01/13/2000 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, JANUARY 13, 2000 - 7:00 P.M.
TIGARD PUBLIC LIBRARY - PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER - Chapman
2. ROLL CALL: BECK BRAUN CHAPMAN HOKLIN
IRWIN KASSON TOLLIVER
3. Introductions. Walker
4. Approve Minutes of December 9, 1999. Chapman
5. Agenda Additions & Deletions. Chapman
6. Call to the Public. Chapman
7. Monthly Report for December 1999. Walker
8. Friends of the Library Report. Burgess
9. CLAB/LDB Report - No meeting in December. Walker
10. Library Foundation Discussion. Chapman
11. Library Expansion Update. Chapman
12. Interim Management of the Library. Walker
13. Recruitment of New Library Director. Walker
14. Polaris Update. Walker
15. Board Communications. All
(Reports from Board members on community and citizen activities)
16. View American Library Association Video: "Americas Libraries Change Lives."
17. Other Business.
18. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL CONNIE MARTIN
OR PAULA WALKER AT THE LIBRARY (684-6537), IF YOU ARE UNABLE TO
ATTEND.
TIGARD LIBRARY BOARD
December 9, 1999
MINUTES
Call to Order: 7:05 p.m., by Chair, David Chapman.
Roll Call: Anne Braun, David Chapman, Lonn Hoklin, Nancy Irwin, Sue Kasson and Ken
Tolliver. Staff: Melinda Sisson and Connie Martin.
Minutes: It was proposed by Chapman to make the language change to Board
Communications stating "the original contained language not suitable for
children" and to change the adjournment time to 8:55 p.m. Hoklin moved we
correct and approve the minutes with changes stated, seconded by Kasson.
Motion passed unanimously.
Agenda Additions and Deletions: Director will respond to concerns raised by "Tremors"
movie showing. Response will be given after Monthly Report.
Call to the Public: None.
Board Communications: Kasson shared her experience with the Cannon Beach Library.
When requesting the phone number and hours, she learned the Library voted not to have
a phone and not to have set hours of operation.
Chapman questioned timeliness of overdue notices. Director indicated she will look into
at what point the notices are generated after the overdue is recorded and report back to
the Board.
Reports: November Monthly Report: Stephanie Winter joined the Circulation staff this
month, filling the remaining library assistant vacancy. Director announced
her resignation as the Tigard Public Library Director as she will be relocating
to the San Francisco Bay area. Her last day is December 22, 1999. The
new Polaris version 1.4 is ready for field-testing before it is implemented to
the public. Staff members Linda Parker and Amy Emery will participate in
the testing. Installation should take place in December. Director expressed
satisfaction with the Polaris contract amendment with Gaylord. It has been
presented to Gaylord and contract negotiations continue with Gaylord and
Washington County. The contract will need to be finalized to initiate version
1.4 specifications by January 15, 2000. Libraries are now able to request
statistical reports from Polaris.
The Adult Reading Program was a great success. Several authors were
present to give book talks. Several staff members and volunteers prepared
a tremendous food display, and many people expressed their enjoyment of
the program. Hoklin commented that the Adult Reading Program is a major
undertaking that generates a tremendous workload for staff involved that is
well worth the visibility and the connection with the community. Some staff
members underwent surgeries this month, but are now back to work. The
attached article highlights the Forest Grove expansion that is under way.
Response to "Tremors" Movie Night:
Marin Younker, the Young Adult Librarian, has said that the original intent with movie
nights was to attract middle-and high-school aged kids. The Teen Group selects the
movies and had noticed immediately upon starting the movie night that they were
attracting entire families. The Teen Group is reviewing its movie selection process to
cater to families with ratings no higher than PG-13. The library does not rate movies, and
efforts are under way to make sure ratings are well advertised.
Friends of the Library Report: The Friends assisted with the Adult Reading
Program by providing the grand prize and last-minute prizes. They have sent
out their annual solicitation letter and have already received donations. The
Friends are not spending much of their funds. They have approximately
$19,000 designated to certain materials and approximately $20,000 of non-
designated funds set aside. They will be creating a new category on the
donor board. Space will be provided for donations of $10,000 or more.-
Chapman attended the Friends meeting to -discuss the Library Foundation
options: Tigard vs. Oregon Community Foundation.
The library expansion was also discussed. Three Request for Proposals were
received, and it was decided by the Library Expansion Committee to extend
the deadline to December 21, 1999. Burgess stated he attended the City's
Budget Committee meeting on December 14t' to discuss the library
expansion. The Friends had decided not to sell Entertainment Books this
year. A box was accidentally sent to the library, and staff started selling them
and have sold almost the entire box. The next Friends' meeting is scheduled
for January 6, 2000 at 3:00 p.m.
