03/09/2006 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, MARCH 9, 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 February 16,2006 Turley
4. Agenda Additions and Deletions Turley
5. Call to the Public Turley
6. Monthly Report for February 2006 Barnes
7. WCCLS Update Barnes
8. Joint Meeting with City Council Discussion All
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
TIGARD LIBRARY BOARD
MINUTES
February 16, 2006
Call to Order: 7:01 p.m.
Roll Call: David Burke, Marvin Diamond, Brian Kelly, Ruthanne Lidman (alternate),
Cecilia Nguyen and Jane Smith. Staff: Margaret Barnes and Connie Martin.
Minutes: A correction was noted under Monthly Report to read "the top three goals City
Council will focus on are revising . . . instead of"is revising." It was moved by Kelly and
seconded by Diamond to accept the minutes of January 12, 2006 as corrected. Motion
passed unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Monthly Report for January 2006: Barnes distributed copies of the Circulation
Management Overview information from WCCLS. As it indicates, Tigard Library
continues to see an increase in circulation in the double digits. Data gathered from the
library's service activity in January indicates Internet usage continues to be very active
with 11,358 users. The technology room is now open on Sundays. Barnes mentioned
the City is participating in the International City/County Management Association (ICMA)
performance measures data collection. The information gathered from Tigard and other
cities will gauge efficiency and usage as well as compare service delivery with other
jurisdictions. For libraries, it will evaluate Internet usage, reference transactions,
circulation and programming provided to the service population. Barnes distributed
copies of data received to date from the library's annual survey. Comments gathered
will be compiled and made available to the Board. Results will also be posted on the
library's web page.
Policy Review: At the Board's request, the City Attorney reviewed the Library Card
Policy and the Study Room Use Policy and had no questions with the policies. Kelly
moved to accept the Library Card Policy and the Study Room Use Policy as written and
reviewed by the City Attorney and to forward to City Council for approval, seconded by
Smith. Motion passed unanimously.
Wireless Access Update: Barnes has spoken with Gary Ehrenfeld, the City's
Information Technology Director and he has indicated the contract for wireless access
at the library is ready to be signed and awarded to Mountain Network for the installation
of the wireless network. EC Company, who wired the entire library, will also be
responsible for the wiring of the network. Patrons will access by using their library
cards.
Call for Artists Proposal: The City has a published "A Call for Artists" for the library.
The City is seeking proposals for flat art in the form of handwoven tapestry or paintings
for the wall at the Entry Point. The budget for this project is estimated at $10,000.
Proposals are due March 24.
Joint Meeting with City Council: The Library Board is scheduled to meet with City
Council on April 18 for their annual meeting. Barnes stated that in the budget process,
the library is requesting a half-time librarian in cataloging, a half-time library assistant in
circulation and an increase in collection development. Suggestions on topics for
Council were:
- annual survey
- importance of maintaining the quality of services given the level of activity
- highlight various areas of the collection
- discuss statistics
- get reacquainted with the services provided by the library
- discuss wireless access
There will be further discussion at the March Board meeting.
Board Communications: None.
Other Business: None.
Adiournment: The meeting adjourned at 7:51 p.m.
The next meeting is scheduled for March 9, 2006 at 7:00 p.m. in the Conference Room
at the New Tigard Library, 13500 SW Hall Blvd.
II
III
MEMORANDUM
TIGARD
TO: Craig Prosser, City Manager
FROM: Margaret Barnes, Director of Library Services
RE: Library Monthly Report for January 2006../
DATE: March 2, 2006
Personnel: Cheryl Silverblatt, the Division Manager for Readers Services announced her retirement;
her last day was Friday, February 3, 2006. 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: January was an extremely busy month! The second highest monthly checkout ever
with 75,033 checkouts recorded. This is second only to the highest checkout ever of August 2005,
with 75,391 checkouts. Checkouts in January were 15%higher than those in January of 2005. A
total of 560 new patrons were registered during the month. Total visitors to the library was 34,479
for the month which means the overall average number of people visiting the library per day was
1,149.
