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01/09/1997 - Packet 0 0 AGENDA TIGARD LIBRARY BOARD THURSDAY,JANUARY 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_ BUSCH_ GUSTIN_ HOKLIN_ IRWIN LEWIS MCKAY 3. Approve Minutes of November and December 1996. 4. Monthly Report for November and December 1996. 5. Friends of the Library Report. 6. Cooperative Library Advisory Board Report. 7. Recreation Round-Up Contract Revisited. 8. Ballot Measure 47 -TPL Budget Impacts FY 97-98 -Service Strategies (short and long term) -Regional Impact 9. F.O.L. -Library Advocates Committee. 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: h:\docs\connie\lib-a TIGARD LIBRARY BOARD December 12, 1996 MINUTES In Attendance: Nancy Irwin, Angus McKay, and Tammy Gustin. Staff: Kathy Davis. A formal meeting was not held due to the lack of a quorum. Agenda items will be carried-over to the January agenda. Board members received a demonstration of the new self check-out machine. Demonstration ended at 7:15 p.m. • • TIGARD LIBRARY BOARD November 7, 1996 MINUTES Call to Order: 6:00 p.m., by Chair Nancy Irwin. Roll Call: Larry Beck, Shannon Busch, Tammy Gustin, Lonn Hoklin, Nancy Irwin, Chris Lewis, and Angus McKay. Staff: Kathy Davis. Minutes: Beck moved to approve October minutes, seconded by Hoklin. Motion passed unanimously. Reports: October Monthly Report: The library's circulation was up 13.2 percent over last month and up approximately 13 percent from a year ago. The library offered several events this month; Adult Reading Program, Mystery Night, the annual Chamber of Commerce Fair Exhibit and Puppet Show, Halloween Story Night, Apple Cider Making, Investing Workshop, WCCLS's 20th Birthday celebration, and a workshop on "Discipline that Doesn't Hurt." The library received $3,000 from the Metropolitan Access Cable Commission to be used for the installation of an ADA accessible workstation where patrons who are visually, hearing, and mobility impaired can access the Internet. Also received $3,631 from the Oregon State Library to be used for the purchase of"audio-books" for middle-school aged users and develop story kits for check-out to home daycare providers. Friends of the Library: Solicitation letters have been sent out. The Friends are organizing a book giveaway for new parents. They will receive coupons at the hospital for books to be redeemed at the library. They will be exploring an advocacy role for the library by sending out newsletters, speaking to the public, and possibly providing bumper stickers to increase public awareness of the local library. CLPaB: Members discussed the issue of public access of patron records. The contract states no one can access patron records, that a patron's regular data is exempt from disclosure. CLAB discussed and decided that each contracting library, Friends group, and governing boards could have access to their library's patron records and can decide how they want to utilize the database. Patron records will be updated once a year for current information. Discuss Possible Impacts of Ballot Measure 47 on Library Services: Due to the passage of Ballot Measure 47, the Board will discuss with Council on November 19, possible impacts of the measure on library services. Impacts will go into ! 0 s.� effect July 1, 1997. The library will be impacted by City and County funding sources. Board discussed library's mission and ideas to put forth to Council members regarding any shortfalls the library may face. Hoklin moved to endorse library philosophy of maintaining its high level of services as a result of Measure 47, seconded by McKay. Motion passed unanimously. Each Board member will highlight one of the seven goals from the Library Planning document and provide input on the importance of the library to the community. Adjournment: Hoklin moved to adjourn meeting at 7:30 p.m., seconded by Busch. Motion passed unanimously. e h:\docslconnie\board\brdmin.doc MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Administrator FROM: Kathy Davis, Director of Library Services QM' DATE: December 4, 1996 SUBJECT: Monthly Report, November 1996 • "Poets in Person" Grant: We have submitted an application to participate in this national event which promotes humanities programming about poetry in public libraries. 50 libraries will be selected to receive the necessary training and funding to run a six-week series of workshops. Well-known poet, Gary Miranda (nominated for the Pulitzer Prize for his book, Listeners at the Breathing Place), has agreed to work with us on this project. • Library Writers Program in Regional Publication: Local author, Sheila Stephens, has had an article accepted for publication in the December issue of Writers Northwest. The article titled "The Library that Loves Writers" details the development of the "Writers Resource" program. (Copy attached.) • Circulation: Continues to row. Libra use was u 9.2 percent over November 1995. 9 Library p Sundays in particular were exceptionally busy showing a 25 percent increase in use compared to last year. • Self Check-Out Machine: The cabinetry, computer cabling, and rebarcoding have all been completed. The date for installing the new equipment has been set for December 11. • Adult Reading Program: 218 participants read a total of 201,200 pages during the course of the 2nd Annual Adult Reading Program. 