BOARD MEETING CALL TO ORDER REVIEW OF AGENDA APPROVAL OF MINUTES PUBLIC PRESENTATIONS FINANCIAL REPORT: FEBRUARY 2015

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1 Tuesday, March 24, 2015 LIBRARY BOARD MEETING SILVER FALLS LIBRARY DISTRICT Silver Falls Library Program Room 410 S. Water St., Silverton, Oregon Board Members Present: Kathy Beutler Bill Breitzmann Bob Heist Wayne Suggs Lynn Williams Staff Present: Marlys Swalboski, Director Barbe Doan Public Present: Greg Jackson, SDAO Risk Management Board Members Absent: None BOARD MEETING CALL TO ORDER President Suggs called the regular meeting to order at 6:01 p.m. No changes/additions REVIEW OF AGENDA APPROVAL OF MINUTES President Suggs (referring to the last paragraph under BUDGET PRIORITIES on page 2) asked Mrs Beutler about walking around the building to look for landscaping possibilities (for Senior Day). Mrs Beutler will address this under Items Not on Agenda. President Suggs also thanked Mrs Beutler and Mr Heist for providing the refreshments for showing support and appreciation to the Library staff for their work and patience during and after the transition to the new system. Motion: To approve the February 24, 2015 Board Meeting minutes as presented (Motion by: Lynn Williams / Second by: Kathy Beutler) Vote: Unanimously in favor None PUBLIC PRESENTATIONS FINANCIAL REPORT: FEBRUARY 2015 The Board reviewed the February Financial Report (distributed in the Board packet) and discussed the following items: BOOKKEEPING AND AUDIT: At almost 92%, Mrs Beutler expressed concern that there would be enough to cover remaining expenses. Director Swalboski said the balance should be sufficient for routine expenses. One question she posed concerned the timing of the auditors billing for their pre-audit field work, which is scheduled for June 9. If they bill us in this fiscal year, we will be over-budget. Since this preaudit is scheduled so late (in the FY), we probably will not be billed until the FY. 1 24March2015 Minutes

2 It was also noted that there are sufficient funds in both LEGAL SERVICES and BUILDING MAINTENANCE to compensate for an overage in this line. INTEREST: Nice to see some interest, which is primarily from the LGIP account. ELECTRONIC MEDIA: This covers online access to Encyclopedia Britannica, PC Reservation software, Print Management software and other online media access. We have not purchased any E-books, since CCRLS has increased the number of titles they have acquired. Director Swalboski explained that expenditures will increase between now and June, as Spring has some purchases and we also are looking at updating Microsoft Office on our internet computers. BUILDING MAINTENANCE: (13.05%) No maintenance issues so far this year. For the budget, the Director is including funds in case it is necessary to replace HVAC units (seven of which are around 20 years old) and possibly for the section of roofing that was not previously replaced. MINOR EQUIPMENT/FURNISHINGS: (32.08%) This is in progress. Director Swalboski will address this in her Director s Report. The Board also discussed the following checks: #14362, to Showcases ($113.02) Locking cases for DVDs & A/V material. #14365 ($60.09) and #14384 ($85.96) to MacKenzie Ross For Legos and Ready-to-Read Summer Reading material. #14367, to Leupitz Pest Control ($99) Extermination of ants in the Youth Services area. #14382, to My Binding ($117.50) Repairing the laminator. #14383, to Silverton Together ($200) The Library helps support the annual Resource Directory. #14385, to Bob Valenzuela ($49.67) Reimbursement to our custodian for taking material to Garten s for recycling. Motion: To approve the February 2015 Financial Report, including checks #14358 through and including #14388, for a total of $21, as presented (Motion by Bob Heist / Second by: Bill Breitzmann) 1. BUDGET COMMITTEE VACANCY OLD BUSINESS Director Swalboski announced that two people had applied for the one vacancy: Janice Willoughby and Bill Wilson. The qualifications of each candidate were presented to the Board by Ms Williams and Mr Heist, who personally know Mrs Willoughby and Mr Wilson, respectively. After a brief discussion that either applicant would be an asset to the Committee, the Board voted on a motion. Motion: To appoint Bill Wilson to Silver Falls Library District s Budget Committee (Motion by Lynn Williams / Second by: Kathy Beutler) BUDGET PRIORITIES When President Suggs asked about any staff concerns, Director Swalboski said that employees are 2 24March2015 Minutes

