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04/09/1998 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, APRIL 9, 1998 - 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 3. Approve Minutes for March 1998. 4. Monthly Report for March 1998. 5. Friends of the Library Report . 6. Tigard Beyond Tomorrow Visioning Presentation(Liz Newton). 7. Follow-up Discussion of Memorial for Debbie Cockes. 8. Space Committee Report. 9. Other Business. 10. 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: hAdocs\connie\lib-a TIGARD LIBRARY BOARD March 12, 1998 MINUTES Call to Order: 7:02 p.m., by Chair Larry Beck. Roll Call: Larry Beck, Pat Harper, Lonn Hoklin, Nancy Irwin, and Sue Kasson. Staff: Melinda Sisson. Minutes: After correction was noted, Kasson moved to approve minutes for February, seconded by Irwin. Motion passed unanimously: Reports: February Monthly Report: On March 9th, City Council adopted the City's Visioning document. The Library Board and library staff will incorporate identified areas of the Visioning document into the library's workplan and goals. WCCLS has announced a slight delay with the Polaris installation. Estimated installation date is set for July or August. Some concerns identified with the use of Polaris are: 1) the self checkout machine will not work with the first release; 2) the Telecirc phone renewal software may not be compatible with the Polaris software; and 3) electronic ordering will not be available until January 1999. Windows 95 upgrades have been completed on 22 staff and public computers in preparation for Polaris. Friends of the Tigard Library: No representation this month. Beck acknowledged Friends' membership drive taking place in the library lobby. Board briefly discussed the Friends saving funds for the new library building. Jean Lindsay, Library Volunteer Coordinator, will review with the Friends the possibility of some funds being needed before the new library would open. CLAB: Several libraries are making up the committee that has been formed to review the WCCLS contract regarding contingency with the current formula. Areas being considered are the length of the contract and whether an option levy would be needed for additional resources after contingency funds have been identified. Memorial for Debra Cockes: The Board expressed a desire to create a memorial for Debbie Cockes. It was noted by Director that the family has asked that donations be made to the Dougy Center or other children's charitable organizations. Board discussed several ideas for a memorial, but indicated that they wanted to discuss with the Friends regarding a joint memorial. Presentation Discussion for Joint City Council/Library Meeting: The Library Board and City Council joint meeting will be held on March 17th, at 6:30 p.m., in Town Hall. Beck outlined what has taken place in the last couple of years regarding the joint meetings. Board discussed the direction they would like to take with Council. It was noted that focusing on why the library is important and moving forward with the bond measure for new building construction was the direction the Board wanted to take. There was some concern expressed by City Council about the allocation of funds for citywide facilities and when construction would take place. They did express some concern with regards to the possibility of other bond measures in the works, in addition to the bond measure for building construction. They will be seeking more detailed information from City personnel before making a decision. Hoklin noted that a critical point for the entire City Hall construction project is for City Council to have positive reinforcement and support of this project. Board expressed as citizens their support of this project. Board members will discuss how libraries inform citizens, level the playing field, value the individual, nourish creativity, open kids' minds, return high dividends, build communities, make families friendlier, and offer sanctuary all gathered from the 12 Ways Libraries Are Good For the Country" produced by American Libraries. Hoklin will also express to City Council and City staff the Board's gratitude and support for getting this off the ground. Adjournment: It was moved by Hoklin, and seconded by Harper to adjourn the meeting at 8:15 p.m. Motion passed unanimously. Next Meeting: April 9, 1998 hAdocs\connie\board\brdmin.doc MEMO TO: Bill Monahan, City Manager ^^,� FROM: Melinda R. Sisson, Director of Library Services Vv� DATE: April 9, 1998 SUBJECT: Monthly Report, March 1998 • Personnel: Gretchen Hein accepted a full-time position as head of acquisitions at the Lewis and Clark College. Donna Crane and Peggy Huffman have resigned