Board Meeting Minutes 3/25/2025 (html)
Tuesday, March 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
Michelle Sanguinetti
Megan Smith (Zoom) Public Present:
None
Board Members Absent:
Nancy Miller
CALL TO ORDER
Chair White called the meeting to order at 5:31 p.m.
REVIEW OF AGENDA
Addition under New Business: Health insurance contributions
APPROVAL OF MINUTES
Page 2 – Delete extra space after “taxes”.
Page 2 – Change “and is also relied on” to “but also to”.
Page 2 – Delete extra “in”.
Page 4 – Change “is questionable and” to “may meet the technical requirement but”.
Motion: To approve the February 25, 2025 Board Meeting minutes as amended
(Motion by: Dmitry White. Second by: Michelle Sanguinetti).
Vote: Unanimously in favor.
FINANCIAL REPORT, FEBRUARY 2025
The Board received and reviewed the following reports:
Statement of Cash Receipts:
Since these reports were created, we have received another approximately $19,000 in Property Tax Revenue in March, and another quarterly formula-based payment of about $24,000 from CCRLS Reimbursement.
Statement of Cash Disbursements
Have we heard back from Marion County what to expect to be charged for Election Expense? Dmitry called Bill Burgess, who said he doesn’t know. The position responsible is currently vacant. We have entered $11,500 in the budget for the 2025/2026 fiscal year.
Check Register
What is the payment of $24 to Christy for? She purchased new keys for the exterior door lock and for one of the book drops.
Motion: To approve the FEBRUARY 2025 Financial Report as presented, including checks #17982 through and including #18004, and all EFTs, for a total of $112,492.39.
(Motion by: Ingrid Donnerstag. Second by: Dmitry White).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None.
OLD BUSINESS
1. Parking Lot and City of Silverton Updates
Good news – The City Council found our financial proposal amenable and their legal counsel will start drafting an agreement to present to our legal counsel. The City would want the work done as soon as possible. We hope to have the work done as soon as the weather allows, assuming we receive the funds. City Manager Cory Misley said he will keep it at the top of the City Council’s agenda. If funds are received before the end of the current fiscal year, the Board will need to pass a budget resolution, but if funds are received during the next fiscal year, it will be built into the Budget Resources. The amount is approximately $55,000, The costs for upgrading the parking lot’s lights is included in this fiscal year’s budget with a matching grant from SDAO for $2,500 ($6500 total). Christy will ask Cory if it would be helpful for Christy or any board members to attend any Council meetings.
2. Auditing RFP Update
Two proposals were received. Ingrid and Michelle came in yesterday to review and score them. Christy and Stacy called references and received 2 positive references for Accuity. The person Christy called to provide a reference for Isler had not worked with auditors until this year and couldn’t provide any information. Based on references and cost, Christy’s recommendation would be for Accuity. Either firm will mean an increase in cost of $4,000-$5,000 from last year. The proposal from Isler included an additional cost of $6,000 for the C-REP construction grant accounting. Christy will call Accuity to see if they will do the C-REP accounting and what it would cost.
Motion: To select Accuity as the District’s audit firm for the 2025/2026 fiscal year contingent on further information and reasonable rate for accounting of C-REP construction grant.
(Motion by: Dmitry White. Second by: Ingrid Donnerstag).
Vote: Unanimously in favor.
3. C-REP planning grant process
Randall Feldhaus from Sunbreak Energy called for additional information and asked for our PGE billing from December, January, and February. He also wanted to talk to Pace/Loren’s about our HVAC system, and to Rite Way Electric about our electrical panels.
We will need an additional electrical panel to encompass all of the things we want to have solar powered in the event of an outage. When Randall met Christy, Stacy, Nancy, and Megan for a Teams meeting, he showed a diagram of the panels maximizing the roof space. He estimates the project could generate 89% of the Library’s electrical needs, and that usage during a power outage could be reduced by using only one of the three rows of lights in our fixtures for example.
