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01/12/2006 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, JANUARY 12, 2006 - 7:00 P.M. TIGARD PUBLIC LIBRARY—CONFERENCE ROOM 13500 SW HALL BLVD. TIGARD,OREGON 1. CALL TO ORDER Turley 2. ROLL CALL: BURKE DIAMOND KELLY LIDMAN NGUYEN SMITH THENELL TURLEY 3. Approve Minutes of December 8,2005 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Monthly Report for December 2005 Barnes 7. Review/Approve Policies: Barnes - Fee-Based Services Policy - Proctoring Examination Policy - Library Card Policy 8. Annual Patron Survey Barnes 9. Board Communications All (Reports from Board members on community and citizen activities) 10. Other Business All 11. Adjournment TO ENSURE A QUORUM TO CONDUCT BUSINESS,PLEASE CALL CONNIE MARTIN OR MARGARET BARNES AT THE LIBRARY(503-684-6537), IF YOU ARE UNABLE TO ATTEND. Agenda items for future meetings: hAdocs\connie\lib-a swe TIGARD LIBRARY BOARD MINUTES December 8, 2005 Call to Order: 7:01 p.m. Roll Call: David Burke, Marvin Diamond, Brian Kelly, Ruthanne Lidman (alternate), Cecilia Nguyen, Jane Smith and Suzan Turley. Staff: Margaret Barnes and Connie Martin. Minutes: It was moved by Smith and seconded by Diamond to accept the minutes of September 8, 2005. Motion passed unanimously. It was moved by Burke and seconded by Smith to accept the minutes of October 13, 2005. Motion passed unanimously. It was moved by Smith and seconded by Burke to accept the minutes of November 10, 2005. Motion passed unanimously. Agenda Additions and Deletions: None. Call to the Public: Downtown Improvement Plan Update - Duane Roberts, City Planner and Gretchen Buehner, member of the City Center Advisory Committee (CCAC) were present to provide the Board with background and progress information on the Downtown Improvement Plan. The establishment of an urban renewal district is designed to provide a funding mechanism for Tigard's improvements and redevelopment of the downtown area. The agency overseeing the three-year process of the task force is made up of City Council members. A tax-increment financing measure will be proposed to Tigard community voters in May 2006. Businesses coming into the district will raise the tax base providing for the funding of the improvement plan. The urban renewal district is proposed to last 20 years. The agency will have authority over which projects will be funded and completed. The timeline is: 11/05 Council/Agency approve the plan 12/05 Agency approves ballot title 5/06 Ballot vote (ballot allows the City to create district to fund projects) 7/07 Plan begins 6/27 Plan ends Monthly Report for November 2005: Barnes distributed the November statistics from WCCLS showing the library's circulation had increased 17% from a year ago. This is reflective of the four less hours per week the library is open. There is an increase in Internet activity except that it was discovered there has been a 30% underreporting of Internet activity from July to October 2005. Library staff is working with WCCLS staff to correct the reporting. Several people attended the Mad Science Program in November. The Harry Potter program drew 145 people. Barnes distributed the percentage breakdown from the County on the funding formula. Approximately 48% of funding is received from the County and approximately 50% of funding comes from the City's general fund account. Policv Review: Fee-Based Services —The Board had no questions about this policy. A few grammatical changes were noted. The Board requested this policy be sent to the City Attorney for review and approved in January. Proctoring Examination — Barnes indicated that this is not a new service, but a new policy. The library does not charge for proctoring. The Board discussed and recommended this policy be reviewed by the City Attorney. The Board will approve in January. Discussion of Suggested Goals for City Council: Barnes recapped the Tigard City Council goals for 2005. They consist of the revitalization of the downtown area, transportation (specifically, improvement of 99W), acquisition of green spaces and recapturing Tigard's identity. Barnes indicated that City Council is interested in the Board's ideas for goals for 2006. The Board discussed and brainstormed ideas and priorities. Goals discussed were to tie the library building to the whole Tigard community by way of the Fanno Creek Trail and identifying an identity theme for the City. The Board considered putting forth the support of the WCCLS operational levy as a consideration of support from Council. After lengthy discussion, the Board's suggested goals were: 1) Restore and maintain operation (hours) of the library, 