Library Board

AGENDA Library Board Regular Meeting Tuesday, January 27, 2026, at 6:00 PM Happy Valley Library in Community Room B 13793 SE Sieben Park Way, Happy Valley, OR 97015 Page 1. Call to Order 1.1 Roll Call 2. Minutes Approval Recommendation: Motion to Adopt Minutes 2.1 Minutes: Sep 30, 2025 4-7 Library Board - Sep 30 2025 - Minutes - Html 3. Library Board Appointments 3.1 Al Matecko (reappointed) and James “Jim” Dame (new appointment) 3.2 Thank you to Jerry Dukleth for his years of service on the Library Board. 4. Chair Election Recommendation: Elect Chair and Vice Chair 5. Library Statistics 5.1 Agenda Statement 8 - 13 HV Library Statistics - Jan 2026 Report.pdf 6. Programming Report 6.1 Agenda Statement 14 - 20 Adult Programs.pdf Elementary Programs.pdf Page 1 of 44  Pre-K - 5 Programs.pdf 7. Library District Advisory Committee (LDAC) Report 7.1 Agenda Statement 21 - 31 LDAC - Clackamas County Board of Commissioners Presentation 2025-12-16.pdf 8. Library Budget 8.1 Agenda Statement 32 - 33 Library Budget - Resources vs. Expenses.pdf 8.2 Agenda Statement 34 - 42 HV Library Average Circulation and Footfall - 2025.pdf 8.3 Agenda Statement 43 - 44 Library Open Hours Comparison Chart.pdf 9. Library Board Calendar 9.1 2026 Meeting Dates  April 7  July 28  Oct 27 9.2 Topics for 2026  Budget  Library Hours  Policy Updates  Library Trends  eBooks  Staff Presentations 10. Announcements 10.1 TriMet is taking public comment on proposed service cuts. Page 2 of 44  10.2 We'll take a Library Board photo following this meeting. 10.3 Next Meeting: April 7, 2026, Library Community Room 11. Adjournment Motion to Adjourn Virtual Link: https://happyvalleyor.zoom.us/j/81155616259 Webinar ID: 811 5561 6259 Virtual Attendees: If you would like to provide general comments or public testimony, please fill out this form at https://docs.happyvalleyor.gov/Forms/SpeakerRegistration no later than 12:00 PM on the meeting date. 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 3 of 44  MINUTES 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 1. Call to Order 1.1 Roll Call Members Present: Al Matecko, Jennifer Ellis, Jerry Dukleth, Michelee Berry Staff Present: Sarah Roller, Graham Smith Jennifer Ellis arrived a few minutes after the start of the meeting and Michelle Berry had to leave prior to the end of the meeting. A quorum (three members) was maintained throughout. 2. Minutes Approval Library Board Minutes Draft 7-8-25.pdf Recommendation: Motion to Adopt Minutes Moved by: Jerry Dukleth Seconded by: Michelle Berry Aye Al Matecko, Jennifer Ellis, Jerry Dukleth, and Michelle Berry Carried 4-0 Jerry motioned to adopt the July 2025 minutes as written. Michelle seconded, and the motion passed with all in favor. 3. Library Director Report Presenter: Sarah Roller Page 4 of 44  3.1 Jul/Aug 2025 Library Statistics The most significant increase in circulation occurred with e- materials. The board discussed cardholder demographics, communication with residents, and overall library usage. 3.2 Fall Program Preview 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 Sarah presented an overview of the last year with the Library's expansion. The board discussed Study Room usage; the rooms are occupied around 65% of the total time they're available. 4. Library District Advisory Committee (LDAC) Report Al and the board discussed the Library District Taskforce, its relation to LDAC, and the current issues the Taskforce is investigating. 5. Old Business 5.1 ADA Parking Addition Concept HAP20 - ADA Exhibit-EX-1.pdf . The committee discussed the cost associated with adding an additional ADA parking spot in the Village Green parking lot. Due to the high cost and the plans to improve the park eventually, the board thought it best to table the issue for now. Sarah will keep an eye out for grants and other funding opportunities in the meantime. 6. New Business Page 5 of 44  6.1 Open Library Board Positions The board discussed how Al and Jerry are at the end of their terms. Given the need for continuity, the board recommended that Jerry and/or Al continue on for another term, if possible. Additionally, the board discussed expanding to seven members, if there are enough applicants. 6.2 Next Library Board Meeting The board decided to meet next on 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 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) 8. Adjournment Motion to Adjourn Moved by: Jennifer Ellis Seconded by: Jerry Dukleth Aye Al Matecko, Jennifer Ellis, Jerry Dukleth, and Michelle Berry Carried 4-0 Jennifer motioned to adjourn the meeting. Jerry seconded, and the motion passed with all in favor. Meeting Recording: Page 6 of 44 https://happyvalleyor.zoom.us/rec/share/lINKZyC5OYbJM0tIQJ0ETkGyP0GYJs9agOpYYiCEjm5B 7bWTtbKFzbRfrPfgYm8.kf4lwL8L88UqwQov?startTime=1759278602000 Passcode: ?%rME87q This is not a permanent link, and videos may be removed after the retention period due to space limitations. Page 7 of 44  AGENDA STATEMENT Title Happy Valley Library Statistics – January 2026 Report Presenter(s) Sarah Roller, Library Director Graham Smith, Library Operations Supervisor Explanation Includes: • Data Table: Detailed December 2025 Statistics • Charts: o Total Circulation since July 2025 o Total Footfall (door count) since July 2025 o Study Room Usage vs. Total Available Hours since July 2025 o Total Card Holders since July 2025 Page 8 of 44  Happy Valley Library Statistics December 2025 25/26 24/25 25/26 Dec-25 Dec-24 YTD YTD Percent Dec-25 YTD Circulation Volunteer Hours Adult 18,142 18,795 116,542 118,387 -1.6% Adult 100.0 755.00 Youth 29,612 28,070 198,311 203,621 -2.6% Teen 44.0 264.50 E-Books 11,231 9,772 67,870 57,592 17.8% Total 