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09/08/2005 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, SEPTEMBER 8, 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 KELLY_ LIDMAN_ NGUYEN SMITH THENELL TURLEY 3. Approve Minutes of July 14, 2005 Turley 4. Agenda Additions and Deletions Turley 5. Call to the Public Turley 6. Visit from Foundation Representative Barbara Peterson Turley 7. Monthly Report for July and August 2005 Barnes 8. Review Policies: Barnes - Library Bill of Rights - Freedom to Read - Exam Proctoring Guidelines - Library Use Guidelines 9. WCCLS Barnes 10. Library Operations Barnes 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. x4�',.,.xxzS Y•✓„ ��, °� e�"�� ���kS+� £ q y-:.43v,=S�i�s,Y�g�'..s -d Y.,z,< s'M,o ' ...> s:3 ar u,t,-r ,, ,eeeh' Y, :,.y; y. .,-S,'�:. fi�'�wm -^. ,,� ;p.,?.,{.✓t ��.3�wf� Y"v .�5 �4 5.:y<. <�a f "34'-,:-p:"."., ,Lf--x,. >rr F- '� al� vx A. a " .;'S�: ✓"tea= S i �e.f>.,s >.;..,>,>-i,.-,y.,=!.,y::=:>`s,_.v. <,,..,, ,,,:_„�,,,;,;,,,, ;,,,-.;�,a,,.,.;v+:'..:..r'...u, F>,35°. 'r3�?",.,,=', &'':h`.•-' _ ..t,'A„i :;x• z-,.,'�. �5;'..E�;';,,.<;S; ,x>.,3.-?:�:-,,'., a"i=-S: ”'�;'a'fn{i R^;�r',,;.s',�^¢:;,'••,.. .,:�. :rti^.*��r <.3+> r h:\docs\connie\h'b-a TIGARD LIBRARY BOARD . MINUTES July 14, 2005 Call to Order: 7:00 p.m. Roll Call: David Burke, Brian Kelly, Ruthanne Lidman (alternate), Cecilia Nguyen, Jane Smith, Jan Thenell and Suzan Turley. Staff: Margaret Barnes and Connie Martin. The Board welcomed new Library Board member Cecelia Nguyen. Election of Officers: Turley opened nominations for the Chair and Chair Pro Tem positions. Thenell nominated Suzan Turley to continue the role of Chair and David Burke to continue the role of Chair Pro Tem, seconded by Kelly. Turley opened the nomination for discussion. Turley and Burke accepted the nominations and continue in their current roles. The motion passed unanimously. Minutes: It was moved by Burke and seconded by Smith to accept the minutes of June 9, 2005. Motion passed unanimously. Agenda Additions and Deletions: Barnes will provide the Board with additional information about the Friends of the Tigard Library and the Library Foundation. Call to the Public: Newest Board member Cecelia Nguyen described her interest in participating on the Library Board and her background on becoming an attorney. The Board and staff introduced themselves and provided background information. Monthly Report for June 2005: June was another record-breaking month for circulation. Circulation was up 25% over June 2004. The last Sunday in June represented 352 cires per hour. The Cultural Pass program continues to be very popular. Overall technical services statistics indicate an increase of 47% of new materials added to the collection and 35% increase or 5,000 items ordered from last fiscal year. Over 200 patrons have registered for the Adult Reading Program and received book bags provided by the Friends of the Library for participating. The Children's Summer. Reading programs have been very well attended with over 250 people at the OMSI Altered States event and 150-200 at the Arthur Asthma program. The Teen program has over 200 kids signed up; the most ever. Strategic Plan Update: Barnes presented the Board with a draft matrix document for tracking progress of the activities for the objectives identified in the Five-Year Strategic Plan document. Staff will continue to fine-tune the document and periodically present the Board with progress reports on the objectives and activities. Policy Review: The Board discussed the Reference Services Policy. There were .a few questions raised by the Board regarding clarification on reference standards of inquiries and the timeline of answers from staff to the public. Barnes indicated that staffing issues will be discussed to accommodate the public on feedback from staff. Barnes will forward to appropriate staff and report back to the Board. WCCLS: An article was distributed to the Board regarding Washington County seeking a 2006 operational levy. It is unclear if a levy will be placed on the ballot in 2006. There continues to be discussion on the funding outlook for WCCLS if a levy is not approved. The*Cooperative Library Advisory Board (CLAB) continues to discuss the governing structure of WCCLS. The Library Director's Board (LDB) is reviewing and requesting clarification on the statewide licensing agreement that is'being pursued. This agreement will allow patrons access in downloading audiobooks via the Internet at their local library with the local library paying a portion of the statewide bill. Tigard Library is hesitant to use collection development funds for this service. More information will follow. Library Budget and Operations: Barnes mentioned that in May the City's Budget Committee approved the library's budget without the requested 1.5 FTE positions. Barnes then stated that this could affect the library's open hours and that the library could possibly see a reduction in hours. Barnes and library managers have discussed at length, conducted gate counts, usage statistics and monitored Internet activity. With the high interest of retaining the weekend hours, the library management team is considering the implementation of a reduction in hours starting after Labor Day. The proposal is to open at 1:00 p.m. on Thursdays, instead of 10:00 a.m. Library staff will provide publicity for the public. After discussion, the Board was in agreement on the recommendation by Library staff to open at 1:00 p.m. on Thursdays. Board Communications: Brian Kelly represented