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11/13/2024 - MinutesTigard Public Library Board Minutes – November 13, 2024 TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, November 13, 2024 – Page 1 of 6 1. BOARD MEETING A. At 6:33 p.m. Board Chair Ristau called the Tigard Public Library Board Meeting to order. B. Board Chair Ristau called the roll. C. Call to Board and Staff for Non-Agenda Items – None. 2. PUBLIC COMMENT A. Follow-up to Previous Public Comment: None B. Public Comment – Written: None C. Public Comment – In Person: None D. Public Comment – Phone-in or Video: None 3. APPROVE MINUTES A. Board Member Stoffel moved to approve the Library Board minutes for the October 9, 2024, meeting. The motion was seconded by Board Member Bogert, and the motion passed unanimously. 4. ICEBREAKER Library Director Bernard asked everyone in attendance the icebreaker question: If you could see (or read) one movie (or book) again for the first time, which would you pick? 5. MEET THE TEAM MEMBER: JESSICA FREDRICKSON, YOUTH SERVICES SUPERVISOR Present Absent Helen Allen  Mary Bogert  Candice Coleman  (Excused) Lili Diaz (Alternate)  Bart Hawkins  Rose Hulett (Vice-Chair)  Pam Michael (Alternate)  Kate Ristau (Chair)  Jenny Stoffel  TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, November 13, 2024 – Page 2 of 6 Jessica introduced herself to the Library Board and explained how she fell in love with Oregon on a trip around to the state’s multiple libraries. Jessica learned about her passion for libraries when she took one of her classes when she was a teacher to a story-time. Jessica also mentioned that the diversity of all the tasks while working at the library makes the job very exciting. Jessica likes the Tigard Library because it reminds her of the Arapahoe Library in Colorado: one of her favorites. The culture of the Tigard Public Library is also incredible, and Jessica attributes that to Library Director Bernard. She mentioned that staff are supported and valued and that is an important part of what makes Jessica enjoy her time here. Jessica shared her passion for working with children and showed the Library Board a photo and card of a Lego group that Jessica led. 6. POLICY REVIEW A. LIBRARY POLICY: Meeting Room Policy (Last Approved: February 14, 2024) I. Library Director Bernard pointed out the change of 2 hours to 4 hours for reservation length of time, as well as the increase to the advanced reservation period to 90 days prior to the event. II. Library Board Ristau mentioned that these changes were brought up when the Technology Room was first opening, so the board is familiar. III. Board Member Bogert motioned for approval, and Board Member Stoffel seconded. The motioned passed unanimously. B. ALA POLICY: Library BOR-Economic Barriers to Information Access (Last Reviewed: March 8, 2023) I. Library Director Bernard spoke about the importance of this policy, specifically regarding fees and other barriers around using the Library. While the Library has a focus on ensuring fiscal responsibility, it is important to remove these barriers for our patrons. II. Board Member Bogert motioned to endorse and reaffirm the policy, and Board Member Stoffel seconded. The motioned passed unanimously. 7. DIRECTOR’S REPORT A. BUILDING, GROUNDS, AND TECHNOLOGY I. A plan has been established for Friends of Trees to plant a selection of trees in the Library Backyard in January, and volunteers from the community will be invited to participate in that event. TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, November 13, 2024 – Page 3 of 6 1. Library Director Bernard will update the Library Board with dates and times of when the Friends of Trees project will take place. II. The Library segment of the Fanno Creek Trail Connections Project is nearing completion. Crews paved the trail segment and pedestrian bridge the week of October 21, then they will move on to installing railings, rest areas, and other final touches. The temporary bridge is scheduled to be removed in November, with the segment finished by the end of the year. Video of recent work on the bridge can be viewed on the Library’s Facebook page. B. STAFF AND VOLUNTEERS I. The recruitment for the Library Social Services Coordinator is happening. Finalist interviews will take place tomorrow. II. Circulation welcomed Amelia, Katie, Kealani, Colleen, Paula, and Maria as new On- Call Library Assistants. They began their training in late October. III. Readers Services welcomed three new On-Call Librarians: Tiffany, Ann, and Kimberly. IV. Last week, Violet Rogers-Stultz resigned from her position as Volunteer Coordinator, effective immediately. If you’d like to send her well wishes, we created a digital card called a Kudoboard and Joe can give you the link. C. CONTINUING EDUCATION AND MEETINGS I. Many Reader Services team members went to the Northwest Public Employees Diversity Conference and brought back ideas for consideration and implementation. II. Several Adult Services team members are taking Library Journal’s Inclusive Collections course. III. Circulation teammates attended a Culture of Belonging training on October 30th with Shilo George. This training helps us create a more supportive and equity- based workplace by learning, unpacking, and discussing key concepts in trauma- informed care. D. COLLECTIONS AND MATERIALS I. Tech Services staff have completed over 90% of the 200s reclassification project. The project was started in mid-August with an anticipated end date of the end of November. TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, November 13, 2024 – Page 4 of 6 1. This project is being completed to make browsing materials on religion easier. 