09/11/1997 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, SEPTEMBER 11, 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 July 1997.
4. Monthly Report for July and August 1997.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Library Director Recruitment
8. Space Committee Report.
9. Policy on Food and Beverages in the Library.
10. Other Business.
11. 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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TIGARD LIBRARY BOARD
July 10, 1997
MINUTES
Call to Order: 6:35 p.m., by Chair Lorin Hoklin.
Roll Call: Larry Beck, Tammy Gustin, Pat Harper, Lorin Hoklin, Nancy Irwin, Sue
Kasson, and Angus McKay. Staff: Kathy Davis.
Director notified Board of an Intellectual Freedom workshop conducted by a
National American Library member at the Salem Public Library on July 25,
from 1:30 to 4:30 p.m. Board members interested were Lonn Hoklin, Angus
McKay, Pat Harper, and Sue Kasson.
Director conducted the new member orientation by starting off with the
basics of the City organizatidn and how the library plays a role within the
City. Director reviewed what it means to be a part of the Washington
County Cooperative Library Association. Director then reviewed Intellectual
Freedom and the basic role of the American library. A tour of the library
was then conducted with the discussion of related space issues.
Minutes: Beck moved to approve minutes for July, seconded by McKay. Motion
passed unanimously.
Reports: June Monthly Report: The library saw a 22.5 percent increase in circulation
over this time last year. Adult Services Librarian, Sharon Brunk, has
received requests from three different states about the Library's Adult
Reading Program. All three states found out about the Adult Reading
program through the Library's Web Page. There are almost 1,300 kids
signed up for the Summer Reading Program and over 300 people attended
the first program to kick-off the Summer Reading Program. The fee for out-
of-M.I.X. (Metropolitan Interlibrary Exchange) residents will be going up to
$60 per household starting in September. M.I.X. allows residents outside
Washington, Clackamas, Multnomah, and Clark Counties access to all
Washington County Libraries.
Friends of the Library: A used booksale will be held July 11, 12, and 13 in
the courtyard between City Hall and the Library. Books will be sold by the
foot. The new "Tigard Library Supporter" bumper stickers have arrived. The
Friends are donating funds for the grand prize of the Adult Reading
Contest.
CLAB: Space issue was discussed. Members decided to wait until
September to discuss further. Director noted that Tigard has rejuvenated its
internal Space Committee to look at Tigard's space issues.
Space Committee Report:
Library Board members Hoklin and Beck are members of the City-wide Space Committee
consisting of City representatives and Policy Advisory Committee members. The first
meeting of the Committee met this month and discussed City background information and
possible space options. The Committee then toured all City facilities. Members talked of
the role of the Committee, not just to find space solutions, but to actually write up the new
bond measure that may go to the voters in 1998 and to carry out a 20 year plan. There
was discussion of some short-term solutions. Board discussed ideas and feedback to
possible short-term solutions. Recommendations from the Committee will go to City
Council in September.
Other Business:
Board discussed and reviewed the revised letter to Tigard's representative of the
Bandwidth User Group which provides the City and Library with Internet access. McKay
moved to approve the letter as written, seconded by Irwin. Motion passed unanimously.
Adjournment: McKay moved to adjourn meeting at 9:15 p.m., seconded by Beck. Motion
passed unanimously.
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MEMORANDUM
TIGARD PUBLIC LIBRARY
TO: Bill Monahan, City Manager
FROM: Kathy Davis, Director of Library Servic��,
DATE: August 6, 1997
SUBJECT: Monthly Report, July 1997
• NEW RECORD!! - Circulation Toppgd 55,000 items this month, up 14.2 percent over
last July. Our previous record was 53,332. Use of the self-check machine continues
to grow accounting for 8,256 items or 14.8 percent of our total circulation. We have
calculated this to be equivalent to the checkout tasks performed by 1.3 FTE per
month.
