10/09/1997 - Packet 0 AGENDA
TIGARD LIBRARY BOARD
THURSDAY, OCTOBER 9, 1997 - 7:00 P.M.
TIGARD PUBLIC LIBRARY - PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER
2. ROLL CALL: BECK_ GUSTIN _ HARPER_ HOKLIN _
IRWIN_ KASSON_ MCKAY
3. Approve Minutes for September 1997.
4. Monthly Report for September 1997.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Board's Role in Library Director Recruitment.
8. Space Committee Report.
9. Visioning Update.
10. Internet and Privacy Issues.
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.
Agenda items for future meetings:!
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i •
TIGARD LIBRARY BOARD
September 11, 1997
MINUTES
Call to Order: 7:00 p.m., by Chair Lonn Hoklin.
Roll Call: Larry Beck, Tammy Gustin, Pat Harper, Lonn Hoklin, Nancy Irwin, and
Angus McKay. Staff: Paula Walker. Guest: Bill Monahan, City Manager.
Libra[y Director Recruitment:
Bill Monahan, City Manager, indicated the recruitment process for the Library Director
position is going well. Several library staff members have met with him to discuss their
thoughts, issues, and concerns. He noted that interim Director, Paula Walker, is doing a
good job keeping the library and programs running smoothly. The position has been
advertised nationally with a deadline of September 29, 1997. The City is looking at
conducting an Assessment Center consisting of different exercises for the top candidates.
Library Board members may serve on the panel committee or as observers. Comments
from the Library Board on the ideal candidate reflect the qualities noted by staff. Bill
Monahan will attend the October Library Board meeting with more details on how the
Board can get involved.
Hoklin introduced Paula Walker as Interim Library Director.
CLAB Repo
Bill Monahan, City Manager, attended the meeting as an alternate. He will hold the
position of regular member until a new director is hired. Two items of discussion were the
revision of the bylaws; should they continue to have two members-at-large? Also,
discussed the creation of new policies for branch libraries.
Minutes: Beck moved to approve minutes for July, seconded by McKay. Motion
passed unanimously.
Reports: July & August Monthly Reports: Circulation's increase was 13.7 percent
over last August. This is typically a slow period due to the end of the
summer reading programs. 17 percent of the check-outs this month were
performed at the self checkout machine. The library held its biggest
Summer Reading Program ever with 1,449 children participating. Internet is
finally back up. Thanks to Diana Lauterbach, our Computer Technician,
Tigard Library was the first library in the system to be back up providing
Internet access. The third annual Adult Reading Program kicks off October
7th. We will again be running a public and staff program. Businesses have
been very generous in donating weekly prizes. The coffee cart is nearing
completion. One contract still to be signed and then the construction of a
building. Three new Circulation employees were trained this month along
with-a half-time reference librarian trained on Interlibrary Loans.
9 0
Friends of the Library: Susan Mueller passed out the Letter of Agreement
between the Friends and the City for the Board to review. Should be
installed soon. The Friends will receive $300 per month and eventually six
percent of the gross earnings generated by the coffee cart. Can
renegotiate the contract with the vendor after one year. Donated $400 each
for the adult and teen grand prizes for the Adult Reading Program.
Space Committee Re ort:
Hoklin and Beck serve as members for the Board on the City Space Committee. The
Committee met several times since last month. Architects are drawing up plans for
proposed sites/building revisions. The Committee has narrowed the options to two. They
will come up with budget plans and take them to the community for feedback with
information on how they will benefit and what they could expect to get for their money.
Beck gave a brief overview of the plans. Plans being considered should carry the City
and its growth for 20 years. Timeframe to go to voters is November 1998.
Policy on Food and Beverages in the Library;
As a result of a coffee cart located near the library, it was felt that the library food and
beverage policy should be addressed. Walker covered benefits, concerns and options
recommended by staff. Staff recommended limited areas of the library where food and
beverages can be consumed. Walker encouraged feedback and recommendations from
Board as City Council has expressed an interest in knowing the Board's
recommendations. After lengthy discussion, Irwin moved to liberalize the Library's food
and beverage policy to allow beverages with lids only and food in the lobby and Puett
Room in accordance with staff recommendations in the memo from Paula Walker dated
September 11, 1997, seconded by Gustin. Motion passed unanimously.