The average per hour checkout for the month was 298 items. The highest checkouts per hour were
on Sundays with 460 checkouts per hour. Seventy percent of all renewals were accomplished by
patrons. The Self Check machine use totaled 5.8% of total checkouts.
Cultural Passes: Cultural Passes were checked out 55 times this month. The Art Museum was the
most popular destination for the month. All the passes were used this month except the Oregon
Garden and the Pittock Mansion.
Community Service: In January six people served 42.25 hours. Peer Court individuals worked
37.5 and Community Service Court ordered worked 4.75.
Technical Services: During the month of January 1,431 orders were placed and 2,137 orders were
received.
2,241 items were added inan
J uary as compared to 1,808 in January of 2005. The total
items added in FY 2006 are 16,117; 5,021 more than FY 2005, an increase of 45%. The number of
materials withdrawn rose again to 907. 765 bibliographic records were created in Polaris. The
average number of days required to place orders was 2.4. The average number of days to catalog an
j
item was 35.
Adult Services: The new downloadable audio-book program: "Library2Go"was launched this
month. Patrons are able to access this service through WILNET. The library is in the process of
designating two workstations that will have the ability to down-load titles. This service is currently
only compatible with Mp3 players.
Adult services staff with the assistance of volunteer,Peter Amanatidis continue to provide computer
classes to the public. This popular series had 92 people attend classes this month.
Strategic Plan: One major General Information activity was implemented this month. E-mail
reference was instituted this month. Cheryl and Victor Soares worked together to modify an
existing form from the King County Library. Email questions are already being received.
The other areas of the strategic plan are moving ahead with implementing various activities to
respond to the various identified service responses.
Reference Desk: Total service interactions at the main reference desk for the month were 5,333.
Of these.interactions 2,735 were reference questions. Answering reference questions accounts for
51% of the total service interactions at the main reference desk.
Internet Public Computer Use:
Total hours of public computer use: 8,671
Total users: 11,358
Timed stations: 65
Study Room Use: 77 uses in 30 service days.
Youth Services: Storytimes resumed this month after taking a break over the holidays. The Teen
Library Council and the Young Adult Book Discussion Group both began this month. This month
was also the busiest month for reference questions at the children's desk since July of 2005. Youth
Services provided 39 various programs this past month. A total of 1,173 people attended these
programs.
Volunteers: This month 169 volunteers donated 1,286.5 hours to the library which translates to an
additional 7.4 FTE for the month. Two Peer Court coordinators joined the volunteer ranks this
month. They are available for teens on Tuesdays and Thursdays. The requests from young people
needing to do hours of community service are increasing.
Volunteer Tyne Number Hours
Regular Volunteers 105 1008.50
�I
Youth Volunteers 10 98.50
Library Board 5 5.00
Friendly Visitors 5 10.00
Adopt-a-Shelf 6 15.00
Community Service* 8 45.00
Key Club 22 66.00
Youth Services 8 38.50
Total 169 1286.50 = 7.4 FTE
* "Community Service" includes Peer Court, Municipal Court and other county
courts,both adult and youth
referrals.
WORK INDICATORS JANUARY 2006 TANUAR '005 JANUARY 2004
Circulation
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 237 226 240
Materials
Circulated pet Hour 313 289 233
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.
R ■
MEMORANDUM
NDUM
TO: Craig Prosser, City Manager
, arFROM: Margaret Barnes, Director of Library Service.
RE: Library Monthly Report for February 2006
DATE: March 9, 2006
Personnel: Cheryl Silverblatt, the Division Manager for Readers Services announced her retirement;
her last day was Friday,February 3, 2006. 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: The library continues to experience significant increases! This month checkouts
totaled 59,.980 which was an increase of 13.7%when compared with February of 2005. This was
accompanied by an increase in the number of visitors of 6.1% over February 2005 and this year we
are not open on Thursday mornings.
