Loading...
05/08/1997 - Packet AGENDA • TIGARD LIBRARY BOARD THURSDAY, MAY 8, 1997 - 7:00 P.M. TIGARD PUBLIC LIBRARY - PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER 2. ROLL CALL: ti BECK_ BUSCH_ GUSTIN_ HOKLIN_ IRWIN_ LEWIS _ MCKAY 3. Approve Minutes of April 1997. 4. Monthly Report for April 1997. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. Library Policy on Fines for Teachers. 8. Orientation Plans for New Board Members. 9. Budget Committee Letter. 10. Summer Schedule. 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 far future meetings: • i h:\docs\cone\hb-a i TIGARD LIBRARY BOARD April 10, 1997 MINUTES Call to Order: 7:00 p.m., by Chair Hoklin. Roll II: Larry Beck, Shannon Busch, Tammy Gustin, Lonn Hoklin, Nancy Irwin, Chris Lewis, and Angus McKay. Staff: Kathy Davis. r Minutes: Beck moved to approve the minutes for March, seconded by McKay. Motion passed unanimously. Reports: March Monthly Re ort: Circulation broke another record with 53,332 items checked out. The self check-out machine usage was up 15 percent. The new bookdrops have been filling up quickly. If there is money in the current budget, an additional bookdrop may be purchased. The library generates a quarterly business newsletter informing approximately 200 small business clients and new Chamber of Commerce members about the services the library provides. The library has offered internal computer classes establishing stronger rapport with other City departments. Registrations for Toddler Time were filled by noon on the first day of sign-ups. Our Children's Librarian Assistant, Terri Smith, is teaching story telling for young parents in the ABLE program and at the high school. The purpose is to establish an importance of reading to their babies and to develop positive learning habits. Natalie Williams of the Portland Power visited the library to share the impact reading has had on her life. The library discontinued Internet access as a courtesy to the Bandwidth User Group members so they could address concerns of the possibility of the public accessing confidential files through the library's Internet hook-up. Once the members of the User Group have enhanced their security, the library will again offer Internet access. Long-time library volunteers will be recognized on April 17 and a City-wide recognition dinner will be held April 24. No statistics for the YART program this month as the group has been temporarily suspended. Friends of the Library: Susan Mueller handed out the new window stickers to the Board. Some ideas were presented as to improvements of the sticker. A member of the City's Visioning Task Force attended their meeting to encourage members to get involved with the Visioning group. The Advocacy Committee is looking for more assistance in getting things done. Each Board member will be working on generating letters to the Regal Courier. CLAB: Deferred to Budget Update. Review Cily Visioning Process Survey Results: The Visioning Task Force (made up of 36 citizens with a cross-section of interests and concerns) reviewed and prioritized the issues generated by the survey. Director passed out survey results for the Board to review. The VTF's concern is how can other funding mechanisms be obtained if funding becomes limited. The two top library goals identified by the VTF were: • Would it ever be appropriate to charge users for some library services in order to offset costs? I • How can increased demands on the library be met, given tight financial budgets? Given these two major concerns, the VTF would like the Library Board to address any ideas they have. The Board discussed the idea of forming a non-profit foundation which operates outside the City's general fund. Director stated that more discussions like this will take place in order to find ways of generating other sources of income. Budget Update/Measure 47 vs. Measure 50: The City and County recommended budget scenarios for fiscal year 1997/98 outlined as follows: Coun : Under Ballot Measure 47, the County Administrators are recommending a status quo operation (no change to the budget, same as this fiscal year). The library would receive $937,000 in revenues. If Measure 50 "Rewrite" passes, the recommendation will be that the full contractual allocation to the library be administered from the County in the amount of$1,015,000. SSC: City Administration is recommending that if the City operates under Measure 47, the budget allocation would be received as submitted with the 10 percent less in