08/12/1999 - Packet AGENDA
TIGARD LIBRARY BOARD
THURSDAY, AUGUST 12, 1999 - 7:00 P.M.
TIGARD PUBLIC LIBRARY— PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Kasson
2. ROLL CALL: BECK_ BRAUN_ CHAPMAN_ HOKLIN_
IRWIN KASSON TOLLIVER
3. Approve Minutes of June 10, 1999. Kasson
4. Agenda Additions&Deletions. Kasson
5. Call to the Public. Kasson
6. Introduction of New Board Members. Sisson
7. Monthly Reports for June and July 1999. Sisson
8. Friends of the Library Report. Burgess
9. CLAB (Cooperative Library Advisory Board)Report. Sisson
10. Long-Range Planning Committee Report. Kasson, Chapman,
Sisson
11. Other Business.
12. 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:
h:\docs\connie\1ib-a
TIGARD LIBRARY BOARD
June 10, 1999
MINUTES
Call to Order: 7:05 p.m., by Chair, Larry Beck.
Roll Call: Larry Beck, David Chapman, Tammy Gustin, Lonn Hoklin, Nancy Irwin, and
Sue Kasson. Staff: Melinda Sisson.
Minutes: Hoklin moved to approve minutes of May 13, 1999, seconded by Chapman.
Motion passed unanimously.
Agenda Additions/Deletions: Discussion of July meeting and feedback from the City
Council tour.
Call to the Public: None.
Reports: May Monthly Report: In the Circulation Division several staff have resigned to
pursue other opportunities. Rich Allen resigned, but was able to acquire
additional hours and benefits at TPL to remain on staff. Young Tran accepted
a scholarship for college in California. Staff is in the process of actively
recruiting and interviewing for these vacancies. Summer Reading Program
sign-ups begin June 21st. The Homework Center is closed for the summer.
The movie night programs that Marin Younker and Kate Miller organize are
very popular. Staff Development Day was successful and was well attended.
The morning session was conducted by a facilitator highlighting team building
and communication. The afternoon sessions consisted of training on various
library operations and programs. Due to the heightened awareness of anthrax
threats, some staff were involved in a workshop presented by TVR&R dealing
with procedures of these types of threats.
Overview of Circulation Statistics: The cataloging statistics reported for FY99
have not reflected the actual numbers since the installation of Polaris in
October 1998. The underreporting of serials are now added to the monthly
report and will be corrected for the record.
Friends of the Library Report: The Friends have allocated $1,600 from a
$25,000 donation toward expanding the books-on-tape collection by
purchasing additional rotating shelves. The Used Book Sale will be held July
16' & 17'. The Friends will purchase spill-proof mugs that say "Espresso at
the Library" with an open book logo and "Friends of the Library" under the
logo. Staff will receive a mug and the rest will be sold at the Book Sale and at
future events.
CLAB Report: On June 2, 1999, CLAB discussed the Resolution to amend
the original contract with Gaylord Information Systems. The Resolution was
sent to the County Manager and GIS. The Resolution states:
Whereas the member libraries of the Washington County
Cooperative Library Services (WCCLS) have suffered substantial
loss during the trial installation of Gaylord Information Systems
Polaris software and hardware, and
Whereas WCCLS has made extraordinary but unsuccessful
efforts to make the installation operate up to specifications.
Now therefore, the Washington County Cooperative Library
Advisory Board recommends to the Washington County Board of
Commissioners that they,
Declare the contract between WCCLS and GIS to be in default if,
by 31 August 1999, the WCCLS determines that the Polaris
software does not operate within the specifications of the contract.
A committee was appointed to review contract specifications and fulfillment of
the contract for Polaris. It will be referred to as PARC (Polaris Assessment
Review Committee) and consists of WCCLS staff and representatives from
most libraries. It was determined that WCCLS will go into a 45-day
acceptance testing period before any decisions are made. The three main
testing areas identified to fulfill the contract are: 1) Reliabili - scheduled to
begin July 1St. The system will need to be up and running at least 98 percent
of the time for at least 30 consecutive days, 2) Response Time to begin July
20'. Will test the time it takes between an entry of a query/transaction and
when the transaction is completed, and 3) Functionality testing to begin July
22"a After the initial 45-day acceptance testing period is completed, GIS has
a set time to respond with fixes. A decision will be made in October or
November and presented to the County Manager and County Commissioners.
Since we have experienced significant slowing with the system, TCI tested the
cable and it appears to be slower than other libraries. The cable for Beaverton
Public Library was replaced with a point to point T1 line. This test may be
applied to other libraries if Beaverton Public Library experiences a significant
improvement.
The City of Tualatin has reorganized management of the Tualatin Public
Library. It was decided there will no longer be a Director's position. The
Library, Parks, Public Housing and Senior Center make up the new
Community Services Department. A Library Manager will be hired. In the
meantime, the Community Services Director will oversee library operations.
Forest Grove is in the process of interviewing architects for their building
addition.
Hillsboro has authorized $2 million for the purchase of land for a future library.
Library.Building Program: Director indicated preliminary discussions are underway with
the City Engineer and City Manager regarding starting the programming phase of an
addition to the Tigard Library. We could either hire an architect to program the new
addition only then bid the project, or bid the programming and design/construction of the
addition. If the amount needed for programming only is under $25,000 the City will not
have to conduct a full bid process for this phase.
Long-Range Planning Committee Report:
The Long-Range Planning Committee is represented by Tigard Library staff, business
members and members of the community. The purpose of the Committee is to analyze
the needs of the community and the Library by incorporating the findings and goals
established into a five-year planning document for the Library.
Kasson recognized Director for a job well done leading the committee in following through
with the processes of the goal setting and visioning. Chapman felt it is beneficial to
receive input from the community that have not been emerged in issues specific to the
library. The Board reviewed the statistical overview of the community in 10 years. They
also reviewed information identified at the Long-Range Planning meeting on the ideal
community, traffic issues, schools, and what would bring businesses and professionals to
Tigard.
Discussion of July Meeting:
Board discussed canceling the July 8"' meeting due to scheduling conflicts with member
vacancies and new member appointments. New member appointments will not take
place until July 13th, after the regularly scheduled meeting of July 8t''. Hoklin moved to
skip the July 8' Board meeting, seconded by Beck. Motion passed unanimously.
Election of Officers:
Beck thanked Gustin for her time, energy, and input serving as a member of the Tigard
Library Board. Even though Gustin's term is expiring at the end of June, she requested to
continue receiving future Board agendas and minutes. It was discussed and decided to
elect a new Chair and Vice-Chair. Beck opened nominations for the positions of Chair
and Vice-Chair. Hoklin nominated Kasson for the position of Chair, and Chapman for the
position of Vice-Chair. Vote was unanimous.
Adeournment: It was moved by Hoklin, and seconded by Kasson to adjourn the meeting
at 8:50 p.m. Motion passed unanimously.
h:W ocs\connie\board\brdmin.doc
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Melinda R. Sisson, Director of Library Services
.10,
DATE: July 12, 1999
SUBJECT: Monthly Report, June 1999
Summer Reading Program: Whew! You know it's summer when hundreds of smiling
faces come streaming into the Library excited about reading! Teresa, Marin and Terri
have outdone themselves with a bang-up list of performers, special events, reading
themes and activities. Since June 21, 677 children and 171 young adults have signed
up for Transport Yourself to Adventure! (Preschool - grade 5) and Y2READ (grades 6
through high school) Summer Reading Program. The biggest draw was Tom Question
Juggling! Nearly 300 children turned out for this event. Pokemon Mania Card
Tournament was a hit with the young adults. Other programs scoring big include film
nights and temporary tattoos. Summer Reading Program continues through the
summer with a celebration on August 14.
Circulation: Statistics for circulation are very limited and are available only for check-in,
checkout and renewal. Total circulation for the month of June reached 48,646, not
quite up to the 56,422 in June of 1998. Primary reasons for the low figures are lack of
overdue fines that often spur renewals and difficulties with placement of hold requests
on Polaris.
Polaris: General Release of Polaris software, version 1.3 was unleashed the first week
of June. Paula reports that, "after initial hiccups, like assigning the wrong titles to
barcodes, this software upgrade is beginning to shop some promise." Improvements,
such as linking to other screens, easier access to more details, like circulation statistics,
on specific items, more logical means of illustration payments, charges and balances.
Response time is especially unpredictable. Gaylord has already begun to address
some of the major problems with version 1.3. The holds function was not working and
required major work on the libraries' parts to clean up records.
A number of staff have participated on ad hoc committees to review the version 1.3 list
of functionality comparing it with the contractual requirements WCCLS has with Gaylord
Information Systems. A contract amendment was submitted to GIS at the end of June
with plans to begin acceptance testing July 1, 1999. The acceptance test consists of
three major parts: availability, response time and functionality. Availability of the
central server must be 98% over a period of 30 days (begins July 1, 1999). Response
time requires the system to respond within a specified amount of time during a number
of transactions (July 20, 1999). Functionality is the ability of the system to perform a
number of functions in circulation, cataloging, acquisitions and public catalog (July 21,
1999). By the end of July, WCCLS will notify GIS of any failures that occurred during
testing. GIS will have an opportunity to remedy the problems during the following 60
days, after which WCCLS will test again. This process could continue until October or
November. The Cooperative Library Advisory Board meeting for July was cancelled;
the Library Directors Board meets on July 22 for their annual retreat.
