Agenda Public Meeting: Policy Group Committee

Location: Garden Home Community Library Annex | 7306 SW Oleson Road, Portland

Time & date: Thursday, April 25, 2019, 10:00 am – 12:00 pm

10:00 1. Call to order & introductions Holmes

10:05 2. Consent agenda [motion/vote] Holmes

2a. Minutes from the March 2019 Policy Group meeting

2b. WCCLS staff report

2c. Requesting Supplies or Services from Automation policy

10:10 3. Verbal reports

3a. Consistent criteria for giving General cards to Youth subgroup Holmes

3b. Arts & culture support at Washington County Tattersall

3c. Library Foundation of Washington County Tattersall

3d. Update on transitioning OCAC Library out of WCCLS Kelley/Trice

3e. Changes to internet filtering in libraries (attachment) Tattersall

10:35 4. Strategic planning update Leonard/Tattersall

10:45 5. 10 minute break

10:55 6. A deep dive into implications from OCLC voter perception Tattersall

report – implications for levy education, strategic planning, etc.

11:50 7. Important announcements and sharing Holmes

12:00 8. Adjourn Holmes

Agenda Public Meeting: Policy Group Committee

Location: Garden Home Community Library Annex | 7306 SW Oleson Road, Portland

Time & date: Thursday, April 25, 2019, 10:00 am – 12:00 pm

WCCLS Policy Group Guiding Principles (adopted in August 2016)

- We care about providing quality customer service

- We define quality customer service as reliable, consistent, friendly, and competent service at local

and countywide levels both for internal and external customers

- We care about being good stewards of public resources

- We care about building community and relationships

- We care that Washington County libraries are vital and relevant

2019 Meeting Dates and Locations

Policy Group

May 30 Cornelius Public Library

June 27 Tigard Public Library

July 25 Hillsboro Brookwood Library

August 29 Tualatin Public Library

Sept. 26 Banks Public Library

October 31 WCCLS

November No meeting

December 5 WCCLS

All Policy Group meetings are 10 am – 12 pm

Executive Board

May 22 City of Tualatin

Sept. 25 City of Hillsboro

Nov. 20 City of Forest Grove

All Executive Board meetings are 1:15 pm – 2:15 pm

Minutes Public Meeting: Policy Group DRAFT Location: Tuality Health Education Center, Classroom A, 335 SE 8th Ave, Hillsboro

Time & date: Thursday, March 28, 2019, 10:00 am – 12:00 pm

Attendance Aloha Community Library: Terri Palmer Banks Public Library: Denise Holmes, Chair Beaverton City Library: Glenn Ferdman Cedar Mill Community Libraries: Peter Leonard Cornelius Public Library: absent Forest Grove City Library: Colleen Winters Garden Home Community Library: Molly Carlisle Hillsboro Public Library: Stephanie Chase North Plains Public Library: Will Worthey Oregon College of Art and Craft Library: absent* Sherwood Public Library: absent Tigard Public Library: Halsted Bernard Tualatin Public Library: Jerianne Thompson Tuality Healthcare Library: Candii Dana* West Slope Community Library: Veronica Eden WCCLS: Lisa Tattersall Guests: Alan Rappleyea, Maria Kessler McShane, Crystal Trice, Karen Muller, Terisa Brown * Non-public libraries share one vote Call to Order, Introductions, Additions to the Agenda: Holmes called the meeting to order at 10:04. No additions to agenda. Policy Group celebrated Veronica Eden’s 25 year career at the West Slope Community Library; she retires this this month. Consent Agenda: Worthey motioned to adopt the Consent Agenda. Dana seconded the Motion. Passed. Presentation from County Counsel about public meeting law: Rappleyea shared Oregon laws regarding public meetings with a slideshow (large PDF). Demonstration of new events calendar: McShane demonstrated BiblioEvents. Events are in list format (calendar format is something that BiblioCommons is looking at). Filters include an option to limit by current location or library, event types, program types, audiences, and languages. Events can be drop in, registration required

