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04/10/1997 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, APRIL 10, 1997 - 7:00 P.M. TIGARD PUBLIC LIBRARY-PUETT ROOM 13125 SW HALL BLVD. TIGARD,OREGON I, CALL TO ORDER ROLL CALL: BECK BUSCH GUSTIN 0 HOKLIN IRWIN LEWIS MCKAY 5. Approve Minutes of March 1997. ✓ Monthly Report for March 1997. Friends of the Library Report. , Cooperative Library Advisory Board Report. 4-,I 7. Review of City Visioning Process Survey Results. Visioning Task Force Priorities. 9, Budget Update/Measure 47 vs. Measure 50. } 3 1 , Marketing Questions (a strategic exercise). 11, Other Business. Adjournment. n V , , (3 (�- j j TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL AND LEAVE A MESSAGE AT THE LIBRARY (684-5886),IF YOU ARE UNABLE TO ATTEND. Agenda items for future meetings: h:\docs\connie\hb-a TIGARD LIBRARY BOARD March 13, 1997 MINUTES Call to Order: 7:00 p.m., by Chair Nancy Irwin. Roll Call: Larry Beck, Tammy Gustin, Lonn Hoklin, Nancy Irwin, Chris Lewis, and Angus McKay. Staff: Kathy Davis. Minutes: Correction noted in minutes. Beck moved to approve February minutes with correction, seconded by McKay. Motion passed unanimously. Reports: February Monthly Report: The highest single check-out day the library has ever had was on Tuesday, February 18, with 3,305 check-outs. The new bookdrops are now in place. Some ponchos and a tarp have been purchased for staff when retrieving items during rainy weather. As a result of using a Collection Agency to retrieve lost materials, $1,342.49 worth of materials have been returned. The library will have a column in the Regal Courier featuring book reviews. Reference Librarian, Tony Greiner, will edit the monthly column. Friends of the Library: Friends paid for the smaller bookdrop that is located outside the library. Regarding coffee in the library, a Federal Law states that the Commission for the Blind has the right to first refusal to provide this service. Friends are in process of obtaining further information. The Advocacy Committee has sent Letters to the Editor and have ordered 1,000 bumperstickers saying "I use the Tigard Library." Also, Carolyn Moore, with the Committee, will be talking on OPB Radio's Golden Hours." CLAB: No report due to cancellation of meeting. Budget Update/Process Calendar: Regarding Ballot Measure 47, there will be a "rewrite" of Ballot Measures 5 and 47 in May. This rewrite would freeze levy rates for organizations that rely on levies to operate, allowing a fixed percent increase each year. If the rewrite passes, the impact on local government would be about 50 percent. Less than anticipated under Measure 47. The Budget Committee will meet May 5, 12, and 19, at 6:30 p.m. Director attended the budget orientation. Finance Director, Wayne Lowry, indicated the City could maintain a moderate stance the first year and then make corrections to the budget in 1998/99, if necessary. Because the library has already lost one position, Director expressed some concern with the possibility of losing additional staff and the affects it will have on services. Director prepared a memo to the City Manager regarding the loss of maybe two more staff members and as a result, the loss in hours at the Reference Desk. Board reviewed memo and gave feedback. Hoklin moved to support the position outlined in the memo to the City Manager, seconded by McKay. Motion passed unanimously. Young Adult Round Table: Board reviewed memo from Children's Librarian, Gary Lark. He recommends the Young Adult Round Table be disbanded for now as the role of the committee has diminished over the last year and that staff time has been reduced. The Board showed a consensus of support for this decision. Council Approval of Libra[y Documents: It was decided Director will put together a grouping of important operational documents the Board has approved. The Board will review the documents and submit them to City Council for final approval. Nomination/Election of Board Officers: After discussion, Beck nominated Hoklin for position of Chair. Nomination was moved and seconded for Hoklin to serve as Chair of the Library Board. Motion passed unanimously. Hoklin accepted. McKay nominated Beck for the position of Vice-Chair. Nomination was moved and seconded for Beck to serve as Vice-Chair of the Library Board. Motion passed unanimously. Beck accepted. Beck moved to thank and praise Nancy Irwin for her past service as Chair of the Library Board, seconded by Hoklin. Motion passed unanimously. Other Business: Hoklin expressed appreciation to the Friends of the Library and the Advocacy Committee for all their help and assistance, seconded by Beck. Adjournment: Hoklin moved to adjourn meeting at 8:25 p.m., seconded by McKay. Motion passed unanimously. h:\docs\connie\board\brdmin.doc MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Manager M: avis Director of Libra Services FROM: Kathyy Library DATE: April 4, 1997 SUBJECT: Monthly Report, March 1997 • Record Breaking Circulation . . . Again!: The library checked out 53,332 items in March, exceeding our previous record by 300. Those intrepid Sunday staffers checked out 411 items per hour (that's more than a book every 10 seconds)! The self check out machine handled 4,801 transactions, up from 2,443 in February. • Problems with "Success" . : Our new