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12/09/1999 - Packet 6 AGENDA TIGARD LIBRARY BOARD THURSDAY, DECEMBER 9, 1999 - 7:00 P.M. TIGARD PUBLIC LIBRARY - PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Chapman 2. ROLL CALL: BECK BRAUN CHAPMAN HOKLIN IRWIN_ KASSON _ TOLLIVER 3. Approve Minutes of November 10, 1999. Chapman 4. Agenda Additions & Deletions. Chapman 5. Call to the Public. Chapman 6. Board Communications. All (Reports from Board members on community and citizen activities) 7. Monthly Report for November 1999. Sisson 8. Friends of the Library Report. Sisson 9. CLAB/LDB Report. Sisson Gaylord Contract Amendment 10. Library Expansion Committee Report. Sisson 11. Define New Budget Process. Sisson 12. Election of Vice-Chair. All 13. Other Business. 14. Adjournment. TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL CONNIE MARTIN OR MELINDA SISSON AT THE LIBRARY (684-6537), IF YOU ARE UNABLE TO ATTEND. Agenda items for future meetings: tr TIGARD LIBRARY BOARD November 10, 1999 MINUTES Call to Order: 7:02 p.m., by Vice-Chair, David Chapman. Roll Call: Larry Beck, Anne Braun, David Chapman, Lonn Hoklin, Nancy Irwin, Sue Kasson and Ken Tolliver. Staff: Melinda Sisson and Connie Martin. Minutes: Irwin moved to approve minutes of October 14, 1999, seconded by Hoklin. Motion passed unanimously. Call to the Public: None. Board Communications: Tolliver commented on the movie "Tremors" that was shown at the library on October 291'. He said that he and his family were very excited to see the movie, but that he thought they were going to view an edited version and felt that the original contained language not suitable for children. He wanted to say that they had a good time though. Director suggested that variations of movies would be considered to promote more of a family environment. Reports: October Monthly Report: The annual Make a Difference Day was a great success. The day was organized Citywide, but each department participated with special projects. The Boy Scout Troop #523, a team from the Tigard High AKT Now Club and others made up the twenty-one volunteers assisting with dusting book stacks, shelves, light fixtures in several areas of the library, the placement of non-skid shelf tape on shelves in the Children's Room, and several boxes of books were packed up and sent to various locations for sale and recycling. The remaining Library Assistant vacancies have been filled by Elizabeth James, Elizabeth (Elisa) Walker, and Kathy (Kat) Vincent for the Library's Circulation Division. Craig Carter was hired as the new night/weekend Circulation Supervisor. Sandra Birkner accepted the Library's newly created position of Cataloging Librarian to work in our Technical Services Division. WCCLS libraries began charging fines on October 180. Reports have been requested on "missing in action" items. These include items with the status of lost, claimed returned and missing, and items long overdue. Clean-up efforts have been implemented by WCCLS staff and volunteers. WCCLS conducted a special error test involving TPL staff to assess a more realistic picture of errors. A glitch was discovered in the Acquisitions module making it necessary to release new orders before 9:30 a.m. Director has not yet viewed the final contract amendment wording. The amendment consisting of circulation lost figures, loss of fines, and ILL figures lost will be presented to County Counsel to be used in contract negotiations in December. The Book Donation Guidelines M 0 have been revised and implemented. Volunteers will assist with the two- hour shift on Thursdays to accept donations and manage the Friends of the Library book sale. The Internet stations are in great demand. Some patrons have found ways to get onto the Internet through the Electronic Resource Center machines, not intended for Internet use. TPL is not enforcing these "non Internet" machines until a solution/policy is developed. Staff will be reorganizing the Electronic Resource Center area in January and will re- evaluate the level of access at that time. Overall registrations for the Adult Reading Program are lower than last year. Circulation Manager, Paula Walker, contacted prior registrants asking for their comments regarding the program. Several staff are taking a Spanish language class to assist Spanish speaking patrons. Volunteer hours are increasing. Friends of the Library Report: Kasson attended meeting to introduce the concept of the Tigard Area Community Foundation and the possibility of the Friends becoming members of the Foundation. The Friends expressed interest in reviewing information on the Foundation. Further Discussion of Community Foundation Concept: Board discussed the concept of a library foundation vs. a community foundation. Director suggested a workshop with the Friends to discuss their thoughts on a library/community foundation. Board also discussed tax exempt status and how that would affect the Board and the Friends. Friends of the Library Report (Con't): The Friends are working with Library Volunteer Coordinator, Trish Stormont, to update the donor board. Some donations received