City Council Packet - 10/04/1982 TIGARD CITY COUNCIL
STUDY SESSION AGENDA
OCTOBER 4, 1482, 7:30 P.M.
FOWLER JUNIOR HIGH SCHOOL
LECTURE ROOM
1. STUDY SESSION MEETING:
1.1 Call To Order and Roll Call
1.2 Call To Staff, Council A Audience For Non-Agenda Items Under Open
Agenda
2. LIBRARY ANNUAL REPORT
Head Librarian
3. JOINT MEETING WITH LIBRARY BOARD
4. OPEN AGENDA: Consideration of Non-Agenda Items identified to the Chair
under item 1.2 will be discussed at this time. All persons are
encouraged to contact the City Administrator Prior to the meeting.
5. ADJOURNP:ENT
cc
c
r
COUNCIL AGENDA - OCTOBER 4, 1982
i
r
T I G A R D C I T Y C 0 U N C I L
( STUDY SESSION MINUTES - OCTOBER 4, 1982 - 7:30 P.M.
1. ROLL CALL: Present: Mayor Wilbur Bishop (arriving at 8:34 P.M. );
Councilors Tom Brian, John Cook, and Nancie Stimler, Head
Librarian, Irene Ertell; City Administrator, Bob Jean; Deputy
City Recorder, Loreen Wilson.
2. CALL TO STAFF, COUNCIL & AUDIENCE FOR NON-AGENDA ITEMS UNDER OPEN AGENDA
(a) City Administrator requested that Council approve call for bids on a
backhoe for Public Works, noting that this item was budgeted.
(b) Motion by Councilor Stimler, seconded by Councilor Brian to authorize
the call for bids on the backhoe.
Approved by unanimous vote of Council present.
3. LIBRARY ANNUAL REPORT
(a) Head Librarian presented her annual report with the assistance of
charts and graphs and an overhead projector. She also introduced the
following members of the Library Board who were in attendance:
Susan Mueller
T Dorene Thomas
Dick Bendixsen
Walt Munhall
Vince Matarrese
(b) Councilor Stimler gave support of the "give-a-book" program and
Council expressed appreciation to Librarian for the work being done
by her and her staff.
4. JOINT MEETING WITH LIBRARY BOARD
(a) City Administrator suggested that some areas of discussion might be
(1) the volunteer program; (2) budget cutbacks; (3) WCCLS Levy; and
(4) space needs.
(b) During lengthy discussion, the Library Board expressed concerns with
space needs as being uppermost in their minds.
MAYOR BISHOP ARRIVED: 8:34 P.M.
(c) After further discussion, consensus of Council was to look at the
overall City budget and space needs and consider the Library needs
during the next year. After that time if space needs have not been
solved, Council agreed to consider letting the Library Board go out
on their own to try and solve the issues.
t
(d) Head Librarian noted that WCCLS is looking to another serial levy and
that be
computer technology r idetail laftededhen results of request. l
the November 2nd.
discussed in furthll bee
election is known.
S. ADJOURNMENT: 9:24 P.M.
L '
eputy City Recorder - City of Tigard
ATTEST:
yg and
�✓ '�CiT f
PAGE 2 - COUNCIL MINUTES - OCTOBER 4, 1982
TIGARDL
PUBLICPhone 639-9511
12568 SW Maim•Tigard, Or.97223 October 4, 1982
TO: City Council
FROM: City Librarian
SUBJECT: Annual Report - Pluses and Minuses
This past year has been a time for many changes and continued growth. Some of the
changes have been progressives some have been regressive. Growth has continued in
the community's use of its facility and in the size and quality of the collection.
There has been disappointment in the search for a facility to better serve the needs
of the community.
