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06/14/2000 - Packet f o 010E-IT11 �f MEMORANDUM OREGON TIGARD PUBLIC LIBRARY TO: Library Construction Committee Members ,,FROM: Connie Martin, Sr. Admin. Specialist ��"✓`� DATE: June 6, 2000 SUBJECT: Library Construction Committee Meeting This memo is written notice for the upcoming Library Construction Committee Meeting. The meeting is scheduled for Wednesday, June 14th, at 6:00 p.m. in the Library's Puett Room. This meeting will include: • An introduction of the Library's new Director Margaret Barnes. • Discussion of the preliminary report submitted by BML Architects (attached) and what's going to happen from this point on. Please note, there are several grammatical errors and some minor factual errors present in this report. • Also, you are invited to attend the joint workshop meeting of the Library Board and City Council on Tuesday, June 20th at 7:30 p.m., in Town Hall. It would be helpful to have representation of the members of the Library Construction Committee to present a status report to Council on the progress of a new Library building. If you have any questions, please contact me at 684-6537, x279 or City Manager, Bill Monahan at 639-4171, x306. Thank You Attachment 13125 SW Hall Blvd., Tigard, OR 97223(503)639-4171 TDD(503)684-2772 4 ' Aplit t k- QCT ' ="'a ._,_�—ter... �;�`r�`�-=.�:-x•.• _�,•�� - �! _ .. 141 g _ r I Needs Analysis — Contents Draft Contents Part One - Needs Analysis 1. Introduction: Objective of Study Study Methodology and Process Method of Gathering input from the Public 2. The Community of Tigard: Demographics Characteristics The Service Population 3. Existing Library Services: History of Library Service Comments form User Groups Consultant Observations 4. Recommended Plan of Service Part Two — Facility Program Guiding Principles Summary Of Component Space Requirements General Planning Criteria Design Challenges Operational Criteria Information Systems Criteria Building Systems Criteria Interior Design Architectural Criteria Site Planning Criteria Component Descriptions and Diagrams The Public Forum — Meeting Areas Entrance, Information and Borrowers Services Reference Periodicals New Books A/V Main Collection -Adult Fiction, Non-Fiction Children's Center Young Adults Center Special Collections The Technology Leaning and Support Center Needs Analysis — Contents Draft Collection Services - Staff Work Areas Volunteers and Friends - Work Areas Operations - Delivery, Unloading/Breakdown, Mail, Storage Administration Leased Space — Coffee, Snack Part 3—Site alternatives and Selection Appendix Acknowledgments Standards Sources 1 Needs Analysis - Introduction Draft F Introduction The City of Tigard has sponsoring a study of the library services in Tigard. The project consists of three parts: Part One - a needs assessment and recommendation of a plan of service Part Two - the development of a library building program to accommodate the services, Part Three - site selection, concept design, and development of the project budget. Project Supervision -The project is being supervised by the Library Building Committee composed of members of the city staff, library staff and appointed residents. The members of the committee are: Margaret Barnes, Library Director Tony Greiner, Library Project Liaison Bill Monahan, City Manager Jim Nicholai, Mayor Gus Duenas, City Engineer Curtis Tigard, Public Member David Chapman, President of the Library Board George Burgess, President of the Friends of the Library r Kathy Steeger, Public Member a Objective of Study The Objective of Part One of this study is to assess both the current and future needs of the library to determine the appropriate size and staffing needs for the library for the next 15-20 years. Phase One information will be the basis of the library building program. The size of the building and plan of library services also determines where the library is located and how big the site needs to be. Study Methodology and Process The key methodology employed for the needs assessment is gathering input from a wide spectrum of stakeholders in the community. City and Library Staff, members of the public and the evaluation committee were all engaged in interviews and focus groups to ensure input from a wide cross section of library users. Library operating statistics required by the Oregon State Library were provided to the consultants to establish use and circulation patterns. Demographic data from Metro Regional Services was used to establish the characteristics of Tigard as a community. Operational measures and facility standards are based on standards developed by the Oregon Library Association and the consultants experience with other libraries. 1 1 Needs Analysis - Introduction Draft Acknowledgments The consultants wish to acknowledge the effort and support received from the City and Library to provide background information, assist with the collection of data on services, and develop and implement publicity for the input process. Group meetings were held by the consultants during observation and interview sessions on April 14- 15, 2000. Focus group sessions were held with different groups during a two-day site visit. The focus group sessions explored issues that included what residents and library users felt were the key issues facing Tigard both now and in the future. Questions related to residents' use of information sources and libraries in Tigard and in the region; factors which influenced or were barriers to library use; and opinions about current services and services needed in the future. 2 2 Needs Analysis — The Tigard Community Draft Overview Tigard is the eleventh largest city in Oregon. In 1998, according to METRO statistics, the population of the city itself was 37,200. In evaluating the performance of libraries, the concept of the service population needs to be considered. The service population is often larger than that of the incorporated city, 49,000 for Tigard, because it includes surrounding unincorporated areas. The statistics on service population come from the Oregon State Library. Tigard is located in Washington County, and was incorporated in 1961 from unincorporated Washington County. Once a small commercial center, which served farming families, it is now a community whose white-collar population primarily commutes to various destinations within the Portland Metropolitan area. There is a significant job base in Tigard, more than the total population according to METRO regional statistics which indicates that people are coming into Tigard to work and are using city businesses and services. Highway 99 bypasses the downtown business district but it bisects the town in a north-south direction. The highway is frequently congested as people from Tigard move in and out of town at peak periods. The congestion on the regional highway impedes access to the historic downtown. Metro has prepared an analysis of changes to population and growth between 1994 and 2017, called the Regional Forecast and TAZ (transportation allocation zone) Project, which shows that Tigard will grow from 33,730 to 42,789 in population. The current year population suggests that growth in Tigard is ahead of the projections. Demographic Characteristics (based on 1990 census) Information from the 2000 census was not available at the time of preparing this report. Some of the data has undoubtedly been superceded. However, anecdotal accounts from residents and staff indicate that, while the number of people and the cost of housing may have increased, the general characteristics of the population seems to be the same as in 1990. - Tigard is mostly middle class (80%). It is a community with middle aged adults who have raised their families but are staying in the community, and it is a community of young families with children. - Households: The percentage of households with children was 49.9 and of these, 46.6 percent are classified as a married couple family. - Race and Ethnicticity: The population of Tigard is homogenous and parallels the state population at large. Most of the people in the town are white (total - 27,679), African-American (total - 216), Native- 3 f ' I 2 Needs Analysis — The Tigard Community Draft R American (total - 188), Asian or