70 attended the closing party where evaluation forms were completed. All responses were favorable and asked for the event to be continued. 57 city staff members, volunteers and their families also participated in this program. • Kudos for "Friend) Visitors": The Regal Courier ran an article focusing on the library's Y 9 9 rY Friendly Visitor Program and its impact on an 86-year-old resident of Royal Mobile Villa. (See attached.) • Youth Services: Metzger School ran field trips for several classes to the Tigard Library; 107 children attended. 755 individuals attended this month's youth programs. • Ballot Measure 47 Impacts: In accordance with the hiring freeze imposed in response to Ballot Measure 47, we have not filled the position vacated by Y.A. Librarian, Sue Plaisance. Because service to teens is a priority for the library, Sue's duties have been divided between several of the other librarians. The level of service has been diminished, but the basics, such as book selection, will continue. • Computer Training: 41 people attended computer and CD Rom training classes. We have growing demand for these classes and are assigning another librarian to conduct additional sessions. • Oral History Project: Kathy Palmer, volunteer coordinator with the library's oral history project, met with Paula Manley, Director of TVCA, to discuss the production of a video program on Tigard's History The program would include segments of the oral histories being read aloud with images of old photographs and video footage of the people and places being discussed. Volunteers are now being recruited to go through the NCA training to operate the recording studio. Training will begin in January. Volunteers: Volunteer Type Number Hours Adult 87 714.75 Youth 8 25.50 Oral History 6 34.25 Adopt-a-Shelf 2 2.50 YART 11 9.00 Library Board 7 17.50 Community Service 2 20.25 Friendly Visitors 4 12.25 Internet 8 56.00 Total 135 892.00 = 5.15 FTE WORK INDICATORS NOVEMBER 1996 NOVEMBER 1995 NOVEMBER 1994 Adult Materials 22,911 22,223 21,127 Juvenile Materials 22.171 19.055 17.950 Total 45,082 41,278 39,077 Days of Service 25 25 25 Average Daily Circulation 1,803 1,651 1,563 Hours of Service 244.5 256.5 256.5 Materials Circulated per Hour 184 161 152 Increase in Circulation 9.2% 5.6% 4.8% Materials Added/Withdrawn 1,010/585 1,256/1,153 1,015/1,161 Borrowers Registered 335 314 312 Story Time 548 718 365 (Number of Sessions) (19) (23) (15) Toddler Time 170 66 146 (Number of Sessions) (8) (4) (9) Special Programs 144 200 53 (Number of Sessions) (5) (6) (3) e Internet Users 61 N/A N/A Visitors (Gate Count divided by 2) 14,119 16,786 16,796 Increase in Visitors (Gate not operational -.06% N/A part of month) Fines/Fees Collected $4,177.08 $3,587.65 $3,610.14 Gifts Received $10.90 $2.45 $230.45 h Adocslkathydcdmthrpt MEMORANDUM TIGARD PUBLIC LIBRARY TO: Bill Monahan, City Manager FROM: Kathy Davis, Director of Library Service DATE: January 6, 1997 SUBJECT: Monthly Report, December 1996 1996 Circulation Breaks Record!: The library checked out 544,392 items, breaking last years total by 9 percent. That's more than 166 books an hour! o Technical Services Swells Library Holdings!: 14,945 items were added to the library collection in 1996, more than any other library of our size in the state! • Ballot Measure 47 Impacts on Libraries in Tri-County Area: Clackamas County libraries need to go to the voters for a renewal of their three-year levy in March. They are concerned about their chances of success under the Measure 47 requirement of a 50 percent turnout. The highest turnout for a previous levy election was 36 percent. In light of this, several Clackamas County libraries are reducing hours and staff in order to have the highest carryover possible for fiscal year 1997-98. Multnomah County Library System has eliminated all new services that were added in FY 1996- 97. This involved laying off 36 employees. In addition, hours that were increased at 14 branches will be decreased to 1995 levels. WCCLS member libraries have reviewed the budget for the remaining two years of our levy, and have made recommendations that will reduce reimbursement payments by 6.75 percent. County- wide Library Administrative services will see overall reductions of 10 percent. These recommendations will go to CLAB in January. • Software and hardware for the ADA accessible Internet workstation has started to arrive. Internet computers purchased with grant funds are being moved out of the study room and onto the public floor to provide increased access. Target date for having transition complete is January 15. • Informal training is taking place on the use of the self check-out machine. With the usual long lines of January already beginning, the public should appreciate this new service. • The first batch of "pre-collect" letters were sent out to customers with $50 or more in lost items. 