Before addressing some of the pluses and minuses of this past year, I want to establish
at the beginning of this report that the people who it is my pleasure to work with every
day have worked conscientiously at their assigned tasks, cooperated willingly when work-
loads increased and accommodated the added assignments when major changes in staffing
occurred. Just recently they came to the rescue when the ceiling in the adult fiction
section came down in a deluge. Without them this report would be more minus than plus.
In 'the last six months the daily circulation average has increased by 100 items. That
tis an increase of approximately 25%. In response, the staff has worked hard to revise
systems, discovering ways to eliminate some of the repetition, labor-intensity that is
a part of library procedures. They have made valid suggestions for streamlining which
has eliminated some of the "nice" things we like to offer, but did not degrade in any
way the overall service or cause the library user undue frustration. The library staff +
has seriously taken the City Administrator's admonition to "work smarter, not harder."
STAFFING:
Some major changes were made in staffing. Beginning March 1, George Anne Clingan,
Assistant Librarian, and John Henshell, Children's Librarian, were made full time.
These increases were made possible by the state aid grant monies received in FY 81-82.
Though funding was assured through June 30 only, this brought the FTE up to an all
time high of 6.25 and it was planned to accomplish some short term goals directed
toward "catch up" projects. In April, during the following lay-off/reorganization in
the city, a* library assistant was lost and John Henshell was promoted to Associat-
Librarian, expanding his duties to include all programming for the library and addi-
tional administrative duties. George Anne Clingan assumed primary responsibility for
circulation activities.
With the 1982-83 FY budget, the positions for assistant librarian and associate li-
brarian were retained full-time and additional funds were allocated for part-time aide
hours, bringing the FTE to 5.75. With a redistribution of tasks throughout the staff
and renewed recruitment of volunteers, plus strategies mentioned earlier, we are man-
aging to keep up with the increased circulation of materials. Even so there continues
:o be a backlog and many projects go wanting.
Annual Report - page 2
You will note that volunteer hours are substantial and I expect this to go up in the
current year as we establish a more formal volunteer program for recruitment, training
and retention.
The Friends of the Library continue their support of the Library. They sponsored the
annual Book and Bake sale in June, netting $335. The Friends also picked up the tab
at the Pizza Merchant for the summer reading program awards party. Because of poor
attendance, the Friends suspended the monthly general meetings. The Friends of the
Library Building Committee functioned actively during the Civic Center planning process
and continues to maintain its organization. The entire Friends group campaigned very
hard for the Civic Center bond issue, telephoning and writing cards.
RESOURCES: `
The Library's primary goal is to give the best service possible with available resources
to those who pay taxes toward a library in this community. In order to do that the Li-
brary staff endeavors to use resources in the most efficient and economical way. But
that is not to say we shouldn't also work toward developing and allocating more resources
toward a higher level of service.
Below are some standards for library service that are reported by Wheeler and Goldhor in
Practical Administration of Public Libraries, 1981.
1. Staff Level:
1 professional per 6,000 population
2 support (technical, clerical) per professional
TPL - 12 FTE (actual 5.75 FTE)
Collection Size:
10,000 volumes or 3 per capita, whichever is greater
TPL - 78,000 (includes AV and periodicals) (actual size 24,000)
Annual Acquisition:
Print: 1 per 6 population
TPL - 4333 per year (actual purchase 2146)
Space:
0.6 sq. ft. per capita
TPL - 15,600 ft. (actual 5,300 sq. ft. )
These standards are not meant to imply that TPL is 2/3 below standard. Standards such
as these are "empirically generated and represent no more than considered opinions about
what 'ought to be' and an amalgam of experience drawn from the records of 'exemplary li-
braries.'°
While there are common elements among the public library concept, the fact is that public
libraries necessarily must differ from one location to another and the kind and character
of the public library must be shaped by the role, the resources, the goals and objectives,
and the priorities and action plan for that library.
Anitual Report - page 3
Nevertheless, there need to be some common denominators and elements of public library
service that can apply across the board, in all local situations, and on which there
can be consensus. Standards such as these, I believe, should be used as the pattern
for an ideal, a stimulus for future development and improvement and as an instrument to
assist in planning and administering library services.