(offline), or online registration (including wait lists). Patrons do not need a library card to register online for events. Patrons can add events to their own calendars. Individual events and registration emails include recommendations for other relevant events at all member libraries. The new calendar will be live April 23, and replace our current calendar. Verbal reports: Central Storage Trice reported that the pilot has been in progress for three weeks, with four locations participating thus far (Bethany, Garden Home, Tigard, West Slope). We have had 4,294 items sent to Central Storage, including 96 totes of items. In this time period, there have been 11 checkouts from Central Storage. Pilot testers expressed enthusiasm about how the process is working so far. The pilot will continue until mid-May, when the Central Storage team will reconvene to draft policy and refine procedures. Verbal reports: Core Competencies Subgroup Tattersall shared that the subgroup will meet in April. Verbal reports: Consistent criteria for giving General cards to Youth Subgroup Holmes reported that the subgroup met to discuss how libraries are giving General cards to Youth. The subgroup will report to Policy Group in a future meeting. From Awareness to Funding , OCLC Report Discussion:

● Members discussed aspects of the report that surprised them, resonated with them, or that they still have questions about.

● Members discussed the report recommendations: what WCCLS or local libraries are already doing well, and opportunities for improvement.

○ Address those in “barriers to support” tier: ■ Well: provide quality resources ■ Opportunity: reach out to Googlers, staff expertise

○ Leverage areas of positive public perception: ■ Well: BiblioCore interactions have been positive ■ Opportunity: having right staff to meet needs of community, and have

technological skills. Redefine the expectations of a “generalist?” ○ Amplify library resources and impacts for school-age kids:

■ Well: youth-oriented programming and outreach ■ Opportunity: public awareness about no juvenile fines

○ Cultivate and empower super supporters: ■ Well: locally cultivate super supporters; making it “official” at Forest Grove

■ Opportunity: county-wide efforts with Board of Commissioners and People For Libraries

○ Clarify misconceptions about funding sources: ■ Well: messaging to governing boards ■ Opportunity: informing the public (share countywide stats comparing taxes paid

and value received) ○ Recognize local libraries as community hubs:

■ Well: have been working on this, including annexes for small libraries ■ Opportunity: how do we appeal to non-users?

Strategic planning update:

● The WCCLS Strategic Planning Retreat was on March 12, with 13 member library staff (one from each library) and 13 WCCLS staff attending.

● A summary of the retreat will be posted on the new Extranet interest group, WCCLS Strategic Planning. Please join the group if you want to receive email updates.

● A seven-member strategic planning committee will convene three times to work on the strategic plan.

● We will have focus group meetings to share out iterations of the plan for continuous feedback, including Policy Group.

Important Announcements:

● GHL: Closed April 7-20 while they work on their expansion. Grand Opening in May. ● COR: Grand Opening this Saturday ● Policy Group will continue with morning meetings, and revisit preference next year.

Task review

❏ Tattersall will email strategic planning update to Policy Group today. Adjourned: 12:09 PM Submitted by Crystal Trice

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What’s Happening at WCCLS? April 2019

Administration Processed final PLSA payments for FY 18-19 for all city libraries, including final JumpStart payments.

Securing donations of products and services for Summer Reading 2019 and prepping print materials

Automation ILS Staff are testing for Polaris LEAP for implementation in June; working on the cross-functional work group teams:

BiblioCore Operations; Student Access Team. OCAC project: research and testing for Polaris settings for closing activities.

Working with Garden Home Library on Polaris changes for their expansion project. Working with committees on Polaris

Core Competencies and policies and procedures.

Cataloging staff are working on the BiblioCore Operations workgroup. Continuing with Authority control work and will

soon search for a vendor. Interviews for the new Cataloger. OLA TSRT activities. Working with Strategic Planning team.

Reports staff are creating, revising, and modifying reports for library staff. Working on the OCAC Epilogue team

designing reports. Working with ILS and Network staff to troubleshoot issues. Working on Washington County Bold

Business Continuity Plan group.

Web staff are working on the BiblioCore Operations workgroup, the Summer Reading webpages, and Extranet archiving

improvements. Launched BiblioEvents on April 23. Working on additions and changes with the Cultural Pass software.

