Board Meeting Minutes 2/25/2025 (html)
Tuesday, February 25, 2025
LIBRARY BOARD MEETING
SILVER FALLS LIBRARY DISTRICTSilver Falls Library Program Room
410 S. Water St., Silverton, Oregon
Board Members Present: Staff Present:
Ingrid Donnerstag Christy Davis, Director
Dmitry White Stacy Higby
Nancy Miller
Michelle Sanguinetti Public Present:
Megan Smith Charlie Johann, City of Silverton
Board Members Absent:
None
CALL TO ORDER
Chair White called the meeting to order at 5:30 p.m.
REVIEW OF AGENDA
APPROVAL OF MINUTES
(Motion by: Dmitry White. Second by: Nancy Miller).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
Charlie Johann, RARE AmeriCorps member for City of Silverton, is working on the Silverton 2050 Comprehensive Plan. The last comprehensive plan was done in 2002, which was an update of the one before that, which was completed in 1972. Charlie described the plan as a legal backbone and future vision of the community, with an impact on land use and other policies moving forward, and presented the Board with questions for discussion.
Why did you choose to live/work in Silverton? What about Silverton makes you proud? Answers included: small town feeling; proximity to Portland, Silver Falls and the Oregon Garden; beautiful/pretty/well-maintained; good schools, community pride; Silver Creek; connection between groups of people and civic organizations; civic investment; insular (can be good and bad); city is center of regional community; charm of downtown; natural beauty of area; a “place that’s worth caring about”.
What is the city/community doing well? Answers included: Community pride; connections; overlapping social circles; civic participation; taking care of its appearance; connection to history with murals and other signage; things to do (movie theater and restaurants); density of shops and restaurants make the downtown busy; promotion and intentionality of public art (mural society); walkability.
What can improve? Walkability is difficult because sidewalks are inconsistent; not enough bike or walking trails (There was a plan for a loop trail, which could address safety issues at the dead-end of current trail. High school CTE students could assist and learn about construction and horticulture); accessibility for seniors or people with mobility issues; festivals and traditional things are good, but could be more inclusive of other groups; diversity of community not reflected in public art (murals); parks and public spaces are not well-kept and need more attention; pool is old and vulnerable to being lost with minimal support from taxes; city has relied on volunteer or private organizations for some of our public services (senior work day), but also to to support the Senior Center and Arts Association, which may not be sustainable; festivals are outgrowing the available park spaces; processes haven’t grown with the town; small businesses and the Chamber try but could do more to coordinate and support each other; improved advertising and messaging; disappointed in the relationship between the Oregon Garden, the resort, and the City; Oregon Garden and Resort could promote the downtown businesses, which are missing tourist revenue; farmworkers and migrant community is vulnerable due to language and cultural barriers, and often goes to Woodburn to eat, shop, and use the library.
What types of businesses/industries are needed? Indian and Greek restaurants; light industry to provide employment; urgent care; more shelter options for teens, domestic abuse survivors, and families; new business recruitment or other plan for BrucePac facility; more affordable housing (without artificial support), and more variety in housing stock; things for kids and young adults to do; improved public transit in town, and going to Salem and metro Portland area.
Charlie explained that the Comprehensive Plan will take 18-24 months, and encouraged Board Members to use the QR code on the flyers and postcards provided, and to sign up for email announcements.
FINANCIAL REPORT, JANUARY 2025
The Board received and reviewed the following reports:
Check Register
Motion: To approve the JANUARY 2025 Financial Report as presented, including checks #17936 through and including #17981, and all EFTs, for a total of $118,505.14.
(Motion by: Nancy Miller. Second by: Dmitry White).
Vote: Unanimously in favor.
OLD BUSINESS
1. C-REP Grant Process
Christy will follow up with Randall from Sunbreak Energy to ask how things are going and what are the plans to hire a structural engineer. Of concern is our system of 4 different breaker boxes. Ideally, all the essential electrical needs we will want powered by the solar panels in an emergency would be in one breaker box. It will be a challenge to coordinate the different components and may require expensive conduit work. C-REP has sent the first 30% of the planning grant funds, which will be deposited tomorrow and then used to pay Sunbreak Energy once we receive an itemized invoice.
2. Parking Lot and City of Silverton Updates
Christy read a text from Cory Misley, City Manager. He has talked with the mayor and council president, and is now waiting for legal review and the completion of the survey. He hopes to add an executive session to discuss it at the City Council Meeting on March 5.
