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Approved Minutes - 2020-11-18 PM (02)CITY OF LAKE OSWEGO November 18, 2020 Library Advisory Board Library 1 Present: Kay Steele, Jacquie Siewert-Schade, Sherry Swackhamer, Emma Cory, Mark Pontarelli, Jessie Halligan, Cale Garrett, Marian Jacobsen Excused: Ed Steinberg, Kent Studebaker Staff Present: Melissa Kelly, Nell Diamond, Nancy Niland 1. Call to Order and Roll Call/ Introductions The Library Advisory Board (LAB) meeting was called to order by Chair Sherry Swackhamer at 7p.m. on Wednesday, November 18Th via Webex. 2. Minutes- Motion to approve by Siewert-Schade, seconded by Garrett, Minutes for October 14, 2020 were approved (6-0). 3. Director’s Report- Melissa Kelly • Operations and building access updates- o Services during current freeze:  City facilities are closed to public  Curbside, wireless printing, virtual, and phone services remain • There have been some issues with mask compliance – Lake Oswego Public Library (LOPL) is enhancing signage and there is a staff meeting on 11/13/2020 to discuss enforcement strategies. • Implementing a series of training opportunities pushed to staff for having difficult conversations, and LOPL is offering free masks to the public. • As a service, LOPL is also offering to mail material holds via USPS. • Printouts are now available with code of conduct & state-wide mask rules • Consequence of not wearing a mask will be to refuse service for the day – with a welcome back the following day if wearing a mask (LOPL will accommodate even if appointments are full) -- or LOPL will mail holds.  LOPL added Sunday curbside hours as of this week  Parking lot library is now closed – since opening in July, the parking lot library served 6,375 people, with 7,733 service transactions in four months.  Temporarily suspending in-person reader’s advisory services.  Other libraries are now having to revert back to curbside services, most of LINCC libraries are keeping holds pickup as-is (some inside, some outside), and Multnomah County Library has halted their curbside services for now.  There has been an increase in materials being requested, as both Lake Oswego and Multnomah County Library patrons are concerned about another closure.  LOPL is acquiring more temporary holds shelving to accommodate this increase in demand.  For now, indoor holds pickup in still the future – when COVID case counts decline. Kelly is working closely with Scott Vachter, Dr. Sahni, and county public health officials. o Two issues still to be resolved related to indoor access:  Restrooms & cleaning – frequency and choosing a daytime service provider.  Determining the patron flow in & out of the front entrance of the building. CITY OF LAKE OSWEGO November 18, 2020 Library Advisory Board Library 2 o Kelly shared an overview of the latest LOPL survey results:  Main takeaways from the second survey include: • People like curbside service, but do wish appointments weren’t required, or could be scheduled more quickly. • People really liked the parking lot library services, but fewer people had utilized it compared to curbside pickup. • When asked what method is preferred for picking up holds in the next six months: o 46% answered outdoor holds pickup o 43% answered indoor holds pickup by appointment only o 4% answered holds delivery by mail • When asked about their preference for accessing in-person services that were previously offered at the parking lot booths: o 54% selected “limited or appointment only access to library” o 20% selected “bookmobile service at locations throughout LO” o 20% answered “remote access only” o Staffing:  Two cohort schedules have been formed to keep staff in separate groups in case there is a COVID-19 outbreak and one of the groups has to quarantine.  LOPL is implementing the new OR-OSHA temporary workplace rules.  Circulation is hiring two part-time library assistants ( these hires are replacing two staff members who are retiring) • Facilities projects o LOPL will be installing HVAC monitoring controls, which will allow for remote access of the system and enable a more efficient use of the heating and cooling units. This upgrade is expected to cost $50,000 but should pay for itself over time. o The upstairs deck is the source of a roof leak, and will need to be renovated in order to repair this leak and restore its usefulness. • School outreach o LOPL youth librarians are visiting every Lake Oswego School District (LOSD) school during that school’s curbside pickup hours. o Librarians are giving away free books this month, and starting next month will offer a small display of items and ability to checkout materials during these timeframes. o