02/12/1998 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, FEBRUARY 12, 1998 - 7:00 P.M.
TIGARD PUBLIC LIBRARY - PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER
2. ROLL CALL: BECK_--' GUSTIN _/ HARPER_✓� HOKLIN
IRWIN✓ KASSON / MCKAY_
3. Approve Minutes for January 1998.
4. Monthly Report for January 1998.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Election of Officers.
8. Presentation Planning for Joint City Council Meeting.
9. Other Business.
'v
10. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL AND LEAVE
A MESSAGE AT THE LIBRARY (684-5886), IF YOU ARE UNABLE TO ATTEND.
Agenda items for future meetings:
hadocs\connie\lib-a
TIGARD LIBRARY BOARD
January 9, 1997
MINUTES
Call to Order: 7:00 p.m., by Chair Lonn Hoklin.
Roll Call: Larry Beck, Pat Harper, Lonn Hoklin, Nancy Irwin, and Angus McKay. Staff:
Melinda Sisson and Paula Walker.
Minutes: Beck moved to approve minutes for December, seconded by McKay. Motion
passed unanimously.
Introduction of New Library Director:
Hoklin introduced and welcomed Melinda Sisson, the Library's new Director.
Reports: December Monthly Report: Even though circulation for December is traditionally
quiet, cires were still up 14 percent from last December and an overall 14.5 percent
increase over last year. The library hosted two open houses this month. Cookies
and cider were served along with musical talent from staff which drew in about 50
people. Thank you letters were sent to participating businesses who provided
prizes for the summer reading contest. The Wilsonville Family Fun Center has
already donated prizes for next year's program. The Quiet Room was turned into
an office for the new director. If Sisson chooses to stay in the office, estimates will
be obtained to make some minor changes to the room. Walker met with architects
to design preliminary plans for a new building. The Space Committee will meet
again at the end of January, and hopes to have preliminary building plans at that
meeting. Campaigning for the levy in November will also be discussed.
Friends of the Tigard Library: Discussed campaigning for the new library building.
George Burgess, President, noted that the Friends are somewhat limited in what
they can do, but would like to organize a group to head-up the campaign. Hoklin
and Beck will raise campaign issue with City staff. The Friends will be holding a
membership drive March 9-16. New brochures were created and presented to the
Board. The annual Solicitation Letter has gone out and they have received $1,600
so far. There are just a couple Entertainment Books left for purchase. Treasurer,
Susan Mueller, indicated that since opening the library building 10 years ago, the
Friends have donated $73,000 to the library. The bronze statue selected to honor
Kathy Davis has been sent back to the sculptor to cast a new one with a base so it
can be attached to a permanent fixture. Presenting the statue to Kathy Davis has
been tentatively planned for March. The Friends will be losing their Treasurer as
she will be cutting back on duties; they will be recruiting for a new Treasurer.
Revisit Coffee Cart Decision:
After regulatory issues are resolved with the City and the vendor, Hoklin will write a
letter to the City and the Friends expressing the Board's gratitude for their efforts in
bringing the coffee cart to the library. George Burgess, President of the Friends of
the Library, indicated that the vendor of the coffee cart is breaking even and that the
Friends have received some funds from the vendor of the coffee cart.
CLAB: Sisson shared with the Board the City's decision to seek a bond levy in
November 1998 to proceed with the construction of a new library building. The plan
of a county-wide bond for library construction has been tabled to see what the
outcome will be in November. County Administrator, Charlie Cameron, is asking
each library for information regarding the projection of WCCLS funds concerning the
outcome of Measure 50. Information will be directed to WCCLS Manager, Eva
Calcagno by January 21st. There is a three percent cap in place now and if
population and circulation continues to grow, each service the County provides will
need to be revisited. However, the County feels positive of the revenue outlook.
Hillsboro, Tanasbourne, and Sherwood libraries are now offering Internet access to
patrons. Cedar Mill will begin offering this service January 26th.
Annual Meeting with City Council:
The Library Board is on the City Council meeting agenda for March 17th. At their
meeting in February, they will discuss their presentation and "focus on the future."
Sisson mentioned the State of the City Address meeting on February 10th. At this
meeting the Mayor will discuss the long-term plans for the library and will publicly
announce the library's plan for the new building construction project
Other Business:
At the March Board meeting, a new Chair and Vice-Chair will be elected.
Sisson brought up idea of having tea and coffee at each Board meeting. Board
was in agreement that this would be nice.
Irwin formally thanked Walker for all of her hard work acting as interim Director.
Sisson announced that the City's Executive Staff presented Walker with the first
Traveling Award for Outstanding Work. The candy-filled trophy is passed from
peer to peer and there are no limits to how long the trophy is kept by the winner.
