September 18, 2008

Minutes
Board of Directors Meeting
September 18, 2008, at 5:00 pm
District Office

ATTENDANCE – BOARD

• Bert Lewis, President
• Valerie Jorstad
• Jean Eckles

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
President Bert Lewis called the meeting to order at 5:00 pm.

CORRESPONDENCE
A Special Districts longevity credit agreement was received last week and is part of this month’s agenda.

ACCOUNTS PAYABLE
Jean moved to accept accounts payable. Val seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Jean moved to accept the July 2008 statement subject to audit. Val seconded the motion. Motion passed unanimously. The August 2008 statement was passed out and will be discussed in October.

MINUTES
Val moved to accept the August 14, 2008 minutes without correction. Jean seconded the motion. Motion passed unanimously.

08-09 GOVERNANCE TRAINING PROGRAM
The Board set the Governance Training date for Thursday, January 22, 2009 in Pendleton. Doug Henrichs of Milton-Freewater and currently on the Oregon State Library Board has agreed to come and speak to the Board and City library governance representatives.

WILDHORSE GRANT ACCEPTANCE
Val moved to accept the $5,000 Wildhorse Foundation grant. Jean seconded the motion. Motion passed unanimously.

STANDARDIZED LOAN RULES MODIFICATION
Ken reviewed the proposed loan rule modification issue and the two proposals with the Board. He also reviewed how each of the twelve libraries felt about any change including some research of outstanding balances under $5.00 at the Milton-Freewater Public Library run in August.

Three libraries like the idea of requiring patrons to clear any outstanding balances under $5.00 exceeding 90 days. Four libraries like the idea of clearing up any outstanding balance under $5.00 at card renewal. Three libraries like the way it is now and two libraries have no preference. Outstanding balance research on the Sage Library System for Milton-Freewater in August showed about 150 patrons had outstanding balances under $5.00 totaling about $300, with an average balance of about $2.00.

The Board agrees with the current policy allowing borrowing privileges to continue for outstanding balances owed under $5.00, but they also feel that these balances need an ending point. They believe a reasonable ending point for card holders allowed to carry these small, under $5.00 balances should be no later than a cardholder’s renewal date. To that end, they ask Ken to work with District Librarians to recommend loan rule modification options for these balances prior to the cardholder’s renewal date at the October Board meeting.

TUTOR.COM IMPLEMENTATION
Ken updated the Board regarding the Chalkboard Tutor.com project with Libraries of Eastern Oregon and how it benefits the kids and adult learners in Umatilla County. Ken felt this is potentially one of the most beneficial library services for school kids, their parents and adult learners he has ever seen. Every library needs to have a tutor.com link on their website and then we all need to step out of our boxes to make sure every community in Umatilla County understands Tutor.com’s value, especially kids K-12, adult learners, school administrator’s and faculty. The only other library in Oregon that offers Tutor.com is Multnomah County. A monthly report of Tutor.com use for each of our libraries will be available. Ken will work with LEO, each city library, K-12 schools, BMCC and the media in coordinating and promoting the effort.

LSTA OPEN SOURCE SOFTWARE TEST FOR SAGE LIBRARY SYSTEM
Ken updated the Board regarding this Sage LSTA grant project for testing and implementing a change from the current Sage Library System vendor to an open source system. We should know in November whether the $78,000 grant proposal was successful.

OTHER BUSINESS AND ADJOURNMENT
By consensus the Board decided to table discussion of the Special Districts longevity credit agreement until the October meeting.

The next District Board meeting will be at 5:00 pm, Thursday, October 16 at the District Office.

President Bert Lewis adjourned the meeting at 6:05 pm.

Respectfully submitted, Bert Lewis, President

August 14, 2008

Minutes
Board of Directors Meeting
August 14, 2008, at 5:00 pm
District Office

ATTENDANCE – BOARD

• Bert Lewis, President
• David Gowdy, VP
• Jean Eckles

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
President Bert Lewis called the meeting to order at 5:03 pm.

CORRESPONDENCE
The Board received a postcard announcement and invitation to attend the Athena Public Library grand opening on Friday, September 5, 2008. Ken also shared a note from Mary Feeney at Pendleton Public Library regarding the death of Kat Davis’ son Jesse in Pendleton last Sunday.

ACCOUNTS PAYABLE
David moved to accept accounts payable. Jean seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Jean moved to accept the June 2008 statement subject to audit. Dave seconded the motion. Motion passed unanimously. The July 2008 statement was passed out and will be discussed in September.

MINUTES
David moved to accept the July 10, 2008 minutes without correction. Jean seconded the motion. Motion passed unanimously.

08-09 GOVERNANCE TRAINING PROGRAM
Ken contacted Doug Henrichs from Milton-Freewater who currently serves on the OSL Board about speaking to the Governance Training group. Doug said he would be happy to do so the first of the year in January. The Board consensus is to schedule Doug for a Thursday evening Governance training on either January 15, 22 or 29.

08-09 READY TO READ GRANT APPLICATION
David moved to accept, sign and mail the Staff prepared grant application due at OSL by 8/31/08. Jean seconded the motion. Motion passed unanimously.

WILDHORSE FOUNDATION GRANT TO TAKE OFF PROGRAM
David moved to accept an ELLL “shared” $5,000 Wildhorse Foundation grant for the Take Off program with UCSLD as fiscal agent. Jean seconded the motion. Motion passed unanimously.

OTHER BUSINESS AND ADJOURNMENT
Ken and the Board discussed the LEO/Chalkboard sponsored Tutor.com service beginning in September and a cooperative one year license to access the Learning Express practice test database with BMCC, Pendleton PL and other District Libraries starting between November 1 and January 1. They also discussed the 2008 Summer Reading program report press release.

Ken advised the Board he has been invited to attend the September 2, 2008 Board meeting of the Pendleton Public Library. They are interested in details about the role of the District and the Cities in providing public library services to city and county residents.

The next District Board meeting will be at 5:00 pm, Thursday, September 18 in the District Office.

Dave moved and Jean seconded a motion to close the meeting. Motion passed unanimously. President Bert Lewis adjourned the meeting at 5:41 pm.

Respectfully submitted, Bert Lewis, President

July 10, 2008

Minutes
Board of Directors Meeting
July 10, 2008, at 5:00 pm
District Office

ATTENDANCE – BOARD

• Bert Lewis, President
• Mardel James-Bose
• Valerie Jorstad
• Jean Eckles
• David Gowdy, VP

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
President Bert Lewis called the meeting to order at 5:00 pm.

ELECTION OF OFFICERS
Val nominated Bert Lewis to again serve as Board President. David seconded the motion. Motion passed unanimously.

Val nominated David Gowdy for Board Vice-President. Jean seconded the motion. Motion passed by unanimously.

CORRESPONDENCE
Ken shared an email correspondence from Diane Berry at Echo PL regarding a Model City Library Ordinance question. Diane’s asked if the model ordinance didn’t need some optional language in it referencing the fact that the new ordinance would be an “update” of the first ordinance that would have been adopted on an earlier date. Ken responded to Diane indicating that several District libraries apparently have not been able to find any evidence of a previous ordinance, so the new model ordinance may very well be their first. The model ordinance is simply that, a model. Each City is free to add or delete any language as they see fit. The District Board took no further action.

ACCOUNTS PAYABLE
David moved to accept accounts payable. Valerie seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
President Lewis recommended the Board table acceptance of the June 08’ financial statement until the August meeting since it was passed out at the beginning of the July meeting.

MINUTES
Val moved to accept the June 10, 2008 Board meeting minutes as submitted. Mardel seconded the motion. Motion passed unanimously.

TAX DISTRIBUTION REVIEW
The Board continued their discussion and review tax distributions to City Libraries that included a look at several other distribution methods they asked Ken to prepare last month. The Board said it is good idea to review the tax distribution method regularly but they don’t see any immediate reason to change anything right now.

2004 DISTRICT PLAN – REVIEW (ASSISTED BY PAUL KOCH)
The Board reviewed the nine District prioritized roles that came out of the 2004 District Plan. Four have been accomplished to date the Board felt that the other four may need input from the Cities at our Governance Trainings.

WINTER (CHRISTMAS) BREAK LIBRARY PROGRAMS
David brought up for discussion the possibility of City libraries providing some level of winter break reading programs. He felt that most kids have too much time on their hands giving our libraries an excellent opportunity to provide something during that time of the year. The Board discussed possible financial incentives to assist libraries with doing this. Ken said he would bring this up at the Director’s meeting on August 20th.

NEW E.O. LIBRARY COLUMN / CITY NEWSLETTERS
Ken reviewed briefly the new E. O. monthly library column to be edited by Kat Davis at Pendleton PL with input from City Libraries that will start in either August or September. The hope is that each library will participate with a goal to build a future reserve of articles six months in advance. Ken also passed out to the Board a City Newsletters Summary he did this month to describe the collective newsletter efforts within the District. This summary will also be discussed at quarterly Director’s meeting next month.

GOVERNANCE TRAINING FOR 08-09
Ken shared an email from Carrie Bremer at Athena PL that containing five training suggestions from Deborah Johns, Chair of the Athena PL Board. These suggestions include how other libraries meet the nine District priorities; how to more effectively educate city councils; City/District Agreement clarifications; city councils holding one of their meetings annually in the library, and what have other libraries done (or can do) to make their library indispensable to their city. The Board felt that these and other issues should be on the agenda at the next Governance training meeting in October. The Board will set the fall Governance training date at their August meeting. Doug Henrichs, OSL Board of Trustee member from MF was suggested as a possible speaker.

OTHER BUSINESS AND ADJOURNMENT
Ken say he plans on attending the re-opening of the Athena PL in their new building next Monday, July 14, 2008 at 1 pm. Dave Gowdy and Mardel James-Bose indicated they may also attend.

The next District Board meeting will be at 5:00 pm, Thursday, August 14 in the District Office.
Dave moved and Val seconded a motion to close the meeting. Motion passed unanimously. President Bert Lewis adjourned the meeting at 6:10 pm.

Respectfully submitted, Bert Lewis, President

June 12, 2008

Minutes
Board of Directors Meeting
June 12, 2008, at 5:00 pm
District Office

ATTENDANCE – BOARD

• Bert Lewis, President
• Mardel James-Bose
• Valerie Jorstad
• Jean Eckles

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
President Bert Lewis called the meeting to order at 5:02 pm.

CORRESPONDENCE
Ken shared a thank you letter from Merrily Haas, Executive Director of the Oregon Association for the Education of Young Children with the Board. Merrily thanked the Board for contributing the conference totes for over 100 people who attended a recent early care and education conference at BMCC in April.

ACCOUNTS PAYABLE
Jean moved to accept accounts payable. Valerie seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Valerie moved to accept both the April and May 2008 financial statements subject to audit. The April statement was passed out at the May 8, 2008 Board meeting. Mardel seconded the motion. Motion passed unanimously.

MINUTES
Mardel moved to accept the May 8, 2008 Board meeting minutes as submitted. Valerie seconded the motion. Motion passed unanimously.

MODEL CITY LIBRARY ORDINANCE UPDATE
After a brief discussion, Jean moved to accept the Model City Library Ordinance draft and post it to the District website. Mardel seconded the motion. Motion passed unanimously. Ken reported that the City of Pendleton is already in the process of updating their twenty year old library ordinance based on the draft.

08-09 CITY ALSP APPROVALS (ATHENA & STANFIELD)
After a brief discussion, Jean moved to accept both the Athena and Stanfield revised ALSP’s for 08-09. Valerie seconded the motion. Motion passed unanimously.

