LIBRARY BOARD AGENDA Thursday, July 16, 2020

Thank you for taking the time to join us at a Library Board meeting!

We encourage our community's participation. Meeting materials - including agendas and packets - are available at Hillsboro-Oregon.gov. Feel free to contact the Library Director at 503-615-6500. We are happy to be of assistance!

Sign-language interpreters and Assisted Listening Devices (ALD) are available at no cost. Please call 503-681-6100 or TTY 503-681-6284, 72 hours prior to the meeting.

Board Meeting - 6:00 pm - Teleconference

The City of Hillsboro invites you to listen to the Thursday, July 16 teleconference Library Board meeting using the Zoom teleconference meeting details listed below.

Zoom Teleconference Phone: 1-346-248-7799 or 1-253-215-8782 Meeting ID: 890 9576 7882 Password: 060808 https://us02web.zoom.us/j/89095767882?pwd=eEs5QVY1S0xwb1Z5cGIrbmk1VDk2Zz09

Call to Order - Roll Call

1. Consent Agenda

1. Library Board Minutes June 16, 2020 June Library Board Minutes DRAFT

2. Public Comment (Public Comment will not be taken during the meeting, but may be emailed in advance to [email protected] by 8 am on the day of the meeting.)

3. Items for Discussion (Items may result in action and/or recommendation to Council):

1. Introduction of new Board Members (Case)

2. Training: iCompass (Minear)

3. Presentation: Collaboratory (Misenti, Osuna)

4. Discussion: Collaboratory Guidelines Collaboratory 2020, draft, clean Guidelines Collaboratory 2020, draft

5. Staff Report and Discussion: Library Administrative Rules, Unattended Children (Reich) Library Administrative Rules Unattended Children 2020, draft, clean Library Administrative Rules Unattended Children 2020, draft

6. Board Calendar Update (Case) Projected Annual Calendar including policies training events

7. Advocacy Report (Muller/Madsen) • Friends and Foundation report • Celebrate Hillsboro

8. Director's Report (Muller) Page 2 of 43

Directors Report July 2020

9. New Business (Case)

4. Information Items and Announcements

1. WCCLS circulation statistics report for June 2020 June Circ Stats with Overdrive - per library

2. HPL statistics, June 2020 Library 10 Year Stats June 2020 Board Report

3. Informational Items Information items

4. 2020 Library Board Schedule 2020 Library Board Schedule

5. Robert’s Rules of Order quick sheet Roberts Rules cheat-sheet

5. Future Meetings

• “From Awareness to Funding” with Penny Hummel, September 2020 • Thomas Bruner, Operationalizing Equity presentation, October 2020 • Revisit Board Effectiveness Survey, including having all members take the survey again • Gregg Snyder for South Hillsboro overview

Page 3 of 43 Page 4 of 43

CITY OF HILLSBORO LIBRARY BOARD MINUTES Thursday, June 18 2020

Board Meeting - 6:00 pm - Teleconference

Call to Order: Present: Board Members Elizabeth Case, Linda Mokler, Chris Armstrong, Rommel Rodriguez Ibarra, Katie Rhyne Staff: Karen Muller, Hillary Ostlund, Ken Christian, Linda Osuna, Carol Reich, and Cheryl Gill Visitors:

Case called roll and asked each Board member to name their favorite children’s book

The Library Board purchased a copy of each of the favorite books and Case will present them to Muller as a gift for Muller’s new grandson.

Case informed everyone that Rodriguez Ibarra had a big day Wednesday, June 17th. He became an American citizen. Rodriguez Ibarra stated the ceremony was held outdoors due to Covid 19 distancing rules. Congrats Rommel!

1. Additions to the Agenda:

Case called for additions to the agenda.

Rodriguez Ibarra questioned why the internet policy review was missing from agenda. The minutes from the May 21st meeting noted that the policy would be brought back for a vote at the June 18th meeting. Muller explained she removed the item from the June agenda due to current changes in the service structure and that it didn’t make sense to review that policy until staff decides what services will look like in the future.

2. Consent Agenda

2.1. Case entertained a motion to approve the consent agenda. Rhyne moved; Rodriguez Ibarra seconded; Case, Mokler, Armstrong voted in favor and the motion passed unanimously.

City of Hillsboro Library Board – Minutes – June 18, 2020 – Page 1

Page 5 of 43

3. Public Comment

No public comments were emailed to Muller.

4. Action Items

4.1. Presentation: Library Reopening Plans

Muller, Interim Library Director, said some staff have phased back to working in the buildings. The Library Leadership is in attendance at this meeting to share plans. Ostlund will talk about staffing, Christian will explain the new curbside holds pickup titled ‘HPL To Go’, Osuna will report on programming and outreach and Reich will discuss safety measures. https://www.hillsboro-oregon.gov/our-city/departments/library/about-the-library/reopening

Ostlund, Library Manager, shared a video produced by the Library Employee Appreciation Committee to welcome staff back to the building. “This was a fun way to start reorientation.” A word cloud made up of responses from staff asked to “describe how you are feeling today” and “tell us things you are excited to come back and do”. Ostlund stated this exercise was an awesome benchmark for how staff were feeling.

Some staff continue to work from home, some are quarantined. Eric Fullan, City Risk Safety Officer, began the return to the buildings with a safety presentation. Staff are pulling holds, shelf reading and getting ready for HPL To Go. Book returns are starting to come in. Next week more staff will return in phase II. Currently there are 14 staff at Brookwood and 3 at Shute Park. Next week in phase II there will be 25 at Brookwood and 6 at Shute Park. In a couple weeks still more staff will return, combining in-building work with work from home schedules. Seeing people again is heartwarming and wonderful.