the Board on the City's Citizen Involvement Committee. He noted that the Committee is in the process of developing its goals, and fine-tuning their mission statement. The basic responsibility of the group is to assist the City in communicating with the citizens of Tigard. The Board briefly discussed conducting an August meeting. The Board typically does not hold an August meeting. Therefore, it was moved by Kelly and seconded by Burke to not meet in August and instead meet on September 8. Motion passed unanimously. Other Business: The Board discussed inviting the Library Foundation to the Board's September 8 meeting and inviting the Friends of the Library to the Board's October 13 meeting. Barnes announced that the Library turns one year old in August and the library will hold a celebration for this honor. The celebration will take place Saturday, August 20 from 1- 4 p.m. There will balloons, cake and music, all provided by the Friends of the Tigard Library. Staff will provide publicity about the event. Adjournment: The meeting adjourned at 8:15 p.m. The next meeting is scheduled for September 8, 2005 at 7:00 p.m. in the Conference Room at the New Tigard Library, 13500 SW Hall Blvd. WORK INDICATORS JULY 2005 JULY 217,._x, JULY 2003 Circulation Total (from WCCLS) 72,306 31,573* 57,031 (Self-Check machine) 4;666 1,533* 3,593 Days of Service 30 15* 30 Average Daily Circulation 2410 2,105* 1,901 Hours of Service 240 137* 262 Materials Circulated per Hour 301 231* 218 Increase in Circulation N/A**** N/A* -10% Materials Added 2170 1,093* 1,550 Materials Withdrawn 900 213* 1,387 New Cards Issued 554 208* 292 Cultural Passes Program 108 (YTD) 39 (YTD)* 76 (YTD) 108 (Month) 39 (Month)* 76 (Month) Adult Programs 66 0 22 . (Number of sessions) (10) (0) (1) Preschool Story Time 140 70* 311 (includes Pajama Time) (Number of Sessions) (3) (2)* (5) Toddler Time 0 61* 115 (includes Book Babies) (Number of Sessions) (0) (4)* (3) Special Programs 1421*** 377*** 661 (Number of Sessions) (23)*** (6)*** (14) Children's Computer N/A 11** 103 Word Processors(stand alone) N/A 7** 91 Internet Access Station Users 6,641 2,735** 5,669 Hours of Use 4770 1154** 2165 Typewriter Users N/A 0** 8 Visitors (Gate count-, by 2) 31,698 N/A* 23,753 Increase in Visitors N/A**** N/A* -9% Fines/Fees Collected $7,060.88 $2,743.71* $6,060.58 * Figures reflect the library's remaining days of operation from July 1-July 16,2004. ** Computers were only available July 1-July 15,2004 due to library relocation. *** Includes Summer Reading Programs. **** Cannot make direct comparison. WORK INDICATORS AUGUST 2005 AUGUST 2^r)4 AUGUST 2003 Circulation Total (from WCCLS) 75,391 57,948 53,218 (Self-Check machine) 4,396 5,130 3,162 Days of Service 31 30 31 Average Daily Circulation 2,432 1,932 1,717 Hours of Service 262 234 262.5 Materials Circulated per Hour 288 . 248 203 Increase in Circulation +30% +9% -10.9% Materials Added 2,640 1,812 1,228 Materials Withdrawn 1876 768 1,029 New Cards Issued 521 856 281 Cultural Passes Program 199(YTD) 76 (YTD) 157 (YTD) 91 (Month) 37 (Month) 81 (Month) Adult Programs 60 0 60 (Number of sessions) (7) (0) (1) Preschool Story Time 232 0 44 (includes Pajama Time) (Number of Sessions) (5) (0) (1) Toddler Time 0 0 85 (includes Book Babies) (Number of Sessions) (0) (0) (2) Special Programs 675** 726* 330 (Number of Sessions) (12) (5) (7) Children's Computer N/A N/A 111 Word Processors(stand alone) N/A N/A 89 Internet Access Station Users 7,787 4,877 5,909 Hours of Use 5843 2298 2187 Typewriter Users N/A N/A 7 Visitors (Gate count -, by 2) 33,814 30,037 22,580 Increase in Visitors 13% 33% -7% Fines/Fees Collected $7,756.39 $4,823.45 $5,400.21 * New Library Opening events. ** Includes Summer Reading Program activities. Tigard Public Library Endorsed and reaffirmed by the Tigard Library Board September 9, 2004 Library Bill of Rights The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services. I. Books and other library resources should be provided for the interest, information and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background or views of those contributing to their creation. II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval. III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas. V. A person's right to use a library should not be denied or abridged because of origin, age, background or views. VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Adopted June 18, 1948. Amended February 2, 1961, and January 23, 1980, inclusion of"age" reaffirmed January 23, 1996, by the ALA Council. Endorsed and reaffirmed by the Tigard Library Board, September 9, 2004. Tigard Public Library Endorsed and reaffirmed by the Tigard Library Board November 18, 2004 The Freedom to Read The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove or limit access to reading materials, to censor content in schools, to label "controversial' views, to distribute lists of "objectionable" books or authors and to purge libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to counter threats to safety or national security, as well as to avoid the subversion of politics and the corruption of morals. We, as individuals devoted to reading and as librarians and publishers responsible for disseminating ideas, wish to assert the public interest in the preservation of the freedom to read. Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to recognize propaganda and misinformation, and to make their own decisions about what they read and believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be "protected" against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression. These efforts at suppression are related to a larger pattern of pressures being brought against education, the press, art and images, films, broadcast media and the Internet. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government officials. Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with controversy and difference. Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is almost the only means for making generally available ideas or . manners of expression that can initially command only a small audience. The written word is the natural medium for the new idea and the untried voice from which come the original contributions to social growth. It is essential to the extended discussion that serious thought requires, and to the accumulation of knowledge and ideas into organized collections. Tigard Public Library Endorsed and reaffirmed by the Tigard Library Board November 18, 2004 We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures toward conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and our culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making ,it possible for the readers to choose freely from a variety of offerings. The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand .firm on. these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights. We therefore affirm these propositions: 1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority. Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept that challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist idea at birth would mark the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we believe but why we believe it. 2. Publishers, librarians and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated. Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase- of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what-one can read should be confined to what another thinks proper. s r. P Tigard Public Library Endorsed and reaffirmed by the Tigard Library Board November 18, 2004 3. It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author. No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish that draws up lists of writers to whom it will not listen, whatever they may have to say. 4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression, To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters values differ, and values cannot be legislated; nor can machinery be devised that will suit the demands of one group without limiting the freedom of others. 5. It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous. The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for others. It presupposes that individuals must be directed in making up their minds about the ideas they examine. But Americans do not need others to do their thinking for them. 6. It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to public information.. It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society individuals are free to determine for themselves what they wish to�read, and each group is free to determine what it will recommend to its freely associated members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic,society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive. Further, democratic societies are more safe, free, and creative when the free flow of public information is not restricted by .governmental prerogative or self-censorship. Tigard Public Library Endorsed and reaffirmed by the Tigard Library Board November 18, 2004 7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good one, the answer to a "bad" idea is a good one. The freedom to read is of little consequence when the reader cannot obtain matter fit for that reader's purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity for the people to read the best that has been thought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principle means of its testing and growth. The defense of the freedom to read requires of all publishers and librarians the utmost of their faculties, and deserves of all Americans the fullest of their support. We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of the written word. We do so because we believe that it is possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may mean the dissemination of ideas and manners of expression that are repugnant to many persons. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours. This statement was originally issued in May of 1953 by the Westchester Conference of the American Library Association and'the American Book Publishers Council, which in 1970 consolidated with the American Educational Publishers Institute to become the Association of American Publishers. Adopted June 25, 1953; revised January 28, 1972, January 16, 1991, July 12, 2000, June 30, 2004, by the ALA Council and the AAP Freedom to Read Committee. A Joint Statement by: American Library Association Association of American Publishers The Media Institute National Coalition Against Censorship National PTA Parents, Families and Friends of Lesbians and Gays People for the American Way Student Press Law Center The Thomas Jefferson Center for the Protection of Free Expression Endorsed and reaffirmed by the Tigard Library Board, November 18, 2004. DRAFT Tigard Public Library _Proctoring Examinations Statement of Policy Statement of Purpose With the increasing number of students participating in distance learning, the demand for proctoring services is rising. The Tigard Public Library is pleased to offer proctoring