04/14/1994 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, APRIL 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_ GROSSEN—
HARTZELL— IRWIN KOSTOL LEWIS
3. Approve Minutes for March 10, 11994.
4. Monthly Report for Mrui 1 1994.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Follow-Up to City/School District Meeting.
8. County-wide Access to Tigard Library Materials.
9. Puett Room Policy.
10. Educational Services Revisited.
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.
Mlogiftonnie\fib-A
TIGARD LIBRARY BOARD
March 10, 1994
MINUTES
Call to Order: 7:05 p.m., by Marilyn Hartzell, Chairperson.
Roll Call: Marilyn Hartzell, Chris Lewis, Jeri Cundiff, Susan Grossen, Yvonne Burgess, Nancy Irwin,
and Carl Kostol. Staff: Kathy Davis.
Minutes: Burgess moved to approve the minutes with corrections, seconded by Lewis.
Reports: February Monthly Report- Director thanked Board for their participation and excellent job
with the Expansion Open House. Volunteerism is up. Due to Joy Coopers resignation,
a temporary staff person with the Tigard Water Department will be performing 20 hours
of clerical work for Ed. Service,-i- Atemporary will be hired to fill the additional 20 hours
to run the program.
Friends of the Library: FOL will be spending $3,600 for the CD Rom surround wall. FOL
have been asked to pay for new signs for groups of books. Spent$350 on new cushions
and covers for Pillow Project in Children's area. FOL with the cooperation of YART
members will be weeding youth books and will then have a book sale in April to be held
in the Mary M. Puett Room. YART will be receiving proceeds from book sale. The GA
Memorial Dedication is tentatively scheduled for Saturday, May 7. The new First Baby Kit
was shown by Director which includes a list of books for check out.
C.L.A.B.: The CLAB/PAB Telephone Reference Service Report is out and service has
been reviewed. It has been approved to be funded through WCCLS for an 18 month
period. Program will start April or May. What this means for the Tigard Public Library is
that when we have no one staffed at Reference Desk we can refer patron to call this
service.
Report on Meeting with Tualatin Public Library Board: Kostol attended Tualatin Library Board meeting
with letter of concern regarding school cutbacks. Tualatin Board was very receptive and
interested. There were minor changes to the letter. Letter has been signed by both
Board Chairs and will be presented by Tigard Public Library Director on Wednesday,
March 16.
OLA Conference: Director reviewed and highlighted class schedule of OLA Conference to be held
April 6-9, 1994. If Board is interested, let Director know.
Other Business: Burgess - FOL Benefactor Board is full of names of people who have donated money
to the library. Space is limited on the board so Burgess asked permission of the Board
for the idea of a memory book for donations of$100 or less. Kostol moved to approve
the idea of a memory book to list names and gift donations of$100 or less and also for
these names to be printed in some sort of a publication, seconded by Irwin.
Hartzell approached the issue of exploring the idea to create a specific collection on
parents with children with special health needs available through ILL Hartzell was
advised to talk to Children's Librarian, Jody Westerman, to pursue further.
Adjournment: Kostol moved to adjourn meeting at 8:26 p.m., seconded by Burgess.
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Pat Reilly, City Administrator
FROM: Kathy Davis, Library Director
DATE: April 6, 1994
SUBJECT: Monthly Report, March 1994
Puett Room:
Use of the Puett Room for library sponsored activities began in March with three
well attended classes on Library Use. Children's Story Programs are also
scheduled in this space. A use policy and customer questionnaire are attached.
Internet:
WCCLS is planning on providing Internet access via our WILI network sometime
this Spring. TPL will slow down a bit on pushing for our own access until we can
evaluate what services will be available via this link. Access through COMPASS
is already available and several librarians will be exploring this access during April.
Youth Services:
A"Help Desk" has been set up in the Youth area to provide assistance to children,
parents, and teens. Because of a limited staff, the desk is attended only during
the peak use demand times. "First Baby Kits" began circulating in March and are
already booked on the "hold" list. Art displays from area preschools are going up
in celebration of 'The Month of the Young Child."