Other Business:
• Handed out end-of-year library statistics which will provide information for the State
Report due in October.
• Discussed memo from Bill Monahan regarding information on Attorney services.
• Board members have been invited to a Grass Roots Library Advocacy training
workshop on October 25. This course is provided through EdNet 1 (a televised
course).
• Beck received a letter from Paul DeBruyn, City Computer Manager, explaining the
background of the Internet shut down and how it was fixed.
Adjournment: Gustin moved to adjourn meeting at 9:00 p.m., seconded by McKay.
Motion passed unanimously.
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MEMORANDUM
TIGARD PUBLIC LIBRARY
TO: Bill Monahan, City Manager
FROM: Paula M. Walker, Acting Director of Library k/
DATE: October 8, 1997
SUBJECT: Monthly Report, September 1997
• Circulation: September 1997 circulation increased 14.1 percent over September
1996. This increase surpassed the county-wide increase of 6.9 percent considerably.
Traditionally, September circulation drops from August, with the end of summer
reading activities. But even the margin of the decrease is getting smaller. In
September 1996 we dropped 19.7 percent from August cires. This year we were
down only 8.1 percent. We continue to exceed our self-check goal of 10 percent of
the total cires. This month patrons checked out 13.1 percent of 48,320 items
themselves.
• North by Northwest might best characterize our staff departures this month, since two
of our staff members resigned to take jobs in Olympia, Washington. Barbara Conger,
Circulation Assistant, and Sharon Brunk, Adult Services Librarian, will both be greatly
missed for their energy and enthusiasm. Gretchen Hein, temporary Circulation
Assistant, successfully competed for the regular part-time opening. Gretchen, who
returned to the staff in July, had worked for TPL since high school and throughout
college. She recently returned to Oregon after completing her master's degree in
public history. Mike Yunker, a Circulation Assistant for five years, has also resigned.
Consequently, we will be recruiting for two temporary circulation positions as well as
the adult services librarian position.
• Internet and Privacy: A patron expressed concern about how visible the Internet
screens are to other patrons. As a result, staff has been investigating products and
furniture configurations that will allow Internet users greater privacy, as well as reduce
the potential that other patrons will unintentionally view sites they object to.
• Final Summer Reading Stats: Tigard placed favorably in the county-wide stats for
participation in the Summer Reading program. While we placed third of twelve
libraries in total number of children who registered for summer reading program, we
were first! in total number of children (3,350) participating in all summer events. This
is primarily, due to the whopping attendance at storytimes and other programs and
performances.
• Coffee Cart: Letter of agreement was signed between City and Friends of the Library
to pave the way for the Coffee Express cart to be located in the courtyard outside of
the library. 220V electricity was installed. Preparations slowed down when vendor
requested that City install a drain near the cart, so that she would not have to carry
water to janitor's closet. Vendor said she would pay for the drain installation. Vendor
was to meet with Ed Wegner to discuss her needs in this area.
• Food and Beverage Policy: In conjunction with the arrival of the coffee cart, the staff
and the Library Board discussed revision of our "no food, no drink" policy. Staff
expressed concerns about the need to clean up messes resulting from allowing food
and drink in the library. The Library Board voted to liberalize the policy on a trial basis,
but limit it to restricted areas, such as the Puett Room and the lobby. The Board
suggested that adequate signage be posted, noting areas where food and beverage
were allowed and where they were prohibited, especially in the computer area. The
Board also voted to restrict beverages to those with lids only.
• Ed and Training Opportunities: Gary Lark attended the International Forest
Storytelling Festival and came back with a passel of new stories that he can share
with our patrons, big and small. Storytellers from Ireland, Australia, New Zealand,
Canada, and the U.S. provided a diverse mix of storytelling styles and subject matter.
• Chamber of Commerce: The library hosted the Tigard Chamber of Commerce for
breakfast at its Good Morning Tigard event.
• Storylines America: The library is participating in a partnership with public radio, who
will broadcast 13 weekly programs beginning in October. Each program will feature a
different book by a Northwest author. In some areas of the country, it will be
broadcast live and listeners will be able to call in to discuss the book. It is unclear yet,
whether OPR will broadcast a live or taped version. The program provided us
additional copies of the books that will be discussed. The first program will be aired
nationally on Sunday, October 5.
