12/09/1993 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, DECEMBER 9, 1993 - 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 November 11, 1993.
4. Monthly Report for September, October, and November 1993.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Goals and Objectives - comments/discussion.
8. Library Expansion - update on construction; opening dedication?
9. Report on State Library sponsored workshop "Building a Library Board of the 90's"
(Irwin and Lewis).
10. Approval of Policy: "Video Collection" and "Donations."
11. County-wide Telephone Reference?
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:\1ogin\connie\1ib-A
TIGARD LIBRARY BOARD
September 9, 1993
MINUTES
Call to Order: 7:05 p.m., by Cad Kostol, Board Pro-tem Chairperson.
Roll Cal: Cad Kostol, Yvonne Burgess, Chris Lewis, Nancy Irwin, Susan Grossen, Marilyn
Hartzell, Jeri Cundiff. Staff: Kathy Davis.
Selection of Nominations were taken. Burgess moved to cast Hartzell as Chairperson and
New Chairperson: Kostol as Pro-tem Chairperson, seconded by Irwin.
Minute Approved as written.
Report July/August Monthly Reports were summarized by Library Director. A Work Space
Allocation Committee has been formed with four library staff members and Brian
Ries acting as facilitator. Circulation for July reached an all-time high with 42,841.
The Butterfly Garden has been created In memory of Helen Steyaert and a
collection of butterfly resources added to the library Reference area.
Two new members have joined the Library Board: Nancy Irwin and Chris Lewis.
A$500 donation was received from a businessman in appreciation of the way TPL
is run. August 20, George Anne Miller passed away with cancer of the bone
marrow. There will be a stuffed animal and picture book display in GeorgeAnne's
memory. In August a pilot project started in association with third grade teachers
at Mary Woodward School for the development of a*Tigard Specific*civics class.
Ed. Services registration begins September 16.
Friends of the Library: Fund raiser of annual Solicitation Letters to be mailed in
September. Preparation Is taking place for new letterhead and envelopes for these
letters. Entertainment Coupon Books are available again. Cost is$40 each. Still
working on"Baby Kits." Treasurer's report of$6,183.27. Received$500 gift. There
is$662.50 in memorial for GeorgeAnne.
C.L.A.B.: Has formed the Roles Committee In order to review the entire role of
WCCLS. WCCLS has implemented a new computer program for WILT where one
can dial up WILI through their home computer and put books on hold. WCCLS will
be trying new system to send 'holds"through mail. Will be voting this month on
whether to approve a $1.00 per book fee for this service.
Intro of New Nancy Irwin and Chris Lewis gave brief descriptions on how they came to be on
Board Members: the Board and their personal backgrounds.
Budget Update: Director introduced end of fiscal year 1992-93 report 1993-94 budget is relatively
the same. There was an increase In the 613000 account due to more publicity for
the library. There was approximately$930,000 budgeted for 1993-94. As there is
an FTE cap, there will be no increased personnel city wide.
Expansion Update: Six bids were received. High bid is$195,000, low is$151,000. Total budgeted for
the project is $170,000. Final cost may Include a 10 percent over run for
unforeseen expenses. Library Is in need of approximately$28,000 for furnishings
which also needs to come from this project budget If bid is accepted, completion
date for end of November.
Goals & Objectives: Director highlighted Goals 1-6.
Newspaper Clipping Provided copies of articles on Senior Open House and Ed. Services Tiny Tikes
Indoor Park program.
Book Complaint: Pres,, :dd letter and librarian response regarding L -,*'K complaint on"The Boome
Bible.« Director summarized complaint process.
Meeting Adjourned: Burgess motioned to adjourn meeting at 8:30 p.m., seconded by Hartzell.
yjkQ: A short video of'Serving on a Library Board"was presented.
TIGARD LIBRARY BOARD
October 14, 1993
MINUTES
Call to Order: 7:05 p.m., by Kathy Davis, Library Director.
Roll Cal : Chris Lewis, Nancy Irwin, and Jeri Cundiff. Staff: Kathy Davis.
Absent: Marilyn Hartzell, Yvonne Burgess, Carl Kostol, and Susan
Grossen.
A formal meeting was not held due to the lack of a quorum.
Kathy summarized the library expansion. Expected completion date
will be the first week of December.
There were four qualified candidates for the Senior Librarian position.
Interviews will take place October 21 and 22.
Chris Lewis and Nancy Irwin gave a brief overview of the State
sponsored workshop "Building a Library Board of the 90's." Details
to follow at next meeting. Enclosed you will find a self-evaluation for
trustees. Please fill it out and bring it to the next meeting.
It was the consensus that we will meet on November 11, despite the
holiday.
REMEMBER: If you are unable to attend a Library Board meeting, please be
sure to contact Liz Newton at 639-4171 X:308. If It looks like
there wont be a quorum, you will be contacted as soon as
possible.
HALOGWCONNIEWRDMIN
TIGARD LIBRARY BOARD
November 11, 1993
MINUTES
Call to Order: 7:10 p.m., by Marilyn Hartzell, Chairperson.
Roll Call: Marilyn Hartzell,Yvonne Burgess, Chris Lewis, Nancy Irwin, Susan Grossen,
Jeri Cundiff. Staff: Liz Newton.
Mints: Irwin moved to approve the minutes as written, seconded by Grossen.
