| Name (Click to email) | Residence |
Term expires |
| Catherine Clifton |
Athena | 6/30/13 |
| Deniece Derbyshire |
Hermiston (rural) | 6/30/15 |
| Jean Eckles - President 2009-2010 | Pendleton | 6/30/15 |
| Mardel James-Bose - Vice President 2009-2010 | Pendleton | 6/30/15 |
| Deborah Jones | Pilot Rock | 6/30/13 |
Monthly Board meetings are generally held the second Thursday of the month. Please call ahead for exceptions.
Preliminary Agenda for Thursday, February 9, 2012
Board Meeting 5:00 pm - City of Pendleton 2nd Floor Jury Room
501 SW Emigrant Ave., Pendleton OR 97801
Old Business
New Business
Other Business and adjournment
Next Board meeting(s):
Date: __ Mar. 8, 2012 __ Time: __5:00 pm __ Place: _City of Pend Comm. Conf. Rm
Followed by the District 12-13 Budget Committee Meeting
Date: __ Mar. 8, 2012 __ Time: __6:30 pm __ Place: _City of Pend Comm. Conf. Rm
Public comments limited to five minutes
Posted: 2-3-12
An archive of Board Meeting minutes.
2011 Board Meeting Minutes
Minutes
Board of Directors Meeting
December 15, 2011, at 5:00 pm
City of Pendleton Community Conference Room
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
None
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:02 pm.
CORRESPONDENCE
None requiring Board attention.
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Deb moved to accept the October 2011 FS mailed after the Nov. 10 Board meeting subject to audit. Caty seconded the motion. Motion passed unanimously. Ken passed out the November FS for review at the January 12, 2012 Board meeting. Caty asked for a clarification of the annual “$12,700” LEO membership dues on page 1 of the November FS General Ledger. Ken said it was a descriptive error that should have referenced both LEO online resources ($12,200) and the annual membership fee ($500).
MINUTES
Mardel moved to accept the November 10, 2011 Board meeting minutes. Deniece seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Ken, Caty, Deb and Deniece attended the Stanfield PL Board meeting on November 15. The Board asked Ken to go ahead and schedule another six visits to City Library Boards every other month in 2012. The District Board is very interested in feedback about issues, opportunities and problems during these visits and asked Ken to communicate this expectation to the City Boards.
July 13, 2011 (2nd Weds), 6:30 pm, Pilot Rock PL - Completed
August 9, 2011 (2nd Tues), 6:00 pm, Pendleton PL - Completed
September 1, 2011 (1st Thurs), 5:00 pm, Athena PL - Postponed
November 1, 2011 (1st Tues), 5:30 pm, Weston PL - Completed
November 15, 2011 (3rd Tues), 6:00 pm, Stanfield PL - Completed
DISTRICT STRATEGIC PLANNING
Ken reports that the OTLD Board has given their approval for Marsha to work with Ken and the UCSLD Board through March 2012, if needed, to develop a detailed joint administration proposal that might be acceptable to both Boards. The UCSLD Board agreed by consensus to move forward with the proposal and same timetable. The UCLSD Board also wants progress updates from Ken & Marsha with summary updates at each of the Jan – Feb – Mar Board meetings.
FY 12-13 BUDGET CALENDAR APPROVAL
Deniece moved to accept the FY 12-13 Budget Calendar. Mardel seconded the motion. Motion passed unanimously.
FY 10-11 SELECTED UCSLD STATISTICS REVIEW
The Board felt that the statistics were very valuable and would like Ken to make sure the Cities are aware of them. They would also like Ken to approach the EO and other media outlets to see if we can get some coverage in this area.
LEO BOARD MEETING UPDATE
The Board discussed the Dec 12, 2012 LEO Board meeting minutes. There was much interest in the LEO databases with pro/con discussions of the current three LEO online resources. Ken and the Board also discussed replacement and/or new online resource possibilities for the next year like Ancestry.com, Heritage Quest, Auto Repair and Tumblebooks. Caty said she sees the growing need for young adults to have more exposure to “fact vs. fiction” issue resources.