Christian, Library Manager, gave an overview of the new HPL To Go curbside holds service. Hillsboro Public Library is now getting books to patrons. We’ve been lucky to partner with WCCLS and staff. There will be a soft launch to clear current holds of 5400 items to get out to 2000 patrons, getting those out first with email and phone notifications. As of June 22nd patrons will be able to enter their own holds in Polaris. Patrons will continue to be limited to 50 holds. The auto-notify feature has been turned off in Polaris due to the fact that different libraries are in different places in the process. Pick up times will be 2pm-6pm Monday through Saturday and reservations will be made through the library meeting room scheduling software. Staff will pre-check out holds. There will be signage and book returns will be open 24/7. Patrons have been asked to baby-sit books and due dates have been pushed out to July 31st.

City of Hillsboro Library Board – Minutes – June 18, 2020 – Page 2

Page 6 of 43 Informational materials will be included in the holds pickup bags. The No Card No Problem collection will be available for browsing. After July 4th holiday, the window for pickup will be expanded to 12-6 and may incorporate technology usage.

Mokler asked if patrons would have to present ID to pick up their holds. Christian advised authentication is accomplished ahead of pick up. Patrons also have the ability to pick up holds on behalf of someone else as long as this is noted in the scheduling software. Patrons can’t see names on the holds. This will be a good faith process. This is similar to the current hold shelves but with greater authentication. We are hoping this will be a very popular service.

Rhyne asked about the mask policy given Governor Brown’s new policy. What is required for patrons and staff? Christian noted patrons will remain outside of the vestibule. Staff will be behind a table in the vestibule. Library is continually adapting. There will be a 72 hour quarantine for books returned. For the Saturday soft launch, Christian asked Board to come by if they have holds (or even if they don’t) for the 10am-12pm “open house without an open house.”

Osuna, Library Manager, presented information about programming and outreach events and community engagement. Summer reading begins July 1st. The summer reading program will be a little different this year. Patrons will not be able to select their own book, so Librarians are making up kits by grade level. The kits will include crayons, sidewalk chalk, a new book and their reading record. The kits will be distributed at lunch sites in coordination with the Hillsboro School District. There are 24 sites this year including Outpost with Parks & Rec, as well as pop up programs and Celebrate Hillsboro. Online programming continues through August. Prerecorded storytimes are on YouTube. Our virtual programs are reaching a broader audience. The social media online presence has grown. Hopefully in the fall patrons will be able to return to the buildings, with possible programming for adults who can practice social distancing. Programming staff are getting used to filming themselves and there will be a studio created in the Brookwood Collaboratory to produce quality programming. This has also expanded into Spanish language programming and is some of the most popular programming offered, reaching over 64 countries.

Reich, Library Manager and liaison to the Library Safety Committee, advised the Book-O-Mat vendor will program the Book-O-Mat to check in items and hold them from display for 72 hours in order to quarantine them. Eric Fullan, City Risk Safety Officer from the City Risk Department came in to train returning staff on self-care, the proper way to wear a mask, and physical distance. He also reminded staff to take breaks from masks. The Facilities Maintenance Department installed directional arrows and changed the drinking fountains to touchless fill only. Positional markers have been placed to space people out. There will be physical distance monitors from assigned staff.

City of Hillsboro Library Board – Minutes – June 18, 2020 – Page 3

Page 7 of 43 Muller explained what’s next: Getting patrons back. Printing, technology, notary services. Muller anticipates it will be a few weeks before receiving an approval on getting patrons back in the building.

Case thanked Library Leadership for all the things they are doing. She stated she is excited for the open house on Saturday.

4.2. Decision: Library Administrative Rules, Volunteers

Muller worked with Marcia Hale, Library Volunteer Coordinator to revise the Library Administrative Rules, Volunteers.

Language was clarified around the ages for volunteers. Case entertained a motion to approve the Library Administrative Rules, Volunteers.

Mokler moved, Armstrong seconded; Rhyne, Rodriguez Ibarra, Case voted in favor and the motion passed unanimously.

4.3. Decision: Library Administrative Rules, Circulation

Case noted the numbering error 1,2,3,3. Muller will make the correction to numbering. Mokler requested a glossary of types of library cards. Muller will email the glossary to the Board tomorrow from the WCCLS extranet.

Case entertained a motion to approve the Library Administrative Rules, Circulation. Rodriguez Ibarra moved, Rhyne seconded; Mokler, Armstrong and Case voted in favor and the motion passed unanimously.

Muller is hopeful these Administrative Rules can be on the City Council agenda July 7.

Case stated the Administrative Rules will be submitted twice a year to council

5. Items for Discussion

5.1. Board Recruitment Update

Case said promotion began this week for the two vacant positions on the Board for unincorporated Washington County. Case asked Board members to pass along information regarding the two vacant positions and share on social media. Information will also be on the Hillsboro Chamber of Commerce social media.

City of Hillsboro Library Board – Minutes – June 18, 2020 – Page 4

Page 8 of 43 Rhyne asked for a map that reflects unincorporated Washington County. Muller advised there was a map included with the application.

Case will call the Planning Department if there are questions regarding unincorporated Washington County.

Armstrong wondered if applicants have to reside outside city. Muller confirmed applicants must reside in unincorporated Washington County. Mokler clarified unincorporated Washington County but inside the Hillsboro Library service area.

Case confirmed applications will be received by the end of June and hope to have new Board members approved at the July 7 City Council meeting and able to attend the July Library Board meeting.

5.2. Board Calendar Update

Case referred to the projected calendar with policy, training events and notes, which notes everything that’s going on. This calendar will be useful for planning Board meetings.

Muller and Case have gone through the first half of the year and caught up thru June with the exception of the internet policy.

A discussion took place around what the rest of the calendar year should entail. Muller & Case will send the Board a mockup of new calendar items for review, then make adjustments in accordance with member comments.

