Library Board - Regular Meeting

All right. I call this meeting to order. Okay. Okay. I now call this meeting to order and I will do roll call. Sarah Miller here. Eve marks. Yes. Our city council is on Heidi Hawkman here. Library director Jennifer Read and any joiners on Zoom? It doesn't look like we have Kathleen. Kathleen was going to try to join the Zoom. Okay, so it looks like we're missing Kathleen Tele and also a representative. Yes.

Are there any changes to the agenda and the February minutes? Is there allow me to approve the February minutes? I approve.

Approved. Community engagement. What does everyone have this month for community engagement? I talked to a woman named Gart about the crafting your book which she seemed to not be aware of any programming whatsoever at the library and I also pulled this handy thing out of my handbag and handed it to her. So, I recommend that you walk around with this because you never know.

I mentioned your movie at the city council meeting and online next door and on Facebook. So, do you have a good turnout? We had practically even

any other community engagement reports. I have had a few people send me like links or photos of the eggs who know that I like associated with the library interested and like it. I personally enjoy Yeah. Oh, dishes. Awesome. And they've they've grown. They are now in the Are they fried? They're not quite fry. They're pre- fried. They're not eggs. They're pre fry. Fried. They're in that in between stage. I think they call them It's spelled A L E I N. Alvin

and um yeah, that is the that's the stage they're at. So, all right. And let's go to the computer to report them. Okay, I shared that out with you. Um Josh shared, yeah, we had 21 folks um back in February uh for the ste forester book talk and then uh 39 for the York. And just a plug for that, uh, the film screening, I believe they're going to be showing it at the Colombia of uh, in Atoria in the future. So, be on the lookout for that. Um, yeah, we have this wonderful uh, musical story time with the violins on February 11th. Uh, excuse me, Jennifer.

Yeah, Emily and Aria are here. Sorry. So, we'll have we'll have you seated out of these chairs on the side. And just a heads up, we are so welcome to the library we're hanging. We are live on YouTube. Um, that makes us old people really nervous. Just wanted to let you know that you

um let's see. So coming up uh in March, we have all sorts of things going on. We have added the teen spring reading challenge. So this is similar to the winter reading and the summer reading. So this is where we just try to keep the teens engaged uh with some fun reading competitions. Um let's see. And again, on Thursday, we're going to be doing an eggs to fry tie in story time. So, it's a really unfortunate name. Um, but they are eggs and they become fry. So, I mean, biologically it makes sense. Um,

that made it extra catchy,

but linguistically it's confusing. Uh, so there you go. Uh, this coming Saturday, we'll have a wonderful classical guitarist uh here in town here in this room. Uh, and you'll notice our walls are empty. The, uh, the art show, Leo May's art show, came down today. Uh, and the new art show will go up next week and that's going to be Joe La Pomemoroy. I'm glad that'll go up on the 10th. Um, so that should be exciting. And yeah, lots of stuff going on. I mean, as you know, I gave a annual report um, in which I talk about all of these things, a lot of these things in the annual report. It's a It's a busy place. So, we've got the tween book club, the teen book club, um another film screening, and um back by popular demand, we will have um jumping to the end one another memoir writing session with uh Zoe Bos here on March 28th that is science. So, you can sign up.

How long is this whole program? It's 90 minutes. It's about 90 minutes. Yeah. And you pre-registration for that? We do. We do. We try to cap it. I think at 15 and because we have so many folks on the on the backup list, Mr. Thank you.

words escaping me. Uh that's why we were able to just we absolutely knew that this was going to be you know probably full again. So the other thing uh for signups we have the puzzle puzza our second puzzle pooa. Uh so folks have already made up their teams and are getting signed up. I think I shared the last time that the first puzzle pooa the winning team finished the puzzle 500 piece rad puzzle in 46 minutes. I think it was four to six minutes which it was pretty. So that's what's going on in programming either in in the library question.

All right. How about the Well, there's no regular foundation report today, so it'll go straight to the library director, which I did not hand out because um it's kind of short this week and I know we have a pretty full agenda. Um just some community engagement that happened for me most recently. I met up with uh Marcy Dunning who's the librarian at the Columbia Maritime uh the Columbia River Maritime Museum.