3. Auditing RFP Update
We have received only one submission, but proposals are not due until March 19. Ingrid and Michelle have agreed to help review and score the proposals on March 24th so we can have a recommendation in time for the March 25th Board Meeting. Cody Savey from Isler emailed to ask if they should submit a proposal and we said we hope they do.
NEW BUSINESS
1. Keizer Library update - Keizer City Council voted to move forward with trying to proclaim their community library as an official public library. It does not currently meet OLA Public Library Standards, but does meet ORS statutes. Between those is CCRLS membership. Christy was on the CCRLS committee to create membership standards and rules. She commends Keizer for wanting to become an official public library. Jim Shefke, who lives in Salem, is opposed to Keizer using ARPA funds for achieving this status, as they will run out quickly. Salem City Council is going out for a bond to keep their library open (as well as the senior center, etc), with an increase to Salem taxpayers of about $220/year. Many Keizer residents use Salem, as well as other CCRLS libraries (including Silver Falls) for library services. As an unincorporated area of the CCRLS region, Keizer residents can check out up to 10 items at a time from CCRLS libraries, but if they join CCRLS, they will be allowed to check out up to 50 items at a time, and have them delivered via courier service to Keizer. One requirement is that 50% of a public library’s funding must be public, so using ARPA funds may meet the technical requirement but may not be sustainable long-term. Christy will know more after the PYM director’s meeting next week and will update the Board.
2. Oregon Library Association’s Public Library Standards, 2021 Edition, pages 14-19 – Staff Standards
Teen Advisory Board – Dena is still trying to get a consistent group for a teen advisory board, which is made more difficult due to the School District no longer having a librarian at the high school.
Training opportunities – When SDAO comes out with new recommendations and requirements, staff take those trainings. We also receive trainings from the State Library, and Vector Solutions (also called Safe Personnel). Each department takes trainings appropriate to their work. We have enough new staff that we should complete the Ryan Dowd Homelessness and Libraries training again. Staff are paid for all required trainings.
Who/how many staff members have an MLS (Masters of Library Science) degree? Christy, Dena (Youth Services Librarian), Spring (Adult Services Librarian), and Becky (Technical Services Supervisor) all have MLS degrees. Is there any support for employees trying to earn that degree? No. In Klamath, the Library Foundation and Friends of the Library each contributed a portion of what was needed for Christy to complete her degree. Two current employees are interested in pursuing an MLS degree.
How many volunteers do we have? From 15-20. Do volunteers complete a background check? Only if they are going to work in Youth Services.
How do our salary ranges compare with similar libraries? Wages are comparable, close to the middle of the range, but likely in the top 25%. Statistical reports on the State Library site can be sorted by population and reviewed for different positions. We have 3 salaried positions; the remainder are hourly. Silverton is a high-expense area. Do we need a wage comparable study? If we were losing or failing to recruit staff because of low pay, we might consider it at that time. We could consider reviewing wages during the Strategic Planning process if needed. We have good benefits, and annual step and Cost of Living Adjustments, which help to retain staff, but our book and materials budgets have not increased in several years even though those costs have increased.
Do we have contemporary job descriptions? Yes, Christy updated them with staff when she started, and they are reviewed and updated if needed as staff turns over.
Do we have a succession plan for employees? No, but circulation staff can be promoted into public service or technical services assistant positions.
Diversity – Do we have data showing that 10% of our district residents speak a language other than English? No, but census and school district data can be used. The number is currently less than 10%, but is likely increasing. Among the CCRLS libraries, Salem, McMinnville, Woodburn, Newberg, and Silver Falls buy materials in Spanish. Woodburn and Salem purchase some materials in Russian. We buy some children’s materials in Russian.
Are we delivering culturally and socially relevant services for new immigrants? No services, just materials. Alliance Church in Salem has free immigration services.
What does Business Services mean? Christy will follow up and find out.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION
Silverton High School had a library book challenged with no apparent policy in place.
ADJOURNMENT
Motion: To adjourn the meeting at 7:53 p.m.
(Motion by: Ingrid Donnerstag. Second by: Michelle Sanguinetti).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, March 25, 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:
Ingrid Donnerstag Christy Davis, Director
Dmitry White Stacy Higby
Nancy Miller
Michelle Sanguinetti Public Present:
Megan Smith Charlie Johann, City of Silverton
Board Members Absent:
None
CALL TO ORDER
Chair White called the meeting to order at 5:30 p.m.