were $40,000 from the estate of Neva Root to be used for children's services, $25,000 from Esther Peer to be used for senior materials (donation received in 1998), and a donation of a large color printer/scanner from Tektronix. CLAB & PARC Report: Director reported that plans are moving forward to relocate Hillsboro Public Library. It looks like cable lines will not be upgraded to fiber before the move will take place. There is discussion of leaving staff at the current location to have access to the faster fiber lines. AT&T is not sure when lines will be available. Forest Grove is moving toward their expansion. Update on WILlnet (Polaris): The City received Y2K readiness information from AT&T. Some concerns were expressed with cable lines being changing to fiber and if there will be significant difficulties in communication. The City will be reviewing the possibility of a different network status. Report from Library Expansion Committee: Chapman discussed how the Committee will select the architect/firm who will be responsible for overseeing the Library expansion. After reviewing the Request for Proposals (RFP) submitted, presentations of each firm will be conducted. The three firms that submitted proposals are Richard P. Turi Architecture & Planning, HDN Architects, P.C., and Fred C. Gast, Jr. Architect, AIA. After a selection is made, the Committee will work on a contract to present to City Council on December 14". Nominations and Elections: Director read Kasson's letter of resignation as Chair of the Tigard Library Board effective November 10, 1999. Director indicated the Vice-Chair can step up to the Chair position. Chapman acknowledged and accepted the position of Chair. The floor was opened for nominations of Vice-Chair. After consideration, it was moved by Hoklin to consider nominations for Vice-Chair and make a decision at the December 9"' Board meeting, seconded by Irwin. Motion passed unanimously. Other Business: As a request by a patron for staff to review the placement of the book-on-tape "Smilla's Sense of Snow," Hoklin listened to the book-on-tape and it was his conclusion that the patron had a reasonable concern for the Young Adult Librarian to reconsider the placement of the item. Young Adult Librarian, Marin Younker, did recommend the relocation of"Smilla's Sense of Snow" from the Teen collection to be placed in the books- on-tape section of the Library's general collection. Adjournment: It was moved by Irwin, and seconded by Hoklin to adjourn the meeting at 8:55 p.m. Motion passed unanimously. hAdocs\connie\board\brdmin.doc MEMORANDUM TO: Bill Monahan, City Manager FROM: Melinda R. Sisson, Director of Library Services DATE: December 9, 1999 SUBJECT: Monthly Report, November 1999 Personnel Comings and Goings: Stephanie Winters joined the Circulation staff on Nov. 8, filling the remaining library assistant opening. A sales associate for Hallmark for 10 years, she is working on a degree in graphic design and has a certificate in Desktop Publishing. She is also writing a book. She came to TPL as a check-in volunteer a few months ago and we look forward to benefiting from her many talents. Director, Melinda Sisson sadly submitted her resignation on Nov. 23 (see attached). Melin.da's last day will be Dec. 22. Polaris: On Nov. 11, WCCLS installed a new server for all Web programs. Four libraries (Tigard, Tualatin, Hillsboro and Tanasbourne) experienced a failure to access the Active-X staff client software (OPAC) on staff PCs. This problem persisted throughout the month. WCCLS proposed rebuilding the server on Sat. Dec. 4 after the libraries closed. (This was done successfully). Gaylord presented WCCLS with the option of receiving an early release of Polaris 1.4 software in Dec. After 6 weeks of testing, Gaylord believes the new release is ready for field-testing. Staff from a few of the libraries will begin testing Dec. 7 and if all goes well, installation will begin on Sunday, Dec. 12. Linda Parker and Amy Emery will participate in the testing Dec. 7-10. Reports have been ordered that will assist the staff in cleaning up collection and patron records. Much of the inaccurate information predates Polaris, e.g. fines and lost charges that date back more than 3 years; items that were lost and paid for, but never withdrawn from the system. After a month and a half of charging fines, staff has complained that the information on the account history screen is too sketchy to serve patrons who have questions about their fines. Not enough detail is available. WCCLS issued the contract amendment to Gaylord in November. Once Gaylord has reviewed and agreed to the conditions, the amendment will be presented to the County Commissioners for adoption. (see attached). Youth Services: Tigard Library hosted the WCCLS Youth Services meeting and arranged for Powell's Bookstore to present booktalks at the meeting. Terri has been very busy changing out the displays for Children's Book Week and winter programs. An especially nice addition to the Puett Room is the evergreen mitten tree surrounded by bears. Each year children are encouraged to donate mittens, hats and