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01/10/2024 - MinutesTigard Public Library Board Minutes – January 10, 2024 TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, January 10, 2024 – Page 1 of 6 1. BOARD MEETING A. At 6:31 p.m. Board Chair Bogert called the Tigard Public Library Board Meeting to order. Chair Bogert called the roll. B. Call to Board and Staff for Non-Agenda Items – Staff would like to add to the agenda: Library Board presentation to Tigard City Council. 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. INTRODUCTION OF NEW MEMBERS & ICEBREAKER Library Director Bernard asked everyone in attendance to introduce themselves and to share one of their New Year’s traditions. 4. ELECTION OF 2024 OFFICERS Board Chair Bogert opened the floor to nominations. Board Member Hulett nominated herself to an open officer position. Board Member Coleman nominated Vice-Chair Ristau to an open Present Absent Mary Bogert  Candice Coleman  Lili Diaz (Alternate)  Bart Hawkins  Rose Hulett (Vice-Chair)  Pam Michael (Alternate)  Kate Ristau (Chair)  Jenny Stoffel  TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, January 10, 2024 – Page 2 of 6 position. Kate Ristau volunteered for chair. Rose Hulett volunteered for vice-chair. A show of hands-vote was taken and both members were voted in as officers. Votes cast: Mary Bogert: aye Candice Coleman: aye Kate Ristau: aye Rose Hulett: aye Jenny Stoffel: aye Pam Michael: aye Board Chair Ristau took over immediately and began by thanking Board Member Bogert for her service. 5. APPROVE MINUTES Board Chair Ristau moved to approve the Library Board minutes for the December 13, 2023 meeting. The motion was seconded by Board Vice-Chair Hulett, and the motion passed unanimously. Votes cast: Mary Bogert: aye Candice Coleman: aye Kate Ristau: aye Rose Hulett: aye Jenny Stoffel: aye Pam Michael: aye 6. MEET THE TEAM Our “Meet the Team” guest was Teresa Ferguson, Technical Services Manager. Teresa brought an example of “cataloger’s choice”, where a decision is made by the cataloger for a book’s best fit. The example was a picture book with no text written by a Spanish author, then re-published with an English dedication. This cataloging choice illustrates how equity is part of library work. Teresa also shared that keywords need to be similar in different languages so patrons can find books by searching in their native language. The last information Teresa shared was a set of statistics that illustrate the value of a library cardholder. These statistics are developed from a formula first created in 2006 for a report titled, “Value for Money: Southwestern Ohio’s Return from Investment in Public Libraries,” which attempts to quantify library resources and services by attaching monetary value to physical and digital item circulation as well as reference questions. TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, January 10, 2024 – Page 3 of 6 After this presentation, Board Member Coleman mentioned that the value of the card-holder data would be helpful to share in the Library Board’s presentation to City Council to help illustrate the value of the library to community members. POLICY REVIEW A. LIBRARY POLICY: Posting and Distribution of Materials (Last Approved: August 10, 2022) Before beginning, Board Chair Ristau and Library Director Bernard explained to new members how policies are adopted, re-affirmed, or amended by the Library Board. Director Bernard stated that if a policy’s wording had been changed, board members would receive a clean copy of the policy and a red-lined copy, so members could see the changes side by side. Board Chair Ristau asked why the Posting and Distribution of Materials policy was being brought to board members for re-adoption. Library Director Bernard shared that nothing had changed in the policy, but that this policy was a good illustration for new members learning the policy review process. Board Chair Ristau entertained a motion to accept the policy. Board Member Bogert moved to accept. Board Member Stoffel seconded. The Board voted to accept. Votes cast: Mary Bogert: aye Candice Coleman: aye Kate Ristau: aye Rose Hulett: aye Jenny Stoffel: aye Pam Michael: aye B. ALA POLICY: Library Bill of Rights (Last Reviewed: October 12, 2022) Board Chair Ristau asked Library Director Bernard for her thoughts on this ALA policy. Director Bernard shared that this is a cornerstone policy that informs library service. Board Chair Ristau opened the floor for questions. Vice-Chair Hulett asked about censorship and book challenges and asked for background on Director Bernard’s experience with it. Director Bernard explained that the Library’s Collection Development Policy has a process for reconsideration of library materials. Vice-Chair Hulett wanted to know what the process was and how the Library Board was involved. Board Member Stoffel emphasized that this was important to be prepared for. Director Bernard explained the process to the Library Board, and assured everyone that additional education about the policy and process would be forthcoming. Board Chair Ristau entertained a motion to endorse and reaffirm this ALA policy. Board Member Coleman moved to endorse and reaffirm. Board Member Bogert seconded, and all voted aye. Votes cast: Mary Bogert: aye TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, January 10, 2024 – Page 4 of 6 Candice Coleman: aye Kate Ristau: aye Rose Hulett: aye Jenny Stoffel: aye Pam Michael: aye 7. DIRECTOR’S REPORT  Director Bernard confirmed that we are prepared for the winter weather headed our way this weekend. City policies and local procedures are very clear on how we will do our best to offer library services, and what may happen if the Library must close due to inclement weather.  