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LIBRARY BOARD TELECONFERENCE MEETING AGENDA Thursday, September 17, 2020

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LIBRARY BOARD TELECONFERENCE MEETING AGENDA Thursday, September 17, 2020 LIBRARY BOARD TELECONFERENCE MEETING AGENDA Thursday, September 17, 2020 Sign-language interpreters 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 September 17,2020 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: 837 0797 3629 Password: 485531 URL: https://us02web.zoom.us/j/83707973629?pwd=eDJQZ2t6UEFhL1hqd2x0aG9aQjljQT09 Call to Order - Roll Call 1. Consent Agenda 1.1. Library Board Minutes July 16, 2020 Library Board - 16 Jul 2020 - Minutes 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. Discussion/Action Items 3.1. 6:05 to 7:05 Training: Centering Race in Library Reopening: Opportunities for Systems Change Sonja Ervin, Equity and Inclusion Manager, Multnomah County Library 3.2. 7:05 to 7:15 Staff Report and Discussion: Ballots dropped in the book return - Ostlund 3.3. 7:15 to 7:20 Staff Report and Discussion: Library Administrative Rules, Gallery and Exhibits – Reich Library Administrative Rules, Gallery and Exhibits, 2019 3.4. 7:20 to 7:25 Staff Report and Discussion: Guidelines, Displays, Exhibits, and Distribution of Community Interest Materials - Reich Guidelines Displays Exhibits and Distribution of Community Interest Materials 2020 3.5. 7:25 to 7:30 Decision: Library Administrative Rules, Unattended Children – Muller Library Administrative Rules Unattended Children 2020, draft, clean 3.6. 7:30 to 7:35 Decision: Guidelines, Collaboratory - Muller Guidelines Collaboratory 2020, draft, clean 3.7. 7:35 to 7:40 Decision: Board Calendar - Case Projected Annual Calendar including policies training events 4. 7:40 to 7:50 Advocacy Report 4.1. • Friends and Foundation report - Madsen, Muller 4.2. • City Council Meetings 5. 7:50 to 8:10 Director’s Report 5.1. Director’s Report - Muller Directors Report September 2020 Menu of Options 6. 8:10 to 8:15 New Business 6.1. New Business - Case 7. Informational Items and Announcements 7.1. FY 19-20 Circ Stats FY 19-20 WCCLS Snapshot July 2020 Circ Stats August 2020 Circ Stats August_2020 Legacy Statistics Information items 7.2. Included in each meeting packet: 2020 Library Board Schedule Roberts Rules cheat-sheet 8. 8:15 Adjourn Page 2 of 49 LIBRARY BOARD MINUTES Thursday, July 16, 2020 Teleconference Present: Board Member Linda Mokler, Board Chair Elizabeth Case, Board Vice-chair Rommel Rodriguez Ibarra, Board Member Chris Armstrong, Board Member Katie Rhyne, Board Member Citlalli Nunez-Barragan, and Board Member Mel Adams, Gail Madsen (ex oficio) Excused: Staff Karen Muller, Hillary Ostlund, Carol Reich, Ken Christian, Theresa Misenti, Aubrey Present: Minear and Cheryl Gill Board Meeting - 6:00 pm - Teleconference 1. 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 1.1. Library Board Minutes June 16, 2020 Mokler asked for a correction to the June minutes from: “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.” To: “The Library Board members purchased a copy of each of the favorite books and Case will present them to Muller as a gift for Muller’s new grandson” to reflect that the Library Board members purchased the books and does not appear to be a City expenditure. Katie Rhyne made a motion to approve the June minutes with correction. Linda Mokler seconded the motion. Page 3 of 49 CARRIED. 7-0 Linda Mokler, Elizabeth Case, Rommel Rodriguez Ibarra, Chris Armstrong, Katie Rhyne, Citlalli Nunez-Barragan, and Mel Adams voted yes. 2. Public Comment No public comments received 3. Items for Discussion (Items may result in action and/or recommendation to Council): 3.1. Introduction of new Board Members (Case) Case introduced 2 new board members Mel Adams and Citlalli Nunez 3.2. Training: iCompass (Minear) Aubrey Minear, Deputy City Recorder, presented training on how to navigate iCompass from the City website. Minear shared the main front page, board meeting page and calendar invite. Minear explained the difference between the cover pages for Zoom teleconference meetings and regular in person meetings. Minear also explained the links from the City website that tie into the iCompass site. There is a list of Boards and Commissions on the iCompass main page. Citizens can subscribe to different boards and commissions to receive emails when information is published. Minear went over the search function for all boards and commissions, the meetings tab which brings up all boards and commissions, the members page where recent packets and board member information as well as the pictures of Library Board members are featured. Minear went over tools and how to enter notes. 