2) Green space acquisition by tying the library to the community and 3) Promoting/informing the community of all Citywide services. Board Communications: Lidman noted two articles in the December 8, Oregonian regarding a traffic issue and clarification of a volunteer position request. Board discussed. Other Business: None. Adiournment: The meeting adjourned at 8:28 p.m. The next meeting is scheduled for January 12, 2006 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. MEMORANDUM TO: Craig Prosser, City Manager FROM: Margaret Barnes, Director of Library Service DATE: January 12, 2006 SUBJECT: Library Monthly Report for December 2005 Personnel: Janet Weber, who is currently employed by the Library as a part-time librarian, was selected to fill the full-time Youth Services Librarian Position. We are currently recruiting for a part-time Librarian for Youth Services. Circulation: December was a busy month even with the Holidays! A total of 64,000 items were checked out. This is a 9.5% increase in circulation when compared with December 2004. This set a new record for the month of December. A total of 341 new patrons were registered during the month. This is 22% lower than the number registered in December 2004. The overall average number of people visiting the library per day was 901. The average per hour checkout for the month was 254 items. The highest checkouts per hour were on Sundays with 360 checkouts per hour. Seventy percent of all renewals were accomplished by patrons. The Self Check machine use totaled 5.2% of total checkouts. The debit/credit machine is up and running. Staff reports that the public really appreciate it. Cultural Passes: Cultural Passes were checked out 63 times this month. The Pittock Mansion and Art Museum were the most popular destination. All the passes were used this month except the Oregon Garden. Community Service: In December two people served 26.25 hours. All hours were served by individuals from other courts besides Peer Court. Technical Services: During the month of December 2,151 orders were placed and 1,883 orders were received. 2,188 items were added in December, as compared to 1,851 in December 2004. The total items added in FY 2006 are 13,876, 4,588 more than FY 2005, an increase of 49%. The number of materials withdrawn rose again to 948,616 of which were withdrawn by our super volunteer Pat Zak. 685 bibliographic records were created in Polaris. The average number of days required to place orders was 2.07. The average number of days to catalog an item was 35. Adult Services: Mary Bush has been working with the new editor of The Regal Courier and has established a regular featured column for new titles purchase for the Library. All Adult Services librarians are contributing brief annotations for new books. Tax season has begun and Erik Carter is the Tax Form point person for the Library. Erik organized the distribution of materials of over 30 boxes of tax forms. Erik is again working with AARP to develop a schedule of tax preparation assistance for patrons needing help. Reference Desk: Total service interactions at the main reference desk for the month were 3,824. Of these interactions 1,875 were reference questions. Answering reference questions accounts for 49% of the total service interactions at the Main Reference Desk. Internet Public Computer Use: Total hours of public computer use: 7,317 Total users: 9,431 Timed stations: 65 Study Room Use: 45 uses in 30 service days for an average of 1.5 uses per day. Youth Services: The Super Tuesday program this month, Dragon Theater Puppets was enjoyed by 102 excited children and families. A special, unplanned event was the Origami Workshop offered by the Tigard High School Japanese Honor Society. The young people attending this workshop learned from the experts how to make folded paper animals and other objects. Molly Carlisle is hoping to invite the Honor Society back for another workshop. Young Adult Librarian, Jessica Marie organized a Holiday Card Making workshop which was a big hit with 21 participants, the optimum number for this hands-on workshop. Youth Services provided 21 various programs this past month. A total of 519 people attended these programs. Volunteers: This month 124 volunteers donated 971 hours to the Library which translates to an additional 5.6 FTE for the month. Volunteer Type Number Hours Regular Volunteers 92 878.50 Youth Services 17 40.00 Library Board 7 10.50 Friendly Visitors 3 5.00 Adopt-a-Shelf 3 10.00 Community Service 2 27.00 Total 124 971.00 = 5.6 FTE "Community Service" includes Peer Court, Municipal Court and other county courts, both adult and youth referrals. WORK INDICATORS