C.I.T.s Liz Newton reported on the new C.I.T. (Citizen Involvement Teams)
meetings. These meetings are for residents of Tigard to get together and
discuss concerns they have within the city i.e., land use, transportation,
zoning, etc. If ever interested, Newton encouraged the Library Board
members to take part in these meetings and if they have an item of
discussion ask to be put on the agenda. These C.I.T. meetings have three
facilitators and representatives from the City present at each meeting.
Questions were raised. Discussion continued. Hartzell requested to
address the C.I.T. meeting schedule and a Library Board presentation at the
next Library Board meeting on December 9, 1993.
Report : Friends of the Library: Burgess reported that the 1994 Entertainment Books
have arrived. The Friends are waiting on the purchase of the glass for
GeorgeAnne's cabinet. After the first of year, they will hold a special
dedication. The cards have been printed for the First Baby Packets and are
waiting for the canvas bags to hold the packets. The 2nd Annual New
Book Sale will be held December 2-6. These books are from Powells and
can be purchased at a 10 percent discount. The Library will receive a 10
percent credit with Powells when buying new books. Burgess also reported
that they've had a good response on the Solicitation Letter.
C.L.A.B.: Due to Kathy's absence, there wasn't a CLAB report.
Expansion Update: It was reported that the construction deadline for the expansion is due to
be completed the first week of December. The project is currently on
schedule and the library does not anticipate needing to close. We will need
to be closed to the public when furnishings and equipment are moved.
Closure will be kept to a minimum.
Senior Librarian: Our new Senior Librarian, Mara Sani, has been hired. She will be on board
January 10, 1994. Mara comes to us with more than 30 years of library
experience including a strong background in library technology and
networking experience with the DYNIX System.
Adjournment: Burgess motioned to adjourn meeting at 7:45 p.m., seconded by Lewis.
HALOGIMCONNIEMDMIN
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Pat Reilly, City Administrator
FROM: Kathy Davis, Library Directo�A
DATE: October 11, 1993
SUBJECT: Monthly Report, September 1993
State Report:
Tigard Public Library's annual report to the State library was submitted this month.
Our final circulation count for Fiscal Year 1992-93 was 431,988 (up from 382,435
the previous year). We added almost 3,000 new patrons (total 28,003) and
increased attendance from 186,170 to 210,938 (almost 500 more patrons per
weekl)
Childrens Grant:
The former State Per Capita Grant Program; an annual entitlement based on each
library's service area, has been changed to a competitive special purpose grant.
Money is to be used to enhance or develop service to children. Jody Westerman
and Sue Plaisance have submitted their proposals. One would further develop and
market our specialized collection of parenting materials, the other would create a
"Teen Survival Center (resource information for teens dealing with various issues
of adolescence). Total grant will be approximately $3,500.
Library Board:
At the request of Board Chair, Marilyn Hartzell, our new members were sent to a
state sponsored seminar on Library Board Service "Library Boards for the 90's."
They will be making a report to the group at the next meeting.
Expansion:
Low bid on the expansion was accepted and awarded to Michael J.Watt, Inc. A
change order was authorized to bring the bid closer to the architects estimate.
Estimate was $120,000. Low bid after change order was $141,115. Funds may
be reallocated from the proposed furnishings budget to cover the difference.
Floor Plan:
A committee of four employees plus Brian Ries as facilitator worked towards
designing a new floor plan arrangement that would meet as many needs as
possible following the expansion. They worked well together, did an excellent job,
and presentation to the staff went smoothly. Kudos to aill
Tech Services:
Five hundred and eleven new items were added to the collection during
September. All CD Rom products are now up to date and running efficiently.
"Core Group" is receiving scheduled training.
Powells:
Contractual agreement for pre-selection has been expanded and renewed for
another year.
Banned Book Wee
Our annual display is up in the library. Very few comments this year especially
compared to Fall '92.
Youth Services:
Beaverton will not be offering children's programs this Fall due to some
remodeling. We will monitor our attendance to determine impact. Peggy Lowry
facilitated the donation of a high quality science fiction series for Young Adults.
New shelving was installed in the Children's and Young Adult areas over Labor
Day weekend. Youth Services staff will have an information table at a Family Fun
Fair being held at the Southport Alliance Church in Tigard. "Homework Tours"
began September 14, and will run through October 5. Attendance at these
programs is down and we will be reevaluating them for content and convenience
for next year. The first YART meeting of the year was September 28. PART is
now in its 7th year and one of the longest running Teen Advisory programs in the
state.
Employee Committee:
The library has developed its own Employee Committee to deal with issues of
recognition, motivation, and communication.
Ed. Services:
September meeting for T.A.H.P.A. was held at the Fessler home, the old Charles
F. Tigard house. Martha Bishop has joined the organization. Planning is
underway for a Harvest Festival and Historic Homes of Tigard holiday tour. Third
graders from Mary Woodward School will be visiting the John Tigard House as
part of their new Tigard Civics curriculum. The Indoor Park is experiencing enough
success that they are planning to add a second afternoon session.
Staff:
Worked with Personnel to resolve a pay discrepancy for four part-time temporary
employees. Conducted follow-up on Repetitive Stress Injury Survey. Noted some
improvement and some back sliding. Will offer refresher on preventative measures
to those staffers affected.
WCCLS:
PAB voted to implement two new technologies via the WILT System: DYNIX
Electronic Notification System (ENS) and the "Library Express" Mailing HOLDS
Project. Both should improve access and reduce turnaround time.
CLAB:
Last meeting was primarily an orientation session for incoming members.
