LIBRARY BOARD TELECONFERENCE MEETING AGENDA Thursday, November 19, 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. September 17, 2020 Minutes Corrected Library Board - 17 Sep 2020 - Minutes CORRECTED 1.2. October 15, 2020 Library Board Minutes Library Board - 15 Oct 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: ........................... - Muller, 5 minutes Library Administrative Rules, Declaration of Surplus Books, 2020 draft - clean copy Donations Form 2020 - draft - clean copy 4. Trainings, Discussions and Reports 4.1. Intellectual Freedom Training – Lopez, 30 minutes 4.2. Discussion of Collection Development Process – Christian, 15 minutes 4.3. Library Administrative Rule, Collection Development – Christian, 15 minutes Library Administrative Rules Collection Development - draft - clean copy Library Administrative Rules Collection Development - draft 4.4. Discussion of Request for Reconsideration Form – Muller, 10 minutes Request for Reconsideration Form - draft - clean copy Request for Reconsideration Form - draft 4.5. Library Administrative Rule, Internet Access and Computer Use - Muller, 15 minutes Library Administrative Rules, Internet Access and Computer Use, 2020 draft - clean copy Library Administrative Rules, Internet Access and Computer Use, 2020 draft 4.6. Advocacy Reports • Friends and Foundation Report - Madsen, Muller, 15 minutes • City Council Meetings 4.7. Director's Report November 2020 - Brooks, 15 minutes Directors Report November 2020 4.8. Library Statistics - Christian 10 minutes 10 Year Legacy Statistics_Oct_2020. Oct 2020 Circ Stats 4.9. Board Chair Highlights - Case 5 minutes 5. Advice/Information Items 5.1. Items of Interest Information items WCCLS Sleep Village Flyer Word on the Floor - November 2020 Volunteer Engagement Report - November 2020 5.2. General Resources 2020 Library Board Schedule Roberts Rules cheat-sheet 6. Adjourn Page 2 of 51 LIBRARY BOARD MINUTES Thursday, September 17, 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 Excused: Gail Madsen (ex oficio) Staff Simone Brooks, Karen Muller, Hillary Ostlund, Ken Christian, Carol Reich, Linda Present: Osuna and Cheryl Gill Board Meeting - 6:00 pm - Teleconference Call to Order - Roll Call 1. Consent Agenda 1.1. Library Board Minutes July 16, 2020 Katie Rhyne made a motion to approve the consent agenda Chris Armstrong seconded the motion. CARRIED. 7-0 Chris Armstrong, Katie Rhyne, Elizabeth Case, Rommel Rodriguez Ibarra, Linda Mokler, Citlalli Nunez-Barragan, and Mel Adams voted yes. 2. Public Comment No public comment was received. 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 • Community Agreements • Oregon’s History-The White “Refuge” • Why is this important? Current Day Legacy • Centering Race in Reopening/Restructuring An opportunity for systems change • Why center race? • Transactional vs Transformational Change Page 3 of 51 • Building a House on Unstable Ground • What does this mean for libraries? • Framework towards centering race • Level 1 priority • Levels of priority • How does this benefit other communities marginalized by oppressive systems • The reality of centering race in a racist environment • A Both-And/Win-Win Scenario • Can this work for libraries of different sizes and different levels of resources? • Racial Accountability • Racial Accountability & Institutional and Community Relations • Interpersonal Relationships • What else can you do? 3.2. 7:05 to 7:15 Staff Report and Discussion: Ballots dropped in the book return - Ostlund Ostlund shared a picture of the refurbished ballot box that has been returned to Brookwood. English and Spanish language “I voted” stickers have been ordered and are on their way. These stickers will be handed out to people who drop off their ballots at the library. Ballot boxes have been located at the libraries for as long as any of us can remember. The ballot box at Brookwood is the busiest in Washington County. All libraries in Washington County participate. Shute Park library has always had an indoor ballot box. The County elections office is working on an outdoor option for Shute Park library. Case wondered about the information from the Oregon Library Association and asked if a policy or procedure is needed for ballots placed in the book return drop? Do we need to write something up for that as this may be an issue at Shute Park since there is no outdoor ballot box. Ostlund stated Washington County libraries have confirmed with the election office that if ballots are turned in to the book return, staff is allowed to take them to the ballot drop box as long as it’s before 8pm on Election Day. There is no written guideline, OLA sent guidelines but their guidelines are not a policy. Brooks confirmed that this procedural rather than policy and no written policy is required. Ostlund assured the Board staff would be informed and that they understand the guidelines. Adams wondered how many ballots are normally received in the book drops. Muller responded that there are no hard numbers but very few end up in the book return. 3.3. 7:15 to 7:20 Staff Report and Discussion: Library Administrative Rules, Gallery and Exhibits – Reich Page 4 of 51 Reich advised this document has been unaltered since last the last review. An Art Gallery procedure manual has been produced which is an overview how the exhibits are selected and prepared. Rhyne asked for clarification on the difference between gallery exhibits and display exhibits. Reich explained the display guidelines could refer to library traveling exhibits the library has donated space for in the past or the small window displays that run along the children’s room wall. The displays guidelines encompass anything not in the gallery. 3.4. 7:20 to 7:25 Staff Report and Discussion: Guidelines, Displays, Exhibits, and Distribution of Community Interest Materials - Reich Reich advised these guidelines are also unaltered since the last review. Rhyne asked for an example of what falls under the purview of printed materials handouts and of what is allowed. Reich listed the Farmers Market publication, Portland guide any free informational community handouts. Rhyne noted the bulletin board guidelines are stricter than for the handouts. Reich explained the handouts don’t have to be as restrictive as the bulletin board due to space allowances. A discussion took place around what is and is not allowed and whether or not the same text from the gallery and displays should be added. Final decision is to repeat the text: Space for distribution of these materials is provided as a public service, and does not constitute an endorsement of the organization’s beliefs by the Library. 3.5. 7:25 to 7:30 Decision: Library Administrative Rules, Unattended Children – Muller Chris Armstrong made a motion a motion to approve the Library Administrative Rules, Unattended Children 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. 3.6. 7:30 to 7:35 Decision: Guidelines, Collaboratory - Muller Mel Adams made a motion a motion to approve the Guidelines, Collaboratory Chris Armstrong seconded the motion. CARRIED. 7-0 Chris Armstrong, Mel Adams, Elizabeth Case, Rommel Rodriguez Ibarra, Linda Mokler, Katie Rhyne, and Citlalli Nunez-Barragan voted yes. 3.7. 7:35 to 7:40 Decision: Board Calendar - Case Page 5 of 51 Katie Rhyne made a motion made a motion to approve the Projected Annual Calendar Mel Adams seconded the motion. CARRIED. 7-0 Katie Rhyne, Mel Adams, Elizabeth Case, Rommel Rodriguez Ibarra, Linda Mokler, Chris Armstrong, and Citlalli Nunez-Barragan voted yes. 4. 7:40 to 7:50 Advocacy Report 4.1. Friends and Foundation report - Madsen, Muller Foundation: Muller gave the Foundation report in Madsen’s absence. The Foundation has formed a subcommittee to concentrate on fundraising. There will be two different fundraisers this year. The first one will be to raise funds to purchase books to be given to the community through outreach. The Foundation is hoping to raise $5000 for the purchase of paperback books for giveaways. More will be shared out once the fundraiser begins. Another is directed toward technology needs in the community to provide Wi-Fi hotspots for checkout and/or because the building does not allow Wi-Fi to extend into parking lot, help the library extend the Wi-Fi coverage into the parking lot. The Library is very grateful to the Foundation for their support in reaching out to the community in these different ways.