Personnel Comings and Goings: Paula reports that personnel activity in June was
about as busy as the traffic at the circulation desk. Four long-time employees, Ramona
Fitzpatrick, Brent Casady, Claire Sheldon and Cheryl Lammers resigned to explore
other opportunities. Recruitment for two temporary positions and one regular part-time
position yielded 55 applications. Interviews will be held in mid-July. Microcomputer
Support Assistant, Young Tran, received a scholarship to attend college in California.
Recruitment for this position and the new Cataloging Librarian position will begin in July.
Shelf-Reading, Holds Calling and Shelving: Staff from all divisions of the Library heard
the cry for help and came running. Together with nearly 30 volunteers, staff shelf-read
the entire Library collection during two scheduled shelf-reading events, June 4 and 18.
Trish reports that over 7300 linear feet (that's 1.4 miles!) of shelves were read and
straightened. Paula notes that on June 18 a total of 257 stray books pulled from the
shelves yielded 7 holds, 1 other library book, 3 "in-transit" and 2 "out" status books, 11
needing new labels, 3 needing mending and 1 needing cataloging. Straightening the
shelves alone would have made these events successful. Because of the impressive
participation of staff and volunteers alike, we were able to shelf-read the entire library
as least once and re-read some sections a second time. And a good time was had by
all...
Almost weekly, staff and volunteers also step in to assist Circulation with a backlog of
shelving (especially after the holiday). Once the Polaris holds function was corrected
by Gaylord, patrons happily generated a number of holds requests, necessitating active
calling when the holds were filled. Issuing holds and overdue notices by mail, let alone
telephone holds notification, are still a few weeks away from working correctly.
The self-checkout machine will be brought out of retirement in July. Version 1.3 of
Polaris allows for self-checkout once again. This service has been unavailable to our
patrons since August 1998. Self-checkout should offer some relief to the hard working
crew at Circulation.
Collection Development and Maintenance: Readers Services has undergone a
reorganization that will allow for greater focus to be placed on the Library's collection.
Mara Sani will spearhead this effort with the help of all selectors. Weeding (no, we
haven't joined the Parks crews) is the first order of business. Tony reports that he
completed the weeding of reference, business and Northwest collections and about
15% of Biography.
r �
Book Club Evening: Kate has taken a new program to exceptional heights in just a few
months. June 8, Book Club evening with Gregg Kleiner was a great success. 22
people attended the discussion. Some were regular members of the discussion group.
A group from Multnomah County Library showed up because they had read the book in
their own book club. It was a good group and the discussion of Kleiner's novel was
dynamic. People talked about how our society views aging and dying. Kate has hit
upon a formula that really works! "I am confident that bringing authors into the book
discussions will continue to be popular with our patrons."
Grant Opportunities: Kate met with BJ Doty from WCCLS to discuss an opportunity to
participate in a grant project awarded to Copper Canyon Press in Port Townsend, WA.
The Lila Wallace/Reader's Digest Fund funds the grant, the purpose of which is to bring
contemporary poetry into library book discussion groups. Of the Washington County
libraries, Tigard, Forest Grove and Hillsboro/Tanasbourne will participate in the project.
Each library will have two or three book club discussions devoted to poetry and
specifically to Copper Canyon poets. The press will supply, a poet/facilitator, books for
the participating patrons, discussion guides, etc. The entire project will take place over
a 10-month period beginning in fall '99 or winter '00. Kate reports that the book club
members are glad to participate.
Spotlight on All Library Staff: I wanted to save this month's "Spotlight" space for all of
the staff of the Library. June brings to a close one of the most challenging years that I
hope not to repeat. Without the incredible and selfless efforts of each and every
member of the Library staff, library service in Tigard would have come to a screeching
halt. Just knowing that on a day when it was particularly hard to get past the latest
Polaris hitch, someone would throw in some humorous comment or offer the box of
tissues (whichever was most appropriate!) helped. Thank you all for making my first
year in Tigard a memorable one. May the next year be brighter, less laborious and
filled with laughter!
• Volunteers:
Volunteer Type Number Hours
Regular Volunteers 92 741.50
Youth Services 12 69.50
Local/Oral History 4 41.00
Adopt-a-Shelf 3 11.50
Library Board 6 14.00
Community Service 4 31.50
Friendly Visitors 1 10.00
Homework Center 0 0.00
Teen Idea Group 6 6.00
Total 128 925.00 = 5.3 FTE
WORK INDICATORS 10JUNE 1999 JUNE 1990 JUNE 1997
Circulation
Total (from WCCLS) 48,646 N/A N/A
Adult Materials * 25,992 25,149
Juvenile Materials * 30,430 27.405
Total * 56,422 52,554
Days of Service 28 28 27.5
Average Daily Circulation 2,015 1,911
Hours of Service 283 283 275.5
Materials
Circulated per Hour 199 191
Increase in Circulation * 7.4% 22.5%
Materials
Added 1,411 1,696 1,497
Withdrawn 764 1,314 354
Borrowers Registered 379 381
Adult Programs 106 43 N/A
(Number of sessions) (15) (13)
StoryTime 81
200 518
(Number of Sessions) (4) (1) (10)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) 0
Special Programs 779 1,332 754
(Number of Sessions) (12) (14) (4)
Children's Computer 117 N/A N/A
Word Processor 235 N/A N/A
Internet Users 1,884 1,332 0
Visitors
(Gate count divided by 2) 18,696 21,777 24,349**
Increase in Visitors -14.11% 29.3% N/A
Fines/Fees Collected $801.16 $5,407.20 $5,008.27
Gifts Received $ 19.65 $ 0.00 $ 34.39
* No statistical report from WCCLS was generated.
** Checkout sessions x 1.5 due to malfunctions in the counting mechanism of the security gate.
DZ ■ ■ 3M SW THE OREGONIAN ♦ THUR
MetroSouthwest news bureau......
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Calendar and information..........
) Fax ...................................
n / E-mailail.......................Southwest
er Newspaper delivery.................�
Classified ads.........................
Pok6mon craze
r Rul
., •ti�'� Matt McGrath,ll,
shows off a few
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4 -�ji 11 cards.Collecting Staf
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t _
to create unique
' decks has become tray
There's thela1lg in o g J it that's absorbing voun gfans 4` q �`` � .° an integral part
J of the Pok6mon
and there's the collecting of the little card creatures culture.
By INARA VER2EMNIEKS
After the
THEOREGONIAN
the state
rIGARD—The Pokdmon fanat aka Will Clat'
ics speak a secret language. �` v
You know this if you are the par- rules in
Vis.. .
ent of a child younger than 13— � ,, �, ,5 _; A°
an age group taken with the card ` ' ` By
game based on a wildly popular
3.;
Japanese game and cartoon. Yougem•,- ,r•° ` egon
4,
have witnessed the transforma }a will
tion:One day your child opens hisbe a lane
mouth, and the only sound that s � public offs
comes out is indecipherable cant ` miles, bu
about Charmanders, damage bumpy ric
counters,Ponytas and hit points. { 1 The G
You have been on frantic store- and Prac
to-store missions for booster packs decide w
and the coveted "holo cards" that Washings
might reside inside.You have com- housing s
forted tears when a clerk utters theflier mile
fateful words: "Sorry, we're sold �� 7.,
travel for
out." You have listened politely to commissi
7 �,x•, mending
endless recitations of a cards po- imo
4 '
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tential value, when all you could son in vi,•. .
see was a colorful bit of stiff paper. prohibith
Pokdmon is a lot more than a - using the
card game to many of its fans. A gain.
Wilson,
whole system of bartering,trading, u-'K'
hunting and gathering has evolved a earned m
around it, as fans to et their �'� ~--- its throng
nY g _�>` ,�. �:_� _.. ,. �...
hands on as many different Pok6- _ _ :. ° chases of
mon cards as they can to create the
.. w.clr► , card and
best possible deck and accumulate to wan
all the cool cards of the moment. Am Either
Recently, the Tigard library Either i
sponsored a 31h-hour event devot- r of its kin
commissi
ed to Pokdmon that offered the un-
first defir
enlightened a window onto the who owr
phenomenon. Between George earned l
Harrison, owner of Ancient Won-
Some lot
ders, a gaming store in Tualatin, :•¢ them; otl
who provided a Pokdmon tutorial them. M,
for beginners,and the testimonials Photos by KEVIN SULLIVAN/THE OREGONIAN poli an
of dozens of true believers in at- Troy Sellman (right),12,plays a game of Pok6mon during the Pok6mon Mania night sponsored by the Tigard Library.About 36 fans headache
tendance, even the most Pikachu- packed the event,toting binders and boxes full of cards. public an
ignorant souls could pick up "This
enough clues to feign understand- througho
ing. After playing a game with lot of energy attached. He does a agencies
HOW TO PLAY POKEMON Schuitt, Andrus-Hughes said she seismic toss, and Brandon's Pid- s wit
Young devotees gather• sees some good things in Pok6mon gent goes in the discard pile. nissi
The atherin was a 'physical For,�the uninitiated hgre Is a basic primer on Pok6mon,a card game based
g g' p Y on Japane0,q`a`toon and v del".game character's Called pocket Monstets 10,;_p Playing. Parts•of the game'test Brandon draws a card.It will be IRS',
case
manifestation of the cult of Pokd math skills, logic,-reasoning and his last hope against Valerie's army miles bels
mon: the passion, the devotion, Pokemon is a card game for twoplayers.it is also a video game and a reading comprehension. of creatures. agency tl
the shared language. About 36 cartoon. "Even though there's fighting, "Crud!"says Brandon."Shoot!" individui
mostly male enthusiasts, a blur of •The card game is played with a deck of 60 cards,Players take turns the attacks aren't so violent," she The next card is Diglett, one of public c,
baseball caps, braces and blue pitting cards decorated with cute little creatures against each other. said."It's pretty innocuous relative the weakest Pok6mon cards. He they're u:
jeans, transformed the library's Each creature has a special skill that will do'a certain amount of damage to the blood-and-guts games that can only dig and slap mud. Not L.Patr
Mary M.Puett room into a buzzing to an opponent~.Players subtract the amount of damage done to their are out there." very scary.
