State Library Board Agenda Packet August 14, 2020 Online Meeting Table of Contents Agenda and Meeting Minutes Page 3 Press Release Page 4 Agenda Page 5 2020 Meeting Dates Page 6 June 12, 2020 Meeting Minutes Page 7 Report of the State Librarian Page 16 Budget Report Page 21 Customer Satisfaction Survey Results Page 26 Proposed Changes to OAR, Chapter 543 Page 47 CARES Act Funding Plans Page 48 State of Broadband and Oregon Libraries Page 50 State Librarian 360 Review Results Page 55 Miscellaneous Page 88 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 July 31, 2020 FOR IMMEDIATE RELEASE Salem, Ore – The State Library Board will meet from 9:00 a.m. to 12:00 p.m. on Friday, August 14, 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 August 14, 2020 Online Ann Malkin, Chair Agenda 9:00 a.m. Approval of the Minutes – June 2020 meeting Malkin 9:05 Reports of Board Chair & Members Malkin 9:45 Report of the State Librarian Patterson 10:00 Public Hearing on draft Oregon Administrative Rules Malkin 10:15 Budget Report Patterson 10:20 Customer Satisfaction Survey Results Patterson 10:45 Open Forum** 10:50 Break 11:00 Proposed Changes to OAR, Chapter 543 Westin 11:10 CARES Act Funding Plans Westin 11:25 State of Broadband and Oregon Libraries Patterson 11:40 State Librarian 360 Review Results Patterson 12:00 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 2020 State Library Board Meeting Dates Friday, November 6, 2020 9:00am – 3:00pm Grants Pass, OR 6 State Library Board Meeting June 12, 2020 State Library, Salem, Oregon Board members present: Chair, Ann Malkin, Lori Wamsley, Greg Williams, Jennie Tucker, Sean Nickerson, Ben Tate, Tina Roberts, and Jason Clary Guests present: Jeana Menger, Emporia State University Staff present: Jennifer Patterson, Susan Westin, Caren Agata, Elke Bruton Recorder: Cory Horton, Operations Support Specialist Chair Ann Malkin called the meeting to order at 9:01 am. Approval of the April 29, 2020 minutes – Malkin Clary made a motion to approve the minutes from the April 29, 2020 board meeting. Tate seconded. The motion passed unanimously. Reports of Board Chair and Members – Malkin Tate: Tate stated that at the last board meeting, he had just completed a proof of concept pilot report for the project he has been working on. There are no new products yet but he is hoping this time next week he will have two more proof of concepts and one that is final. An initial report is being done to help educator prep programs. There is now a legislative requirement that they are accredited with a nationally recognized accreditation board. Part of those requirements is to be able to track where their graduates go. They approached HECC to provide that info and HECC is doing a test with OSU and WOU. Tate stated he should have this by next week and will then be ready to roll it out to all educator prep programs. The second proof of concept is a map of high school graduates and which community college or Oregon public university they go to and if they graduate. Tate will be presenting the first completed research summary on June 22nd related to sixth grade students and identifying early indicators that relate to high school graduation. Williams: Williams stated that Clackamas County was approved to move into phase one a few weeks ago and the city is taking a conservative phased approach to looking at reopening facilities. There are about 20,000 items checked out to patrons that they are determining how to handle returns for. The library will be opening drop boxes on Monday to patrons to start returning materials. The following week they are starting an appointment based no-contact holds pick up 7 service and are also beginning to think about what it will look like to reopen the building. The next step is restoring public computer access. Williams added that Oregon City has had community conversations lately around race and institutional racism. The City Commission passed a resolution this week declaring Oregon City’s stance against racism and discrimination. Clary: Clary stated that he is mostly in the same situation as he was at the last board meeting. He has spoken with several other similar training centers outside of Oregon and how they’re handling COVID-19 with their instructors and they shared similar concerns and experiences. As Clary talks with his staff, they are starting to get to a point where they can only do as much as they can in this distance learning environment. Clary participated in an all agency call which was an opportunity for leadership to listen to staff members’ concerns to consider as they plan to re- open which Clary felt was very helpful and resulted in great information. There is no solid date at this point for re-opening. June 18th would have been end of term graduation and celebrations, and next summer term begins June 29th. Wamsley: Wamsley stated that today is the last day of spring term. They will be doing a virtual commencement on June 27th where different departments and programs on campus are sharing videos they have recorded. The college is preparing to be online or remote for summer and fall. Multnomah County was supposed to enter phase one today but it was postponed last night by the Governor for one week. They are hopeful they can re-open the career technical courses that must be completed in person later this summer or fall. Wamsley will be meeting with the college board next week to discuss advancing equity and inclusion. Roberts: Roberts stated that she has been working on a team called Oregon Open Learning and they have created a hub on open educational resources (OER). They are working to build capacity at ODE and with educators statewide. They had a launch session for a short informational webinar to explain what OER are. A second set of workshops is taking place next week that will allow people to create accounts and practice finding and creating resources within the hub. Several events are planned for the summer for educators to get together and participate in finding and building resources for their content areas. The English language learning adoption process will likely be postponed until fall due to COVID-19. Everything has been put on hold since there is no way to do the work remotely. They have presented a first read to the state board with a request to postpone that process. Roberts added that ODE guidance was released on Wednesday regarding fall reopening. They are thinking about how they can support school districts and educators in the unique settings that people will find themselves in. 8 Roberts is also spending time trying to figure out how to be responsive to what is happening in the world right now in terms of racism and equity. Ensuring the work ODE is doing in terms of writing guidance and providing resources, materials, and support, upholds the idea of equity for all. Roberts added that there are different groups on the Oregon open learning hub. One group is around digital learning, and she would like to work with an employee from the State Library to help populate and manage that. Roberts would like to reach out to Jen Maurer to see if she or someone else would be interested in coming in and hearing what that space is about and then potentially helping to curate it within that group. Patterson agreed that Maurer would be the right person to reach out to for this. Tucker: Tucker stated that the Elgin library has opened up and visitors are allowed to come in. La Grande opened up their book depository and books can be requested through Sage. Once the books come in, a call is made and a visit is arranged for the pickup. Nickerson: Nickerson stated that there have been a lot of changes to systems within the Oregon Health Authority to support COVID-19. They are in the final stages of bringing the integrated eligibility system live, heading towards a July 6, 2020 “go live” date. Today is the last day of testing defects. Nickerson shared that the team executed close to 9,000 test cases, wrote 6,000 software bugs over the last ten months, and discussed every single one in detail. Now they are transitioning to implementation. Malkin: Malkin stated that she had a library board meeting on Wednesday and they are going through many of the same things that Williams mentioned as far as reopening. There were about 30,000 items checked out when the restrictions hit, so getting those items back into the building was a major effort.