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08/10/2022 - MinutesTigard Public Library Board MINUTES – Wednesday, August 10, 2022 Tigard Public Library | 13500 SW Hall Blvd., Tigard, OR 97223 | 503.684.6537 | www.tigard-or.gov | Page 1 of 4 Library Board Minutes MEETING DATE/TIME: Wednesday, August 10, 2022 6:30 p.m. MEETING LOCATION: Virtual Teams Meeting with phone bridge for public listening. 1. CALL TO ORDER: Chair Mary Bogert called the meeting to order at 6:32 p.m. 2. ROLL CALL Members Present: Christopher Allen, Mary Bogert, Candice Coleman, Shirley Edwards, Jim Ivler, Kate Ristau Member Excused: Elena Knepprath Alternate Present: Helen Allen, Alan Smith Council Liaison: City Council President Heidi Lueb Teammates Present: Halsted Bernard, Director of Library Services Margaret L. Reh-Confidential Executive Assistant 3. APPROVE LIBRARY BOARD MINUTES The Board reviewed the minutes from the July 13, 2022 Tigard Public Library Board meeting. No changes were suggested. Motion by Jim Ivler. Second by Chris Allen to approve the July 13, 2022 minutes as written. Motion was approved unanimously. The minutes will be posted on the City website. Allen – Aye Bogert – Aye Coleman – Aye Edwards – Aye Ivler – Aye Knepprath – Absent Ristau – Aye 4. AGENDA ADDITIONS, DELETIONS, AND FOLLOW-UP ITEMS Library Director Bernard wanted to add an agenda item to discuss an adjustment to the Library’s hours of operation. It was added as Agenda Item number 10. 5. ICE BREAKER The group was asked to share the first book they could remember reading or having read to them. There was a variety of responses. Tigard Public Library Board MINUTES – Wednesday, August 10, 2022 Tigard Public Library | 13500 SW Hall Blvd., Tigard, OR 97223 | 503.684.6537 | www.tigard-or.gov | Page 2 of 4 6. MEET THE TEAM: TARA MORISSETTE: LIBRARY ASSISTANT-CIRCULATION Tara Morissette was brought on as a regular employee from on-call status on 9/27/21. She has quickly become involved with the Oregon Library Association (OLA) and was recently selected to Co-Chair the OLA Children’s Services Division. She expressed her appreciation to management for allowing opportunities for professional development. She shared how much she enjoys helping people and ensuring our patrons feel welcome when they walk in and feel valued while they are visiting our library. 7. LIBRARY PUBLIC POLICY UPDATE DISCUSSION Posting and Distribution of Materials Policy This policy was last presented to the Library Board on January 8, 2020. The Board reviewed and discussed this policy. Motion by Kate Ristau. Second by Candice Coleman to approve the Posting and Distribution of Materials policy as written. Motion was approved unanimously. 8. ALA POLICY REVIEW American Library Association (ALA) Freedom to View Statement The ALA Freedom to View Statement was last reviewed by the Library Board on August 11, 2021. Motion by Shirley Edwards. Second by Chris Allen to endorse and reaffirm the ALA Freedom to View statement. Motion was approved unanimously. 9. UPDATE ON BOARD TERM ENDING DATES: BYLAWS AND MUNICIPAL CODE The subject of changing the term ending dates for the Library Board, from June 30 to December 31, was presented to City Council on June 28, 2022 by City Management. Changing the term ending dates for our members to align with the rest of the committees and boards throughout the City of Tigard, has been a topic of discussion for over a year. Council took action to extend the terms from June to December. An ordinance was approved to amend Chapter 2.36 of the Tigard Municipal Code (TMC) and remove sections 2.36.030 and 2.36.040 which addressed Library Board terms and responsibilities. It was determined the terms and responsibilities should be addressed in the Library Board Bylaws and not be a part of the TMC. Throughout this process some changes took effect in the Library Board Bylaws. Verbiage was added to address the role of the Alternate and some language was updated. The titles of our officers are now Chair and Vice Chair, instead of Chairperson and Chair Pro Tem. Also, the annual meeting is now reflected to be the first meeting Tigard Public Library Board MINUTES – Wednesday, August 10, 2022 Tigard Public Library | 13500 SW Hall Blvd., Tigard, OR 97223 | 503.684.6537 | www.tigard-or.gov | Page 3 of 4 of the new year. A resolution was passed by the Council to approve these changes to the Bylaws. Initially, these changes to the Bylaws were appearing to not be substantial enough to require action from the Board, but the Board was made aware that changes were being made. In hindsight, there was a significant number of changes made to the Bylaws which were presented to the Board this evening. Because there were many revisions, the Board was asked if they would like to approve these revisions by consensus at this meeting or bring it back as an agenda item at the September meeting for an official approval by motion. The Board chose to approve the changes to the Bylaws by consensus this evening and did so. This will be noted on the Bylaws. A copy of the redlined Bylaws will be included with these minutes. 