SAGE LIBRARY SYSTEM UDPATE
The Board discussed the impact of losing EOU as member of Sage in the next several years. Ken also updated the Board on other Sage document and policy changes and updates that the Governance and Budget Committees are working on.
OTHER BUSINESS AND ADJOURNMENT
Ken indicated that he had made an error last year assuming that three of the Appointed Budget Committee members needed to be replaced prior to the Budget Committee meeting March. Their three year terms actually expire June 30, 2012, not June 30, 2011. He will contact each of the three next month to determine if they are willing to meet in March.
Next Bd. meeting: 1-12-12 Time: 5:00 pm Place: City of Pendleton 2nd Fl. Jury Room
Deniece moved to close the meeting. Deb seconded the motion. Motion passed unanimously.
President Jean Eckles adjourned the meeting at 6:18 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
November 10, 2011, at 5:00 pm
City of Pendleton Community Conference Room
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
Darcy Dauble and Marsha Richmond
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:02 pm.
CORRESPONDENCE
None requiring Board attention.
DISTRICT STRATEGIC PLANNING
Darcy Dauble walked the Board through the highlights of her research and report regarding the three different District Coordinator transition options in the areas of contracting, traditional hiring and some additional consultant assistance, including administrative support. Marsha Richmond answered questions from the Board and commented on that part of the report involving OTLD. Darcy will also be meeting with the OTLD Board next Wednesday, November 16th to explain the research and report that could involve them. The Board had a variety of questions and concerns for both Darcy and Marsha but were of a mind that the report options were going to provide them the choices the District needs.
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Mardel moved to accept the September 2011 financial statement passed out at the October 13, 2011 Board meeting subject to audit. Deniece seconded the motion. Motion passed unanimously. Ken said the October 2011 financial statement will be delayed until next week due to vacations of key personnel at the CPA’s. Ken plans on distributing the October financial statement to the Board next week. Financial statements for both October and November will be reviewed at the December 15, 2011 Board meeting.
MINUTES
Deniece moved to accept the October 13, 2011 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Ken and Deniece attended the Weston PL Board meeting on November 1. The next Board meeting visit will be the Stanfield PL Board meeting, Tuesday, 6:00 pm, November 15, 2011. Board members who wish to car pool can meet at the Pendleton Safeway parking lot at 5:15 pm.
July 13, 2011 (2nd Weds), 6:30 pm, Pilot Rock PL - Completed
August 9, 2011 (2nd Tues), 6:00 pm, Pendleton PL - Completed
September 1, 2011 (1st Thurs), 5:00 pm, Athena PL - Postponed
November 1, 2011 (1st Tues), 5:30 pm, Weston PL - Scheduled
November 15, 2011 (3rd Tues), 6:00 pm, Stanfield PL - Scheduled
10-11 CITY ALSP EVALUATIONS REVIEW
All the Board members except Jean received all the evaluations. Jean reported receiving only the three mailed out evaluations. A consensus of the Board felt the evaluations as a whole were ok with some perhaps a bit better than last year. The Board still has concerns that copies of the evaluations are not reaching enough of the City Council members. Ken will check with City Directors on how they are handling distribution and see what if any improvements should be recommended.
WILDHORSE GRANT BUDGET RESOLUTION
Ken indicated that the $1,000 grant from WH Foundation that was received in September required a resolution in order to spend the grant funds. Deniece moved to accept the resolution to modify the Take Fund in order to spend the grant funds. Deb seconded the motion. Motion passed unanimously.
10-11 AUDIT
Ken handed out print copies of the audit and said he distributed the electronic version of the audit to the Board earlier this week. Deb moved to accept the 10-11audit. Caty seconded the motion. Motion passed unanimously.
