01/14/1999 - Packet 0
AGENDA
TIGARD LIBRARY BOARD
THURSDAY, JANUARY 14, 1999 - 7:00 P.M.
TIGARD PUBLIC LIBRARY— PUETT ROOM
13125 SW HALL BLVD.
TIGARD, OREGON
1. CALL TO ORDER Beck
2. ROLL CALL: BECK_ CHAPMAN_ GUSTIN_ HARPER
HOKLIN IRWIN KASSON
3. Approve Minutes for November 12, 1998. Beck
4. Agenda Additions & Deletions. Beck
5. Call to the Public. Beck
6. Monthly Report for November and December 1998. Sisson
7. Friends of the Library Report. Burgess
8. Cooperative Library Advisory Board Report. Sisson
9. Collection Development Policy Revision. Sisson
10. Library Expansion Discussion. Sisson
11. Other Business.
12. Adjournment.
TO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL AND LEAVE
A MESSAGE AT THE LIBRARY(684-5886), IF YOU ARE UNABLE TO ATTEND.
Agenda items for future meetings:
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TIGARD LIBRARY BOARD
November 12, 1998
MINUTES
Call to Order: 7:00 p.m., by Vice-Chair Tammy Gustin.
Roll Call: David Chapman, Tammy Gustin, Lorin Hoklin, Nancy Irwin, and Sue Kasson.
Staff: Melinda Sisson.
Minutes: Chapman moved to approve minutes for October with the correction that
Kathy Smith received her MLS from Emporia State University, seconded by
Irwin. Motion passed unanimously.
Agenda Additions/Deletions: None.
Call to the Public: None.
Reports: October Monthly Report: During most of the month of October, WILlnet's
performance was unstable. On October 29, Gaylord consulted with Microsoft
and Compaq to determine the nature of the existing problems. As of October
29, the system has been relatively stable. The OPAC software was upgraded
and staff and patrons should see more improvements. Another version
upgrade is expected by January 1999 which should take care of most
functions that are not available now. Director reported there is confidence with
the system that it will perform what was expected when it was purchased.
Kathy Smith was selected as the first Adult Services Specialist for the Readers
Services Division. Circulation has completed its lengthy process of hiring
three new employees; Terri Hayes, Cassie Maringer, and Ann Shincovich.
During the City's annual Make a Difference Day on October 24, ten volunteers
helped shelf read and dust shelves. This made a great difference for staff
trying to locate materials due to the backlog of books waiting to be shelved
created by the Polaris installation. It was reported that the Adult Reading
Program kick-off, "Gateway to Paradise," was the most successful ever. The
program appears to be running smoothly. On October 11, Technical Services
staff, a portion of Readers Services staff, and the Volunteer Coordinator areas
were relocated. The volunteer workspace located in the workroom has yet to
be arranged to maximize space use. The Channel 2 Neighborhood News
Watch Team was at the library to report on the Homework Center. The
Homework Center will be relocated to the Teen Area until attendance requires
a larger space. Ten volunteers have been lined up as tutors. A few staff
members attended the annual LINCC (Library Information Network of
Clackamas County) conference. Topics the of conference are geared toward
para-professionals.
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Cooperative Public Library Services Agreement:
Director distributed the proposed reimbursement formula modifications for the new
WCCLS contract. Tigard is serving nearly a population of 49,000. With the current
formula, when Tigard Library reaches 50,000 service population, the WCCLS
reimbursement will drop approximately $20,000 because of the "adequate" open hours
standards. Tigard is currently at an excellent level. A subcommittee of CLAB members
will review the standards for compensation of service areas and the size of the library.
Most libraries expressed approval of the proposed formula, but were concerned with the
open hours reimbursement portion and the money reimbursed per circulation which
dropped from $1.82 per item to $1.55 per item. However, reimbursing for volumes of
materials added to the collection was favorable. The outcome of this new reimbursement
will play a major role, when in the next couple of years, a cap on the reimbursement may
be reached.
Friends of the Tigard Library: The Friends spent most of October campaigning for the
Facilities Ballot Measure. The library will receive a $5,000 grant from Trust Management
Services, LLC for the Teen Area. The Friends invested in library staff by providing chair
massage therapy to help relieve some of the stress related to the installation of Polaris.