effective April 30. Peggy accepted a Technical Services position with Beaverton Public Library. With the death of Debbie Cockes, Circulation now has four vacancies. In the past two years, the Circulation Division has lost four employees to full-time positions elsewhere. Paula has reviewed the current vacancies and proposed creating one 32-hour position and two part-time positions. Gary Lark, Youth Services Specialist has resigned his position as of June 30, as he makes plans to move to Ashland. We will begin advertising for this vacancy in April hoping to hire in July. • Circulation: Paula reported, "With record-breaking circulation statistics, Spring break, staff vacations and staff shortages, March came in like a lion and felt quite at home in the TPL jungle." Circulation reached a new high of 57,999 --- this is the third month this fiscal year where we have broken all-time monthly records. We continue to run 13.1 percent over last year's cires. Our self-checkout machine accounted for 13 percent of total cires. • Polaris: WCCLS has developed a calendar of activity around the migration to the Gaylord Polaris online system. We have expressed Tigard Library's concerns about the inability to use the self-checkout machine with the first version installed in August. Eva Calcagno, WCCLS Director, is negotiating with Gaylord to address this as it was a requirement of the contract. We are anticipating a two to three week period between July 24 and August 10 where no new information may be added to the catalog and circulation will be using a back-up system. The staff is considering extended loan periods and waiving fines during this period to offset the inconvenience. WCCLS will assist with "excuse our mess" signage and possibly hard-hats for the staff while WILI is under"construction." • Oregon Library Association Annual Conference: A number of library staff were able to attend all or part of the OLA conference in Eugene, March 30-April 1. "ReBoot, ReFresh, and ReStore" was the theme of this excellent development opportunity. • 0 Programs ranged from establishing a foundation, LSTA (Library Services and Technology Act) grant writing and realizing your Friends Potential to schools and public libraries sharing and surviving together, government information for business users on the Internet and building partnerships for building literacy. Keynote speakers included John Berry, Editor, Library Journal; Michael Gorman, Dean, Library Services, California State University - Fresno; Fay Kellerman, award-winning author of mysteries; and Joan DelFattore, author on censorship issues and Professor, English Department, University of Delaware. • Staff Development: Eight staff members representing reader's services and circulation divisions received training in the use of Access database software. The library will be designing a database for management of standing orders to track the various subscriptions more efficiently. All staff have completed Windows 95 training. • Tigard Beyond Tomorrow Visioning: Each division of the library has begun to review the goals established in the Tigard Beyond Tomorrow visioning document. A meeting has been scheduled for April 9 with the Tigard-Tualatin School District librarians to introduce them to the document and explore cooperative activities. Kate Miller is researching "basic library service" as defined by professional library organizations and state agencies and will submit a report next month. • Youth Services: We had 175 people in attendance for the Hot Shot Tap Dancers on March 21. Gary has established a partnership with the Villa LaPaz project run by Community Partners for Affordable Housing (CPAH) to help start a library and a story time. There were no story times this month in order to provide Terry and Gary the preparation time for the April-May story time sessions and Summer Reading Program. The children's theme for SRP is "Buggy About Books" and the young adult theme is "Get Lost! in a Book." • Adult Mystery Book Night: Paula, Diana, and Kate are actively planning for the Dying for Mysteries adult book night scheduled for April 14. Although a mystery, costumes are in the works for this theatrical production. , • Patron Survey: The Reader's Services staff is conducting a three-part in-library patron survey of collections and services. The results will be available next month. • Volunteer Coordinator: Jean participated in the review and selection of the new City Volunteer Coordinator. She also assisted the Friends Board with the arrangements for Kathy Davis' presentation on March 23. Jean and Connie Martin are both actively working on the Citywide Volunteer Recognition Program scheduled for April 