Board Meeting Minutes 6/23/2026 (html)
Tuesday, June 23, 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 (Zoom) Christy Davis, Director
Dmitry White Stacy Higby
Nancy Miller
Megan Smith Public Present:
None
Board Members Absent:
Michelle Sanguinetti
CALL TO ORDER
Chair White called the meeting to order at 5:35 p.m.
REVIEW OF AGENDA
No changes
APPROVAL OF MINUTES
Motion: To approve the May 26, 2026, Board Meeting minutes as printed/circulated
(Motion by: Dmitry White. Second by: Megan Smith).
Vote: Unanimously in favor.
FINANCIAL REPORT, MAY 2026
The Board received and reviewed the following reports:
Statement of Cash Receipts:
The June property tax turnover from Marion County was over $20,000 between Current and Prior Years, so we will be over the projected revenue for these lines at the end of the fiscal year.
Statement of Cash Disbursements
Several budget lines show a small percentage spent of the amount budgeted, including Reference Books, Minor Equipment/Furnishings, and Training/Conference.
Check Register
Motion: To approve the MAY 2026 Financial Report as presented, including checks #18424 through and including #18460, and all EFTs, for a total of $102,363.96.
(Motion by: Megan Smith. Second by: Ingrid Donnerstag).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None
OLD BUSINESS
There were many questions from firms via email and at the site visit. The deadline to answer questions is June 24. We have added a Q&A addendum, photos of the attic, photos of the electrical panels, a photo of the rooftop HVAC vents, and Randall sent a link to access his photos to the attending firms. Randall helped answer many of the questions and reached out to Jason Knouse at ODOE for additional information.
We have been very active since the last meeting taking photos, talking to our HVAC company and roofing company. Proposals are due June 30 and the meeting to score them will be July 1 or 2. The community member we were planning to include declined to participate, so we are reaching out to another person. Interviews will be on July 8 if needed.
The attorney bill was large, and another larger bill will be paid after July 1, since we have budgeted for more Legal Services in the upcoming fiscal year.
At the last board meeting, we reported that the project was about 2 weeks behind schedule, but we have since caught up with the project timeline. One question asked how firm the construction deadline was, and Randall answered that the work had to be fully installed and passed inspections, although the PGE permission to operate can be six weeks past construction deadline.
What is the reason for striking “sponsors or endorses User or” from the section about using the district’s name/logo? It’s part of the standard policy when someone rents the space, but in this case, we are condoning and inviting them. This would be considered more like a library program than a rental, a partnership with intentionality to perform this function for the community with additional staffing resources from other agencies. We will strike the second sentence from that section entirely. If the library’s name or logo ends up on a flyer or social media post, we’d like to review it first.
For the most part, our regular district policies about building use and behavior will apply, but it’s important to have an agreement of this type for liability reasons. As we use it, we will learn what’s missing or irrelevant from the form.
Motion: To adopt the Emergency Facility Use Liability Release Form as amended.
(Motion by: Dmitry White. Second by: Nancy Miller).
Vote: Unanimously in favor.
Christy will take the form to a meeting on Thursday of local groups working toward a community EMAC plan. The fire, police, and public works departments have their own plans, but SACA, Sheltering Silverton, the library, Sustainable Silverton, and maybe the 50+ Center are working on a community level plan to bring to EMAC. Marion County Emergency Services and CHAP (Climate Health Adaptation Project) have expressed support for these group efforts and have grant support available. Christy will report back to the board after Thursday’s meeting.
NEW BUSINESS
Motion: To sign the annual contract with CCRLS.
(Motion by: Nancy Miller. Second by: Dmitry White).
Vote: Unanimously in favor.
CCRLS Director Doug Yancey went to the Chemeketa College meeting and asked for time to update the CCRLS membership application, which also makes assumptions that are not well codified. The college decided that Keizer will be allowed to apply under the current policy, and asked Doug to prepare a fiscal impact report for the member libraries. We are waiting for that report to see how much of our funding will be impacted. As a designated public library, on July 1, Keizer becomes eligible for Ready-to-Read grant funds, which are federal but pass through the state.
Under current CCRLS membership rules, is there an expectation for long term funding? The application requires that applying libraries must meet minimum OLA Public Library Standards within 3 years, which includes public funding. Nothing in the CCRLS application dictates how much public funding is required, or that it must come from taxation. One of the reasons it does not include taxation is that CCRLS wanted to include The Confederated Tribes of Grand Ronde, and their funding is not through taxation.
