Board Meeting Minutes 3/31/2026 (html)

Tuesday, March 31, 2026
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                                                  
                                                                                   
            Board Members Absent:
            None
           
CALL TO ORDER
Chair White called the meeting to order at 5:33 p.m.
 
REVIEW OF AGENDA
 
Additions to New Business:
  • Vote to approve Budget Committee member renewing for an additional term along with new member.
 
 
APPROVAL OF MINUTES
  • On Page 3, change “beginning” to “early” or “initial” and change “vision” to “visioning”.
  • On Page 4, change “sides” to “side”.
  • Under Changes, add “call number”.
 
 
Motion: To approve the February 24, 2026, Board Meeting minutes as printed/circulated
            (Motion by: Dmitry White.  Second by: Ingrid Donnerstag).
            Vote: Unanimously in favor.
 
 
FINANCIAL REPORT, FEBRUARY 2026
The Board received and reviewed the following reports:
  1. Statement of Assets, Liabilities, and Fund Balances (as of February 28, 2026)
  2. General Fund Statement of Cash Receipts (as of February 28, 2026))
  3. General Fund Statement of Cash Disbursements (as of February 28, 2026))
  4. Check Register – Citizen’s Bank (February 1-28, 2026)
  5. LGIP Account Statement (as of February 28, 2026))
  6. Purchase Order – Visa (closing date January 21, 2026)
  7. Journal Entries (as of February 28, 2026)
 
Statement of Cash Receipts:
 
 
Statement of Cash Disbursements
  • What kind of Reference print materials do we still buy? World Almanac, Conn’s current therapy, print encyclopedia set for YS, a road atlas, Farmer’s Almanac, J.K Lasser’s Income Tax Guide, SAT, ACT and ASVAB guides, etc.
  • Is the Building Maintenance subline for the solar project? Yes. Should we move it to Capital Improvements? Auditor didn’t care, but we can check with them as we go. Capital Improvement is more appropriate than Building Maintenance. It will add to assessed value and then show on a depreciation table. Stacy will move it.
  • Will there be more payments under Insurance? The main expenses should be done for the year.
  • Two lines that are lower than the budgeted amount – Minor Equipment and Archival. Archival will not get spent out this year, although there are some purchases coming up. It will roll over for next year. There will be more payments coming for Minor Equipment.
  • Building Maintenance, Adult Programs, and Legal Services are likely to be overspent this year.
  • An extra $6,000 was budgeted in Contractual Services for auditors to review the solar grant funds dispersal, but that will likely not be done until the next fiscal year.
  • Children’s Program is close to budget, because Dena pays for some Summer Reading performers ahead of time.
 
Check Register
  • What is the payment to Areta Frankfurter in Adult Programs? It is for a popular harp workshop.
  • What is Demco? A library supply company where we purchase book covers and other supplies.
  • Why did we purchase ibuprofen, antibiotic ointment, and cotton balls? Our first aid kits were restocked, and cotton balls are used to clean books.
  • Is the online Encyclopedia Brittanica password protected? No, but users are authenticated with their library card numbers.
 
 
Motion: To approve the FEBRUARY 2026 Financial Report as presented, including checks #18337 through and including #18370, for a total of $131,777.23.
            (Motion by: Dmitry White.  Second by: Michelle Sanguinetti).
            Vote: Unanimously in favor.
 
OLD BUSINESS
 
  1. Parking Lot and City of Silverton Updates
Jason Gottgetreu from the City got the chain of title documentation from their attorney and asked them to prepare the quitclaim deed for everyone to sign. It should be ready for the next meeting. The Parking Lot Committee will disband after the deed is signed and the signs are installed. There is nothing in the CREP Performance Agreement that requires the deed.
 
  1. Library Foundation formation progress
No update. We have a binder from Kate Van Ummerson of documents containing detailed information about how to get started. The foundation will need an estimated $20,000-$60,000 to hire a consultant.
 
 
NEW BUSINESS
 
  1. Signing Performance Agreement with Oregon Department of Energy, plus CREP updates
The Performance Agreement was received and Christy highlighted some of the most important information for the Board.
  • It is a 54-month obligation.
  • It requires independent CPA verification of receipts, payments, and invoices.
  • We must list proof of involvement with COBID-certified contractors and community groups or reasons why they were not involved.
  • We must file regular reports for 5 years.
  • Before we can request funds, we must show that we have filed the request for utility interconnection with PGE. We must submit an account of paid and unpaid invoices demonstrating the need to request the initial 30% of grant funds.
  • Construction must start within 12 months after signing the PA and must be completed within 36 months. Our timeline includes extra time so that we don’t miss any deadlines.
  • We must keep the solar panels running for at least 5 years. The lifespan of similar components is 25-30 years.
  • Contractors must have the required insurance.
  • We must show prevailing wage compliance.
  • Due diligence is required to ensure that the selected contractor(s) can receive a publicly advertised request for proposals.
 
