06/12/1997 - Packet 0 AGENDA
TIGARD LIBRARY BOARD
THURSDAY, JUNE 129 1997 - 7:00 P.M.
TIGARD PUBLIC LIBRARY - PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER
2. ROLL CALL: BECK_ BUSCH _ GUSTIN _ HOKLIN _
IRWIN _ LEWIS _ MCKAY_
3. Approve Minutes of May 1997.
4. Monthly Report for May 1997.
5. Friends of the Library Report.
6. Cooperative Library Advisory Board Report.
7. Budget Update - Additional Staff Hours.
8. Coffee Cart Issue.
9. Capital Improvement.
10. Goodbye to Outgoing Members.
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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TIGARD LIBRARY BOARD
May 8, 1997
MINUTES
Call to Order: 7:00 p.m., by Chair Lonn Hoklin.
Roll Call: Larry Beck, Shannon Busch, Lonn Hoklin, Nancy Irwin, and Chris Lewis.
Staff: Kathy Davis.
Minutes: Busch moved to approve the minutes for April, seconded by Lewis. Motion
passed unanimously.
Reports:s. A ril Monthly Report: We have been experiencing parking problems at the
library due to outside organization using City conference rooms for the
entire day, utilizing all or most of the parking spaces. Circulation was
reduced on these days. Consideration will need to take place as to whether
groups should book meeting rooms for the entire day. Board discussed
other options for parking possibilities. Director will look into. Several staff
members attended the annual Oregon Library Association conference as it
was held in Portland. Katie Hagen was selected Employee of the Month for
April based on her unfailing "can-do" work ethic. The Writer's Workshop
generated a fairly smaller crowd than usual. A national award-winning poet
was featured.
Friends of the Library: The Friends paid for the $50 sign permit fee to have
the "Library" sign put up at the end of the building. Since the Farmer's
Market has been relocated, the Friends will not be selling books. Some
suggestions were given to continue the sale of the books. Working on
membership and bequest brochures.
CLAB: Meeting was canceled. A report was distributed; Peggy Forcier,
Director of Washington County Cooperative Library Services, has given her
resignation effective August 1, 1997. Depending on the outcome of
Measure 47 or 50, the possibility of collecting fees for non-resident users
and existing fees will be reviewed.
Library Policy on Fines for Teachers:
Concern was raised by a Durham teacher regarding fines she incurred on her library
record as a result of overdue materials from a class project. She would like the Board to
consider developing a new policy whereby these fines be waived when resulting from
class projects. The Board expressed reluctance in creating a new policy as they feel all
users should be treated equally and be accountable for the materials they check out.
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Beck moved to keep the library fine policy in tact with no special exceptions, seconded by
Irwin. Motion passed unanimously.
Orientation Plans for New Board Members:
Irwin's four-year term has been reinstated. The two new board members will be invited to
the June meeting, formal orientation will take place at the July meeting.
Summer Schedule:
Board members will attend the Washington County Cooperative Library Services training
session in place of the regular August meeting.
Budget Committee Letter:
Board discussed and revised the draft letter to the City Council and the Budget
Committee. The letter is to show support of the continuation of existing library services,
and also to show the Board's concern on the financial outcome for the library in-light-of
Measures 47 and 50. Lewis moved to approve the letter to the City Council and Budget
Committee as amended, seconded by Beck. Motion passed unanimously.
Other Business:
• Director passed out a memo sent to the City Manager regarding library visitors and
comparative services.
• Peggy Forcier, Director of Cooperative Library Services, sent out memo regarding the
Impacts of Measure 50 on the Cooperative.
• A lobby group has been formed calling themselves "Oregonians for Libraries."
• Board discussed and ratified draft Internet letter to be sent to the Bandwidth User
Group. Irwin moved to accept the ratified Internet letter, seconded by Busch. Motion
passed unanimously.
Adjournment: Beck moved to adjourn meeting at 8:50 p.m., seconded by Irwin. Motion
passed unanimously.