Senior Librarian:
Recruitment closed October 1. Six, very qualified candidates applied. We will
interview four later in the month.
Volunteers:
Volunteer Type Number Hours
Adult 64 677.25
Youth 3 8.50
Adopt-a-Shelf 4 11.00
YART 4 4.00
Library Board 7 12.00
Ed. Services 1 2.50
Community Service 2 7.00
CE 2 1 24.00
Total 86 746.25 = 4.30 FTE
* Drop in hours reflects volunteer vacations, beginning of school, and end of summer
programs.
WORK INDICATORS SEPT. 1993 SEPT. 1992 SEPT. 1991
Adult Materials 20,496 15,879 16,295
Juvenile Materials 14.983 15,408 11.81
Total 35,479 31,287 28,107
Days of Service 26.5 27 27.5
Average
Daily Circulation 1,339 1,159 1,022
Hours of Service 267.5 271.5 264
Materials
Circulated per Hour 133 115 106
Increase in Circulation 13.3% 11.4% 18.3%
Materials
Added/Withdrawn 917/94 1,109/193 986/463
Borrowers Registered 329 358 261
Story Time 0 0 0
(Number of Sessions) (0) (0) (0)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 24 0 0
(Number of Sessions) (3) (0) (0)
Fines/Fees Collected $2,895.90 $1,994.13 $2,562.30
Gifts Received $ 11.10 $ 519.47 $ 58.90
HAL0G1N\C0NN1E\KDMTHRFT
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Pat Reilly, City Administrator
FROM: Kathy Davis, Library Director
DATE: November 8, 1993
SUBJECT: Monthly Report, October 1993
Library Plan:
Met with all library supervisors to incorporate organization-wide goals and
objectives into their individual work plans for the next year. Highlights include:
• Development of a Tigard History Collection.
• Production of a Collection Development Plan.
• Integration of Ed. Services with library services.
• Improved marketing of the library.
• Increased focus on technology as a method of addressing personnel
needs, reducing space requirements for print materials, and improving
service.
Activities related to library goals will appear in the planning document to be printed
this month.
Expansion:
Construction is continuing on schedule. The impact on service has been minimal
with the major distraction being noise. This caused staff to move Reference Desk
service to another location several times. No complaints from the public.
Senior Librarian:
Interviewed four candidates and had one strong front-runner. As this candidate
was interviewed by phone, I have asked her to fly in for a final interview before the
job is offered. We will be meeting with her on Monday, November 8.
Staff:
Added one "on-call" circulation person and six new volunteers. A team composed
of representatives from Readers Services, Circulation, and Technical Services is
redesigning the floor plan for the public area around Reference and the audio-
visual section. Their goal is to improve traffic flow and increase reference
efficiency.
Youth Services:
Anticipating increased public interest, Sue Plaisance has developed a resource
notebook on HB 3565 (the Kaatz Bill). We are offering regularly scheduled "Book
Talks"to teens from our alternative schools (Quest, Cordero, and ABLE). They are
well received by the students and faculty. TEEN SURVIVAL CENTER has been set
up. Funds for materials will come from State Children's Grant. This grant will also
provide materials for the-EARLY CHILDHOOD EDUCATION RESOURCE CENTER.
One hundred and eighty-five people attended Halloween Week activities.
Homework Tours will be offered on a quarterly basis rather than once a year.
Requests for teaching materials came from five schools this month: Mary
Woodward, Templeton, Durham, Head Start, and Chabad Alpha Bet (private
Jewish school).
Adult Services:
Karrin Hawes attended the Tigard Chamber of Commerce Trade Show with library
information and the results from an earlier Business Survey (attached). A new
resource brochure was designed for this event: "Marketing in the 90's" (also
attached).
Ed. Services:
Joy Cooper is taking a facilitators role with the Committee for redesigning public
library space. Work on Community Organizations file is getting underway. (We
have a volunteer ready to assist Joy with this project). Wallpapering of the parlor
at John Tigard House was completed in October. There will be a Holiday Tour of
Tigard's Historic Homes organized through T.A.H.P.A.
WCC :
To achieve a better level of understanding of the needs of the libraries it serves,
WCCLS has initiated a"Staff Exchange Program." We have had an employee from
their Automation Department Visit with us, and Paula Walker, our Circulation
Manager, spent time at WCCLS. From both reports, it appears this has been a
valuable experience: both sides asked many questions and were able to exchange
information that will make communication more satisfactory. A new service that
will allow library users to have books mailed to their homes will be initiated
December 1. The service will be called "Library Express" and will cost the users
$1.00 per book. Beaverton City Library has added staff and equipment to develop
a Telephone Reference Service. They have approached WCCLS to see if the
county would be interested in subsidizing this effort in order to make it a county-
wide service. An 18 month trial is expected to cost approximately $70,000. The
Professional Board gave its support for the concept of county-wide telephone
reference, and referred the issue to CLAB for approval.
CLAB:
WCCLS Role Committee continues to work at defining services best provided
centrally for potential funding through county-wide levy. "Make whole" payments
have been calculated for FY 1993-94. Tigard and Sherwood are the only cities to
receive this payment. Tigard's payment of $36,407 will be received in April. Lon
Ogden of Tualatin was elected CLAB Chair, Kathy Davis of Tigard was elected as
Vice-Chair.