Will their membership in CCRLS count as public funding? How about Ready to Ready funds? It’s unclear, but this could be the case. The only other plan presented for funding is applying for grants. To the best of our knowledge, there is no plan for taxpayer support from the citizens of Keizer.
Is the employee a librarian? We are not sure.
Do they have a board? Yes, they’ve gone from a community library non-profit, but starting July 1, they will be recognized as a public library.
Christy asked Doug where the board should send their concerns. He said to send concerns to Christy, who will forward them to the PYM Directors meeting, and that representatives there, including Doug, will bring them to CCRLS Council. It’s important that the people of Keizer and the employees of Keizer Community Library are not made to feel as if the member libraries don’t want Keizer to have a library, or as though we’re angry. It is not their fault, and most people do not understand what the impact will be on other libraries. It’s hard to know how to share concerns with the people who need to hear it, such as Keizer’s city council, mayor, and city manager.
What is PYM? It stands for Polk, Marion, and Yamhill counties, and the group includes the library directors from the CCRLS member libraries in these counties. CCRLS Council includes one representative from small, medium, and large libraries within the consortium, along with Doug, and is the voting advisory board that directs the college in spending the $0.08/$1,000 of assessed value that is collected for CCRLS.
The board has serious concerns and would like to suggest that CCRLS allow provisional membership only until the funding plan and reciprocity are proven. City of Keizer could propose funding for library services from the city’s tax base, but this plan relies on other member libraries’ collections and tax resources to prop up those services without reciprocity to the other member libraries. When updated, the CCRLS application should also include requirements for collection quality or per capita materials spending. It seems important if they are admitted, to keep their membership provisional until they meet basic OLA Public Library Standards. PYM directors may have an opportunity to push back and are encouraged to tell the Chemeketa College board that an application for full membership will not work. PYM and CCRLS Council do not meet in the summer, so the earliest meeting would be in September or October. Board members can send written opinions to Christy now or wait for the fiscal impact report, which we will hopefully receive before the next board meeting.
Motion: To add Tina Pennington (Circulation Supervisor) as an additional signer for checks.
(Motion by: Nancy Miller. Second: by Dmitry White).
Vote: Unanimously in favor.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
ADJOURNMENT
Motion: To adjourn the meeting at 7:08 p.m.
(Motion by: Dmitry White. Second by: Nancy Miller).
Vote: Unanimously in favor.
____________________________________________________________
The next Library Board meeting is scheduled for Tuesday, July 28, 2026, 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 (Zoom) Christy Davis, Director
Dmitry White Stacy Higby
Nancy Miller
Megan Smith Public Present:
None
Board Members Absent:
Michelle Sanguinetti
CALL TO ORDER
Chair White called the meeting to order at 5:35 p.m.
REVIEW OF AGENDA
No changes
APPROVAL OF MINUTES
Motion: To approve the May 26, 2026, Board Meeting minutes as printed/circulated
(Motion by: Dmitry White. Second by: Megan Smith).
Vote: Unanimously in favor.
FINANCIAL REPORT, MAY 2026
The Board received and reviewed the following reports:
- Statement of Assets, Liabilities, and Fund Balances (as of May 31, 2026)
- General Fund Statement of Cash Receipts (as of May 31, 2026)
- General Fund Statement of Cash Disbursements (as of May 31, 2026)
- Check Register – Citizen’s Bank (May 1-31, 2026)
- LGIP Account Statement (as of May 31, 2026)
- Purchase Order – Visa (closing date April 20, 2026)
- Journal Entries (as of May 31, 2026)
Statement of Cash Receipts:
The June property tax turnover from Marion County was over $20,000 between Current and Prior Years, so we will be over the projected revenue for these lines at the end of the fiscal year.
Statement of Cash Disbursements
Several budget lines show a small percentage spent of the amount budgeted, including Reference Books, Minor Equipment/Furnishings, and Training/Conference.
- Reference Books is at 2% - We did spend more in June from this line. Our previous main supplier of reference titles, Baker and Taylor, went out of business, so our usual standing orders had to be purchased through Ingram.
- Youth Spanish is at 45% - More titles were purchased in June.
- Adult AV is at 50% - A large order was placed in June.
- Youth AV Spanish is at 0% - Playaways were purchased in June.
- Minor equipment/Furnishings is at 18% - We budgeted for several things that we ended up not needing this year, including new chairs and a new microwave. We have, however, just purchased a new Colibri book covering machine, which was not planned.
- Conference/Training is at 40% - We still have one OLA/PNLA conference payment in June.
- Travel is at 34% - We have spent a bit more in June.
- Cultural Pass Program is at 57% - Several cultural passes renew in May and June and some will show on the June Visa bill.
