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HomeMy WebLinkAbout12/10/2025 Minutes Member of Or„ Tigard Public Library Washington County Serving the public since 1963 Cooperative Library Services Tigard Public Library Board Minutes — December 10, 2025 1. BOARD MEETING A. At 6:30 p.m. Vice-Chair Stoffel called the Tigard Public Library Board Meeting to order. B. Vice-Chair Stoffel called the roll. Present Absent Mary Bogert Candice Coleman ✓(excused) Lili Diaz ✓(virtual) Jessica Lin ✓ Abe Manion Pam Michael ✓ Kate Ristau (Chair) V(excused) Jenny Stoffel (Vice-Chair) ✓ Vacant (Alternate) Vacant (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 minutes for the November 12, 2025 meeting. The motion was seconded by Board Member Michael and the motion passed unanimously. B. Board Member Bogert moved to approve the minutes for the October 8, 2025 meeting (as edited). The motion was seconded by Board Member Lin and the motion passed unanimously. 4. ICEBREAKER TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, December 10, 2025 — Page 1 of 4 13500 SW Hall Boulevard, Tigard, Oregon 97223 • 503.684.6537•TPLcomments©tigard-or.gov•www.tigard-or.gov/library Library Director Bernard asked everyone in attendance to share something you're grateful for today. 5. MEET THE TEAM Our "Meet the Team" guest was Stephen Hughes, Circulation Supervisor, who spoke about the AMH (automated materials handling) system replacement project. Hughes discussed: Why are we replacing the AMH system? The AMH system is a critical piece of library infrastructure that helps the library team provide accurate, efficient service to patrons. Approximately 900,000 items each year are checked in and sorted through the AMH. The current AMH has surpassed its lifespan, and parts are no longer being made. The new AMH will help future-proof the library's operations. Project highlights: Hughes described the involved process in getting a new AMH. This included presenting well- considered needs of Tigard Public Library and the community to vendors during the RFP (request for proposals) part of the process to ensure the right vendor was chosen. Seven vendors submitted proposals and a team including library staff, WCCLS staff, and other City of Tigard department staff reviewed the proposals. MK Solutions' AMH system was chosen and provides several upgrades to the current system: 1) responsive customer service; 2) high-quality engineering and parts, which reduces staff time intervening with the machine to troubleshoot problems; 3) quieter, which makes adjoining staff workspaces more usable;4) more ergonomic (protects staff and materials); 5) software is more intuitive and user-friendly; 6) sunlight does not affect the operation of the machine. Board Member Michael asked if the other proposals had the same offerings. Hughes replied that they were similar, but MK's strength was the user-friendly versatile software. This was also the only sweeper system, which is significantly quieter than pop-up roller systems. Hughes added that the AMH components are made in Germany, so there have been delays due to tariffs. Ideally the new system will be installed during the upcoming library building closure for the HVAC upgrade. Board Member Michael asked if the price has increased with the tariffs. Hughes said that price remained the same as when the RFP was submitted, which was prior to tariffs being instituted. Board Member Michael asked if the AMH is manufactured in Germany. Hughes replied that the parts are from Germany and assembly is done in Pennsylvania. TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, December 10, 2025 — Page 2 of 4 13500 SW Hall Boulevard,Tigard, Oregon 97223 • 503.684.6537•TPLcomments©tigard-or.gov•www.tigard-or.gov/library Personal professional development via this project: Hughes shared that he gained a lot of knowledge regarding project management during this project that he is now using to manage other projects in the Circulation division. The number one thing he learned is that effective communication is 90% of project management and the key to a successful outcome. Library Director Bernard commented