Technical Services:
Nine hundred and fifteen new items were added in October. Valerie Yunker
assisted Bruce Olsen in constructing computers for three new CD Rom work
stations. Valerie is participating on the WCCLS "Futures Task Force," formed to
consider long-term options for WILI's development in terms of electronic gateways
to other networks and databases.
LibraU Board:
October meeting was canceled due to lack of a quorum. Agenda items will be
carried over to November meeting which will be held on November 11, (Veteran's
Day) as usual.
Volunteers:
Volunteer Type Number Hours
Adult 70 763.75
Youth 4 11.50
Adopt-a-Shelf 6 18.50
YART 12 21.00
Library Board 2 1.00
Ed. Services 1 6.00
Community Service 1 6.00
CE 2 0 0.00
Total 96 827.75 = 4800 FTE
WORK INDICATORS OCTOBER 1993 OCTOBER 1992 OCTOBER 1991
Adult Materials 21,763 18,216 17,777
Juvenile Materials 16.874 15.05 13.85
Total 38,637 33,269 31,634
Days of Service 28.5 29 29
Average
Daily Circulation 1,356 1,147 1,091
Hours of Service 279 275 294.5
Materials
Circulated per Hour 138 121 107
Increase in Circulation 16.1% 5.2% 4.8%
Materials
Added/Withdrawn 958/166 1,245/475 1,034/254
Borrowers Registered 365 348 374
Story Time 397 460 481
(Number of Sessions) (15) (15) (19)
Toddler Time 102 106 147
(Number of Sessions) (12) (12) (14)
Special Programs 114 17 121
(Number of Sessions) (4) (1) (2)
Fines/Fees Collected $3,474.61 $2,872.58 $2,809.36
Gifts Received $ 330.25 $ 42.16 $ 4.00
HAL0G1N\C0NN1E\KDMTHRPT
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Pat Reilly, City Administrator
FROM: Kathy Davis, LibraryDirectolo
DATE: December 6, 1993
SUBJECT: Monthly Report, November 1993
Expansion:
Glass for the large window in the front of the expansion will be shipped
December 10. Completion will probably be late December or early January. The
library will need to close one Sunday, exact date unknown, but likely to be
January 9, 16, or 23. A plan for the rearrangement of functions and work stations
has been developed with a tremendous effort by staff planning committee.
New Senior Librarian:
This position has been offered to Mara Sani, currently from St. Thomas, V.I. Mara
has 30+ years of library experience, a strong technology background, extensive
reference and research skills, and a PhD. in Information Science. She speaks four
languages and is, on top of all that, a delightful person! Mara's first day will be
January 10.
Adult Services:
Karrin Hawes has enlisted the help of volunteers in weeding worn-out or unused
paperbacks from the collection to alleviate crowding in this area. Additional
materials from George Fox College have been added to TPL2s collection. This
arrangement continues to be mutually beneficial.
Youth Services:
Special activities were held during Children's Book Week: A puppet show was
attended by 104 children; a drawing for gift certificates good for childrens books
from Powell's was held- 100 entries were submitted. Materials have been received
for the development of "New Baby Kits." This is a joint venture between our
Children's Librarian and the Friends of the Library. Birth announcements from the
Oregonian and Times are scanned for parents of first born children that reside in
Tigard. They are mailed a congratulation card with information about these kits as
well as general library information. Jody Westerman is working with two other
libraries on a grant that would fund the development of Early Childhood
V�WCCLS
Resource Centers in each of the three libraries. There will be$70,000 available for
the recipient of this grant. Jody completed our annual presentation at Tigard High
School's child development class on sharing literature with children. Sue Plaisance
has contacted Meridian Park Hospital to initiate a working relationship with their
library. Our first step will be to create a pamphlet file on medical issues for the
'Teen Resource Center." Sue is also working on setting up a Macintosh work
station with CID Rom capabilities for teen use.
Ubrary Cla ses:
Martha Powers has taken the responsibility for developing the outline for on-going
library-use classes. One class will offer basic library skills, the other, information
on using research tools such as the CD Rom network. These classes will be
advertised through Cityscape.
Technical Service :
,Five hundred and forty-eight new items were added to the collection in November.
Vale e been asked to serve as
Computer Specialists for their respective departments as well as being "on-call"To—r
city-wide network problems up to a maximum of 25 percent of their work time.
Valerie and Angela have met with Bruce Olson on several issues -already, and
seem to be developing as a good team. Bruce and Valerie will be testing
equipment options for connecting the WILT system to the city network.
Ed. Services:
Winter catalog will have three classes with appeal to teens: creative writing,
cartooning, and hunter safety. Joy will be doing special flyers on these for
distribution at the high school. The Historical Association had a very successful
open house on November 13. Enough donations were received to purchase a
kitchen bin table and hutch from the Scheckla family home.
WCC :
A joint committee consisting of CLAB and PAB representatives has been
established to examine county involvement with Beaverton's telephone reference
service. Their task will be to determine what level of reference we want to provide,
what is the best arrangement for the provision of this service, and how much are
we willing to spend? The WCCLS courier will be stopping at the Garden Home
community library on a weekly basis beginning in January.