preteen scene. They carried cards, sue an
creatures from the maximum amount of damage each creature can Valerie handilywins the first Sion's a,
lovingly preserved in plastic cases take-its hit points. ' g Few girls in attendance round. matter o
or carefully cocooned in black ♦Players mark how many hits their creature has taken by placing blue- After everyone has practiced and But she runs into trouble during Wilson's
binders, and yellow-colored stones,or damage counters,on top of the cards.The honed hisskills, a tournament is the second round. She's jabbing involvin€
Complete strangers found an little creatures go in the discard pile when all their points are used up. announced.Soon the room is filled and special-punching and fetch- County c
immediate connection as they ♦As Pok6monplayers will tell you,there's a lot of complicated strategy with the scratching, low-kicking, ing, but Brandon's creatures are Such <
pored over one another's collet- involved.Certain combinations of cards can cause the creatures to flaring, pounding, sparking and answering all her attacks. say that
tions. Younger'kids with a firm evolve into ryiore hardy,beasts.Or,a creature can retreat so another bubbling of dozens of imaginary Valerie and Brandon are so en keep fret
little creatures. grossed in their game that they they're e
command of the game found an card from a bench of ready fighters can move up to take its place don't notice that almost all the oth-
arena where they could hold their t Valerie Ishida, 12,one of the few part of tl.
own with older kids. girls in attendance, is paired with er fanatics have gone home.Marin Oe
t S,
Brandon Rankin,ll. Younker, a young adult services li we
Palmer Williams, 11, clutched a Or they are willing to part with a vanced Pok6mon,fanatics engaged brarian, is switching off lights andetiTi
briefcase full of Pok6mon cards. lot of cash. "We can't keep the in pickup matches and trading "Oh no,"Brandon mutters. putting as s chairs. The Libra is
"You always have to stay ahead Charizard cards in stock at $30 sprees, Karen Andrus-Hughes, a "Valerie is'the Pok6mon mas- aboutgto shut down. Valerie and Ripple
and get it whenever the new cards apiece,"Harrison said. parent of one of the attendees, ter," announces Stephen Jenkins, Brandon don't want to stop. Wilson a.
come out," he said. "Otherwise, The players find a certain went off to a corner of the room 11, a redhead who confesses he is it's easy to lose yourself in Poke visory of
sion wot
you will be left in the dust,and no amount of self-esteem in their rep- with Ancient Wonders employee totally engrossed in Pokdmon. mon,Valerie says. ,
one will want to play with you." ertoire. Securing a cool card is a Matt Schuitt, 15,and tried to crack Even so, Valerie doesn't likethe state.
"The idea of Pokdmon is aimed
ar
Among Palmer's collection: sure way to win admiration among the secret code of Pok6mon kid- playing as much as collecting"be- at all age groups,' she says. "It ap el) th
Charizard, the much-coveted, our peers.Palmer found his Char- speak. cause it doesn't involve hurting the keep th
Y P P g peals to the card collectors because earned o
holy-grail-like Pokemon card of izard in a booster pack: foil-sealed Her son Nathan, 11,spends a lot little creatures, she says. Still,Va- it shows a way to collect profit. It ton Cout
the moment. grab bags of 11 random cards that of time talking about the game, lerie is a formidable . appeals to because cute
opponentlkidit hflying on
"Everybody will give practically cost about$4. and she decided it would be nice to The damage counters fall like creatures. It appeals to adults be- sign
the i
their whole deck away for him,' As Harrison walked beginners have a better grasp of this thing rain on Brandon's cards.Up comes cause," she pauses. "Well, I'm not doesn't e
Palmer said. through the game, and the ad- that has caught his attention. Valerie's Machamp with a whole an adult,so I really don't know." ten don'
miles to
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JUGGLING MA. DDNE55 AND MAYHEM!
with Tom Yahner
A delightfully dazzling display of
stiltwalking, Chinese yo-yo, danger juggling,
with lots of audience participation!
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Tigard Public Library will present this program on
THURSDAY, JUNE 24, at 2 :00 PM
in the Tigard Water Building
8777 SW Burnham Street, Tigard
Suggested ages for program are preschool & up.
(Map on the back)
Balloon Festival at Cook Park . . . Schedule of events!
F77Fr�iday, �June18 Saturday, June i 9 Sunday, June 20
6 to 7 a.m. 6 to 7 a.m. 6 to 7 a.m.
-Launch Window -Launch Window -Launch Window
6 to 11 a.m. 6 to 11 a.m. 6 to 11 a.m.
-Pancake Breakfast -Pancake Breakfast -Pancake Breakfast
7 a.m. 7 a.m. 7 a.m.
-Carnival Rides -Carnival Rides -Canzival Rides
3 to 11 p.m. 9 a.m. 10 a.m. to 3 p.m.
-Restaurants&Beer Garden -Car Cruise In -Restaurants
3 to 6 p.m. 11 a.m. to 11 p.m. REMEMBER:
- 'DJ"-on stage -Restaurants&Beer Garden
No pets allowed on the fields.
6 to 8 p.m. 11 a.m. to 4 p.m.
- "Loose Cannons"-on stage -"The jammies"-on stage FOR MORE INFORMATION:
8 to 11 P.M. 6 to 8 P.M. Call 590-1828 or 639-4171 x735.
- "Tommy Two Tone"-on stage - 'fohnny Limbo&the
Lugnuts"-on stage
9:15 p.m.
-Night Glow 8 to 11 P.M.
- "ne Tokens"-on stage
9:15 P.M.
-Night Glow
All You Can .Eat! I
i
Pancake and Sausage Breakfast will be served
a
* June 18, 19, 20, 1999 6:00 a.m. to 11:00 a.m. j
* Cook Park Picnic Area
* Breakfast Tickets $5.00 (includes free raffle ticket)
Children under 4 Free
The Atfalati Recreational District,Tigard Soccer Club and Tigard Little League are raising money for the purchase and
improvements of land at Cook Park in Tigard.This will provide many benefits for the Tigard community,which
includes more park(play space),soccer and baseball fields,and various community events.
The Atfalati Recreational District is a non-profit corporation formed to benefit Tigard,Tualatin, Durham and
Sherwood recreational groups,schools and municipalities.
I
- 11 -
s energy educator and ---- ,ach ur,tc
stall photo by Jaime Valdez f Li•-' '•
ecr. It's his job to evaluate About duce years ago, Long got
and how the district is using 0 See LONG, Page A5
ONE WITH NATURE —Tom Long, who has lived next to Cook Park for 10 years, considers
e SAVINGS, Page A5 the park an extension of his back yard and has wprked hard to keep it natural and safe. —
•
0
. slow library service
fr U' strates everyone
Checking out a book should take literally two seconds, but it is
taking as Jong as 45 seconds
installation of a computer network,
�, 'tail• By JENIFER PUTNAM
Washington County libraries are still
Of the Times
struggling with the new Wll.lncl
TIGARD — Parlier this stunmcr, system and the cables conned
Kerry Norc requested that several the networked libraries.
books to be transferred to the'Tigard The software and cables have
Public Library. So far, none of them slowed down checkout times and
i
have arrived. made it harder to access some.
°' 4 t
Instead, some of Nore's library items such as books.
selections have ended up at the "We're kind of rolling with it and
otu users have been paUcnt as well
Millsboro library.
� ��+ •` 4
And while the books will be sent said Nlclinda Sisson, '1'igald lihr.uv
to the "Tigard library, the incident director.
The software, installed last
i r •t• illustl i te- one of the problems with
a uter network that links August, includes a web server for
new comp
the Online Public Access Catale,g —
� ' • + , l f Washington County libraries.
t , which can he accessed From home at
1 4 T t ' ' lneither library
Its a hassle
www wilinct wccs lIib or t;s. -- and
patrons not
staff want to tical with. Windows based program (lier\ stall photo by,oinw Valdez tilc
"Its gotten a little better, but it library stall uses to check out hnc,l;s.
bOther databases such Is business
USER FRIENDLY — A Tigard library user logs onto the WlLlnehaveon-line
been system
having resident happens
Note said Monday' 1 rg4trd
NOT SO LIBRARY, Page AT
the Tigard Public Library on Friday. Washington County libraries Almost a year after tltc ■ See LIE3R 9
problems with the network since it was installed.
