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01/12/1995 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, JANUARY 12, 1995 - 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 HARTZELL HOKLIN IRWIN—_ KOSTOL LEWIS 3. Approve Minutes for November 10 and December 8, 1994. 4. Monthly Report for NovemLuo-- ai id 09r rn fiber 1994. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. County Bonds Issue. 8. Discount Books and Fines. 9. Charges for Replacement of Library Materials. 10. Goal Setting - Please come prepared to share your ideas on issues to be tackled in 1995. 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. hA1og1n\conn1e\11b-A TIGARD LIBRARY BOARD November 10, 1994 MINUTES Call to Order: 7:03 p.m., by Marilyn Hartzell, Chairperson. Roll Call: Jeri Cundiff, Marilyn Hartzell, Nancy Irwin, Chris Lewis, Carl Kostol, Yvonne Burgess, and Lorin Hoklin. Staff: Kathy Davis. Announcement: Director informed Board that our Adult Reference Librarian, Karrin Hawes, last day is today after almost 20 years of service. Minutes: Cundiff moved to approve the minutes as written, seconded by Lewis. Reports: October Monthly Refit - There was an inquiry about the Technology portion of the report regarding the GIS System. There are two pieces to this technology: 1) System will be located at the Service Counter at City Hall for City staff and City issues only and 2) With this knowledge, City staff experience is expected to carry over into the library. Friends of the Library: Library volunteers are being recruited for the Annual Christmas Book Sale to be held December 1-5 located in the Puett Room. Since the raising of used book prices, the Friends are making the same amount of money, but are selling fewer books. The Friends are recruiting for volunteers to assist in the Second Annual Used Book Sale. No date set. C.L.A.B.: Have started the levy planning process. Reviewing all responsibilities by WCCLS (reference system, courier, ILL, etc.) Also, reviewing cost and expansion issues. Election Results - Review: There was general discussion of election issues, particularly, mayor elect, Jim Nicoli, and his views regarding library services. The other issue of discussion is the tax base, which seems to be passing. It was moved for Hartzell to address a letter to Mayor Nicoli to introduce the Library Board and major issues impacting the Board and also to invite him to the February Board meeting, seconded by Irwin. Hartzell asked Board for additional topics for discussion. If tax base passes, one issue will be phasing in additional positions. The City has implemented a Space Planning Committee to determine creative space possibilities and how to complete the work. Hartzell suggested citizen involvement at some point in the decision process. Director will take concerns to Space Planning Committee. Discussion continued regarding other ballot measures. CountL--Wide Director was asked to bring back to Board from CLAB the idea of an obligation bond (requesting additional funds for library construction) which would fall outside of the ballot measure 5 tax limits. The idea of acquiring funds for library construction through an additional levy amount was thrown out by CLAB, however, they are seeking additional feedback from library boards. The question is does the Ubrary Board want the county to explore a general obligation bond? Pros and cons were highlighted. There are issues of ownership of libraries, a City library versus a District library. Board ether than a district. Hartzell is in support of the concept of a cooperative r obtained a motion for Hoklin to write a letter to the Ubrary Director to take back to CLAB including the Board's support of the City's relationship with WCCLS and that the Tigard Board would like more information on the idea of a general obligation bond including: how funds would be used and how would amounts be set. They also suggested that cities would have to match more than 50 percent of funds raised by the bond to maintain ownership and maintenance of the city libraries. Irwin moved, seconded by Cundiff. State Telecommunications Forum: Director attended statewide Telecommunications Forum. The State Library is progressing with the goal of TPL linked with the Internet through all libraries. Director handed out the International City/County Management Association MIS Report. This report is an in-depth look at a beginner's guide to on-line services. Use of Puett Room: Director reviewed established policy of Puett Room use with Board. Room is to be used for study and children's story times. Director has e requests for additional use by staff for other programs. Director asked Board if there should be a modification to the use policy. The concern of the Board is that patrons can access the room regularly and as policy states. Occasional use is okay and no long-term use is advised if patrons are using on a regular basis. Director will monitor use. Board directed Director to use own discretion. Other Business: New Chair: At the December Board meeting, the Board will elect a new Chair. Fines/Ethics Law and You: Director highlighted Ethics Law in the workplace. The Ethics Code was discussed at the Professional Board Meeting. Ubrary will be making some changes in library benefits as a result • • of this law. Board congratulated staff and volunteers for their acceptance of these changes. Collection Agency: Director presented memo from Circulation Manager, Paula Walker, regarding an annual purging of library patron records. There is a large number of accrued fines and materials not returned. Question is should the