10. DISCUSSION ON PROPOSED CHANGE IN OPERATING HOURS OF THE LIBRARY With our current hours of operation, the increase of unplanned absences coupled with the lack of adequate on-call support means that we are routinely at and sometimes below our minimum staffing level. This directly impacts our ability to serve our patrons, while depleting our morale and increasing teammate burnout. Library Director Bernard has spoken with and received approval and support from city management regarding the adjustment of the Library’s hours of operation to close the library on Friday evenings at 6:00 p.m. instead of 8:00 p.m. Since the Library Board is our voice of the people, Director Bernard wanted to pass this by the Board for input. A brief discussion ensued. The Board was enthusiastically supportive of this change. The target date for adjusting the hours is the week of Labor Day, September 5, 2022. Our new hours of operation will be Mondays—Thursdays, 10:00 a.m. to 8:00 p.m. and Fridays—Sundays, 10:00 a.m. to 6:00 p.m. 11. DIRECTOR’S REPORT Director Bernard presented the Director’s Report, which contained updates on library services and programs. Director Bernard mentioned that although the City Council had their first hybrid meeting this week, we do not yet have a target date for a hybrid Library Board meeting. Of note this past month: Teammates participated in a This IS Kalapuyan Land seminar. Five Oaks Museum's presented critical history and contemporary art about the Tualatin Kalapuyan (also Tigard Public Library Board MINUTES – Wednesday, August 10, 2022 Tigard Public Library | 13500 SW Hall Blvd., Tigard, OR 97223 | 503.684.6537 | www.tigard-or.gov | Page 4 of 4 called Atfalati) ways of life in relationship with the land that is now Tigard and the Tualatin Valley. The library team had the opportunity to learn more of the indigenous history of the area. This seminar was recorded for employees who were not able to attend. We worked hard to support the community during the heat wave by partnering with CERT and Public Works to offer cooling center evening hours in the Community Room and publicizing the service. Summer Reading sign-ups concluded at the end of July. 479 adults, including six Spanish language speakers, 1,968 kids, and 364 teens signed up for summer reading this year. These sign-ups represent 86% of kid and 70% of teen sign-ups from 2019, which is impressive, especially since the Youth Services team was unable to do the direct school visit to promote summer reading, as they have done in past years. 12. OTHER BUSINESS No other business was discussed. 13. ADJOURNMENT Chair Mary Bogert adjourned the meeting of the Tigard Library Board at 7:30 p.m. The next meeting is scheduled for Wednesday, September 14, 2022 at 6:30 p.m. Our meetings will continue to be virtual until city management transitions our boards and committees to hybrid meetings. Minutes submitted by: Date approved: September 14, 2022 CITY OF TIGARD TIGARD LIBRARY BOARD BY-LAWS Tigard Library Byl-Laws – Resolution 22-19 June 28, 2022; Approved by consensus by Library Board August 10, 2022 SECTION I. CHARGE AND DUTIES A. The Tigard Public Library Board hereafter referred to as the “Board” shall have no powers except as conferred by resolution, City Charter, Tigard Municipal Code, or the Oregon Revised Statutes. As stated in the Tigard Municipal Code, the Library Board for the City of Tigard is established and shall assume and perform the functions delegated to it (2.36.020). B. It shall be the function of the Tigard Public Library Board to act as an advisory body to the City Council. C. The Board and its members shall conduct itself in a manner that is in keeping with applicable federal, state, and local laws pertaining to conduct and ethics and the City of Tigard Code of Conduct. Any violation of the provisions of such laws shall be grounds for removal from office. D. The Tigard Public Library Board shall have the following responsibilities: • To advise the City Manager and City Council of findings and concerns relating to the management, control and operation of City Library facilities; • To formulate for recommendation to the City Council, rules, regulations, and policies[MR1] as deemed desirable for the governance, maintenance of order, safety, operation and utilization of library facilities and to monitor the application of all adopted rules, regulations and policies; • To monitor the operation of the Library for the purpose of identifying any deficiencies in the level of service being provided to the public and to recommend to the City Manager and City Council appropriate remedial actions where deficiencies are found to exist; • To encourage and support active volunteerism in support of the use and improvement of the Library facilities; • To ascertain the Library needs of the community and to present to the City Council evaluations and recommendations regarding needs and desires as expressed by librar y patrons; • To perform such other duties and to provide such other advice as the City Council may request from time to time in furtherance of the goal of providing the best Library service to the public as is possible under the constraints of available rev enue, space, manpower and other public resources. E. The Board may form subcommittees to investigate areas relevant to its charge or duties pursuant to this section. CITY OF TIGARD TIGARD LIBRARY BOARD BY-LAWS Tigard Library Byl-Laws – Resolution 22-19 June 28, 2022; Approved by consensus by Library Board August 10, 2022 • The Chair shall appoint special committees of one or more members for such specific purposes as the functions of the Board may require from time to time. The committee shall be discharged upon completion of the purpose for which it was appointed and after the final report is made to the Board. • All committees shall