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HomeMy WebLinkAbout09/10/2025 Minutes Member of Olk Tigard Public Library Washington County Serving the public since 1963 Cooperative Library Services Tigard Public Library Board Minutes— September 10, 2025 1. BOARD MEETING A. At 6:31 p.m. Board Chair Ristau called the Tigard Public Library Board Meeting to order. B. Chair Ristau called the roll. Present Absent Helen Allen Mary Bogert Candice Coleman Lili Diaz V(virtual) Pam Michael ✓ Kate Ristau (Chair) ✓ Jenny Stoffel (Vice-Chair) Jessica Lin (Alternate) ✓ Abe Manion (Alternate) ✓ 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 Bogert moved to approve the Library Board minutes for the August 13, 2025 meeting. The motion was seconded by Vice-Chair Stoffel, and the motion passed unanimously. 4. ICEBREAKER Library Director Bernard asked everyone in attendance the icebreaker question: What's something you've made that you're proud of? 5. MEET THE TEAM TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, September 10, 2025 — Page 1 of 6 13500 SW Hall Boulevard, Tigard, Oregon 97223 • 503.684.6537•TPLcommentsatigard-or.gov•www.tigard-or.gov/Ilbrary Our "Meet the Team" guest was Ryn Starr (they/them), Social Services Coordinator in Readers Services. The part Social Services Coordinator Starr most enjoys about their position at Tigard Public Library is providing low-barrier access to services. Low-barrier access means they can provide assistance and resource referral services to community members without any intake forms, IDs, etc. Library visitors can go straight to Starr and Starr can help. Additionally, Starr appreciates that they get to build the position from the ground up since this is the first time Tigard Public Library has had a dedicated Social Services Coordinator. Starr enjoys being the "connector" between library staff, patrons, and community partners. Next, Starr described the Basic Needs Bookshelf resource they established here at the library. This resource offers library visitors access to basic needs items including water, snacks, menstrual products, socks, hygiene items, and more while Starr supports them in getting connected to community resources. Starr said that being able to give patrons something like a snack is integral to building trust and to being able to focus on accomplishing tasks together. The Bookshelf is available during all open reference desk hours even if Starr is not available and it is completely stocked with donated items. Questions from the Board: Board Member Allen asked what the top items currently needed for the Bookshelf are. Starr replied that snacks are always needed, and that with the changing season hand warmers, ponchos, socks, hats, and gloves will be a priority. Starr added that if a community member chooses not to donate through the established Amazon donation page, they are happy to coordinate times to accept donations in person. Board Member Coleman asked about the storage capacity for the Bookshelf. For example, if a Girl Scout troop wanted to do a drive to collect items, would Starr have storage space. Starr responded that they don't have a lot of storage space, but if they get more items than they have space to store, they share the donations with local nonprofit organizations. They added that these organizations helped when they were establishing services at the library and that it's a good way to build rapport and partnerships with other community organizations that have the same goals. Board Member Lin asked if there are any items from the Bookshelf for children, for example, diapers. Starr replied that they are currently working with the Youth Services team to look at options and that storage and cost are factors. Additionally, Starr said that the goal of the Bookshelf is to be a connector for helping get folks to other partner organizations for longer term solutions. Vice-Chair Stoffel asked Starr, "What are the top library resources you refer library visitors to?" Starr replied that the top resources they refer patrons to are one-on-one job and tech help, TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, September 10, 2025 — Page 2 of 6 13500 SW Hall Boulevard, Tigard, Oregon 97223 • 503.684.6537•TPLcommentsCtigard-or.gov•www.tigard-or.gov/library online resources (e.g., Linkedln Learning), and library technology equipment, many times for completing online applications. Board Member Allen asked Starr, "What has been easier and what has been harder than expected in your position?" Starr responded that what is harder than expected is navigating public records laws and grant applications. Starr said that what has been easier than expected is how easily they and the position has fit into the library. Library staff have been so welcoming and receptive to ideas. Additionally, library staff have been very helpful with connecting patrons with Starr without it feeling stigmatizing to patrons. Board Chair Ristau asked if Starr does one-on-one social services meetings in the study rooms. Starr said that they use the Technology Room, sometimes the study rooms, and their office located in the Teen Scene area of the library. Board Chair Ristau welcomed Starr to connect with the Board at any time