One particular factor which will bear more and more on these standards will be the use
of technology. This will affect staffing levels and kinds of staff personnel. Space
requirements, too, will be affected by the appropriate uses of technology.
SPACE:
Space remains a critical problem £or. the Library. In addition to the inadequacy of
square footage, the condition of the building is becoming an even greater concern.
We have recently experienced the loss of 53 books and the interruption of service
because of plumbing problems from upstairs. The loss was no greater because it
occurred during staffed time and those on duty took quick, sensible measures. The
owner's insurance will cover loss and repair, but much time has been expended in
resolving this problem and is just another example in how an inadequate facility
Impinges on the best use of that most expensive resource of all - TIME.
The City Building Official made an inspection of the conditions which led to this
incident. He determined that the drainage piping was not installed properly, creating
an unsanitary condition and.violating the plumbing code. He also noted that there may
be serious electrical wiring conditions which could cause a fire. He has notified the
owner by letter. The owner has already indicated his willingness to correct the situation.
Now that the Main Street realignment has begun, we've lost use of Mr. J.B. Bishop's
generous loan of extra parking space. Parking has always been a problem and now with
increased usage, it will only pose more difficulties for people wishing to use the Library.
WCCLS:
We will receive $79,302 from the Washington County Cooperative Library Services (WCCLS)
current serial levy. This was an increase of $4792 over FY 1981-82, or 6%. This was
the result of our increased portion of out-of-city service.
Inflation has eroded the current WCCLS levy to such an extent, however,. that it was
necessary to eliminate some county-wide services, such as toll free calling, and to
cut back in other areas. (In spite of these reductions, the WCCLS outreach librarian
will continue to do programs on request and deliver books regularly to King City Con-
valescent Center.)
For this reason, the decision has been made to put a new 3-year serial levy on the ballot
in March, 1983. It will provide for a total of $2.6 million to begin in 1983, eliminating
the last year of the current levy. The formula for distribution to the cities will also
be revised. Each city will still receive an amount based on assessed valuation, but ad-
ditional money will be allocated according to total circulation, instead of out-of-city
service only.
Of course, Ballot Measure 43 could make this a moot point.
a
Annual Report - page 4
(` Goals for FY 1982-83:
1. Conduct a local survey to determine needs and expectations of the user
and non-user alike.
2. Establish a more structured procedure for recruitment, training and
retention of volunteers.
3. Develop a minimum level of senior outreach.
i
4. Utilize city's word processor for catalog card production. (Note: The
i
Library Assistant has completed training and the Library Clerk will also. s
t
be trained.) i
5. Work to develop a new levy for the Washington County Cooperative Services.
6. Work toward a county-wide computerized circulation system.
7. Continue to develop the entire collection, both print and non-print. i
- l
VC
- t
i
I
- I
.. c
6.
f
V
. pk
. t
i
I .
