March Minutes

Estacada Public Library Board of Trustees

Meeting Minutes - APPROVED

March 28, 2013, 5:30 p.m.

Flora Community Room

Meeting Called to Order

Pres. Sager called the meeting to order at 5:31 p.m.

Present:  Dir. Kraig Bartel, Dir. Janet Bowen, Dir. Earlean Marsh, Pres. Suzanne Sager, Dir. Jane Troeh, Library Director Michele Kinnamon, City Recorder Denise Carey.

Review of minutes from the February 28, 2013

Pres. Sager presented the minutes from the February 28, 2013 meeting for review by the board. Dir. Marsh made a motion to approve the minutes as presented. Dir. Troeh seconded the motion. The motion passed with 5 yes and 0 no.

Public Input

Lynne Kamerman, 21600 SE Coop Road, commented on the school district boundaries vs. the library district boundaries.  The positions on the board are based on the school district boundary and she feels it should be the library district boundaries. She stated that city staff is researching the boundaries.

Johnni Reynolds, 21755 SE Coop Road, stated that a person from the county told her that the school district and the library district boundaries are unrelated.

Steve Kuziemski asked how much the city takes from the library for their services. He feels it is a fabrication of lies and just a slush fund.  He asked if the costs were documented. He wants more representation from the library district on the board. He asked why the city was trying to do away with the library board. He suggested a class action suit against the city to keep them from taking money from the library unjustly.

Pres. Sager stated the questions would be researched.

Dir. Bartel stated that the 2013-14 budget clearly shows the city services for the library.  There is transparency in this year’s budget. Dir. Bartel also stated that there may be some minor changes needed to the bylaws.

 

 

 

 

Director’s Report

Library Director Kinnamon presented the Director’s Report.

  • Kinnamon informed the board of a few minor changes in the format and wording of the monthly stats and revenue and expenses.  A total of $452 in fines was waived during the February Food for Fines.
  • Kinnamon reported on meetings that she has attended including the Estacada Arts Summit, meeting leaders of the Friends of the Oregon City Library at an Oregon City Library event, and the city safety committee meeting.  She joined an online listserv dedicated to library Friends groups in the United States to gain information that could benefit the library as it forms a Friends group. She and Librarian Anne Sprague will attend the WA/OR Library Association Conference in Vancouver on April 25th and 26th. Sprague also visited two Eagle Creek Elementary classes and attended a workshop in Salem for summer reading.
  • The library is selling flash drives for $7.
  • Kinnamon reported that the lock box was torn off the building last Saturday and she asked Dir. Bartel to look at it and make some suggestions on mounting a new lock box. Dir. Bartel agreed to assist.
  • Kinnamon is looking at options for signage for the upcoming book sale. She wants to be sure that people know where the library is.  She will explore banner signs and A-frame signs.
  • The library board training has a tentative date of Saturday, June 15th at 9am.  She will keep the board updated on this.

Old Business

Librarian position to full-time status – Previously the board had asked that the librarian position be reinstated to full-time status.

Dir. Marsh moved to make the Librarian position full-time beginning April 1, 2013. Dir. Brown seconded the motion.  The motion passed with 5 yes and 0 no.

 

New Business

Funding Request – Computers – Kinnamon proposed asking the Estacada Area Literary Foundation to fund two computers for the teen area and the library will purchase four computers for the adult area from the Equipment and Furniture line item in the budget.

Dir. Bartel would like to see a technology plan in place.

Dir. Marsh moved to purchase two computers for the teen area with funding from the Foundation and four computers from the library budget for the adult area.  Dir. Troeh seconded the motion. The motion passed with 5 yes and 0 no.

 

Oregon Library Passport Program – Kinnamon explained how the program works. The program would allow Estacada patrons in good standing to check out materials from other library districts that have adopted the program. This increases Estacada patrons’ accessibility to library materials. Dir. Bowen asked how items were returned.  Kinnamon stated that they had to be returned to the same library where they were checked out. Pres. Sager stated this would be a good resource for our patrons to be able to check things out when on vacation. The program also allows visitors to Estacada with a library card from a participating library to borrow LINCC materials.

Dir. March moved to join the Oregon Library Passport Program. Dir. Bartel seconded the motion.  The motion passed with 5 yes and 0 no.

Flora Room Chairs – Kinnamon researched a wide range of stacking chairs and recommends Herman Miller chairs for the Flora Room.  These are high-end, well regarded chairs that usually retail for $273. Pacific Furnishings Company offers a discounted rate to agencies through a government discount program. The library’s cost for 52 of these chairs is $5,546 delivered.

Dir. Bartel likes the idea of spending a little more for better quality chairs and longevity. He is familiar with this brand and feels that is a very good price.

The board will table this decision until the next meeting to allow Kinnamon time to receive other bids and look at the budget for funding options.

Friends of the Library update – Dir. Troeh stated she and Kinnamon will be meeting with members of the Oregon City Friends group in April to get advice and information. Dir. Troeh has been promoting the idea of a Friends group in the community. Kinnamon stated there are signup sheets to gather names of those interested in joining a Friends group. It will help when the time comes to publicize progress in forming the group. Flyers and signup sheet will be available at the book sale.

Hours of operation – Dir. Bartel likes the idea of consistent opening times but would like to add back 6-8 hours of operation. He would like to see the weekday hours, including Friday, be the same.

Kinnamon stated that mornings and weekends are very low usage times. Dir. Bartel stated that the recent survey shows that people are not so concerned about weekday morning hours but most want to see the library opened later on Friday, Saturday and Sunday evenings. He stated that the library circulation stats continue to fall and there has to be some reason for this. He wants to add hours while maintaining fiscal responsibility.

Kinnamon suggested beginning new hours in July or September. She stated that when the hours are changed there are many things that need to reflect the change including the Web site, building signs, the telephone message, the Facebook page, and the staffing schedule. She wants to be sure that word gets out regarding any changes.

Dir. Bartel suggested possible hours of 10am-7pm on Monday thru Friday and noon-5 Saturday and Sunday.

The board tabled this discussion and decision until the next meeting.

Use of small conference room – Kinnamon stated this was no longer an issue.  Private study time has been limited to 2 hours. The board asked that the rules for the conference room be posted in the room.

 

Date of April Board meeting – Pres. Sager stated she will also be gone on April 25th for the Oregon Library Assn. conference and asked if the April meeting could be changed.  The board discussed dates and decided to have the April meeting on Tuesday, April 23rd at 5:30 p.m.

 

President and Trustee Comments

Pres. Sager appreciates everyone for coming and for their input.

Dir. Marsh reminded everyone that Gasline was tomorrow night at 7:00 p.m.

Dir. Troeh is glad that the library hours are being revisited.

Dir. Bowen stated there has been a good turnout of people willing to work at the upcoming book sale.

Dir. Bartel thanked everyone for coming.

Adjournment

The meeting was adjourned at 6:47 p.m.