scarves to be hung on the mitten tree. These donations are then delivered to The Good Neighbor Center in December. Adult Reading Program: The Fifth Annual Adult Reading Program ended with a pre- millennial bang at the "Happy New You" Gala. A total of 244 adults participated this year. More members of the public than ever (73) completed the 2,000 pages and received book certificates. Evaluations of the program by the public were overwhelmingly positive. The authors were well received. A great group of volunteers helped with the Gala and the daily procedures of the program. Paula, Kate and all the staff who assisted are to be commended for the excellent job they did with the program and the Gala. Well done! Volunteers: Trish reports that a new volunteer who is sight-impaired has presented challenges and new ways of perceiving the library. Colleen Utter is enthusiastic and ready to do whatever needs to be done. She will be labeling our described video collection in Braille in the near future. Adult Services: We are delighted to have Tony return from his leave of absence and rejoin the Readers Services team. Unfortunately, he was barely back for a week when his wife required immediate surgery. Things are approaching normal at the Greiner household and Tony has been sighted at the reference desk once again. Welcome back, Tony. Erik also took a leave for foot surgery in November and after a few months, returned sporting the latest in footwear fashion. Kate reports that seventeen people attended the book cub discussion of Crossing to Safety by Wallace Stegner. It was an amazing evening. Many of the people had never read Stegner before. They were moved beyond words. • Volunteers: Volunteer Type Number Hours Regular Volunteers 77 652.00 Youth Services 13 98.50 Local History 1 2.00 Adopt-a-Shelf 1 1.00 Library Board 7 20.50 Community Service 1 12.00 Friendly Visitors 4 15.00 Homework Center 8 81.50 Teen Idea Group 6 6.00 Total 118 888.50 = 5.1 FTE WORK INDICATORS &OVEMBER 1999 NOVEMBE 98 NOVEMBER 1997 Circulation Total (from WCCLS) 45,365 N/A N/A Adult Materials * * 23,692 Juvenile Materials * * 27,434 Total * * 51,126 Days of Service 25 24.5 24.5 Average Daily Circulation *. 2,087 Hours of Service 252.5 246 241 Materials Circulated per Hour 212 Increase in Circulation * * 13.4% Materials Added 1,081 1,469 795 Withdrawn 292 478 1,481 Borrowers Registered 270 * 337 Adult Programs 302** 150 451 (Number of sessions) (11) (9) (13) Story Time 100 108 425 (Number of Sessions) (5) (7) (17) Toddler Time 61 98 216 (Number of Sessions) (5) (5) (11) Special Programs 453 614 130 (Number of Sessions) (15) (17) (1) Children's Computer 164 72 N/A Word Processors 343 124 N/A Internet Users 1,700 1,482 612 Visitors (Gate count divided by 2) 18,355 19,491 20,207 Increase in Visitors -5.8% -2.8% 43.1% Fines/Fees Collected $3,684.82 $1,042.53 $4,931.76 Gifts Received $ 0.00 $ 0.00 $ 0.00 * No statistical report from WCCLS was generated. Includes Adult Reading Program. —,,., ., Jack Ward Thomas focuses i with Willis, the preserve's coordi wildlife at Jackson Bottom FridaIs tor. Thomas, a wildlife bioloc Pat Willis assists. Thomas toured was the keynote speaker Fri( City updates o me bL By ERIC APALATEGUI ence to home-based occupa- neighbors wir Of the Argus tions in its zoning ordinance, cars,noise or a t: but a full set of amendments look. As more and more people . now on the table would clarify "We would H bring their business home, who can do business in the able to work at l Hillsboro_officials are amend neighborhood and who can't. they don't distu ing zoning ordinances to ensure Generally, proposed rules bors)," said Pla residential neighborhoods. re- will allow a variety of home- Wink Brooks. main "home sweet home." based businesses just as long Brooks briefe Hillsboro already has a refer- as they don't inundate their City Council or Farl By BILL C Of the By IAN ROLLINS chitecture of older buildings in Of the Argus Forest Grove and conducted a In the Old public survey to see what citi- was b e t w e e r FOREST GROVE—Several zens wanted in their new ranchers and citizens last Wednesday night library. farmers. The re got their first look at proposed "We've looked at pictures unlimited use plans to expand and renovate showing the style of original range. Farmers the city's public library, and buildings in Forest Grove, and to small acrea they liked what they saw. we found a lot of brickwork and rights and den The plans were presented by wood-frame," Wark said. tion of their crop members of the design team "We're going to continue that cattle. from the Portland architectural style in the new building, ex- Today, the r firm Fletcher-Farr-Ayotte cept there's going to be more Natural, the b-- (FFA), ;(FFA), which was hired by the glass to give the library more pany that seek: city last year to design the light. The building will be natural gas se, project. wood-frame with a brick over- areas across rui The team included Project lay, and the design will harken Farmers oppc Manager Troy Ainsworth, Pro- back to Forest Grove architec- intrusion, feari: ject Designer David Wark and ture from 