25 letters went out and materials were recovered on two accounts. Five came back as bad addresses. The second letter will go out soon. • 128 Tigard businesses received a business information newsletter that includes a list of new T.P.L. business resource materials. • A new discussion group has been organized to meet Thursday mornings in the library to discuss "Hot Topics" and current events. This facilitated group is expected to appeal to a number of our retired library "regulars." Coffee will be provided at these meetings, giving us the opportunity to see how "coffee in the library" will be accepted by users and staff alike. If successful, we will move towards providing coffee on a "for profit" basis. Volunteers: Volunteer Type Number Hours Adult 82 658.75 Youth 6 21.50 Oral History 1 6.00 Adopt-a-Shelf 3 2.50 YART 5 10.00 Library Board 0 0.00 Friendly Visitors 4 16.75 Internet 7 28.75 Total 108 744.25 = 4.3 FTE WORK INDICATORS DECEMBER 1996 DECEMBER 1995 DECEMBER 1994 Adult Materials 21,362 20,083 20,300 Juvenile Materials 18.304 15.954 13.516 Total 39,666 36,037 33,816 Days of Service 27.5 27.5 27.5 Average Daily Circulation 1,442 1,310 1,230 Hours of Service 267.5 267.5 271 Materials Circulated per Hour 148 135 125 Increase in Circulation 10.1% 6.6% 3.5% Materials /Withdrawn 942/380 1 092/897 748/1 Added ,436 Borrowers Registered 226 217 274 Story Time 0 0 118 (Number of Sessions) (0) (0) (5) Toddler Time 0 56 0 (Number of Sessions) (0) (4) (0) Special Programs 265 83 190 (Number of Sessions) (7) (2) (2) Internet Users 23* N/A N/A Visitors (Gate Count divided by 2) 13,721 15,065 15,260 Increase in Visitors N/A 0 N/A Fines/Fees Collected $4,089.90 $3,398.49 $2,866.78 Gifts Received $17.97 $165.97 $5.69 * Internet Room closed for redesign. h:\docs\kathy\kdmthrpt FRIENDS OF THE TIGARD PUBLIC LIBRARY January 2, 1997 RE: EFFECTS OF MEASURE 47 ON THE LIBRARY Dear Volunteer and Friend of the Tigard Public Library: As we enter the new and unknown world of Measure 47, we at the Friends of the Tigard Public Library are concerned about the effect this property tax limitation measure will have on the operation of the Tigard Public Library. At this time, no one knows how Measure 47 will effect the Tigard Public Library. Speculation, and we mean speculation, runs the range from very little impact on library operations to a disastrous effect. No one knows yet. Some local governments are taking steps immediately to reduce services to save funds for next year. Some are just waiting to see what the legislature and the courts will decide. If cuts have to be made, the Tigard Public Library will have to absorb its share. However, we hope that policy makers will realize the importance of the library to the community and will make any cuts that may be necessary in a careful and thoughtful way. . We need to maintain operating hours essentially unchanged because the library funding from the Washington County Cooperative Library System (WCCLS) is based upon circulation. (Washington County Commissioners will be making their own decisions regarding funding for WCCLS.) If the City of Tigard cuts the number of hours the library is open, then shorter hours will likely result in less circulation and, hence, less funding from WCCLS. We would prefer to keep the current operating hours even if that means library personnel are only able to checxln and outmaterials. This approach would preserve WCCLS funding as much as possiblq. Cuts could instead be made in other services the library now provides. We are asking you to talk to city council members, Washington County Commissioners, and your neighbors about these concerns regarding the Tigard Public Library. Now is the time for calm, reasoned thinking and discussions before decisions are made. City council will be slowly coming to grips with the difficult task of resource allocation in the next two to three months. Let city and county officials know how valuable the library is to school children, parents, the business community and to all citizens in our democratic society. Use your library. Very truly yours, t—le_o 1:Z RESOLUTION COOS LIBRARY BOARD DECEMBER 5, 1996 Whereas Our public libraries are vital for the on-going education of Coos County residents of all ages, and Whereas The voters recognize the importance of Coos county Libraries by establishing the Library District with a tax base in 1992, and Whereas Ballot Measure 47 calls for "public education" to be a priority in the allocation of revenue reductions resulting from that act, and therefore be it Resolved That this Board believes that the public libraries of Coos County and the Library District are "public education" within the meaning of Ballot Measure 47, and further Resolved That we strongly urge the Library District Governing Body and the City Councils of Coos County to recognize that library service is part of education COOS COUNTY PUBLIC LIBRARIES PARTNERS IN EDUCATION Public libraries are a vital link in the educational chain, an indispensable component of the learning network. They are recognized as such by area schools and the Education Service District. For example, the public Internet access offered by Coos County public libraries is provided by the ESD, through an "educational institution" designation. That access at the libraries will soon be enhanced by an educational grant received by the ESD. Coos County public libraries provide curriculum materials that teachers - in public and private schools and in the homeschool -need to design their curriculum. All public libraries in Coos County are linked to the college library, and now to public school libraries, by the combined data base of books that allows a student from any computer