DECEMBER 2005 DECEMBE' 2004 DECEMBER 2003 Circulation ` " Total (from WCCLS) 64,000 58,455 47,923 (Self-Check machine) 3,320 3,990 2,134 Days of Service 30 26 30 Average Daily Circulation 2,133 2,248 1,597 Hours of Service 252 236 262 Materials Circulated per Hour 254 248 183 Increase in Circulation +9% +22% -5% Materials Added 2,188 1,851 1,391 Materials Withdrawn 948 1,253 1,985 New Cards Issued 341 438 330 Cultural Passes Program 416(YTD) 241 (YTD) 335 (YTD) 65 (Month) 40 (Month) 48 (Month) i Adult Programs 46 68 85 (Number of sessions) (5) (5) (1) Preschool Story Time 231 82 0 (includes Pajama Time) (Number of Sessions) (6) (3) (0) Toddler Time 0 145 0 (includes Book Babies) (Number of Sessions) (0) (3) (0) Special Programs 186 226 162 (Number of Sessions) (12) (7) (6) Children's Computer N/A N/A 60 Word Processors(stand alone) N/A N/A 97 Internet Access Station Users 9,431 6,955 5,741 Hours of Use 7317 4546 2303 Typewriter Users N/A N/A 3 Visitors (Gate count _ by 2) 27,034 24,807 20,125 Increase in Visitors +09% +23% -4% Fines/Fees Collected $8,319.20 $6,227.16 $4,914.24 N/A—Have not begun counting these machines as of this date. Prepared 1/3/2006 Tigard Public Library Comparison of Circulation Statistics Calendar Years 2004 and 2005 2004 2005 Chane % Change ONMBOMOU! IN, m Checkouts 665,330 814,214 148,884 22.38% Renewals 124,562 171,276 46,714 37.50% Checkins 524,085 630,879 106,794 20.38% New Library Users 5,700 6,477 777 13.63% Cultural Pass checkout 620 727 107 17.26% Visitors 289,118 377,068 87,950 30.42% Hours of Service 2,786 2,901 116 4.15% Days of Service 319 348 29 9.09% Self Check Out 41,949 53,058 11,109 26.48% Web-based renewals 50,499 102,796 52,297 103.56% materials circ/hr 238.85 280.67 42 17:51% Intra-crates/week 111.88 123.79 12 10.64% k DECEMBER 2005 Management Overview - Circulation Total Total CheckOuts Prior Year Percent Library CheckIns CheckOuts Renewals &Renewals Checkout Total Change Banks Public Library 2,926 2,221 988 1 3,209 2,826 13.55% Beaverton City Library 94,493 93,396 36,254 129,650 125,812 3.05% Cedar Mill Community Library 68,052 67,251 30,528 97,779 95,636 2.24% Cooperative Administrative Office 186 89 65 154 266 -42.11% Cornelius Public Library 2,930 2,430 705 3,135 3,822 -17.97% Forest Grove City Library 18,807 18,144 4,649 22,793 20,255 12.53% Garden Home Community Library 9,094 7,910 4,036 11,946 11,0Q6 8.54% Hillsboro Libraries: Shute Park 33,226 30,838 13,894 44,732 48,564 -7.89% Tanasbourne Branch 69,322 65,228 25,154 90,382 87,001 3.89% External Loans (ILL) 101 487 75 562 530 6.04% Library Outreach Services 1,509 1,026 170 1,196 1,537 -22.19% Oregon College of Art and Craft 449 291 138 429 630 -31.90% Sherwood Public Library 7,778 6,184 2,304 8,488 15,978 -46.88% Tigard Public Library 49,880 48,056 15,944 64,000 58,455 9.49% Tualatin Public Library 26,560 25,612 7,286 32,898 30,173 9.03% Tuality Health Information Resource Center 158 201 38 239 236 1.27% West Slope Community Library 14,332 13,225 5,516 .18,741 18,984 -1.28% Totals 399,803 382,589 147,744 530,333 521,711 1.65% FAWILI\Wilireports\Dec. 05 mngmnt ovrvw\1/5/2006 July-December 2005 Management Overview- Circulation Checkouts Total Total Jan-Jun Total 2005 Library July August September October November December Checkouts Checkouts Checkouts Banks Public Library 3,848 3,729 3,810 3,710 3,715 3,209 22,021 19,478 41,499 Beaverton City Library 151,221 150,150 132,933 143,864 136,234 129,650 844,052 844,568 1,688,620 Cedar Mill Comm. Library 106,997 109,488 97,454 107,296 100,966 97,779 619,980 609,386 1,229,366 Cooperative Admin. Office 171 244 151 176 182 154 1,078 1,137 2,21( Cornelius Public Library 4,850 4,421 3,553 3,155 3,358 3,135 22,472 28,534 51,006 Forest Grove City Library 24,303 26,217 23,655 25,368 23,607 22,793 145,943 145,440 291,383 Garden Home Comm. Library 13,240 13,357 11,345 13,701 13,865 11,946 77,454 80,637 158,091 Hillsboro Libraries: Shute Park 55,542 58,026 47,678 53,851 51,192 44,732 311,021 331,292 642,313 Tanasboume Branch 104,229 103,625 88,147 100,390 94,776 90,382 581,549 576,293 1,157,842 External Loans (ILL) 475 629 459 544 599 562 3,268 3,958 7,226 Library Outreach Services 1,163 1,465 1,185 1,366 1,264 1,196 7,639 8,566 16,205 Oregon College of Art& Craft 337 253 692 994 1,002 429 3,707 3,837 7,544 Sherwood Public Library 20,962 21,516 19,721 21,677 20,363 8,488 112,727 116,894 229,621 Tigard Public Library 72,306 75,391 64,524 70,451 69,198 64,000 415,870 398,398 814,268 Tualatin Public Library 34,823 36,239 30,881 35,407 34,689 32,898 204,937 200,021 404,958 Tuality Health Info. Resource 0 259 258 222 267 202 239 1,447 1,674 3,1 West Slope Comm. Library 