that it was great to be able to simultaneously address a machine's end of life and provide real hands-on professional development for one of our valued teammates. She added that she trusts Hughes because of his knowledge of the Circulation team, understanding of the critical nature of the AMH for successful library operations, and his insight into maintaining the library's good reputation in our community. Board Member Lin asked how long the new AMH is expected to last. Hughes said 10-15 years, but it is expected it to last longer because of the modular nature of the machine. Sections can be replaced without having to replace the entire machine. 6. POLICY REVIEW A. ALA POLICY: Economic Barriers to Library Access (Last Reviewed: November 13, 2024) I. Director Bernard discussed how the policy language was updated by the ALA to be clearer and more accurate and that no substantive changes were made. A side- by-side comparison of the prior and current policy was presented to the board for their review. Director Bernard said that the language updates the ALA made to the policy are sound and that they reflect the current state of public libraries. II. Board Member Manion moved to endorse and reaffirm the policy. Board Member Bogert seconded the motion. The motion passed unanimously. 7. DIRECTOR'S REPORT A PDF version of the report will be at the end of these minutes. Questions from the board: Board Member Michael asked if Hughes will be in the library building during the AMH installation. Director Bernard said that staff cannot be onsite most of the time during the HVAC building closure due to risk factors, so the Facilities team and contractors will oversee AMH set- up. New flooring and sit/stand desks will also be installed in the Circulation workroom during the building closure. Board Member Lin asked if the library will be focusing more on purchasing digital books during the closure. Director Bernard explained that physical materials will be made available to the community each Friday, Saturday, and Sunday at Town Hall. Board Member Lin restated her question asking if the budget for digital materials will be increased during the building closure. TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, December 10, 2025 — Page 3 of 4 13500 SW Hall Boulevard,Tigard, Oregon 97223 • 503.684.6537•TPLcomments©tgard-or.gov•www.tigard-or.gov/library Director Bernard said that Tigard does not have the budget to purchase additional digital materials, but patrons will continue to have access to all digital materials that WCCLS provides. Vice-Chair Stoffel asked how the building closure will affect staff workflow and duties. Director Bernard said that each team will have adjusted workflows, duties, and professional development, and will undertake special projects that are logistically easier while in an alternate service delivery model. Vice-Chair Stoffel asked how the building closure will affect the building's role as a warming center during extreme weather. Director Bernard explained that the City's Emergency Services Coordinator is responsible for working with Tigard CERT volunteers to stand up warming centers during weather events, and that the Public Works team will secure alternative locations. Board Member Michael asked how the collection will be protected during building closure. Director Bernard said the Public Works team will work with the contractors to protect materials and furnishings from dust, debris, and humidity. Board Member Lin asked if the Basic Needs Bookshelf will still be available during building closure. Director Bernard thanked her for the question and will have an answer for the next board meeting. Board Member Lin asked if the closure schedule is a conservative or generous timeline. Director Bernard said the timeline includes ample padding for work stoppage due to winter weather. Board Member Lin asked about other projects like upgraded lighting in the Large Print area. Director Bernard said that this is a separate project and will have more information at a future board meeting. Vice-Chair Stoffel asked where tax help will happen. Director Bernard said that the AARP Tax Aide program will still happen in Tigard. Details will be forthcoming when plans are solidified. 