Board Meeting Minutes 1/24/2023 (html)
Tuesday, January 24, 2023
LIBRARY BOARD MEETING
SILVER FALLS LIBRARY DISTRICTSilver Falls Library Program Room and via Zoom
410 S. Water St., Silverton, Oregon
Board Members Present: Staff Present:
Michael Milhausen Christy Davis, Director
Kathy Beutler Stacy Higby
Ralph Sorensen
Ingrid Green Public Present:
Dmitry White None
Board Members Absent:
None
CALL TO ORDER
Chair Milhausen called the meeting to order at 5:44 p.m.
REVIEW OF AGENDA
No changes
APPROVAL OF MINUTES
Motion: To approve the November 22, 2022 Board Meeting minutes as printed/circulated
(Motion by: Kathy Beutler. Second by: Ralph Sorensen).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None
FINANCIAL REPORT, NOVEMBER 2022
The Board received and reviewed the following reports:
Statement of Cash Receipts:
We have already received 115% of the income budgeted for Interest.
Check Register
Board Question: What are the payments in both November and December for Ryan Shetler? He runs our game night program for teens on Monday night.
Motion: To approve the NOVEMBER 2022 Financial Report as presented, including checks #17170 through and including #17197, and all EFTs, for a total of $86,897.82.
(Motion by: Kathy Beutler. Second by: Ingrid Green).
Vote: Unanimously in favor.
FINANCIAL REPORT, DECEMBER 2022
The Board received and reviewed the following reports:
Statement of Cash Receipts:
Board Question: Why did we receive so much Property Tax income? The county’s new system delayed the last of November distributions until the first week of December.
Check Register
Board Question: What is the split payment to Melissa McCrossin? She taught a felting workshop for teens and adults, and the payment was split between Adult and Children’s Programs.
Board Question: Do our cultural passes get used regularly? Yes! We should highlight it in newsletter to remind patrons about them.
Motion: To approve the DECEMBER 2022 Financial Report as presented, including checks #17198 through and including #17221, and all EFTs, for a total of $88,158.52.
(Motion by: Kathy Beutler. Second by: Dmitry White).
Vote: Unanimously in favor.
OLD BUSINESS
1. Quotes for AV upgrade in program room
Chris from Hear No Evil in Salem gave us a quote for $28,000, then he came back with a smaller one for $11,390. Medium procurement rules say we need 3 quotes, so Christy got a verbal quote from Myriad in Portland for $12-14,000, but they wouldn’t be able to get one of the parts needed (Questron) until Sept-Nov. Jason from the Eighteen Group gave us a quote for $33,000, but also told us about Questron company, which does whole building systems, and provides the control panel part included in both the Myriad and Hear No Evil proposals. Jason told Christy that each Questron dealer has proprietary ownership of the devices they install, so only that dealer can upgrade or repair those systems. Jason’s proposal does not include the Questron part. Christy will talk to Jason again to see if he can get the amount down. She will also call Chris from Hear No Evil to see if he has to use a Questron control part. We don’t understand why these systems are so expensive. Michael suggested talking to Doug Yancey at CCRLS about what they might use at the college. The Owl system used by other libraries costs about $1-2,000. Christy will update the Board. We would like to have the system purchased and installed within the current fiscal year.
.
NEW BUSINESS
1. Strategic Plan progress report
Progress made on the Strategic Plan is noted in the handout Christy distributed. Many new programs and procedures are benefiting patrons and the community. The Board will review the handout and discuss it at the next meeting. The Board did not choose a specific timeline for reviewing the Strategic Plan’s progress, but looking at it again in July or August with new Board members may be a beneficial addition to their orientation.
The Narcan training is not yet scheduled, but the plan is to include staff from Sheltering Silverton in the training with Chief Anglemier.
2. Upcoming Board elections
Members of the Board have spoken to people about running for the Board. Applications will be available on the Marion County Elections website on February 4.
3. SDAO Conference, February 10-11, Sunriver or virtual
Christy will attend virtually on Friday and watch the recorded sessions from Saturday later. There is a $95 fee to attend virtually. Dmitry would also like to attend, so the Library will register him.
4. Neighborhood updates as they pertain to parking/lot concerns
SACA will be moving to the Ratchet Brewery site under a conditional use permit. Christy sent a letter supporting SACA as good neighbors. They hope to be completely moved before the holidays this fall.
