10/12/2000 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, OCTOBER 12, 2000 - 7:00 P.M.
TIGARD PUBLIC LIBRARY—PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Braun
2. ROLL CALL: BECK BRAUN CHAPMAN DIAMOND
IRWIN KASSON SMITH
3. Approve Minutes of September 14,2000. Braun
4. Agenda Additions and Deletions. Braun
5. Call to the Public. Braun
6. Monthly Report for September 2000. Parker
7. Friends of the Library Report. Burgess
8. CLAB/LDB Report. Parker
9. Library Foundation Report. Chapman
10. Polaris Report. Parker
11. Library Construction Committee. Chapman
12. Long-Range Plan. Parker
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13. Tigard Beyond Tomorrow Vision Task Force. Braun
14. Board Communications. All
(Reports from Board members on community and citizen activities)
15. Other Business.
16. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS,PLEASE CALL CONNIE MARTIN OR
MARGARET BARNES AT THE LIBRARY(684-6537), IF YOU ARE UNABLE TO ATTEND.
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TIGARD LIBRARY BOARD
MINUTES
September 14, 2000
Call to Order: 7:00 p.m., by Chair, Anne Braun.
Roll Call: Larry Beck, Anne Braun, David Chapman, Marvin Diamond, Nancy Irwin and
Jane Smith. Staff: Margaret Barnes and Connie Martin.
Minutes: Braun suggested that the Portland Art Museum be stated in the Cultural
Passes Program portion instead of Portland Museum. Correction noted. It
was moved by Beck, and seconded by Smith to approve the minutes of
July 20, 2000 with the noted correction. Motion passed unanimously.
Agenda Additions and Deletions: Chapman will report on the Library Foundation.
Call to the Public: None.
Reports: July and August Monthly Reports: Director asked Board if there were any
questions or comments to the monthly reports. Director did state that a
number of staff are moving on and the library is in the process of filling
vacancies. Linda Parker has accepted the position of Circulation Manager
replacing Paula Walker.
Friends of the Library Report: A report was unavailable.
CLAB/LDB Report: The main discussion at both meetings was the
Metropolitan Group's recommendation for the County-wide campaign.
Changing the name of WCCLS was discussed and it was decided to retain
the name as Washington County Cooperative Library Services. The
promotional campaign will now take place in January 2001 to co-inside
with WCCLS' 25th anniversary.
Libraries are beginning to utilize the Regional Arts and Cultural Council
(RACC) grant funds awarded to Washington County earlier this year.
These funds are set aside to help pay for programs featuring performing
artists. Tigard will receive $2,200 from this grant. Two programs at Tigard
have been scheduled using the RACC grant funds. One program will take
place in the new outdoor structure in Fanno Creek Park and the other will
take place at the Adult Reading Program Gala event.
Also discussed at the CLAB and LDB meetings was the Polaris 1.5
upgrade. Tigard staff and other WCCLS libraries are in the process of
testing the new release. There continues to be progress with finding a
timing software package for Internet stations in hopes of reducing staff
monitoring time of the machines and receiving better tracking .of actual
usage.
Library Construction Committee Report:
Director distributed the final "Needs Analysis" report presented by BML Architects. This
document outlines the needs of the community that were identified.by the Focus Groups
that met back in April. The report also gives a picture of what would be needed in a
new library building for Tigard. The next step will be the programming phase of the
project. The architectural team will gather with staff to discuss the design and needs of
the library. A possible programming report may be available by November. Board
discussed the site selection process that will begin soon.
Long-Range Plan Report:
Library staff have finalized goals, objectives and activities for the five service responses
identified by the Long-Range Planning Committee in 1999. Staff will present a draft
version to the Long-Range Planning Committee, Library Board and other interested
parties for comment. Director noted that the activities portion of the plan will be
reviewed annually and will directly affect the services the library offers.
Polaris Report:
WCCLS is in the process of beta testing the 1.5 release. There are expected
enhancements to the on-line catalog, Acquisitions and Cataloging modules and hopes
of increasing response time.
Foundation Report:
Chapman informed the Board that he will no longer play a role in the initial set up of the
Library Foundation due to too many commitments. Chapman, Beck and the Library
Director will move forward to find a suitable person to lead the formation of a
Foundation. It was noted that there are three individuals that are willing to keep the
Foundation concept moving along. The Library Board thanked Chapman for the time
and effort he's put into getting the Foundation established.
