Library Board

AGENDA Library Board Regular Meeting Tuesday, September 30, 2025 at 6:00 PM Happy Valley Library in Community Room A 13793 SE Sieben Park Way, Happy Valley, OR 97015 Page 1. Call to Order 1.1 Roll Call 2. Minutes Approval 5-7 Library Board Minutes Draft 7-8-25.pdf Recommendation: Motion to Adopt Minutes 3. Library Director Report Presenter: Sarah Roller 3.1 Jul/Aug 2025 Library Statistics 3.2 Fall Program Preview 8-9 Preview of Library Programs for Fall 2025 3.3 Public Room Reservations Public Reservations are available 7 days a week. Clackamas County is returning to host the Vote Center here for the November and May elections. 3.4 Strategic Plan, Trends, and Emerging Needs Staff is reviewing the recent LINCC Free Report and gathering data to present to the Library Board on trends and emerging needs for the Happy Valley Library at a future meeting. 3.5 One Year with the Expansion There are many things to highlight after having a year in our newly expanded building. For example, our forward-thinking design helps the planet. Our new bottle filler has saved 3,160 bottles from the landfill. And in 2025 we generated 32.3MWh of solar power, the equivalent of 386 planted trees. Since all that energy is used by the Library, we’ve hardly seen an increase in electricity costs despite having a much larger Page 1 of 11  building. Since opening, we have hosted every LINCC staff committee, a joint City Council and NCSD board meeting, and we host more programs and classes because they can happen at the same time (or staff are able to set up two rooms and pivot quickly between uses/programs). And our large events have had increased attendance and run smoother. During weather events, we were able to move 2 outdoor concerts inside seamlessly. Study room use slowed a little in the summer. With school resuming, they are reserved most open hours. During last school year, we averaged 525 hours of use per month for 270 individual reservations, while the summer months were 420 hours of use for 245 individual reservations. On average our community rooms are in use for 250 hours per month across 72 reservations. Currently, the Parks and Recreation team use the space a fair amount; depending on the construction of a community center, we could see that use increase or decrease. Between July and December 2025, the Parks and Recreation team have reserved our rooms for 58 classes as of this week. Future uses for these rooms will be determined by demand, emerging trends, or how the use with Parks and Rec increases and decreases over the years. We have had to navigate a few building details post construction such as settling on what goes where, a sewer backup in the basement, reinstalling the lobby panels twice, trash door and library front door alignment issues, repainting the study rooms due to heavy use, partition repairs, and elevator repairs. As well as setting up systems for managing the reservation of rooms for internal and external use. We are still finessing the space to meet our programing needs with storage shelving, signage, and organization as we have more time using the space. I expect there to be more small additions, changes and of course wear and tear repairs in the future. 4. Library District Advisory Committee Report Page 2 of 11  Presenter: Al Matecko 5. Old Business 5.1 ADA Parking Addition Concept 10 - 11 HAP20 - ADA Exhibit-EX-1.pdf 6. New Business 6.1 Open Library Board Positions We are scheduled to begin recruiting for any City of Happy Valley committees and boards in October and November. There is one Happy Valley position and one unincorporated position open for the Library board. Al Matecko and Jerry Dukleth are at the end of their terms. 6.2 Next Library Board Meeting December 30, 2025 or January 27, 2026 7. Announcements 7.1 Oak Lodge will open its new library on October 18. Ribbon cutting starts at 11:15am with activities continuing until 2pm. 3811 SE Concord Rd Milwaukie, OR 97267 Event Page 7.2 Starting in January 2026, three more libraries will be fine free: Lake Oswego, West Linn, and Wilsonville. 