services for written examinations to members of the public under the following conditions and circumstances. Parameters of Service A. While library staff will make every effort to meet the individual needs of the student, their primary obligation is to meet the information needs of the . public. If proctoring an examination interferes with these basic duties, this service may not be available. B. The Tigard Public library reserves the right to decline proctoring services in situations where the testing institution's guidelines do not coincide with the library's service guidelines or with this policy. C. There is currently no charge for this service. The Library proctors examinations for academic institutions such as universities and colleges as well as exams for professional licenses such as the real estate brokers test. D. Because privacy and relative quiet cannot be ensured, at this time, the Tigard Public Library does not offer proctoring services for online examinations. E. Proctored examinations are administered by a staff member through acceptance of the test at the library so it cannot be studied ahead'of time, answering questions from the student or institution and mailing the test to the institution to ensure it is not tampered with once it has been completed. Tests and examinations are not monitored with a staff member present during the taking of any portion of the test. F. Students should come to the library prepared to take the test or examination with any supplies or materials which may be required. Postage and/or copying fees are the responsibility of the student. Tigard Public Library Adopted by the Tigard Library Board November 18, 2004 LIBRARY USE GUIDELINES The Tigard Public Library expects patrons of all ages to exercise social responsibility in the use of the library. Appropriate behavior ensures that all customers are able to use the public library for their information, education and entertainment needs. Please be considerate of others as you use this library and observe the following guidelines: • Treat other patrons and staff with courtesy and respect. • Quiet conversation, please. Prolonged conversations, in person or by phone, are allowed only in the study rooms, lobby or any other areas specifically designated for such use. • Cell phones are to be used in designated areas only. - Main Lobby of the building where the coffee'bar is located - Meeting Rooms/Study Rooms (groups using these rooms may set their own guidelines) and - Any area outside of the building • Children 10 years or younger shall not be left unattended by their responsible adult guardian (ORS 163.545). • Respect furnishings and equipment by using them appropriately. . . Respect other users' privacy. • Food and drink are permitted as described in the Food and Beverage Policy. • Food is permitted in the Courtyard, Entryway and Community Room. • Drinks are permitted in unbreakable, spill-proof containers that have sip-through lids. - • Water must be in unbreakable, screw-top bottles. • Please use personal audio devices with headphones on low volume. • Please park bicycles, skateboards, etc., outside. • Patrons must wear shoes and shirt while in the library building. Library staff members are required to speak to those who may need a reminder of these guidelines. Our goal is to help everyone have an enjoyable, successful library visit. Persons who violate certain provisions of State or local laws while on library premises may be excluded from the premises, and/or have their library privileges revoked for up to 90 days. Adopted by the Tigard Library Board November 18, 2004. x Tigard Public Library Adopted by the Tigard Library Board May 13, 2004 Tigard Public Library Exhibit and Display Policy The Tigard Public Library welcomes exhibits and displays. Exhibits and displays in the Library offer a means for public expression by individuals and groups in the community as well as enrich the Library by allowing it to serve in a community forum role. The purpose of this policy is to provide fair and consistent standards for the use of exhibit areas in the Library, thus ensuring appropriate use of these spaces in a manner that is consistent with the library's other service objectives. The Library welcomes the use of the display areas by the public, with priority given to the residents of Tigard in cases of date conflicts. The Tigard Public Library is committed to following guidelines for display set out in the Library Bill of Rights written by the American Library Association. In particular, Article I of the Library Bill of Rights states, "Materials should not be excluded because of the origin, background, or views of those contributing to their creation." Article 11 of the Library Bill of Rights states, "Materials should not be proscribed or removed because of partisan or doctrinal disapproval." Article IV maintains that exhibit space should be made available "on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use." I. Display Policy and Purpose A. The Library functions as an intellectual and cultural resource for the community. Displays are a means through which the public can visually share experiences, appreciate special interests, and exchange information. B. When not being used to promote library-related or City of Tigard activities or services, display and exhibit spaces are available to community groups engaged in educational, cultural, intellectual or charitable activities and will be provided on an equitable basis to any such group which goes through the application process. The library reserves