Check Register
- What is the payment in Adult Programs to Illinois Library Association? It’s for Summer Reading Program supplies.
- Is Cable Huston our new legal firm? Yes, Eileen Eakins moved to this firm.
- What is the payment in Periodicals to Thrasher? It’s a skateboarding magazine.
Motion: To approve the MAY 2026 Financial Report as presented, including checks #18424 through and including #18460, and all EFTs, for a total of $102,363.96.
(Motion by: Megan Smith. Second by: Ingrid Donnerstag).
Vote: Unanimously in favor.
PUBLIC PRESENTATIONS
None
OLD BUSINESS
- Community Renewable Energy Project (C-REP) Updates
There were many questions from firms via email and at the site visit. The deadline to answer questions is June 24. We have added a Q&A addendum, photos of the attic, photos of the electrical panels, a photo of the rooftop HVAC vents, and Randall sent a link to access his photos to the attending firms. Randall helped answer many of the questions and reached out to Jason Knouse at ODOE for additional information.
We have been very active since the last meeting taking photos, talking to our HVAC company and roofing company. Proposals are due June 30 and the meeting to score them will be July 1 or 2. The community member we were planning to include declined to participate, so we are reaching out to another person. Interviews will be on July 8 if needed.
The attorney bill was large, and another larger bill will be paid after July 1, since we have budgeted for more Legal Services in the upcoming fiscal year.
At the last board meeting, we reported that the project was about 2 weeks behind schedule, but we have since caught up with the project timeline. One question asked how firm the construction deadline was, and Randall answered that the work had to be fully installed and passed inspections, although the PGE permission to operate can be six weeks past construction deadline.
- Patron complaints sent to the Board
- Proposed use of program room as cooling shelter with other-agency staffing during extreme heat, as well as future use of library in other emergency situations
What is the reason for striking “sponsors or endorses User or” from the section about using the district’s name/logo? It’s part of the standard policy when someone rents the space, but in this case, we are condoning and inviting them. This would be considered more like a library program than a rental, a partnership with intentionality to perform this function for the community with additional staffing resources from other agencies. We will strike the second sentence from that section entirely. If the library’s name or logo ends up on a flyer or social media post, we’d like to review it first.
For the most part, our regular district policies about building use and behavior will apply, but it’s important to have an agreement of this type for liability reasons. As we use it, we will learn what’s missing or irrelevant from the form.
Motion: To adopt the Emergency Facility Use Liability Release Form as amended.
(Motion by: Dmitry White. Second by: Nancy Miller).
Vote: Unanimously in favor.
Christy will take the form to a meeting on Thursday of local groups working toward a community EMAC plan. The fire, police, and public works departments have their own plans, but SACA, Sheltering Silverton, the library, Sustainable Silverton, and maybe the 50+ Center are working on a community level plan to bring to EMAC. Marion County Emergency Services and CHAP (Climate Health Adaptation Project) have expressed support for these group efforts and have grant support available. Christy will report back to the board after Thursday’s meeting.
NEW BUSINESS
- Signing the annual contract with CCRLS
Motion: To sign the annual contract with CCRLS.
(Motion by: Nancy Miller. Second by: Dmitry White).
Vote: Unanimously in favor.
- Discussion of Keizer library application to CCRLS
CCRLS Director Doug Yancey went to the Chemeketa College meeting and asked for time to update the CCRLS membership application, which also makes assumptions that are not well codified. The college decided that Keizer will be allowed to apply under the current policy, and asked Doug to prepare a fiscal impact report for the member libraries. We are waiting for that report to see how much of our funding will be impacted. As a designated public library, on July 1, Keizer becomes eligible for Ready-to-Read grant funds, which are federal but pass through the state.
Under current CCRLS membership rules, is there an expectation for long term funding? The application requires that applying libraries must meet minimum OLA Public Library Standards within 3 years, which includes public funding. Nothing in the CCRLS application dictates how much public funding is required, or that it must come from taxation. One of the reasons it does not include taxation is that CCRLS wanted to include The Confederated Tribes of Grand Ronde, and their funding is not through taxation.
Will their membership in CCRLS count as public funding? How about Ready to Ready funds? It’s unclear, but this could be the case. The only other plan presented for funding is applying for grants. To the best of our knowledge, there is no plan for taxpayer support from the citizens of Keizer.
Is the employee a librarian? We are not sure.
Do they have a board? Yes, they’ve gone from a community library non-profit, but starting July 1, they will be recognized as a public library.