2010 PENDLETON PL FOCUS GROUPS
In light of current needs, Ken and the Board briefly discussed again the two-age group focus group results that Kat Davis, Pendleton Director, had completed about two years ago. Kat asked a total of 20 participants from Pendleton in two age groups, 20-30 year olds and 30-40 year olds for the three most important things they wanted from their library. First, 17 out of 20 said more marketing of library programs and services as they don’t know enough about what the library is doing. Second, they want the library to stay culturally relevant. Third, they want the library to stay technologically relevant, not necessarily at the bleeding edge, but at the table.
DISTRICT TRAINING DAY EVALUATIONS
Ken and the Board briefly discussed the November 4 District Training Day evaluations. Based on the evaluations and their own observations they felt the training results were very good and the day went well. The next District training day will be in April 2012.
OTHER BUSINESS AND ADJOURNMENT
Ken is taking Dea to Tri-Cities right after the Board meeting to catch the Amtrak train back to Great Falls.
Next meeting: _12-15-11_ Time: _5:00 pm_ Place: _City of Pendleton Conference Room_
President Jean Eckles adjourned the meeting at 7:03 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
October 13, 2011, at 5:00 pm
City of Pendleton 2nd Floor Jury Room
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:03 pm.
CORRESPONDENCE
Email from Dea Nowell regarding an update of the Echo PL automation project.
ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Deb moved to accept the August 2011 financial statement passed out at the September 8, 2011 Board meeting subject to audit. Deniece seconded the motion. Motion passed unanimously. Ken passed out the September 2011 financial statement for review at the November 10, 2011 Board meeting.
MINUTES
Deniece moved to accept the September 8, 2011 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Ken advised the District Board that the Stanfield PL Board meets every other month now. Their next Board meeting will be Tuesday, 6:00 pm, November 15, 2011.
July 13, 2011 (2nd Weds), 6:30 pm, Pilot Rock PL - Completed
August 9, 2011 (2nd Tues), 6:00 pm, Pendleton PL - Completed
September 1, 2011 (1st Thurs), 5:00 pm, Athena PL - Postponed
November 1, 2011 (1st Tues), 5:30 pm, Weston PL - Scheduled
November 15, 2011 (3rd Tues), 6:00 pm, Stanfield PL - Scheduled
DISTRICT STRATEGIC PLANNING
The Board reviewed Ken’s October Coordinator’s Report that included possible duties of an Administrative Assistant and employment transition support available from SDAO. Ken also reported on some discussions he has had over the past month in terms of a possible contracting model. Each Board member took a few minutes to express their opinion about the different models and options that have been discussed in the areas of contracting, traditional hiring and administrative support. Ken recommended securing the services of Darcy Dauble to delve deeper, and objectively sort out options and make recommendations. The Board concurred and asked Ken to contact Darcy and keep Board President Jean informed, with an eye to an initial report at the November 10 Board meeting. They also asked Ken to develop a draft Administrative Assistant job description for the next meeting.
SDAO Longevity Credit & Rate Lock
Ken explained to the Board that in return for keeping our property and liability insurance with SDAO from January 1, 2012 to December 31, 2013 Special Districts Insurance Services (SDIS) will provide the District a $211.50 longevity credit check in January 2012 and 2013. SDAO will also limit any rate increase to a max of 5% during the same period if the annual loss ratio does not exceed 50%. Ken says this is what the District has done in the past. After a brief discussion, Deb moved to accept the SDAO proposal. Deniece seconded the motion. Motion passed unanimously.
CITY REPORTS DUE OCTOBER 10, 2011 - UPDATE
Ken reported that all of the library reports are in except for Adams PL. He contacted Jennifer Davison in Adams who said she would put the budget and statistical report in the courier and contact Dan Feil for their evaluation. Jennifer said the reports due date had slipped her mind.
OTHER BUSINESS AND ADJOURNMENT
Ken updated the Board about the 10-11 audit draft and both he and Jean signed the required management representation letter to mail back to the auditors. The Board also agreed they would take the 9:00 – 9:30 am time slot at the November 4 District in-service training to answer questions and talk with library staff. The Board also agreed to change the date of the December 2011 meeting to December 15.