• Personnel: New Circulation staff members will be Gretchen Hein, Cheryl Lammers,
and Debbie Cockes. All have worked for Tigard Library in the past on a temporary or
volunteer basis. Marin Younker will be moving from the Seattle area to fill the Youth
Librarian position. She will start work in October.
• Youth Services: Four special programs were offered in July in conjunction with the
Summer Reading contest with 685 participants attending. An additional 1,008
attended the July story programs.
• "Quiet Time" at the Library!: In response to frequent customer comments, library staff
members have identified blocks of time each week when the Puett Room will be
designated for quiet study only. The door will be closed during these time blocks and
the "shhh" rule will be enforced. The open floor plan of the library and increasing use
by customers of all ages, has made the traditional silent ambiance a thing of the past.
We are hoping this compromise move will help meet the needs of all our users.
• Friends Book Sale: 22 volunteers were recruited to assist with staffing the Friends
courtyard booksale. Several hundred dollars were earned, but more important than
that, the Niche was completely emptied of donated books and is now ready to receive
more!
• Changing of the Guard.- My last full time day as Library Director will be August 15.
Paula Walker has been named as Interim Director effective August 17. Paula's
training for this experience will begin in early August. It has been an honor and a
privilege to be a part of Tigard Public Library since 1976.
0 •
Volunteer Type Number Hours
Adult 107 1,125.50
Youth 14 97.25
Local/Oral History 0 0.00
Adopt-a-Shelf 3 4.00
Library Board 7 19.25
Community Service 0 0.00
Friendly Visitors 7 23.00
Internet 0 0.00
Total 138 1,269.00 = 7.33 FTE
WORK INDICATORS • JULY 1997 JULY 1 _ JULY 1995
Adult Materials 26,342 24,945 25,240
Juvenile Materials 29.270 23.732 19.601
Total 55,612 48,677 44,841
Days of Service 28 26 27.5
Average
Daily Circulation 1,986 1,738 1,631
Hours of Service 291 283 271.5
Materials
Circulated per Hour 191 172 165
Increase in Circulation 14.2% 8.6% 11.6%
Materials
Added/Withdrawn 1,486/1,628 1,507/1,031 804/1,176
Borrowers Registered 322 313 361
Story Time 1,008 737 522
(Number of Sessions) (25) (21) (18)
Toddler Time 0 53 0
(Number of Sessions) (0) (4) (0)
Special Programs 685 615 631
(Number of Sessions) (4) (3) (3)
Internet Users 0 78 N/A
*Visitors
(Checkout Sessions x 1.5) 26,029 16,478 16,702
Increase in Visitors N/A -1.3% N/A
Fines/Fees Collected $4,429.85 $4,586.92 $4,188.25
Gifts Received $ .60 $14.90 $27.00
* 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 WILT generated "checkout sessions" statistics times 1.5 (to
reflect users who do not check out materials).
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MEMORANDUM
TIGARD PUBLIC LIBRARY
TO: Bill Monahan, City Manager )
FROM: Paula M. Walker, Acting Director of Library Servic (Y11N
DATE: September 9, 1997
SUBJECT: Monthly Report, August 1997
• Library Director Leaves: Director Kathy Davis, who has been associated with the
Tigard Public Library for 21 years, worked her last regular day Friday, August 15.
Kathy has continued to work in a temporary part-time capacity to finish some
outstanding projects. She will work as needed and as available through the end of
September.
• Circulation Leaps 13.7% over August 1996: Tigard Public Library (TPL) circulated
52,603 items this year--up from 46,245 in August 1996. August traditionally takes a
dip in cires from July, since the summer reading programs ended early in the month
as well as the children's summer storytimes and craft times. Total circulation for the
year is 14% over last fiscal year at this time.
• Internet is Back!: After six months of down time while some county-wide security
issues were resolved, we regained public access to the Internet for patrons on
Thursday, August 21. It has proven as popular as ever. Our three workstations with
Internet access have been in use almost continuously since then.
• Summer Reading Ends: TPL had the biggest summer reading program in its history--
with a total of 1,449 participants: 1,202 children and 247 young adults. The end of
summer reading program parties attracted 500 children and 63 young adults.
