07/14/1994 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, JULY 14, 1994 - 7:00 P.M.
TIGARD CITY HALL-TOWN HALL CONFERENCE ROOM
13125 SW HALL BLVD.
TIGARD, OREGON City of Tigard
1. CALL TO ORDER
2. ROLL CALL: BURGESS CUNDIFF
HARTZELL— IRWIN KOSTOL LEWIS
3. Approve Minutes for June 9, 1994„
4. Monthly Report for June 1994.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Overview of 94-95 Library Budget Highlights.
S. City Personnel Changes.
9. Educational Services Contract.
10. Review of Library Planning Document - Goals for New Fiscal Year.
11. Other Business.
12. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL LIZ NEWTON
AT 639-4171, EXTENSION 308 IF YOU ARE UNABLE TO ATTEND.
h:Vog1n\connie\1ib-A
TIGARD LIBRARY BOARD
June 9, 1994
MINUTES
Call to Order: 6:35 p.m., by Marilyn Hartzell, Chairperson.
Roll Call: Marilyn Hartzell, Yvonne Burgess, Nancy Irwin, Susan Grossen, and Chris
Lewis. Staff: Kathy Davis. Guest: Janice Deardorff.
Minutes: Burgess moved to approve the minutes as written, seconded by Irwin.
Intellectual Freedom (Censorship) Review and DiscUssion: Director read an excerpt from
For the People- Fighting-for Public Libraries by Whitney North Seymour Jr.
and Elizabeth N. Layne. Director handed out the Constitution of Oregon,
Library Bill of Rights and The Freedom to Read. There was review and
discussion. Director handed out a questionnaire for Board to fill out.
Reviewed answers. Its library's responsibility to provide a variety in the
collection for all people. Its the adults rights and responsibilities to choose
the appropriate materials for their family. A letter is sent to each person
who signs up for a new library card stating the users rights and
responsibilities and the parents role in the child's library use. Director
highlighted process when patron questions an item in the library. Entire
process is explained in detail in the Library Policy Manual located in
Director's office. Director handed out previous letters received and action
taken regarding questioning or pulling an item from circulation. Questions
were asked, discussion continued.
Reports: May Monthly, Report - Dedication for new Picture Book/Stuffed Animal
Memorial Collection was held May 7, in honor of GeorgeAnne Miller.
Collection is receiving minimal use at this time, will evaluate location, etc.
The new Electronic Notification System ECHO has been installed on WILL.
Customers with books on hold or overdues will now be notified by a
computerized voice messaging system. This will result in a county-wide
cost savings of $40,000 a year in postage. This years statewide reading
program theme is "Catch The Wave- Read." Young Adult Round Table
bought new CD's for the Teen Collection. Teen art work will be displayed
in the library. Jody Westerman will be attending graduate school in
Australia in 1995. Library staff attended the 1994 LINCC Conference in
Clackamas. Some workshop themes included: Basic Internet Information,
Conducting the Effective Reference Interview, and Customers Service.
Director will be attending a retreat with WCCLS Professional Board to
discuss public library's core services. TPL has been asked to be a test site
for the new DYNIX module: KID'S CATALOG. This is a kid-friendly version
of WILI. Paula Walker and Volunteer Coordinator,Jean Lindsay, determined
the time it takes to check-in and shelve books. The 1994/95 goal is 100
percent of volunteer time to perform these tasks. Library has almost
reached this goal. Second time in a row there has..been a decrease in
circulation. May be seeing a leveling off- too soon to tell. Director will be
adding a gate count (library visitors per month) to the monthly statistical
report. This may give a more accurate idea of actual library use.
Friends of the Library: Burgess reported book sale raised$479.70. Earned
$67.00 from youth books sold. It was agreed to give YART $100 for the
purchase of new Cgs. The Pat Coffeen memorial fund has now raised
$600. The family has decided to donate this money for the purchase of the
children's new KID'S CATALOG computer. A consultant has been hired to
evaluate the library's signage.
C.L.A.B.: No CLAB meeting this month.
Community_Survey: Director presented a draft format of the library's community survey.
The purpose of the survey is to get an idea of what Tigard citizens think a
library should be like in their community. Discussion continued on format,
questions to ask, ideas for survey, etc. Board members will forward any
thoughts or ideas to Director within a couple of days.
Internet Upd : Tabled for July 14 meeting.