Pacific Islander (total - 1006) and Hispanic or Latino (total - 690). - Income: The median income in Tigard is $42,112 per year, somewhat ' higher than the state as a whole including the city of Portland. The median income for neighboring communities in the same library consortium are as follows: Lake Oswego - $60,949, Beaverton - $41,483, Hillsboro - $36,847 f - Education: Approximately 30% of the population have a Bachelors Degree, with 90.9% having a high school degree. Much of the housing stock is from the 1960's and is still reasonably priced according to a scan of the demographic indicators. Some areas of the county are being developed as high-end developments where $500,000 homes are being built, particularly south of Route 99 where there are affluent commuter cities/bedroom communities. Bull Mountain is one such affluent area. As these communities grow to the south, people will work in Tigard and Portland, and traffic and commuting will continue to be a factor. There is a split in perception as to the nature of citizens. Some say residents are very conservative and that Tigard is a "meat and potatoes" type of community. Residents are solid, middle of the road, and very family oriented. Some say Tigard is a very generous community. There are currently various fundraisers going on to help raise money to open a teen center. Tigard has many seniors, as there has been a large population increase from move-ins while the town still has its original population in place. There is a large population of retirees who live near King City and in Summerfield. Seniors do not have access to very much public transportation. Schools and children are important. There are 2,000 high school students at Tigard High and a new school is currently being built because the school is becoming over-crowded. The city of Tigard is concerned with strengthening its schools. The Tigard/Tualatin School District is considering submitting a local option tax proposal to the voters in May of 2000 to give the community the opportunity to provide additional funding to strengthen and provide further support for the schools academic programs. In recent statewide testing, the average scores for the Tigard schools were below median statewide scores. The spirit of volunteerism, which characterizes Tigard's solution to problems, is already addressing some issues. Senior citizens and community members are volunteering in the SMART (Start Making A Reader Today) and OASIS programs to help children learn to read. These programs provide one-on-one time for children to read with an adult to enhance their reading skills. Community members also volunteer for the Lunch Buddy Program. This program matches 4 2 Needs Analysis — The Tigard Community Draft adult mentors with elementary school students. LINK leaders at Tigard High are mentoring incoming 9th graders and WEB leaders in the middle schools serve as mentors for incoming 8th graders. Middle school students read with elementary school students once per week. The City of Tigard Library houses a homework center on Mondays, Tuesdays and Wednesdays to provide tutored assistance to middle and high school students. Some high school students serve as tutors for middle school students and adults tutor the high school students. The school district provides bus transportation from Folwer and Tuaiity Middle Schools to the homework center. The city of Tigard conducted a visioning process called "Tigard Beyond Tomorrow" in 1998 and 1999 involving residents, professionals, business owners and community group leaders. The outcome of this effort was an annual report summarizing goals and reporting on progress in attaining those goals in seven areas. They include Community Character and Quality of Life, Growth and Growth Management, Public Safety, Schools and Education, Transportation and Traffic, and Urban and Public Services. The community's vision is as follows: - Commitment to shaping the community's future in agreement with the direction given through this on-going process. This process relies on citizen involvement and participation, and coordinated actions by the community's decision-makers. - Tigard is a safe, dynamic community, supported by coordinated and efficient public services. Funding for services is stable and recipients pay their share. - Citizens are educated about how to access public services and understand their responsibility to participate as members of the r community. I - There are a variety of opportunities for citizens of all ages to access education programs for life.-long learning. Our community recognizes and accepts the responsibility each citizen has in promoting and supporting quality education. - Small and local businesses thrive. Business owners are involved and take responsibility for the impacts their businesses have on the community. l_ - A community value "to respect open spaces and natural features" i encourages access to these by our citizens. Many leisure time and l recreational opportunities are available for our community. 5 2 Needs Analysis — The Tigard Community Draft Tigard is a general law city with five council members elected at large. The city manager indicates that voluntary service on boards and commissions tend to be short term and that mounting a sustained effort for public sector projects is sometimes difficult because of changes in commission membership. The library is a city department and the city's policy is to encourage a unified vision for city services that avoids separation or competition between and among city departments. City officials say that the planning for the library must account for how much the citizenry is willing to support through their taxes. Many people see the library as a focus for community interaction. The concept of a community center or gathering place is of great interest. While the idea of a community center is supported and there seems to be a need, there may not be the financial support available. The results from the last bond election seem to show that a library alone, rather than as a combined building, might have a better chance for approval. The community is fiscally conservative, and may not support a larger tax measure. The vote to create a 3-county recreational district, the Atfali recreation district vote, will occur in the fall. At this time Tigard does not have a recreation department. This vote, if successful, will create a tri-county district. It will likely create community and recreational centers and will provide cooperation with the school district Based on their experience in other communities, the consultants know that library expansion can fulfill the desire for a community center by providing a place to meet and a park like setting. When the existing library moves to a new building, one issue is what will happen to the existing building: Expanding city offices has been discussed. Another idea may be to locate meeting rooms into the vacated library as the community center. This concept would allow a smaller library to be constructed, so long as the site is within walking distances of the community center. The consultants have observed that building a new library requires leadership and one or two strong champions at commission and council level. identifying this leadership may be the among the most important needs facing library supporters. 