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05/09/1996 - Packet AGENDA is 0 TIGARD LIBRARY BOARD THURSDAY, MAY 9, 1996 - 7:00 P.M. TIGARD PUBLIC LIBRARY - PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER 2. ROLL CALL: BECK_ BUSCH _ HOKLIN IRWIN _ LEWIS_ MCKAY_ SCHWAB - 3. CHWAB _3. Approve Minutes of April 1996. 4. Monthly Report for April 1996. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. Library Expansion Funding Update. 8. Exclusion Ordinance. 9. Ethics Training for Boards and Commissions (planning ahead). 10. Anti-Pornography Ballot Measure. 11. Library "Web Site." 12. Strategic Planning Process Report. 13. Summer Schedule. 14. Other Business. 15. 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. Agenda items for future meetings: hAdocstonnieft-a TIGARD LIBRARY BOARD April 11, 1996 MINUTES Call to Order: 7:03 p.m., by Chair Nancy Irwin. Roll Call: Larry Beck, Shannon Busch, Lonn Hoklin, Nancy Irwin, Chris Lewis, Angus McKay and Jack Schwab. Staff: Kathy Davis. Minutes: Beck moved to approve minutes as presented, seconded by Busch. Reports: March Monthly Re ort: Director reported that a potential Recreation Round-Up customer was concerned with the Recreation Round-Up van and that it was not wheelchair accessible. Under ADA guidelines, the City is required to provide "reasonable accommodations" for any government sponsored programs. The City made arrangements for alternate, handicapped accessible transportation to be available. The City is reviewing costs of leasing a wheelchair accessible van. Director noted Amber Foods building/property has potential with lots of space for future library facility. Two new volunteer programs started this month: Friendly Visitors and Internet Monitors. Total volunteer time for March equaled 7.5 FTE. Director noted article attached on Kids Volunteer at Tigard Library Too. Director explained situation with Acquisitions backlog due to the need for more staff and that the lack of space is creating difficulty in achieving efficient workflow. Acquisitions is re-evaluating workflow procedures. Friends of the Library: Susan Mueller indicated that the Friends will be purchasing a bookdrop to be placed on-site at the intersection of Hall Blvd., and Burnham Street for patrons to drop off donated materials starting in June. $1,400 was earned from sale of Entertainment Books. Writer's Conference to be held on April 18. Friends will again take care of lunches. CLAB: Will discuss under Capital Improvement Levy. Citizen Presentation: Tigard resident, Floyd Lissy, came before the Board to discuss access to materials in the collection that may not be suitable for younger audiences. It was noted that the Tigard Library's philosophy is that it has materials for all ages and all viewpoints. The Library relies upon the parent or guardian to guide their children in making reading and viewing choices. Director indicated that a letter is sent to a parent or guardian of a child who is signing up for a library card indicating specific guidelines. The Board thanked Mr. Lissy for expressing his concerns to the Board. Director will send him a letter of thanks. I I • Capital Improvement Levy: Some WCCLS member libraries have indicated that the funds received from the levy would not cover entire expenses of new construction. Questions regarding pursuing funds through the levy process are being addressed. Each library is to report to WCCLS by April 19, on what each library would actually need to take care of expenses for new construction/building expansion. The total combined cost will then be tabulated and a rate will be calculated. A discussion on whether to move ahead with county-wide construction levy will be made on May 1. If a county-wide construction levy is enacted, building would be scheduled over five years, as funds are made available. Tigard Public Library would be second or third in line. If a local funding mechanism is pursued, building could start as soon as funds are available. Director will present options and Library Board's statement to City Council. After considerable discussion, the Library Board issued the following position statement moved by McKay, seconded by Schwab: "The Tigard Library Board supports the concept of a county- wide capital improvements levy that would provide a base level of funding for expanding all WCCLS member libraries. The formula for distributing levy funds based on service area being considered by the CLAB prior to the April 3 meeting is an equitable one, comparable to the method used for distributing funds from the operating levy. The "no formula" approach now being considered by the CLAB offers no such equity. The Tigard Library Board would not support a levy based on this approach regardless of the resultant rate. Further, should the County-wide levy cease to be an option, the Board would fully support the City pursuing a local funding mechanism that would provide for the expansion or new construction of a 30,000 or more square foot library facility in Tigard." Access to User Database as Mailing List: Director summarized Senate Bill 157 amending the Oregon Public Records Law whereby library records cannot be exempt from being made available to the public. Director stated it will be up to each organization as to whether they will make patron's records available (e.g., mailing lists, marketing). This