Educational Services Contract: Moving ahead. Will discuss at July 14 meeting.
Adjournment: Grossen moved to adjourn meeting at 8:58 p.m., seconded by Burgess.
HALOGIMCONNISBRDMIN
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Pat Reilly, City Administrator
FROM: Kathy Davis, Library Director
DATE: July 7, 1994
SUBJECT: Monthly Report, June 1994
Intellectual Freedom:
The basic tenets of the philosophy of open access to information in public libraries
were shared with the Library Board at their June 9 meeting. Human Resources
Director, Janice Deardorff, also attended and said she found the information to be
both useful and eye opening.
Jody Westerman Resigns:
Jody Westerman has submitted her resignation effective August 6. She and her
husband will be moving to Pennsylvania to care for her mother-in-law, who has
been diagnosed with terminal cancer of the liver. Jody also plans to attend the
University of Pittsburg to obtain her MLS. The recruitment process has begun.
We will try to locate a new Children's Librarian to be on board by September.
Volunteer & Outreach Efforts:
We have a PCC intern working with us for 100 hours on Collection Development.
A STEP student, Olga Figueroa, will be working with Circulation for the summer.
Twelve new volunteers have been added to the roster. A new reading program
for seniors (run by a volunteer) has been setup to begin at Summerfield Retirement
Home July 15. Staff visited the following groups to share library information: Royal
Mobile Villa Residents Club, June CIT meetings, Provider Resource Organization
(support for Home Day-Care providers), Cordero School, and Science Park
School.
Youth Services:
As of the end of June, we had more than 900 children registered in the Childrens'
and Young Adult summer reading programs. An issue came up about noise from
children's programs in City Hall. At the beginning of the summer program, Youth
Services staff notified all employees via E-mail of the summer event schedule so
that they would be aware of the potential noise and the amount of time it would
last. We have respectfully reminded City Hall staff that 1) Our customers come
in all sizes and deserve to be treated with a welcoming, helpful attitude, 2) The
programs impact the area for a total of only five hours over a 10 week period, and
3) In that time, app: ximately 2,000 citizens (albeit-sb= es)will have (hopefullY)
had enjoyable, entertaining visits to their city's public meeting area. The issue is
being handled at this time between Jody Westerman and Nadine Robinson . . .
Ed. Services:
Summer in the Parks program opened the last week of June in Fanno Creek Park.
Lorry Christian did an excellent job working with the instructors, volunteers, and
library staff to be sure everything ran smoothly. Feedback from kids was positive-
several requested additional weeks at camp.
Sa9e:
The library has asked graphic design artist and professor, Paul Yeiter (WOSC), to
give us suggestions on an overall signage plan. Mr. Yeiter gave an excellent
presentation on informational and directional signage at this years OLA
Conference.
Other Staff News:
Linda Parker (Circ.) started a three month leave of absence. Mary Guertin (Circ.)
and her husband have adopted a newborn baby boy. Jeff Brislin (Circ.) has
rejoined the team for the summer and has been an instrumental utility infielder,
playing a variety of positions - not only pinch-hitting, but also as a reliever.
(Baseball analogy courtesy of Paula Walker).
Volunteers.
Volunteer TVDe Number ours
Adult 76 811.75
Youth 11 59.25
Adapt-a-Shelf 6 21.50
YART 7 7.00
Library Board 5 12.50
Ed. Services 4 59.00
Community Service 4 30.00
21st Century Academy 0 0.00
(CE 2)
Total 113 1,001.00 = 5.75 FTE
WORK INDICATORS %idNE 1994 JUNE 1993 JUNE 1992
Adult Materials 22,625 22,458 12,422
Juvenile Materials 18,581 18.438 15.034
Total 41,206 40,896 27,456
Days of Service 28 28 28
Average
Daily Circulation 1,472 1,461 981
Hours of Service 283 283 283
Materials
Circulated per Hour 146 145 97
Increase in Circulation 0.80/0 48.9% -15.9%
Materials
Added/Withdrawn 1,045/459 805/475 574/61
Borrowers Registered 315 345 272
Story Time 262 283 284
(Number of Sessions) (13) (11) (12)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 395 400 373
(Number of Sessions) (5) (2) (6)
Fines/Fees Collected $3,858.36 $3,715.24 $2,391.54
Gifts Received $ 7.09 $ 11.53 $ 256.72
H ALOGIMCONN I EWDMTHRPT
. .