bookdrops have received praise from the public for being more visible and easy to access, but our increasing circulation has already caused some problems. The audio visual drop often fills up overnight and the drop slot has jammed open on several occasions. Over the closure of Easter Sunday, staff needed to report in on two occasions to empty the drops. To modify this situation, some signage is being developed to encourage customers to use the large drop when the smaller one is full. I will try to purchase a second, smaller drop out of this years budget if funds are available. • Business Newsletter: The library has approximately 200 small business clients that receive a quarterly newsletter from us listing new titles of interest. All new Chamber of Commerce members receive a copy along with a welcome packet and library card information. The latest edition is attached. • Internal Customer Service!: Library staff "volunteered" to organize and conduct Internet training classes for their fellow city employees. Nine classes were held with over 40 people attending. In addition, 37 citizens attended training classes during business hours. Youth Programs: Registration for "Toddler Time" saw dozens of parents and children lining up outside the front door half an hour before opening. 96 slots were filled between 9:30 a.m. and noon! Our Children's Librarian Assistant, Terri Smith, has presented story programs for the young parents in the ABLE program and other similar programs in Tigard. The purpose of her visits is to teach methods of sharing books with young children and the importance of this to developing positive learning habits. Administrators of the ABLE program have asked us to provide this training weekly, but we have insufficient staff to do this. P.S.U. loaned a large collection of butterflies for this months story programs. Linfield College in McMinnville provided a professor of chemistry to conduct a program for children. The program was excellent, interest was high, and our children's librarian will plan more science-oriented sessions this year. The Tigard High School Early Childhood Education class received instruction on sharing literature with children from Gary Lark, Children's Librarian. This presentation has been a standard part of the curriculum for 17 years. • Other Events: "Thriller Night" - another in the series of Adult Book Talk nights presented by library staff. 50 percent of the attendees at this program were "new" customers. Portland Pride - Natalie Williams visited through the cooperative efforts of WCCLS and the Pride organization. Lead time on this event was extremely short and attendance (22) was disappointing as we anticipated 100 or more. • Internet Access: Public Internet access was unavailable through the entire month of March. Other members of the Bandwidth User Group are beefing up their security to deal with their concerns that our customers may be able to access confidential files. Tigard discontinued public access as a courtesy to allow time for these upgrades to take place. The initial time estimate of two days has now been stretched to two months. Customers were initially very vocal about their dissatisfaction with the disruption of service, but now seem to have accepted that it is beyond our immediate control. • Volunteers: Most of the planning and organizing for both the library and city-wide volunteer recognition events was completed this month. The library will honor long- term volunteers on April 17; the city-wide recognition dinner will be held April 24. Eight new volunteers were added this month. Volunteer Type Number Hours Adult - 96 914.75 Youth 7 36.00 Local/Oral History 7 88.25 Adopt-a-Shelf 3 2.75 YART* 0 0.00 Library Board 6 9.00 Community Service 0 0.00 Friendly Visitors 4 12.25 Internet 3 24.00 Total 126 1,087.00 = 6.8 FTE * YART program has been suspended due to.the lack of a Young Adult Librarian at this time. This "Junior Library Board" program has been in effect since 1986 and served as a model for other libraries throughout the West. WORK INDICATORS MARCH 1997 MARCH 1996 MARCH 1995 Adult Materials 27,109 26,053 26,309 Juvenile Materials 26,223 20.993 18.783 Total 53,332 47,046 45,092 Days of Service 28 27.5 29 Average Daily Circulation 1,905 1,711 1,555 Hours of Service 279.0 279.0 290.5 Materials Circulated per Hour 191 169 155 Increase in Circulation 13.4% 4.3% 5.5% Materials Added/Withdrawn 1,475/376 1,214/191 969/344 Borrowers Registered 407 362 437 Story Time 0 0 216 (Number of Sessions) (0) (0) (7) Toddler Time 0 0 166 (Number of Sessions) (0) (0) (6) Special Programs _ 179 212 146 (Number of Sessions)' (5) (3) (6) Internet Users 0 51 N/A Visitors (Gate Count divided by 2) 18,036 19,863 20,119 Increase in Visitors -- (.01%) N/A Fines/Fees Collected $5,357.41 $4,503.09 $4,635.01 Gifts Received $0.00 $0.00 $9.72 h:ldocslkathy\kdmth rpt f Tigard City Counsel Priends of the Vonderful Tigard Library are worried about their future. I am writing to let you know that there are a lot of us senior citizens who are concerned. We are always shown the utmost in courtesy what-ever our questions may be. So we all hope that you will do all in your power to enable the Library to continue it ' s wonderful service. Thank you. Yours truly, Jean Ferriera 16585 SW Queen Mary Ave. King City, OR 97224 y2 C " Rua - a � ''