Board Meeting Minutes 6/22/2023 (html)
Thursday, June 22, 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
Kathy Beutler Stacy Higby
Ralph Sorensen
Ingrid Donnerstag Public Present:
Dmitry White (Zoom) Nancy Miller
Megan Smith (Zoom)
Board Members Absent:
None
CALL TO ORDER
Chair Milhausen called the meeting to order at 5:31 p.m.
REVIEW OF AGENDA
Additions
APPROVAL OF MINUTES
Motion: To approve the May 23, 2023 Board Meeting and Budget Hearing minutes as printed/circulated
(Motion by: Michael Milhausen. Second by: Ralph Sorensen).
Vote: Unanimously in favor.
FINANCIAL REPORT, MAY 2023
The Board received and reviewed the following reports:
Statement of Cash Receipts:
Check Register
Motion: To approve the MAY 2023 Financial Report as presented, including checks #17343 through and including #17369, and all EFTs, for a total of $101,215.80.
(Motion by: Kathy Beutler. Second by: Ingrid Donnerstag).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None.
OLD BUSINESS
1. CCRLS Staffing Issues
The issues persist. We received a letter from SDAO saying there is a serious dearth of IT certified security people all across the US and Oregon and it is at a crisis point. Chemeketa’s low wages knock them out of consideration for many candidates. The Department of Labor is trying to incentivize by providing scholarships, so SDAO is asking any districts who are willing to sign a letter in support. Something can still be sent to Chemeketa, but it’s unclear what good it will do. No one applied for the opening at CCRLS, likely because Chemeketa’s wages and terms are utterly uncompetitive. Can all the library directors do anything? We don’t think so, but Christy will ask.
2. Pacific Office Automation
Another bill has been received, with no credit for overpayment and the monthly fee was higher. The documentation fee was finally credited back. If there is no resolution by the next meeting, we would like the board to draft a letter to send to POA. Our current contract ends in April. We have to let them know at least 60 days in advance if we don’t want to renew and we will have to ship the old one back at a cost of at least $500. Photocopying is a service we provide that loses money.
NEW BUSINESS
1. Executive Session – Director’s request for modification of her vacation accrual 5:45pm
END EXECUTIVE SESSION/RESUME REGULAR BOARD MEETING 6:01pm
The Board hasn’t performed a review for Christy this year, but feels she continues to perform at a very high level and there is no need for a performance review at this time.
Motion: To approve the request from the Library Director for increased vacation leave.
(Motion by: Michael Milhausen. Second by: Ingrid Donnerstag.)
Vote: Unanimously approved.
2. Letter from SDAO for scholarship for cybersecurity professionals
Christy read the letter from SDAO discussed during Old Business to the Board. Question – Are any other community colleges doing the same thing? Answer – Nancy Miller reports that Mt. Hood Community College is the only community college that offers the baccalaureate in cybersecurity. The letter doesn’t indicate how long the scholarship recipients would commit to serving rural public Oregon organizations. The Board supports signing the letter.
3. CCRLS Participation Agreement Renewal – Signature of Board Chair
Some years there are a lot of changes to the Participation Agreement, but this year only personnel is changing, not policies.
Motion: To sign the CCRLS Participation Agreement Renewal.
(Motion by: Michael Milhausen. Second by: Kathy Beutler.)
Vote: Unanimously in favor.
4. Post office incident
A staff member went to the Silverton Post Office on library business to return a box of books that was a duplicate order. During the interaction, the postal worker (who was later identified as the postmaster) explains the difference between library mail and media mail, although the staff member already knew that. When told we were returning books, the postmaster used profanity and a homophobic slur. The library employee responded and the postmaster said “Sorry, I just meant those books they’re using to indoctrinate schoolkids.” The postmaster did not remind the employee to take the survey. The employee came back from the post office and immediately gave a report of the incident to Christy.
Christy talked to other library directors and also contacted SDAO. The Library has a responsibility to protect staff members from discrimination and harassment. SDAO advised Christy to treat the incident as a “one-off,” unless there is further hate speech from the postmaster. Christy plans to file a formal complaint through the Office of the Inspector General of USPS, which takes complaints for fraud and abuse. The postmaster has been in this position since 2014. Ingrid thinks a complaint through the formal process may go into a governmental black hole and wondered if we could send the letter directly to the postmaster’s supervisor. Christy looked for a state postmaster and couldn’t find one. Kathy wants to do more, and is really shocked and upset, especially since the postmaster is the supervisor for other staff. The Board supports Christy lodging a complaint through the formal channels.