library implement a collection agency? Hoklin moved to recommend deleting all incurred charges of$50 or less and leaving patrons with lost fees on WIU system so that they would be unable to get another card without paying for or returning lost materials, seconded by Burgess. Discussion continued. Amendment to the original motion to include sending a letter to all patrons encouraging the return of overdue materials in support of the library collection through an Amnesty Day noting date and time including advertising through media services. Director will also look into collection agency services for any outstanding records, seconded by Lewis. Motion accepted as amended. Charging for Library Cards: There was discussion regarding newly increased charge of$25 from $10 for out of tri-county residents. Question is should people working in Tigard, but living outside of designated tri- county area be allowed free library cards? Discussion continued regarding the pros and cons. Kostol moved to recommend policy to remain the same and allow people working in Tigard free access to a Tigard library card, seconded by Cundiff. Adjournment: Meeting adjourned at 9:11 p.m. H:\LOGIN\CONNIE\BRDMIN TIGARD LIBRARY BOARD December 8, 1994 MINUTES Roll Cal : Yvonne Burgess, Lonn Hoklin, and Nancy Irwin. Staff: Kathy Davis. A formal meeting was not held due to the lack of a quorum. Informal Discussion: Director briefly discussed library materials that are questioned regarding content. To avoid the Board reviewing the same items repeatedly, an idea was discussed for creating a master list that would include items challenged and the Board's response. Discussion regarding the General Obligation Bond continued from last meeting. Director indicated some libraries are in favor of forming as a district and some are not. Over the next year, there will be several discussions regarding this issue. The Tigard Public Ubrary Board will need to determine its preference as district or cooperative status and how the library needs of Tigard citizens can best be served and accomplished. Discussion concluded at 7:45 p.m. Remember: If you are unable to attend a Library Board meeting, please call Kathy Davis or Connie Martin at 684-5886. If it looks like there wont be a quorum, you will be contacted as soon as possible. cWbrdmin • MEMORANDUM • CITY OF TIGARD, OREGON TO: Bill Monahan, City Administrator FROM: Kathy Davis, Ubrary Director DATE: December 2, 1994 SUBJECT: Monthly Report, November 1994 Fine Exemption and Book Discounts: A committee of staff from all library divisions discussed the long-standing practice of allowing employees and volunteers exemptions from library fines and the ability to purchase books for personal use with the library's discount. The committee drafted a policy curtailing the practice. It will be presented to the Ubrary Board this month and go into effect January 1, 1995. Copy attached. Museum Raising: The Tigard Area Historical and Preservation Association sponsored a "Museum Raising" event November 12. Furnishings, photographs, and articles of clothing were received from families of some of Tiigard's Founding Fathers (and Mothers). The John Tigard House is slated to open as a museum on December 12. Bad Weather Policy: To ensure at least a skeleton crew of staff on inclement weather days, the library developed the concept of a "Storm Crew" - staff that live close enough to the building to be able to walk even if driving conditions are hazardous. We have reviewed and updated this list for Winter S4-S& By using this concept, the library is always able to provide public service as expected. Policy attached. Counter General Obligation Bonds: The Beaverton Ubrary Board approached the Cooperative Ubrary Advisory Board with the idea of an additional WCCLS levy that would be dedicated to library construction needs. CLAB discussed and rejected that idea, but decided to examine the possibility of a general obligation bond to address the same issue. Details are included in the November CLAB minutes. The topic was discussed at the November Tigard Ubrary Board meeting. The Board has asked me to present their views as expressed in the attached letter. Circulation: Up! Several days in excess of 2,000 items per day. On Sunday, November 13, we circulated items at the rate of five per min ! Libraa Back Files + in DelinquentF • Customers who have not used the library for three years are having their records deleted from the computer systems. Those with charges exceeding $50 will receive a letter reminding them of their bill. The Library Board has asked us to check into the cost of retaining a collection agency. We are also checking with other libraries that use this approach to see what their success rate has been (Hillsboro and Tualatin Public Libraries use collection agencies). Youth Services: An on-going series of programs entified "Winter Holidays Around the World"began this month with a celebration of some of the traditions of Hanukkah. Future programs will focus on Christmas, Kwanzaa, Chinese New Year, and a Muslim holiday. The eighth year for Tiigard's Young Adult Round Table began with orientation November 7. YART members will assist with the Christmas Ornament Making program in December. Art work from Fowler Middle School is on display in the YA area. Librarians from the Tigard/Tualatin School District have been invited to meet at Tigard Library in December. Five-hundred and sixty-four people attended children's programs in November. Our staff assisted the C.F. Tigard Library in dealing with a censorship issue. Local History: Tony Greiner is investigating