Uh so I want to give a plug. She's there two days a week. Um you can schedule like a visit with her and she'll kind of give you an overview of the materials available in the museum. It's a beautiful space. It's in the in the museum itself. So, the library is it own little spot. They have the the crank library shelves. So, um you're able to like slide them back and forth. Space saving. Um and just they don't circulate books outside of the building, but you can go there and do research there. So, wanted to give a plug that that is something that's available to the community uh at large. And this morning I was at the uh the job fair today at the convention center. Um that was just amazing. So many so many employers really great opportunities. Um partnered with we were there as the city of Seaside Paul Knock and I promoting our classic works intern programs and want to be a lifeguard. Um and we have a full-time position at convention center. So, so it was a really nice opportunity to just engage with the community in a slightly different and I'm happy to report we submitted a grant um for to the state library for to fund our teen for this summer. We received it last year. We didn't think we would get it this year. They try to spread it out to people who hadn't applied before, but we got it. So, we got another $3,300 to help fund the the team in turn this summer. Uh, and as you know, we have the fish to fry um partnership with the mechanic of watershed council and uh the launch party will be on April 4th. So, we were going I don't know what it is all

entail, but we have to like scoop, not we, not me. The ODFW guy will scoop them up and somehow transport them and we'll take them down to the river and set them free. It's at Gucci Creek.

I think it's going to get creek. So, we're going to try to do some fun um PR about that. Should be exciting. So, we'll do that in the morning. Um, and then I I didn't leave it on the agenda because I do feel like we're moving forward with the all board gathering. It looks like October 8 is um it's during our regular library board meeting time. Um, so we're leaning toward that. There will be more information as we finalize. I haven't heard specifically from Etorian and Warrington. Um, so I'm just going to go for it. But I did hear from Canada Beach and they were all thumbs up. So it looks like so if we four four it might be five for the meeting. It might be shift a little bit. We would probably just forego our meeting for that for that month if we're able to. Um but it would be show up early, have some snacks and then have the meat potatoes at the meeting which I have yet to free. So, so far they're still in the garden. They're both gay. I think they might even still be seats. I don't know. Um, so I'm just I'm going to black out three to six. Sure. Cover it.

Yeah, I I might even go with that. But we want to be sure that folks can get home before it's dark because I don't like driving in the dark. So, all right. Any questions on the director report? Moving on to unfinished business and the library policy review.

Moving on again. New business scene ambassador candidates. Why don't we have a new ambassador candidates? Would you like to come up and join us up here for we didn't really talk through what this was going to look like? So, come on up. Drag out the chair and couple chair in there. Well, thank you for joining us. I'm Jennifer. I'm the library director and this is the library board minus Hannah. They already look good. So, this is something new that we're trying representation on the board. that happens at city council and I think in the past we've had a teen advisory board that was kind of separate from this board but we thought we should bring in some youthful voices and perspectives and this is we are literally building the ship as we're sailing it so we're trying it out so thank you for I mean introduce yourselves if

my name is I'm I'm a sophomore at Seeside High School. My name is Emily. I'm also a sophomore at Seeside High School. Okay, great. And when we first um put out the the job posting, we were imagining it would be for a junior, but because it basically already feels like it's summertime, but you know, we're we're getting close to spring semester.

Yeah. And by the time you get to senior year, it's going to be pretty busy. And this is a great opportunity. I don't know. We We never really finalized what this is going to We need to know. But honestly, do you have any opinions on what you think um you would like to see from a position like this? Well, we don't really know. I don't really know like what we would go to for meetings. Is there anything like else we do? Put our input. It's kind of like what you're looking for. I think informal. I think um having you come to the meetings is good for both sides of us, right? And then if you wanted to keep us a breast of anything at the high school or around town just that people more your age are interested in or might benefit from. Um and then also you can take the things that you hear here and maybe streamline those into their groups that you're looking at. Just try to get more of your friends and who you circulate with, your classmates, more aware of the library and what we do and the things that could help them. And just also to because we are a community space for people to know this is a safe place to find a puzzle.