Volunteers:
Volunteer Type Number Hours
Adult 69 685.50
Youth 6 22.25
Adopt-a-Shelf 7 26.50
YART 9 13.00
library Board 6 4.50
Ed. Services 0 0.00
Community Service 1 26.00
21 st Century Academy 1 8.00
(CE 2)
Total 99 785.75 = 4.50 FTE
WORK INDICATORS NOVEMBER 1993 NOVEMBER 1992 NU4EMBER 1M
Adult Materials 21,133 17,333 16,546
Juvenile Materials 16.170 14,181 13.26
Total 37,303 31,514 29,813
Days of Service 25 24.5 25
Average
Daily Circulation 1,492 1,286 1,193
Hours of Service 252.5 245 244.5
Materials
Circulated per Hour 148 129 122
Increase in Circulation 18.3% 5.7% 8.3%
Materials
Added/Withdrawn 793/330 1,000/262 942/94
Borrowers Registered 318 268 329
Story Time 289 324 331
(Number of Sessions) (13) (10) (12)
Toddler Time 72 45 75
(Number of Sessions) (9) (7) (9)
Special Programs 114 0 0
(Number of Sessions) (2) (0) (0)
Fines/Fees Collected $3,301.80 $2,658.15 $2,599.26
Gifts Received $ 10.58 $ 52.74 $ 220.18
HALOGIMCONNIEWDIOTHRPT
SELF-EVALUATION FOR TRUSTEES
1. Do you understand and respect the different roles and duties of the library director
and trustee boards on local and regional levels?
YES NO
2. Have you attended every board meeting and appropriate committee meeting since
becoming a trustee?
EVERY MEETING MISSED SOME OCCASIONALLY
3. Do you prepare and study the homework necessary to be a well-informed board
participant?
ALWAYS FREQUENTLY OCCASIONALLY SELDOM
4. Do you regularly read at least one library magazine and consult relevant books or
pamphlets?
YES NO
5. Do you strive to be aware of the implication of local, state, and national legislation?
Do you actively lobby at least on the local and state level?
YES NO
6. How many library, state/national meetings arbitrary workshops have you attended
in the past year?
6 OR MORE 3 OR MORE 1 OR MORE NONE
7. How many community events or meetings have you attended as a representative
of the library in the last year?
6 OR MORE 3 OR MORE 1 OR MORE NONE
8. Do you accompany the director to budget hearings before governing officials and
actively work to gain funding from a variety of sources?
YES NO SOMETIMES
9. Have you visited your local library in the last 60 days?
3 TIMES OR MORE TWICE ONCE NO VISITS
10. Have you reviewE;,. the library's policy manual to make; pure you understand the
rationale for service and needs for revision?
YES NO
11. Have you reviewed the library's goals, objectives, and PLAN in the past year?
YES NO
12. When visiting other cities and other states do you visit the local library?
YES NO SOMETIMES
13. Does the Board evaluate the library director annually and discuss board
expectations?
YES NO
14. Have you read the state library laws and reviewed how they affect your
responsibilities?
YES NO
15. Are you a current member of any professional library association?
YES NO
HALOGIMCONNIE\102793
TIGARD PUBLIC LIBRARY
Policies on Donations
Effective
The donor board recognizes monetary gifts given to both the FOL and
the Library.
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.
Up-dates to the donor board will be made annually in the Spring.
At that time inactive (no gifts received within a two year period)
will be removed from the board.
SPECIAL FRIENDS i .e. memorials will be permanent.
10/93-
V. GIFTS;
The Library will accept monetary donations and gifts of materials
with the understanding that gifts of materials will be added to the
collection only if they meet the same standards of value required
of materials purchased by the Library. Gift materials not meeting
those standards, those that are out of date, unneeded duplicates of
items already owned, or those in a form unsuitable for Library use,
may be given to other organizations, sold, exchanged, or discarded.
Gift items may be marked with an appropriate bookplate or plaque.
A letter acknowledging receipt of the gift will be sent to the
donor by the Friends of the Library or by Library staff at the time
a monetary donation is made .
A letter for tax purposes may be sent to the donor if requested at
the time the donation is made acknowledging receipt of the gift
only. The Library cannot place a value on items given. Whenever
a gift is no longer needed it will be disposed of in the same
manner as material purchased by the Library.
VIDEO COLLECTION
Purpos
The library uses many media formats to fill the general information, educational, cultural,
instructional, and recreational needs of the community. Video tapes are an important
resource and an integral part of the greater library collection. It is the library's intent to
create a rich, varied, and useful collection of the best that the Video format has to offer.
The library endorses the ALA:s "Freedom to View" statement and does not label or
censure materials. Once evaluated against selection criteria and added to the collection,
all materials are accessible to patrons of any age.
Scop
The library's video collection will be a mix of currently popular, general entertainment
videos, as well as other information selections not readily available to the public through
other sources. These include PBS programs, foreign films, award-winning classics,
documentaries, and informational videos that meet subject needs.
Highly technical, exclusively academic videos, or those with the X or NC-17 ratings of the
Motion Picture Association of America are considered outside the scope of the Tigard
Library Collection.
Selectio
All videos are selected by librarians based on the following criteria:
• Favorable reviews (both professional, library sources and general, public
sources are consulted).
• Popularity and demand.
• Suitability of format to subject.
• Cost vs. use; budget availability.
• Collection needs.
• Professional quality of technical aspects of the film.
Suggestions for purchase and donations from the public are welcome. As with all other
library materials, suggestions and donations must meet selection criteria.
Non Fiction Video
The Non Fiction part of the collection focuses on subjects that particularly lend
themselves to a visual format. These include instructional how-to videos, travel, art,
performances, (e.g. ballet, opera), exercise and documentaries. These provide a vital
addition to the library collection as they afford visual access to information that cannot be
achieved through printed materials.
