4/25/2023 BM HTML

Board Meeting Minutes 4/25/2023 (html)

Tuesday, April 25, 2023
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
            Dmitry White                                                  Stacy Higby
            Ralph Sorensen
            Ingrid Green                                                    Public Present:
            Kathy Beutler                                                  None

            Board Members Absent:
            None

CALL TO ORDER
Chair Milhausen called the meeting to order at 6:15 p.m.

REVIEW OF AGENDA

No changes.

APPROVAL OF MINUTES

Page 3, 2nd bullet - add “with”.
Page 2, under Old Business #1 – add “will”.
Page 2, under Old Business #2 – add “for”.
Page 3 – COVD should be COVID.

Motion: To approve the March 28, 2023, Board Meeting minutes as corrected.
            (Motion by: Michael Milhausen. Second by: Dmitry White).
            Vote: Unanimously in favor.


PUBLIC PRESENTATIONS
None

FINANCIAL REPORT, MARCH 2023
The Board received and reviewed the following reports:

Statement of Assets, Liabilities, and Fund Balances (as of March 31, 2023)
General Fund Statement of Cash Receipts (as of March 31, 2023)
General Fund Statement of Cash Disbursements (as of March 31, 2023)
Check Register – Citizen’s Bank (March 1-31, 2023)
LGIP Account Statement (as of March 31, 2023)
Purchase Order – Visa (closing date March 24, 2023)
Journal Entries (as of March 31, 2023)

Statement of Cash Receipts:

Board Question – What is Miscellaneous Income and why is it so much over what was budgeted? This line can include unexpected settlements, like the one from Lumen Technologies, and also refunds we may receive.
Board Question – Why is there a discrepancy between Ready to Read Grant income and expenditures? It is always awkward because the grant is administered based on a calendar year, not a fiscal year.
Board Question - CCRLS Reimbursement income is only 75% of the amount budgeted. Will we get the rest before the end of the fiscal year? We hope so, but that last payment is always a question.
Board Question - Is there anything we can do to help with the CCRLS issues? The candidate they tried to hire who declined the position was the previous IT director. He was willing to come back, but the pay was too low. Now he’s going to contract for the hours at the same amount as the benefit loaded position would have been, but minus the benefits. Completing the work on the critical task list will take much longer because he is still working a full-time job somewhere else and can only work 10 hours per week for CCRLS. If this situation doesn’t get righted within the year, Christy would consider calling a meeting with other directors and Chemeketa to discuss what can be done since taxpayers pay for this critical position regardless of the financial status of the college.

Motion: To approve the MARCH 2023 Financial Report as presented, including checks #17274 through and including #17313, and all EFTs, for a total of $113,995.18.
(Motion by: Michael Milhausen. Second by: Dmitry White).
Vote: Unanimously in favor.

LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:

If you have not yet visited the Borland Gallery at the Silverton Arts Association building, just a reminder that muralist Tonya Jo Smithburg is working on the Fischer’s Flouring Mill mural for our library there on Sundays between 10 and 1 and that the public is welcome to visit to see the progress.
Stacy located Silverton upholsterer Matt Enos to replace the cushions on three of our mission style chairs. When we originally had the chairs redone in 2018, we ordered more covers than we needed. The upholsterer, Mr. Enos, will use those pre-cut pieces to repair three chairs that have torn and /or worn fabric.
Our security system for the building was installed when the library addition was built in 1997. The keypad has some buttons that no longer work reliably and the battery backup in the attic has been intermittently failing and causing the alarm to go off. Securetronics of Salem installed a new controller panel for us today that will work with our original wired security system. About 2 years ago, we found our fire alarm system wasn’t monitored, so we upgraded that. We believed the security alarm system was monitored, but it wasn’t either, so that has also been upgraded as of today.
Dena Chaffin from Youth Services and I attended the Oregon Library Association Annual Conference in Bend this past week. It was the first time that OLA had convened in person since 2019. We networked with colleges, talked to vendors, attended many sessions on library services and trends, and learned many new things.
The Amazon business line of credit program we’d been using was dissolved in January. We began charging our Amazon purchases to our Visa card, which created a huge problem in identifying and reconciling our purchases to the correct line. Christy contacted Amazon and got the Library enrolled in a different payment program, which seems to be much easier to use and track purchases. Huge celebration!!