We met with Randall Feldhaus from Sunbreak Energy today. He has created a Project Management Agreement like the one we had from him for the Planning Grant. It defines his scope of services and ours. Christy will send it to Eileen Eakins with Cable Huston LLP for her review and to make modifications, then Christy will sign it. Once signed, the Performance Agreement will also be sent to Eileen. Then Randall will help draft and publish the RFP. A site walk through will be required for contractors to be considered. A small committee of Christy, one or two board members, Randall, and possibly a community member will score the proposals.
 
Once a contractor is chosen, the construction timeline will begin. Randall hopes the construction will be completed by October. Will the same firms who bid for the Planning Grant also be bidding for the Construction Grant? Yes, some have already contacted Christy. Is Randall concerned about materials from other countries incurring increased shipping costs or tariff fees? Yes, and he has built in an extra 10-15% just in case. The first quarterly report is due April 15. It should be easy since no work has begun yet. The first annual report will be due no earlier than January 2027 because the system must be running. Any contracts will be reviewed by legal counsel. Will Randall provide ongoing support once construction is complete? We don’t know, but will ask him.
 
Motion: To allow Christy to sign the Performance Agreement with Oregon Department of Energy.
            (Motion by: Dmitry White. Second by: Nancy Miller).
            Vote: Unanimously in favor.
 
  1. Budget Committee applicant – review and vote
 
Motion: To appoint Bruce Devlin and re-appoint Terra Chapek for the Budget Committee.
(Motion by: Megan Smith. Second by: Dmitry White).
Vote: Unanimously in favor.
 
 
  1. Staff compensation discussion
The Board reviewed wage schedules and considered adjusting starting salaries.
 
  1. Proposed policy update regarding volunteering following employment severance
There can be confusion about duties and responsibilities as a volunteer after being an employee.
 
Motion: To adopt revised policy.
(Motion by: Dmitry White. Second by: Megan Smith).
Vote: Unanimously in favor.
 
LIBRARY DIRECTOR’S REPORT
 
Director Davis reported on the following:
 
Good things:
  • The Friends of the Library have two new board officers.  Natalie Newgard is the incoming Treasurer, replacing Terra Chapek, and May Garland is the new Secretary, replacing Ann Clites. The new treasurer would like to set up a Square account for the friends as well as on online donation portal. They also plan to create a non-profit eBay account to sell some of the more valuable donated books.
  • The person who broke into our basement and attempted to take some property has been sentenced to probation and must appear for a progress hearing in late November.  One of the stipulations of his parole is that he may not be on Library District Property.
  • Last month the library had its fifth annual Repair Fair in partnership with Sustainable Silverton.  The fair served over 60 people and the positive feedback and happiness of the patrons who get their items fixed or diagnosed is always a highlight.  This year we had a new knife and tool sharpener as well as a knitted goods mender.  The Silverton Grange was on hand too to pass out seeds and give gardening advice.
  • Speaking of seeds, our seed library is doing great so far this year. We’re limiting the seeds packets to five per household per month and so far we have signed up 33 households.
  • We received a new steel bench from the city on the North side of our building.  This is for anyone who wishes to use it but specifically for those waiting for transport from the Silver Trolley.
  • Oregon Corrections Enterprises came out to show us what they have for waterproof benches with memorial plaques.  We are still awaiting pricing for a pair of 4-foot and 6-foot benches.
  • We had one of our substitute employees retire and have already done recruitment and found a circulation substitute employee. His name is Robert Frederick and he will start mid-April.
Challenges:
  • As we did last month, we may continue to have some staffing challenges with medical leave in the coming months but think we can cover it with existing subs and regular staff.
  • We’ve continued to have things break and malfunction and this has put a strain on our Building Maintenance budget line item.  Several times it has been a matter of vendors billing us late and having fees budgeted for in one fiscal year not show up until the next. Other things are just surprises, like windows, HVAC seals, and always, lights/ballasts going out. We had some door repair done but the hydraulics on the electric door are leaking. We will try to get through until July before scheduling that work.
Changes:
  • We now have the parking signs for our lot, and I am just waiting for a nice warm day to put them up.
Miscellaneous:
  • The director used 9 hours of sick leave in February.
 
 
ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD AND STAFF PARTICIPATION
Running a 5-year Profit & Loss report with QuickBooks could help us see trends. It may be data overload for the Budget Committee, but it would be beneficial for staff and the Board, especially when planning the budget. COVID may skew the results, so a 3-year report might be better. Stacy will run the report before the July meeting to encapsulate the entire fiscal year.
 
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
 
1.   Proposed Internet Usage Policy Updates (May or June meeting)
 
 
ADJOURNMENT
 
Motion: To adjourn the meeting at 7:27 p.m.
            (Motion by: Dmitry White. Second by: Nancy Miller).
            Vote: Unanimously in favor.
 
____________________________________________________________
 
The next Library Board meeting is scheduled for Tuesday, April 28th, 2026, 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