When passed on, Human Resources will refill the trophy with more candy.
Adjournment: McKay moved to adjourn meeting at 8:05 p.m., seconded by Irwin. Motion
passed unanimously.
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MEMO
To: Bill Monahan, City Manager
From: Melinda R. Sisson, Director of Library Services
Subject: Monthly Report, January 1998
Date: 02/10/98
WCCLS Public Library Contract Pavments: The WCCLS contract payments were
distributed at the Library Director's meeting. TPL will receive $1,146,355 for
FY98-99. This figure is based on 1997 Calendar year circulation totaling
609,994.
Circulation: We broke our all-time monthly Circ record--55,734, a 13.9%
increase over Jan. 1997! Previous record was July 1997 at 55,612. Tuesday,
January 20 was a red-letter day. We broke our all-time daily circulation record
with 3,671 cires.
New titles received and processed: Technical Services received and processed
1,709 items between Dec.29 and Jan. 30. This is a new record for items received
in one month
Personnel: The Library staff distinguished itself once again as Circulation
Division Manager, Paula Walker was honored for her outstanding work as Acting
Director of the Library. Paula was the first employee to receive the trophy filled
with candy and other small gifts. Sandra Thorne, a dedicated "ice storm trooper,"
was the second recipient of the trophy award. Linda Parker, Circulation
Supervisor, has been named Employee of the Month for February.
Adult Book Niaht: Diana Lauterbach, Kate Miller and Paula Walker have
begun planning the "Dying for Mysteries" adult book night scheduled for April 14
at 7 p.m. A "teaser" article will appear in the next issue of CityScape.
Youth Services: Marin Younker visited 47 middle and high school
classrooms in Tigard where she gave book talks and invited students to come join
the Teen Idea Group and the Teen Book Group at TPL. As a result the first
"Something Else Group" (previously known as the Teen Idea Group) met with 20
members. They will meet each 3rd Tuesday of the month and have selected "Get
Lost ... in a Book" as a summer reading theme.
Bill Monahan, City Manager
Page 2
{DATE(February 10,1998}
Children's Services: Terri Smith and Gary Lark organized a very successful
preschool fair on Sat., Jan. 24. Approximately 184 participants and 33 vendors
attended this Saturday event.
Tax Forms: Katie Hagen has organized both IRS and Oregon State tax forms
and instruction booklets in the Lobby of the Library. AARP volunteers have been
organized to assist with tax preparation and will locate at tables near the
Director's Office.
Space Concerns: The library staff is reviewing the office arrangements to
improve communication among work area teams. The current proposal is to
locate Diana in the Technical Services workroom, move Katie Hagen and Vivian
to the Readers Services Office leaving Paula with no choice but to join the
Director in her office. It appears that the staff has waited patiently for my arrival
before attempting this challenging feat. Minimal costs are associated with this
move while gaining improved communication and general enthusiasm for the
change.
Library Siting: Tony Greiner, Reader Services Librarian, completed his
report on library siting including GIS maps and graphs. This information has
been forwarded to you and Liz for review and possible introduction at the next
Space Committee meeting. The Committee may have already considered similar
statistics during their earlier meetings, but I believe that the maps may prove
beneficial for a future branch, if not for a main facility.
WCCLS 1998 Library Services Orientation Schedule: WCCLS has
scheduled orientation sessions for library staff on Feb. 27 and Aug. 18 from
9-11 a.m. and for library board members, city council members, friends of the
library and CLAB representatives on May 20 and Oct. 20 from 7-9 p.m..
Internet Traininfz: Classes on the Internet are increasing in popularity with
nearly 22 students participating. City Council Chair Paul Hunt attended a
Thursday morning class taught by one of our volunteers.
Win95 Software Unarades: Diana Lauterbach has begun upgrading 22
computers from Windows 3.1 to Windows95 in preparation for the installation of
Polaris. The Reader Services and Circulation staff have completed Win95
training. All other staff will attend training sessions in February.