6 3 Needs Analysis - Existing Library Services Draft General The Tigard Library is organized as a city department. The Library Board, established under the Tigard Municipal code (2.36.030), has the responsibility to advise the City Manager and the City Council on library policies, budgets, facilities and community needs. There are seven citizen members appointed by the city council for four-year terms. One member of the board may reside outside the city. The Tigard library is a participating member of the Washington County Cooperative library system which receives funds from the Washington County general fund. Funds are distributed to participating cities based on the percentage of the county's assessed valuation within the city's boundaries. The cooperative allows the county residents to use all libraries in Washington County without charge. The system, WCCLS, provides an online catalogue, known as Wili, daily courier service between libraries, and other support services to its members. The library's mission statement is as follows: "We are committed to making Tigard a better place to live by offering all library users guided access to the ever-expanding spectrum of knowledge information and entertainment available to them". World-class information and traditional library services will be presented in a user-friendly environment that recognizes the diversity of skills, interests, and preferences in the population we serve. All library employees are dedicated to providing knowledgeable, courteous and timely service to our customers. The library's long range planning committee conducted an assessment of the library's service responses to determine the library's priority service responses. The service responses were ranked according to priority scores and show the library considers the following services responses as priorities: • General Information: meets the need for information and answers on a broad array of topics. • Life Long Learning: helps address the desire for self-directed personal growth and development. • Current Topics and Titles: helps fulfill community residents' appetite for information about popular cultural and social trends and recreational needs. • Business and Career Information: addresses the need for information related to business, careers, work, entrepreneurship, personal finance and obtaining employment. 3 Needs Analysis - Existing Library Services Draft Comparison with other Libraries The Vision 2010 Committee of the Oregon Library Association has published an overview of Oregon Libraries entitled Scan of Oregon Libraries, which was issued,in January 2000. It provides some comparison statistics for public libraries by which to assess the Tigard Public Library. (See graphs at conclusion of this section). In 1997/98: -The statewide per capita operating expenditure for libraries was 26.28 -Libraries reported collections of 2.66 per capita. -Registered borrowers represented 52.2 percent of the service population. Tigard reported that 36,500 or 75 percent of their service population holds library cards. -Circulation was 10.23 per capita. Tigard reported total circulation per capita of 8.21 for 1998/99. -Reference transactions represented .68 per capita. Tigard reported 0.88 reference transactions for 1998199. Comparison with Library Standards This source of information is taken from the Oregon Library Association Standards for Oregon Public Libraries 2000. The Oregon State Library assigns libraries a service population, which is used for state aid and comparison, purposes. This service population figure includes the census population for a jurisdiction but estimates a population based on the Washington County population use, which results from the city's participation in the County Library Cooperative. The service population assigned Tigard is 49,068 as established by the Oregon State Library. Standards exist in seven areas: governance, access, staff, materials and services, technology, community involvement, and facilities. Three levels of standards are established; threshold, adequate and excellent. Access: Tigard provides adequate access according to the standards. They are open 58 hours per week. Standards state that for libraries serving 25,000+ population, threshold service is 50 hours per week, adequate is 60 hours per week and 75 hours is excellent service. 8 3 Needs Analysis - Existing Library Services Draft Staffing: Tigard provides threshold staffing standards. The library is to provide 0.35 FTE/1000 servile with a Director with an MLS and 1/5 of staff has MLS. (Need to verify staff credentials). Materials and Services: The standards are primarily qualitative in nature but it appears that the library meets the excellence standard in this area. There is no quantitative standard for the collection, but the size of the collection and the size of the library are related. Technology: The library meets standards in this area at the level of excellence. (needs verification) Community Involvement: The library meets adequate standards as it has an active volunteer program and uses volunteers with activities coordinated by a staff member. The library does not have a Library Foundation. Facilities: The library standards provide that there be a minimum of 3,050 sf for the first 4,000 population and- 0.76 sf per capita in excess of 4,000 population. Tigard's service population is 49,068 with 11,435 square feet of facility according to the plan provided by the city. The standards also site that for service populations over 50,000 the building should be at least 30,000 square feet. The building is very undersized by these standards. These standards are written to correlate with standards in many other states, although there are no national standards.. When a building is undersized the collection cannot expand adequately. User technology stations cannot be accommodated to the extent necessary. In an effort to keep these maintained, the collection and other services, such as, user seating disappear and various elements of the library intrude on one another. This result is very evident in Tigard. The standards, naturally reflect the perspective of people to whom libraries are very important. Like school standards, appropriately sized libraries are a measure of the overall quality of life in a community and increasingly affect the quality of the work force there. History of Library Service The original library was a broom closet in city hall (an old bank building) in which the city secretary kept paperbacks which swapped among borrowers. Eventually, the second floor of the old Sealy Mattress factory was converted for use as a library. Paid staff and volunteers started operated this library. The present building was built about 12 years ago, minus the current librarian's offices and the Reading Room. 9 3 Needs Analysis - Existing Library Services Draft Extensions were added to the library as a result of a gift from Mary Puett at her death. The existing library was renovated and extensions for staff and meeting space were added as a result of a gift from Mary Puett at her death. Tigard was the first, and still is the only library in the county to have a Young Adult librarian; the second to offer Internet service and for a time, Tigard Library was a pioneer in electronic reference. The library has been a net lender in ILL for 6 years, and until the Polaris system was in place, had yearly circulation increases of over 10%. Oregon had some property tax cuts (Measure 47 and 50) three years ago, which reduced the budget for collections, and that has not been recovered. In 1997, the city council put out a bond measure for a new library building and a number of city programs. nearly 17 million, of which the library would only actually receive 7 million. The bond measure failed. Since that time, the library has been the recipient of two bequests In 1999, Grace Tigard Houghton, granddaughter of Wilson Tigard, the city's founder, left $900,000 in her will for a 'browsing room'. Shortly thereafter, Neva Root, historian, daughter of Judge Root and legendary Tigard schoolteacher, died and left $40,000 for children's materials. These two bequests are in an interest bearing account and will become part of the funding for the new library. Information Gathered from Library Users on Library Collections. Services and the Faciiijy This section reports on the focus groups data gathered by the consultants in April 2000 during a series of meetings held with users representing different constituent user groups. They include seniors, members of the Library Advisory Board, individuals who volunteer at the library, parents with children, those who home school, youth and adults. Library staff also met as a group and provided information about their views and needs. This section also provides commentary of the consultant's observations regarding the different issues. A summary of the questions asked of the participants is as follows: • How would you describe Tigard as a place to live, and how do you describe the people who live in Tigard? • How would you characterize the public library service you receive from the Tigard Public Library? • What library materials and services do you typically use? • What lifestyle or other factors such as hours, parking, etc. might influence or prevent your use of the library? 