Co-presented at OLA/WLA.

Network staff Co-location: working on hardware configuration for migration of services at our office and disaster

recovery sites, remainder of project to be done with brief off-hour interruptions. Research and configuration of new

server for LEAP implementation. Working with Cornelius Library, Bethany Annex, and Garden Home for Comcast and/or

wireless network installation. Wireless printing configuration work with Aloha Library. Envisionware upgrades are

complete. Continue to work on software and hardware replacement/maintenance; software updates and performance

issues.

Collections & Adult Services What’s in a label? On April 9, twenty staff members from WCCLS and member libraries participated in a conversation about race and identity led by diversity consultant Ann Su through Oregon Humanities Conversation Project. In small groups we explored the components of our own identities and the impact identity has on people’s lives. Since the idea for this program originated in the Adult Services Committee, the group will debrief the program at the May meeting and consider how we can apply what we learned to our work, and how we can build on these conversations.

Go teams go! Collections & Adult Services staff have jumped in feet first into the many new cross-functional teams that have emerged at WCCLS. Courtney Sheedy and PJ Bentley serve on the School Access Team. Cassie Franks is working on the OCAC Epilogue project. Kaitlyn Westerhaus and PJ have been part of forming the Communications Team. And PJ also works on the BC Ops (BiblioCore Operations) team. These internal teams have enhanced our connections with staff in other workgroups and are teaching us a lot about the importance of building teams with intentionality.

Getting to know you In his new role as CAS Supervisor, PJ is scheduling time with Adult Services staff at member libraries to get to know them better and learn more about the day-to-day joys and challenges they encounter in their work. So far he has met with

staff at Banks Public Library, and in May he will meet with staff at Aloha and Cedar Mill. His hope is to meet with staff at every library by the end of the year.

Courier Courier had a great month and we’re looking forward to spring and dry roads! We processed 300,603 items in March and successfully adjusted routes to create consistent afternoon delivery times. We also made changes in holiday schedules to improve service and minimize workload backlog during holiday periods.

Cross-functional Teams The OCAC Epilogue team has completed the decommission

schedule, and shared that information with all stakeholders: member library staff, OCAC community members, and patrons registered at OCAC. We have identified over 130 discreet tasks related to the project!

The School Access Team met with staff from nine libraries interested in the data load process. We had a great discussion about sticky points in the process of getting library cards to lots of kids. The “new patron handout” prototype for kids with new YAC or E-Access cards will be shared at the May YSC meeting for more input.

Members from Team BC United co-presented at OLA/WLA with a library from Whistler, Canada: Agile Goes to the Library.

Outreach & Youth Services Washington County Census 2020 Complete Count Committee: Stephanie Lind will represent WCCLS on this committee. The first meeting was on April 22. Please let her know about any local efforts.

Youth Services Washington County Maternal Child Health: WCCLS staff are meeting with home visiting staff to provide them with

information about countywide early learning services. Library Visits Survey: A survey will be conducted to help plan library visits. Fostering Readers: Materials should be available in July to plan, implement, and evaluate evidence-based literacy

programs for K-3 grade students. Multicultural Services 2019 Guadalajara Book Fair team selected: Maria Aguilar

(COR), Angelica Novoa De Cordeiro (COR), and Adriana Vasquez (FGL). More information about FIL is available here.

Homebound Services

Patron quote: “I wanted to thank you all so very much for the lovely Valentine’s card that you put inside the folder with my books last month. It meant so much to me and cheered me up and I just really appreciated that so much and I wanted to thank you for that.”

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Requesting Supplies or Services from WCCLS Automation Policy

POLICY

WCCLS Automation will assist member libraries by providing library supplies, reports and services. To ensure consistent, accurate and timely delivery, member libraries will adhere to the established communication protocols.

