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01/10/1983 - Packet TIORD Tigard Library Board Meeting LIBRAW PUBLICPhone 639_9511 Tigard Public Library 7 PM 12568 SW Main•Tigard, Or.97223 Agenda for January 10, 1983 1. Call to Order a. Roll Call 2. Reports a. Minutes, November 8, 1982 (/Vp va. }r ` ac ` b. Monthly Report, November 1982 22)ee -a 3. Questionnaire/Survey 4. Space Needs 5. Friends of the Library Report TlqARD LIBRARY PUBLICPhone 639-9511 12568 SW Main Tigard, Or. 97223 MINUTES LIBRARY BOARD November 8, 1982 Call to Order 7:05 PM Roll Call Walt Munhall, Madalyn Utz, Jim Sidey, Susan Mueller, Vince Matarrese; Irene Ertell, George Anne Clingan, Karrin Hawes, Bobby White, library staff. Excused: Dick Bendixsen, Dorene Thomas. Minutes The minutes of the October 1982 Library Board meeting were approved with no corrections or additions. Monthly Report Librarian reviewed the monthly report for October. There was some discussion regarding the condition of the building. Librarian emphasized that the feasibility of a modest fire alarm system is being pursued. It was also reported that the Washington County Coordinator, Donna Selle, will be suggesting to city librarians and managers that a levy for county-wide automated circulation be on the ballot as a part of the county- wide operating serial levy in March 1983 and that the new WCCLS operating levy be deferred until November 1983 or March 1984. The Board concurred, advising the Librarian that they strongly urge a concise, clear-cut, perhaps professionally prepared, information campaign that will emphasize money savings, preser- vation of jobs and the linkage between all the libraries. Statement of Policy The Board reviewed the Statement of Policy (Selection Policy). After discussion which dealt with successful application during the past year and the fact that the policy is based on ALA Motion recommendations, it was moved by Vince Matarrese that the Board reaffirm its support of the policy as adopted August 11, 1980. The motion was seconded and passed unanimously. During the dis- cussion Madalyn Utz expressed her appreciation to the staff for the improved quality she had noted in the fiction collection. Survey Questions Jim Sidey reviewed a list of questions to be included in a city- wide service survey. By consensus, the Board approved the questions and the Librarian took them to be submitted to city staff. Space Needs The Board held general discussion concerning the space needs for the library, including quality as well as quantity. Vince Matarrese reported that he was making preliminary investigations regarding foundation money in the event that the Library does not become part of a city civic center. He pointed out that foundations are not particularly amenable to giving to tax supported organizations. Walt Munhall suggested that Board members look for people who have been successful in fund raising. The Board reaffirmed its commit- ment to city council regarding the civic center project for another year. Friends of the Susan Mueller and Madalyn Utz discussed the Friends of the Library Library efforts to form a new board. Everyone on the membership and "in- terested" lists is being contacted. It is tentatively planned to have a minimum of working meetings in order to preserve the incor- porated status and maintain a communication network. TIGARD LIBRARY BOARD - MINUJ* - November 8, 1982 - page 2 4P 1 TURA Vince Matarrese told Board members that he was unable to attend many of the Urban Renewal Agency (TURA) meetings and felt that the Board should perhaps appoint someone else to represent them. Board members agreed that his representation at each meeting was not necessary at this point but his access to TURA information was adequate for the present. State Aid Librarian announced that the state per capita amount would be larger than the expected $2,000. Meeting was adjourned at 8:30 PM. Respectfully submitted, Irene Ertell City Librarian Approved: Approved as corrected: • • T16ARD LIBRARY PUBLIC Phone 639-9511 12568 SW Main*Tigard, Or. 97223 MONTHLY REPORT November 1982 TO: LIBRARY BOARD CITY COUNCIL FROM: CITY LIBRARIAN Water Damage: On November 5, the library experienced water leakage in the children's room during a heavy rain storm. This occurred during work hours and the staff was able to prevent damage to materials. It did result in worsening water marks and enlarging a crack in the ceiling. The owner took care of the roof repairs needed. If this had occurred after work hours, there would have been considerable loss of materials and damage to furnishings. Buy-A-Book: Nine Buy-A-Book donations were received and paid for this month. Nine more are on order. Workload has precluded getting the new promotional materials out as planned. Fire Alarm Systems: Four firms have responded to the request for bids; three bids are in and we are awaiting the fourth. After all bids are in, the librarian will meet with Library Board and City Administrator to determine whether or not the cost justifies the protection. Council will be kept informed. WCCLS: (1) At the City Manager's and Librarians' meeting on November 17, it was decided that a request will go to the Washington County Board of Commissioners asking that $800,000 be in- cluded in the county's two-year operating serial levy for a library automation system. Reso- lutions have been submitted to each City Council. (2) On November 18, at the WCCLS pro- fessional Board meeting, it was decided that each library would prepare a 5-year projection showing cost savings with an automated circulation system. The information will be compiled by WCCLS. (3) Coordinator Donna Selle asked each public library to submit a synopsis of individual library long range plans to be included in the next draft of the WCCLS Long Range Plan. Tigard has declined to do so because of disagreement over general concepts and so informed WCCLS by letter; a copy was sent to Council members. (4) $34,949 in unexpended State Aid funds was allocated to various county-wide programs and shared audio-visual ma- terials and equipment. (5) The 1983-84 operating budget was approved as presented by the WCCLS budget committee and sent to the Citizens' Advisory Board. Volunteers: Volunteers worked a total of 151.5 hours; daily average 8.4. Work Indicators: November 1982 November 1981 Adult Books 5452 4888 Juvenile Books 2235 1734 Interlibrary Loan 132 96 Magazines 500 303 Records/Cassettes 144 125 Other 70 37 Total