. 1
i
x >< C C C C
M O O O O 1 f O �t O O O O Ln O N CO O N
CD CD CD C) O O O O N C O p O -i-a +�
N O C O O Lc� ko O LO Ln O r N M of O 4- O
tT
ip CO tp r Lo r to N LL7 N N of N N O '0
CYN r N r M N n n bo} O O
bot bot M -0
r r- b A w
Ln4-3
r
C �
W
EEO
r
Q
a
N O O d r C O t0 00 4.0 n %o C C O cm r N j
p to .� If) r- CO LO r -*- r O r of of 4J m
00 O Ln w ^ p r r p Ln co Ln 4- C
1 O O N to LI; kc w
r Lc 01 r : N LL? N CO cf cx N O 4-IL
off r 01 Ln bo} O •r S
�- tfT bot M rtf t
Ul) Q
� f
1
Ln � r- n �Y 1p r O d' t.0 O N
l N r O O N tf) O of O �Cf Cfl 1� d N O N
tl d' CO t0 O LA GO ^ O n of N r �
O 1 -;a- n w w w
~ U co V'� �f' n c N r M Ln r f� M bot d i
J Q 01 r- N of N
LL r bot bA M L t
Ln O
LO
D S tO
l-- L
� 3
O Sr
Qcz03i
cm
C
� O
F- O f� O of r Ln CPf to r N O M O 4-:4- t0 N r
Cp 01 O M r n Od
f� n Ln tCf t:) of N to a-f O
1 In C fl- Ln f• t17 \ N tp t` of 1 4- ?
a1 w
M M M 01 r C r-- N tQ to 01
O^1 O U
r bot bot M /0
r- bei, n
4-3
C �
O O
tT -rca C
to •,-
C 'G
O O �r O
•r _
4-3C)
U 4-3 N ftf U
f. ff3 •0
O r O U N U fw
r O f. CS- EF r
4-31 a O C C N O r- L S-
b o •r O v p 4- O S_ W r
r t1 is r _
O CO is •r V -
a W S- t N i"f = O f1 i f (1) O
O U +r r LLJ S- U
<Z > •r U F O r Tom► Y C M d CL
S- Orf S- S e- 'd •0 O O •0 w O Q
of O r LL Q L Qf O G N
r N CL V S. U te,,, •0 CO O C13J >> 4� -1-3
•0 S� Z Ste• Ste- iO-f o O S_ U •r W N
ea a N N Z H to 3 U N O
S- i i Z O N Y Y Y L •V O
N O O O .a 10 L
m cc J
t
t
i o 0 0
P-� o o o
rel r O O to r O r
O ti') a O t,4
d N r N r
r
co
r
M 07 O r In aE Ln
C? r f\ N
1LO
CC* -bT
�) N
r
N LO �
CL` M cn M ¢t LO LO
CID
Q
m U
.-, n
z
J , y N to N ^ to
r r in -;t1 CO Off'
m c d 1.C) AOI
p cn N
cc i-- r--
-1 O
C!3
r-�
F— O M O N 3�
CO C") Lr)
� C N to
CT Cf
Q) N
r -
W v
is Z.
~ 4-% o0
S- M
W L' ice-) Cr)+U-2 U N
C
aF-- d tva tn O
U LL. 'L9 cO M O S-
W
N U O N LL O
N (D 3- Ln
L LC)
Sl O. CJ N O
r. r
O O C r '
r r O U O O d)-3 N
i•) 4.3 r •r- G U E
r rRf- to .&a W = i
r d II— d •cn Q N
sv. s". a a �� nS- VC i
o a o m k
C.)
f
i
1
Ob
W4
i
} ca
.pe
cc
sP-• Q
..1 II.-
ca
Lo U ® w� cc
!-• �e 1aA
Z
lee
CD cc
W
1 �
1b
If9
Cho Qt
.•m .ro
"===wc=aws _
- - - - ---
� µ
21
1
1 . �
e ak
e •
1
e �
e CD
qpe
ocGo
~i • Go
cc 1• •
(! ca UA
AL3
gms C3 C3
A • co � 4w
C3 WE
ts ® t tis AM Cb
0.4 I.- ® t = � �_!®0=-
t• C3 C%
• ov ci -
-i co CFD•
s <C=I
•
`• t to� dn
•
4n4D 8* 49 MCD on CD
® i
1 •
aw 1 •
1 •
•
•
k.