We need to get estimates from cement contractors for a pad that will hold the battery storage cabinets. Randall gave us the dimensions and details of what will be needed. Do we need a structure to house the batteries? No, they come in a cabinet that’s meant to be outdoors. They are too heavy to be removed or pushed over. Do we need a fence around them? No, they are designed to be tamper-resistant.
Where are we in the process with the structural engineer? Randall says that the engineer has reviewed the project and doesn’t see any problems, but Christy pointed out the difference between the as-built blueprints and the finished building and emphasized that we needed confirmation of the roof’s ability to hold the panels. Christy would like to see the report from the structural engineer.
Jason Knaus from Oregon Department of Energy (ODOE) said that the C-REP grant is state-funded and not in danger of changes from the federal government. However, parts needed could become more expensive with new tariffs. Jason also said that because of the many changes occurring at the federal level, ODOE has been pushing back the deadline for the Construction Grant in hopes that applicants will be able to submit accurate proposals.
Christy, Stacy, and Nancy met with representatives from Energy Trust of Oregon (ETOO) to discuss additional funding support they could offer. While applying for and administering another grant would be more work and time, it could make our Construction Grant application more competitive. Funding from ODOE cannot exceed 100% of the project costs, so if we were awarded anything from ETOO, the amount from ODOE would decrease accordingly and those funds could be used for other ODOE grantees.
Christy has been attending the CHAP and local EMAC meetings. Maria Robinson from ETOO and Gregory Helm, Director of Emergency Management from Marion County plan to attend the next EMAC meetings and all are hoping to get more information from the fire and police chiefs about Silverton’s emergency plan and how the Library can be involved and our building utilized. Gregory will also be visiting the Library this week to discuss the possibilities with Christy. Christy will send that meeting time to Nancy and Megan, and Dmitry offered to attend if either or both are unavailable.
NEW BUSINESS
1. C-REP Construction Grant timeline and questions
The grant application deadline has been moved back. Jason Knaus at ODOE said that it has happened in prior grant cycles that the solar firm who received the contract for the Planning Grant moved forward as the project manager for the Construction Grant, and encouraged Christy to go that route. The project plan and forms that Randall has to complete will be about 20%, and what we’ve done for the Planning Grant will cover another 65-70% of what’s needed for the Construction Grant application. We don’t know the timeline for the ETOO funding, but Christy will talk with Maria Robinson again. Megan offered to help write the Construction Grant application if needed.
2. Use of library spaces by groups and individuals – advertising and financial concerns
A few difficult things have happened with Program Room rentals in the last month. Overall, almost every time we rent the room, there are misunderstandings and problems with communication and payments. Overseeing a limited public forum is complex, but it’s not designed to be a place for commerce, or for political or religious events. PFLAG (formerly Parents and Family of Lesbians and Gays, now a national organization providing support to LGBTQIA+ families and friends) applied to use the room for an informational meeting, but the person who filled out the application and agreed to the terms did not communicate those terms with the person who created their social media posts and flyers about the meeting, leading to a public misunderstanding of the program as a Library-sponsored event. Stacy called the organizers who changed the flyers and social media posts immediately, but then the organizers called a few days later to postpone the program until May. The night the program was originally scheduled, a patron came in to attend and was confrontational with Library staff when they learned it was postponed, further demonstrating a lack of understanding of how the Program Room is used for events not sponsored by the Library.
The Program Room policy requires that events held in the Program Room are free and open to the public. A CPR class was recently approved, but had to be cancelled when Library staff learned the group would be charging participants to attend. A crochet teacher recently advertised in Our Town that she was teaching lessons at the Library for a charge, even though the Library offers a free crochet group with instruction. This teacher has been using the Study Room for those lessons, but we learned from the Our Town article that she was charging for them. Tutors use Library spaces for paid lessons as well.
When Christy was at Klamath, a group started reserving their program room for a weekly political education program that was partisan and divisive. Eventually, that library decided that their program room would only be used for library-sponsored programs. If the library chose to partner with another organization, the room could be used for a library-sponsored partnership program.
