May Meeting Minutes

Estacada Public Library Board of Trustees

Meeting Minutes –APPROVED

May 23, 2013, 5:30 p.m.

Flora Community Room

Meeting Called to Order

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

Present :P res. Suzanne Sager, Dir. Kraig Bartel, Dir. Janet Bowen, Dir. Earlean Marsh,
Dir. Jane Troeh, Library Director Michele Kinnamon, Assistant to the City Manager Melanie Wagner.

Review of minutes from the April 23, 2013 Meeting

Pres. Sager presented the minutes from the April 23, 2013 meeting for review by the board. Dir. Marsh made a motion to approve the minutes as presented. Dir. Troeh seconded the motion. The motion passed with 5 yes and 0 no.

Public Input

Johnni Reynolds, 21755 SE Coop Rd., Eagle Creek, informed the board that she had confirmed with the County that the Library District is not related to the School District, so she made new name cards for the board that reflected the designation of city or library district. Ms. Reynolds presented the cards to the board, which thanked Ms. Reynolds for making them.

Lynne Kamerman, 21600 SE Coop Rd, Eagle Creek, presented Estacada Area Literary Foundation brochures to LD Kinnamon for placement in the lobby of the library.

Director’s Report

Expense and Revenue, Library Statistics Reports

LD Kinnamon presented the Expense and Revenue Report. She stated that the library’s finances are healthy, and that having a reserve available for upcoming expenses that may be significant–such as upgrading to RFID–is important. LD Kinnamon has discussed the issue of declining library statistics with other directors in the district and found that it is not a problem unique to Estacada. All libraries are experiencing similar declines in some service usage. LD Kinnamon noted that e-book circulation is up from the previous year.

Director and librarian recent and upcoming meetings/visits

LD Kinnamon reported on the meetings she and/or Librarian Annie Sprague had attended. Recently LD Kinnamon, Ms. Sprague and other staff attended the Clackamas River Elementary School’s weekly student body meeting and did a skit promoting the summer reading program. LD Kinnamon and Ms. Sprague attended the OLA conference. Ms. Sprague attended the Timber Lake Job Corps community partners networking meeting. Dir. Troeh and LD Kinnamon met with two members of the Friends of the Oregon City Library to discuss starting a friends group. LD Kinnamon passed around the Estacada News Summer Visitors Guide and pointed out the promotion about the summer programming she wrote.

Summer Reading News

LD Kinnamon passed around summer reading flyers to the board and informed them that the program will begin June 12th for teens and June 13th for children.

Flora Room Chairs

LD Kinnamon informed the board that she had purchased the new chairs for the Flora Room. She ordered eight colors, and they will be delivered on June 6th and June 20th.

Other

LD Kinnamon reported on lighting around the library building. The board discussed the value of area lighting.

LD Kinnamon told the board that the dahlia sale is going on. She stated there are many more bulbs this year than before and they are priced to sell at the recommendation of the donor.

LD Kinnamon expressed her appreciation for staff member Laurie Bailey, who attended a showcase last fall of potential Summer Reading Program performers and for presenting a fantastic story time carnival for the young children this week.

Dir. Bartel commended the staff for the work on the summer program flyers and for the article in the visitors guide.

LD Kinnamon confirmed that there will be a Board Training Session on June 15th, from 9 a.m. to 11 a.m.

Old Business

Strategic Plan – LD Kinnamon asked if the board had any comments on the body of the strategic plan which had been distributed to them earlier in the month.

Dir. Bartel made the following comments:

*Staff and Volunteers should be in separate sections.

*Collection Management used to be called Collection Development and benchmarks which used to be included have been removed. Benchmarks/dates should be included in the updated plan.

*The requirement for possessing a library card in order to use the computers may keep people from using library services.

*Since sections relating to the Library Board and the Library Foundation were removed, he expressed concern that the importance of the relationships with the Board and Foundation were being discounted.