the right to designate and limit space, size, and location of displays or exhibits. C. Exhibit areas are accessible on an equitable basis, regardless of the beliefs or affiliations of-individuals or groups requesting their use. Those who object to or'disagree with the content of any exhibit are entitled to submit their own exhibit, which will be judged according to the policies established by the Library. D. The Library will not act as an agent for the exhibitor: Those exhibiting are encouraged to post a statement about their work, but price tags or,the posting of price lists are not permitted. E. In general, the library does not accept commercial notices for any-group unless they have a special educational, informational, or cultural value to the community. The library does not accept any materials being offered for sale to the public unless the proceeds are intended to directly benefit the library. r Tigard Public Library Adopted by the Tigard Library Board May 13, 2004 F. Display areas include but are not limited to: 1. Display cases in public areas of the Library 2. Designated wall spaces in the Community Meeting Room No exhibits may be mounted by the public outside of the exhibit area defined in this policy, as they may interfere with other library operations and public safety, and present a cluttered appearance. II. Display Guidelines A. Displays are accepted at the sole discretion of the Staff Contact Person and/or the Library Director. They should be designed as expressions of culture, have educational value, and promote the use of the Library. B. The Library has the right to review the materials before the exhibit is set up. The library will not accept displays, exhibits, posters, etc. which are judged either illegal, offensive or inappropriate for a public library setting (i.e. one that is free and open to persons of all ages). The decision of the Library Director may be appealed to the Tigard Library Board. The decision of the Library Board may be appealed to the City Council. C. Displays and exhibits will be accepted as long as they do not interfere with the daily conduct of library business and as long as it is made clear that the library does not necessarily endorse their contents or points of view. Displays and exhibits will be approved and scheduled as space permits. The sponsoring group or individual is responsible for creating the display, setting it up according to schedule, and removing it before the next scheduled display or exhibit. D. The fact that an organization or person is permitted the use of a Library exhibit area does not in any way constitute an endorsement by the Library of their policies or beliefs and no claim to that effect may .be used in advertising. Tigard Public Library Adopted by the Tigard Library Board May 13, 2004 Tigard Public Library Exhibit and Display Procedures I. Display Procedures A. Persons interested in using a display case at the Tigard Public Library are required to fill out an Exhibit Area Reservation Application. This form may be obtained from the Welcome Desk, the Reference Desk on the 2"d floor and the library's web site. A copy of the library's policy will accompany the application for applicant's perusal. Exhibit areas will be available only if a reservation application is made in advance. B. Displays will be for a proscribed time with the owner supervising installation and removal. C. The City of Tigard (Library) will not be responsible for any damage or theft that may occur during exhibitor transport, setup or removal of exhibit. D. Limited exhibit space should be taken into consideration. when making application to display works of art and craft. E. The Library has nine illuminated, lockable glass display cases, two in the Library lobby (available) and seven throughout the library. Assigned staff will be responsible for locking the cases after installation and dismantling of the exhibits. These cases are appropriate for the display of collectible items, jewelry, pottery, book arts and so on. F. All exhibit scheduling is coordinated by the Display Coordinator. Library exhibit areas are available to the public on a first come, first served basis, and are available to individuals and groups if the • Library has not previously scheduled the use of those exhibit spaces. Library sponsored exhibits and displays will have priority. G. It is not the intent of the Library to provide permanent or continuous exhibit space to a specific individual or group. Only one exhibit may be scheduled by a group or individual at any one time. H. Reservations for exhibit areas may be made up to three months in advance. I. Exhibits normally are scheduled on a one month basis, from the first day to the last day of each month. J. Displays must conform to the space restrictions of the assigned areas. II. Installation and Removal of Exhibits A. Responsibility for setting up and dismantling exhibits lies with the exhibitor. The exhibitor will supply all tools and other materials needed for the exhibit. B. Exhibitors are asked to be respectful of the multipurpose community use of the Library; thus conversations and noise should Tigard Public Library ` Adopted by the Tigard Library Board May 13, 2004 be kept to a minimum. Exhibits are to be installed with all deliberate speed. Entrances and aisles may not be obstructed. C. Exhibitors may not move any existing exhibit or library materials during the installation of their exhibit. D. Individuals or groups using the Library's exhibit spaces may not install their work prior to the date on which their space