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LIBRARY BOARD TELECONFERENCE MEETING AGENDA Thursday, December 17, 2020

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LIBRARY BOARD TELECONFERENCE MEETING AGENDA Thursday, December 17, 2020 LIBRARY BOARD TELECONFERENCE MEETING AGENDA Thursday, December 17, 2020 Language interpreters, including Sign-language, are available at no cost. To arrange, please call 503-681-6100 or TTY 503-681-6284, 72 hours prior to the meeting. Board Meeting - 6:00 pm - Brookwood Library Board Room The City of Hillsboro invites you to listen to the 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: 848 5449 8953 Password: 326980 URL: https://us02web.zoom.us/j/84854498953?pwd=SWU1R3pZenAxRUEvVHB4V2NDaEo2dz09 Call to Order - Roll Call 1. Consent Agenda 1.1. November 19, 2020 Library Board Minutes Library Board - 19 Nov 2020 - Minutes DRAFT 2. Public Comment Written Comments: If you wish to provide written comments, email [email protected] before 8 am on the day of the meeting. The agenda packet will be updated after 8 am with the comments received. Verbal Comments: If you wish to speak during the meeting, please raise your Zoom hand at the start of the Public Comment section of the agenda. When the Board Chair calls out your name, you will be unmuted and have three minutes to speak. Members of the public using Zoom will not be able to share their screen during the meeting; presentation materials should be submitted as written testimony. 3. New Business 3.1. Library Administrative Rules: Recommend to Council for Approval – Case, 5 minutes • Library Administrative Rules, Internet Access and Computer Use • Request for Reconsideration Form Library Administrative Rules, Internet Access and Computer Use, 2020 draft - clean copy Request for Reconsideration Form - draft - clean copy 4. Trainings, Discussions and Reports 4.1. Discussion of Collection Development Policy and Process – All, 30 minutes Library Administrative Rules Collection Development - Final Draft 4.2. Discussion of Board Chair Nomination Process – Case, 15 minutes 4.3. Board Member Recruitment – Brooks, 5 minutes 4.4. Advocacy Reports • Friends and Foundation Report - Madsen, Muller, 15 minutes • City Council Meetings 4.5. Director's Report November 2020 - Brooks, 15 minutes Directors Report December 2020 4.6. Library Statistics - Christian 20 minutes 10 Year legacy Statistics_Nov_20 Library Data Statistics Mosaic Draft November 2020 Circ Stats 4.7. Board Chair Highlights - Case 5 minutes 5. Advice/Information Items 5.1. News Articles Information items Volunteer Engagement Report - December 2020 WCCLS Thank you note Word on the Floor - December 2020 5.2. General Resources • 2020 Library Schedule • Roberts Rules cheat-sheet Adjourn Page 2 of 31 LIBRARY BOARD MINUTES Thursday, November 19, 2020 Teleconference Present: Board Chair Elizabeth Case, Board Vice-chair Rommel Rodriguez Ibarra, Board Member Linda Mokler, Board Member Chris Armstrong, Board Member Katie Rhyne, Board Member Citlalli Nunez-Barragan, and Board Member Mel Adams and Gail Madsen (ex officio) Excused: Staff Simone Brooks, Karen Muller, Hillary Ostlund, Ken Christian, Carol Reich, Linda Osuna Present: and Cheryl Gill Board Meeting - 6:00 pm - Brookwood Library Board Room Call to Order - Roll Call 1. Consent Agenda 1.1. September 17, 2020 Minutes Corrected CORRECTIONS: 3.5, 3.6, 3.7 remove duplicate text 'made a motion'. 1.2. October 15, 2020 Library Board Minutes CORRECTIONS: mark Rodriguez absent. Correct to Armstrong from Anderson. Chris Armstrong made a motion to approve October 15, 2020 minutes with corrections. Rommel Rodriguez Ibarra seconded the motion. CARRIED. 7-0 Rommel Rodriguez Ibarra, Chris Armstrong, Elizabeth Case, Linda Mokler, Katie Rhyne, Citlalli Nunez-Barragan, and Mel Adams voted yes. 2. Public Comment Muller reported no public comments were received. 3. New Business 3.1. Library Administrative Rules: ........................... - Muller, 5 minutes Katie Rhyne made a motion to approve the Library Administrative Rules, Declaration of Page 3 of 31 Surplus Books, 2020 Rommel Rodriguez Ibarra seconded the motion. CARRIED. 7-0 Rommel Rodriguez Ibarra, Katie Rhyne, Elizabeth Case, Linda Mokler, Chris Armstrong, Citlalli Nunez-Barragan, and Mel Adams voted yes. 4. Trainings, Discussions and Reports 4.1. Intellectual Freedom Training – Lopez, 30 minutes Lopez, Librarian Supervisor with the Explore team gave a Power Point presentation: • What is Intellectual Freedom? • Why is Intellectual Freedom Important? • Key ALA Documents • Library Bill of Rights • Code of Ethics • Freedom to Read Statement • What does this mean for public service at HPL? • Collections- • Collection Development, Materials Selection Guidelines • Patron Privacy-Confidentiality of Library Records • Internet Access-Internet Access and Computer Use • Review some Scenarios: - Patron wants a book on something you find offensive - If a patron complains that another patron is viewing porn on one of the computers - What should staff do if a patron complains that a book in the children’s section has content that is not appropriate for children • Top 10 Most Challenged Books of 2019—a video 4.2. Discussion of Collection Development Process – Christian, 15 minutes Christian explained the collaboration in refining this policy. There are 2 goals: 1. How to make the policy more accessible and strip out library industry terms. 