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12/08/1994 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, DECEMBER 8, 1994 - 7:00 P.M. TIGARD CITY HALL-TOWN HALL CONFERENCE ROOM 13125 SW HALL BLVD. TIGARD, OREGON no nkuAltn V�tu - tcu(_�_ City of Tigard . C 1. CALL TO ORDER 1, 2. ROLL CALL: BURGESS CUNDIFF HARTZELL HOKLIN IRWIN— KOSTOL_ LEWIS 3. Approve Minutes for November 10, 1994. 4. Monthly Report for November 1994. 5. Friends of the library Report. 6. Cooperative Library Advisory Board Report. 7. County Bonds Issue. 8. Discount Books and Fines. 9. Charges for Replacement of Library Materials. 10. Other Business. 11. Adjournment. TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL AND LEAVE A MESSAGE AT THE LIBRARY(684-5886), IF YOU ARE UNABLE TO ATTEND. h:\1og1n\connie\11b-A TIGARD LIBRARY BOARD November 10, 1994 MINUTES Call to Order: 7:03 p.m., by Marilyn Hartzell, Chairperson. Boll Call: Jeri Cundiff, Marilyn Hartzell, Nancy Irwin, Chris Lewis, Carl Kostol, Yvonne Burgess, and Lorin Hoklin. Staff: Kathy Davis. announcement: Director informed Board that our Adult Reference Librarian, Karrin Hawes, last day is today after almost 20 years of service. Minute Cundiff moved to approve the minutes as written, seconded by Lewis. ,deports: October Monthly Report - There was an inquiry about the Technology portion of the report regarding the GIS System. There are two pieces to this technology: 1) System will be located at the Service Counter at City Hall for City staff and City issues only and 2) With this knowledge, City staff experience is expected to carry over into the library. Friends of the Library: Library volunteers are being recruited for the Annual Christmas Book Sale to be held December 1-5 located in the Puett Room. Since the lowering of the used book prices, the Friends are making the same amount of money, but are selling fewer books. The Friends are recruiting for volunteers to assist in the Second Annual Used Book Sale. No date set. C L.A.B.: Have started the levy planning process. Reviewing all responsibilities by WCCLS (reference system, courier, ILL, etc.) Also, reviewing cost and expansion issues. Election Results - Review: There was general discussion of election issues, particularly, mayor elect, Jim Nicoli, and his views regarding library services. The other issue of discussion is the tax base, which seems to be passing. It was moved for Hartzell to address a letter to Mayor Nicoll to introduce the Library Board and major issues impacting the Board and also to invite him to the February Board meeting, seconded by Irwin. Hartzell asked Board for additional topics for discussion. If tax base passes, one issue will be phasing in additional positions. The City has implemented a Space Planning Committee to determine creative space possibilities and how to complete the work. Hartzell suggested citizen involvement at some point in the decision process. Director will take concerns to Space Planning Committee. Discussion continued regarding other ballot measures. Coun -Wide General Obligation Bond for Library Construction: Director was asked to bring back to Board from CLAB the idea of an obligation bond (requesting additional funds for library construction) which would fail outside of the ballot measure 5 tax limits. The idea of acquiring funds for library construction through an additional levy amount was thrown out by CLAS, however, they are seeking additional feedback from library boards. The question is does the Library Board want the county to explore a general obligation bond? Pros and cons were highlighted. There are issues of ownership of libraries, a City library versus a District library. Board is in support of the concept of a cooperative rather than a district. Hartzell obtained a motion for Hoklin to write a letter to the Library Director to take back to CLAB including the Board's support of the City's relationship with WCCLS and that the Tigard Board would like more information on the idea of a general obligation bond including: how funds would be used and how would amounts be set. They also suggested that cities would have to match more than 50 percent of funds raised by the bond to maintain ownership and maintenance of the city libraries. Irwin moved, seconded by Cundiff. State,Telecommunications Forum: Director attended statewide Telecommunications Forum. The State Library is progressing with the goal of TPL linked with the Internet through all libraries. Director handed out the International City/County Management Association MIS Report. This report is an in-depth look at a beginner's guide to on-line services. Use of Puett Room: Director reviewed established policy of Puett Room use with Board. Room is to be used for study and children's story times. Director has received requests for additional use by staff for other programs. Director asked Board if there should be a modification to the use policy. The concern of the Board is that patrons can access the room regularly and as policy states. Occasional use is okay and no long-term use is advised if patrons are using on a regular basis. Director will monitor use. Board directed Director to use own discretion. Other Business: New Chair: At the December Board meeting, the Board will elect a new Chair. Fines-jEthics Law and Yo�d: Director highlighted Ethics Law in the workplace. The Ethics Code was discussed at the Professional Board Meeting. Library will be making some changes in library benefits as a result of this law. Board congratulated staff and volunteers for their acceptance of these changes. Collection Agency: Director presented