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03/09/2000 - Packet AGENDAIt I TIGARD LIBRARY BOARD THURSDAY, MARCH 9, 2000. - 7:00 P.M. TIGARD CITY HALL—PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO-ORDER Chapman 2. ROLL CALL: BECK BRAUN CHAPMAN IRWIN KASSON TOLLIVER 3. Introductions. Chapman 4. Approve Minutes of February 10,2000. Chapman 5. Agenda Additions and Deletions. Chapman 6. Call to the Public. Chapman 7. Monthly Report for February 2000. Walker 8. Friends of the Library Report. Burgess 9. CLAB/LDB Report. Walker 10. Library Construction Update. Chapman 11. Library Foundation. Chapman 12. Library Director Recruitment. Walker 13. Polaris Update. Walker 14. Board Vacancy Update. Chapman/Walker 15. Board Communications. All (Reports from Board members on community and citizen activities) 16. Other Business. 17. 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. - __ _,��-.�,.-- -?r±� -- -ppn,=..9,-�;r, - _- - - _r -- - y+_s _ _ -- __ .;r,��.. ,_ ..�„_.-_ - -..i;-_,__-�,-a•.."dio-,go ym Agenda items�for:future�meetings xE. ti R 4 TIGARD LIBRARY BOARD MINUTES February 10, 2000 Call to Order: 7:04 p.m., by Chair, David Chapman. Roll Call: Larry Beck, Anne Braun, David Chapman and Ken Tolliver. Staff: Paula Walker and Connie Martin. Introductions: Joel Woodcock of SERA Architects and citizen Jon Mandaville were introduced to the Board. Minutes: It was moved by Beck, and seconded by Braun to approve the minutes of January 13, 2000. Chapman noted a correction to the minutes. Under the section Library Foundation Discussion, Chapman suggested changing the wording to "Chapman suggested foundation bylaws would need to be established." It was then moved by Braun to make the correction to the • minutes, seconded by Beck. Beck moved to accept the January 13, 2000 Library Board minutes with the correction, seconded by Braun. Motion passed unanimously. Agenda Additions and Deletions: Board will discuss Library Board vacancy during Other Business. Call to the Public: Joel Woodcock of SERA Architects and Jon Mandaville representing the public. Reports: January Monthly Report: The January statistics showed a 16 percent increase over January 1999, which -confirmed staff impressions of a continued growth trend. Other WCCLS libraries are experiencing similar results. Part 1 of a major library furniture reconfiguration took place in January. Parts 2 and 3 are scheduled for February, all in an effort to squeeze out a little more space in the staff workroom and the ERC (Electronic Resource Center). The ERC reconfiguration will also provide more privacy for access to the Internet and more time for patrons to finish projects. The Annual Preschool Fair generated 275 attendees, and the Austin Powers movie night was very popular, with 56 attendees. "Polaris has had frequent downtimes and sluggish response times. . With the 1.4 release in December the system worked most of the month, .but there continue to be intermittent problems with offline circulation transactions. Problems continue with the sequel server, and WCCLS is working on them. Reader's Services staff continues to reassess the library collection. The areas of experimental medicine and geriatrics will be looked at more closely. Of the medical books in the collection, 80 percent have been published in the 1990's and the median age of the collection is 1996. The Volunteer Coordinator and Circulation staff are developing a "buddy system" to ensure adequate training for volunteers and to help them feel welcome. The Adopt-A-Shelf program has been rejuvenated. Volunteers have been recruited to give attention to specific areas of greatest need. Volunteer Coordinator Trish Stormont is also organizing projects to encourage family volunteerism. Friends of the Library Report: President George Burgess reported the Friends are .keeping a low profile on spending in. anticipation of a new library down the road. The Friends continue to receive money from the solicitation letter. All. the Entertainment Books have been sold. The Friends are considering ordering more library magnets in the shape of an open book listing library open hours. The Friends have authorized and support the "Cultural Passes" program that WCCLS is organizing. This program offers six annual passes to museums and other cultural attractions in the Portland area. The estimated cost for each participating member is $443. CLAB/LDB Report: WCCLS staff gave a report on WILL Some problems have been fixed, and some continue to be worked on. The Polaris contract amendment discussions with Gaylord Information Systems and Washington County continue. Release 1.5 is expected Spring 2000, and placing specific holds on the OPAL machines is expected with this upgrade. Each library is receiving county-wide support for the upcoming County-wide Summer Reading Program. Several businesses have also donated free materials for the program. The theme is "Ticket to Tomorrow: Library Express 2000." The number of county-wide cataloged items reached 1 million and 300,000 people have registered for library cards. The Library Director's Board is discussing a public information campaign to take place in September, October and November 2000. This campaign will provide positive publicity on all the services offered by county-wide libraries. The County will hire the Metropolitan Group, a non- profit organization, to develop a strategy for the campaign. The campaign will focus on 1) Increasing the public's awareness of the full range of basic services available, 2) Increasing the number of library users in Washington County and 3) Reaching more newcomers and underserved residents. Ways of measuring the success of the campaign