».,, -.,.. -. - ;..t,. i„' duunron In nelnn niP ui.;;. H� SPe TITt F Pn"a 111
TT iiThe Times
Savings:r t - cope
Lwibrary ,�: �Staff '
cal'.z sto
money,
1 1 e tar used r ,
■Continued from: Page A. to.the problem., and working hardJo .i...c to connect the county's time for the other libraries as
correct them. libraries. WCCLS is contracted with WCCLS staff had hoped.
and health directories should be,
■ Continued from Pa
So far' WCCLS has' invested the Metro..Area Communication The 10-megabytes-per-second
unaffected, said Barbara Kesel,1•an' about $100,000 in the'WILI online Commission for a network through cable used .for county libraries its energy resources and
automation' program specialist' for system, covering the'.'cost of'new :TCI Cable. replaced a four megabyte cable but, can use them more efficicn
the Washington County'Coopetative� hardware to replace .the non-Y2K The cable system is slow because according to WCCLS Manager Eva "It seems kind of weird
Lib'raryServices. :' compliant terminals and trainin of its high :error' rate. The Calcagno, it hasn't produced better
t p g•' money to save monc
_Washington Count �rbrares are information is sent back and forth results.
Y l WCCLS is withholding snore Meineckc, referring to his
currently testing the systgin, which! than $300,000 'until"the 'software along the cable line until everything "Ten megabytes should be more "But it's good that it'.
needs to functio,n..98, ercent'of the is 'correct before ii moves':down than adequate to meet our needs, but done."
p , passes the tests.' along the line. it isn't working. We're still trying to
time to pass the reliability test that g• y g I-le said the cons
If the system 'can not be,fixed, Both WCCLS and TCI officials figure out why,"Calca no said.
started July 1 alid will continue g y," g program, which began
ttirou h the month:. WCCLS tray .or .may not ;be have hired outside consultants to
g. ' refunded the.$100,000 dependin' 'on If the cable problem can't be should save the district al
Librarians countywide will keep, l; g. assess the problem. resolved, WCCLS will replace it million over four years.
whether it keeps'the" hardware and TCI . has made' changes since
track of response times on Tuesday, 't Qther issues to be 4decided , by iii-TC1iU tiha in Jul of.1998, but it with telephone lines, which will cost "It's just a way of
l Y . more. money as wisely as you c;
Response time includes checking lawyers hasn't solved the problem.
books in and out.aar.nd is the time it Kesel said4 the system is sow "" "If that's our only option, that's it up for educational porpo
Y i • It s•not that they're not doing Pat Biggs, a member of tit
the coin uteipreaiter tt�code and have because,''of the' way."the! software anything, but"the things they're shat we'll have to do," Calcagno Tualatin School B" Sh
p g . stores `.and retrieves information. doing• aren t having the desired
Check out times are sjow�.-and information, such as a book and its Sisson said she hasn't heard that money saved Wilk lack
result," Kesel said. district's general fund and
have"been since library icomf l6fers ' location in, the.'library; system, is As a. temporary relief, WCCLS many complaints from Tigard for instructional purposes.
went online. Library.'officlals=lsaid stored in tables of infoittiatibn. For installed a'!' telephone line•to the library users. Meinecke visits each
checking out a' book should`!take example, if one piece of information Beaverton'library. Although the "I think lite staff has been very district's schools and built
literally'two seconds; but now it is is requested from a table,; the Begverton, library enjoys fewer patient with the process," Sisson to three times per week to
tatting as long as 45 seconds '` computer may select the;whole table errors because,of a T1 phone line said. "We're all hopeful to the the site for energy misuse.
Sisson said -the library's instead of.one piece. Internet connection, the relieved resolution of the outstanding the site, checking for
computer vendor has been'atientive Another. problem is5 the cables pressure hasn't sped up reaction problems." draining culprits such as
t faucets and open blinds. I
said it's the responsibility
Bids: state contractors building's staff to rnakc sur
Fest 'salutes irate par'lc ' • complies with hisIindings.
TUALATIN The 49th annual Crawfish Festival will return
to eye ways to cut costs
Aug:' 13 and 14 with the theme,"Let the ol
Good Times Rl!"
"We picked this,theme because it has to'do with both the skate 0 Continued from Page Al bidding response on the interchange
park and the BMX bike stunt team, 'which was so popular last construction, including meeting with
:year," said Marianne Pratt, chamber director. "We also decided to t
ifocus on the skate park because`everybody is so proud of the'way will have to move to the left to contractors to gel input on the s
continue on to Kibse Way.That lane project. "There's a lot of road work i
it .was built." ;: j
The skate park;located at Tualatin Community Park,'will be will split,with options of getting on going on right now,.-:not just to
dedicated at 1 .m:on Saturda `Au . 14 as art of the festival. the interstate or continuing forward. . Portland but arouhd thC'Mate told cid >=
•
MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Melinda R. Sisson, Director of Library Services
DATE: August 12, 1999
SUBJECT: Monthly Report, July 1999
Personnel Comings and Goings: This is one column that I hope soon not to include in
the monthly report. Paula reports that the "remaining circulation team of loyal library
assistants, lead workers and on-call staff have stepped up to the plate to fill in the many
scheduling holes." Rich Allen was promoted to the vacant full-time Library Assistant
position. Carly Ingvaldson will join the staff in August filling the position vacated by
Terri Hayes. Carly is a recent graduate of the University of Montana in English
Literature. Interviews for the Microcomputer Support Assistant position are scheduled
for early August. Recruitment for the new Cataloging Librarian position closes
August 13th. Tony Greiner will begin a 3-month sabbatical, during which he will gain
new database skills and research other automated systems such as card vend
printers/copiers.
Summer Reading Club: In the month of July, 164 children and 54 young adults joined
for a total of 841 children and 225 young adults. All of the special events attracted
crowds of over 100 with The Reptile Man requiring two shows to accommodate the 335
kids and parents. On Saturday, August 14th Summer Reading Club kids will celebrate
their reading successes.
Circulation Statistics: Checkouts and renewals for July totaled 47,660. That's still
about 9500 less than July 1998 — the last month for which we had reliable statistics.
Reports generated by WCCLS account for all completed transactions, but do not
account for information lost because of network failures or software errors.
Polaris Update: The good news is that Gaylord has been working diligently to fix some
of the more glaring problems such as holds and overdue notices, telephone notification
and self-checkout. The first holds notices were mailed July 22"d. Overdue notices
should be available in August and should encourage a more timely return of materials.
In addition, patrons will be more likely to renew their items improving our circulation
statistics. Beaverton Library is coordinating their upgrade to the self-checkout machine
with 3M and Gaylord. Once they are up and running, we will schedule the same
upgrade. Once active, up to 15,000 transactions should move from Circulation staff to
the self-checkout machine providing much needed relief.
•
•
Testing of the Polaris software began July with the reliability test (98% up time on the
server at WCCLS in Aloha). The response time test was conducted July 20t' and
functionality July 21St. .Kathy Smith, Diana Lauterbach and Amy Emery participated in
one or more of the tests and have been asked to review the results. Some errors
occurred in one or both of the peak periods used in the response time tests. Gaylord
will be notified and a new testing period will be established after Gaylord fixes the
errors. Out of the 54% functions identified by staff as not working prior to the
functionality test, 23% were demonstrated to work. The outstanding 31% functions will
be reviewed by staff and prioritized in need. These functions were identified in the
original RFP issued nearly two years ago and may have less relevance today. The
Library Directors Board will make a recommendation to WCCLS if anything is to drop off
the functionality list. WCCLS will forward this decision to Gaylord so they may begin
the remedy period. A new round of testing may begin as soon as September.
Other concerns discussed by the Polaris Acceptance Review Committee (PARC) are
either network or server software related. TCI is scheduled to upgrade their network
over the next 18 months to a fiber optic-network that should move graphical images
more accurately and efficiently. In the interim, it may be necessary to place some of the
libraries on T1 lines to avoid loss of packets of information. Beaverton Library has been
using a T1 line for a few months with great success. The SQL server software has a
new version due out on the market in September; however, Polaris won't communicate
with SQL v.7.0 until release 2.0 is issued early in 2000. This is very unfortunate timing.
Intellectual Freedom Workshop: Attended a workshop on Intellectual Freedom at the
Salem Public Library on July 271. The workshop was co-hosted by the Oregon Library
Association and the Oregon State Library. Most of the discussion was around Internet
filtering and the First Amendment. Judith Krug, Director of the American Library
Association's Office of Intellectual Freedom, was the keynote speaker accompanied by
Theresa Chmara, Attorney at Law with Jenner & Block, Washington, D.C. Krug
provided an overview of the last year's efforts by ALA in defending libraries and
intellectual freedom both in the courts and on the Web. Dr. Laura has taken her radio
talk show to a new height by lashing out at ALA and all librarians on her website. We
were reminded of the historical mission of public libraries in providing a public forum for
information. Both federal and state statutes were discussed to provide librarians with a
framework upon which to build local Internet policies. Chmara's presentation provided
many examples of court cases involving both school and public libraries and challenges
to materials in print and in electronic formats. Both speakers confirmed what we
already do: Draft policies for library use in writing and have them approved by the
appropriate governing body (Library Board). Apply library policies consistently to all
library users; post Internet use policies and follow your own procedures. Other
practices that would help include informing parents about filtering software for home
use; direct Internet users to good sites; offer instructional classes in the appropriate use
of the Internet and how to formulate a search; and take reasonable care to prevent and
correct problems with Internet access in the Library (install privacy screens, re-position
furniture, locate children's Internet machines in the children's area).
•
This was the second program on Intellectual Freedom offered by ALA on a regional
basis. I attended the first session in Reno, NV in 1996.