memo from Circulation Manager, Paula Walker, regarding an annual purging of library patron records. There is a large number of accrued fines and materials not returned. Question is should the library implement a collection agency? Hoklin moved to recommend deleting all incurred charges of$50 or less and leaving patrons with lost fees on WILT system so that they would be unable to get another card without paying for or returning lost materials, seconded by Burgess. Discussion continued. Amendment to the original motion to include sending a letter to all patrons encouraging the return of overdue materials in support of the library collection through an Amnesty Day noting date and time including advertising through media services. Director will also look into collection agency services for any outstanding records, seconded by Lewis. Motion accepted as amended. Charging for Library Cards: There was discussion regarding newly increased charge of$25 from $10 for out of tri-county residents. Question is should people working in Tigard, but living outside of designated tri- county area be allowed free library cards? Discussion continued regarding the pros and cons. Kostol moved to recommend policy to remain the same and allow people working in Tigard free access to a Tigard library card, seconded by Cundiff. Adjournment: Meeting adjourned at 9:11 p.m. H:\LOGIN\CONNIE\BRDMIN MEMORANDUM CITY OF TIGARD, OREGON TO: Bill Monahan, City Administrator FROM: Kathy Davis, Library Director DATE: December 2, 1994 SUBJECT: Monthly Report, November 1994 Fine Exemoo and Book Discounts: A committee of staff from all library divisions discussed the long-standing practice of allowing employees and volunteers exemptions from library fines and the ability to purchase books for personal use with the library's discount. The committee drafted a policy curtailing the practice. It will be presented to the Library Board this month and go into effect January 1, 1995. Copy attached. Museum Raisin : The Tigard Area Historical and Preservation Association sponsored a "Museum Raising" event November 12. Furnishings, photographs, and articles of clothing were received from families of some of Tigard's Founding Fathers (and Mothers). The John Tigard House is slated to open as a museum on December 12. Bad Weather Policy: To ensure at least a skeleton crew of staff on inclement weather days, the library developed the concept of a "Storm Crew" - staff that live close enough to the building to be able to walk even if driving conditions are hazardous. We have reviewed and updated this list for Winter'94-'95. By using this concept, the library is always able to provide public service as expected. Policy attached. County General Obligation Bonds: The Beaverton Library Board approached the Cooperative Library Advisory Board with the idea of an additional WCCLS levy that would be dedicated to library construction needs. CLAS discussed and rejected that idea, but decided to examine the possibility of a general obligation bond to address the same issue. Details are included in the November CLAB minutes. The topic was discussed at the November Tigard Library Board meeting. The Board has asked me to present their views as expressed in the attached letter. Circulation: UpI Several days in excess of 2,000 items per day. On Sunday, November 13, we circulated items at the rate of five per minut I Library Back Files how.:,, J.000+ in Delinquent Fee Customers who have not used the library for three years are having their records deleted from the computer systems. Those with charges exceeding $50 will receive a letter reminding them of their bill. The Library Board has asked us to check into the cost of retaining a collection agency. We are also checking with other libraries that use this approach to see what their success rate has been (Hillsboro and Tualatin Public Libraries use collection agencies). Youth Services: An on-going series of programs entitled "Winter Holidays Around the World"began this month with a celebration of some of the traditions of Hanukkah. Future programs will focus on Christmas, Kwanzaa, Chinese New Year, and a Muslim holiday. The eighth year for Tigard's Young Adult Round Table began with orientation November 7. YART members will assist with the Christmas Ornament Making program in December. Art work from Fowler Middle School is on display in the YA area. Librarians from the Tigard/Tualatin School District have been invited to meet at Tigard Library in December. Five-hundred and sixty-four people attended children's programs in November. Our staff assisted the C.F. Tigard Library in dealing with a censorship issue. Local History: Tony Greiner is investigating a variety of microfilm reader/printers so that TPL may add a full run of Tigard Times issues to this collection as well as other historical materials. Volunteer Ten new volunteers were added. Special areas where volunteer help has been enlisted include staffing the Information Desk and manning the Friends of the Library Booksale (21 volunteers are assisting with this effort). Arrangements were made for volunteer representation on the A.C.T.T.S. Board. A member of our Local Authors Group and a representative from the Art Society will help coordinate activities and displays in the library through A.C.T.T.S. Volunteer MM Numbe Hour Adult 82 731.00 Youth 10 50.00 Adopt-a-Shelf 5 18.75 YART 7 7.00 Library Board 7 15.75 Ed. Services 0 0.00 Community Service 3 39.25 21st Century Academy 0 0.0 (CE 2) Total 114 861.75 = 4977 FTE WORK INDICATORS NOVEMBER 1994 NOVEMB, . 