1
Mff
co
1
a ® G i
Q ,
1
Q �
Q 1 N
ado
�- ®
� �a t cm
®_ � �` : LU
cob
W-C
L: o i 1 9L.o
1... ® °t
i �.. C3,c
•
1 3 O
i coa®
� ' 0
.re Q
1
� I
of 4�1 m
� M
t �
ob I
ch
S
tki
ul
s
C3Im co
I= us . �• 8�
d9C B
q= w C t
tl. � 0•� 7y , ce
YI
® i ®e , ai
cm
dm `
4= Ls at _ 0
L5
..O 9 ul
� a
4cc e
t°'rCD
40
Ch e
w in 9D WD CD CD CD W
•
0
4� V tf8 6tD Qt ® W® ® V7 Im CD
M *A 01
===Wc8
i
i
C
t
Y
t!
i
f
r:
7� M
e s
s
.
o-t 0
aZ S e -j�
0 a. Q
As
0 ° UA awe
0
6.603 V
ci
� icc
e �cc ac
® o CD
® Ao
i
CD
o S o
p0 ® a S
o
o
qr Go
M � N .� •o
E°-��OOR�3Q�d0A
t
T I G A R D L I B R A R Y
1981 -- 82 STATISTICAL TOTALS
1. Total Circulation for all Materials: 109,641
Adult Books: 74,235
Juvenile Books: 27,105
Interlibrary Loans: 1,112
Magazines: 4,711
Audio-visual : 1,998
Other: 480
2. User Cards Issued: 3,068
In-town: 19647.
Out-of-town: 1,421
Renewals: 622
3. Story Hour Attendance: 703
Daily Average: 8
4. Reference/Reader's Advisory 6,166
5. Materials Added: 5,017
6. Materials Withdrawn: 2,756
7. Money Received: $887.37
Fines- . . $254.37
Lost Books: $355.62
Misc. Replacement: $93.20
Donations: $184.18
E
Iv Statistic Totals for 1980-81:
1. Total circulation for all materials 98,875
Adult Books 66,166 Magazines 3,466
Juvenile Books 26,139 Audio-Visual 1,855
Interlibrary Loan 868 Other 381
2. User cards issued 2,793. In-town 1,379; out-of-town 1,414.
3. Story hour attendance 998; 11.5 average.
4. Reference/Reader's Advisory 4,935.
5. Materials added 4 ,796.
6. Materials withdrawn 3,313.
7. Money Received:
Fines 281.74
Lost Books $297.87
Misc. Replacement $ 81.90
Donations $ 19.09.-
( Most donations are earmarked for the Friends of the Library Building Fund
and are not reflected here. )
T I G A R D L I B R A R Y
BOOK EXPENDITURES -- 1981 - 82
Total Expenditures: $23,122
Total Books Purchased: 2,142
Average Cost per Book $10.77
Avg. Cost per Adult Book
(Including reference): $13.72
Avg. Cost per Juvenile Book: $ 6.06
Postage and Handling $400.00
Pre-processing: $646.00
National Average Book Cost (1980): $20.10
L_
M E M O R A N D U M
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BOB JEAN, CITY ADMINISTRATOR 101
DATE : SEPTEMBER 27, 1982
SUBJECT: EMPLOYEE AWARDS AND RECOGNITION
Until now, the City has had no employee awards or recognition.
program. In conjunction with the 21st Birthday Celebration I
took it upon myself to initiate a program. I would ask for y —ur
comment and support in developing a formal award and recognition
program for years of service and outstanding performance.
For discussion, I would propose the following:
o Five years of service gets a "Key to the City" certificate and
a $20 . 00 dinner certificate good at several City restaurants.
Estimated cost, $12 each. Total first year cost (33) , $400 .00 .
Annual cost, $60-$100 .
e Ten years of service gets a "Key to the City" certificate and
a 14k gold key charm as a pendant, stick pin or lapel pin.
Estimated cost, $75 each. Total first year cost (9) , $675 .
Annual cost, $150-$300.
0 Fifteen years of service gets a "Key to the City" plaque and a
personal gift. Estimated cost, $75 each. Total first year cost
none. Annual cost, $75 .
Twenty years of service gets an update to the 15-year plaque
and a resort weekend. Estimated cost, $200 .