Bill Monahan, City Manager
Page 3
{DATE`February 10,1998}
Volunteers:
Volunteer Tvpe Number Hours
Adult 102 897.5
Young Adult 9 26
Local/Oral History 0 0
Adopt-a-Shelf 2 6
Library Board 5 5
Community Service 0 0
Friendly Visitors 4 14.25
122 948.75
WORK INDICATORS JANUARY 1998 JANUARY 1997 JANUARY 1996
Circulation
Adult Materials 27,232 26,119 26,573
Juvenile Materials 28.502 24.696 20,601
Total 55,734 50,815 47,174
Days of Service 27 27 27
Average
Daily Circulation 2,064 1,882 1,747
Hours of Service 264 271.5 271.5
Materials
Circulated per Hour 211 187 174
Increase in Circulation 9.7% 7.7% 7.7%
Materials
Added 1,456 1,664 1,375
Withdrawn 1,052 873 942
Borrowers Registered 423 428 378
Adult Programs 53 N/A N/A
(Number of sessions) (11)
Story Time 490 628 537
(Number of Sessions) (17) (20) (24)
Toddler Time 167 244 228
(Number of Sessions) (8) (10) (10)
Special Programs 240 238 75
(Number of Sessions) (6) (5) (3)
Internet Users 860 53 0
Visitors
(Gate count divided by 2) 20,841 17,365 18,424
Increase in Visitors 3,476 0 0
Fines/Fees Collected $5,619.27 $5,022.41 $4,645.13
Gifts Received $ 00.0 $0.00 $34.70
Public Library Contract Payments
Fully Funded
1997 Calendar Year Circulation and Public Library Services Contract Payments for FY98-99
'I otai.GUrrtz;icf
1997 Total RCiuIt) nsabk' Net ILL Adjusted Circulation Open Hours Reference i Payari.itt6fist
Circulation Circulation Adjustment Circulation Reimbursed funds Materials ?( . 9 ,
at$1..82 funds
Contract Cap=
$8,628,859
Banks 20,838 20,739 -3,679 -- 17,060 $31,049 $5,250 $1,000 - $37,299
Beaverton 1,251,148 1,247,361 5,862 1,253,223 $2,280,866 $21,000 $13,000 $2,314,866
Cedar Mill 707,774 706,812 8,275 715,087 $1,301,458 $15,750 $7,000 $1,324,208
Cornelius 47,858 47,729 3,685 51,414 $93,573 $10,500 $1,000 $105,073
Forest,Grove 231,804 225,489 6,599 232,088 $422,400 $15,750 $2,000 $440,150
Garden Home 36,399 36,398 2,760 39,158 $71,268 $5,250 $1,000 $77,518
Hillsboro 610,432 606,163 -42,170 563,993 $1,026,467 $21,000 $6,000 $1,053,467
TatlasbOUrne 608,195 603,159 32,322 635,481 $1,156,575 $15,750 $6,000 $1,1.78,325
Sherwood--- 88,548 87,038 -6,463 80,575 $146,647 $10,500 $1,000 $158,147
Tigard 609,994 607,525 7,505 615,030 $1,119,355 $21,000 $6,000 $1,146,355
Tualatin 222,36-1 210,890 7,142 218,032 $396,818 $21,000 $2,000 $419,818
West Slope 175,068 175,035 -7,347 167,688 $305,192 $15,750 $2,000 $322,942
Wilsonville na na Ila na na na rra $39,864
4,6"10,419 4,574,338 14,491 4,588,829 $8,351,669 $178,500 $48,000 $8,618,033
9
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1/23/98
i'
FEB 0 9 1998
-----------------------------
9720 SW Frcrring Street
Tigard,Oregon 97223
9 February 1998
Mayor
City of Tigard
City Hall
Tigard,Oregon
Sir:
This is to inform you that,effective immediately,I resign from my position as a Member of the Library
Board of the City of Tigard.
Yours truly,
/,.
Au us McKay
1 a
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V
&�(EERSITY OF OREGON
................. ......
Voice or
America",
Libran
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ETHICS STATEMENT FOR PUBLIC LIBRARY TRUSTEES
t
Trustees in the capacity of trust upon them, shall observe ethical standards with
absolute truth, integrity and honor.
Trustees must avoid situations in which personal interests might be served or
financial benefits gained at the expense of library users, colleagues, or the
situation.
It is incumbent upon any trustee to disqualify himself/herself immediately
whenever the appearance or a conflict of interest exists.
Trustees must distinguish clearly in their actions and statements between their
personal philosophies and attitudes and those of the institution, acknowledging
the formal position of the board even if they personally disagree.
A trustee must respect the confidential nature of library business while being
aware of and in compliance with applicable laws governing freedom of
information.
Trustees must be prepared to support to the fullest the efforts of librarians in
resisting censorship of library materials by groups or individuals.
Trustees who accept library board responsibilities are expected to perform all
of the functions of library trustees.
Adopted by the Board of Directors of the American Library Trustee Association, July,
1985.
Adopted by the Board of Directors of the Public Library Association, July, 1985.
Amended by the Board of Directors of the American Library Trustee Association, July,
1988.
Approval of the amendment by the Board of Directors of the Public Library Association,
January, 1989.
American Library Trustee Association ALTA)a division of the American Library Association - 50E. Huron St. Chicago, lL60611
telephone 312-280-2161 - toll-free8OO-545-2433ext. 2161 •- fax 312-280-3257