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03/13/1997 - Packet 0 AGENDA 0 TIGARD LIBRARY BOARD THURSDAY, MARCH 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_ BUSCH_ GUSTIN_ HOKLIN_ IRWIN LEWIS MCKAY 3. Approve Minutes of February 1997. 4. Monthly Report for February 1997. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. Budget Update/Process Calendar. 8. Young Adult Round Table. 9. Council Approval of Library Documents. 10. Nomination/Election of Board Officers. 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\lib-a. TIGARD LIBRARY BOARD February 13, 1997 MINUTES Call to Order: 7:00 p.m., by Chair Nancy Irwin. Roll Call: Larry Beck, Shannon Busch, Tammy Gustin, Lonn Hoklin, and Nancy Irwin. Staff: Kathy Davis. Minutes: Busch moved to approve January minutes, seconded by Beck. Motion passed unanimously. Reports: January Monthly Report: January's circulation count broke a new record of 50,000 check-outs! This is equivalent to 267 items checked out per hour. Usage of the self check-out machine has increased. Public Works Department has declared the outside bookdrops unrepairable. Therefore, they will convert the existing space into storage and purchase two standard size walk-up bookdrops to be placed in front of the library. One will be for audio-visual materials and the other strictly for books. The Internet machines are now out on the library floor and are in constant use. Comments have been positive. A screening software has been placed on one of the machines and is labeled. 171 people turned out for the annual Preschool Fair. Information was provided on daycare facilities and programs, and on-sight registration was available. Friends of the Library: The Advocacy Committee met generating several ideas. They have sent informational letters on the role of the Advocacy Committee and will speak at service club meetings, attend Council meetings, and follow-up with policy makers. The next meeting will be held February 20, 7:00 p.m., at the Tigard Library. They are pursuing the idea of coffee in the library. Also, giving away lots of baby books. CLAS: Director passed out budget scenarios. Board discussed the Cooperative Library Advisory Board's decision to fund participating libraries with the Open Hours Grant (funding based on a library being open so many hours for its size) before calculating funding for each library's circulations. CLAB has produced budgets with funding at status quo (freezing assets), 10%, 25%, and 50% cuts in revenue as a result of Measure 47. Ballot Measure 47 Issues: Current Impacts - Each department of the City has produced a budget requesting 10% less in materials and services. The library is down overall by 21% in materials and services and capital expenditures. In addition, the library is down one FTE, equivalent to a $48,000 savings. Board expressed a desire for equity in the way budget cuts are spread throughout city services (as far as Measure 47 allows). 0 0 Council Inquires Regarding Library Services - Director provided requested information to Council for clarification on funding from WCCLS and background information on library roles, materials, and services. Budget Highlights - Finance Director, Wayne Lowry, has proposed a financial scenario that would take the City through the five-year plan without major cuts or layoffs. However, there would also be no growth. It will be up to the Council to decide whether this is acceptable, or if they choose to fund a police expansion. Legislature still needs to clarify perimeters of what is meant by "public safety and education" before any decisions are made. "Friendly Visitor" Project Report: The Friendly Visitor project has now been in operation for one year. The summary report states there are 26 homebound patrons, 8 visitors (volunteers) assisting these patrons, deliveries are provided to 12 individuals, and 2 adult care facilities. Friendly visitors provided 308 hours last year. Recipients and volunteers feel this program is worthwhile to expand to other libraries. Modification to Study Room and Puett Room: Due to the outcome of Ballot Measure 47, the library will not be expanding the facility. Therefore, the library will be looking at ways to utilize existing space. Director requested feedback from the Board regarding alternative uses for the Puett Room and Study Room. Following discussion, Hoklin moved for approval utilizing the Study Room and Puett Room for office and meeting room space, seconded by Beck. Motion passed unanimously. This modification has been proposed in next year's budget. The Study Room will be used for office space and movable partitions will be purchased for the Puett Room to divide the space into meeting and study areas. Director will investigate the possible use of modular buildings for the library in fiscal year 1998-99. Board Training: Washington County Cooperative Library Association is offering training on how WCCLS, the Cooperative Library Advisory Board (CLAB), and Professional Advisory Board (PAB) operate. Board decided to attend training in August in lieu of their regularly scheduled meeting. Other Business: Director put notice in Cityscape inviting people to submit applications for a potential vacancy on the Library Board. Adjournment: Hoklin/Beck moved to adjourn meeting at 8:40 p.m., seconded by Busch. Motion passed unanimously. hAdocs\con nielboardlbrdmin.doc MEMORANDUM TIGARD PUBLIC LIBRARY •" TO: Bill Monahan, City Manager FROM: Kathy Davis, Director of Library Service