There is a rumor that the museum and chamber may move into the police station building. We haven’t heard any more about who might lease or buy the armory building. There may be enough issues with the building to dissuade potential buyers or renters. Keeping it maintained and ADA-compliant may be cost-prohibitive.
Christy will call Kelley and Kelley to see if they are willing to represent us for the possible sale of the parking lot. SDAO only provides support for human resources and liability risk-management measures. Kelley and Kelley is our attorney of record and has assisted us with our lease agreement in the past. Do we assume that the City’s offer will be selling us the lot or selling the lot to another buyer and paying us out our share? Probably the latter, but what we’d prefer is to trade our partial ownership of the lot for use of the lot on the north side of the Library in perpetuity by adding it to our lease, with the City’s continued maintenance. The worst-case scenario would be that we receive money from the sale but have no parking available for patrons or staff. Michael and Christy will meet with Kelley and Kelley, hopefully without costing too much just to talk to them. The City should have a vested interest in the Library being functional and successful in the community.
5. Potential meeting and exchange of resources with Silverton Country Historical Society’s Museum
Carrie Castor is a librarian with a specialty in archival collections who also sits on the board for the Silverton Country Historical Society and Museum. She has been hired by Friends of the Library to go through our closed stacks. As she goes through our materials, she thinks the museum has items that should be in our collection and we have materials that should be at the museum. We would love to get the museum curator and board president of the museum together with one of our board members, Christy, and Becky to see if there’s anything we should consider trading with them. The Friends of the Library are meeting again this week. Carrie has put in 10 hours and needs 5-10 more hours to finish going through our closed stacks, which the Friends will likely approve. Christy will contact the Board if a meeting is scheduled to see if any members want to attend.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
· The mural was fully funded in December and a timeline for completion in September seems attainable. Muralist Tonya Jo Smithburg, and contractor Dave Laycock will be working on the building and preparation of the painting surface and the mural itself will be worked on in the Borland Gallery down at the Silverton Arts Association building. The public will be able to view the progress of the mural during gallery open hours.
· The Kiwanis fundraiser for the Dolly Patron Imagination Library is back! Friday, March 10th at 6pm at the First Christian Church. Fifteen trivia teams will compete for prizes in four categories (most correct answers, most money raised from audience helpers, best team name, best theme/costuming, and one for last place). Donations for the silent or live auctions, as well as sponsorships for teams are needed. Spectator entrance fee is $25 in advance, $30 at the door and includes heavy appetizers and opportunities to bid on items and help the teams. There will be a cash bar. Team entrance fee is $200 per team with a limit of 15 teams.
· Last Thursday was our largest youth story time since reopening post-pandemic. We had over 50 participants in the room. If this continues, we will reinstate a second story time on Fridays.
· The Friends of the Silver Falls Library now have their own email address: friends@silverfallslibrary.org. It’s an extension of my email license and it will move to each new Friends Secretary with a password change.
Challenges:
ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION
Thanks to Christy and staff for coming in on that icy day. It was probably a lifesaver for some of those folks who came in.
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
1. Strategic Plan progress report discussion
ADJOURNMENT
Motion: To adjourn the meeting at 7:28 p.m.
(Motion by: Michael Milhausen. Second by: Ralph Sorensen).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, February 28, 2023, at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Michael Milhausen
Chair, Library Board of Directors
Silver Falls Library District
LIBRARY BOARD MEETING
SILVER FALLS LIBRARY DISTRICTSilver Falls Library Program Room and via Zoom
410 S. Water St., Silverton, Oregon
Board Members Present: Staff Present:
Michael Milhausen Christy Davis, Director
Kathy Beutler Stacy Higby
Ralph Sorensen
Ingrid Green Public Present:
Dmitry White None
Board Members Absent:
None
CALL TO ORDER
Chair Milhausen called the meeting to order at 5:44 p.m.
REVIEW OF AGENDA
No changes
APPROVAL OF MINUTES
Motion: To approve the November 22, 2022 Board Meeting minutes as printed/circulated
(Motion by: Kathy Beutler. Second by: Ralph Sorensen).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None
FINANCIAL REPORT, NOVEMBER 2022
The Board received and reviewed the following reports:
- Statement of Assets, Liabilities, and Fund Balances (as of November 30, 2022)
- General Fund Statement of Cash Receipts (as of November 30, 2022)
- General Fund Statement of Cash Disbursements (as of November 30, 2022)
- Check Register – Citizen’s Bank (November 1-30, 2022)
- LGIP Account Statement (as of November 30, 2022)
- Purchase Order – Visa (closing date November 25, 2022)
- Journal Entries (as of November 30, 2022)
Statement of Cash Receipts:
We have already received 115% of the income budgeted for Interest.