• Dogs Days of August Attracts Adults: Thirty-four adults came out on a hot summer
evening to hear book talks on both fiction and non-fiction. We ran out of seating, and
some attendees even sat on the floor. Nearly all the books we discussed were
checked out that evening.
• Third Annual Adult Reading Program Begins in October: Sharon Brunk, Adult
Services Librarian, begin lining up prizes for the adult reading program. So far,
businesses have been responding generously. This year, it has been expanded to
include high school aged teen-agers because that age group did not participate in
great numbers in the summer reading program. (The majority of young adults in the
summer program were from grades 5-8.) Prizes meant to appeal to teenagers are
ht for the public program. As before we are running a concurrent staff
also being sou p p g g
9 g
reading program, with prizes to be donated by other city departments, as well as
library staff.
• Coffee Cart Moves a Step Closer to Arrival: The espresso cart sponsored by the
Friends of the Library is moving toward reality. The necessary paperwork was
compiled this month, including a Letter of Agreement between the Friends and the
City, outlining the relationship between the two. The Friends also developed a
contract for the vendor they hope to work with. Some technical aspects, such as the
provision of 220V electricity to the site, remain to be resolved before the cart can
operate.
• New Employees Receive Training: Four new employees were trained this month,
three in circulation and one part-time reference librarian. Kathy Smith has joined the
staff as a 20-hour/week reference librarian. She recently received her MLS from the
Emporia State program and has worked at Beaverton. In addition to the Reference
Desk, she is receiving training in interlibrary loans. The three new circulation
employees have adapted well to their duties, probably because they all have had
previous experience with the library, either as employees or volunteers.
• Volunteers: Jean has been working with Cathy Wheatley and Liz Newton on the City-
wide Volunteer Committee and the upcoming "Make A Difference" day on Saturday,
October 25. She is also working with the Friends of the Library to develop another
new book sale in November, similar to the one that was held last June.
Volunteer Type Number Hours
Adult 109 965.25
Youth 14 114.50
Local/Oral History 7 45.00
Adopt-a-Shelf 1 1.00
Library Board 0 0.00
Community Service 1 - 20.25
Friendly Visitors 6 - 26.00
Internet 0 0.00
Total 138 1,172.00 = 6.77 FTE
WORK INDICATORS OUQ-VaT 1997 AUGUST1 AUGUST 1995
Adult Materials 26,970 24,031 24,282
Juvenile Materials 25.633 22,214 20.118
Total 52,603 46,245 44,400
Days of Service 28.5 29 29
Average
Daily Circulation 1,846 1,595 1,531
Hours of Service 279 290.5 294.5
Materials
Circulated per Hour 189 159 151
Increase in Circulation 13.7% 4.2% 7.7%
Materials
Added/Withdrawn 1,362/783 1,156/1,373 1,250/738
Borrowers Registered 290 369 350
Story Time 168 197 508
(Number of Sessions) (5) (6) (15)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 653 400 477
(Number of Sessions) (3) (2) (3)
Internet Users 168 98 N/A
(8/21-8/31)
*Visitors -
(Checkout Sessions x 1.5) 25,183 17,268 17,724
Increase in Visitors N/A 0% 4.3%
Fines/Fees Collected $4,746.35 $3,965.51 $3,533.93
Gifts Received $ 0 $14.40 $ .32
* 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 WILT generated "checkout sessions" statistics times 1.5 (to
reflect users who do not check out materials).
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i 5 �
lboojtC
MEMORANDUM
CITY OF TIGARD
TO: Board and Committee Chairs
FROM: William A. Monahan, City Manag6r
DATE: August 6, 1997
SUBJECT: City Attorney Services
I would like to take this opportunity to advise you of the City's policy on the use of City
Attorney resources. As I believe you are aware, for the past sixteen years the firm of
O'Donnell, Ramis, Crew, Corrigan and Bachrach has contracted with the City to provide City
Attorney services. The firm provides service on a "pay by the hour" basis.