1993 NOVEMBER 1992 Adult Materials 21,127 21,133 17,333 Juvenile Materials 17.950 1 17 14,181 Total 39,077 37,303 31,514 Days of Service 25 25 24.5 Average Daily Circulation 1,563 1,492 1,286 Hours of Service 256.5 252.5 245 Materials Circulated per Hour 152 148 129 Increase in Circulation 4.8% 18.3% 5.71% Materials Added/Withdrawn 1,015/1,161 793/330 1,000/262 Borrowers Registered 312 318 268 Story Time 365 289 324 (Number of Sessions) (15) (13) (10) Toddler Time 146 72 45 (Number of Sessions) (9) (9) (7) Special Programs 53 114 0 (Number of Sessions) (3) (2) (0) Visitors 16,796 -- -- (Gate Count divided by 2) increase in Visitors N/A N/A N/A Fines/Fees Collected $3,610.14 $3,301.80 $2,658.15 Gifts Received $ 230.45 $ 10.58 $ 52.74 H:\LOGIN\CONNIE\KDMTHRPT STAFF ADHERENCE TO CIRCULATION GUIDELINES Policy: It takes a dedicated staff of both paid and volunteer workers to operate the Tigard Ubrary. All members of this staff contribute to the library's success by being users as well as workers. As library users, citizens and tax payers, we recognize that it is important to maintain a policy of fair and equal treatment for all library customers. Therefore, library staff (paid and unpaid) will follow the same guidelines and adhere to the same standards for using library materials, as the general public. Procedure: • All library staff (paid and unpaid)will adhere to general library, policy, and procedures. • Regular transactions covered by library policy may be performed by the staff member. • Special circumstances requiring actions outside the policy will be transacted through the Circulation Supervisor on duty. (Examples: waiving or reducing fines or extending due dates). EMERGENCY STAFFING All employees are expected to report to work as scheduled, if possible. The Library Director will maintain a list of library employees who have agreed to report to work, regardless of weather conditions, as part of an emergency crew in times of need. Responsibility of the emergency crew is to report to work as directed for the shift assigned and operate library circulation functions during regular open hours. Only the Library Director (or designate), or City Administrator (or designate) may activate this crew. Inclusion on this list will be voluntary, but once added, participation will be considered a duty as assigned and performance will be evaluated with other duties on the employee's review. Employees may withdraw by written request j2LiQr to a time of need, or may withdraw at their annual review. .Procedure; School QW: When Tigard schools are closed for the day, Library Director will call the Circulation Manager and plan the emergency schedule for the day as necessary. Selected crew members will be contacted between 6:30 and 7:00 a.m. Saturdays: When highway reports for Tigard area indicate hazardous driving conditions, Library Director will contact the Circulation Lead Worker for the day beginning at 6:30. Selected crew members will be contacted between 6:30 and 7:00 a.m. Sundgy : Same procedure as above, however, contact will be made between 8:00 and 8:30 a.m. Mid-Day Situations: Circulation Manager on duty will call in circulation employees as needed. If staff is not available to maintain a minimum of three employees for circulation functions, Circulation Manager/Lead Worker on duty will contact the Library Director (or designate) to activate the emergency crew. I have read and understand the above Emergency Staffing policy. I further understand that participation on the emergency crew may cause individual inconvenience as it could mean reporting to work on my day off with little notice. I agree to be a part of the emergency crew. Name Date I choose not to be a part of the emergency crew. Name Date 43 Lonn Holdin 9365 S.W.Millen Drive Tigard,Oregon 97224 (5031598-0454 November 18, 1994 Kathy Davis, Library Director Tigard Public Library 13125 SW Hall Boulevard Tigard, OR 97223 Dear Ms. Davis: At its meeting on November 10, 1994, the Tigard Library Board discussed a proposal for a countywide general obligation bond for library construction. The Board approved a motion that calls upon you to express its views on this issue to the Washington County Library Advisory Board. This letter responds to your request for a written summary of the Tigard Library Board's position. The Tigard Library Board generally encourages and applauds all efforts by Washington County government to support WCCLS member-libraries. We have concerns, however, with respect to a countywide general obligation bond for library construction. Among these is the question of how the county would allocate bond money among the various member-libraries. What kind of application process would the county put into place by which the libraries would apply for the money? Having received applications for the money, how would the county decide who gets what? Would the county require the individual libraries to conduct studies in order to project long-range building needs before placing a general obligation bond measure on the ballot? If the voters were to approve such a bond issue, how long would the individual libraries have to establish their long-range building requirements and apply for their respective shares of the money? The Board also feels some reluctance to ask the voters of Washington County to approve a general obligation bond without concrete proposals in hand for meeting the construction needs of member-libraries. We are willing, nonetheless, to revisit this issue as the answers to our questions become available. With best wishes from the Tigard Library Board, I am Sincerely, Lonn Hoklin Member Tigard Library Board