Check Register
Board Question: What are the payments in both November and December for Ryan Shetler? He runs our game night program for teens on Monday night.
Motion: To approve the NOVEMBER 2022 Financial Report as presented, including checks #17170 through and including #17197, and all EFTs, for a total of $86,897.82.
(Motion by: Kathy Beutler. Second by: Ingrid Green).
Vote: Unanimously in favor.
FINANCIAL REPORT, DECEMBER 2022
The Board received and reviewed the following reports:
- Statement of Assets, Liabilities, and Fund Balances (as of December 31, 2022)
- General Fund Statement of Cash Receipts (as of December 31, 2022)
- General Fund Statement of Cash Disbursements (as of December 31, 2022)
- Check Register – Citizen’s Bank (December 1-31, 2022)
- LGIP Account Statement (as of December 31, 2022)
- Purchase Order – Visa (closing date December 27, 2022)
- Journal Entries (as of December 31, 2022)
Statement of Cash Receipts:
Board Question: Why did we receive so much Property Tax income? The county’s new system delayed the last of November distributions until the first week of December.
Check Register
Board Question: What is the split payment to Melissa McCrossin? She taught a felting workshop for teens and adults, and the payment was split between Adult and Children’s Programs.
Board Question: Do our cultural passes get used regularly? Yes! We should highlight it in newsletter to remind patrons about them.
Motion: To approve the DECEMBER 2022 Financial Report as presented, including checks #17198 through and including #17221, and all EFTs, for a total of $88,158.52.
(Motion by: Kathy Beutler. Second by: Dmitry White).
Vote: Unanimously in favor.
OLD BUSINESS
1. Quotes for AV upgrade in program room
Chris from Hear No Evil in Salem gave us a quote for $28,000, then he came back with a smaller one for $11,390. Medium procurement rules say we need 3 quotes, so Christy got a verbal quote from Myriad in Portland for $12-14,000, but they wouldn’t be able to get one of the parts needed (Questron) until Sept-Nov. Jason from the Eighteen Group gave us a quote for $33,000, but also told us about Questron company, which does whole building systems, and provides the control panel part included in both the Myriad and Hear No Evil proposals. Jason told Christy that each Questron dealer has proprietary ownership of the devices they install, so only that dealer can upgrade or repair those systems. Jason’s proposal does not include the Questron part. Christy will talk to Jason again to see if he can get the amount down. She will also call Chris from Hear No Evil to see if he has to use a Questron control part. We don’t understand why these systems are so expensive. Michael suggested talking to Doug Yancey at CCRLS about what they might use at the college. The Owl system used by other libraries costs about $1-2,000. Christy will update the Board. We would like to have the system purchased and installed within the current fiscal year.
.
NEW BUSINESS
1. Strategic Plan progress report
Progress made on the Strategic Plan is noted in the handout Christy distributed. Many new programs and procedures are benefiting patrons and the community. The Board will review the handout and discuss it at the next meeting. The Board did not choose a specific timeline for reviewing the Strategic Plan’s progress, but looking at it again in July or August with new Board members may be a beneficial addition to their orientation.
The Narcan training is not yet scheduled, but the plan is to include staff from Sheltering Silverton in the training with Chief Anglemier.
2. Upcoming Board elections
Members of the Board have spoken to people about running for the Board. Applications will be available on the Marion County Elections website on February 4.
3. SDAO Conference, February 10-11, Sunriver or virtual
Christy will attend virtually on Friday and watch the recorded sessions from Saturday later. There is a $95 fee to attend virtually. Dmitry would also like to attend, so the Library will register him.
4. Neighborhood updates as they pertain to parking/lot concerns
SACA will be moving to the Ratchet Brewery site under a conditional use permit. Christy sent a letter supporting SACA as good neighbors. They hope to be completely moved before the holidays this fall.
There is a rumor that the museum and chamber may move into the police station building. We haven’t heard any more about who might lease or buy the armory building. There may be enough issues with the building to dissuade potential buyers or renters. Keeping it maintained and ADA-compliant may be cost-prohibitive.
