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02/16/2006 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, FEBRUARY 16, 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 January 12, 2006 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Monthly Report for January 2006 Barnes 7. Policy Review Barnes 8. Wireless Access Update Barnes 9. Call for Artists Proposal Barnes 10. Joint Meeting with City Council All 11. Board Communications All (Reports from Board members on community and citizen activities) 12. Other Business All 13. 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: TIGARD LIBRARY BOARD MINUTES January 12, 2006 Call to Order: 7:02 p.m. Roll Call: Brian Kelly, Ruthanne Lidman (alternate), Cecilia Nguyen, Jan Thenell and Suzan Turley. Staff: Margaret Barnes and Connie Martin. Minutes: It was moved by Kelly and seconded by Nguyen to accept the minutes of December 8, 2005 as presented. Motion passed unanimously. Agenda Additions and Deletions: Discussion of additional policy, calendars, February meeting date, joint City Council/Library Board meeting and draft City Council goals. Call to the Public: None. Monthly Report for December 2005: Barnes distributed City Council goals for 2006. The top three goals City Council will focus on are revising the comprehensive plan, revitalization of the downtown area and improving the 99W corridor. Additional Council goals consist of acquiring/preserving greenspaces, securing long-term water sources, stabilizing the City's financial situation. Council will adopt their 2006 goals at their January 24 meeting. City Council unveiled the new City logo at their January 10 meeting. Barnes reviewed statistics for December and compared circulation figures. A six-month circulation recap from WCCLS was presented. The Board was presented with a color copy of the library's annual report. Paula Walker, the Library's Information Coordinator created the annual report with City staff. Copies have been provided to City Council, Library Board, public and is available on the web. Barnes announced that it is probable the library will be able to offer wireless access in three months. Policy Review: There were no questions with the Fee-Based Services policy and the Proctoring Examination policy. Thenell moved to approve these policies and send to City Council for approval, seconded by Kelly. Motion passed unanimously. The Board reviewed the portion of the Library Card Policy which identifies acceptable ID for youths under 18. Barnes noted that by adding this additional information it would be easier and less restrictive for youth. It was moved by Thenell and seconded by Nguyen to send to City attorney for review. Motion passed unanimously. The Board reviewed the Study Room Use Policy. Barnes stated information was added to provide additional time in study rooms if no other patrons were waiting to use the rooms. This decision to increase time allotment will also allow greater flexibility for the Reference Desk staff when extending times for patrons who use the study rooms. Thenell moved to accept the policy and forward to the City attorney for review, seconded by Kelly. Motion passed unanimously. Annual Patron Survey: Barnes distributed a copy of the survey for the Library Board's review. The survey will also be available in Spanish, in the Cityscape and on the web. Board Communications: Lidman mentioned the Oregonian published articles about the Dogs and Tales program and art at the library. Other Business: The Board discussed rescheduling the February 9 meeting to February 16. Staff will confirm with members not present. The joint meeting with City Council is scheduled for April 18. Board briefly discussed topics to present to Council. Discussion will continue at the February meeting. Adjournment: The meeting adjourned at 7:48 p.m. The next meeting is scheduled for February 16, 2006 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. WORK INDICATORS 1ANUARY 2006 JANUARY 2r'-5 JANUARY 2004 Circulation *m - Total (from WCCLS) 75,033 65,225 55,935 (Self-Check machine) 4,382 4,968 3,024 Days of Service 30 25 29 Average Daily Circulation 2,501 2,609 1,929 Hours of Service 252 226 240 Materials Circulated per Hour 298 289 233 Increase in Circulation +15% +17% -6% Materials Added 2241 1,808 1,105 Materials Withdrawn 907 1,134 945 New Cards Issued 560 576 421 Cultural Passes Program 471(YTD) 272 (YTD) 364 (YTD) 55 (Month) 31 (Month) 29 (Month) Adult Programs 118 70 30 (Number of sessions) (10) (7) (1) Preschool Story Time 704 130 80 (includes Pajama Time) (Number of Sessions) (15) (5) (3) Toddler Time 0 242 56 (includes Book Babies) (Number of Sessions) (0) (4) (3) Special Programs 156 529 33* (Number of Sessions) (14) (12) (2) Children's Computer N/A N/A 38 Word