October Meeting Minutes

Estacada Public Library Board of Trustees

Meeting Minutes -APPROVED

October 24, 2013, 5:30 p.m.

Flora Room

Meeting Called to Order

Pres. Sager called the meeting to order at 5:30 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 no public input. 

Review of minutes from the September 26, 2013 Meeting

Pres. Sager presented the minutes from the September 26, 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. 

Director’s Report

Financial Reports – LD Kinnamon presented the Financial Report to the board. Pres. Sager asked what type of expenditures would be accounted for in the Miscellaneous Expense line. LD Kinnamon gave the example of the Centennial Party. 

New LINCC catalog interface – LD Kinnamon explained that LINCC directors have long felt that  the current online public access catalog was inadequate. Patrons system-wide also commented on its shortcomings. Directors noted that changing to a different catalog would be cost-prohibitive. Kwang Kye and his staff at the county Network office were able to find a different option available within the current system, SIRSI, which was already included in the cost of the current service. After much discussion among staff committees system-wide, some modifications were made and the new interface is now up and running. LD Kinnamon and CM Hibbert demonstrated some of the new features. 

Statistics Report – LD Kinnamon presented a report to the board that showed 10 years of statistics for all the libraries in the Clackamas County Network. She stated that the statistics seem to go up and down from year to year in all the libraries. Dir. Bartel stated that there didn’t appear to be an identifiable trend. LD Kinnamon speculated about what might be going on. Pres. Sager commented that libraries are less about books and more about gathering places, and she has noticed this at the PSU Library. The statistics showed that most libraries in the county have experienced a drop in circulation and an increase in the circulation of eBooks. 

Job Shadow – LD Kinnamon announced that Emma Lindgren, a public librarian from Sweden, will be visiting the library and job shadowing her at the end of November. The guest’s library in Sweden is paying her regular wages during her visit.

Answerland – LD Kinnamon explained that Answerland is an online service that allows people to chat with a reference librarian 24 hours a day, 7 days a week. Librarian Sprague has been trained and will cover a two-hour shift during her work week. This is a way for the Estacada Library to contribute to the program.

Maintenance Issues – LD Kinnamon updated the board on the current maintenance issued with the building and informed them of her progress in resolving the issues.

o   The “open” sign quit working. A new one is ordered from Costco.

o   A smoke detector needed replacing. Mastertech alerted her that one of the detectors wasn’t working properly. It is costing $400-450 to replace.

o   The Flora Room shade chain is broken.

o   The men’s toilet paper lock is broken. She is working with the manufacturer.

o   There is a hole in the wall by the men’s restroom. The board recommended she get it repaired. Dir. Bartel suggested that she call a local drywall company to come and do the repair.

o   The windows were cleaned a year ago. LD Kinnamon asked if the board agreed that this job should be done annually. It was board consensus that washing all the windows should be done annually. Dir. Bartel recommended asking for a price from the company to do some high dusting while they are washing the windows. The board concurred, and they also recommended washing the windows now and then doing them again early summer to get on the schedule of washing them each year in early summer.

o   Doors in the Flora Room have some pieces missing and they are specialty doors. Dir. Bartel reported that he had done some research and that the authorized service provider is in Seattle. LD Kinnamon asked Dir. Bartel to contact them to get the repairs moving forward. Dir. Bartel stated that he would copy LD Kinnamon on his email correspondence with the service provider.

o   The floor trim in the hallway is damaged. Dir. Bartel recommended asking the dry wall person to see about doing some touch-up staining as a first step. It may need more extensive repair, but he recommended trying the stain first.

o   The odor in the restrooms is still troublesome. Dir. Bartel suggested that the floors need to be cleaned, re-grouted and re-sealed. The he recommended having an HVAC person come out and rebalance the system to improve airflow. Dir. Bartel also recommended getting some training for at least one staff person on how the airflow features work in the building for heating and cooling.

Old Business

Reports Regarding Board Projects:

Each Director gave a brief synopsis of the work plan which they volunteered to lead.