REVIEW OF AGENDA
- Correction – Executive session postponed until March 2025 meeting
- Addition under Public Presentations - Charlie Johann from City of Silverton to discuss comprehensive plan Silverton 2050
- Addition under New Business – Keizer Library information
APPROVAL OF MINUTES
- Page 2 – add “to” in last bullet point under Financial Report December 2024
- Page 5 – change “in writing” to “in the provided format” under second bullet point
(Motion by: Dmitry White. Second by: Nancy Miller).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
Charlie Johann, RARE AmeriCorps member for City of Silverton, is working on the Silverton 2050 Comprehensive Plan. The last comprehensive plan was done in 2002, which was an update of the one before that, which was completed in 1972. Charlie described the plan as a legal backbone and future vision of the community, with an impact on land use and other policies moving forward, and presented the Board with questions for discussion.
Why did you choose to live/work in Silverton? What about Silverton makes you proud? Answers included: small town feeling; proximity to Portland, Silver Falls and the Oregon Garden; beautiful/pretty/well-maintained; good schools, community pride; Silver Creek; connection between groups of people and civic organizations; civic investment; insular (can be good and bad); city is center of regional community; charm of downtown; natural beauty of area; a “place that’s worth caring about”.
What is the city/community doing well? Answers included: Community pride; connections; overlapping social circles; civic participation; taking care of its appearance; connection to history with murals and other signage; things to do (movie theater and restaurants); density of shops and restaurants make the downtown busy; promotion and intentionality of public art (mural society); walkability.
What can improve? Walkability is difficult because sidewalks are inconsistent; not enough bike or walking trails (There was a plan for a loop trail, which could address safety issues at the dead-end of current trail. High school CTE students could assist and learn about construction and horticulture); accessibility for seniors or people with mobility issues; festivals and traditional things are good, but could be more inclusive of other groups; diversity of community not reflected in public art (murals); parks and public spaces are not well-kept and need more attention; pool is old and vulnerable to being lost with minimal support from taxes; city has relied on volunteer or private organizations for some of our public services (senior work day), but also to to support the Senior Center and Arts Association, which may not be sustainable; festivals are outgrowing the available park spaces; processes haven’t grown with the town; small businesses and the Chamber try but could do more to coordinate and support each other; improved advertising and messaging; disappointed in the relationship between the Oregon Garden, the resort, and the City; Oregon Garden and Resort could promote the downtown businesses, which are missing tourist revenue; farmworkers and migrant community is vulnerable due to language and cultural barriers, and often goes to Woodburn to eat, shop, and use the library.
What types of businesses/industries are needed? Indian and Greek restaurants; light industry to provide employment; urgent care; more shelter options for teens, domestic abuse survivors, and families; new business recruitment or other plan for BrucePac facility; more affordable housing (without artificial support), and more variety in housing stock; things for kids and young adults to do; improved public transit in town, and going to Salem and metro Portland area.
Charlie explained that the Comprehensive Plan will take 18-24 months, and encouraged Board Members to use the QR code on the flyers and postcards provided, and to sign up for email announcements.
FINANCIAL REPORT, JANUARY 2025
The Board received and reviewed the following reports:
- Statement of Assets, Liabilities, and Fund Balances (as of January 31, 2025)
- General Fund Statement of Cash Receipts (as of January 31, 2025)
- General Fund Statement of Cash Disbursements (as of January 31, 2025)
- Check Register – Citizen’s Bank (January 1-31, 2025)
- LGIP Account Statement (as of January 31, 2025)
- Purchase Order – Visa (closing date December 19, 2024)
- Purchase Order – Visa (closing date January 21, 2025)
- Journal Entries (as of January 31, 2025)
- Why is the amount spent for Advertising only 17% of budget? We will spend most to publish budget hearing and documents.
- We only use one line for Gas/Electric, can we split it? On the next budget we can, and it will be a good idea to help track potential electric costs and savings if solar panels are installed.
Check Register
- Is New Dawning the contractor who did the quiet room and study room soundproofing? Yes.
- Is the payment to Pacific Office Automation an annual fee? No, monthly we pay $140 for our copier lease plus a small amount quarterly for overage.
- What is Bio Med testing? It’s the company that performs our background checks. Through SDIS membership, we get 5/year free but they are $32 each after that.
- What is Amazon Capital Services? It is our line of credit with Amazon. Stacy will include split information for this payment next month.