reservation begins. They may not mount their exhibit materials in a manner that defaces the space provided. Picture rails and a tackable surface are provided in the Community Room for exhibits. E. Damages to the premises, equipment, or furnishings as a result of exhibitor use will be charged to the individual or group responsible. The exhibitor or organization and its members, jointly and severally, assume and shall bear full responsibility for loss of, or injury or damage to, any property of the Tigard Public Library as shall be caused or inflicted by the using.individual or organization. F. Groups and individuals using the exhibit areas are responsible for basic clean up and returning the space to order. G. Each exhibitor will supply and display descriptive information to describe the purpose, title, and ownership of the exhibit. H. All displays shall be set up and removed on the assigned dates with supervision by the Display Coordinator. I. The Library does not have space for storage of the property of exhibitors in the Library building; therefore, those exhibiting are asked to deliver and pick up display materials according to the dates established in advance. Insurance covering the value of the exhibit will be the responsibility of those exhibiting. The exhibitor will sign a disclaimer releasing the Library from all responsibility prior to the display of the materials. See attached Display Agreement. 111. Responsibility for Loss or Damage A. Each approved exhibitor will supply a complete inventory of the exhibit and the reasonable estimated value of each item. B. Items on display in the library enjoy the same security as the library collection and equipment; the glass display cases are locked, but irreplaceable items or items of great value should not be included in a display. IV. Cancellation of Exhibits The Library Director and Library Board reserve the right to cancel any exhibit should conditions or situations, such as a unique exhibit opportunity or unforeseen need, warrant such action. If an exhibit is canceled, the exhibitor will Tigard Public Library Adopted by the Tigard Library Board May 13, 2004 have the right to display their exhibit again, for the full duration of the exhibit time originally scheduled, at the earliest convenience of the exhibitor and the Library. Adopted by the Tigard Library Board May 13, 2004. r Tigard Public Library Adopted by the Tigard Library Board September 9, 2004 GIFT POLICY The Tigard Public Library actively encourages gifts of library materials, money or real property that will help the library better serve the needs of the community and enrich and improve the library resources. The City reserves the right to accept or reject any gift, donation, endowment, bequest, or trust. When funds are donated.for specific purposes, the amount and nature of the expenditure must be approved in advance by the City. All gifts (money or materials) become the sole property of the library. Rules Books and Other Library Resources — The library welcomes gifts of print and non-print materials, with the understanding that gifts of materials will be added to the collection only if they meet the same standards required of materials purchased by the library, as described in the Collection Development Policy. Gift materials not meeting those standards may be given to the Friends of the Tigard Library for their book sales, donated to other libraries or organizations, recycled, or discarded. Gift materials will be integrated into the regular library collection in normal sequence, available to all library .patrons, and otherwise handled as any other material belonging to the library. The library is not obligated to keep donated materials for any length of time and does not accept responsibility for notifying donors of withdrawal or replacement of gift items. The library will not accept the following types of materials: those that are soiled, torn, moldy or damp; periodicals, except the Oregon Historical Quarterly; textbooks; encyclopedias; condensed or abridged materials. Collections — Gift collections will be accepted only by the Director, with the counsel of the Library Board as appropriate, and with the understanding that the collection may not be kept intact. Monetary Gifts — Monetary gifts will be utilized by the library to purchase materials or equipment, support library programs, or in other ways the Library Board and the City deem appropriate. The library welcomes gifts of cash for the direct purchase of library materials and will try to accommodate the subject'or title preferences of the donor in so far as they coincide with the Collection Development Policy. A bookplate recognizing the donor will be affixed to the material if desired. Substantial cash offerings, securities, and bequests will be handled by the Director; who, with the Library Board, will work out terms of f Tigard Public Library Adopted by the Tigard Library Board September 9, 2004 acceptance that are compatible with library policies, the donor's intent, City policy, and the applicable laws. Gifts of.Works of Art — Works of art will be accepted only by the Director with the counsel of the Library Board as appropriate. The Library Director may request that an art work be accompanied by'a current appraisal of value, evidence of provenance and documentation describing the reputation of the artist. An appropriate deed of gift, or a similar document, transferring sole and exclusive ownership of the art work to the Library will be required. The Library Director, in consultation with the Library Board and staff