1994/95 Proposed Budget City of Tigard
Library'Administration'Dept.*1«,o
Program Summary
The Public Uunmy aoquiue, nrgenires, and provides customer assistance in accessing matehab, data, and services to meet the infoonadomal,
educational,and recreational needs of the community, The Library Director is responsible to the City Administrator for the overall operation vfthe
Library. The Director also directly supervises the Department Secmtar?, Senior Ubmham in charge of Readers Services, Circulation Manager,
Volunteer Coordinator, Library Computer Specialist,and Technical ServimmuDivision ftmv�eS -4..t
- —
199495Gna(s/oMectiveo
^ Take lead m|o in exploring the use nfinformation technology for providing service within the City and to the public.
^
Provide staff coverage at all service desks during all open hours to facilitate effective customer use of the Library.
~
Emphasize team bwilding, intra-staff communication and cooperation.
^
Focus onchanging community service needs through staff and Board involvement in various public forums.
~
Collect information needed to determine resources required nomeet the long-term library needs ofTiqa,u.
^
Organize Local History Resource Center.
Performance Measures
Description 1991/92� 1992/93 1993/94 2994195
^
Population served 35.000 40.20e 43.000 45.000
Registered library users 25.066 28.003 32.000 35.7e0
%ofpopulation registered 71m 69.5m 74% 791%
Annual visits 186.170 234.747 269.969 302.354
Volunteer hours 7.177 e.360 10.400 11.300
Value oivolunteer hours $35.760 $65'520 $72.800 $e2.660
Personnel Summary
Position 1991192� 1992/93 1993194 1994/95
Library Director 1 1 1 1
Department Secretary , 1
Senior Librarian u c 1
Librarian 2.75 28 2.8
Library Supervisors o 2.4 2
Senior Library Assistant 1.78 2.*
Library Assistant 7.97 uA 12.2
Volunteer Coordinator .25 zs
Library Computer Specialist 85
1994/95 Proposed Budget City of Tigard
Total Library
Actual Actual Adopted Proposed
1991/92 1992/93 1993/94 1994/95
Personal Services
Positions 19.50 20.00 21.00 22.56
Wages 434,756 435,988 505,283 597,238
Overtime 136 8
Worker's Compensation 3,722 4,709 3,876 4,306
Payroll Taxes 34,682 36,462 41,656 49,974
Retirement 49,258 46,866 68,596 83,613
Group Insurance 48,416 48,399 71,326 96,610
Total Personal Services 570,970 572,432 690,737 831,741 20.41%
Materials&Services
Water Costs
Prof/Contract Services 13,469 14,203 24,229 25,641
Repair And Maintenance 568 3,697 4,763 4,572
Special Dept.Expense 1,379 7,103 13,275 7,785
Office Supplies 35,656 29,987 36,850 36,160
Advertising&Publicity 2,335 3,373 5,390 5,495
Fees,Dues&Subscriptions 305 285 1,804 2,754
Travel&Training 4,142 3,578 6,965 10,277
Rents&Leases 1,640 1,038
Utilities 300
Insurance
Library Materials 133,960 164,439 165,500 182,000
Total Materials& Services 193,454 227,703 259,076 274,684 6.02%
Capital Outlay
Land& Improvements 575
Vehicles 1,705
Equipment 17,377 19,794 26,248 10,305
Total Capital Outlay i 19,657 19,794 26,248 10,305 -60.74%
Total Program 784,081 819,929 976,061 1,116,730 14.41%
/ 5-
t0
1994/95 Proposed Budget City of Tigard
Library-Administration -#1410
Actual Actual Adopted Proposed
1991/92 1992/93 1993/94 1994/95
Personal Services
Positions 18.50 19.00 20.00 3.10
Wages 414,013 413,309 479,833 105,558
Overtime 125 8
Worker's Compensation 3,651 4,555 3,735 1,698
Payroll Taxes 33,042 34,627 39,558 8,833
Retirement 46,871 44,145 65,224 14,778
Group Insurance 45,664 45,356 68,012 17,397
Total Personal Services 543,366 542,000 656,362 148,264 -77.41%
Materials&Services
Water Costs
Prof/Contract Services 5,623 1,950 9,450 950
Repair And Maintenance 568 3,697 4,463 4,272
Special Dept.Expense 3,995 6,600 1,560
Office Supplies 33,901 29,684 36,150 24,656
Advertising&Publicity 2,335 3,373 5,390 205
Fees,Dues&Subscriptions 305 270 1,744 1,690
Travel&Training 3,991 3,131 6,295 3,270
Rents&Leases 1,640 1,038
Utilities
Insurance
Library Materials 133,960 164,439 165,500
Total Materials& Services 182,323 211,577 235,592 36,603 -84.46%
Capital Outlay
Land& Improvements
Vehicles
Equipment 17,377 19,328 26,248 7,805
Total Capital Outlay 17,377 19,328 26,248 7,805 -70.26%
Total Pro-ram 743,066 772,905 918,202
�192672 -79.02%
For tracking of costs, the Library has been split into four budget units. Historical information however is shown in#1410.