144.0 1,019.50 Total 58,985 56,637 382,723 379,600 0.8% Items Added Help Desk Books 496 5,809 Ref Adult 474 573 3,710 3,978 -6.7% Audio 31 96 Ref Children 782 797 6,687 5,815 15.0% DVD 176 546 Sub-total 1,256 1,370 10,397 9,793 6.2% Other 0 62 Inquiries Adult 450 363 2,953 2,978 -0.8% Total 703 6,513 Inquiries Children 303 194 2,216 1,829 21.2% Sub-total 753 557 5,169 4,807 7.5% Total Items in Collection 99,266 Total 2,009 1,927 15,566 14,600 6.6% Borrowers Internet New Borrowers Added 195 1,937 Hours Used 398 448 2,887 3,401 -15.1% Borrowers to Date 26,006 Users 788 781 5,498 5,733 -4.1% Wi-Fi Users 2,332 1,630 16,584 12,956 28.0% Door Count 15,147 106,330 Inter Library Outreach/Visits Loaned in County 12,843 13,552 82,664 86,042 Children's on-site visits to Library Loaned Out of County 45 27 262 230 Visits 0 2 Total 12,888 13,579 82,926 86,272 Attendance 0 174 Borrowed in County 14,110 13,688 85,664 86,571 Children's off-site visits from Library Borrowed Out of County 27 38 255 236 Visits 4 29 Total 14,137 13,726 85,919 86,807 Attendance 1,116 3,387 Inter Library Net -1,249 -147 -2,993 -535 Adult On-Site Visits to Library Visits 0 0 Programs # 25/26 YTD Attendance 25/26 YTD Attendance 0 0 Storytimes 10 46 377 2,066 Adult off-site visits from Library Juvenile Programs 10 66 638 4,359 Visits 5 46 Teen Programs 1 10 10 225 Attendance 63 587 Adult Programs 17 127 400 2,653 All Ages Programs 2 15 76 587 Expansion Stats Total 40 264 1,501 9,890 Study Room Bookings 320 640 Study Room Hours Booked 515 2,238 Study Room Total Available Hours 152 4,322 Study Room Occupancy Ratio 64.33% 67.4% Comm Room Bookings 67 2,134 Comm Room Hours Booked 181 1,468 Page 9 of 44 Comm Room Total Available Hours 432 2,742 Comm Room Occupancy Ratio 41.9% 53.54%  FY 25-26: Total Circuation (including eMaterial) Year Elapsed: 50% 72000 70000 69885 68000 69361 66000 64000 62000 63538 60000 61514 59966 58000 58985 56000 54000 52000 July Aug Sept Oct Nov Dec Page 10 of 44  FY 25-26: Total Footfall Year Elapsed: 50% 25000 20000 20204 19018 18535 15000 17074 16352 15147 10000 5000 0 July Aug Sept Oct Nov Dec Page 11 of 44  FY 25-26: Study Room Usage (hours booked vs. available hours) Year Elapsed: 50% Dec 708 473 Nov 687 515 Oct 804 651 Sept 723 490 Aug 612 346 July 789 493 0 100 200 300 400 500 600 700 800 900 Total Hours Available Hours Booked Page 12 of 44  FY 25-26: Total Card Holders Year Elapsed: 50% 27500 27244 Annual removal 27000 of accounts that 26924 have been 26500 inactive for 3 26608 years 26000 26006 25500 25737 25491 25000 24500 July Aug Sept Oct Nov Dec Page 13 of 44  AGENDA STATEMENT Title Winter Program Preview Presenter(s) Sarah Roller, Library Director Page 14 of 44  Puzzle Exchange Sunday, Feb 22, 2-4 pm Community Room A & B Happy Valley Library March PREVIEW Bring and take as many puzzles as you like. No puzzles with missing pieces, please! Experience a Sound Bath Sunday, March 8, 2-4 pm Programs for Adults Crochet Club Community Room A & B Tuesday, Feb 24, 6-7 pm Registration opens Feb 15 Community Room A Experience the soothing and restorative All levels are invited to bring your nature of sound with Graciela Teofield. crochet project (and supplies) for a This therapeutic experience will offer a social sit and stitch! Share ideas, get time to slow down and connect. help with tricky projects, and hang out with other crochet fans. Register: go.lincc.org/hvsignup RSVP: go.lincc.org/hvRSVP Opera Preview: Fellow Travelers Thursday, Feb 26, 6-7 pm Find out more at go.lincc.org/hvprograms Community Room B -RSVP available The Portland Opera brings a preview of the upcoming production Fellow Travelers to the The Library will Monday, Feb 16 FEBRUARY 2026 Library. A powerful and deeply moving historic be closed: snapshot, Fellow Travelers is set amidst the Page 15 of 44 Lavender Scare of midcentury McCarthyism, when persecution of LGBTQ+ people within the Federal government was rampant.  HV Library Book Group Genealogy Club York of the Lewis and Clark Expedition Thursday, Feb 5, 6-7 :30 pm Tuesday, Feb 17, 1-3 pm Wednesday, Feb 18, 6-7 pm Community Room B Community Room B Community Room B Colored Television by Danzy Senna Searching for family roots? All are RSVP available Contact us for help getting the book or to welcome to come share questions, Oregon Black Pioneers will be added to our book group mailing list. strategies, and organizing tips. present a detailed biography March 5: Crow Talk by Eileen Garvin of York, which reveals his experiences How To Classes during the Expedition, his life before and Mah Jongg Thursdays, 1 pm - Community Room B after, and his place within national African Fridays, 12:30-3:30 pm American history. Community Room A Offered in partnership with Goodwill Industries Those who play American and/or Chinese of the Columbia Willamette. Computers are Mah Jongg are invited to join our fun and provided when needed for the class. No Lunar New Year Performances friendly groups! Contact the library if you registration necessary. This month, drop in for Saturday, Feb 21 would like to learn to play. the following: Welcome in the Year of the Horse with an afternoon of incredible performances. English Classes Feb 5: Google Drive Mondays, Community Room B Feb 12: Google Docs 1:00 pm Korean Dance Intermediate: 10:15-11:45 am Feb 19: Financial Literacy Basics Oregon Korean Performing Arts Feb 26: Personal Budgeting Advanced: 1-2:30 pm 1:30 pm Break - Wish Tree & Snacks All levels are welcome to drop in to this weekly class. Each student will receive a 2:00 pm Vietnamese Songs & Dances free textbook to use in the classes. Van Lang Vietnamese Language School Chess Meet Up 2:30 pm Lion Dance Saturday, Feb 7 & Mar 7, 10:15-11:45 am International Lion Dance Meeting Room Page 16 of 44 Calling chess enthusiasts of all ages and levels, it's a morning of chess playing fun at this friendly meet up! Some boards available.  