12/08/1980 - Packet TMARD
LIBRAW
PUBLICPhons 639-9511
12568 SW Main•Tigard, Or. 97223 AGENDA December 8, 1980
1. Call to Order
2. Reports
a. Minutes - November 1980
b. Monthly Report for November 1980
3. Old Business
a. Building Plans
b. Computer Serial Levy
4. New Business
a. Outreach Policy
b. Budget FY 81-82
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T I qA R D
LIBRARY
PUBLICPhone 639-9511
12568 SW Main-Tigard, Or.97223 MINUTES Library Board November 10, 1980
Call to Order The regular meeting of the Tigard Library Board was called to
and Roll Call: order by Chairman Betsy Chick, Ncvember 10, 1980, at 7:30 PM.
Excused: Jean Carlisle, Jim Sidey.
Absent: Roger Pitsinger.
Guests: Members of the Friends of the Library Building Committee,
and Karrin Hawes and Claire Sheldon, staff members.
Reports: Minutes of the previous meeting were accepted as circulated.
Librarian briefly reviewed monthly report for October. It was
reported that a CETA youth had been hired, Librarian pointing out
that this person was not connected with the Cordero program.
Donna Selle: Donna Selle, Washington County Cooperative Library Services Co-
ordinator, spoke to the group about the proposed county-wide
automated circulation system. She pointed out that in order to
put the system in, it will require $1,500,000. The only possible
way of getting this kind of money is to go on the ballot for a
three-year serial levy at $500,000 per year. That is proposed for
February 1981. Ms. Selle also discussed a county-wide bond issue
to build libraries in an organized, coordinated way throughout the
county. She suggested that Tigard's needs should be identified and
put together for presentation in the near future. She also stressed
that the City would have to provide the site. She told the group
that she felt that a unified approach from the librarians, library
boards and city councils was crucial to the success of such an
issue. In answer to the question as to who would own such buildings,
Ms. Selle said that she didn't see the County wanting to own and
staff these facilities, but envisioned a $1-a-year lease type of
agreement with cities continuing to staff and operate.
Old Business: Circulation-policy Librarian informed Board that a problem was
developing regarding the return of lost books that had been paid
for. It was moved by Dick Bendixsen that there be no refunds on
books which had been paid for longer than sixty (60) days and that
refunds on books less than that time not include : the processing
fee. Motion was seconded and passed. Librarian indicated that this
would be added to the circulation policy.
Librarian requested direction concerning the two books which
Catherine Adams has not completely paid for. The final amount, per
her original agreement, is due on November 15, 1980. Board directed
that Mrs. Adams be sent a letter reminding her of the outstanding
amount due.
Election of Madalyn Utz moved that Betsy Chick be re-elected as Chairman of the
Chairman: Tigard Public Library Board. The motion was seconded and passed
unanimously.
Meeting adjourned 9:25 PM.
Respectfully submitted,
Irene E tell�-c-��
Approved: City Librarian
Approved as corrected:
TIqARD
LIBRARY
PUBLICPhone 639-9511
12568 SW Main-Tigard. Or. 97223 MEMORANDUM December 8, 1980
TO: LIBRARY BOARD
CITY COUNCIL
FROM: CITY LIBRARIAN
SUBJECT: Monthly Report, November, 1980
1. Administration:
a. Library Board held its regular meeting November 10. Minutes are attached.
b. Librarian attended Washington County Cooperative Library Services (WCCLS)
professional board meeting on November 12. Of interest: 1. There was considerable
discussion concerning disposition of state-aid funds received by the county (after
the cities received their portions). $28,000 is the amount involved and the WCCLS
budget committee suggested that these funds be apportioned to the community libraries,
outreach program, updating of the union catalog and hiring of a public relations person
for the upcoming computer serial levy. If this had carried, the community libraries
would have received more in state aid than several city libraries, to include Tigard.
It was moved and passed that $7,000 be approved to update the WCCLS union catalog. The
disposition of the balance will be held until the computer serial levy is placed on the
ballot. 2. There was also considerable discussion concerning the serial levy to finance
a county-wide computerized circulation system. The Board voted to recommend to the
Citizens Advisory Board (CAB) and the County Commissioners that a serial levy in the
amount of $500,000 for each of three years -- total, of $1,500,000 -- be put on the
ballot at the earliest possible date. It has since been learned that the Fire District
#1 agreed to sell WCCLS its building in Aloha for $150,000. This will house the computer
as well as the coordinator's office and books-by-mail.
c. On November 14, Librarian and City Administrator attended a meeting at Beaverton
City Library concerning the computer serial levy. Librarians and city administrators
discussed the issue at some length. The consensus was to seek support for the serial
levy from the city councils and recommend to the county commissioners that it go on the
ballot February 17, 1981.
2. Personnel:
a. Volunteer hours totaled 205; daily average 12.7.
b. Carlos Moreno, CETA youth, has been terminated. He repeatedly failed to report
for work or call in.
c. Scheduling continues to be difficult when staff members are off, sick or need to
attend meetings. Library traffic continues to increase and requires the presence of at
least two staff members even when a volunteer is present. It is anticipated that over-
time will be a necessity before long. A surplus of hours created by the long illness of
the part-time clerk in August has precluded staff overtime so far, but that will soon be
used up.
3. Statistics:
a. Total circulation 6733; daily average 421.
