaching "Baffled by the Web" courses to library patrons on Saturday mornings. These courses will teach the basics of navigating the World Wide Web. Volunteer Type Number Hours Adult 100 923.75 Young Adult 9 42.25 Local/Oral History 3 15.50 Adopt-a-Shelf 2 3.75 Library Board 6 9.00 Community Service 1 3.00 Friendly Visitors 6 19.25 Total 127 1,016.50 = 5.52 FTE WORK INDICATORS STOBER 1997 OCTOBER 190 OCTOBER 1995 Adult Materials 25,755 23,618 22,705 Juvenile Materials 29.279 24.325 19.949 Total 55,034 47,943 42,654 Days of Service 29 28 28.5 Average Daily Circulation 1,898 1,712 1,497 Hours of Service 302 287 287 Materials Circulated per Hour 182 167 149 Increase in Circulation 14.8% 12.4% 4.1% Materials Added 1,531 1,232 1,510 Withdrawn 1,256 600 1,450 Borrowers Registered 377 473 345 Story Time 781 902 866 (Number of Sessions) (23) (24) (22) Toddler Time 203 245 176 (Number of Sessions) (11) (10) (8) Special Programs 138 316 147 (Number of Sessions) (4) (8) (4) Internet Users 557 93 N/A *Visitors est. (gate count divided by 2) 22,554 16,831 18,496 Increase in Visitors 34% 0% 8% Fines/Fees Collected $5,161.66 $4,697.38 $4,121.49 Gifts Received $ 0 $35.75 $10.25 h Adocs\kathy\kdmth rpt TIGARD,EYONO TOMORROW C—unity VW—g f4— VISION TARGET AREAS �` r JA ,r hoh.s««Y Urbw,PuWic 3.nicn R AN P LIC $ T 8 C—IMU V cn°r°n«. Q� M ouollrr d w. ERVICE 6$ !-I (T---r1c11°n. scl+°ols• I B ❑ u p cS 9Q R 9 Y 0 R O � M aoDIRECTION STATEMENT: N °` °" ' D ° (What Tigard will look like in 2017) Basic Urban Services (such as access to parks, recreational opportunities and libraries) are provided to Tigard citizens through property taxes and fees for service. Citizens are charged for enhanced services on a cost for service basis. Expansion of the infrastructure necessary to serve growth is paid for by growth. In an effort to facilitate the most efficient delivery of basic urban services, partnerships with businesses, special interest groups, and other communities are encouraged. Citizens are educated about basic urban services, and how to access and preserve the services. Tigard Beyond Tomorrow Urban & Public Services CITIZEN VISION TASK FORCE GOAL STRATEGY ACTION PLANS RESPONSIBLE , DIRECTION PARTY WATER =1)Actively participate in 1) Form consortium of • Persuade area jurisdictions to participate in consortium Public Wks Dir 9e1 What water sources will Tigard use in the regional development of water neighbor-ing jurisdictions • Inform water users of progress Public Wks Dir /CI97-c.,6o i nq future and how will new infrastructure for sources& adequate, innovative to develop a regional water J water services be paid for? funding mechanisms to develop plant for Willamette River those sources for Tigard users water q while exploring local options for • Designate Engineering Firm to proceed PW Dir mons. IGA I C19 S ' 1 water reuse and groundwater 2)Develop plans for • Research and purchase/obtain plant site PW Dir mons.IGA 66 iD-199 sources surface water production • Secure easements for pipeline PW Dir mons.IGA 61 3);L,-:k and supply • Construct project PW Dir mons.IGA F ►nct-n C P_ AA3) Conservation -Reuse- • Educate water users in conservation methods Public Wks Dir / `AYrlI n ' Alternatives • Explore alternative sources Public Wks Dir 66 1 :2 199 ♦ Develop ways to control access to water which would not allo%% growth to Public Wks Dir c7 leis _ 'y -X00 7 LIBRARY outgrow water supply I Would it ever be appropriate to charge `1)Library will have a stable 1)Provide additional • Determine which library services are"basic"&which are enhanced Library Bd Staff users for some Library services in order to funding base for the provision of library services through • Select"enhanced"services that could be subject to user fees Library Bd/Staff lcF.�� offset costs? basic services users fees for selected • Determine which market is for additional fee-based libran services Library Staff 7 eco I icor (Basic services are defined by "enhanced"services. • Public education on"library fees" Library Dir/Staff �/98 _S Ms How can increased demands on the Library the Oregon Library Association) • Establish appropriate fees and tracking process Library Bd/Dir q pyi be met, given tight financial budgets? • Establish budget process that allocates fees for library use Lib Dir/Fin Dir 3 j9 c5 — W el r t rN93-►'l C • Evaluate process for cost-effectiveness Library Dir t elm 1 to 2) Identif},entrepreneurial • Complete literature search regarding examples of partnerships between Library Staff means of generating public libraries and/or schools with businesses support for library services • Create task force to review info.ID companies within service area as Library Staff gigs potential partners and explore entrepreneurial concepts �� —C,1-g • Public education regarding partnerships to involve non-profit/service oras Library Staff -36 • Explore concept of"sponsored"collections Task Frc/Lib Dir /0/98 —a MT • Explore concept of renting audio visual or computer equipment Task Frc/Lib Dir '01,1T — 3191 • Explore concept of video"rental collection'(pattern after