Christy has since learned from people in the community that at the Silverton Post Office, the ADA-accessible door was not working for months, and nothing was done until a letter was sent to Rick Lewis. Kathy wants the issue to be pursued. Dmitry wants the Library to address it if another community institution is demonstrating intolerance. If Christy doesn’t receive a response from official channels, then our federal representatives would be the next step. Michelle suggested filing a complaint for discrimination with the Department of Justice. The USPS is a quasi-federal arm of government, meaning that notifying the congressional arm may be more effective than the federal arm. Nancy thinks local representatives like Rick Lewis would be other people we could contact. Question – Does the postmaster have a history of similar behavior? Christy has heard that, but it’s all hearsay.
5. Review and approve step and wage structure and other compensation elements of policy
Proposed changes are highlighted in yellow or strike-through. Thanks to Michael’s work to make the step schedule more equitable and consistent, and for closing the gap in steps between 7 and 20 years of service. Christy explained the change to holiday pay (time and a half) for those employees who choose to work on a Library holiday, as opposed to those who are asked to work on a holiday. Health insurance premium costs are currently contained but changing the language from “will pay” to “may pay” leaves the option of changing employee contribution amounts if costs increase. Christy will bring the policy section back to the Board for approval with the following corrections.
6. Review and approve 2023-2024 Holiday Closure Schedule
(Motion by: Kathy Beutler. Second by: Ralph Sorensen.)
Vote: Unanimously in favor.
7. Power wash
The cost is about $1000. Kathy wants to do it. Nathan worked on cleaning the cobwebs in front on Saturday. We will look into having it done before the mural installation. Question – Do we ever have community service do these tasks? We haven’t but Nancy recommends it. The high school is looking to add more community service built into the school day and this would be an ideal project.
8. Parking lot discussion status
The Library owns 43% of the parking lot south of the Community Center. Christy, Michael, and Ingrid met with Jason Freilinger (Mayor) and Kathy Zaragoza (City Manager pro tem) at the Library on June 13th to discuss options.
Michael proposes creating a committee to focus on this issue and bring information back so the Board can vote. The board should select members of the committee, rather than open it to all. Dmitry agreed that a committee is a good idea, with some board members, former board members, and members of the budget committee.
Motion: to form committee under those conditions stated above.
(Motion by: Michael Milhausen. Second by: Kathy Beutler)
Vote: Unanimously in favor.
Christy will contact Jeff Gunter. Michael, Dmitry, and Ingrid would like to be on the committee. Megan will also join. Michael and Christy will contact the rest of the committee and our attorney to set up a meeting after the new board convenes. Christy will tell the City that our Board is in transition and there is no news to report to them right away.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
1. Election and Installation of Officers
2. Review of District’s Financial Status and History
3. Burr Wheel
ADJOURNMENT
Motion: To adjourn the meeting at 7:42 p.m.
(Motion by: Dmitry White. Second by: Kathy Beutler).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, July 25th, 2023 at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Ingrid Donnerstag
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:
Michael Milhausen Christy Davis, Director
Kathy Beutler Stacy Higby
Ralph Sorensen
Ingrid Donnerstag Public Present:
Dmitry White (Zoom) Nancy Miller
Megan Smith (Zoom)
Board Members Absent:
None
CALL TO ORDER
Chair Milhausen called the meeting to order at 5:31 p.m.
REVIEW OF AGENDA
Additions
- Old Business - Pacific Office Automation
- New Business – SDAO letter, incident at post office, building power-washed
APPROVAL OF MINUTES
Motion: To approve the May 23, 2023 Board Meeting and Budget Hearing minutes as printed/circulated
(Motion by: Michael Milhausen. Second by: Ralph Sorensen).
Vote: Unanimously in favor.
