8/26/2025 BM HTML

Board Meeting Minutes 8/26/2025 (html)

Tuesday, August 26, 2025
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
            Megan Smith (Zoom)
            Michelle Sanguinetti                                       Public Present:
                                                                                    None

            Board Members Absent:
            Nancy Miller

CALL TO ORDER
Chair White called the meeting to order at 5:30 p.m.

REVIEW OF AGENDA

Correction under Old Business: It should be the C-REP construction grant, not planning.
Addition under New Business: CCRLS net lending
Suggestion: To move Oregon Public Library Standards to the beginning of Old Business and set a 15-minute time limit for discussion.

APPROVAL OF MINUTES
Typo on Page 3, #3 under Motion, should be “moving forward if the quote…”
Remove Agenda Suggestions if there aren’t any.

Motion: To approve the July 22, 2025 Board Meeting minutes as amended.
            (Motion by: Dmitry White. Second by: Michelle Sanguinetti).
            Vote: Unanimously in favor.


FINANCIAL REPORT, JULY 2025
The Board received and reviewed the following reports:

Statement of Assets, Liabilities, and Fund Balances (as of July 31, 2025)
General Fund Statement of Cash Receipts (as of July 31, 2025)
General Fund Statement of Cash Disbursements (as of July 31, 2025)
Check Register – Citizen’s Bank (July 1-31, 2025)
LGIP Account Statement as of July 31, 2025)
Journal Entries (as of July 31, 2025)

Statement of Cash Receipts:

What is the $1,000 donation? Patron Irveta Johnson made two donations last year for the purchase of large print books. Her financial advisor made the donations to the Friends, who passed the funds along to the Library.
Will our timber revenue be impacted by the One Big Beautiful Bill? Probably not because we receive that income from the state, not federal. The Library will probably be impacted in other ways though. The Capital Insider newsletter is good resource for news about statewide government.

Statement of Cash Disbursements

Is there concern that Contractual Services is already at 26% of the amount budgeted? That’s the percentage for Legal Services, but we are using more legal assistance this year. We might be done with billing for this year but we may ask for a review of the contract with Sunbreak Energy if we are awarded the C-REP grant.
What are the mileage reimbursements to Christy and Stacy? For travel to CIS Benefits meeting in Keizer.

Check Register

What is the payment to League of Oregon Cities? We are a member in order to be eligible for CIS insurance.
There are two payments to Dynamic Tech, one for $619 and another for $309. Those are monthly payments for our new phone service. They also installed 2 speakers in lieu of phones in the employee break room and new quiet room.

Motion: To approve the JULY 2025 Financial Report as presented, including checks #18130 through and including #18166, and all EFTs, for a total of $96,271.63.
            (Motion by: Dmitry White. Second by: Ingrid Donnerstag).
            Vote: Unanimously in favor.

OLD BUSINESS
1.         Oregon Library Association’s Public Library Standards, 2021 Edition, pages 27-32, Technology Standards

We do offer one-on-one help with computers, phones and tablets for our patrons.
Catalogs and databases can be accessed remotely. Federal budget cuts will likely result in cancelation of most online databases, which are funded through IMLS.
We have Microsoft Suite on all public computers. We offer color printing and copies, but no photo editing, except what is provided though MS Office.
We do not offer job seeking resources on our website because Oregon Employment Department and Workforce Oregon offer great resources and our website links to those and other relevant resources.
We have some early literacy games on the computers in Youth Services, but also offer Launchpads with literacy games for checkout.
Our website links to general medical sites, but with the dilution of health information online, it is difficult to present anything as a trusted source. Health Online Network (HON) allows people to check if a medical or health site is reputable and legitimate.
We have one computer terminal with assistive technology, which is used frequently. Would it be worth getting another terminal for that? We’ve never had anyone waiting to use it, but the cost is only $27/month, so it would be moderately inexpensive to do so if needed. CCRLS would have to approve and install any added computers.
Our website is W3C compliant because it’s a Weebly site and Weebly is compliant.
Do we get any patron questions about AI or ChatGPT? Not really, but there is more training available for library workers. This technology is changing so quickly and things may be different a year from now, so we don’t know, but the Board is right to be concerned.

2.         Parking Lot and City of Silverton updates – signing of Land Exchange Agreement
Yesterday Christy and Dmitry went to Rotary to ask for support for the solar grant application. Jason Gottgetreu from the City was there and apologized that the survey wasn’t finished because the surveyor has been out ill. Once the survey is finished, we can do the title exchange with the lot descriptions finalized. Question - If we sign now, does that allow the City to cut a check? Yes, probably the first payment will go to the closing costs. Finalizing ownership of the land and building before the C-REP grant would be best.