10 3 Needs Analysis - Existing Library Services Draft Collections The library's major collections consist of the adult, children, young adult, and non-book collections. Audio-visual and non-book collections include videos, audio books and recorded music. The library has large print format, an adult beginning reader collection, ESL(English as a Second Language), careers and education materials, a local history collection, a collection of materials emphasizing the Northwest and Oregon Trails, and a parenting collection. Participants were complimentary about the collections in general. All materials are used. Popular materials, CD's, audiotapes (Books on Tape) and videos all receive heavy use. Collection depth was discussed by a number of participants who were interested in the library providing more materials on literary criticism. A number of participants use the library in association with writing activities and they would like to see better availability of the Multnomah County Library's collection. A number of users obtained materials from Multnomah and other libraries to supplement what they borrowed from the library. Interlibrary loan is an active program. Staff says there is active ILL and the courier service in and among Washington County libraries and that there are about 200-300 items to be processed per day. Users come to the library for the collections but they are attracted to the good service offered by the library as well. Participants felt that the staff was cooperative and assisted them well in getting books from all over the county, and this service is appreciated. A number of participants said they felt that the collections are deeper at other libraries. Multnomah County Library is described as "gorgeous" with deeper collections, but not as "cordial" to users as Tigard. A number of users felt the library does not have enough shelving for the collections and want to see additional shelf space in the new facility. Library staff also state the need for more shelving for the collection and want to make sure there is room not to shelve books on bottom and upper shelves which would make access for older users and those with handicaps easier. Seniors say they read for recreation and they want books and magazines. They also want AV materials specifically, books on tape. Seniors are interested in more reference materials. They also say they use the large print collection. A number of attendees noted that they would like to see more depth in this collection, more non-fiction and literature selections. A number of users made reference to the library's business and financial collection. A senior, who uses the investment information regularly, felt that Tigard Library does a good job buying business materials and said that he found its resources to larger libraries he was familiar with in Arizona and Colorado. 11 3 Needs Analysis - Existing Library Services Draft Another participant suggested the library provide the business collection with more of an identity, if not a special area. Staff want to see popular materials located closer to reference and not too close to the front door. One or two participants expressed interest in more emphasis on a history collection. The possibility of more cooperation with the Tigard Historical Preservation Commission was discussed and if this were to occur, it could result in more materials and artifacts being available at the library. Cooperation would result in more volunteers who would need a workroom along with the collection. Building and Environment: The most predominant comment by users was that the building is overcrowded and noisy. Users also commented about the lack of light. People frequently commented that the children's area was where the noise was generated and that this area should be more isolated in the new library. Library Advisory members said they 'wanted the ability to grab a book and a chair and have some privacy'. Staff wished for quiet spaces in the building and a place to read. A frequent request from all users was for a quiet reading room redundant A number of participants discussed the desire to have windows that open in the new facility and talked about the importance of the library's relationship to the creek area, and the water. Users say they enjoy browsing the stacks but would like to see more seating located near the collections. Senior said they would like to see more room to sit when they browse the large print collection. Library advisory members attending the sessions along with other adults said they want good accessibility to the library, which means that access to a drive-up book return and the provision for adequate parking were important. The library is open 65 hours per week; some would like to see it open even more hours. Services: The library has active programming. They offer a movie night program for teens, novelist and author programs, and various children and youth programs for crafts and storytelling. Some programs are held in the library, while others are held in the city office space and at the water department meeting room. YA has story- time in different rooms. They are crowded and they are outgrowing the water 12 3 Needs Analysis - Existing Library Services Draft building meeting room. About 200 people attend these programs, and they need more space for children and adults. Participants would like to see summer programs, held at the library, but the lack of meeting space is an issue. Many programs have storytellers and animal related programs, and if possible they would like to have an outdoor space by the creek to meet. Programs are held during the day, after school, and evenings. Overall, participants and staff feel that the library could use more meeting rooms and performance space. The role of the library as asocial space' is important to residents. Participants in many cases say that access to free meeting rooms would be important. A number noted that access to meeting space for civic groups and other community activities had declined and felt that there were fewer places to meet than before. Support for children's services is important. Story hours and the summer reading program, as well as other children-related events, are popular. Most participants talked about the importance and need for these activities and want to see the library do more. Presently, children have access to he library by taking a special bus to the library for the homework center program. Staff mentioned the possible need for a specific homework room or center. Beaveton Library presently has a homework center space. The library has a separate parent and teacher collection, which the library wants to maintain. Parents of home schoolers say they use the library to support their formal educational efforts with their children. They use the Tigard Library as well as a number of other area libraries. They receive no formal support from the school district so they network with other home schoolers and home school support organizations to develop curriculum. Many people are said to home schooled although no exact numbers are available, but it is believed their numbers are growing. Home schoolers accompany their children to the library and say they need a quiet place to work with their children over an extended period of time (a couple of hours.) Small study rooms were suggested as important to their activities. A number of users commented on the availability of service from staff in the children's room and felt the library was very responsive despite the lack of a staff 13 3 Needs Analysis - Existing Library Services Draft service point. Staff pointed out that they wanted there to be a reference desk in the children's area with a staff member present. A number of participants wished for exhibit space in the library. One person noted that the library hosts a gallery night at the library for school art exhibits. Seniors say they want more meeting rooms with presentation screens and audiovisual rooms. Some seniors tutor students and would like specific rooms for tutoring and rooms where children can do their homework. Staff indicates that they don not need a