if they have questions. Library Director Bernard related how wonderful it is to be able to give out Starr's business card at outreach events and tell community members that the library has someone who can help them get connected to resources. Director Bernard shared that the team has seen the need here at the Tigard Public Library for social services and recognized that the community of Tigard is committed to helping those who need assistance. The need for this position and these services has been clearly demonstrated through Starr's service. Director Bernard further noted that continuation of this position beyond the limited duration will be a fiscal priority in the next budget cycle. She said we looked for a unicorn and we found that in Starr, who is a delightful, welcoming person who understands social services as well as public service and libraries. 6. POLICY REVIEW A. LIBRARY POLICY: Exhibit and Display Policy (Last Approved: April 13, 2022) I. Director Bernard shared that the library made significant updates to this policy to align with current practice. The summary of updates is as follows: 1. The Teen Scene area of the library was added because it will soon be used as a display space hosting student artwork. 2. The Burgess Community Room was removed as a display space because it is not used as one. 3. The language about discriminatory, inaccurate, or dehumanizing content has been updated to align better with the State of Oregon's language about protected classes.4. Exhibit and Display Procedures were incorporated to retain written expectations of exhibitors (such as writing a statement with details about the display materials) 5. A statement about respecting display equipment & fixtures to align with Library Use Policy was added to set the expectation for treating display spaces respectfully. II. Questions from the Board: 1. Board Chair Ristau asked how active the displays are. Library Director Bernard replied that the display areas are very well used and cited several examples. TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, September 10, 2025 — Page 3 of 6 13500 SW Hall Boulevard, Tigard, Oregon 97223 • 503.684.6537•TPLcommentsCtigard-or.gov•www.tigard-or.gov/library 2. Vice-Chair Stoffel asked if we've had any problems that spurred the changes. Director Bernard said no and that we updated the policy at this time because we want to get the teen artwork up and that wasn't covered in the policy. She also discussed that there may be challenges to the things displayed at the library. The guidance she shared with the board is that challenges are an opportunity to engage with the community and would be similar to a request for reconsideration of materials. 3. Board Member Lin asked why the revised policy uses the word "encouraged" when asking participants to describe the display and in the procedures it says "will" describe. Director Bernard replied that it's highly encouraged to provide a description and that a description can give important context to the contents on display. She also said that policies can provide important opportunities for conversations and greater understanding, and the word "encouraged" is more reflective of what we do at the library. Board Member Lin said she had difficulty finding the application for Exhibits and Displays on the library website and suggested that it be its own page separate from the permanent art display information. Director Bernard thanked Board Member Lin for the feedback and said that the library will review the website to ensure it is in the appropriate place. III. Vice-Chair Stoffel moved to readopt the revised policy. Board Member Allen seconded the motion. The motion was approved unanimously. B. LIBRARY PROCEDURE: Exhibit and Display Procedures (to decommission) (Last Approved: February 12, 2014) I. Director Bernard shared that the procedures document is a duplicative document as most of what is covered in procedures is already in the Exhibit and Display Policy. Items needed from the procedures that were not already in the policy were pulled from the procedures and added to the policy. II. Vice-Chair Stoffel moved to decommission the procedures. Board Member Michael seconded the motion. The motion was approved unanimously. 7. DIRECTOR'S REPORT Library Director Bernard shared a message from the City with the Board regarding the resignation of Former Mayor Heidi Lueb. Library Director Bernard also thanked Board Member Helen Allen for her years of service, first as an alternate beginning in 2020, when our world had changed suddenly due to the pandemic shutdown. She continued to be a steadfast member of our board through 2022 and was appointed a voting member beginning in 2023. We wish Board Member Allen all the best! TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, September 10, 2025 — Page 4 of 6 13500 SW Hall Boulevard, Tigard, Oregon 97223 • 503.684.6537•TPLcommentsCtigard-or.gov•www.tigard-or.gov/library Library Director Bernard updated the Board on the roofing project, which is now underway, and the preliminary schedule for the HVAC upgrade project. The closure of the building is currently scheduled to begin no earlier than the start of the new year. Library Leadership Team has begun