Board Meeting Minutes 7/23/2024 (html)

Tuesday, July 23, 2024
LIBRARY BOARD MEETING
SILVER FALLS LIBRARY DISTRICTSilver Falls Library Program Room
410 S. Water St., Silverton, Oregon
 
            Board Members Present:                             Staff Present:
                                                                                    Christy Davis, Director
            Dmitry White                                                  Stacy Higby
            Nancy Miller                                                  
            Michelle Sanguinetti                                       Public Present:
            Megan Smith (Zoom)                                     None
                                                                                   
            Board Members Absent:
            Ingrid Donnerstag
           
CALL TO ORDER
Chair White called the meeting to order at 5:40 p.m.
 
REVIEW OF AGENDA
 
No changes    
 
APPROVAL OF MINUTES
Question – Why are board members named in their comments and sometimes not? No reason, other than sometimes but not always noting who said something. Stacy will edit language in discussions related to personnel or about a specific person.
 
Question – Was the Floating Holiday change decided? Yes.
 
Motion: To approve the June 25, 2024 Board Meeting minutes as printed/circulated
            (Motion by: Dmitry White.  Second by: Michelle Sanguinetti).
            Vote: Unanimously in favor.
           
 
 
FINANCIAL REPORT, JUNE 2024
The Board received and reviewed the following reports:
  1. Statement of Assets, Liabilities, and Fund Balances (as of June 30, 2024)
  2. General Fund Statement of Cash Receipts (as of June 30, 2024)
  3. General Fund Statement of Cash Disbursements (as of June 30, 2024)
  4. Check Register – Citizen’s Bank (June 1-30, 2024)
  5. LGIP Account Statement (as of June 30, 2024)
  6. Purchase Order – Visa (closing date May 21, 2024)
  7. Purchase Order – Visa (closing date June 20, 2024)
  8. Journal Entries (as of June 30, 2024)
 
Question – The financial reports show a year-end overage of approximately $62,000. This is mostly Interest income. Is there anything in the fiscal year totals that really stood out for Christy in thinking about budget for next fiscal year? Yes, and most will be discussed during next month’s planned financial review. The percentage that goes to Personnel is lower for the current fiscal year. There were more building costs than expected in 2023-2024. We want to make Personnel costs a slightly smaller percentage of the total budget if possible. Personnel costs were slightly lower than expected in 2023-2024 due to lower hours for a long-term employee, and this carries into the current fiscal year as well.
Question – What will happen to that $62,000 overage? It’s typical for us to have slightly more than budgeted at the end of the year, which means the Beginning Fund Balance that we carry over from one fiscal year to the next is higher than was projected. Carryover goes into Reserved for Future Expenditures.
 
Check Register
Question – What is the payment to The Lock Guy? We received an SDAO Safety and Security grant for $400 in 2022, but wanted a lock that would work with 2 cell phones which never moved out of beta testing. We got a new and different lock with a new crash bar and all staff have their own individual codes now.
 
Motion: To approve the JUNE 2024 Financial Report as presented, including checks #17726 through and including #17771, and all EFTs, for a total of $128,793.64.
            (Motion by: Dmitry White.  Second by: Michelle Sanguinetti).
            Vote: Unanimously in favor.
 
 
PUBLIC PRESENTATIONS
None.
 
OLD BUSINESS
1.         Vacation benefit accrual and payout and Paid Leave Oregon policy language for policy manual and employee handbook
  • Change text of the number of paid holidays to 9.5 instead of 10, as one holiday falls on a 4-hour workday.
  • Typo - Veteran’s Holiday should be “parameters outlined by law” not “lay”.
  • In 5.1, Paragraph 2, change “holiday” to “holiday observed by the District”.
  • In 5.1, Paragraph 5, add “their” to introductory period.
 
Motion: To approve Part 5: Time Off of the Policy Manual with Paid Leave Oregon information as corrected.
(Motion by: Megan Smith. Second by: Dmitry White.)
Vote: Unanimously approved.          
 