5.3. Advocacy Report

Dates to be added for sign up. There should be one Board member at Council meetings which works out to attendance at every 5th meeting. During quarantine the Library Board will focus on City Council and continue to have conversations about advocacy as the year goes on.

5.4. Friends and Foundation report

Foundation: Gail was unable to attend tonight so Muller reported the Foundation will conduct a fundraiser for Tiny Branches in lieu of the author dinner. The Foundation would like to purchase books in multiple languages appropriate to neighborhoods in which the branches are located. David Edwards and Mrs. Edwards will match donations up to $1000. Mary Elizabeth Rhoades is a new member. The new Foundation website is up and running.

Friends: There has been no business due to the closure. The spring book sale was cancelled. The Friends will be back in the building this week after staff leaves for the day. They are excited to get back and will be following all sanitization protocols. The Friends Amazon store reopened and there were 25 sales today.

City of Hillsboro Library Board – Minutes – June 18, 2020 – Page 5

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Case wondered when the Friends will be taking donations again. Muller said the library cannot accept donations at this time due to safety protocols and there is no date yet.

5.5. Director’s Report

Muller explained the Director’s report is smaller this month due to the report at this meeting about reentry. A Library Black Lives Matter statement was issued after the City of Hillsboro statement to stand against racism and support all in our community. All are welcome and included in all we do in the library. The Library continues to work on these items and do the personal work to stand up against racism. A Cup of Conversation was scheduled for staff to talk about these issues in a safe space. The City equity team continues to work hard on these issues.

Osuna is a new member with the City equity team, which consists of a group of staff from around the City. This team works with a consultant. The City of Hillsboro is committed to this work as well as the library and takes pride in our services and collection.

Ostlund is happy to feature that librarians and staff are putting together a list of resources in equity and inclusion. https://www.hillsboro-oregon.gov/our-city/diversity-equity-and-inclusion Items are available through overdrive. Understanding race is streaming on Kanopy.

Muller reminded everyone that Fellow Anisha Datta helped with the equity lens and there is a lot of commitment to this work right now.

Ostlund announced the Fiscal Year 2021 budget was passed by City Council on Tuesday, June 16th.

5.6. New Business

Rhyne inquired as to whether or not there could be a childcare option for these meetings as it may help with recruitment. Muller said this could be explored with staff to see how this can be facilitated.

6. Future Meetings

 Aubrey Minear for iCompass training July 2020  “From Awareness to Funding” with Penny Hummel, September 2020  Thomas Bruner, Operationalizing Equity presentation, October 2020  Revisit Board Effectiveness Survey, including having all members take the survey again, in December 2020  Gregg Snyder for South Hillsboro overview

City of Hillsboro Library Board – Minutes – June 18, 2020 – Page 6

Page 10 of 43 Rhyne moved to adjourn; Rodriguez Ibarra seconded; Case said that with no further business, the meeting adjourned at 7:51 pm.

City of Hillsboro Library Board – Minutes – June 18, 2020 – Page 7

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Collaboratory Guidelines The Hillsboro Public Library’s Collaboratory, a makerspace, is a space for people of all abilities to explore the possibility of making: making art, making science, making crafts, making anything. As part of its mission, the Library offers opportunities for connection, inspiration, and lifelong learning, including access to new and emerging technologies and “making” activities. To that end, the Library supports discovery without limitation and protecting the user’s right to free expression. The Library’s Collaboratory Guidelines outline how and under what circumstances the public may access the makerspaces. The Collaboratory is a library program space, and is not available for rental or closed use by outside groups.

Library Conduct The City of Hillsboro Municipal Code 9.32.040 extends to the Collaboratory. In addition, all users are expected to:  Follow safe and standard operating procedures for all equipment.  Respect the shared nature of all equipment, materials, storage, and work spaces;  Respect U.S. copyright laws barring the replication or representation of protected objects without permission;  Report all problems or concerns to staff in a timely manner.

The equipment and tools in the Collaboratory may only be used for lawful purposes. Some tools may require additional certification. Users will not be permitted to use the Collaboratory or any equipment or tools therein to create or otherwise produce material that:

 Is unsafe, harmful, dangerous, or poses an immediate threat to the well-being of others (e.g., guns or weapons);  Is in violation of the Library’s Computer Use policies or the ; or  Infringes on another’s intellectual property rights, i.e., equipment or tools will not be used to reproduce material that is subject to copyright, patent, or trademark protection.

Collaboratory Operations

The Collaboratory equipment is available to all library patrons ages 10 and up. Users under the age of 10 must be accompanied by a responsible caregiver when using the Collaboratory, in accordance with Library Administrative Rules: Unattended Children.

adopted February 2015 as “3D Printing Guidelines” page 1 of 2 revised May 2016, September 2019

Page 13 of 43 Liability  By creating, altering, reproducing, or otherwise submitting content or objects to the Collaboratory’s equipment, the patron agrees to assume all responsibility for, and shall hold the library harmless in, all matters related to patented, trademarked, or copyrighted materials.  The Library shall not be held accountable for injury that may result from the use of an object or part created, altered, reproduced, or otherwise submitted to the Collaboratory’s equipment.  The patron is required to remain with Library makerspace or making event equipment during use. Any unattended project will be discarded, regardless of project completion.  The Library reserves the right to refuse any project.

Collaboratory Guidelines Hillsboro Public Library, Hillsboro, Oregon adopted February 2015 as “3D Printing Guidelines” page 2 of 2 revised May 2016, September 2020

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Formatted: Indent: Left: 0.07", Right: 0.08"

Library Conduct The City of Hillsboro’s Patron Code of Conduct Municipal Code 9.32.040 extends to the Collaboratory. In addition, all users are expected to:  Follow safe and standard operating procedures for all equipment.  Respect the shared nature of all equipment, materials, storage, and work spaces;  Respect U.S. copyright laws barring the replication or representation of protected objects without permission;  Report all problems or concerns to staff in a timely manner.