Programs for Elementary Kids Sunday 10-6 The Library will be closed: For K-5 graders Jan/Feb 2026 HOURS lley Monday 10-6 Va L Tuesday 10-8 Thursday, January 1 alley Wednesday 10-8 Friday, January 2 yy L Tuesday, January 13 V Thursday 10-8 Monday, January 19 Friday 10-6 Monday, February 16 Saturday 10-6 Happ p yrarbi ary p ibr Get library news in your inbox! aH Sign up for program reminders, book ideas, and more. go.lincc.org/hvnews Happy Valley Library See our full program 13793 SE Sieben Park Way Page 17 of 44 schedule at go.lincc.org/hvprograms Happy Valley, OR 97015 happyvalleyor.gov/library 503-783-3454  Chess Meet Up Saturdays, Jan 3 & Feb 7, 10:15-11:45 am Celebrate the Lunar New Year! Calling chess enthusiasts of all ages and levels, it's a morning of chess playing fun at this friendly Giờ Sinh hoạt Gia đình /Family Time meet up! Some boards available. Sun, Feb 1, 2:30-3:30 pm Celebrate T t with a special family time. Giờ Sinh hoạt Gia đình / Family Time Sundays, Jan 4 & Feb 1, 2:30-3:30 pm Library Lounge It's family time at the library! Come and enjoy songs, Sat, Feb 7, 1-2:30 pm games, reading and crafting with other families. Explore the Year of the Horse with crafts, Note: This program is offered in Vietnamese. For all ages. games, and a scavenger hunt! Craft Time with Kenny Kenny 雙語 時間 / Craft Time with Kenny Sat, Feb 14, 2-3 pm Create a Year of the Horse decoration. Saturdays, Jan 10 & Feb 14, 2-3 pm Join Kenny to learn about and integrate the creativity of various Lunar New Year Celebration cultures into our daily lives through crafts. Saturday, Feb 21, 1-3 pm Note: This program is offered in Mandarin and English. For all ages. We’re welcoming in the Year of the Horse with performances of Korean dance, Chinese folk singing, Vietnamese traditional dances, and a lion dance! Homeschool Club: Meet Up! Thursdays, Jan 15 & Feb 12, 10:15-11:30 am Wish Tree Hey homeschool families, bring the whole family Add a wish to our tree February 7 through 21. for a morning of fun with crafts and games. Let’s Build Tween/Teen Hangout Saturday, Jan 24, 2-3:30 pm Friday, Jan 30, 3-4:30 pm Monday, Feb 23, 1-2:30 pm For ages 10+ Page 18 of 44 All ages are welcome to drop in for some free Board games, video games, puzzles and crafts, ế building fun with LEGO and Duplo blocks. just for tweens and teens. 手 工  Free Books! Early Childhood Programs Receive a free book a month from the Dolly Parton Imagination Library! Find out more at go.lincc.org/dpil Happy Valley For 0-5 year olds Jan/Feb 2026 Let’s Build Saturday, Jan 24, 2-3:30 pm Monday, Feb 23, 1-2:30 pm All ages are welcome to drop in for some free Happy Valley building fun with LEGO and Duplo blocks. See our full program schedule at The Library will be closed: go.lincc.org/hvprograms Thursday, January 1 Friday, January 2 Sunday 10-6 Tuesday, January 13 HOURS Monday 10-6 Monday, January 19 Tuesday 10-8 Monday, February 16 Wednesday 10-8 Thursday 10-8 Friday 10-6 Get library news in your Library Saturday 10-6 inbox! Sign up for program reminders, Storywalk! book ideas, and more. Check out our Storywalk! Walk along the path and enjoy a story Page 19 of 44 at Happy Valley Park. Stories 13793 SE Sieben Park Way, Happy Valley, OR 97015 change about once a month. happyvalleyor.gov/library Starts at the All Abilities go.lincc.org/hvnews Playground. 503-783-3454  STORYTIMES SPECIAL EVENTS Storytimes are lively and interactive, with songs, Stretch, Dance, Play (2-5 year olds) rhymes, felt board stories, and puppets. Thursdays, Jan 8 & Feb 5, 10:15 am Note: Storytimes return Jan 20 Join Iris for dance, yoga, singing, sign language and play! Fun for Ones (12-24 months) Sign & Sing (2-5 year olds) Tuesdays, 10:15 am Fridays, Jan 9 & Feb 13, 10:15 am Sing, dance, and learn ASL signs with Tiny Talkers. Baby & Me (0-18 months) Tuesdays, 11:15 am On the Move! (3-5 year olds) Saturdays, Jan 17 & Feb 21, 10:30 am Sing, play, and enjoy creative movement with Maria. Toddler Storytime (2 year olds) Wednesdays, 10:15 am Giờ Sinh hoạt Gia đình / Family Time Preschool Storytime (3-5 year olds) Sunday, Jan 4 & Feb 1, 2:30-3:30 pm Wednesdays, 11:15 am It's family time at the library! Come and enjoy songs, games, *Playtime* reading and crafting with other families. Wednesday, Jan 14, 10:15-11:45 am Note: this program is offered in Vietnamese. For all ages. Library Lounge Sat, Feb 7, 1-2:30 pm Explore the Year of the Horse with crafts, games, and a scavenger hunt! Kenny 雙語 時間 / Craft Time with Lunar New Year Celebration Kenny Saturday, Feb 21, 1-3 pm Saturdays, Jan 10 & Feb 14, 2-3 pm Page 20 of 44 We’re welcoming in the Year of the Horse with Join Kenny on the second Saturday of the month to performances of Korean dance, Chinese folk singing, learn about and integrate the creativity of various Vietnamese traditional dances, and a lion dance! cultures into our daily lives through crafts. For all ages. 