June Minutes

Estacada Public Library Board of Trustees

Meeting Minutes–Approved

June 27, 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, Executive Assistant Sadie Main.

Review of minutes from the May 23, 2013 Meeting

Pres. Sager presented the minutes from the May 23, 2013 meeting 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 5 yes and 0 no.

Public Input

No public input.

Director’s Report

          Library District Revenue:

LD Kinnamon reported that the last payment from the library district was received in the amount of $66,143.  This is $12,777 more than was estimated.  She explained that all but one of the libraries in the district (Wilsonville) received more than projected.


Library Events:

LD Kinnamon said that the library is seeing more people this season.  She reported that the Summer Reading Program has close to 400 signups.  On June 28th at 7 p.m., Park Ranger Dorothy Brown-Kwaiser will give a talk about her experience hiking the Pacific Crest Trail. LD Kinnamon has had positive feedback in anticipation of that program.  On June 29th Estacada native Marilyn Guttridge will be at the library to talk about winning a writing award and will sign copies of the book in which her winning story is published.  Most of the library staff will be in the 4th of July parade, where they will hand out Book Dollars, candy, bumper stickers (created by Sarah Hibbert) and invitations to the Centennial celebration on September 7th. 


LD Kinnamon reported that the City Council passed their budget on Monday night. 

LD Kinnamon attended the Wade Creek Park Phase III planning meeting on Tuesday night.  There were three different plans presented and she thought it was exciting to see the range of possibilities for the park.

LD Kinnamon reported that the increased library hours will begin on September 3rd.  Dir. Bartel hoped they would start earlier in the summer.  LD Kinnamon explained that all of the Summer Reading Program flyers have the current library hours listed.

Pres. Sager reported that the library statistics look good.  LD Kinnamon feels they have a healthy budget going into the next fiscal year.

Dir. Bowen wondered if people who have accumulated large library fines don’t come to the library for that reason.  LD Kinnamon thinks that is sometimes the case, but reported that they work with people who have fines over $25. 


Old Business

Strategic Plan Vote – Dir. Marsh asked if there is an increase in collection management.  LD Kinnamon explained that the budget had already been approved by the Board and there was no increase.  She explained that in 2006 when the new library opened, building up the collection was a priority. Now that the library collection is much larger than it was then the library has different collection goals. She said the collection is in constant change with items being added and withdrawn regularly. Dir. Bowen asked if there are standards for libraries regarding what size the collection should be.  LD Kinnamon said there are, but she would need to look up the percentages.

Dir. Troeh appreciates the community members who worked on the plan.  She supports what they produced.

LD Kinnamon feels that everything in the strategic plan can be attained, except maybe the parking lot. Dir. Bartel feels that without benchmarks and people in charge of achieving those benchmarks, it’s not very effective. However, he does appreciate the work that was done to create it.  LD Kinnamon stated it is the director’s responsibility to make sure the goals in the plan are achieved.  She also stated that benchmarks can be set when work begins on each goal. Pres. Sager feels that it’s good for staff to be able to go to the strategic plan and see that the work and ideas that they have are a part of it.  Dir. Bartel thinks the community should be part of the process of making sure benchmarks are being achieved. 

Dir. Bartel wants to be sure there is money in budget for collection management. LD Kinnamon assured him that the library purchases everything it needs, including patron requests.

Dir. Bartel asked if they received money from the Estacada Area Literary Foundation to fund the new computers. LD Kinnamon explained that the Foundation funding was contingent upon the creation of a technology plan. She felt that the need to upgrade the computers was more important and urgent than waiting until a technology plan could be devised. The library fully funded the purchase of six public computers which are now being used in the library.

Dir. Bartel asked if there is a steadier spending pattern now.  In the past, the library would have to hold back their spending for the first six months of the budget year while waiting for the funding from the district.  LD Kinnamon explained that she did not hold back on any purchasing in 2012-2013.

Dir. Troeh made a motion to approve the strategic plan as presented.  Dir. Bowen seconded the motion.  Motion passed with 4 yes (Dir. Bowen, Dir. Marsh, Pres. Sager, Dir. Troeh) and 1 no (Dir. Bartel).


New Business

Next Meeting Date – Date Conflict:  LD Kinnamon explained that the Flora Room is booked the week of July 22nd  for a Summer Reading program.  The Board agreed to cancel the July 25th meeting.  They will meet on August 3rd from 9 a.m. to 1 p.m. for board training and again on August 22nd at their regularly scheduled meeting.  LD Kinnamon feels that it would be worth paying for the board training if Cliff from the Ford Foundation isn’t available on August 3rd.  The Board agreed. 

Dir. Bartel asked LD Kinnamon to be aware that the Library District Advisory Committee referred to themselves as the Library Director’s Advisory Committee.  There was no indication where that information came from or on what document it appeared. LD Kinnamon told the Board that at least three libraries have citizen representatives and that it sounded like a simple mistake.

President and Trustee Comments

Dir. Troeh asked how the prizes for the Summer Reading Program are funded. LD Kinnamon explained that they receive money from the state and an annual grant from PGE. 

Dir. Troeh enjoyed her time at the board training. She said it made her want to learn more and spend more time with the board discussing things.  She also mentioned that she attended the Phase III planning meeting and found the third plan really interesting.

LD Kinnamon invited landscape architect Stephen Shibley to bring the design boards for Wade Creek Park Phase III to the library to put on display for public input when they are ready and also during the library Centennial celebration in September.

Dir. Bowen really enjoyed the board training with Cliff Jones.

Dir. Bartel agreed that the training was well worth the time.  He complimented the library staff on the long list of activities in the newspaper. 

Dir. Marsh enjoyed the training as well. She invited everyone to attend the documentaries that Johnni Reynolds puts on every third Friday of the month.  She invited everyone to see her 14 new paintings hanging at the Book Nook.

Pres. Sager thanked everyone for coming and really enjoyed the board training.



            The meeting was adjourned at 6:18 p.m.


Board Training: Saturday, August 3, 2013, 9:00 a.m. in the Flora Room

Next Meeting:  Thursday, August 22, 2013, 5:30 p.m. in the Flora Room