150 years ago." agricultural la team member Paul Falsetto, FFA's survey netted 228 re- encroachment. who have been meeting bi- sponses, which they considered The face-tc weekly with the Library Design a good number. The survey should continue Committee about the project asked which library services NW Natural tr- throughout the fall. should be expanded, what ser- confidence of Ainsworth told the group vices should be added, and Energy Facility that, before planning the new what should be done to enhance The council mu. facility, FFA studied the ar- (Continued on page 5A) project. Charles Stin., ok w i ,ry ural's general m �� neering and st Insides ment, contends Qr €399 £� otcs3trgt�s ery system is vi Second Eessi�oslage Pakt s2 kltshora ESEi Classified .................. 1 C 6C k ity's ability to se C�tCuf�t - 1731; w n west s �z< Comics ........................... 8B Glasslf€epi 5t1364t}-2i7 growing g usrPrinirrl 1t£1 side of Portla Just Browsin'................... 3A ' �j,. . Washington Cot KidScoop ........................ 313 CH2NI Hill ti Lifestyle .................... 7B, 8B Fax firm hired by . 5f}3 &�1�1 identified the } y Obituaries ....................... 48 ;8 math,argsC �mag� a�p�; what is called Opinion ........................... 6B Ik 'FeC Clete a er study area" usir Sports ...................... 113, 2B .. .: +�''. 13, p vided by the utit Weather .......................... 413 is the"least-cost viding gas to fut FG residents like 11brar , Ian (Continued from page 1A) y -P the character of the library.The results are as follows: n c�-r i � 'R; '"°"°' • � �� Services that should be ex- p ---- panded: Citizens felt the li- BOO brary should offer more books , w• o more reading and study space, more computer resources, more w�rsrak�sfill music (cassettes and compact discs), more videos, more maga- �- ►+"*-R%SI, ' zines, more teeing space, and � more large-print material. „_ ., 41� Aft�. 4 • Services that citizens felt $ , � ,n . should be added: a children's � , ,, , ,�:; . g� � reading room, study rooms, a '` f 6 101 coffee shop, a computer class- room, an outdoor reading area, a booth to listen to cassettes and compact discs, a language pr lab, a video area, and a Friends of the Forest Grove Library store. r • Elements that should be l added to enhance the library's ¢ character: day lighting, more ! quality furniture, windows that _ can be opened, an outdoor public plaza, a fireplace area, Internet connections for laptop computers placed throughout E� the library, and permanent art. After looking at the survey results and talking to the Ii- brary staff, the team also listed Proposed floor/site plan for the expanded Forest Grove Library. several-issues to consider when designing the new building. . A community suite, for considered. will campaign later on for do They include: making the meetings and library events, "I feel like we're on a good tions and grants to fund t! building quieter, providing with its own entrance and road here," Wark said. "I think renovation of the existii adequate work space for the staff, taking advantage of the public restrooms. we've started down the path to building. . The existing front desk bring Forest Grove the library FFA and the design comm location of the expansion will be maintained, but other it wants." tee will continue discussing t (which, at the corner of Pacific service desks will be located The expansion project, which proposals and will bo-4n 1. and Birch avenues, is consid- throughout the library. is estimated to cost $1.9 mil- actual design phase in Jain toed the best business corner in FFA also has drawn up pro- lion, is being funded by a $5 ary. The team hopes to go o town), accommodate entrances posals for the renovation of the million city bond measure ap- for construction bids next su t at the north and south of the existing building, including proved by the voters in Novem- mer, with the estimated col building, solve inconsistent moving the current meeting ber 1998 (the rest of the funds pletion date in the summer heating problems, maks the room to the north and eliminat- will be used to buy more park 2001. children's area more family ing the existing Pacific Avenue land and renovate the city friendly, and explore more entrance. Team members and aquatics center). The library energy-efficient lighting. tors emphasized, Director Colleen Win- tee however, that q y FFA and the design commit- tee also have set several goals none these plans are close to Australia 26¢ Hong Kong 4, for the project, including better being finalized yet. Shop the 19¢ Japan 3{ accommodations for the city's "This is not a construction .0 Chile 49¢ New Zealand 4 minority populations, eT'To n- Hillsboro Argus Denmark 30¢ Norway document; its simply a design y 2! ating design with the own idea right now,„ Ainsworth Finland 30¢ Sweden 2: Center Plan,"raising the level of stressed. Action Ads France 260 Switzerland 3 design within the community, Y creating an appealing place for The proposed plans drew a German 24¢ U.K. 1: kids and teens, and building a favorable reaction from the For Your Current prices are per minute all