formal boardroom but they do want a conference room to be used by their advisory board. One participant suggested that there is a need for training and seminar rooms to help sole proprietorship businesses and that this could be a role for the library. A smart classroom/meeting room would be important. The chamber building will probably not be able to offer this service; they do not yet know what the capabilities of the new chamber building will be. Seniors and adults are interested in the library continuing to promote book club programs and two users said that they came to the library specifically to attend book club activities. Individuals were interested in the library's sponsorship of a number of activities including book clubs, and saw that the library could promote a number of cultural experiences including sponsoring art exhibits and displays, and hosting musical evening s in the library. A number of users wanted to see more adult activities coordinated with children's activities and that they like the art collection. Seniors know and use the library for a variety of services. A number of them are volunteers. Outreach to the seniors is important. Staff indicated that in addition to in-house library use, they provide outreach to seniors in the form of deposit collections at senior centers. Business and professional users feel there should be more coordinating with the schools on assignment projects. One business user said that Internet use is what the business community needs and uses these days. He stated he uses the library to do his work between appointments and comes to the library as a quiet place to work. 14 3 Needs Analysis - Existing Library Services Draft Coffee and reading rooms in the style of Barnes and Noble was suggested. Patrons like the idea of coffee in the library. Staff, however, have concerns about food and cleaning. Technology Users say the library's computers are always busy, and a number of the teens as well as other participants, wanted to see the library add additional terminals. Users would like to see more computers and accessibility to them. Seniors felt that the library could offer more access to word processing programs and more instruction in the use of the Internet, software programs, and general computer skills. A number of participants want to see the library provide a bank of computers set aside solely for Internet use. One user expressed an interest in being able to 'hit and run' -to pick up e-mail messages quickly at the library. The staff and the public desire computer-training facilities. The schools are still using Apples and Macintosh. The library does not have a relationship with the community college, which might be using distance education strategies. Most attendees say that computer literacy (particularly word processing and Windows knowledge), are important, but expressed little interest in distance education. Seniors are interested in more access to computers, and wanted to see more space to accommodate the computers. Patrons were interested in plug-ins for laptops and one business owner said he would come to the library specifically to use this feature. Users and staff would like to see more public access catalog stations in the stacks and throughout the library. Summary The focus group sessions show that the Tigard Library community is composed of active, interested library users. The focus groups also show: -The library will continue to attract adults, children, and seniors as heavy users along with those seeking business information and pursuing other information needs. 15 3 Needs Analysis - Existing Library Services Draft -While most participants support the idea of the library focusing on serving children, everyone wants to see the library space structured so as to provide quiet spaces for adults and rooms where children can be noisy. -Users report using but wanting a more diverse variety of library materials. Users increasingly come to the library to borrow audiovisual materials including videos, audiotapes, music on CD's and DVDs, as well as books, magazines and newspapers. -All participants expressed a need for the library to be bright, well lighted and comfortable. They want the library to be well designed, a place to spend time reading or 'being quiet'. They'd like it to be warm, welcoming and accessible. They do not want a dim or dingy environment. Their 'model' library,environment (layout, furniture) is frequently expressed in terms of the atmosphere of a Barnes and Noble bookstore. -Youth, children and their caregivers want the library to provide comfortable seating and reading areas in the library. They also want a variety of book and audio-visual materials. Parents and educators want the children's room to be a dedicated space, accessible but separate from the adult areas of the library. Sound and noise is a concern in planning this space. -Adults and children would like a library that has large windows and that looks out onto the landscape. Adults want comfortable chairs (large and cozy) and adequate seating was also important to them. All participants stressed the need for a quiet room where they could sit and read, but emphasized that the library should accommodate both children and adults. -Many, if not most of the focus group participants, have computers in their homes, but they are still interested in having computers and Internet access at the library. Their interest results from a number of reasons, for instance, their home computers are being used others, enhanced access or download speed. Participants said they are interested in the library providing more access to instruction in computers, software and the Internet, the prospect of a computer instructional laboratory, and laptop plug-in capability. Comments from Staff Focus Group Staff expressed a number of views about the current library building and its space. Circulation staff indicates that the circulation area has the least amount of space and that they need more. The circulation supervisor should have a desk. Training space for turnover for volunteers in circulation is needed.? Do they self- 16 3 Needs Analysis - Existing Library Services Draft check out? And they will need a room for at least two self-check terminals at the circulation area and one elsewhere such as in the children's area. Staff expressed interest in the following for the new building: -A drive-up drop box for the return of books. The public was very" interested in this capability. -A top-flight security gate for 3-M, they are losing CD's due to an inadequate system. -More room for sorting books. -Quiet study rooms. -Group study rooms. -More room for technical services. -More storage for technical services. -The staff say the organization of their workspace is not efficient, and that they have very little storage space. They also share their shelving and they do not have a loading dock. More adequate mail and sorting space is needed. They want a workflow that is rational in terms of processing. Technical services staff say they need quiet and dedicated space - not a crossroads to store boxes. -In the children's area, library staff want a children's service desk. More computers for kids, more computers for games and a children's interface for the catalog is also needed. -The staff does not want to faddish themes used in the children's area. -They could see a pre-school room being separate from the school-age children. -Staff say they will need programming areas. They want projection screens and dry erase boards. They have a portable puppet theatre, and they might want to operate a puppet theatre in the children's room. -The staff wants to be able to better accommodate parents in the children's room where they can work while their children are occupied in I there. I I17 3 Needs Analysis - Existing Library Services Draft -Staff does not want incoming phone calls at the service desk and would like to limit the extent to which there are phones at located there. They would also like to see the library provide at least one payphone for the public. -Library staff would like to see a separate teen area, but not located near- the children's area. They would expect this space to receive high use and to be loud since they note that teens tend to work and travel