FINANCIAL REPORT, MAY 2023
The Board received and reviewed the following reports:
- Statement of Assets, Liabilities, and Fund Balances (as of May 31, 2023)
- General Fund Statement of Cash Receipts (as of May 31, 2023)
- General Fund Statement of Cash Disbursements (as of May 31, 2023)
- Check Register – Citizen’s Bank (May 1-31, 2023)
- LGIP Account Statement (as of May 31, 2023)
- Purchase Order – Visa (closing date May 26, 2023)
- Journal Entries (as of May 31, 2023)
Statement of Cash Receipts:
- We only received a small tax turnover payment in May. Will we get more in June? Yes, we have received another payment and will be 99% of what we budgeted for Current Year Taxes and 97% for Prior Year Taxes.
- Did we increase the amount budgeted for Interest for next year? Yes, we think we doubled it.
Check Register
- What is Check #17356 under Minor Equipment for? It is the final half of the amount due to Dynamic Tech Solutions for the Program Room AV upgrade.
Motion: To approve the MAY 2023 Financial Report as presented, including checks #17343 through and including #17369, and all EFTs, for a total of $101,215.80.
(Motion by: Kathy Beutler. Second by: Ingrid Donnerstag).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None.
OLD BUSINESS
1. CCRLS Staffing Issues
The issues persist. We received a letter from SDAO saying there is a serious dearth of IT certified security people all across the US and Oregon and it is at a crisis point. Chemeketa’s low wages knock them out of consideration for many candidates. The Department of Labor is trying to incentivize by providing scholarships, so SDAO is asking any districts who are willing to sign a letter in support. Something can still be sent to Chemeketa, but it’s unclear what good it will do. No one applied for the opening at CCRLS, likely because Chemeketa’s wages and terms are utterly uncompetitive. Can all the library directors do anything? We don’t think so, but Christy will ask.
2. Pacific Office Automation
Another bill has been received, with no credit for overpayment and the monthly fee was higher. The documentation fee was finally credited back. If there is no resolution by the next meeting, we would like the board to draft a letter to send to POA. Our current contract ends in April. We have to let them know at least 60 days in advance if we don’t want to renew and we will have to ship the old one back at a cost of at least $500. Photocopying is a service we provide that loses money.
NEW BUSINESS
1. Executive Session – Director’s request for modification of her vacation accrual 5:45pm
END EXECUTIVE SESSION/RESUME REGULAR BOARD MEETING 6:01pm
The Board hasn’t performed a review for Christy this year, but feels she continues to perform at a very high level and there is no need for a performance review at this time.
Motion: To approve the request from the Library Director for increased vacation leave.
(Motion by: Michael Milhausen. Second by: Ingrid Donnerstag.)
Vote: Unanimously approved.
2. Letter from SDAO for scholarship for cybersecurity professionals
Christy read the letter from SDAO discussed during Old Business to the Board. Question – Are any other community colleges doing the same thing? Answer – Nancy Miller reports that Mt. Hood Community College is the only community college that offers the baccalaureate in cybersecurity. The letter doesn’t indicate how long the scholarship recipients would commit to serving rural public Oregon organizations. The Board supports signing the letter.
3. CCRLS Participation Agreement Renewal – Signature of Board Chair
Some years there are a lot of changes to the Participation Agreement, but this year only personnel is changing, not policies.
Motion: To sign the CCRLS Participation Agreement Renewal.
(Motion by: Michael Milhausen. Second by: Kathy Beutler.)
Vote: Unanimously in favor.
4. Post office incident
A staff member went to the Silverton Post Office on library business to return a box of books that was a duplicate order. During the interaction, the postal worker (who was later identified as the postmaster) explains the difference between library mail and media mail, although the staff member already knew that. When told we were returning books, the postmaster used profanity and a homophobic slur. The library employee responded and the postmaster said “Sorry, I just meant those books they’re using to indoctrinate schoolkids.” The postmaster did not remind the employee to take the survey. The employee came back from the post office and immediately gave a report of the incident to Christy.
Christy talked to other library directors and also contacted SDAO. The Library has a responsibility to protect staff members from discrimination and harassment. SDAO advised Christy to treat the incident as a “one-off,” unless there is further hate speech from the postmaster. Christy plans to file a formal complaint through the Office of the Inspector General of USPS, which takes complaints for fraud and abuse. The postmaster has been in this position since 2014. Ingrid thinks a complaint through the formal process may go into a governmental black hole and wondered if we could send the letter directly to the postmaster’s supervisor. Christy looked for a state postmaster and couldn’t find one. Kathy wants to do more, and is really shocked and upset, especially since the postmaster is the supervisor for other staff. The Board supports Christy lodging a complaint through the formal channels.