Fictio
The Fiction Collection will include popular entertainment videos, videos based on
literature, film classics, and award-winning films, both American and foreign.
Juvenile Video
Videos housed in the Juvenile Collection will be appropriate for viewing by children up
through grade five. This mirrors the age group represented in our Childrens Area and
Childrens Non Fiction book collections.
Videos selected for Young Adults will be interfiled with Adult Videos.
We encourage parents to become Involved with their children's library use. It is
both the right and the responsibility of each parent to guide their child In making
viewing choices.
HALOGIMCONNIEWIDEOS
A CHECKLIST OF IDEAS
TO ENCOURAGE PARTNERSHIPS
BETWEEN PUBLIC AND SCHOOL LIBRARIES
START WITH THESE ACTIVITIES:
ATTEND MEETINGS at least once a year to listen, share basic information,
and identify and work on areas of common concern.
—Public librarians and youth services librarians: participate in teachers'
meetings and district level library meetings.
—School librarians: participate in public library youth services meetings.
Public library directors: attend meetings of district principals.
INTRODUCE yourself.
Public librarians: meet the school principals, media specialists, and
school secretaries, and the district level media staff.
School librarians: meet the youth services librarians, the library
director in your local library and at the headquarters library, and other
public library personnel.
DESIGNATE a liaison for each school and public library.
LEAVE your building.
—Public librarians: visit the school libraries in your service area at least
once a-month. Ask to sit in on a library instruction class for each grade
level. Find out what resources or new technologies students are using.
School librarians: visit your local public library and headquarters
library at least once a year. Ask about new resources or updates on old
favorites. Determine if any special services are offered to students and
teachers.
SPEAK UP! Invite yourself as a special speaker. Highlight your institution's
goals and how it serves area youth.
School librarians: speak at meetings of public library boards, Friends
groups, general library staff meetings, meetings of youth services staff,
and in-service days.
Public libraries: introduce yourself and share information about
appropriate services and programs with school principals, media
specialists, PTA's, classroom teachers, and curriculum specialists.
TOURS are eye-opening. Have the public library director give a tour of the
library for the superihtendent of schools. Encourage them to discuss possible
cooperative projects.
INFORMATION IS POWER! Share newsletters, publicity, booklists, and lists
of new acquisitions.
Public libraries: send a copy of your events calendar to each school's
principal and school librarian, and to the media district office.
School libraries: send a copy of your school calendar to the public
library's director, youth services librarian, and newsletter editor.
-REGISTER students for public library cards at school open houses.
_JAZZ up the public library with children's art. Speak to school art teachers to
arrange exhibits. Sponsor a bookmark contest in area schools for Children's
Book Week or National Library Week, and jointly distribute the bookmarks.
EAT to-cether. Take a librarian to lunch.
AUTHORS and ILLUSTRATORS are special. Notify each other of upcoming
visits and share invitations. Planning a cooperative program is even better!
EXCHANGE lists of personnel and phone numbers. Make copies for each
service desk and office, and file them in an accessible place.
FAX it. Get the FAX numbers (and post them in a convenient place) of all the
schools and public libraries in your area and use them for timely sharing of
information.
Encourage LIAISON relationships between the school board and the public
library board.
CONTINUE WITH THESE STEPS:
-BOOKLISTS, are wonderful. Work cooperatively and divide the
responsibility! Create lists together for Read-Alouds, Banned Books Week,
Graded Reading Lists, Summer Reading or Holiday Books for Gift Giving.
Consider distributing them in various community locations such as local
pediatricians and clinics serving children. Ask local merchants to cover the
printing costs.
----SHARE graphics and reproducing resources.
----JOINTLY plan Children's Book Week, Banned Books Week, National Library
Week, and Summer Reading Program activities_
WORKTOGETHER in your community to draw attention to 1994 as the
International Year of the Family.
A Checklist of Ideas 2
PUBLICIZE public library programs in the schools through radio stations,
morning announcements, school and parent newsletters, posters, and
distributing flyers for each child to take home. Be sure to get permission first!
BUY MULTIPLE COPIES of paperbacks, booktalk them in the schools, and
hand them out after your talk.
CO-BOOKTALK to parents and teachers at a PTA meeting. School librarians
could share books for grade K-4 and the public librarian could share books for
grades 5-8. Create a bookmark of the titles and display the books.
YOUNG READER'S CHOICE AWARD books are popular. Public librarians
can prepare short booktalks and visit school classes.
KINDERGARTENS AND FIRST GRADES love a visit to the public library.
Contact all the kindergartens and first grades in the fall. Design a flyer that
includes a library card application and a description of scheduled events for
the next few months. Provide an incentive when the children come to the
public library for their library card.
TEACHER IN-SERVICE DAY could include a workshop at the public library,
or a visit from a youth services librarian.
DEVELOP WRITTEN TOUR GUIDELINES for your library and share them
with the schools. Ask the school librarian to encourage teachers to schedule
field rips to the public library.
CHOOSE a curriculum area and tell each other about your resources.
JOINTLY DEVELOP TERM PAPER RESOURCE CENTERS and TOPIC FILE
NOTEBOOKS as aids for middle school, junior and senior high students.
CO-SPONSOR annual Back-to School nights at the public library to share
study resources with students and their families.
OFFER public library research classes to middle, junior and senior high
school students, teachers and librarians.
----�ENCOURAGE joint programs with the Oregon Arts Commission Artist-in-
Education project.