DISTRICT BOARD MILEAGE REIMBURSEMENT POLICY
After some discussion, Jean made a motion that District Board members be reimbursed for any Board business mileage at the current federal rate if the event was more than ten miles one way from their home. Valerie clarified that Board members would be paid from the first mile when the ten mile threshold was met. Mardel seconded the motion. Motion passed unanimously.

TAX DISTRIBUTION REVIEW
Ken and the Board reviewed the history of tax distributions to City Libraries. The discussion included how and why the initial tax distribution amounts were figured. The Board also reviewed the reasons and methods set up several years ago to recognize population changes in the county and at the same time not reduce tax support to any City. Several Board members pointed out that we should be mindful that some agencies like schools are losing per capita based funding because of declining enrollments. Others pointed out that strict per capita based funding would shut down some of our libraries. After continued discussion the Board asked Ken and President Bert Lewis to look at other funding alternatives including straight per capita and per capita with base amounts for further discussion in July.

08-09 BUDGET ADOPTION
Ken made the following budget adjustment recommendations:

General Fund Resources – Increase Beginning Fund Balance to $183,500; zero out $1,200 Courier Support. (This $1,200 is going to Other Income in the Resource Sharing Fund)
General Fund Expenditures – Raise Board Expenses to $4,800 ($800 anticipated increase for Board mileage); raise Insurance $100; raise Programs and Training to $12,406 ($4,306 for possible outside trainers at in-service meetings and database support); raise Capital Improvement Reserve Fund transfer to $7,407; raise contingency slightly to $65,000.

Resource Sharing Fund Resources – Raise Beginning Fund Balance to $32,000; raise Other Income to $8,800 Courier Support formerly in GF.
Resource Sharing Fund Expenditures – Raise Contingency to $21,200; raise ESD courier cost increase to $17,000 for fuel cost increase; raise Office Expenses to $600.

Capital Improvement Reserve Fund Resources – Raise beginning fund balance to $57,593; raise GF Transfer to $7,407.
Capital Improvement Reserve Fund Expenditures – Raise to $65,000.

Take Off Fund Resources – Raise Beginning fund Balance to $17,500.
Take Off Fund Expenditures – Raise Transportation to $4,000 for fuel costs; raise contingency to $5,592; Other Program Support to $26,493 for unexpended 07-08 CCF funds to be carried over into 08-09.

Valerie moved to adopt the 08-09 District Budget as presented. Jean seconded the motion. Motion passed unanimously.

Jean moved to accept Resolution 08-09-1 adopting the 08-09 budget for the fiscal year ending June 30, 2009. Mardel seconded the motion. Motion passed unanimously.

Jean moved to accept Resolution 08-09-2 making appropriations for the fiscal year ending June 30, 2009. Mardel seconded the motion. Motion passed unanimously.

Valerie moved to accept Resolution 08-09-3 levying taxes for the fiscal year ending June 30, 2009. Jean seconded the motion. Motion passed unanimously.

SUPPLEMENTAL FUNDING - DISTRICT HELP
The Board discussed the necessity for each City Library to establish some level of supplemental funding to augment tax support. Putting notices in the paper of the various donations was again mentioned as an easy way to regularly get the word out. A locally, organized effort in each community may take some time but would be the best way.

2004 DISTRICT PLAN (ASSISTED BY PAUL KOCH – REVIEW
Postponed until July.

OTHER BUSINESS AND ADJOURNMENT
Ken reported that he and three other City Library Directors were going to meet with the E.O. Editorial Board next Wednesday, June 18 to begin brainstorming ways of improving the way public library news and stories are communicated to the public.

The next District Board meeting will be at 5:00 pm, Thursday, July 10 in the District Office.

Jean moved and Mardel seconded a motion to close the meeting. Motion passed unanimously. President Bert Lewis adjourned the meeting at 6:35 pm.

Respectfully submitted, Bert Lewis, President

May 8, 2008

Minutes
Budget Hearing and Board of Directors Meeting
May 8, 2008, at 5:00 pm
City of Pendleton 2nd Floor Jury Room

BUDGET HEARING
Board President Bert Lewis called the Budget Hearing to order at 5:05 pm. In attendance were Board Members Bert Lewis, Mardel James-Bose, Valerie Jorstad and Staff Member Ken Reading. There were no visitors or public comments on the 08-09 budget. After about ten minutes Mardel moved to close the Budget Hearing. Valerie seconded the motion. Motion passed unanimously and Board President Bert Lewis then adjourned the meeting at 5:15 pm.

BOARD MEETING

ATTENDANCE – BOARD

• Bert Lewis, President
• Mardel James-Bose
• Valerie Jorstad

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
President Bert Lewis called the meeting to order at 5:19 pm.

CORRESPONDENCE
Ken shared two thank you letters with the Board. The first letter, from Julie Reese, Director of the Umatilla County Historical Society thanked the District for a thorough job of preparing the reimbursement request for the Oregon Community Foundation this spring. The second was from Kathy Beck the Early Literacy Education Coordinator at BMCC thanking the District for contributing the totes for over 100 people who attended a recent early care and education conference at BMCC in April.

ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Valerie seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Valerie made a motion to accept the March 2008 financial statement passed out at the April 10, 2008 Board meeting subject to audit. Mardel seconded the motion. Motion passed unanimously.

MINUTES
Mardel moved to accept the April 10, 2008 Board meeting minutes as submitted. Valerie seconded the motion. Motion passed unanimously.

MODEL CITY LIBRARY ORDINANCE UPDATE
Ken briefly reviewed the two page draft included in the Board packet indicating he would be sending it out to the Cities, City Library Board Chairs and District Library Directors for their review and comment. Ken said the District Board should plan on adopting a new Model City Library Ordinance at the June 12 District Board meeting. The new model ordinance will then be posted on the District website.

DISTRICT WEBSITE UPDATE
Board members present had all viewed the new District website and felt it was a nice improvement and a step in the right direction. Ken indicated that he would continue working on both the audio and video functionality and keep the Board updated.

08-09 CITY ALSP APPROVALS
The Board reviewed the city service plans for 08-09. Bert pointed out that neither Athena nor Stanfield had completed the outcomes sections of their ALSP’s. Other Board members felt that outcomes on some ALSP’s looked more like goals. The Board asked Ken to contact Athena and Stanfield and ask them to resubmit their service plans with the outcome sections completed prior to the June 12 District Board meeting. They felt the Weston PL ALSP outcomes could be used as an example. The Board accepted the other ten District Library ALSP’s for 08-09.

CITY – DISTRICT MARKETING
Ken and the Board discussed the need for the District and the City libraries to increase their marketing efforts. Ken passed around copies of donation lists from city libraries that were published quarterly by the District in the E.O. from 1998 – 2002. The Board felt the public would pay more attention if each library sent in their own donation list press releases. Weston restarted submitting press releases about their donations last month.

DISTRICT ASSISTANCE – CITY ANNUAL GIVING, ENDOWMENTS
The Board asked Ken to prepare a history of the Tax Distribution process to City libraries so they can better understand and address the issue. Ken also spoke about the need for each city to start or improve their local annual giving and endowment programs to supplement the tax support they receive. The District may be able to assist each city library in this regard.

OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, June 12th in the District Office. The agenda will include a District Board meeting mileage reimbursement policy, adoption of the 08-09 District Budget, adoption of a new Model City Library Ordinance and approval of the 08-09 Athena and Stanfield ALSP’s.

Mardel moved and Valerie seconded a motion to close the meeting. Motion passed unanimously. President Bert Lewis adjourned the meeting at 6:18 pm.

Respectfully submitted, Bert Lewis, President

April 10, 2008

Minutes
Board of Directors Meeting
April 10, 2008, at 5:00 pm
District Office

ATTENDANCE – BOARD

• Bert Lewis, President
• Mardel James-Bose
• Jean Eckles

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator
• Dea Nowell, Cataloging Director
• Chris Hilderbrand, Take Off program Director

CALL TO ORDER
President Bert Lewis called the meeting to order at 5:02 pm.

CORRESPONDENCE
None requiring Board attention.

ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Jean seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Jean made a motion to accept the February 2008 financial statement passed out at the March 14, 2008 Board meeting subject to audit. Mardel seconded the motion. Motion passed unanimously.

MINUTES
Jean moved to accept the March 14, 2008 Board meeting minutes as submitted. Mardel seconded the motion. Motion passed unanimously.

MODEL CITY LIBRARY ORDINANCE UPDATE
Ken reported that he will work with the draft committee (Marie Baldo, Kat Davis and Bob Jones) to set a date in the next month to finalize the draft. The draft will then be forwarded to the Board for any revision and adoption at the June Board meeting.

DISTRICT WEBSITE UPDATE
Dea and Ken met with Erika Lasater Web Developer at the ESD on Wednesday, April 9th
for about 90 minutes. Ken reports that he and Dea liked the new website proposal. Erika felt the new site should be available the first part of May. She still needs to transfer some remaining data from the current website to the new one which will take until the end of April. Most of Wednesday’s meeting was used to initially go over technical issues and new available functionality. Ken indicated that their will be a learning curve to consider and he will advise the Board of the new site and it’s address in early May for their review.

08-09 CITY ALSP DISTRIBUTION
Ken passed out copies of all the City 08-09 Annual Library Service Plans in the District for the Board to read and review prior to the May meeting. The Board briefly discussed the issue of outcomes in the plans. Jean mentioned that poor parent literacy skills could be outcome issues.
The Board asked Ken for feedback from City Library Board Chair’s on whether they have seen their library’s 08-09 ALSP and how they feel about it. The Board would like to review the Board Chair responses returned to Ken at their June meeting.

DISTRICT IN-SERVICE MEETING REVIEW
Ken reported that 39 library staff members registered for the Friday, April 4th District In-Service training. He also distributed to the Board copies of the 22 evaluations turned in by the attendees.
The Board took no action but expressed satisfaction that the trainings were going reasonably well.

BUDGET COMMITTEE MINUTES REVIEW
Ken pointed out to the Board a motion by Natalie Sanusi of Pendleton which ask the Board to study the issue of funding for District libraries especially the smaller ones for next year. Ken just wanted the Board to not lose sight of this Budget Committee assignment.

OTHER BUSINESS AND ADJOURNMENT
Jean brought up a concern she read about regarding new ethical disclosure issues for elected officials and how these might affect the elected District Board. Mardel and Bert felt they didn’t know much more than what they had read in the newspapers. Ken said he was not really aware of the issue but he felt that the County Board of Elections would notify the District in a timely fashion on the subject when necessary.

Mardel moved and Jean seconded a motion to close the meeting. President Bert Lewis adjourned the meeting at 6:15 pm. The Board will meet again for the Budget Hearing and May Board meeting at 5:00 pm, Thursday, May 8, 2008, at the City of Pendleton, 2nd Floor Jury Room.

Respectfully submitted, Bert Lewis, President

March 13, 2008

Minutes
Board of Directors Meeting
March 13, 2008, at 5:00 pm
City of Pendleton Community Conference Room

ATTENDANCE – BOARD

• Bert Lewis, President
• David Gowdy
• Valerie Jorstad

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
President Bert Lewis called the meeting to order at 5:05 pm.

CORRESPONDENCE
Ken passed around two letters proposing renewals to current Enterprise Zones in Umatilla County and inviting the District to attend the public hearings. The first of the two proposed renewal zones would be in the cities of Pendleton and Pilot Rock. The second would be in the cities of Echo, Stanfield and Umatilla. If approved by the State, UCSLD along with other taxing agencies would temporarily lose some tax income for a number of years.

Ken passed around a letter from LEO regarding the “Sense of Place” workshop in Hermiston next Wednesday, March 19. Bert Lewis felt she would like to attend with Ken.

