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LIBRARY BOARD AGENDA Thursday, July 16, 2020

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LIBRARY BOARD AGENDA Thursday, July 16, 2020 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.
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