a variety of microfilm reader/printers so that TPL may add a full run of Tigard Times issues to this collection as well as other historical materials. Volunteers: Ten new volunteers were added. Special areas where volunteer help has been enlisted include staffing the Information Desk and manning the Friends of the Library Booksale (21 volunteers are assisting with this effort). Arrangements were made for volunteer representation on the A.C.T.T.S. Board. A member of our Local Authors Group and a representative from the Art Society will help coordinate activities and displays in the library through A.C.T.T.S. Volunteer Tyke Number Hours Adult 82 731.00 Youth 10 50.00 Adopt-a-Shelf 5 18.75 YART 7 7.00 Library Board 7 15.75 Ed. Services 0 0.00 Community Service 3 39.25 21 st Century Academy .Q 0.00 (CE 2) Total 114 861.75 = 977 FTE w. WORK INDICATORS ADVEMBERNOVEMBER 1992 IRW Adult Materials 21,127 21,133 17,333 Juvenile Materials 17 16.170 14,181 Total 39,077 37,303 31,514 Days of Service 25 25 , 24.5 Average Daily Circulation 1,563 1,492 1,286 Hours of Service 256.5 252.5 245 Materials Circulated per Hour 152 148 129 Increase in Circulation 4.81% 18.3% 5.No Materials Added/Withdrawn 1,015/1,161 793/330 1,000/262 Borrowers Registered 312 318 268 Story Time 365 289 324 (Number of Sessions) (15) (13) (10) Toddler Time 146 72 45 (Number of Sessions) (9) (9) (7) Special Programs 53 114 0 (Number of Sessions) (3) (2) (0) Visitors 16,796 — — (Gate Count divided by 2) Increase in Visitors N/A N/A N/A Fines/Fees Collected $3,610.14 $3,301.80 $2,658.15 Gifts Received $ 230.45 $ 10.58 $ 52.74 H:\LOGIN\CONNIE\KDMTHRPT MEMORANDUM CITY OF TIGARD, OREGON TO: Bill Monahan, City Administrator FROM: Kathy Davis, Ubrary Directo(19 DATE: January 5, 1994 SUBJECT: Monthly Report, December 1994 Wiring Problems: During the last year,the library has been plagued with a variety of phone/electrical problems. This has been traced to "noisy lines"'caused by using inadequate, inappropriate wiring for the computers and phone lines. I have been informed that it will be necessary to pull and replace a substantial part of the buildings wiring to correct this problem. Our phone system, security system, and computer network have all been malfunctioning because of this situation. Paul DeBruyn and Valerie Yunker will be working with our phone contractor as soon as possible. Lots of Booksl: The library's largest circulation for one day was recorded on January 3 at 2,599 items (average circulation for a 9:30 a.m. to 9:00 p.m. day is 1,400). Winter Holiday D'�lays: A variety of Winter celebrations is being highlighted in the Puett Room December through February. As this includes some religious days (Christmas and Chanukah) it may be somewhat controversial. The displays are set up to be informational and are therefore (I believe) appropriate for the library. We are currently featuring Kwanza, a Black American Holiday. Citizen Involvement Center: The library is developing a "one stop shopping" center for citizens interested in community involvement This would include information on city boards and committees, volunteer opportunities, neighborhood watch programs, parent- teacher association, scouting etc., etc. An appropriate display unit is being acquired at this time. Interesting Request: A citizen concerned with the inclusion of "Just Out" in our community newspaper collection, has asked us if he could distribute religious tracts on the same display table. We have responded to him in writing, stating that because of space limitations, he would not be able to set out the 16 items he had in mind, but that we woular.�ceed d� stack of informational brochu from any Tigard area church that caristribute that information through a library. No response as of yet. WCCLS: The Professional Advisory Board has been reviewing each county program in preparation for the next levy cycle. This is a very time consuming process, but should make it easier for CLAB to approve when the time comes. Volunteer: It came to our attention that some of our volunteer staff may not have close friends or family to visit at the holidays. Jean Lindsay, our Volunteer Coordinator, invited volunteers via the newsletter, to meet at a local "Shari's° for Christmas dinner and spend time with each other. This thoughtful bit of coordination meant that three people had someplace to go" this special day instead of being alone. Volunteer Type Number Hou Adult 81 762.50 Youth 8 22.50 Adopt-a-Shelf 6 16.75 YART 7 13.00 Library Board 3 1.50 Ed. Services 0 0.00 Community Service 1 4.00 21st Century Academy A 0.00 (CE 2) Total 106 820.25 = 4.73 FTE WORK INDICATORS AEC�ER.� QECEMBERM� QOEMBER 1992 Adult Materials 20,300 19,307 14,543 Juvenile Materials .1,3.51 13,351 14.6 Total 33,816 32,658 29,216 Days of Service 27.5 25 28 Average Daily Circulation 1,230 1,306 1,044 Hours of Service 271 268 279 Materials Circulated per Hour 125 122 105 Increase in Circulation 3.51% 11.80/0 12.71% Materials Added/Withdrawn 748/1,436 1,095/166 689/143 Borrowers Registered 274 212 229 Story Time 118 144 183 (Number of Sessions) (5) (7) (8) Toddler Time 0 16 35 (Number of Sessions) (0) (3) (6) Special Programs 190 17 41 (Number of Sessions) (2) (1) (1) Visitors 15,260 -- — (Gate Count divided by 2) increase in Visitors N/A N/A N/A Fines/Fees Collected $2,866.78 $3,034.34 $2,259.65 Gifts Received $ 5.69 $ 33.82 $ 336.71 H:\LOGIN\CONNIE\KDMTHRPT Lonn HAIM 9365 S.W.Millen Drive Tigard,Oregon 97224 (503) 598.0454 November 18, 1994 Kathy Davis, Library Director Tigard Public Library 13125 SW Hall Boulevard Tigard, OR 97223 Dear Ms. Davis: At