8. NON-AGENDA ITEMS None 9. ADJOURNMENT At 7:43 p.m. Vice-Chair Stoffel adjourned the meeting. Prepared by: Ledja Johansson Approved on: January 14, 2026 TIGARD PUBLIC LIBRARY BOARD MINUTES —Wednesday, December 10, 2025 — Page 4 of 4 13500 SW Hall Boulevard,Tigard, Oregon 97223 • 503.684.6537•TPLcomments©tigard-or.gov•www.tigard-or.gov/library Library . ......„, ilii. ......_ pi. a Ih.. 111111111All — Nil111/111\ 41411111\.4111411k7, . , Oil 11 1111,_ Boa rci !Pi . .. )1r.,„. .... .,..._., .0, . 0,.... . . ,...... , _,..„.. , .. r .......? : _ , - .. .. .._. _ . . ...: .. . . ... . .„ . .. . \ .0:4-11-!, , -,;_.:2:::.=•-: -:-:;-=`. \44 •— -..... z• -....,"-- "•.-,.z...--...-.- ': 1111' •4, .--,- -`'iaz-,:••,'-4,7 -..- .L- _% Director ' s Report t . ......, ._•,. , o., .. r, • ....1__._.—.s-.„._... ,-, -. .,•..•,,4..,•.._..„.,,_i_,i, -s-,,i-,:_p,_.p-•4,...-.....,_. .R,,.:•,•_.,.- o,_ ,-..... ,, ......i ._......,.,,,.....,.,.,_..,i .• 41 „ • 0 _ ,,,,.„ _ ._ ,., • i — amii 7 , --!*.r.1-,,I,Ialt«... 1 1;['-,I: "' Z-1 . • •;11- '.•I'1'!M.. . ;„_, . •-"••:_',,,,11.1-_-_,..- 7" -"-•;:;.' December 2025 I :1C-,::: ,';',. ill, , \ ri : !Ilf,;01 I .„. -,.• ,:';.:: , - .,_, ._,_. , - -.--'-'22' --. -'- --4' " - % ;''•- -4.4'1111 i ' '1,'.'j'''' Ilrl 'TO I''11., IV 101" ' -- - -. 11 - '' ' r-• ,..•'.---t_.- ' l' : '',.T'--•1 ,,....;;, 1 k t, 1: ,,„.:_,., ,:„..„...„ 9 ------ ----------...i___--- :- - -- Libray .,„., ir \ ,.........____---, S iM64 " ! sincei963 Serving the epublic r Public e 1 if th iriiii._ Notes for the Board • This is Mary ' s last meeting . , � - -• , Thank you , Mary ! • iT, � ‘ Tigard , # • Thank you to our Chair . Aos Kate and our Vice - Chair Jenny ! Presented to Mary Bogert • I n January , we will elect a Yo�° t�;ea�`a°e°,ce thee LC B new Chair and Vice - Chair ntoY thee L�,tYra ory4g �oarda d for 2026 . 1 \\ / i • .,fr a 0 0 0 07/ \---..\. ""\0„...„-•----.ii.: New beginnings and changes ahead • , - IEEE= MS -. . ,s - • Back and Planting Party a qc • MLK Weekend of Service: the City' s first disability-focused . . r ii i ,I �,T 1.�- - _g _ h. ,6 volunteer event ___ . _ gat - - - - i Cr • ��l , �. • Library team learns about centralized collections plan r 0 itit • :. ��- torsi �.. � 1 ' v, d ' - .. ) ` . A. ~ Lili Diaz & Pam Michael area appointed to votingmembers 4 * ramppp • ; � � � February ,/ . ) . • ... Busy and icy 411101--_ • All 1,056 AARP Tax Aide appointments booked Ip I ti4/ • Citywide Spanish e - newsletter (Jeanne, Mayra, Sophia)r, ? milat. -r • City closed for inclement weather - and Library almost broke T° 61 1,000 patron visits J • Jessica Lin is appointed to the board 1 a 1 ` Transformations ,- ,. fr. . 41040 , .: . -\ 4111 j . LI 1 Iili; • New Volunteer Coordinator Becca joined us 1 i __MARCH ' r / ' _ • Caterpillars to butterflies I • Library employees visit the new Just Compassion space - 4,,e: 11 % . , ./„. IP.i-- it, ar �wss V�A _ �‘ RY � Tax Help & National Library Week j , DRAWN TO THE LIBRARY 1 NATIONAL LIBRARY WEE K 1 a nfi - ADRIL 6-f2, i0it \% i ^,, , • Board presented to Council - now with video ! TAX rii; • National Volunteer Appreciation Week ii, r,Ai • National Library Week: Drawn to the Library v. Ak Plia41 111 • AARP filed a total of 1084 returns this year, a 15% increase over last year' s number (914) Bridges and brobots .. ,___ ..„:„,,:..,„.... ,_, I. ... , _ - - EL --Ive.,- _. • 1. - , :._ .- . 4.0:4, 1,v%. . .,4 A MU. OM y �•.._', '� Funding for replacement AMH system approved by Council ' _ . I tvI111 I Q / ` / ' , .`, • � � �t s • We saidgoodbye to Ac uisitions Su ervisor Mea an ., I , hi I i I Arr • New Fanno Creek Trail bridge ribbon - cutting _---„„....t.,,, ,. I JI �, } .1,. -Norgir---``— „, ( .euel up 1EEt ?AT LIBRARY . t7,.._.,3 put Aummer Reading 2025 Jame: r9ord P .94 d�ublic Ub,o� Choose your character: -, ...