rental book Task Frc/Lib Dir 31114 process) • Evaluate possibility of constructing library to serve public&high school Task Frc/Lib Dir /U/157 —31,l J • Evaluate possibility of sharing staff between public library&media Task Frc/Lib Dir o J IT —3M-1 centers • Develop proposal for minimum of two innovative funding options Library Dir • Continue developing&adding partnerships until 10%oFsupport by 2001 Library Dir 10/9.'97-h:\loreen\docs\vision\matrixu.doc 1 Tigard Beyond Tomorrow Urban & Public Services CITIZEN VISION TASK FORCE GOAL STRATEGYACTION PLANS RESPONSIBLE I DIRECTION FPARTY Y� LIBRARY (continued) 3)Seek alternatives to ♦ Develop library foundation Lib Dir/Lib M139—J91117 current tax base funding • Reviexv/evaluate models of library support Lib Dir/Lib Staff 11gg - _2e,ca mechanism PARKS,RECREATION,OPEN SPACE #1)Create a special parks& 1-A)Develop a short term • Educate partners/citizens about pilot program Munro/Kurt 319 Could a special parks& recreation district recreation district with the City pilot recreation program Gather volunteers and staffing for pilot program Munro/Kurt help our area provide better park and rec of Tigard spear-heading the for school age children 0 Create athletic and non-athletic recreational programs Munro/Kurt services? Should the City become a process and maintaining 0 Develop training for staff and volunteers Munro/Kurt A-- recreation recreation provider? AND is there a need membership for its citizens • Cooperating with existing leagues and groups Munro/Kurt ✓ for Parks& Rec Advisory Board to be f Address latch key issues Munro/Kurt ✓ ✓ reestablished to better address park needs? 0Maximize use of existing facilities Munro/Kurt ✓ r+CLY^%C--e— • Address short term funding options.grants.fees,hardship grants Munro/Kurt • Implement program Munro/Kurt 31g • Debrief to determine success of program&whether to continue Munro/Kurt y JQg S��r I-B)Create a task force 9 Appoint task force Public Wks Dir regarding development of 0 Educate partners/citizens re:community recreation needs&avail facilities Public Wks Dir 9 — ' p 1`I �`� l`l`l a park and recreation . Develop interest&representation for non-athletic recreational needs Public Wks Dir v ✓ district • Assess community needs&resources Public Wks Dir ,� .✓ • Develop community wide partnership Public Wks Dir ✓ >/ • Develop and utilize existing school/park facilities and properties Public Wks Dir • Create a partnership to maintain existing facilities Public Wks Dir• +� ✓ • Address funding issues-bond/levy,prop taxes,private supp,grants.fees Public Wks Dir ✓ • Co-oping with existing leagues and groups Public Wks Dir ✓ ;/ • Include Sr Center&Seniors as an essential part of the District's programs Public Wks Dir / How should we manage and protect 42)The Citv educates and 1)Adopt educational and 0 Develop community wide partnership to educate citizens about need to Public Wks Dir wetlands? supports citizen efforts to under- presentation program for protect&preserve wetlands and open spaces stand the importance of flood- wetlands& open spaces • Prepare list of possible land acquisition sites avail inside&outside City Public Wks Dir 7 plains and how the areas are 0 Reclaim what lands we already have Public Wks Dir //aC�ea • Address funding issues Public Wks Dir managed and protected !o J9 7 �1/ago ....n -1 C f' Implement school educational program Public Wks Dir 109/97-h:\loreen\docs\vision\matrixu.doc 2 TIGARD BEYOND TOMORROW Commundy VMoning P=u VISION TARGET AREAS CHOOL .r T 1 pp Public Safely urban!Public Ser ci $ AT 0 RD C G O E UCATIONL MO Communrfv M♦ B C itv .1 h IA. R6 TronsDorfanon& S°noora• ` Y ❑ R Traffic Eouccfion 9 DIRECTION STATEMENT: $ N W GloD ° M°°� Mf (What Tigard will look like in 2017) Tigard area residents have access to good quality public and private schools. Residents of our community, whether or not they have children in the school system, understand the importance of education and how they can help promote education of our community. The public schools have stable funding through state and local funding options. Curriculum and extra-curricular programs are important and are well supported through volunteers, local funding, and increased partnerships with business and government. New development assists in paying for new education infrastructure required by growth in the community. Public schools and governmental entities, in our community, actively partner in day-to-day operations and other costs to facilitate the most efficient delivery of services. Tigard Beyond Tomorrow Schools & Education CITIZEN VISION TASK FORCE GOAL STRATEGY T_ ACTION PLANS RESPONSIBLE DIRECTION PARTYkc How should schools balance concerns #1) Schools and City 1) Identify community • Explore the possibility of local business sponsorship of clubs-athletic and T-T School District Seh.tJ,e. about extracurricular activities? Are there government will work resources for supporting/ recreational activities at all school levels. any new ways to continue providing together to provide a providing recreation and • Increase volunteer