December 2011 Minutes

Estacada Public Library
Board of Trustees
Minutes
December 1, 2011
Small Conference room, 5 p.m.

Call to Order

The meeting was called to order at 5:35 pm by Chair Hardman.

Present: Chair Karen Hardman, Dir. Greg Johnson, Dir. Janet Bowen, Dir. Earlean Marsh,

Dir. Gloria Polzin, Library Director Anna Stavinoha, Sarah Hibbert, Jenny

Fleenor, Asst to the City Manager Melanie Wagner

Absent:

Reading of the Minutes from the November Meeting

Dir. Hardman gave the Board time to review the minutes from the November Meeting, and asked if there were any additions or corrections to note. There were none.

Dir. Marsh made a motion to approve the minutes. Dir. Johnson seconded the motion. All were in favor with the exception of Dir. Polzin who abstained because she was absent from the November meeting.

Additions to the Agenda

LD Stavinoha requested to add a report on staff background for the benefit of the new board members. Chair Hardman suggested that she give the report during the Library Director’s Report.

Public Input:
Michael Bourgo – Mr. Bourgo handed out information on a Collection Development Policy. He thanked the Directors for moving their meeting time to the evening to accommodate public attendance. Mr. Bourgo also asked the Board to consider bringing to their meeting a more inclusive feeling rather than exclusive. He then recounted the duties of the Library Board Members.

Dir. Hardman stated that the Board would take Mr. Bourgo’s input under advisement and would respond at the next meeting

Library Director’s Report:

Library Staff Background: LD Stavinoha gave the education and employment history for Sarah Hibbert, Jennifer Fleenor, Michele Kinnamon and herself. She stated that she is very pleased to have the benefit of long-term staff as well as highly educated staff.

The Board expressed interest in meeting more of the staff, and there was a brief discussion of having Library staff introduce themselves at Board Meetings in the future.

Library Statistics: LD Stavinoha reported on Library statistics for the past month.

Expense and Revenue Ledger: LD Stavinoha reported on the expense/revenue ledger and stated that staff is working to keep utility expenses down. They are cutting expenses where they can do so without reducing services. The option of meeting slightly later in the month was discussed so that the Board could get a financial report that is closed out. Monthly reports are closed after the City Recorder receives the bank statement each month.

Director’s Group meeting in November- none, canceled: LD Stavinoha reported that the meeting in November had been cancelled, but the December meeting will take place December 2nd.

Programming Updates:

Ms. Fleenor presented the Board with seven funding requests to be sent to the Library Foundation.  All requests for Library Foundation support must be pre-authorized by the Library Board. There were 3 requests regarding adult programming and 4 requests regarding children’s programming.

Dir. Polzin made a motion to approve the funding requests as a whole.

Directors Johnson, Marsh and Bowen stated that they would like to review and approve the projects individually.

The Board discussed the following proposals and voted to approve or deny the requests as follows:

Project 1:      $450 – Story Time Props for the Children’s Area of the Library

Dir. Marsh moved to approve the Request for Funding for submission to the Library Foundation. Dir. Johnson seconded the motion. The motion passed                       unanimously.

Project 2:      $919 – “Welcome to the Library Baby” Program

The Board discussed the details of this proposal. Dir. Polzin moved to approve the Request for Funding for submission to the Library Foundation. Dir. Johnson                            seconded the motion. The motion passed with four Directors in favor. Dir. Marsh voted not in favor.

Project 3:      $168 – Carpet Squares for Children’s Story Time

Dir. Marsh moved to approve the Request for Funding for submission to the Library Foundation. Dir. Johnson seconded the motion. The motion passed unanimously.

Project 4:      $300 – Teen Toys for Interaction (games, puzzles, etc.)

Dir. Marsh moved to approve the Request for Funding for submission to the Library Foundation. Dir. Johnson seconded the motion. The motion passed                         unanimously.

Project 5:      $3,000 – Non-Fiction DVD Development

Dir. Johnson moved to approve the Request for Funding for submission to the Library Foundation. Dir. Bowen seconded the motion. The motion passed                                    unanimously.

Project 6:      $90-150 – Portable Projection Screen for the Community Room

Dir. Johnson moved to approve the Request for Funding for submission to the Library Foundation. Dir. Bowen seconded the motion. The motion passed                                    unanimously.

Project 7:      $700 – Honorarium for Volunteer Tutor (25 weeks, 3 hrs a week-2011)

Dir. Marsh made a motion to approve the Request for Funding for submission to the Library Foundation. The Board discussed various ways to show gratitude to                   volunteers. Dir. Marsh withdrew her motion. There was a general consensus to think about other ways to show appreciation to volunteers. The Request for                       Funding was not approved by the Board.

Old Business:

Maintenance Plan progress and discussion of possible committee:  LD Stavinoha reported that she spoke with City Manager Bill Elliott who agreed that there was a need for a basic maintenance plan. LD Stavinoha asked the Board if they preferred to create a committee to work on this, or if they preferred to have staff continue to research and develop the plan. There was a discussion of what the options might be and the general consensus was for the staff and board to investigate possibilities and report back at next month’s meeting.

Holiday Potluck:  LD Stavinoha informed the Board that the City Staff Holiday Dinner had been scheduled for the same night as the potluck and that most of the Library staff would like to participate in the city dinner. The Board discussed whether to reschedule the potluck, but due to the busyness of the season the potluck was cancelled.

Electronics Fair:  LD Stavinoha reported that some book publishers are trying to have libraries restricted in the number of times they can check out an electronic version of an item before the library has to repurchase the item. The outcome and effect of this is uncertain at this time. However, staff would like to purchase a Kindle so that they can learn how to use it in an effort to respond to patrons’ inquiries. Staff is still considering the pros and cons of making this purchase. Dir. Polzin left the meeting due to a prior commitment.

New Business:

Friends Group presentation – Michael Bourgo:  Mr. Bourgo explained that he has formed a committee to begin the Friends of the Estacada Library. He indicated that 10-12 people are involved so far and that they are in the planning stage. Mr. Bourgo also handed out packets with information regarding the responsibilities of the Library Board Trustees and stated that he is interested in helping the Board in fulfilling their duties. Chair Hardman said that the Board will take this into consideration.

Materials Selection Policy review:  LD Stavinoha stated that she had placed the Materials Selection Policy in the Board Meeting Packets for review.

The following New Business items were not discussed due to lack of time:

§  Adopt-A-Family and Christmas for Kids programs

§  Bags in the library – tote, backpacks, etc

§  Survey and Report on Library usage statistics

Additional Comments:

Dir. Marsh recommended promoting the Library in the local newspaper.

Adjournment:

The meeting was adjourned at 7:33 p.m.

Next Meeting: Thursday, January 5, 2012, 5 p.m., Library Flora Room