(A4
�
7
<
1994/95 Proposed Budget City of Tigard
Library-Readers Services-Dept.#1420
Program Summary
Readers Services is responsible for selecting all library materials,providing professional assistance in using the library colleiction,accessing additional
ii nal
resources through interlibrary loan and networking:and collection based programming for all ages;Go=
pfeymme;serving as a c 9 Ouse for recreationa opportunities in e igar are and providing access to additionall resources and information
notogy. V,
1994/95 Goals/Objectives
~ Provide staff coverage for primary reference desk during all open hours and special coverage for youth and children for at least
20 hours ovmeok
` Tuenhance staff knowledge w(and skills inusing electronic media for service delivery oapart ofalibrary-wide training plan.
~
Develop and implement aComprehensive Collection Development Plan.
~
Develop an early Childhood Education Resource Center to provide materials for those who care for young children.
`
Develop and organize the presentation of avohety of programs and activities to uhmu|au*personal growth and enrichment for
all age groups that use the library.
Performance Mwwoumm
;
Description 1991/92� 1992/93� 2993194 1994/95 `
Population served 35.000 40.209 43.000 45.000
Reference questions 17.336 20.198 20.e94 21.000
Interlibrary loans 19.484 39.769 45.600 51.000
Stwytimeouaoipns/penp|o 218w.018 225/5'000
Participants iosummer reading
programs for preschoolers,
elementary students and teens 1.175 1.600
Special summer events/people 8/1.350 8/1.500
Classes offered 127 133 110 110
Registrants 1.316 1.570 1`700 1.700
Personnel Summary
Position 1991/92� 1992/93 1993/94 1994/95
Senior Librarian |
Librarian ^
Senior Library Assistant 2
Educational Services Coordinator 1
�7
1994/95 Proposed Budget City of Tigard
Library-Readers Services-#1420
Actual Actual Adopted Proposed
1991/92 1992/93 1993/94 1994/95
Personal Services
Positions 1.00 1.00 1.00 7.03
Wages 20,743 22,679 25,450 216,287
Overtime 11
Worker's Compensation 71 154 141 1,092
Payroll Taxes 1,640 1,835 2,098 18,098
Retirement 2,387 2,721 3,372 30,280
Group Insurance 2,752 3,043 3,314 39,644
Total Personal Services 27,604 30,432 34,375 305,401 788.44%
Materials&Services
Water Costs
Prof/Contract Services 7,846 12,253 14,779 19,191
Repair And Maintenance 300 300
Special Dept,Expense 1,379 3,108 6,675 6,225
Office Supplies 1,755 303 700 1,853
Advertising&Publicity 4,550
Fees, Dues& Subscriptions 15 60 1,064
Travel&Training 151 447 670 5,105
Rents&Leases
Utilities 300
Insurance
Library Materials 182,000
Total Materials&Services 11,131 16,126 23,484 220,288 838.03%
Capital Outlay
Land & Improvements 575
Vehicles 1,705
Equipment 466 2,500
Total Capital Outlay 2,280 46,6 2,500
Total Program 41,015 47,024 57,859 528,189 812.890
Readers-services inc This budget unit also includes
the appropriation for library materials which is a 10% increase over the previous year.
68
�
1994/95 Proposed City ofTigard
Library - Technical Services - Dept. #1430
Program Summary
Technical Services orders and receives all library nmederiads, determines appropriate placement within the library
collection and processes all henno as needed for use by the public. The Technical Son/iooa staff reports to the Library
Director.
1994/95 Goals/Objectives
^ C)e1annina effective use of space following workroom reconfiguration.
^
Refine preprocessing system.