Yes, absolutely. I I think one of the other so to your question about what would be involved um I think we would probably add him to um the agenda and so there would be maybe under reports we haven't really figured out what this might look what it might look like but um we would have an opportunity for for you to you know maybe ask questions while we're giving reports um and then also maybe give a report of what's going on in the team world. Yeah.

I think I'd like to know um if you have any suggestions on how to um have the library be more aware of what would connect with you and therefore your compatriots. Um that will be uh fun and bring people into the library because it is a fun place. It's not just a place of work and study and you know all of that but to get information from ground zero as you could be a great I met with two or three new slang words every time.

Oh no I had teen interns last last year. Oh, so you know, thank me. Never ending. I have a cheat sheet behind my desk. What other questions do you have for us? Um, how often do you guys have your board meetings that we would be attending?

We do meet monthly um throughout the year. So, it's always the first Tuesday of the month uh at 4 o'clock. Uh we do have the Zoom option, but we do, you know, ask that Unless you're a fun, you know, we are I brought chocolates this time, but I rather than my water. So, I know that you said this in your letter of interest. Um, but what's the main thing you want to get out of this?

Um, I'm hoping to gain more civic leadership. Um, I'm in like class office and stuff, but I don't really interact with like a board of people. So, it's kind of like outside my comfort zone and it's something I definitely want to explore more and kind of get used to. Um, so mostly that and then I think the library out of school is like pretty popular. I think a lot of people are going there and I want to make that happen here too. So, yeah, that's mostly it. Yeah, I agree. We're in a lot of the same,

but I really want to see like how our community comes together to collaborate on like like issues like with getting teens involved because I feel like we aren't teenagers aren't really looked upon as well educated or just well in general, but to get like like the teen side and like the community involved together is like really what I want to help do. Were you in the group that came to the last city council meeting? There was a civics class there. They might have been.

Thank you. Well, one of the other things we were talking about sort of informally was um you know why only have one, why not have two? And you know then you can sort of um tag team you know maybe one isn't able to attend or sort of there's a lot of benefits to having both because you do have busy schedules. So if you both couldn't make it cool.

Yeah. Another thing we talked about is maybe doing it in junior year so that the next Florida ambassador they have questions that you to you for that. So, would you be comfortable serving kind of unofficially people? Yeah, of course. Yeah,

I mean, kind of what we were imagining is well, like I said, we're just we're building the ship as we're sailing it. So, the coming up with the idea of bringing these voices in uh and then never really talked about like what would a starting point be um you know, we're more than welcome to attend. There are always open meetings uh open to attend whatever you'd like. Um but we could sort of have it officially start in the September meeting if you think that would make sense.

And I think it'd be important for you to uh maybe talk with one another and say what would we like to have come out of this association? um which would give us a better idea because when you're building a boat, you need some sort of blend and so your input would be very much needed on you would be our test subjects

and I would say that if you have not attended a city house the second and fourth Monday the work sessions at 5 and at 6 and then you can serve that too. Or you can watch them. Yeah. Live.

That is true. Uh yeah. So all of all and all of our library board games at least for the past two years have been recorded uh and on YouTube now. So and you can actually follow almost any of our boards. go back is watch six months ago. Very exciting. Well, thank you so much for coming. If you're if you're comfortable just sort of hanging out for a little bit, we'll kind of continue with the meeting. We'll see how that goes and then we can sort of inform chat afterwards. Yeah. Thanks.

Okay. So, now to our big agenda item, the library board roll review. All right. Um, I printed all the things and um, I had hoped to sort of um, well, I went through and kind of synthesized some things for us to look at initially. Um, and there's just sort of I didn't print multiple multiple copies. Um when kind of the the first piece that jumped out to me from um the guidance was um this it feels like a lot lot of information. Um, just to fill you guys in, uh, the board, all of the board's commissions and committees within the city have received guidance from Spencer Kyle, who's our city manager, um, information around um, kind of clarifying the duties and responsibilities of each of the board's, commissions, and committees. Um, and we're all slightly different. So, the library board is actually required by state law to the for us to be a public library, for the city of Seaside to have a public library, we need to have a library board. And we can make that board look in a number of different ways. Um, we've been in operation for since the dawn of time.