Christy has since learned from people in the community that at the Silverton Post Office, the ADA-accessible door was not working for months, and nothing was done until a letter was sent to Rick Lewis. Kathy wants the issue to be pursued. Dmitry wants the Library to address it if another community institution is demonstrating intolerance. If Christy doesn’t receive a response from official channels, then our federal representatives would be the next step. Michelle suggested filing a complaint for discrimination with the Department of Justice. The USPS is a quasi-federal arm of government, meaning that notifying the congressional arm may be more effective than the federal arm. Nancy thinks local representatives like Rick Lewis would be other people we could contact. Question – Does the postmaster have a history of similar behavior? Christy has heard that, but it’s all hearsay.
5. Review and approve step and wage structure and other compensation elements of policy
Proposed changes are highlighted in yellow or strike-through. Thanks to Michael’s work to make the step schedule more equitable and consistent, and for closing the gap in steps between 7 and 20 years of service. Christy explained the change to holiday pay (time and a half) for those employees who choose to work on a Library holiday, as opposed to those who are asked to work on a holiday. Health insurance premium costs are currently contained but changing the language from “will pay” to “may pay” leaves the option of changing employee contribution amounts if costs increase. Christy will bring the policy section back to the Board for approval with the following corrections.
- On Page 2, second paragraph under #2, change “staff” to “employees”.
- On Page 2, second paragraph under #2, end the second sentence at “classification.”
- Remove all asterisks.
- On Page 3, first paragraph, change “a member of staff” to “an employee”.
- On Page 4, second bullet, “Temporary” doesn’t need to be capitalized.
6. Review and approve 2023-2024 Holiday Closure Schedule
- Change “Monday, December 31” to “Monday January 1”.
(Motion by: Kathy Beutler. Second by: Ralph Sorensen.)
Vote: Unanimously in favor.
7. Power wash
The cost is about $1000. Kathy wants to do it. Nathan worked on cleaning the cobwebs in front on Saturday. We will look into having it done before the mural installation. Question – Do we ever have community service do these tasks? We haven’t but Nancy recommends it. The high school is looking to add more community service built into the school day and this would be an ideal project.
8. Parking lot discussion status
The Library owns 43% of the parking lot south of the Community Center. Christy, Michael, and Ingrid met with Jason Freilinger (Mayor) and Kathy Zaragoza (City Manager pro tem) at the Library on June 13th to discuss options.
Michael proposes creating a committee to focus on this issue and bring information back so the Board can vote. The board should select members of the committee, rather than open it to all. Dmitry agreed that a committee is a good idea, with some board members, former board members, and members of the budget committee.
Motion: to form committee under those conditions stated above.
(Motion by: Michael Milhausen. Second by: Kathy Beutler)
Vote: Unanimously in favor.
Christy will contact Jeff Gunter. Michael, Dmitry, and Ingrid would like to be on the committee. Megan will also join. Michael and Christy will contact the rest of the committee and our attorney to set up a meeting after the new board convenes. Christy will tell the City that our Board is in transition and there is no news to report to them right away.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
- We received the election certification results since the last meeting. We also discovered a way to publish the District’s budget so that more of our constituents actually see it and we also have saved money in the process. The Statesman Journal was going to charge us over $1K to publish the budget this year. I talked to Paula Mabry, publisher at Mt. Angel Publishing and she explained to me that the Canyon Weekly, one of the Mt. Angel Publishing publications is what is called an adjudicated newspaper, and that like the Statesman, it can produce an affidavit of publication that is required by the Oregon Dept. of Revenue. Granted, the Canyon Weekly does not reach our target audience, but it is within Marion County, which is the legal requirement. By publishing there, we fulfilled the legal requirement and by additionally publishing in Our Town, we feel we fulfilled what we would call a community requirement. The two publications combined were half of what the publication in the Statesman would have cost. This caught the attention of one of the board members of the Silverton Fire District and they were very happy to know that they have more affordable and effective options in the future.