Motion: To direct Library Director Christy Davis to sign land exchange agreement with the City of Silverton.
            (Motion by: Dmitry White. Second by: Michelle Sanguinetti).
            Vote: unanimously in favor

3.         C-REP construction grant process – Signing of two documents required for grant submission
            Christy was able to copy the grant application and send it to Megan, Nancy, Dmitry and Randall Feldhaus from Sunbreak Energy. Randall sent Christy all the technical information needed. Christy wrote to Michael Keuler at Marion County Climate Health, Gregory Walsh, Marion County Director of Emergency Management, Sheltering Silverton, and the Silverton Lions Club to request letters of support. She and Dmitry met with Rotary and will receive a support letter. Christy wants to be sure that the grant application wording demonstrates to ODOE that our construction contractor choices will advantage our local economy and COBID certified businesses since the listening session emphasized its importance. Randall has been in communication with Jason Knause at ODOE. The application is due September 19, but Christy has a goal to complete it by September 12 and is hoping to have Megan and Nancy review it. We received an $1,800 (one thousand, eight hundred dollars) power bill this month, so that’s motivating. There are 2 documents to be signed. The first authorizes Christy to act as the representative agent for the Library in the application process and communications. The second confirms that the Library will comply with state regulations, including securing the required licenses and permits. Randall will help identify and apply for all required permits.

Motion: To have Dmitry sign both letters, one authorizing Christy Davis to be the Library’s representative agent and a second letter confirming the Library will comply with all state regulations.
            (Motion by: Megan Smith. Second by: Ingrid Donnerstag).
            Vote: unanimously in favor

NEW BUSINESS

1.         Review Chapter 3 Policy Revisions regarding Purchasing

In Part 9, replace “five thousand” with “ten thousand”.
Eileen’s comments on Part 3 indicates all the rules for small procurements are not necessary, but the Board would like some rules in place for documentation of purchases and keeping the Board informed of purchases which may fall below the $25,000 threshold, but are still financially significant.
Move the last paragraph of 3.2 to immediately follow the Small Procurements introductory paragraph.
Change 3.1 to require notifying the Board of purchases over $2,000 either in advance or at the next meeting, and purchases over $8,000 will require advance notification and comparison shopping.
Remove last sentence of Part 4.
Does Sunbreak Energy fall under Rule 6.2a? Randall is a designer, project manager, and consultant. The C-REP construction grant is planned to be awarded mid-December to January, so there is time to further revise this policy before then. Accuity has a form on its website with a checklist for sole source and personal services. Stacy will find it.
Change 6.4 to read: “The Library Director may award personal services contracts up to an amount of $10,000. Personal services contracts in excess of this amount shall be approved by the Board of Directors. If the Library Director is related to the proposed contractor or if there is other potential conflict of interest, the Library Director must make a written disclosure of the conflict to the Library Board before awarding a personal services contract.”

We will make the changes noted and bring the policy back to the Board for further review.

2. Review Chapter 4, Part 13 updating Bloodborne Pathogen Policy

Change numbers 4 and 5 and update numbered list with titles for consistency.
Change #6 to read: “It is the responsibility of the Library Director to confer with local authorities for disposal of regulated waste.”
Add “Contaminated personal items or clothing may be replaced at the District’s expense with appropriate documentation.”
Remove all caps in Part C, and change “I.G.” to “I.E.”

We will make the changes noted and bring the policy back to the Board for further review.

3. Review proposed Hazard Communication Policy

Motion: To approve Hazard Communication Policy as presented.
(Motion by: Dmitry White. Second by: Michelle Sanguinetti).
Vote: Unanimously in favor.

4. CCRLS discussion of policy changes with fiscal impact
Christy is in favor of the CCRLS proposal to change net lending disbursement rules to be more predictable and equitable. We have not included this revenue in our budget forecasts because it has historically been unpredictable. There may be pushback from other member libraries who will receive less net lending revenue from the new rules, or who are having more financial difficulty, or those whose governing bodies may object.