Library staff asked Christy to discuss the Program Room policy with the Board. Coordinating room rental is difficult and complicated by the fact that we don’t do it very often. The rental fees charged do not cover the staff time required. Silverton has a lack of available public meeting spaces. The Board will think about tutors, teachers, and others who use the building. Board members do not want to limit free speech in a limited public forum, but feel a line is crossed when the room (or the building) is used for commerce. Dmitry would like to review records of rentals, and maybe consider a vendor or personal services policy for tutors and teachers. Christy will ask other library directors on the state library list serve about their program room policies.
3. Health Insurance Contributions– Stacy explained the current premium costs of our CIS-provided health insurance and the amount the Library contributes for employees working full-time, 30-39 hours per week, and 20-29 hours per week. The Board requested further information including the breakdown of number of employees who fall in each category, premium costs for employee only, employee plus spouse, and employee plus family, and the number of people taking each of those choices. Stacy will send info to Dmitry and any other board members who are interested. She was also asked to try to find out if part-time employees with coverage under OHP are satisfied with that coverage. Christy is going to check in with the City of Silverton – who has the same insurance provider – to see if they are willing to share their employer contribution figures.
4. Executive Session – Personnel Performance Evaluation (ORS 192.610(2(a)
Called at 7:11pm
Executive session closed at 7:31pm.
5. Oregon Library Association’s Public Library Standards, 2021 Edition, pages 20-23 Materials Standards
Due to time constraints, this was tabled until the May Board Meeting.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
ADJOURNMENT
Motion: To adjourn the meeting at 7:53 p.m.
(Motion by: Ingrid Donnerstag. Second by: Dmitry White).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, April 22, 2025 immediately following the Budget Committee Meeting 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
Michelle Sanguinetti
Megan Smith (Zoom) Public Present:
None
Board Members Absent:
Nancy Miller
CALL TO ORDER
Chair White called the meeting to order at 5:31 p.m.
REVIEW OF AGENDA
Addition under New Business: Health insurance contributions
APPROVAL OF MINUTES
Page 2 – Delete extra space after “taxes”.
Page 2 – Change “and is also relied on” to “but also to”.
Page 2 – Delete extra “in”.
Page 4 – Change “is questionable and” to “may meet the technical requirement but”.
Motion: To approve the February 25, 2025 Board Meeting minutes as amended
(Motion by: Dmitry White. Second by: Michelle Sanguinetti).
Vote: Unanimously in favor.
FINANCIAL REPORT, FEBRUARY 2025
The Board received and reviewed the following reports:
- Statement of Assets, Liabilities, and Fund Balances (as of February 28, 2025)
- General Fund Statement of Cash Receipts (as of February 28, 2025)
- General Fund Statement of Cash Disbursements (as of February 28, 2025)
- Check Register – Citizen’s Bank (February 1-28, 2025)
- LGIP Account Statement (as of February 28, 2025)
- Journal Entries (as of February 28, 2025)
Statement of Cash Receipts:
Since these reports were created, we have received another approximately $19,000 in Property Tax Revenue in March, and another quarterly formula-based payment of about $24,000 from CCRLS Reimbursement.
Statement of Cash Disbursements
Have we heard back from Marion County what to expect to be charged for Election Expense? Dmitry called Bill Burgess, who said he doesn’t know. The position responsible is currently vacant. We have entered $11,500 in the budget for the 2025/2026 fiscal year.
Check Register
What is the payment of $24 to Christy for? She purchased new keys for the exterior door lock and for one of the book drops.
Motion: To approve the FEBRUARY 2025 Financial Report as presented, including checks #17982 through and including #18004, and all EFTs, for a total of $112,492.39.
(Motion by: Ingrid Donnerstag. Second by: Dmitry White).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None.
