06/08/1995 - Packet AGENDA 0
TIGARD LIBRARY BOARD
THURSDAY, JUNE 8, 1995 - 7:00 P.M.
TIGARD CITY HALL -TOWN HALL CONF. ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
City of Tigard
1. CALL TO ORDER
2. ROLL CALL: BURGESS CUNDIFF HARTZELL
HOKLIN IRWIN KOSTOL LEWIS
3. Approve Minutes of May 11, 1995.
4. Monthly Report for May 1995.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Summer Schedule (regular meetings; new member orientation).
8. Council Meeting Date/Agenda Items.
9. Preliminary Results of Short-Term Space Needs Study.
10. The Future of the Educational Services Program.
11. Other Business.
12. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL AND LEAVE
A MESSAGE AT THE LIBRARY(684--5886), IF YOU ARE UNABLE TO ATTEND.
hNogiftonnieft-A
TIGARD LIBRARY BOARD
May 11, 1995
MINUTES
Call to Order: 7:00 p.m., by Marilyn Hartzell, Chair.
Roll Cal : Marilyn Hartzell, Lonn Hoklin, Nancy Irwin, and Chris Lewis. Staff: Kathy
Davis.
Minute A correction was noted. Lewis moved to accept minutes as amended,
seconded by Irwin.
Repo April Monthly 12Re Young Adult Librarian, Sue Plaisance, in cooperation 9-at
with the Twality Health Center, is developing resource packets for patrons
searching for information on severe illnesses. New magazine index has
been produced listing all library subscriptions by title, subject, and holding
type. The library was involved with the Chamber Trade Show again this
year. Two computer stations were set up to demonstrate several business
databases and WILI dial-up access. A student intern with PCC has been
working with the library assisting with Children's and Young Adult Summer
Programs. Over 1,000 people attended the library's Mystery Night. It was
very successful and more adult activities are being planned. Several staff
members attended the annual Oregon Library Association conference.
Friends of the Library: Director reported that the Writer's Resource Group
has been approached to assist with a poetry contest with the help of the
Friends. Director discussed pros and cons with Board and has already
discussed concerns with Friends Chair, George Burgess. Hoklin moved
that the Tigard Public Library Board enact a resolution to respectfully
communicate to the Friends concern with contest content and urge the
Friends to proceed cautiously and consider potential liabilities involved,
seconded by Irwin. Hoklin enacted amendment to original resolution. In
addition,Tigard Public Library applauds the Friends' efforts with the Writer's
Group to strengthen their efforts and will do everything appropriate to
support them in the future and to entertain any future endeavors, seconded
by Lewis. Hoklin recognized Jean Lindsay, Volunteer Coordinator, for all
of her efforts with the Writer's Resource Group.
CLAS: Still in the process of reviewing existing programs for the next levy.
A subcommittee has been formed to review the reimbursement formula for
disbursing levy funds to individual libraries. An idea was posed to
reimburse libraries for open hours which is called "Open Hour Grant." In
this scenario, libraries would be given additional money for longer hours
open. As TPL is currently open 65 hours a week, the library would receive
additional funds. Still in discussion stages.
• 0
Planning for Meeting with City Council/Review of Council Goals:
Director passed out Council Statement of Priorities 1994-95. Director and
Board would like to assist City in successfully reaching these goals by
utilizing the libraries resources. Board would like to coordinate a joint
meeting with Council to lay down groundwork. Meeting to take place
sometime after June 8.
Public Internet Access:
The Tigard Library is just one of many access sites throughout the country
to be connected with the Clinton's Electronic Town Hall from May 1-14.
This will enable patrons to write to the Clintons via the Internet. Director
encouraged Board to see what this was all about.
Revised Library Survey:
Director thanked Board members who assisted with the revision. Board
reviewed survey. An either/or system of questions was added and more
spaces to encourage individual comments.
Other Business:
Director expressed thanks to Marilyn Hartzell for her excellent service and
commitment during her term on Library Board.