ACCOUNTS PAYABLE
Val moved to accept accounts payable. Dave seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Val made a motion to accept the January 2008 financial statement passed out at the February 14, 2008 Board meeting subject to audit. Dave seconded the motion. Motion passed unanimously. Dave moved and Val seconded a motion to discuss the February 2008 Board financial statement next month.

MINUTES
By consensus the Board accepted the February 14, 2008 Board meeting minutes.

MODEL CITY LIBRARY ORDINANCE UPDATE
Ken reported that some initial draft work for an updated “model” City Library Ordinance had been completed by he and Kat Davis. The entire committee including Marie Baldo and Bob Jones will meet in the next few weeks to discuss and refine the draft.

DISTRICT WEBSITE UPDATE
Chris, Dea and Ken will meet with Erika Lasater Web Developer at the ESD on Wednesday, April 9th to receive and discuss the initial working website draft. Dave Gowdy wondered if this new website could include teleconferencing functionality.

UCSLD 08-09 ANNUAL LIBRARY SERVICE PLAN
The Board reviewed the proposed plan handed out last month. Dave moved to accept the plan. Val seconded the motion. Motion passed unanimously.

OTHER BUSINESS AND ADJOURNMENT
Ken shared with the Board projected 2008-2009 EBSCO Costs for Public Libraries, a City – County Insurance Services Health & Wellness award plaque to the District and his concerns about the high fuel/heating oil costs at Helix PL. The Juniper House in Pendleton was mentioned as a no cost place the Board could hold meetings from time to time.

Dave moved and Val seconded a motion to close the meeting. President Bert Lewis then adjourned the meeting at 5:58 pm. The next Board meeting will be at 5:00 pm, Thursday, April 10, 2008, at the District Office.

Respectfully submitted, Bert Lewis, President

February 14, 2008

Minutes
Board of Directors Meeting
February 14, 2008, at 4:15 pm
in the District Office

ATTENDANCE – BOARD

• Bert Lewis, President
• Jean Eckles
• Mardel James-Bose
• Valerie Jorstad

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator
• Chris Hilderbrand, Take Off Program Director

CALL TO ORDER
President Bert Lewis called the meeting to order at 4:15 pm.

TAKE OFF PROGRAM REPORT – CHRIS
Chris Hilderbrand reviewed the Take Off Program for the Board. She reported that this year we have no other storytellers and are currently serving 44 childcare sites (pre-schools, Head starts, day care centers, home day cares, after school programs) with 5 sites on a waiting list. Total number of children served is currently about 800. Chris feels that early literacy and its definition is still poorly understood by most people in the county. She felt that Take Off must work on simplifying its message based on school readiness skills. Chris reviewed the Trust Management Services grant work with Kindergarten teachers to date. She also noted that even though the state says that 85% of Umatilla County children entering kindergarten are ready for school Umatilla County Kindergarten teachers are telling her it’s more like 30%.

CORRESPONDENCE
None requiring Board attention

ACCOUNTS PAYABLE
Jean moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Mardel made a motion to accept the December 2007 financial statement mailed out after the January 10, 2008 Board meeting subject to audit. Valerie seconded the motion. Motion passed unanimously.

MINUTES
Jean moved to accept the January 10, 2008 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously.

MODEL CITY LIBRARY ORDINANCE UPDATE
Ken reported that a short term Library Director committee was meeting initially on Wednesday, Feb. 20th to begin a draft for an updated “model” City Library Ordinance since all City Library ordinances need updating. The committee will draft an updated model ordinance that will be move on to the cities and the District Board for review, modification and final adoption.

DISTRICT WEBSITE UPDATE
Ken met with Erika Lasater a Web Developer at the ESD again yesterday. They discussed the new District logo and other updated website functionality. Erika felt she should have some kind of working website draft available by the first of April.

UCSLD LOGO
Ken reports that the new District logo was put on the District car last Friday. The Board talked about opportunities of using the car at local farmers markets, parades and the County Fair.

CCF GRANT RESOLUTION APPROVAL
Jean moved to approve a resolution for a second installment of $5,714 in CCF grant funds this fiscal year. Mardel seconded the motion. Motion passed unanimously.

UCSLD 08-09 ANNUAL LIBRARY SERVICE PLAN
The Board received an initial draft of the District Office ALSP due April 1st. The Board wants to take the next month to read over the draft with adoption at the March 13, 2008 Board meeting.

EFFECTIVE TAX RATES FOR OREGON LIBRARIES – 2006-07
The Board reviewed a handout from Ken regarding the effective Tax Rates for Oregon libraries 06-07. They found the information helpful as it applied to our rates here in Umatilla County.

08-09 BOARD AND BUDGET COMMITTEE DATE, TIME & PLACE
The Board agreed to set the March 13, 2008 Board Meeting for 5 pm and the District Budget Committee for 6 pm in the City of Pendleton Community Conference Room.

OTHER BUSINESS AND ADJOURNMENT
President Bert Lewis adjourned the meeting at approx. 5:50 pm. The next Board meeting will be at 5:00 pm, Thursday, March 13, 2008, again at the City of Pendleton Community Conference Room.

Respectfully submitted, Bert Lewis, President

January 10, 2008

Minutes
Board of Directors Meeting
January 10, 2008, at 4:15 pm
in the District Office

ATTENDANCE – BOARD

• Bert Lewis, President
• Jean Eckles
• Mardel James-Bose

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
President Bert Lewis called the meeting to order after a brief tour of the new office facilities at 4:25 pm.

CORRESPONDENCE
Libraries of Eastern Oregon news and membership certificate was passed around.

ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Jean seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Jean made a motion to accept the November 2007 financial statement handed out at the December meeting subject to audit. Mardel seconded the motion. Motion passed unanimously. Ken passed around a draft December 2007 financial statement. He will mail the CPA reviewed December 2007 statement to the Board for review and approval at the Feb 14 Board meeting.

MINUTES
Jean moved to accept the December 13, 2007 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously.

MODEL CITY LIBRARY ORDINANCE
Ken reviewed the need for a model City Library ordinance in the District. Next week at the quarterly Director’s meeting on Wednesday, January 16, 2008 Ken will ask for a short term committee of City Library Directors to start working on an initial draft ordinance.

DISTRICT WEBSITE
Ken met with Erika Lasater a Web Developer at the ESD earlier today about starting to draft out a new District website. This will include a new District logo with initial capability for Take Off to provide audio stories with an eye toward video stories from Chris and others.

UCSLD LOGO
Ken is working with High Performance Signs and Graphics of Hermiston and hopes to have something for the Board to look at on or before the Feb 14th Board meeting.

TAKE OFF CREDIT CARD – CHRIS
Mardel moved to provide Chris Hilderbrand a separate credit card account for the Take Off Fund program with a $500 limit and the same due date as Ken’s. Jean seconded the motion. Motion passed unanimously.

UCSLD ANNUAL LIBRARY SERVICE PLAN EVALUATION
The Board reviewed the District ALSP evaluation by Marsha Richmond for the year 06-07. She recommended we continue what we are doing in service priorities 8-2, 8-4, 8-5, 8-7 and 8-8. Right now the District is not involved with service priorities 8-3 or 8-6 although we have moved into larger more serviceable office space. Marsha suggested several areas for improvement. First, under 8-1, improving the way we focus on matching up skill survey outcomes and results with initial grant proposals including a clearer program focus. Second, under 8-9, we should update or simplify our cumbersome Annual Library Service Plans so they are easier to use. Third, also under 8-9, we should exploring the possibility of additional courier days to meet the growing volume.

08-09 BUDGET CALENDAR
The Board by consensus approved the 08-09 budget calendar.

08-09 BUDGET COMMITTEE APPOINTMENTS
Jean moved to re-appoint Sandy Seibel from Stanfield and Denise Weinke from Pilot Rock to the Budget Committee for new three year terms. Mardel seconded the motion. Motion passed unanimously.

CCF GRANT RESOLUTION APPROVAL
Mardel move to accept the resolution for $5,714 in CCF grant funds. Jean seconded the motion. Motion passed unanimously.

OTHER BUSINESS AND ADJOURNMENT
Ken and Board spent considerable time discussing the value of each library sending out monthly press releases detailing their gifts and contributions. Libraries doing this will noticeably improve their local library support and the attention paid to them by the public. The Board feels this should be a Governance Training agenda item this spring.

Acting President Valerie Jorstad adjourned the meeting at approx. 5:45 pm. The next Board meeting will be at 4:15 pm, Thursday, February 14, 2008, again at the District Office.

Respectfully submitted, Bert Lewis, President

December 13, 2007

Minutes
Board of Directors Meeting
December 13, 2007, at 4:15 pm
City of Pendleton Conference Room

ATTENDANCE – BOARD

• Valerie Jorstad, Acting Pres.
• Mardel James-Bose
• Jean Eckles

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
Acting President Valerie Jorstad called the meeting to order at 4:29 pm.

CORRESPONDENCE
None requiring Board attention.

ACCOUNTS PAYABLE
Jean moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Jean made a motion to accept the October 2007 financial statement handed out at the November meeting subject to audit. Mardel seconded the motion. Motion passed unanimously. Ken passed out the November 2007 financial statement for review at the January 2008 meeting.

MINUTES
Mardel moved to accept the November 8, 2007 Board meeting minutes. Jean seconded the motion. Motion passed unanimously.

PROPOSED ANNUAL LIBRARY SERVICE PLAN SIMPLIFICATION
The Board reviewed the ALSP submitted by the simplification committee (Carrie, Ken & Kathleen). Carrie also included a “filled in” example plan for Athena PL. The Board noted that Athena’s example plan looked good but did not seem to include the Outcomes section. Jean moved to adopt the new ALSP as proposed by the committee. Mardel seconded the motion. Motion passed unanimously. Ken said he would have Dea post the new ALSP to the District Website and work with Carrie in Athena to include Outcomes then post it as an ALSP example on the District website.

THIRD DAY COURIER PER WEEK UPDATE
Ken reported to the Board that he has completed three “trial run” weeks of third day per week courier pickup and delivery on Tuesday and Thursday afternoons. The third day has moved a total of 193 interlibrary loans over the past two weeks. First week trial run ILL”s were not tracked. Ken will run the third day trial run pick up thru Thursday, December 20th. ESD should be running the third day beginning Thursday, January 3, 2008. ESD will also put fuel in the vehicle, house it at their Airport Road location just down from FEDEX and provide us a key to get into their fenced area after hours. The District will handle insurance and routine maintenance. The third day per week courier frequency provides noticeably faster service and more manageable loads especially at the large volume locations (i.e. Hermiston, MF and Pendleton). Ken noted that ILL’s District wide were up 1,261 or 15% in 06-07 (9,566) over 05-06 (8,305).

ANNUAL LIBRARY SERVICE PLAN EVALUATION UPDATE
Ken shared with the Board responses from Athena, Echo, Hermiston, Milton-Freewater, Pendleton, Pilot Rock, Stanfield and Weston on how they distribute and use their annual ALSP Evaluations. He did not hear from Adams, Helix, Ukiah and Umatilla. It’s the Board’s hope that each library will make their ALSP evaluation an agenda item for their Board annually.

06-07 AUDIT
The Board had no additional Audit comments.

UCSLD LOGO, SLOGAN, MOTTO
Tabled until the January 2008 meeting.

MODEL CITY LIBRARY ORDINANCE
Ken recommended to the Board that the District have a committee of District Directors develop an initial model city library ordinance draft that could then be reviewed by city library governing folks. The new model city library ordinance proposal would hopefully reach the District Board for approval and posting sometime before schools is out this coming spring.

DISTRICT WEBSITE
Tabled until the January 2008 meeting.