times of cin library that continues to be roughly 20 citizens who at- LONG DISTANC representative of and respon- tended. One woman suggested Future Needs -- Y s _7 s_ s sive to the community. including space for a grand With all that in mind, FFA piano, and Ainsworth and 640'2727 created a proposal for the ex- Wark said that would be pansion, which it revealed on Wednesday. The project, which will approximately double the o�Yr feet, willinclude: Glibrary's size to 25,000 square Washington County FairPiex �t`t . � � • A new entrance at the cor- Hiusher0 1 Insura ner of Pacific and Birch. The current two entrances will ► November 27th —28th � remain. A Di • An area for kids and teens ` `` BUY • BELL • TRADE � near the corner of Pacific and New & Used Rifles Handguns & Shotgun, Birch, farther away from the g rest of the library so any noise Knives, Ammunition, Reloading Equipment & Supplies, Get the c will have minimal impacts. Military & Western Collectibles, Books & Manuals, �nE', • A courtyard on the South Y2K Items including MRE's & Other Essentials side of the library. • A new children and family � $1 Discount with Ad • Handgun Safety Class Sun. 11:00am ar eaA bigger reference area, a Saturday 9-5 Sunday -4 AdmiSSiOri $cJ BQTHDAYS [ r history room and more study COLLECTORS WEST, INC. (800) 659-34401 space. ... r.r. r.. � ..� .�. . � � >� Washington County r 000pekatwe �; ibkak ekvtceS November 18, 1999 Katherine Blauer, President Gaylord Information Systems PO Box 4901 Syracuse, NY 13221-4901 Dear Katherine, As we have previously discussed, I am sending you a contract amendment to describe the delivery of remaining functionality and error corrections required by the Cooperative Library Services to move us to conditional acceptance of the Polaris system. The amendment includes changes to Schedules L (Implementation Plan),J (Payment Schedules), and M (Performance Guarantees). These changes are based on recommendations from County Administration, the Library Directors' Board and the Cooperative Library Advisory Board. The Schedule L Amendment revises the Implementation Plan to identify delivery of Release 1.4 by January 15, 2000 and Release 1.5 by March 31, 2000. We have identified required functionality and error corrections as well as delivery of other functions described by GIS. We have also included a Future Functionality section clarifying items from original contract documents and identifying high priority functions that the Cooperative needs to make the system work effectively for us. The Schedule J Amendment revises the payment schedule for the remaining milestone payments. As you and I have discussed, and as I discussed with Mike Skiles, the Cooperative has struggled significantly over the last 16 months due to implementation and software delivery delays that have greatly effected our libraries' ability to provide basic library services. In analyzing their losses, the Library Director's Board has identified approximately $800,000 in real costs over that time period. This includes: lost overdue fines and fees; the replacement cost of materials lost or unrecoverable because we could not send overdue notices for 13+ months; personnel overtime costs to deal with software bugs and workaround procedures; and lost net-lender reimbursement revenue from the State due to the inability to place and fill'interlibrary holds for several months. In addition, while countywide circulation has increased an average of 5-6% annually over the last six years, we experienced a 13% reduction in anticipated circulation in the 1998- 99 fiscal year. Much of this can be attributed to the inability to renew materials for a Mail: PO Box 5129,Aloha,OR 97006 - Location: 17880 SW Blanton St.,Aloha,OR 9 (503)642-1544, Fax 591-0445,TDD#690-7755 prolonged period. The Polaris reliability, response time and functionality issues have greatly impaired our ability to provide our normal level of service and our statistics show that. In addition to these losses, the Cooperative has also served as a beta development partner for GIS, since Release 1.3. This process takes considerable local staff resources to test,troubleshoot, report and retest software functionality. We have reduced the payment amounts and modified the payment schedule to recognize some of our losses and to recognize the role we have played in helping GIS develop this product. The Schedule J and M Amendments insert further guarantees to protect the Cooperative in the event that System availability continues to fall below the 98% uptime � identified in the current contract, as well as provide some compensation if GIS fails to deliver scheduled releases. While we are pleased that GIS has been able to enlist Microsoft in analyzing our system's performance problems, we are quite concerned that overall performance and reliability has not yet improved. In addition, we continue to experience unnecessary downtime due to software glitches and delayed response to our calls to GIS support staff. These continue to be issues that GIS must address and perhaps additional remedies and reimbursement to the County for failure to meet contract