WCCLS Library Directors Board Retreat: The Library Directors and the management
staff of WCCLS came together on July 22"d to discuss what direction the LDB should
take in the coming year. During a facilitated discussion, the Directors were asked to
comment on the recent past, where we are today and where we hope to be in the near
future. Considerable discussion around the Polaris problems popped up during each
stage of the exercise. When all was said and done, recommendations were made to
streamline meetings so that they last no longer than 3 hours once a month, roles of
local libraries and WCCLS were redefined and suggestions for improving
communication in both directions were made.
Collection Development: Mara has begun the new FY with a mission. She and the
Readers Services Librarians are busy reviewing their collections, making decisions
about what to retain, what to store and what to withdraw. Once this assessment and
weeding project is completed, the librarians will begin ordering new materials. TPL is
one of two libraries that will use the Polaris Acquisitions module this year. Mara is also
busy purchasing books-on-tape with $25,000 in donated funds. Reader's Services
elected to use Ingram's iPage for selection because of the discounts received from this
vendor. Baker & Taylor's TitleSource II will continue to be used by cataloging staff.
Signage: New signage will replace some of the existing signs and improve areas where
no signs now appear. Kathy Smith spearheaded this project and with the help of other
staff (and Nancy Lof, Thank you) designed and constructed the signs in-house. Each
sign is made of laminated deep blue letters on white paper and mounted on black foam
board. This project will most certainly assist our patrons in locating collections and
services.
Friends of the Library: The Friends of the Library reported a profit of $552 from their
annual used book sale. They have agreed to assist the Library with a $1,000 as a
match for a "Live at the Library" grant that Kate Miller is applying for. This grant would
fund fees and transportation for authors to attend Library Book Discussion Club
meetings, Adult Book Nights and the Adult Reading Program Gala. The Friends were
very enthusiastic about the idea of an outdoor performance structure in Fanno Creek
Park and have authorized up to $5,000 for this project. Youth Services staff will be able
to hold their larger events outdoors as early as next summer.
Volunteers: Thanks to Trish's efforts, we saw the number of volunteers and hours
donated in July rise to 928 hours or 5.4 FTE. Five new Friendly Visitors received
training at one of two sessions in July. Their names will be added to the August roster.
The next step is to invite patrons to participate in this special service. Press releases
offering this library service have been sent to local newspapers. Trish worked with
Teresa and Mary to train 18 volunteers to relabel the Library's 6000+ picture books.
The majority of the relabeling was completed in about 10 days.
•
Around the World in 80 Days: The adult book night took on an international flavor in
July. Though attendance was slightly down, one-quarter of the audience were first-
timers. Our surveys indicated that of the first-timers, 4 learned about the program from
Cityscape, 2 from our in-house fliers and 1 from The Oregonian, which featured a nice
article based on our publicity (see attachment). Also attached is a thank-you from a
satisfied customer. Paula, Kate and Diana along with volunteer Diane Stueber all
consider this a labor of love and patrons definitely enjoy the enthusiasm and creativity
exhibited, not to mention the great books discussed!
Long-Range Planning Committee: The Long-Range Planning Committee met on
July 9th to discuss the needs identified in the community that the library will address and
write the library vision statement. The Committee then selected service responses.
Tops votes for services were: business & career information, cultural awareness,
general information, information literacy and lifelong learning. The next meeting is
scheduled for September 20th. After this meeting, Library staff will begin the work of
setting goals, selecting measurement and evaluation techniques and developing
objectives. Our recent training in Outcomes Measurement fits nicely into this process.
The Cooperative Library Advisory Board and TPL Library Board meetings were
cancelled for the month of July.
Volunteers:
Volunteer Type Number Hours
Regular Volunteers 95 706.00
Youth Services 12 144.00
Local History 2 19.00
Adopt-a-Shelf 3 9.00
Library Board (No July Mtg) 0 0.00
Community Service 2 15.00
Friendly Visitors 5 29.00
Homework Center* 0 0.00
Teen Idea Group 6 6.00
Total 125 928.00 = 5.4 FTE
* Homework Center is on Summer break until Fall.
r WORK INDICATORS DULY 1999 JULY 199810JULY 1997
Circulation
Total (from WCCLS) 47,660 N/A N/A
Adult Materials 26,501 26,342
Juvenile Materials * 30,671 29,270
Total * 57,172 55,612
Days of Service 27.5 27 28
Average Daily Circulation * 2,117 1,986
Hours of Service 263 276 291
Materials
Circulated per Hour * 207 191
Increase in Circulation * 2.8% 14.2%
Materials
Added 1,391 1,264 1,486
Withdrawn 1,351 2,116 1,628
Borrowers Registered * 327 322
Adult Programs 61 50 N/A
(Number of sessions) (11) (8)
Story Time 97 60 1,008
(Number of Sessions) (7) (1) (25)
Toddler Time 0 0 0
(Number of Sessions) (0) (0) (0)
Special Programs 1,580 2,000 685
(Number of Sessions) (22) (24) (4)
Children's Computer 109 N/A N/A
Word Processor 111 N/A N/A
Internet Users 1,866 1,567 0
Visitors
(Gate count divided by 2) 19,838 22,681 17,353
Increase in Visitors -12.5% 32.6% N/A
Fines/Fees Collected $834.88 $4,615.33 $4,429.85
Gifts Received $ 0.00 $ 0.00 $ .60
* No statistical report from WCCLS was generated.
e
f VA
Utl
;.
August 2, 19 ' ,
Dear Paula, Kate and Diana,
The party at the library last month was a real pleasure. '
The way you three wove education and entertainment _
together was wonderful . Teachers in the area,, could- le,
some valuable lessons from you .
Beauty provided , enthusiasm generated , helpful data presented ,
and rewards (delicious food and beverages , and WOW! Prizes ! )
Kate, I will deliver the "Bakelite'' book to you Fridaly ,
Because Paula is a gourmet- cook , she may }lave some of these
littleartifacts in`°her kitchen that `she might choose to
offer to an antique dealer and reap $ rewards .
Dear Hostesses , keep up the good work . jVc are spoiled now.
Sincerely ,
.
es over West Linn
BEST BETS
13- to 15-year-olds compete in baseball tournament
II TIGARD—All-star teams of 13-to 15-year-olds will compete for the
title of best Babe Ruth baseball league team Friday through Tuesday at
the 1999 North Oregon State Tournament at Fowler Field,10865 S.W.
-^-^ Walnut St.
The first game of the double-elimination tournament is at 10 a.m.
Friday.For the most part,games start at 10 a.m.,l p.m.,4 p.m.and 7
- p.m.Other games are scheduled at noon Monday and at 3 p.m.both
Monday and Tuesday.The championship game is at 7 p.m.Tuesday.
€ Admission is free for those younger than 6,$2 for those ages 7-12
1 and for senior citizens,$3 for those 13 and older.Admission costs are
good for a day's worth of games,and people can get a hand stamp that
allows them to leave and re-enter at no cost.Passes also may be pur-
chased that will allow entry to the entire tournament.The cost is$7.50
for an individual pass,$20 for a family.
Parades kick off Newberg Old Fashioned Festival
NEWBERG—Have some old-fashioned fun today through Sunday
at the Newberg Old Fashioned Festival.Most events are in Memorial
Park at Fifth and Blaine streets and at Renne Field,Sixth and Howard
<' streets.Admission is free.
The event features two parades:a Children's Parade at 6 p.m.to-
night and the Grand Festival Parade at 10 a.m.Saturday.Two stages in
Memorial Park will feature music by Igor's Jazz Cowboys,The Blue
Dogs,John Nilsen and other performers.
TOM TREICK/THE OREGONIAN1998 Vendors will offer food,arts and crafts,and professional services.
ned Fair will include a parade through the Willamette district The Newberg Rotarians will host an all-you-can-eat pancake breakfast
ear's parade included flags,wagons and vintage cars.This year's on weekend mornings.Other attractions include square dances,soap
.. box derbies,softball tournaments,barbecue cookoffs and a classic car
cruise-in,
fair sales as their major fund- Lake Grove garden tour benefits neighborhood group
AIR raising event for the year,said Bet- LAKE OSWEGO—The lake Grove Cottage Garden Tour is sched-
about 6.30 p.m.Friday,and the ty Mountain,business manager for Wed from 11 am.to 4 p.m.Saturday.The event benefits the Lake
the West Linn Chamber of Com- Grove Nei
p.m.Saturday and Sunday in Wil- � rnece, whose members hesup- �borhood Association.
rl
t in the Willamette District. F p The tour includes six gardens that vary greatly in style and size;
port the annual event. some offer spectacular views of Lake Oswego.The gardens are located
g,horseshoe pitching,pinochle, T}1e Maralee Dancers will tap along an approximately half-mile stretch of Upper Drive.
and twirl for audiences on the park Tickets are$15 and must be purchased in advance.Tickets are avail-
ession of kids,bikes,vintage autos stage through the weekend. Com- able at Wizer's Lake Grove Market,16331 Bryant Road;Lake Grove
up Willamette Falls Drive,turn on poser and singer John Nilsen, a Garden Center,15955 S.W.Boones Ferry Road;Lakeside Gifts,464
ue and disband at Willamette Ele- West Linn resident, will perform, First St.;and Dennis'7 Dees Garden Center,1090 McVey Ave.
from Outer Space." too. The Clackamas Community
cular performance in the Willam- Band will.present concerts both Rook night takes participants to exotic destinations Ll—
and 5 p.m.Saturday and noon and Saturday and Sunday.