The Friends will be conducting a New Book/Gift sale November 13th and 14th. Staff and
patrons will be able to choose books and gifts from samples and order through a catalog.
Items will be delivered December 4th.
CLAB: The contract with Gaylord for the purchase of the Polaris system was $509,000.
So far, WCCLS has only paid $105,000 of that cost. WCCLS is negotiating with Gaylord
and expects to amend the contract as a result of the delay in activating Polaris. Director
reported that the Tualatin Public Library has seen a decrease in issues relating to their
Internet access. The Tualatin Public Library is discussing the revision of their Internet
policy. The statistical report of the MIX Agreement (shared services contract with
Multnomah, Clackamas, and Washington Counties) will be postponed due to the
Washington County on-line system being down for four months. The statistical report is
produced twice annually.
Ballot Results:
The Executive Staff members for each City department met to discuss the reasons why
the Facilities Ballot Measure did not pass and what may happen with future plans for
space needs. Director reported that the library staff also met to discuss the results of the
election. Staff concluded that if more time was given to the Facilities Ballot Measure and
making enough information available to the public, that it may have passed. Staff brought
up many issues as to why the ballot measure did not pass. The consensus of staff is to
wait it out with the current building until a measure is passed to build a new library facility.
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Facilities Planning:
Director reviewed sketches of the present library building with the Board that showed an
addition to address future space needs. Also reviewed were two sketches of a 40,000
square foot structure incorporating the original library. This, however, did not take into
consideration any other City facilities, or parking issues. The Board discussed the results
of the ballot measure and what could have been done and what to do next time.
Other Business:
• Gustin asked about community service opportunities available for the 1st grade Tigard
Cub Scouts and the 3rd grade Brownie Scouts.
• Board discussed the resignation of Volunteer Coordinator, Jean Lindsay. It was
decided to cancel the December 10th Library Board meeting to have a retirement
reception for Jean Lindsay. Board continued the discussion of the retirement
reception in further detail. Director will seek approval to fill the position at 20 hours per
week.
Adjournment: It was moved by Irwin, and seconded by Chapman to adjourn the meeting
at 8:45 p.m. Motion passed unanimously.
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MEMORANDUM
TO: Bill Monahan, City Manager
FROM: Melinda R. Sisson, Director of Library Services
DATE: December 21, 1998
SUBJECT: Monthly Report, November 1998
• WlLlnet: WlLlnet continues to take a great amount of time and patience to use and
has increased the workload of every library employee. While response time and
stability improved in November, holds and anything other than a clean transaction
are time-consuming because of the system's shortcomings. There was a brief trial
mailing of hold notices before problems were discovered and the process was
discontinued. WCCLS and Gaylord are working to resolve this recent snag in the
system. The need to call holds adds about 2-4 hours/day to the circulation
workload, because we first have to look up all the patrons' phone numbers, then call
each of them. Volunteers are performing some of these duties, but the bulk of the
burden falls upon the Circulation staff. Circulation staff has been less available to
assist Readers Services staff with OPAC training and support. The self-checkout
machine has also been idle since August: This translates to 13,000 circulation
transactions per month once again coming through the regular checkout line. While
the entire staff is exhausted by the additional workload, they have continued to
provide the best service possible to our patrons. Kathy Smith developed
instructions for patrons to use when searching information. Complaints about the
new WlLlnet have dropped considerably. Volunteers assist new users at the
OPACs, check-in materials, and help with general processing of materials. The
Library Directors Board and the Cooperative Library Advisory Board have both
encouraged WCCLS to seek some firm delivery dates in an addendum to the
existing contract. The next release should be shipped to WCCLS in January for
testing and then installed in local libraries by the end of January. I've attached a list
of what is expected in this next release. I've just learned that the self-checkout will
not be included in January and that there has been no new date set as of yet.
Beaverton and Tigard Libraries are the only two with these machines. Continuing to
work out software glitches is still the best solution. To do anything else (i.e., issue
RFP for another system) would take a minimum of 12-18 months.
• Personnel: We learned in November that our Volunteer Coordinator, Jean Lindsay,
would be retiring as .of December 11. Jean volunteered for the Tigard Library for six
years before accepting the Volunteer Coordinator's position in 1992. A reception in
her honor is planned for December 10. Recruitment to fill this position is underway.
