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08/14/2019 - Minutes City of Tigard Tigard Public Library Board Minutes MEETING DATE/TIME: Wednesday,August 14, 2019 7:00 p.m. MEETING LOCATION: 13500 SW Hall Blvd., Conference Room, Second Floor 1. CALL To ORDER: Chair Harris called the meeting to order at 7:00 p.m. 2. ROLL CALL Members Present: Christopher Allen,Mary Bogert,Joseph Callahan (arrived at 7:15), Shirley Edwards,Katie Harris, Suzanne Sikora Members Excused: Kate Ristau Alternates Present: Gail Stephens,Alicia Turner Council Liaison: Heidi Lueb Staff Present: Director of Library Services Halsted Bernard and Confidential Executive Assistant Margaret L. Reh 3. INTRODUCTIONS Chair Harris welcomed the new members to the Library Board and thanked them for joining. Introductions we made around the room with everyone sharing a little bit about themselves. 4. APPROVE MINUTES The minutes from the June 12,2019 Board meeting were reviewed. The July 10 meeting had been cancelled at the choice of the Board. No changes were requested for the June 12, 2019 minutes. Motion by Mary Bogert. Second by Shirley Edwards to approve the June 12, 2019 minutes. Allen—Abstain Bogert—Aye Callahan—Abstain Edwards—Aye Harris—Aye Ristau—Absent Sikora—Abstain 5. AGENDA ADDITIONS AND DELETIONS None were suggested. 6. CALL TO THE PUBLIC Library Staff Member Amber Bell, Interim Readers Services Manager/Youth Services Supervisor was our guest this evening. Amber shared a bit about herself and what she does for the library. Amber has been our Youth Services Supervisor since July 2012. In January, she was asked to serve as the Interim Readers Services Manager of the Readers Services Division as that manager position has been vacant for a while. Amber is also our grant administrator. She ensures that the annual grant process for the Ready-to- Read program is completed on time. Because of her efforts, the library is a consistent recipient of Ready-to-Read funds. Tigard Public Library Board MINUTES — Wednesday, August 14, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov I Page 1 of4 Amber oversees the outreach opportunities and the programming decisions for Youth Services. In her management position,Amber oversees the general level of the Readers Services Division as she coordinates staffing,programming and budgetary decisions for both Adult Services and Youth Services. Amber presented information on collection development and what the process entails. All the librarians have been given selection assignments for various collections within the library. There is a $364,500 annual materials budget that is distributed among the selectors. Another large part of collection development is the necessary and required weeding process that each selector is responsible for. The selectors watch for items that have been damaged beyond repair and those that are non-circulating. Selectors must be aware of items that are essential for our core collection. They ensure we have a diverse collection that will reach a range of interests for our patrons to experience. 7. LIBRARY OPERATIONS The June and July 2019 Statistical Reports were distributed to the Board. Halsted Bernard pointed out the change in circulation of our physical collection has been affected by the increase of e-content items.The amount of patron visits has also been affected by an increase of on-line access to services; the catalog; educational on-line resources; and e-content materials. A focus of staff is to continue to seek ways and submit ideas to draw the public into the facility. The newly reinvigorated Teen Space has had a significant impact on teen use. Halsted has been working with the City Manager to find the best partner for the cafe space in the front lobby. Halsted informed the Board on the status of the Summer Reading Program statistics; teen program attendance; and the recruitment for the open library positions. September is National Library Card Sign-up Month. There will be a photo scavenger hunt with weekly prizes that the staff hope will encourage people to sign up for a library card. August 21s` is the 15t1 anniversary of the library being in this building. Watch for library facts and trivia posted on social media during the next few weeks. We will be giving out wildflower seed bookmarks on the 21st to all library patrons visiting the library. There will be an end of the summer thank-you ice-cream social for all our volunteers on Saturday, August 24 from 1:30-3:00. All Library Board members are welcome to attend. 