Books 6242 Magazines 266
Adult 4422 Audio-Visual 204
Juvenile 1773 Other 21
Interlibrary loan 47
• Tigard Public Library - Morjgfty Report - December 1980 - pao
3. Statistics: continued
b. User cards 166; in town 83 - out-of-town 83.
c. Story Hour: 96 total; 14 average.
d. Materials added 371.
e. Materials withdrawn 114.
f. Money received:
Fines $14.80
Lost Books $9.95
Donations $ .31
4. Youth Services Kathy Tremaine:
Storytime continues well with the volunteer storytellers doing most of the sessions.
The Friends of the Library are sponsoring a Christmas Tree chain. For each book that
is read between November 1 and December 19 a child will add ten autographed links to the
chain. The Friends of the Library will give 1c per link, to a maximum of $200, to buy
film strips and cassettes for the children's room.
On November 14, there was a demonstration on creating a non-gingerbread Sugarplum
House. Participants brought their own frosting and candies. The twenty-person limit
was filled and a good time was had by all.
F
5. Friends of the Library:
On November 6, writer-photographer, Joe Van Wormer gave a presentation featuring
photographs of birds and books he has written. The program was well attended.
TIGARD ��'
LIBRAW
PUBLICPhone 639-9511 December 8 , 1980
12568 SW Main•Tigard, Or. 97223
MEMORANDUM
TO : Tigard City Council
FROM: City Librarian
SUBJECT : Proposed serial levy to fund the WCCLS-RAIN auto---
mated library system
For several years now my monthly report has related the
efforts of Washington County Cooperative Library Service (WCCLS)
to design a county-wide automated system that would include
a computerized circulation system and an on-line catalog . The
specifications for the automated system have been formulated ,
bids received , and a vendor selected . It now remains to finance
the system because the current county-wide serial levy for
library services is not adequate . It has been proposed by the
Washington County Citizens Advisory Board , with concurrence of
librarians , library boards and city managers , that a three-year
serial levy be placed on the ballot to purchase , implement and
operate WCCLS-RAIN (Regional Automated Information Network) .
In this way the voters will have a chance to indicate whether
they wish to pay for the enhanced serivice which this system will
provide . If passed , the cost to Tigard citizens would be a
fraction of the cost of implementing a comparable system in-
dependently .
I will be at your study session on December 15 to discuss
this with you and answer your questions . I believe that auto-
mation is the answer to many problems in operating and fund-
ing our city library and offer the following for your considera-
tion .
All the public libraries in WCCLS have increasedcirculation
since initiation of county-wide services . Between 1975 and 1980
county-wide public library circulation has risen from 451 ,000
to almost 919 ,000 items per year . All the libraries have manual
circulation systems and conventional catalogs . Staffing has
not kept pace with increased library use .
Tigard Public Library (TPL) exemplifies what happens when
traditional , 19th century library technology is applied to soar-
ing library use without corresponding increases in staff .
Circulation at TPL grew from 62 , 157 in FY 1974-75 to 99 ,511
in FY 1979-80 without corresponding staff increases . The result :
catalog card typing is way behind; gift books , records and
a collection of sheet music sit unused for lack of cataloging
and processing time . Staff time isulcreasingly taken up by sending
Memo - serial levy . . . . automated library system - 2
overdues , filing circulation from the day before , compiling
daily statistics , tracking reserves and catching errors inherent
in a card catalog that does not adequately reflect the collection.
There isn ' t staff time to retrieve the data which would show
how much material is lost each year because of our overdue system.
In spite of our closing one day a week for a work day , our
circulation level is holding . In addition our overall traffic
has increased and we find ourselves being asked for more inter-
library loan, readers advisory and reference . Library users
are not only increasing in numbers , they are more sophisticated
and demanding .
These are some of the things which WCCLS-RAIN would do :
Overdue notices and bills will be printed automatically by
the Fentral computer . Costs for postage and mailing for all
libraries is included in the proposed levy .Detailed statistics
of patrons registered , items checkedout , loans between libraries ,
etc . will all be kept by the computer and reportSprinted period-
ically. The ,WCCLS-RAIN system will take over all filing activities ,
eliminating filing errors . Staff will not be needed just to keep
up with the increased filing generated by increased library use .
Books will be checked in much faster because files will not have to
be checked manually . Control of collections and delinquent borrowers
will be greatly increased .
Staff time now devoted to repetitive clerical tasks could , with
WCCLS-RAIN , be used to help people use the library, to maintain and
improve the collection. It would greatly reduce the costs of cata-
loging , typing and filing .
How much will WCCLS-RAIN cost?
The proposed three year levy would pay all costs for pur-
chasing , installing and operating the system. It would levy
$500 ,000 per year . Estimated cost of this levy to the property
owner is 8� per $ 1000 valuation. After the initial three year period
during which all capital purchases would be made , it is planned that
a sum for the . continuing operation and maintenance of the computer
would be included the next time the existing library levy goes to
a vote . The present operating levy expires in June 1984 .
In conclusion :
Washington County libraries are presently overwhelmed by the
combination of increasing circulation and inadequate circulation
systems . They must either substantially increase their clerical
staffs or automate their operations . Automation will enable them to
deliver better service to patrons while holding down personnel
increases . Citizens , librarians and city administrators have agreed
that a serial levy is the most equitable way to finance an automated
system. The proposed levy would cover virtually all the costs
associated with the system.
m
TMARD
BLI LIBRARY
C Phone 639-9511
12568 SW Main■Tigard, Or. 97223
12-8-80
IN AND OUT OF CITY .STATISTICS FROM JULY — NOVEMBER, 1980 .
IN OUT
July
200 144
144 158
August 170 254
130 110
September 176 142
158 198
October 139 217
72 169
November 227 294
221 242
TOTALS 1637 1991