December Minutes

 Estacada Public Library

Board of Trustees

Meeting Minutes - APPROVED

December 5, 2013, 5:30 p.m.

Flora Room

 

Meeting Called to Order

Pres. Sager called the meeting to order at 5:40 p.m.

 

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

Public Input

There was no public input.

Review of minutes from the October 24, 2013 Meeting

Pres. Sager presented the minutes from the October 24, 2013 meeting for review by the board. Dir. Marsh requested to amend the minutes to reflect her statement that she contacted more than one sign company during the director reports segment.  Dir. Marsh made a motion to approve the minutes as amended. Dir. Troeh seconded the motion. The motion passed with 5 yes and 0 no.

Pres. Sager stated that the order of the agenda would be revised to allow a guest speaker’s presentation.

New Business

Guest David Bugni presented a proposal that came out of early meetings of the new Friends group.

Mr. Bugni reported that the Friends discussed creating a “master plan” for the Library, The group is requesting approval of the Library Board. Mr. Bugni showed the board examples of plans he had created for the school district. He explained that a master plan usually covers 10 years, whereas a technology plan, which would be included in the master plan, only forsees three years because technology changes so rapidly. He also explained that the master plan would spring forth from goals outlined in the 2013-2018 strategic plan. Mr. Bugni stated that a strategic plan is a good starting point for the master plan which reaffirms the goals and vision of the organization. The master plan includes action steps and cost estimates.

Mr. Bugni suggested that a task force/committee be formed that would include the library board, library staff, the Estacada Area Literary Foundation and interested community members. Mr. Bugni recommends a group of approximately 15 as a workable size for this project.

LD Kinnamon stated support for this project and for Mr. Bugni and the friends group for their work so far in moving forward.

Directors Troeh, Marsh and Bartel expressed support for the project and discussed benefits of such a plan.

Dir. Marsh made a motion to create a task force to move forward with the master plan. Dir. Bartel seconded the motion. The motion passes 5 yes, 0 no.

The master plan meeting is Tuesday, January 7, 2014, at 6:30 p.m. in the library.  Mr. Bugni will present the time requirements and work plan at this meeting so attendees can decide if they will be able to participate on the task force/committee.

Mr. Bugni also offered his assistance on the outdoor sign project. He has experience with construction engineering of signs such as this one could help the library reduce costs related to the project.

Director’s Report

Financial Reports – LD Kinnamon asked if there were any questions about the statistics presented in the reports. There was a discussion about why e-books in Library2Go encounter hold times. LD Kinnamon explained that the Oregon Digital Library Consortium purchases ebooks for Library2Go and that usage rights are purchased that allow only a certain number of checkouts per ebook.

EALF Funding Request Update – LD Kinnamon reported on the funding requests presented to the EALF at its November meeting.  LD Kinnamon and Dir. Troeh attended that meeting.

®    Wii gaming system for teen lounge – Request approved. EALF will grant $1,000 for the purchase of the requested equipment.

®    Children’s furniture – Request denied due to fewer than three estimates presented. Because of the great need for the furniture requested, LD Kinnamon purchased a table from Costco which was delivered for free and 12 stools from Ikea @$6 each which she purchased in person. She asked the EALF chairman about submitting a request for reimbursement and is awaiting a reply. The items purchased were much less costly than the original request.

®    Legos for kids club – Request denied. EALF felt that the Legos could be acquired for free through donations. LD Kinnamon said the staff disagreed and would explore other options for purchasing Legos.

 

Maintenance Update – LD Kinnamon gave a progress report on current building maintenance issues brought up at the last meeting:

o   The “Open” sign has been replaced.

o   A smoke detector has been replaced.

o   The Flora Room shade chain has been repaired.

o   The men’s toilet paper lock is still broken. The supplier listed in the Library’s O&M manual has been contacted to order a new lock.

o   A fist-sized hole in the drywall by the men’s restroom needs to be repaired. LD Kinnamon called a repair person recommended by a board member. This person did not show up as agreed. Will pursue other options.

o   Service Master has washed all the windows and provided an estimate to do the high dusting. The estimate was $700 so LD Kinnamon would like to obtain other estimates. The board recommended contacting companies who could take on this task once or twice a year.

o   Doors in the Flora Room have some pieces missing and they are specialty doors. Dir. Bartel is still working on coordinating with the recommended supplier but they are based in Seattle so he may look for other options.

o   The floor trim in the hallway has not been repaired. LD Kinnamon is looking for appropriate licensed contractors who can take on the job.

o   The airflow to the men’s restroom still needs attention.

o   The fireplace has been serviced and the propane tank refilled.

Dir. Marsh inquired about more exterior lighting at the back side of the library. LD Kinnamon suggested that it could be addressed as a longer term project that would be included in the master plan.

Library Events Update – LD Kinnamon reported that 76 people attended Matt Shibahara’s presentation about his childhood in a Japanese Internment Camp. She also reported that 3 or 4 people attended a Cover Oregon meeting that was held at the library. There will be more information sessions scheduled for Cover Oregon.  There will also be an Origami workshop on December 23 and a new Lego Club starting in January 2014.

Old Business

Board Member Project Reports:

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

Technology Plan: Pres. Sager stated that she had nothing to report and that she and LD Kinnamon will work more in January on the technology plan, possibly with Mr. Bugni’s assistance as this will be a part of the master plan.

Friends of the Library: Dir. Troeh reported that there have been three meetings for the Friends group and it is progressing well. In addition to proposing a master plan project, they have decorated the tree in the library and are planning “Cider in the Stacks” event for 2 p.m. to 5 p.m. on December 18th. Quite a few friends signed up to help with this event. The group has formed a steering committee to explore steps to becoming a 501c3 corp. Dir. Troeh thinks the Friends group will be a good mix of fun and work.

Building Maintenance: Dir. Bartel reported he has been working on a getting a contractor for the door repairs. He also said that he would like to help LD Kinnamon more with the library maintenance. He thinks the master facilities plan as part of the library master plan is a great idea.

Wade Creek Park Phase 3:  Dir. Bowen stated that she had nothing new to report about the Park and Recreation Committee’s plans for park expansion.

Outdoor Sign: Dir. Marsh stated that everything had been covered in the workshop before the meeting.

President and Trustee Comments

Pres. Sager thanked everyone for coming to the meeting, wished them a great Christmas, and looks forward to seeing them on the 18th for “Cider in the Stacks.”

Dir. Troeh asked if there were any decisions the board wanted to make following the workshop held prior to the meeting.

Dir. Marsh stated that she will work with LD Kinnamon to get the word out about designing the sign.

There was a brief discussion about the board gaining a better understanding of the city code requirements. Dir. Marsh commented that at this time they are asking for a simple design sketch not an engineering plan.

Dir. Troeh said that the Friends group would like the Library Board to extend a written invitation to the EALF members to attend the January 7th master plan meeting. There was consensus to invite the EALF to come to the meeting. The invitation will be signed by Pres. Sager.

Adjournment

            The meeting was adjourned at 6:45 p.m.

Next Meeting:  Thursday, January 23, 2014, at 5:30 p.m.

Flora Community Room