Average checkouts per hour for the month were 310; this is the second highest average after January
2006. The highest checkouts per hour were again on Sundays with 438 checkouts per hour,
followed closely by Saturday with 422 checkouts per hour.
The average gate count per hour was highest on Sundays,with 187 patrons per hour. Overall, the
average number of patrons through the gate per hour for the month was 143. The overall average
number of patrons through the gate per day was 1,123.
Sixty-eight percent of all renewals were accomplished by patrons. The Self Check machine use
totaled 5.8% of total checkouts.
Cultural Passes: Cultural Passes were checked out 54 times this month. The Art Museum and the
Children's Museum were the most popular destinations for the month.
Co_ mmunfty Service: In February 11 people served 118.75 hours. Seven Peer Court individuals
worked 86.5 and four Community Service individuals worked 32.25 court ordered hours.
Technical Services: During the month of February 1,835 orders were placed and 1,609 orders
were received. 1,917 items were added in February as compared to 1,546 in February of 2005. The
total items added in FY 2006 are 18,034, 5,392 more than FY 2005,an increase of 43%. The
number of materials withdrawn rose again to 1,163. 589 bibliographic records were created in
Polaris. The average number of days required to place orders was 1.38. The average number of
days to catalog an item was 37.
Three new volunteers joined Technical Services in February: Caroline Moore and Laura Eckstein
will do book processing, and Cheryl Funke will do lost materials withdrawals.
The 2004 adult magazine issues were moved to the Readers Services storage room and the 2005
issues were moved to the new plastic files cases. The moving was done by volunteers under Sandra
Hughes' supervision with direction from Sandy Birkner.
Adult Services: On February 15 the library hosted a jazz program in celebration of African-
American Heritage Month. Jazz vocalist Marilyn Keller sang and spoke about the importance of this
musical genre in American History. Marilyn was accompanied on keyboard by Grammy-nominated
:musician,Janice Scroggins.
On February 22,author Sharan Newman spoke to a crowd of over 100 people about her book"The
Real History Behind the Da Vinci Code." Audience members enjoyed listening to her presentation
which focused on this still-popular tide. The turn out for this program was excellent! Mary Bush
did a stellar job of promoting this program to our community. We are grateful to the Friends of the
Library for funding Ms. Newman's visit.
Adult services staff,with the assistance of various volunteers, offered nine computer classes this
month. This popular series had over 100 people attend classes this month. Total programs offered
this month by Adult Services were 12 with 266 people attending.
Reference Desk: Total service interactions at the main reference desk for the month were 4,75.1.
Of these interactions 2,402 were reference questions. Answering reference questions accounts for
51% of the total service interactions at the main reference desk.
Internet Public Computer Use:
Total hours of public computer use: 7,811
Total users: 10,100
Timed stations: 65
Studer Room Use: Study Room Use: 80 uses in 27 service days.
Youth Services: The month kicked off with the"Journey into Narnia" program,which drew 120
children in grades 2 through 6. Besides the staff efforts to organize this program, 24.5 volunteer
hours also contributed to the huge success of this program. The Super Tuesday event featured Nii
Ardey and Ekome,who treated the audience to music and dancing from Ghana, as well as talking
about African influences on American music and culture. Youth Services offered 31 various
programs this past month that were attended by 837 people.
Volunteers: This month 205 volunteers donated 1,328.5 hours to the library which translates to an
additional 7.7 FTE for the month. Two large events occurred in February. Americorp volunteers
worked at the library on the morning of February 4 and a shelving work party managed to
accomplish a tremendous amount of work on February 10 even though the lighting conditions were
less then optimal.
Sow
Volunteer Tyne Number Hours
Regular Volunteers 103 993.00
Youth Volunteers 6 29.50
Library Board 6 6.00
Friendly Visitors 3 2.00
Adopt-a-Shelf 4 9.00
Community Service* 11 113.00
Group Events 72 176.00
Youth Services 0 0.00
Total 205 1328.50 = 7.7 FTE
* "Community Service" includes Peer Court, Municipal Court and other county
courts, both adult and youth referrals.