Technology Plan: Pres. Sager is hoping to meet with LD Kinnamon to begin work on the technology plan. She has done some research and she has reached out to the West Linn Library as a resource. LD Kinnamon pointed out that West Linn has a new director and that the person she contacted has moved out of state.

Friends of the Library: Dir. Troeh reported Monday evening she is having a meeting with people who indicated an interest in the Friends of the Library group. She has invited Bob Austin to chair the meeting to get them off to a good start.

Building Maintenance: Dir. Bartel reported that the maintenance plan is a work in progress. He said that he is willing to assist LD Kinnamon with the day-to-day maintenance list.  He also stated that he is willing to meet with contractors when they come out.  He said that it might be difficult to get three estimates for some of the jobs.

Wade Creek Park Phase 3:  Dir. Bowen reported that according to the minutes the Parks and Recreation Commission is starting to firm things up for Phase 3 of Wade Creek Park. They are still taking input and they are refining the conceptual plans. The next step would be to identify funding sources.

Outdoor Sign: Dir. Marsh has been in contact with sign companies to obtain information about a sign for the library. The company she spoke with said they would be willing to work with local artists for the design of the structure to hold the reader board. The board had a discussion of what the process should be. They also discussed design and the benefit of keeping with the original design ideas.

Dir. Troeh suggested scheduling a workshop for the sign project. The materials could be available to circulate more easily, the public would be welcome and the board could have more of a discussion of their ideas and how to proceed. The workshop was scheduled for 4:30 pm on December 5th.

New Business

EAL Foundation funding requests:

Teen Lounge Equipment  

LD Kinnamon stated that Librarian Sprague would like to purchase a Wii for use on Friday early release days for a teen lounge idea. The cost would be approximately $640 for a Wii system with remotes, a TV and bean bag chairs.

Dir. Bowen recommended purchasing a larger TV than was in Ms. Sprague’s plan. Pres. Sager recommended adding a remote charger to the purchase. Dir. Bartel said that he is all in favor of the project, however he thinks it needs some slight revision, and he is concerned about food and drink in the Flora Room.

Dir. Bartel made a motion to approve the funding request to the Foundation for the purchase of the Wii and all accoutrements. Dir. Troeh seconded the motion. The motion passed 5 yes, 0 no.

LD Kinnamon stated that they would refine the request when Ms. Sprague returns from her time off and then they will present it to the Foundation.

Story Time Equipment

LD Kinnamon presented a second project to the Board. She explained that Laurie Bailey has grown the story time to 63 sign ups. There were 42 people in attendance last week including children and parents. Ms. Bailey has put together a proposal to get preschool-size chairs and tables to use during story time. LD Kinnamon stated that her only concern with this purchase is storage for the tables and chairs when they are not in use. The board discussed how to store the equipment when it was not in use, as well as possibilities for daily use of at least some of the tables and chairs.

There was a consensus among the board that the proposal is a good idea, but the numbers should be reduced to allow for storage.

LEGO Club Supplies

LD Kinnamon reported that Librarian Sprague did a survey and the results suggested starting a LEGO Club. There is a LEGO expert in the Portland area who will moderate the club, and the LEGO set needed to get started will cost $185.

Dir. Marsh made a motion to approve the funding request to the Foundation for the purchase of a LEGO set. Dir. Troeh seconded the motion. The motion passed 5 yes, 0 no.

President and Trustee Comments

Pres. Sager and Dir. Troeh thanked everyone for coming to the meeting.

Dir. Bartel thanked LD Kinnamon for doing a great job at the Centennial Celebration.

Dir. Marsh commented that she would like to see nametags on the librarians. Dir. Kinnamon stated that they have some but they are low quality so she will look into getting some better ones.

Dir. Bowen commented that she is pleased to see that Librarian Sprague is planning the Summer Reading Kick-off at Wade Creek Park next summer in partnership with the Parks and Recreation Commission.


            The meeting was adjourned at 7:28 p.m.


Next Meeting:  Thursday, December 5, 2013

Sign Workshop at 4:30 p.m. and Board Meeting at 5:30 p.m.

Flora Community Room