Further Discussion of the Library Foundation:
The Board discussed the Library Foundation proposal in further detail A decision will be
made on what type of organization will represent the library's funds. Board expressed an
interest to move forward with a decision on which way to proceed. The Board will
continue their discussion at the January or February 2000 meeting.
CLAB & PARC Report: The CLAB and LDB reviewed the video "America's
Libraries Change Lives" (a historical background of libraries in this country).
Director enjoyed the video and will be showing it to library staff on
December 17th and invited the Board to view it as well. Plans are still under
way to relocate WCCLS offices in February 2000. AT&T has not yet finished
with fiber cable installations. Fiber cable was tested with the Polaris system,
and there appeared to be no significant improvement in the network. AT&T
has hired a consultant to review findings with the use of fiber cabling. New
circulation statistics are still shy of 50,000 per month, but are slowly
increasing. It was found that Polaris gathers information differently than the
previous Dynix system. Library Directors Board discussed highlighting
positive services libraries provide.
Library Expansion Committee Report:
Director highlighted the revised schedule. The Budget Committee will meet on
December 14th to discuss the project budget. The Conference and Tour is scheduled for
December 7th and the deadline to submit a proposal is December 21St at 2:00 p.m.
Architect interviews are scheduled for January 22nd. The design phase of the project
should begin Spring 2000 with a Fall 2001 grand opening.
Define New Budget Process:
Director reported the City's budget process will include the Outcome Measures process.
City staff started the budget process by addressing the desired outcomes and what is
needed to achieve the outcomes and the goals identified and how the library staff will
accomplish the goals. The Outcome Measures process helps analyze what the library is
accomplishing. In January 2000, staff will work on narratives for its accomplishments and
capital needs.
Election of Vice-Chair:
Chapman submitted a nomination to elect Braun as Vice-Chair. Braun accepted. Hoklin
moved by acclamation to accept Braun as Vice-Chair of the Tigard Library Board,
seconded by Irwin. Motion passed unanimously.
Other Business: r
Chapman expressed interest in adjourning the meeting to acknowledge and celebrate
Director's departure.
Adjournment: It was moved by Irwin, and seconded by Hoklin to adjourn the meeting at
8:55 p.m. Motion passed unanimously.
h:\docs\connie\board\brdmin.doc
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4
CITY OF TIGARD
TO: Library Board OREGON
FROM: Paula M. Walker, Circulation Mana 9
Tigard Public Library
DATE: January 6, 2000
SUBJECT: Board Communications
I will be the liaison to the Library Board until a new Library Director is selected. I am
looking forward to meeting those of you whom I do not know. Liz Newton, assistant to the
City Manager, will attend the first meeting to discuss the interim management of the
Library. Attached is the agenda for the January 13th Library Board meeting. If there are
any additions, deletions or corrections, please mention them at the meeting.
If you have issues for the Board Communications portion of the meeting, could you
please bring them to my attention before the meeting? I would like to research them
before the meeting, so that the Board can have more complete information on which to
base its discussions. If you could let me know about any issues by Tuesday,
January 11th, that should give me time to research them. Thank you.
Attachment
13125 SW Hall Blvd., Tigard, OR 97223 (503)639-4171 TDD (503)684-2772
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Paul'all�!Talker, Circulation Manager
DATE: January 12, 2000 -
SUBJECT: Library Monthly Report, December 1999
Personnel: The biggest news on the personnel front in December was the resignation
of our director. Much of the month was devoted to setting up an interim management
structure during the recruitment process for a new director. We have developed a team
management approach, whereby several library staff will take on major projects and
report to Liz Newton, who will act as a library facilitator during this time.
We also assisted Human Resources with the recruitment process. The recruitment was
posted in mid-December with an application deadline of February 14`h. It was
advertised in several key national library publications, as well as those in the Pacific
Northwest.
Reader's Services hired four on-call reference librarians and will begin training them in
January. I, too, am scheduled to receive Reference training this month.
Circulation interviewed four candidates for the part-time night/weekend lead worker
position. Two top candidates emerged, but both declined our offers because they took
other jobs. We have reopened the recruitment and hope to have the position filled in
February.
Several temporary personnel changes have been made during this interim period to
better meet our staffing needs as various staff take on some of the director's duties.
Polaris Update: Release 1.4 was installed with minimal disruption and glitches. New
features include the ability to print patrons' records, a function that patrons requested a
great deal. The new release also gave us the ability to print receipts for payments and
slips for items on hold. Patrons may now also print out items from the OPACs.
We had a few panicky moments when Linda and I came in January 1" to see how
Polaris fared during the Y2K rollover. Neither of us could log on. We were relieved to
learn the next day that it was a cable problem. WCCLS reported that Polaris was down
a total of 924 minutes in December. Of that, 240 minutes was planned downtime in
order to install Release 1.4. Amy Emery and Linda Parker helped WCCLS test and de-
bug the release before it was sent out to the libraries.
