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05/13/1999 - Packet • 0 AGENDA TIGARD LIBRARY BOARD THURSDAY, MAY 139 1999 - 7:00 P.M. TIGARD PUBLIC LIBRARY—PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Beck 2. ROLL CALL: BECK_ CHAPMAN_ GUSTIN_ HARPER_ HOKLIN_ IRWIN_ KASSON_ 3. Approve Minutes for April 8, 1999. Beck 4. Agenda Additions&Deletions. Beck 5. Call to the Public. Beck 6. Special Recognition. Beck 7. Monthly Report for April 1999 (written). Sisson 8. Friends of the Library Report. Burgess 9. CLAB Report. Sisson • Update on discussion surrounding Consultant's Report on Polaris Sisson • Comments on meetings with Gaylord Automation President, 5/4 and 5/5 Chapman/Sisson 10. Preparation for Joint Meeting with City Council, 5/18. All 11. Other Business. 12. Adjournment. TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL CONNIE MARTIN OR MELINDA SISSON AT THE LIBRARY(684-6537), IF YOU ARE UNABLE TO ATTEND. Agenda nems foriurerrneetuigs o ; ,r. ` 3vj3r f � r��4zsa: � � � z.«,rs ��,�4 � � � .��/ � �'�✓�„3 ��i+'' hAdocskonnieUib-a TIGARD LIBRARY BOARD April 8, 1999 MINUTES Call to Order: 7:05 p.m., by Vice-Chair, Tammy Gustin. Roll Call: David Chapman, Tammy Gustin, Nancy Irwin, and Sue Kasson. Staff: Melinda Sisson. Minutes: Irwin moved to approve minutes of March 11, 1999, seconded by Chapman. Motion passed unanimously. Agenda Additions/Deletions: Move introduction of Volunteer Coordinator, Trish Stormont, before reports. Call to the Public: None. Introduction of Trish Stormont, Volunteer Coordinator: Director introduced Trish Stormont, the Library's new Volunteer Coordinator. Board introduced themselves and told a little about how they acquired a position on the Library Board. Stormont reported that she has been busy getting to know staff and volunteers. Stormont expressed her desires to shape the volunteer program with good volunteers with a variety of experiences. Stormont asked for any ideas or suggestions from the Board that they would like to see incorporated in the program. Stormont pointed out two volunteer events in April: April 20' library volunteers will be recognized for years and hours of service, and the City's Annual Volunteer Recognition Dinner is scheduled for April 22nd Joint City Council/Library Board Meeting (4/20): Director reported of a possible conflict with City Council's schedule on April 200', and that the joint City Council Library Board meeting may be postponed until May 181'. It was suggested at a previous meeting that Board members give City Council a tour of the library. Board conducted a rehearsal walk-through of the tour identifying and discussing areas of responsibility each Board member will discuss during the tour. Hoklin will give an introduction; Kasson will review the lobby area, book returns, and Information Desk; Irwin will discuss the area surrounding the Circ. Desk and Circ. workroom functions; Harper will show the crowded and under capacitated restrooms, staff lounge, and staff workroom areas; Beck will discuss aspects of the Internet; Chapman will highlight the Children's Area; and Gustin will discuss the lack of seating, meeting rooms, and spotlight the collection. Adoption of the Collection Development Policy: Board reviewed changes presented at March 11 meeting. Chapman moved to adopt the Collection Development Policy, seconded by Irwin. Motion passed unanimously. Long-Range Planning Committee Assignments: The first meeting of the Long-Range Planning Committee is set for May 10t' at 7pm. Library Board members Chapman and Kasson will serve on the committee as well as six to eight library employees, and members of the community. The Committee will develop a planning document for the library for the next three to five years. Director invited board members to come to a one-day workshop on "Planning for Results" on April 23`d. An orientation to the planning process will also be given at the first committee meeting. Draft Food & Beverage Policy Discussion: Staff members formed a committee to review the existing Food & Beverage Policy. Several changes were made to incorporate food and beverage in specific areas of the Library. Board reviewed the proposed Food & Beverage Policy. Irwin moved to approve the Food & Beverage Policy changing a section of the first paragraph, "precautions being made to avoid leaving liquid and food containers where they might attract insects or cause damage to library property" into a separate paragraph, seconded by Chapman. Motion passed unanimously. Reports: Friends of the Tigard Library: Director reported the Friends have been making plans for the annual used book sale scheduled for July 16-18'. This year the sale will take place in Town Hall. The side doors will be open and tables and chairs will be set up to encourage customers to stay and socialize. The new Books 'R Fun Book Sale is scheduled for April 23-24th in the Puett Room