2. Be intentional about terminology. Mokler began a discussion about whether or not this new version is overly vague and lacks specificity and wondered if the Board should table the approval and take a step back to gather community input and have a further discussion at a later date. The Board questioned the purpose of the document and who seeks it out? This document is most commonly used in regard to a request for reconsideration. It was decided to table the discussion until the December 17, 2020 meeting. 4.3. Library Administrative Rule, Collection Development – Christian, 15 minutes Board members will submit questions and give the document more thought. Tomorrow Case will email the most up to date /original copy to all members who will submit questions. Case requested a reply by Monday, November 23rd, then Case and Brooks will discuss the responses and pull information for a larger discussion at the December 17th meeting. Page 4 of 31 4.4. Discussion of Request for Reconsideration Form – Muller, 10 minutes Muller advised there were not a lot of edits made to this form. • The checkbox options for requested reconsideration of materials were changed from ‘books’ to ‘books/ebooks’. • ‘other’ was changed to ‘recording’ • The text “In this form “book” is used to refer to any of the various library formats which could be video or sound recordings” was deleted. • The term ‘book’ was replaced with ‘item’ throughout the document to be more holistic in what may be challenged. A suggestion was made to add email instead of, or in addition to, the phone number in the footer. 4.5. Library Administrative Rules, Internet Access and Computer Use - Muller, 15 minutes Muller pointed out the first sentence was made cleaner. • The heading ‘Rules’ was replaced with ‘Guidelines for Use’. • This portion of the sentence ‘or to access materials which by local community standards would be obscene’ was deleted. Who is ‘community’ and what is obscene? • ‘Computers are not filtered’ was added. Motion to approve will be up at the December 17, 2020 Board meeting. 4.6. Advocacy Reports Friends and Foundation Report - Madsen, Muller, 15 minutes City Council Meetings FOUNDATION: Madsen reports two new funding initiatives: 1. “Generous Words” with a goal of $5,000 for 500 books to address the needs of low income households. These funds will be used to purchase high quality children’s’ literature. Every $10 raised will be used to purchase these items and they will be distributed by the Tiny Branches. 2. Expand mobile internet hotspots. Kits will be purchased to provide internet service to low income households. $12,000 will be used in the first year to purchase 25 kits. Future sustainment will be at $10,000/year. David Edwards interviewed Chelsea Caine, information about this will go out on social media and the Foundation website. FRIENDS: Muller reports the Friends were back in building a few weeks ago but with the freeze this has been suspended again. The Friends are currently working out of Barbara Wright’s home. The Friends had a very successful donation drive and are hopeful they can get back into the Page 5 of 31 building soon. 4.7. Director's Report November 2020 - Brooks, 15 minutes Brooks advised the Director position recruitment has currently received 31 applications and the posting closes on December 6th. Brooks is happy with how the recruitment is moving along Muller reported that the Coffee Court construction has been delayed due to the Governor’s Covid-19 restrictions and that the Library will be closed on Thanksgiving, Christmas and New Year’s. The Board members requested a virtual tour of the Coffee Court construction. Reich stated the NovelBranch has arrived at the Hidden Creek Community Center. Brooks advised the Youth Access Library Card (YALA) data is in from the Hillsboro School District and is in the process of activation. Osuna reported on upcoming programming: The online Hillsboro Candidate Forum took place October 17th. Hillsboro Symphony Orchestra group JAZZ & THE HARPIST will perform a 40 minute holiday concert, in two 20-minute segments, at the Walters Cultural Arts Center on Thursday, December 10, between 7-9pm, without an audience, to be filmed by Tualatin Valley Community Television. Storytime is on hiatus so there are repeats of prior storytimes available on the Library YouTube channel. Private and Charter schools are working with Reich to get them on board with the YALA program. The Event guide will be in pdf form and on the website. Osuna’s team pulled together resources for Native American Heritage Month in November. Brooks reported the Safe Sleep Village closes tomorrow. Osuna added Outreach delivered books and resources to WCCLS who helped deliver the resources to the Safe Sleep Village.
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