 Is Unsafeunsafe, harmful, dangerous, or poses an immediate threat to the well-being of others (e.g., guns or weapons);  Is Iin violation of the Library’s Computer Use policies or the City of Hillsboro’s Code of Conduct; or  Infringes on another’s intellectual property rights, i.e., equipment or tools will not be used to reproduce material that is subject to copyright, patent, or trademark protection.

Collaboratory Operations

adopted February 2015 as “3D Printing Guidelines” page 1 of 2 revised May 2016, September 2019

Page 15 of 43 Liability  By creating, altering, reproducing, or otherwise submitting content or objects to the Collaboratory’s equipment, the patron agrees to assume all responsibility for, and shall hold the library harmless in, all matters related to patented, trademarked, or copyrighted materials.  The Library shall not be held accountable for injury that may result from the use of an object or part created, altered, reproduced, or otherwise submitted to the Collaboratory’s equipment.  The patron is required to remain with Library makerspace or making event equipment during use. Any unattended project will be discarded, regardless of project completion.  The Library reserves the right to refuse any project.

Collaboratory Guidelines Hillsboro Public Library, Hillsboro, Oregon adopted February 2015 as “3D Printing Guidelines” page 2 of 2 revised May 2016, September 202019

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Library Administrative Rules: Unattended Children

The staff of the Hillsboro Public Library strives to create a warm, welcoming, and enjoyable environment for children. Sharing this environment with other people requires that everyone follow the City of Hillsboro Municipal Code 9.32.040. Because it is a free and open public space, the Library requires the cooperation of caretakers responsible for children to ensure that the Hillsboro Public Library provides a safe and pleasant experience for all who use it. Though staff will always respond with care and concern, they cannot assume responsibility for children’s safety and comfort when they are unattended. As a last resort, staff may need to contact authorities to assist with discipline in the library or to ensure the safety of an unattended child.

A child’s caretaker is responsible for the behavior of their child while they are in the Library and on Library property, which includes the Library buildings, the parking lot, plazas, and entryways. A caretaker is any person at or above the age of 10 who is responsible for a child under 10 years of age. The Hillsboro Public Library staff is committed to helping children with activities related to the Library. Therefore, when children are using the Library, it is the responsibility of caretakers, rather than the library staff, to supervise their children and ensure their safety. Caretakers may designate a responsible person to act as their representative for a child in the Library.

Per the Oregon Revised Statutes, children under 10 years of age must be accompanied by a responsible person at all times. HPL interprets “10 years of age” as a person who can function mentally at a 10- year-old level; patrons who are over 10 years according to their date of birth but are incapable of mentally functioning at or above an average 10-year-old level are also considered under 10 years of age for the purposes of this policy and must be supervised by a caregiver. This means the caretaker must supervise the child during the entire library visit by remaining within a reasonable distance, keeping the child within their line of sight, and being present at any programs their child is attending.

When Library staff witness, or other patrons report, children who are not adequately supervised or are engaging in behavior which is disturbing others or the operation of the library, the library staff will first attempt to locate the caretaker of the children and discuss the problem. If the caretaker of children under the age of 10 cannot be located after announcements are made and a brief search is conducted, the children will be referred to the Hillsboro Police Department for their own safety and may be held at the Police Station until their caretaker can retrieve them. The Library does not impose any specific legal penalties on caretakers of unattended children and generally limits interaction to a short informational discussion following the incident; however, HPL staff have the authority to ask the children and the caretaker to leave the premises.

adopted July 2011 page 1 of 2 updated May 21, 2015; approved by City Council on September 5, 2017 updated September 2020

Page 17 of 43 Children age 10 and older may use the library on their own. However, during regular school hours, library staff reserve the right to report possible instances of truancy to the Hillsboro Police Department’s School Resource Officers. Caretakers are still responsible for the actions and well-being of their child(ren). In accordance with City of Hillsboro Municipal Code 9.32.040 , patrons, including children, involved in inappropriate behavior may be asked to leave the library. If a child 10 and older is not able to leave the library on his/her own then s/he should not be in the library without a parent/caregiver. All unaccompanied children at the library should have the telephone number of someone who can assist them in an emergency.

Library Administrative Rules: Unattended Children Hillsboro Public Library, Hillsboro, Oregon adopted July 2011 page 2 of 2 updated May 21, 2015; approved by City Council on September 5, 2017 updated September 2020

Page 18 of 43

Library Administrative Rules: Unattended Children

The staff of the Hillsboro Public Library strives to create a warm, welcoming, and enjoyable environment for children. Sharing this environment with other people requires that everyone follow the Code of Conduct established by the City of Hillsboro Municipal Code 9.32.040. Because it is a free and open public space, the Library requires the cooperation of caretakers responsible for children to ensure that the Hillsboro Public Library provides a safe and pleasant experience for all who use it. Though staff will always respond with care and concern, they cannot assume responsibility for children’s safety and comfort when they are unattended. As a last resort, staff may need to contact authorities to assist with discipline in the library or to ensure the safety of an unattended child.

adopted July 2011 page 1 of 2 updated May 21, 2015; approved by City Council on September 5, 2017 updated September 202019

Page 19 of 43 Children age 10 and older may use the library on their own. However, during regular school hours, library staff reserve the right to report possible instances of truancy to the Hillsboro Police Department’s School Resource Officers. Caretakers are still responsible for the actions and well-being of their child(ren). In accordance with City of Hillsboro Municipal Code 9.32.040 ’s Code of Conduct, patrons, including children, involved in inappropriate behavior may be asked to leave the library. If a child 10 and older is not able to leave the library on his/her own then s/he should not be in the library without a parent/caregiver. All unaccompanied children at the library should have the telephone number of someone who can assist them in an emergency.