materials and services and the frozen F.T.E. position. If Measure 50 "Rewrite" were to pass, the City would operate with the 10 percent less in materials and services, but the frozen F.T.E. position would be reconsidered. The Budget Committee meetings are open to the public and will be held Monday, May 5, 12, and 19th. The Board discussed sending a letter to the Chair of the Budget Committee stating the Board's support and a press release to the Tigard Times. McKay moved to generate a letter of support to the Chair of the Budget Committee, City Manager, and Finance • • Director, seconded by Irwin. Beck moved to amend motion to state the Library Director give feedback and provide a staff member for assistance in drafting the letter. It was decided that Hoklin, McKay, and Lewis will prepare and write a press release and letter to go to the Tigard Times expressing the Board's support for a continuation of existing library service levels. Marketing Questions: Director conducted an exercise to gather information from the Board on how the library should go about reducing services and who should decide which services should be reduced if funds become limited. Board discussed answers to the questions. Director will present same questions to library staff. Other Business: Board received an invitation from Martha Bishop, Chair of the Garden Club, celebrating that organizations 50th anniversary to be held on May 7, at 1:00 p.m., at the Tigard Senior Center. There will be a tree planting at 2:00 p.m. A teacher at Durham School uses the library's resources for her class projects. She has incurred fines for materials being returned late. She would like the Board to consider developing a policy whereby teacher fines are waived when items are used for class projects. Board will set as an agenda item for the May 8 meeting. Board discussed their thoughts on developing a letter regarding the Internet access issue. They will meet at a later date. Adjournment: Gustin moved to adjourn meeting at 8:50 p.m., seconded by Irwin. Motion passed unanimously. hAdocstonnieboardlbrdmin.doc MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Manager FROM: Kathy Davis, Director of Library Service DATE: May 5, 1997 SUBJECT: Monthly Report, April 1997 • National Library Week: In celebration of National Library Week (third week of April), the library participated in the second annual Night of 1,000 Stars. Well over 400 families hung stars in their windows, turned on their porch light, and turned off their t.v.'s for an evening of reading together. Eighty-two people attended a special storytelling performance. • Conference: The Oregon Library Association and Washington Library Association held a joint conference this year. The location was close enough that no overnight accommodation was required and therefore, many staff members were able to attend at least a portion of the event. Topics of particular value included a half day session on outsourcing library services and a workshop on teaching library customers to use the Internet. • Readers Services: The librarians are continuing to work on cross training so as to be able to provide more effective customer service when someone is ill or on leave. Our Reference Librarian, Tony Greiner, is developing skills as a storyteller for children's programs, and all staff is receiving training in basic Circulation functions. • Outreach: Librarian, Sharon Brunk, served on the Rotary Scholarship Committee and delivered a presentation on the library including a "booktalk" to the Kiwaniannes. • Tax Day: The week leading up to April 15th is always hectic at the library. As the Post Office has steadily reduced the tax forms they make available to the public, the burden on public libraries has increased tremendously. This year the various library divisions, in cooperation with the volunteers, set up a Tax Helper Program for the 15th. Volunteers were available all day to listen to "tales of woe" and to help find and reproduce the forms. Coffee and donuts were made available and everyone (staff and public) found the day to be much less stressful than usual! • Parking Problems: "Outside" groups using City meeting rooms had the entire parking lot virtually full before the library opened on Saturday, April 26 and Sunday, April 27. We will need to consider whether groups should be booked for all day events that 0 • preclude access to parking for library customers. Circulation was reduced on both of these days. • Employee of the Month: Katie Hagen was