—_, 11 411110 * June _...,, f_ . ._ ...._ ...._ Circle your age range: I d ] - • \ 0-5 6-11 12-18 ADULT - -�`,zo j 9 fff III a R t �'? Ly,C How to play: ��� ay a° > eJe\up at Your G, .1 r each day you read.or for , _ / tf���a f t = 1 I i 1,,� \' t vdy listed below '" r�` if ;��\'. , - ve et Up at Yoo •les,stop by Tigard public - r yy p i ei6 nor sticker. ` 1� >6.! / ' '}— ^O.. •cker after advancing /� 1 1 - o - 4' Leue p -npl eting 30 . ' 6IF ,' 11, coedyo '- ,/. •� ities: hel ? .. Su mmer Read • nbegins !onour o.. c ti ����ii �' .O .F - on. ,__7 _iii - `} _ - h. trail. 4 .. G�,,, row ,{7 Jmething new. �, ClrbrO!' .Summer Reading. e Tigard Public Library --.. ixpm9ran is suglorcdn part by the ReadytoReadGaru p�Yam . y _..emendation or review. berg the punt since 1963 I admiowaed try the State ubary of Oregon and by Friends of dte Tigard ubaey Stroll the Storywalk in the library Backyard. TV 11111116. �. ,m0‘i r gbegins• Summer Readin r --.'N"->-''') ''''.. -\''''‘; 4110% ,. •:, r► • StudyRoom acousticpanels installed ► 1111jab,' y .• la /i ti : __,,,_: -..,____ ._ =-eb program• Adventure Pass returns .... „, \.___ . , :,(7 1 - y j joins• Cit Mana er Brent Stockwell Team Tigard .• 1. \ . ,�'by t - :, it titi ` ~�� ,et.. ^� ..•L .fir`" . t.'- _Ili, Ai r New faces and pil ending 1 Ngt 4 ilia. ,iiill . ,_____ _. • ..,., ,, ..,„,_ _ „.....OSABILITY st .r iy¢ �. } -. P RIVE 20�5 • Jessica Beavers & Hilary Robbeloth joined Tech Services T %< + Free buts + crayons coloring shi '� • _ _ take and sh Ti�a�= 10, 1 .= rs <? \-c�o . . .,, �,, : R • � , DisabilityPride Month \ 1 7-7 (SAS/i.:_ ;,�- D D �1�\.y�,�\ J�y.J� .� �� ' = r, .�sp. ,, AO • • • Abe Manion appointed to the board ,..fiall %.% ‘ V iV . ` �Au e l, . . . A * 00400( _. . 4..::: __,1, 1P I . i '4, ow AA k Cr • Holds lockerspilot project ended _ , , . .. . . ,s . „ 1 August / , At Upgrades to software and the 'ilisi r , IC , , 'I'M 4„t",, I SUMµtF ON 6 bF _. tlava - 41"11111. 933 sik_ j, — ; , • 3,421 readers of all a esparticipated in Summer Reading.,::‘ - --,. , 4,-) l' ,- 4',6 P.' g 111 , , • Polaris (Integrated LibrarySystem) Upgrade • Gettingfor constructionprojects ready commencing Back to school • National Library Card Sign - up Month • Senior Cataloger Stephanie goes to WCCLS • Helen Allen resigns from the board after five years 1 .........., October . , . „. \ i i______,______________ ; Banned Books Week N ‘• Members of Authors Against Book Bans sent post cards of /0_cttA thanks and support for hosting author Aiden Thomas at L40., �-� RT ND�� � ...a9�z � .,, ,,� Tigard Public Library last month and supporting intellectual ),,,,,t,1/4,•,, A,taev, 25 PM6 L 1715i� 2025 ,�J;U/, L, ,�` � freedom in the face of social media backlash. Messages on . , Tt / 1c-C-,� � , ,64 Awl ' , L--.1Sa PI\ \°i_i\: the cards included "You are one of my very favorite WCCLS � � P-A % �- � A �,l `��A�`a�' branches. I' m so grateful for the breadth of your �� Y----L,lacclk ou LA-)tcl_nAs i��� s� H��� � collection, " "Thank you for protecting the freedom to read ! � � -ri�acd, O'R �7 3 We appreciate everything you do for your readers, " and .__ �, , . , 1,.,,ii.ii.i"idompi-,-,iimplidi " Books, libraries, and certain leaders saved my life as a young person growing up in rural Oregon . Thank you so J much ! " , _ „, X I % _ Thank voters ! r' ' r'• — iPli NCI ' 1aa" diLliiL e. INCLUIIV! V MI II Tcwa►oor `. , �itt _ • WCCLS replacement levy for library services passed ! rf,,,,,,,:-.71-471, ._...wikwo.urr. - ,, „oilsr II .:� .r • Inclusive TechnologyStation a '' ` '' • Jessica Lin becomes a voting member • Candice ' s board service ends after four years • December What a year ! • • 240 cards to incoming TTSD Kindergarten class, and 240 more togo • Recruiting for several On Call Librarians, our next Bilingual Youth Services Librarian, and the new Library Experience Manager (f) �• • Mary Bogert' s board service ends after eight years ,• • Abe Manion becomes a voting member HVAC Project & Library Services • After 20 years of service, the Library ' s HVAC system is reaching the end of its life . • City Public Works team is replacing the HVAC system . The work requires the HVAC system to be shut down for approximately 12 weeks . • The Library will continue to provide express - level services for the community during the building closure at Tigard City Hall and community partner locations .