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Projected Annual Library Board Calendar

January

 Policy Review o Review of Annual Library Board Calendar o Library Board Operating Procedures o Review of relevant City Municipal Code and Oregon Revised Statues provisions  Training o Participate in training offered by the City to new Board and Commission members; may include ethics, open meeting law, etc.  Events o Attend “State of the City”  Advocacy o Engage with the Mayor and each Council member at State of the City  In addition o Review of the Library work plan for the year o Welcome any new elected officials via a letter (January of odd years)

February

 Policy Review o Library Administrative Rules: Public Use of Library Meeting and Study Rooms  Training o Annual equity, diversity, and inclusion training/facilitated discussion  Events o First Budget Committee Meeting/overview of the City Budget  Advocacy

March

 Policy Review o Library Administrative Rules: Circulation o Library Administrative Rules: Confidentiality of Library Records  Training o in even-numbered years, Public Library Association Conference  Advocacy o Invite Mayor and City Council to upcoming Board meetings o Commit to understanding the WCCLS Levy (last on the ballot May 2020)  In addition o Plan and prepare April City Council presentation

Page 21 of 43

April

No regularly scheduled meeting

 Training o Annual Oregon Library Association Conference (please let the Director know by late fall of the previous year if you would like to attend)  Events o National Library Week o Friends Spring Book Sale  Advocacy o Annual Library Board presentation to City Council o Support the Friends of the Library Spring Book Sale o Support National Library Week with friends, family, on social media, etc o Bring attention to the 2020 Census in your social circle; Board members are welcome to attend any library staff trainings on the Census and are encouraged to volunteer to help patrons o Board members are encouraged to ask questions of political candidates regarding library services

May

 Policy Review o Library Administrative Rules: Volunteers  Events o Latino Fest o Annual Budget Committee Presentation/Budget Approval o Potentially, a Library Foundation of Hillsboro fundraiser  Advocacy o Use voice at City Budget and County Budget Meeting o Follow/support “ALA Legislation Day” via Twitter and Facebook – retweet and share o Attend Latino Fest and participate at the Library Booth o Support the Foundation Fundraiser o Board members are encouraged to ask questions of political candidates regarding library services

June

 Policy Review o Library Administrative Rules: Internet Access and Computer Use  Events o Sign up for the Summer Reading Program  Advocacy o Board members encouraged to participate in Town Hall meetings and ask questions of local electeds regarding library services o Welcome any new elected officials via a letter (June of odd years)

Library Board Annual Calendar Hillsboro Public Library, Hillsboro, Oregon adopted January 2015 updated September 2018, November 2019, June 2020 replaces Annual Advocacy Calendar

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July

No regularly scheduled meeting   Staff Presentation o Collaboratory  Training o iCompass  Policy Review o Library Administrative Rules: Unattended Children – Staff Report o Guidelines: Collaboratory – Staff Report  Events o Celebrate Hillsboro  Advocacy o Support library summer events/outreach including attending Celebrate Hillsboro o Potentially sign up to serve lunch at an Outpost or lunch site o Work a shift at the Library’s booth at Celebrate Hillsboro o Hillsboro Reads book given to Board members

August

No regularly scheduled meeting

 Advocacy o Support library summer events/outreach o Potentially sign up to serve lunch at an Outpost or lunch site

September

 Staff Presentation o Hillsboro Reads  Training o From Awareness to Funding – Penny Hummel  Policy Review o Library Administrative Rules: Exhibits – Staff Report o Guidelines: Display and Distribution of Community Interest Materials – Staff Report o Library Administrative Rules: Unattended Children - Decision o Guidelines: Collaboratory - Decision  Advocacy o Support National Voter Registration Day drive for staff, volunteers, and patrons

Library Board Annual Calendar Hillsboro Public Library, Hillsboro, Oregon adopted January 2015 updated September 2018, November 2019, June 2020 replaces Annual Advocacy Calendar

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October

 Training o Intellectual Freedom o Collection Development  Policy Review o Library Administrative Rules: Collection Development – staff report o Library Administrative Rules: Declaration of Surplus Books and Similar Materials – staff report o Request for Reconsideration Form – staff report o Donations Form – staff report o Library Administrative Rules: Exhibits - Decision o Guidelines: Display and Distribution of Community Interest Materials – Decision  Events o Hillsboro Reads o Friends of the Library Fall Book Sale  Advocacy o Invite lawmakers to visit your organization, board meeting, events and share it on social media o Engage with City Council regarding the “Hillsboro Reads” selection (staff usually present copies to the Council at a summer meeting) o Participate in annual Hillsboro Reads events, particularly the keynote o Support the Friends of the Library Fall Book Sale o Board members are encouraged to ask questions of political candidates regarding library services o Indicate interest in attending Oregon Library Association Annual Conference in April

November

 Training o Operationalizing Equity – Thomas Bruner  Policy Review o Library Administrative Rules: Internet Access and Computer Use – Staff Report o Library Administrative Rules: Collection Development - Decision o Library Administrative Rules: Declaration of Surplus Books and Similar Materials - Decision o Request for Reconsideration Form - Decision o Donations Form - Decision  Advocacy o Invite lawmakers to visit the Library, board meeting, events, etc.