participation in leading club,athletic and recreation T-T School District programs in middle schools,high schools and elementary schools. extracurricular programs? community-based activity programs for young + Tie existing youth athletic programs more directly to schools with support of T-T School District t/ recreation activity program people. new Business partnerships for young people. ♦ Recruit senior citizens and other community volunteers to coordinate and City of Tigard Does a new stable funding source for /� 57teach hobby,activity and recreation classes. schools need to be identified? d- 2)Investigate a tax ♦ Investigate the funding relationship between schools and cities in other local Cin'of Tigard 0179.7 supported funding source to park and recreation districts. provide after-school sports • Explore the city•/school funding agreements formed in Lake 0swego and Cin•of Tiaard ✓ ✓ and activity programs for Ashland to fund student athletics and activities. ♦ Create a Citizens Task Force to make a recommendation about forming a park City of Tigard cut T-te�r- rir� students. - and recreation district or establishing a Cita levy to fund student activities. Establish a true Community•Schools Program(offering after-school education. Portland Community97c�g S"_�,L interest classes for adults as well as young people)through the Park and College - Recreation District. ♦ Create an intergovernmental agreement between the Tieard-Tualatin School City of Tigard (no S, '1- District and the cities of Tigard and Tualatin to de%elop" reconstruct school properties used for recreation. #?)Educational 1) Use volunteers to support • Increase volunteerism in schools to help teachers and coordinate activities. T-T School District lel9 7— 0.7s. ♦ Seek funding for volunteer coordinator at each school for recruitment,training T-T School District 1/ �✓ opportunities for students teachers,provide additional and placement. in Tigard-Tualatin Schools learning opportunities for * Use older students to work with young students. T-T School District ✓ �� will be maximized. students. ♦ Coops-parent required to be involved with a definite time frame commitment T-T School District t/ c� r ♦ Coordinate recruitment,training and support for all community volunteers. City of Tigard e G Ill tY1t$�t-r�I O� 2)Maximize the use of ♦ Consider using school facilities on extended day schedule to offer enrichment T-T School District ���-- district facilities. and remedial programs. 10/9/97-h:\loreen\docs\visoin\matrixsc.doc 1 Tigard Beyond Tomorrow i Y Schools & Education CITIZEN VISION TASK FORCE GOAL STRATEGY ACTION PLANS RESPONSIBLE DIRECTION PARTY Partnership between public schools and the #3)The schools and city 1) Examine the potential for • Create new City position of School Media Specialist at the Tigard Public City of Tigard City are needed to address shortfalls and government will work city government to provide Library. efficiencies. together to maximize some support services for • Tieard hires an Educational Activities Specialist. City of Tigard j 44 financial efficiencies and the Tigard-Tualatin School • Create 1 or 2 summer jobs per City department for Tigard High School City of Tigard 5 lcj� address funding shortfalls. District. students ♦ Park and Recreation District assume responsibility for use.upkeep.staff& City of Tigard AI' ��; income for gyms, fields.unused class rooms. ♦ Develop paid intern positions for vocational training within the City and City of Tigard �p�community. Does urban development process need to p p "m3)Government policies 1) Support policy changes • Through legislation, impose a development tax on all new construction Cin'of Tigard Wi be better linked with Iona-term school will permit the Tigard- that will promote the (residential and commercial)for schools. planning? How can the district acquire Tualatin School District to District's ability to provide • Provide tar incentive for land donated to schools. Citv of Tigard ;Z � e& -r-5 ♦ Improve cooperation between govement agencies.schools.developers,and City of Tigard suitable sites for new schools? How will prepare for growth and adequate school facilities. rn1 `� planners. funding be found to build and operate control the quality of ♦ Obtain legislative approval to pass bond;levy measures above the limits Cin•of Tigard these schools? services it provides imposed by measures 5.47. &50. students. ♦ Legislation should permit development moratoriums until all school City of Tigard infrastructure issues are resolved. COr-nfn e r t hG-V1C e= 2) School officials will • Explore the possibilin of constructing t%%o-ston schools in the future. T-T School District oiq meS, create a long range plan to Continue to include land acquisition in future bond elections:create a 5 to 20 T-T School District ,� ✓ address future growth. year plan for growth&acquire properties sufficient for projected enrollment. ♦ Build smaller schools-smaller buildings that can be used and sold in the T-T School Board future when they are no longer needed. 10/9/97-h`Iloreen\docs'%isoin\matrixsc.doc 2