Adjournment: Hoklin moved to adjourn meeting at 8:40 p.m., seconded by Lewis.
crn/brdmin
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Bill Monahan, City Administrator
FROM: Kathy Davis, Library Director
DATE: June 2, 1995
SUBJECT: Monthly Report, May 1995
• In-Service Day: The library was closed all day.Friday, May 12, for our annual staff
training day. Activities included "hands-on" training on CD Rom products and the
Internet, extensive housekeeping, and a guest speaker on "How to Market the
Library." We determined that we were providing less than adequate service to our
internal customers and identified steps we can take towards improvement. Much
of the benefit of this day is allowing a large and erratically scheduled staff the
opportunity to share ideas and work towards solving common problems. I think
the City should consider implementing a similar day for Exec. Staff and Councill
• Library News Page: Beginning with the June edition of CityScape, the library will
have a full page devoted to events, new items, information and a monthly calendar
of activities. Staff is working on a catchy title for this literary geml
• Citizen Involvement Center: Promotion of this new display area will kick off in
June. The C.I.C. will house information from City and community organizations
that provide opportunities for citizen involvement. Examples are: information on
Tigard Boards and Committees, service clubs,youth sports, and community health
and welfare organizations. The Center will provide the interested citizen a "one
stop shopping" opportunity.
Voice Mai : Library use of a recorded greeting should reduce the phone 'traffic
jam" by as much as 40 percent. Recent call surveys indicate that 40 percent of
our callers are requesting library hours or location. The recorded script allows
callers the option of hearing this information or transferring to a staff person.
• Recruitments: Three Circulation staffers left the library for other positions, but two
out of three returned as volunteers! Paula Walker, Circulation Manager, will receive
assistance from Cathy Wheatley and Nadine Robinson in conducting interviews for
filling these slots.
• Youth Programs: The children's and teen reading programs are being kicked off
with the annual school visits. Youth librarians will visit every K-5 classroom in
4`
0
Tigard including St. Anthony's and Gaarde Christian. This year's theme is "Blast
Off With Books" and we are promised a library filled with space aliens of every
conceivable size and shape[ Children's Librarian, Gary Lark, has redesigned a
formerly unusable puppet stage and will be adding regular puppet shows to the
repertoire of children's summer programs.
• Volunteers: 13 new volunteers were interviewed and placed in May. Our
Volunteer Coordinator, Jean Undsay, participated as part of a panel discussion on
"successful library volunteer programs"at a regional conference held in Clackamas
County. Arrangements and publicity have been completed for the dedication of
the new "[Gds Catalog" computer. (See clipping).
Volunteers:
Volunteer Tvoe Numbe Hours
Adult 95 974.25
Youth 14 75.75
Adopt-a-Shelf 5 14.00
YART 9 15.00
Ubrary Board 4 7.00
Community Service 1 8.00
21st Century Academy 0 0.00
(CE 2)
Total 128 1,094.00 = 6.3 FTE
0 WORK INDICATORS MAY 1995 MAYMAY 1993
Adult Materials 23,471 20,778 21,956
Juvenile Materials 16, 15,7 15.011
Total 40,007 36,562 36,972
Days of Service 27 26.5 27.5
Average
Daily Circulation 1,451 1,378 1,344
Hours of Service 276 268 271.5
Materials
Circulated per Hour 145 136 136
Increase in Circulation 9.5% -1.2% 32%
Materials
Added/Withdrawn 1,029/595 614/333 809/843
Borrowers Registered 325 284 285
Story Time 440 308 295
(Number of Sessions) (15) (16) (16)
Toddler Time 56 73 22
(Number of Sessions) (2) (11) (3)
Special Programs 2,106* 78 0
(Number of Sessions) (9) (5) (0)
Visitors 16,914 N/A N/A
(Gate Count divided by 2)
Increase in Visitors N/A N/A N/A
Fines/Fees Collected $3,890.54 $3,635.81 $3,360.63
i
Gifts Received $ 10.20 $ 89.94 $ 160.53
* Includes attendance at programs presented in classrooms by youth librarian.