Bill will allow the library to disclose some information to parents regarding fines accrued by a family member. The Bill will be discussed further at the Professional and CLAB meetings. M � Library Week Activities: National Library Week is April 14-20. The theme this year is "Libraries Change Lives. Call. Visit. Logon." The library has two activities scheduled: Logon at the Libra , Tuesday, April 16, from 6:00-9:00 p.m. Staff will be available to demonstrate uses for the Internet, Magazine Indexes, and WILI, the library's automated library catalog. Night of a Thousand Stars, Wednesday, April 17, from 6:00-9:00 p.m. This program promotes reading by hanging a gold star on a window and turning on the porch light to indicate that reading is in progress. Board Role in Building Expansion: As soon as a decision is made regarding building expansion, Director will look to Library Board members for assistance with building logistics and design. Results of Lemy Election by Precinct: Director and Board reviewed official statement of votes on the Library Serial Levy held in March. Board reviewed yes and no votes for precincts library serves. Only three precincts voted no. Other Business: Beck inquired about joint account with spouse regarding library cards. Director not sure if this concept is applicable to computer system. Director will look into. Adjournment: Hoklin moved to adjourn meeting at 8:48 p.m., seconded by Schwab. h Adocs\connie\brdmin.doc MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Administrator 4i;) FROM: Kathy Davis, Director of Library Services DATE: May 8, 1996 SUBJECT: Monthly Report, April 1996 Progress on Library Web Page: The Library Web Page Committee has made excellent progress on this project. Some highlights of the site will include the customers ability to send in reference questions from home, teen book reviews written by the teenagers themselves, and links to other Web sites that deal with high-interest topics such as gardening, stock and bond information, and travel. The basics of this new site will be up by the end of May. New CD Rom Stations: Two new CD Rom workstations in the Reference area provide customers access to a number of products including the Encarta Encyclopedia, American Business Disk; legal database; Trip Maker(vacation planner), and others. Technology Open House: Extra librarians were on hand April 16, to provide one-on-one guidance in using the new information technology available at TPL. No exact count was made, but visitors kept staff busy for three hours with lots of questions and training needs. "The Write Place": An in-depth collection of resource books for writers was acquired with donated funds and organized for use by the public to coincide with this months Writer's Conference. Materials include detailed and technical information on publishing and marketing. Special Programs: Two adult programs were offered this month in an effort to provide diverse opportunities to library users: Rules of the Road (an investment program) and Through the Eyes of the Lens (a photography workshop) brought in 40 customers. Both programs were presented by professionals in the Tigard community who donated their time. Medical Reference Training: All Adult Librarians attended a special all day workshop on providing medical/health reference service. The program was presented by the Librarian at Twality Medical Center, a member of WCCLS. Youth Services: More than 50 customers attended the April 20, storytelling workshop presented by David Barrett. Gary Lark, Children's Librarian, is developing a series of"theme bags" to make available to area daycare centers. Sue Plaisance, Young Adult Librarian, is conducting a series of classes on library use for students of the ABLE alternative school. Five field trips (95 visitors) from public school and private schools and centers visited the library this month. Staff Exchange: WCCLS will be a test site for the concept of allowing employee exchanges between member libraries for the purpose of staff development and creative problem solving. If the process works within the County, it will be expanded to a statewide program next year. Volunteer Dinner: The Volunteer Dinner Committee headed by Jean Lindsay and Connie Martin did a wonderful job organizing and orchestrating this years dinner. Dozens of volunteers have made a special point of calling to say how much they enjoyed and appreciated the effort that was made on their behalf. They especially enjoyed the entertainment- including the precision dance team that performed following the dinner. Volunteers: Volunteer Type Numbe Hours Adult 102 947.50 Youth 17 76.25 Adopt-a-Shelf 3 3.00 YART 9 14.00 Library Board 7 12.25 Community Service 3 19.75 Friendly Visitors 7 24.50 Internet 10 72.00 Total 158 1,169.25 = 6.70 FTE WORK INDICATORS APRIL 1996 APRIL 1995 APRIL 1994 Adult Materials 24,963 23,430 20,371 Juvenile Materials 21,323 17.051 17.629 Total 46,286 40,481 38,000 Days of Service 27.5 27.5 27.5 Average , Daily Circulation 1,683 1,472 1,382 Hours of Service 279 271.5 271 Materials Circulated per Hour 166 149 140 Increase in Circulation 14.3% 6.5% -2.2% Materials AddedNVithdrawn 1,529/758 858/173 645/612 Borrowers Registered 413 363 340 Story Time 760 705 373 (Number of Sessions) (22) (20) (16) Toddler Time 173 200 47 (Number of Sessions) (8) (8) (7) Special