Recently, at Rivergrove Elementary, during the school lunch pickup time, 68 books were given away to a range of ages – younger siblings and school aged children. During this time, LOPL interacted with 30 families and about 100 people. o Youth librarians are promoting this collaboration through school principals so that parents and teachers will be expecting LOPL to be there on future dates. • Fines update o While it is the goal of LOPL to eliminate fines, it is a revenue issue for about half of LINCC libraries. o Fines are currently set to resume Jan 1st, 2021. o There is a subgroup of library directors are motivated to go fine-free (led by those with less of a revenue issue) and trying to lay groundwork for others to join in to develop a strategy. o Next director’s subcommittee meeting is Nov 30th. o Kelly will have more to share on this issue in the future. CITY OF LAKE OSWEGO November 18, 2020 Library Advisory Board Library 3 4. Lake Oswego Reads Report- Nancy Niland Niland announced Caste, by Isabel Wilkerson, as the LO Reads selection for 2021. January 7, 2021 is the book giveaway date. All programming will be virtual this year due to COVID. Due to the events being online, there will be fewer, focused events than in previous years with an emphasis on the higher quality presenters. One noteworthy event is a panel discussion with LOSD students regarding the need for anti-racism curriculum. Niland complimented the LO Reads Steering and Events committees for their efforts in selecting Caste, and developing the upcoming programming. Since programming will be virtual, many of the events will be recorded by Tualatin Valley Cable, details are still being worked out. Niland thanked the Friends of the Library for their support, as the programming for LO Reads would not be possible without them. Still awaiting response from Isabelle Wilkerson’s agent on whether she will appear in a real-time virtual event. Niland expects a response any day now. 5. Chair’s report – Sherry Swackhamer Swackhamer reported that the fundraising committee has developed a tri-fold promotional brochure that will be mailed out later in the month. There will also be an electronic version of the trifold sent out with the LOPL e-newsletter, which is distributed to 7600 households. In addition, another promotion will be sent in time for Giving Tuesday, the Tuesday after Thanksgiving. This electronic newsletter promotion will be sent along with the link to the donation site on the library’s webpage. An attorney has volunteered to be a part of the fundraising committee- she has experience with setting up nonprofits and will be assisting with the formation of the foundation. Board members are being considered; the goal is to have between 3-7 foundation board members. The fundraising subcommittee is also beginning work to distinguish the specific roles and responsibilities of the LAB, Library Foundation, and the Friends of the Library. Pontarelli brought up that e-books are up to four times more expensive- Niland confirmed that the cost of these materials is mentioned in the tri-fold brochure, and the published statistics reflect just how many more e-materials the library has purchased since the beginning of the pandemic. Halligan suggested putting the donation link in the Zoom chatroom during the popular Library Trivia event. This idea was well received, and will be implemented at the next Trivia night. 6. Friends of the Library Report – Jessie Halligan Due to the freeze, the Booktique is closed until December 2nd. Pickup is available and the Friends are working on adding shipping services to the online ordering process. Amazon Smile also brings in revenue to the Friends, Halligan encouraged the LAB to participate. Next Friends of the Library board meeting is on November 12th. 7. Youth Report–Emma Cory CITY OF LAKE OSWEGO November 18, 2020 Library Advisory Board Library 4 Cory would like to work with LO reads to promote Caste events within the schools. Niland will follow up with Cory to foster this collaboration. 8. Council Update –None 9. New Business – Kelly presented the draft of LAB goals and the Annual Report, which was sent in advance in the November LAB packet for preview. These are due to be finalized by December 1st. Swackhamer noted that if there is feedback for revisions, please email her and copy in Nell Diamond. The Goals and Annual Report will be presented at the City Boards and Commissions Summit in 2021. Swackhamer noted that she will be on vacation next month. Vice-Chair Kay Steele will be chairing the December 9, 2020 LAB meeting in her absence. 10. Adjournment - Meeting adjourned at 8:20 p.m. Respectfully submitted, Nell Diamond