Staff morale has been challenged by the frustrations surrounding Polaris. The bright
spots in Circulation are three new employees, who initially seem to have taken the
Polaris problems in stride. Two of them had experienced library online system
migrations in previous jobs, so they came equipped with intestinal fortitude. However,
one Circulation staff could not endure the ups and downs related to Polaris and
resigned. Melanie Fraser left November 24 and recruitment is underway to fill her
position.
• Building Repairs: Work on the peak windows on the East side of the Library began
November 27 and is expected to continue through December. Planning for this work
has been challenging since some of it involves public areas with shelving and books
to relocate. We have arranged to lease rolling book shelves that will remain on the
floor for patrons to access. Public Works has moved furniture from one office and will
move all the furnishings from the lobby and shelving along the South wall in
December. We do not anticipate having to close the Library during these repairs.
• Review of Space Needs: At the Mayor's request, I have asked the Library staff,
Board, and Friends to consider what they believe the most critical space needs are
for the next four to six years. While staff needs are important, it would be difficult to
ignore the shortage of floor space to expand any of the materials collections as well
as increasing demand for the Puett Room for programming which decreases quiet
study space for our patrons. Patrons, especially on the weekends, complain about
the noise and the lack of quiet work or study space. I will have a proposal ready for
the Mayor no later than February 1, 1999 as requested.
• Technical Services: For the first time since July, the Library has begun to purchase,
process, and catalog new materials. This was not possible until the Polaris software
installed at the end of October provided stability to the WlLlnet system and
response time improved significantly. Diana reports that 394 items were received
and 1,889 items were added to WlLlnet. In December, staff from every division will
be adjusting their schedules to accommodate the "best" time of day to catalog and
locate items on request to fill holds lists. Saturday and Sunday mornings and most
evenings have been identified. A few staff have been authorized to pick up extra
hours during this clean-up period. Acquisitions will step up the ordering of new
materials in December putting pressure on the "clean-up" crew to clear the backlog
of items from the rolling shelves where they have been stored since July. Erik and
Diana have spent every weekend adding magazines and journals to WlLlnet so they
can begin to circulate issues that had been backlogged. Dianne and Mary have
begun to print labels using the laser printer which is much more efficient than typing
them individually. Technical Services has requested one or two volunteers to assist
with Kapco covering of new books. Technical Services staff can then devote their
time to some of the more technical work using Polaris.
.' 0
• Statistics: Circulation statistics were not available from WlLlnet and won't be
available before February 1, 1999 with the new release of Polaris software. WCCLS
will use statistics for the first seven months of 1998 and the prior year's August
through December circulation statistics plus an increase of at least six percent to
calculate the August through December 1998 circulation statistics for the purpose of
the WCCLS funding formula. The weekend Circulation staff report that statistics
have most certainly increased over previous years from their observation of library
usage and check-out lines.
• Long Range Financial Plan: Adjusting the Library's long range financial plan
expenditures and revenues was challenging since the outcome of the ballot
measure for facilities was not ,known until after Wayne's deadline. I have since
made two additional adjustments based on the information provided. The last
assumption did not include any additional space for the Library until FY 2005/06.
Should we identify a short-term space solution, I would like to revisit these estimates
once again.
• Youth Services: Twenty children's programs were held during the month of
November and were attended by 219 adults and 332 children. Terri enticed children
to visit bookshelves by arranging a "Find a Leaf' contest where children searched
bookshelves for fall leaves. Marin offered seven YA programs with an attendance of
87 young adults. The Homework Center is increasing in attendance since it was
moved to the YA Area of the Library and word processing and other computer
programs appropriate for this activity were installed on two computers.
• Adult Reading Program: This was one of the Library's bright spots in November. A
total of 255 people participated in our Fourth Annual Program. Last year, 280 people
participated, but 32 were young adults. Since the program was not open to young
adults this year, our totals for adult participation still increased - 255 compared to 248
last year. A committee of staff and volunteers planned and executed a delightful
Shangri-La Soiree. Ninety-six people RSVP'd; nearly all of them braved an Oregon
deluge to enter Shangri-La. Including the authors and their guests, we served
approximately 100 people. The surveys indicated overwhelming support for the
Tigard Water Building as a best site for the gala. I concur with Paula, Kate, an the
staff committee that this is one of the best adult programs Tigard Library provides, not
only focusing on reading for pleasure, but also enhancing the camaraderie among
readers and with the library staff.
