Board Meeting Minutes 3/28/2023 (html)
Tuesday, March 28, 2023
LIBRARY BOARD MEETING
SILVER FALLS LIBRARY DISTRICTSilver Falls Library Program Room and 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
Board Members Absent:
None
CALL TO ORDER
Chair Milhausen called the meeting to order at 5:33 p.m.
REVIEW OF AGENDA
No changes
APPROVAL OF MINUTES
Motion: To approve the February 28, 2023 Board Meeting minutes as amended.
(Motion by: Michael Milhausen. Second by: Ingrid Green).
Vote: Unanimously in favor.
FINANCIAL REPORT, FEBRUARY 2023
The Board received and reviewed the following reports:
Check Register
Board question: What is check #17257 to Bio-Med testing? We went over the 5 free background checks provided per year by SDIS.
Board question: What is the payment to Renaissance Carpentry? It is for the frame and background for the mural.
Board question: What is the Visa payment to Kahoots and the associated foreign transaction fee? It’s an Australian company that does online trivia and games. It can be used for Battle Of the Books, to create surveys and ballots, etc. We used them more during COVID but decided to keep them for another year.
Board question: Is this a regular funds transfer from LGIP? Yes, once or twice per month.
Board question: What is the payment to Aryeh Frankfurter? It was for the harp program.
Board question: What is “CPU for circ desk”? It is a new computer for the circulation desk.
Motion: To approve the FEBRUARY 2023 Financial Report as presented, including checks #17257 through and including #17273, and all EFTs for a total of $69,860.72.
(Motion by: Kathy Beutler. Second by: Dmitry White).
Vote: Unanimously in favor.
OLD BUSINESS
1. AV for program room update
We have accepted a quote for $8,113 from Dynamic Tech Solutions. They’ve been here twice and will be coming again to meet with Rite Way Electric. The upgrade will include an 85-inch TV with sound and camera bar, ceiling mikes, ceiling speakers, and two new data ports. The ports can’t go live until CCRLS hires a new IT person. We hope it will be done (except new data ports) before April budget meeting. They have provided the lowest of four quotes and their job meets the District’s needs.
2. COLA adjustments
We are super grateful to Michael for his spreadsheet abilities, helping to flatten the percentage increase in our steps so it’s more even across the steps. He gave us a spreadsheet and formula we can keep using. We projected the percentage increase of property tax revenue out for 10 years and compared it to step increase proposals to make sure we are still sustainable with our labor costs. We will have to change a small section of policy related to the gap between Step 7 and Longevity. We restructured the step chart, increasing from 7 steps to 19, then longevity. When fiscally possible, COLA increases will be used to compensate for inflation.
3. Elections
Three candidates filed before the deadline. We hope that no one drops out, and there’s always the possibility of a write in campaign. Someone is helping each of the candidates create a website if they wish. We hope that candidates will put in a statement, so voters know more about them. Christy called and emailed the Marion County Clerk’s office for an estimate, and we put $3,500 in the budget for it. Michael emailed the two candidates who provided email addresses and thanked them for volunteering to serve the library.
NEW BUSINESS
None.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
· I visited our muralist Tonya Jo Smithburg at the Silverton Arts Association’s Borland Gallery this Sunday. She has a good start on the mural and will be working on it every Sunday from 10-1 during gallery open hours if you want to stop by and see progress. She will be working on it at other times as well but this is when you can meet the artist and see her work.
· Our second Repair Fair in partnership with Marion County Environmental Services, and the local nonprofit, Sustainable Silverton, was by all accounts a success. There were over 50 repair tickets submitted with a success rate around 70%. We even had one of our board members (Dmitry) helping with computer and tech device troubleshooting. These events are very lively and social and bring the community together while attempting to keep things out of the landfill.
· We have wi-fi hotspots once again. There are 6 T-Mobile and 16 AT&T. They are from an Electronic Connectivity Fund (ECF) grant administered by the college. When they expire, sometime between December of this year and March of next year, the library has budgeted to get several of our own for checkout.