make a progress report at Board meetings as needed, or as requested by Chair. • No committee shall have other than advisory powers, unless by suitable action of the Board, it is granted specific power to act. SECTION II. COMPOSITION A. The Board shall consist of seven members, six of whom shall be residents of the City and one of whom may reside within or outside the Tigard incorporated limits (TMC 2.36.030 A). The Mayor or authorized designee, subject to confirmation by the City Council, shall appoint a person to a four-year term. (TMC 2.36.030.B.2) B. The Board shall also include two alternate members. Alternates are appointed to the Board every two years, at the same time members are appointed. The Mayor or authorized designee, subject to confirmation by the City Council, shall appoint a person as an alternate. C. Should a vacancy occur for any reason other than expiration of a term, the Mayor or authorized designee, subject to City Council confirmation, shall appoint a new member for the duration of the unexpired term. Members serving as alternates will be given first consideration to fill a mid-term position. (See Resolution 01-21) (TMC 2.36.030.B.2) D. Membership may temporarily drop below required minimums due to resignations and/or difficulty in recruiting qualified applicationsapplicants. E. The Library Director, or his/her authorized designee, shall serve as secretary to the Library Board and shall keep accurate records that will be made available to the City Manager, City Council and interested public. Upon request, the secretary shall issue notices of regular and special meetings, shall have custody of the minutes and other records of the Board, shall notify the appointing body of any vacancies on the Board and shall generally perform such duties associated with that position. SECTION III. APPOINTMENTS A. The Mayor, subject to confirmation by the City Council, shall fill vacancies with individuals who meet the stated requirements listed in Section II. SECTION IV. TERM OF OFFICE CITY OF TIGARD TIGARD LIBRARY BOARD BY-LAWS Tigard Library Byl-Laws – Resolution 22-19 June 28, 2022; Approved by consensus by Library Board August 10, 2022 A. Board members serve for a term of four years. Alternate positions serve for a term of two years. Terms commence on July January 1 and end on June 30December 31, four years or two years respectively, after commencement (TMC 2.36.030.B.1). B. Any vacancy in the Board shall be filled by appointment by the Council and Mayor for the unexpired portion of the term. Members serving as alternates will be given first consideration to fill a mid-term position. (See Resolution 01-21) The unexpired portion of a term does not count towards the fulfillment of the maximum number of allowed terms. C. Members may be reappointed for up to two (2) consecutive terms, not withstandingnotwithstanding prior appointment to an unexpired term. After a one-year interval, a former member who had served two terms may be reappointed. (TMC 2.36.030.B.3) D. Library Board members shall receive no compensation for their services. (TMC 2.36.030.B.4) E. An individual board member may not act in an official capacity except through the action of the Board. F. A member who seeks to resign from the Board shall submit a written resignation to the chair of the Board, the staff liaison, or the city recorder’s office. If possible, the resignation should allow for a thirty (30) day notice so the City Council can appoint a replacement. SECTION V. ORGANIZATION OF THE BOARD A. The officers shall be a Chairperson and a Vice Chairperson Pro Tem. At its September meeting, and thereafterannual meeting annually, the Board shall elect the Chairperson and the Vice Chairperson Pro Tem from[MR2] its members who shall hold office at the pleasure of the Board. These officers shall serve a term of one (1) year commencing at the annual meeting at which they are elected and ending upon election of their successors. • Chairperson. The Cchairperson shall have general directional powers over the Board. The Chairperson shall preside at all Board meetings, appoint all committees, and generally perform all duties associated with that office. In consultation with support staff, the Chairperson shall set the agendas. The Cchairperson shall also be an ex-officio member of all subcommittees and shall be the sole spokesperson for the Board unless this responsibility is delegated to support staff. • Vice Chairperson Pro Tem: In event of the absence or disability of the Chairperson, or a vacancy in that office, the Vice Chairperson Pro Tem shall assume and perform the duties and functions of the Chairperson. o In the absence of the Chairperson and Vice Chairperson Pro Tem from a Board meeting, the members shall select a temporary Cchairperson for the meeting. CITY OF TIGARD TIGARD LIBRARY BOARD BY-LAWS Tigard Library Byl-Laws – Resolution 22-19 June 28, 2022; Approved by consensus by Library Board August 10, 2022 B. If the Chairperson should resign, the Board shall, at its next meeting, conduct an election and provide a replacement to fill the unexpired term. C. Staff liaisons [MR3]are the primary contacts for City of Tigard boards and the primary interface between these bodies and the City Council, City Manager, and departments. Besides serving as a technical resource, staff liaisons are responsible for meeting logistics, member recruitment and recognition, recordkeeping, and monitoring board effectiveness. SECTION