• Reader Services: The Web version of The Oregonian and InfoTrac periodical indices
are now available via WlLlnet. Kathy Smith demonstrated the use of The Oregonian
at the WCCLS November Reference Committee meeting. Reader Services Librarians
are once again conducting WlLlnet classes; these were suspended in October
because of system downtime. Reader Services Librarians accepted an offer from
Borders Books to tour their "back room" and select already discounted books at an
additional 20 percent off. Borders Books is interested in partnering with the Library as
Powell's has. Purchasing programs will be evaluated along with other vendor services
already in use.
• Historical Collection: Tony reports that he was able to arrange for a professional
photographer to take photographs for the local history collection. Chris Christianson is
now retired and used to take photographs for a local historical society in Ohio. Tony
also acquired free back issues of the Oregon Historical Quarterly from the Oregon
Historical Society during their open house.
• Training: Reader Services Librarians attended training on MAGIC/GIS to improve
their knowledge of searching for answers to patron's questions while staffing the
reference desk. Additionally, mother session of Access database software training
was provided. Technical Services received additional Polaris acquisitions and
cataloging training at WCCLS in November since so much time had lapsed between
the original training and actually having the ability to use the software.
• Volunteers.-
Volunteer
olunteers:Volunteer Type Number Hours
Adult 83 702.00
Young Adult 11 24.50
Local/Oral History 1 8.50
Adopt-a-Shelf 2 5.00
Library Board 5 10.75
Community Service 4 17.25
Friendly Visitors 5 17.75
Tutors 8 49.50
Total 119 835.25 = 4.82 FTE
' WORK INDICATORS EMBER 1998 NOVEMBER 19 NOVEMBER 1996
Circulation
Adult Materials 23,692 22,911
Juvenile Materials 27,434 22,171
Total 51,126 45,082
Days of Service 24.5 24.5 25
Average
Daily Circulation 2,087 1,803
Hours of Service 246 241 244.5
Materials
Circulated per Hour * ; 212 184
Increase in Circulation 13.4% Q '0'
Materials Added 795 Materials added for
Withdrawn 478 1,481 November 1998 now
reflect serials ads{ad of
Borrowers Registered 337 totaling orally reported 1,469.
the orig
Adult Programs 150 451 N/A
(Number of sessions) (9) (13)
Story Time 108 425 548
(Number of Sessions) (7) (17) (19)
Toddler Time 98 216 170
(Number of Sessions) (5) (11) (8)
Special Programs 614 130 144
(Number of Sessions) (17) (1) (5)
Children's Computer 72 N/A N/A
Word Processor 124 N/A N/A
Internet Users 1,482 612 61
Visitors est.
(Gate count divided by 2) 19,491 20,207 14,119
Increase in Visitors -2.8% 43.1% gate not operational
part of month (1996)
Fines/Fees Collected $1,042.53 $4,931.76 $4,177.08
Gifts Received $ .00 $ .00 $ 10.90
* No statistical report from WCCLS was generated due to WILI downtime.
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DATE: 12/8/98
TO: Library Directors
FROM: Barb Kesel
RE: Polaris Release 1.3 Functionality List
Below is a list of items Gaylord expects to include in Release 1.3. They stress that it is a work-
in-progress until they freeze the code later in December. Contents of the Release are subject to
change so that they can keep to the agreed upon release schedule.
System Administration
1. Integration of Privileging Issues with other subsystems.
2. Privileging capabilities will vary from one subsystem to another.
3. Hierarchy/Object Workform for creating new branches, collections, etc.
4. Table Editor.
5. Deletion capability for all objects but System, Library, and Branch. 4 p
Patron Services — :Iient
1. Renewals (from staff o ).
2. Circ on the Fly with Brief Bib Creation.
3. Item Level Holds.
4. Multiple City/Same Zip Code Fix.
5. Automatic Check-In (Single step checkin of overdue items).
6. Hold Queue by Title (in staff client from the bibliographic record; will list activation date,
patron barcode, priority).