^
Determine long-range staff needs for Technical Smn/ioeo area.
^
Consolidate acquisitions tasks under Senior Library Assistant position.
^
Work with Volunteer Coordinator to determine additional volunteer opportunities in Acquisitions and
Processing.
Performance Measures
Description 1991/92 1992/93 1993/94� 1994/95.
/
New materials 8.834 7.747 9,000 10.500 �
Materials processed 10.402 10.806 12.700 14.508
Materials withdrawn 2.802 3.402 5.008 10.500
K4oteha|n mended 1.666 1.651 2.500 3.500
K4ataha|a cataloged 9.445 10.288 12.000 13.000
Personnel Summary
Position 1992/93 1993/94 1994/95
Library Supervisor, Cataloging 1
Senior Library Assistant 1
Library Assistant
/��
1994/95 Proposed Budget City of Tigard
Library-Technical Services-#1430
Actual Actual Adopted Proposed
1991/92 1992193 1993/94 1994/95
Personal Services
Positions 2.30
Wages 51,543
Overtime
Worker's Compensation 283
Payroll Taxes 4,313
Retirement 7,216
Group Insurance 12,562
Total Personal Services 75,917
Materials& Services
Water Costs
Prof/Contract Services 5,500
Repair And Maintenance
Special Dept.Expense
Office Supplies 8,781
Advertising&Publicity
Fees,Dues& Subscriptions
Travel&Training 590
Rents&Leases
Utilities
Insurance
Library Materials
Total Materials& Services 14,871
Capital Outlay
Land&Improvements
Vehicles
Equipment
Total Capital Outlay
Total Program 90,788
70
1994/95 Proposed Budget City ofTigard
Libsaqf ' Clmoulation ' Dept. #1440
Program Summary
The Circulation Division of the library is responsible for checking in and out, renewing and shelving all library materials,
collecting fines, issuing new library cards and answering general questions. Circulation staff also update and maintain
patrons' records on the VV|L| computer system. The Circulation Desk is often a patron's first or last contact in the
library. Circulation staff also track and retrieve nnimaimQ library rna1aha|s and collect reimbursement from patrons for
lost materials. Circulation Division is responsible for preparing the library for opening and closing. The Circulation
Manager reports 1othe Library Director.
1994/95Goa Is/Object Ives
~
Staff the Information Desk 1OOpercent ofopen hours.
~
Call in extra help during high-volume hrnoa.
^ Make one staff person available to shelve at all times.
. ,
Performance Measures 1,54
Description �
K4adaha|echecked out per year 373.464 429.598 566'168
Materials checked inper year 438.297 512.462 583.694 684.827
Phone renewals per week 450 488 576 681
Materials checked out per week
per work station 2.394 2.753 3.161 3.629
Materials shelved per week 8,448 9.865 11.224 12.785
Library cards issued per week 70 77 75 78
#ofItems checked out per year to 116.619 141.687 173.141 211.584
out-of-city users
Personnel Summary
Position 1991/92 1992/93 1993/94 1994/95
Circulation Manager 1
Senior Library Assistant 2.5
Library Assistant 6.80
//
1994/95 Proposed Budget City of Tigard
Library- Circulation-#1440
Actual Actual Adopted Proposed
1991/92 1992/93 1993/94 1994/95
Personal Services
Positions 10.13
Wages 223,849
Overtime
Worker's Compensation 1,234
Payroll Taxes 18,731
Retirement 31,339
Group Insurance 27,007
Total Personal Services 302,160
Materials& Services
Water Costs
Prof/Contract Services
Repair And Maintenance
Special Dept.Expense
Office Supplies 870
Advertising&Publicity 740
Fees,Dues&Subscriptions
Travel&Training 1,312
Rents&Leases
Utilities
Insurance
Library Materials
Total Materials&Services 2,922
Capital Outlay
Land&Improvements
Vehicles
Equipment
Total Capital Outlay
Total Program 305,082
7L
CITY OF TIGARD, OREGON
EDUCATIONAL SERVICES PROGRAM AGREEMENT
-- PILOT PROGRAM --
Pilot Program Effective Dates: September 1, 1994 through August 31, 1995
This agreement is entered into between the City of Tigard (the City) and Recreation
Round-Up, Inc. (the Contractor), an Oregon non-profit corporation, with a place of
business at
The City of Tigard Public Library desires to offer non-athletic based recreational classes
and programs (services) to Tigard area residents. Recreation Round-Up, Inc., agrees to
be an invisible provider if these classes and programs (services) subject to the following
terms and conditions:
1. Description of Services:
a. The Contractor will provide (schedule, program, and monitor) a variety of
recreational/educational classes and programs for all ages. Classes will be
arranged in a quarterly calendar.
b. Each quarter's offerings will include a minimum of 15 separate classes with
at least one, and not more than two, being library-use classes. These
classes will be offered to the public without charge.