Circulation 8533 7183 Days of Service 18 16 Average Daily Circulation 477 449 % Increase-circulation 6% - Reference/Reader's Advisory 566 482 Materials Added 598 307 Materials Withdrawn 17 123 Story-Time Total 52 30 Borrowers: new/renewals 177/77 141/no renewals TIGARD PUBLIC LIBRARY - MONY REPORT, November 1982 - page* Youth Services: John Henshell t One of the goals in the youth services area has been to facilitate use of the materials. This has been implemented by a revision of the subject catalog for juvenile fiction, age- level labeling of books and special displays of new materials. Horse stories are a great favorite for younger people and so the "horse books" have all been labeled with bright orange stickers, 100 subject cards were added to the catalog and the books were placed on display. November was "Library Helpers Month." Six children participated. Projects included cleaning the blackboard, stamping routing slips and putting date-due slips on posters that circulate. "Books are Big Fun" buttons were awarded. Parental response was enthusiastic. Circulation remained high, particularly in easy books. The juvenile and young adult circu- lation is considerably higher than last year. This is a result of increased buying and careful selection for these age groups. Private schools are not visiting as much, however, this has not impacted circulation. A brochure on Tigard Public Library story time has been completed and will be distributed to parents of pre-schoolers. TKARD LIBRAWY PUBLICPhone 639-9511 12568 SW Mein*Tigard, Or. 97223 MONTHLY REPORT December 1982 TO: LIBRARY BOARD CITY COUNCIL FROM: CITY LIBRARIAN Water Damage: On December 3, the library experienced water leakage in the non-fiction room over the biography section. This is the second incident in two months and again, fortunately, it occurred during work hours and the staff was able to prevent damage to the materials. The owner took care of repairs, but it took five days and during that time the area was covered with plastic sheeting to prevent possible damage. Any time this happens there is loss of staff time and disruption of service. Buy-A-Book: Six Buy-A-Book donations were received this month. New promotional materials were printed and are being distributed. Donations: A gift of $500 was received by the library, designated to buy "more, better and enjoyable reading material for the young and old." Dr. and Mrs. Steffanoff from Summerfield are the generous donors. Coin-Op Computer Demonstration: Librarian and Assistant Librarian attended the demonstration of a coin operated microcomputer presented by Gaylord. Such a program would enhance library service in that educational/informational programs could be offered and patrons could run personal programs as well. The cost could be managed through fees large enough to cover a lease option. The library building - space and condition - does not offer a good opportunity for this presently. It should be considered a possible service delivery mode at some future time, however. Library Board Meeting: The December Library Board meeting was cancelled because of non- urgency of agenda items. The Tigard Municipal Code requires six meetings annually. The Board had met that requirement. TYPELINE: Kathleen Wendel has volunteered to edit TYPELINE, the library's newsletter, during Sue Kristof's absence. After the staff struggled through one issue, Kathleen's help is doubly valuable. WCCLS: On December 16, the professional board of Washington County Cooperative Library Services met. Of interest: (1) The Long-Range Plan for WCCLS was expanded to include specific pro- gram plans for reference service, outreach, and books by mail. (2) A volunteer group is starting a community library in the Garden Home area. Tualatin Hills Parks and Recreation is providing rent-free space at the Garden Home Community Center. VITA: The Library will participate in the Volunteer Income Tax Assistance program again, offering income tax service to low-income by taking appointments for a VITA worker. The Library also offers tax help materials and forms. Copy Machine: Xerox has phased out its program of free copy service for libraries-- free in that the library did not pay for rental, materials or service, but merely turned in money collected in the coin box. A smaller, newer and more efficient machine is being leased with an option to buy. The monthly rental will be $50.00. Copies are 10 and past figures indicate that public usage will cover this. Staff time will be saved inasmuch as Library copying will also be done on this machine instead of at City Hall. TIGARD LIBRARY BOARD - MONTf REPORT - December 1982 page 20 Volunteers: Volunteers worked a total of 116.75 hours; daily average 4.9. This was about a 50% drop from last month, caused by illness and holiday activities. A party for volunteers was given at the Library on the evening of December 6. There were games, stories and refreshments. Friends of the Library purchased a gift for each volunteer and these were presented. The Library now counts twenty active volunteers. Work Indicators: December 1982 December 1981 Adult Books 5721 5964 Juvenile Books 2136 1597 Interlibrary Loan 71 74 Magazines 338 298 Records/Cassettes 173 197 Other 17 30 Total Circulation 8456 8160 Days of Service 20 21 Average Daily Circulation 422 389 % Increase - circulation 4% - Reference/Reader's Advisory 426 436 Materials Added 650 448 Materials Withdrawn 301 321 Story-Time Total 35 37 Borrowers: new/renewals 131/85=216 160/ - Youth Service: John Henshell Christmas was the theme for room decorations and the Christmas books were displayed for easy access. December 22 was Christmas party for children in grades 1-4. There was a film strip, stories, games and refreshments. The "E" and "E L-4" books were weeded and some the "E" books were reclassified "E 1-4." One hundred paperbacks and 34 hard-cover books were added to the juvenile and young adult sections. Juvenile circulation increased 34% over the same time last year. Outreach: John Henshell An outreach program was planned and presented at King City Convalescent Center. A dozen residents attended. There were Christmas stories and film strips with felt board pictures as well as audience participation. Response was warm and positive. Plans are underway to present a program at the Senior Center in the near future. Each month 24 large print books go to the King City Library. A volunteer picks up the books and returns them to the Library. 1