August Meeting Minutes

Estacada Public Library Board of Trustees

Meeting Minutes –APPROVED

August 22, 2013, 5:30 p.m.

Flora Community Room

Meeting Called to Order

Pres. Sager called the meeting to order at 5:33 p.m.

Present:  Pres. Suzanne Sager, Dir. Kraig Bartel, Dir. Janet Bowen, Dir. Earlean Marsh,
Dir. Jane Troeh, Library Director Michele Kinnamon, Asst to CM Melanie Wagner.

Public Input

No public input.

Review of minutes from the June 27, 2013 Meeting

Pres. Sager presented the minutes from the June 27, 2013 meeting for review by the board. Dir. Troeh made a motion to approve the minutes as presented. Dir. Bartel seconded the motion. The motion passed with 5 yes and 0 no.

Review of notes from the August 3, 2013 Workshop

Pres. Sager presented the notes from the August 3, 2013 workshop. The board reviewed the notes and added the following information regarding tasks that the directors volunteered for at the workshop:

Outdoor Sign:  Dir. Marsh, Dir. Troeh and Dir. Bowen

Friends Group: Dir. Troeh, Dir. Bowen and Dir. Marsh

Technology Plan:  LD Kinnamon, Pres. Sager and Dir. Marsh

Building Maintenance Plan:  Dir. Bartel and Pres. Sager

Wade Creek Park Phase III:  Dir. Bowen, Dir. Troeh

Director’s Report

          Stats & Reports:

LD Kinnamon reported that the Library Consortium has $67,000 allocated for E-book purchases and the directors want to expend those funds before collecting more from member libraries.

LD Kinnamon said that Librarian Sprague, assisted by library staff and volunteers, conducted school visits this spring and that those visits made a difference in the number of students signing up for the summer reading program.

Centennial Update:

LD Kinnamon gave an update on the planning for the Centennial celebration that will take place on September 7th. There was an article in the Estacada News about it this week. LD Kinnamon reported that she ordered tote bags with the Library’s logo recently and that they had now arrived at the library. She brought one to the board meeting to show. Cost of  each bag was $1.35 each;  they will be sold for $3.00 each.

Estacada Area Literary Foundation Funding Request:

LD Kinnamon presented an EALF funding request to the board for approval. The request was for $300 for a 12-month subscription to BookPage, a monthly book review publication. Fifty copies per month are included in the annual subscription fee. LD Kinnamon subscribed to a free, 2-month trial subscription and found that all available copies were picked up by patrons. She said that having this publication available would educate patrons about new books, with the hope that this knowledge would lead to more circs and more purchase requests. LD Kinnamon asked for approval of the request.

Dir. Troeh made a motion to present the funding request to EALF for a subscription to BookPage. Dir. Bowen seconded the motion. The motion passed: 5 yes, 0 no.

Old Business

Workshop Outcome:

Each Director gave a brief synopsis of the work plan on which they volunteered to lead.

Outdoor Sign: Dir. Marsh reported that she has done some checking and she needs to know what the dimensions of the sign would be before she gets estimates. Dir. Bartel said that the original plan was for a stone base and wood sign with a reader board incorporated and the estimate was around $16,000 to $17,000. The latest plan from FY 2010-2011 was to obtain funding from the (then) Estacada Library Foundation. Dir. Marsh stated that she would like to see the board come up with a design that they agree on and then present the plan to the Estacada Area Literary Foundation for consensus on the design and to request funding for the project. Dir. Marsh pointed out that some of the things the board will need to think about are the number of lines on the reader board and if it will be available for public announcements. There are three directors in this work group so when they meet it will be a public meeting.

Technology Plan: Pres. Sager and LD Kinnamon are planning to meet in October to develop a plan which will identify time frames for replacing computers in the library.

Building Maintenance: Dir. Bartel is planning to begin this process during the last half of September. The idea is to create an overarching plan which will include long-term maintenance of the building and short-term plans for furniture replacement in order to keep the building in good shape.

Friends of the Library: Dir. Troeh and Dir. Bowen will have a sign-up table at the Centennial. Dir. Troeh asked Pres. Sager if she would order a publication from ALA to help with the Friends group.

Wade Creek Park Phase III:  Dir. Bowen is checking into how to get involved with this.

New Business

Dir. Bartel asked LD Kinnamon if she could provide copies of the Monthly Statistics Report at the board meetings because he can view it at home, but his computer won’t print it out very well. LD Kinnamon stated that she will bring five printed copies to the meetings so each director will have a paper copy.

President and Trustee Comments

Pres. Sager stated that she was very thankful for the Ford Foundation Workshop. She felt that it was very beneficial.

Dir. Bowen commented that the Ford Foundation workshop was wonderful and really focused the board.

Dir. Marsh affirmed that it was a good meeting.

Dir. Troeh stated that she went to the Estacada Area Literary Foundation meeting on August 5 and that the Foundation generously donated $250 toward expenses for the Centennial celebration. Additionally, she related the story of a library patron who commented on the excellent service received from library staff. Dir. Troeh complimented and thanked the staff for their quality service.


The meeting was adjourned at 6:13 p.m.


Next Meeting:  Thursday, September 26, 2013, 5:30 p.m.

in the Library’s small conference room