February Minutes

 Estacada Public Library

Board of Trustees

Meeting Minutes – APPROVED

February 27, 2014, 5:30 p.m.

Flora 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, Circulation Manager Sarah Hibbert, Asst to CM Melanie Wagner.

 Public Input

There was none.

Review of minutes from the January 23, 2014 Meeting

Pres. Sager presented the minutes from January 23, 2014 for review by the board. Dir. Marsh made a motion to approve the minutes as presented. Dir. Bowen seconded the motion. The motion passed with 4 yes, 0 no, and 1 abstention (Bartel).

Director’s Report

Financial Report – LD Kinnamon stated that the next month’s expense report would reflect higher expenses in February due to completed facilities maintenance:

  • Dusting of high beams and light fixtures in the library and Flora Room

  • Men’s restroom exhaust fan repair

  • Men’s restroom lighting repair

Dir. Troeh asked for clarification of the “Transfer out/Library Reserve” line item. LD Kinnamon explained that these are funds set aside for larger expenses that may come up in the future, for instance the fiber optic project or building maintenance. Dir. Bartel stated that he would like to see this funding designated more specifically for certain projects.

LD Kinnamon reviewed the monthly statistics and reported that the usage stats were leveling out and increasing in most areas.

Maintenance Update – LD Kinnamon reported that the men’s restroom light and fan have been repaired. Dusting of rafters is complete and more than 28 light bulbs were replaced in the ceiling fixtures.

 Library Events Update – LD Kinnamon reported that the reception and author event for Steve Woods was attended by about 35 people and was hosted by the Friends of the Library.

The LEGO Club had 29 parents and children at the first meeting, and 45 at the 2nd meeting. The Library has purchased enough LEGOs to sustain a club and will continue the club meetings monthly. It is geared toward 3rd through 6th grade children.

Old Business

Library Sign:  Dir. Marsh stated that the board needed to make some decisions tonight to move forward with the sign project. The board discussed how much input they should obtain from the public and other interested groups. Dir. Marsh explained that she hoped to decide on the size/dimensions of the sign tonight and also choose an artist to work with.

 Dir. Marsh gave a report on the findings from her research. Dir. Sager said that it was her impression that the Estacada Area Literary Foundation (EALF) would fund part of the sign but not the entire amount. Dir. Bartel commented that if the EALF will be contributing to funding the sign that it should be included in the discussion of the design, however the sign project would be accomplished even if the EALF opted not to contribute funding.

The board discussed the basic design of the sign and there was a consensus that it would be elevated on a center post, rectangular, with 3 lines for amber text on the reader board, and the light box above the reader board would read “Estacada Public Library.”

Dir. Bartel suggested requesting a pricing option for 4 lines of text because it might not cost much more than 3 lines.

The board looked at designs submitted after the request for proposals went out. A range of media were represented including mosaic and metal art. The board was in consensus that neither the sign nor the art should be constructed of wood due to the maintenance needed to preserve it.

Dir. Marsh asked which artist the board preferred.  Dir. Bartel recommended going with a design that wouldn’t be directly attached to the sign. Pres. Sager liked the idea of keeping it simple. Dir. Marsh stated that the estimate for the sign without the art would be $7,000 to 9,000.

David Bugni recommended looking at details such as how large the letters should be based on the speed of the traffic and the space available for placing the sign. He also recommended putting out an RFP with performance specifications.

The board came to a consensus that the sign should be installed first and then they would work on the art. Mr. Bugni volunteered to do a sketch with the dimensions. Mr. Bugni and Dir. Bartel agreed to meet Friday, Feb. 28, to create the performance specifications. Other board members were invited to join them.

Dir. Bartel suggested the board hold a workshop to look over the specifications.

Dir. Marsh made a motion to request $15,000 from the Estacada Area Literary Foundation for the sign. The motion died for lack of a second.

Dir. Troeh recommended following the protocol for requesting funds from the EALF, in which case LD Kinnamon would present the request with at least three bids. Pres. Sager agreed with this recommendation.

The following plan was agreed upon:

  • Dir. Bartel and Mr. Bugni will meet Feb. 28 to determine the specifications for the sign.

  • The board will hold a workshop to view and discuss the specifications.

  • All who are interested in the sign design (not the art) are invited to attend the workshop.

  • Following approval of the sign design, it will be sent out for bid.

  • After the bids are received the board will have LD Kinnamon present a funding request to the EALF.

A workshop was scheduled for Friday, March 14, 2014, at 5:30 p.m. in the small meeting room at the Estacada Public Library. Prior to the workshop, Dir. Bartel will look into the requirements for sending out bids on a public project. Dir. Marsh will invite the EALF board to attend the workshop. (Note: the workshop was later rescheduled to accommodate a scheduling conflict of one of the board members. It was moved to Tuesday, March 11 at 5 p.m. in the Flora Room.)

Board Member Project Reports:

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

Technology Plan: Pres. Sager had nothing to report.

Maintenance Plan: Dir. Bartel reported that he is working with David Bugni on the maintenance plan and it will be very comprehensive and define the anticipated maintenance costs moving forward.

Wade Creek Park Phase 3: Dir. Bowen reported that there have been no Parks and Recreation Committee meetings in either January or February so she had nothing to report.

Friends of the Library: Dir. Troeh reported that the Friends group has seen people step forward with great leadership. The group is applying for 501 (c) (3) status, setting up a Web site, and collecting membership dues ($10). They have elected officers and are producing a membership brochure. They have received a $500 start-up donation from one local organization. The Master Plan is moving ahead and the Friends’ steering committee meets bi-weekly.

New Business

Budget FY 2014/15

LD Kinnamon reported that the library’s revenue from the County is anticipated to increase by $39,000 in the next fiscal year. She has been doing preliminary work on the budget with City Recorder Carey. The discussion of the budget will be brought to the next regular board meeting.

President and Trustee Comments

LD Kinnamon thanked Dir. Marsh for her work on the sign project.

 Adjournment

The meeting was adjourned at 7:20 p.m.

Next Meetings

Workshop:  Friday, March 14, 2014, at 5:30 p.m., Library Small Conference Room

Note: Workshop was changed to Tuesday, March 11, 2014 at 5 p.m. in the Flora Room.

Meeting:  Thursday, March 27, 2014, at 5:30 p.m., Flora Community Room