during library hours. March Monthly Report: Director reported the library will be closed May 21"for the annual Staff Development Day. This is a day where staff can rest, rejuvenate, and rejoice. Morning activities consist of a facilitator presenting the topic of communication and the afternoon session is set up for staff to learn other areas of library functions and hands-on technology demonstrations. WCCLS received the completed report on the Polaris installation from the independent consultant, Joseph Ford and Associates, Inc. The report outlined background for choosing Polaris, history and current status of Polaris implementation, Gaylord responses to early implementation and current Polaris problems, impacts of Polaris problems on WCCLS member libraries and the public, and conclusion and proposed next steps. Also mentioned in the report are eight recommended steps to reach closure on the implementation. The report also mentioned moving toward acceptance of Polaris and resolving problems associated with it within 120 days. WCCLS • Director, Eva Calcagno, will give status reports monthly to the CLAB (Cooperative Library Advisory Board). During the past six months, the library has received cursory statistics, but it is believed March statistics to be accurate. Tigard is now nearing circ. statistics reflective of pre-Polaris installation with March '98 being 57,999 and March '99 with 46,828 cires. As Tigard Library and other WCCLS member libraries continue to experience downtime with Polaris, circulation statistics will not be reflected accurately. CLAB Report: CLAB reviewed the Public Library Services Agreement (contract with WCCLS). There was also discussion of a county-wide used book sale. Other Business: None. Adjournment: It was moved by Chapman, and seconded by Kasson to adjourn the meeting at 8:55 p.m. Motion passed unanimously. h:docs\connie\board\brdmin.doc MEMORANDUM TO: Bill Monahan, City Manager FROM: Melinda R. Sisson Director of Library Services DATE: May 13, 1999 SUBJECT: Monthly Report, April 1999 • Personnel: Jenny Locke and Justin Day will begin working in Circulation the first week in May. This brings the Circulation Division up to full staff for the first time in a number of months. Reader Services has trained two new on- call librarians who will start by covering Erik's hours while he is on vacation. On-call librarian, Laura Haggerty, is getting married and will be moving to Washington soon. Diana interviewed four candidates for the part-time microcomputer support assistant position; Young Tran was offered and accepted the position and will begin working May 10. This position has been vacant for a few months and will make a tremendous difference in computer support for staff and public PCs. • Statistics: Circulation statistics from Polaris are not yet considered reliable. Checkouts and renewals still add up to only 44,271, compared to 51,226 for April 1998. Paula reports that even the number of patrons registered seems a little low. In the past few years, TPL has rarely registered fewer than 300 people. It's possible that library cards issued when in the off-line mode may not have transferred accurately 9 p during the upload. Reference Services librarians participated in the MIX survey during April. Preliminary results indicate that the number of reference questions asked has dropped 3% from last year. Second level reference from ECLS is declining as well. Possible explanations include the difficulties experienced with the Polaris installation, increased use of "library" resources from off-site (i.e., interlibrary loan, Internet access to the library catalog, etc.), and increased use of "non-library" resources, such as non-subscription web sites including the Internet. However, RS librarians remain extremely busy answering research questions and providing instruction in the use of the electronic resources. Technical Services continues to break records with 2,285 items received in April. This is a higher volume of activity since ordering was delayed by six months before new records could be added to Polaris. Items added to the catalog totaled 1,814, an increase of 15% over last year. This is especially notable given how slow the response time is for the cataloging module. • Polaris: WCCLS distributed Joe Ford's report on the implementation process for Polaris that generated a flurry of discussions at local libraries and board and committee meetings. There appears to be agreement with his recommendation to set a limited amount of time to bring the Polaris installation phase to a close. The Library Directors Board and the staff of WCCLS have established a review committee to develop an amendment to the contract citing items not yet.available that were contracted for. After both parties have agreed upon terms of the amended contract, a 45-day acceptance test will begin. At the end of the acceptance test, a decision