8. DISCUSSION POLICY REVIEW A. Collection Development Policy (last approved: 10/12/16) Each Board Member received a red-lined copy of the Collection Development Policy displaying the changes made to the document previously endorsed by the Library Board on October 12, 2016. The Board reviewed the proposed changes. Discussion ensued. Motion by Mary Bogert. Second by Joseph Callahan to re-adopt the Collection Development policy with its revisions. Motion was approved unanimously. A copy of the red-lined document is enclosed with these minutes. B. Acceptable Use Policy for Library Technology (New) Tigard Public Library Board MINUTES — Wednesday, August 14, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov I Page 2 of4 When we decommission a policy,we take the best pieces and merge them in with the new policy. We have combined sections of the Internet Acceptable Use Policy and the Public Computer Rules into a new policy titled Acceptable Use Policy for Library Technology. We have consulted with the city attorney and WCCLS on the verbiage. The wording on the old policies were slightly dated. We have also seen an increase in usage of patrons viewing sensitive content on the public computers. Having a policy more clearly outlining what is acceptable use of technology in a public setting will provide a tool for our frontline staff to use when approaching patrons who are violating issues. Staff actions are also backed up with the policy stating that patrons need to comply with reasonable instruction by an employee. Discussion ensued. Motion by Suzanne Sikora. Second by Shirley Edwards to approve and adopt the Acceptable Use Policy for Library Technology policy as written. Motion was approved unanimously.A copy of the red-lined document is enclosed with these minutes. C. Decommission Internet Acceptable Use Polio Motion by Suzanne Sikora. Second by Joseph Callahan to decommission the Internet Acceptable Use policy as the content has been absorbed into the Acceptable Use Policy for Library Technology. Motion was approved unanimously. D. Decommission Public Computer Rules Motion by Shirley Edwards. Second by Mary Bogert to decommission the Public Computer Rules as the content has been absorbed into the Acceptable Use Policy for Library Technology. Motion was approved unanimously. 9. ALA POLICY REVIEW A. American Library Association (ALA) Freedom to Read Statement This ALA statement was last reviewed by the Library Board on October 10,2018. Motion by Suzanne Sikora. Second by Shirley Edwards to endorse and reaffirm the ALA Freedom to Read statement. Motion was approved unanimously. B. American Library Association (ALA) Freedom to View Statement This ALA statement was last reviewed by the Library Board on October 10,2018. Motion by Joseph Callahan. Second by Mary Bogert to endorse and reaffirm the ALA Freedom to View statement. Motion was approved unanimously. 10. OTHER BUSINESS Halsted informed the Board of a few more moves coming up in the library. The holds shelving will be moving to the south wall of the new teen area. We had received many comments that there just isn't enough room to move about where the holds are currently located.The shelving will be moving from behind the Circulation Desk out to this wall and the tapestry will be moving behind the Circulation Desk. Tigard Public Library Board MINUTES — Wednesday, August 14, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov I Page 3 of4 Chris Allen inquired about the Library of Things. A brief discussion ensued. Halsted asked that the Board members inform staff of ideas they would like to see or that they hear others comment on what they would prefer in this type of collection. The Downtown Tigard Street Fair/Latino Festival will be held on Saturday,September 7 from 11:00 a.m. to 6:00 p.m. 11. ADJOURNMENT Chair Harris adjourned the meeting at 7:56 p.m. The next meeting of the Tigard Library Board is scheduled for Wednesday, September 11, 2019 at 7:00 p.m. in the Library Conference Room. Tigard Public Library Board MINUTES — Wednesday, August 14, 2019 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503.639.4171 1 www.tigard-or.gov I Page 4 of4 Tigard Public Library Adopted by the Tigard Library Board November 13, 2003 Reviewed and Re-Adopted by the Tigard Library Board August 9, 2007 Reviewed, Revised and Re-Adopted by the Tigard Library Board September 8, 2011 Reviewed and Re-Adopted by the Tigard Library Board December 12, 2012 Reviewed and Re-Adopted by the Tigard Library Board October 12, 2016 COLLECTION DEVELOPMENT POLICY RULES: I. Mission Statement II. Purpose of the Collection Development Policy III. Responsibility for Collection Development IV. Objectives of Collection Development V. General Principles and Criteria Criteria for Seelection VI. Collection Maintenance VId Gifts VIII. Reconsideration of Library Materials IX. Limits on the Collection X. Policy Implementation, Evaluation and Revision I. MISSION STATEMENT: To provide a current, responsive collection of library materials to meet the needs and interests of the diverse and growing Tigard community. II. PURPOSE OF THE COLLECTION DEVELOPMENT POLICY: The purpose of this collection development policy is to establish the guidelines for the selection of materials in the Library's collection. Its intent is to develop the collection to reflect the needs and interests of a diverse community and to establish a plan for the selection of materials. Specific information regarding the library's collection and guidelines for acquisition of materials is contained in the Collection Development Procedures Manual. III. RESPONSIBILITY FOR COLLECTION DEVELOPMENT: The Library Board has the authority to determine the selection and acquisition policy. Final responsibility for selection of materials rests with the Library Director, who may delegate some or all of the selection to professional staff. Any staff member or citizen may submit suggestions