7.3 Save the Date Monster Mash on October 31, 3:30-5pm (RSVP with Sarah to Volunteer) Event Page 8. Adjournment Motion to Adjourn Virtual Link: https://happyvalleyor.zoom.us/j/84358919423 Webinar ID: 843 5891 9423 Page 3 of 11 The meeting location is accessible to people with disabilities. To request an accommodation, please contact Ivy Markesino, the Human Resources Director at (503) 886-8426 or hrinfo@happyvalleyor.gov at least 48 hours before the meeting. You may also call City Hall at (503) 783-3800 or email cityrecorderinfo@happyvalleyor.gov. Page 4 of 11  Committee Members: LIBRARY BOARD OF TRUSTEES Al Matecko BOARD MEETING Jerry Dukleth Jennifer Ellis Shandra Ban July 8, 2025 Michelle Berry Library Community Room A/B Sarah Roller Graham Smith 13793 SE Sieben Park Way, Happy Valley, OR 97015 DRAFT MINUTES Regular Meeting Minutes 6:00 PM I. CALL TO ORDER Attendee Name Title Status Arrived Al Matecko Board Member Present Jerry Dukleth Board Member Excused Jennifer Ellis Board Member Present Shandra Ban Board Member Excused Michelle Berry Board Member Present Sarah Roller Library Director Present Graham Smith Section Supervisor Present II. MINUTES APPROVAL 1. Library Board - Regular Meeting - May 13, 2025 6:00 PM The minutes were approved as written. RESULT: ACCEPTED [UNANIMOUS] MOVER: Michelle Berry, Board Member SECONDER: Jennifer Ellis, Board Member AYES: Matecko, Ellis, Berry EXCUSED: Dukleth, Ban III. LIBRARY DIRECTOR REPORT A. Statistics Sarah presented library statistics from June and the past fiscal year (July 2024 through June 2025). Highlights included typical seasonal trends in library usage as well as strong performance in e-materials. i. Available at the meeting. B. Strategic Plan, Trends, and Emerging Needs Sarah introduced a discussion about the Library's strategic plan. i. To help us set goals and budget priorities for the new year and beyond we would like to start thinking about what is coming for the library. Therefore, we have set a goal to bring the Library Board a review of where we are with the current strategic plan, present LINCC and other library trends, and any emerging needs we are noticing. We project that all or part of these topics will be addressed during our fall and winter library board meetings. City of Happy Valley Generated: 9/11/2025 2:24 PM Page 1 Page 5 of 11 Minutes Library Board July 8, 2025 C. Public Room Reservations i. Public Reservations have been coming in. We have three days available for reservations: Mondays, Thursdays, and Saturdays. We plan to add additional days depending on operational capacity this summer and/or fall. ii. https://www.happyvalleyor.gov/community/happy-valley-library/room_reservations/ D. Fine Free at Ledding Library (Milwaukie) Sarah and the board discussed how the Milwaukie Ledding Library recently eliminated overdue fines (for material checked out at their branch). Part of the LINCC-wide strategic plan is the elimination of overdue fines county-wide, after more research and discussions with stakeholders. 1. Milwaukie Library Fine Free (Presented by Sarah Roller) IV. LDAC REPORT - AL M. Al and Jennifer provided a general overview of the Library District Advisory Committee (LDAC) and its role. Al also shared about his work so far on the Library District Task Force, which is investigating some questions regarding library funding. V. OLD BUSINESS A. ADA Parking Sarah presented a cost estimate for adding an ADA parking spot in Village Green Park. The board opted to table the question of whether to recommend moving forward until more members could comment. 1. The best place to add ADA parking is across the street in the parking lot. The parking lot has the best slopes and flexibility for creating additional ADA parking. A rough estimate to improve parking for ADA parking is $36,000-$42,000. Improving the parking lot for additional ADA parking will include final engineering design, inspections, demo of the current stalls, new base, new asphalt, new parking stall concrete, resetting adjacent pavers, striping & signage updates. 2. ADA Parking Addition Concept (Presented by Sarah Roller) B. 2025-2027 Sculptures 1. The Public Art Committee made selections for the 2025-2027 Sculpture Garden installations. The selections will be installed in late July. 2. 