手 工  AGENDA STATEMENT Title Library District Advisory Committee: Presentation to the Clackamas County Board of Commissioners 2025-12-16 Presenter(s) Al Matecko, HV Library Board Representative to LDAC Jennifer Ellis, Alternate HV Library Board Representative to LDAC Sarah Roller, Library Director Page 21 of 44  CLACKAMAS COUNTY BOARD OF COUNTY COMMISSIONERS Acting as Library Service District of Clackamas County Board of Directors Policy Session Worksheet Presentation Date: December 16, 2025 Approx. Start Time: 4:00 PM Approx. Length: 60 min Presentation Title: Library District Task Force Recommendations Department: County Administration Presenters: Gary Schmidt, County Administrator Tony Mayernik, Policy Advisor WHAT ACTION ARE YOU REQUESTING FROM THE BOARD? Board direction on implementation of the recommendations of the Library District Task Force. EXECUTIVE SUMMARY: Background The Board of Directors held two policy sessions in August 2024 to examine the history of the Library District and to provide direction on then-proposed amendments to the District’s operating agreements. Out of those policy sessions, the Board directed staff to develop a task force to identify and provide recommendations on issues faced by the District in a holistic manner. During a January 2025 policy session, the Board created the Library District Task Force to make recommendations to the Board on several longstanding library issues, including but not limited to service levels, funding, and governance. In April 2025, the Board selected task force members from stakeholder groups, including mayors, city managers, library directors, and public members from incorporated and unincorporated areas. Initial Recommendations The Task Force held a series of meetings to explore the district’s history and current state, potential pathways to resolve issues, and develop recommendations. As a result of those conversations, the Task Force initially devised four recommendations for the Board: • Direct staff to propose an amendment to the Intergovernmental Agreement to clarify the use of district funds for capital expenses and allocated costs. • Direct staff to conduct analysis of the library district and make recommendations for core levels of service. • Direct staff to conduct analysis of the funding formula and service boundaries, incorporated and unincorporated, and propose recommendations for changes to address funding disparities amongst the service areas. • Direct staff to initiate the creation of a strategic plan for the district that would prepare the district for its 20th year of service and beyond. Page 22 of 44 Community Feedback Task Force members then met with their constituencies over a two-month period to gather feedback. Respondents were asked to score their support for each recommendation on a scale of 1-3 (1 = “Do Not Support”, 2 = “Unsure”, and 3 = “Support”) and to provide comments. A summary of that feedback is included on page 5 of the attachment. For discussion purposes, there were a few key themes: • There is general support to amend the IGA to clarify use of district revenues for capital expenses and allocated costs. Most “Unsure” and “Do Not Support” respondents indicated current documents and legal advice are sufficient but they could support an amendment to end debate. o Some public opposition to amending the IGA was an artifact of their desire that any amendment prohibit the use of district revenues for capital expenses and allocated costs • Member cities appear to be generally opposed to any district-level “minimum service levels” beyond the standards of the Oregon Library Association or any changes to the funding formula that would redistribute revenues attributable to city tax lots. o Cities “losing” service area may not support service area boundary changes for unincorporated areas whose usage patterns do not match service areas. • Work should be focused on a “new” district or building support for a levy that would address funding disparities. o It is unclear whether member cities would join a “new” district or support a levy whose funding formula materially differs from the “current” district’s formula. Final Recommendations Based on the feedback from stakeholders, the Task Force reduced their recommendations to two items during a fifth meeting, focused on future funding measures. The Library District Task Force recommends that the Library District Board of Directors: • Direct staff to propose an amendment to the Intergovernmental Agreement to clarify the use of district funds for capital expenses and allocated costs. • Direct staff to initiate the creation of a strategic framework for the district that would prepare it for its 20th year of service and beyond. For both recommendations, the Task Force asks that the Board continue to work within the existing library district governance and advisory structure as outlined in the Intergovernmental Agreement and incorporate external stakeholders as appropriate, and that the Board consider retaining the Task Force to advise on the work. For the strategic framework, the Task Force asks that the Board consider hiring a consultant to work on creating the framework, including a systems plan and economic feasibility study, incorporating the strategic planning efforts of the library directors, and engaging cities and unincorporated areas to plan for their library service areas. FINANCIAL IMPLICATIONS (current year and ongoing): Is this item in your current budget? YES NO What is the cost? ~$500,000 What is the funding source? County General Funds and potential cost sharing with Library Cities Page 23 of 44 STRATEGIC PLAN ALIGNMENT: • How does this item align with your Department’s Strategic Business Plan goals? The work proposed would align with County Administration’s goal to ensure the Board has the information to make effective decisions by analyzing the current state of the Library District and making recommendations on changes to improve the function of the District. • How does this item align with the County’s Performance Clackamas goals? The work proposed would align with the Board’s general desire to build public trust in good government by analyzing the current state of the Library District and making recommendations on changes to improve the function of the District. LEGAL/POLICY REQUIREMENTS: District operating agreements, such as the Intergovernmental Agreement, and policy must be consistent with the District’s Master Order, adopted as Board Order 2008-189. PUBLIC/GOVERNMENTAL PARTICIPATION: Approximately 58 individuals provided feedback to the task force. Future work would likely require further community engagement, especially if formation of a “new” district was undertaken. OPTIONS: 1. Direct staff to implement the recommendations of the Task Force as proposed. 