Processors(stand alone) N/A N/A 133 Internet Access Station Users 11,358 7,126 6,112 Hours of Use 8671 4838 2352 Typewriter Users N/A N/A 9 Visitors (Gate count = by 2) 34,479 30,744 22,026 Increase in Visitors +12% +40% -13% Fines/Fees Collected $10,156.64 $6,518.42 $5,086.53 * Preschool Fair was at an outside location,attendance not counted. N/A—Have not begun counting these machines as of this date. JANUARY 2006 Management Overview - Circulation LibrarTotal Total CheckOuts Prior Year Percent y CheckIns CheckOuts Renewals &Renewals Checkout Total Change Banks Public Library 2,994 2,883 876 Libra 3,759 3,090 21.65% Beaverton City Library 99,298 109,085 36,536 145,621 139,827 4.14% Cedar Mill Community Library 71,999 79,664 32,592 112,256 96,138 16.77% Cooperative Administrative Office 109 105 Cornelius Public Library 2,774 2,702 53 158 223 -29.15% 648 3,350 3,976 -15.74% Forest Grove City Library 19,923 21,755 4,524 26,279 24,761 6.13% Garden Home Community Library 8,637 8,764 3,395 12,159 13,407 -9.31% Hillsboro Libraries: ' Shute Park 36,194 39,433 13,081 52,514 54,805 -4.18% Tanasbourne Branch 72,968 77,262 24,285 101,547 95,482 6.35% External Loans (ILL) 77 497 107 Library Outreach Services 11302 1,084 604 634 -4.73% 270 1,354 1,409 -3.90% Oregon College of Art and Craft 263 355 114 Sherwood Public Library 16469 419 11.93% ,717 21,505 3,703 25,208 19,515 29.17% Tigard Public Library 53,031 58,985 16,048 75,033 65,225 15.04% Tualatin Public Library 27,839 28,787 7,593 36,380 33,121 9.84% Tuality Health Information Resource Center 172 242 57 299 304 -1.64% West Slope Community Library 14,244 14,492 5,412 19,904 17,708 12.40% Totals 428,541 467,600 149,294 616,894 570,044 8.22% FAWILI\Wilireports\jan06 rangrant rpt\2/3/2006 Tigard Public Library '%w Adopted by the Tigard Library Board July 8, 2004 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 parent/legal 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 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. Page 1 of 2 %W Tigard Public Library Adopted by the Tigard Library Board July 8, 2004 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. i I Page 2 of 2 �I , Tigard Public Library Adopted by the Tigard Library Board March 10, 2005 Ve 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 libraryactivities, available under the following the rooms are 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 no one 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 VW 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 Liability 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. I Survey Management Website >February 2006 Library Survey> Tabulated Results Report Page 1 of 2 `wrw Survey Management Website > February 2006 Library Survey > Tabulated Results Report Source: Cityscape, Library (in-house), Spanish, Web Surveys submitted: 1955 Report generated: Thursday, February 16, 2006 - 4:23:10 PM 1.) How often do you visit the Tigard Library? Please view check one. comments 4 or more times a month 1001 51.81% 1-3 times a month 618 31 99% Less than once a month Never 230 11.90%First-time visitor 9 0.47% Total 74 3.83%2.) How old are you? 1932 100.00% 18 or younger view_-comments 296 15.26% 19-25 158 8.14% 26-40 41-60 523 26.96% 61 or older 653 33.66%310 15.98% Total 1940 100.00% 3.) Which of the following services would you use if view offered by the Library? Please check all that apply. comments Fax machine 438 15.87% Color printer 552 20.00% Color copier 620 22.46% Wireless Internet access 716 25.94% Scanner 434 15.72% Total 2760 100.00% 4.) Do you use the Library's self-checkout machine? view comments Yes 0 0.00% No 890 46.67% 1017 53.33% Total 1907 100.00% 5.) Availability of Internet Computers y_ew._comments Excellent Good 606 33.54% 517 28.61% Just OK Poor 112 6.20% Don't Use 8 0.44% Total 564 31.21%6.) Checkout Desk 1807 100.00% view comments Excellent 1152 61.57% Good 599 32.01% Just OK 56 2.99% Poor Don't Use 7 0.37% Total 57 3.05%7.) Reference Desk 1871 100.00% view comments Excellent 968 52.98% http://www.tigard-or.gov/online_services/surveys/manage/lib_feb_survey2006/reports/tab... 2/16/2006 Survey Management Website>February 2006 Library Survey>Tabulated Results Report Page 2 of 2 Good 455 24.90% Just OK 40 2.19% Poor 8 0.44% Dor't Use 356 19.49% Total 1827 100.00% 8.) Children's Room Desk view comments Excellent _666 37.69% Good 231 13.07% Just OK 21 1.19% Poor 6 0.34% Don't Use 843 47.71% Total 1767 100.00% 9.) Library Web Page vi ie 9.) Excellent 5 27.78% Good 6 33.33% Poor 1 5.56% Don't Use 6 33.33% Total 18 100.00010 10.) Is the Library serving your needs? view comments 0 0.00% Yes 1810 97.05% No 55 2.95% Total 1865 100.00% http://www.tigard-or.gov/online_services/surveys/manage/lib_feb_survey2006/reports/tab... 2/16/2006