will be made to continue with Polaris or to begin a new search for software that will better meet the needs of WCCLS. Either way, libraries will continue to use Polaris for a minimum of 18 months, until a new system is installed, or for the length of the contract with Gaylord. The general release of Polaris version 1.3 will be installed on the WCCLS training server sometime in May. Local library staff will test the new version prior to moving to the main server. This release provides improvements in a number of areas, most significantly in the patron services functions: telephone notification, self-checkout, holds queue. • Program Attendance: Program attendance continues to grow. Programming for adults increased by 45% in April for a total of 362 adults April 19 was the first official meeting of the Tigard Library Book Club. Eleven people participated in a discussion of Where the Heart Is by Billie Letts. Kate reports that the discussion was lively and long. The next two selections are The Riders by Tim Winton (May) and Where River Turns to Sky by Gregg Kleiner (June). Marin reports that the Homework Center remains steady with 24 students and 2 new tutors. TPL hosted a second meeting with librarians from the Tigard/Tualatin School District and Tualatin and Tigard Public Libraries. Nearly 30 librarians participated in a timely discussion of Polaris (TTSD went live with Polaris in February) and additional ways in which we could cooperate. It was decided that TTSD would get the first shot at any materials withdrawn from TPL. The listsery is again active with the sharing of information. Both Teresa and Marin have ongoing contact with the elementary and middle schools throughout the school year. Friday Film nights have proven to be the fastest growing program now offered by TPL. The Fifth Element had 26 parents and children in attendance for it's showing April 9. TPL's fifth Annual Mystery Night, Sneaky Sleuths and Nasty Neer- Do-Wells attracted 36 enthusiastic participants. Kate, Erik, Diana and Paula all gave book talks. Volunteers Diane Steuber and Colleen Haskell provided assistance with decor, Terri provided her cheerful expertise and Nancy Lof helped with some dynamite graphics. (You know who was in the kitchen.) • Tioard Historical Society: Tony reports that TAHPA has had a burst of new life largely due to a new volunteer, Mary Feller. The heirloom garden has started. A man with a roto-tiller has agreed to turn in the mulch laid atop last fall. Already planted are peas and two types of garlic. Soon to come will be beefheart carrots (5x6 inches, shaped like a beet!), corn (Danvers from 1907), Easter egg radishes (they come in many colors) and turnips. A supplier has been found for Ozette potatoes, grown by the Makah Indians of the Olympic Peninsula since the 1700s, when they got the potatoes from Spanish traders operating from Peru. Tony is close to getting a short season watermelon. Two open houses with themes of old hats and dolls drew attendance of 250 people. Curtis Tigard's birthday was feted at the Grange, with over 200 guests. Old cars, old gasoline engines, banjo music and cake were available. Old hand and garden tools were displayed and the Grange brought out many old records and photographs not seen recently, including a photograph of Mary Tigard, wife of Wilson Tigard! • Oregon Library Association: The OLA held their annual conference in Seaside March 30-April 2. A number of staff attended and reported favorably on thero rams and events. Conference reports are attached to this monthly p 9 P Y report. • Spotlight on Vivian Levine: Vivian has been an employee of the Library for six years starting out as a Green Thumb Volunteer and now serving as a Library Assistant for Reader Services. She has primary responsibility for locating and shipping items requested through the holds process. Each day Vivian receives a request-to-fill report, sometimes with hundreds of items listed. Vivian was instrumental in identifying items that went unfilled because they could not be located. A new procedure has been developed that involves an extensive search for these "IN" items after which they will be placed in "MISSING." Vivian has recently taken on a new project assisting the RS librarians with withdrawals. Polaris system response time can average 6 minutes per item. Vivian elected to come in on the weekend to do most of this work prior to the Library opening. Because there is less activity on the system, the response time improved at 2 minutes per item. Until Polaris improves, work around solutions like Vivian's are critical to the success of the Library's services. Way to go, Vivian! • Volunteer Recognition Events: On April 20, the Library honored 20 volunteers for milestone years and hours of service. Jean Lindsay was also honored with a comfy reading chair and bookcase table that have been place in the Library near The