are 1) Counting the library card sign-ups, 2) Measuring the use of specific collections, 3) Surveying the number of newcomers and previously unserved residents coming to the library and 4) Counting the hits to the web page and databases. Library Director's Board approved 'moving ahead With the campaign. Library Construction Update: City Council has directed the Library Expansion Committee to look at ideas and alternatives for the construction of a new library and move ahead with the selection of an architect to assist with site location. With the $900,000 currently.set aside and the possibility of a grant from the Oregon Economic Development Department, the possibility of a new library is reachable. Recruitment of New Library Director: The Library Director recruitment closes February 14th. So far, Human Resources has received 25 applications. City Manager, Bill Monahan will meet with library staff to discuss ideal candidate characteristics. Assessment Center activities will take place March 16th and 17th. Library Board members Larry Beck and Sue Kasson have volunteered to assist with the Assessment Center. Library Foundation Discussion: Chapman distributed some notes on foundation guidelines. Board discussed and will move forward to form a committee. Forming of the actual foundation will take place after the Library Director is hired. Chapman summarized the fund agreement with the Tigard Area Community Foundation. Board discussed details and use of foundation funds. It was suggested that foundation bylaws would state what funds would be used for. Polaris Update: Reported in CLAB/LDB Report. Board Communications: Tolliver.noted that his two children participated in the library lock-in held at the library on February 4th and indicated that his kids enjoyed themselves immensely. Tolliver said that he was very impressed with library services and staff enthusiasm. Other Business: Board discussed the vacancy generated by the resignation of Board member Lonn Hoklin. Sue Koepping, City Volunteer Coordinator, has received five applications for the vacancy. It closes on February 29th. The vacancy should be filled by the April meeting. Adjournment: It was moved by Braun, and seconded by Tolliver to adjourn the meeting at 8:36 p.m. The next meeting is scheduled for Thursday, March Stn MEMORANDUM TO: Bill Monahan, City Manager FROM: Paula M: Walker, Circulati */ er DATE: March 8, 2000 SUBJECT: Library Monthly Report, February 2000 Personnel:. Technical Services hired a temporary part=time Library assistant, Connie Levesque, to help relieve the backlog in the division. She has been fully trained and is working 19 hours a week in receiving and unpacking materials, deleting and withdrawing materials and other processing activities. She is currently being paid by vacancy savings from the.unfilled Division Manager position. The recruitment deadline for a new director ended February 14. We had an extremely good pool of candidates, which were difficult to narrow down to six finalists. Several staff met with the City Manager to share their thoughts about the qualities desired in a new director. At least five staff had performance reviews completed. Polaris: Polaris seemed to perform better than in January, particularly toward the end of the month. Yet, WILINET still experienced too much .downtime. Much of it appeared to be cable-related and not directly related to Polaris. WCCLS received the contract amendment back from Gaylord with few changes. The company did not dispute the Cooperative's request for compensation. They did, however, change the release date for some of the functionality requests—moving some up and others back. Release 1.5 was moved back to June. Gaylord will be sending representatives to the Oregon Library Association Conference in April to provide some training to staff from Polaris libraries. They may also conduct a focus group with staff to discuss what is most needed to improve the system. Library Construction: The Library Expansion Committee selected the BML/Ripley architectural group for the feasibility studies for the new library. They will set up focus groups for staff and the public in April to discuss what is needed in the new library. Technical Services: Technical Services officially took back from Readers' Services the responsibility for withdrawing materials. Readers' Services had taken over the duties awhile ago to help out Technical Services while they tried to tackle the backlog of materials that need processing. In February, Sandra Birkner kept track of the average number of days it takes to complete processing materials from the time they are 1`1 received. In the first weeS the month, the average was 78.. .ays. The last week was 66.3 days. Some of the decrease is attributed to the addition of the temporary library assistant. Sandy has already streamlined the process by eliminating some unnecessary steps in the process, but she reports that they still have a ways to go before they reach their he of 4 weeks. Productivity by staff may also increase due to the fact that three new workstations were set up in the technical services area, which meant that Sandra and Tina now have work spaces with drawers, files and shelves. Lighting remains an area that needs to be addressed. Collection Development: Much of.Readers' Services time was spent on the extensive Collection Development assessment. After initial reluctance about the project, many of the staff commented favorably about it in their reports this month. The staff is eager to see the results in the hopes that the hard data provided will give them a clearer sense of how we should be allocating and expending collection development funds. Because