Board Meeting Minutes 3/24/2020 (html)
Tuesday, March 24, 2020
LIBRARY BOARD MEETING
SILVER FALLS LIBRARY DISTRICTSilver Falls Library Program Room
410 S. Water St., Silverton, Oregon
Board Members Present: Staff Present:
Michael Milhausen Christy Davis, Director
Chris Childs Stacy Higby
Kathy Beutler
Chris Mayou (via Zoom) Public Present:
Ralph Sorensen (via Zoom)
Board Members Absent:
None
CALL TO ORDER
President Milhausen called the meeting to order at 5:39 p.m.
REVIEW OF AGENDA
No changes
APPROVAL OF MINUTES
Page 2 should be “an” IGA, not and (email migration)
Page 4 should be too not to
Page 2 add Brian’s last name
Page 3 – have dates for intern been identified? Yes, june 8-august 15, add to minutes
Page 5 – has the city followed up on what they might do about the parking space? Christy hasn’t heard, they talked about modifying it, closing it, and rechecking it against standards
Motion: To approve the February 25, 2020 Board Meeting minutes as amended
(Motion by: Chris Childs. Second by: Ralph Sorensen).
Vote: Unanimously in favor. Chris Mayou abstained
APPROVAL OF MINUTES
Motion: To approve the March 16, 2020 Emergency Board Meeting minutes as printed/circulated
(Motion by: Kathy Beutler. Second by: Ralph Sorensen).
Vote: Unanimously in favor.
FINANCIAL REPORT, FEBRUARY 2020
The Board received and reviewed the following reports:
Statement of Cash Receipts:
Board Question – Could the Donation – Employee Benefit line be renamed so as not to be confusing? The name was recommended by Jim Voss on the Budget Committee, but we will ask at the next Budget Committee Meeting.
Statement of Cash Disbursements
Board Question – Why is the line for the PERS UAL Payment not included in the Year-To-Date total? An oversight, Stacy will fix it.
Motion: To approve the February 2020 Financial Report as presented, including EFTs and checks #16304 through and including #16322, for a total of $76,371.03.
(Motion by: Kathy Beutler. Second by: Chris Childs).
Vote: Unanimously in favor.
OLD BUSINESS
1. HVAC documents and decisions - discuss
In light of recent Covid-19 uncertainty, Christy would like to propose that the Board budget for two emergency replacements of HVAC units next year instead of the planned replacement schedule previously decided by the Board. Board agrees.
2. E-Mail Migration update – no updates
3. Mural progress – no updates
4. Questions for Penelope Hummel for March – phone call tabled until May at the earliest
5. Date decision for budget adoption meeting: Should we return to regularly scheduled time? Director will NOT be out of town on may 26th.
The meeting will remain on Tuesday May 12th, 2020 at 5:30pm.
6. Summer Intern Application – submitted and received, April 17th answer anticipated
NEW BUSINESS
1. Budget Timeline and Budget Committee vacancies
The Budget Committee has one vacancy and one person who is unable to attend the scheduled meeting, but if everyone else can attend we will still meet the quorum required. Stacy will call Doug Tedrow to see if he could attend via Skype or Zoom. A task force has been created by SDAO, League of Oregon Cities, and Association of Counties and the local budget timeline will be among the issues they address. Christy and Stacy are on track to have the 20-21 budget ready, but are preparing a budget based on current forecasted revenue, which may change. Michael and Kathy wondered if it’s possible to create two different budgets. At this time, and without any more information, that’s not the best use of our time, and we’d prefer to wait for more information rather than make a guess about projected revenue. The mandated budget timeline is still currently in place, and the budget must be ready for the Board, Budget Committee, and the public to view one week before the April 28th meeting. Chris Mayou will contact Dmitri White and have him contact Stacy for the application. Any person on the committee can act as chair.
Recess for tech difficulties
2. Plan of Action for Secretary of State
The Secretary of State requires a Plan of Action for any deficiency found in the audit process each year. Only deficiencies need to be addressed in the plan of action, not best practice or other issues. Michael and Christy drafted a letter, which is included in the Board’s packets.
Motion: to proceed with approving response to Audit Division of Secretary of State by sending draft letter to be signed by Michael Milhausen.
(Motion by: Chris Childs. Second by: Kathy Beutler).
Vote: Unanimously in favor.
3. Personnel Expenditures for remainder of FY 2019-20
If everyone on staff worked their allotted hours, the Library would be $6,000-7,000 over budget on the Personnel line. However, we will be an estimated $30,000 under budget in the overall General Fund.
4. Staffing the Library during closure past March 31st
Motion: that staff be notified to be in wrap up mode. As of 6pm March 26th the library building will be closed through April 9th except for essential staff as deemed appropriate by the Director (who may come in and out of the building as needed). Moving forward from April 10, staff should know they may be asked to return to work after the board convenes an emergency meeting (time date tbd). Staff need not worry about pay and benefits through the end of April, and are encouraged to spend up to the amount of hours they normally work on continuing education and training online from home, with programs to be outlined by the Director, and reporting periodically to the Director what they’re doing, the time spent, and progress made. The board expects staff to follow the Governor’s directives for staying home.