OLD BUSINESS
1. Parking Lot and City of Silverton Updates
Good news – The City Council found our financial proposal amenable and their legal counsel will start drafting an agreement to present to our legal counsel. The City would want the work done as soon as possible. We hope to have the work done as soon as the weather allows, assuming we receive the funds. City Manager Cory Misley said he will keep it at the top of the City Council’s agenda. If funds are received before the end of the current fiscal year, the Board will need to pass a budget resolution, but if funds are received during the next fiscal year, it will be built into the Budget Resources. The amount is approximately $55,000, The costs for upgrading the parking lot’s lights is included in this fiscal year’s budget with a matching grant from SDAO for $2,500 ($6500 total). Christy will ask Cory if it would be helpful for Christy or any board members to attend any Council meetings.
2. Auditing RFP Update
Two proposals were received. Ingrid and Michelle came in yesterday to review and score them. Christy and Stacy called references and received 2 positive references for Accuity. The person Christy called to provide a reference for Isler had not worked with auditors until this year and couldn’t provide any information. Based on references and cost, Christy’s recommendation would be for Accuity. Either firm will mean an increase in cost of $4,000-$5,000 from last year. The proposal from Isler included an additional cost of $6,000 for the C-REP construction grant accounting. Christy will call Accuity to see if they will do the C-REP accounting and what it would cost.
Motion: To select Accuity as the District’s audit firm for the 2025/2026 fiscal year contingent on further information and reasonable rate for accounting of C-REP construction grant.
(Motion by: Dmitry White. Second by: Ingrid Donnerstag).
Vote: Unanimously in favor.
3. C-REP planning grant process
Randall Feldhaus from Sunbreak Energy called for additional information and asked for our PGE billing from December, January, and February. He also wanted to talk to Pace/Loren’s about our HVAC system, and to Rite Way Electric about our electrical panels.
We will need an additional electrical panel to encompass all of the things we want to have solar powered in the event of an outage. When Randall met Christy, Stacy, Nancy, and Megan for a Teams meeting, he showed a diagram of the panels maximizing the roof space. He estimates the project could generate 89% of the Library’s electrical needs, and that usage during a power outage could be reduced by using only one of the three rows of lights in our fixtures for example.
We need to get estimates from cement contractors for a pad that will hold the battery storage cabinets. Randall gave us the dimensions and details of what will be needed. Do we need a structure to house the batteries? No, they come in a cabinet that’s meant to be outdoors. They are too heavy to be removed or pushed over. Do we need a fence around them? No, they are designed to be tamper-resistant.
Where are we in the process with the structural engineer? Randall says that the engineer has reviewed the project and doesn’t see any problems, but Christy pointed out the difference between the as-built blueprints and the finished building and emphasized that we needed confirmation of the roof’s ability to hold the panels. Christy would like to see the report from the structural engineer.
Jason Knaus from Oregon Department of Energy (ODOE) said that the C-REP grant is state-funded and not in danger of changes from the federal government. However, parts needed could become more expensive with new tariffs. Jason also said that because of the many changes occurring at the federal level, ODOE has been pushing back the deadline for the Construction Grant in hopes that applicants will be able to submit accurate proposals.
Christy, Stacy, and Nancy met with representatives from Energy Trust of Oregon (ETOO) to discuss additional funding support they could offer. While applying for and administering another grant would be more work and time, it could make our Construction Grant application more competitive. Funding from ODOE cannot exceed 100% of the project costs, so if we were awarded anything from ETOO, the amount from ODOE would decrease accordingly and those funds could be used for other ODOE grantees.
Christy has been attending the CHAP and local EMAC meetings. Maria Robinson from ETOO and Gregory Helm, Director of Emergency Management from Marion County plan to attend the next EMAC meetings and all are hoping to get more information from the fire and police chiefs about Silverton’s emergency plan and how the Library can be involved and our building utilized. Gregory will also be visiting the Library this week to discuss the possibilities with Christy. Christy will send that meeting time to Nancy and Megan, and Dmitry offered to attend if either or both are unavailable.