® Outstanding Contributions Awards -- special awards recommended
by City Administrator and approved or selected after review by
Council .
1st Place -- Key Certificate and $200Resort Weekend
2nd Place -- Key Certificate and $50 Cash Award
3rd Place -- Key Certificate and $20 Dinner Certificate
Other Nominees -- Commendation Letter
. . . Continued . . .
MEMO TO COUNCIL EMPLOYEE AWARDS AND RECOGNITION
SEPTEMBER 27, 1982
PAGE TWO
The first year cost of the Awards and Recognitions program would
be around $1, 350 . The years of service involved is 270 and the
hours invovled is 561, 600 . That means the City' s cost is $5 per
year of service or 2/10 per hours for each of those recognized.
The annual ongoing cost is estimated at $850 each subsequent year.
This memo is being sent directly to each of you and should be
treated as a working draft only. Your comments directly to me
would be most appreciated.
RWJ : dkr
P.S. : I forgot to add in the Tigard City Administrator of the
Year Award for an all expenses paid week in Hawaii.
l
t
M E M O R A N D U M
TO: THE HONORABLE MAYOR AND CITY COUNCIL,
FROM: BOB JEAN, CITY ADMINISTRATOR
DATE: SEPTEMBER 27, 1982
SUBJECT: COUNCIL AND CITIZEN RECOGNITIONS
Consistent with our goal of improving the City' s public image,
I suggest we start by improving the image and visibility of
Council , Board and Committee members .
For discussion purposes only, I suggest the following:
® Photos at City Hall of the Mayor and Council members.
0 Group photos at City Hall of Planning Commission, Budget
( Committee, Library Board, Park and Recreation Board, and T.U.R.A.
Advisory Committee.
i
M Articles in upcoming newsletters about Board and Committee Study
Sessions with Council and listing of Board and Committee
members. j
® Creation of a Volunteerism Commission to recognize and encourage
citizen volunteer services.
o "Key to City" certificates for actual work, service and committee !
or task force service. 4
i
RWJ dkr
I
3
L
a`
p 1
t
.yam;
rototob'f S IUR CRU PACtf R
BOOKI H,::. Tigard qty librarian Irene Erteli invites readers to participate in
the Gt4a3-A-Boole program and read the newest publications.
iver! - k , ice.
r fun e d1h
and a tim break
g� CRUWAMER selection process, the program makes
C�+e The the library more responsive to cam-
TIGA D, o� Can't justify spending munity interests,Ertel said.It also could
half the'montsb's;entertalment budget help boost the size of the city's 24,000
for that-newly-xtleaseai hardtack? The volume book collection,a definite bonus
Tigard city library has a deal for you. these days"when everybody's having
Thetn;*dive-A-Book program will .trouble getting,money for�anytivag,
help r*eta get.new "ref s At dis- she said.
count 0#&W and,:fiti ug the library's "A lot of people have picked up•;;
booluhell�e�at tije sam time. (Give-A-Book) Byers, but,was haven't=
Tib, Gi A-&sok pmgram works had any takers yet,,'Er3ell said
i sifattOtz orders a newly re- The urogrnin may be off to a slog►
like
I i t ,paying ,start.icsa ally,but?igard has receiver!43,
t dis nt xatte which i$gen ihc�q,~les alx3ut=G1ve-A-Pr ok fr6m cities,
afeily twig-thirds 'Qt' the 'retail across the nation in response td-'im Pn
i f�ityt tlbrbriais :Irene Ertell ex-, j uouncemeut in.a national no-Wsletter four:
p a§eai.`mer►,the,•book arrives; it ii city managers:
s toss tYj3a pn4er;
'Who gets first To
thank,psograsse'partldpants,tie
i_ um es tax deduction for' brer5'p toP��Pte.in the
hated--boons aoting"the. urchaser's;
� � � 3ittior�e� name m dsclica�iom¢Entail�d.: