05/08/2003 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, MAY 89 2003 - 7:00 P.M.
TIGARD PUBLIC LIBRARY—PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Braun
2. ROLL CALL: BRAUN CHAPMAN_ DIAMOND KASSON
LAWTON SMITH THENELL TURLEY
3. Approve Minutes of April 10, 2003. Braun
4. Agenda Additions and Deletions. Braun
5. Call to the Public. Braun
6. Monthly Report for April 2003. Barnes
7. New Library. Chapman
8. Library Foundation. Diamond
9. City Council Presentation—May 20. All
10. Board Communications. All
(Reports from Board members on community and citizen activities)
11. Other Business. All
12. 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.
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TIGARD LIBRARY BOARD
MINUTES
April 10, 2003
Call to Order: 7:03 p.m., by Chair Braun.
Roll Call: Anne Braun, David Chapman, Marvin Diamond, Sue Kasson and Jan
Thenell. Staff: Margaret Barnes and Connie Martin.
Minutes: It was moved by Diamond and seconded by Chapman to approve the
minutes of March 6. Motion passed unanimously.
Agenda Additions and Deletions: None.
Call to the Public: None.
Introduction to Kathleen McHarg: Barnes introduced Kathleen McHarg, the Library's
new Readers Services Manager. Kathleen comes to the library with many years of
public library experience. Most recently, McHarg was the Director of the Sedona Public
Library in Arizona. She was the Director at the San Juan Island Public Library in
Washington and held several positions at the Oregon State Library. McHarg stated that
public libraries are her passion and- she enjoys being involved with them. She also
stated that she feels public libraries really make the community.
Reports: March Monthly Report: Circ. figures were high for March with 63,421
transactions. Sunday hours continue to be busy as well. Friday Night
music was popular with 85 people attending. As part of the Washington
County Reads program, the "Pay It Forward" movie was shown at TPL.
The Reference desk experienced an increase in activity. Since the SAM
timing software was installed on the public Internet access stations, taking
care of computer problems has decreased for the Reference staff. On
April 8, City Volunteer Coordinator Susan Keopping and Library Volunteer
Coordinator Trish Stormont presented City Council with volunteer statistics
and activities. Young Adult Librarian Martha Flotten has resigned her
position effective May 9 to tend to family matters. _.
New Library:
The New Library Resource Team will meet on April 14. SRG Partnership will present
updated renderings in addition to carpet and finishes. The groundbreaking ceremony
will be held Saturday, May 17 at 10 a.m. City staff met with the hearings officer to
review permits and land use issues. The final ruling will be available April 28.
Library Foundation:
Diamond announced that the Michael Allen Harrison concert was very successful; over
235 people attended the concert. Final financial figures are not available yet.
Request for Reconsideration:
Barnes indicated that staff received a Request for Reconsideration form for the
Eyewitness video "The Skeleton." A committee of staff convened to review the video
and discuss the concerns presented by the patron. Barnes distributed a written
response from the Youth Services Specialist, Louise Meyers to the patron. The
Committee agreed to keep the video in the juvenile collection. Staff has not heard from
the patron since sending the letter. Board discussed further.
City Council Presentation — May 20:
Board discussed the format of library information that will be presented to City Council
on May 20. Topics presented will be:
• Commentator—Anne Braun-
Introduction — Sue Kasson
• Reference/Adult programming/Resources — Internet
• Children's programming/Resources
• Circulation/Cultural Passes — Jan Thenell
• New Library— Marvin Diamond
• Closing and thank you for Council's continued support of the library— Sue Kasson
Board discussed dialog and who would present what information.
Board Communications: None.
Other Business:
Barnes mentioned that the first trial month of sending packets via e-mail did not work as
well as planned. For now, the Board agreed to continue receiving packets through the
mail.
Adjournment: It was moved by Thenell, and seconded by Kasson to adjourn the
meeting at 8:29 p.m. Motion passed unanimously.
Next meeting is scheduled for May 8, 2003.
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Servicesi;
,V--
DATE: April 30, 2003
SUBJECT: Library Monthly Report for March 2003
Personnel: Kathleen McHarg, the Manger for Reader's Services began on Monday,
March 24. Martha Flotten, the Young Adult Librarian has submitted her resignation.
Martha's last day will be Friday, May 9. We will all miss Martha's enthusiasm and
commitment. A committee has formed to begin planning the annual Staff In-Service
Day. Linda Parker is the chair of this committee. The day is scheduled for Friday,
August 22.
Technical Services: In March 1,727 items were added to the collection. The average
number of days for items to be cataloged and processed was 26. The fiscal year
average for the number of days for an item to be cataloged and processed is 32 which
is a little above the Division goal. A total of 1,156 items were placed `on order." The
average number of days from order submitted to being placed was .61. The total
number of materials withdrawn from the collection was 1,282.
The testing of Baker & Taylors TitleSource 2 system was completed this month. Based
on this testing and the analysis of the processing/shipping costs it is likely that the
library will continue to use Ingram as the main vendor for fiscal year 03/04.
Reference Desk: Total service interactions set another new record! Reference desk
interactions for March totaled 6,345. Of these interactions, 96% were reference
questions. This is an increase of over 25% from March 2002.
Adult Services: Planning is underway for the Annual Mystery Night. This program is
scheduled for Tuesday, June 3. Also scheduled in May is a second round of Job
Hunting programs presented by Tualatin Workplace Resource Center.
Circulation: Circulation staff processed 481 intralibrary crates this month; an average
of 15.52 crates per day. 61.5% of the holds on the daily hold list were filled, a total of
3,449 items processed to fill holds.
During March 63,421 items were checked out. The Self-Check Machine handled about
5% of these checkouts. We are developing a plan to encourage additional patrons to
use the Self-Check Machine. Circulation for March 2003 was slightly higher than March
2002; 1.63% and 12% higher when compared with March 2001.
Sundays remain the busiest day in terms of checkouts per hours: the average for the
month of Sundays was 358 checkouts per hour. Monday, with an average 211
checkouts and Friday, with an average of 210 checkouts per hour, were the second and
third busiest days of the week.
More patrons came into the library on Mondays than any other day: an average of
2,428 patrons per day.
Community Service: Six individuals performed Community Service hours served in
March for a total of 89.75 hours. Of these six individuals, two were Peer Court and four
were others serving court ordered hours.
Cultural Passes: Thirty new individuals joined the program, and the,passes were used
64 times during the month. The most frequently used passes this month were the Art
Museum, and the Children's Museum. The year-to-date use for the passes is 435 and
lifetime use is 1,173. Clearly, these passes, which are sponsored by the Friends of the
Library, are very popular with our community.
Youth Services: Youth Services programming continues to attract many participants.
A total of 18 programs were offered in March for children with 502 people attending..
For Young Adults four programs were offered with 74 people attending.
The Hispanic Youth Initiative grant was completed this month. The final grant activities
report has been submitted by Martha Flotten to the State Library. This grant received a
very positive review from the State Library peer evaluator.
The annual Read Across America program was one of the special events held this
month. Children enjoyed hearing the Mayor read Dr. Seuss books, and had their
picture taken with the "Cat in the Hat."
New Library: Library and City staff continued to work with the project team to further
define the design of the building. A review of the Design Development documents was
conducted to confirm that-the-project remains within budget and on schedule:---
This month the staff committee continued to plan the Groundbreaking event for the new
library. Groundbreaking is scheduled for Saturday, May 17 at 10:00 a.m. at the O'Mara
gate on the property. The public are invited to come to this event and "get down and
dirty with us." The campaign, "Bricks for Books" is beginning to gain' momentum. The
Friends of the Library and the Library Foundation continue to actively fundraise and
promote the new library to the community.
Volunteers: This month volunteers donated 1,231 hours to the Library. For the month,
these hours represent a slight increase, 2.8% when compared to 2002. Trish also
organized and hosted a very popular Friday Night Music this month, with about 85
people crammed into the Puett Room.
Volunteer Type Number Hours
Regular Volunteers 88 844.00
Youth Services 30 171.50
Boards and Committees* 7 10.50
Friendly Visitors 4 7.50
Other** 6 19.50
Community Service*** 6 94.50
Jesuit Day of Gratitude 19 67.00
(ladder work)**** 3 10.00
Ward 2 Girls Church Youth Grp 5 6.50
Total 168 1,231.00 = 7.1 FTE
* Board and Committees includes Library Board and New Library Resource
Committee
** Other includes Local History, Homework Center and Adopt-a-Shelf
*** Community Service includes Peer Court, Municipal Court and other county
courts, both adult and youth referrals
WORK INDICATORS MARCH 2003 MARCh _j02 MARCH 2001
Circulation
Total (from WCCLS) 63,421 62,404 55,649
(Self-Check machine) 4,241 4,019
Days of Service 31 30 29
Average Daily Circulation 2,046 2,080 1,919
Hours of Service 299 295 286.5
Materials
Circulated per Hour 212 212 194.2
Increase in Circulation +2% 12% +2.6%
Materials Added 1,727 1,422 1,995
Materials Withdrawn 1,282 1,780 615
Borrowers Registered 338 298 359
Cultural Passes Program 435 (YTD) 352 (YTD) 28 (YTD)
64 (Month) 50 (Month) 7 (Month)
Adult Programs 155 95 149
(Number of sessions) (6) (11) (26)
Preschool Story Time 118 303 37
(Number of Sessions) (2) (8) (2)
Little People Storytime 165 41 48
(Number of Sessions) (4) (2) (2)
Special Programs 129 358 300
(Number of Sessions) (5) (12) (9)
Children's Computer 100 140 120
Word Processors(stand alone) 188 255 327
Intemet Access Station Users 6,387 5,329 3,463
Hours of Use 2,499 N/A N/A
Typewriter Users 8 28 N/A
Visitors
(Gate count-, by 2) 26,455 26,399 22,192
Increase in Visitors +.02% +19% +1.6%
Fines/Fees Collected $5,642.02 $5,328.53 $4,411.49
Gifts Received $ 0.00 $ 0.00 $ 0.00
WORK INDICATORS PRIL 2003 APRIL 200. APRIL 2001
Circulation
Total (from WCCLS) 56,345 58,087 48,825
(Self-Check machine) 3,155 4,470
Days of Service 30 30 27
Average Daily Circulation 1,878 1,936 1,808
Hours of Service 299 299 271.5
Materials
Circulated per Hour 188 194 180
Increase in Circulation -3% +19% +8%
Materials Added 1,472 1,531 1,762
Materials Withdrawn 1,791 1,242 761
Borrowers Registered 303 319 321
Cultural Passes Program 475 (YTD) 392 (YTD) 6 (Month)
40 (Month) 40 (Month)
Adult Programs 99. 111 18
(Number of sessions) (4) (7) (3)
Preschool Story Time 342 523 157
(Number of Sessions) (5) (14) (9)
Little People Storytime 338 80 126
(Number of Sessions) (7) (5) (8)
Special Programs .94 107 266
(Number of Sessions) (3) (6) (11)
Children's Computer 66 132 141
Word Processors(stand alone) 163 198 291
Internet Access Station Users 6,359 5,421 3,467
Hours of Use 2,530 N/A N/A
Typewriter Users 5* 10 N/A
Visitors
(Gate count . by 2) 24,649 24,977 21,123
Increase in Visitors -1% +18% +15.4%
Fines/Fees Collected $5,788.18 $5,597.26 $5,408.92
Gifts Received $ 0.00 $ 0.00 $ 0.00
Typewriter usage—4/1-4/5 was the only week recorded.