Programs 142 101 15 (Number of Sessions) (6) (4) (1) Internet Users 127 N/A N/A Visitors 19,270 18,462 N/A (Gate Count divided by 2) Increase in Visitors (4.3%) N/A N/A Fines/Fees Collected $4,541.63 $3,888.69 $3,043.85 Gifts Received $41.45 $16.65 $3.80 h Ad ocslco n n ie\kd mth rpt Exclusion Notice You are hereby given notice that you have violated the terms of Tigard City Code (TCC) Chapter 7.100, specifically, TCC Section 7 .100._ . In addition to any criminal charges you may be subject to, you are now excluded from the grounds and buildings at the Tigard City Library for a period of days commencing This notice is being given to you pursuant to the terms of TCC Section 7.100.30. Issuing Officer/Staff Recipient ' Date IMPORTANT" RIGHTS Under the terms of TCC Chapter 7.100 you have the right to appeal this exclusion. Should you decide to, your written appeal MUST BE PHYSICALLY RECEIVED NOT LATER THAN 5 P.M. ON IN THE OFFICE OF THE DIRECTOR OF LIBRARY SERVICES -OR- THE OFFICE OF THE CHIEF OF POLICE. Failure to meet this requirement will automatically void the appeal. Your appeal MUST be in writing and include a statement as to why you believe the exclusion is improper. You MUST also include your name, address, and a telephone number where you can be contacted. A hearing will be scheduled before the Tigard Civil Infractions Officer not later than 10 days after you file your notice of appeal. You have the right to be represented by counsel if you wish and will have the right to review all documents (other than those prepared by the City Attorney or the Code Enforcement Officer in preparation for the hearing) not less than 2 days before the hearing on the appeal. Copies of the documents will be prepared at your expense. ($ .25/ page) Should you have any questions you should contact Tigard's Code Enforcement Office at 503.639.4171. P.W—..,/90024/-.I.d....t(2/23/96) TIGARD PUBLIC LIBRARY WARNING NOTICE Library Use Guidelines are posted throughout the library building. Library policy requires staff members to verbally remind customers of appropriate library behavior when necessary. Following a verbal reminder, a written Warning Notice may be issued if the behavior is repeated or continues. Purpose of Verbal Reminder: Issued By: Time / Date: Purpose of Warning Notice: Issued By: Time / Date: Further inappropriate behavior while on library premises may result in your being excluded from the library or having your library privileges revoked for up to 90 days. Director of Library Services City of Tigard MEMORANDUM May 7, 1996 To: Kathy From: Paula Re: Planning Committee Response The committee focused on organizing the document to make it appeal to the public. They quickly decided they didn't even want to deal with the activities, because they were too technical for the public(and them) to understand. Instead, they spent most of the meeting, doing some minor rewrites on objectives to make them clearer to the public and reordering the objectives, so that the ones that would grab public attention would come first. I have re-numbered them in the order the committee decided upon. They also reordered the goals for the same reason. They liked the idea of the goals have subject titles. Below are their suggestions for the document: ***Separate the goals and objectives from the activities. Put goals and objectives in front of document and activities at the end, maybe as an appendix. Reason: You don't want to snow public with so much technical information that they won't get through the goals and objectives. (Particularly true if it's going to Council) Only the staff cares about the activities. ***Make some copies available to bank lobbies, drs. offices. ***Some of the material (i.e.) activities won't be useful for anyone but staff. ***Really liked the idea of info ambassadors: liked the term "library guides" being available to give people tours through the library. ***There was a suggestion that the library board go to the Council with this planning document. ***Should be a much more professional looking document, although not too glitzy. What should the final document be used for? ***To influence the City Council when we need their support on something, (i.e. library expansion) ***To influence public to gain support for library initiatives, projects. ***To use as a staff working document. Regarding statistics and charts, the committee felt the initial info on the methodology of the planning process was unnecessary. But they liked the charts: ***Move charts dealing with square footage closer to the front. ***Committee was divided on whether the comparative information should be for libraries throughout Oregon or Washington county libraries. Someone said to include both, but only use Washington County libraries that were close in size. ***Maintain the monthly circulation stats on page 16 and total annual attendance chart on page 15. ***Liked idea of adding chart that compared sq. footage to circulation. Finally, regarding Vision statement, only one volunteer stepped forward. Phil Yount said he would work with you on it, but he really liked the one you gave him. Angus and Sue P. were not in attendance, but Sue marked up a copy, which is included in this packet. Since it ran late, committee took evaluation sheets home. Extra copies of document are included in case you want to send one to Angus.