Library Board/School/Board:
A letter voicing concern over library service to students was endorsed by both the
Tigard and Tualatin Library Boards and forwarded to the City of Tigard/Tigard-
Tualatin School Board joint meeting for discussion: Because of the shortness of
time and length of agenda, there was no discussion. However, it was made
known that there would be no personnel cuts in the School Media Centers in the
next fiscal year. The following year (95-96) may see some substantial cuts If the
budget does not receive some relief. This would suggest that this next year is the
time to address the Library Board's concerns and work with the schools to create
some plan for the continued provision of quality library service to students.
Reference Desk:
The librarians have worked on giving reference coverage priority status during
March. The schedule they developed will be evaluated in April and modified as
necessary. Th6i, goal is to achieve 100 percent CL ,rage during library open
hours.
Ed Services:
The Program Coordinator position is being ably filled by Lorry Christian (City Staff)
and Deb Blesser (formerly of Wilsonville Parks & Rec.) They are each taking on
a component of the program for a total of 40 hours per week. Once the existing
semester is successfully underway, we will be focusing on running the Summer in
the Parks Program. I feel it would be inadvisable to discontinue this very visible
and successful program at this time.
In-House Training:
Two training events are underway in the library. At "All-Staff" meetings, we are
discussing the issue of"communication around sensitive topics." Janice Deardorff
is facilitating these discussions. Several librarians plus the Library Director and
Computer Specialist are meeting with a consultant to help with some
communication style, team building, and change issues. So far, both groups have
been positive.
CLA :
The Board approved the Professional Boards recommendation to contract with the
City of Beaverton for the provision of Telephone Reference Service.
WCCLS:
Professional Board received an overview of the On-line data options being
considered by WCCLS Administration. As this was a "first contact" with Internet
for some of the librarians, discussions will continue.
Circulation:
Even though Circulation leveled off during March (1 percent higher than March
1993), we are still running 12.5 percent higher FYTD over 92-93. Our area of
greatest increase has been in video tapes with Adult and Juvenile tapes sharing
a 53.6 percent and 87 percent increase, respectively, over last year. The
rearrangement of the video area and addition of two more shelving units will allow
us to continue to enhance this collection in both quantity and quality.
Volunteers:
Volunteer Tyke Numbe Hours
Adult 85 998.00
Youth 12 47.25
Adopt-a-Shelf 8 32.25
YART 7 7.00
Library Board 7 10.50
Ed. Services 0 0.00
Community Service 1 23.50
21st Century Academy 0 0.00
(CE 2)
Total 120 1,118.50 = 6.5 IFTE
This is a new record for volunteers and hours workedl
WORK INDICATORS MARCH 1994 MARCH , 43 MARCH 1992
Adult Materials 24,256 24,118 19,758
Juvenile Materials 18.467 18.170 14.6
Total 42,723 42,288 34,412
Days of Service 29 28 28.5
Average
Daily Circulation 1,473 1,510 1,207
Hours of Service 294.5 294.5 287
Materials
Circulated per Hour 145 144 120
Increase in Circulation 1.0% 22.9% 5.4%
Materials
Added/Withdrawn 973/1,781 627/177 742/275
Borrowers Registered 328 384 311
Story Time 300 364 277
(Number of Sessions) (16) (15) (13)
Toddler Time 0 85 75
(Number of Sessions) (0) (11) (10)
Special Programs 11 67 0
(Number of Sessions) (1) (3) (0)
Fines/Fees Collected $3,810.88 $3,728.80 $2,998.52
Gifts Received $ 44.25 $ 29.72 $ 9.63
HAL0G1N\C0NN1E\KDMTHRPT
If at any time a "successful" call is made (ECHO manual needing revision are those involving
contacts a person or leaves a message on an interlibrary loan practices, item statuses, and the
answering machine), the patron is not contacted collection of fines and fees.