December   Policy Review

Library Board Annual Calendar Hillsboro Public Library, Hillsboro, Oregon adopted January 2015 updated September 2018, November 2019, June 2020 replaces Annual Advocacy Calendar

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o Library Administrative Rules: Internet Access and Computer Use – Decision   Events o Annual Library Board dinner gathering o December All Staff Meeting  Advocacy o Determine if there is a single advocacy message for Board members at January’s State of the City o Recap a successful year  In addition o Library Board discusses and establishes their strategic plan action items for the upcoming year

Year-Round Advocacy Items

 Retweet, repost, share the awesomeness of the library with friends, families and colleagues via social media  Attend All Staff Meetings as schedule allows  Collectively use the Board’s voice if one of our strategic initiatives is threatened

If applicable

 Attend your neighborhood HOA, NAC, and/or CPO and talk about the library  Work/connect/present at Kiwanis, Rotary, etc  During levy election years, support additional advocacy opportunities around the election  Attend City Council Meetings – Board members will attend on a rotating basis 

Library Board Annual Calendar Hillsboro Public Library, Hillsboro, Oregon adopted January 2015 updated September 2018, November 2019, June 2020 replaces Annual Advocacy Calendar

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Director’s Report For the July 2020 Board Meeting

Reopening

We continue to work toward reopening the library following all safety and social distancing protocols. We have had our HPL To Go service up and running for a few weeks now and the response has been so positive! We are seeing hundreds of people every week when they come to pick up their holds or return their books, and it has been great to see everyone. Staff are excited to be serving the public again. We are working on a plan to expand the HPL To Go hours, based on current staffing levels. With the move to Phase 2 likely to be a few weeks out yet, we are still restricted in the number of staff we are allowed to have in the building at one time in order to assure social distancing rules are followed.

As we look forward to Phase 2 we are considering how to establish access to other library services including printing, public computers, and Notary by appointment.

Hillsboro Reads

Each fall, Hillsboro Public Library hosts Hillsboro Reads, a community wide discussion on a single book title. Last year, we invited the Hillsboro community to help us choose the book for Hillsboro Reads 2020, and we are thrilled that the chosen title was In the Country We Love by Diane Guerrero. Planning is under way for this year's program based on the themes in that book, so stay tuned for more on that!

In the meantime, we are collecting suggestions for the 2021 Hillsboro Reads title, and we want YOUR input!

 Please use this form to submit suggestions for a book you think would make an excellent community read for 2021. Please submit your suggestions no later than July 31, 2020.  Fiction and nonfiction titles are welcome.  When considering suggestions, keep in mind that a goal of Hillsboro Reads is to support the widest portion possible of our community in reading and discussing the same book at the same time. The first criteria for the book choice should be its suitability for discussion.  Second, consider what topics or themes will appeal or be of interest to our community. We surveyed participants throughout the 2020 Hillsboro Reads programs and gathered responses to the question, “What issues or topics do you think are important to the Hillsboro Community?” The number one response was "Homelessness," followed by "Community" and "Class." This data may guide your suggestion, but we welcome ideas for books that address other themes and topics that you feel would be relevant and timely.

City of Hillsboro Library Board – Director’s Report, July 2020 - Page 1

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All suggestions will be reviewed and three will be selected for a shortlist that will be put to a public vote. Thank you for sharing your ideas with us! We value your input.

Strategy 1 – Continuously Improve Upon Our Core Services

Goal: Support Literacy and Learning Measure of Success: Help our youngest community members develop a love of books, reading and learning Summer Reading Program Update

Beginning on July 1, Summer Reading Program (SRP) officially began and HPL was ready! Because of building closures due to the pandemic, SRP team came up with innovative plan to ensure that books get in the hands of kids and young adults. Grab ‘n Go packets were created for various age groups and easy to distribute in the community. The team carefully selected a variety of age appropriate titles, in English and Spanish, to ensure that each child would receive a new and interesting read. Each Grab ‘n Go packet Outreach team in action at McKinney Park. contains a new book and reading record.

The Outreach team along with an amazing group of library volunteers will be visiting HSD summer lunch sites and various parks in the community to distribute the SRP packets. Also, if children visit HPL To Go at either Brookwood or Shute Park, they will be able to pick up a new book and reading record there, too. Because the library wants to make SRP simple and easy for everyone, no registration is required. Book titles for Adults are also available at both HPL To Go and Outreach sites. For more information on where the Library on the Loose will be, check out https://www.hillsboro-oregon.gov/our- city/departments/library/events-and-programs/reading-programs.

City of Hillsboro Library Board – Director’s Report, July 2020 – Page 2

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Strategy 4 – Expand the Reach of the Library

Goal: Bring library access to our users, wherever they are. Ensure the continued provision of neighborhood-based library services

Measure of Success: The Library on the Loose will provide free WiFi access to the community at outreach events. WiFi on the Library on the Loose van

The outreach van is now equipped with WiFi the public can use while the van is parked out in the community. This is part of the continued commitment of the City of Hillsboro to keep the community connected. Also, having WiFi available enables staff to issue new library cards, answer any account questions and renew items for people. It has approximately 75ft radius so anyone can connect and use. For more information of where the Library on the Loose will be, check out https://www.hillsboro-oregon.gov/our- city/departments/library/events-and-programs/reading-programs.

Goals: Bring library access to our users, wherever they are. Ensure the continued provision of neighborhood-based library services.

Measure of Success: The NovelBranch will provide access to the collection beyond the Library walls. NovelBranch coming to the Hidden Creek Community Center The Library has worked with Parks and Recreation to arrange the placement of a NovelBranch unit in the Hidden Creek Community Center in the fall of 2020. This unit is smaller, less complex, and less expensive than a Book-O-Mat-style unit – think of cross between a Red Box and a vending machine - and we wish to explore its use as an unstaffed location offering checkout of library materials so we may compare and contrast its functionality and potential with the LendIT. The unit is slated to be installed in the fall, in concert with the opening of the new Parks facility on 53rd Street.