• Local History Collection: Tigard Library received a donation of 150 valuable, rare local
history books from the Otto J. Eckelman collection. Mr. Eckelman, a Tigard resident,
had developed this collection throughout his life and his widow said they wanted us to
have it.
• Volunteers: In addition to "Make A Difference" day, Jean Lindsay was involved in
several outreach efforts in the community. She helped find Mandarin speaking
volunteers for Tigard High School and has discussed with Key Club the possibility of
them "adopting" a section of the library to keep clean and orderly. This is still in the
discussion stage. She also continued with preparations for the "Reading's Fun" book
sale to be held in November.
Volunteer Type Number Hours
Adult 94 806.75
Young Adult 8 31.00
Local/Oral History 2 10.50
Adopt-a-Shelf 2 4.00
Library Board 6 12.00
Community Service 0 0.00
Friendly Visitors 5 24.75
Total 117 889.00 = 5.05 FTE
WORK INDICATORS &?TEMBER 1997 SEPTEMBER >Q SEPTEMBER 1995
1W 1W
Adult Materials 23,706 22,355 21,882
Juvenile Materials 24,624 19,981 17.254
Total 48,320 42,336 39,136
Days of Service 27 26.5 27
Average
Daily Circulation 1,790 1,598 1,450
Hours of Service 271.5 264 263.5
Materials
Circulated per Hour 178 160 148
Increase in Circulation 14.1% 8.3% 1.5%
Materials
Added 1,352 1,034 1,081
Withdrawn 1,248 823 774
Borrowers Registered 372 354 329
Story Time 0 0 0
(Number of Sessions) (0) (0) (0)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 31 57 37
(Number of Sessions) (3) (7) (2)
Internet Users 164 82 N/A
*Visitors est.
(Checkout Sessions x 1.5) 21,522 N/A N/A
Fines/Fees Collected $4,689.79 $4,021.01 $3,690.44
Gifts Received $ 0 $29.25 $15.45
* We have determined that the 3M gate counter is not providing accurate traffic counts. The
malfunction appears to have started in 1995. Back calculations will be made to determine
approximate counts using the WILI generated "checkout sessions" statistics times 1.5 (to
reflect users who do not check out materials).
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WCCLS 199*UMMER READIN*ROGRAM
COUNTYWIDE STATISTICS
Date: October 1997
From: Beverly Simpson,Youth Services Coordinator
The following 1997 Summer Reading Program statistics have been compiled from figures
submitted by the youth librarians.
♦Your summer reading program configuration:
■ All ages combined,pre-reader through teens
COR,SPL,WSL
■ Pre-readers and readers combined,no program for teens
GHCL
■ Pre-readers and readers combined,separate program for teens
BCL,BPL,CML,HPL,TBL,TPL
■ Separate programs for pre-readers,readers and teens
FGL,TUL
♦Number of individuals who started/registered:
BPL: Pre-readers 21 Readers 75 Teens 16 Total 112
BCL: Pre-readers 277 Readers 921 Teens 220 Total 1,418
CML: Pre-readers 157 Readers 1,318 Teens 224 Total 1,699
COR: Pre-readers 55 Readers 191 Teens 23 Total 269
FGL: Pre-readers 136 Readers 352 Teens 83 Total 571
GHCL: Pre-readers/Readers Combined/No Teen Program Total 247
HPL: Pre-readers 341 Readers 739 Teens 315 Total 1,395
SPL: Pre-readers 63 Readers 160 Teens 2 Total 226
TBL: Pre-readers 531 Readers 785 Teens 243 Total 1,559
"TPL: Pre readers7Readers Combined 1,243 Teens 311 Total 1,554
