September 22, 2011 Minutes

Estacada Public Library

Board of Trustees


September 22nd, 2011 (Rescheduled meeting)

Small Conference Room, 4 p.m.

Draft Copy

Attending: Chair Malana Ganz, Dir. Gloria Polzin, Dir. Karen Hardman, Library Director
Anna Stavinoha

Also attending: Cr. Brent Dodrill, Michele Kinnamon, Sarah Hibbert, Melanie Wagner

Absent: Dir. Janet Bowen

Public: None

The meeting was called to order at 4:05 pm by Chair Ganz.

Reading of the July Minutes:

Chair Ganz read the July minutes which were amended to state that Dir. Polzin did attend the reception for Joanna Rood. Dir. Hardman made a motion to approve the minutes as amended. Dir. Polzin seconded the motion. The motion passed unanimously.

Additions to the Agenda: None

Public Input: None

Library Director’s Report:

Chair Ganz read a report from August about the Library Statistics.

LD Stavinoha reported that she had planned to significantly decrease ordering for the collection during the first half of the fiscal year because she had been told that the Library was being charged interest by the City during the first half of the fiscal year if there was not enough carry-over from the prior year to fund the operation of the Library and collection development. She has learned that the City has not charged the Library interest so she will go ahead and order for the collection throughout the year. The ordering during the first half of the fiscal year will be limited to 2/3 of the budget.

LD Stavinoha reported:

  • The north and south walls of the Library have cracks. P&C Construction may take responsibility to repair the cracks.
  • The Employee Job Descriptions and the Display Case Policy had been presented to the City Council and were recognized.
  • LD Stavinoha is beginning a “Lucky Day” collection which is a collection of new and popular books that cannot be renewed and cannot be placed on hold, so if someone comes in and an item is on that shelf it is their “lucky day.”
  • The State Library Directors meeting was being held on Friday in Salem. It is an annual event that LD Stavinoha attends.

Old Business:

Dir. Hardman stated that she enjoyed the Library Anniversary Event. She also would like the board to reconsider having the Library staff/board Christmas Potluck on a Thursday evening because the library will be open and some of the staff will be working. After brief discussion it was decided that the potluck will be on Friday, December 16th from 5-7 pm.

There had previously been a concern raised that a church was renting and meeting in the Flora Room on Sundays. LD Stavinoha reported that she checked with CM Elliott and there is no problem with a religious organization meeting in a public building.

LD Stavinoha has been working on the annual Oregon State Library Report. This year she requested an extension because the City Computer System has been down and she has been delayed in looking up statistics. She informed the Board that the public can go to and view all the library statistics around the state. It is a great resource for making comparisons and getting ideas.

New Business

Review of Library Board Applicants:  Chair Ganz excused herself because she has applied for reappointment to the Board. Dir. Polzin confirmed that there are two positions available and they are both open to anyone who resides inside the Estacada School District. There were five applications received. After brief discussion, Dir. Hardman recommended Malana Ganz to be reappointed because she is doing such a great job, and Dir. Polzin recommended Greg Johnson because she knows that he is a dependable person and she would like to see a mixture of male and female board members.

Dir. Hardman and Dir. Polzin agreed that their recommendations to the Council would be Malana Ganz and Greg Johnson. Dir. Hardman suggested that a letter be sent to any applicants who are not appointed by the City Council to encourage them to join the Library Foundation or perhaps start a ‘Friends of the Library’ Group. Chair Ganz will most likely be out of the country for about 6 months and will need to check on the rules for requesting permission for an extended excused absence if she is appointed by the City Council.

The meeting was adjourned at 4:50 pm.