March Minutes

Estacada Public Library

Board of Trustees

Minutes

March 22, 2012

Flora Community Room, 5:30 p.m.

FINAL APPROVED

Call to Order

The meeting was called to order at 5:30pm by President Hardman.

Present:           President Karen Hardman, Dir. Janet Bowen, Dir. Earlean Marsh,

Dir. Suzanne Sager, Library Director Anna Stavinoha, City Manager Bill Elliott,

Asst to the City Manager Melanie Wagner, City Council Liaison Sean Drinkwine

President Hardman stated that there needed to be an addition to the agenda and that the Strategic Planning Committee would be added to Old Business.

Public Input:

Johnni Reynolds, 21755 SE Coop Rd, Eagle Creek:  Ms. Reynolds stated that she is disappointed that the Board didn’t take applications for the Strategic Planning Committee. She requested that the Board make a public statement about not putting out applications.

President Hardman announced that the next Strategic Planning Committee meeting is scheduled for Tuesday, April 3rd, at 7:00pm and invited everyone to attend.

Dir. Marsh made a motion to accept applications for the Strategic Planning Committee until next Tuesday.

Dir. Sager seconded the motion. President Hardman asked for a roll call vote. Dir. Bowen – yes,
Dir. Sager – yes, Dir. Marsh – yes, Dir. Hardman – yes. The motion passed unanimously.

LD Stavinoha stated that applications would be available at the library and on the website.

Malana Ganz, Wildcat Mountain Rd, Eagle Creek:  Ms. Ganz stated that she has an interest in being involved with the Strategic Planning Committee, but she hasn’t been able to get an application. She asked how the process will work and how she missed the changes.

President Hardman gave a brief description of her efforts to gain community involvement with the Strategic Plan Update.

Lynn Kammerman, 21600 SE Coop Rd, Eagle Creek:  Ms. Kammerman quoted a letter that Malana Ganz had read at the February 9, 2012, Library Board Meeting concerning Board seat designations, and stated that she is concerned that applicants may not be considered for appointment based on the seat arrangement.

Dir. Marsh asked CM Elliott to respond to the inquiry.

CM Elliott explained the seat designation process.

Kraig Bartel, 38200 Coupland Road, Estacada: Mr. Bartel welcomed the new Board member and thanked the Board for attending the City Council Work Session. He stated that it is helpful to abide by the bylaws, and it is not helpful to point fingers at individuals. He suggested it is prudent to resolve personal differences perhaps utilizing a mediator.

Dir. Marsh made a motion that the Library continue to give discards to the Book Nook.

Dir. Bowen seconded the motion. President Hardman asked for a roll call vote. Dir. Bowen – yes, Dir. Sager – yes, Dir. Marsh – yes, President Hardman – yes. The motion passed unanimously.

There was a discussion about whether donating discarded books to the Book Nook was the best option as opposed to the Library selling the books directly.

CM Elliott stated that he would research the proper way to deal with the disposal of discarded books, which are City assets, in case there is a requirement to donate them to an organization that will give a return to the Library.

Malana Ganz asked if the Board has the authority to direct staff in day-to-day operations of the Library. She then answered her own concern by stating that in the bylaws, under #2 stating the responsibilities of the Board, that the Board may direct the staff.

LD Stavinoha stated that she resents having donors trying to dictate to staff about the operational details of the Library.

Dir. Marsh clarified that the letter sent to the newspaper by President Hardman did not represent the Board. President Hardman confirmed this, and stated that she has sent an explanatory letter to the newspaper.

President Hardman made a statement concerning the bullying of staff which was very briefly discussed. Malana Ganz, a member of the public, left the meeting indicating that she felt the meeting was not on track.

Ms. Kammerman inquired about the annual evaluation of the Library Director.

LD Stavinoha answered that her evaluation takes place every September, and that she is evaluated by the Board as well as the City Manager.

Reading of the Minutes from the February 23rd Meeting

Dir. Marsh made a motion to approve the February 23, 2012, meeting minutes. Dir. Bowen seconded the motion. The motion passed with 3 yes and one abstention (Sager).

Library Director’s Report:

Library Statistics: LD Stavinoha gave an overview of the monthly statistics report.

Items ordered this Fiscal Year:  LD Stavinoha reported that the Estacada Public Library is a net lender and that it contributes a lot to the LINCC Network. She informed the Board that at the last Directors’ meeting the hold-ratio for the district was adjusted. This is a policy that gives direction on when to order additional items, and helps keep the collection diverse and relevant.

Expense and Revenue Ledger: LD Stavinoha reported that she is revising the proposed budget to see if the Library can add more open hours or more staff hours.

The Board scheduled a Budget Work Session for Tuesday, March 27th, at 7pm in the Flora Room.

Mini tech tips at the staff meetings:  LD Stavinoha reported that she has been providing “mini tech tips” at the staff meetings to help staff get better at assisting patrons with computer questions. There was a brief discussion about all staff having a minimum level of skills with the computer.

Building update:  LD Stavinoha reported that the lights and ceiling fans had been cleaned with the assistance of an easy-lift borrowed from the school district.

Old Business:

Voting on new Board Member position: Applicant Lynn Kammerman was in attendance. The Board asked a few questions of the applicant which she answered.

Applicant Kraig Bartel was in attendance. The Board asked a few questions of the applicant which he answered.

There were other applicants but they were not in attendance. (Malana Ganz, John Nieder, Shari Vanderweile)

Dir. Bowen made a motion for secret ballots. Dir. Marsh seconded the motion. The motion passed unanimously with none opposed.

The Board cast their votes. Asst to the CM Wagner announced the ballot totals. The ballots were also viewed by CM Elliott. The totals were: Shari Vanderweile – 1, Malana Ganz – 1, Kraig Bartel – 2. Asst to CM Wagner stated that Mr. Bartel would be the recommendation to the City Council at Monday night’s meeting.

Dir. Marsh thanked Ms. Kammerman for applying. President Hardman asked Cr. Drinkwine if he would introduce Mr. Bartel to the City Council at the meeting on March 26. Cr. Drinkwine stated that he would.

Special session to work on the budget in April?? During the Library Director’s report, the Board scheduled a Budget Work Session for Tuesday, March 27th, at 7pm in the Flora Room.

New Buisness:

Welcome new Board member Suzanne Sager! President Hardman extended a welcome to new Dir. Sager.

Kathryn Hurd book signing – a big event! (Michele) LD Stavinoha and Ms. Kinnamon reported on the book signing saying it was a very successful event. Ms. Hurd did a presentation and signed books. She will be back as a story teller for the Adult Summer Reading Program.

Trustees and President Comments:

Dir. Bowen stated that she felt very comfortable for the second half of this meeting.

Dir. Sager offered her appreciation for the opportunity to serve on the Board again.

Adjournment:

The meeting was adjourned at 7:18 pm.

Next Meeting: Tues., March 27, 2012, 7:00 pm, Library Flora Room  (Budget Work Session)