its meeting on November 10, 1994, the Tigard Library Board discussed a proposal for a countywide general obligation bond for library construction. The Board approved a motion that calls upon you to express its views on this issue to the Washington County Library Advisory Board. This letter responds to your request for a written summary of the Tigard Library Board's position. The Tigard Library Board generally encourages and applauds all efforts by Washington County government to support WCCLS member-libraries. We have concerns, however, with respect to a countywide general obligation bond for library construction. Among these is the question of how the county would allocate bond money among the various member-libraries. What kind of application process would the county put into place by which the libraries would apply for the money? Having received applications for the money, how would the county decide who gets what? Would the county require the individual libraries to conduct studies in order to project long-range building needs before placing a general obligation bond measure on the ballot? If the voters were to approve such a bond issue, how long would the individual libraries have to establish their long-range building requirements and apply for their respective shares of the money? The Board also feels some reluctance to ask the voters of Washington County to approve a general obligation bond without concrete proposals in hand for meeting the construction needs of member-libraries. We are willing, nonetheless, to revisit this issue as the answers to our questions become available. With best wishes from the Tigard Library Board, I am Sincerely, Lonn H oklin Member Tigard Library Board • • STAFF ADHERENCE TO CIRCULATION GUIDELINES Pte: It takes a dedicated staff of both paid and volunteer workers to operate the Tigard Library. All members of this staff contribute to the library's success by being use as well as workers. As library users, citizens and tax payers, we recognize that it is important to maintain a policy of fair and equal treatment for all library customers. Therefore, library staff (paid and unpaid) will follow the same guidelines and adhere to the same standards for using library materials, as the general public. Procedure: • All library staff (paid and unpaid) will adhere to general library policy and procedures. • Regular transactions covered by library policy may be performed by the staff member. • Special circumstances requiring actions outside the policy will be transacted through the Circulation Supervisor on duty. (Examples: waiving or reducing fines or extending due dates). • EMERGENCY STAFFING • All employees are expected to report to work as scheduled, if possible. The Library Director will maintain a list of library employees who have agreed to report to work, regardless of weather conditions, as part of an emergency crew in times of need. Responsibility of the emergency crew is to report to work as directed for the shift assigned and operate library circulation functions during regular open hours. Only the Library Director (or designate), or City Administrator (or designate) may activate this crew. Inclusion on this list will be voluntary, but once added, participation will be considered a duty as assigned and performance will be evaluated with other duties on the employee's review. Employees may withdraw by written request9riQr to a time of need, or may withdraw at their annual review. Procedure: School Days: When Tigard schools are closed for the day, Library Director will call the Circulation Manager and plan the emergency schedule for the day as necessary. Selected crew members will be contacted between 6:30 and 7:00 a.m. .Saturdays: When highway reports for Tigard area indicate hazardous driving conditions, Library Director will contact the Circulation Lead Worker for the day beginning at 6:30. Selected crew members will be contacted between 6:30 and 7:00 a.m. and s: Same procedure as above, however, contact will be made between 8:00 and 8:30 a.m. Mid-Day Situations: Circulation Manager on duty will call in circulation employees as needed. If staff is not available to maintain a minimum of three employees for circulation functions, Worker on d will contact the Library Director or designate) to Circulation Manager/Leaduty ary ( 9 activate the emergency crew. I have read and understand the above Emergency Staffing policy. I further understand that participation on the emergency crew may cause individual inconvenience as it could mean reporting to work on my day off with little notice. I agree to be a part of the emergency crew. Name Date I choose not to be a part of the emergency crew. Name Date 43 MEMORANDUM CITY OF TIGARD, OREGON TO: Mara � FROM: Pau4�rfi V") DATE: November 29, 1994 SUBJECT: Determining replacement costs of lost books As a result of a concern raised by a patron, we are reviewing our procedures for determining replacement costs for lost books. Typically, the replacement cost is listed in WILI. However, if the cost was not available at the time the item was catalogued, a default price was entered into WILI. Often, these default prices do not reflect the actual cost of the item. Several years ago, Georgeanne and Carol (my predecessor) put together a price list for lost items to more accurately reflect a replacement cost for items whose actual cost was not listed in WILI. (copy attached) In the past, we have referred to this list if the default price seemed out of line. If patron questioned this price, we then referred it to a librarian for a decision. However that often involved delay because a librarian was not always available to do the research while the patron waited at the front desk. To serve patrons more efficiently and charge them a fair replacement cost, we would like to initiate the following procedure: For lost items, whose actual cost is not listed in WILI: 1) Circulation Lead Workers or Circulation Manager will look up book in books in print, determining whether lost item is a paperback or hardback. LW will inform patron that replacement cost will be BIP cost plus processing charge ($2.50 for books, $3.00 for CDs and audio casettes and $5.00 for videos) . 