Review of Bylaws:
Bylaw comments and changes from the Board were sent to the Director. Barnes is
researching the process of making changes to the bylaws. Board discussed general
changes. Comments will be incorporated into the existing bylaws and made available
for discussion and revision. Beck proposed to incorporate recommended changes into
a draft and review with the Board at a later date.
Board Communications:
• Chapman expressed that he had had a very good experience with a circulation
member and appreciated a quick resolution to the problem.
• Beck also commented that he felt the library's circulation group was "the best we've
had."
• Irwin wanted to know why the barcode on materials is placed on the front cover
and/or over titles. Barnes replied that this is usually the standard to work with self
checkout machines.
Other Business:
Barnes stated that former Circulation Manager, Paula Walker's going away reception
went very well. Also, the Fall Adult Reading Program kicks off September 25. The
theme this year is "Big Sky Mind." The gala event will be catered this year, three
Oregon authors will be present and the live band 'Three Leg Torso" will perform. This
year the public and staff/volunteer parts of the program have been blended.
Barnes also talked about the October and November Board meetings. At the October
meeting, she will be unable to attend. Circulation Manager, Linda Parker will be
present. Barnes asked the Board, if possible, to move the November Board meeting
back to November 16, as BML Architects would like to meet with the New Library
Construction Committee on November 9. Board agreed that this would be okay. The
November Board meeting will take place on Thursday, November 16 instead of
Thursday, November 9.
Barnes indicated that if there were any questions regarding the BML Architects final
Needs Analysis report that they could contact her or Chapman.
Adjournment: It was moved by Irwin, and seconded by Chapman to adjourn the
meeting at 8:29 p.m. Motion passed unanimously.
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Margaret Barnes, Director of Library Services;��
DATE: October 9, 2000
SUBJECT: Library Monthly Report, September 2000
Personnel: Within the Circulation Division, Craig Carter has accepted the shift change
to the daytime Circulation Supervisor. The night/weekend Supervisor position that is
now vacant has been posted. Interviews were conducted this month for the Young
Adult Librarian position. The two part-time Library Assistant positions in Technical
Services have been posted. The staff had a small reception for Marin Younker on
Friday, October 6, which was her last day with the Library.
Polaris: Beta testing for release 1.5 has been taking place all month. The projection
for installation of release 1.5 is now sometime in October. Polaris continues to be a
problem with slow response time. Technical Services and Circulation are the two areas
of the.Library, which continue to have problems with response time.
In August, WCCLS discovered that the holds routing sequence which Gaylord
Information Systems was to have installed during the original conversion process had
never been implemented. This error has since been corrected. This correction has
seen an increase in the volume of holds supplied by Tigard to other libraries in WCCLS.
The number of holds filled by the Library for other WCCLS libraries directly impacts the
reimbursement amount received.
Construction Committee/BML Architects: The Architects have begun a preliminary
investigation of possible sites for the new library. A meeting is scheduled for
November 9 with the Construction Committee to review the list of sites. A number of
citizens interested in being part of the New Tigard Library Construction Committee have
applied for this committee. The architects and the consultant Cynthia Ripley also met
with the staff of the Library on October 4 and October 5 to discuss the programming
needs for the new library. The consultant will send a draft report at the beginning of
November.
Long-Range Plan: A draft copy of the plan has been mailed to the Committee and the
Library Board for review. A final meeting of the Long-Range Planning Committee is
scheduled for Monday, November. 13. At this meeting committee members will have an
opportunity for comment on the plan. The plan has also been distributed to the library
staff for comment. Some additional revisions and refinements of the plan still need to
be done. A final copy of the plan is scheduled to be published in December.
Training: Many of the Library staff are excited about the training provided by the
CompUSA on-line training classes. These classes provide an opportunity for staff
members to enhance their computer skills which will be beneficial to them in the
workplace and personal life. The staff will be writing reports after they finish their
training classes. The managers for the different areas within the Library all attended a
brief workshop on the Springbrook program and this program has now been installed
on their workstations.
Terri Smith attended the "Stories by the Sea" workshop on Friday, September 22. Kate
Miller attended training on Novelist this month.. Novelist is an on-line resource that
assists librarians in providing readers' advisory service to our patrons. A number of the
Library staff will be attending the LINCC annual conference scheduled for October 20.
Collection Agency: The Library has just begun to use a new collection agency, Valley
Credit Service, Inc. which is located in Salem, Oregon. The collection agency the
Library has previously used has a rather low return rate of about five percent. Valley
Credit is the collection agency that is used by the Salem Public Library. In the future it
may be possible to send accounts to a collection agency electronically when some
things are resolved with the automation system.