City of Hillsboro Library Board – Director’s Report, July 2020 – Page 3

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Library Staffing Updates

Kudos to Rocío Espinoza! As part of the WCCLS Library People Continue campaign, HPL’s Outreach Coordinator, Rocío Espinoza was recently featured on the WCCLS web site and social media. Read in English or Spanish. To see other WCCLS library staff members visit: https://www.wccls.org/library-staff-continue

Recruitment With so much changing due to COVID and unknowns, the City remains in a “hiring chill” – but here is an update regarding our open positions.

 Moving forward: Part-Time Library Pages Due to increased materials movement and anticipating our HPL To Go service demand will grow, we have been approved to hire the four part-time (20-hour) Library Page schedules we have available. Due to the large and competitive pool (both internal and external) we drew when this recruitment was open last March, we were approved to utilize the internal applicant pool for these schedules. Interviews are planned the week of July 13th. We’ll introduce the new staff in August’s report.  On hold: Library Assistants and Librarians o We have three, full-time Library Assistant positions which will remain vacant until we get approval to hire. o We have one full-time position and three part-time Librarian positions which will remain vacant until we get approval to hire.  On hold: Librarian Supervisor in Cultivate Library Support Supervisor, Courtney Gill, has been assisting Cultivate since early 2020 – filling in behind Amanda Peña who left last fall – and has been integral in training, support, and the employee engagement work we do in Cultivate. In addition, she maintains her Connect Library Support Supervisor work, being a leader with the HPL To Go service design and delivery. Courtney will continue to work in this hybrid supervisory role, until we know more about this changing COVID-landscape. She is receiving out of class compensation for the additional duties.  Internships will not be funded this fiscal year. However, Human Resources will allow our interns through the Jop Training Opportunity Program (JTOP), Maria Lukaszewski and Jessica Lara (pictured here between Molly Brandt and Hillary Ostlund), to finish up their FY19-20 internship over this summer. Maria and Jessica will work with us through 9/8 and are helping with summer outreach!

City of Hillsboro Library Board – Director’s Report, July 2020 – Page 4

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Thank you to our high school interns! Pictured here with internship supervisor, Molly Brandt, and Library Assistant, Serena Davis, Marisol Arreola (front left) and Zam Zam Wish (front right) stopped by at the end of their internship where we celebrated and presented them with the Hillsboro Reads bag and a HPL fanny pack. Marisol and Zam Zam only worked one day in the physical library, but through Zoom meetings, connected with library staff about all things library, including early literacy, readers’ advisory, customer service, and more. For something to warm your hearts and bring joy to your lives, take a look at their presentations they did about what they learned from a library internship during Pandemic. Also their very own recommended reading lists: Zam Zam's list and Marisol's list

City of Hillsboro Library Board – Director’s Report, July 2020 – Page 5

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HPL To Go & Library Service Updates

Since HPL To Go officially launched on June 22nd, we’ve had 2,595 confirmed reservations. Since June 22nd when WCCLS allowed for new Holds to be placed, Hillsboro patrons have placed Holds on more than 7,600 new materials!

The following graph shows the significant growth realized in the HPL To Go service. This bar graph reflects a 43% increase in reservations between the last eight days of June and the first eight days of July. We expect to see continuous growth in this service through the entire month of July.

The daily registrations shown below break down HPL To Go reservations by the day the pickups are scheduled for. This graph shows a spike in Hold registrations for Monday pickup. This is likely a result of being closed Sundays and receiving an extra day worth of Holds scheduled for pickup. Plans to expand service to Sunday are currently underway with Library Leadership and should be implemented by the last week of July. The dip in Saturday shown below is misleading and only a result of being closed for the 4th of July Holiday. Saturday maintains a similar average as the other days and tends to be especially busy with weekend traffic, walk-up patrons, and miscellaneous questions.

City of Hillsboro Library Board – Director’s Report, July 2020 – Page 6

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City of Hillsboro Library Board – Director’s Report, July 2020 – Page 7

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Word on the Floor: Libraries Transform!

City of Hillsboro Library Board – Director’s Report, July 2020 – Page 8

Page 34 of 43 June 2020 Circulation Statistics All Checkouts Overdrive Polaris Polaris Total June 2019 Percent Library Check-Ins Checkouts Checkouts Renewals Checkouts Checkouts Change Aloha Community Library 2,489 2,209 682 25 2,916 14,334 -79.66% Banks Public Library 1,629 1,506 975 76 2,557 5,956 -57.07% Beaverton City Libraries 14,436 50,955 10,297 1,048 62,300 239,107 -73.94% Cedar Mill Community Libraries 25,724 39,366 16,702 1,240 57,308 200,741 -71.45% Cooperative Admin Office 0 57 0 0 57 261 -78.16% Cornelius Public Library 1,619 1,344 575 18 1,937 9,131 -78.79% Forest Grove City Library 5,389 7,370 1,872 64 9,306 27,443 -66.09% Garden Home Community Library 1,149 4,125 598 65 4,788 16,227 -70.49% Hillsboro Public Libraries 12,844 46,828 7,949 272 55,049 203,840 -72.99% Internal Loans (External) 24 0 31 233 264 1,383 -80.91% Library Outreach Services 230 212 454 23 689 1,806 -61.85% North Plains Public Library 1,014 1,294 555 131 1,980 6,192 -68.02% Sherwood Public Library 2,635 8,494 1,145 60 9,699 32,122 -69.81% Tigard Public Library 3,321 21,741 2,520 54 24,315 99,905 -75.66% Tualatin Public Library 6,239 11,997 2,351 113 14,461 49,266 -70.65% West Slope Community Library 2,335 5,514 296 4 5,814 24,442 -76.21% WCCLS - Unallocated to libraries 0 0 0 0 0 3 Library Total 81,077 203,012 47,002 3,426 253,440 932,159 -72.81%