2) For items that are not in BIP, we would like to use a price list like the one we have been using to charge a fair replacement cost. The list, however, is over four years old. Could Readers Services please update the "generic price list"? 3) We have not encouraged patrons to buy replacements themselves for lost items, because our experience has been that the quality of those replacements varies considerably. I recommend continuing this policy: it would allow librarians staff to select the type and quality of item being replaced as well as the option of replacing lost item with another title. Let me know what you think. cc:Kathy Davis MEMORANDUM CITY OF TIGARD, OREGON TO: Paula FROM: Mara y DATE: December 2, 1994 SUBJECT: Determining replacement costs of lost books The Readers' Services group discussed in its 12/1 meeting your suggestions on how to best determine replacement costs of lost books where the actual cost is not listed in WILI. We agreed that your ideas were wonderful and thank you for having consulted us. At this point we wish that we had not given our last edition of Books in Print to Sherwood so that you could keep at least the Title set at the Circulation Desk, but as soon as the new Reference Desk arrives, the Books in Print set will be closer to you and, if you wish, we will keep the next surplus set for you. We also took a look at the "Lost Materials Payment Schedule", and on that we have several comments: 1. Our group was very emphatic that a one month return limit is too short a grace period for not reimbursing the general patron's lost book payment. Readers' Services agreed to recommend to you that three months would be a "friendlier" time because, even if the book had already been replaced by the same title (not very likely) , we could still use the additional copy. 2. Both Gary and Sue were very emphatic that when it comes to return limits for schools of individual books from teacher packets, there should be only one date for this type of lost book -- June 20 because the school librarian may not be able to get the "lost" book back until kids clean their lockers at the end of the school year. 3. We also recommend that the payment schedule be increased to reflect current prices more closely. (Please, find attached this year's Publishers Weekly prices list. ) Non-Fiction (Adult and Juvenile) : a. Hardback -- $33 b. Paperback -- $19 c. In unable to discern $26 Adult Fiction: a. Hardback -- $20 b. Paperback -- $14 Young Adult Fiction: a. Hardback -- $18 b. Paperback -- $12 Juvenile Fiction: a. Hardback -- $14 b. Paperback -- $7 Easy Books: a. Hardback -- $14 b. Board books $6 Magazines --- $3 VF Materials -- $5 per envelope or subject Audio Visual Materials a. Cassettes (Adult & Juvenile) -- $12 b. Videos (Adult & Juvenile) -- $25 c. Kits (book & cassette) -- $14 Maps ---- $4 cc: KD, SM, GL, SP, MS, TG, KGH 1 AdIk Downer to Head Waterstone's In been vacant since last sum- suit of our success in the mer, when David MCRed- trade hardcover and paper- U.S.; Cham Looks to Expand mond returned to London to back areas over the past five become Waterstone's direr- years. It is particularly ex- Waterstone's Booksellers, tion,"however,the company for of operations. citing when so many pub- the W.H. Smith subsidiary has developed a "regional -JOAN MUTTER lishers are decreasing their that has three stores in the strategy," whereby it will trade lists and eliminating U.S, and nearly 100 in the expand in markets where it Tucking Trend, imprints." U.K.,Ireland and on the con- has a presence already, or There will also be staff ad- tinent, has named Philip will expand with several Holt Expands ditions and changed respon- Downer v-p and general stores in new areas-pri- sibilities. William Strachan, 1 manager of its U.S. opera- marily in the Northeast.Wa- At a time when shrinking editor-in-chief, will be add- tions. terstone's alsu has a smaller lists and disappearing im- ing a new senior editor to his Waterstone's executives store in the new Pittsburgh prints seem the order of the team,and Greg Hamlin,for- said the move should be tak- airport and will open a sec- day, Henry Holt has an- mer v-p, sales and market- en as an indication that Wa- and in the airport in Cincin- nounced it is actually pian- ing, who has been named terstone's will expand soon nati. ning to increase by 25%the v-p marketing and associate in the U.S.After opening in Downer was formerly di- number of hardcover and pa- publisher of Owl Books,will Boston in 1991 and in Chica- rector of personnel and corn- perback titles it publishes in also be adding a senior editor go in 1992,it was expected munications of Smith's Our the coming year. to the Owl paperback team. that more Waterst.:-,e s Price division,a music store President Bruno Quinson Wendy Sherman,v-p and di- would open in various c,.1-s chain with some 305 outlets said the planned increase to rector of subsidiary rights, across the country. After in airports and malls in the its current program of about has been named v-p, sales pausing"to assess the situa- U.K. His new position has 140 titles a year"is the re- and sub rights. American Book Prices Average Per Volume: 1991-1992 Final Hardanger All Prices Hardcover Under$81 Trade Paperbacks Mass Mkt Paperbacks Category 1991 1992 1991 1992 1991 1992 1991 1992 AGRICULTURE $57.73 $53.76 $31.92 $35.13 $14.90 $16.73 $5.00 $7.40 ART 44.99 44.59 37.92 36.74 19.11 19.52 10.13 10.33 BIOGRAPHY 27.52 30.41 25.23 26.86 13.38 13.59 6.18 6.18 BUSINESS 43.38 43.91 38.01 39.58 21.20 22.94 8.36 8.30 EDUCATION 41.26 48.77 36.51 39.66 23.30 23.25 5.98 9.56 FICTION 21.30 20.39 19.55 19.71 12.17 .6 4.49 4.83 GENERAL WORKS 51.74 56.29 39.76 4 . 