NEW BUSINESS
1. C-REP Construction Grant timeline and questions
The grant application deadline has been moved back. Jason Knaus at ODOE said that it has happened in prior grant cycles that the solar firm who received the contract for the Planning Grant moved forward as the project manager for the Construction Grant, and encouraged Christy to go that route. The project plan and forms that Randall has to complete will be about 20%, and what we’ve done for the Planning Grant will cover another 65-70% of what’s needed for the Construction Grant application. We don’t know the timeline for the ETOO funding, but Christy will talk with Maria Robinson again. Megan offered to help write the Construction Grant application if needed.
2. Use of library spaces by groups and individuals – advertising and financial concerns
A few difficult things have happened with Program Room rentals in the last month. Overall, almost every time we rent the room, there are misunderstandings and problems with communication and payments. Overseeing a limited public forum is complex, but it’s not designed to be a place for commerce, or for political or religious events. PFLAG (formerly Parents and Family of Lesbians and Gays, now a national organization providing support to LGBTQIA+ families and friends) applied to use the room for an informational meeting, but the person who filled out the application and agreed to the terms did not communicate those terms with the person who created their social media posts and flyers about the meeting, leading to a public misunderstanding of the program as a Library-sponsored event. Stacy called the organizers who changed the flyers and social media posts immediately, but then the organizers called a few days later to postpone the program until May. The night the program was originally scheduled, a patron came in to attend and was confrontational with Library staff when they learned it was postponed, further demonstrating a lack of understanding of how the Program Room is used for events not sponsored by the Library.
The Program Room policy requires that events held in the Program Room are free and open to the public. A CPR class was recently approved, but had to be cancelled when Library staff learned the group would be charging participants to attend. A crochet teacher recently advertised in Our Town that she was teaching lessons at the Library for a charge, even though the Library offers a free crochet group with instruction. This teacher has been using the Study Room for those lessons, but we learned from the Our Town article that she was charging for them. Tutors use Library spaces for paid lessons as well.
When Christy was at Klamath, a group started reserving their program room for a weekly political education program that was partisan and divisive. Eventually, that library decided that their program room would only be used for library-sponsored programs. If the library chose to partner with another organization, the room could be used for a library-sponsored partnership program.
Library staff asked Christy to discuss the Program Room policy with the Board. Coordinating room rental is difficult and complicated by the fact that we don’t do it very often. The rental fees charged do not cover the staff time required. Silverton has a lack of available public meeting spaces. The Board will think about tutors, teachers, and others who use the building. Board members do not want to limit free speech in a limited public forum, but feel a line is crossed when the room (or the building) is used for commerce. Dmitry would like to review records of rentals, and maybe consider a vendor or personal services policy for tutors and teachers. Christy will ask other library directors on the state library list serve about their program room policies.
3. Health Insurance Contributions– Stacy explained the current premium costs of our CIS-provided health insurance and the amount the Library contributes for employees working full-time, 30-39 hours per week, and 20-29 hours per week. The Board requested further information including the breakdown of number of employees who fall in each category, premium costs for employee only, employee plus spouse, and employee plus family, and the number of people taking each of those choices. Stacy will send info to Dmitry and any other board members who are interested. She was also asked to try to find out if part-time employees with coverage under OHP are satisfied with that coverage. Christy is going to check in with the City of Silverton – who has the same insurance provider – to see if they are willing to share their employer contribution figures.
4. Executive Session – Personnel Performance Evaluation (ORS 192.610(2(a)
Called at 7:11pm
Executive session closed at 7:31pm.
5. Oregon Library Association’s Public Library Standards, 2021 Edition, pages 20-23 Materials Standards
Due to time constraints, this was tabled until the May Board Meeting.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
- Our library is continuing to take part in outreach events. Last week two members on staff went to the Silverton 50+ Center for their Community Resource Fair. Friends of the Library president Kathy Connor joined them and got some folks to join the Friends. We got lots of nice feedback from the event and made a couple of new library cards. From this, the idea came up of conducting some how-to-library classes up at the Center itself – including how to navigate our website and catalog, how to download the Libby app and select e-audiobook or e-books, how to download and use the Kanopy film app, and other library tech and non-tech questions. Our team is also looking at going out to a couple of farmers markets each year, along with the Friends of the Library, to answer questions and promote our services.