Yes, we have pretty much. Um and so now we're we're just trying to put together some um structure uh so that an ordinance can be passed officially declaring the legitimacy of um all of the boards commiss. So we've been given um lots of homework to to review. Um and really quickly with Heidi is our city council. Do you have any more information? just seemed like um slightest request for me.

Yeah, I don't know how this turned into such a big project. I just think it seems so simple, but you use their

So Heidi, Jennifer, me and Kathy actually went to a workshop that Spencer gave the council. We were just kind of in the audience. Um, it sounds like they really want to know from the board if the board has a good handle on what it is they're supposed to be doing and how effective they are and if those roles need to be added to or diminished or needs to be dissolved al together which narus would not be able to happen. Um, but Spencer did say that it doesn't have to be line by line call by column just like legitize yourself basically tells more about what you do, why you do it, how you good. So we could put it in any form we like to

if we wanted to just write something out instead or if we wanted to answer question did any timeline get formalized? Sorry. I felt like the sorry I felt like the piece that Spencer sent out this most recent where he gave an example and and tried to help made it much more doable um because it was basically we don't want what I call airy fairy descriptions to make sure that the end is met and the whole city loves the library. No, what we want is concrete um I was going to say evidence, but that's not the word. Concrete uh descriptions of what it is we're trying to accomplish, which I think would be great because when I came on the board just recently, Brandon, I'm old, but I um I didn't know what the purpose of this board was. And so I think that that the clarification will definitely help in the future for any new people coming on. Um especially the fact that this is an advisory board, not a government. There are two different kinds of boards. One board is called an advisory board which they just make recommendations to the librarian and that type of a government's board actually makes the decisions and so uh

and sometimes the hiring and firing right so um this is an advisory board as opposed to forward to a secret. So see that.

Yeah. And I think that was sort of the confusing part for me was that relationship too. And I feel like I should probably shut up now because I um this I feel like the guidance that I got from that the the work session was that it it is really um an opportunity for the board to devise what um they believe the um you know the goals and responsibilities are first and then it goes to um to Spencer. Uh, and then I will have an opportunity to to respond or say like

that's kind of not what I was thinking or like I'm definitely on board with whatever they're thinking. I think Spencer really is um seeking uh the the board voice as opposed to um the liaison voice or the chair or department head voice. So, are you thinking that we take this thing, which is very hard to read if you're over 15, um, and as individuals go through it for ourselves, or are you suggesting that we meet as a group and hammer it out as a group? I thought there was an option to not go through this line by line and be more I'm not going to use the word air fairy sorry I'm going to say more non-specific

because I think just my belief is the more you try to clarify rules the more problems come out of that

some of the questions to me do seem a little bit um or ambiguous in and very um so I don't you know I think we would struggle with that as well. It's like some of them are more basically they just want to know what we do and why and and why and are we are we worthy? I mean as a state demands that we are be be here but are we meeting objectives as

so I sent you both examples what I think it was particular it was it was brief it wasn't a whole lot um is that what you're thinking or you think

I don't think that's what Spencer is wanting you would know better than I would though if you think we can get by with like a a mission statement style. Um, but I think he's requesting more of pick and choose off of that list. I don't think it's a pick and choose thing. I think it's a I think it's trying to hammer down into what who are we, what do we do, and why are we here?

And what are we doing that the council couldn't do themselves? And should we be doing more or should we be doing less? Yes. I have a hard time with like answering those same five questions for 12 different questions. I I would prefer if we just like maybe wrote out a whole statement of we think we are related, but it worked. So you guys might have allowed in what you suggested. this.

I do think though that we should probably have a special meeting. Um, and if you wanted to do this work sheet on your own at home so that you kind of just go through your ideas, you're welcome to do that. Um, but as a group I think we need to agree on something. There probably be a special meeting. So, when is everyone available? We might do it like we did before and hook it on the beginning of this. Yeah, that's true. But there's no timeline on this.

