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12/11/2024 - MinutesTigard Public Library Board Minutes – December 11, 2024 TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, December 11, 2024 – Page 1 of 6 1. BOARD MEETING A. At 6:30 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 Hawkins moved to approve the Library Board minutes for the November 13, 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: What’s an unusual skill you’d love to learn, just for fun? 5. POLICY REVIEW Present Absent Helen Allen  Mary Bogert  Candice Coleman  Lili Diaz (Alternate) Bart Hawkins  Rose Hulett (Vice-Chair) (Unexcused) Pam Michael (Alternate)  Kate Ristau (Chair)  Jenny Stoffel  TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, December 11, 2024 – Page 2 of 6 A. LIBRARY POLICY: Acceptable Use Policy for Library Technology (Last Approved: October 13, 2021) I. Library Director Bernard discussed that these changes were made to reflect language from WCCLS, as well as align the policy with how it is actually applied. II. Board Member Coleman moved to readopt the policy, and Board Member Allen seconded. The motion passed unanimously. B. ALA POLICY: Access to Library Resources & Services for Minors - Library Bill of Rights (Last Reviewed: November 9, 2022) I. Library Director Bernard said that this policy is being presented to endorse and reaffirm as it is important for caregivers and guardians to decide what content is acceptable for all children in the Library. II. Board Member Stoffel asked if this policy had been challenged previously around the country. Library Director Bernard said that while she did not have specific data, this policy addresses challenges to children’s First Amendment rights. III. Board Member Hawkins asked if children could access computers in the adult areas of the Library. Library Director Bernard stated that caregivers are responsible for supervising their children’s computer access, and that children under 10 years old must be accompanied by a parent or guardian. IV. Board Member Stoffel moved to endorse and reaffirm. Board Member Bogert seconded, and the motion passed unanimously. V. Board Member Stoffel asked what the process for rating content was. Library Director Bernard mentioned that some library materials have built-in ratings that caregivers can use to make decisions, e.g. MPAA film ratings. Librarians at our reference desks are trained professionals who can help caregivers make decisions on developmentally appropriate resources. 6. DIRECTOR’S REPORT A. BOARD MEMBER NOTES I. Thank you, Bart, for your time and service on our board. II. Our 2024 retrospective: 1. January: Winter storms closed the Library for nearly a week, the longest the building had been closed since the earlier day of the pandemic. The Fanno Creek Trail Connections project began, moving our book drop to the staff entrance. Our Technology Room makeover began in earnest with a fresh coat of paint and new furniture. TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, December 11, 2024 – Page 3 of 6 2. February: Our Circulation SLaM team – supervisors, lead workers, and manager – were awarded the City’s Employees of the Month for their proactive problem-solving during the ice storm. AARP Tax Help sessions began on February 2nd (also known as Groundhog Day). 3. March: We prepared for our flexible technology space to be reserved with a new Meeting Room Policy. 4. April: Library Board presented to City Council, and many Library teammates went to the Oregon Library Association conference in Salem. AARP tax help wrapped up after volunteer preparers submitted 944 returns (over 300 more than 2023). 5. May: And we’re back to hot weather. We had to close the building at 4pm on three days because the HVAC system was operating with reduced ventilation and no cooling capacity. Our Technology Room became a reservable space for community groups! 6. June: Welcome to our new Confidential Executive Assistant, Joe Bailey! Summer reading begins, and our Tigard Community Seed Library launches. 7. July: Welcome to our new Council Liaison, Councilor Jake Schlack! Over 2,000 people registered for summer reading in June, including a record- shattering 990 adults. And it’s official, our Library Social Services Coordinator position was approved for the next two years funded by Pandemic Relief Funds. 8. August: We did not meet, but our Circulation team helped create 309 new library cards, the first month we created over 300 cards since the beginning of the pandemic. 9. September: Our Mayor proclaimed the last week of September as Banned Books Week in Tigard. And we celebrated National Library Card Sign-up Month. 10. October: We welcomed our Digital Navigator, Mari Dela Cruz. Digital Navigators serve as trusted guides to ensure community members have the tools and skills they need to fully participate in our digital world. 11. November: We started our annual budget development process for the fiscal year beginning July 1st, 2025. We attended the Project Homeless Connect event at Northwest Christian Church, sharing paperback books, resource cards, and library information with 76 attendees. B. BUILDING, GROUNDS, AND TECHNOLOGY I. Tree-planting volunteer opportunity for Friends of Trees on Saturday, January 11 from 8:30 a.m. to 12 p.m.: Dig in and help transform our field into a thriving oak savannah. We'll be planting trees including Oregon White Oak, Ponderosa Pine, and Quaking Aspen. Most are native to our region, and all are perfect for the changing climate. Snacks, coffee, gloves, and training provided. TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, December 11, 2024 – Page 4 of 6 II. Last week we got new shelving and seating for our Best Seller area on the first floor near the Checkout Desk. C. STAFF AND VOLUNTEERS I. Ryn Starr is our new Library Social Services Coordinator! Ryn’s first name is pronounced with a short “i” sound, like the word “win”, and Ryn uses they/them pronouns. Ryn will join us at the end of December. II. The posting for our Volunteer Coordinator position