BACKGROUND

Supplies that WCCLS Automation provides for member libraries include:

Item barcodes

Patron library cards

RFID tags

Check Contents labels Services that WCCLS Automation provides for member libraries include:

Adding or deleting email accounts and user groups

Adding or deleting ILS user accounts

Adding or deleting ILS permissions for users

Adding or deleting users or workstations to the WCCLS domain

Changes or corrections to data

Custom reports

Help Desk support

REGULATIONS

How to contact (General information and helpdesk support) Member library staff will request supplies, or services reports and workstation accounts from WCCLS Aautomation by creating a Help Desk ticket or by using the appropriate online form if available. Help desk support can be accessed from the extranet or by emailing: support@wccls.org Member library staff will request new and updates to user accounts through the WCCLS Staff Account Request form on the Extranet. https://extranet.wccls.org/staffrequest WCCLS Automation staff will answer telephone calls from member library staff and the public as stipulated in the WCCLS Information Network Agreement. SUPPLIES:

Item barcodes, Patron library cards, RFID tags and Check Contents labels WCCLS Automation staff will purchase and maintain a stock of item barcodes, and patron

library cards, RFID tags and Check Contents labels for distribution to member libraries. Member libraries will only use item barcodes and patron library cards provided by WCCLS.

WCCLS Automation staff will respond to requests for item barcode sheets, RFID tags and patron library cards within four business days.

WCCLS Automation staff will send items to the requesting library via the Ccourier delivery.

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SERVICES: Email Accounts and User Groups WCCLS Automation will provide mailboxes for the following libraries and service offices: Banks, Cedar Mill, Cornelius, Forest Grove, Garden Home, North Plains, Oregon College of Arts and Crafts, Sherwood, West Slope, Tuality Health Resource Center, Courier, Interlibrary Loan, Outreach, Reference, Youth Services and the Cooperative Administrative offices. WCCLS Automation will provide forwarding rules for staff members at the following libraries, pointing to their city side servers: Aloha, Beaverton, Hillsboro, Tigard and Tualatin.

WCCLS Automation will provide user mailboxes for the following groups: groups necessary for system internal processes (ex. AskUsCML, AskUsHPL, etc.). WCCLS Automation will provide forwarding rules in the Exchange directory for the following special groups: members of the Executive Board and Policy Group. WCCLS Automation will create county-wide mail user groups in order to facilitate committee work Designated library representativesLibrary supervisory staff will request deletion of users from email accounts no more than ten business days following the user’s disassociation from the member library. WCCLS Automation staff will add or delete email and mail user accounts based on the instructions of the designated library representativelibrary supervisory staff. WCCLS Automation staff will respond to requests for additions or deletions to email and mail user group accounts within two four business days.

Users and Workstations WCCLS Automation will provide domain accounts for the following libraries and service offices: Aloha, Banks, Cedar Mill, Cornelius, Forest Grove, Garden Home, North Plains, Oregon College of Art and Craft, Sherwood, Tualatin, West Slope, Tuality Health Information Resource Center, Courier, Interlibrary Loan, Outreach, Reference, Youth Services and Cooperative Administration offices. WCCLS Automation will mirror domain accounts for Polaris ILS purposes for the following libraries: Beaverton, Hillsboro, Tigard, and Tualatin. Designated library representativesLibrary supervisory staff will request additions of user and workstation names to the domain and the ILS. Member libraries will respond to the annual inventory request. During budgeting or grant application processes, designated library representativesmember libraries will notify WCCLS in advance of projected plans to add workstations. Library supervisory staff will request updates to user permissions for the ILS. Designated library representativesLibrary supervisory staff will request deletion of users from the domain and ILS no more than ten business days following the user’s disassociation from the member library.

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WCCLS Automation staff will respond to the request for addition and deletion of users and workstations within two four business days. Data Changes and Corrections WCCLS Automation staff will write and execute scripts to change Polaris ILS data to comply with policy changes. Member library staff will use reports, record sets and the Find Tool for data corrections not related to policy changes. Custom Reports Member libraries have a designated Reports Contact who will work with WCCLS Automation staff to request and produce reports. WCCLS Automation staff works in priority order on requests for reports that do not require a high level of development resources. If requests have equal priorities, staff works on them in the order in which the requests were received. WCCLS staff submits requests requiring a high level of development resources to the Policy Group subcommittee associated with the affected ILS subsystem for recommendations on whether or not Automation resources should be committed to the request. The subcommittee discusses the design, determines whether the product has more than a single use, and submits their recommendation on how to proceed to WCCLS automation.