- What is the “RTR grant”? It’s the Ready-to-Read grant for summer reading, and it’s usually received in December, so libraries can schedule and pay performers who are booked by January.
- What is FBR and net lending? We receive our Formula Based Reimbursement quarterly from CCRLS. Net Lending is a payment for our materials that are checked out by patrons who live in unincorporated CCRLS areas, including Keizer.
Motion: To approve the JANUARY 2025 Financial Report as presented, including checks #17936 through and including #17981, and all EFTs, for a total of $118,505.14.
(Motion by: Nancy Miller. Second by: Dmitry White).
Vote: Unanimously in favor.
OLD BUSINESS
1. C-REP Grant Process
Christy will follow up with Randall from Sunbreak Energy to ask how things are going and what are the plans to hire a structural engineer. Of concern is our system of 4 different breaker boxes. Ideally, all the essential electrical needs we will want powered by the solar panels in an emergency would be in one breaker box. It will be a challenge to coordinate the different components and may require expensive conduit work. C-REP has sent the first 30% of the planning grant funds, which will be deposited tomorrow and then used to pay Sunbreak Energy once we receive an itemized invoice.
2. Parking Lot and City of Silverton Updates
Christy read a text from Cory Misley, City Manager. He has talked with the mayor and council president, and is now waiting for legal review and the completion of the survey. He hopes to add an executive session to discuss it at the City Council Meeting on March 5.
3. Auditing RFP Update
We have received only one submission, but proposals are not due until March 19. Ingrid and Michelle have agreed to help review and score the proposals on March 24th so we can have a recommendation in time for the March 25th Board Meeting. Cody Savey from Isler emailed to ask if they should submit a proposal and we said we hope they do.
NEW BUSINESS
1. Keizer Library update - Keizer City Council voted to move forward with trying to proclaim their community library as an official public library. It does not currently meet OLA Public Library Standards, but does meet ORS statutes. Between those is CCRLS membership. Christy was on the CCRLS committee to create membership standards and rules. She commends Keizer for wanting to become an official public library. Jim Shefke, who lives in Salem, is opposed to Keizer using ARPA funds for achieving this status, as they will run out quickly. Salem City Council is going out for a bond to keep their library open (as well as the senior center, etc), with an increase to Salem taxpayers of about $220/year. Many Keizer residents use Salem, as well as other CCRLS libraries (including Silver Falls) for library services. As an unincorporated area of the CCRLS region, Keizer residents can check out up to 10 items at a time from CCRLS libraries, but if they join CCRLS, they will be allowed to check out up to 50 items at a time, and have them delivered via courier service to Keizer. One requirement is that 50% of a public library’s funding must be public, so using ARPA funds may meet the technical requirement but may not be sustainable long-term. Christy will know more after the PYM director’s meeting next week and will update the Board.
2. Oregon Library Association’s Public Library Standards, 2021 Edition, pages 14-19 – Staff Standards
Teen Advisory Board – Dena is still trying to get a consistent group for a teen advisory board, which is made more difficult due to the School District no longer having a librarian at the high school.
Training opportunities – When SDAO comes out with new recommendations and requirements, staff take those trainings. We also receive trainings from the State Library, and Vector Solutions (also called Safe Personnel). Each department takes trainings appropriate to their work. We have enough new staff that we should complete the Ryan Dowd Homelessness and Libraries training again. Staff are paid for all required trainings.
Who/how many staff members have an MLS (Masters of Library Science) degree? Christy, Dena (Youth Services Librarian), Spring (Adult Services Librarian), and Becky (Technical Services Supervisor) all have MLS degrees. Is there any support for employees trying to earn that degree? No. In Klamath, the Library Foundation and Friends of the Library each contributed a portion of what was needed for Christy to complete her degree. Two current employees are interested in pursuing an MLS degree.
How many volunteers do we have? From 15-20. Do volunteers complete a background check? Only if they are going to work in Youth Services.
How do our salary ranges compare with similar libraries? Wages are comparable, close to the middle of the range, but likely in the top 25%. Statistical reports on the State Library site can be sorted by population and reviewed for different positions. We have 3 salaried positions; the remainder are hourly. Silverton is a high-expense area. Do we need a wage comparable study? If we were losing or failing to recruit staff because of low pay, we might consider it at that time. We could consider reviewing wages during the Strategic Planning process if needed. We have good benefits, and annual step and Cost of Living Adjustments, which help to retain staff, but our book and materials budgets have not increased in several years even though those costs have increased.