opened on December 2nd and will be open until the end of the day on Sunday, December 22nd. You can view the posting if you go to the City of Tigard’s website and click “Jobs” in the upper menu bar. D. CONTINUING EDUCATION AND MEETINGS I. Sophia completed Library Journal’s Customer Service Training for Frontline Staff. She learned that is our professional responsibility to establish clear and appropriate boundaries. It is important that we: know our buttons, set boundaries, be assertive, maintain respect in our interactions, and document our interactions. E. COLLECTIONS AND MATERIALS I. Catalogers have finished reclassifying items previously classed in 220-299.94. For items that were checked out during the project, catalogers have placed staff holds on items so they can be relabeled as they return to our building. Some minor cleanup work will be completed in the coming months: catalogers will assess items in 20x (General Religion) and 21x (Philosophy & Theory of Religion) to verify that these materials are about religion in general. Items about a specific religion will be reclassed with that religion. II. At least one other WCCLS member library is now committed to implementing this updated DDC table. In late October, a Cataloging Subject Matter Expert (SME) representative from another WCCLS member library reached out to ask for a project update and any tips/tricks TPL could share. Another Cataloging SME representative from a neighboring library plans on visiting TPL to see the reclassified items in person and receive guidance on implementing the updated table. III. School Library cards have already started going out. As of the end of the month, we’ve sent out cards to all TTSD schools except Tigard High. Circulation teammates verify that patron information is correct. Then add the new library card, TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, December 11, 2024 – Page 5 of 6 a new card flyer from WCCLS, and a half-sheet card from TPL in an envelope and send to their home. F. PROGRAMMING AND OUTREACH I. ADULT SERVICES 1. The Tigard Community Seed Library is now 6 months old. During that time, 290 community members have accessed 980 seed packets, and donations of 30-40 types of seeds have been received. The Seed Library is focused on local food resilience, biodiversity, and sustainable gardening, and it supports gardeners of all levels, from beginners to experts- making gardening accessible, enjoyable, and fulfilling for everyone. The Seed Library is available on the library’s second floor. II. YOUTH SERVICES 1. Over 850 children and their grown-ups attended 24 Storytime sessions at the library during the month of November. Storytime is an opportunity for children and their caregivers to learn about and build early literacy skills that prepare them for a lifetime of learning success. Beginning in December, the library will host 8 storytimes each week, with Book Babies moving to Fridays and a fourth session of Family Storytime added to Tuesdays at 11:15. 2. The puppet theater at the Tigard Library is so much fun. Kids can put on a great performance about, say, the heartwarming friendship between a kind bald eagle and a pink axolotl. All the Folkmanis puppets are available for checkout. III. NEWS AND MARKETING 1. “Appreciations to the Circulation Team for patiently explaining the location of Tigard's ballot drop box multiple voters. I've overheard a different teammate giving excellent directions to folks who expected to find a drop box at the library. Thank you for providing consistently excellent customer service each and every time.” G. Library Director Bernard gave a presentation on the WCCLS funding and governance evaluation process. I. Board Member Coleman asked how the alignment in service levels will work for bigger libraries compared to smaller libraries. Library Director Bernard stated that this is one of the questions that the process is working to answer, with a goal of equitable levels of service for all Washington County community members. II. Board Member Coleman asked to hear more about the service boundaries and how they may impact local funding. Library Director Bernard said she will present TIGARD PUBLIC LIBRARY BOARD MINUTES – Wednesday, December 11, 2024 – Page 6 of 6 that information after it is discussed as part of the funding and governance process. III. Board Member Hawkins asked how much of the Library Director’s time was going into this process. Library Director Bernard mentioned that while it is a significant amount of time for all Executive Board and Policy Group members, ensuring the sustainable funding of library services in Washington County is important and meaningful work. IV. Board Member Coleman asked if the tree planting project affected a future play area. Library Director Bernard stated that the trees will be planted within the fenced-off area, which is a different area from the Library Backyard. The Library Backyard project is currently on hold due to lack of funding. V. Councilor Schlack asked if WCCLS funding would affect this coming fiscal year funding and budgeting from the City. Library Director Bernard answered that we are basing our departmental budget on a 0% increase to our allocation. The major focus of the funding and governance project is to ensure the viability of WCCLS libraries into the future. VI. Board Member Stoffel asked why the funding and governance evaluation project began. Library Director Bernard explained that public libraries are serving an increasing community need, yet the cost of delivering services outpaces our revenue. 7. NON-AGENDA ITEMS A. Board Member Hawkins wanted to thank and appreciate the Board, as well as special appreciation to Library Director Bernard for the thoughtfulness of the process here at the Tigard Public Library. B. Board Member Allen appreciated the WCCLS team for their work on eBooks and for adding copies of best sellers to the collection in Libby. 8. ADJOURNMENT At 7:45 p.m. Board Chair Ristau adjourned the meeting. Prepared by: Halsted Bernard Approved on: January 8, 2025