March Budget Workshop Minutes

Estacada Public Library

Board of Trustees

Budget Workshop Minutes—APPROVED

March 12, 2013  7 p.m.

Flora Community Room

Meeting Called to Order
Pres. Sager called the meeting to order at 7:02 p.m.

Present: Dir. Kraig Bartel, Dir. Janet Bowen, Dir. Earlean Marsh, Pres. Suzanne Sager, Dir. Jane Troeh, Library Director Michele Kinnamon, Librarian Annie Sprague, Asst. to CM Melanie Wagner


Director’s Comments re: Budget
LD Kinnamon reported that the rule of thumb in allocating for a collection is 10% of the total operating budget. For instance, the average spent in Clackamas County is 10.3%. She recommends allocating $65,500 for the 2013/14 budget and feels that the library’s collection needs can be met with that amount. She said that being part of the LINCC consortium means that Estacada doesn’t need to purchase everything that is published/released and that it’s important to know the community and buy accordingly.

Budget Discussion
LD Kinnamon stated that the memo CR Carey wrote and included with the draft budget detailed adjustments that had been made since the February board meeting discussion.

The Board discussed maintenance and development of the collection especially related to children’s non-fiction, the purchase of very popular books, and receiving input or requests from patrons.
Dir. Bartel remarked that he wants to make sure that the collection development process is very inclusive and is what the community wants. LD Kinnamon said that patrons are encouraged to submit requests through the suggestion box, which specifically invites purchase requests, and during patron interactions at the circulation and information desks.

Dir. Bartel voiced concern about “bottlenecks” at a couple of points which are time-consuming for staff: ordering and processing. LD Kinnamon said that she is considering a different vendor that offers a more efficient ordering process.

Ms. Sprague commented that she expects the (currently forming) Teen Council to help with collection building because teens will be able to discuss their favorite books, music, movies, etc. which would provide some guidance to local needs and wants. She also stated that librarians’ interaction with patrons enables them to ask if they found what they were looking for. LD Kinnamon stated that she receives patron requests and fulfills them.

Dir. Bowen recommended asking the school teachers how we can help them because the school library system has been hit hard with budget cuts. She stated that since ours is a community library it could fill some of the gaps which would increase patron use of the library.

Regarding staffing, LD Kinnamon said that the part-time staff has been asked if they want more hours and most do not want to take on more hours or responsibility. A job announcement for two part-time, on-call Library Assistants will be posted by the end of the week.

The board agreed on the benefit of bringing Librarian Annie Sprague up to full-time status beginning April 1, 2013. They will make an official motion and vote on this recommendation at their next regular meeting.

The board discussed the replacement of furniture in the Flora Room. Dir. Bartel suggested that the funds generated by the rental of the Flora Room would be sufficient to make the purchases so that it is actually self-funding. He asked that LD Kinnamon get a price quote for replacement chairs and bring it to the next board meeting. LD Kinnamon said that the old chairs could be sold at the Book Sale in April. Dir. Bowen suggested that LD Kinnamon recommend quality furniture rather than the least expensive.

The board was in agreement that the draft budget looked sound. They will continue to think about it in case they want to make other recommendations prior to submitting it to the city manager.

Library Hours of Operation
LD Kinnamon stated that in considering the issue of library hours, consistent opening times seemed to be the most-often voiced request in addition to adding more hours.

LD Kinnamon recommended the following: Monday through Thursday: 10 a.m. to 7 p.m., Friday through Sunday 12 p.m. to 5 p.m. for a total of 51 open hours. Considerations included times that the library is busiest, the need for a monthly staff meeting before opening and work time for staff during closed hours to devote to shelf and collection maintenance, school visits, meetings, preparation, etc…

Dir. Bartel stated that he was hoping to get closer to 65 open hours as in the past, but that this sounds like a good conservative plan to move forward with.

Dir. Troeh said that her preference for Friday through Sunday would be 11 a.m. to 4 p.m.

LD Kinnamon said that the 4 p.m. to 5 p.m. hour is actually busy Friday, Saturday and Sunday as patrons pick up materials for the weekend.

Dir. Bartel stated that he would also like to see an earlier start time and suggested being open from 11am to 5pm on the weekends at some point in the future.

The board asked LD Kinnamon to determine a date when new hours could be implemented and to make a recommendation at the next board meeting.

President and Trustee Comments
Pres. Sager voiced her appreciation of LD Kinnamon and CR Carey’s work. She feels it is a good strong budget for moving forward.

Dir. Bartel thanked LD Kinnamon for reinstating a link to the Estacada Area Literary Foundation on the Library’s Web site.

Dir. Bowen, Dir. Troeh and Dir. Marsh also expressed their appreciation for CR Carey’s work throughout the budget process.

The meeting was adjourned at 8:12 p.m.