as appropriate, will determine the placement and/or display of any art work in and around the environs of the library. A plaque describing the artist and work may be installed at or near the work of art. The Library reserves the right to approve the wording, size, location and style of the plaque. Memorial and Celebration Contributions — The library welcomes monetary gifts for the purchase of library materials in memory or recognition of individuals. Suggestions by donors concerning specific titles or subject areas are encouraged and will be respected in so far as they coincide with the Collection Development Policy. The names of the donor(s) and the individual(s) recognized by the gift will be listed on a bookplate and affixed to the material. A letter will be sent to the honoree or to his or her family to let them know about the gift. A letter of acknowledgment will go to the donor as well. Recognition of Monetary Gifts — The Donor Board recognizes monetary gifts given to the Friends of the Library, the Library and the Library Foundation. Gifts recognized on the Donor Board are cumulative. Memorial gifts will be listed in the name of the person memorialized with acknowledgment sent to the donor. Gifts of $10,000 or More Gifts of$1,000 to $9,999 Gifts of$100 to $999 Gifts Under $100 Real Estate or Other Personal Property — The library will accept gifts of real property that support the mission of the library. Such offers will be handled by the Director, who, with the Library Board, will determine the suitability of the gift and work out terms of acceptance that are compatible with library policies, the donor's intent, City policy and the applicable laws. Tigard Public Library Adopted by the Tigard Library Board September 9, 2004 Friends,of the Tigard Library/Tigard Public Library Foundation — Donations to support the library's services and programs may also be submitted directly to the Friends of the Tigard Library or the.Tigard Library Foundation. The Friends and Foundation are tax-exempt 501(c)3 organizations. Tax Deductions — Donors are encouraged to contact their tax advisor prior to making substantial gifts to the library, the Library Foundation, or the Friends of the Tigard Library. The library will provide a written acknowledgment of the receipt of gifts upon request, but will leave the determination of a value of the donation to the donor. Adopted by the Tigard Library Board September 9, 2004 Tigard Public Library n Reference Services Policy I. Philosophy of Service: Good reference service involves identifying the patron's information need and proceeding to fill that need accurately, efficiently and courteously using the resources available to the librarian in print and/or electronic format; also to . include consultation with colleagues and referral to other agencies if necessary and appropriate. The Library's building will not serve as a boundary to reference service so that inquiries will be accepted electronically, via Fax and telephone, as well as those made in person. Il. Definition of Reference Service: Reference service takes a variety of forms including direct personal assistance, use of directories or signage, exchange of information found in a reference source, readers' advisory assistance as well as assistance with direct end-user access to library computers and electronic resources. III. Reference Standards: A. Librarians will assist patrons in the use of the Library's resources and teach basic research skills when needed and/or requested by the patron. B. Librarians will handle all information requests. If information is available, it is provided to the patron without judgment on its worth or significance. C. Each information query will be considered to be of equal merit regardless of the age, gender, ethnicity, disability, sexual preference, English language proficiency or status of the individual making the query. D. Librarians will provide bibliographic verification of items both in the Library and not owed by the Library and will assist patrons in obtaining materials through interlibrary loan when appropriate. E. Librarians will rely upon information obtained from authoritative sources to ensure accuracy. Staff will avoid giving personal opinions, philosophy or evaluations of information. Citations for information found will always be provided. IV. Parameters of Service: A. Maximum time to be accorded in-person patrons will be determined by the pace of activity in the reference area, the number of available staff and the librarian's professional judgment as to.the library's capacity to fulfill the patron's needs. B. Using experience and professional judgment, librarians will refer those questions deemed beyond the scope of knowledge or resources available to the "second level reference" service. This service is provided through the State designated regional centers. C. Telephone reference is intended to provide short, factual information and therefore be of relatively short duration. When the demands of in-person service exceed staff time available, callers will receive a message Tigard Public Library explaining that a librarian will return their call as soon as possible. This means that in-person patrons will receive priority over those calling on the telephone or sending a query via email. D. With the implementation of virtual or "chat" reference service, librarians will provide real-time response to queries using web-based email technology. On implementation, schedule and length-of-session boundaries for real-time service will be established and publicized..