OTHER BUSINESS AND ADJOURNMENT
The Board would like to see libraries and their Friends groups work closer together in areas such as annual library service plan development, outcome surveys, advocacy, etc.

Acting President Valerie Jorstad adjourned the meeting at 5:15 pm. The next Board meeting will be at 4:15 pm, Thursday, January 10, 2008, at the District Office.

Respectfully submitted, Valerie Jorstad, Acting President

November 8, 2007

Minutes
Board of Directors Meeting
Nov 8, 2007, at 5:00 pm
City of Pendleton Conference Room

ATTENDANCE – BOARD

• Bert Lewis, Bd. Pres.
• Valerie Jorstad
• Jean Eckles
• Mardel James-Bose

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
President Bert Lewis called the meeting to order at 5:01 pm.

CORRESPONDENCE
None requiring Board attention.

ACCOUNTS PAYABLE
Jean moved to accept accounts payable. Valerie seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Valerie made a motion to accept the September 2007 financial statement handed out at the October meeting subject to audit. Mardel seconded the motion. Motion passed unanimously.

MINUTES
Valerie moved to accept the October 11, 2007 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously.

GOVERNANCE TRAINING MEETING REVIEW
The Board reviewed the meeting evaluation summary. Ken also reviewed the current tax distribution formula. After some discussion the consensus was to plan on holding a second training meeting next spring and to improve the invitation process. The Board expressed interest in having Doug Heinrich, Oregon State Library Board Chair from Milton-Freewater come as a speaker. Ken was asked to calendar this item on the Board agenda again in January or February.

ANNUAL LIBRARY SERVICE PLAN SIMPLIFICATION UPDATE
The Board reviewed a two page draft outline of a new, simplified service plan submitted by the simplification committee (Carrie, Ken & Kathleen). Ken indicated that the committee would probably send a draft out to the District Library Directors next week for their input and plan for Board adoption of a new ALSP simplified format at the December Board meeting.

THIRD DAY COURIER UPDATE
Ken reported to the Board that the District has purchased a new vehicle for the supplemental third day courier pickup and delivery. The new pickup times will divided over two days probably Tuesday and Thursday afternoons beginning the first of the year. Ken is scheduled to work on the details of this with John at the ESD next Tuesday, November 13. Implementation has been delayed about 3 weeks due to John’s back issues and vacation. Trial runs will hopefully be scheduled the end of November and the first part of December. The District anticipates hiring an eight hour per week courier driver to handle the third courier day.

06-07 ANNUAL LIBRARY SERVICE PLAN EVALUATION UPDATE
Ken reported that all the evaluations are in. The Board is generally satisfied with the evaluations but their main concern is that the evaluations may not be getting to all local library boards or city councils for review. The Board asked Ken to find out how each library is using their evaluations and report back at the December Board meeting.

UCSLD LOGO, SLOGAN, MOTTO
The Board had a brief discussion about what kind of graphics to put on the new vehicle. They want more time for input and to think about the issue.

06-07 AUDIT
The Board received the audit and asked that it be on agenda at the December meeting.

07-08 CCF EARLY LITERACY GRANT
Ken told the Board that CCF has awarded the District Take Off program $20,000 this year and next subject to availability of funds from the state. Working with the ESD Ken will also investigate using web based video technology for some story telling demonstrations and early learning education information. The District won’t be hiring any contract story tellers this year.

DISTRICT IN-SERVICE TRAINING DAY REVIEW
The Board reviewed librarian’s evaluations of the Nov 2nd training day in Milton-Freewater. Bert Lewis who attended the training and felt it went very well.

OTHER BUSINESS AND ADJOURNMENT
The Board felt October’s discussion of the service priorities was sufficient for the annual review.

President Bert Lewis adjourned the meeting at 6:30 pm. The next Board meeting will be at 4:15 pm, Thursday, December 13, 2007, at the City of Pendleton Conference Room.

Respectfully submitted, Bert Lewis, Board President

October 11, 2007

Minutes
Board of Directors Meeting
Oct 11, 2007, at 5:00 pm
BMCC, Room P-132, Pendleton, OR

ATTENDANCE – BOARD

• Bert Lewis, Bd. Pres.
• Valerie Jorstad
• Dave Gowdy, Bd. V.P.
• Mardel James-Bose

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

CALL TO ORDER
President Bert Lewis called the meeting to order at 5:05 pm.

CORRESPONDENCE
None requiring Board attention.

ACCOUNTS PAYABLE
Dave moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Passed out the September 2007 and tabled acceptance until the November meeting.

MINUTES
Dave moved to accept the September 20, 2007 Board meeting minutes. Valerie seconded the motion. Motion passed unanimously.

GOVERNANCE TRAINING MEETING UPDATE
Ken reviewed the agenda of the 6-7:30 pm Governance Training meeting immediately following the District Board meeting. The agenda will include a review of the City/District service priorities, standardized loan rules, Annual Library Service Plan simplification, Model Library Director Job Description, Model City Library ordinance, the Handbook for Trustees of Oregon Public Libraries, adult, children’s and homebound/senior services. (Postscript: the District Board and City Governance representatives made no changes to the service priorities in the Governance Training meeting.)

06-07 ANNUAL LIBRARY SERVICE PLAN EVALUATION UPDATE
Ken indicated that Adams and Echo are the only outstanding evaluations to date.

ESD THIRD DAY COURIER UPDATE
Dave moved to immediately begin a third courier pickup/delivery day “test period” with the ESD. Valerie seconded the motion. Motion passed unanimously. (Postscript: Ken contacted Tammi Standley at the ESD on Oct 15th and determined that John the main ESD courier driver will be out on sick leave thru Oct 29th. Ken and Tammi felt a possible test period week could be the week of Nov 5 and/or Nov 12.

ANNUAL LIBRARY SERVICE PLAN SIMPLIFICATION
Ken hopes to have a draft for the District Board to review at their November 8th Board meeting.

OTHER BUSINESS AND ADJOURNMENT
Dave felt the District Board might want to consider arranging a lunch type meeting with Doug Heinrich of Milton-Freewater, current Chair of the Oregon State Library Board to discuss a number of issues including expanding use of our library collections and the courier.

Dave moved to adjourn the meeting. Valerie seconded the motion. Motion passed unanimously. President Bert Lewis adjourned the meeting at approx. 5:55 pm. The next Board meeting will be at 5:00 pm, Thursday, November 8, 2007, at the City of Pendleton Conference Room.

Respectfully submitted, Bert Lewis

September 11, 2007

Minutes
Board of Directors Meeting
Sept. 20, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR

ATTENDANCE – BOARD

• Bert Lewis, Bd. Pres.
• Jean Eckles
• Dave Gowdy, Bd. V.P.
• Mardel James-Bose

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

ATTENDANCE – VISITORS

• Lyn Craig, LEO Executive Director

CALL TO ORDER
Vice President Dave Gowdy called the meeting to order at 5:04 pm.

CORRESPONDENCE
None requiring Board attention.

ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Jean seconded the motion. Motion passed unanimously.
.
FINANCIAL STATEMENTS (AUGUST 2007)
Jean made a motion to accept the August 2007 financial statement subject to audit. Mardel seconded the motion. Motion passed unanimously.

MINUTES
Jean moved to accept the August 16 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously.

LYN CRAIG – LEO EXECUTIVE DIRECTOR
Lyn summarized current and past projects highlighting partnerships with OMSI, the Smithsonian and Oregon Council for the Humanities then focused on the new LEO Learner’s initiative, including a handout for the Board. LEO Learner’s will be launched in January 2008 and is intended to provide regular, high quality non-formal education programming at eastern Oregon public libraries. Lyn also covered the role LEO would like to have in assisting public libraries with effective public relations and marketing. Dave moved to support via resolution the new LEO Learner’s initiative. Mardel seconded the motion. Motion passed unanimously.

GOVERNANCE TRAINING MEETING UPDATE
Ken reviewed the upcoming Governance Training meeting scheduled at BMCC, Room P-132 from 6-7:30 pm on Thursday, October 11th. Topics will include a review of the standardized loan rules and further discussion concerning adult, children’s and homebound/senior services.

06-07 ANNUAL LIBRARY SERVICE PLAN EVALUATION UPDATE
Ken shared hard copies of the evaluations submitted to date from Athena, Pendleton and Weston. All evaluations are due on or before October 10th.

ESD THIRD DAY COURIER UPDATE
Ken reviewed the Resource Sharing Fund budget for a 3rd pickup/deliver day to begin sometime this fiscal year. He met with John and Tami at the ESD to update things just prior to leaving for NC. It will take about 8 hours per week and cost about $6,700 annually for ESD driver services ($16.18 per hour @ the ESD benefit scale) if the District supplies the vehicle and takes care of maintenance costs. If the District does not supply the vehicle the ESD will charge an additional $1.50 -$1.60 per mile. The third day, not including Ukiah, is around 180 miles per week. Ken also discussed the reasons for using the ESD rather than an outside service. Ken indicated that he and Lyn Craig from LEO will work on securing some outside grants for a vehicle. He also checked with our CPA’s and determined that we could use some of our own capital improvements reserve fund for all or some of the cost if required. The grant approach will take several months go pull off. He will keep the Board informed.

ANNUAL LIBRARY SERVICE PLAN SIMPLIFICATION
Ken briefly discussed and shared an early draft of a “simplified” ALSP based on his ideas and input received from Carrie Bremer at Athena PL. Carrie and Ken will be meeting about this in the next week or two and hope to have a draft available by the Governance Training meeting on October 11th.

TAKE OFF FUND GRANT RESOLUTION: WILDHORSE FOUNDATION
Jean moved to accept the resolution for the $5,000 Wildhorse Foundation grant to the Take Off Fund. Mardel seconded the motion. Motion passed unanimously.

OTHER BUSINESS AND ADJOURNMENT
Ken passed out copies of the Handbook for Trustees of Oregon Public Libraries, 2005 Edition, the Summer 2007 issue of Western Trek, the OCLC Western Magazine and the regional Sage Library System statistical reports for 06-07 compiled by Beth Longwell, System Administrator at EOU.

Ken told the Board about the Oct. 5 EOLA Fall meeting at the Pendleton PL from 10 – 3 pm. Doug Henrichs, State Library Board Chair and Jim Scheppke, State Librarian will attend and discuss state library services to EO. The Board also requested that Ken secure a copy of the Oregon Attorney General’s Public Records and Meetings Manual.

President Bert Lewis adjourned the meeting at 6:28 pm. The next Board meeting will be at 5:00 pm, Thursday, Oct 11, 2007, at Blue Mountain Community College, Room P-132, followed by The Governance Training meeting at 6 pm.

Respectfully submitted, Bert Lewis

August 16, 2007

Minutes
Board of Directors Meeting
August 16, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR

ATTENDANCE – BOARD

• Valerie Jorstad, Acting Pres.
• Jean Eckles
• Mardel James-Bose

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

ATTENDANCE – VISITORS

• None

CALL TO ORDER
Acting President Valerie Jorstad called the meeting to order at 5:02 pm.

OATH OF OFFICE – MARDEL JAMES-BOSE & JEAN ECKLES
The Oath of Office was given to Mardel James-Bose. The Oath of Office was given previously at the District Office to Jean Eckles by Board Secretary Ken Reading on July 23, 2007.

ELECTION OF OFFICERS
Acting President Valerie Jorstad asked for 07-08 Board President and Vice President nominations. Valerie moved to nominate Bert Lewis as President. Jean seconded the nomination. Motion passed unanimously. Valerie then moved to nominate Dave Gowdy as Vice President. Mardel seconded the nomination. Motion passed unanimously.

BANNER BANK SIGNATURE CARDS
Ken reviewed the bank signature forms and said they appeared to be complete. He will return them to Banner Bank in the next day or two.