standards will be an incentive to improve in this area. Please review the enclosed Amendment. These are the recommendations that I will make to the County Board of Commissioners. The Board has final signature authority to modify the contract. If you would like to discuss anything,we can arrange a conference call next week. The County will need three signed originals of the Amendment in order to forward the matter to the Board of Commissioners for final approval. Sincerely, Eva Calcagno Manager Amendment to Integrated Library System Contract between Washington County and Gaylord Information Systems This amendment is made and entered into by and between Gaylord Bros., a division of the Croydon Company, Inc., ("Gaylord") and Washington County, a political subdivision of the State of Oregon("County"), and modifies that certain agreement between the parties, the original contract number being BCC 98-068 dated 12-16-1997. Description: Modify Schedule L as shown in Exhibit A. Modify Schedule J as shown in Exhibit B. Modify Schedule M as shown in Exhibit C. All other terms and conditions of the original agreement shall remain in full force and effect. Effective Date of Amendment: Upon final signature. ACCEPTED FOR WASHINGTON CO. ACCEPTED FOR GAYLORD BROS. Name Name Title Title Date Date Approved as to form: Approved as to form: Assistant County Counsel Manager, Proposals and Contracts 0 0 Exhibit A Amend Schedule L — Implementation Plan (revision dated 6/24/99) by adding the following: Gaylord shall deliver Release 1.4-by January 15, 2000 which shall include the following key functions and error corrections required by the County: (Numbers in parentheses refer to functions listed in original contract documents.) ActiveX and HTML Clients ■ Functional Print button at bottom of Active OPAC. (3.3.8.1) ■ See and See Also authority references. (3.3.5.15) ■ After placing a hold the user will be able to log out with a button. ■ Deactivate the Cancel Search button. ■ Item Display will allow two levels of item availability. ■ Searching by call number will be Improved. ■ Limiting by Date Published in the search assistant will be activated. ■ Titles and barcodes will be added to the Fines & Fees display in Patron Access. Acquisitions ■ Support for pre-paid orders in acquisitions. ■ Ability to create multiple on-order screen formats in acquisitions. ■ Number of keystrokes to create a PO,will be reduced. ■ Order templates will be available. ■ System will be able to check at the PO line item level whether there is sufficient money in a fund to place the order for the item. ■ In an invoice library staff will be able to assign shipping charges in the header for all invoice lines. ■ Prepaid will be added as a new payment method. ■ System generated PO,numbers will be supported. ■ Library staff will be able to copy PO line item(s) to another PO or to an invoice. ■ Multiple on-order item templates by library and material type will be supported. ■ Gift will be supported as an order type. ■ Library staff will be able to cancel an order or a line item(s)on a PO. Cataloging ■ Ability to export bibliographic records with embedded holdings via FTP. ■ Batch change for item records. ■ Normalize the 0 1 O/LCCN for Year 2000 format. ■ Privileging will be fully implemented in cataloging subsystem. ■ Replace function will be disabled when saving an item record with a duplicate barcode. 2 ■ When importing bibliographic records and authority control records, the system will not allow authority records to be created twice. ■ When creating a new item record using File I New, the call number will be brought over from the bibliographic record. • Eliminate deadlocking from Bibliographic and Authority record saves. Circulation • Ability to block notice printing for claim returned items. (3.2.9.6) ■ Ability to print overdue notices with zip code sort and loaning library return address. Only items with HELD status will produce a hold notice. ■ Ability to print receipts from staff client. Receipts for monetary transactions, checkin, checkout, renewals, and a list of all items checked out will be available through staff client. • Ability to access the linked bibliographic record from items listed in Checkout ListView. ■ Ability for staff to change a fine amount. ■ Ability to record waived fines as a separate line item on the Account History screen. • Audible beeps will conform to Windows standards. ■ System will print slips for held items. ■ System will print a list of pending holds. • Eliminate "server busy" error messages in staff client. ■ Eliminate betelgeuse errors in staff client and improve error handling in staff client. ■ Ability to waive fines from Patron Status, Account History, New Transaction, Waive from the drop down "Type"menu. ■ Add item barcode number, due date and return date to item detail within Account History. (3.2.3.5) Serials ■ Library staff will be able to use the Copy functionality from the Serial Copy Record. • Automatic predication of serials without any enumeration levels will be operational. ■ Coding for electronic serials (frequency and regularity from the 006 field) is now supported. • Links-Existing will be enabled from the item record to the issue record. • Links-Create will be enabled from a bibliographic record to a serial control record. General or System Administration • Improve response time at a consistent level in both OPAC and staff client. Eliminate "hangs" in excess of 10 seconds at checkout and checkin. • Gain consistent response time when performing daily tasks, particularly when releasing (large) purchase orders (can lock up CAT, CIRC and/or OPAC terminals for 5-10 min.) and when saving invoice line items (can take 60-160 seconds). ■ Ability to access statistics for the prior month no later than 3 days into the current month for report generation. 