Write Place. Trish did an admirable job of planning and preparation of invitations, program format and FOOD! Trish and Connie M. participated on the Citywide Volunteer Recognition Dinner held on April 22. • PLA Planning for Results Workshop: Many of the Library Staff participated in the Planning workshop held on Friday, April 23. MaryKay Dahlgreen, Youth Services Library Consultant from the State Library, conducted an informative training session on the PLA planning process. Next month, staff will join Library Board members and interested citizens in the kick-off meeting of the Long-Range Planning Committee. • Presentations and Awards: Melinda addressed the Tetrapolitan "Golden K" Kiwanis Club on April 26. The presentation touched on developments for the Library during my first year in Tigard and future plans beyond the levy for facilities. TPL has been selected as one of the six Outstanding Ready to Read Projects of 1997-98. This was the grant that Gary Lark wrote in support of a small collection of books for the Villa LaPaz housing project. • Friends of the Library The FOL will be hosting their annual book sale July 16-18 in Town Hall. Last year they raised over $1100 at the sale. Between Chapters coffee service may change ownership this summer. Susie Clayton will begin operating the service May 17 with a lease/purchase option. • WCCLS Publicity Committee: Paula, Mara and Marin have each attended a meeting of the new publicity committee of WCCLS. Paula reports that information on programs; newsletters from other libraries were shared with the group. The committee will serve as an advisory committee for the WCCLS quarterly newsletter. • Volunteers: y Volunteer Type Number Hours Regular Volunteers 88 697.00 Youth Services 11 31.50 Local/Oral History 1 8.00 Adopt-a-Shelf 2 3.00 Library Board 4 8.00 Community Service 4 18.50 Friendly Visitors 3 8.50 Homework Center 8 65.50 Teen Idea Group 6 6.00 Special events (Tiger Cubs, 19 26.00 (#7, Rotary Interact Club) Total 146 872.00 = 5.0 FTE WORK INDICATORS APRIL 1999 APRIL 199§0APRIL 1997 . Circulation Adult Materials 24,093 25,430 Juvenile Materials 27,133 26,129 Total 51,226 51,559 Days of Service 27.5 27.5 28 Average Daily Circulation 1,863 1,841 Hours of Service 275 279 283 Materials Circulated per Hour 184 182 Increase in Circulation -0.6% 11.2% Materials Added 1,814 1,527 1,480 Withdrawn 218 294 86 Borrowers Registered 319 321 Adult Programs 362 198 N/A (Number of sessions) (15) (16) Story Time 158 356 922 (Number of Sessions) (8) (15) (18) Toddler Time 186 282 331 (Number of Sessions) (12) (14) (9) Special Programs 484 646 113 (Number of Sessions) (27) (14) (5) Children's Computer 96 N/A N/A Word Processor 195 N/A N/A Internet Users 1,616 663** 0 Visitors (Gate count divided by 2) 20,542 15,124 19,587 Increase in Visitors 36% -23% 1.6% Fines/Fees Collected $1,170.43 $5,201.38 $5,301.00 Gifts Received $ 13.80 $ 0.00 $ 20.50 . * No statistical report from WCCLS was generated. ** Calculation through 4/19 in The Times bber holds Schools: Denny's ■ Continued from Page A' Tualatin Since the shootings at Colun High School in Littleton, C UALATIN —A man who im- ` that he had a weapon robbed "schools throughout the co: Denny's restaurant, 17939 have experienced an epidemi wan Road, late Tuesday night. rumors and possible threat: man entered the restaurant at San _iaX, S , violence," noted Mark Kubia t 11:12 p.m., robbed the till and - --- T_ Tigard High School principal, with an undisclosed amount of _letter to parents and students. Kubiaczyk said school staff ............... . e Tualatin Police Department police were investigating onded to the scene, and Lake rumor and every report of thre ego officers were asked to look ing remarks," including a rumo the suspect and vehicle involvedculating last week about pos staff photo by Kari Hastings-Arguedas e holdup. threats made in an Internet he suspect was described as a ROOM TO READ — Curt Tigard talks with Tigard Public room. to man in his early 30s, short, Library director Melinda Sisson Tuesday after announc- The rumor, he explained. a medium build, dark hair and ing that one-third of his sister Grace Tigard Houghton's volved threats made against a sc ibly a mustache. At the time of estate will go toward a new browsing room in the with the initials "THS." No sc robbery, he was wearing a white library. Houghton, who was a regular library volunteer, city or state was specifically in with a logo on it, a black died in November 1998. Her library donation will tified, Kubiaczyk stated. The stt et and jeans. He left the scene in amount to between $500,000 and $700,000. Tigard is who reported the possible threz all brown pickup truck with a named after Curt and Grace's grandparents, Wilson -been unable to find the same t-colored canopy. and Mary Ann Tigard. room again, said Susan k police investigation is continu- Haydon, spokeswoman for the