in groups. -Staff feels they need storage and cupboards, a sink, and a stove. -Many of the programs are noisy and these spaces should be separate from the library's quiet areas for the purpose of noise control. Staff also wants doors large enough for stroller access, space for merchandising children's materials and more space for collections. Consultant observations Location: The library building is located at the civic center and shares parking with the City Hall and Police. Stations. The entry to the library and the other facilities is off a small pedestrian courtyard, which overlooks a pleasant nature preserve, a wetlands and small stream to the south. The library building is essentially sited between a large parking lot and the wetlands The wetlands, prevent further expansion to the south; the parking lot prevents further expansion to the North. The concept of locating the library with other city offices is model that is somewhat out of date and is an administrative concept rather than a functional concept. Users do not seek library services in conjunction with other city services. Libraries are increasingly viewed as community meeting, cultural and entertainment centers. Building Systems: The scope of this study did not include an assessment of the physical condition of the existing building. It appears to be a slab on grade, wood frame structure with exterior stucco cladding and in sound condition. The performance and remaining life of the HVAC and plumbing systems was not evaluated. Although the library is has an attractive exterior, which is in keeping with the Civic Center, the interior has little ambiance. Windows do not provide a view out, for example and lighting and acoustics are deficient for use as a library. The issue of whether to remodel and expand the building for use as a library has been determined as not cost effective, because the only expansion opportunity is into the parking area which is fully utilized. The city's intention is to reuse the building as offices Utilization of the available floor plan: The building has been evaluated in terms of the use of space for elements of library services. As can be seen from the 18 3 Needs Analysis - Existing Library Services Draft diagram, the building is entered at the West End off the shared courtyard. Library services have been organized so that the west half of the building is devoted to highly interactive collections and functions_and the East half to shelving. The three service desks, Information, Circulation Reference, the Audio Visual Collection, the Business and Consumer Collection, the Children's and Young Adult Collection and the Internet Work Stations all coexist in half the building. Users headed for the collections further into the building disrupt activities going on in this area, which they could by pass if the building were organized differently. Because of the intensity use in the front half of the building, every function in this area seems noisy and intrudes on its neighbors. The East half of the building, devoted to adult Fiction/Non fiction and Reference shelving, is an oasis of calm by contrast, Shelving has also absorbed almost all the floor area so there is very little room for lounge or table seating. For the most part, users are required to take materials to the reading room which is somewhat inconvenient. Many users do not take materials there and simply return and check out books, which may be acceptable for the general collections but is very hard on users with sustained reference work. The library might have seemed less congested if the floor plan had been organized with a long gallery along the wall which enters the Puett Room, with service desks spaced along this gallery backed up by collections. Capacity of the building: The public areas of the building are not large enough to accommodate existing collections services and seating effectively. Shelves in all collections are full. The electronic resources user stations are (technology center) are crowded on a main path of travel and are too close to the Reference Desk. Service at the Reference desk is impacted by this tight arrangement. It appears that the electronic resources user stations may have caused some portion of the Reference Collection to be relocated because it is far from the Reference Desk. Seating in the library is minimal with the exception of the Puett Room, which serves not only as a reading room but as the library's meeting and program space. Staff areas are even more over crowded, with multiple work stations placed in areas designed for many fewer. They are a-typical in size, smaller that the usual 6' by 8' staff work station. In departments like Technical Services, where work areas require extra space, the work stations are smaller than the consultants have seen before. The library director does not have a private office, and works in the same room with her assistant and two other librarians. There is no staff conference room or team meeting space. The offices are not adjacent to service desks. While the Children's library is friendly and accessible, it is very crowded. Story hour and children's activities are conducted in the Puett Room. Mention was I made of a donated puppet theater, but it was folded in the back and some said it I19 3 Needs Analysis - Existing Library Services Draft was seldom used. no doubt this is because of the set up time required. Shelving is full, and taller shelving has been brought into use; although every effort is made to use shelving above 5 feet for animals and display, this is not always the case. There is no children's desk and the staff work area is a very small work station in a shared staff workroom. Storage for the children's department is shared with other Libra departments on compact shelving in the original staff work area. It is insufficient and annoyingly inaccessible. On line catalogue and Electronic Information User Workstations - The library has nine standing on-line public access catalogue stations and ten Internet work stations, four of which are adjacent to Business Services and Consumer Information. Three word processing workstations are located adjacent to the Internet workstations, and two typewriters are located nearby. The Electronic Information Center seems to have been located near the Circulation and Reference Desks because wiring was available. The location makes the area between the two desks very crowded and dense with users seeking a range of different services. There is no way to provide staff or user training except in this area that the consultants observed. The library had attempted to recruit an IS Librarian, but they have not been able to fill this position. The library shares the city system with two connections for Internet access but the library needs better accommodation for technology. The library operates a Beta version of a Gaylord Polaris system that has had a difficult implementation. Currently the library receives support from the city's network services department. The consultants observe, the library needs a professional familiar with on line bibliographic searches and electronic resources for this position. Individuals trained in network installation support the computer system but do not know the electronic library resources. If the library is sited a distance away from City Hall, then it will need a server room. Circulation Desk and Work Area: The circulation desk does not have enough clearance for users on the public side, queuing block traffic trying to enter the library and use the online catalogue. Nor is there adequate room for staff functions and holds on the staff side. The desk has three discharge positions and 4 small staff desks behind it. The staff work desks are shared by several users whose shifts at times overlap. This requires staff to take work elsewhere in the library. Registration for library cards occurs at the information desk, across from the circulation desk, and is staffed by volunteers. Volunteer staff often provides answers regarding information resources or library holdings, which they are not trained to do. Many of the professional librarians point out that in a new building, the circulation department could take care of registration at a larger desk. Based on the summary of