There's no timeline. Tina suggested the workshop having everything done by is it May 1? The first meeting in May. So we could get away with doing our April if we want to meet an hour early. I like that. I've already blocked out. But I would ask Jennifer if you wouldn't mind printing me out one of these. I'll take this one. Great. Um I because I don't like doing reading online and then trying to that was very hard.

I'm lost. Yeah, really confused. The language was and I'll share with you I have it in a PDF. I also have it and I can print these afterwards. Um he also sent it to me in a word format so you have a little more flexibility with formatting. So I can Okay, that can do all of those things because this is Is the printing getting bigger? I can make it bigger. Look at this. You guys are young, but can you read that?

Yeah, I really appreciate. Let the record reflect that even the young people. Thank you. Yeah, that would be great. Can we kind of take what we just and sort of use that to fill in as much as we can and then that needs to be you know details. Yeah. Sorry.

And if and if you'd like I'm I'm happy to scribe. I'm also recording well recording. I'm recording um that see um but I'm happy to scribe or you know if you want me to capture those if you wanted to get you know tackle one of the questions right now just to sort of see what Sure. Let's do that. Let's do it. happy to help if we would before the next meeting take this and individually kind of formulate your thoughts on on agreements. Yeah.

So that hour can go. So the first one up on the list is um propo proposed function is review and recommend library governance policies including updates to the collection development policy uh to the city council. Why is this appropriate for committee review rather than the council handling it alone? So I would think that that part of it is um review annually the library policies review annually and update us necessary the library policies. So that is our proposed function. The question is why is it appropriate for committee review rather than council handling it alone? because

it's so funny like it's sort of like a circular thing because the only counselor we have tidying and so why why would they why would they also review when we have a city counselor here to guide us the question is should we I think they're going to take their answer and deem on whether they should leave that as one of our functions or if they should take that on as one of their functions instead So why have us do it instead of them? Because it's they can't do it all.

That's sort of what I am thinking. Like if they're trying to go through all of this and decide what they can or should be doing like that is the complete purpose and reasons like me. It's a state law that you have to have a board. So give your board something to do. Yeah. We are doing this because we are the board so that you don't have to do this. Okay. So we are specifically elected that one. So still on that same close function. It's what experience expertise or stakeholder perspective does the committee add beyond what staff can provide?

Well, I feel like our answers to these columns are all going to kind of be the same. that column one is going to be because council doesn't have time for it and column two is going to be like because we get updates every month what's going on with the library so we know what's going on libraries and the board is going to have different perspectives than city council I think the people on the board have like a specific vested interest in the library so they bring a different perspective because they're actually talking to people about the library and they're engaged in things that are happening in the library and around So next question with the same post function is when and how often would this occur? As needed.

What reviewing the policies? Yeah, I like said doing annually.

Well, I think it needs to be annually or as needed. Meaning if if something comes up because it needs to be done every year uh in order to maintain our uh kind of but that the policy review that they take several months do a seven month process right but we're not looking to rewrite them annually we're just looking at them to review them and make sure that they are still viable once five years.

All right. Question. What ongoing focus or time commitment does the committee provide to this specific proposed function? Well, didn't we just say annually to to reviewing the policies? to reviewing the governance policies, collection development policy and recommend to city council. Sorry question. What is what ongoing focus or time commitment does the committee provide?

Um what's gave a very good explanation of that in the second piece. That's fine. About your time commitment. Uh when and how often should this occur? No. Um oh focus. Okay. Ongoing focus or what time does committee provide? I think it then like takes

asking how many minutes are spent discussing something. It is asking whether the committee maintains an informed perspective over time that strengthens its recommendation. For example, does the TAC track truth of performance trends during the year? Does it revisit prior recommendations before issuing new ones? Does it build familiarity with the marketing program? So, it's advised to city council is informed and consistent. This column helps determine whether the function reflects a structured advisory role or simply periodic discussion. So it's not saying, you know, an hour every month for 12 hours a year. It's it's being here every month to hear what's going on for now

in the library. Yeah. Right here and now. Okay. And next question. What would happen if this function did not exist? Then we would just keep talking. Well, if it didn't exist, then Jennifer would have to operate in a vacuum of one.