ACCOUNTS PAYABLE
Approved by consensus.

CORRESPONDENCE
None requiring Board attention.

FINANCIAL STATEMENTS (JUNE, JULY 2007)
Mardel made a motion to accept both the June and July 2007 financial statements subject to audit. Jean seconded the motion. Motion passed unanimously.

MINUTES
By consensus accepted the June and July 2007 minutes without any changes.

DISTRICT LOAN RULES STANDARDIZATION UPDATE
Ken indicated that to date Athena, Hermiston, Milton-Freewater, Pendleton, Pilot Rock, Stanfield, Umatilla and Weston libraries had received city approval for the changes. Helix is scheduled for the week of August 20. Ken will follow up with Adams, Echo and Ukiah.

TAKE OFF FUND GRANT RESOLUTIONS: PACIFIC POWER & TRUST MGT SERVICES
Jean moved to accept the resolutions for the $1,500 Pacific Power and $7,500 Trust Mgt. Services program grants to the Take Off Fund. Mardel seconded the motion. Motion passed unanimously.

GOVERNANCE TRAINING MEETING DATE
By consensus the Board scheduled the next City/District Governance Training date for 6 – 7:30 pm, Thursday, October 11, 2007 at BMCC, in P-132, Pioneer Hall.

DISTRICT IN-SERVICE TRAINING DATE
Ken advised the Board that the next scheduled training for all City/District staff is Friday, November 2, 2007 at Milton-Freewater Public Library.

06-07 ANNUAL LIBRARY SERVICE PLAN EVALUATOR
By consensus approved Marsha Richmond as the District’s 06-07 ALSP Evaluator.

DISTRICT OFFICE MOVE
Ken asked for permission to move the office to an adjacent office twice the size down the hall. The new office would be large enough to provide storage space for Take Off program materials and a meeting area. Jean moved to approve the request. Mardel seconded the motion. Motion passed unanimously. Ken will work with the building manager, telephone and Internet providers, etc. to arrange the move. This will not change the District Address or suite number.

07-08 READY TO READ GRANT
Mardel moved to approve and submit the Oregon State Library 07-08 Ready to Read Grant. Jean seconded the motion. Motion passed unanimously.

ANNUAL LIBRARY SERVICE PLAN SIMPLIFICATION
By consensus the Board agreed with Ken on the approach to simplify the service plans. The Board felt they should also be an agenda item for the Oct 11 Governance Training meeting.

OTHER BUSINESS AND ADJOURNMENT
Acting President Valerie Jorstad adjourned the meeting at 6:23 pm. The next Board meeting will be at 5:00 pm, Thursday, Sept 20, 2007, at the City of Pendleton Conference Room.

Respectfully submitted, Valerie Jorstad

July 19, 2007

Minutes
Board of Directors Meeting
July 19, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR

ATTENDANCE – Board

• David Gowdy, Board Pres.

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

ATTENDANCE – VISITORS

• None

CALL TO ORDER
President David Gowdy cancelled the meeting due to lack of a quorum at 5:15 pm.

OTHER BUSINESS AND ADJOURNMENT
The next Board meeting will be at 5:00 pm, Thursday, August 16, 2007 in the City of Pendleton Conference Room.

Respectfully submitted, David Gowdy, Board Pres.

June 11, 2007

Minutes
Board of Directors Meeting
June 11, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR

ATTENDANCE – Board

• Dave Gowdy, Board Pres.
• Kricket Nicholson, Board VP
• Bert Lewis
• Valerie Jorstad

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

ATTENDANCE – VISITORS

• Mardel James-Bose

CALL TO ORDER
President Dave Gowdy called the meeting to order at 5:00 pm.

CORRESPONDENCE
None requiring Board attention

ACCOUNTS PAYABLE
Valerie Jorstad moved to approve the accounts payable. Bert Lewis seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Bert Lewis made a motion to accept the May 2007 financial statement subject to audit. Valerie Jorstad seconded the motion. Motion passed unanimously.

MINUTES
Valerie Jorstad made a motion to accept the May 2007 minutes. Bert Lewis seconded the motion. Motion passed unanimously.

UCSLD COUNTYWIDE LOAN RULES STANDARDIZATION POLICY
Kricket Nicholson made a motion to adopt the revised proposed policy dated June 5, 2007. Valerie Jorstad seconded the motion. Motion passed unanimously with an effective implementation date of July 1, 2007. It is the District Board understanding that those city libraries requiring local City Council adoption of the loan policies should do so within 60 days.

DISTRICT BOARD ELECTIONS UPDATE
The Board reviewed the final May 2007 results that elected Valerie Jorstad of Umatilla to a two year term and Bert Lewis, Jean Eckles and Mardel James-Bose of Pendleton to four year terms.

LAST SIX CITY 07-08 ANNUAL LIBRARY SERVICE PLANS
Bert Lewis moved to accept the last six city library service plans from Adams, Echo, Helix, Milton-Freewater, Pilot Rock and Stanfield. Kricket Nicholson seconded the motion. Motion passed unanimously. It was the feeling of the Board again that the current ALSP form needs simplification with input from the cities along with a better understanding of the ALSP and it’s purposes. The Board also expressed appreciation for Carrie Bremer’s (Athena PL) ALSP response letter and comments.

07-08 BUDGET ADOPTION
Ken Reading made the following 07-08 budget adjustment recommendations:

General Fund Resources – Increase Back Taxes to $50,000; increase Beginning Fund Balance to $196,000.
General Fund Expenditures – Raise Audit to $3,250 ($2,600 contract year one cost, $150 filing fee and $500 Mgt Discussion and Analysis report); raise telephone $600 for cell phone; raise Programs and Training to $21,100 (Gov. Trng. to $5,000 & $10,100 for fund raising & PR development, Ancestry.com?; lower contingency to $64,087; raise capital outlay to $400; raise Capital Improvement Reserve Fund transfer to $10,000.

Resource Sharing Fund Resources – Lower Beginning Fund Balance to $29,000; raise Other income to $8,900 from shared ESD courier cost increases to Hermiston PL and Oregon Trail Library District.
Resource Sharing Fund Expenditures – Raise ESD courier cost increase to16,400 to allow for third courier pickup day starting in the Fall and fuel based cost increase.

Capital Improvement Reserve Fund Resources – Lower beginning fund balance to $70,000; raise GF Transfer to $10,000.
Capital Improvement Reserve Fund Expenditures – Raise to $80,000.

Take Off Fund Resources – Reduce Beginning fund Balance to $6,000 to $24,500 due to $6,000 spring 07’ distribution of Weyerhaeuser grant funds to Oregon Trail Library District and $500 less carryover.
Take Off Fund Expenditures – Reduce Other Program Support by $6,000 to $15,000 due to $6,000 spring 07’ distribution of Weyerhaeuser grant funds to Oregon Trail Library District and lower Contingency $500 to $3,102.

After some discussion, the Board accepted the recommendations by consensus.

Kricket Nicholson moved to accept Resolution 0708-1 adopting the 07-08 budget for the fiscal year ending June 30, 2008. Valerie Jorstad seconded the motion. The motion passed unanimously.

Bert Lewis moved to accept Resolution 0708-2 making appropriations for the fiscal year ending June 30, 2008. Valerie Jorstad seconded the motion. The motion passed unanimously.

Kricket Nicholson moved to accept Resolution 0708-3 levying taxes for the fiscal year ending June 30, 2008. Valerie Jorstad seconded the motion. The motion passed unanimously.

OTHER BUSINESS AND ADJOURNMENT
The Board by consensus agreed to keep the City/District Administrative fee at 1% based on attendance at all Governance Training meetings for the 07-08 fiscal year.

Board President Dave Gowdy adjourned the meeting at 6:18 pm. The next Board meeting will be at 5:00 pm, Thursday, July 19, 2007, in the City of Pendleton Conference Room.

Respectfully submitted, Dave Gowdy, Board President

May 14, 2007

Minutes
Budget Hearing and Board of Directors Meeting
May 14, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR

BUDGET HEARING
Board VP Kricket Nicholson called the Budget Hearing to order at 5:12 pm. In attendance were Board Members Kricket Nicholson, Bert Lewis, Karen Kullnat,Valerie Jorstad and Staff member Ken Reading. There were no visitors, public comments nor additional deliberation on the 07-08 budget. Board VP Kricket Nicholson adjourned the Budget Hearing at 5:14 pm.

BOARD MEETING

ATTENDANCE – Board

• Kricket Nicholson, Board VP
• Karen Kullnat
• Bert Lewis
• Valerie Jorstad

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

ATTENDANCE – VISITORS

• None

CALL TO ORDER
Vice President Kricket Nicholson called the meeting to order at 5:15 pm.

CORRESPONDENCE
A new three year audit proposal was received from Barnett & Moro of Hermiston. Tom Hebert emailed two suggestions about improving the Model Library Director Job Description passed by the Board in March 2007 and posted to the District website, www.ucsld.org.

ACCOUNTS PAYABLE
Karen Kullnat moved to approve the accounts payable. Bert Lewis seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Karen Kullnat made a motion to accept the April 2007 financial statement subject to audit. Valerie Jorstad seconded the motion. Motion passed unanimously. Kricket Nicholson made a motion to accept the March 2007 financial statement subject to audit. Valerie Jorstad seconded the motion. Motion passed unanimously. The Board asked Ken to check on several areas of the April report that needed clarification and report back to all of them via email.

MINUTES
Bert Lewis made a motion to accept the April 2007 minutes. Valerie Jorstad seconded the motion. Motion passed unanimously.

MODEL CITY LIBRARY ORDINANCE
Ken says that Larry Lehman, Pendleton City Manager has agreed to work with the District to develop a new and updated City Library Ordinance model over the next few months.

DISTRICT BOARD ELECTIONS UPDATE
The Board discussed the two “write in” candidates they were aware of, Mardel James-Bose and Jill Heffner both of Pendleton. Ballots are due tomorrow, Tuesday, May 15, 2007 by 8 pm,

DISTRICT LOAN RULES STANDARDIZATION PROPOSAL
Ken passed out a four page City Librarian Loan Rules Standardization proposal. This proposal will be emailed out to the Cities and mailed out to the City Library Board Chairs tomorrow for their review and comments prior to the June 11 District Board adoption date. The Board asked Ken several questions and agreed to study the document for the June meeting.

07-08 ANNUAL LIBRARY SERVICE PLANS
The last six city library plans (Adams, Echo, Helix, Milton-Freewater, Pilot Rock and Stanfield) were distributed to the Board and discussed. The Board will take them home for review prior to the June 11, 2007 Board meeting. Library plans turned in last month were discussed at some length. It was the consensus of the Board that the current form probably needs simplification next year with input from the cities as well as more education about the local benefits of outcome planning. It is the intend of the Board to approve those City library plans that are complete. Ken was asked to share the Board’s written comments with the Cities and contact those Cities whose plans are incomplete.

OTHER BUSINESS AND ADJOURNMENT
The Board reviewed and discussed a new three year audit proposal from Barnett & Moro in Hermiston. Bert Lewis moved to approve the three year contract. Karen Kullnat seconded the motion. The motion passed unanimously.

Board VP Kricket Nicholson adjourned the meeting at 6:25 pm. The next Board meeting will be at 5:00 pm, Monday, June 11, 2007, in the City of Pendleton Conference Room.

Respectfully submitted, Kricket Nicholson, Board VP

April 9, 2007

Minutes
Board of Directors Meeting
April 9, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR

ATTENDANCE – Board

• David Gowdy, Board Pres.
• Karen Kullnat
• Kricket Nicholson, Board VP
• Valerie Jorstad
• Bert Lewis

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

ATTENDANCE – VISITORS

• None

CALL TO ORDER
President David Gowdy called the meeting to order at 5:06 pm.