VI. MEETINGS A. The regular meeting of the Board shall be held monthly at the Tigard Public Library, unless otherwise determined by the Board. If the regular meeting day is a holiday, the meeting will be held on an alternate alternative date of the Board’s choice. B. The Board shall meet at least six times a year at a time and place that is specified at least five (5) days in advance, andadvance and shall be open to the public (TMC 2.36.030.C). C. The parliamentary authority for the Board is Robert’s Rules of Order Revised, except where superseded by these bylaws or local, state, or federal law. D. Agendas shall be posted for public notice on the City of Tigard web page, in the lobby of City Hall and in the Tigard Public Library in compliance with Oregon Public Meetings Law. All meetings shall be open to the public. E. A majority of votes of Board members present shall determine the official position of the Board on a given issue. Alternates are not allowed to vote under any circumstances. F. Board members shall not send or receive electronic communications concerning any matter pending before the Board during a Board meeting[MR4]. a. Electronic Communications means e-mail, text messages, or other forms of communication transmitted or received by technological means. b. Electronic Communications Devices means laptop computers, Blackberries, cell phones, notebooks, or other similar devices capable of transmitting or receiving messages electronically. G. Board members shall not use electronic communication devices to review or access information regarding matters not in consideration before the Board during a Board meeting. H. Special meetings may be called by the Chairperson, or secretary to the Board, or at the request of two members, provided that notice be given to all members and the public at least twenty- four (24) hours in advance of the special meeting. I. The annual meeting, which shall be for the purpose of the elections of officers, shall be held in conjunction with the regular Septemberfirst meeting of the new year. (TMC 2.36.030.D). CITY OF TIGARD TIGARD LIBRARY BOARD BY-LAWS Tigard Library Byl-Laws – Resolution 22-19 June 28, 2022; Approved by consensus by Library Board August 10, 2022 SECTION VII. BOARD MEMBER RESPONSIBILITIES Members of the Board shall: • Regularly attend meetings and contribute constructively to discussions,; • Consider and discuss issues from a Citywide perspective, as well as that of particular stakeholder or interests,; • Strive to reach consensus on matters under consideration;, • Act with respect and consideration for the viewpoint of others;. • Members shall not make representations on behalf of the City of Tigard or Board whether intentional or not, without authorization. SECTION VIII. ATTENDANCE If a member is unable to attend a meeting, he or she isthey are expected to notify the Chairperson or staff liaison (or secretary of the Board). If a member has missed more than three (3) unexcused scheduled meetings within one year, the issue shall be placed on the upcoming agenda, and upon majority vote of the Board members present that position shall be declared vacant. The Board shall forward its action to the Mayor and Council, who shall fill the vacant position. SECTION IX. QUORUM A. At any meeting of the Board, a quorum shall be a majority of the current members (excludes alternates) of the Board. No action shall be taken in the absence of a quorum except that the meeting may continue with discussion on agenda items. For the purposes of forming a quorum, members who have disqualified or excused themselves from participation in any matter shall be counted as present. B. In the event a quorum will not be present at any meeting, the Chairperson or Vice Chairperson Pro Tem shall notify the Board members in advance so that a decision may be made whether to meet and take no action on agenda items or to reschedule to a different time. SECTION X. REMOVAL OF MEMBERS A. The City Council may remove members of the Board in accordance with Section VIII: Attendance. B. The Council may also remove members when, in its judgment, the conduct of a member does not conform to the City of Tigard Code of Conduct for Boards, Commissions and Committees or based on other conduct unbecoming a representative of the City. C. The Board may make a recommendation to Council for the removal of a m ember in accordance with Section VII: Member Responsibilities. CITY OF TIGARD TIGARD LIBRARY BOARD BY-LAWS Tigard Library Byl-Laws – Resolution 22-19 June 28, 2022; Approved by consensus by Library Board August 10, 2022 SECTION XI. ANNUAL REPORT OF THE BOARD A. The Tigard Public Library’s Annual Report is considered to be the joint meeting, generally held in Maythe spring, with Board members and Tigard City Council. B. The Annual Report shall include a summary of key activities and proceedings and any specific suggestions or recommendations which the Board believes would be noteworthy to the Council. C. The Annual Report shall not be submitted unless approved by the Board. SECTION XII. AMENDMENTS These Bylaws are adopted by resolution of the Tigard City Council, are binding on the Board, and may be amended by the City Council. The Bylaws may also be amended at any meeting of the Board with a quorum present, by unanimous vote of the members present, provided the amendment was stated in the call for a meeting. Such actions of the Board shall be forwarded to the City Council for final adoption.