2. Direct staff to implement the recommendations of the Task Force with amendments as discussed today. 3. Direct staff to take no further action. RECOMMENDATION: Option #1: Direct staff to implement the recommendations of the Task Force as proposed. ATTACHMENTS: #A: Library District Task Force Recommendations and Considerations SUBMITTED BY: Division Director/Head Approval _________________ Department Director/Head Approval ______________ County Administrator Approval __________________ For information on this issue or copies of attachments, please contact Tony Mayernik @ 503-742-5920 Page 24 of 44 Recommendations and Considerations Library District Task Force October 28, 2025 Page 25 of 44 Background Task Force Charge The Library District Board of Directors approved the creation of the Library District Task Force in January 2025 to make recommendations to the Board on several longstanding library issues, including but not limited to service levels, funding, and governance. Task Force Composition The Board selected the task force membership in April 2025 to ensure representation from urban and rural communities, including mayors, city managers, library directors, and the public. We would like to thank the members for their participation: Mayor Michael Milch, City of Gladstone (Urban Mayors) Mayor Kathleen Walker, City of Sandy (Rural Mayors) City Manager John Williams, City of West Linn (Urban City Managers) City Manager Dan Huff, City of Molalla (Rural City Managers) Library Director Melissa Kelly, City of Lake Oswego (Urban Library Directors) Library Director Marisa Ely, City of Canby (Rural Library Directors) Al Matecko, Happy Valley (Library District Advisory Committee) Gay Walker, Unincorporated Clackamas County (Unincorporated Public) Library Network Manager Rick Peterson, Clackamas County District Director Paul Savas District Administrator Gary Schmidt We would also like to recognize the County staff that supported the task force, including: Policy Advisor Everett Wild Policy Advisor Tony Mayernik Policy Advisor Kimberlee DeSantis Assistant County Counsel Jeff Munns Special thanks to Shelly Parini, who served as facilitator for the task force’s meetings and helped formulate the task force’s final recommendations and considerations outlined in this document. Meeting Summary The Library District Task Force met 5 times over 5 months, not including extensive engagement by the task force members with their representative constituencies. Over the course of these meetings, the task force reviewed the historical context and current state of the district and explored pathways to position the district for future success. As part of an extensive public engagement process, the various members of the task force met with their representative constituencies to gather feedback on the work of the task force and draft recommendations. Page 26 of 44 Meeting 1 – June 11, 2025 During Meeting 1, members explored the history of the district, including its formation, operating agreements, and identified opportunities to deepen their understanding of the district. Members also engaged in a thought exercise to identify potential enhancements to the current district, which identified themes such as the ability of each city to meet their population’s needs, equitable funding distribution and equitable service levels, and ensuring that services aligned with the needs of the community served. Members also identified additional topics that they would like to learn more about in subsequent meetings to ensure their recommendations addressed the district’s needs in a holistic manner. Meeting 2 – June 26, 2025 Based on requests from Meeting 1, staff and members of the task force provided background on the district’s funding formula, historical capital funding agreements, allowed uses of district funds, and the issue of capital expenses and allocated costs as it relates to the use of district funds by cities for library services. Members also participated in a group exercise to identify topics for potential recommendations, which identified themes such as clarification of capital and allocated cost expenses, pursuit of additional funding in the form of a higher permanent rate or levy, addressing equity issues, and long-term planning. Meeting 3 – July 23, 2025 Members explored the issue of defining equity in the context of the district, which brought forward themes such as equal access to resources, the evolution of technology needs over the life of the district, ensuring that libraries are welcoming spaces, aligning hours of operation with community needs, identifying core service levels, providing equitable funding, and understanding the needs of the community served, including the change in the role of libraries over time to offer services such as warming and cooling shelters. Staff provided background on the library service areas originally identified in 2000 as part of work done by the Oregon State Library, with updates in 2008 related to the creation of the district and ensuring that member cities had sufficient funding to meet threshold standards, and the effective per capita rates based on served populations. These service areas