Do we have contemporary job descriptions? Yes, Christy updated them with staff when she started, and they are reviewed and updated if needed as staff turns over.
Do we have a succession plan for employees? No, but circulation staff can be promoted into public service or technical services assistant positions.
Diversity – Do we have data showing that 10% of our district residents speak a language other than English? No, but census and school district data can be used. The number is currently less than 10%, but is likely increasing. Among the CCRLS libraries, Salem, McMinnville, Woodburn, Newberg, and Silver Falls buy materials in Spanish. Woodburn and Salem purchase some materials in Russian. We buy some children’s materials in Russian.
Are we delivering culturally and socially relevant services for new immigrants? No services, just materials. Alliance Church in Salem has free immigration services.
What does Business Services mean? Christy will follow up and find out.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
- Christy and Stacy have started working on the budget.
- The screening of the 45-minute documentary No Place To Grow Old was a success. We had a turnout of 38 people, and from the looks of it, there were many donations for Sheltering Silverton. Nancy and Sarah spoke to the audience about the senior citizens that have been, or are currently, residents of the shelter. It was an event that posed questions and elicited empathy for the plight of some of our most vulnerable community members.
- Related to that, two members of library staff – Circulation Manager Tina Pennington, and Circulation and Reference Assistant Amanda Jakub – went to the Community Meeting at Sheltering Silverton last Friday to talk about library services and to reinforce the fact that the library is here to serve them too. From all accounts, it went well, and we’ve had at least one new library card made for a shelter resident.
- In partnership with Sustainable Silverton, we’re hosting Silverton’s 4th annual Repair Fair. The event will be on Saturday, March 15th from 11-2. Those who would like to have items repaired should scan the QR code on the flyer or email Sustainable Silverton.
- The Library website has been updated as per board suggestion last month.
- Thank you to Ingrid and Michelle for being willing to help us score auditor proposals. So far we’ve only received one but we’re hopeful for more by the deadline of 5pm on March 19th. Isler out of Eugene, whom we are currently with, says they will send a proposal, and we hope that they do.
- The last time we met, I reported that we had recently lost some of our files in our file libraries. We think that most were recovered, except for the ones that were less than a month old. Currently, all managerial staff are working on cleaning up their electronic files because a) This is overdue, and b) There’s no point in paying for cloud storage for files that are truly obsolete. There is a lot to delete, and plenty to archive as well. Everyone in management has been provided with a records retention checklist to assure that we’ll be in legal compliance with what is retained or discarded.
- As reported at the last meeting, on January 16th I emailed the Marion County Elections office about how they intended to bill our upcoming election in May. I have not heard back. Would the board like me to contact them again? Would anyone from the board like to contact them instead? Dmitry will contact Bill Burgess.
- We received our employee insurance through City County Insurance Services (CIS) and they contract with Regence Blue Cross Blue Shield. So far this calendar year they were unable to reach agreements with Salem Health and discontinued their pharmacy agreement with the Hi-School Pharmacy and Pill Box franchises. The only local pharmacy now covered by BCBS is Rite-Aid and they are of course in bankruptcy. CIS have also announced that they are moving away from Express Scripts for mail-order prescription benefits and will be changing over to a Blue Cross-administered mail order pharmacy by the end of April. All insured employees will have paperwork to do to get prescriptions moved over. These changes are concerning and we’re monitoring the situation. Despite the problems, we are currently unaware of a better health insurer.
- The roof has continued to be a source of problems in the area where the older and newer buildings come together. Valley Roofing came here again twice in February and then Special Districts Insurance Services sent out a roof specialist for insurance claims (Anthony Milo, located in Bend, from the national Newman Construction Consulting). Mr. Milo told me after his inspection that he is going to recommend to SDIS that a section of the roof be removed and redone. Today, which is the day after one of the more violent rain and wind storms of the season, there are no fresh stains in the problem area by periodicals. However, there is a new stain in the adult-side bathroom hallway.
- The director used 2 hours of vacation in January and 10.75 hours of sick leave. A reminder that she will be out of the country from April 27 through May 13.
ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION
Silverton High School had a library book challenged with no apparent policy in place.
ADJOURNMENT
Motion: To adjourn the meeting at 7:53 p.m.
(Motion by: Ingrid Donnerstag. Second by: Michelle Sanguinetti).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, March 25, 2025 at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Dmitry White
Chair, Library Board of Directors
Silver Falls Library District