The Fanno Creek Trail Connections project is underway, starting with a temporary path through part of our parking lot. The drive-up book return has been moved to the staff entrance, and the blue herons are flanking the walk-up book return. We have more information in our latest Books & Bits newsletter and our social media.  Our Technology Room continues to transform into a flexible resource space, newly painted last week, and the furniture installation will begin tomorrow.  Amber Bell (Readers Services Manager) designed a training on communicating expectations with patrons, which Amber has begun to roll out to our public service desk teams. o This is about expectations of behavior and expectations of interactions. o Vice-Chair Hulett mentioned that this interaction can be difficult for employees to do because some people have a natural skill, but some don’t. o Director Bernard said it is supportive leadership to provide training in boundary- setting. Boundaries are key to healthy interactions, and it is essential to practice setting and holding them. Vice-Chair Hulett emphasized that it was necessary training.  Several Library employees attended the WCCLS Open House. It was a great opportunity to meet WCCLS and member library staff, learn about WCCLS processes, and take photos to share with our patrons on social media.  In the first two months of Tigard Library Holds Lockers operation, 604 items were retrieved from the lockers by 47 unique patrons. A recent locker user sent the Library this message: “I love having the books checked out and waiting for me in the lobby! The little door popping open just makes me smile. I appreciate having expanded hours to pick up my books, too.”  Since moving the drive-around book drop on December 18th, the outside induction use increased by 2186 (1.5 times!) items compared to November numbers. We’re sure the fabulous blue herons had something to do with it.  The second annual Mystery at the Library is officially underway. Adults and teens can follow clues to solve the mystery by January 31 and be entered to win a mysterious prize. TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, January 10, 2024 – Page 5 of 6  Some teammates attended the City of Tigard’s Community Roundtable at Rise Church. They were able to make connections with other community organizations, learn about their resources and needs, and connect some with library offerings.  Storytime sessions resumed on Tuesday, January 2. The Library team presents seven storytime sessions per week for children ages 0 - 6 years old. The winter session will continue through Thursday, February 29.  Teen Library Council contributed to the community by tidying up our beloved mascots, and Tigard High Tech Team (along with Lisa!) hosted a wildly successful STEM exploration event (115 in attendance).  The English Conversation Series has been steadily growing over the past three weeks, and one of the attendees told the facilitator: “Teacher is the highest authority in the world. During this time, you have taught us more about humanity through your behavior than English.”  A community member experiencing houselessness who often visits the library said he always wants to "clean things up because Library teammates are always good to me, talk to me, and don't treat me any differently because I’m homeless." Questions: Board Chair Ristau asked if bringing materials to the walk-up book drop made things easier for library workers. Director Bernard agreed that it does remove a step from emptying the free-standing book drop. Board Chair Ristau mentioned that City Council presentation is around 6:30 pm and asked Board Member Bogert for memories of what previous presentations were. Last year the board showcased the Library of Things and ran a trivia game with prizes. Director Bernard offered to share some statistics and stories from 2023 to help board members prepare, including information about the cancellation of the scheduled Drag Queen Story Time event. Board Member Coleman wanted data about the value of the cardholder. Candice asked for the last 2 quotes from this director’s report to include, and any other quotes. Board Member Michael asked how long the Board’s presentation to City Council was. Director Bernard said the presentation is usually 15 minutes. Board Member Bogert reiterated that this Council is very welcoming and last year’s presentation was her most comfortable time. Any presentation materials the library board will be using are due to City Council by March 19th, 2024. 8. NON-AGENDA ITEMS TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, January 10, 2024 – Page 6 of 6 We have a date for Library Board’s presentation to City Council: April 9th, which is also National Library Workers Day. 9. ADJOURNMENT At 7:36p.m. Chair Ristau adjourned the meeting.