Mct. Ouse: Display to include the 'Candy Loving Canine' Iontinued from Page Al Future house events include a Tigard and his family lived there for in the 1980s. vintage clothing show and sale on many years. The city was renamed The association members arc IFs. Many are wind-up, or June 20 and a vintage jewelry show after his parents, Wilson and Mary talking about a five-year plr hanical, toys, from Japan, Ger- on Jul 18. Ann Tiard,in the 1890s. and the U.S. Y which they want to raise funds Y Citizens can also join the histori- Born in Arkansas, John Tigard separate building with meetini e exhibit is from 1 to 4 p.m. on cal association for $15 a year by was the only one of his parents' 10 lay,at a cost of$1 per person. calling resident almer at children who crossed the Oregon bathroom facilities. The houst P KathyY -• no bathroom now. bn display will be the "Candy 579-2126. Benefits include no ad- Trail by wagon in 1852. "If we do it right, this house ing Canine — always hungry, mission price at the association's The home was threatened with appeal to people of all ages ler ysatisfied," which repeatediv events. demolition in the late 1970s, but a groups and organizations will Iws a round ball of candy into its If the monthly events bring more group formed to save it — the to host events here,"Feller said ath• attention and interest to the John Tigard Area Historical and Preser- -li o the Dom will also be there Tigard House. Feller will have done vation Association. p Through grants and donations, ig with a green corduroy walrus herjob. ` wiggles across the table. the group restored the outside of the "Things like this have the power house in the 1970s, then :he interior Meller admitted playing with the to change lives in a way," she said. on her living room floor before "Especially in a suburb, history can ' ing them to the house. be lacking because there are so few Ti and United Methodist Church Designed to your individual need 9 a variety of techniques are used C can't be trusted," she laughed. old buildings ." relieve stress,promote well-bei❑ :y're just so fun." The Tigard House embodies i and increase physical efficiency perhaps as much of Tigard's history eople won't be able to play with - as anv building can. Bandar Mar 6 QCall today for your i at the exhibit, though. Many of ` , professional in toys are worth hundreds of It was built in 1880, where trsy The Candy Levine Canine Elmer's Pancake House is today, 3'30 - 7'00 PM therapeutic 88 cents when first produced. when Tigard was a farming com- massage. it is worth $150. munity called East Butte. John P1Oral and Silent Jeanie Mic. AGENDA ITEM# FOR AGENDA OF 5/11/99 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Presentation by Curtis Tigard PREPARED BY: Melinda Sisson DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL On behalf of his sister, Grace T. (Tigard) Houghton, Curtis Tigard will present a donation to the City of Tigard Library. City Council will accept this donation to benefit the Library. STAFF RECOMMENDATION That City Council adopt Resolution No._accepting the donation to the Tigard Public Library from the Revocable Living Trust of Grace T. Houghton. INFORMATION SUNIMARY Grace T. Houghton created a Revocable Living Trust with U.S. Bank as Successor Trustee at her death. Mrs. Houghton passed away on November 1, 1998. Upon her death, the trust terminates. The terms of the trust state that the remaining share shall go to various beneficiaries. Mrs. Houghton has specifically devised the following items to Tigard Public Library: "One of such parts (.3333% of the remaining residue of the trust estate) to the City of Tigard, Oregon, Public Library, established pursuant to ORS 357.400 et seq, or any successor, the principal thereof to be applied and utilized in establishing, furnishing, designating and supplying a room or area to be known as the "Houghton Browsing Room", marked by a bronze plaque; provided, that such funds may be so utilized only with respect to a library building constructed on lands owned by the City of Tigard, or its governmental successor; and further provided, that the income from said fund may in the discretion of the City Library administration, be utilized for general purposes of the Tigard City Library administration. It is my intent hereby that the principal of such fund shall remain intact except for expenditures as hereinabove stated." (see attachment) OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Library will have a stable funding base for the provision of basic services Seek alternatives to current tax base funding mechanism. MEMORANDUM TO: Bill Monahan, City Manager FROM: Melinda R. Sisson, Director of Library Services DATE: June 10, 1999 SUBJECT: Monthly Report, May 1999 Personnel: The Library's part-time entry-level positions continue to generate more turnovers than is healthy. Library Assistants, Jesse Tremaine, Cheryl