HALOGIMCONNIEWDMTI-114171'
*he Ti and Libra Boar*
g Library
13125 S.W.Hall Boulevard
Tigard,Oregon 97223
June 6,1995
George Burgess,President
Friends of the Tigard Public Library
Tigard Public Library
Tigard,Oregon 97223
Dear Mr.Burgess:
The Tigard Library Board wishes to convey its gratitude to the Friends of the Tigard Public ,
Library and Writers' Resource,along with our enthusiasm,for last winter's workshop and library '
tour aimed at helping writers make good use of library facilities. The turnout was spectacular,
and the feedback was uniformly positive.The Board wholeheartedly endorses any such effort
by the Friends and Writer's Resource to enrich the endeavors of writers throughout our area.We
have conveyed to the library staff our hope that the library will continue to make its facilities
available for workshops,readings, seminars, support groups and similar activities for writers.
We also applaud Writers' Resource for taking the initiative in reaching out to writers by
enhancing and updating the library's collection of books and research materials. We hope that
Writers'Resource will keep up the good work,and we urge the Friends of the Library to support
these efforts in every appropriate way.
The Board has recently become aware of a proposal to involve the Friends of the Library in
cosponsorship of a poetry contest with Writers'Resource.We respectfully wish to share with you
some concerns we have about this proposal,as we understand it.
• The use of memorial donations:The Board understands that the proposal envisions use of
memorial donations as "seed money"for cash prizes.By long-standing practice,the Friends of
the Library allocate money from the memorial donations to meet the library's needs as
determined by the library staff. We question whether cash prizes are an appropriate use of
memorial donations. We also believe that the library staff should not involve itself in the
allocation of this money to a private purpose outside the library, since the library is a public
agency.Public agencies,as you know,must adhere to strict legal procedures with respect to
association with private entities in matters that involve money.
• Logistics and administration. A poetry contest can be a complex and time-consuming
undertaking.We have concerns about whether an appropriate mechanism exists for collecting,
accounting for and spending funds that come in as entry fees.As you well know,the Friends of the
Library have long held fast to their own stated purpose,which is to support and promote the
Tigard Public Library. We respectfully caution the Friends against venturing into the uncertain
arena of contest administration, especially when doing so has no clear relevance to the library,
its material needs or its activities. At the very least, we would urge the Friends to examine
carefully any liability exposure that might result from perceptions of impropriety,justified or
unjustified,concerning the disposition of money.The Board suggests that you examine whether
Writers'Resource could better accomplish its purpose by obtaining tax-exempt status and running
the contest independent of the Friends and the library.
M Friends of the Tigard Pu*'brary
June 6,1995 is
Page 2
• judging of entries. We have a concern over whether the judging of entries will conform to a
standard that would be universally recognized throughout the academic and literary community.
Any perception of weakness in the quality of judging,justified or not,might by association taint
the Friends or the library itself. Reputable literary contests commonly enlist judging panels that
consist of widely recognized experts in a given literary form or genre,such as published writers
and professional editors of noted publications.
Thank you for your attention to these concerns.We offer them in the sincere hope that you find
them helpful in determining whether the Friends should involve themselves in enterprises of
this nature.
With best wishes, we are,
Respectfully,
The Tigard Library Board
P
CITYOF TIFARD
OREGON
TO OUR PATRONS:
sometimes, when you feel strongly about something, dropping a slip of
paper in a suggestion box just isn't enough. For these instances we
have developed the attached "Concerned Citizen Comment Form' .
A copy of this form will be put on file in the Librarian's office for
review by the Library Board. A copy will also be sent to the City
Administrator and brought to the attention of the City Council.
It is often through the efforts of citizens like yourself that the
wheels of change are put in motion. We appreciate your concern and
your taking the time to let your opinions be known.
13125 SW Nail Blvd.,P.Q.Box 23397,Tigard,Oregon 97223 (503)639-4171
CONCERNED CITIZEN COMMENT FORM
(PERSONAL INFORMATION IS OPTIONAL)
NAME: t 2 'rt" PHONE:
ADDRESS: '
DDRESS: z,V Q C7 DATE:
74
I AM CONCERNED ABOUT: (USE BACK OF SHEET IF NEEDED)
0#1Z ,D,e,!57A_l ) &1/24
7/,4 r
SUGGESTIONS FOR IMPROVEMENT:
i
1
i
HELP I CAN OFFER: -
I WISH TO HAVE SOMEONE CONTACT ME CONCERNING THIS ISSUE: YES NO