TUL: Pre-readers Readers Teens Total NA
WSL: Pre-readers 115 Readers 237 Teens 36 Total 388
1996 total was 8,837 Total 9,438
♦Number of individuals who finished:
BPL: Pre-readers 12 Readers 52 Teens 9 Total 73
BCL: Pre-readers 59 Readers 286 Teens 82 Total 427
CML: Pre-readers 55 Readers 435 Teens 224 Total 714
COR: Pre-readers 36 Readers 61 Teens 12 Total 109
FGL: Pre-readers 85 Readers 211 Teens 41 Total 337
GHCL: Pre-readers/Readers Combined/No Teen Program Total 75
HPL: . Pre-readers 190 Readers 422 Teens 135 Total 747
SPL: Pre-readers 16 Readers 68 Teens 0 Total 84
TBL: Pre-readers 216 Readers 426 Teens 117 Total 759
TPL: Pre-readers/Readers Combined 540 Teens 110 Total 650
TUL: Pre-readers 220 Readers 406 Teens 51 Total 677
WSL: Pre-readers/Readers/Teens Combined Total 157
1996 total was 4,803 Total 4,809
♦Attendance at WCCLS spo ored programs:
BPL: 197
BCL: 302
CML: 141
COR: 143
FGL: 149
GHCL: 290
HPL: 377
SPL: 210
TBL: 239
TPL: 403
TUL: 231
WSL: 168
Total 2,850 1996 total was 5,144
♦Number of other programs/performances (not counting stoWimes)&attendance:
BPL: 4 (259)
BCL: 13 (822)
CML: 6 (655)
COR: 4 (229)
FGL: 14 (493)
GHCL: 1 (90)
HPL: 3 (212)
SPL: 14 (1,265)
TBL: 3 (182)
TPL: 5 (1,245)
TUL: 2 (156)
WSL: 6 (629)
Total 75 (6,237) 1996 total was 42 (2,571)
+Number of storytimes during the summer reading period&attendance:
BPL: 0
BCL: 40 (484)
CML: 25 (448)
COR: 16 (170)
FGL: 3 (198)
GHCL: 4 (40)
HPL: 18 (507)
SPL: 9 (162)
TBL: 18 (424)
TPL: 40 (1,702)
TUL: 0
WSL: 18 (437)
Total 191 (4,572) 1996 total was 130 (3,078)
♦Grand total of attendees at all summer events:
BPL: 456
BCL: 1,270
CML: 1,244
COR: 542
FGL: 840
GHCL: 420
HPL: 1,096
SPL: 1,637
TBL: 845
TPL: 3,350
TUL: 1;064
WSL: 1,234
Total 13,998 1996 total was 10,407
Public Library Circulation Data FY85-86 through FY9�-94
i_
1985-86 1986-87 1987-88 1988-89 1989-90 1990-91 1991-92 1992-93 1993-94 1994-95 1995-96 1996-97
Banks 13.421 10,682 11,751 15,139 23,052 19,097 20.254 19,053 18.699 18,697 19.172 20,169
Beaverton 471,282 524,565 685,452 831,219 950,369 1,106,130 1140266 1261506 1192915 1,193,282 1,235.165 1.247,807
Cedar Mill 138,169 163,372 204,264 264,489 312,709 355,207 393,503 422,355 472,379 551,379 628.292 675,102
Cornelius 23.265 25,607 30,937 34,225 35,768 34,624 31,457 36,956 19,906 19.102 20.665 47,565
Forest Grove 132,609 151.844 156,430 166.552 189,119 205,696 215.687 222,127 217.007 211.594 220.719 226.957
Garden Home 35.317
Hillsboro 212,494 218.192 259.590 275,949 285.385 334.901 389.742 449.114 486.073 515.687 565.755 589.649
Sherwood 20,583 39.300 30,629 0 13,228 15,908 19,816 25.243 29,444 29.193 52.156 74.399
Tanasboume 100,213 116,360 153,662 185.040 235,446 265,256 318,489 374,011 444,738 475.089 514,907 593,768
Tigard 110,738 147,288 188,606 239,254 282,814 355,540 382,435 431.988 467,619 485,720 522.733 570,784
Tualatin 106,788 111,531 134,577 187,108 206,712 208,390 238,629 185,984 181,965 178,164 209,491 214,784
West Slope 58,414 59,820 62,395 67,301 84,910 91,421 107,272 110.782 121,728 139,716 156.702 167,646
All Public
Libraries 1,387,976 1,568,561 1,918,293 2,266,276 2,619,512 2,992,170 3,257,550 3,539,119 3,652,473 3,817,623 4,145,757 4,463,947