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MEMORANDUM
TIGARD PUBLIC LIBRARY
TO: Bill Monahan, City Manager
FROM: Kathy Davis, Director of Library Services�
DATE: June 4, 1997
SUBJECT: Monthly Report, May 1997
4
• Public Internet Access: Many of the expensive databases we currently purchase on
CD Rom (ex: NewsBank; Wall Street Journal) are also available on a subscription
basis over the Internet. Once the "bugs" are worked out with the B.U.G. group, we will
be able to move towards this more cost effective method of data access. The latest
information still has our reinstating public access at least another month away -
possibly as late as September. The Library Board has drafted a letter encouraging
the parties involved to work towards a more timely solution.
• Children's Area Brightened by New Bulletin Boards: Once again, creative, energetic
staff members stepped in to find an inexpensive solution to a problem. The walls in
the children's area were looking shabby and in need of repainting. Lack of time and
money in our maintenance department meant we needed to find an alternate solution.
Mara Sani, Terri Smith, and Gary Lark solved the problem by purchasing fiber board
and bright fabric and making customized bulletin boards to cover the walls. It's a great
and practical improvement!
• Increase in Interlibrary Loans: There was a 12 percent increase in materials loaned
by TPL to other libraries over April last year. By comparison, the number of items
borrowed increased only 2 percent. This is an indicator of an improved collection:
more of our customers are finding what they need at our library, while other library's
patrons are also looking to our collection for their needs.
• May Day Breakfast: Turnout this year was lighter than last year, which was
disappointing. Next May we will try doing posters to make certain that employees
without access to e-mail get information regarding the event.
• Cooperation Effort Regarding Summer Reading: With the Young Adult Librarian
position still frozen in May, we were concerned about the planning and marketing of
the Summer Reading Program. Sharon Brunk, Adult Services Librarian, stepped in to
assist Gary Lark and Terri Smith with the annual school visits by making presentations
for 57 classes at Fowler and Twality Middle Schools! Between the three of them, over
6.000 Tigard school children were visited by a library representative to hear about the
Summer Reading Program.
• Technical Services: Began cross divisional training for ILL specialist (Katie Hagen) to
be able to assist with various Cataloging processes. Acquisitions has succeeded in
getting most end-of-year orders submitted - a major improvement over prior years
when there was considerable carry-over.
• Circulation: Paula Walker has completed a major study of circulation per hour
statistics to determine peak use times. Some highlights:
• Nine of our"top 11" peak circulation hours occur on Saturday and Sunday.
• First place, with 299 checkouts per hour, is 4-5 p.m. on Saturday.
• Lowest per hour circulation occur between 12-2 p.m. on weekdays.
Overall circulation was up 3.2 percent over last May.
• Volunteers: In preparation for expanding volunteerism through the City, Jean Lindsay
began entering library volunteer data into a computer database. This will include all
forms, hour tally sheets, and recruitment process information. Hopefully, this will be
useful for whoever comes on board as the City Volunteer Coordinator.
Jean also recruited and set-up training for eight new "Friendly Visitors." There are
currently 15 clients waiting for this home visit service.
Volunteer Type Numbe Hours
Adult 93 925.25
Youth 11 68.50
Local/Oral History 6 33.00
Adopt-a-Shelf 3 6.50
Library Board 5 10.00
YART Disbanded
Community Service 1 3.25
Friendly Visitors 3 11.25
Internet 3 10.00
Total 125 1,067.75 = 6.16 FTE
WORK INDICATORS MAY 1997 MAY 1996 MAY 1995
Adult Materials 22,646 24,187 23,471
Juvenile Materials 24.217 21.223 16.536
Total 46,863 45,410 40,007
Days of Service 28 28 27
Average
Daily Circulation 1,674 1,622 1,481
Hours of Service 275 279 276
Materials
Circulated per Hour 170 163 145
Increase in Circulation 3.2% 13.5% 9.5%
Materials
Added/Withdrawn 1,248/409 1,322/404 1,029/595
Borrowers Registered 270 327 325
Story Time 422 594 440
(Number of Sessions) (11) (18) (15)
Toddler Time 116 206 56
(Number of Sessions) (6) (8) (2)
Special Programs 6000* 2,134" 2,106
(Number of Sessions) (1) (4) (9)
Internet Users 0 N/A N/A
Visitors
(Gate Count divided by 2) 14,868 17,845 16,914
Increase in Visitors -17% 5.5% N/A
Fines/Fees Collected $4,954.57 $4,395.81 $3,890.54
Gifts Received $2.70 $12.80 $10.20
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