01/21/2021 - Minutes City of Tigard
Tigard Public Library Board Minutes
MEETING DATE/TIME: Thursday,January 21, 2021 6:30 p.m.
MEETING LOCATION: Virtual Teams Meeting with Phone Bridge for public listening
1. CALL To ORDER:
Chair Katie Harris called the meeting to order at 6:39 p.m.
2. ROLL CALL
Members Present: Christopher Allen,Mary Bogert, Shirley Edwards, Katie Harris,
Jim Ivler, Kate Ristau, Suzanne Sikora
Alternates Present: Helen Allen, Gail Stephens
Council Liaison: Heidi Lueb
Staff Present: Halsted Bernard,Director of Library Services;Margaret L. Reh,
Confidential Executive Assistant
3. GROUP PHOTO
Since this group of Board Members have not met in person due to the COVI13-19 pandemic, we
have not been able to take a group photo. So tonight,we took a photo of the Teams Grid of the nine
members of the current Board.This photo will be posted on the City website.
4. APPROVE MINUTES
The minutes from the December 17,2020 Tigard Public Library Board meeting were reviewed. No
changes were requested. Motion by Suzanne Sikora. Second by Chris Allen to approve the
December 17, 2020 minutes as written.
Allen—Aye Bogert—Aye Edwards—Aye
Harris—Aye Ivler—Aye Ristau—Aye
Sikora—Aye
5. AGENDA ADDITIONS AND DELETIONS
There were no suggested changes or deletions.
6. DISCUSSION AND PREPARATION FOR JOINT CITY COUNCIL/LIBRARY MEETING
Chair Katie Harris reminded the group that we were not able to meet with the City Council in 2020
due to COVID-19 restrictions. Chair Katie Harris asked Library Director Bernard what her thoughts
were on meeting with the City Council this year. Library Director Bernard shared the importance of
coming before the Mayor and Council to let them know how much has been accomplished by Library
staff during this pandemic. It was suggested to present a"behind the scenes"look at how we deliver
services to Tigard community members during the pandemic.Jeanne Peloquin(Communications and
Outreach Coordinator) can help with the video footage for this project.
Tigard Public Library Board MINUTES —Thursday,January 21, 2021
City of Tigard I 13125 SW Hall Blvd.,Tigard,OR 97223 I 503.639.4171 1 www.tigard-or.gov I Page 1 of3
We would like to incorporate a speaking component along with the behind the scenes footage. We
could also show what is happening at the end of the process, outside the Library, as the items are
delivered with our Library Takeout services. We could start with following the process of a patron
requesting a hold from their computer—and follow that item through the process until it is delivered
to the patron. Metrics and statistical data could be overlaid with the footage.
We want to reinforce how the Library has been a lifeline for the community during this time. It was
suggested that we have a patron make a phone call from the parking lot and include Take and Make
bags and other items representing the services that are being provided to the public.
Library Board Member Chris Allen offered his help with the video editing. Chair Katie Harris and
Library Board Member Kate Ristau also want to work on the beginning stages of this process. Council
President Lueb shared her thoughts that this would go over well with the Council—we are setting
the bar high for future presentations. She expressed appreciation for how the Library has adapted to
serve our community during this pandemic. It has been hard on patrons as they can't come in and
pull items off the shelves for themselves, but staff has truly stepped up to help. Library Board
Member Jim Ivler commented on what a great job staff is doing with interlibrary loans.
Library Director Bernard informed the Board that early in the pandemic when we were in lockdown,
Circulation staff contacted over 10,000 patrons via email to see how they were doing and to advise
them of new protocols. There was also a group of staff members who called patrons who did not
have an email address on record. This was an excellent example of the exemplary customer service
staff has been extending to our patrons.
We also considered including information about the Library Strategic Plan. Results from the current
survey of our patrons will be compiled soon and could be included.
Staff will have Jeanne Peloquin (Communications and Outreach Coordinator) get into contact with
Library Board Members Chris Allen and Kate Ristau, and Chair Katie Harris to initiate preliminary
planning. We have a story to tell. We need to come up with ideas for our beginning, middle and
ending of this story.
We will need a lot of footage to work from. We have some creative staff members. It was suggested
to look into the Library of Things (LOT) at other libraries for editing kits, lighting tools and other
filming related items.
Chair Katie Harris asked the members to be thinking about the overall structure of the presentation.
This discussion will continue at the February 18th Library Board meeting.
7. LIBRARY OPERATIONS
Library Director Bernard updated the Board on activities and decisions made since the December
meeting. She went over the Service Levels the library is operating at and the protocols the library is
following to comply with the guidance and best practices set out by the Washington County Public
Health Department, Oregon Health Authority, and the City of Tigard.
A detailed update on staffing and the recruitment process for open positions was also provided.
Tigard Public Library Board MINUTES —Thursday,January 21, 2021
City of Tigard I 13125 SW Hall Blvd.,Tigard,OR 97223 I 503.639.4171 1 www.tigard-or.gov I Page Z of3
Our volunteer program remains suspended, as it has been since March 13, 2020. Currently,we only
have remote volunteer opportunities available.
Library Director Bernard shared some of the statistics for programs and circulation.We helped
2,278 patrons in Library Takeout in December. Our 19 virtual programs were attended by 438
patrons.There were 307 reference questions answered by phone and 138 answered by email.
Library Director Bernard shared the good news that effective January 26, 2021,WCCLS will go fine
free.There will be no fines assessed for overdue books. Patrons will continue to be charged for the
cost of a lost book if items are not returned to the library.
The City Manager position has been filled by Steve Rymer. His first day with the City of Tigard will
be February 1, 2021. He is currently the City Administrator for the city of Rochester,Minnesota.
More information about Steve Rymer is on our website at https://www.tigard-
or.gov/city hall/city manager recruitment.php
Kenny Asher (Community Development Director) and Nadine Robinson (Central Services
Director) will be attending the March 18,2021 Tigard Public Library Board meeting to provide an
update on the City Facilities Consolidation Project.
8. OTHER BUSINESS
Library Board Member Kate Ristau mentioned that she and Jeanne Peloquin (Communications and
Outreach Coordinator) were featured on the City of Tigard Talking Tigard program this past month.
They discussed the current services offered by the Library; the update of the Library's strategic plan;
and the current survey available for input from community members for the Library's strategic plan.
She encouraged the Board to listen to the podcast if they have some time to spare. It is located at:
https://tigard-or.gov/42odcast/
Congratulations were extended to Council President Lueb on her recent appointment as our City
Council President.
9. ADJOURNMENT
Chair Katie Harris adjourned the meeting at 7:22 p.m. The next virtual meeting of the Tigard Public
Library Board is scheduled for Thursday, February 18, 2021 at 6:30 p.m.
Minutes submitted by: Margaret L. Reh
Date approved: February 18, 2021
Tigard Public Library Board MINUTES —Thursday,January 21, 2021
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