BE PROACTIVE in developing programs for latchkey children.
In school-based programs, staff from the public library can contribute
expertise in storytelling or craft activities.
If the community has no options for unattended children, begin a
regular afterschool program at the public library.
ARRANGE for elementary children to come to the public library after school
for fun one-hour classes for four weeks.
A Checklist of Ideas 3
BUS them! Coordinate with the transit system for classroom visits to the
public library.
FIND out if your school system has a TV/VIDEO studio and explore
opportunities for a joint production.
ADVANCE TO THESE ACTIVITIES:
_COIN each other's professional organizations. Oregon's library organizations
offer a great deal on joint memberships.
—School librarians, join Oregon Library Association.
Public librarians, join Oregon Educational Media Association.
ATTEND OLA/OEMA workshops and conferences and find out about your
colleagues' current concerns.
SPOTLIGHT two schools in the public library each year, one in the fall and
one in the spring. Visit each school to describe the program, distribute library
card applications, and invite each class for a tour. Provide bulletin board space
in the public library for artwork from the school, and send a traveling bulletin
board from the public library to highlight activities. Provide games and prizes
as incentives in a school year reading program- Sponsor a party for children
and parents and give away prizes and free pizza. Consider finding a variety of
community sponsors to enhance your program.
A TEACHERS' RESERVE program is great. Reserve up to 15 books at the
public library for school assignments.
INTERLIBRARY LOAN materials between schools and the public library.
Establish a courier system.
TRAIN booktalkers to go into the schools.
ENCOURAGE the formation of-a committee to keep school libraries open in
the summer at least 1/2 day a week for neighborhood children.
—VOLUNTEER to be a member of a site-based management committee for one
of your area schools.
CO-PUBLISH a newsletter distributed to staff and parents.
WRITE A GRANT to get funds for a cooperative project.
—PROMOTE your cooperative library activities to your boards, PTA, and
Friends groups-
-CREATE a Homework Tips to Teachers, Parents and Student handout.
A Checklist of Ideas 4
This document is a model,intended to be adapted to suit the specifics of each community's governmental
structure.
A Sample Document to Encourage School/Public Library Cooperation
Policy of Mutual Expectations Between
The School District and The Public Library
Purpose
This statement of mutual expectations outlines and defines the unique roles of the
School District and of the Public Library in providing library services
for school ace young people.
0 young
General Statements
1. Every young person deserves the best library services possible and the services of
professionally prepared staff in school and public libraries. Each agency provides
this specialized personnel to the fullest extent possible.
2. A statement of the roles of the school media center and school librarian, and a
statement of the roles of the public library and children's and young adult librarian,
have been endorsed by the appropriate governing bodies.
3. School and public librarians work to improve the extent and quality of use of books
and other information resources by young people.
Here,each institution should summarize the main points and the implications of its
role statement. The following is an example based on a hypothetical community's
policies:
School librarians work with teachers and students to promote and
improve voluntary reading and develop the language,learning,
and research skills of children and young adults through the
instructional program of the school.The-School District
Library collections respond to Ithe.r.eading interests of students and
the curricular demands of the individual school as much as
possible.The Public Library provides library materials for
personal reading and informational needs and interests of children
and young adults. It supplements school media centers and
attempts to provide materials in limited quantities to meet
assignments based on curriculum.For example,upon advance
notification,up to five paperback copies of a fiction title may be
borrowed-The Public Library provides Adult Basic
Education materials for instructional programs. Special services are
provided to teachers and students who participate in the
Assignment Alert program.
4. The-School District and the-Public Library work together to
promote the National Education Goals; the Oregon Education Act for the 21st
Century <House Bill 3565>; the Oregon Benchmarks that relate to education; Vision
2000: A strategic plan for library development in Oregon through the year 2000; and
to cooperate on projects similar to those suggested in the attached document, "A
Checklist of Ideas to Encourage Partnerships Between Public and School Libraries."
Program Development
The public library designates a liaison librarian (children's or young adult) for each
elementary school,junior high, middle school and high school in the school district.
6. The School District and the Public Library assume the
responsibility for making school and public library staff aware of the services and
programs available from each agency.
7. Greater interaction between staff in both agencies will lead to better understanding
of roles, responsibilities and restraints. This interaction will take the form of
regularly scheduled meetings involving the school librarians and the liaison
librarian. Informational material such as newsletters,booklists,program outlines,
lists of ne,.-,,purchases,dates of programs, and other materials will be exchanged on
a regular basis.
8. At least, two cooperative projects will take place each year.The attached document,
"A Checklist of Ideas to Encourage Partnerships Between Public and School
Libraries,- contains examples of joint projects.
9. The difficulties in meeting student assignment needs without benefit of advance
notification or planning are best resolved through communication between the
school librarian,the liaison librarian,and preferably the classroom teacher.
Therefore,the use of an assignment alert program is highly recommended.
Adequate resources may be available in the school media center and the public
library,and students will be encouraged to seek information at either location to
best meet their needs.
Collection Development
10. The School has a policy entitled, (enter title of
officially adopted collection development policy),approved (enter date).The
Public Library has a policy entitled/ (enter title of
officially adopted collection development policy),approved (enter date). Both
Policy of Mutual Expectations 2
documents include agreements about cooperative collection development
activities.
11. Cooperative use of media such as display material, picture files, reference
collections, and electronic information sources warrants closer attention at the local
level.
12. Discussions about participation in shared computerized catalogs and cooperative
lending agreements will begin by- (enter date here).