existing and comparative information above and the comments from focus groups, it can be said that although the residents of Tigard 20 3 Needs Analysis - Existing Library Services Draft are receiving adequate library services. They are below the standards set by the Oregon Library Association with regard to the size of facilities. The size of the library is also undersized by comparison to successful libraries with which the consultants are familiar. Quality Library services are impacted by a building that is too small and these impacts are being experienced in Tigard. The public's perception of the shortcomings has been minimized because staff has maintained collections. Users are able to borrow materials easily, but using the library for any period of time is inconvenient. In order make room for collections, the seating, unrestricted use of meeting space and staff spaces have been reduced. The relationships between elements of the library--children intruding on the Reference area, the Reference desk being removed from its collection, the congestion around the technology stations—are disruptive. Staff abilities to develop imaginative programs or more efficient ways of operating is restricted by of lack of space. The library could be described as being in holding pattern rather than functioning as a vigorous force to enhance the educational and cultural aspects of Tigard as a community. Strong community libraries are often the place in town where people of all ages derive a benefit. Libraries are in transition at the beginning of the 21 st century. In addition to their traditional role of providing books and videos to check out, they have many roles to serve. They serve as an informal neighborhood meeting place, emulating Barnes and Noble with a coffee bar and materials to purchase. They provide business advice and business services similar to a Kinko's. They assist with basic education and tutoring for students. They are a primary venue for low cost training on information and computer literacy. They are a cultural center for concerts readings and traveling exhibits. 21 SUMMARY OF TIGARD LIBRARY STATISTICS 1995 1996 1997 1998 1999 LIBRARY COLLECTIONS Books, serials, periodical and newspaper volumes, and gov't. 90,918 90,814 94,904 94,861 93,786 documents (cataloged only) Microforms (microfilm, microfiche) Not collected Not collected 0 41,830 Not collected Audio Materials (cassettes, records, compact discs, etc) 3,344 3,969 4,829 5,419 5,728 Computer Software 15 14 13 10 10 Machine-readable Materials(CD-ROM's, magnetic tapes, etc.) 14 45 17 91 174 Other library materials include uncataloged paperbacks Not collected 9,364 Not collected 9,103 2,393 LIBRARY SERVICES Library visits (total annual attendance of all library facilities) 200,000 210,125 206,803 257,553 245,165 Circulation of library materials at all facilities Number of adult materials circulated 276,082 285,108 287,460 300,398 312,688 Number of children's materials circulated 209,638 237,621 283,324 359,746 90,322 Total number of reference transactions 39,416 42,900 43,680 44,824 43,264 Interlibrary loans made to other libraries Number transacted using own resource sharing system ($1 per net loan) 31,714 24,745 52,239 30,634 Interlibrary loans from other libraries to your library Number transacted using own resource sharing system ($1 per net loan) 28,874 20,512 39,761 25,336 Total loans from other libraries 23,073 29,633 20,571 39,761 25,982 OTHER INFORMATION Total number of volunteers (individuals) 200 194 291 306 195 Total volunteer hours 11,465.50 12,283.25 11,361.50 12,021 10,911 Expenditure per Capita vs Per Cent ofExpenditure for Collection 25.00% — — $40.00 $35.00 20.00% $30.00 $25.00 15.00% -- $20.00 ®Percent of expenditure on collections —f—Total Operating Expenditures per Capita 10.00% $15.00 $10.00 5.00% $5.00 0.00% $0.00 93 94 95 96 97 98 99 Holdings per capita ve Circulation per Capita 2.4 ------- - ------ - _— — 16.00 2.35 - 14.00 2.3 12.00 2.25 10.00 - -Number of units per capita 2.2 8.00 --*—Total circulation per capita 2.15 - 6.00 6.00 2.1 - 4.00 2.05 2.00 2 0.00 93 94 95 96 97 98 99 Total Expenditures vs Expenditures on Collection 250,000 — ---- 2,000,000 1,800,000 200,000 1,600,000 1,400,000 150,000 1,200,000 1,000,000 —*—Expend. On Collection —$--Total Operating Expenditures 100,000 800,000 600,000 50,000 400,000 200,000 93 94 95 96 97 98 99 Population vs. Borrows vs Expenditure on collection 60,000 -- --- — 250,000 50,000 200,000 40,000 �...�.•• 0 150,000 o -- Population m 30,000 1° —0—Borrowers ° © --Ar—Expend. On Collection Q 100,000 0 a 20,000 50,000 10,000 0 0 93 94 95 96 97 98 99 Years Chart2 Expenditures on Salaries vs Collection 1,000,000 -- - 250,000 900,000 800,000 -- , 200,000 700,000 -- 600,000 -- -600,000 -- 150,000 —*—Salaries 500,000 -- —*—Expend. On Collection 400,000 - - 100,000 300,000 200,000 50,000 100,000 0 - 0 93 94 95 96 97 98 99 Page 1 4 Needs Analysis - Recommended Plan of Service Draft Recommended Plan of Service and Facility The information form the focus groups and consultant observations suggests that the following library services need to be offered at the Tigard Library - provision of current titles and topics - provision of general information - provision of services which support formal learning - provision of services which support information literacy skills - provision of spaces for community cultural presentations A secondary desire of the community is to have library that the community can look to with pride. The plan of service is based needs to be translated into elements which can be used to estimate space requirements for the library over the next 15 - 20 years. The elements which have space implications include collections size, amount of public seating, amounts of public use technology stations, numbers of staff work station, meeting rooms, special services which require space in the library, building systems and services such as mechanical systems and restrooms. f. i the plan of Service and the size of the spaces and overall facility are ge, gated from standards of the profession. Standards are provided by the librp professions as goals to reach and depending on the demographics and polis -al profile of the community. The standards cannot always be met because of costs; however it is important to establish the ideal. if a departure from the ideal is necessary, the reasons for the discrepancy can then be understood by staff and users. Effective library facilities' planning begins with a projection of the service population for the next 20 years. Library buildings are an expensive yet important capital investment or communities, therefore it is prudent to plan them to respond to current and future need. In planning for library growth, the service population, which is larger than the city population is used to determine the necessary categories of library space. The service population consists of the residents of the city itself and residents from beyond the city boundary who can be expected to the library. While city residents will probably pay to build the facility, an important tradeoff should be kept in mind. The library is reimbursed by the Washington County system by the number of circulated materials, which accounts for non residents who use the facility. Standards and Service Population The State Library lists the current service population of the Tigard library at 49068, but does not project the service population forward. The consultants have therefore turned to statistics provided by Metro; the regional government planning organization in the Portland Area. 22 4 Needs Analysis - Recommended Plan of Service Draft The Tigard population for the year 2000 is approximately 37,000 people. Using population statistics from Metro —2017 Regional Forecast and TAZ Allocation, which takes population in 1994 and projects it to 2017,Tigard is listed as having 1994 — 33730 pop; 2017 —42789 pop. The difference between 1994 and 2017 is 9059 pop. or 21%. if the current service population were to increase by the same factor, the service population will be about 53,000 people in 2017. The standards that the consultants recommend to project the size of the collection and required area are as follows: 2.5 items per capita in the collection 3.5 