C. The Contractor will recruit, select, schedule, manage, evaluate, and pay all
instructors.
d. All direct costs related to classes will be paid by the contractor (ex:
materials, transportation).
e. The Contractor will submit a copy-ready program flier, quarterly for inclusion
in the Cityscape Newsletter. Deadlines for submittal will be set by the City
of Tigard.
f. Contractor will collect all registration forms and fees, maintaining accurate
records and submitting quarterly accounting sheet to the City.
g. The Contractor will maintain and update a list of non-profit recreational
organizations serving the Tigard area including address,contract name,and
phone number.
h. The Contractor will review the proposed calendar of classes with the Library
Driector two weeks prior to the quarterly print date to allow time for
modification, if necessary.
i. The Contractor will hold one on-site registration opportunity each quarter.
Registrations received by the library after that date will be left in a drop site
for pick up by the Contractor. The Contractor will provide self-addressed
stamped er, ,ope for use by the public for regi"on at the library check-
out desk.
j. All program related questions will be handled by the Contractor via phone
and voice messaging.
2. Facility and Equipment:
a. The City shall provide (without charge to the Contractor) access to the
Senior Center Building Monday through Thursday evenings. Specific rooms
will be scheduled by the Contractor as needed.
b. The Contractor may schedule equipment such as TV, VCR, dry erase
boards, slide projector, etc. through the Ubrary Director or designee.
C. The Contractor shall notify the Ubrary Director in writing of the need for
repair or replacement of any equipment furnished.
d. The City shall furnish, (without charge to the Contractor) all light, heat,
power, hot and cold water, local phone service,trash and garbage disposal
necessary for the performance of this agreement.
e. The City reserves the right to establish reasonable regulations with respect
to safety, sanitation, and maintenance of the facility and equipment. The
Contractor agrees to comply with such regulations and to instruct its
employees or contracted instructors to comply with such regulations.
3. Paymen :
The Contractor will set its program fees at cost recovery plus 20 percent. Three
percent of this profit will be paid to the City. Payment will be made within three
weeks of the end of each quarter.
The payment will be based solely on classes held - not classes scheduled. The
Contractor may cancel classes due to insufficient enrollment or if an emergency
situation arises.
4. Ter
The initial term of this Agreement shall commence on the effective date and
continue for a period of one year. Recognizing that this is a pilot program, at the
end of the year, this Agreement will be evaluated by both parties for possible
revision.
5. Indemnification:
Contractor agrees to indemnify and to hold harmless the City, its Officers,
Employees, and Agents against and from any and all loss, claims, actions, suits,
including costs and attorney's fees, for or on account of injury, bodily or otherwise,
to, or death of persons, damage to or destruction of property belonging to City,
Contractor or others, resulting from, arising out of, or in any way connected with
Contractor's activities hereunder, excepting only such injury or harm as may be
caused solely by the fault or negligence of the City, its Officers, Employees and/or
Agents.
6. Insurance:
All insurance is to be placed with insurers with the Best's rating of no less than
A:VII. Each insurance policy shall be endorsed to require coverage not be
suspended, voided or canceled by either party, reduced in coverage or in limits,
except after 30 days prior written notice by certified mail, return receipt requested
has been given to the City. Contractor must provide the City with proof of
insurance coverage upon demand.
7. All notices provided for under this Agreement are to be written and shall be
addressed to:
Contractor City of Tigard
Deb Bleser Kathy Davis, Director
Recreation Round-Up, Inc. Tigard Public Ubrary
10665 SW Wilsonville Road 13125 SW Hall Blvd.
Wilsonville, OR 97070 Tigard, OR 97223
503-685-9613 503-684-6537
8. Complete Agreement:
This contract constitutes the complete agreement between the City and Contractor
and supersedes all prior written or oral discussions or agreements.