Program Promotion
13. Publicity will take place in both the public library, and at local and district levels as
much as possible.
14. The School District and the Public Libran- agree to publicize
each other's programs to the best of their ability. This may take the form, for
�l
example, morning, of moing announcements, distribution of notices, displaying posters,
i
�-;sitation of librarians to individual classes or groups of diildren.
Communications/Information Exchange
15. At the beginning of each school year, the School DL---'tn'ct provides a
List of all schools, principals and school librarians for each liaison librarian.
Public Library will be informed,with as much advance notice as
r0ssikle, of information topics of current interest to students and teaching staff. At
he 'I.;t°; inning of each school year, the Public Libran,provides, for each
scho(.--;' I[brarian, a current list of all branches,branch heads and children's librarians
p',us c�,-Tles of all publications, a copy of the library schedule of open hours, and
.rformation about library card registration procedures for students, teachers,
_['I(_i i(), t1he institution.
16. The 5c.1 tool librarian and the liaison public librarian meet with the school board and
the 1:-ublic library board at least once a year to inform them of cooperative projects_
Thisis a, mutual responsibility on the part of both the school and the public library.
Policy of Mutual Expectations 3
Adapt this signature page to suit your local situation.Other signatures that may be required include City
Manager,Mayor,County Commissioner,or other representatives from schools and public libraries,
such as public library board members,or school district officials.
This policy, which has been agreed upon by the undersigned,shall remain in effect until
September 30, 199_, and shall be examined, revised,and agreed upon on an annual
basis.
(Print name) (Print name)
(Signature) (Signature)
Youth Services Librarian, School Library Media Specialist,
Public Library School
(Date) (Date)
(Print name) (Print name)
(Signature) (Signature)
Director, -Public Library Principal, School
(Date) (Date)
(Print name) (Print name)
(Signature) (Signature)
President,_Public Library Board President, School District
Board
(Date) (Date)
This document is a joint project of the Oregon Library Association and the Oregon Education Media
Association,under the auspices of the OLA-0EMA joint Committee on School/Public Library
Cooperation.For further information,contact Ellen Fader,Public Library Consultant,Oregon State
Library,State Library Building,Salem,OR 97310-0640;503-378-2112,exten§ion 224.
10/93
Policy of Mutual Expectations 4
CREATE an Assignment Alert form.
PUBLISH a kids book/video/audiocassette review publication created by
young people and distribute it free.
SHARE and use an automated data base.
Establish COOPERATIVE COLLECTION DEVELOPMENT programs to make
better use of resources. Do more,together with resource sharing.
These ideas are offered by the OLA-OEMA JOINT COMMITTEE ON
SCHOOL/PUBLIC LIBRARY COOPERATION as a way to you ou thinking about
0 -
starting or increasing g the level of collaboration among your community's libraries.
0
Your own experience and imagination will help you add to this checklist.
This document is a joint project of the Oregon Library Association and the Oregon Education Media Association,
under the auspices of the OLA-OEMA joint Committee on Sdiool/Public Library Cooperation-For further
information, contact Ellen Fader, Public Library Consultant,Oregon State Library,State Library Building,
Salem,OR 97310-0640;503-378-2112,extension 224.
10/93
A Checklist of Ideas 5
BEAVERTON CITY LIBRARY
TELEPHONE REFERENCE SERVICE
In order to provide better service to people who
call the library, the Beaverton City Library will begin a
telephone reference service in November, 1993 .
The telephone reference service will provide quick
answers to questions in all subject areas and will serve
the general public, the business community, and those who
would not otherwise have access to the library. The
telephone patrons will receive the same level of ready
reference service provided to patrons who come to the
library.
Questions will be answered using the telephone
reference core collection, on-line searching, CD-ROM
databases, and the general reference collection.
Our goal is to provide patrons with the highest
level of service as quickly as possible. Telephcne
reference staff w.41l try to spend no longer than five
minutes per call. Patrons with in-depth requests will be
referred to a regular reference librarian. Answers
provided to telephone reference patrons will be verified
and their sources cited. Provision will be made for
faxing or mailing materials.
As a part of the general remodeling of the Beaverton
City Library, we are preparing a staff office to be used
only for telephone reference purposes. This service will
be available all hours that the library is open (65 3/4
hours per week) .
In addition to the office space, resources that we
have allocated for this service includa:
One full-time professional iinrarian to be in charge
of this service. (Bill Baars has begun working full-time
in this capacity. )
One full-time library assistant. (We are evaluating
applications and soon will begin interviewing. )
.5 FTE library assistant - extra help
$6 ,531 for telephone reference materials
one microcomputer workstation with modem for online
searching
Two telephones
Two WILT terminals
PROPOSAL FOR COUNTY-WIDE TELEPHONE REFERENCE SERVICE
If requested by WCCLS, the Beaverton City Library
would be willing to expand this service and offer it to
all of Washington County. This would provide a unified
level of ready reference service for all county libraries
and users. In effect, all libraries would be offering
ready reference telephone service 65 3/4 hours per week.
We are proposing an 18 month trial period for this
service.
Additional costs incurred when expanding to a
county-wide service:
One full-time library assistant
for 18 months $46 , 430
26 hours per week of extra help
for 18 months 19 ,503
One additional telephone line
for 18 months 1, 800
On-line searching costs, postage, etc. 2 ,267
Total for 18-month trial period: $70, 000
bone