for purchase of materials; professional staff will consider these suggestions on a regular basis according to the selection criteria. IV. OBJECTIVES OF COLLECTION DEVELOPMENT: The library will acquire, organize, make available and encourage the use of all media that: • contributes constructively to the individual's awareness of self and community while providing insight into a wide range of human and social conditions and various cultural heritages • encourages informational self education • meets the informational and recreational needs of the entire community • stimulates thoughtful participation in the affairs of the community, the state, the nation, and the world • gives access to a variety of opinions on matters of current interest • assists the individual to grow intellectually and culturally • reflects minority opinions as well as those of the majority V. GENERAL PRINCIPLES AND CRITERIA FOR SELECTION: The library's collection is essentially a popular and informational one. It exists to serve the recreational, educational and self-help needs of the library's patrons. Multiple copies of titles may be purchased as determined by popular demand. The library will not attempt to create a research collection, but will select basic, representative works in most subject areas. Additionally, although an effort will be made to collect popular works by local authors, no attempt will be made to develop a comprehensive local author collection. Materials acquired will be selected on the basis of the following criteria: 1. Current and anticipated needs and interests of the public 2. Accuracy of content 3. Timeliness of information 4. Author's, artist's or publisher's qualifications and/or reputation 5. Evaluations in review media 6. Contribution to diversity or breadth of collections. 7. Presentation of unique or controversial points of view. 8. Receipt of or nomination for major awards or prizes 9. Quality of production These selection standards also apply to materials received as gifts or donations. The Tigard Public Library endorses the material selection principles contained in the following statements of principles adopted by the American Library Association: A. The Library Bill of Rights B. The Freedom to Read statement C. The Freedom to View statement D. Access to Library Resources and Services for Minors (formerly titled "Free Access to Libraries by Minors" E. Economic Barriers to Information Access[TFI] E—.F. Access to Library Resources and Services Regardless of Sex, Gender Identity, Gender Expression, or Sexual Orientation VI. COLLECTION MAINTENANCE: Materials which are no longer useful in light of stated objectives of the library will be systematically withdrawn from the collection according to accepted professional practices. Withdrawn items will be disposed of by one of the following means: A. Gifts to other libraries B. Book sales for Friends of the Library C. Recycling D. Discarding VII. GIFTS: The Library will accept monetary donations and gifts of material with the understanding that gifts of materials will be added to the collection only if they meet the same standards of value required of materials purchased by the Library. Gift materials not meeting those standards, i.e., those that are out of date, unneeded duplicates of items already owned, or those in a form unsuitable for library use, may be given to other organizations, sold, exchanged, or discarded. Ultimate responsibility for inclusion of materials in the library collection lies with the library director or �ah'c�[asa]designated representative. Contributions of materials are deductible for income tax purposes to the extent allowed by law. Appraisal remains the responsibility of the donor. When a monetary donation for materials is made, it will be determined whether the gift is designated for a certain item or general category. Patrons who provide donations to be used for acquiring materials are requested to permit library staff to select specific titles which may meet the wishes of the donor, satisfy selection criteria, and are appropriate for the general public. VIII. RECONSIDERATION OF LIBRARY MATERIALS: As the Library strives to provide books and other materials for the interest, information and enlightenment of all people in the community, there may be disagreements on the merit of various items. Therefore, the following procedures will apply in responding to complaints: A. Recognizing that citizens have the right to question Library decisions, the Library staff will first try to determine the basis of the individual's request. 1. If the individual is seeking information about why the item has been selected, the matter will be handled informally by a professional librarian. Such a request is an opportunity to explain the mission of the Library and the guarantee of our freedom to read under the First Amendment to the U.S. Constitution. 