34.74 29.20 7.48 7.25 HISTORY 39.87 39.19 35.31 35.93 16.99 17.42 8.37 7.14 HOME ECON. 24.23 24.88 23.89 23.21 12.89 14.29 7.97 7.41 JUVENILES 16.64 14.46 13.37 t 13.85 7.60 �4�,i_ 3.38 3.61 LANGUAGE 51.71 49.68 40.32 38.66 18.83 17.61 7.26 6.26 LAW 64.89 76.21 41.31 43.27 24.62 25.17 9.85 4.99 LITERATURE 36.76 39.23 33.64 35.22 15.31 17.04 5.89 7.17 MEDICINE 71.44 75.22 40.19 41.83 24.20 26.16 5.88 9.02 MUSK 41.04 47.37 38.17 39.81 17.03 20.56 2.75 2.75 PHILOSOPHY, PSYCHOLOGY 42.74 46.85 36.75 39.00 16.54 17.24 7.78 6.71 POETRY,DRAMA 33.29 36.78 31.22 32.12 11.88 13.06 6.59 6.24 RELIGION 32.33 35.31 29.70 31.02 12.41 13.08 7.79 7.88 SCIENCE 80.14 81.95 45.77 47.01 28.31 27.98 6.27 8.16 SOCIOLOGY, ECONOMICS 48.43 45.53 39.19 40.31 19.68 19.72 7.56 6.48 SPORTS, RECREATION 30.68 34.62 29.42 33.22 15.03 15.64 7.50 6.84 TECHNOLOGY 76.40 82.18 46.38 48.83 33.39 28.75 25.58 31.18 TRAVEL 33.50 33.29 29.00 3 14.06 34 Z 10.95 9.10 Total $44.17 45.74 1 $31.95 S3.55 $18.39 8.81) $5.08 5.22 American book publishers produced 49,276 titles in 1992, between 1991 and 1992 prices in major categories and an increase of 2.44 over 1991,according to figures compiled formats. Bowker derives title output and price average for PW by R.R. Bowker. The total includes 3826 mass figures from entries in its American Book Publishing Rec- market paperback titles and 15,462 other paperbacks, to- ord, compiled in collaboration with the Library of Con- gether making up 39.1% of the entire output. Bowker's gress.Mass market data are based on Bowker's Paperbound tabulations of final 1992 average per-volume prices are Books in Print. presented in the above chart.This table shows comparisons --CHANDLER GRANNIS PUBLISHERS WEEKLY f JANUARY 24.1994 13 BAL -0--- BCL CN L �- COR 120,000 �- FGL -;�s- HPL TCL SPL X TPL x TUL WSL 100,000 80,000 Z O H Q 60,000 U U X X 40,000 �- x - / x 20,000 0 Q 1994 LIBRARY COMPARISON WITH OLA STANDARDS FOR FISCAL YEAR 1993-1994 - PAGE 1 Service Hours of OLA OLA Service Staff OLA OLA Pop. Service Adequate Excellent Pop. with MLS Adequate Excellent Banks 1,829 22.00 30 50 Banks 1,829 0.000 0 1 Beaverton 109,248 65.75 55 72 Beaverton 109,248 11.500 9 18 Cedar Mill 42,056 58.00 50 65 Cedar Mill 42,056 5.500 4 6 Cornelius 7,124 24.00 45 65 Cornelius 7,124 0.000 1 2 Forest Grove 22,129 60.00 50 65 Forest Grove 22,129 2.000 2 4 Hillsboro 57,363 56.00 55 72 Hillsboro 57,363 5.075 6 8 Sherwood 4,639 21.50 30 50 Sherwood 4,639 0.000 0 1 • Tanasbourne 32,655 56.00 50 65 Tanasbourne 32,655 3.825 4 6 Tigard 43,689 65.00 50 65 Tigard 43,689 2.300 4 6 Tualatin 18,840 40.00 50 65 Tualatin 18,840 2.000 2 4 West Slope 10,246 46.00 50 65 West Slope 10,246 0.800 2 4 Total 349,818 514.25 515 699 Total 349,818 33.000 34 60 Total Service Library OLA OLA Service Total OLA OLA Pop. Staff Adequate Excellent Pop. Holdings Adequate Excellent Banks 1,829 0.625 1.0 2.0 Banks 1,829 9,571 10,000 20,000 Beaverton 109,248 43.500 36.4 54.6 Beaverton 109,248 243,891 218,496 327,744 Cedar Mill 42,056 16.500 16.8 21.0 Cedar Mill 42,056 10,917 84,112 126,168 Cornelius 7,124 1.900 3.6 7.1 Cornelius 7,124 19,237 ,21,372 35,620 • Forest Grove 22,129 10.000 11.1 14.8 Forest Grove 22,129 98,264 44,158 88,316 Hillsboro 57,363 20.675 19.1 28.7 Hillsboro 57,363 102,002 114,726 172,089 Sherwood 4,639 0.750 2.3 4.6 Sherwood 4,639 17,705 15,000 25,000 Tanasbourne 32,655 11.175 13.1 16.3 Tanasbourne 32,655 57,487 65,310 97,965 Tigard 43,689 22.500 17.5 21.8 Tigard 43,689 93,177 87,378 131,067 Tualatin 18,840 10.900 9.4 12.6 Tualatin 18,840 83,064 37,680 75,360 West Slope 10,246 3.800 5.1 6.8 West Slope 10,246 20,400 20,492 40,984 Total 349,818 142.325 135.4 190.3 Total 349,818 755,715 718,724 1,140,313 Source: Oregon Public Library Statistical Reports for the Fiscal Year Ending June 30, 1994, as submitted by member libraries. LIBRARY COMPARISON WITH OLA STANDARDS FOR FY 93-94 - PAGE 2 Library OLA OLA Service Magazine OLA Service Operating Adequate Excellent Pop. Subscrip. Adequate Pop. Budget 1994$ 1994$ Banks 1,829 31 27 Banks 1,829 $39,106 $37,000 $62,000 Beaverton 109,248 480 819 Beaverton 109,248 $2,134,996 $1,747,968 $2,731,200 Cedar Mill 42,056 304 315 Cedar Mill 42,056 $700,531 $672,896 $1,135,512 Cornelius 7,124 35 107 Cornelius 7,124 $60,838 $113,984 $242,216 Forest Grove 22,129 277 221 Forest Grove 22,129 $448,953 $354,064 $685,999 Hillsboro 57,363 292 430 Hillsboro 57,363 $985,351 $917,808 $1,548,801 Sherwood 4,639 34 70 Sherwood 4,639 $51,020 $83,502 $171,643 • Tanasbourne 32,655 226 245 Tanasbourne 32,655 $502,645 $522,480 $881,685 Tigard 43,689 374 328 Tigard 43,689 $914,501 $699,024 $1,179,603 Tualatin 18,840 178 188 Tualatin 18,840 $664,042 $301,440 $584,040 West Slope 10,246 105 102 West Slope 10,246 $157,735 $163,936 $317,626 Total 349,818 2,336 2,852 Total 349,818 $6,659,718 $5,614,102 $9,540,325 OLA Service Current Minimum Pop. Sq. Ft. Sq. Ft. Banks 1,829 2,230 3,000 Beaverton 109,248 19,000 65,549 