August Minutes

Estacada Public Library Board of Trustees

Meeting Minutes–APPROVED

August 23, 2012, 5:30 p.m.

Flora Community Room

Meeting Called to Order

Pres. Hardman called the meeting to order at 5:30 p.m.

Present:  Dir. Janet Bowen, Dir. Earlean Marsh, Dir. Suzanne Sager,
Pres. Karen Hardman, Interim Library Director Michele Kinnamon,
Asst to CM Melanie Wagner

Absent:  Dir. Kraig Bartel

Public Input

Felix Gurley-Rimberg, 36778 SE Tracy Road, Estacada – Mr. Gurley-Rimberg stated that he is withdrawing his application for a seat on the Library Board, and that he is supportive of Jane Troeh’s application.

Lynne Kamerman, 21600 SE Coop Rd – Ms. Kamerman asked if the applications for Library Board Trustee that were submitted in March 2012 were being considered for the current opening.

Pres. Hardman stated that they were not.

Reading of the Minutes from the June 28 meeting

Pres. Hardman presented the minutes from the June 28, 2012 meeting. Dir. Sager made a motion to approve the June 28, 2012 meeting minutes as presented. Dir. Bowen seconded the motion. The motion passed unanimously.

Director’s Report

Library Statistics

Interim LD Kinnamon reported on the Library statistics for the months of June and July. In July, 1,615 books were donated to the Library. They were able to incorporate 98 of the books into the collection and they also used 17 of the donated books to replace books that were already in the collection. “Chapter Two” brought in $134 in sales in the month of July, for a total of approximately $500 in May, June and July. Interim LD Kinnamon reported that the statistics have gone up across the board for the July report.

Expense and Revenue Ledger

Interim LD Kinnamon stated that over $4,000 had been spent on Collection Development since July 1st, but the report didn’t reflect that for some reason. Dir. Bowen asked what is included in “Miscellaneous Revenue” and why there was such a large overage in Actual vs. Budget.  Interim LD Kinnamon answered that she would check into that and send an answer to the Board the following week.

Pres. Hardman asked about the overage received in the Library Fund. Interim LD Kinnamon will also respond to that after checking into it.

New computer classes in September

Interim LD Kinnamon reported that there will be new classes starting which will utilize the computers that were purchased with funds from the former Library Foundation.

Dir. Bowen requested that the announcements in the Estacada News be updated to reflect information such as these classes.

Interim LD Kinnamon stated that she had emailed a press release to the Estacada News and that the newspaper has not been responsive to that or the summer reading announcements sent in by the Library. Interim LD Kinnamon said she will resend the press release and call the newspaper if there is still no action.

Interim LD Kinnamon reported that the classes are filling up, and that most people have enrolled in response to the sign board in the Library foyer. She has also put announcements on Facebook and on the Library Web site. Interim LD Kinnamon is working with Rochelle Shibahara (Web maintenance) to set up a blog as an additional vehicle to communicate with library patrons.

Janitorial service

Interim LD Kinnamon reported that she had terminated the janitorial service and explained that they had tried to charge the Library for work they didn’t do. She also reported that the average time they spent in the Library was 37 minutes per cleaning, where they had originally indicated that it would take 2 to 2 ½ hours to clean the Library. Interim LD Kinnamon has re-hired A Mark of Excellence because they have a proven track record. The expense will increase from $890 per month to $1,090 per month, but she has already received comments from the patrons about the improved cleanliness.

Effective Organizations – Ford Family Foundation

Interim LD Kinnamon announced that she and Sarah Hibbert will be taking part in the Ford Family Foundation program this fall. She invited the Board members to participate also if they area able. It is scheduled for October and November. Interim LD Kinnamon will email the exact dates to the Board.

Summer Reading Program finish

Interim LD Kinnamon announced that the completion of the Summer Reading Program was very successful.

Pres. Hardman complimented Interim LD Kinnamon and her staff on all the work they have been doing. Interim LD Kinnamon remarked that her staff has been great and she mentioned that Sarah Hibbert and Laurie Bailey were especially helpful in picking up extra programming responsibilities that resulted from the departure of a staff member in July.

Part-time Librarian interviews

In order to continue to function at the level that is expected, Interim LD Kinnamon worked with the program director of the Emporia State University School of Library and Information Management to identify candidates to fill a part-time Librarian position. She will be interviewing four candidates next week. Dir. Bowen requested that Interim LD Kinnamon keep the Board informed with her progress.

Old Business

Meeting for bylaw review/new board member orientation

Interim LD Kinnamon asked the Board if they would like to schedule a meeting to review the bylaws and go over board member roles and responsibilities. Dir. Bowen commented that she had re-read the bylaws earlier in the day and she really feels that they need to be reviewed and revised.

The Board discussed the timing for scheduling a meeting. Pres. Hardman would like to schedule a meeting for sometime in September. Interim LD Kinnamon will schedule the meeting when a time is agreed upon.

New Business

Library card use policy

Interim LD Kinnamon stated that the library needs to revise the Library card use policy (Appendix P in the Library Policies) to align with other libraries in the district. Sarah Hibbert provided details on the request to change the policy regarding the use of a library card by someone other than the owner of the card. The Board packets included a copy of the proposed changes. Interim LD Kinnamon stated that she recommends the proposed changes.

Dir. Marsh made a motion to approve the recommended changes to Appendix P in the Library Policies. Dir. Sager seconded the motion. The motion passed unanimously.

New board member selection

Pres. Hardman introduced Jane Troeh to the Board and the public. Ms. Troeh gave a brief personal history and stated that she spends a lot of time volunteering since she retired in 1997. She stated that she is sorry that Mr. Gurley-Rimberg withdrew, but that she would be very happy to serve as a Trustee.

Pres. Hardman stated that her term is up on September 30th, and that the new term of office begins on October 1, 2012.

Dir. Marsh made a motion to appoint Jane Troeh as a Library Board Trustee. Dir. Bowen seconded the motion. The motion passed unanimously.

Interim LD Kinnamon stated that the City Council will ratify the appointment at the September 10 City Council meeting.

Pres. Hardman clarified that the Library Board of Trustees must be composed of two Trustees from within Estacada city limits, and the remaining 3 Trustees may be from anywhere in the Library District. She further clarified that Janet Bowen and Suzanne Sager’s seats are the designated City seats, and the other three seats are open to anyone in the district.

President and Trustee Comments

Dir. Bowen stated that she is pleased with Jane Troeh’s acceptance of the task at hand, and that she believes the Board needs to look at the bylaws.

Pres. Hardman thanked Dir. Sager for the article she shared about the value of Public Libraries.

Dir. Sager stated that she apologizes but she will miss the next regularly scheduled meeting due to being out of town. She also stated that she doesn’t feel that she has really done anything with the Treasurer position. She doesn’t know if maybe that position isn’t needed or maybe another Trustee should fill that role. Additionally, Dir. Sager expressed her willingness and interest in talking on the role of Board President after Pres. Hardman’s term of office is complete.

Interim LD Kinnamon commented that although she is very busy and learning a lot she is having the most enjoyable working experience at the Library since accepting her initial appointment. She has been able to meet more people and, for instance, attended the recent memorial service for the Library’s first homebound patron, Jo McCord. She is proud of the staff, and appreciated the Board’s patience as she was taking on the new role. She feels that things are going really well and that the staff seems to agree.


The meeting was adjourned at 6:20 p.m.