Board Meeting Minutes 11/4/2025 (html)
Tuesday, November 4, 2025
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
Michelle Sanguinetti (Zoom) Public Present:
None
Board Members Absent:
Ingrid Donnerstag
CALL TO ORDER
Chair White called the meeting to order at 5:31 p.m.
REVIEW OF AGENDA
Postpone discussion of OLA Public Library Standards until the December 2nd Board Meeting.
APPROVAL OF MINUTES
Motion: To approve the September 23, 2025 Board Meeting minutes as printed/circulated
(Motion by: Dmitry White. Second by: Megan Smith).
Vote: Unanimously in favor.
FINANCIAL REPORT, SEPTEMBER 2025
The Board received and reviewed the following reports:
Statement of Cash Receipts:
Statement of Cash Disbursements
Check Register
Motion: To approve the SEPTEMBER 2025 Financial Report as presented, including checks #18190 through and including #18225, and all EFTs, for a total of $110,802.81.
(Motion by: Megan Smith. Second by: Nancy Miller).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None
OLD BUSINESS
1. Parking Lot and City of Silverton updates
The Statesman Journal published an article by Bill Poehler about the land transfer from the City. There were no comments on social media when first published but there could be now. Christy will send a link to the article.
K&L Paving wanted to schedule the parking lot work while Christy was gone, but that wasn’t ideal. They will call to schedule when weather permits. They now say the job will likely only take one day instead of the three days they previously told us.
Christy still needs to look into signage. City Manager Cory Misley might know of other options if the city shops can’t do it. It will be patron parking in the spots along the building, and library staff parking only with a permit required in the other 8 spots.
The ingress/egress signage could be made clearer, as it does not seem intuitive. Changing the ingress/egress would require permission from ODOT. The easement for ingress/egress means that any new owners of the Fischer Building and the old City Hall will not be able to restrict access to our portion of the parking lot.
We don’t know the date of the title transfer or what the closing costs will be. It’s been a long process, but we’re thankful it’s reaching conclusion and that it has reinforced the Library’s good working relationship with the City.
Christy has a meeting with Cory Misley on November 13 to discuss extending the Walk Your Wheels zone all the way past the Library and also to discuss the possible creation of a Parks District.
2. Review Workplace Harassment Policy and additional language regarding hierarchical staff relationships and dating in the workplace
The highlighted sections are the edits requested from last meeting. Section H was added to define “above restrictions” noted in Section I.
Motion: To adopt the Workplace Harassment Policy as corrected.
(Motion by Dmitry White. Second by Nancy Miller)
Vote: Unanimously in favor.
NEW BUSINESS
1. Oregon Library Association’s Public Library Standards, 2021 edition, pages 33-37, Community Engagement and Advocacy Standards
Postponed until next meeting.
2. Renewal of SDAO/SDIS insurance policy and changes and additions to policy
We received an SDIS renewal document from Chris DeVito at Larsen Flynn Insurance, which we have never seen before. It made us wonder if it’s new or if we just weren’t getting this document, which seems to be for the Underwriting Department, from Hartley. There are new questionnaires about sexual harassment and cybersecurity. Christy completed the sexual harassment questionnaire, but could not complete the one for cybersecurity due to our network’s complicated connection with CCRLS. She will meet with Chris DeVito to discuss in person. CCRLS controls our networked computers and other devices. City of Woodburn IT Department provides IT support. Dynamic Tech manages our phone system, program room technology, and soon our security camera system. We may ask them to take over the contract for our alarm system. Christy will ask Chris DeVito if owning our building will trigger the 5% increase noted in the renewal document and will keep the Board apprised of any changes.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
ADJOURNMENT
Motion: To adjourn the meeting at 6:51 p.m.
(Motion by: Megan Smith. Second by: Dmitry White).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, December 2, 2025 at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Dmitry White
Chair, Library Board of Directors
Silver Falls Library District
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
Michelle Sanguinetti (Zoom) Public Present:
None
Board Members Absent:
Ingrid Donnerstag
CALL TO ORDER
Chair White called the meeting to order at 5:31 p.m.
REVIEW OF AGENDA
Postpone discussion of OLA Public Library Standards until the December 2nd Board Meeting.
APPROVAL OF MINUTES
Motion: To approve the September 23, 2025 Board Meeting minutes as printed/circulated
(Motion by: Dmitry White. Second by: Megan Smith).
Vote: Unanimously in favor.
FINANCIAL REPORT, SEPTEMBER 2025
The Board received and reviewed the following reports:
- Statement of Assets, Liabilities, and Fund Balances (as of September 30, 2025)
- General Fund Statement of Cash Receipts (as of September 30, 2025)
- General Fund Statement of Cash Disbursements (as of September 30, 2025)
- Check Register – Citizen’s Bank (September 1-30, 2025)
- LGIP Account Statement (as of September 30, 2025)
- Purchase Order – Visa (closing date August 21, 2025)
- Journal Entries (as of September 30, 2025)
Statement of Cash Receipts:
- What is the amount in Miscellaneous Income? We rarely use Petty Cash anymore, so it can take a long time to spend the $100 in that account. After almost 2 years, Stacy reconciled the Petty Cash and it came out $4.04 over. She contacted the audit team and they recommended putting the amount in Miscellaneous Income. It was likely an error made when making change out of Petty Cash.