Musical groups also will perform TIGARD—Take a vicarious vacation to exotic locales at"Around
noon Saturday,West Linn Christian at the beer garden on the east side the World in 80 Pages,"a bank night program for adults at 7 p.m.
John Nilsen Group at 3 p.m.Sun- of the park. Tuesday in the Tigard Public library's Puett Room,13125 S.W.Hall
p.m.Sunday. The West Linn Senior Group will Blvd.It's free and requires no advance notice;how many vacations fit
raise funds by selling tickets to the that description?
"yacht" races, down by the rivers' Library staff will present fiction and nonfiction with an international
side,where the Tualatin flows into flavor and offer a comparison of travel guides and magazines.Vacation
Tualatin and the Willamette rivers the Willamette.The race will begin "destinations"include France,Italy,the Middle East and the Far East.
at the south end of the park, at 3 p.m.Sunday. "For planning the next vacation or simply dreaming of faraway
McCracken said. The yachts are really toy boats, places,books are the ultimate great escape,' said Paula Walker,pro-
Food, ranging from ribs to bur- each bearing the number of a tick- gram coordinator."We hope that this book night will inspire partici-
gets, from ears of corn to ice et.The holder of the ticket with the pants to dream and to travel."
cream, will be served in booths at same number as the fastest"yacht"
the park by the city's nonprofit or- will receive a dinner cruise for four Ballads, comics are Lake Oswego library topics
ganizations. Many of them count on the Willamette. LAKE OSWEGO-The Lake Oswego Public Library will offer two
programs Wednesday for younger children and teens.
Denise Friedl Johnson and Carol Washington,both of Ashland,will
sing ballads and tell tandem tales for younger kids at"Down at the
RCastle"at 3 p.m.
1l Cindy Marks,director of production and design for Dark Horse
- -- — - Comics,will present a program for teens on comic book production
DATE: 6/23/99
TO: Board of County Commissioners
FR: Charles Cameron, County Administrator
Subject: Acceptance Process. WILInet System ;
In last weeks edition of Administrivia Ire romised you a more detailed ort on the
P Y p
WILInet acceptance process. The acceptance process, as detailed in our contract with
the WILInet provider, is the process that will be used to determine if we will ultimately
it f
accept or reject the system. I am outlining the details o this rocess for you in the
P J Y 9 P Y ..
unlikely event that we are forced to invoke contract termination or other contract
provisions as we move through the decision making process to either stick with the
current system or begin planning for our next steps.
Who is Conducting the Acceptance Process?
The Polaris Assessment Review Committee (PARC) was created by.the WCCLS Library
Directors Board (LDB) to draft testing procedures and a schedule for the system
acceptance provisions of the County's contract with Gaylord Information Services (GIS).
The committee was originally called the "120 day" committee. It has met four times,
on May 14th, 24th and June 7d' & 22nd. Members of the committee are:-Shirley George
(Beaverton), Peter Leonard (Cedar Mill), Ann Roseberry (Sherwood), Melinda Sisson
(Tigard), Nancy Hoven (Tualatin), Robyn Cram (Forest Grove), Karen McClendon
(Garden Home), Mike Smith (Hillsboro), Eva Calcagno and Barbara Kesel (WCCLS).
Mike Smith was elected chairman at the May 14 meeting.
The committee has reviewed the contract, requested the assistance of various
subcommittees, consulted the Office of County Counsel and made reports to the
WCCLS Library Directors Board (LDB) and the Cooperative Library Advisory Board
(CLAB).
What's Included in the Acceptance Process?
The acceptance procedure in the Gaylord contract (schedule M) addresses three major
areas of system performance: reliability, response time and software functionality. Our
acceptance of the system is contingent on the Polaris system performing to contractual
standards. With acceptance, we are to pay the balance owed to GIS for purchase of the
system. To date, we have paid GIS about $100,000 for hardware, training and an
agreed upon 'on contract signing' amount. Over $300,000 remains to be paid on our
0
acceptance of the system. No maintenance fees have been paid. Acceptance of the
system signals the "Operational Date" for the system and payment of system
maintenance costs begins one year after that date.
Reliability: The contract requires that the Polaris system be available 98% of the time.
This is the measure we have come to call "CPU uptime" and would exclude outages in
the member libraries due to network problems. Reliability at this level is warranted--it's
always supposed to perform at this level.
Response time: This is the measure of time between entry of a query or other
transaction by the operator and when a meaningful response is returned by the system.
A table of acceptable response times for typical transactions is included in schedule M
of the contract. There are timings (ranging from 2 to 8 seconds) for each type of
transaction at Normal and Peak system loads. The contract also says that we will work
with GIS to determine how and when the response time acceptance test shall be
conducted.
Software functionality: The list of software functions in schedule M is very sketchy. GIS
has proposed an amendment of schedule M with a longer list, taken from drop-down
menus in the Polaris staff client. The contract references the County's Request for
Proposals (RFP), the GIS proposal and some other documents: these documents are
valid sources of function lists in this testing context.
Exclusions: In all cases, the contract requires that the Polaris system must be tested
with workstations connected directly to its central server and not connected over our
broadband wide area network. We did not purchase the WAN from Gaylord, they have
no control over it and it must therefore be excluded from the testing procedures.
What's Occurring Currently?
To assist in formulating the response time test, PARC has asked Barbara Kesel (the
WILInet Manager) to assemble a group of experienced WILI users to make procedural
suggestions and to create scripts for the test itself. Barbara's group has made
significant progress. PARC expects that GIS will want some of their people on site
when the test is performed.
The committee has assumed that Polaris General Release 1.3 will be installed before
any testing begins although it is not necessary and not required by the contract. GIS
installed that version last week, June 15-17th
PARC has sent a copy of the GIS proposed amendment to schedule M to the WUG
Cataloging subcommittee ("WILI CATS") with a cover letter asking their help fleshing
out software functionality testing procedures.
This committee has also made significant progress and has produced a list of
recommendations for testing. The same appeal went to the other LDB and WUG
subcommittees for Reference, Circulation, Acquisitions and Youth Services. Youth
Services has responded and Circulation and Reference will meet soon to formulate their
lists. PARC hopes to have all the responses by the week of June 20. In all these
0 0
efforts, PARC is seeking the input of library staff. We must all recognize that the
relationship between the County and GIS is based on their contract and related
documents and solutions to any problems we have with the Polaris system must be
based on these agreements. The contract contains provisions for dissolving the
relationship if need be. PARC's charge and its recommendations will include timetables
for resolution of performance issues and alternatives. But, for the most part, this is a
well-defined legal process.
Legal Issues
Eva Calcagno, Barbara Kesel and Mike Smith met with George McDowell of the
Washington County Counsel's office on May 27th and June 23rd to discuss the contract
and testing procedures. Among McDowell's suggestions were that all the detailed
changes to the contract, regarding timing and testing, could be included. in an amended
Schedule L with Schedule M left as is. He suggested that our reliability records (WILI
Uptime reports) show that GIS has rarely met the reliability warranty. He
recommended scheduling a reliability test period to coincide with the response time
testing. He affirmed that the contract clearly states that the GIS response to our
Request For Proposal dated Fall, 1997 is a part of the GIS contractual agreement.
Functions that GIS then promised were in development, and would be delivered in one
year, are valid requirements under the contract. The testing checklists, schedule and
methods will be written into a new contract schedule L. It will need GIS approval and
GIS has a stake in moving on with this: they will not be paid until the tests are
successfully completed.
Timelines and Goals
• After gathering suggestions from the various WUG subcommittees, draft a new
schedule L and send it, before June 24, to GIS for their comments/approval.
• Give GIS until July 2 to respond.
• Begin the Reliability Test Period July 1; run through the month of July or through
the Acceptance Test period or until it becomes evident that the system has fallen
below the 98% uptime (measured in minutes) during the calendar month. If the
test fails, we will immediately notify GIS that they appear to be in breach of
contract. They have 60 days to fix the problem.
• Perform the Response Time Test on July 20th. If the system does not pass the
test, notify GIS that they failed the test. GIS is given the right to respond, resolve
and have WCCLS retest any problems that reside in the software by October 20. If
at the close of this 90 day period, response time standards are still not met, WCCLS
will then notify GIS that they appear to be in breach of contract and they have 60
days to fix the problem.
• Perform the Functionality Tests on July 21St. If the system does not pass the test,
notify GIS that they appear to be in breach of contract. GIS is given the right to
respond but any problems that reside in the software must be resolved in 45 days
and re-tested, with the entire testing and response process not to exceed 90 days.
Please contact Dave Maertens or me if we can provide any further information
regarding this process.