NEW BUSINESS
 
1.         Request for Reconsideration of Library Materials, Displays, Programs, etc.
Two different library districts are working on a policy template and if we wait, we can use that in updating our own policy. The Request for Reconsideration form, however, is procedural and supports our current policy. The Board does not want to adopt the Baker County form completely, there are some parts they like and some they don’t.
  • They like the eligibility requirements at the top of the first page, but want to strike #5.
  • Change #8 of the eligibility requirements to “Please fill out form completely. Incomplete or vague requests may be denied.”
  • Change Question 7 of our form to “To your knowledge, are there resources in the library’s collection or program offerings which represent or align with an alternative point of view to the challenged material?”
  • Remove check boxes from Baker County form.
  • Change #1 of the eligibility requirements to “Complaints and requests for review of library materials must be first presented to the library director in person and in writing for discussion and written response.”
  • Add “digital resource” to list of resources on Page 1 of our form.
Christy and Stacy will make the changes above and bring the revised form to a future meeting. As August’s meeting may be full, it could be tabled until a later meeting, but the Board would like to finish it earlier rather than later.
 
LIBRARY DIRECTOR’S REPORT
Good things:
  • The library’s Summer Reading Program (SRP) numbers continue to be wonderful with 670 (507 last month) youth sign ups, 90 (68 last month) adult sign ups, and 175 (last month, 57) new library cards made since June 6th.   Additionally, so far, 193 youth participants have completed all required steps for their SRP reading logs.
  • We have had prisms installed on a dozen windows in our library as part of Peter Erskine’s “100 Libraries in Oregon” project. On Thursday, August 1st, the library will host an artist reception that starts with a 3pm screening of a documentary about Erskine’s solar artwork. At 5pm, the sun should be lined up with the windows to show a beautiful light spectrum display on the tower walls above the circulation desk and Erskine will do a Q&A about his methodology and work.
  • The Oregon State Treasury who hosts the Local Government Investment Pool (LGIP) sent notification in early July that the interest rate was moving from 5.2% to 5.3%.
Building report 
  • We haven’t been able to sell nor give away the two desks from the reference area. I am hoping that after the Friends book sale in August that we can take the leftover books and the desks to St. Vincent DePaul in Salem.
  • Since our last meeting our carpet has been cleaned, our generator serviced, and our fire system tested.  One smoke alarm failed so we’re waiting for the company to come and replace it. The Fire Marshall won’t sign off on the inspection until all alarms are working properly.
  • Christy emailed Cory Misley to ask if staff and patrons could start parking in the spaces north of the library building and he said yes. In that same email, Christy informed Cory that before the Eugene Field School was closed, we used to get a lot of their mail, and they ours because the two addresses are 410 N Water and 410 S Water respectively. The new City Hall has the same address that Eugene Field School had. We’ve already been getting a lot of their mail – and we assume they’re getting ours. Christy asked Cory to alert City staff to be mindful of this and to please cooperate in making sure mail gets where it is supposed to go.
  • We received notice from Wave Astound, our internet provider, that our wi-fi had been used for illegal copyright violation. Christy called Woodburn IT and they did what they could to remotely secure it. They sent a technician out today, who showed us that the person responsible was accessing our router information and using it to download games and movies illegally. The technician made the router information more difficult to access to further secure our wi-fi.
 
Reminders
  • Monday, August 26th is the date that the auditing team from Isler out of Eugene will be here for our annual financial review. They may only need Monday, or it could run over into Tuesday as well.
  • A reminder that the Friends of the Library annual book sale will be held as always on the 3rd weekend of August (August 16 & 17, a Friday and Saturday). We are curious about how it will go as the Silverton Arts Festival is not operating this year.
  • Between August 6th and 21st, SDAO is holding Board of Directors Trainings in multiple locations around the state. The Salem training is Wednesday, August 21st. If you haven’t yet taken this training, SDAO strongly suggests that you do. They do fill up. The library will pay for the training if no scholarships remain available.
The director used 4 hours of vacation leave, and 21 hours of sick leave in June.
           
 
AGENDA SUGGESTIONS FOR FUTURE MEETINGS
 
1.         Financial Review for next meeting
2.         For the next or future meeting: Policy updates: Collection Development Policy, generally; Acceptance of gifts for the Special Collection, specifically
 
ADJOURNMENT
 
Motion: To adjourn the meeting at 7:28 p.m.
            (Motion by: Nancy Miller.  Second by: Michelle Sanguinetti).
            Vote: Unanimously in favor.
 
__________________________________________
 
The next Library Board meeting is scheduled for Tuesday, August 27, 2024 at 5:30 p.m. in the library program room.
 
 
 
            Approved: _________________________(date)
 
 
            _______________________________________
            Dmitry White
            Chair, Library Board of Directors     
            Silver Falls Library District