items per usable square foot (NSF, which includes a 15% circulation factor in libraries) If the collection standard is applied, it results in a collection of 122,670 items for the current service population and 132,000 items for the service population in 2017. If we assume the spatial accommodation of the collection as listed above, the library should currently be about 34,000 NSF and by 2017 it should be about 37,000 NSF. I f a Gross Square Foot (GSF) factor of 20% is added for general circulation, the library in'2017 should be about 44,000 GSF. Another way to calculate growth is to assume that libraries ideally increase their holdings by about 2000 items per year including weeding. If the current collection were sized to the per capita standard it would have 122, 670 items. It would then grow by 34,000 items by 2017 becoming a collection of 156,000 items requiring a library of 44, 571 NSF by the standard. Reviewing the Oregon State Library space standards; the facility should be 3050 and .76 over the first 4000 population. This results in a library for the current service population of 37 300 NSF and 40, 290 NSF by 2017. If a 20% general circulation factor is added, the building should be about 44, 800 GSF. If the building is less efficient because of being on two levels or a hilly site, the GSF d the overall size of the building . factor may need to be higher an _ 9 Since all of these standards result in very similar calculations, the consultants preliminarily recommend that a library be planned for 44,000 GSF to accommodate a collection of 132, 000 or more items. Further information about the growth of the service population might indicate that the building and the collection should be smaller. Basic Library Elements By looking at a mix of services and programs, the appropriate size of the elements of the library can also be estimated. The basic elements of the library ` are as follows: 23 4 Needs Analysis - Recommended Plan of Service Draft Collections space IUser Seating Technology Center, user work stations and training room Staff Work Stations IMeeting Room Space Friends Space Unassignable space Space for Collections This element includes books (reference materials, fiction and non-fiction books), periodicals and all other media such as CDs, videos, and audio recordings, acquired by the library for public use, with maximum collection size reached over a 15- 20 year period. By projecting, or estimating the library's collection size over a 15-20 year period, the space needed to house the collections can be quantified. Using collection numbers developed earlier, collections space needed to 2020 is estimated in the following table: Space for Collections 13171 NSF (approx.) Adults/Young Adults 76560 items 10 items/SF AV 9600 items 15 items/SF Periodicals 500 titles 1.5 items/SF Friends Sale 1000 items 10 items/SF Children's 44340 items 10 items/SF Total 132,000 items Public Seating 2100 NSF (approx.): A mix of seating includes lounge seats, seats at tables, carrels, and small group study spaces. 53 seats @ 40 square feet per seat (on average) equals 2100 square feet. A planning Guideline of three user seats for every 1,000 people in the service area is recommended for communities of 35,000-100,000. This standard does not include meeting room seating or seating at technology stations. This guideline establishes a starting point for further consideration and should be adjusted upward or downward depending on length of stay in the library. If the standard is applied literally, it results in 53 user seats in the library. The Tigard Library has received a donation for a special reading room. In Phase 2, the detailed program development phase of the project the determination of the 24 4 Needs Analysis - Recommended Plan of Service Draft size of the special reading room will need to be considered. The library may have an increased seating standard as a result of this bequest. Public Use Technology Stations and Training Room: 2000 NSF (approx) This category includes all technology equipment such as computers, Internet access stations, microfiche readers, multimedia stations, copiers, faxes, online catalogs, etc. We estimate the need for 30 stations @ an average of 40 SF for each for a total of 1200 square feet Information technology stations are typically provided for public libraries for accessing such electronic resources as the online public access catalog ue(OPAC), electronic resources and information on the Internet such as CD ROM and other data bases electronic periodical indexes, encyclopedias, and computers providing software for word-processing and spread sheets. While the use of technology is not expected to replace on site library collections but rather to ad to the variety and mix of information accessible through he small. to medium sized library, the availability and use of electronic information is increasing rapidly. The use of information technology equipment to access electron sources in the library as well as at home and work is going to increase enormously over the next 20 years.The need for approximately 30 information technology stations is estimated at the current time with another 10 stations for with the capability to plug in lap tops by the year 2020. The library stations will be networked computers without CPUs. In addition space is needed for approximately 10 stations for photocopy machines, reader assistance devices, self checkout machines. Printers need to be provided as well. Staff work areas 12120 NSF (approx.) Three public service points are necessary in the library; a Circulation Desk; a Reference and Information Desk, and a children's assistance or reference desk allowing these functions to be separated from the adult areas. It is also suggested that if a young adult librarian continues to be supported as a key staff position, that this service desk be shared with Reference and information. Several different individuals can occupy a single work stations at different time. Staff work stations at service desks should be viewed as fully connected work stations, capable of performing all tasks associate with running the library. They need not necessarily be staff at all times, and the number does no represent the number of people necessary to operate the library Circulation desk 1000 Circulation work room 1850 Children's Services and Work Room 550 22 i 4 Needs Analysis - Recommended Plan of Service Draft Reference Information desk 3450 Reference Work room 800 Administrative Office and Conference 1470 Technical Services 1200 Friends/Volunteers 800 Staff Lounge 1000 Meeting Areas —4385( approx) Multipurpose meeting room 2400 Conference Room 200 Study Rooms (4) 700 Community Room 1000 Friends Space—400 (approx) Space for Bookstore/Processing Donations Special Use Space Special use space is space for elements of a program or service, or special types of furnishings that aren't generally included in elements already mentioned. Items included in this category may include dictionary stands, microfilms and microfiche cabinets, map files. Vertical files paperback racks, display cases, and media display units. This type of space takes up about 5% of the gross area in a public library building, the lobby and information area Unassignable space Unassignable space is the portion of the building tht cannot be used directly for library service,. All buildings have unassignable space. It allows for building circulation, restrooms, mechanical-equipment, lobby areas, columns and wall thickness', HVAC shafts, janitor closets, telecommunications rooms. Medium sized buildings need form 20 % to 30% of the gross square feet of the building is for unassignable space. If we assume an efficient one story building, the 20% factor should be adequate, at two story bidding may require the higher factor. Total Projected Size of the Library Elements 23 4 Needs Analysis - Recommended Plan of Service Draft The following summary is the consultants recommenation for the elements and the amount of space for the Tigard Library in the year 2017. Collections 13,200 Public Seating 2100 Technology Stations and Training 2000 Staff Work Areas 12,200 Special Use 1000 Meeting 4300 Friends 400 Total Assignable 35200 GSF Factor @.20 8800 Total Gross Square Feet 44,000 24