Next meeting: _11-10-11_ Time: _5:00 pm_ Place: _City of Pendleton Conference Room_
President Jean Eckles adjourned the meeting at 6:31 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
September 8, 2011, at 5:00 pm
City of Pendleton Community Conference Room
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:01 pm.
CORRESPONDENCE
None applicable for the Board meeting.
ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Caty seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Deb moved to accept the year end July 2011 financial statement passed out at the August 10, 2011 Board meeting subject to audit. Mardel seconded the motion. Motion passed unanimously. Ken passed out the August 2011 financial statement for review and acceptance at the October 13, 2011 Board meeting.
MINUTES
Caty moved to accept the August 10, 2011 Board meeting minutes. Deniece seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Ken advised the District Board that the Athena PL Board meeting scheduled for September 1 was postponed until the City completes the library board appointments per Carrie Bremer.
July 13, 2011 (2nd Weds), 6:30 pm, Pilot Rock PL - Completed
August 9, 2011 (2nd Tues), 6:00 pm, Pendleton PL - Completed
September 1, 2011 (1st Thurs), 5:00 pm, Athena PL - Postponed
October 18, 2011 (3rd Tues), 6:00 pm, Stanfield PL
November 7, 2011 (1st Mon), 5:30 pm, Weston PL
DISTRICT STRATEGIC PLANNING
The Board reviewed discussion and feedback from the August 19 and September 2 planning meetings. They reviewed the jobs of current District employees, possible changes and what may be needed over the next year or so. They talked about the pluses and minuses of the current District service model including other ways to organize to meet District needs. They would like to look into possible solutions for handling growth of the District in the areas of administrative assistant help, technology and public affairs support with an eye to perhaps beginning something after the first of the year. The Board ask Ken to prepare a draft of possible duties of an Administrative Assistant for the October 13 Board meeting. They also ask Ken to contact Special Districts to find out what employment transition support is available through them. The value and make up of a search committee was brought up with the Board to continue discussions in this area.
DISTRICT LOSS PREVENTION PLAN
Ken explained a new Special Districts (SDAO) requirement that all Districts have a written loss prevention plan. Based on SDAO recommendations Ken drafted a plan for Board approval. After reviewing the plan, Deb moved to accept Ken’s loss prevention plan as proposed for the District. Deniece seconded the motion. Motion passed unanimously.
DISTRICT MONTHLY SAFETY MEETINGS
Ken reported that Districts with 10 or fewer employees are required by Special Districts to hold monthly safety meetings with all available staff attending. Safety and health issues as well as accident investigations, causes and suggested corrective measures are to be discussed in these meetings. Ken advised the Board that he will start these monthly safety meetings with Chris and Dea beginning this month and start a folder to keep a record of them for SDAO.
OTHER BUSINESS AND ADJOURNMENT
Ken informed the Board that Sharon Denham had resigned as the Director in Stanfield. He also reminded them about the November 4 District In-Service training at the Pendleton PL. Ken reviewed some training sessions the In-Service Committee is looking at including Talking Book and Braille services from OSL, a Database and E-Book usage panel, a Facebook & Social media panel, and a panel made up of county social services agencies to discuss how they and public libraries can better work together. The In-Service committee will be meeting again on Tuesday, September 13.
Next meeting: _10/13/11_ Time: _5:00 pm_ Place: _City of Pendleton 2nd floor Jury Room_
President Jean Eckles adjourned the meeting at 6:22 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
August 10, 2011, at 5:00 pm
City of Pendleton 2nd Floor Jury Room
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:05 pm.
CORRESPONDENCE
None
ELECTION OF OFFICERS FOR FY 2011-12
Mardel moved to keep Jean Eckles as the Board President for FY 11-12. Caty seconded the motion. Motion passed unanimously.
Caty moved to keep Mardel James-Bose as the Board Vice-President for FY 11-12. Jean seconded the motion. Motion passed unanimously.
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Mardel moved to accept the year end June 2011 financial statement passed out at the July 14, 2011 Board meeting subject to audit. Deb seconded the motion. Motion passed unanimously. Ken passed out the July 2011 financial statement for review and discussion at the September 8, 2011 Board meeting. Caty reminded the Board that they needed to stay aware of Capital Improvement Fund purposes as this was the final year of automation implementation that ends with Echo PL.