Challenges:

Earlier in the month, via an informational email, I reported to the Board some of the issues that all CCRLS libraries are having due to the Chemeketa Community College’s inability to successfully recruit an IT head. Adjusting the salary structure appears to be the stumbling block. However, they are willing to pay for a contract hire to do the critical work and that will likely be the former IT head David Bonham who will be doing that work in the coming weeks and months.
We are continuing to reach out to various photocopier sales and service outlets in the mid-valley region to assess our best option for a copier. Our lease expires April of 2024 but our intentions of whether to stay or leave our current vendor – Pacific Office Automation – must be made 60 days prior to the expiration of said lease or it goes into auto renewal. We have been charged over the amount on our lease for several years now and have had other issues with this company. We are giving them an opportunity to fix these issues but so far, they have not corrected the problems or even returned communications.
We had to pay our $1,000 deductible to SDIS as part of settling the claim for the gutters that fell off the roof and hit a patron’s vehicle. While we think this could have been prevented by the contractor who put the gutters back up after they blew off weeks earlier in a windstorm, we do not have sufficient proof.
We requested another quote for the flat roof from a roofing company and that company found problems with the work that Pfeifer had done on some of the gable peaks. He provided us with pictures and Stacy shared them with Pfeifer. Pfeifer came out and fixed the problem. While Pfeifer was here, they told Stacy that the company that had removed our moss (same company that cleans our gutters and reaffixed our gutters) had not used the correct procedure.
A key member of our staff will be off on leave for several weeks and we are likely to need to do a temporary emergency hire in order to have coverage for public services.

Changes:

This week we will install charging stations on the four round tables at the back of the library. The charging stations have a magnetic charger on the top for both Apple and android smartphones, as well as multiple power outlets and two USB (Universal Serial Bus) ports. These will make it easier for patrons to access power and add a service (phone charging) that patrons have been requesting.
Our new AV set up is scheduled for installation this coming Monday. While we were hoping to have it for tonight, Dynamic Solutions is still waiting on parts.
Ron Chandler, the current city manager, has resigned. He never called back about the parking lot, and with new city counselors as well, we will likely have to start over on the issue. It’s important to watch the agenda for city council meetings in case they try to move on these issues without knowing the back story or details.

Miscellaneous:

Are we still waiting for the new keyless entry system? Yes, the new model should be available in May.
An idea – Ask Master Gardeners who need to clock hours in education and community service to be involved in starting a seed library.
Is it appropriate to partner with SDAO regarding hiring a new IT Director at CCRLS? Not really as none of the other CCRLS libraries are special districts and don’t belong to SDAO.
How is the director’s wish list coming? Christy will revisit.
We have budgeted for a review of our website for compliance with ADA (American Disabilities Act). We will budget more for someone to redo it if we can’t fix any issues the review finds. Dmitry will volunteer to help if needed.

Director’s time off since last report: 9 hours of vacation leave.

ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION
Michael won’t be able to attend the May meeting. Ingrid will lead the meeting.

AGENDA SUGGESTIONS FOR FUTURE MEETINGS

1. Review and approve step and wage structure and other compensation elements of policy.
2. Review new board member onboarding/education information. Board members are asked to let Christy know if there’s anything to be added to this, anything they wish they’d known sooner or more about

ADJOURNMENT

Motion: To adjourn the meeting at 7:00 p.m.
            (Motion by: Michael Milhausen. Second by: Dmitry White).
            Vote: Unanimously in favor.

__________________________________________

The next Library Board meeting is scheduled for Tuesday, May 23, 2023 at 5:30 p.m. in the library program room.

            Approved: _________________________(date)

            _______________________________________
            Ingrid Green
            Vice Chair, Library Board of Directors
            Silver Falls Library District