3.3. Presentation: Collaboratory (Misenti, Osuna) Theresa Misenti, Librarian, shared a power point presentation highlighting • Collaboratory Update - policy changes that went into effect October 2019 • Age Restriction- allows users under 10 • Equipment procedures • Increased Hours – both Collaboratories are now open during library open hours! • More Space! – The larger space has allowed several groups to work on various projects at the same time. • Training – staff and volunteer training • Staff – over 50 staff members since October have taken Tool Training • HPL Staff Academy • Volunteers – trained 37 volunteers since October • HPL YouTube channel training • Programs • Meetups • Classes • Mystery Make and Take • Events • If you let them break it, they will come! • Grand reopening Page 4 of 49 • Shute Park • Shute Park – high tech creation • Expect the Unexpected • Managing Expectations…including ours! • Share the Love Slack Love Word on the Floor Case asked about transitioning Collaboratory sewing machines to Library of Things in order to check them out in HPL To Go. Misenti advised the Library of Things collection includes items in the Collaboratory which is a great way to test whether or not you want to purchase items. Case invited Misenti to stay for the Collaboratory discussion in case there are questions. 3.4. Discussion: Collaboratory Muller began the discussion by advising the Board there were a lot of changes made to the Collaboratory policies last year so there will not be a lot of changes this year. The municipal code was added and grammatical changes were made in order for the policies to read better. Misenti pointed out that the Collaboratory equipment is available to ages 10 and older so there should be a correction stating the space is available to ages 10 and older with the caveat that someone must help children under the age of 10. Rhyne noted the typo: Is in violation of the Library’s Computer Use policies or the ; or Needs to be corrected to: Is in violation of the Library’s Computer Use policies; Muller will make this correction. Mokler questioned the revision dates. Muller will research dates and make corrections. Case suggested adding a line stating while the Collaboratory space is available to all ages 10 and older, some tools may require certification. Misenti advised there is no longer certification required to use the space. Certification was a requirement before the move to the larger space time the space was not open all Library hours. Muller added some tools may have an age requirement Rommel stated the volunteer age was changed to 12. Muller explained the reason 10 and older cannot be in the library alone. Volunteers must be 12 and older in order to volunteer alone. Muller will make all changes for next meeting 3.5. Staff Report and Discussion: Library Administrative Rules, Unattended Children (Reich) Reich, Library Manager, explained this policy provides a framework for staff and gives them back-up for unusual circumstances that may occur. Page 5 of 49 Muller removed the Code of Conduct established by the City and inserted the Municipal Code. Case questioned if the last line, the phone number, should be a separate line so as not to be skimmed over? Muller will make this change. Mokler noted the same issue as with the Collaboratory policy, the revised dates should be researched. Muller will be making all policy updates consistent. Armstrong wondered if schooling from home would create an issue this year? How do we want to approach this if libraries open? Muller stated Ostlund is on a committee addressing this. Ostlund explained the committee is in talks with Hillsboro School District and community collaborators. Child care is a concern. Teachers can’t teach if they have children at home. Committees are convening. More will be known by the next board meeting. Muller assured the Library and City are working with Community partners on expectations, what we can do to help with and provide services. Case suggested the possibility of the need for a pandemic policy similar to a snow day policy. Rhyne confirmed August 15th is when the school board is supposed to have a plan. Mokler asked if there is an assumption the library will be open for business in September. Muller answered we can’t say at this point. Adjustments will be made as needed but not anticipating it. Armstrong offered that on the flip side, if schools open, libraries might. Case suggested if we hear anything huge about schools by the first week of August that impacts libraries, we could call an August meeting.
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