Programming: Because of the holidays, the Library had a limited schedule of,both
adult and children's programming. Nevertheless, 12 people attended our ever-popular
Internet classes, and 16 people attended classes on investing and money
management. A total of 54 participants were involved in young adult programs,
including 35 who attended the Homework Center.
We continued to receive written praise and thank-yous from happy participants in the
Adult Reading Program. A few are attached.
The highlights of the Children's programs were the Mitten Tree and the "It's for the
Birds" craft program. Participants helped decorate the Mitten Tree with hats, scarves,
mittens and gloves, which were then donated to the Good Neighbor Center. A total of
70 items were taken to the homeless shelter. The "It's for the Birds" craft program
showed kids a simple way to make winter bird feeders, with pinecones and peanut
butter. This was the first time we had scheduled a program for the week between
Christmas and New Year's. A total of 70 kids and adults attended. Looks like it filled a
need during Christmas vacation.
Collection Development: Since December is traditionally, a slower time for patron
traffic, we were able to focus attention on the collection. Mara has assigned the
librarians sections of the collection. Mara reported that the Collection Development
Manual is about 80 percent complete. Each librarian has developed a section of the
manual, which will provide guidelines for selection and retention. Reader's Services
has also requested an inventory report of our non-.fiction holdings.
Database Clean-up: Linda Parker was named our reports coordinator, and she has
been ordering reports of missing, lost, claimed returned items and other orphans in an
attempt to clean up our data base. Reader's Services staff have been poring over the
Missing reports to determine which ones should be withdrawn and/or reordered. We
speculate that many of the items achieved their "Missing" status during the Polaris
rollover. We plan to compile the total cost of these items.
Technical Services: Technical Services was busily cataloging to whittle down the
ever-present backlog. While Acquisitions placed orders for 949 items. We also
received 869 items that had been ordered. Dianne Byrne and Sandy Birkner
completely cataloged the Described Videos collection (87 videos). Described videos
are videos with voice-over descriptions for blind and visually impaired individuals.
Miscellaneous: This month Kathy Smith wrote: "I continue to be impressed by the
flexible spirit and excellent work ethics I observe among the Adult Services librarians.
In spite of what sometimes feels like a never-ending pattern of chaos..., this team just
keeps on pulling together and seeing that the public is served." I would echo those
sentiments and extend them to the entire library staff, who always impress me with their
adaptability, creativity and willingness to do what it takes to get the job done.
Volunteers: Trish purged the volunteer database to more accurately reflect our current
volunteer roster. She also made arrangements to update our donor board. She
matched two new Friendly Visitors to patrons, but sadly, four Friendly Visitors were
dropped due to death or severe illness. She also worked with a teenage volunteer to
develop a very helpful training tool for our 35 different collections.
Volunteer Type Number Hours
Regular Volunteers 76 645.00
Youth Services 24 94.50
Local History 1 4.00
Adopt-a-Shelf 2 3.00
Library Board 6 16.00
Community Service 3 83.00
Friendly Visitors . 2 4.50
Homework Center 8 35.50
Teen Idea Group 2 2.00
Total 124 887.50 = 5.1 FTE
WORK INDICATORS DECEMBER 1999 DECEMBER 1998 DECEMBER 1997
Circulation
Total (from WCCLS) 39,721 46,464
Adult Materials 22,818
Juvenile Materials 23,646
Total 46,464
Days of Service 26 28 28
Average Daily Circulation 1,528 1,659
Hours of Service 268 287 279
Materials
Circulated per Hour 148 167
Increase in Circulation 17.1%
Materials
Added 1,311 769 1,371
Withdrawn 972 1,179 2,439
Borrowers Registered 212 N/A
Adult Programs 28 43 41
(Number of sessions) (9) (12) (10)
Story Time 0 43 0
(Number of Sessions) (0) (1) (0)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 192 95 134
(Number of Sessions) (8) (8) (4)
Children's Computer 134 37 N/A
Word Processors 219 57 N/A
Internet Users 1,871 1,385 648
Visitors
(Gate count divided by 2) 16,166 18,102 18,014
Increase in Visitors -11.0% 2.01% 31.5%
Fines/Fees Collected $3,119.16 $1,196.93 $4,308.53
Gifts Received $ 0.00 $ 0.00 $ 0.00
No statistical report from WCCLS was generated.
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Dear.• Paula and Everyone on the Library Staff -
Thanks to you , every visit to the TPL is , a pleasure .
All year , we ar.•e entertained and educated by books
and films you provide . Problems are solved , our•
l -ttre granddaughters learn to draw, read , write
and behave, recipes ar.•e tried and we travel and
exper-•ience a zillion adventures - all thanks to
treasures on your shelves and your assistance .
May 2000 A . D. bring blessings to you all .
Sincerely ,
Bob and Judith Kent and Family