03/18/2021 - Minutes City of Tigard
Tigard Public Library Board Minutes
MEETING DATE/TIME: Thursday,March 18, 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 6:30 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; Kenny Asher,
Community Development Director;Nadine Robinson, Central Services
Director;Margaret L. Reh, Confidential Executive Assistant
3. APPROVE MINUTES
The minutes from the February 18,2021 Tigard Public Library Board meeting were reviewed. No
changes were requested. Motion by Jim Ivler. Second by Chris Allen to approve the February 18,
2021 minutes as written.
Allen—Aye Bogert—Aye Edwards—Aye
Harris —Aye Ivler—Aye Ristau—Aye
Sikora—Aye
4. AGENDA ADDITIONS AND DELETIONS
It was suggested to discuss Agenda Items 8A through 8C as a unit.
5. CONSOLIDATION PROJECT
Kenny Asher(Community Development Director) and Nadine Robinson(Central Services Director)
were invited to share an update on the City Facilities Consolidation Project. They presented an
overview of the project, explained why this has become a necessary project to pursue, and shared
some of the community engagement outreach activities that have taken place to date. Tigard is
growing and City facilities are aging, undersized, and need very expensive repairs and system
replacements. This project is being considered to meet the needs of our community now and into
the future.The idea is to consolidate city services in two new buildings that will save Tigard residents
money over time,improve the safety of our facilities, add affordable housing, and support a vibrant
downtown core.
6. DISCUSSION AND PREPARATION FOR JOINT CITY COUNCIL/LIBRARY MEETING
Chair Katie Harris recapped the discussion from the February 18 meeting. Chris Allen updated the
group on the status of film footage Jeanne Peloquin (Communications and Outreach Coordinator)
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has taken of various library operations. Chris was very excited about what Jeanne had submitted. He
will start editing the footage for the video. The next step is to develop what the text will be on the
screen.The group needs to start collating notes and let Library Director Bernard know what statistics
they would like to include. Chris can leave placeholders for the text with his initial editing. It was
decided this should be a three-minute video. The target date for completion is April 6, but there is
some flexibility for the video. Kate Ristau will pull priorities of the Strategic Plan into a draft form.
7. LIBRARY OPERATIONS
Library Director Bernard updated the Board on programs, activities, and decisions made since the
February meeting.Library leadership is actively making plans for the expansion of our services to our
patrons.The target date to increase services to Level 3 is late April.This would provide for a limited
number of patrons inside the library at a time, in limited spaces, during limited times. This will give
patrons access to materials to browse, self-service holds pick-up, computer, internet, and printing
services, as well as access to restrooms. We will continue providing Library Takeout services using
an alternate schedule to our in-building services hours. The extent of our services will be based on
our ability to provide excellent service with safety as our top priority.
To support our expanded services,we plan to recall a few volunteers to service. Katie Nelson will be
the volunteer supervisor during this time. We are also recruiting volunteers to be our beta testers to
see how our new systems flow.
An update on staffing and the recruitment process for open positions was provided.
Library leadership is partnering with Carla Staedter (Public Works Project Coordinator) on plans for
redesigning the Tigard Public Library outdoor space along the Fanno Creek Trail just north of the
library building.This will be a multiyear project. Staff met with Carla and consultants from a company
called Greenworks to discuss preliminary design ideas.
Plans are being put in place to refresh the landscaping in the front of the building. Volunteers are
being recruited to help plant native vegetation in the area.
Statistics for programs and circulation in February include 24,542 requests to fill holds. In
comparison, February 2020 was 12,907. Staff helped 4,735 patrons in Library Takeout services in
February 2021 compared to 5,031 the previous month of January 2021. This decrease was partially
due to Library Takeout services being closed from February 12-15`' due to inclement weather. Our
22 virtual programs were attended by 709 patrons. There were 409 reference questions answered by
phone and 161 answered by email.Tech Services added 1,585 new items to the collection last month
and processed new materials in an average of 11.8 days.
8. POLICY UPDATE DISCUSSION
A. New Policy: Circulation and Borrowing Policy,Decommission:Borrowing Materials and Library
Card Policies
By contractual agreement,the Tigard Public Library adheres to the rules adopted by Washington
County Cooperative Library Services (WCCLS) for registering borrowers, lending items,
assessing fees, and related matters, collectively known as the WCCLS Circulation Policy. Within
that policy, there are allowances for local options to some rules. The local options to these rules
chosen by the Tigard Public Library were presented to the Library Board for consideration of
approval in a new Circulation and Borrowing Policy. Also presented was a request to
Tigard Public Library Board MINUTES — Thursday, March 18, 2021
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decommission two existing policies—the Borrowing Materials Policy and the Library Card Policy.
The pertinent information in these policies are captured either in the WCCLS Circulation Policy
or the new Tigard Public Library Circulation and Borrowing Policy. A brief discussion ensued.
Motion by Suzanne Sikora. Second by Shirley Edwards, to decommission the Borrowing
Materials Policy and the Library Card Policy and to approve and adopt the new Circulation and
Borrowing Policy for the Tigard Public Library. Motion was approved unanimously.
B. Confidentiality of Library Records
The Board reviewed and discussed the Confidentiality of Library Records policy. This policy was
last reviewed on December 11, 2019. The policy has now been completely revised to reflect the
Tigard Public Library's adherence to WCCLS policy.
Motion by Jim Ivler. Second by Chris Allen, to approve and adopt the revision of the
Confidentiality of Library Records policy. Motion was approved unanimously.
9. OTHER BUSINESS
No other business was addressed.
10. ADJOURNMENT
Chair Katie Harris adjourned the meeting at 7:30 p.m. The next virtual meeting of the Tigard Public
Library Board is scheduled for Thursday,April 15,2021 at 6:30 p.m.This Board will be meeting with
City Council on Tuesday,April 20, 2021.
Minutes submitted by: Margaret L. Reh
Date approved: April 15, 2021
Tigard Public Library Board MINUTES — Thursday, March 18, 2021
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