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11/10/2011 - Minutes TIGARD PUBLIC LIBRARY BOARD MINUTES Thursday, November 10, 2011 Call to Order: 7:00 p.m. Roll Call Present at the meeting: Board members David Burke, Laura Cadiz, Scott Hancock, Linda Monahan, Dan Snyder, and John Storhm; Alternate Katie Harris; Library Director Margaret Barnes and Executive Assistant Alison Grimes. Cecilia Nguyen was excused. Minutes The October 13, 2011 Board meeting minutes were reviewed and, there being no additions or corrections, were approved as read. Motion — Hancock Second — Cadiz Burke — Abstain Cadiz — Aye Hancock — Aye Monahan - Aye Nguyen - Excused Snyder— Aye Storhm —Aye Agenda Additions and Deletions Recognition of George Burgess; January through March excused absence request for Monahan added to Other Business. Call to the Public Teresa Dexter, Circulation Assistant, was tonight's staff guest. With the Library since 2007, Dexter started out as a Library Aide, but when the Library Assistant position opened up several years ago, she applied and was hired. Although she misses shelving, as that is a large portion of an Aide's function, Dexter loves her job. She also works as an On-Call at the Murray Scholls branch in Beaverton. Library Operations October's monthly statistics were handed out by Barnes. There was a large attendance at the recent Holocaust program, a yearly program offered by the Library. Bookmarks for the December 2nd Gadget "Petting Zoo" were distributed. Barnes mentioned the upcoming annual Library survey and noted that one of this year's questions may ask patrons about e-books. She passed out an article on e-readers and whether or not they were changing people's reading habits. The RFID (Radio Frequency Identification) project is moving along. A vendor should be chosen for the project in the next month. The City Manager, Marty Wine, begins on December 1s'. She is tentatively scheduled to attend the Library Board meeting in January. TIGARD PUBLIC LIBRARY BOARD MINUTES Thursday, November 10, 2011 Board Suggestions for City Council Goals City Boards and Committees are asked yearly to submit future City goal suggestions to City Council who will then review and choose. Barnes reviewed the current goals and Burke asked members for ideas. Instead of submitting several suggestions, it was thought that offering just one good suggestion was a better idea. Campus parking was suggested ("campus" is considered the area between the Library and City Hall or even the Public Works facility) as a possible City Council goal. Monahan, along with Burke, will draft the suggestion and email it to the rest of the Board. Board goal suggestions must be turned in to City Council by the end of the month. Library Policies Review The Board revisited the Exhibit and Display policy for final change suggestions. For review at the December meeting, Storhm suggested that 1 B and 2A mirror each other; his suggestions in each section will be noted in green for clarification for the Board. In Section 1 B, individual r will be added after "...provided on an equitable basis to any such individual or group which..." to match the previous suggested change. With these changes, the section would read as follows: When not being used to promote library-related or City of Tigard activities or services, display and exhibit spaces are available to individuals or community groups engaged in educational, cultural, intellectual or charitable activities and will be provided on an equitable basis to any such individual or group which goes through the application process. The library reserves the right to designate and limit space, size, and location of displays or exhibits. Section 2A, which currently reads: Displays are accepted at the sole discretion of the staff contact person and/or the Library Director. They should be designated as expressions of culture, have educational value, and promote the use of the Library. will be revised to more closely match Section 1 B, at Storhm's suggestion. These changes will be reviewed during the December meeting and then submitted to the City Attorney for final review. It was also requested to check with the City Attorney regarding the addition of a non-profit clause in regard to the Friends of the Library. The next policy for review was the Library Use policy. The Board suggested that (per Library Cell Phone Policy) be removed from the last sentence in bullet #3. The change will be made and reviewed in December. Next, the Interlibrary Loan policy was reviewed. It was suggested to rephrase the final sentence under the Policy section so it reads better. The sentence currently reads: TIGARD PUBLIC LIBRARY BOARD MINUTES Thursday, November 10, 2011 The Tigard Library limits patrons to 5 active Interlibrary Loan requests at any one time in order to maintain the quality of service. The sentence will be re-written and the policy reviewed in December. Finally, the Posting and Distribution of Materials policy was reviewed. The only suggested change was to the third bullet from the bottom which was to add "or within 45 feet of the building"at the end of the bullet. This change will also be done and the policy reviewed in December. Policies for review in December will be: Confidentiality of Library Records Social Media Other Business • Barnes distributed a copy of an electronic news release from The Hillsboro Argus regarding a search for volunteers for the establishment of a library in the unincorporated community of Aloha. • After receiving the news of the passing of George Burgess, a long-time, dedicated Friend of the Tigard Library, the Board discussed ways to recognize Burgess for his years of service to the community ("George Burgess Day" Council proclamation, naming the Community Room in his honor, etc.). • Monahan notified the Board that she will again be teaching and, due to class scheduling, will miss the January, February and March 2012 Board meetings. Adjournment: There being no further business, the meeting adjourned at 8:23 p.m. The next Library Board meeting is scheduled for Thursday, December 8, 2011 at 7:00 p.m. in the Conference Room at the Tigard Public Library, 13500 SW Hall Blvd.