have remained largely unchanged since 2008, and members identified that mapped areas may not align with the actual populations served, due to population growth and urban expansion. Members identified draft recommendations based on the conversations to date, which included themes such as clarifying the use of district funds for capital expenses and allocated costs, researching distribution formula changes, garnering stakeholder support for future tax measures, creating a district strategic plan, evaluating levels of service, and aligning service areas with actual use. Page 27 of 44 Meeting 4 – August 7, 2025 Based on member feedback, staff identified four draft recommendations and related considerations for evaluation by the task force. These recommendations were centered on four themes, namely, clarifying the use of district funds for capital expenses and allocate costs, analysis of the levels of service within the district and alignment with best practices, analysis of the funding formula and service boundaries to recommend changes, and creation of a strategic plan for the district. Members noted that the issue of capital expenses and allocated costs may have been addressed by previous work on a draft amendment to the district’s intergovernmental agreement. This draft amendment was not adopted due to due to concerns raised by the district’s advisory board, but the sense was adoption would likely resolve the issue as desired by member cities. Staff and representative library directors identified that some work on vision and strategic goals has been undertaken by the library directors, and hope that this work would be incorporated into any future planning process. Based on the discussion, deadlines and timeframes were added to the draft recommendations to ensure that all of the actions would be completed within 3 years. At the end of the fourth meeting, the task force outlined four potential recommendations for the Library District Board of Directors: A. Direct staff to propose an amendment to the Intergovernmental Agreement to clarify the use of district funds for capital expenses and allocated costs. a. Consideration: Work within the existing library district governance structure as outlined in the Intergovernmental Agreement and incorporate external stakeholders as appropriate. b. Consideration: Retain the Library District Task Force as a steering committee to advise on the work undertaken to implement this recommendation. B. Direct staff to conduct analysis of the library district and make recommendations for core levels of service. a. Consideration: Hire a consultant to assist with analysis. b. Consideration: Work within the existing library district governance structure as outlined in the Intergovernmental Agreement and incorporate external stakeholders as appropriate. c. Consideration: Retain the Library District Task Force as a steering committee to advise on the work undertaken to implement this recommendation. C. Direct staff to conduct analysis of the funding formula and service boundaries, incorporated and unincorporated, and propose recommendations for changes to address funding disparities amongst the service areas. a. Consideration: Hire a consultant to assist with analysis. b. Consideration: Work within the existing library district governance structure as outlined in the Intergovernmental Agreement and incorporate external stakeholders as appropriate. Page 28 of 44  c. Consideration: Retain the Library District Task Force as a steering committee to advise on the work undertaken to implement this recommendation. D. Direct staff to initiate the creation of a strategic plan for the district that would prepare the district for its 20th year of service and beyond. a. Consideration: Hire a consultant to work on drafting the plan, incorporating the efforts of the library directors, cities, and unincorporated areas to plan for their library service areas. b. Consideration: Work within the existing library district governance structure as outlined in the Intergovernmental Agreement and incorporate external stakeholders as appropriate. c. Consideration: Retain the Library District Task Force as a steering committee to advise on the work undertaken to implement this recommendation. Members were then tasked with engaging with their various constituencies to get feedback on the draft recommendations, using a provided rating form and encouraged to keep their presentations of the recommendations neutral to avoid biasing respondents. Respondents were asked to score the recommendations on a 3-point scale, with 1 being “Do Not Support”, 2 being “Unsure”, and 3 being “Support”, and to provide comments as appropriate. Meeting 5 – October 6, 2025 During the fifth and final meeting, the task force reviewed the feedback received over the previous two months, including input from 58 individuals, including 5 mayors, 11 city managers, 10 library directors, and 32 members of the public. Staff note that several constituencies submitted combined responses (e.g. 11 city managers signed a single letter in response) and made allowances in the scoring to count each person as a separate response rather than a single entry. Staff endeavored to summarize that feedback and identify key themes, then shared that feedback with the entire task force: • Recommendation A (Capital Expenses & Allocated Costs) – Average 2.5 (9 “Do Not Support”, 11 “Unsure”, and 38 “Support”) o Most “Support” did not comment, but the few that did were in favor of either adopting the previously drafted language or codifying counsel’s legal advice in some manner to end the line of inquiry o “Do Not Support” and “Unsure” was generally themed around the idea