7. Title (Using Browse Heading) at Checkout.
8. Offline: Hourglass displays when uploading files.
9. Claims against Patron records (claimed returned).
10. Intra-Library Loan: Polling Sequence (polling sequence in current version is not working
and this is a fix).
11. Telephone Notification.
12. Ability to delete patrons.
13. Year End Processing of Item and Patron Statistics.
Moil: PO Box 5129, Aloha, OR 97006 • Location: 17880 SW Blanton St., Aloha,OR 9 (503)642-1544, Fox 591-0445, TDD# 690-7755
OPAC
�. Encapsulate Customizations.
2. Update HTML Client.
3. HTML Search Transactions (system will log number and type of searches).
4. Host Multiple branches on one web server(does not include collection level searching).
5. Update Patron Access (to reflect centralized or distributed databases) to include: Items
Out/Details; Fines & Fees/Details.
6. Version Control between Staff Client and OPAC Client.
Cataloging
1. Modifying authority records and updating linked bibliographic records / authority records.
2. Deleting authority records and updating linked bibliographic records / authority records.
3. Linking bibliographic and authority records across the database.
4. Linking authority records to each other across the database.
5. Linking authority records to each other during create/modify.
6. Saving bibliographic and authority records as final despite validation, authorization (for
bibliographic records), and reference (for authority records) errors.
7. Re-writing Create/Modify/ Checking methods for bibliographic, authority, and item
records and templates, both in support of#6 above and for consistency and uniformity.
8. Adding and removing records from record sets from the record set Workform.
9. Adding records to a record set from bibliographic, authority, and item record hit lists.
10. Importing authority records.
11. Improve performance/ deadlock situation during create/modify of bibliographic and
authority records by separating un-indexing, saving, and indexing into different
transactions and performing indexing "after the fact"rather than as part of the save
(improve response time for saving bib records).
Reports
List of reports available for 1.3:
Acquisition Fund Status
Acquisition Funds by Fiscal Year
Active Reserves
:= Author Headings
Circulation by Material Type
MARC Count
➢ Patron Count
Item Count
Expired Patrons
Held Reserves
Item Count by Status
On Order Items
Patron Circulation
Patron Register
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➢ Purchase Order Line Items
➢ Provisional Items
➢ Provisional MARCs
➢ Subject Headings
YTD MARCS Imported
➢ YTD Patron Registration
➢ Patron Register
➢ Patron Partial Data
➢ Patron Count
➢ Count of Records
➢ Item Counts by Status n „
➢ Temporary Item Records
➢ Headings List _
Pending for 1.3:
➢ Daily Statistical
➢ Monthly Statistical
➢ Yearly Statistical
K_➢ Patron Circulation,
➢ Overdue Items
➢ Long Overdue Items
➢ Reserve Items
➢ Circulation Data
➢ New Additions
➢ Duplicate Records
Acquisitions
1. Support single line item payment from the Invoice.
2. Support single.line crediting from an Invoice (button and right-click).
3. Support multi-select line item payment from the Invoice (button and right-click).
4. Support multi-select line item crediting from the Invoice (button and right-click).
5. Property sheets made available (Properties display for each object).
Serials
1. Deleting an Issue, with and without prediction.
2. Un-receive an issue.
3. Prediction Re-vamp including chronology date format modification and allowing
prediction for multiple issues at the same time.
4. Allow prediction to happen whenever the user toggles the Auto-Prediction from No to Yes.
5. Item Record Generation on Check-In.
6. Copy Record Workform Revision.
7. Enumeration support for single digits and letters.
8. Add Issue prompts the user to predict from their items.
9. Property sheets available (Properties display for each object).
Four-year-olds fair sh® s rage of child carp choices
Daniel Lien and �� r, ;i✓ –r* .W r
Sam Olson play ,. tyy,: f
their kazoos for �.