July 1999
Management Overview - Circulation
Overdue Total Total
Library Clieckln CheekIn ClieckIn CheckOut Renewal CheckOut
Banks Public Library 3,620 697 4,317 1,546 257 1,803
Beaverton City Library 103,603 27,816 131,419 81,920 17,405 99,325
Cedar Mill Community Library 66,712 14,833 81,545 53,828 5,762 59,590
Cooperative Administrative Office 214 10 224 118 125 243
Cornelius Public Library 5,922 1,386 7,308 3,563 483 4,046
Forest Grove City Library 20,818 5,102 25,920 15,636 2,433 18,069
Garden Home Community Library 6,624 1,089 7,713 4,461 791 5,252
Hillsboro Libraries:
Books By Rail 2,295 510 2,805 1,699 207 1,906
Shute Park 51,342 13,557. 64,899 39,254 9,152 48,406
Tanasbourne Branch 68,105 22,052 90,157 48,102 3,561 51,663
Library Express 488 72 560 277 80 357
'Library Outreach Services 2,066 351 2,417 1,332 80 1,412
Oregon College of Art and Craft 286 48 513 86 31 117
Sherwood Public Library 11,655 2,860 14,515 8,435 729 9,164
Tigard Public Library 51,418 14,178 65,596 41,305 6,355 47,660
Tualatin Public Library 20,651 4,618 25,269 15,632 2,467 18,099
Tuality Health Information Resource Cen 305 51 356 165 30 195
West Slope Community Library 16,134 3,917 20,051 12,407 1,422 13,829
Grand Totals 432,258 113,147 545,584 329,766 51,370 381,136
FAWILI\Wilireports\Managment Overview- July99.xls\8/3/99
Januar - June 1999 Management Overview - Circulation
Y g
Checkouts
Total
Library January February March April Alay Jn= Checkouts
Banks Public Library 1,199 1,192 1,224 1,600 1,560 1,702 8,477
Beaverton City Library 88,790 82,030 89,764 .90,293 94,804 107,816 553,497
Cedar Mill Comm. Library 52,323 51,883 52,064 55,113 55,418 59,916 326,717
Cooperative Admin. Office 99 82 455 315 191 317 1,459
Cornelius Public Library 3,097 2,556 3244 3,164 3,085 3,751 18,897
Forest Grove City Library 15,896 15,599 16323 15,340 13,628 17,674 94,460 •
Garden Home Comm. Library 3,498 3,844 2782 5,119 4,655 5,092 24,990
Hillsboro Libraries:
Books By Rail 1,536 1,368 1,580 1,748 1,629 1,819 9,680
Shute Park 40,869 39,495 46,625 42,021 40,689 48,727 258,426
Tanasbourne Branch 43,314 39,577 45,186 42,907 38,609 53,039 262,632
Library Express 73 126 223 361 216 335 1,334
Library Outreach Services 1,318 1,254 1,269 1,511 1,307 1,415 8,074
Oregon College of Art & Craft 741 579 466 812 600 186 3,384
Sherwood Public Library 7,916 7,573 8,101 8,211 7,723 10,675 50,199
Tigard Public Library 43,293 39,211 46,828 44,271 42,811 48,646 265,060
Tualatin Public Library 14,342 13,855 15,563 15,147. 15,245 18,129 92,281
Tuality Health Info. Resource 84 39 123 209 214 145 814
West Slope Comm. Library 10,789 10,020 11,921 11,629 11,567 13,637 69,563
Grand Totals 329,177 310,283 343,741 339,771 333,951 393,021 2,049,944
F:\WILI\Wilireports\Managment Overview Checkouts Jan-June99.xls\8/3/99
January-June 1999 Management Overview - Circulation
Checkins
Total
Library January February March April May June CheskLl
Banks Public Library 3,815 2,988 3,105 2,969 3,325 3,466 19,668
Beaverton City Library 120,262 113,539 118,715 117,337 , 119,332 130,210 719,395
Cedar Mill Comm. Library 75,010 75,723 72,298 71,844 74,496 77,491 446,862
Cooperative Admin. Office 205 173 362 307 314 426 1,787
Cornelius Public Library 5,866 5,814 5738 5,782 5,772 6,043 35,015
Forest Grove City Library 24,753 24,863 25209 23,770 21,844 25,172 145,611
Garden Home Comm. Library 2,872 2,872 6008 5,999 6,454 6,844 31,049
Hillsboro Libraries:
Books By Rail 2,631 2,299 2,168 2,511 2,371 2,589 14,569
Shute Park 60,904 54,789 61,021 56,844 51,535 61,754 346,847
Tanasboume Branch 70,715 72,581 79,622 76,980 67,548 74,910 442,356
Library Express 127 232 374 549 392 541 2,215
Library Outreach Services 2,735 2,759 2,456 2,604 2,171 2,737 15,462
Oregon College of Art & Craft 1,183 1,039 715 783 887 513 5,120
Sherwood Public Library 12,291 12,577 13,130 12,393 12,092 13,052 75,535
Tigard Public Library 73,076 69,472 65,009 56,803 57,612 98,896 420,868
Tualatin Public Library 22,194 22,164 21,644 21,203 20,782 23,553 131,540
Tuality Health Info. Resource , 369 216 211 266 289 342 1,693
West Slope Comm. Library 17,714 18,106 16,508 16,344 15,603 19,476 103,751
Grand Totals 496,722 482,206 494,293 475,288 462,819 548,015 2,959,343
F:\WILI\Wilireports\Managment Overview Checkins Jan-June99.x1s\8/3/99
Excelling As A First-Time Manager Or Supervisor
Skill Path Seminar
May 17, 1999
Skill Path Seminar
Portland, Or.
Winston Hall was the instructor for this seminar and he was full,of great ideas and tips.
When you are given a management position, you are given authority, responsibility and
accountability. Your future is determined by your boss and the people you supervise.
Being a leader means doing everything in your power to help people be successful.
Some of his tips were:
Nothing improves until it changes—no change=no growth
People never argue with their own ideas
Document everything, including training—you can be sued for not training
properly. Document immediately—not 2 weeks later.
When you push people—they push back.
"Planning is nothing more than best intentions."
Develop your strengths—leave your weaknesses alone.
Make a notebook for your own use with dividers for each employee to keep track of all
their strengths and weaknesses. Keep quarterly notes about their performance. Keep
track of their problems and how their were corrected-if corrected, don't bring up in their
job evaluations. When doing their job evaluations, spend 20% of the time on last year
and 80% of the time on the present year. Make clear and concise goals. Keep
documentation on behavior-what happened and when.
Review policies every year so employees cannot come back and sue you or company
because they didn't know or remember the policy(because they forgot it).
Over all, this was a very interesting and informative seminar and worth going to.
Connie Anderson
Sr. Library Assistant
Conference Report Kate Miller
Live! At the Library
Presented by the Public Programs Office of the American Library Association
and cosponsored by the Oregon State Library, OLA, and Literary Arts
May 14, 1999 at The Portland Hilton
Live! At the Library is designed to inspire and motivate librarians to
implement literary programs for adult and young adult patrons. This all-day
conference, familiarized us with ALA public programs, and also highlighted
resources for program planners here in Oregon.
The first speakers were librarians from the area. Dee Goldman from
McMinnville Public Library talked about how their medium sized public library
approached literary programming. Christine Higashi from the Seattle Public
Library talked about how a literary programs on a larger and grander scale.
Mid-morning there we divided into smaller groups to discuss how to plan for
literary programs in our libraries.
Two authors were invited to speak. Craig Lesley spoke about his
experiences reading his work aloud in small towns around the Northwest.
Joanna Rose (a TPL gala author) talked about her experience as a publicist and
literary programmer for Powell's. Carrie Hoops from Literary Arts talked
about the Oregon Book Awards as a potential starting place for literary
programs in libraries. Over a boxed lunch, Lesley and Rose each read their
fiction aloud.
The first afternoon session was devoted to publicizing literary programs in
libraries. The most memorable speaker was Sue Jenkins, the director of the
Driftwood Public Library in Lincoln City. Jenkins is extremely pro-active m
her work designing and implementing programs, and she was the most
effective in conveying the joy and pride she takes in her work. She must be an
outstanding director.
The final session was about designing and evaluating literary programs in
libraries. One of the nice things about the conference was the helpful binder
and handouts that were made available to us. I have been working on
designing program survey evaluations lately, and now I have several templates
to work from.
In addition, people attending Live! At the Library are eligible to apply for
grant funds only available to conference attendees. Grant awards range from a
maximum of $1000 for a single program to a maximum of $3000 for a program
series. All grants must be matched at least 1:1 in cash. Applications may be
submitted anytime from July 1, 1999 to June 30, 2000. I am considering how I
would like to apply.
GATEWAYS '99: CLAIMING THE FUTURE
51h Annual SSD Gateway Conference,July 16, 1999
Eugene Hilton Hotel and Conference Center, Eugene, Oregon
Submitted by Amy Emery,July 21 , 1999
This conference was planned and presented by the Support Staff Division of OLA
(Oregon Library Association). As described in their conference literature, the purpose
of SSD includes promoting an awareness of library issues, providing for the practical
application of knowledge and skills, creating a forum for new ideas, concerns, and
problem solving, and inspiring growth.
Session 1 : Working From Home: A Cataloger's Story
Leah Black, staff member at Michigan State University Libraries, presented this session
on telecommuting from a cataloger's perspective. She began her research on
telecommuting in 1993, when she and a co-worker developed and submitted a
telecommuting proposal for MSU. Their proposal was accepted, and she began a two-
day/week trial telecommuting schedule for six months,June through November 1994.
Upon completion of the trial period, her telecommuting arrangement was extended
indefinitely. Since that time, many changes have occurred which allow her to
telecommute with even greater ease.
Telecommuting offers several advantages over the traditional office. Employees gain
more control over their work environment, i.e.:workplace noise and space, as well as
greater job flexibility, and higher job satisfaction. Employers often see greater
employee retention, improved morale, and possible increased productivity and space
savings. Many of the benefits are intangible rewards; while productivity and space may
be saved, it should not be expected to be a major reward of a telecommuting program.
i
Since the trial program, the presenter's job has changed to a split job, $0%Assistant
Acquisitions Librarian with supervisory duties for 6 employees and 20%Cataloging. She
now uses her telecommuting day to work on special projects cataloging, i.e. titles that
she can find copy for, but that need call numbers and subject headings assigned. Due
to the nature of her work (cataloging), she does have to box up books and cart them
home to work on. New technologies, OCLC via the Internet, Catalogers Desktop,
Internet access to on-line library (card) catalogs and tools, has increased the ease in
which she can perform her cataloging duties at home.