2. If the individual objects to the material being available and wishes to have the material removed from the Library or relocated within the Library, then the individual�ne eF she [AB31will be furnished with the "Request for Reconsideration of Library Materials" form, which must be filled out completely before the item will be reconsidered. The material under question will remain in the active collection until a final decision is made. B. A committee of three staff members, consisting of one staff member from Readers Services and two, the Manager of Readers ServiGes and an addotmea4 Management group rep resentative[AB41, will review the item in question to determine the Reconsideration Request form. This review will be initiated within 10 days of the receipt of the Reconsideration Request form. After their review, the Manager of Readers Services Management group representative [AB51Will communicate the response of the committee to the individual making the reconsideration request. C. If the individual wishes to contest this committee's decision, a committee consisting of one member of the Tigard Library Board, one staff member from Reader's Services and one staff member from Library Administration will then consider the comments on the form and examine the item in question. The committee will seek reviews of the item in question and determine whether it conforms to the guidelines as stated in the Collection Development Procedures Manual. This review will be initiated within 10 days of receipt of the requestor's appeal for reconsideration of the item in question, and must be completed within 60 days. Based on the written recommendation of the committee, the Library Director will decide whether to retain, withdraw, restrict or relocate the material in question and will provide a written response giving the reasons for the decision. D. If the individual inquiring wishes to contest the Library Director's decision, the Library Director will forward the "Request for Reconsideration of Library Materials" form to the Tigard Library Board as an agenda item for its next regularly scheduled meeting. The Library Director will also arrange for the questioner to be invited to attend the meeting. The Board will consider the requester's statement and the Library Director's recommendation. The Library Board will make its decision based on the policy as stated in the Collection Development Policy in the Tigard Public Library Policies and Procedures Manual and the Collection Development Procedures Manual. The decision of the Library Board will be final. IX. LIMITS ON THE COLLECTION: Due to various constraints of budget, space, limited audience and other limitations, the Library is not able to collect many of the following items: A. Textbooks: Elementary through college, unless the title fills a specific need, and information on a particular subject is not otherwise available. B. Microform formats: Exceptions include a limited number of local newspaper titles, the Tigard Times back file and locally produced Tigard-area genealogical information. C. Government documents: Exceptions include the Tigard City Council proceedings, the Oregon Revised Statutes and similar items of high demand or importance. D. In-depth research and/or retrospective works. E. Foreign language: -Except for items such as instructional materials-apd Ga�ee, texts, and dictionaries, which may be collected, and for materials filling the need of specific user groups within the Library community. Y POLICY IMP CMENTATION EVALUATION IATION AND REVISI/1A1• The Library DireGtOM aril Library Beard mo bore• will Feyi w Tigard P ibli/+ Trr�cn7r'ar�vrrcrtG1—arrcr c.�r7crsvvnrrcvrevr �ryuraTa�rrc Library GolleGtion DevelopmeRt P010GY eveFy other year beginning on fiSGal year 2nn3_nn �T APPENDIXC-€S: A Library Rill of Rights S. The Freedom to Read statement GA. Request for Library Material Reconsideration Porm REFORMATTED Request for Reconsideration of Materials[TF6] Date Name Address Telephone 1. Individual represents: self organization 2. Title (please include author or call number if possible): 3. What is your concern about this material? Please be specific: list pages or sections: 4. Did you read, hear, or see the entire content? 5. Have you read any reviews of this material? 6. Have you had a chance to Bread the Tigard Public Library Collection Development Policy? 7. Do you have suggestions for materials to be included in the collection to provide other viewpoints? 8. Additional comments: 9. Your comments will be reviewed by library administrators and you will receive a written response. Please note: Your comments are public record, however, your name, address and phone number will be kept confidential. Signature Request , Reconsideration / Materials Date: Name: Address: City: State: Zip: Phone: ❑ Home ❑ Mobile Email: Individual Represents: ❑ Self ❑ Organization: Title (please include author or call number if possible): What is your concern about this material? Please be specific. List pages or sections: Did you read, hear, or see the entire content? ❑ Yes ❑ No Have you read any reviews of this material? ❑ Yes ❑ No If so, which one(s) Have you had a chance to read the Tigard Public Library ❑ Yes ❑ No Collection Development Policy? Additional comments: Your comments will be reviewed by library administrators and you will receive a written response. Please note: Your comments are public record, however, your name, address and phone number will be kept confidential. Signature: TIGARD PUBLIC LIBRARY Request for Reconsideration of Materials Form 08/14/19