Christy will call Kelley and Kelley to see if they are willing to represent us for the possible sale of the parking lot. SDAO only provides support for human resources and liability risk-management measures. Kelley and Kelley is our attorney of record and has assisted us with our lease agreement in the past. Do we assume that the City’s offer will be selling us the lot or selling the lot to another buyer and paying us out our share? Probably the latter, but what we’d prefer is to trade our partial ownership of the lot for use of the lot on the north side of the Library in perpetuity by adding it to our lease, with the City’s continued maintenance. The worst-case scenario would be that we receive money from the sale but have no parking available for patrons or staff. Michael and Christy will meet with Kelley and Kelley, hopefully without costing too much just to talk to them. The City should have a vested interest in the Library being functional and successful in the community.
5. Potential meeting and exchange of resources with Silverton Country Historical Society’s Museum
Carrie Castor is a librarian with a specialty in archival collections who also sits on the board for the Silverton Country Historical Society and Museum. She has been hired by Friends of the Library to go through our closed stacks. As she goes through our materials, she thinks the museum has items that should be in our collection and we have materials that should be at the museum. We would love to get the museum curator and board president of the museum together with one of our board members, Christy, and Becky to see if there’s anything we should consider trading with them. The Friends of the Library are meeting again this week. Carrie has put in 10 hours and needs 5-10 more hours to finish going through our closed stacks, which the Friends will likely approve. Christy will contact the Board if a meeting is scheduled to see if any members want to attend.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
· The mural was fully funded in December and a timeline for completion in September seems attainable. Muralist Tonya Jo Smithburg, and contractor Dave Laycock will be working on the building and preparation of the painting surface and the mural itself will be worked on in the Borland Gallery down at the Silverton Arts Association building. The public will be able to view the progress of the mural during gallery open hours.
· The Kiwanis fundraiser for the Dolly Patron Imagination Library is back! Friday, March 10th at 6pm at the First Christian Church. Fifteen trivia teams will compete for prizes in four categories (most correct answers, most money raised from audience helpers, best team name, best theme/costuming, and one for last place). Donations for the silent or live auctions, as well as sponsorships for teams are needed. Spectator entrance fee is $25 in advance, $30 at the door and includes heavy appetizers and opportunities to bid on items and help the teams. There will be a cash bar. Team entrance fee is $200 per team with a limit of 15 teams.
· Last Thursday was our largest youth story time since reopening post-pandemic. We had over 50 participants in the room. If this continues, we will reinstate a second story time on Fridays.
· The Friends of the Silver Falls Library now have their own email address: friends@silverfallslibrary.org. It’s an extension of my email license and it will move to each new Friends Secretary with a password change.
Challenges:
- Quote for the keyless door entryway turned out to be wrong and it was what I based my Safety and Security grant ask upon. New quote is three times higher. Will contact SDAO for advice.
- Inclement weather was a challenge. We did not receive communication from the City on time and Spring, Dena and I all worked on a day when the town was shut down. Those patrons who did make it in were very grateful. The gap of time on Fridays and Mondays between 6 and 8, can be challenging for those who await the shelter’s opening at 8pm.
- Part of our gutter blew off during the recent windstorm. It was undamaged. The crew from Task Genie who cleans our gutters each year came out and reattached the gutters during their cleaning. I also had noticed we had roof moss for the first time. The crew removed the moss and did a treatment on the roof the same day.
- We have a couple of patrons / community members who frequent the library who are in significant states of cognitive decline. We are working with Silverton PD and Sheltering Silverton when appropriate to try and help these individuals. We also have had some drug-related issues at the library, including finding a used hypodermic needle. However, we believe that this is isolated to one individual who has apparently moved on from our community.
- The interest rate on the LGIP account has increased twice since we last met in November, going from 2.85% to 3.1% to 3.35% in early January.
- The last two full staff meetings have been Ryan Dowd trainings and the next one will be as well.
- Currently there are 185 preschoolers enrolled in the Dolly Parton Imagination Library program and 191 have graduated since the Silverton area program began.
ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION
Thanks to Christy and staff for coming in on that icy day. It was probably a lifesaver for some of those folks who came in.
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
1. Strategic Plan progress report discussion
ADJOURNMENT
Motion: To adjourn the meeting at 7:28 p.m.
(Motion by: Michael Milhausen. Second by: Ralph Sorensen).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, February 28, 2023, at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Michael Milhausen
Chair, Library Board of Directors
Silver Falls Library District