20,752 22,321 19,724 21,468 20,917 18,741 123,923 116,827 240,75 Totals 615,478 627,329 546,134 603,685 576,129 530,333 3,499,088 3,486,940 6,986,028 F:\WILI\Wilireports\ju1-dec05 checkOUTS\1/5/2006 TIGARD PUBLIC LIBRARY FEE-BASED SERVICES POLICY HISTORY Drafted 10/5/2005 POLICY The Tigard Library charges fees to cover costs associated with providing alternative, enhanced, or specific services which benefit one user at the exclusion of others. BACKGROUND Free access to information found in a variety of formats is essential to the library's mission, but there are limits to what the public-funded library can provide free of charge. Services that benefit one user at the exclusion of others, or which prevent the reuse of the information or material provided, are examples of services subject to fees. REGULATIONS Fee-based services, include, but are not limited to provision of computer storage media (discs), photocopies, and printing. Cost recovery fees are based on any or all of the following: average staff time associated with the service, cost of materials consumed, and equipment maintenance and other overhead costs. I:\LIB\Library Polices and Procedures\Draft Policies\Policies for Library Board Approval\Fee-Based Services Policy.doc FEE BASED SERVICES POLICY Page 1 of 1 Tigard Public Library Proctoring Examination Policv Statement of Purpose: With the increasing number of students participating in distance learning, the demand for proctoring services is rising. The Tigard Public Library is pleased to offer proctoring services for written examinations to members of the public as outlined by the procedures. Tigard Public Library Adopted by the Tigard Library Board July 8, 2004 Updated draft prepared 12/16/2005 Library Card Policy Registration for Library Card Library cards are available free of charge to all citizens of Washington, Multnomah, Clackamas, Hood River, Clark, Klickitat and Skamania Counties who can provide proof of current residency. Applicant must be present to receive a card. All patrons registering for a Washington County Library card must show acceptable, current printed verification of name and street address of residence. If a single piece of identification does not meet the criteria, a second piece of identification may be used to furnish the needed information. Acceptable I.D. for adults 18 or over will be: Preferred: *Driver's License, State I.D. Card or picture I.D. with current address. If the current address is not on the preferred identification, the following additional identification is accepted as proof of address: ♦Dated utility bill or rent receipt *Canceled envelope addressed to applicant with a current postmark *Voter's registration card ♦Automobile registration Acceptable I.D. for youths under 18 will be: Any of the above in the name of the youth or the name of his/her parent/legal guardian. This does not include babysitters, nannies, day-care providers or grandparents. Current local Student Body Card with picture. A completed card application that includes parenNegal guardian information and is verified by youth's teacher if card is obtained during school visit. Parent(s) or guardian(s) of all youths under age 18 will receive a letter outlining guidelines for library use. There is a charge for replacement cards. (Same Identification requirements apply). Those individuals not eligible for a free library card may obtain a card for yearly nonresident fee. Borrower's responsibility Page 1 of 2 Tigard Public Library Adopted by the Tigard Library Board July 8, 2004 Updated draft prepared 12/16/2005 Patrons enter into an agreement with the Library when they obtain their library card. The library card states that "I accept full responsibility for the use of this card. I will give immediate notice of loss of card or change of address." The signature of the cardholder signifies acceptance of this responsibility. The Library requires patrons to present their cards, appropriate identification, or library card number with verification of address or phone number before checking out materials. Unless reported as lost or stolen, it is implied that a person possessing a library card has permission from the owner for use. Cardholders are responsible for notifying the Library when their card is lost or stolen. Patrons are responsible for all charges until their card is reported lost, including items checked out on the card prior to reporting it lost. To avoid referral of the account to collections and to be considered for a waiver of fees, cardholders must immediately file a police report of theft and unauthorized use. They must then submit a copy of this report to a Library Circulation