- The Friends are having a mid-year sale this Saturday the 29th from 10-3. They have a lot of inventory – too much to store – and are hoping to move along some books to make space for storing more before the larger sale in August.
- Our 4th annual Repair Fair was a success. We had 36 visitors and filled out 64 repair tickets. Our repair success rate was over 80%. Marion County Environmental Services did not hire a replacement when their prior coordinator left and the volunteer fixperts tell me that we are the only location who has gone on and done repair fairs without the help of the Marion County coordinator. This is sad for the rest of the county, but I am proud of us and Sustainable Silverton for keeping it going.
- Speaking of Sustainable Silverton, their board met and compiled a list of recommendations for how we might use the library in the event of a power outage – depending on the cause of said power outage. I am waiting on the document with the recommendations, but I appreciate it that they took our request for involvement to their board and considered the request and possibilities.
- CCRLS has over 50 different library card types when all card types that are used throughout the nineteen-library system are compiled. Currently, the Circulation committee is working on checking each type of card and seeing if they can consolidate them into a smaller amount. That said, every library is likely to have at least one unique type of card, and probably more, in order to serve the unique needs of their communities.
- Because Regence Blue Cross Blue Shield was unable to reach agreeable terms with Salem Health, CIS insurers did offer all employees a one-time opportunity to move from Blue Cross Blue Shield to Kaiser insurance.
- Our roof: This month we had multiple leaks. Valley Roofing came out and worked on an area that was later looked at by a professional roof adjuster out of Bend. He recommended it be replaced but that area had not leaked since, and there has been no follow up yet from SDIS. Meanwhile, another leak along the roof seam appeared near the adult restroom. However, it has only leaked once and doesn’t seem to have continued to leak in subsequent storms. Last week, Spring heard water hitting the top of the ceiling tile in her office. Staff popped up the tile, got a trashcan under the drip and covered Spring’s desk with plastic. We called Pfeifer to come out and patch that spot and one in Christy’s office, and were glad they could come same-day. This was not warrantied work and is in fact the part of the roof that we are collecting quotes for right now for replacement next fiscal year – regardless of solar status. Since the repairs last week, Stacy also noticed a new stain above tech services – the same side as Spring’s and Christy’s offices.
- We continue to have seasonal issues with ants. We use commercially available traps, and when that doesn’t work, we call a local pest service.
- The capacitor in one of our older HVAC systems had to be replaced this week. It is the unit that heats and cools the area by the back windows and new books. It works extra hard as that section has more extremes of temperature due to the windows. The capacitor was a part that our tech had on his truck and it was under $150.00 so we said yes. However, we also discussed that when that unit totally fails, we should replace it with one with greater capacity as it must work harder than the other units to regulate the temperatures in that area of the library.
- Our file library data has been migrated and next week we’ll have some training and a few more computer apps installed so that we can learn how to use and find our documents in the Microsoft SharePoint cloud environment. Once we’re all comfortable and have checked to make sure that all of our data has been moved over correctly, we’ll let CCRLS know that it can pull our file libraries from the physical server that they intend to sunset in July of this year.
- Our library consortium will soon have a new online product called ComicsPlus that is an online version of popular serial comics. Access to the different levels of comics – youth, teen, and adult – will be authenticated through the library card number that has an age/category profile affiliated with it.
- The director used 4 hours of vacation leave and 14.5 hours of sick leave in February A reminder that the director will be out of the country from April 27 through May 13.
ADJOURNMENT
Motion: To adjourn the meeting at 7:53 p.m.
(Motion by: Ingrid Donnerstag. Second by: Dmitry White).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, April 22, 2025 immediately following the Budget Committee Meeting at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Dmitry White
Chair, Library Board of Directors
Silver Falls Library District