Cedar Mill 42,056 15,400 31,542 Cornelius 7,124 2,500 5,343 • Forest Grove 22,129 11,000 16,597 Hillsboro 57,363 15,000 34,418 Sherwood 4,639 3,500 3,479 Tanasbourne 32,655 5,600 24,491 Tigard 43,689 11,700 32,767 Tualatin 18,840 8,667 14,130 West Slope 10,246 3,000 7,685 Total 349,818 97,597 239,000 WCCLS\940LASTD I rho n 0 LibrarSTANDARDS FOR ASSoclation OREGON PUBLIC LIBRARIES: 1994 INTRODUCTION Since the 1940's it has been a common practice of national and state library associations to adopt standards for public library service. Such standards have generally provided a means by which library managers,citizen library board members, and local officials can assess whether the resources that are being provi&d for local library service are sufficient.The American Library Association maintained a set of standards for public library services until 1966, when the decision was made to follow a new approach that emphasizes local needs assessment, planning, and evaluation. While more and more public libraries are adopting this new approach,there still appears to be a need for public library standards which represent a consensus of professional opinion on what is necessary to the provision of quality library service. In response to this need,the leadership of the Oregon Library Association appointed a task force in 1987 to develop a set of standards for Oregon public libraries.This task force was charged with developing standards which would deal exclusively with resources necessary to "adequate"and "excellent"library services.The leadership of OLA further specified that the standards be stated in quantitative terms,to the extent possible.The document,Standards for Oregon Public libraries: 1988, was adopted by the OLA membership.OLA procedures were since amended authorizing the membership of a Division to adopt standards or guidelines for library service or library practice which correspond to their specific interests and concerns.The Public Library Division of OLA began the process to revise the standards in 1994 a representative of the Public Library Division Executive public lib directors. [n arY 1993 with a survey of all ub P Y P �Y Board and the State Library's Library Development Administrator proposed revisions, after reviewing the survey results. and comparing the original standards to actual statistics of Oregon public libraries, and the most recent "Consumer Price Index."The Public Library Division Executive Board approved the revisions on January 14, 1994. The Public Library Division approved the revisions on April 6, 1994.The OLA Executive Board accepted Standards for Oregon Public Libraries: 1994 on June 3, 1994. A. LIBRARY GOVERNANCE A public library should be legally established and maintained as a public agency in accordance with the provisions of ORS 357.410 to 357.430 and ORS 357.221 to 357.286. Public libraries established as departments of city or county government should have an advisory board comprised of five to fifteen citizens appointed and organized in accordance with ORS 357.465 to 357.490. B. HOURS OF SERVICE The following standards do not include overlapping hours in different library facilities. All service schedules should include weekend and evening hours. Population served by library Adequate Excellent (hrs/week) (Itrs/week) 1 - 1.999 30 50 2,000 - 4,999 30 50 5.000 - 9.999 45 65 10.000 - 24,999 50 65 25,000 - 49,999 50 65 50.000 - 99.999 55 72 Over 100,000 55 72 C. LIBRARY STAFF The most important component of good library service is an educated and experienced library staff dedicated to providing the highest possible quality of library services to the public. Funding should be provided by the governing authority for staff to take advantage of continuing education opportunities and to participate in state, regional, and national library associations. The minimum starting salary for an entry-level professional librarian's position in Oregon should be 525.000. Population served by library Adequate Excellent Total MLL 121.9 Mu I - 1,999 *1.00 0.00 2.00 1.00 2.000 - 4.999 1 per 2,000 0.00 1 per 1,000 1.00 5,000 - 9,999 1 per 2.000 1.00 1 per 1.000 2.00 10.000 - 24.999 1 per 2,000 2.00 1 per 1,500 4.00 1 1 L5 25.000 - 49.999 1 per 2,500 4.00 1 per* 6.00 50,000 - 99,999 1 per 3.000 6.00 1 per 2,000 8.00 Over 100,000 1 per 3,000 l per 12,000 1 per 2,000 1 per 6,000 'Numbers represent 40 hour equivalent paid staff positions. D. LIBRARY RESOURCES Public libraries should have written collection development policies that include materials selection, procedures for reconsidering materials,evaluation, and weeding of the collection. All citizens should have direct access to a public library collection of current and useful materials in a variety of formats,and indirect access,via interlibrary loan and by other means, to all of the library collections in their region and within the state. Standards for collection size are as follows: Population served by library Adequate Excellent Books Audiovisual Books Audiovisual I - 1,999 '10,000 200 20.000 400 2,000 - 4,999 15,000 300 25.000 600 5.000 - 9.999 3 per capita 500 5 per capita 1.000 10,000 - 24,999 2 per capita 1,500 4 per capita 3,000 25,000 - 49,999 2 per capita 3,500 3 per capita 7,000 50,000 - 99.999 2 per capita 5,000 3 per capita 10,000 Over 100,000 2 per capita A per capita 3 per capita .2 per capita *Numbers represent volumes or physical units of library materials. Annual withdrawals of seldom used or outdated or worn materials should comprise 3-5%of the collection. An annual j acquisition budget should be provided which will maintain the quality of the