WORK INDICATORS FEBRUARY 2006 FEBRUAR*tye05 FEBRUARY 2004
Circulation
Total(from WCCLS) 68,224 59, 55,317
(Self-Check machine) 3,950 4,553333 2,581
Days of Service 28 24 28
Average Daily Circulation 2,437 2,499 1,976
Hours of Service 220 216 236
Materials
Circulated per Hour 310 278 234
Increase in Circulation +14% +8% +1%
Materials Added 1,197 1,546 1,441
Materials Withdrawn 1,163 1,090 1,163
New Cards Issued 446 538 446
Cultural Passes Program 525(YTD) 316 (YTD) 422 (YTD)
55 (Month) 44 (Month) 58 (Month)
Adult Programs 266 170 35
(Number of sessions) (12) (8) (2)
Preschool Story Time 461 127 165
(includes Pajama Time)
(Number of Sessions) (10) (4) (4)
Toddler Time 0 240 62
(includes Book Babies)
(Number of Sessions) (0) (4) (2)
Special Programs 320 128 158
(Number of Sessions) (15) (6) (7)
Children's Computer N/A N/A 62
Word Processors(stand alone) N/A N/A 130
Internet Access Station Users 10,100 6,542 4,234
Hours of Use 7,811 4,502 1,708*
Typewriter Users N/A N/A 12
Visitors
(Gate count-by 2) 31,446 29,631 23,209
Increase in Visitors +3% +28% -.004%
Fines/Fees Collected $8,364.54 $6,244.85 $5,580.31
* Due to a technical problem,three stations'usage did not record for 5-7 days.
N/A—Have not begun counting these machines as of this date.
FEBRUARY 2006
Management Overview - Circulation
Total Total CheckOuts Prior Year Percent
Library CheckIns CheckOuts Renewals & Renewals Checkout Total Change
Banks Public Library 3,269 2,967 878 3,845 2,864 34.25%
Beaverton City Library 95,829 98,684 35,789 134,473 129,214 4.07%
Cedar Mill Community Library 68,994 70,013 29,607 99,620 93,362 6.70%
Cooperative Administrative Office 98 89 56 145 165 -12.12%
Cornelius Public Library 2,665 2,272 830 3,102 4,076 -23.90%
Forest Grove City Library 19,678 19,451 4,958 249409 22,070 10.60%
Garden Home Community Library 9,398 8,959 3,573 12,532 13,442 -6.77%
Hillsboro Libraries:
Shute Park 35,613 34,684 13,803 48,487 51,803 -6.40%
Tanasbourne Branch 70,979 69,432 25,166 949598 88,174 7.29%
External Loans (ILL) 79 552 12 564 322 75.16%
Library Outreach Services 1,372 1,147 225 1,372 1,270 8.03%
Oregon College of Art and Craft 620 759 229 988 997 -0.90%
Sherwood Public Library 19,382 19,196 5,435 24,631 17,787 38.48%
Tigard Public Library 51,439 51,991 16,233 68,224 59,980 13.74%
Tualatin Public Library 27,215 27,274 6,905 34,179 31,553 8.32%
Tuality Health Information Resource Center 232 223 67 290 280 3.57%
West Slope Community Library 13,371 13,199 5,000 18,199 17,221 5.68%
Totals 4209233 420,892 148,766 569,658 534,580 6.56%
F:\WILI\Wilireports\feb06 rangmnt rpt\3/8/2006
Tigard Public Library Circulation
Records
11 .1
Last updated March 2, 2006
Most new cards made in a month: 856 new cards made
August 2004.
Highest gate count in a month: 34,810 March 2005.
Highest Checkouts per month to date:�,,August 2005 with
75,391 checkouts.
Second highest January 2006 with 75,033 checkouts.
Highest Checkouts per day: 4,153 checkouts on Monday,
June 15, 1998—Kickoff to Summer Reading program.
Second highest checkouts per day: 3,946 checkouts on
September 7, 2004, the day after the Labor Day holiday.