- Friends of the Silver Falls Library will be at the community booth at the Silverton Farmer’s Market, this Saturday, June 24th. They will be promoting membership, the upcoming book sale, and the library’s summer reading program.
- Speaking of the Summer Reading Program, our numbers so far are incredible. SRP has only been going for 8 open library days and we have 425 youth signed up, 91 of which are the elusive subspecies known as teenagers. 51 adults have signed up. Any day that we circulate over 500 items is a big day and so far this week our numbers have been in the 600s and yesterday 749 – of that 749, 441 items were youth materials. And today we had 61 at storytime. Also, in the first 8 days of summer reading we have made 52 new library cards.
- The local chapter of the Dolly Parton Imagination Library is close to a milestone. We currently have 179 children enrolled, and 218 children have graduated from the program as they turned the age of 5. We are 3 kiddos short of having 400 children participate in the program since it started July of 2019. The funding arm for the DPIL program is the Silverton Kiwanis, of which I am a member. Awareness of the program and a drive for sign-ups is largely through our library, and we always tell new patrons with young children that they can sign up for the free book delivery. I personally register every new child into the program, which averages about 75 new children each year.
- Joseph Di Rezze, proprietor of The Lock Guy lock business, has ordered our new keypad lock and it is hoped for by August. SDAO graciously let us keep the Safety & Security matching funds to pay for the lock as supply chain disruptions are the cause of the delay.
- We are getting more complaints about parking than ever before. The youth services staff especially are absorbing a lot of frustration from parents regarding the lack of parking spaces as parents are only willing to walk so many blocks with little ones and strollers. Today at the community center parking lot, 4 spaces were coned off and the only available street parking in either direction was beyond the turnoff for the city pool. This week the YMCA announced that there would be pickleball at the community center three days a week starting at 8:30am. In the past it has been 9am, and this has allowed more of our staff to be able to park in the community lot prior to their shifts starting. We anticipate that few staff will be able to park in the lot now due to the popularity of pickleball.
- Beginning next week we will have a temporary emergency hire in Adult Services. Carrie Caster is the former director of Mt. Angel Public Library. Carrie is fluently bilingual in Spanish, has an MLS, is an archivist, and already knows how to use the Integrated Library System shared by all the CCRLS libraries. With 2-3 hours of training, she should be up to speed and will be on call for the prolonged absences anticipated in that department over the next several months.
- We have applied for Narcan supplies and training through Save Lives Oregon and are awaiting more information about whether our application will be approved. We hope to have one or two doses of Narcan in the building in the event that there is a drug overdose on premises.
- Muralist Tonya Jo Smithburg is looking at Davenport Days for the unveiling of the mural. The most likely time is Saturday August 5th, after the parade. Fred Parkinson from the Silverton County Historical Society is preparing a presentation to be given in the program room following the unveiling of the mural. More details need to be coordinated with the sign contractor, the Friends of the Library, the contractor, the Mural Society, and the Historical Society to firm up plans.
- At 3pm on Monday, June 26th I will be meeting with Tristan Kuenzi of Earthlight Solar and Energy Solutions about the potential of our south facing roof and even our flatroof to hold solar panels. Energy costs rose 7% at the beginning of this year and another 7% recently. PGE has stated that energy costs will rise another 14% at the beginning of the new calendar year. If we could get a grant to help fund panels, we might be able to offset some of our energy costs. If anyone from the board wishes to meet with Tristan on Monday, please let me know.
- A special thank you once again to Kathy Beutler for funding the flower baskets that hang outside our library, and for the beautiful flowers she buys and places in the barrels below the hanging baskets, making beautiful use of the water that overflows from the baskets.
- Director’s time off since last report: 8 hours of sick leave.
ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
1. Election and Installation of Officers
2. Review of District’s Financial Status and History
3. Burr Wheel
ADJOURNMENT
Motion: To adjourn the meeting at 7:42 p.m.
(Motion by: Dmitry White. Second by: Kathy Beutler).
Vote: Unanimously in favor.
__________________________________________
The next Library Board meeting is scheduled for Tuesday, July 25th, 2023 at 5:30 p.m. in the library program room.
Approved: _________________________(date)
_______________________________________
Ingrid Donnerstag
Chair, Library Board of Directors
Silver Falls Library District