collection. In addition to the above,a public library should have subscriptions to periodicals as follows, with a minimum of 25 subscriptions: Population served by library Adequate I - 9,999 1.5 per 100 population 10.000 - 24,999 1 per 100 population Over 25.000 .75 per 100 population E LIBRARY FACILITIES Spacious, modern facilities are essential for good library service. Library facilities should be conveniently located and easily accessible to all segments of the population. The minimum space requirements shown below refer to the total square footage in all library facilities, including branches and mobile or portable facilities. Square footage requirements beyond the minimum standard will depend upon local library service goals,and in particular,on the amount of programming that a library chooses to undertake. Population served Minimum space requirement I - 1,999 3,000 square feet 2,000 - 49,999 The greater of 3,000 square feet or .75 square feet per capita Over 50,000 .6 square feet per capita F. LIBRARY OPERATING BUDGET All public libraries need adequate and stable funding from a variety of sources, public and private. Funding should be sufficient so that a wide range of library services can be provided without charge to local residents. Standards for total annual support of public library services, from all sources, are as follows {1993 dollarsY Population served by library Adequate Excellent I - 1,999 $37,000 $ 62.000 2,000 - 4,999 $18 per capita $37 per capita 5,000 - 9,999 $16 per capita 334 per capita 10,000 - 24,999 $16 per capita $31 per capita 25,000 - 49,999 $16 per capita 327 per capita 50.000 - 99,999 $16 per capita $27 per capita Over 100.000 $16 per capita $25 per capita 2 lune, 1994 MEMORANDUM CITY OF TIGARD, OREGON TO: KATHY FROM: PAULAV M�/ DATE: December 5, 1994 SUBJECT: COLLECTION AGENCIES I have spoken to Tualatin, Hillsboro and our own finance department regarding their use of collection agencies. Here is what I learned: Hillsboro Hillsboro Library is happy with their agency; they could not provide an estimate of how much the company has recovered. They turn over a list of lost items monthly to the company. Generally, the items have not been in lost status for long, so they are easier to track down. The company Hillsboro uses charges a set rate on a voucher system. Each voucher costs $7.50, and the library is required to buy a minimum of 250 vouchers. This is for Phase 1, which is the "kinder and gentler" approach to having materials returned. Hillsboro feels it has been worth the money on a monthly basis. If materials are not recovered on Phase 1 and the Library chooses to go to Phase 2, the collection agency gets 50% of what is recovered, either in fines or the value of lost materials that are returned. Tualatin Tualatin has not been as pleased with the results they have received. Wanda at TUL estimates that they got items from 2-3 patrons returned out of a list of 10 patrons they turned over to agency. The city of Tualatin uses a collection agency to collect for water bills and sewer assessments, as well as library materials. The Finance supervisor told me she was in the process of looking for another agency. The agency they currently use also has a two-step payment schedule: Step One: Agency charges $10/customer and requires the city to purchase a minimum of $500. Basically, it involves tracking down current address of patron and sending him/her a letter. Step One is used only for accounts that are less than 18 months past due. Step Two: Used for accounts that are more than 18 months past due. On these accounts, the collection agency takes 50% of what they recover or, in the case of library materials, 50% of the value • of what they recover. Out of $60,000 in past due amounts, the City of Tualatin recovered $12,000. Tualatin has had the greatest success in collecting court fines and fees, because the court has some leverage with the individual. For example, they can refuse to return drivers license until fines are paid. The Finance supervisor said the most success they have had in recovering library materials was from one woman who returned a stack of lost items after receiving a letter from the collection agency. She returned items, but did not feel she should have to pay overdue fees or processing charges because she returned items. Tigard Tigard uses a collection agency for sewer and water bills. They seem to be satisfied with the company: Phyllis estimates that the agency has recovered over 50 percent of the past due amount the City turned over to it. This collection agency takes 33% of what it recovers. Things to Cons' consider 1) Wanda at Tualatin said they ran into trouble in trying to determine whether the items on their patrons' records were theirs or another library's. Items that have been in Lost status for a long time often have been deleted from WILI, which makes it virtually impossible to tell where the materials came from originally. TUL couldn't use city funds to track down materials that belonged to another library, but were checked out by a TUL patron. If the item has been deleted from the system, there is virtually no way to know whose it is until you get it back. 2) The lost items on our inactive patron list have been lost for more than 3 years. Some of these patrons may be deceased or have moved. If we send letters, we may get a lot of "addressee unknown" returns. A collection agency might have better luck tracking down current addresses. On the other hand, this is a library with many resources to discover people's addresses if we wanted to assign someone to do some sleuthing.