Our legal costs have increased over the year as our population, complexity of issues, and
demand for legal services have grown. Coupled with rate increases requested by the firm over
three years ago, it is a challenge to maintain control of the attorney budget.
The budget for City Attorney services for FY 97-98 has been reduced. City departments have
been charged with the task of closely monitoring use of services to stay within budget. To do
this, it is important that department heads have control of the flow of work that goes to our
attorneys.
To this end, I enlist your assistance in directing any legal questions generated by your board or
committee through department heads. This is consistent with the established policy that our
attorneys are only authorized to take on legal matters which will be paid for by the City when
the work is requested by a designated City representative. Historically, board and committee
chairs are not authorized to make direct contact with the attorneys, nor are the attorneys
authorized to perform work requested by board or committee chairs, or, for that matter,
members.
l
Memo to Board and Committee Chairs
August 6, 1997
Page Two
As legal issues arise, please process any requests for legal interpretation, training, or research
through your staff contact. The staff member then will present the matter to the department
head. Many times a legal issue has been researched before, thus the staff member or
department head may have a ready answer. Or, a written interpretation may be on file which
either answers the question or can be the basis for further analysis.
I encourage you to also identify any training needed for your board or committee members.
Training may be conducted by the attorneys, City staff, or outside experts. We have several
extremely knowledgeable people on staff who have provided training on a variety of topics.
We would be pleased to work with you to provide whatever training is needed to make your
board or committee more comfortable with its role and responsibility.
WAM\jh
c: Executive Staff
Pam Beery
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TIGARD PUBLIC LIBRARY
MEMORANDUM
TO: Library Board
FROM: Paula M. Walker, Acting Director of Library Services
DATE: September 11, 1997
SUBJECT: Beverages in the Library
Should we change our policy about food and beverage in the library?
The Issue:
Traditionally, the library has prohibited food and drink. If we support the Friends of the
Library coffee cart and its success benefits the library, should we revise the food and
beverage policy?
Benefits to Allowing Food and Drink:
• May encourage, or at least discourage, people to buy from the coffee cart.
• Creates a more comfortable atmosphere for patrons, as is the trend in bookstores.
• Provides a snack source for people who are spending extended time in the library
(studying, researching, etc.) Currently, there is no other place nearby, where they can
take a break.
Concerns about Allowing Food and Drink:
• Potential damage to books/electronic equipment from spills.
• Additional work for staff to clean up messes.
• Inability to control types of food/drink beyond what is sold at coffee cart.
Options Recommended b Lx ibrary Staff:
• Limit location where food and drink may be consumed. (The Puett Room and the
lobby were suggested.)
• Post signs in computer area absolutely prohibiting food/beverage in that area.
• Allow only items purchased at coffee cart.
• Acquire larger wastebaskets with lids to accommodate trash (possibly ask Friends to
donate).
• Put small table and chairs in corner of lobby.
• Allow only certain kinds of food/beverage.
WHERE Washington County Residents Borrowed Library Materials in FY96-97o N(R 41•�
Circulation to Banks Residents: at Banks Library 3,126 570 (.15%) .
at other WCCLS public libraries 1,856
at MIX libraries (est.) 406
Circulation to Beaverton Residents: at Beaverton Library 603,999 63,145 (16.77%)
at other WCCLS public libraries 224,028
at MIX libraries (est.) 45,382
Circulation to Cornelius Residents: at Cornelius Library 33,669 7,475 (1.99%)
at other WCCLS public libraries 32,283
at MIX libraries (est.) 5,385
Circulation to Forest Grove Residents: at Forest Grove Library 117,046 15,375 (4.08%)
at other WCCLS public libraries 31,837
at MIX libraries (est.) 11,041
Circulation to Hillsboro Residents: at Hillsboro & Tanasbourne 417,276 52,108 (13.84%)
at other WCCLS public libraries 44,212
at MIX libraries (est.) 37,453
Circulation to Sherwood Residents: at Sherwood Library 50,583 6,600 (1.75%)
at other WCCLS public libraries 17,449
at MIX libraries (est.) 4,736
Circulation to Tigard Residents: at Tigard Library 329,018 34,940 (9.28%)
at other WCCLS public libraries 65,242 1 C1
at MIX libraries (est.) 25,113 a �c.