All Checkouts Overdrive Polaris Polaris Total June 2019 Percent Check-Ins Checkouts Checkouts Renewals Checkouts Checkouts Change Beaverton Main 14,148 39,419 10,233 983 50,635 175,450 -71.14% Beaverton Murray Scholls 288 11,536 64 65 11,665 63,657 -81.68% Cedar Mill 19,499 23,429 13,896 1,151 38,476 132,174 -70.89% Bethany Library 6,225 15,937 2,806 89 18,832 68,567 -72.53% Hillsboro Brookwood 10,696 40,750 6,617 211 47,578 173,981 -72.65% Hillsboro Shute Park 2,148 6,078 1,332 61 7,471 29,850 -74.97% Hillsboro Library BookOMat 0 0 0 0 0 9 -100.00% Page 35 of 43 Page 36 of 43 Library Statistics Over 10 Years * New services due to facility closure not captured in the traditional stats: - HPL 2 Go June 2020 - Virtual live events - Virtual recorded events - Phone based customer service continues Circulation

Year of Date Month ..

FY 2010 June 170,034 54,033 Digital Checkouts Renewal (Physical Items) FY 2015 June 161,083 72,568 Checkout (Physcial Items) FY 2019 June 117,398 58,560 27,882

FY 2020 June 47,403

0K 20K 40K 60K 80K 100K 120K 140K 160K 180K 200K 220K 240K Total Number of Items

Volunteer Hours Traﬃc Count Events and Attendance

Date Date Date FY 2010 FY 2015 FY 2019 FY 2020 FY 2010 FY 2015 FY 2019 FY 2020 FY 2010 FY 2015 FY 2019 FY 2020 80K 7K 140 2500 131 70K 6K 120 t

2000 60K n 110 u 5K 100 s o n

C 102

o t r n t s t a r a

50K n p u P

i 80 u 4K o f c o i H o t

C 1500

r r r e a e m e P b a

40K t r g m

n 60 3K g n u u o i l r N o

m l P V a m

1000 t 30K a o r 40

T 2K g o r

20K P 20 500 1K 10K 0K 0 0 0K 0 June June June June June June June June June June June June Page 37 of 43 Page 38 of 43 Information Items Hillsboro Library Board Meeting July 16, 2020

Hillsboro Library news

You can now pick up books at Hillsboro’s libraries https://hillsborosignal.com/2020/06/25/you-can-now-pick-up-books-at-the-hillsboro-library/

Library website Summer Reading Program https://www.hillsboro-oregon.gov/our-city/departments/library/events-and-programs/reading-programs

Rocío Espinoza Brings the Library to Her Community https://www.wccls.org/news/rocio

Of Interest

Library Journal Serving the Transgender Community: It's More Than Just Bathrooms! | ALA Virtual 2020

Celebrate Hillsboro https://www.hillsboro-oregon.gov/departments/parks-recreation/recreation-fun-/special-events-/celebrate- hillsboro

General Library news

Bloomberg CityLab: Coronavirus Tests the Limits of America’s Public Libraries https://www.bloomberg.com/news/articles/2020-06-24/how-coronavirus-is-changing-public-libraries

The Oregonian https://www.oregonlive.com/portland/2020/07/multnomah-county-library-tells-staff-to-expect-layoffs-amid- coronavirus-pandemic.html

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Monday Thursday Thursday Packet Items Due Tuesday Board Meetings Packets Posted 3 PM Presentation Material Due 6 PM 1 PM

January 6 January 9 January 14 January 16

February 10 February 13 February 18 February 20

March 9 March 12 March 17 March 19

April 6 April 9 April 14 April 16

May 11 May 14 May 19 May 21

June 8 June 11 June 16 June 18

July 6 July 9 July 14 July 16

August 10 August 13 August 18 August 20

September 7 September 10 September 15 September 17

October 5 October 8 October 13 October 15

November 9 November 12 November 17 November 19

December 7 December 10 December 15 December 17

Page 41 of 43 Page 42 of 43 Robert’s Rules Cheat Sheet

To: Say: Interrupt Speaker Second Needed Debatable Amendable Decided by:

Adjourn “I move to adjourn.” No Yes No No Majority vote

Recess “I move to recess for/until...” No Yes No Yes Majority vote

Complain about hearing, comfort, “Point of privilege...” Yes No No No Chair etc.

End debate and vote on question “I move the previous question.” No Yes No No Majority vote

Suspend further consideration of “I move to table this matter.” No Yes No No 2/3 vote something

Postpone deciding the question “I move to postpone this matter No Yes Yes Yes Majority vote until...

Amend a motion “I move to amend this motion No Yes Yes Yes Majority vote by...”

Introduce business (a main “I move that...” No Yes Yes Yes Majority vote motion)

The motions and points listed above are in order of preference. When a motion or point of inquiry is pending, only those listed above the pending point may be raised.

To: Say: Interrupt Speaker Second Needed Debatable Amendable Decided by:

Redress any violation of the “Point of order...” Yes No No No Chair body’s Rules

Request information “Point of inquiry...” Yes No No No N/A

Verify a recent voice vote by “I call for division.” Yes No No No Majority vote actual count (before next motion only)

Prevent body from considering a “I object to considering this Yes No No No 2/3 matter question.”

Consider a suspended matter “I move to take from the table...” Yes Yes No No Majority

Reconsider a previous motion “I move to reconsider...” Yes Yes No No 2/3

Consider something out of “I move to suspend the rules to No Yes No No 2/3 schedule consider...”

Vote on the Chair’s decision “I appeal the Chair’s decision.” Yes Yes Yes No Majority

The motions and points above have no precedence. Any of them may be raised in response to any motion or question, with the exception of the three items in gray (motion to adjourn, motion to recess, and point of privilege

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