- Has the check from the City been received? Yes, it arrived in October.
Statement of Cash Disbursements
- Why did we buy a black light at Walmart? To detect protein stains on damaged items, and to check for restroom cleanliness.
- Does the Solar Project line need to be separated from Building Maintenance rather than a sub-account? We will ask the audit team when they perform the accounting for the project.
- What is the amount for Contractual Services? The copier lease, which we pay monthly.
- What is the amount for Legal Services? Billing from Northwest Local Government Legal Advisors for Eileen Eakin’s review of the land transfer documents from the City and our Purchasing Policy.
- Is the amount for Election Expenses final? Yes, we budgeted for the larger amount Marion County invoiced last election cycle, but the billing we received this year was considerably lower.
Check Register
- What are the 2 payments in Building Maintenance for Security Alarm Corp? One is an annual service fee for inspecting our fire extinguishers and alarms and submitting the inspection report to the fire department. The other payment is a quarterly service fee for our fire system monitoring. SecureTronics charges a monthly fee for monitoring our security system.
- We will ask the audit team if owning our building and land should be listed as Fixed Assets on the Statement of Assets, Liabilities, and Fund Balances.
- The Local Budget Law workshop from Oregon Department of Revenue could be beneficial for board members. Christy gave a quick tutorial about the financial documents. Accuity also has a library of resources on their website.
Motion: To approve the SEPTEMBER 2025 Financial Report as presented, including checks #18190 through and including #18225, and all EFTs, for a total of $110,802.81.
(Motion by: Megan Smith. Second by: Nancy Miller).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None
OLD BUSINESS
1. Parking Lot and City of Silverton updates
The Statesman Journal published an article by Bill Poehler about the land transfer from the City. There were no comments on social media when first published but there could be now. Christy will send a link to the article.
K&L Paving wanted to schedule the parking lot work while Christy was gone, but that wasn’t ideal. They will call to schedule when weather permits. They now say the job will likely only take one day instead of the three days they previously told us.
Christy still needs to look into signage. City Manager Cory Misley might know of other options if the city shops can’t do it. It will be patron parking in the spots along the building, and library staff parking only with a permit required in the other 8 spots.
The ingress/egress signage could be made clearer, as it does not seem intuitive. Changing the ingress/egress would require permission from ODOT. The easement for ingress/egress means that any new owners of the Fischer Building and the old City Hall will not be able to restrict access to our portion of the parking lot.
We don’t know the date of the title transfer or what the closing costs will be. It’s been a long process, but we’re thankful it’s reaching conclusion and that it has reinforced the Library’s good working relationship with the City.
Christy has a meeting with Cory Misley on November 13 to discuss extending the Walk Your Wheels zone all the way past the Library and also to discuss the possible creation of a Parks District.
2. Review Workplace Harassment Policy and additional language regarding hierarchical staff relationships and dating in the workplace
The highlighted sections are the edits requested from last meeting. Section H was added to define “above restrictions” noted in Section I.
- Change “he or she” to “they” in Section H.
Motion: To adopt the Workplace Harassment Policy as corrected.
(Motion by Dmitry White. Second by Nancy Miller)
Vote: Unanimously in favor.
NEW BUSINESS
1. Oregon Library Association’s Public Library Standards, 2021 edition, pages 33-37, Community Engagement and Advocacy Standards
Postponed until next meeting.
2. Renewal of SDAO/SDIS insurance policy and changes and additions to policy
We received an SDIS renewal document from Chris DeVito at Larsen Flynn Insurance, which we have never seen before. It made us wonder if it’s new or if we just weren’t getting this document, which seems to be for the Underwriting Department, from Hartley. There are new questionnaires about sexual harassment and cybersecurity. Christy completed the sexual harassment questionnaire, but could not complete the one for cybersecurity due to our network’s complicated connection with CCRLS. She will meet with Chris DeVito to discuss in person. CCRLS controls our networked computers and other devices. City of Woodburn IT Department provides IT support. Dynamic Tech manages our phone system, program room technology, and soon our security camera system. We may ask them to take over the contract for our alarm system. Christy will ask Chris DeVito if owning our building will trigger the 5% increase noted in the renewal document and will keep the Board apprised of any changes.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
- Break-in incident – There was a hearing on October 27 and another scheduled for December 2.
- We will start to plan a holiday party soon. Last year’s party was really fun. We may do the same thing again.
- Open enrollment has been completed. CIS came and talked to staff about options and answered questions about the new plan. One employee switched to the new plan.
- Lots of programs coming up: making ornaments (one to take home, one for the Library tree), a Dia de los Muertos event this week. Megan really enjoyed the puzzle competition (fierce competition). Next year, we will ask the Friends of Silver Falls Library to fund a traditional storytelling workshop event.
- The Ames scrapbooks are still with us. Carrie Caster from Silverton Country Historical Society will be picking them up soon for transfer to their Museum.
- The final canning and food preservation workshop had 12 people. The workshops have been well attended and well received.
- We may be looking for donations for a consultant to help get a library foundation started. We will look for more information from NAO (Nonprofit Association of Oregon) and Oregon Community Foundation.
ADJOURNMENT
Motion: To adjourn the meeting at 6:51 p.m.
(Motion by: Megan Smith. Second by: Dmitry White).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, December 2, 2025 at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Dmitry White
Chair, Library Board of Directors
Silver Falls Library District