that existing documents offered the necessary clarity and/or that no additional work was needed o A subset of “Do Not Support” voiced a specific objection to the downstream work allowing capital expenses or allocated costs to be paid from district funds (these respondents might “support” the recommendation if the downstream work would prohibit or cap the use of district funds for capital expenses and/or allocated expenses) • Recommendation B (Levels of Service) – Average 2.3 (8 “Do Not Support”, 24 “Unsure”, and 24 “Support”) o “Support” generally didn’t comment, but the few that did support identifying the community’s wants and needs for levels of service Page 29 of 44  o “Do Not Support” and “Unsure” had 3 general themes:  District-level standards would not provide the flexibility necessary to meet individual community needs and budget constraints and this issue was a city-level conversation  Existing Oregon Library Association standards were sufficient for “district-level” standards, with some support for adopting “current” standards  Member cities won’t support changes so no sense in doing the work • Recommendation C (Funding Formula & Service Boundaries) – Average 2.1 (20 “Do Not Support”, 12 “Unsure”, and 24 “Support”) o “Support” generally themed around:  Specific fixes and solutions (“I support this if X happens”)  Anecdotal identification of desired service boundary adjustments (either “Clearly this is an issue because of examples like X” or “I’m really only interested in addressing Y”)  Desire for “ground truthing” of service areas with a subset of respondents interested in carving out at least one new service area, though it is unclear which entity would be responsible for operating the library for that service area o “Do Not Support” and “Unsure” had 3 general themes:  This work only made sense in the context of a future funding measure  Member cities won’t support changes so no sense in doing the work  The only question raised was around the role of the Library District Advisory Committee in reviewing reports from member cities • Recommendation D (Strategic Planning) – Average 2.3 (8 “Do Not Support”, 20 “Unsure”, and 27 “Support”) o Generally, feedback centered on the question of whether the strategic planning would be “with the current resources” or “in pursuit of a new funding level through a levy or new district”, with some concern that this would duplicate work already completed by library directors o Some feedback voiced the concern that this work should really be focused on a future funding measure because there would be little support for changes to the “current” structure Following the general summary, members offered their individual perspectives. Much of the individual feedback reached beyond the initial recommendations and made assumptions about the work that would result from the proposed studies of levels of service, funding formula, and service boundaries. Noting that there was little or no support from city managers or elected officials to make changes to the “current” agreements, the task force felt that it would be difficult to propose recommendations B or C as separate work from the idea of a “new” funding measure. Page 30 of 44 Based on that assumption, members explored a consolidated set of recommendations that focused on future funding measures, such as a replacement district with a higher permanent tax rate or a supplemental levy within the current district. Staff noted that any such ballot measure would require a strong analysis of the economics and that further discussion would be needed with member cities regarding the implementation of the measure, along with a strong public outreach effort to ensure success. Recommendations The Library District Task Force recommends that the Library District Board of Directors: Recommendation A “Direct staff to propose an amendment to the Intergovernmental Agreement to clarify the use of district funds for capital expenses and allocated costs.” Recommendation B “Direct staff to initiate the creation of a strategic framework for the district that would prepare it for its 20th year of service and beyond.” Considerations For both recommendations, task force members outlined considerations that they felt should be shared with the District’s Board of Directors. Both recommendations included the following considerations: • Work within the existing library district governance and advisory structure as outlined in the Intergovernmental Agreement and incorporate external stakeholders as appropriate. • Retain the Library District Task Force as a steering committee to advise on the work undertaken to implement this recommendation. Additionally, task force members felt strongly that the District’s Board should consider the following when considering the creation of a strategic framework: • Hire a consultant to work on creating the framework, including a systems plan and economic feasibility study, incorporating the strategic planning efforts of the library directors, and engaging cities and unincorporated areas to plan for their library service areas. Page 31 of 44  AGENDA STATEMENT Title Library Budget – Resources vs. Expenses: Five-Year Forecast Presenter(s) Sarah Roller, Library Director Graham Smith, Library Operations Supervisor Explanation To address 5-year forecast concerns from last fiscal year, we have: • Reduced on-call labor hours. • Reduced the materials budget. • Adjusted when programs and outreach happen to reduce labor costs. However, when reviewing the next 5-year forecast, the situation has not improved enough to meet Council fiscal policy. The library budget will be below the Council goal of 20% contingency next fiscal year. Key