2025-2027 Choices for City Hall and Library Sculptures (Presented by Sarah Roller) VI. NEW BUSINESS VII. ANNOUNCEMENTS A. Reminder: August 14 Volunteer Appreciation Night at HV Concerts in the Valley B. City Switching to New Minutes and Agenda Platform i. This won't have an effect on board members except in terms of agenda/minutes format (updated style). City of Happy Valley Generated: 9/11/2025 2:24 PM Page 2 Page 6 of 11 Minutes Library Board July 8, 2025 VIII. NEXT MEETING: TUESDAY, SEPTEMBER 30, 6:00 PM After discussion, the committee opted to meet again on September 30th. IX. ADJOURNMENT X. INFORMATION ITEMS City of Happy Valley Generated: 9/11/2025 2:24 PM Page 3 Page 7 of 11  AGENDA STATEMENT Title Fall Program Preview Presenter(s) Sarah Roller Explanation The new estimate of total programs to be offered between July through December is over 300! Having more space has made a huge difference in how much we can offer and eased logistics. Page 8 of 11  Returning Cultural Celebrations & Events Adults Youth Mid-Autum Festival 2 English classes (Advanced - 4 different story times each week Monster Mash NEW) Anime & Manga club monthly Latin and Native American Heritage Citizenship classes month programs Mantee movies (Families/All ages) Bookclub monthly Library Lounges (Families/All ages) American Mah Jongg weekly Homeschool club monthly Chinese Mah Jongg weekly Stech Dance Play (movement and Red Cross Blood donation monthly sign language) monthly AARP classes monthly Tween & Teen Hangouts Spanish conversation group Sign and Sign monthly Local author visits - NEW On the Move (story and movement) monthly Genealogy monthly Chinese storytime monthly Birding classes LEGO builds Craft classes Vietnamese craft time monthly Puzzle exchange monthly starting replaces last year’s Vietnamese in September - NEW storytime (Families) Technology classes weekly - NEW Job seeking classes weekly - NEW Gardening classes - NEW Chess meetup (All ages) monthly – NEW Page 9 of 11  AGENDA STATEMENT Title ADA Parking Improvements Presenter(s) Sarah Roller Explanation The best place to add ADA parking is across the street in the parking lot. The parking lot has the best slopes and flexibility for creating additional ADA parking. A rough estimate to improve parking for ADA parking is $36-42,000. Improving the parking lot for additional ADA parking will include final engineering design, inspections, demo of the current stalls, new base, new asphalt, new parking stall concrete, resetting adjacent paves, striping & signage updates. Design of the project would take 1-2 months. The construction would take 2+ weeks depending on schedule, weather and construction details. The project could require one direction traffic flow at times or throughout construction. During construction a minimum of 5 parking stalls up to all of the parking stalls along the north side of the parking lot nearest the playground would be unavailable during construction. Considering this additional information, we would like to hear from the board about the timing of additional ADA parking and how they would like this work to be prioritized budgetarily. Timeline for adding ADA parking: • With improvements to Village Green Park. (date to be announced) • Set as a library budget priority for a future fiscal year. Page 10 of 11  FILE PATH: C:\Users\jlusin.SEALLP\Documents\iWork\Revit Happy Valley Library Expansion Job Number: 21154 13793 Sieben Parkway, Happy Valley OR 97015 EXISTING CONCRETE CURB TO REMAIN. Harper REMOVE AND REPLACE EXISTING ADA INSTALL ACCESSIBLE PARKING STALL STRIPING 9.0' SIGNAGE WITH UPDATED SIGNAGE Houf Peterson Righellis Inc. ENGINEERS PLANNERS REMOVE EXISTING PAVERS AND REPLACE WITH LANDSCAPE ARCHITECTS SURVEYORS VEHICULAR CONCRETE SECTION. REGRADE PARKING STALL TO HAVE LESS THAN A 2.0% CROSS SLOPE. 205 SE Spokane Street, Suite 200, Portland, OR 97202 phone: 503.221.1131 www.hhpr.com fax: 503.221.1171 SAWCUT AND REPLACE EXISTING ASPHALT PAVEMENT SECTION TO MATCH INTO EXISTING GRADES 9.0' EXISTING CONCRETE SIDEWALK TO REMAIN. MAINTIAIN EXISTING GRADES ALONG THIS LINE INSTALL NEW ADA SIGN AND POST 9.0' INSTALL ACCESSIBLE PARKING STALL STRIPING REMOVE EXISTING PAVERS AND REPLACE WITH VEHICULAR CONCRETE SECTION. REGRADE PARKING STALL TO HAVE LESS THAN A 2.0% CROSS SLOPE. REMOVE EXISTING PAVERS, REGRADE PAVER BASE, AND REPLACE PAVERS TO MATCH INTO EXISTING GRADES EXISTING CONCRETE FLUSH CURB TO REMAIN THESE DRAWINGS ARE THE ORIGINAL UNPUBLISHED WORK EXISTING PAVER PARKING STALLS TO REMAIN. CONFORMANCE SET 8/11/2023 OF THE ARCHITECT AND MAY NOT BE DUPLICATED OR USED Issue Date Drawing: EXHIBIT 1 WITHOUT THE WRITTEN CONSENT OF THE ARCHITECT. ADA STALL EXHIBIT 0 5 10 20 Sheet No: SCALE: 1" = 10' EX-1 Page 11 of 11 SCALE: 1" = 10 '