LD Kinnamon responded to Dir. Bartel’s comments. She said that she would review the plan again and would consider some revisions. Regarding the requirement of a library card to use the computers, the library has visitor passes available, but requiring a card prevents patrons with excessive outstanding fines or lost items from using library services until the fines are paid. She also said that the Strategic Planning committee had decided to follow a model similar to that of West Linn’s, which did not include categories for their board or foundation. She commented that no slight of board or the foundation was intended. She said that boards usually set their own goals and objectives.

Dir. Bartel asked if it is a 5-year or 10-year plan.

LD Kinnamon stated it is 5 year plan and will run through 2018.

Dir. Bartel also suggested including a section on providing service to the aging population and perhaps the teen population. The board discussed providing the best possible service to all age groups, and Dir. Marsh suggested mentioning that the library strives to serve all ages.

Dir. Bartel suggested having a professional survey implemented if it wasn’t cost prohibitive.

Dir. Troeh asked how much of the strategic plan LD Kinnamon expects to be able to implement.

LD Kinnamon replied that she didn’t put anything in the plan that she thought couldn’t be accomplished, but she also looks at the strategic plan as an opportunity to dream big and accomplish as much as possible.

Dir. Bowen recommended the implementation of committees to aid in accomplishing the objectives of the plan.

The board members discussed options for a technology plan.

Next steps for the Strategic Plan:

The board members will send any further comments to LD Kinnamon regarding the plan, which will then be voted on at the next regular board meeting. It was suggested that the board might gain more insights into setting their own goals at the June 15 board training.

Library Hours of Operation

Dir. Troeh stated that she values LD Kinnamon’s recommendation for hours open to the public, and made a motion to approve the hours that were suggested and discussed at the last meeting totaling 55 hours per week.

Monday – Thursday: 10 a.m. to 7 p.m.

Friday: 10 a.m. to 5 p.m.

Saturday – Sunday: 11 a.m. to 5 p.m.

Dir. Marsh seconded the motion. The motion passed with 5 yes, and 0 no.

Dir. Bartel commented that if there isn’t sufficient staff to accomplish 55 hours a week that more staff should be hired.

New Business

Centennial Celebration

LD Kinnamon stated that 2013 is the Estacada Public Library’s centennial. She was contacted by a representative of the Oregon Library Association to get more details because the library would be given a citation at the April 2013 OLA convention. The library was actually incorporated in 1919, but a group of ladies first organized a “Books-to-Let” area in the back of a store in 1913. LD Kinnamon would like to have a celebration, and is looking at dates in early September.

Dir. Marsh recommended having a presence at the Summer Celebration.

LD Kinnamon said the library always has a craft table at the Summer Celebration. She said it would be a good opportunity to promote a Centennial event.

It was recommended to organize a volunteer committee, and to hold the Centennial at the library with music, cake, and a presentation relating to the Centennial. LD Kinnamon will employ the Web site, newspaper and Facebook to promote the opportunity to volunteer.

Dir. Troeh reported on her efforts to put together a Friends group.

Funding Requests to the Estacada Area Literary Foundation

Two funding requests were presented to the board for approval to send to the Estacada Area Literary Foundation.

1) Cart for Story Time – $358

2) Summer Reading Book Truck – $460

Dir. Marsh made a motion to approve both funding requests to be sent to the Estacada Area Literary Foundation. Dir. Bartel seconded the motion. The motion passed with 5 yes, and 0 no.

President and Trustee Comments

Pres. Sager thanked everyone for coming and looks forward to seeing everyone next time.

Dir. Troeh thanked everyone for coming, and also thanked the person who records the minutes for the board. She will check with the Chamber of Commerce and submit the date for the centennial celebration for the community calendar.

Dir. Bartel thanked everyone for coming.

Adjournment

The meeting was adjourned at 6:56 p.m.

Board Training: Saturday, June 15, 2013, 9:00 am in the Flora Room

Next Meeting:Thursday, June 27, 2013, 5:30 pm in the Flora Room