again, unless no action has been taken by the next
scheduled calling day. For example, if a call for a Stephanie Hibbs, Chair of the WILI Users' Group,
hold is successful during the first round of calls on noted that in actuality it is the responsibility of the
the first day, ECHO will.not call again unless on the Professional Advisory Board (PAB) to establish
3rd day, the item is still on the hold shelf. systemwide "policies", while it is the responsiblity of
the WILI Users' Group to formulate concrete
ECHO will only call a single phone number once for "procedures"which support those policies. In light of
hold notification and once for overdue notification. this reality, Eva Calcagno, Automation Program
This clarifies earlier information that ECHO would Specialist, recommended the formation of a joint
call the same person, or multiple people in a committee comprised of members from both PAB
household with the same phone number, for every and WUG to review the manual and recommend
instance of holds or overdues. The most any person changes.
or household can be called on one day is twice: one
hold call and one overdue call. The ECHO Chaired by Calcagno, the committee will include
programming compares the daily calling list and WUG representatives Diana Palmer (Cedar Mill
deletes multiple instances of the same phone number Community Library), Natalie Norcross (Tuality
in order to do this. Health Information Resource Center), Paula Walker
(Tigard Public Library), Wanda Martin (Tualatin
All patrons will be notified by ECHO except for the Public Library), and Cecile Carpenter (Beaverton
following variations. Patron Types that will never City Library). Dorothy Swanson (Tanasbourne
be called about overdues by ECHO are: HBD Branch) will represent PAB.
(HomeBound Delivery), HBI (HomeBound
Institution), HBM (HomeBound Mail service), I It is the intent of the committee to produce a WILI
(Outreach served Institutions), IN-LIB (In-Library Policies & Procedures manual that not only reflects
Use), NOA (Temp- NO Address), 1WVL (Non-WILT current practices, but is also "user-friendly" to front-
Library), O (Outreach), S (Staff),T(Full-Load Test). In line staff. The goal is to increase awareness of
addition, H (Homebound) and MCLBBM (Mult.Co. systemwide policies and procedures, and thereby
BBM) Patron Types will not be called about fflgd increase consistent application of common practices
holds. The LEX and OU"TR agencies will be excluded among libraries.
from filled holds calls because all materials are
automatically shipped or delivered from those ###############
locations.
WILI Policies and Procedures to be Beaver Widens Access Libraryo
Reviewed rhn
ons
by Basja Samuelson
zer reports that Beaverton City Library
At the February 1994 meeting of the WILI Users' ted new circulation policies that will
Group, discussion focused on the need to review anduntywide access to most of its materials.
update the "WILL Policies&Procedures"manual. The has changed the status of new books, bestcurrent manual (such as it is) consists of an outdated ult educational videos, and adult and
conglomeration of directives, charts, E-mail tion and non-fiction cassette tapes from
messages and memorandums. High Demand I-Types to I-Types that will allow
holds to be placed at any public library in the county.
Recent changes that affect all WILI libraries have
required the establishment and standardization of ' The Hillsboro Public Library and Cedar Mill
procedures for WILI operators. A prime example is ( Community Library are also moving some materials
the initiation of ECHO (Electronic Calling for Holds out of High Demand I-types. The trend among all/
and Overdues). In order for the system to function WILI libraries definitely seems to be in the direction'
properly, telephone numbers in patron registration of freely sharing materials -- reducing or
records must be entered in a specific format, eliminating restrictions that prohibit holds fr.om
different from the old format. Members of the WILI \being placed by other libraries. �
Users' Group recognized that a thorough review of the p'
we're re Perhaps in the process of creating F'TA" ..
entire registration procedure, clarifying and p g "WA
outlining all of the steps, would be beneficial to the WILT Area Free Trade Agreement.
front-line circulation staff. Other sections of the
4