IN WITNESS WHEREOF, the City has caused this agreement to be executed by
its duly authorized undersigned officers, and the Contractor has executed this
agreement on the date herein above first written.
CONTRACTOR CITY OF TIGARD
BY: BY:
City of Tigard
Comprehensive Long Range Financial Plan
Purpose/Mission Statement
Department: Ubrary
Mission Statement:
The Tigard Public Library is the citizen's point of contact within the vibrant growing city
of Tigard and the world beyond. You may rely on us as a source of information on local
history, business, government and community events, recreational reading, and other
materials of public interest.
We provide service to individuals of all ages as well as businesses, schools,
organizations, and other public agencies. The richness and scope of our collection is
determined by your needs and we welcome your suggestions.
All members of the library staff will support, protect, and facilitate your right to access
library resources.
As a department of the City of Tigard, we are dedicated to service with excellence and
committed to participation, innovation, responsiveness, communication, and courtesy to
all.
Major Changes 1995 - 20002:
• Library will assume a broader based role of "information provider," possibly
consolidating other city information functions.
• Technology will be a major factor in methods used for disseminating information
and providing access to library materials.
• Limitations on financial resources will spur the development of new partnerships
between the library, other libraries, the business community, and educational
facilities.
• The population of Tigard will continue to diversify meaning that the scope of our
library collection must reflect this diversity (English as a Second Language"
materials, ethnic materials, literacy materials, sophisticated literature, arts, and
technology materials, etc.)
• Staff must receive support and training for coping with rapid changes, developing
flexibility for dealing with priority shifts and learning skills necessary for providing
service with limited resources. This is likely to be a stressful time for staff with
repercussions felt in increased turnover, personal issues, and lower productivity.
• The library will reach a "saturation point" on volunteer positions.
• Increasing demands for service will necessitate:
a) an increase in staff
b) an increase in building size
c) an increase in access to materials
or -
d) a planned reduction in the spectrum of services offered. (examples: hours
open, specialized staff, programs, and events).
Budget Unit: Ubrary - Readers Services
Purpos :
Readers Services is responsible for selecting all library materials, providing professional
assistance in using the library collection, accessing additional resources through
interlibrary loan and networking; and collection based programming for all ages;
coordinating fee-based community classes and programs; serving as a clearing house
for recreational opportunities in the Tigard area; and providing access to additional
resources and information through electronic technology.
IV gior Changes 1995 - 2002:
• Reductions in school library funding will impact workload of youth librarians and
the provision of reference service.
• Staff must be trained in the effective use of new technologies for providing
information.
• Staff must be trained for the provision of library service to a more diverse
population (may include basic Spanish, training in service to the disabled, seniors,
illiterate adults, etc.)
• Expansion of the existing library building will require a minimum of 2 FTE for
staffing public desks.
• Interlibrary loan will become a major program requiring a minimum of .5 FTE.
• Existing Puett Expansion will be used as the 'Technology Wing" housing
computers for public use, listening and viewing stations for CD and Laser Disk
Technology. This will require an investment in equipment 91M§ 1 IFTE for
overseeing this program.
Budget Unit: Ubrary - Technical Services
epos :
Technical Services orders and receives all library materials, determines appropriate
placement within the library collection and processes all items as needed for use by the
public. The Technical Services staff reports to the Ubrary Director.
Major Changes 1995 - 2002:
• Pending expansion of the library towards Hall Blvd.
The entire technical services area will be redesigned for efficiency in work
flow.
A minimum of 1.5 FTE will be added to address and increase in materials
acquisition and processing.
Reporting structure of this unit will be modified resulting in a consolidation
of management responsibilities.
Budget Unit: Ubrary - Administration
Purpos :
The Tigard Public Ubrary acquires, organizes, and provides customer assistance in
accessing materials, data, and services to meet the informational, educational, and
recreational needs of the community. The Ubrary Director is responsible to the City
Administrator for the overall operation of the library. The Director also directly supervises
the Department Secretary, Senior Ubrarian in charge of Readers Services, Circulation
Manager, Volunteer Coordinator, Ubrary Computer Specialist, and Technical Services
Division.
Major Changes 1995 - 200
• Volunteer Coordinator will shift focus to city-wide volunteer applications. Will
require .75 FTE
• Ubrary Computer Specialist will require assistance to oversee 'Technology Wing"
of library (to be developed in Puett addition pending expansion of library towards
Hall Blvd.)