ACCOUNTS PAYABLE
Karen Kullnat moved to approve the accounts payable. Bert Lewis seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Kricket Nicholson made a motion to accept the February 2007 financial statement subject to audit. Karen Kullnat seconded the motion. Motion passed unanimously. Kricket Nicholson made a motion to accept the March 2007 financial statement subject to audit. Valerie Jorstad seconded the motion. Motion passed unanimously.

MINUTES
Karen Kullnat made a motion to accept the March 2007 minutes. Kricket Nicholson seconded the motion. Motion passed unanimously.

MODEL CITY LIBRARY ORDINANCE
Tabled until the May meeting.

DISTRICT BOARD ELECTIONS UPDATE
The Board discussed issues associated with “write in” candidates since one of the four District Board seats was not filed for by the March 15 deadline.

MARCH 22, 2007 GOVERNANCE TRAINING MEETING REVIEW
The Board reviewed the timeline for finalizing the standardized loan rules in the District that includes District Librarian and City Governing Group input. The Board will adopt the new countywide rules at their June 11 Board meeting. The new rules will go into effect on July 1.

07-08 ANNUAL LIBRARY SERVICE PLANS UPDATE
Seven city library plans (Athena, Hermiston, Pendleton, Ukiah, Umatilla and Weston) including the District were distributed to the Board to take home for review and approval at the May 14, 2007 Board meeting. Ken said the other six would be distributed at the May meeting for June approval. The Board felt it was important to ensure that each city’s annual evaluation was a true reflection of the city’ annual service plan. The evaluation should match the plan. A “cookie cutter” approach is not what the evaluations are all about.

APRIL 6, 2007 DISTRICT IN-SERVICE MEETING REVIEW
The Board reviewed with interest both the open forum questions and the individual evaluation of last Friday’s training in Hermiston. Signed in attendance at the training meeting was 38.

OTHER BUSINESS AND ADJOURNMENT
David Gowdy adjourned the meeting at 5:53 pm. The next Board meeting will be at 5:00 pm, Monday, May 14, 2007, in the City of Pendleton Conference Room.

Respectfully submitted, David Gowdy, Board Pres.

March 12, 2007

Minutes
Board of Directors Meeting
March 12, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR

ATTENDANCE – Board

• David Gowdy, Board Pres.
• Karen Kullnat
• Kricket Nicholson, Board VP
• Valerie Jorstad
• Bert Lewis

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator

ATTENDANCE – VISITORS

• None

CALL TO ORDER
President David Gowdy called the meeting to order at 5:07 pm.

ACCOUNTS PAYABLE
Bert Lewis moved to approve the accounts payable. Valerie Jorstad seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Tabled until the April 9, 2007 Board meeting as the financial report was released to the Board at the beginning of the meeting.

MINUTES
Kricket Nicholson made a motion to accept the February 2007 minutes. Bert Lewis seconded the motion. Motion passed unanimously.

MODEL LIBRARY DIRECTOR JOB DESCRIPTION
Valerie Jorstad moved to approve the Model Library Director Job Description. Kricket Nicholson seconded the motion. Motion passed unanimously. The Job Description will be posted on the District website.

MODEL CITY LIBRARY ORDINANCE
By consensus the Board agreed to move forward with a Model City Library Ordinance. Ken will try and have a draft available for the April 9, 2007 meeting.

DISTRICT BOARD ELECTIONS UPDATE
March 15th is the last day for District Board candidates to file for the May 15th election. Karen Kullnat and Kricket Nicholson of Pendleton have decided not to run again. Valerie Jorstad of Umatilla has filed for the two year position. Bert Lewis has filed for a four position. Spoke with Pendleton resident Jean Eccles who said she would like to file for a four year position. There are three, four year positions and one two year position to be voted on.

TYING DISTRICT SUPPORT FOR CITY COLLECTIONS TO TAX GROWTH
By consensus the Board feels that more awareness of the issue with City libraries is the best approach for now. Reminding City Libraries to focus on weeding as well as acquisitions in terms of an overall collection development policy will keep city collections on the Sage Library System from growing faster than the ability of the District to pay for them. Each item record on the Sage system costs 4.5 cents annually.

CITY/DISTRICT AGREEMENT - RATE OF MINIMUM WAGE GROWTH
By consensus the Board feels that this issue probably just needs to be monitored right now. No reports from cities have received regarding this to date

CITY/DISTRICT AGREEMENT – EVALUATOR FOR WRITTEN EVALUATION
By consensus the Board feels that the evaluation criteria probably need strengthening. Cities should select their own evaluators. The District will pay each City Evaluator $200.

DISTRICT CAPITALIZATION POLICY
Karen Kullnat made a motion to set the minimum District capitalization policy at $2,500 as recommended by Dickey & Tremper LLP. Valerie Jorstad seconded the motion. Motion passed unanimously.

SELF-CHECK OUT ASSISTANCE TO CITIES
The Board reviewed the issue but tabled it for now. Ken reported that Hermiston PL had received a $4,000 grant from Wildhorse foundation for most their required up front costs.

MARCH 22, 2007 GOVERNANCE TRAINING MEETING WITH RUTH METZ
Ruth Metz from Portland will facilitate the meeting that will focus on a proposal for standardization of resource sharing loan rules at public libraries in the County.

OTHER BUSINESS AND ADJOURNMENT
David Gowdy adjourned the meeting at 5:59 pm. The next Board meeting will be at 5:00 pm, Monday, April 9, 2007, in the City of Pendleton Conference Room.

Respectfully submitted, David Gowdy, Board Pres.

February 26, 2007

Minutes
Board of Directors Meeting
February 26, 2007, at 5:00 pm
City of Pendleton Jury Room (2nd Fl.), Pendleton, OR

ATTENDANCE – Board

• Kricket Nicholson, Board VP
• Valerie Jorstad
• Bert Lewis

ATTENDANCE – STAFF

• Ken Reading, Librarian/Coordinator
• Chris Hilderbrand, Take Off Program Director

ATTENDANCE – VISITORS

• None

CALL TO ORDER
President David Gowdy asked Kricket Nicholson to chair the meeting in his absence. Kricket called the meeting to order at 5:03 pm.

ACCOUNTS PAYABLE
Bert Lewis moved to approve the accounts payable. Valerie Jorstad seconded the motion. Motion passed unanimously.

FINANCIAL STATEMENT
Bert Lewis moved to accept the January 2007 financial statement subject to audit. Valerie Jorstad seconded the motion. Motion passed unanimously.

MINUTES
Valerie Jorstad made a motion to accept the January 2007 minutes. Bert Lewis seconded the motion. Motion passed unanimously.

TAKE OFF PROGRAM REPORT – CHRIS HILDERBRAND
Chris reported on Take Off representation at both CCF “Celebration of the Family” events last fall in Hermiston and Pendleton. Two hundred children’s books were distributed including book baskets as door prizes. To improve early literacy and ready-to-read collaboration with other county agencies Chris is active in the Committee for Interagency Networking and the Early Childhood Partnership Team. One of Take Off’s priorities this year is to visit childcare sites we are not serving in the county based on a current CCR&R list of locations. Chris also reports they are in the process of updating the Take Off program brochure. They may even produce other brochures focusing on community leaders, parents and childcare sites. Establishing more collaborative relationships with Kindergarten and First Grade teachers in the county is also becoming a program priority. Chris is thinking about involving the “Huggy Bear” doll she uses in her storytelling programming to some level of mascot status since the kids love it so much. Chris passed out information on the March 2, 50th birthday of the Dr. Seuss book, “Cat in the Hat.”

MODEL LIBRARY DIRECTOR JOB DESCRIPTION
Ken indicated that the City of Pendleton had asked to see the draft copy of the model description. Further discussion was tabled until the March 12 Board meeting.

07-08 BUDGET COMMITTEE APPOINTMENTS
Ken reviewed the committee membership and new appointments: Serving through June 2007 are Denise Weinke (Pilot Rock), Sandy Seibel (Stanfield) replacing Valerie Jorstad of Umatilla; serving new three year terms through June 2009 are Natalie Sanusi (Pendleton), Lee Farren (Ukiah) and Greg Holden (Pendleton).

DISTRICT BOARD ELECTIONS UPDATE
March 15th is the last day for District Board candidates to file for the May 15th election. There are three, four year positions and one two year position to be voted on. Karen Kullnat and Kricket Nicholson of Pendleton have decided not run again. They have each served eight years on the Board. Valerie Jorstad of Umatilla currently on the Board indicates she will probably file again. She accepted an appointment last spring until the next election to fill Nancy Brown’s position. Nancy was from rural Hermiston until they were annexed into the City of Hermiston last year. Bert Lewis has not yet decided to file.

TYING DISTRICT SUPPORT FOR CITY COLLECTIONS TO TAX GROWTH
Reviewed but no action taken.

CITY/DISTRICT AGREEMENT - RATE OF MINIMUM WAGE GROWTH
Reviewed but no action taken. Oregon minimum wage is currently predetermined to grow at a 4% annual rate. The concern is sustainability in the current agreements that tie paying City Library Directors at least 150% of the Oregon minimum wage. Growth rates of District taxes as well as regional and national consumer price index increases have been markedly less than this predetermined growth rate the last two years. It was suggested that this issue be raised at the District Governance training meeting with Ruth Metz on March 22nd.

CITY/DISTRICT AGREEMENT – EVALUATOR FOR WRITTEN EVALUATION
Bert Lewis suggested that perhaps the Cities would value their evaluations more if they chose the evaluator with all the cities and the district using the same evaluation guidelines that were used this first year.

DISTRICT CAPITALIZATION POLICY
Reviewed but no action taken. Ken reported that the District apparently does not have a policy for the threshold amount that any furniture and/or equipment should be capitalized. Dickey & Tremper, the District CPA’s are recommending a $2,500 level.

SELF-CHECK OUT ASSISTANCE TO CITIES
Reviewed but no action taken. A brief discussion about what if any financial assistance the District might offer to cities implementing self-check out services. Expectations of self-check were not discussed. Some Board members have indicated that the District priority should be to get all the cities online first. Any assistance would probably come out of the District Capital Improvement Reserve Fund.

07-08 BUDGET FOCUS AND STANDARDIZATION OF LOAN RULES DRAFT
Ken will be meeting with Dave this week about the proposed budget and the District ALSP. He also passed out draft copies of the proposed loan rules for the March 22 Governance meeting.

OTHER BUSINESS AND ADJOURNMENT
Kricket Nicholson, Board VP adjourned the meeting at 6:05 pm. The next Board meeting will be at 5:00 pm, Monday, March 12, 2007, in the City of Pendleton Community Meeting Room prior to the 6:00 pm District Budget Committee Meeting

Respectfully submitted, Kricket Nicholson, Board VP

January 11, 2007

Minutes
Board of Directors Meeting
January 11, 2007, at 5:15 pm
Pendleton Community Meeting Room, Pendleton, OR

ATTENDANCE – BOARD:

• Dave Gowdy
• Bert Lewis
• Kricket Nicholson

ATTENDANCE – STAFF:

• Ken Reading, Librarian/Coordinator
• Dea Nowell, Technical Assistant

ATTENDANCE – VISITORS:

• Ruth Metz

CALL TO ORDER:
President Dave Gowdy called the meeting to order at 5:13 pm. Ruth Metz was introduced and welcomed.

ACCOUNTS PAYABLE:
Ken Reading noted that an accounts payable sheet was not available. Bert Lewis moved to approve paying the bills. Kricket Nicholson seconded the motion. The motion passed unanimously.