we have run out of shelf space in adult fiction, Kate has undertaken an aggressive weeding effort that involves checking the circulation statistics on books copyrighted in the 1970s and 1980s. In the never-ending domino effect caused by space constraints, however, the current challenge is finding a place to put the weeded items until Technical Services gets a chance to withdraw them. Electronic Resources Center: The physical reconfiguration of the Electronic Resources Center has. resulted in improved service to the public. Not only has the reconfiguration allowed for better traffic flow, we have provided more services at each work station. For instance, access to the Internet has increased from 5 machines to. 11 machines. Readers Services has established time limits on various machines to ensure that a patron needing access to one of our research databases will not have to wait more than 15 minutes. One happy side effect of the move has been the retention of . Chuck Heckman, one of our volunteers who has taught weekly Internet. classes for a long time. Chuck has expressed frustration mainly related to trying to teach at the drop- down Internet tables. After reviewing the new configuration at the Electronic Resources Center, he has agreed to continue teaching classes. Programming: Both the YA/Adult movie night Never Been Kissed and the children's movie matinee The Borrowers were well attended. Kate reported that 49 people attended the YA/Adult night. Eleven were adults who came without kids. To save money, the staff reduced the amount of snacks and bought generic soda. The "kid's flick" drew 24 children and 22 adults, which pleasantly surprised Teresa, since it was a, sunny day. The Library Lock-in had 22 participants. Teresa and Marin, who valiantly stayed all night to chaperone (and looked somewhat the worse for wear the next ,morning) reported that everyone seemed to have a good time. They considered it a success because they never heard any complaints from parents. Library Board member Ken Tolliver said that two of his children attended and had a great time. He spoke highly of the program at the last Board meeting. The February book discu.,61ion group was hosted'by Portlan oet Primus St. John. Copper Canyon Press sponsored the program as part of its efforts to promote poetry. Marin created a new feature on the Teen Web pages called "What to Read" in hopes of getting out the word on some of the new young adult titles. Training: Erik and Tina attended On-Line Northwest. Their reports are attached. Circulation: We were delighted to see that circulation was up 26.4% from February 1999, further adding to our suspicions about the credibility of the circulation stats from Polaris last year. We have geared up our collection efforts again in hopes of retrieving some long-lost items or getting payment for them. We sent out a pre-collection letter to 29 patrons. We are also continuing with the database clean-up, which is updating the status of long overdue, lost or missing items or removing them from the system. The benefits of this clean-up are: a) patrons are not greeted with so many "lost", "long-overdue" and "missing",statuses when they are trying to find a book and b) the librarians have a better picture of what remains in our collection. Using the long overdue reports, Linda has set about 200 items to lost and charged them to the patrons' records. The dollar figure for those items was approximately $1,720. This is one of those processes that Dynix used to do automatically, but that we are doing manually now until Polaris catches up. Volunteers: Twenty-two new volunteers were added to the roster in February. This is a new monthly record, which was previously 15. Trish reports that these newcomers include "a newly retired person who needs to feel productive; the husband of a shelf reader who came in to see what she was doing that was so enjoyable; a Russian immigrant who works at the Beaverton Library but would like to gain new skills in our Technical Services department; a young mother working in the Children's area because she wants to get to know her way around to prepare for when her son starts reading; a PCC student needing to fulfill a 20-hour community service requirement for her philosophy class; a recent graduate of University of Puget Sound with too much time on. his hands, and a former British journalist. Volunteer Type Number Hours Regular Volunteers 79 664.00 Youth Services 20 93.50 Local History 4 59.50 Adopt-a-Shelf 8 30.50 Library Board 4 12.00 Community Service 4 59.50 Friendly Visitors 6 10.00 .Homework Center 7 43.50 Teen Idea Group 4 4.00 Library Expansion. 3 18.00 Total 139 994.50 = 5.7 FTE WUKK INUIUA I UK5 t-tBKUAKY 1000 HzBRUAKY 199Y FEBRUARY 1 Y98 Circulation Total (from WCCLS) 49,579 39,211 51,873 Adult Materials 23,848 Juvenile Materials 28,025 Total 49,579 39,211 51,873 Days of Service 26 25 25 Average Daily Circulation 1,907 1,568 2,075 Hours of Service 260 249 249 Materials Circulated per Hour 191 157 208 Increase in Circulation 26.4% -24.4% 13.5% Materials Added 1,482 930 1,389 Withdrawn 1,658 446 901 Borrowers Registered 306 365 Adult Programs 40 56 138 (Number of sessions) (6) (13) (16) Story Time 180 118 400 (Number of Sessions) (8) (6) (20) Toddler Time 114 103 147 (Number of Sessions) (7) (8) (8) Special Programs 640 472 180 (Number of Sessions) (12) (28) (4) Children's Computer 136 46 N/A Word Processors 301 210 N/A Internet Users 2,140 1,604 794 Visitors (Gate count divided by 2) 17,283 20,387 21,726 Increase in Visitors -6.6% -1.6% 5.1% Fines/Fees Collected $4,419.57 $1,088.59 $4,987.12 Gifts Received $ 0.00 $ 0.00 $ 15.00 No statistical report from'WCCLS was generated.