3 I. y Gaylord shall deliver Polaris Release 1.5 by March 31, 2000, which shall include the following key functions and error corrections required by the County: • Branch Scoping in the OPAC, meaning the option to show a home library's hits or matches only for any keyword or browse search, with the option for the patron to expand the search to include all WILI libraries. In expanded search, still show home library's holdings first. ■ Ability to limit OPAC search by assigned collection. • Truncation searching in OPAC. ■ Support for standing orders in acquisitions. ■ Z39.50 in staff client. • Ability to print bills with zip code sort and owning library return address. (3.2.9.3) ■ Eliminate "Session WILI Libraries (an error has occurred)" in OPAC with implementation of a new search engine. ■ Support automatic block when fines reach a staff defined threshold. ■ Eliminate deadlock and blocking problems from all subsystems. • Telephone Notification System will batch daily calls to a single phone number(i.e. only one overdue call to a single phone number per day; only one hold pickup call per day). ■ Telephone Notification System will state the name of the pickup library for holds. Future Functionality required by the County, compiled from existing documents (not to replace items in original RFP, but to emphasize and clarify) as well as additional items not referred to in original contract. Circulation ■ Institute a bookdrop function or a system administration setting through which bulk mode checkin Free Days will be applied to all items checked in regardless of owning library. ■ Ability to run and print a second overdue notice with different wording than the first. Ability to print first and second overdue notices in one run with zip code sort. ■ Ability to check out an item that is checked out to another patron without charging the previous patron overdue fines. Operator needs notification when checking out an item with status of OUT, and the ability to choose to waive any fines. ■ Ability to check out items that are in "in transit" status. ■ Claims return should be a"no fault" function. It should remove the item from the patron's list of items out in OPAC, go into a no-fault category in the staff client, and not assess fines on the patron's account if/when the item is checked in based on the operator's decision. (This is a clarification of 3.2.3.10.) ■ Automatic alteration of"long overdue" items to status Lost based on system administration definition of"long overdue"with automatic charge posting to patron record for both item cost and processing fee again, according to system administration level settings for default prices where not included in the item record. 4 ■ Automatic credit should be generated to "last patron"when an item in lost status is checked in. (This is a clarification of 3.2.7.4, 3.2.3.21.) ■ Support the ability to limit the number of loans and holds by material type and patron type with easy override. (3.2.2.20, 3.2.5.18) Currently all patrons can checkout and reserve an unlimited number of materials. ■ Support for retaining link between lost materials and patron,when/if items are returned or located. If patron paid for the Lost item, account should be automatically credited upon future checkin of that item. (3.2.3.21, 3.2.7.4) ■ Voice notification for holds and overdues with ability for patrons to call in to the system to renew, or hear account details. (3.2.9.2) ■ Remove patron barcode from receipts for privacy. ■ Provide immediate on-screen information concerning holds and transit status in bulk mode checkin. Provide the items destination for transit status and the patron information for hold items. • Provide functionality that allows circulation operators to wand in a particular barcode that represents more than i checkout transaction. Allow the operator to enter the number of checkout transactions this represents for statistical purposes. ■ Display owning library and transaction library for checkouts, account history, blocks, etc. ■ Ability to waive and payap rtial amounts from the dialog box at the bottom of the checkin screen. Cataloging ■ Ability to copy Item Record for multiple copies of single title. This will allow the operator to enter only the barcode as all other information would already be in the record. ■ Ability to do bulk item record deletes. ■ Ability to group displays by two or three types of criteria. (Sorting arrays e.g. by library