January 2014 Board Minutes

 Estacada Public Library

Board of Trustees

Meeting Minutes –Approved

January 23, 2014, 5:30 p.m.

Flora Room

Meeting Called to Order

Pres. Sager called the meeting to order at 5:34 p.m. 

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

Absent:  Dir. Kraig Bartel 

Public Input

Jon Potts, 36200 SE Divers Rd., Estacada – Mr. Potts stated that he is concerned about the men’s restroom exhaust fan not working. He would like to know what is delaying the repair and asked if there was any projection on when it will be fixed.

Pres. Sager responded that LD Kinnamon would address maintenance in the Director’s Report.

Review of minutes from the December 5, 2013 Meeting

Pres. Sager presented the minutes from December 5, 2013 for review by the board. Dir. Troeh made a motion to approve the minutes as presented. Dir. Bowen seconded the motion. The motion passed with 4 yes and 0 no. 

Director’s Report

Financial Reports – LD Kinnamon reported that the library had received the first payment of the fiscal year from the County and they will receive 2 more payments. She reported on the budget vs. actual expenditures and asked if there were any questions. LD Kinnamon also reported on the circulation statistics.

Library Events Update – LD Kinnamon reported that the first LEGO Club event was a great success. A local LEGO “superuser” who facilitates club meetings at other libraries brought in LEGOs for the kids to use. They were able to take their creations home. There were 29 attendees including kids and parents. The next club is scheduled for February 15.

LD Kinnamon reported that weekly story time on Wednesday has grown very large.  On Jan. 22, 71 kids and parents were in attendance. LD Kinnamon is considering expanding story time to two sessions: Wednesday and Thursday.

February is “Food for Fines” month.

LD Kinnamon announced that local author and former Estacada school principal Steve Woods will host a presentation and signing of his new book Sorta Tough on February 26, at 6 p.m. in the Flora Room. 

The action plan committee is still meeting bi-weekly under the leadership of David Bugni and will continue through March.

Maintenance Update – LD Kinnamon gave a progress report on current building maintenance issues:

·         She called contractors that had been recommended to do repairs on the building, however neither of the recommended companies could do the work. She will continue looking for a company that can repair the drywall by the men’s restroom and the refinish baseboards in the hallway.

·         Looking for appropriate companies that can do the overhead dusting.

·         Men’s restroom.  LD Kinnamon got recommendations of companies to conduct airflow evaluations and adjust the system. The restroom tile needs to be deep cleaned, sealed and re-grouted.  LD Kinnamon is looking for contractors to do the work. The board briefly discussed the problem of vandalism and options to reduce it.

New Business

Guest: Mayor Brent Dodrill – proposed code changes

Mayor Dodrill thanked the board for all the time they spend and handed out copies of the City Charter. He also stated the charter is available on the city website or at City Hall. Mayor Dodrill explained that the Library Board had made a recommendation in the past to change the boundaries for board members to state the “Library District” rather than the “School District,” and the City Council is considering code changes that would address this. 

Mayor Dodrill then gave a brief overview of the code changes that are being considered and explained that they are working toward having all the city boards and commissions reflect a similar format in the city code. The proposed changes are 1) changing “school district” to “library district,” 2) adding that board members serve without compensation, 3) making a wording change to say “membership” which is the same format as other commissions, 4) strike out a reference to the City Charter because the commissions are not addressed in the City Charter.

Mayor Dodrill stated that if anyone has any questions about the code changes that are being considered that they can call him or Denise Carey at City Hall.

Funding for possible library survey

LD Kinnamon reported that the action plan committee, at its Jan. 21 meeting, discussed the possibility of hiring a research company to do a survey of registered voters to ask about library usage and needs.  The committee determined that spending $5-10,000 on a survey wasn’t necessary at this point. They believe that they can get data and statistics from other sources and the survey of library patrons done in 2012 for the strategic plan can be used going forward.

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 this project is on hold pending the master plan recommendations.

Wade Creek Park Phase 3:  Dir. Bowen stated the phase III plans had been turned in to the city. She also learned that Jane Reid is submitting a grant request for the project which would include returning the pond to a stream and wetland. She said the Parks and Recreation Commission also have a more modest plan if the grant money isn’t funded.

Outdoor Sign: Dir. Marsh stated that the deadline for artists to submit rough drawings for the project is February 1. Dir. Marsh will contact local sign companies for advice on the size and height. At the next meeting she hopes to be ready to discuss the design of the overall sign.

Friends of the Library: Dir. Troeh reported that last Tuesday the action plan committee met and this coming Tuesday, January 28, at 6:30 p.m., the steering committee will meet. She indicated there has been good participation and again invited all who are interested.

President and Trustee Comments

Pres. Sager said that she will be attending the ALA conference in Philadelphia over the weekend. She also reminded the board that the draft of the State Library Standards is out and comment is invited. LD Kinnamon said that the State Library Standards have not yet been adopted and that they are still in the comment phase. She said that at a recent meeting of Oregon library directors she attended there was intense discussion of this plan and it was not accepted by all. Directors have January and February to submit comments and recommendations to the draft standards.


            The meeting was adjourned at 6:15 p.m.

Next Meeting:  Thursday, February 28, 2014, at 5:30 p.m, Flora Community Room