October 2011 Minutes

Estacada Public Library
Board of Trustees
October 20th, 2011
Small Conference Room, 1:00 PM
Draft Copy

Call to Order

The meeting was called to order at 1:03 pm by Dir. Hardman.

Present:           Dir. Karen Hardman, Dir. Greg Johnson, Dir. Janet Bowen, Dir. Earlean Marsh, Library Director Anna Stavinoha, Michele Kinnamon, Jenny Fleenor,
Sarah Hibbert, Melanie Wagner

Absent:            Dir. Gloria Polzin

Reading of the September Minutes

Time was allowed to silently read the minutes from the September Board Meeting and the September Joint Board-Foundation Meeting. LD Stavinoha made a motion to approve the minutes. Dir. Hardman seconded the motion. The motion passed unanimously.

Additions to the Agenda

Election of Officers: LD Stavinoha nominated Dir. Hardman for President of the Board as she is the longest standing board member. All were in favor.

Dir. Hardman nominated Dir. Bowen for Vice President. All were in favor.

LD Stavinoha was appointed to be the Secretary because of her role as staff.

Dir. Hardman nominated Dir. Johnson for Treasurer. Dir. Johnson accepted the nomination and all were in favor.

Discussion of Board Meeting schedule: LD Stavinoha stated that she had been asked if the time for the Board meeting could be changed so that members of the public who work during the day, including Kraig Bartel, who is the Library District Advisory Council representative, could attend the Library Board meetings. The Board discussed possible times they could meet.

Dir. Marsh moved that the Library Board would meet on the first Thursday of each month at 6:00 pm. Dir. Johnson seconded the motion. The motion passed unanimously.

It was then pointed out that a 6:00 pm meeting would be a conflict for staff to be able to attend.

Dir. Marsh made a motion to amend the previous motion. Dir. Johnson seconded the motion. All were in favor.

Dir. Marsh made a motion for the Library Board to meet on the first Thursday of each month at 5:00 pm in the Library. Dir. Bowen seconded the motion. The motion passed unanimously.

The next Library Board meeting will be Thursday, November 3rd, at 5:00 pm in the Library.

Public Input:

Michael Bourgo, County resident, stated that he was attending the meeting because changing the time of the Board meeting was important to him. Mr. Bourgo stated that he would like the Board to meet in the evening so that it would be easier for the public to attend.

Library Director’s Report:

Library Statistics: LD Stavinoha reported on Library statistics for the past month. Dir. Johnson inquired about waiting time to use a public access computer. LD Stavinoha explained what is available to the public and said that there is not usually a waiting list to use a computer.

Expense and Revenue Ledger: LD Stavinoha stated that it is now the second quarter and that staff began ordering more for the collection in September and October. There was a question about when the budget process for the next fiscal year begins, and the Board discussed being more involved in the upcoming year’s budget process. The Board also requested to receive the Financial Spreadsheet prior to the Board meetings.

Programming Updates from Michele Kinnamon and Jenny Fleenor:

Adult Services Librarian, Michele Kinnamon, reported on the current adult programming project, which is the Mushroom program. This program has been expanded to include an art element and will take place October 29th in the Flora Room from 11am to 4pm. Ms. Kinnamon reported that last year approximately 45-50 people participated and she anticipates that number to increase this year.

Ms. Kinnamon also reported that she represented the Library District as a volunteer at Portland’s “Wordstock Festival” last weekend.

Children’s Coordinator, Jenny Fleenor, reported that the “Big Kids Story Time”, “Little Kids Story Time”, and “Read to the Dog” programming has been continuing. In September and early October, 1500 library card applications were distributed through the Estacada Public Schools. Ms. Fleenor also informed the Board that in lieu of the “Teen Lounge” program that had taken place previously, she would like to begin a “Teen Advisory Board” program.

The Board discussed the topic of the Library being a center of life-long learning.

Old Business:

Building Update:  LD Stavinoha updated the Board on the repair of the leak in the mechanical room. She confirmed that it is fixed now. She also stated that the cracks in the north and south walls have been inspected and are not structural. P&C Construction has hired a company to repair and paint the area with the cracks at no charge to the Library. LD Stavinoha is developing a maintenance plan for the library using an ALA Guide as a resource.

Lucky day Collections:  LD Stavinoha reported that the Lucky Day Collection is being well used. There are adult and youth sections and they include non-fiction as well as fiction.

Dir. Hardman requested monthly statistics on e-books. LD Stavinoha stated that she can get and report those statistics.

New Business:

Welcome to New Board Members:  Two new Directors, Earlean Marsh and Greg Johnson were welcomed to the Board.

Holiday Potluck Alternatives:  The Board discussed the upcoming Holiday Potluck. It was decided to make it a dessert potluck for the sake of ease. The Staff/Board Holiday Potluck will take place Friday, December 16th at 5 pm in the Flora Room.

Ms. Kinnamon asked the Board to approve a request to the Library Foundation for the purpose of expanding the non-fiction DVD collection. The request is for $3000 a year for two years.

Dir. Marsh made a motion to approve Ms. Kinnamon’s request to the Foundation for $3000 a year for two years for the purpose of expanding the non-fiction DVD collection. There was no second. Dir. Hardman requested that Ms. Kinnamon present the request to the Board for a second consideration at the next Board meeting.

Ms. Fleenor stated that she will also present a Foundation funding request to the Board for approval at the next meeting.

LD Stavinoha informed the Board that each Director’s membership in the ALA is paid for by the Library and requested that they each fill out the application.


The meeting was adjourned at 2:45 pm.

Next Meeting: Thursday, November 3, 2011, 5:00 pm, Library Small Conference Room