FINANCIAL STATEMENTS:
Ken Reading distributed the financial statement for December 2006. Kricket Nicholson moved to accept the financial statement subject to audit. Bert Lewis seconded the motion. The motion passed unanimously.

MINUTES:
Bert Lewis moved to accept the December 2006 minutes as presented. Kricket Nicholson seconded the motion. The motion passed unanimously.

MODEL LIBRARY DIRECTOR JOB DESCRIPTION DRAFT DISCUSSION:
Further discussion on this was tabled until there was a full Board to discuss it.

07-08 BUDGET COMMITTEE APPOINTMENTS – FOUR SEATS:
The consensus of the Board was first to approach Lee Farren and Greg Holden to see if they would be interested in reappointment. Secondly, some possible names were suggested to check with about their interest in appointment to the Budget Committee.

OTHER BUSINESS AND ADJOURNMENT:
Tying the District’s financial support for City collection’s on the Sage System to annual tax growth of the District: Ken Reading noted that this was broached last month. He also noted that this probably needs to be a policy of the District. The Board discussed the need to look for some creative ways to fulfill this.

Kricket Nicholson moved to adjourn the meeting. Bert Lewis seconded the motion. Dave Gowdy adjourned the meeting at 5:31 pm. The next meeting will be on Monday, February 26, 2007 at 6:00 pm in the City of Pendleton 2nd floor Jury Room.

Respectfully submitted,

Dave Gowdy, President

December 11, 2006

Minutes
Board of Directors Meeting
December 11, 2006, at 5:30 pm
City of Pendleton 2nd floor Jury Room, Pendleton, OR

ATTENDANCE – BOARD:

• Dave Gowdy
• Bert Lewis
• Kricket Nicholson

ATTENDANCE – STAFF:

• Ken Reading, Librarian/Coordinator
• Dea Nowell, Technical Assistant

ATTENDANCE – VISITORS:

• Scott Gowdy

CALL TO ORDER:
President Dave Gowdy called the meeting to order at 5:30 pm. Dave Gowdy’s brother, Scott, was introduced and welcomed.

ACCOUNTS PAYABLE:
Bert Lewis moved to approve paying the bills. Kricket Nicholson seconded the motion. The motion passed unanimously.

CORRESPONDENCE:
Ken Reading noted there was an email from Kathleen Schmidtgall regarding agenda item number 8.

FINANCIAL STATEMENTS:
Ken Reading distributed the financial statement for November 2006.

Weyerhauser Family Foundation Grant Resolution – Take Off program: Dave Gowdy read through resolution 0607-5. The resolution passed unanimously.

MINUTES:
Bert Lewis moved to accept the November 2006 minutes as presented. Kricket Nicholson seconded the motion. The motion passed unanimously.

MODEL LIBRARY DIRECTOR JOB DESCRIPTION DRAFT DISCUSSION:
Ken Reading noted that he sent in the Board packets a longer and a shorter draft. The consensus of the Board was that they liked the longer version better. Further discussion/decision on this was tabled until there was full Board input.

Ken Reading suggested a mid-year get together over lunch with City Managers/Recorders/Mayors might be helpful in keeping the lines of communication and understanding open with the Cities. The Board consensus was that this was important and a good idea. Ken Reading will work on trying to pull this together for February.

ANNUAL REVIEW AND UPDATE – PRIORITIES FOR PROGRAMS & SERVICE DELIVERY:
After discussion, including receiving Kathleen Schmidtgall’s email input, the Board by consensus determined that the priorities have not changed for the coming year.

OTHER BUSINESS AND ADJOURNMENT:
Budget Committee: A reminder was given that there are four open positions on the budget committee.

Governance Training with Ruth Metz: has been rescheduled for 6 pm on Thursday, January 11, 2007, in the Pendleton Community Meeting Room.

Tying District’s support for City collection on Sage System to annual tax growth: Ken Reading noted in his Coordinator’s Report to the Board:
The District pays for all basic automation costs (excluding ongoing telecom, cards & barcodes) for City library membership in the Sage System. Each item cataloged by Cities on the Sage System currently costs the District 4.8 cents per item. So collection development that includes weeding is very important. Items that are not used don’t just take up shelf-space, they also represent misspent resources at the current rate of 4.8 cents per item….
He suggested to the Board that they may want to review and implement a policy of what the District can afford to pay in terms of collection size. He additionally suggested that we may want to solicit input from the Cities about a voluntary compliance program tied to the annual growth of local taxes that support the District.

Dave Gowdy suggested that he has been struggling with a one sentence way to communicate to the Cities and the general public what the role of the District is. The consensus seemed to be that this was very important.

Dave Gowdy adjourned the meeting at 6:06 pm. The next meeting will be prior to the Governance Training on Thursday, January 11, 2006 at 5:15 pm.

Respectfully submitted,

Dave Gowdy, President

November 16, 2006

Minutes
Board of Directors Meeting
November 16, 2006, at 6:00 pm
Pendleton Community Meeting Room, Pendleton, OR

ATTENDANCE – BOARD:

• Dave Gowdy
• Karen Kullnat
• Bert Lewis
• Kricket Nicholson

ATTENDANCE – STAFF:

• Ken Reading, Librarian/Coordinator
• Dea Nowell, Technical Assistant

CALL TO ORDER:
President Dave Gowdy called the meeting to order at 6:00 pm.

ACCOUNTS PAYABLE:
Bert Lewis moved to approve paying the bills. Kricket Nicholson seconded the motion. The motion passed unanimously.

CORRESPONDENCE:
Ken Reading noted there was none.

FINANCIAL STATEMENTS:
Kricket Nicholson moved to approve the October 2006 financial statement subject to audit. Bert Lewis seconded the motion. The motion passed unanimously.

MINUTES:
Bert Lewis moved to accept the October 2006 minutes as presented. Kricket Nicholson seconded the motion. The motion passed unanimously.

CITY/DISTRICT ANNUAL WRITTEN EVALUATION UPDATE:
Evaluation improvement recommendations: Discussion included, but was not limited to Terry Murray, Community Editor of the East Oregonian, being interested and willing to serialize the evaluations doing one a month and highlighting the library. She would use the evaluations as a starting point, contacting each city to update the evaluation factually, and develop a story for the library each month. The consensus of the Board was to go ahead with this. The Board noted that the Annual Library Service Plan (ALSP) is a tool for each City’s governance team. As such, if it is a team effort celebrations and defeats are at team level, not at a personal level. There was also discussion about evaluators for the next go ‘round of written evaluations.

NOVEMBER 3 DISTRICT STAFF IN-SERVICE MTG. EVALUATIONS:
It was noted that the evaluations had been received and read.

OTHER BUSINESS AND ADJOURNMENT:
Model City Library Ordinance proposal: No draft yet.

Model Library Director Job Description: Following some discussion on this Ken Reading was asked to rework the draft, and then further discussion was tabled.

05-06 Audit distribution and discussion: Kricket Nicholson moved to accept the 05-06 Audit. Karen Kullnat seconded the motion. The motion passed unanimously.

Budget Committee members (March ’07): It was noted that there are four open positions on the budget committee that need to be addressed.

Board Elections in May ’07: It was noted that there will be four positions up for election next May (3 4-year terms, and 1 term with 2 years remaining).

Kricket Nicholson moved to adjourn the meeting. Bert Lewis seconded the motion. Dave Gowdy adjourned the meeting at 6:40 pm. The next meeting will be Monday, December 11, 2006, at 6:00 pm.

Respectfully submitted,

Dave Gowdy, President

October 12, 2006

Minutes
Board of Directors Meeting
October 12, 2006, at 5:30 pm
City of Pendleton Community Meeting Room, Pendleton, OR

ATTENDANCE – BOARD:

• Dave Gowdy
• Valerie Jorstad
• Karen Kullnat
• Bert Lewis
• Kricket Nicholson

ATTENDANCE – STAFF:

• Ken Reading, Librarian/Coordinator
• Dea Nowell, Technical Assistant

ATTENDANCE – VISITORS:

• Sharon Gowdy

CALL TO ORDER:
Vice President Kricket Nicholson called the meeting to order at 5:34 pm.

ACCOUNTS PAYABLE:
Karen Kullnat moved to approve paying the bills. Valerie Jorstad seconded the motion. The motion passed unanimously.

CORRESPONDENCE:
Ken Reading noted that we received an annexation notice from the City of Hermiston.

FINANCIAL STATEMENTS:
Bert Lewis moved to approve the September 2006 financial statement subject to audit. Karen Kullnat seconded the motion. The motion passed unanimously.

MINUTES:
Bert Lewis moved to accept the September 2006 minutes as presented. Valerie Jorstad seconded the motion. The motion passed unanimously.

CITY/DISTRICT ANNUAL WRITTEN EVALUATION UPDATE:
Carrie Bremer’s letter & distribution discussion – Dave Gowdy stated that he had received some verbal feedback similar to Carrie Bremer’s letter. He noted that he was informed that there are some inaccuracies that made their way into the evaluations (e.g. the Friends put a new roof on the Library in Weston, when in fact it was the City). There was discussion about needing to clean up inaccuracies and possibly soliciting for corrections. It was noted that we need to be careful about changing the context – facts are changeable, whereas opinions are not. It was also noted that the evaluation is a tool, not a personal attack. There was discussion about why the suggestion to post these to the website. The suggestion was meant for distributing the information to the City and community, as the plans and evaluations are primarily for local use. It was also suggested as a way to get the information to people who are not in the normal flow of communication. It was suggested that maybe we could ask those who were in attendance at the Governance training about distribution suggestions.

Evaluation improvement recommendations – tabled till November.

TRAININGS UPDATE (STAFF & GOVERNANCE):
As noted in the Coordinator’s Report, things are on track for the Governance Training for October 12 and November 2, location to be announced; and things are on track for the Staff Training November 3rd at Pendleton Public Library. Ken Reading noted that Ruth Metz could not be at the Governance Training session tonight in person, but would be present to listen to the discussion via speakerphone.

OTHER BUSINESS AND ADJOURNMENT:
The next meeting will be Thursday, November 2, 2006, at 5:30 pm, prior to the governance training meeting [in Pendleton]. Kricket Nicholson moved to adjourn, Bert Lewis seconded the motion. Dave Gowdy adjourned the meeting at 5:54 pm.

Respectfully submitted,

Dave Gowdy, President

September 18, 2006

Minutes
Board of Directors Meeting
September 18, 2006, at 6:00 pm
Pendleton City Hall 2nd floor Jury Room, Pendleton, OR

ATTENDANCE – BOARD:

• Dave Gowdy
• Valerie Jorstad
• Bert Lewis
• Kricket Nicholson

ATTENDANCE – STAFF:

• Ken Reading, Librarian/Coordinator
• Dea Nowell, Technical Assistant

ATTENDANCE – VISITORS:

• Sharon Gowdy

CALL TO ORDER:
President Dave Gowdy called the meeting to order at 6:05 pm.

ACCOUNTS PAYABLE:
Kricket Nicholson moved to approve paying the bills. Bert Lewis seconded the motion. The motion passed unanimously.

FINANCIAL STATEMENTS:
Kricket Nicholson moved to approve the August 2006 financial statement subject to audit. Bert Lewis seconded the motion. The motion passed unanimously.

MINUTES:
Bert Lewis moved to accept the August 2006 minutes as presented. Valerie Jorstad seconded the motion. The motion passed unanimously.

