September Minutes

Estacada Public Library Board of Trustees

Meeting Minutes – APPROVED

September 27, 2012, 5:30 p.m.

Flora Community Room

Meeting Called to Order

Pres. Hardman called the meeting to order at 5:30 p.m.

Present:  Dir. Janet Bowen, Dir. Earlean Marsh, Dir. Kraig Bartel,
Pres. Karen Hardman, Interim Library Director Michele Kinnamon,
Asst to CM Melanie Wagner

Absent:  Dir. Suzanne Sager

Public Input

There was none.

Reading of the Minutes from the August 23 meeting

Pres. Hardman presented the minutes from the August 23, 2012 meeting. Dir. Bowen made a motion to approve the August 23, 2012 meeting minutes as presented. Dir. Marsh seconded the motion. The motion passed – 3 yes, 1 abstention (Bartel).

Director’s Report

Library Statistics & Expense and Revenue Ledger

Interim LD Kinnamon asked if there were any questions about the reports or statistics she had included in the board packets.

Dir. Bowen asked if the Miscellaneous Revenue line item included the used book sales. Interim Library Director Kinnamon answered that the used book sales were accounted for in their own line item.

New Librarian

Interim Library Director Kinnamon reported that she has hired Annie Sprague as a librarian. She will work 30 hours a week beginning Tuesday and her work will not be restricted to any age group.

Pres. Hardman requested that Ms. Sprague be introduced to the board at the next meeting. Interim Library Director Kinnamon agreed and added that she had offered a time for the board to meet Ms. Sprague during the interview process and Dir. Bowen had been able to meet her.

Felix Gurley-Rimberg’s work re: district population

Interim Library Director Kinnamon reported that Mr. Gurley-Rimberg had been researching district population as it relates to the allocation of funds from the Library District. His report indicated that the population of our district had not dropped significantly as had been suggested before. This does not explain why our Library’s funding has been considerably reduced, so he will continue to look into the situation as his time allows.

There was a brief discussion of the possibility of regaining lost funding. Interim Library Director Kinnamon stated that she is extremely grateful for Mr. Gurley-Rimberg’s efforts on behalf of the Library.

Meeting with the Estacada Literary Foundation Reps

Interim Library Director Kinnamon reported that on August 30 she met with representatives from the Estacada Literary Foundation and it seems that funding will be made available to the Library again after October 1. The used book sale will continue be held at the Library.

Library check-out for Parks & Recreation equipment

Interim Library Director Kinnamon reported that in cooperation with the Parks and Recreation Commission library patrons can now check out volleyballs, horseshoes, and skateboard locks using a library card. She expressed appreciation to Joe Bogart who constructed and installed the skateboard rack at the Library entrance.

Participating in the Festival of the Fungus

Interim Library Director Kinnamon reported that the Festival of the Fungus is scheduled for October and that the Library will host a slide show presentation by mycologist Jake Hurlburt on October 13 from 12:30 to 3:30 p.m. in the Flora Room, as well as a mushroom identification clinic and art show on October 28, also in the Flora Room.

Dir. Bowen asked if there was an announcement in the newspaper to promote this. Interim Library Director Kinnamon said that she had it on the Library website and Facebook, but that the group who organized the event, the Festival of the Fungus committee, was actually in charge of the PR.

Window Cleaning

Interim Library Director Kinnamon reported that the windows have been washed all around, inside and out. It took 1 person 2 days to complete the work. She got 4 estimates, and the final cost for the job was about $650. She asked the board how often they thought the windows should be washed. Dir. Marsh proposed washing all windows annually, and washing the large Flora Room windows twice a year.

Public Restrooms

Interim Library Director Kinnamon explained that the men’s restroom seemed to be lacking adequate ventilation. She asked Dir. Bartel if he would take a look and advise. He said he would look at it if he gets some free time from work. He suggested that an ongoing maintenance plan would help with issues like this. Dir. Bartel also suggested that it is possible to reseal the grout and this needs to be done every several years. Additionally, he recommended checking with an HVAC contractor because the HVAC system may need to be balanced to ensure adequate airflow.

Interim Library Director Kinnamon said that she will pursue his recommendations if the board agreed. There was a general consensus with Dir. Bartel’s recommendations.

Old Business

Meeting for bylaw review/new board member orientation

Pres. Hardman stated that the board needed to schedule meetings for the bylaw review and board member orientation. Dir. Bartel requested to table any motion on this as his work schedule is extremely busy right now. Interim Library Director Kinnamon stated that her schedule was full until after the middle of October. Dir. Marsh also stated that she is very busy right now.

Pres. Hardman tabled this topic until scheduling is more practical.

New Business

Election of Officers

Pres. Hardman stated that Dir. Sager had expressed at the last meeting that she would be interested in serving as the president rather than her current role as the treasurer. Pres. Hardman brought up the possibility of having the board authorize payments. Dir. Bartel pointed out that there was a difference between authorizing payments and reviewing payments. Dir. Marsh asked Dir. Bartel if he would be open to being the treasurer. He stated that he would be.

Dir. Bowen made a motion to nominate Suzanne Sager for the office of president. Dir. Marsh seconded the motion. There was no discussion. The motion passed unanimously.

Dir. Marsh made a motion to nominate Janet Bowen for the office of vice-president. Dir. Bartel seconded the motion. There was no discussion. The motion passed unanimously.

Dir. Bowen made a motion to nominate Kraig Bartel for the office of treasurer. Dir. Marsh seconded the motion. There was no discussion. The motion passed – 3 yes, 1
abstention (Hardman).

Committee for building maintenance issues

Interim Library Director Kinnamon asked Dir. Bartel to explain his ideas about this topic.  Dir. Bartel explained that his idea was that there should be several committees, one of them being the Building Maintenance Committee. This committee would address the ongoing maintenance needs of the library as well as the longer term, more costly maintenance issues. Some examples of long term maintenance that needs to be prepared for are re-carpeting and re-roofing. He described his ideas of helping people contribute through volunteerism which would save money that could be put to other uses.

Interim Library Director Kinnamon asked Dir. Bartel if he would be able to assist with putting this committee together. He said that he would.

Dir. Bowen asked about a volunteerism-type committee that could help implement volunteers.

Dir. Bartel said that unfortunately, in the past, the Friends of the Library were discouraged from forming as they would have been helpful here.

Interim Library Director Kinnamon suggested they try to make a friends group work if there are people willing.

President and Trustee Comments

Dir. Bartel thanked the public for showing up and being interested in the Library on a fiscal level. He also thanked Julius and Thea Kuziemski for video taping and making the board meetings accessible for everyone to view.

Dir. Bowen thanked the public for attending, and she thanked Dir. Sager for the article that she provided last time about the importance of libraries to communities.

Dir. Marsh asked if there were any meetings scheduled to work on the strategic plan. Interim Library Director Kinnamon answered that the strategic planning committee would try to meet in October and finish the task as soon as possible.

Interim Library Director Kinnamon thanked Pres. Hardman for her support, encouragement, time and materials. She appreciates Pres. Hardman’s help with the used book sale, and she also thanked her for serving 4 years on the board of trustees.

Pres. Hardman stated that her parting comment would be a quote from Charles Dickens, “It was the best of times. It was the worst of times.” Go forth and thrive.

Adjournment: The meeting was adjourned at 6:10 p.m.  Next Meeting: October 25, 2012, 5:30 p.m., Flora Community Room