Christy asked Doug where the board should send their concerns. He said to send concerns to Christy, who will forward them to the PYM Directors meeting, and that representatives there, including Doug, will bring them to CCRLS Council. It’s important that the people of Keizer and the employees of Keizer Community Library are not made to feel as if the member libraries don’t want Keizer to have a library, or as though we’re angry. It is not their fault, and most people do not understand what the impact will be on other libraries. It’s hard to know how to share concerns with the people who need to hear it, such as Keizer’s city council, mayor, and city manager.
What is PYM? It stands for Polk, Marion, and Yamhill counties, and the group includes the library directors from the CCRLS member libraries in these counties. CCRLS Council includes one representative from small, medium, and large libraries within the consortium, along with Doug, and is the voting advisory board that directs the college in spending the $0.08/$1,000 of assessed value that is collected for CCRLS.
The board has serious concerns and would like to suggest that CCRLS allow provisional membership only until the funding plan and reciprocity are proven. City of Keizer could propose funding for library services from the city’s tax base, but this plan relies on other member libraries’ collections and tax resources to prop up those services without reciprocity to the other member libraries. When updated, the CCRLS application should also include requirements for collection quality or per capita materials spending. It seems important if they are admitted, to keep their membership provisional until they meet basic OLA Public Library Standards. PYM directors may have an opportunity to push back and are encouraged to tell the Chemeketa College board that an application for full membership will not work. PYM and CCRLS Council do not meet in the summer, so the earliest meeting would be in September or October. Board members can send written opinions to Christy now or wait for the fiscal impact report, which we will hopefully receive before the next board meeting.
- Requesting permission to add an additional staff signer for checks
Motion: To add Tina Pennington (Circulation Supervisor) as an additional signer for checks.
(Motion by: Nancy Miller. Second: by Dmitry White).
Vote: Unanimously in favor.
LIBRARY DIRECTOR’S REPORT
Director Davis reported on the following:
Good things:
- We’re going to represent at the annual Silverton Pride again this year and we appreciate that we have a board member coming with us and another one who offered to help. The weather does not look promising, but we have our fingers crossed.
- Summer Reading is starting out well. As of this afternoon we have 107 infants through 4 years old, 232 5 -11 year olds, 76 11-18 year olds, and 71 adults signed up. That’s a total of 486 participants so far. Our new Youth Services folks, Shawna and Charaley, are doing great. The Monday before the launch of SRP they came in with Dena and decorated all day. If you haven’t seen the youth services décor, all done in the theme of “Plant a Seed, Read,” we hope you’ll go check it out.
- Last week, Abiqua Landscaping donated three cubic yards of fir mulch to the library, and our custodian Nathan spread it on our landscaping beds. We’ll be sending a thank you to Abiqua! And thanks to Nancy for setting it up!
- We have wasps, and we have building damage from those wasps. As you’re facing the library, to the right of the front entryway door there is a hole in the soffit beneath the eave and the roofline. I climbed our ladder and took photos. You can clearly see the nests of paper wasps. Our handywoman, Amanda, also came by and confirmed the wasps and the damage. She is going to circle back to us with a recommendation of what we can do. So far, over the last couple of weeks, we’ve had 5 different wasps found inside. It’s possible that they are mud daubers, which tend to not sting unless provoked. The wasps that have been found have been docile and have been removed but their presence has been concerning for staff.
- We’re having some issues with our front doors. The right handle is wearing out, and we also have some lightly leaking hydraulic fluid. We’re going to see if some new screws will fix the door handle, but we do have door repair/maintenance in our budget for the new fiscal year - which is just a few short days away.
- CCRLS is implementing several new changes in the coming weeks. The CCRLS headquarters is getting a new phone system and the Integrated Library System (ILS), Sirsi-Dynix, has requested that we make some changes as a consortium to some of our procedures and back-end file systems as they have been slowing down the system. The way we do interlibrary loans will also be changing as a key piece of software that was used between the public libraries and Chemeketa has become obsolete and is being replaced by something new that functions quite differently. As usual, we anticipate some bugginess for a bit and then smoother sailing after all is worked out.
- The director used 7 hours of vacation and 5 hours of sick leave in May
ADJOURNMENT
Motion: To adjourn the meeting at 7:08 p.m.
(Motion by: Dmitry White. Second by: Nancy Miller).
Vote: Unanimously in favor.
____________________________________________________________
The next Library Board meeting is scheduled for Tuesday, July 28, 2026, at 5:30 p.m. in the library program room.
Approved: __________________________ (date)
__________________________________________
Dmitry White
Chair, Library Board of Directors
Silver Falls Library District