terminal, in school or at home, to access the wealth of information available countywide. The library network transports materials to the student's local library, from any county library or from libraries around the state or nation. *Literacy: Coos County public libraries provide places for tutors to work with their adult students who are learning to read, and loan high-adult-interest, low-reading-level books for the students as well as teaching guides for the tutors. *Preschool children: Coos County public libraries help toddlers and preschoolers develop reading-readiness skills through story times and special reading programs, and by providing books and audio visual materials especially for this age group. The public library staff also reaches out to young children who may not be able to come to the library by taking reading-readiness activities to day care centers and Head Start classes. *School-age children: Coos County public libraries contribute to lifelong learning through enrichment programs and after-school reading activities for school-age children. The public library partners with both public and private school libraries to help students with homework assignments by providing books and data bases not available in the school libraries. Public libraries provide vital assistance to students with their assignments when schools are closed evenings and weekends. The public library also keeps students reading and learning through the summer when school is not in session. *College students: Coos County public libraries help local college students with their assignments by providing needed books and data bases not available at the college, helping with interlibrary loan of materials, and offering research services. Staff at the college and public libraries in Coos County have long shared resources and coordinated provision of those services in order to help college,students succeed. *Long-distant learners: the public libraries provide books, computer data bases and the Internet for students of colleges and universities outside of Coos County and obtain materials on interlibrary loan to aid in their studies. Public library staff proctors exams for students enrolled in out-of-county degree programs as well as for continuing education students not in a formal degree program. *Homeschoolers: Public libraries in Coos County are the primary source of curriculum materials and other resources for homeschool teachers to use in helping their students meet state standards. Homeschool students and their parents take great advantage of books, videos, audio cassettes and other materials, interlibrary loan and special enrichment programs that would be impossible to provide in the home. *Independent learners: Coos County public libraries provide information every day to businesses or individuals so they can succeed in their work or in their personal lives, or can simply pursue learning for its own sake. Public librarians facilitate self-education in providing the information that helps displaced workers with job retraining and job seeking, supplies important medical and legal data, and helps people learn new skills or develop new interests. The public library is also the only place where an individual can get an introduction to new technology and can develop the technological skills necessary to succeed in our changing society. More and more,the information people need to survive will only be available electronically. Professional librarians field dozens of research questions from the public every day in Coos County's public libraries, from business information requests to literary quotes, from appliance repair to genealogy. The unique role of librarians in this technological age is to quickly help the individual sort through the vast amounts of information available and determine where the answer-the reliable answer- is to be found, whether printed book, computer data base or Internet. *Resource Sharing: Coos County public libraries have a long history of banding together to get the most service for each tax dollar. For decades, they have coordinated book and magazine buying to avoid unneccesary duplication while sharing those resources around the county. Purchase of expensive reference books and the answering of reference questions from those books have been coordinated between public, college and school libraries, for maximum information coverage. As libraries acquired new technology, Coos County public libraries got grant money for a shared computer system that allowed users anywhere in the county to see what any library has on the shelves. That system has been expanded to include a shared magazine index data base. Thousands of books requested by library users around the county are transported by a shared courier van between libraries. The public libraries coordinate open hours with the college and school libraries so that there is a library open every day of the week, day and night, somewhere in Coos County. Universal Access Public libraries are the ONLY civic institutions that offer information and educational opportunities to all citzens, from toddlers to senior citizens, rich and poor, from all walks of life. Public libraries are in most cases the only educational resource available for people who are outside of the formal educational system.