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03/10/2005 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, MARCH 109 2005 - 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_ KASSON_ KELLY LIDMAN SMITH THENELL TRESTIK TURLEY 3. Downtown Task Force Julia Hajduk with City Planning Dept. 4. Approve Minutes of February 10,2005 Turley 5. Agenda Additions and Deletions Turley 6. Call to the Public Turley 7. Monthly Report for February 2005 Barnes 8. Strategic Plan Update-Timeline Barnes 9. Approval of Policies: Turley - Study Room Use Policy - Library Borrowing Policy - Cell Phone Policy 10. Discussion of March 15 Joint Meeting with City Council Turley 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. >..., .,.,4 2i'$i 4a 'h..,- =sS,: .,r;,•,:•.r.,.-z,w Yro• ;q,$....1...::n,a. e.��, a»:7.a"," iN€; >: :.:Y.a�'s>c`rr�:° =dl':•;[';�"� ,7 �F "'.�, .a.;�'"„'r' :'s:E ",'=F '^a;a.< ,fir:,.,,1<'y"• .r j; rZ;s i�� HA: enda. terrsx`for'-foto.erne tin 's;x F.;�..:,•, V - ty�, moi:•' ri->,.,•x,,,,... .� gg '.!, ,moi•, `£',: e-y"rs :a'f't'j�y�'�: � ,.S,:a.:,G.f, .-.� `"'.e-^�-. .y. • a v s. E yx 'alaA' ti's-'�?�,'•? ';`� ani,-�i".' k, ,,,��`+;: -"•:2�.., I9^"•;ice:"r• yS•, r:P•. ,'��' ��•;;'' SKS', TIGARD LIBRARY BOARD MINUTES February 10, 2005 Call to Order: 7:01 p.m. Roll Call: Marvin Diamond, Sue Kasson, Brian Kelly (arrived at 7:06pm), Ruthanne Lidman, Jan Thenell (left at 7:54pm) and Suzan Turley. Staff: Margaret Barnes and Connie Martin. Minutes: It was moved by Smith and seconded by Thenell to approve and accept the minutes of January 13, 2005. Motion passed unanimously. Agenda Additions and Deletions: None Call to the Public: None January Monthly Report: Barnes confirmed that beginning March 6, the library will reopen Sundays from 1-5 p.m. to the end of the fiscal year. The library will also be open on Easter. The library will wait to see how the budget turns out if Sunday hours will continue past June 30. The library's annual patron survey will run from February 7- 19. The patrons were offered a question on the survey about additional hours and where they would like to see the additional hours added. WCCLS/CLAB Update: Barnes stated that the reimbursement formula allocations for the 2005/06 budget year were received today. The Tigard Library will receive roughly $1,100,000 from the County for operations. This is a decline in revenue as a result of the failure of the levy. CLAB will table district discussions and will focus on public input on services being provided. WCCLS is working with a firm to plan a phone survey of Washington County residents in the spring on what the public likes and dislikes about services at public libraries throughout Washington County. Information will be gathered and depending on input, a second survey may be conducted a few months later. Review of Policies: Study Room Use Policy: The Board reviewed and made minor changes to this policy. It was moved by Thenell and seconded by Kelly to approve the Study Room Use Policy and send it to the City Attorney for review. Motion passed unanimously. Library Borrowing Policy: The Board reviewed additions to the policy stating patrons will be entitled to a refund minus the processing fee if materials are returned within 60 days. Board discussed policy and when the 60 days would begin. It was moved by Kelly and seconded by Kasson to approve the Library Borrowing Policy and send to the City Attorney for review. Motion passed unanimously. Cell Phone Policy: The Board reviewed and discussed the Cell Phone Policy and the plans for signage of the policy. A few changes were made. It was moved by Kasson and seconded by Thenell to approve the Cell Phone Policy and send it to the City Attorney for review. Motion passed unanimously. Strategic Plan Update: Barnes stated that library staff is now working on the five service responses identified by the citizen group. Library staff renamed the responses to service priorities and they are: 1) Commons (library serves as community center point for public, group study, research) 2) Cultural Awareness (changing demographics of Tigard) 3) Current Topics and Titles 4) General Information (general resources) 5) Information Literacy (skills and ability to find what a patron needs, helping people be self-sufficient. Barnes confirmed with the Board that they were in agreement that the identified service priorities continue to be the ones the library should focus on for the next five years. A publication date is expected in April. March 15 Joint City Council Meeting: The Board will meet with City Council on March 15 for their annual meeting. The Board discussed topics they would like to present to City Council. After lengthy discussion, it was decided the Library Board highlight the overall operations of the library, give an update on the annual patron survey, life-long learning update and Strategic Plan update. Board Communications: Lidman noted a general comment that she was surprised by a figure presented in the January 19, Oregonian article on Oregon Progress Board Survey that indicated only 42%of people surveyed used the library in the past six months. Other Business: None Adjournment: The meeting adjourned at 8:06 p.m. The next meeting is scheduled for March 10, 2005 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. WORK INDICATORS -EBRUARY 2005 FEBRUAR`, )04 FEBRUARY 2003 Circulation Total (from WCCLS) 59,980 55,317 54,782 (Self-Check machine) 4,533 2,581 2,959 Days of Service 24 28 27 Average Daily Circulation 2,499 1,976 2,029 Hours of Service 216 236 264.5 Materials Circulated per Hour 278 234 207 Increase in Circulation +8% +1% +.07% Materials Added 1,546 1,441 1,790 Materials Withdrawn 1,090 1,163 1,031 New Borrowers Registered 538 446 308 Cultural Passes Program 316 (YTD) 422 (YTD) 371 (YTD) 44 (Month) 58 (Month) 48 (Month) Adult Programs 170 35 113 (Number of sessions) (8) (2) (6) Preschool Story Time 127 165 245 (includes Pajama Time) (Number of Sessions) (4) (4) (4) Toddler Time 240 62 287 (includes Book Babies) (Number of Sessions) (4) (2) (8) Special Programs 128 158 338 (Number of Sessions) (6) (7) (9) Children's Computer N/A 62 89 Word Processors(stand alone) N/A 130 155 Internet Access Station Users 6542 4,234 4,587 Hours of Use 4502 1,708* 1,106 Typewriter Users N/A 12 7 Visitors (Gate count _ by 2) 29,631 23,209 23,303 Increase in Visitors +28% -.004% -3% Fines/Fees Collected $6,244.85 $5,580.31 $4,889.17 N/A-Have not begun counting these machines as of this date. * Due to a technical problem,three stations'usage did not record for 5-7 days. A Tigard Public Library Adopted by the Tigard Library Board May 13, 2004 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. • Reservations will be held for up to 15 minutes after the reservation beginning time. Tigard Public Library Adopted by the Tigard Library Board May 13, 2004 • 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 abeve 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 May 13, 2004. Tigard Public Library Adopted by the Tigard Library Board December 4, 2003 Library Borrowing Policy Borrowing periods, limits, renewals and reserves Borrowers must have a valid library card to check out materials. (A driver's license or other appropriate identification may be used on occasion if the card is . forgotten, but should not be used as a permanent substitute for the actual library card.) In order to provide for the efficient and equitable circulation of materials, the library sets the policies regarding length of loan for various materials; limits on the number of items that can be borrowed; renewals and reserves. a. Equipment disclaimer The library assumes no responsibility for damage caused to a borrower's audiovisual or computer equipment. b. Length of loan The Tigard Public Library sets the borrowing period for all materials borrowed and reserves the right to set limited loan periods for particular types of material. Tigard Library will honor borrowing periods set by other loaning libraries. c. Limits Limits may be placed on the number of items checked out per patron in order to give access to library materials to a greater number of patrons. d. Renewals Items may be renewed for up to two (2) renewal periods. Items that are on a waiting list for other patrons may not be renewed. Items may be renewed through the online catalog, by presenting them at the circulation desk, or by phone. Items long overdue are set to lost status and may not be renewed. e. Holds ,Reserves) Patrons may have up to 50 hold requests. Tigard Public Library allows most circulating materials to be placed on reserve. IV. Fines, fees and replacement charges I:\LIB\Library Polices and Procedures\Draft Policies\Ready for Library Board 2-13-05\Borrowing Policy- DRAFT Oct 04.DOC Page 1 of 2 Tigard Public Library Adopted by the Tigard Library Board December 4,2003 Library material is loaned without charge for a defined loan period. Material retained past the loan period is subject to overdue fines. Tigard Public Library charges overdue fines in order to encourage library users to return materials for use by other patrons. Patrons are charged fines for material that is overdue, beginning the first day after the due date. Fines are not charged for days that the library is closed. The charge for lost or damaged material is the replacement cost of the item plus the processing charge. The processing charge is intended to help offset the labor and materials cost involved with processing a replacement item. If a patron has paid for a lost Tigard Public Library item and recovers and returns the item in good condition within sixty days, he/she will be entitled to a refund for the price of the item, minus any other charges. Charges are not assessed for minor damage or general wear and tear. Charges will be assessed for damage beyond normal use and that is obviously the patron's responsibility. This includes items that are marked, cut, wet, moldy, scribbled on, chewed, melted, have foreign materials on them, or missing parts that affect the use of the item. Items that are damaged and need to be withdrawn from use will be charged the full price plus processing charges. Items that are damaged in a way that will shorten the useful life of the item but that can still be used will be charged up to one-half the price of the item. Patron account charges must be paid within one year of assessment and remain below $5-.99 $10.00 total in order to remain in good standing. Borrowing privileges for accounts that are not in good standing will be suspended until the charges are paid. Patron accounts with at least $25 in fines or lost material charges may be turned over to a collection agency 49 days after the due date. Accounts referred to a collection agency will be assessed an additional fee to cover the agency cost. Tigard Library charges overdue fines and processing fees according to the fine structure of Washington County Cooperative Library Services (WCCLS). These charges are detailed in Borrowers Schedule of Charges. Adopted by the Tigard Library Board December 4, 2003. I:\LIB\Library Polices and Procedures\Draft Policies\Ready for Library Board 2-13-05\Borrowing Policy- DRAFT Oct 04.DOC Page 2 of 2 Tigard Public Library CELL PHONE POLICY The Tigard Public Library provides an environment conducive to study and welcoming to all users. Further, the Tigard Public Library is dedicated to providing access to knowledge and information through reading, writing and quiet contemplation, and providing for patrons that right to use materials and services without being disturbed or impeded. Therefore, the use of cell phones and similar wireless communication devices is not permitted within the Tigard Public Library by public or staff, except in designated areas: • Main Lobby of the building where the coffee bar is located • Staff Room • Meeting Rooms/Study Rooms (groups using these rooms may set their own guidelines) and • Any area outside of the building Inappropriate use of such devices is considered disruptive behavior. This policy will be enforced under the Library's Patron Guidelines. The Library reserves the right to ask patrons to leave the building if they are using cell phones in restricted areas or disturbing others in any area of the librar building. T 1 aYA 7"tS Suri a s aye ac at e rary. or now. .. , y (Soapboxes are guest opinions from our. SQA.PBQX on'locked doors. ' readers, and anyone is welcome to write one . To determine which hours to close,we Margaret Barnes is library direcior for the evaluated'how the library is used each day of MA:RGA.RET BARNES city of Tigard) the week.We also studied the results of our May,;The funding needed to operate the 2004 patron survey-:The community's top Beginning March 6,the murmur of fami- _ library'*'is unrelated tp the funding from the . two priorities for open hours then were. lies reading together,the tap-tap-tapping on . . " .bond measure.to construct the new building. evenings and Saturdays.We considered those computer keyboards and the rustle of turning By law,fund's from the.bond measure may preferences when we adjusted.our.hours in pages will once again fill the Tigard Library only be used for construction-related expens-. August. on Sundays. Since the new library opened in - es;not for operational costs.During,the 2002 Since closing on Sundays;however;we August"it has been closed on Sundaysnew library bond have received We made that difficult decision.when the measure campaign, many comments library's funding was.reduced'.after the coun-:,.:',we.lielieved-there . .•.,, ';. „. «t„ i.,s ; ,_:i.. fi u- om the co :.tywide operational libiary'le�y.did"notpass �woitldbe adequitte h` ,..,,,. , .;st . city:Some;patrons. :-E in May 2004;We are:now'able:to reopeifbn" . fundingfor opera= `` " e' - have toTct'us that Sundays only,because of the generosity of tions when the deCISIOn tU -- Sundays were fam- .Grace Tigard Houghton's family.Theyhave. library opened in ily days at the allowed us to use a small portion of the August 2004. Close On Sunda library.Others .: remainder of her bequest fund for Sunday We were.opti- _ •have indicated that hours until June 30., mistic that the waS not'a trade'Off Sundays are the We have received numerous appreciative countywide opera- only days they can comments about the look and feel of the new tional levy wouldfor a lar[jer`fibra . It Wag ., get to the library. library.The community appears to be pleased succeed because. J .Reopening.on with the building they paid for but not Washington Sundays can be .pleased about the Sunday.closure. County voters had a dlreCt reSuit Of the . attributed to a. A sign in front of the library states; supported most . fact that the Ievy combination of `Because the countywide library. levy did not previous library '1 generosity and pass in May,the library is.'closed on levies.' e library democracy.The did not pass Sundays."A few patrons have.taken issue typically.receives y'� generosity of the with that statement.It is apparent from their 50 to 60 percent of Tigard family will comments that some confusion.surrounds the its funding from in May. provide the needed Sunday issue. the"county.. funding temporan- The sign outside the library is factual. Just as the sign ly.The City Whether,or not we opened a new library,we announced the Sunday closures because.the- Council heard the voice§.of the`eommuriity likely would still have reduced hours,given. countywide levy did not pass,the new sign 'and approved the proposal. the outcome.of the 2004 conn_tywide•library announcing that we will.be open Sundays What.will happen after June 30?We don't levy.After a similar measure failed in, will also,explain why—because of the gen- know yet.The number of hours the.library . November 2002,Tigard Library;like several erosity of the Tigard family., -will be open will be determined,during the other libraries in the county,reduced hours in. The decision to close.on Sundays was a city's annual budget process.We will gather July,2003.When the second levy did notpass' difficult one.We have a beautiful new library statistics on usage during the next four in 2004,we again reduced hours: that"the community voted.for.We want them months to help decide which hours will bene- The decision to close on.Sunday was nota to enjoy their facility.We are riot in the busi- fit the most people. trade-off fora larger library,It was a direct ness of turning away.patrons.It is hard to see In the meantime,welcome back to result of the fact that the levy did not pass in people walk away disappointed after tugging,. Sundays.at the Tigard Library. 0 Umde'Sa' mneedsto �hel solve school::f uncles. (Soapboxes are guest opinions " funds plus billions to fight the would not be.getting shorted by. S4A) BQ . from our readers,and anyone is war,why can't we find the.. these complexes also. . . welcome to write one..Donnamoney we need for our children It is.time-for us to put an end Nesbitt lives in the Meager EINNA. ESELT F to have a decent.education? . . to having to fill the loopholes area) coming from these complexes The federal government caused by this federal law that are not having their share paid by should pay the local counties the - eaves.us holding the bag. Why are schools having a the landowners.The result is that amount of taxes these complexes. I worked for Tigard-Tualatin financial crisis?The.answer is schools are•forced to cut pro- would be paying;That would. schools for`22 years,and I have. A14 ■ February 24, 2005 The Times ■ TT p lax' rry e reopened . on Sundays ! I ' The council authorizes the use of library to be open on Sundays,according Adding four man of them to use the li " i funds from the Grace Tigard to Margaret Barnes,library director. Y . bmry. Many (people) have hours on Sunday The council voted 4-1 to use bequest Houghton bequest to add Sunda - On Jan. 25, Dames recommended to - "would"'bring the funds to keep the library open on y the City Council that it authorize adding total number of Sundays. �' p -`hOUTS through June the additional hours.andpaying for them Confused the fund needed�for with apart of the Houghton bequest. hours the library is City Councilor Sally Harding said that By BARBARA SHERMAN Voters in May 2002 approved a $13 operations in. order the keep the library open open to 58 hours per . she was concerned about using bequest Of the Times minion bond measure.to purchase,land week, still consider- funds that had been designated for.con- and onstruct the library, With llle funding needed to -Construct able less than the 69 struction, noting that previously,bequest TIGARD The Tigard Public and because the �� hours per week it funds had been used to'keep the library g $14.3 million projectcamein$1 million the neW building Library will reopen on Sundays begin- under budget,funds were left over from LIQ � was open in 2001- open more hours. ring March 6 and remain open seven g 02, Barnes told the "I'm concerned that money has been ! P the Houghton bequest. council.Jan.25. spend`on(remodeling)the Permit Center ! days a week at least until the end of June:. The council on Tuesday authorized a ! Funding to keep the library open ori, «budget' amendment to spend about Many (people)' and on Wall Street extension studies but Sundays will come from a bequest left by $26,000 of the $800,000 Houghton Mar aret Barnes" have confused the .not on (keeping the library open)," she Grace Tigard Houghton to the library for be to keep the library. open four g fund needed for said. a:readin room j g hours on Sundays. Tigard library director operations in order Mayor Craig Dirksen countered, Sunday.hours were eliminated when the keep the library "This is less than optimum use of the' j "Whether or not we remain open on determine which times benefit the major- open with the fund-, bequest money, but the family agreed. the new library opened in August because Sundays after June 30 will de end u on t•of .the failure of, the May 2004 p p ity of our users. ing needed to construct the new,build- The bond money can,only be used for Washington County Cooperative Library the 200e ho budget process," Barnes According to Barnes,a library serving mg," she added. "It is most unfortunate . construction, and we didn't need to use ` p azY said. We hope to gain important.statisti- Ser .ices levy cal information about Sunda us a dur- Tigard s service area population of that just when the city opened a news the bequest funds. So money is available r:' The public has been Askin for the Y g 62,000 should be opena. minimum of 60 library strongly supported by Tigard vot= for chis. For that reason;I'm in favor of P. g ing the next few months that will help us hours per week. ers,it has become more inconvenient for it." Presidents Day PublicOmni . NOTICE OF PUBLIC HEARING Notice is hereby given that the City Council, for the City of Sherwood,Oregon will conduct a public hearing on Tuesday,March . 1, 2005, 7:00 PM at the Sherwood Police. Facility, 20495 SW Borchers Drive, Sherwood, Oregon on the following matter. I. PA 04-03 Sign Code Amendment (Recommended by