You know, not that you're not brilliant, but the perspective that the board brings um eliminates operating in a vacuum um because each of the people including these young ladies who who will be giving their perspectives on um high school students enforces and and strengthens the the whole process. Yeah. And we wouldn't be able to stay up to date with like even you know state requirements or something things that need to change beyond just the library

and then city council would be responsible without any recommendations from an outside source. They'd be responsible to do it all themselves. Right. Okay. Are there other practical ways this function could be accomplished without a committee? No.

And then additional notes and clarifications. And again, my understanding is that this this was created based on um using uh what's already written in our policy from what the board does um and and from our Yeah, it came basically from I believe our policies and from our recommendation as well. Right. So, I think there are going to be about 77 questions for us to answer like this. Um, there's no way I mean that's, you know, more than a minute. how sort of warmed up.

If we if we do do it this way, which it sounds like it's maybe an option to not put it in the form. What are we thinking? How do we think of it? I'm thinking more of a word document taking the basis of each of those questions and using that as a format but not breaking it down into seven individual questions. You could have like seven bullet points. Yeah.

Or answering the 15 questions and just each question has a paragraph instead. Yeah. Yeah. So a lot of paragraphs. Yeah. Yeah. Because I think in a paragraph you can encompass all of the columns and I think you can do it making more reasonable sense as well. So are we Jennifer? There's a room available on Tuesday. You have anything going on right before that?

Um, I was going to say like I might get here just a few minutes early and try to informally brainstorm these ideas. If anyone want to join me like half an hour, hour before that. that be like 2 2:30 and then have our special meeting start at 3 and then our regular meeting start at 4. Yeah. What do you think? Yeah. April 7. Any questions, concerns, time conflicts before we move on to the next agenda item? Conflicts. I won't be here on the seventh. space. Darn.

But if you want to bounce stuff off of me, that's fine. I'm here. You can just have my phone number, text me, you know, my city email. I'm happy to cooperate with you. Is what we're doing. Does that line up with your understanding as well? And it's okay if we do it in a dead form. Yes. Um could you um take a cat for me? I only take them to Amsterdam. I'm sorry. That is an inside joke.

Okay. Uh, public comment. Public comments. This one I just made. So, I did I sent Jennifer a little email there with some photos if she could pull it up. Um, right after our last board meeting, one of our local authors, Brian Riley, passed away. Oh, wow.

And his wife Tess served this board for many years. She was the chair right before I was a chair. And so, she emailed me some sentiments that her and Brian both shared at the library and said that it was okay if I share them with you. So, I'm just going to read straight from her email. She says, "Brian and I love libraries and especially the seaside the public library. Over the years, Brian was so grateful for the support of the Seaside Library. He felt so honored to make presentations and give talks to his many historical novels. And many years ago, he led the first writers at work group there. Lots of wonderful library memories." And she goes on to say that she encourages the library to continue supporting local authors. And I think it's a great perspective that we don't often hear is um we tend to think when we're going through the programming we think of the audience and then getting all the benefit but how much benefit it gives to the speakers as well. Have you ever done a program where all of the local authors are invited to come at one point and just talk about their work and what's important to them?

Not in my lifetime. And that's only three years. So I just think that that would be fascinating, you know, to see what the local authors are doing and what they're pursuing. like a panel of local authors. That would be just really fascinating. For example, I haven't read your book, but you mentioned that you don't use any punctuation at all. No, no, I didn't say that. I said I use, you know, quotation marks.

Oh, okay. Well, then I misunderstood because I've been walking around going, "How do you punctuation? like reading the sound ef local art authors participated in those at the katana library they always got a great turnout were very impressive there's my comment

any other board comments so our Next special meeting will be Tuesday, April 7th, 3 p.m. Our next official board meeting, Tuesday, April 7th, 4 p.m. I will be here around two if you'd like to join me for a formal brainstorming session. And with that, we are