3 mainly concerned with what is happening with the minimum wage, explaining that several people are at starting pay that is close to the minimum wage. It was pointed out that if the minimum wage is raised, it probably would not take effect immediately, but at a specific date in the future, allowing time for preparation. In addition, the Board considered that the following items should be addressed: Landscaping maintenance Continuation of programs for adults and children Keeping Sunday hours In response to questions about any major equipment or furnishing concerns, Director Swalboski explained that computers are always an issue and are replaced every three to five years. She will be allocating funds accordingly. The Director explained that CCRLS owns the circulation computers and maintains/replaces them on a regular basis. Currently, CCRLS is looking at replacing monitors with larger ones, to better accommodate the screens of the new automated system. We just purchased a multi-function unit (copier/scanner/fax), to replace the existing copier in the Tech Services area. We do not have any major plans for redesigning the Library (as in the previous year). 3. STAFF COMMENDATION RESOLUTIONS Mrs Beutler read each of the Resolutions (a copy of each is attached to the file copy of these minutes): RESOLUTION : RESOLUTION COMMENDING SPRING QUICK Whereas Library staff member Spring Quick spent considerable personal time and effort above and beyond the call of duty to express her commitment to the Silver Falls Library and its staff by spending many hours learning to use the new computer system and helping train the staff to solve related issues; and Whereas her efforts resulted in a smoother migration to the new system and provided a resource for the rest of the staff as they learned the new system and dealt with the public; It is now therefore resolved the Library Board of Directors formally expresses its appreciation for her contributions to the ongoing success of the Silver Falls Library and the staff. Passed this 24 th day of March 2015 by a vote of the Board of Directors. Director Swalboski also noted that Spring is an exempt staff member, not paid for overtime, and her actions demonstrated a lot of commitment on her part. The Director also explained that Spring is at the top of her salary range and that when pay increases are discussed, Spring should receive a bonus. Motion: To accept Resolution (Motion by Lynn Williams / Second by: Kathy Beutler) RESOLUTION : RESOLUTION COMMENDING THE STAFF OF THE SILVER FALLS LIBRARY Whereas the Library staff spent considerable personal time and effort above and beyond the call of duty to express their commitment to the Silver Falls Library by spending many hours and much frustration learning to use the new computer system and helping each other solve related issues; and Whereas their efforts resulted in a smoother migration to the new system and they were 3 24March2015 Minutes

4 able to help the public with a smile, a friendly manner during the transition; It is now therefore resolved the Library Board of Directors formally expresses its appreciation for their contributions to the ongoing success of the Silver Falls Library. Passed this 24 th day of March 2015 by a vote of the Board of Directors. Director Swalboski recommended removing the word personal, since the staff did not spend additional time for which they were not paid. Mrs Beutler will make the revision and bring the Resolution to next month s meeting for President Suggs to sign. Motion: To accept the amended Resolution (Motion by Lynn Williams / Second by: Bob Heist) None NEW BUSINESS LIBRARY DIRECTOR S REPORT Director Swalboski apprised the Board of the following: Projects: We are in the process of replacing old DVD cases with new locking cases. This is a major process and you will see the cost of replacement cases in the expenditures over the next few months, but we have once again noticed an increase in losses of older DVD's as well as new ones and wish to do what we can to deter theft in this area. I've also been doing some weeding in the nonfiction collection to make room for new materials we've been adding. Our auditors have sent out this year's "audit itinerary." Our initial audit fieldwork is scheduled for June 9 th, with the final fieldwork set for July 30 th. Staff: We've just completed interviews for the Circulation Assistant position and will be making an offer shortly. The postings for Youth Services Assistant and Administrative Assistant should come out this week. The application deadline for those positions on April 10 th, so we will continue in hiring and training mode for the next couple of months. CCRLS: CCRLS is also experiencing some staff turnover, with their Network Administrator and their Administrative Assistant leaving shortly. Robyn Cadell (formerly a Circulation Assistant) and I attended "Blue Cloud" cataloging training last week. As I had been doing some nonfiction weeding, I noticed a problem with the item information transferred into the new system the information on date of last use of the materials was incorrect and needed to be re-loaded. That has been done and the records are more nearly accurate, although some items still show incorrect information in that field which we need to be aware of as we're evaluating materials during the weeding process. Also, some settings were changed to allow patrons with overdue materials to more easily renew those items and keep the overdue charges from increasing more than necessary. This past weekend, CCRLS did some network maintenance work, which resulted in some problems and a temporary loss of access to the old system. CCRLS is still trying to rectify these issues. There were also some problems with holds placed on order records in the system which did not turn out to be the records the actual items were attached to, so I have a list of holds to be checked and transferred, when necessary to other copies which can fill those holds. Building & Equipment: The upholstered chairs and benches were cleaned on March 16th. As previously mentioned, the copier in the staff workroom has been signaling for a new imaging drum (a 4 24March2015 Minutes