Lammers, Ramona Fitzpatrick and Rich Allen resigned. Jesse secured full-time employment, Cheryl graduated from college and accepted a drafting position, Ramona is moving to Bend and Rich accepted a position with WCCLS as a courier to supplement his part- time position with TPL; the schedules were not complimentary as he had hoped. Rich has recently accepted a regular part-time position with TPL that offers benefits. Ann Hunter, a temporary circulation employee, will fill Jesse's position. Xiaohong Lu, a circulation employee for three years, will fill Ramona's position. Circulation Supervisor, Claire Sheldon, also resigned effective in June. Microcomputer Support Assistant, Young Tran, has resigned to accept a full scholarship for college and will be moving to California to complete his studies. Paula is actively recruiting and interviewing for library assistants. Recruitment for Circulation Supervisor and Microcomputer Support Assistant will begin after July 1, 1999. Spotlight on Kathy Smith: Kathy Smith joined the Librarystaff as a Reader Services Librarian after receiving her MLS degree from the Emporia, Kansas Portland program in the summer of 1997. In October 1998, she was promoted to Adult Services Specialist. In her role she is primarily responsible for reference services and the electronic resource center. Kathy has become the resident expert on the Web, developing helpful links to assist in answering reference questions for patrons. As one of the original Polaris OPAC trainers, Kathy assisted with the development of training curriculum. We are very fortunate at TPL to have the best and most colorfully signed Polaris and ERC computers thanks to Kathy's creative efforts. Polaris Update: The anticipated installation of Polaris general release 1.3 did not occur in May as expected. WCCLS automation staff experienced problems loading it on the training server for testing. Amy. Emery, Kathy Smith and Linda Parker have been asked to participate on the testing team. (As of June 8, WCCLS reports that testing of release 1.3 has begun). A new WCCLS ad hoc committee calling themselves PARC, Polaris Acceptance Review Committee, has met three times since May 14 to review the status of the Polaris installation, the contract language outlining the responsibilities of GIS and WCCLS in satisfying the contract and options that WCCLS may exercise. (See attached Summary Report from Mike Smith, PARC Chair). Volunteer Shelf-reading Clean up: Staff and volunteers gathered on Friday, June 4 at 4:30 p.m. to start an extensive search of the collection for missing items and for items that may belong to other libraries. "Reading" the shelves involves handling each item and verifying that it is shelved correctly. Nearly 30 staff and volunteers worked for four hours and cleaned up 2,562 linear feet of shelving. Cowbells rang and hoots and hollers were heard when missing items were located. Discoveries included 12 items belonging to other libraries, nearly 100 missing items and numerous misshelved items. A second shelf-reading event will be held on Friday, June 18. All of these efforts help in satisfying patron requests and clearing patron accounts of incorrect information. Programming: Marin and Kate continue to draw young people and families to their film night programs. On May 7, they hosted approximately 60 people for a viewing of the film Austin Powers, the most successful film night to date. Ten people joined Kate for the book club discussion. Kate reports that with twenty people on the mailing list, interest is growing. Summer Reading Program is gearing up as evidenced by Teresa and Terri's nearly 50 visits to classrooms at six elementary schools. The Summer Reading Club calendar, bookmarks and flyers have been printed and new displays are beginning to appear in the children's area. Marin reports that the Homework Center will operate through June 4 then close for the summer. It will reopen in October when homework assignments are likely to increase demand for the program. Grants and Budgets: Marin completed a grant available from the ALA/Young Adult Library Services Association (YALSA) for Excellence in Library Service to Young Adults. Melinda presented the Library's FY99 Proposed Budget to the Budget Committee on May 17. The Budget is scheduled to be adopted by City Council on June 24. May Day Breakfast: On Friday, May 7, Library staff hosted another delicious breakfast of baked sweet breads, fruit, breakfast wraps and smoked salmon (Thank you Les Hagen) for other City employees. This year a staff committee including Terri Smith, Katie Hagen, Diana Lauterbach, Vivian Levine, Linda Parker, Connie Martin, Paula Walker, Sandra Thorne, Trish Stormont, and Mary Madland shared in the planning for this fun event. Staff Development Day: On Friday, May 21, the Library was closed to allow the staff to come together to discuss a topic of their choice