2. Updating this area of classification will keep us up to date with national practices. 3. The Dewey Decimal Classification system is periodically updated to reflect current library user needs. The system was first created in 1876 and has been fully revised 22 times since then – updates to the 200s are among recent changes. II. The Circulation staff and volunteers completed a data collection project during September to give us more detailed information on shelving. The information gathered has already led to a change in the volunteer shelving expectations to better serve our patrons. Volunteers have been asked to take a cart of children’s shelving first to ensure that materials return to the shelf quicker. This has also led to a more equitable distribution of carts for staff to shelve. E. FINANCES I. In the Q1 budget supplemental process, Council approved additional funding for our on-call budget. On-call employees provide coverage for both planned and unplanned absences. “Consistently higher (143% calendar year to date) leave usage has left the library’s circulation division with un-staffed hours that require additional on-call staffing to maintain daily operations. ($27.7k)” (excerpt from October 22, 2024 council agenda item). II. We have just started our local process for the next fiscal year (beginning July 1, 2025). More to come. III. Lisa Tattersall (WCCLS Manager) presented to the Board of County Commissioners yesterday on our funding and governance process and a summary of the findings of the current state assessment. We will share links to the recording of the presentation and the WCCLS webpage for the public about the process. 1. Library Director Bernard will send the Library Board a link to the recording of this presentation, as well as a link to the patron facing WCCLS Funding and Governance page. F. PROGRAMMING AND OUTREACH I. ADULT SERVICES 1. Library teammates connected with 243 people and gave away even more books at Tigard’s 3rd annual El Tigre Fest! Librarians selected books for kids, teens, and adults in Spanish, as well as books for kids and teens in TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, November 13, 2024 – Page 5 of 6 English to hand out at the event. Teammates also signed up 4 community members for new library cards. 2. The Library hosted 30 attendees at Northwest Classical Theater Collaborative “Year of Magical Thinking” performance, which was intense and excellent. 3. Adult Services gave out 91 Take and Makes, they were a Haunted House Paper Lantern. 4. 78 community members celebrated International Games Month at the library on November 3 by playing giant-sized versions of games such as Candyland, Jenga, Hungry Hippos and more. 5. Library teammates attended the Project Homeless Connect event at Northwest Christian Church on Friday, November 8. They shared paperback books, resource cards, and library information with 76 attendees and connected with other area service providers. II. YOUTH SERVICES 1. Youth Services created an interactive animal babies display which included a passive voting program. 319 total patrons participated in the cuteness contest between Moo Deng, the baby hippo, and Pesto, the baby penguin. Moo Deng emerged as the clear winner with 175 votes. 2. Teen Library Council was a great help this month in planning future bulletin boards, deciding on a theme for Winter Reading, and prepping a drop-in craft for the Teen Scene. III. NEWS AND MARKETING 1. Two new patrons came in asking how they would go about getting a surprise library card for their grandchild, who would be having a birthday soon. The team member gave them a few options, they settled on signing up for cards themselves, taking an application home, to put in their grandchild's Birthday Card. The grandmother said, "we wanted to get him the best birthday present: a library card." IV. OTHER 1. Our library leadership will continue to focus on our vision for our library as a community hub for knowledge and enrichment where everyone feels welcome. TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, November 13, 2024 – Page 6 of 6 2. Our library leadership will remain committed to the core principles of public librarianship, including the freedom to read, the right to privacy, and the access to materials that reflect the diverse experiences and interests of our community. 3. Our library leadership will encourage each of us to serve our community while also caring for ourselves, setting boundaries with patrons when needed, and asking for help from our supervisors and coworkers. 8. NON-AGENDA ITEMS A. Board Chair Ristau asked Library Director Bernard if the board could go over the process for responding to potential book challenges at a future meeting. Library Director Bernard said that it would be added to a future meeting agenda. 9. ADJOURNMENT At 7:25 p.m. Board Chair Ristau adjourned the meeting.