06/17/2021 - Minutes City of Tigard
Tigard Public Library Board Minutes
g y
MEETING DATE/TIME: Thursday, June 17, 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;
Kate Ristau
Members Excused: Jim Ivler, Suzanne Sikora
Alternate Present: Gail Stephens
Alternate Excused: Helen Allen
Council Liaison: City Council President Heidi Lueb
Teammates Present: Halsted Bernard, Director of Library Services;
Margaret L. Reh, Confidential Executive Assistant
3. APPROVE MINUTES
The minutes from the May 20, 2021 Tigard Public Library Board meeting were reviewed.
No changes were suggested. Motion by Chris Allen. Second by Mary Bogert, to approve
the May 20, 2021 minutes as written.
Allen —Aye Bogert —Aye Edwards —Aye
Harris —Aye Ivler—Absent Ristau —Aye
Sikora —Absent
4. AGENDA ADDITIONS AND DELETIONS
No adjustments were suggested.
5. RECRUITMENT PROCESS FOR LIBRARY BOARD TERMS
Director Bernard described the changes to the recruitment process that took place this
year. The process was coordinated with teammates from City Management. A beta
program on NeoGov is being developed that will streamline the application and
interviewing process of City of Tigard boards and committees. This current recruitment for
Tigard Public Library Board MINUTES —Thursday,June 17, 2021
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov I Page 1 of3
our Library Board was a test run of the new program. City Management was able to receive
feedback from the applicants and will continue to fine-tune the process.
Three vacant positions for Board Members and one Alternate position were filled. Mary
Bogert has been re-appointed to a four-year term. Joining her are Candice Coleman and
Elena Knepprath as Members. Alan Smith has been selected as our Alternate. The official
City Council appointment by resolution is scheduled for June 22, 2021. Director Bernard
invited the Board Members to attend.
We will also be looking into adjusting the term ending dates of the Library Board to align
with other City of Tigard boards and committees. Most of these groups have terms
beginning January 1 and ending on December 31. Currently, the Library Board terms begin
on July 1 and run through June 30. This will be a lengthy process as changes will need to
be made to the municipal code and to the Board By-laws. All changes will need to be
presented to the City Council for approval by resolution.
6. LIBRARY OPERATIONS
An update was provided on programs, activities, personnel, and decisions made since the
May meeting.
We will be entering Service Level 4 effective Monday, July 5, 2021. This will allow more
people in the building, more services, and the building will be open for more hours. We
will be at 78% of our pre-pandemic hours of service. We will continue to provide curbside
holds pick-up service, but it will be limited to one parking space with one Library
teammate attending the post. Both inside building services and this curbside service will
run concurrently. We have three self-check machines and two more are on order, so
patrons will be able to self-serve with greater ease.
Our 15 virtual programs were attended by 491 patrons. There were 147 reference
questions answered by phone and 71 answered by email. Teammates at the Reference
Service Desk answered 971 reference questions! Tech Services added 3,263 new items to
the collection last month and processed new materials in an average of 14.5 days.
7. LIBRARY POLICY UPDATE DISCUSSION
A. Gift Policy and Donation Guidelines: This policy was last reviewed on 11/06/2008.
A decision was made at the 9/12/12 Library Board meeting determining this is a
guideline and not a policy. It was decided this would only be necessary to review
periodically instead of re-adopting annually. Current library management closely
reviewed the document to present a more concise rendering of expectations and
Tigard Public Library Board MINUTES —Thursday,June 17, 2021
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov I Page 2 of3
opportunities for donations and gifts in a policy. Donation guidelines were
incorporated into this policy. Discussion ensued.
Chris Allen pointed out that the reference to the unacceptable rating on video
media should be changed to read "videos with the NR, NC-17, or X rating".
Motion by Kate Ristau. Second by Shirley Edwards, to re-adopt the Gift Policy and
Donation Guidelines with the suggested change to the verbiage of the
unacceptable ratings on video media. Motion was approved unanimously.
B. Decommission Donation Guidelines: This policy was last reviewed on 09/12/2012.
Since the donation guidelines were incorporated into the newly revised and
adopted Gift Policy and Donation Guidelines, it was determined the Donation
Guidelines document could be decommissioned.
Motion by Chris Allen. Second by Mary Bogert, to decommission the Donation
Guidelines as the content has been absorbed into the Gift Policy and Donation
Guidelines document. Motion was approved unanimously.
8. APPRECIATION FOR BOARD MEMBERS WHOSE TERMS ARE ENDING
Director Bernard and the Board expressed their appreciation for the terms served by
outgoing members--Mary Bogert, Katie Harris, Suzanne Sikora, and Gail Stephens.
Director Bernard read When Giving is All We Have, a poem by Alberto Rios as a tribute to
their services to the Board and to the Tigard Public Library community.
9. OTHER BUSINESS
Gail Stephens thanked the Board for a great experience serving with them.
10.ADJOURNMENT
Chair Katie Harris adjourned her last meeting on the Board at 7:08 p.m. The next virtual
meeting of the Tigard Public Library Board is scheduled for Thursday, July 15, 2021 at 6:30
p.m.
Minutes submitted by: Margaret L. Reh
Date approved: July 15, 2021
Tigard Public Library Board MINUTES —Thursday,June 17, 2021
City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov I Page 3 of3