and to receive additional training in select library operations. Chuck Ferguson was invited to facilitate a discussion of team building and communication. He encouraged the staff to embrace the idea that each person is a leader in their own right. During breaks and lunch, staff enjoyed games and contests involving gliders, paddle balls and yo-yos. Anonymous comments were written about other Library staff praising them for what they bring to the organization, then shared later in the day. The afternoon was divided into three mini-sessions of cross- training in areas of circulation, cataloging and processing materials and electronic reference resources. The day finished with a "bang!" when each person took a whack at a piniata that looked vaguely like a computer (another. donation by Volunteer Les Hagen). The Friends of the Library contributed $100 toward the lunch for staff. Training: . Paula, Kate, Marin and Teresa attended a program sponsored by the American Library Association on programming in the library called "Live at the Library." Grants for literary programming will be offered only to those who attended the workshop. Paula commented that programming is the most exciting untapped aspect of library services and has the greatest potential to provide a high-touch flavor to the community and to address the public's fears of libraries leaning too far toward technology. Katie joined Loreen Mills on May 10 at a workshop offered by TCF&R on procedures for dealing with anthrax threats. TVF&R reported that while there have been over 800 threats or mailings in the U.S., they have all proven to be hoaxes. The City of Tualatin and the Tualatin Library have been targeted during the last year prompting TVF&R to develop procedures to respond to these threats. All three anthrax threats in Tualatin were hoaxes. Loreen and Melinda will discuss additional training for Library staff and other City employees. Lona Range Planning Committee: The first meeting of the newly formed Library Long- Range Planning Committee was held on May 10. Ten staff and citizens gathered to participate in an orientation to the PLA Planning for Results process. MaryKay Dahlgreen, State Library Consultant, walked the group through each step and left those who will facilitate the next discussion with greater confidence. Future meetings are scheduled for June 7, 28, July 12, Aug. 9 and Sept. 13. At the end of the process staff will compile the information gathered into a report that will guide the Library over the next five years. Statistics Update: Cataloging statistics reported for FY99 have been underreported; cataloging of serials was left out of the monthly reports and will be corrected for the record. Circulation statistics were unavailable or unreliable, but have been reported and will be recorded with notes. Month Items Added Items Withdrawn Circulation/Prior Year July 1998 1,264 2,116 * (55,612) Aug. 1998 * (52,605) Sept. 1998 * * 40,689 (48,330) Oct. 1998 433 15 35,513 (55,034) Nov. 1998 1,889 478 3670 (51,126) Dec. 1998 1,751 3,500 3 ,095 (46,464) Jan. 1999 1,202 169 43293 (55,734) Feb. 1999 1,127 446 39,211 (51,873) Mar. 1999 1,633 431 46,828 (57,999) April 1999 1,814 218 44,271 (51,226) May 1999 1,324 2,161 42,811 (52,399) *Conversion to Gaylord Polaris software disrupted the collection of data and at times caused the system to fail to record some transactions. In addition, no fines have been charged and no overdue notices mailed since August, resulting in much lower renewal statistics. • Volunteers: Volunteer Type Number Hours Regular Volunteers 82 679.50 Youth Services 11 29.50 Local/Oral History 3 29.00 Adopt-a-Shelf 2 5.00 Library Board 5 10.00 Community Service 5 51.50 Friendly Visitors 2 17.00 Homework Center 6 26.50 Teen Idea Group 6 6.00 Total 122 854.00 = 4.9 FTE WORK INDICATORS AIIIIAY 1999 MAY 1998 • MAY 1997 Circulation Total (from WCCLS) 42,811 Adult Materials 24,629 22,646 Juvenile Materials 27,770 24,217 Total 52,399 46,863 Days of Service 27.5 26.5 28 Average Daily Circulation 1,977 1,674 Hours of Service 271.5 260 275 Materials Circulated per Hour 202 170 Increase in Circulation * 11.8% 3.2% Materials Added 1,093 1,248 0 v Withdrawn 2,161 1,329 409 F ca 0) CD 2) Borrowers Registered 313 270 cc m a CL a Adult Programs 102 94 N/A a (Number of sessions) (13) (16) o Story Time 42 143 422 (Number of Sessions) (2) (6) (11) Toddler Time 52 111 116 (Number of Sessions) (3) (6) (6) Special Programs 3,190** 3,981** 6,000** (Number of Sessions) (18) (17) (1) Children's Computer 111 N/A N/A Word Processor 268 N/A N/A Internet Users 1,709 908 0 Visitors (Gate count divided by 2) 17,956 20,688 14,868 Increase in Visitors -13% 30% -.17% Fines/Fees Collected $829.74 $5,274.80 $4,954.57 Gifts Received $ 3.00 $ 0.00 $ 2.70 * No statistical report from WCCLS was generated. ** These numbers include classroom visits promoting the Summer Reading Program.