Highest Self Checkout use/month since Polaris
implementation: September 2004 with 5,619 checkouts.
Highest Checkouts per hour (total checkouts/hours
open): January 2006 with 312.6 checkouts per hour.
H:\Stats and information for reports\Records\Tigard Public Library Circulation
Records.doc
.++m:
TIGARD PUBLIC LIBRARY
13500 SW Hall Blvd
Tigard, Oregon 97223
Room Use in the Library
History
POLICY
The Tigard Public Library provides meetingand stud tom space sow
P �.at�the resources
of the Library and the activities of our community,� y be brought togethefhe public
meeting rooms are provided for the benefit of allnd may b used by organiton °and
individuals, as the space is available. The Library, otlleCitybiess, and govemental
agencies have priority room use. The Library also hasrooms that are for Library and
City of Tigard Department use only.
RULES
.wx.
User functions may not disrupt Libra act'-;ties.,,tiP n' `ie Library Director or
designee may terminate ction thatisve to Library's operations.
Room users are prp1ii4*d from gstin or dis�u
except with permission g g materials in the Library building
P p ,. braz �t�ff. Seethe 1�_ts and Distribution of Materials Policy
and Procedur 4
detaile cid acures.
Policies d procedur charge eser�vations and use vary by room and are briefly
des cri elow. For mo '. formate "see specific room policies.
Rooms a
le to th'&ublic:
44
Community Roo" ef, ommunity Room has a capacity of 160 and is available for rental
Monday-Sunday from0 am-10:00 pm. Reservations are available through the City of
Tigard's Room Reservation Coordinator. See Community and Conference Room Use in the
Tigard Public Library for more information.
Conference Room: The Conference Room has a capacity of 25 and is available for rental
during regular Library business hours. Reservations are made through the City of Tigard's
Room Reservation Coordinator. See Community and Conference Room Use in the Tigard
Public Library for more information.
ROOM USE IN THE LIBRARY
TIGARD PUBLIC LIBRARY ROOM USE IN THE LIBRARY
Study Rooms:The Library has three small study rooms available for individuals or groups
of up to six. Rooms are available free of charge.Reservations are required and are made
through the Library. See Study Room Policy for more information.
Restricted Use Rooms:
Grace Tigard Houghton Reading Room: In addition to its primary use as a reading
room, the Houghton Room may be used for Library,Library-sponsored, and other City
Department programs and meetings only.
jp
po-
Mary M. Puett Room:The Puett Room is used primarily foruth Services programs and
occasionally for Library and other City Department programs flr egtings. At the discretion
of the Youth Services Supervisor, this room maybe used bother� f? in partnership
with the Library.
Technology Room:The Technology Room is usd for Library programs aary and
City Department training only. `
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ROOM USE IN THE LIBRARY 2
The Governance of Oregon Public Libraries: 2006
Consolidated county libraries administered ■
by counties.(11)
Consolidated county libraries administered •
by a special or county library service district.(4) ■
Consolidated county library administered by a city 0 ,, ■
under contract with a county library service district.(1) ■
❑■ Libraries administered by cities and serving an ::: ■
entire county under contract with a county.(2) ■
■
Eil :k"
Libraries administered by cities.(85) i: ;'•-€ •
■ + ,
Libraries serving areas smaller than a county ■■ ■
administered by special library districts.(13) ■ F
Libraries administered by school districts.(4) • ■�
Libraries administered by non-profit
F13] corporations receiving funds under ■
contract with a county or district.(4)
Special library district contracting with city
libraries for library services to district
residents.(1) x
® Cooperative library systems administered by:
1)counties(in Clackamas,Washington,
Wallowa Cos.)(3)
2)community college district(in Polk,Marion
Cos.and in portions of Linn and Yamhill Cos.)(1) "
3)special library district(Umatilla Co.excluding
Hermiston)(1)
4)county service district(Coos Co.)(1). Note:The number in parentheses in the key refers to the number of libraries in that category.
The total number of legally-established public libraries in March,2006 was 13 1.
Oregon State Library
318106