Supervisor to avoid referral of the account for collection. Patrons who have lost their card may be issued a new one. Printed verification of name and address of residence is required. Picture identification is the preferred verification. Retrieval of lost items is the library's priority. Replacement charges will be removed for lost items returned in good condition within a reasonable amount of time. Overdue charges will remain. Library Cards for Children All individuals, including children, must be present to be issued a library card. All cardholders, including children, are entitled to record privacy. It is recognized that parents or guardians have fiscal responsibility for children under the age of 18. The parent or guardian's name is required information on a child's library card, as well as the birthdate of the child. The parent or guardian is issued a letter with an explanation of library policies — including the need for the parent to have the child's card or card number in order to access information on the child's library record. Adopted by the Tigard Library Board July 8, 2004. Page 2 of 2 Tigard Public Library Nw` Adopted by the Tigard Library Board March 10, 2005 STUDY ROOM USE POLICY The Tigard Public Library provides three study rooms for use by individuals and community non-profit groups. When not in use for library activities, the rooms are available under the following guidelines approved by the Library Board, and the general Library Use Guidelines. The Library Board neither approves nor disapproves of content, topics, subject matter, or points of view of individuals or groups using the study rooms. Rules • The rooms are available for non-profit, educational, or cultural groups of up to six persons, or for individuals who wish to study. • Rooms are available on a first-come, first-served basis. • The rooms are available during the hours the library is open. Use of the rooms must end at least 15 minutes prior to the library closing. • Activities in the rooms must not be disruptive to others in the building. • Activities occurring in rooms must not violate any City of Tigard ordinances or state statutes. • Rooms and furnishings must be left in their original condition. Reservation Procedures • Rooms must be reserved by sign-up at the main Reference Desk. Sign-ups may be done in person or by telephone. • Rooms may be reserved up to one week in advance. • Identification such as a Student I.D. card, Library Card or valid Oregon Driver's License or Oregon State I.D. card is required for reservation of a Study Room. The card will be held during the use of the Room. • Maximum reservation time for groups or individuals is two hours a day unless noone is waiting or other reservations have not been made. Additional reserved time for a room may be negotiated with the Reference Desk staff. Decisions regarding additional time will be based on free and open access for everyone so that no person/group monopolizes a room to the disadvantage of others. This is Tigard Public Library 1144w" Adopted by the Tigard Library Board March 10, 2005 to ensure that if a library visitor sees that all of the rooms are occupied, they can be assured the use of a room within a reasonable amount of time. • Reservations will be held for up to 15 minutes after the reservation beginning time. • Users must check-in at the Reference Desk before using a room. Rooms are kept locked when not in use and can be opened only by library staff. • In order for users to retrieve their identification, they will be asked to sign-out at the Reference Desk when they have finished using a Study Room. City Liability All groups or individuals using the Library study rooms agree to take appropriate measures to protect, indemnify, and defend the City, its elected and appointed officials, and all employees against any and all claims as a result of persons attending any function at the facility. This provision includes any expenses incurred by the City defending any such claim. The City, its elected and appointed officials, and all employees will not be held responsible for any lost or stolen articles as a result of persons attending any function in the building. User Liabilitv The City recognizes that a certain amount of wear will occur to the study rooms over the course of normal use. However, in the event the maintenance guidelines are violated, the user will be liable for the following charges: 1. Repair or replacement of equipment or facilities damaged due to neglect, vandalism or misuse. 2. Cleaning expenses incurred to clean up the room if not left in the same condition as found. Adopted by the Tigard Library Board March 10, 2005.