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

Accuity auditing firm was here this past Friday, August 22nd and they said that they need to start carrying little packets of gold stars so that they can give them to organizations like ours! They heaped well-deserved praise on Stacy and were impressed that our board chair Dmitry White dropped by. The team of three women were here for less than six hours because Stacy was able to scan and send them so much in advance, and because everything they needed onsite was well organized and quick to access. I should be getting a draft of the financial report from them soon. Kori, the lead CPA for our audit, reassured us that they had experience working with Oregon Department of Energy C-REP grants should we be lucky enough to secure the construction money. They also gave us some pointers on how to make our QuickBooks online work and look better.
Speaking of QuickBooks, big kudos to board member Michelle Sanguinetti for coming to our rescue when some of our QuickBooks files did not transfer correctly. She worked with Stacy over the course of two days and helped us get it all straightened out, which was a major relief, especially as the auditor visit was right around the corner. Further help came from the auditing team once we gave them access to our files in what is called “accountant mode” as they managed to restore an earlier and more familiar version.
We now have food preservation equipment in our Library of Things! Our first program is Wednesday, August 27th – tomorrow – and will feature OSU Extension staff showing all the equipment, talking about what it can do, and how to use it safely. Participants at our event, as well as ones at participating libraries throughout Oregon, will be entered into a chance to win a food dehydrator. It has been a tremendous and time-consuming effort to get all this equipment cataloged, photographed, set up with storage systems, and otherwise prepared for public use. A huge shout-out to our Tech Services Department of Becky and Joan, and Spring from Adult Services, for all they have done.
The Friends of the Library had a very successful book sale and grossed a little over $1,600. They meet next week, and we’ll learn the final numbers after adjusting for advertising and labor expenses. This year we were able to get two helpers from Sheltering Silverton who were paid for their efforts hauling book boxes, setting up tables, and taking down the book sale afterwards. The Friends are actively looking for new members. The board members would like to stay on the Friends but step down from their board positions.
Our custodian Nathan DenHartog repaired multiple sections of wall that had been damaged over time by chairs bumping into them. They look great. We really appreciate how much Nathan cares about our library facility.

Challenges:

Another negative aspect of the work with New Dawning Contractors is that they messed up the lock mechanism on the youth department’s study room door. A couple of weeks ago it became inoperable, and we were unable to open the door. Our handywoman Amanda Sommers got it open, but we had to utilize Joseph from The Lock Guy to replace the bent cylinder inside. This cost over $225. However, it’s now working.
Christy went to the Marion County Courthouse on July 24th to give a deposition to the Grand Jury regarding the incident from July 17th. The defendant, a resident of Silverton, has been charged with Burglary in the First Degree. As requested by the DA’s office, Christy wrote a victim statement for the court. The defendant is scheduled to appear in court on September 2nd and may enter a plea or possibly be sentenced.
Our new phone system is in place. It’s been an adjustment and there are still some things – such as unique ringtones for different lines – that we are waiting to have installed. So far though, the functionality has been mostly good. There are a couple of bugs with the PA function of the system, and one of the speakers in youth services needs to be moved to a different location in the department. Technological changes are always a challenge.
We’re doing more outreach events than ever before and realize that we need some training about how we present our institution outside of its four walls. Christy has reached out to staff at the State Library to request training recommendations.
Another issue is wheels, both on the library walkway against the building, and on our sidewalks. We have a patron who is being harassed by a skateboarder – which is a separate but related issue – and we have a plethora of people on bikes, boards, and scooters who pose a danger to pedestrian use of the sidewalks outside the library, Chamber, and Historical Society. Christy would like the Board’s blessing to approach the City about extending the Walk Your Wheels designated section of the sidewalk to just north of the WWII lookout memorial structure on Water St. She has already mentioned it to the Chamber/Visitor Center who is in favor. Board is in favor.
We have an issue with the traffic obstruction that is caused by the bench in front of the library. One of the patrons who uses it frequently had a great idea about where the bench could be better placed. However, the bench as is, is too long. But Christy believes it could be modified. Christy has reached out to several town historians to ask about the provenance of the Space Shuttle Challenger bench that is out front.

Miscellaneous:

For the next meeting, I’d like to present some small policy changes regarding the wording of insurance options once an employee has left the library, and a sentence or two about expectations regarding employee conduct when staff are working outside the library facility, such as at events, nursing homes, home delivery, etc.

The director used 24 hours of vacation leave and 3 hours of sick leave in July. Christy will not be here for the regular meeting time in October, so the Board needs to decide if they want to meet without her or reschedule for when she returns. Christy and Dmitry will send out an email with different options and constraints and the Board will discuss it next month.

ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION

Intuit refund was included in the last Visa statement. We were not charged for additional tech support.
Did Silverton Country Historical Museum take the scrapbooks? Not yet, but Christy got the paperwork today.
We will hold an open enrollment meeting on Oct 7 to inform employees about the new Surest health insurance option.
Bushes in front are overgrown and blocking mural. Stacy will ask landscapers to trim it back.
The burr wheel installation is on pause due to medical emergencies and illness, but might happen by the end of the year.
Christy will play Eva Coolidge during a Historical Society event on September 20 called Tombstone Tales at the cemetery on Silverton Rd.

ADJOURNMENT

Motion: To adjourn the meeting at 8:00 p.m.
            (Motion by: Ingrid Donnerstag. Second by: Michelle Sanguinetti).
            Vote: Unanimously in favor.

__________________________________________

The next Library Board meeting is scheduled for Tuesday, September 23, 2025 at 5:30 p.m. in the library program room.

            Approved: _________________________(date)

            _______________________________________
            Dmitry White
            Chair, Library Board of Directors
            Silver Falls Library District