(Motion by: Chris Childs. Second by: Kathy Beutler).
Vote: Unanimously in favor.
5. Timeline for job postings and transitions
Christy and Stacy created calendar for posting of positions, but will wait for now.
6. Roof leaks and ceiling stains
Lynn is seeing leaks come through, but that may not be where the leak originated. It could be from where the plastic sheeting comes together. Christy is going to try to take a photo or video while it’s raining. She will call in someone to come be in the building with her while she’s taking photos.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
Leave used since the last Board meeting: 0
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
1. Public Library Standards, Part 7: Facilities Standards
2.
ADJOURNMENT
Motion: To adjourn the meeting at 8:07 p.m.
(Motion by: Chris Childs. Second by: Kathy Beutler).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, April 28, 2020 immediately following the Budget Committee Meeting at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Michael Milhausen
President, 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:
Michael Milhausen Christy Davis, Director
Chris Childs Stacy Higby
Kathy Beutler
Chris Mayou (via Zoom) Public Present:
Ralph Sorensen (via Zoom)
Board Members Absent:
None
CALL TO ORDER
President Milhausen called the meeting to order at 5:39 p.m.
REVIEW OF AGENDA
No changes
APPROVAL OF MINUTES
Page 2 should be “an” IGA, not and (email migration)
Page 4 should be too not to
Page 2 add Brian’s last name
Page 3 – have dates for intern been identified? Yes, june 8-august 15, add to minutes
Page 5 – has the city followed up on what they might do about the parking space? Christy hasn’t heard, they talked about modifying it, closing it, and rechecking it against standards
Motion: To approve the February 25, 2020 Board Meeting minutes as amended
(Motion by: Chris Childs. Second by: Ralph Sorensen).
Vote: Unanimously in favor. Chris Mayou abstained
APPROVAL OF MINUTES
Motion: To approve the March 16, 2020 Emergency Board Meeting minutes as printed/circulated
(Motion by: Kathy Beutler. Second by: Ralph Sorensen).
Vote: Unanimously in favor.
FINANCIAL REPORT, FEBRUARY 2020
The Board received and reviewed the following reports:
- Statement of Assets, Liabilities, and Fund Balances (as of February 29, 2020)
- General Fund Statement of Cash Receipts (as of February 29, 2020)
- General Fund Statement of Cash Disbursements (as of February 29, 2020)
- Check Register – Citizen’s Bank (February 1-29, 2020)
- LGIP Account Statement (as of February 29, 2020)
- Purchase Order – Visa (closing date February 25, 2020)
- Journal Entries (as of February 29, 2020)
Statement of Cash Receipts:
Board Question – Could the Donation – Employee Benefit line be renamed so as not to be confusing? The name was recommended by Jim Voss on the Budget Committee, but we will ask at the next Budget Committee Meeting.
Statement of Cash Disbursements
Board Question – Why is the line for the PERS UAL Payment not included in the Year-To-Date total? An oversight, Stacy will fix it.
Motion: To approve the February 2020 Financial Report as presented, including EFTs and checks #16304 through and including #16322, for a total of $76,371.03.
(Motion by: Kathy Beutler. Second by: Chris Childs).
Vote: Unanimously in favor.
OLD BUSINESS
1. HVAC documents and decisions - discuss
In light of recent Covid-19 uncertainty, Christy would like to propose that the Board budget for two emergency replacements of HVAC units next year instead of the planned replacement schedule previously decided by the Board. Board agrees.
2. E-Mail Migration update – no updates
3. Mural progress – no updates
4. Questions for Penelope Hummel for March – phone call tabled until May at the earliest
5. Date decision for budget adoption meeting: Should we return to regularly scheduled time? Director will NOT be out of town on may 26th.
The meeting will remain on Tuesday May 12th, 2020 at 5:30pm.
6. Summer Intern Application – submitted and received, April 17th answer anticipated
NEW BUSINESS
1. Budget Timeline and Budget Committee vacancies
The Budget Committee has one vacancy and one person who is unable to attend the scheduled meeting, but if everyone else can attend we will still meet the quorum required. Stacy will call Doug Tedrow to see if he could attend via Skype or Zoom. A task force has been created by SDAO, League of Oregon Cities, and Association of Counties and the local budget timeline will be among the issues they address. Christy and Stacy are on track to have the 20-21 budget ready, but are preparing a budget based on current forecasted revenue, which may change. Michael and Kathy wondered if it’s possible to create two different budgets. At this time, and without any more information, that’s not the best use of our time, and we’d prefer to wait for more information rather than make a guess about projected revenue. The mandated budget timeline is still currently in place, and the budget must be ready for the Board, Budget Committee, and the public to view one week before the April 28th meeting. Chris Mayou will contact Dmitri White and have him contact Stacy for the application. Any person on the committee can act as chair.