selected as City Employee of the Month for May. The nomination came from her co-workers based on her unfailing "can-do" work ethic- even in the face of extreme personal adversity. • Writer's Workshop: Twenty-two writers attended this month's workshop which featured a reading by a national award-winning poet. • Volunteers: Volunteer Type Number Hours Adult 94 901.75 Youth 7 70.25 Local/Oral History 7 119.50 Adopt-a-Shelf 1 1.00 Library Board 7 14.00 Community Service 1 4.00 Friendly Visitors 3 12.75 Internet 4 32.50 CE2 1 13.00 Total 125 1,168.75 = 6.75 FTE WORK INDICATORS APRIL 1997 APRIL 1996 APRIL 1995 Adult Materials 25,430 24,963 23,430 Juvenile Materials 26,129 21,323 17,051 Total 51,559 46,286 40,481 Days of Service 28 27.5 27.5 Average Daily Circulation 1,841 1,683 1,472 Hours of Service 283.0 279.0 271.5 Materials Circulated per Hour 182 166 149 Increase in Circulation 11.2% 14.3% 6.5% Materials Added/Wthdrawn 1,480/86 1,529/758 858/173 Borrowers Registered 321 413 363 Story Time 922 760 705 (Number of Sessions) (18) (22) (20) Toddler Time 331 173 200 (Number of Sessions) (9) (8) (8) Special Programs 113 142 101 (Number of Sessions) (5) (6) (4) Internet Users 0 127 N/A Visitors (Gate Count divided by 2) 19,587 19,270 18,462 Increase in Visitors -- 4.3% N/A Fines/Fees Collected $5,301.00 $4,541.63 $3,888.69 Gifts Received $20.50 $41.45 $16.65 h:\docs*athy\kdmthrpt TIGARD PUBLIC LIBRARY MEMORANDUM TO: Bill Monahan, City Manager FROM: Kathy Davis, Director of Library Services DATE: April 14, 1997 SUBJECT: Library Visitors/Comparative Information This may be of interest for your weekly update: I have received the annual report from the Oregon Tourism Commission listing visitor statistics for major Oregon attractions. I think it is interesting to contrast library use with well-known sites as a means of putting the library's "draw" for the community in a different perspective. Visitors for Calendar Year 1996 Sites w/100 000 to 500 000 visits , Crater Lake National Park 526,000 OMSI (closed 3 months due to flood) 443,591 Silver Falls State Park 408,664 Oregon Shakespeare Festival 351,879 * TIGARD PUBLIC LIBRARY 299,473 The High Desert Museum 164,563 The Grotto 160,000 Enchanted Forest 150,242 Wildlife Safari 141,855 National Oregon Trail Interpretive Center 140,281 • Each library visitor generated an average of $4.27 towards our operational costs. (Reimbursement of$937,000 divided by 219,473.) • Programs and activities for adults and children that bring in customers are directly related to increased reimbursement. Tat ALL WILI e-mail Users From: Peggy Forcier, Coo atiue Library Services Nana Subject: Impact of Measure Several people have asked me to describe the impact of Measure 50 on the Cooperative Library Services so I'll briefly do so. Let's start with Measure 47 approved b voters last November. This tax PP 9 "cut and cap" measure will reduce the current property taxes collected by the County for the Cooperative by approximately $2.5 million compared to the taxes the Cooperative would have collected without Measure 47. Using funds from our reserve, under Measure 47 we can maintain a budget about the same as this year. This means that, as a group, the public libraries would receive $565,000 less in contract payments next year than they planned. Measure 56 replaces Measure 47 and includes a section allowing_ levies set to begin in 1946 AND which were passed in an election with more than 50% voter participation, to be fully funded. These levies, and it appears ours is one, would become part of the County's permanent tax rate, eliminating »» the need to have an operating leery- an the ballot every three years or so. There would still be a 3% „cap" which means that taxes could not go up more than 3% each year without specific voter approval. I realize that this is a very brief description of the impact on the Cooperative and that it is a complex issue. I would encourage you to read newspapers, listen to the TU/radio news, talk to your neighbors, etc. to get a better understanding of the entire issue_ The full tent of Measure 50 is in the Uoter's Pamphlet. ---Peggy a i MAY- 6-97 TUE 3:22 PM ALBANY LIBRARY FAX K 5039674345 P. 3 OREGONIANS FOR LIBRARIES THE PROBLEM Local libraries around the state are at risk. Local libraries around the state will-be significantly impacted in the immediate,future by the implementation of Measure 47(or passage of Measure 50)due to their reliance on property tax dollars for operating funds. The estimated impacts range