CITY/DISTRICT ANNUAL WRITTEN EVALUATION UPDATE:
Ken Reading reported that Jill Heffner has completed 8 evaluations (including the District’s) through the end of August and has been paid $200 for each. So far this month Stanfield’s has been completed with three remaining to be done. Milton-Freewater’s is being done independently. Ken Reading noted that a courtesy copy has been sent to the Library Director and a copy has been sent to the Library Board Chair. Kricket Nicholson suggested a follow-up article or series of articles to “Librarian’s Shout For Change” could be done by the East Oregonian and Hermiston Herald regarding the plans and evaluations done and noting that copies of the evaluations are available at …. Dave Gowdy suggested sending out a questionaire/survey with a stamped, self-addressed envelope to the Library Board Chairs about the evaluations. The question was also asked if this would be mentioned at the Governance Training in October & November. It was also suggested that the evaluations be posted on the website.

MODEL LIBRARY DIRECTOR JOB DESCRIPTION, NEW UPDATE:
Dave Gowdy suggested that many jurisdictions don’t have a city manager so this part would need to be reworded. Ken Reading proposed that the Board might want to work on a Model City Library Ordinance for a couple of months that would go hand in hand with the model job description. He noted that we received 8 when we requested them a couple of years ago.

TRAININGS UPDATE (STAFF & GOVERNANCE):
Ken Reading noted that the first governance training session would be Thursday October 12th at 6 pm in the Pendleton Community Meeting Room, and the second would be Thursday November 2nd, at 6 pm, location to be announced. These meetings with Ruth Metz will be used to help with updating the plan, etc. The staff training will be Friday November 3rd at Pendleton Public Library.

OTHER BUSINESS AND ADJOURNMENT:
Wildhorse Foundation grant resolution – Resolution #0607-4 receiving a $10,000 grant to ELLL was passed unanimously.

The next meeting will be October 12, 2006, at 5:30 pm, prior to the governance training meeting. Dave Gowdy adjourned the meeting at 6:30 pm.

Respectfully submitted,

Dave Gowdy, President

August 14, 2006

Minutes
Board of Directors Meeting
August 14, 2006, at 6:00 pm
Pendleton City Hall 2nd floor Jury Room, Pendleton, OR

ATTENDANCE – BOARD:

• Dave Gowdy
• Valerie Jorstad
• Bert Lewis

ATTENDANCE – STAFF:

• Ken Reading, Librarian/Coordinator
• Dea Nowell, Technical Assistant

CALL TO ORDER:
President Dave Gowdy called the meeting to order at 6:04 pm. There were no visitors.

ACCOUNTS PAYABLE:
Bert Lewis moved to approve paying the bills. Valerie Jorstad seconded the motion. The motion passed unanimously.

CORRESPONDENCE:
Ken Reading noted that the correspondence was primarily down the agenda.

FINANCIAL STATEMENTS:
Valerie Jorstad moved to approve the July 2006 financial statement subject to audit. Bert Lewis seconded the motion. The motion passed unanimously.

MINUTES:
Valerie Jorstad moved to accept the July 2006 minutes as presented. Bert Lewis seconded the motion. The motion passed unanimously.

CITY/DISTRICT ANNUAL WRITTEN EVALUATION UPDATE:
Ken Reading handed out evaluations for Athena and Umatilla, and noted that the evaluation for Hermiston was in the packets. He also stated that the District’s evaluation had been done, but that he had not received the written evaluation yet. He further noted that a courtesy copy was being sent to the Library Directors along with a copy to the Library Board Chairs. He noted that in October or November the Board may want to evaluate where the evaluations will be sent and/or circulated.

EXAMPLE JOB DESCRIPTIONS ALIGNMENT:
Ken Reading passed out a draft aligned job description example that was created in collaboration with Tom Hebert for the Board’s perusal and review.

TRAININGS UPDATE (STAFF & GOVERNANCE):
Ken Reading noted that the governance training committee had had an initial meeting and set fall training dates with Ruth Metz for Thursday October 12th at 6 pm in the Pendleton Community Meeting Room, and for Thursday November 2nd, date and location to be determined. The staff training committee has had an initial meeting and narrowed down topics and selected a date for the fall training – Friday November 3rd. The staff committee will be meeting again next week.

OTHER BUSINESS AND ADJOURNMENT:
06/07 OSL Ready to Read Grant approval: Bert moved to apply based on the proposal that Ken Reading included in the Board packet. Valerie Jorstad seconded the motion. The motion passed unanimously.

FYI – City of Pendleton Urban Renewal District tax loss: Ken Reading passed out a copy of a fax received from Nick Fleury at the City of Pendleton titled “County Library District Revenue and Loss due to Urban Renewal District Tax Increment.” Ken Reading noted that there was a freeze in 2004 or 2005 of what you’d gotten and any increase goes to the Urban Renewal District. He also noted that many are affected, we are not the only one, but it is an issue.

FYI – City of Hermiston annexations tax loss: Ken Reading passed out a sheet showing the annexations into the City of Hermiston and the amounts lost to the Library District due to that annexation. He also noted that all these things make an impact on the resources available to us.

Effective Tax Rates for Oregon Public Libraries 2004-2005: Ken Reading handed this analysis from the State Library out to show how each of the libraries in the County compare to each other and to other libraries throughout the State. He noted that he believes that these amounts are based only on tax money and do not reflect grants, etc. Ken Reading also noted that he had spoken with the County Assessor and was told that CalPine is supposed to come on the County tax rolls in 2 years, but who knows. Valerie Jorstad noted that they are going through bankruptcy. Ken Reading noted that we just need to look into doing some things to help ourselves, such as endowments, etc.

Up & Away program (yr. 2) and AfterWords training update: Ken Reading noted that the Up & Away program from year two has shifted to a mentored program with the other six libraries, Chris Hilderbrand will be doing the mentoring. He noted that the real thing is to get a relationship with the teachers. He is working on getting the contracts with the cities signed.

It was the consensus of the Board to give it a try having Dea telecommute from Montana beginning sometime this fall.

The next meeting will be September 18, 2006, at 6 pm. The meeting “adjourned” at 7:55 pm following personnel and other discussions.

Respectfully submitted,

Dave Gowdy, President

July 10, 2006

Minutes
Board of Directors Meeting
July 10, 2006, at 6:00 pm
Pendleton Community Meeting Room, Pendleton, OR

ATTENDANCE – BOARD:

• Valerie Jorstad
• Karen Kullnat
• Bert Lewis

ATTENDANCE – STAFF:

• Ken Reading, Librarian/Coordinator
• Dea Nowell, Technical Assistant

CALL TO ORDER:
Vice President Karen Kullnat called the meeting to order at 6:04 pm. There were no visitors.

ELECTION OF OFFICERS:
Karen Kullnat opened the floor for nominations. Bert Lewis nominated Dave Gowdy for President. Valerie Jorstad seconded the nomination. There were no other nominations and the nomination passed unanimously. Bert Lewis nominated Kricket Nicholson for Vice President. Valerie Jorstad seconded the nomination. There were no other nominations and the nomination passed unanimously.

ACCOUNTS PAYABLE:
Valerie Jorstad moved to pay the bills. Bert Lewis seconded the motion. The motion passed unanimously.

CORRESPONDENCE:
Ken Reading noted that there was no correspondence.

FINANCIAL STATEMENTS:
Ken Reading noted that the financial statements are not ready yet.

MINUTES:
Karen Kullnat moved to accept the June 2006 minutes as presented. Bert Lewis seconded the motion. The motion passed unanimously.

CITY/DISTRICT ANNUAL EVALUATION RECOMMENDATIONS:
Ken Reading noted that the evaluations are due October 10th and that 8 libraries have signed on to use the District’s evaluator(s). He further noted that he didn’t hear anything from 3 of the other libraries by the deadline and that the fourth, Milton-Freewater, has found their own evaluator. In his Coordinator’s Report he made a recommendation for evaluation guidelines based on the LSTA evaluation guidelines. He recommended adding the words “or service” to 3b. The Board discussed who should receive the report at the City and by consensus they felt that it should be the Library Board Chair who would then share it with the Library Director and the City. Valerie Jorstad moved to accept Ken Reading’s recommendation as given in the Coordinator’s Report along with the addition of the wording “or service.” Bert Lewis seconded the motion. The motion passed unanimously. The guidelines are as follows:

1. Evaluators will make at least one onsite library visit to gather information.
2. Evaluations should generally not exceed two pages in length.
3. Evaluations will address outcomes for each priority that include a brief discussion of:
a. Results, what was accomplished compared to the original objectives?
b. Impact, significance of the project or service, what can be learned?
c. Suggestions for improvement, what would have or might strengthen this priority?
4. Evaluators will send a copy of the evaluation to the city and to the district by Oct 10th.

ALSP EXAMPLE PLAN:
By consensus the Board approved the use of this ALSP example plan. Ken Reading noted that he would probably be making a personal visit with this example plan, initially with the 4 libraries remaining to have their current year’s plan approved and then with the other 8. He further noted that it may take through the fall to visit all the Boards.

OTHER BUSINESS AND ADJOURNMENT:
Bert Lewis moved to adjourn the meeting. Karen Kullnat adjourned the meeting at 6:37 pm. The next meeting will be August 14, 2006, at 6 pm, in the Pendleton City Hall 2nd floor Jury Room.

Respectfully submitted,

Karen Kullnat, Vice President

June 12, 2006

Minutes
Board of Directors Meeting
June 12, 2006, at 6:00 pm
Pendleton City Hall 2nd floor Jury Room, Pendleton, OR

ATTENDANCE – BOARD:

• Dave Gowdy
• Karen Kullnat
• Kricket Nicholson

ATTENDANCE – STAFF:

• Ken Reading, Librarian/Coordinator
• Dea Nowell, Technical Assistant

CALL TO ORDER:
President Dave Gowdy called the meeting to order at 6:02 pm. There were no visitors.

ACCOUNTS PAYABLE:
Karen Kullnat moved to approve paying the bills. Kricket Nicholson seconded the motion. The motion passed unanimously.

CORRESPONDENCE:
Ken Reading noted that there was no correspondence.

FINANCIAL STATEMENTS:
Kricket Nicholson moved to approve the May 2006 financial statement subject to audit. Karen Kullnat seconded the motion. The motion passed unanimously.

MINUTES:
Kricket Nicholson moved to accept the May 2006 minutes as presented. Karen Kullnat seconded the motion. The motion passed unanimously.

DISTRICT STAFF POLICIES AND PROCEDURES MODIFICATION:
Kricket Nicholson moved to adopt Ken Reading’s recommendation to change from “Part-time staff with full benefits paid up to half by the District is defined as those working 20-29 hours per week.” to “Part-time staff with full benefits pro-rated by the District is defined as those working 20-29 hours per week.” Karen Kullnat seconded the motion. The motion passed unanimously.

06-07 BUDGET ADOPTION:
Adjustment recommendations: Ken Reading recommended the following adjustments:
General Fund Resources – Increase interest by $3,000 to $10,000; increase courier support $300 to $1,200; increase Beg. Fund Balance by $60,000 to $245,000 due to receipt of $49,000 grant from Collins Foundation, $5,000 grant from Autzen Foundation for Up & Away year two and $6,000 in additional 05-06 carry-over.

General Fund Expenditures – Raise insurance $100 to $1,700; raise Courier ESD $750 to $5,750; raise Courier (Regional & Orbis) $2,000 to $5,000; adjust Programs & training $56,460 to 64,460 including $1,540 reduction for District misc/PR support, add $54,000 for Autzen & Collins grants and $4,000 to Ruth Metz Associates; raise contingency $4,000 to $60,766.

Resource Sharing Fund Resources – Increase Beg. Fund Balance $1,000 to $30,000.
Resource Sharing Fund Expenditures – Raise Sage Library System $1,000 to $35,000.

Capital Improvement Reserve Fund Resources – No change.
Capital Improvement Reserve Fund Expenditures – No change.

Take Off Fund Resources – Decrease Beg. Fund Balance