04/28/2026 BM HTML

Board Meeting Minutes 04/28/2026 (html)

Tuesday, April 28, 2026
LIBRARY BOARD MEETING
SILVER FALLS LIBRARY DISTRICTSilver Falls Library Program Room
410 S. Water St., Silverton, Oregon

            Board Members Present:                                         Staff Present:
            Megan Smith                                                               Christy Davis, Director
            Dmitry White                                                              Stacy Higby
            Nancy Miller (Zoom)
            Michelle Sanguinetti                                                   Public Present:
                                                                                                None

            Board Members Absent:
            Ingrid Donnerstag

CALL TO ORDER
Chair White called the meeting to order at 6:23 p.m.

REVIEW OF AGENDA

Corrections – Change “February checks” to “March checks”.
Additions under New Business:

Community need – emergency cooling shelter

APPROVAL OF MINUTES
Page 3 – Change “Chirsty” to “Christy”.
Page 3 – Change following sentence to “Once signed, the performance agreement will also be sent to Eileen.”
Page 3 - Change to “It defines his scope of services and ours.”
Page 4 – Add “The Board reviewed wage schedule and considered adjusting starting salaries.”

Motion: To approve the March 31, 2026 Board Meeting minutes as printed/circulated
(Motion by: Dmitry White. Second by: Megan Smith).
Vote: Unanimously in favor.

FINANCIAL REPORT, MARCH 2026
The Board received and reviewed the following reports:

Statement of Assets, Liabilities, and Fund Balances (as of March 31, 2026)
General Fund Statement of Cash Receipts (as of March 31, 2026
General Fund Statement of Cash Disbursements (as of March 31, 2026)
Check Register – Citizen’s Bank (March 1-31, 2026)
LGIP Account Statement (as of March 31, 2026)
Purchase Order – Visa (closing date February 19, 2026)
Journal Entries (as of March 31, 2026)

Statement of Cash Receipts:
We have received 98% of the tax revenue budgeted, but spending is only at 65% for the fiscal year to date.

Statement of Cash Disbursements

Are there two payments to Lan Su Chinese Garden? No, but we also paid the Portland Japanese Garden, both for cultural passes.
What are the payments shown in Bookkeeping/Audit? Monthly administration fees for our payroll processing, payments to send out W-2s and 1099s, and bank service charges all go in this line as well as the audit.
The Visa purchase order has a typo. It should be “$0.41 instead of “$.041”.
Was there a bank service charge in March? Yes, LGIP had some delays in transferring funds and ADP processed our payroll two days early.

Motion: To approve the MARCH 2026 Financial Report as presented, including checks #18371 through and including #18401, and all EFTs, for a total of $97,837.25.
(Motion by: Dmitry White. Second by: Megan Smith).
Vote: Unanimously in favor.

OLD BUSINESS

Parking Lot and City of Silverton Updates

The Quitclaim deed from the City has been signed and we own the building free and clear.

Motion: To disband the Parking Lot Committee.
(Motion by: Dmitry White. Second by: Megan Smith).
Vote: Unanimously in favor.

Renewable Energy Project Updates

The Project Manager contract agreement with Sunbreak Energy has been completed. Attorney Eileen Eakins reviewed it and made a few small changes. Christy and Stacy met with Randall Feldhaus last week and updated the previous agreement, setting a date of 5/15/2026 for the RFP (Request For Proposals) to go out. Eileen will also review the RFP before it’s submitted to the different sites. We will make sure to send it to the list of COBID-certified contractors, and to any contractors who have already reached out to us. The timeline shows June 29 for a possible date for the review panel to score the RFPs. Christy will send the timeline to Nancy and Megan, and Michelle offered to sit on the panel if one of them is unavailable. Randall will not sit on the panel or score the proposals to avoid the appearance of conflict of interest since he knows many of the solar contractors in the area.

NEW BUSINESS

SDIS Best Practices – Public Meeting Law training requirements

Board members are required by the Oregon Ethics Commission to take a course on Public Meetings Law, and OEC has finally approved the online course from SDIS. This course is also included in the SDIS Best Practice program requirements for this year. Stacy will send a link from either SafePersonnel or Vector Solutions with instructions on how to access the training. The deadline is November 6, and board members will receive email reminders until the course has been completed.

