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State Library Board Agenda Packet State Library Board Agenda Packet November 6, 2020 Online Meeting Table of Contents Agenda and Meeting Minutes Page 3 Press Release Page 4 Agenda Page 5 August 14, 2020 Meeting Minutes Page 6 Report of the State Librarian Page 17 Quarterly Performance Report Page 23 Budget Report Page 25 Strategic Plan Quarterly Report Page 30 Ready to Read Grant appeals Page 34 Appointments to the Board Advisory Councils Page 55 Board Meeting Schedule for 2021 Page 58 Miscellaneous Page 59 Agenda and Meeting Minutes 3 Jennifer Patterson 250 Winter St. NE State Librarian Salem, OR 97301 503-378-4367 503-378-4243 Fax 503-585-8059 www.oregon.gov/library October 23, 2020 FOR IMMEDIATE RELEASE Salem, Ore – The State Library Board will meet from 9:00 a.m. to 12:00 p.m. on Friday, November 6, 2020 online. This is a public meeting; those who would like to attend should contact Cory Horton at [email protected]. Ann Malkin of Bend will chair the meeting. Sign language interpretation will be provided for the public if requested 48 hours before the meeting; notice 72 hours before the meeting is preferred. Handouts of meeting materials may also be requested in alternate formats 72 hours before the meeting. Requests may be made to Cory Horton at [email protected]. The State Library of Oregon cultivates, preserves, and delivers library and information services to foster lifelong learning and community engagement. 4 STATE LIBRARY BOARD MEETING November 6, 2020 Online Ann Malkin, Chair Agenda Time Item Desired Outcome Speaker 9:00 a.m. Approval of the Minutes – Approval & Motion Malkin August 2020 Meeting 9:05 Reports of Board Chair & Information & Discussion Malkin Members 9:45 Report of the State Librarian Information & Discussion Patterson 10:00 Quarterly Performance Information & Discussion Patterson Report 10:05 Budget Report Information & Discussion Patterson 10:20 Strategic Plan Quarterly Information & Discussion Patterson Report 10:45 Open Forum** 10:55 Break 11:05 Ready to Read Grant Discussion & Motion Nielsen appeals 11:15 LSTA Advisory Council Information & Discussion Nielsen Update 11:25 Appointments to the Board Discussion & Motion Nielsen/Bruton Advisory Councils 11:30 Staff presentation: Information & Discussion Bruton Duplication on Demand 11:45 Board Meeting Schedule for Discussion & Motion Malkin 2021 12:00 p.m. Adjournment Malkin ** Any person may address the State Library Board at this meeting on any topic. NOTE: The times of all agenda items are approximate and subject to change. 5 State Library Board Meeting August 14, 2020 Online, Salem, Oregon Board members present: Chair, Ann Malkin, Lori Wamsley, Leslie Howerton, Greg Williams, Jennie Tucker, Sean Nickerson, Ben Tate, Tina Roberts, and Jason Clary Guests present: Angela Parsons, Rinny Lakin, and Alyssa Chatterjee Staff present: Jennifer Patterson, Susan Westin, Caren Agata, Elke Bruton, Tamara Ottum, and Joel Henderson Recorder: Cory Horton, Operations Support Specialist Chair Ann Malkin called the meeting to order at 9:01 am. Approval of the June 12, 2020 minutes – Malkin Tucker made a motion to approve the minutes from the June 12, 2020 board meeting. Nickerson seconded. The motion passed unanimously. Reports of Board Chair and Members – Malkin Nickerson: Nickerson stated that the new system at OHA (Oregon Health Authority) went live on July 6th. They completed a VEC (virtual eligibility center) pilot which included multiple call centers acting as one to help individuals with their eligibility in the systems. The launch was only for MAGI (modified adjusted gross income) Medical. Last week they launched a storefront office pilot for one office in Grants Pass, which is an office for aging and people with disabilities and an SSP (self-sufficiency program) office. This was the first time those offices were able to come together to serve Oregonians which was very exciting. Nickerson stated that this is one of the largest IT projects that OHA has ever done. The next project is to convert half of the state into the new system on October 31st. Howerton: Howerton stated that the Independence Library is still closed to the public but that staff have been using this time to take care of various projects, including installing new carpet. They hired a new librarian from the State Library of Idaho. He has been working on weeding the collection to help clear overflowing shelves as well as working on re-opening plans. Tate: Tate provided an update on his project at Higher Education Coordinating Commission (HECC). At the last meeting, two things were in pilot and are remaining in pilot. They are still working 6 through challenges regarding community colleges, as they are more difficult to explain than school districts in terms of the mission and the path of the students. Good conversations are taking place. Williams: Williams stated that at the Oregon City Library, materials handling has been the main focus. They circulated about 7,500 items through a no contact holds pickup system and that service has recently been expanded with evening times. Williams shared that July 31st was the day that all materials were due that were checked out in March, in addition to all the holds expiring on the same day. It was a lot of materials handling, with nearly 20,000 items being returned. They have ordered a new book drop to double their capacity to hopefully have book drops open 24 hours a day. They are focusing on virtual programming, keeping people engaged online, mailing craft kits, etc. They were able to mail out all summer reading books purchased with summer reading money to keep the program going. Clary: Clary stated that at the Commission for the Blind, they are trying to decide how to deliver education virtually which presents challenges when working with folks with low or no vision. They are halfway through summer term. The Summer Work Experience Program (SWEP) took place in June and July, which provides blindness training to high school aged individuals. It was done all virtually this year, including things such as instructor led conversations and meal prep packages, which were mailed to students’ homes so they were still able to engage in those activities. Clary stated that as a leadership team, they are brainstorming ideas for a limited opening for essential services that cannot be delivered remotely. Tucker: Tucker stated that she has regularly been in contact with Kip Roberson at the La Grande library. There was a two week period where the library was closed due to an employee who was diagnosed with COVID. Sage put a process in place allowing patrons to request and receive books. On Tuesdays, they have an open browse during the farmers market, with tents and tables for kids, young adults, media, and adults. They have gloves and masks so people can still browse books from outside which has been well received. Tucker stated that with a staff of four, it is amazing what the La Grande Library has been able to do during this time. The Elgin Library has open hours occasionally as well. Roberts: Roberts stated that the Department of Education (ODE) is continuing to build momentum and capacity around the Oregon Open learning hub and open educational resources (OER). They have held an internal ODE staff pilot creation and curation sprint, where they walked people through how to find resources and add them to the hub. The hub was originally set up as a response to COVID-19, but they are now looking at the long term impact of OER. Roberts spoke with Jen Maurer about hosting a library materials group on the OER hub which will be a helpful resource. 7 Roberts stated that on August 11th the newest iteration of the Ready Schools, Safe Learners guidance was published with updated metrics showing how and when it is ok to go back to in- person learning. That is top of the mind for everyone at ODE right now. Roberts shared that she has been talking with Jen Maurer about conflicting guidance regarding what to do with library materials. There is one sentence that talks about cleaning, disinfecting, and quarantining, and they are still working on updating that. Wamsley: Wamsley stated that at Mt. Hood Community College, the classes taking place this summer have been mostly online. They will remain mostly online this fall as well, at about 80%. The other 20% will be hybrid with some in-person, and there are one or two programs that will be in-person based on required in-person components. Wamsley shared that while enrollment numbers have been down for both summer and fall, application admissions for fall are up almost 40%. She anticipates that a lot of students are waiting to see what other universities are planning to do this fall before making their decisions. One focus is working on determining how to retain students. Many students face housing needs, food insecurity, childcare problems, internet access, etc. They have a team on campus focusing on how to best meet those needs. They also have Zoom registrations they are doing for students that are new to the college. Malkin: Malkin stated that Deschutes Public Library purchased twelve acres for the site of a potential new central library. The location in Bend is ideal as it is close to shopping centers and additional shopping will also be going in across the highway. There will be a $195 million bond on the November ballot. There may also be a city transportation measure in November, so there will likely be two bond measures on the November ballot. Malkin shared that libraries in Deschutes County are open for holds pick up and limited browsing. Staff members have done a great job of figuring out safe ways for people to enter and exit the building with minimal contact.
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