PROCEDURES (to be added)

Include numbers, days, and times in procedures for both business hours and evenings and weekends. History Drafted 01/31/2011 Approved by Automation 03/30/2011 Approved by WUG 08/11/2011 Approved by Policy Group 09/29/2011 Approved by WUG 07/10/2014 Approved by Policy Group 08/28/2014 Updated by Automation 10/03/2018 Approved by WUG 02/14/2019

This Policy decommissions the following Policies: Contacting WCCLS via phone 05/24/2007 Requesting addition/deletion of email accounts and User groups 01/19/2005 Requesting Addition/Deletion of Users/Workstations to WCCLS Domain 10/12/2005 Requesting Data Changes and Corrections Policy 10/28/2004 Requesting Item Barcode Sheets & Patron Library Cards 09/30/2004 Automation Help Desk Policy 10/28/2004 Custom WCCLS Reports Request Policy 02/24/2005

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Public Workstation Filtering Changes

1

What does filtering do?

Filtering provides libraries a method to block certain websites that have been deemed inappropriate.

In our libraries, only patrons on Envisionware workstations are filtered when configured to do so

during their login process. Filtering is a library choice and not all libraries are configured the same.

WCCLS wifi is not filtered. Libraries are able to request that sites be white-listed or black-listed,

following current procedures on the Extranet.

How does filtering work now?

Our current filtering device sits between the patron and the internet and looks at internet requests

coming from the patron. When a patron logs into a filter-enabled Envisionware workstation, the filter

will identify requests that need to be filtered and send block pages directly to the patron before the

actual website has a chance to respond.

Why are we changing filtering?

Our filtering device is at its end of life in August of this year. In addition, our filtering device can only

filter so much internet traffic before it gets overwhelmed. When it is overwhelmed, it does not filter at

all until the amount of internet traffic goes below the threshold of what it can handle.

We are working on a solution that allows us to use a combination of DNS tools and built-in mechanisms

in EnvisionWare to select filtering levels by age.

How will filtering work with the new solution?

Filtering levels at individual workstations

We will be able to provide the following filtering options – either one single filtering level at a

workstation, or a choice of one of two levels of filtering:

Unfiltered and Child (selection for the patron depends on age-based Envisionware validation

rules)

Adult and Child (selection for the patron depends on age-based Envisionware validation rules)

Any single filtering level (Unfiltered, Adult or Child – selection of each computer or area is pre-

determined by the library)

What filtering options can we no longer provide?

Unfiltered and Adult (unless the library uses the unfiltered guest pass option, see below)

The ability to prompt to select either option

One important piece to be aware of is that patrons will no longer see a choice to select their filtering

level; this will be pre-determined by the library as stated above, based on library configuration. For

example, a library may choose to make all computers in their children’s area Child filtered, and all

computers in their adult area either Adult or Child filtered, based on the age of the patron logging in to

Public Workstation Filtering Changes

2

the computer. Another library may choose to make their children’s area Child filtered, their Teen area

Adult filtered, and their Adult area Unfiltered.

If desired, the library will also be able to set guest passes to be unfiltered at their library, as a

workaround for users who are at filtered stations but need unfiltered access.

What is the timeline for setting this up in my library?

Libraries will need to work with their IT staff to set up validation rules on the Envisionware

Management Console, and set up DNS configuration on any workstations that need to be filtered.

Starting now: think about how your library wants to implement filtering in your buildings. Do you want

to keep it more or less the same (within the range options provided by the new filtering setup), or take

the opportunity to make some changes?

Mid-May: WCCLS staff will provide complete information on configuration and options to CompUs

Late May: After details have gone to CompUs, work with your IT and WCCLS to start the

implementation of filtering at your library

End of August 2019: Deadline to complete filtering changes

Questions?

The Network staff at WCCLS will be able to assist you: support@wccls.org.