23. The Library's 1998 Volunteer Recognition Program is scheduled for Tuesday, April 21 at 3:00 p.m. Jean has arranged for gifts recognizing years of service (see attached). • Volunteers: Volunteer Type Number Hours Adult 99 1,010.00 Young Adult 8 38.00 Local/Oral History 0 0.00 Adopt-a-Shelf 2 5.25 Library Board 5 6.25 Community Service 3 21.75 Friendly Visitors 6 19.00 Total 123 1,100.25 = 6.36 FTE WORK INDICATORS # RCIj 1998 MARCH 19 MARCH 1996 Circulation Adult Materials 27,404 27,109 26,053 Juvenile Materials 30,595 26,223 20,993 Total 57,999 53,332 47,046 Days of Service 28.5 28 27.5 Average Daily Circulation 2,035 1,905 1,711 Hours of Service 287 279 279 Materials Circulated per Hour 202 191 169 Increase in Circulation 8.8% 13.4% 4.3% Materials Added 1,565 1,475 1,214 Withdrawn 685 376 191 Borrowers Registered 341 407 362 Adult Programs 178 N/A N/A (Number of sessions) (19) Story Time 0 0 0 (Number of Sessions) (0) (0) (0) Toddler Time 0 0 0 (Number of Sessions) (0) (0) (0) Special Programs 202 179 212 (Number of Sessions) (4) (5) (3) Internet Users 1,121 0 51 Visitors (Gate count divided by 2) 23,888 18,036 19,863 Increase in Visitors 32% -- .01% Fines/Fees Collected $5,449.67 $5,357.41 $4,503.09 Gifts Received $ 21.25 $0.00 $0.00 1998 VOLUNTEEORECOGNITION 500 Hours (gift) Virginia Barber- check-in Marquerite Carbone - check-in and sewing Carol Carpenter- computer entry, donated books Nelda Crane - shelving, check-in Dorothy Fagenstrom - Internet monitor, information desk, check-in Denise Howarth - processing new books, used book sales Glenna Parker (pin-blue) - information desk, check-in Louise Trapp - Internet monitor, check-in, shelving, computer entry l Jean White (5 years - [pin - red]) - shelving 1,000 Hours (gift) Nancy Burnell (5 years [pin - red]) Geneva Dahl - census tracts Marjory Haglund - new book processing, repairing 1,500 Hours (gift) Trudi Heuser (10 years [pin - blue]) - check-in, information desk .w 2,000 Hours (gift) Yvonne Burgess - magazine processing 5 Years (pin) Bet* Cummings (pin - red) - check-in Donald Mitchell (pin - red) -check-in 10 Years (pin) Glenna Larsen (pin) - computer entry, check-in LaDonna Tabayoyon (pin - blue) -Adopt-A-Shelf Doris VanGordon (pin - blue) - information desk 15 Years (pin) Della Russell (pin - gold) - newspapers Planned Implementation Schedule (as of March 20, 1998) Date Event Who July 18, 1997 RFP published and released WCCLS Aug5 RFP inquiries deadline Vendors Aug12 Response to RFP inquiries WCCLS Aug29 Sealed proposals due at County Purchasing Vendors Sept 17 Evaluation ommittee selects"short list" of Evaluation Committee vendors Oct 13-16 Vendor visits, interviews, and demonstrations Short-listed vendors Oct 17 Committee recommends Gaylord Polaris System Evaluation Committee Dec 12 Contract negotiations begin GIS*/WCCLS Dec '97-Jan '98 Preliminary data testing GIS/WCCLS Dec '97-A r'98 Staff Win95 training Member Libraries Dec '97-A r '98 Library site preparation Member Libraries Feb 18-19 Implementation visit by GIS Project Manager GIS/WCCLS Feb 20-Apr 24 Aloha site preparation WCCLS Feb 24 Contract signed GIS/WCCLS Feb 24 Order hardware GIS Mar 9-20 Test data extraction WCCLS Mar 23 Ship data to GIS WCCLS April 15 Deadline for wining upgrade Member Libraries May 18 Install Polaris software (server) GIS at Syracuse, NY May 19-22 Load test database GIS at Syracuse, NY May 26-29 Index test database GIS at Syracuse, NY June 1 Cease ordering on existing Acq. System Member libraries June 1-2 Review&analyze test data load GIS June 3 Ship hardware to Aloha, OR GIS June 8 All WILI staff workstations must be PCs Member Libs &WCCLS June 8-9 Install hardware GIS June 10-19 Install Polaris software(clients) WCCLS June 23-24 OPAC training" GIS WCCLS June 25 Reports training" GIS/WCCLS June 29-July 1 Cataloging training" GIS/WCCLS Jul 6-7 Install Polaris upgrade (server) GIS Jul 8-12 Install Polaris upgrade(clients) WCCLS July 13-Aug23 Acceptance testing WCCLS July 14-17 Patron services training" GIS WCCLS Planned Implementation Schedule (cont.) Jul 20-23 Acquisitions and Serials training" GIS WCCLS July 24 Begin work on Polaris backup. WCCLS/Member Cease all work on WILI x. libraries July 24-26 Primary data extraction WCCLS July 27 Ship rima data to GIS WCCLS July 29-Aug2 Process gap data GIS Aug3-5 Load gap data GIS Aug6-9 Final database index GIS Aug 10 Live on Polaris WCCLS/Member libraries Aug18-19 S stem Administration training GIS WCCLS Aug24 Formal acceptance of system GIS/WCCLS *GIS (Gaylord Information Systems) ** Training from GIS will include WILI staff and some library staff. Additional library training sessions will be scheduled after these dates as needed.