and vol/copy number) Active and HTML OPAL • Eliminate non-functional buttons from the OPAC display. • Display the hold queue so patron can easily distinguish place in the queue, for example, 4 of 145. ■ Include copy/volume information in OPAC item availability display so that patrons may place item specific holds on multi-part items. • Patron placed renewal. (3.2.10.4) ■ Allow "A", "An" and "The" in Browse Title searching so that a Browse Title search for The Wind in the Willows yields the same search results as when the title is entered without the initial article. ■ Broaden accepted search techniques in OPALS, for example, accept names entered first, last as well as last, first; assume"and" in keyword searches when patron does not enter this as the boolean operator. 5 ■ Make Title, Author, Subject fields hotlinks to search OPAC from within a brief and full record display. Acquisitions N Ability to allocate funds at both the general and line item level of Purchase Orders and Invoices. Operators should be able to allocate additional charges at the general level and have it encumber proportionately as indicated by the PO/Invoice line item level entries. An operator should be able to assess any additional charges (e.g. binding or processing) at the line item or general PO/Invoice level and have them encumber the account specified in the line item or proportionately at the general level. The general PO/Invoice level should summarize the funds and percentages used at the line item level as well as at the general level. ■ Year-end processing in Acquisitions module: ability to perform year-end processing/rollover by June 2000 (close out current fiscal year funds, set up next fiscal year funds, and roll outstanding encumbrances forward against the next fiscal year funds). ■ Workslips: ability to print a workslip for each item at receiving. Workslip should include: date received, purchase order number, title, author, ISBN, bib. control number,price, quantity, notes (input by operator at the point of ordering). Generated by ACQ for CAT. ■ Quantity Ordered: when ordering multiple copies on a single purchase order line item, system should automatically generate the corresponding number of item records for display in OPAC (i.e., five item records displaying in Catalog for a purchase order line item with a quantity ordered of five). ■ Allow invoicing of multiple invoices on one purchase order. ' ■ Electronic Ordering Interface for Acquisitions General or System Administration • Add a"Stop"button so that staff can interrupt whatever transaction is occurring without being logged off. ■ Add a print option to staff client windows throughout cataloging and acquisitions. ■ Delivery of Homebound subsystem. ■ Delivery of Inter-Library Loan subsystem. The County will begin Acceptance Testing on version 1.5 no later than 45 days after delivery and installation of the release. Pending successful completion of the Acceptance Testing, the Operational Date will be declared. 6 Exhibit B Amend Schedule J, Section 2 — Payment Schedules as follows: (delete text in n"•� , insert text in italics) Payments for Hardware and Software: Sub-Total (Schedule D and E) $435,580 Less discount ( $15,000) -T-n".tal 14afElEffeinnd S6ftwaie $ 120,580 1COn Total—Hardware and Software $215,180.20 2. Payments for these costs will be made as follows: Due upon signing the Agreement $64,180.20 paid Due upon Hardware Testing $41,000.00 paid s 000.00 Due upon successful completion of Software Functionality Testing of Release 1.4 $20,000.00 Due upon successful completion of Software Functionality Testing of Release 1.5 $20,000.00 Due upen Opef:afieiial Date $65,399.80 Due upon Operational Date $50,000.00 Due upon delivery of Future Functionality $20,000.00 Insert Section 2.1, 2.2 and 2.3 as follows: 2.1 In addition, Gaylord Information Systems will purchase and deliver at no additional cost to the County: Telephone Notification System $25,000 SQL 7.0 Upgrade $20,000 est. Additional hardware to bring WCCLS up to Standard hardware configuration $19,000 est. The County will assume maintenance charges for items in 2.1 as appropriate and in compliance with maintenance guidelines set forth in this Agreement. 2.2 From the date of this Amendment through the Operational Date, the County will reduce the Operational Date payment by 5% for every month that the Central Server availability falls below the Performance Guarantee of 98% as described in Schedule M. 2.3 In the event that Gaylord fails to meet the delivery dates for Release 1.4 and 1.5 as defined in Schedule L, the County will reduce the corresponding payments by I%per day. 7 i M1 Exhibit C Amend Schedule M, Section 1 — Performance Guarantees by adding section 1.1.6. 1.1.6 Failure to Meet Performance Guarantee Requirements After Operational Date i In the event that the Central Server fails to maintain the Performance Standards for a three month period, County may reduce, as follows, a subsequent Software Maintenance payment for a corresponding period. Availability Reduce Payment 97% 10% 96% 20% 95% 30% 94% 40% 93% 50% 92% 60% 91% 70% 90% 80% 89% 90% 88% 100% 8