to build plans for continuity of library operations during this time, and will share further information soon, when those plans take clearer shape. Stephanie Milbrodt, Senior Librarian in Technical Services, accepted the Cataloging Librarian position at WCCLS. Her last day at our library was September 5. Rhonda Hudson, Library Assistant in Circulation, retired from service on August 19. We will recruit for this vacancy, with interviews beginning in mid-September. The Summer Teen Volunteer Program wrapped up for the year. In the post-program surveys, 100% of participants marked that they "felt welcome," "had fun," "practiced a skill that library employees have," and "told someone who didn't work for the library about what I did at the library." August was a busy month! We circulated 76,649 items, the second highest circulation in the past 12 months, and we welcomed 22,912 visits, the highest number since before the pandemic. The Adult Services Team and a few friends collected patron input on the forthcoming second floor redesign with intercept surveys and a whiteboard, inviting people to share their vision of what would make the library a great space for adults to spend time. 98 survey responses were collected and will be used to help inform furniture and layout updates. Youth Services rounded out a busy summer with a family movie + handmade Mario karts (46), 30 teens competed in a gaming tourney (which also included Mario karts) and for hands-on garners, the final YS program of the season provided life-sized games for all to play. September is National Library Card Sign-up Month, and we are celebrating! This year's theme is "One Card, Endless Possibilities." Social media posts will go out throughout the month, highlighting our resources. This year we are focusing on jobs, career growth, and how to save money. Our Circulation team will offer bookmarks, stickers, coloring pages, and crayons to all patrons to celebrate new signups, while supplies last. We will also promote the endless possibilities of a library card via outreach. Our Circulation team will coordinate with Jeanne to host three outreach events: the Tigard Street Fair, Public Works, and City Hall. 3,421 readers of all ages leveled-up their summers by signing up for Tigard's Summer Reading adventure, a 26 percent increase over last year's total of 2,709. Community members earned stickers or buttons as they read or completed activities between June 1 and August 31. Because the total surpassed the community goal of 3,000 sign-ups, Friends of the Tigard Library will fund the purchase of six new Board Games, three New Lawn Games, and two new Role Playing Game Kits to be added to Tigard's Library of Things. The Library team will share additional information with the Board regarding the local option I evy. TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, September 10, 2025 — Page 5 of 6 13500 SW Hall Boulevard, Tigard, Oregon 97223 • 503.684.6537•TPLcommentsCtigard-or.gov•www.tigard-or.gov/library And last but not least, Piper shared this story: "A patron came down from upstairs and said he had some feedback for us. I was worried at first because that didn't sound like the start of a compliment, but then he told me that every time he comes to a library—'especially this library'—it restores his faith in humanity because he sees so many different kinds of people coexisting together and he knows things are going to be okay." Board Member Questions & Comments: Board Member Allen said thank you to the library and the Board and shared that she is moving out of the Tigard area. She wanted everyone to know that she greatly appreciated her time here. Board Chair Ristau said she will send Former Mayor Heidi Lueb a thank you letter for her support of the library while in office. Chair Ristau added that Former Mayor Lueb was a former Tigard City Council liaison to the Library Board. Board Chair Ristau asked Library Director Bernard for talking points about the upcoming HVAC replacement project. Director Bernard said that talking points provided by Jeanne Peloquin, Communications and Outreach Coordinator, and a timeline are forthcoming, and assured board members that they will have the information they need to be able to talk to friends and neighbors. Board Member Lin asked if winter programs would be cancelled during the closure of the library building for the HVAC replacement project. Director Bernard replied that the library will continue to provide programming but that it will be presented in alternative locations, which the library is currently working on securing. Vice-Chair Stoffel asked who will interview Library Board candidates now that the mayor has resigned. Director Bernard said that we will still have interviews for boards and committees and that she will have more information about this at the October Library Board meeting. 8. NON-AGENDA ITEMS There were no non-agenda items. 9. ADJOURNMENT At 7:38 p.m. Chair Ristau adjourned the meeting. Prepared by: Ledja Johansson Approved on:October 08,2025 TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, September 10, 2025 — Page 6 of 6 13500 SW Hall Boulevard, Tigard, Oregon 97223 • 503.684.6537•TPLcommentsCtigard-or.gov•www.tigard-or.gov/library