· We were approved by SDAO for additional funding through their Safety and Security grant to upgrade our employee door to a code and fob system, thus removing the need for non-managerial employees to have keys. The matching amount was raised to $1,200.00. We have found a good lock professional and have a couple of options, one of which we will utilize prior to the end of this fiscal year.
· Despite having to undergo GASB 87 calculations for our one lease (a photocopier) we will not have to undergo GASB 96 calculations for software usage as none of our software falls under the rules of this new account standard.
Challenges:
· Chemeketa Community College was unable to fulfill our request to have our funds from them directly deposited to our LGIP account.
· We are currently weighing the pros and cons of leasing versus purchasing a photocopier that is primarily for public use but is also sometimes used by staff. Our current lease with Pacific Office Automation is up in mid-April of 2024 and by contractual agreement we are required to tell them our intentions about renewal a minimum of 60 days in advance. At this point we’ve looked at the price of purchasing and we are also investigating other companies to lease from.
Changes:
ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
1.
2.
ADJOURNMENT
Motion: To adjourn the meeting at 6:28 p.m.
(Motion by: Ralph Sorensen. Second by: Michael Milhausen).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, April 25th, immediately following the Budget Committee Meeting 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 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
Board Members Absent:
None
CALL TO ORDER
Chair Milhausen called the meeting to order at 5:33 p.m.
REVIEW OF AGENDA
No changes
APPROVAL OF MINUTES
- Page 2 under Old Business, remove “school”.
- Last page, change “ref” to reference, and “circ” to circulation.
Motion: To approve the February 28, 2023 Board Meeting minutes as amended.
(Motion by: Michael Milhausen. Second by: Ingrid Green).
Vote: Unanimously in favor.
FINANCIAL REPORT, FEBRUARY 2023
The Board received and reviewed the following reports:
- Statement of Assets, Liabilities, and Fund Balances (as of February 28, 2023)
- General Fund Statement of Cash Receipts (as of February 28, 2023)
- General Fund Statement of Cash Disbursements (as of February 28, 2023)
- Check Register – Citizen’s Bank (February 1-28, 2023)
- LGIP Account Statement (as of February 28, 2023
- Purchase Order – Visa (closing date February 24, 2023)
- Journal Entries (as of February 28, 2023)
Check Register
Board question: What is check #17257 to Bio-Med testing? We went over the 5 free background checks provided per year by SDIS.
Board question: What is the payment to Renaissance Carpentry? It is for the frame and background for the mural.
Board question: What is the Visa payment to Kahoots and the associated foreign transaction fee? It’s an Australian company that does online trivia and games. It can be used for Battle Of the Books, to create surveys and ballots, etc. We used them more during COVID but decided to keep them for another year.
Board question: Is this a regular funds transfer from LGIP? Yes, once or twice per month.
Board question: What is the payment to Aryeh Frankfurter? It was for the harp program.
Board question: What is “CPU for circ desk”? It is a new computer for the circulation desk.
Motion: To approve the FEBRUARY 2023 Financial Report as presented, including checks #17257 through and including #17273, and all EFTs for a total of $69,860.72.
(Motion by: Kathy Beutler. Second by: Dmitry White).
Vote: Unanimously in favor.
OLD BUSINESS
1. AV for program room update
We have accepted a quote for $8,113 from Dynamic Tech Solutions. They’ve been here twice and will be coming again to meet with Rite Way Electric. The upgrade will include an 85-inch TV with sound and camera bar, ceiling mikes, ceiling speakers, and two new data ports. The ports can’t go live until CCRLS hires a new IT person. We hope it will be done (except new data ports) before April budget meeting. They have provided the lowest of four quotes and their job meets the District’s needs.
