March Meeting Minutes

 Estacada Public Library

Board of Trustees

Meeting Minutes – APPROVED

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

Flora Room

Meeting Called to Order

Pres. Sager called the meeting to order at 5:44 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 February 27, 2014 Meeting, and the March 11, 2014 Workshop

Pres. Sager presented the minutes from February 27, 2014, meeting and the March 11, 2014, workshop for review by the board. Dir. Marsh made a motion to approve the minutes as presented. Dir. Bartel seconded the motion. The motion passed with 5 yes, 0 no. 

Director’s Report

Financial Report – LD Kinnamon presented the statistics and financial reports to the board. She noted that the numbers were down on the monthly statistics, and attributed this to the February severe weather emergency closures. She reported that the revenue and expenses were right on track. She mentioned that the “Equipment and Furniture” line item still has funds and requested approval from the board to purchase 5 public computers and 3 staff computers totaling $9,064. She wants to purchase them by the end of the ’13-‘14 fiscal year (July 1), and then purchase an additional 5 public computers and 3 staff computers at the start of the ’14-‘15 fiscal year. LD Kinnamon stated that by making these purchases in this way they will be distributed over 2 fiscal years for budgeting, but they will be purchased at close to the same time which allows for better pricing.

The board discussed the age of the computers currently in use. LD Kinnamon explained that it has been working well to replace 5 of the public computers each fiscal year rather than replacing them all at once. There will only be 5 of the oldest computers remaining after these purchases. The board discussed the need to replace computers or to reduce the number of public computers based on the number of public sessions decreasing in the statistics. They also discussed the options of laptops or iPads.  LD Kinnamon stated that she, Librarian Sprague, and Circulation Manager Hibbert will evaluate options for replacing the children’s early learning computers during their attendance at the OLA conference where they can talk to vendors. She also reported that laptops and tablets cannot use our current public printer because it is not wireless. 

LD Kinnamon reported that the computers they have chosen to purchase were recommended by Library Network and are a good fit for technology as it progresses.

Dir. Bartel made a motion to approve the request for funding to purchase 5 new public computers and 3 new staff computers. Dir. Bowen seconded the motion. The motion passed, 5 yes, 0 no.

Library Events Update – LD Kinnamon reported that the author event for Judy Beaudoin was very successful. She stated that on April 17th there is another author night scheduled for local author Stacia Hannum. They continue to host the Lego Club. Computer tutorials are expanding to Saturdays between 11a.m. and 1p.m.

LD Kinnamon met with Jane Reid and other arts community members this week to continue their discussion of staging art exhibits in the library. The group, which included Kinnamon, Jack Townes, Am Griswold, Nina Bradford, Joe Bogart and Ms. Reid, decided to start with mounting three exhibits a year. The first exhibit will be works honoring the 100th birthday of former Oregon Poet Laureate William Stafford created by the Portland Society for Calligraphy. It will run from May 7 through June 4, 2014. 

LD Kinnamon reported that she attended the Chamber of Commerce luncheon last week. Local businesses are working towards promoting their services to cyclists and to show support for this initiative LD Kinnamon has applied for the library to be certified as a “Bike Friendly” business. The library has ordered a customized sign that publicizes the services the library can offer to visiting and local cyclists: Wi-Fi, bicycle parking, cell-phone charging and visitor information.

New Business

Budget FY 2014/15

LD Kinnamon presented the draft budget to the board. There was a consensus to hold a workshop before their next regularly scheduled meeting to discuss the budget. Dir. Bartel would like to understand how the unspent funds from this fiscal year roll over to the next year. A workshop was scheduled for 5:00 p.m., April 24, 2014, and the board requested that City Recorder Denise Carey attend the workshop. The board will email questions to LD Kinnamon prior to the meeting. 

Old Business

          The directors presented updates on projects they had chosen to work on.

Maintenance Plan:  Dir. Bartel has been working on the maintenance plan. He reported that the secondary draft is being reviewed and edited. The plan should be complete in approximately two weeks. 

Wade Creek Park Phase 3:  Dir. Bowen stated that she had attended the Parks and Recreation Commission meeting. She learned that there is a lot of passion to develop the land on the far side of the pond as phase 3 of the park, but it is on hold due to the need for a large amount of funding. She said that the Parks and Rec Commission will be applying for grants but they are waiting for the most opportune time to do so. She also reported that there is a group that is interested in forming a Parks and Recreation District similar to the Library District.

Friends of the Library: Dir. Troeh reported that the Friends group has appointed two more board members. Three positions were available. She said that the Web site is being developed and more members have joined. They are creating a brochure. 

Library Sign:  Dir. Marsh displayed an example of the calligraphy for the sign which read “Estacada Public LIBRARY.” She will find out more about the enlarging process when a sign company is chosen. There was consensus that the lettering is beautiful and legible. The board discussed how the artist might be compensated because the calligraphy process is very time-consuming.

Dir. Troeh made a motion to accept the design for the lettering on the light box as presented by Dir. Marsh. Dir. Bowen seconded the motion. The motion passed, 5 yes, 0 no. 

President and Trustee Comments

Pres. Sager thanked everyone for being here and commented that it was a very good meeting.

Dir. Bartel stated that a lot of progress has been made in the past few months. 

Dir. Troeh commented that she is amazed at how far they have come since their August 2013 workshop with Cliff Jones from the Nonprofit Association of Oregon.

Dir. Bowen stated that the board workshop with Mr. Jones was a real plus. 

There was consensus that the board would like to have a yearly goal-setting exercise like they did with Mr. Jones.


            The meeting was adjourned at 6:39 p.m. 

Next Meetings

Budget Workshop:  Thursday, April 24, 2014, at 5:00 p.m., Flora Community Room

Meeting:  Thursday, April 24, 2014, at 5:30 p.m., Flora Community Room