Circulation to Tualatin Residents: at Tualatin Library 116,828 20,040 (5.32%)
at other WCCLS public libraries 21,684
at MIX libraries (est.) 14,397
Circulation to Unincorporated Residents: at WCCLS Community libraries 725,304 176,247 (46.81%)
at WCCLS City libraries 1,362,697
at MIX libraries (est.) 126,674
TOTAL: 376,500 (100%)
Total loans to Unincorporated Washington County residents at WCCLS libraries: 2,088,001
Total loans to City residents of Washington County at WCCLS libraries: 2,110,136
NOTES: MIX loans were estimated by taking the%of county population and multiplying it by all MIX loans to Washington County
residents(270,613). Loans on this chart do not include those made from Outreach, Library Express, Oregon College of Art& Craft, or
Tuality Health Information Resource Center, or loans made to residents of other counties.
PFMC- August 15, 1997
WCCLS SERVICE POPULATION 1996 - 1997
Circ to Washington Washington County
County Unincorp. Percentage of Total Unincorporated City Service
Public Library Patrons of Column 1 Population* Population Population**
Banks 15,771 0.76% 1,331 570 1,901
Beaverton 490,553 23.49% 41,408 63,145 104,553
Cedar Mill 570,350 27.32% 48,143 --- 48,143
Cornelius 5,276 0.25% 445 7,475 7,920
Forest Grove 77,779 3.73% 6,565 15,375 21,940
Garden Home 20,574 0.99% 1,737 --- 1,737
Hillsboro 187,799 8.99% 15,852 52,108 67,960
Outreach 7,250 0.35% 612 --- 612
Sherwood 13,520 0.65% 1,141 6,600 7,741
Tanasbourne 399,629 19.14% 33,733 • --- 33,733
Tigard 147,305 7.05% 12,434 34,940 47,374
Tualatin 25,045 1.20% 2,114 17,836 19,950
West Slope 127,130 6.09% 10,731 --- 10,731
TOTALS 2,087,981 100.00% 176,247 198,049 374,296
40
* percent of total of column 1 times 176,247
** unincorporated population plus city population
Source: Population figures came from the Oregon State Library with the Ready to Read Grant application for 1997-98.
Tualatin population estimated at 89% Washington County and 11% Clackamas County.
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WILI COUNTS FOR OREGON STATE LIBRARY ANNUAL REPORT
FISCAL YEAR 1996- 1997
These are counts of item records in the W11LI database. The counts were made during July 1997
The total for titles exceeds the total number of title records in WI1LI because many titles are
shared by member libraries.
Total
Patrons Titles Holdings Circulation
Banks 1,587 9,843 12,244 20,169
Beaverton 82,053 148,485 194,801 1,247,807
Cedar Mill 20,830 90,275 126,231 675,102
Cornelius 2,931 20,421 23,608 47,565
Forest Grove 16,537 75,840 101,375 226,957
Garden Home 389 6,945 7,839 35,317
Hillsboro 38,868 94,716 122,689 589,649
Tanasbourne Branch 24,944 55,945 71,116 593,768
OR College of Aft&Craft 673 5,576 5,998 5,636
Outreach 1,641 11,022 12,948 43,781
Sherwood 3,718 17,306 19,277 74,399
Tigard 34,515 88,094 112,362 570,784
Tualatin 20,471 53,752 69,523 214,784
Tuality Health Info. Ctr. 443 4,522 5,795 2,767
West Slope 5,455 22,314 27,414 167,646
TOTALS 255,055 705,056 913,220 4,516,131
LP1ADN([N/0SL96-7C0LTNT/8-97