Recess for tech difficulties
2. Plan of Action for Secretary of State
The Secretary of State requires a Plan of Action for any deficiency found in the audit process each year. Only deficiencies need to be addressed in the plan of action, not best practice or other issues. Michael and Christy drafted a letter, which is included in the Board’s packets.
Motion: to proceed with approving response to Audit Division of Secretary of State by sending draft letter to be signed by Michael Milhausen.
(Motion by: Chris Childs. Second by: Kathy Beutler).
Vote: Unanimously in favor.
3. Personnel Expenditures for remainder of FY 2019-20
If everyone on staff worked their allotted hours, the Library would be $6,000-7,000 over budget on the Personnel line. However, we will be an estimated $30,000 under budget in the overall General Fund.
4. Staffing the Library during closure past March 31st
Motion: that staff be notified to be in wrap up mode. As of 6pm March 26th the library building will be closed through April 9th except for essential staff as deemed appropriate by the Director (who may come in and out of the building as needed). Moving forward from April 10, staff should know they may be asked to return to work after the board convenes an emergency meeting (time date tbd). Staff need not worry about pay and benefits through the end of April, and are encouraged to spend up to the amount of hours they normally work on continuing education and training online from home, with programs to be outlined by the Director, and reporting periodically to the Director what they’re doing, the time spent, and progress made. The board expects staff to follow the Governor’s directives for staying home.
(Motion by: Chris Childs. Second by: Kathy Beutler).
Vote: Unanimously in favor.
5. Timeline for job postings and transitions
Christy and Stacy created calendar for posting of positions, but will wait for now.
6. Roof leaks and ceiling stains
Lynn is seeing leaks come through, but that may not be where the leak originated. It could be from where the plastic sheeting comes together. Christy is going to try to take a photo or video while it’s raining. She will call in someone to come be in the building with her while she’s taking photos.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
- We currently have the inventory wand that’s on loan to CCRLS from the vendor. This is an ideal time to have this tool. It generates necessary work for us by helping to clean up our collection and find things. We look forward to the day when we have our own wand, which is currently included in the CCRLS budget. Dena scanned every single shelf in the Youth Services section, including the teen section. She found many lost books, dozens of out of place books, and many small cataloging errors. We are just one row into the adult side and have easily found over 100 such errors there. This is a great tool to have possession of right now.
- PYM directors have voted to allow a 90 day (was 30 day) usage period for library cards that are registered for via the CCRLS website. This is to allow folks to access our online resources. Upon reopening, these patrons would have to show proof before being allowed to check out physical items. In the meantime, this allows access to those who may have never realized that the library had online resources they could use, and at a time when they could really use them.
- Tech news: All of our staff and public machines, except for the microfilm machine, have been updated to Windows 10. All of our patron catalogs – known as PACs – are now large screen. A port that wasn’t working in youth services is now working and we can have two PACs operating there now instead of having youth and families wait for catalog access.
- It was of course very sad to have to cancel the spelling bee. The good news is that no one asked for their money back. People who bought tickets, purchased sponsorships and put in teams, let the Kiwanis Club keep the money which can fund the Dolly Parton books by mail for at least another year. Other needs for youth in our community are going to arise and it’s good to have some funds on hand to try and help with that. All donated items are stored safely, awaiting the day when we can do an online or in person auction.
- Many of our vendors are expanding offerings. Just today, Ancestry allowed for remote access instead of demanding that patrons use a physical site-specific license. Sirsi-Dynix our ILS vendor opened up its training modules for staff to use for free and is no longer doling out training credits. This means more of our staff could take training – here or remotely – on how to better navigate our system.
- We have a serious roof leak in multiple places. All from the new sections of roofing. This week while it is raining I am hoping to get images and video of the leaks. When we do, we will contact Pfeifer again.
- This is no different from last month except that there are extra layers of difficulty with the impacts of COVID-19. Navigating retirements: A great puzzle will be figuring out how to restructure the hours, staff time and responsibilities as key people in our organization retire from long held positions. It is hard to know at this point if we will post for replacements this fiscal year. I may need to temporarily appoint some folks to be in charge of the Circulation and Tech Services departments.
- We haven’t yet heard any useful news from Salem yet about the budget process. We still need two people on our budget committee. However, as of this afternoon, SDAO, League of Oregon Cities and the Association of Counties have formed a task force regarding items critical to these entities. I am sure that budget is near the top of the list.
- Everything is cancelled. Oregon Library Association, CCRLS meetings, face to face trainings, etc.
Leave used since the last Board meeting: 0
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
1. Public Library Standards, Part 7: Facilities Standards
2.
ADJOURNMENT
Motion: To adjourn the meeting at 8:07 p.m.
(Motion by: Chris Childs. Second by: Kathy Beutler).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, April 28, 2020 immediately following the Budget Committee Meeting at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Michael Milhausen
President, Library Board of Directors
Silver Falls Library District