Budget Unit: Library - Circulation
Puroo:
The Circulation Desk is often a patron's first or last contact with the library. Therefore,
the Circulation Division's primary mission is first and foremost CUSTOMER SERVICE,
which means providing patrons with efficient and courteous service. Timeliness is a factor
in all our responsibilities. Whether we are checking in or out library materials, shelving
them, collecting fines, issuing new library cards, or teaching patrons ways to become
more self-sufficient in using the library, our purpose is to assist patrons in getting in and
out of the library with what they need with a minimum of hassle and a maximum of
helpfulness.
Major Changes 1995 - 2002:
• We will either have a fourth check-out terminal or an automatic check-out machine
to be used as an "express lane" for simple check-outs.
• We will either fill the clerk (page) position with staff shelvers or increase our on-call
list considerably so that we can call in additional help during high-volume times or
when we are short-staffed due to illness or vacations.
• By the end of FY 1994-95, we will check out more than a half million items per year
and that number will remain above 500,000 in the years ahead.
• Each circulation FTE will check out approximately 75,000 items per year.
• 85,000 items per year will be checked in and shelved for each circulation FTE (with
the assumption that volunteers will continue to assist in the check-in and shelving).
• More transactions will be handled by phone as people conduct more business
from their homes and as traffic and crime problems encourage people to stay in
their homes more.
• The future of area libraries, such as Tualatin and Sherwood, will remain
questionable. Consequently,we will serve increased populations from those towns
as well as Lake Oswego. Several residents of the northern end of Lake Oswego
use TPL as their home library either because they like it better or because its
closer to their homes than the Lake Oswego library.
• Circulation at the main branch of TPL will level off by year 2000 for the following
reasons:
Population of service area will peak.
We will open a branch of TPL at Washington Square, which will draw some
of the circulation away from the main library but will increase overall
circulation considerably.
Budget Unit: Library - Reader's Services
Purpos :
Is responsible for selecting all library materials, providing professional assistance in using
the library collection, accessing additional resources through interlibrary loan and
networking; collection based programming for all ages; serving as a clearing house for
recreational opportunities in the Tigard area and providing assisted access to additional
resources and information through electronic technology.
Major Changes 1995 - 2002:
• Interests, diversity, and technical sophistication of our users will require Readers
Services to make adjustments in service delivery.
• Information will be transmitted to individuals, service organizations, schools, and
businesses via telephone, FAX, and TV cable.
• Librarians will create and/or access specialized databases for library users
convenience.
• Databanks of local government, business, and service organizations will be
available to library users through electronic access.
• The major function of librarians will be to summarize and synthesize information
from all sources and deliver it in a manner comprehendible to the patron.
• All librarians will be fully trained and competent Internet users.
• Librarians will do more 'leaching" of skills to individuals and organizations.
City of Tigard
Comprehensive Long Range Financial Plan
Underlying Assumptions
Department: Library
• All service desks will be staffed during all open hours with the maximum number
of workers.
Service Desks Max. Staff X65 Open Hours FTE
Information Desk 1 X65 1.625
Circulation Desk 5 X65 8.125
Reference Desk 1 X65 1.625
Youth Desk 1 X65 1.625
(If library is expanded)
Mall Branch 2 X76.5 3.85
16.85 or 17 FTE
• The population of our service area will increase from 38,000 to 50,000+.
• Registered library users will increase from 28,000 to 46,000.
• Circulation will increase from 400,000 items per year to 650,000 items per year.
• The size of our collection will need to be increased by 50 percent.
• Staffing will increase by a minimum of five positions.
• The current facility will be expanded by an additional 8,000 square feet.
• Satellite facilities will be in place in the form of kiosks or bookmobile.
• There will be no media specialists (librarians) in the Public Schools and the Public
Library will be providing some kind of service to fill this gap.
• The library will be a major "information and referral" center for citizens needing
services - a "broker" of service information.
• Year around school will be implemented requiring a major change in library staffing
and program planning.
• HB3565 will be fully implemented (Katz Bill). Library collection and programs will
be affected.
• Changing demographics of City (older population if Pang City annexed; more
apartment dwellers; greater ethnic diversity) will impact library collection and
programs.
• Technology will continue to march onl "Information Highway" will be in place with
major impact on libraries.
• SB20 (which would result in statewide library cards) will be implemented resulting
in a major impact on staff and library collections.
• Additional parking will be needed.