In relating this session to the Library, I thought I would compare what she felt were the
critical components of a telecommuting program to the City's new telecommuting
policy, looking to see if the City's policy includes her critical components.
r
CRITICAL COMPONENTS
• Written agreement
The City of Tigard(COT)policy includes a written telecommuting agreement that
must be signed by the telecommuter, their Supervisor, and the Department Director.
• Specific, achievable goals
The supervisors of the COT trial program did not identify a specific enhanced benefit
to their department services;as a result, major improvements in productivity would
most likely not be identified as a goal. As the presenter stated, and as the COT test
program also proved, goals achieved were more directly related to employee
retention,job satisfaction, and reduction of commute trips.
• Clearly stated responsibilities
The COT policy explicitly states what expenses the City will not pay for.-maintenance
or repairs of personal equipment, utility costs, supplies not purchased through City
offices, and travel expenses. It also clearly communicates responsibilities regarding
leave time (sick, vacation, time-off, and other), overtime, dependent care,
information security issues, and other related matters.
• Realistic (cataloging) projects
The COT telecommuting arrangement is to include specific tasks that the supervisor
has identified that can be accomplished away from the office.
• Realistic production goals
The COT telecommuting arrangement will be limited to a maximum of one day/week
and, as stated, will specify tasks that can be performed out of the office.
Supervisors will continue to monitor the employee's job performance in the usual
manner.
• Mutual trust
The CDT guidelines state that not a#employees in an appropriate job classification
may be good candidates for telecommuting. Each supervisor must consider the
employee and their work habits, i.e.:ability to work independently, trustworthiness,
and prior job performance. These requirements indicate the need for mutual trust in
order for the telecommuting arrangement to succeed.
Additional notes:
• When the presenter's job changed to include supervisory duties, she received
permission to continue her telecommuting arrangement. Telecommuting has not
adversely affected her supervisory duties; while she is out of the office, other
supervisors are around to answer questions, she herself is available by phone, and if
need arises, can come into the office.
• While it is important to maintain reasonable childcare arrangements, the presenter
noted that she has heard of positive results with allowing telecommuting during an
employee's (six-month) newborn/maternity (family) leave.
• By her own choice, the presenter added a second phone line to her home office in
order to allow her to be on-line and still receive phone calls.
• The presenter reiterated several times that the employer should not expect
increased productivity or space savings.
This session, as presented by Leah Black, concluded that with proper planning, a
successful telecommuting program is possible for library (cataloger) positions. The City
of Tigard telecommuting trial, and the telecommuting policy and agreements that
resulted, include all of the presenter's critical components for success. While increased
productivity and space savings may not result, telecommuting is a viable and attractive
option for employees, often creating greater job flexibility and satisfaction. More
employees want to work less than full time, and telecommuting can be an attractive
alternative when reduced hours or job-sharing are not available. As with any new
program, established telecommuting policies should remain flexible, with room for
change and/or tailoring to specific needs which may arise.
Session 2: Collection Moving
The session on collection moving was developed and presented by Shirien Stevens, of
The Knight Library at Oregon State University. In her position at The Knight Library, she
has been responsible for overseeing and executing numerous shifts, or moves, of the
library collection. Her presentation was a quick overview of the many steps involved in a
major collection shift.
The basic steps include:
• Get an overview of the current and proposed layouts
• Set up a planning team
• Measure the current collection and count the current shelves
• Count the number of shelves to be added
• Figure out growth distribution (how to allow for growth)
• Calculate the fill rate of shelves
• Keep library staff informed
• Gather supplies
• Make a timeline
• Train shifters, volunteers and/or staff
• Perform shift, monitor progress, allow for and fix mistakes
• Revise public information, i.e. maps and signage
• Celebrate the completed shift
All of the presenter's information may be found in greater detail on the OSU staff web-
site (www-vms.uoregon.edu/—sstevens/acs/shiftplan.htmi). This web-site would be a
valuable resource for anyone planning a collection move. Lessons learned at OSU,
available resources, and other libraries' experiences are among the additional
information to be gleaned from this site.
The Knight Library shifts were major shifts, involving multiple collections on multiple
floors of the library, often necessitating the need for several smaller shifts to be
occurring at one time. However, no matter the size of your collection move, the basic
steps, as outlined by Shirien Stevens, are likely to be a useful starting point. In all
instances, attention to detail and careful planning will go a long way toward a successful
collection move.
Session 3 and 4: Creating a Win-Win Agreement
Kristen Ketterer, a facilitator and mediator, led this session. In it, she laid out the
process for achieving a win-win agreement in negotiations. With a win-win agreement,
you try to negotiate on interests, not positions. Persons involved work together to
arrive at an agreement that satisfies all parties, not one that allows a particular party to
"win". Steps that are important when making win-win agreements include: listening to
the interests of the other party, stating your own needs and interests, identifying what is
most important to the parties, dealing with content (what is being asked for) and
relationship issues (trust, respect). Once the problem is defined, the parties can develop
options for mutual gain, select a solution, and follow the agreement through.
She stressed that relationship issues can have an impact on negotiations. Issues of trust
and respect may need to be dealt with in order to reach an agreement. The way parties
respond to requests can impact their working relationship. It is important to try to
understand the other person; often to really hear and to validate one another can open
up a negotiation. At the same time, verbal abuse has no place in a negotiation, no
matter your position in the relationship, working or otherwise. This point brings us
around again to the importance of trust and respect.
The second half of this presentation, or Session 4, was spent on an exercise titled, "Ugli
Eggs". For this exercise, the session participants divided into teams. Each participant
represented a person who needed an item that was in limited supply, which the other
person also needed. The goal was to engage in a negotiation, and ultimately, to strike a
win-win agreement. Once both parties clearly stated what they were interested, and as
the other party listened, it was clear that while both parties needed the same limited
item, each parry needed a different piece of that item. Once the problem was defined, it
was much simpler to develop options for mutual gain, to select a solution, and to follow
through.
At the end, the presenter allowed time for questions. Rather than questions, several
participants raised issues and situations that they were involved in at work. Most of the
situations involved conflict, whether between co-workers or supervisors. I felt that the
presenter/facilitator, Kristen Ketterer, did a good job of listening to the situations and
suggesting possible ways to approach them, i.e. steps to take, language to use to
diffuse situations, etc. She was calm and fair; she reiterated that she was only hearing
one side of the situation, which would not be the case in an actual mediation session. I
believe she would be a good mediator or facilitator to call into the workplace, if a
situation presented itself within a workgroup.
in closing, I would like to describe an exercise that she used at the beginning of the
session.
Put your pencil in the air,,now draw six-inch circles on the ceiling in
a clockwise direction. Slowly bring the pencil to eye level, while
continuing to draw the circles. Now lower your pencil to your chin,
still circling. Look at your pencil. is it still moving in a clockwise
direction?
Even though you haven't changed the direction that you are moving the pencil, it looks
different from a different perspective. In the same way, parties involved in a negotiation
may be talking about the same issue, but each brings their own unique perspective to
the discussion. When a (working) relationship is based on mutual trust and respect,
parties feel freer to state their needs and interests and to listen to the other person's
perspective, allowing the parties to arrive at a successful win-win agreement.
MEMORANDUM
CITY OF TIGARD, OREGON
TO: Melinda Sisson
FROM: Barbara A. White
DATE: July 20, 1999
SUBJECT: Oregon Library Association - Support Staff Division Conference
July 16, 1999, at Eugene, Oregon
Following are summaries of the sessions I attended at the conference.
Leah Black, Michigan State University Libraries, was the presentator for the
first session entitled "Working from home; a cataloger's story." She has been
telecommuting for five years.
Shev
ga e a brief explanation of how this came about and how it was working for
her situation. As she pointed out there are advantages and disadvantages to
doing this. It seems that this worked well in certain areas. There would need
to be specifics set in place to insure all phases were in accord.
She also pointed out that the various groups involved would need good dialog as
to the funding responsibilities for the cost of special equipment, installation
and maintenance of such a program.
There would need to be a great deal of cooperation between all parties involved
i.e. support staff, telecommuter and other necessary groups.
She can be contacted by: www.lib.msu.edu/blackl/
The second session was conducted by Shirien Stevens, University of Oregon, on
"Planning shifts of library collections. " She had many pages of charts showing
how this was done by the University when moving their collection between floors.
She indicated that very careful planning, good communication and team work was
extremely important to make this whole process a successful undertaking. She
also suggested that when shifting collections, it is best to use people who know
something about libraries.
She could not emphazie enough the necessity for careful planning, communication
between the groups working on the move.
Several members of the audience also related their experiences when they were
involved in shifting collections. All the information exchanged would be quite
helpful in planning such an undertaking.
P.2
Kirsten Ketterer, MAABS, OHSU, was the facilitator of the two sessions on
"Creating win-win agreements. "
She explained the necessary ingredients to achieve a win-win agreement. Her
presentation gave the three areas to focus on when dealing with this situation.
The group participated in several exercises to give us a better understanding
of this process.
She would be an excellent choice to act as a facilitator for anyone needing
this type of assistance.