Julia Riffle,16, ■Parents can meet providers face to face questions of area providers all in the same Child care experts advise parents to thor-
in the Little ", r f spot.Terri Smith,a senior library assistant oughly check out possible providers to find
t ` at the Tigard Public Library's annual
Tigers ; to for youth services, expects about 15 the best possible arrangement.They shared
.� preschool care fair
Preschool. Riffle -1 tj :'xt y` x preschool and child care providers,mainly the following suggestions as a start of issues
is a junior at 1 g i.. + i* from Tigard and surrounding areas,to take for families to consider:
,- By MAYA BLACKMUN part.Smith said the library also has materi-
Tirard High 1 �; Think through your needs. 'Think
School,which 1 , or The Oregonian stair als to guide parents in their search for child till•ough what setting the child thrives in,in
houses the 111 cal•e. terms of number of other children,overall
preschool 4 s �'' ; ki; 0 TIGARD—Parents often have a tough The fair is from 10 a.m.until noon in the philosophy and activities. Holy does that
e�
_ 1 _ time finding the right preschool or child library's town hall meeting room,13125 S.11. mesh with the family's beliefs and goals?Is
' and the Tigard Public Library is trying Hall 111ed.,Tigard. it best to have the child near home ora par-
care,s ` yt .:,'' to help. Free child care and door prizes will be ent's workplace and is the provider conve-
o �} The library is holding its eighth annual available during the event.More than 200
t f preschool fair on Jan.23. Parents can get people have attended the fair in past years, Please turn to
brochures,browse display tables and ask Smith said. CARE,Page 7
KATHRYN SCOTT OSLER/Tne Oregonian I'
care: Training, staff, programs and atmosphere are important
iE Continued from Page 1 cations. that's the level and h6w being held or rocked? How much them. Ask questions and verify your child in terms of age,personal- question.Good providers want to be
niently located. recent is the training in child devel- time will a toddler spend watching your own impressions. ity and development? sure that arrangements work the
opment, nutrition, first aid and ap- television or videos or engaged in Check it out, in person, more Make sure the rates or other best way possible for everyone. Re-
Get more information about plicable state training require- an activity? than once. In addition to an initial requirements are clear and in evaluate the care down the line,in a
regulations. Not all child care is merits? Does the provider belong to Clarify discipline practices. tour, visit unannounced. Get a feel writing. Higher rates don't neces- month,six months,yearly.
regulated. Some are inspected and a child-care professional group?Call Does this mean discussions, loss of for the atmosphere. Do the adults sarily mean better care, but many Does your child seem pleased with
some are not.Double-check with the the organization to verify this.How privileges, timeouts, spankings? Is seem composed and the children find a provider's greater training the care and seem to be learning
Oregon Child Care Division.800.556- does the provider screen the adults there a place for a misbehaving content?Are there enough adults to and experience worth it. If parent new things?Look to both verbal and
6616,about the various topes of care caring for the children? child to spend some time alone?For attend to the children adequately involvement is required, find out nonverbal messages such as con.
and what the accompanying}'ins regula- �i'hat's on the daily schedule? how long and how will the child be and to meet any state requirements. what it is — such as helping with stant resistance to going in the
Is the noise level an inviting one, supervising, fund raising or other morning and consistent returns
tions are. that are the check-in and check-out supervised? How does the provider
not so loud the children are clearly tasks—and make sure you can ful- home in a sad,fussy or blase mood.
Find out the provider's philos- procedure and holy are children let parents know if there's been a
ophy and rules. Is it academic? greeted and dismissed? What food problem, if a child has been injured out of control and not so quiet to fill the commitment. And that goes The Oregon Child Care Resource
More geared toward fun?Or a mix? and snacks will be served? or has harmed another child9 show children are inhibited? How for paying on time and letting the & Referral Network. 800-342-6712,
quickly are the children's needs at- provider know as soon as possible has materials and tips on looking
Does the provider encourage parent Is there a mix of activities, quiet �4'hat's the provider's philosophy in tended to? Do they get also get a about vacations and changes in for child care and local referral
visits and have an open-door polio-? and mobile, fun%and educational? working out ongoing issues with chance to work and figure things plan. agencies.Child Care Atvare,80 �-1-
What's the policy if a child is sick? How much time will a baby or in- families? out on their own?Do the other,chil- Leave no worry nagging. Go 2246, offers a free brochure
Ask about training and qualifi- fant spend in a crib or playpen or Ask for references and check dren seem to be a good match for back for another visit, ask another to look for in quality child car