factors influencing the 5-year outlook are: • No new tax rate on the horizon. • Development has slowed. • Uncertain economic outlook at state level and nationally, especially due to inflation. Considering these key factors, we will need to make more substantial and sustainable budget cuts. Page 32 of 44 Page 33 of 44  AGENDA STATEMENT Title Happy Valley Library Average Circulation and Footfall - 2025 Presenter(s) Sarah Roller, Library Director Graham Smith, Library Operations Supervisor Explanation Charts explaining library use by hour. Including: • Average circulation transactions, including unique patrons • Average footfall broken up by season, for each day of the week Page 34 of 44 Page 35 of 44  Saturday Average Footfall by Hour Comparing Seasons 150.00 130.00 110.00 90.00 70.00 50.00 30.00 10.00 10am-11am 11am-12pm 12pm-1pm 1pm-2pm 2pm-3pm 3pm-4pm 4pm-5pm 5pm-6pm Winter (1/1-2/28) 99.00 88.00 109.13 138.00 104.25 94.50 66.75 43.13 Spring (3/1-5/31) 101.00 88.14 88.64 104.93 95.71 80.50 69.71 46.64 Summer (6/1-8/31) 86.23 64.46 64.69 62.31 66.15 67.77 54.92 34.77 Fall (9/1-11/30) 95.15 84.23 88.00 86.69 88.54 91.77 67.77 37.00 Overall Average 95.08 80.65 85.40 93.96 87.19 82.44 64.69 40.23 Page 36 of 44  Sunday Average Footfall by Hour Comparing Seasons 150.00 130.00 110.00 90.00 70.00 50.00 30.00 10.00 10am-11am 11am-12pm 12pm-1pm 1pm-2pm 2pm-3pm 3pm-4pm 4pm-5pm 5pm-6pm Winter (1/1-2/28) 63.63 71.38 67.13 82.25 88.50 84.00 62.88 33.88 Spring (3/1-5/31) 55.77 57.69 64.31 72.15 79.31 77.62 67.31 41.92 Summer (6/1-8/31) 58.57 59.21 62.43 71.57 70.14 66.14 60.43 37.93 Fall (9/1-11/30) 64.17 63.83 72.67 79.25 89.42 86.08 71.75 41.83 Overall Average 60.19 62.58 66.85 76.63 80.58 77.52 65.65 39.29 Page 37 of 44  Monday Average Footfall by Hour Comparing Seasons 150.00 130.00 110.00 90.00 70.00 50.00 30.00 10.00 10am-11am 11am-12pm 12pm-1pm 1pm-2pm 2pm-3pm 3pm-4pm 4pm-5pm 5pm-6pm Winter (1/1-2/28) 98.83 80.67 59.67 67.67 68.50 72.67 74.67 45.50 Spring (3/1-5/31) 90.33 62.17 70.25 71.08 70.58 80.67 83.08 56.33 Summer (6/1-8/31) 112.77 96.00 84.54 88.77 82.38 83.38 74.08 62.69 Fall (9/1-11/30) 85.08 68.58 67.00 63.00 62.42 86.17 85.08 60.17 Overall Average 96.84 76.77 72.19 73.70 71.58 81.91 79.74 57.81 Page 38 of 44  Tuesday Average Footfall by Hour Comparing Seasons 150.00 130.00 110.00 90.00 70.00 50.00 30.00 10.00 10am-11am 11am-12pm 12pm-1pm 1pm-2pm 2pm-3pm 3pm-4pm 4pm-5pm 5pm-6pm 6pm-7pm 7pm-8pm Winter (1/1-2/28) 99.00 74.25 59.13 54.50 63.13 72.13 86.38 76.88 44.13 22.13 Spring (3/1-5/31) 111.58 68.67 54.50 50.50 59.67 75.58 70.00 86.50 58.67 31.92 Summer (6/1-8/31) 107.77 85.77 81.15 73.31 75.23 90.46 73.46 60.08 44.31 36.92 Fall (9/1-11/30) 104.25 72.92 61.00 48.67 59.58 73.42 77.08 72.58 47.67 22.50 Overall Average 106.29 75.73 64.76 57.31 64.76 78.69 75.80 73.44 49.00 29.11 Page 39 of 44  Wednesday Average Footfall by Hour Comparing Seasons 150.00 130.00 110.00 90.00 70.00 50.00 30.00 10.00 10am-11am 11am-12pm 12pm-1pm 1pm-2pm 2pm-3pm 3pm-4pm 4pm-5pm 5pm-6pm 6pm-7pm 7pm-8pm Winter (1/1-2/28) 89.88 85.13 65.25 53.63 64.00 68.75 77.88 65.25 47.63 21.38 Spring (3/1-5/31) 92.54 85.15 61.77 58.46 64.77 72.08 78.69 70.62 48.85 30.62 Summer (6/1-8/31) 80.46 70.77 77.08 88.85 74.69 70.85 80.23 79.62 58.62 30.77 Fall (9/1-11/30) 93.75 82.92 56.92 43.42 59.17 67.42 78.33 77.42 52.92 21.83 Overall Average 88.98 80.50 65.43 62.28 65.98 69.93 78.89 74.00 52.46 26.76 Page 40 of 44  Thursday Average Footfall by Hour Comparing Seasons 150.00 130.00 110.00 90.00 70.00 50.00 30.00 10.00 10am-11am 11am-12pm 12pm-1pm 1pm-2pm 2pm-3pm 3pm-4pm 4pm-5pm 5pm-6pm 6pm-7pm 7pm-8pm Winter (1/1-2/28) 93.00 69.50 57.13 54.50 59.38 78.25 75.63 74.50 41.50 18.13 Spring (3/1-5/31) 86.15 53.69 53.00 53.00 63.00 74.69 72.54 64.69 58.77 29.08 Summer (6/1-8/31) 92.77 74.54 71.08 73.62 61.62 75.85 69.69 60.38 44.00 29.23 Fall (9/1-11/30) 87.50 53.25 59.75 51.42 58.75 70.58 66.92 54.17 42.08 19.75 Overall Average 89.57 62.22 60.59 58.67 60.87 74.57 70.80 62.43 47.24 24.78 Page 41 of 44  Friday Average Footfall by Hour Comparing Seasons 150.00 130.00 110.00 90.00 70.00 50.00 30.00 10.00 10am-11am 11am-12pm 12pm-1pm 1pm-2pm 2pm-3pm 3pm-4pm 4pm-5pm 5pm-6pm Winter (1/1-2/28) 90.63 77.75 79.88 58.50 69.13 77.50 71.88 44.38 Spring (3/1-5/31) 79.77 67.46 65.92 61.54 64.00 71.38 63.62 51.23 Summer (6/1-8/31) 94.00 78.33 78.67 74.58 70.00 70.25 64.58 55.83 Fall (9/1-11/30) 90.33 63.67 73.17 63.00 58.58 101.75 97.67 51.00 Overall Average 88.31 71.18 73.73 64.87 65.07 80.27 74.42 51.18 Page 42 of 44  AGENDA STATEMENT Title Library Open Hours Presenter(s) Sarah Roller, Library Director Explanation Over the past year and a half, we have been gathering data to better understand how or what we could adjust or stop doing to reduce costs. Based on our occupancy and circulation trends, there is evidence that we could reduce open hours by closing earlier while maintaining a number of open hours on par with other LINCC libraries. Based on these data, we have worked through scenarios to see how much that could influence our budget. Our initial findings show about 3-4% could be saved on labor costs, meeting the Council fiscal policy goal of 20% contingency into and beyond the 5- year forecast. A reduction in our hours would allow us to concentrate staff where we are the busiest. Identified concerns with reducing open hours include: • Options for programs after closing. • Study space during finals. • Maintaining hours 7 days a week. • Maintaining our high level of customer service. We need to hear from the Library Board regarding concerns with reducing hours and to make sure you’re supportive of us moving forward with this proposed change. Page 43 of 44 Page 44 of 44