Emergency cooling shelter

At today’s EMAC (Emergency Management Assistance Compact?) meeting, the topic of emergency cooling shelters came up. The City didn’t present much of a plan, and the next meeting isn’t until July, which is past the date of the most recent heat-dome event.
Sheltering Silverton would not be able to accommodate extra community members in the event of a heat emergency as they are already at capacity with shelter clients most days. If cooling shelter is needed outside of library hours, the library cannot add staff time to supervise it. Volunteers would be needed. We could use the Program Room with access to the restrooms, a TV, puzzles and games, and a refrigerator, and keep the rest of the building locked. Sarah White from Sheltering Silverton indicated that shelter staff could potentially help in that scenario and possibly send a Community Health Worker as well. An MOU could be drawn up between the Library and Sheltering Silverton to cover hours when the library is not open, like Sundays, Mondays during the summer months, and possibly early evenings on Friday and Saturday, but nothing past 8pm. Salaried library staff would need to unlock the doors and turn off the alarm. Rotary and the Lions Club have both offered volunteer help for emergencies. Greg Walsh from Marion County can train volunteers, as can the Red Cross.
SACA also expressed an interest to help but can’t shelter people under their current charter. It’s possible that SACA could make an exception in this type of emergency situation.

LIBRARY DIRECTOR’S REPORT

Director Davis reported on the following:

Good things:

Today I worked with our new Friends treasurer, Natalie Newgard, to set up an eBay account for the Friends of the Silverton Library. The Friends are doing a great job with expanding their income streams. Their most recent one-day sale this month brought in around $1,100.00. They will have their two-day sale in August.
Just a little update on 100 Oregon Libraries, Rainbow Healing Light project. Last week the 14th installation was completed at Albany Public Library. Our library was the third, and Peter Erskine has many more libraries in the queue.
Christy, Tina, and Charaley all attended the Pacific Northwest Library Association – Oregon Library Association combined conference in Portland last Thursday. All of us took 3-4 workshops and I visited with vendors to look at new disc repair machines, possible installation signage for a story walk, and a company that provides digital downloads that could augment what we have with Libby. We also went to the State Library of Oregon booth and looked at the new digital players for print-impaired patrons. We plan on taking additional training and doing more outreach for the Talking Books program. Library employees are certified to help patrons receive that service if they qualify.

Challenges:

Our roof leaked again in the same place. The light fixture in the public restroom had water in it again. We are currently waiting on Pfeifer to come back. It is still under warranty.
Yesterday, our integrated library system (ILS) called Workflows was upgraded to a newer version. It had been several years since the last one. A result of this is that the module called “cash management” is not working. This means that we cannot take credit or debit cards until it is resolved. The problem is beyond the skills of the techs at CCRLS so there is a ticket into the vendor, Sirsi-Dynix. We hope it will be resolved quickly. Patrons can still make payments online.
Our security gates stopped working several weeks ago. It took a while, but we had a technician from the company Bibliotheca travel here to troubleshoot the issue. It was a loose wire in the gate itself. We pay an annual fee for maintenance service, so this was covered under it.

Changes:

Our youth services assistant Shelly Brown will be retiring this month. Her last day is Thursday the 30th. Shelly has been with the library since October of 1998. Although she does not want a party, we have something special planned for her.

Miscellaneous:

The director used 50 hours of vacation time and 3.5 hours of sick leave in March.

AGENDA SUGGESTIONS FOR FUTURE MEETINGS

1.         Proposed Internet Usage Policy Updates (May or June meeting)

ADJOURNMENT

Motion: To adjourn the meeting at 7:15 p.m.
            (Motion by: Dmitry White.     Second by: Megan Smith).
            Vote: Unanimously in favor.

____________________________________________________________

The next Library Board meeting is scheduled for Tuesday, May 26, 2026 at 5:30 p.m. in the library program room.

            Approved: __________________________ (date)

            __________________________________________
            Nancy Miller
            Vice-Chair, Library Board of Directors
Silver Falls Library District