RACC Program: The Outdoor Interpretive Center was scheduled to be the site of our
first program with the RACC grant. Unfortunately, the weather did not cooperate on
Saturday, September 30 when "Group Condor" preformed for the Library. Teresa
Laubach had scheduled the Water Building Auditorium as a back-up plan and the
musical performance was held there. About 25 people attended this event and the
musicians played lively wonderful Central and South American music. We will now wait
until the spring to host another event at the outdoor structure.
Fall Adult Reading Program: The adult reading program began this year on Monday,
September 25 with a kick-off event in the Puett Room attended by 58 people. The staff
presenting at the kick-off event was excellent in their book talks. This year the public
and city staff/volunteer portions of the program have been blended. So far, about 145
people have registered for the program. The program will end with the traditional Gala
event on Friday, November 17 and include live music performed by the local group,
"Three Leg Torso."
Cultural Pass Program: We will be promoting the Cultural Pass program through the
CIT meetings and Cityscape so people remain aware of this popular service. The
Japanese Gardens pass continues to be the most popular.
Reference Desk: August statistics show that the Reference staff conducted a total of
2,708 interactions with the public, which included 2,066 reference questions, 293
directional/informational questions and 349 instances of assisting the public on the
computers. The Readers' Services staff is also working on Reference Service
guidelines and plan to have a draft completed by the end of September.
Space Committee: With the realization that the Library will remain in the present
facility for a number of years, this committee has been working the past month
analyzing different options with regards to rearranging some of the workspace/staff
office space. The committee will soon have a recommendation to bring forward to the
rest of the staff.
Technical Services: There continues to be a backlog with the cataloging and some of
the backlog is directly connected to the slow response time of Polaris. Sandy Birkner
did an analysis this month of,the average number of days to catalog an item. The items
were divided into three categories: non-fiction, videos and books-on-tape, and fiction.
For fiction the average is 17.3 days, while audio-visual was 43 days and non-fiction was
105.5 days. The average for all materials together was 67.9, still a ways from our goal
of 30 days. Amy Emery continues to be involved in the beta testing of release 1.5 for
acquisitions. Amy also met with Readers' Services to review ordering procedures.
Library Board: Anne Braun, Chair of the Library Board will be attending the Tigard
Beyond Tomorrow Vision Task Force meetings 'scheduled for October. David
Chapman and a number of other people will be meeting on October 10 to continue the
work of forming a foundation for the Library.
Volunteers: The Homework Center is staffed with 10 volunteers and 1 substitute. The
Fall Reading Program is well staffed with volunteers to assist Kate Miller in the various
aspects of the program. A major volunteer effort is the inputting of the registration data
and weekly recording of books read by participants. We are in the process of
expanding our computer instruction offerings. One of the current volunteers, Chuck
Heckman will be adding a new class and we are recruiting for more instructors. Ideally,
some young people will apply to tutor in the afternoons, evenings and on weekends.
Trish is organizing a book-mending seminar for Tigard staff and volunteers. This
seminar is scheduled to take place in November and other WCCLS libraries may have +
the opportunity to send staff and volunteers.
Volunteer Type Number Hours
Regular Volunteers 69 552.50
Youth Services 25 95.50
Local History 2 6.00
Adopt-a-Shelf 8 16.00
Library Board 6 9.00
Community Service 1 49.50
Friendly Visitors 6 32.00
Library Expansion 0 0.00
Total 117 760.50 = 4.4 FTE
WORK INDICATORS SEPTEMBER 2000 SEPTEMBER 199Q SEPTEMBER 1998
Circulation
Total (from WCCLS) 46,858 42,959 N/A
Adult Materials
Juvenile Materials
Total 46,858 49,959 N/A
Days of Service 27 27 27
Average Daily Circulation 1,736 1,591
Hours of Service 264 272 271.5
Materials
Circulated per Hour 178 158
Increase in Circulation 9%
Materials
Added 1,615 1,443
Withdrawn 478 845
Borrowers Registered 341
Adult Programs 88 47 16
(Number of sessions) (7) (12) (4)
Story Time 0 0 0
(Number of Sessions) (0) (0) (0)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 192 165 92
(Number of Sessions) (13) (5) (4)
Children's Computer 91 109 49
Word Processors 320 242 N/A
Internet Users 3,227 1,690 1,351
Visitors
(Gate count divided by 2) 19,111 17,669 18,767
Increase in Visitors 8% -0.06% 32:5%
Fines/Fees Collected $4,013.13 $775.70 $214:86
Gifts Received $ 0.00 $ 0.00 $ 0.00
No statistical report from WCCLS was generated.