DATE: March 6, 1997 SUBJECT: Monthly Report, February 1997 • New Daily Check-Out Record: 3,305 items were checked out on Tuesday, February 18. This is the highest single day check-out total the library has had. • Bookdrops: Two new, metal bookdrops were installed February 27. Customers seem to be pleased (and much less confused) by the new set-up. Some modifications to procedures have been made as the large drop is too heavy for one employee to move alone. If circulation continues to increase, we will add a second, small drop for A.V. materials as the single drop fills overnight. • Collection Agency: $1,342.49 worth of materials have been returned or paid for since we began using the agency in December. • Web Paae: Adult Librarian, Sharon Brunk, is compiling information for a "Local Authors" section on the Library Web Page. It will feature one author each month and include bibliographical, biographical, and critical information. • Children's Computer Terminal: We have installed a workstation dedicated to children's educational CD Roms. Now the 3-8 year olds will have access to electronic "teaching games" for reading, spelling, math, and geography. The station is located away from the "grown-up" CD Rom area, adjacent to the Children's Room. • Internet Training for City Employees: Library staff volunteered to conduct training sessions for City employees on use of the Internet. Four sessions have been set up and filled, and a waiting list established for future classes. • Tax Forms: After "losing" multiple cartons of IRS forms from the library lobby last month, staff set up a computer workstation to access tax forms from a CD Rom disk. The product is fairly easy to use and certainly takes up less space! • • Citizen Suggestions: Parents of young children attending "Craft Time" and "Toddler Time" programs were invited to submit recommendations for enhancing family library programs. The list of suggestions is attached. • Hot Buttons & Hot Coffee: The new morning discussion group cannot yet be called a "success," but the small group of attendees have urged us to continue to offer the space and time for this program to give it a chance to develop a following. Topics have included Tigard traffic; public education; the media and its impact on public opinion, and parental responsibility laws. • Book Column in "Regal Courier": Reference Librarian, Tony Greiner, will be editing a monthly article featuring book reviews for the "Regal Courier." This article will begin running in March. Volunteers: Volunteer Type Number Hours Adult 97 738.00 Youth 3 9.00 Local/Oral History 5 20.50 Adopt-a-Shelf 3 5.75 YART 0 0.00 Library Board 5 8.75 Community Service 5 42.00 Friendly Visitors 5 16.25 Internet 9 29.50 Total 132 869.75 = 5.02 FTE WORK INDICATORS FEBRUARY 1997 FEBRUARY 1996 FEBRUARY 1995 Adult Materials 21,785 24,303 22,478 Juvenile Materials 23.927 21.441 16.958 Total 45,712 45,744 39,436 Days of Service 25 26 25 Average Daily Circulation 1,828 1,759 1,577 Hours of Service 248.5 260 244.5 Materials Circulated per Hour 184 176 161 Increase in Circulation -0.1% 16.0% 1.1% Materials Added/Withdrawn 1,484/1,906 1,372/1,496 725/1,141 Borrowers Registered 330 368 337 Story Time 659 529 437 (Number of Sessions) (17) (16) (13) Toddler Time 169 134 87 (Number of Sessions) (4) (6) (4) Special Programs 103 367 148 (Number of Sessions) (5) (6) (6) Internet Users 108 N/A N/A Visitors (Gate Count divided by 2) 18,167 18,373 17,203 Increase in Visitors 0 6.8% N/A Fines/Fees Collected $4,357.79 $4,431.84 $3,938.04 Gifts Received - $0.00 $5.60 $6.95 * Gate malfunctioning. h:\docs\kathy\kdmthrpt SUMMARY OF CRAFT DAY AND TODDLER TIME WINTER 1997 EVALUATIONS • Participants recommendations: More evening classes for families Hold craft day and toddler time on Saturdays Craft days for older kids More puppet shows Have hour sessions so parents may visit with other parents Hold more craft days and toddler times so classes are not so crowded Guest speakers or seminars on Stranger Safety/community involvement More handouts on the songs we sing in toddler time and craft day More Saturday programs Parenting classes-self esteem, disipline Adoption classes Child abuse classes Toddler time classes old format separate by twos- two and 1/2 and 2 1/2 - three Toddler time classes MWF at 10:00 am TIGARD PUBLIC LIBRARY MEMORANDUM TO: Members of the Library Board FROM: Gary Lark, Youth Services Specialist DATE: February 14, 1997 SUBJECT: Young Adult Round Table (YART) As you know, Sue Plaisance, our Young Adult Librarian, has taken a job with Hillsboro Public Library. The City of Tigard, feeling the squeeze of Measure 47, has decided not to fill her position. We have been looking at her duties and trying to decide how to do the many things that need to be done with less staff. The Young Adult Round Table has been a part of the Tigard Library for many years. It's role as teen advisory group has diminished over the last year, and now staff time has been reduced. I feel the wisest course for YART and the Library is for YART to be disbanded for now. In the future, a group like YART could be formed again, perhaps with a new vision. I plan continued contact with the schools and home-schooling organizations, both to advise them of our programs and seek their input for collection development and programming. will plan to attend the Library Board meeting on March 13, 1997, so that we may discuss this further prior to notifying current YART members of our decision.