5 rather expensive part of the inner workings), so we saw this as a good time to purchase a new multifunction copier which would also allow us to scan documents for ing or other electronic archiving. We are also replacing one of our "express" public internet stations. Programs: Due to staff changes and illness, we had to cancel the Lego "bridge build," but our other youth programs have continued as planned. The special early literacy storytimes arranged as part of our "Ready to Read" grant projects this year were well-received, and we've started informal circulation of books (also purchased with Ready to Read funds) for storytime participants that reinforce the early literacy skills developed in storytime. Cello Bop went well, with about 35 attending. For the "Wolf Called Romeo" Pushing the Limits program on April 22 nd, we'll have a presentation by the executive director of Wolf Haven International. The cost of this program is covered by a carry-over of funds from the CALIFA Grant, which promotes science-related topics. AARP tax-aide volunteers have so far processed about twice as many returns as last year. Other: I attended the state's local budget training in Oregon City on March 3 rd and have started work on the budget proposal. I plan to be out of town on March 30 th and 31 st and again from May 5 th through the 12 th. We have three candidates for the Silver Falls Library Board position. Director Swalboski distributed copies of the memo we received from SDAO/SDIS about the SDAO/SDIS Best Practices Program, as well as information about upcoming SDAO/SDIS training. The Best Practices Program deadline is November 13 th. When asked if he had any additional input, Greg Jackson said that we only need to complete one of the training sessions, not all. For the final item under the Director s Report, Director Swalboski said that on March 21 st she had received a statement of concern about Library materials. Policy states that she notify the Board within one week of receiving a formal complaint. She will send a written response within three weeks, after Library staff reviews the material. Copies of the response will also be distributed to Board members. The Director provided a copy of the complaint to each member. The item in question is a DVD, Repentance, which was acquired last fall because of the number of holds placed on the item. The complaint mentioned that this is not appropriate for anyone to see. Director Swalboski said that the reviews were not great and that there are no holds currently on the item. Other CCRLS libraries have it in their collection. ITEMS NOT ON AGENDA OPEN TO PUBLIC, BOARD & STAFF PARTICIPATION Mrs Beutler had walked around the Library after the last Board meeting, to check out the landscaping and to look for possible projects for Senior Day. She has finished weeding the front landscaping. She looked at the Burning Bushes and thinks that we should let them bloom out for now. The side of the building by the parking lot is under control. The backside of the building needs attention. Ideally, she would like to see a retaining wall, but for now would like to have someone remove the berries and weeds that are growing and maintain the area. She also would like to do some beautification on the side of the building by the parking lot. Director Swalboski noted that landscaping is included in the budget. She will contact some contractors for estimates, but mentioned that putting up any type of retaining wall most likely would need approval from the City and could go beyond the scope of our lease agreement with the City. When suggestions were made to possibly contact Oregon Garden volunteers or Garden Club members for landscaping maintenance, it was explained that each of these groups had enough to do keeping up with their projects. 5 24March2015 Minutes

6 Budget AGENDA SUGGESTIONS FOR FUTURE MEETINGS BOARD MEETING ADJOURNMENT Motion: To adjourn the March 24, 2015 Board Meeting. (Motion by: Lynn Williams / Second by: Bob Heist) The meeting was adjourned at 7:05 p.m. The next Library Board meeting is scheduled for Tuesday, April 28, 2015, following the 6:00 p.m. Budget Committee Meeting, in the Library Program Room. Approved: (date) Wayne Suggs, President Silver Falls Library District Board of Directors 6 24March2015 Minutes