2. COLA adjustments
We are super grateful to Michael for his spreadsheet abilities, helping to flatten the percentage increase in our steps so it’s more even across the steps. He gave us a spreadsheet and formula we can keep using. We projected the percentage increase of property tax revenue out for 10 years and compared it to step increase proposals to make sure we are still sustainable with our labor costs. We will have to change a small section of policy related to the gap between Step 7 and Longevity. We restructured the step chart, increasing from 7 steps to 19, then longevity. When fiscally possible, COLA increases will be used to compensate for inflation.
3. Elections
Three candidates filed before the deadline. We hope that no one drops out, and there’s always the possibility of a write in campaign. Someone is helping each of the candidates create a website if they wish. We hope that candidates will put in a statement, so voters know more about them. Christy called and emailed the Marion County Clerk’s office for an estimate, and we put $3,500 in the budget for it. Michael emailed the two candidates who provided email addresses and thanked them for volunteering to serve the library.
NEW BUSINESS
None.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
· I visited our muralist Tonya Jo Smithburg at the Silverton Arts Association’s Borland Gallery this Sunday. She has a good start on the mural and will be working on it every Sunday from 10-1 during gallery open hours if you want to stop by and see progress. She will be working on it at other times as well but this is when you can meet the artist and see her work.
· Our second Repair Fair in partnership with Marion County Environmental Services, and the local nonprofit, Sustainable Silverton, was by all accounts a success. There were over 50 repair tickets submitted with a success rate around 70%. We even had one of our board members (Dmitry) helping with computer and tech device troubleshooting. These events are very lively and social and bring the community together while attempting to keep things out of the landfill.
· We have wi-fi hotspots once again. There are 6 T-Mobile and 16 AT&T. They are from an Electronic Connectivity Fund (ECF) grant administered by the college. When they expire, sometime between December of this year and March of next year, the library has budgeted to get several of our own for checkout.
· We were approved by SDAO for additional funding through their Safety and Security grant to upgrade our employee door to a code and fob system, thus removing the need for non-managerial employees to have keys. The matching amount was raised to $1,200.00. We have found a good lock professional and have a couple of options, one of which we will utilize prior to the end of this fiscal year.
· Despite having to undergo GASB 87 calculations for our one lease (a photocopier) we will not have to undergo GASB 96 calculations for software usage as none of our software falls under the rules of this new account standard.
Challenges:
· Chemeketa Community College was unable to fulfill our request to have our funds from them directly deposited to our LGIP account.
· We are currently weighing the pros and cons of leasing versus purchasing a photocopier that is primarily for public use but is also sometimes used by staff. Our current lease with Pacific Office Automation is up in mid-April of 2024 and by contractual agreement we are required to tell them our intentions about renewal a minimum of 60 days in advance. At this point we’ve looked at the price of purchasing and we are also investigating other companies to lease from.
Changes:
- SDAO did form a partnership with SAIF (State Accident Insurance Fund) and beginning in July our Worker’s Compensation will be managed by them as an affiliate rather than directly by SDIS (Special Districts Insurance Services). There will be no rate change.
- Trivia bee went well, thanks to Kathy and Michael for sponsoring. The event grossed $19,000 and expenses were $4,000-$5,000, the most a Kiwanis fundraiser has ever made, helping to make up for COVID, when there was no Oktoberfest or other fundraisers.
- 200 kids signed up for Dolly Parton most of the time, with some joining and aging out.
- Pfeiffer Roofing came out and found nails with water pooling where it shouldn’t be. They repaired it and it looks like it’s not leaking anymore. We got three quotes for replacing the flat section and put the money in the budget to do it.
- Director’s time off since last report: 32 hours of vacation time and 4.5 hours of sick leave.
ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
1.
2.
ADJOURNMENT
Motion: To adjourn the meeting at 6:28 p.m.
(Motion by: Ralph Sorensen. Second by: Michael Milhausen).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, April 25th, immediately following the Budget Committee Meeting at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Michael Milhausen
Chair, Library Board of Directors
Silver Falls Library District