from cutbacks of 15 to 60 percent. As a result,a solution is needed to enable local libraries to remain whole and fully operational while individual communities work to establish funding solutions for their libraries. Our public libraries play an important role in the education of Oregon's children. More than half a million Oregon children attend library programs each year. Here in Oregon,circulation of children's books totals over 6.6 million annually; 74%of our children ages 3 to 8 years old use the public library frequently--more than half on a monthly basis. Our libraries also serve as the primary source for lifelong learning with the average Oregonian checking out 9.5 books per year-- much higher than the national average of 6.3 books per year. THE SOLUTION We must work to stop the dismantling of our public Iibrary system. To do so,the legislature must recognize Oregonians belief that libraries are a part of basic education and instruct cities and counties to consider libraries educational institutions. We seek support from the legislature to allocate$20 million in state funds to counties to assist libraries with bridge-funding over the next biennium. This will allow local communities to determine whether and how they will raise additional local support for their library. OREGONIANS BELIEVE: i 1.) Libraries are educational institutions. In a recent state-wide poll,80%of all Oregonians considered libraries to be educational. in all segments of the poll,clear majorities saw libraries as being educational institutions. 2). Libraries are among the most loved and best used institutions in our state and deserve public support Oregon ranks 4th in the nation in per capita circulation of books and other materials from public libraries: 77,000 books are checked-out daily front Uregon's 201 public library facilities. Oregonians see libraries as being one of the most beneficial and best-managed public services offered_ I Liak.MOng elief that libraries deliver g`�d value for publiccdoilars-invested is evidenced by coi"tg over the last 10 years in which libraries have received the highest approval rating voters,and by the consistently positive performance of library bond measures. 4 MIIIY- 6-97 TUE 3: 23 PM ALBAN B RARY FAX NO, 503 74345 P. 4 In March, 1997 the four library levy elections held in Clackamas, Tillamook and Klamath Counties and in the City of Sweet Home passed overwhelmingly. .*Yes* votes totaled a majority of 73% of the total votes cast in all four elections.' Successful bond measures in communities as diverse as Multnomah County and Tillamook County have supported the development of libraries, library technology, and the extension of library hours. In the May, 1996 special election,over 70%of Multnomah County voters passed a levy to extend library hours and provide information technology;this bond will be nullified by Measure 47. 3). Our libraries need funding now. Because libraries are disproportionately funded through property taxes many libraries face budget cuts of approximately 15-60%as a result of Measure 47. Librariesneed bridge-funding over the next biennium to allow time for communities to develop alternative funding resources. In Multnomah County more than 800/6 of library funding comes from property taxes. Budget reductions under Measure 47 will result in a 25-30*/o cut. Jackson County anticipates that its largest branches will remain open only 4-5 days a week with smaller branches operating only 2-3 days per week with a 20-50%reduction in book and periodical purchases. Malheur County will see a 25%budget reduction with reduced hours,and diminished book and periodical purchases. Prepared by METItOPOLMAN GROUP 0 1997 2 MAY- 6-97 TUE 3: 22 PM ALBANY LIBRARY FAX N0. 5039674345 P. 2 OREGONIANS FOR LIBRARIES Letter of Endorsement Libraries are a part of basic education in Oregon_ The legislature should provide instruction to cities and counties that libraries be considered educational institutions. The Legislature should appropriate $20 million in bridge-funding over the next biennium to maintain our state library systems and allow local communities to determine whether and how they will raise additional local support for their library. I endorse the above policy statement and funding proposal of Oregonians for Libraries. Please sign then print below Name G L - Date J/<��/27 Organizational Affiliation'. (if any):--_ Return To: The Metropolitan Group 34 NW 1st Avende,Suite 301 Portland, OR 97209 Phone: 503-223-3299 FAX: 569-223-3474