MINUTES
Caty moved to accept the July 14, 2011 Board meeting minutes after correcting Deb’s name under Board attendance. Deniece seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Jean, Mardel, Deniece, Caty and Ken visited the Pendleton PL Board last Tuesday evening. The District Board and Ken answered questions and provided some District history for about 30 minutes. Ken advised the District Board that the Athena PL Board meeting scheduled for September 1 may be delayed until the City completes the library board appointments, hopefully later in September or October per Carrie Bremer. Ken said he would keep the District Board advised regarding the September visit with the possibility of visiting either the Stanfield or Weston Board in September instead.
July 13, 2011 (2nd Weds), 6:30 pm, Pilot Rock PL - Completed
August 9, 2011 (2nd Tues), 6:00 pm, Pendleton PL - Completed
September 1, 2011 (1st Thurs), 5:00 pm, Athena PL
October 18, 2011 (3rd Tues), 6:00 pm, Stanfield PL
November 7, 2011 (1st Tues), 5:30 pm, Weston PL
DISTRICT STRATEGIC PLANNING
The Board discussed the District Planning meeting agenda scheduled for 9 to Noon, Friday, August 19th at the ESD in Pendleton. Caty emphasized the primary purpose of the meeting is to assist the District in transition planning for the next 12 to 18 months. The planning will also review the library agreement, annual service plans, service priorities and look at the current District administrative model. The Board also reviewed the draft of the District Highlights, 1987 – 2011, that Dea and Ken pulled together to use as a starter list for accomplishments and brainstorming in the first planning segment.
11-12 BUDGET RESOLUTION - TRUST MANAGEMENT SERVICES GRANT
Ken explained that the Take Off fund has received a $7,500 TMS grant for a “2012” early literacy calendar intended for child care sites and other selected locations. Deb moved to accept the TMS grant into the District’s 11-12 Take Off budget. Deniece seconded the motion. Motion passed unanimously.
GOVERNANCE TRAINING
Ken recommended that the Board consider having governance training the back half of February 2012 rather than this fall. The Board concurred by consensus.
READY TO READ GRANT
Ken discussed this year’s R to R grant that supplements District funds for Take Off. The grant is to be postmarked no later than August 31st. Ken also recommended that Jean sign the grant application in advance to expedite mailing. The Board concurred by consensus.
11-12 GASB 54 DISTRICT FUND BALANCE RECLASSIFICATION
The District CPAs recommend that the District reclassify the 11-12 budget fund balance categories approved June 23, 2011. After further explanation by Ken, Deb moved to reclassify the categories per the CPA recommendation. Caty seconded the motion. Motion passed unanimously.
Next meeting: 9/8/11 Time: 5:00 pm Place: City of Pendleton Community Conference Rm
President Jean Eckles adjourned the meeting at 6:35 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
July 14, 2011, at 5:00 pm
City of Pendleton 2nd Floor Jury Room
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:07 pm.
CORRESPONDENCE
None
NEW BOARD MEMBER OATH OF OFFICE
New Board Member Deniece Derbyshire was given the Oath of Office by Ken Reading, Board Secretary.
ELECTION OF OFFICERS FOR FY 2011-12
Postponed by consensus until the August 11 Board meeting.
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Deb moved to accept the May 2011 financial statement passed out at the June 23, 2011 Board meeting subject to audit. Caty seconded the motion. Motion passed unanimously. Ken passed out the June 2011 financial statement for review and discussion at the August 11, 2011 Board meeting.
MINUTES
Caty moved to accept the June 23, 2011 Board meeting minutes as submitted. Deb seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Deb and Ken visited the Pilot Rock PL Board meeting last night. Sue Hilliard and two new Board members were present also. Sue said they had a record 109 ILL’s in June. There was high interest in the new databases coming available in August. Other agenda items were summer reading, Surfing Umatilla Co., library Wi-Fi, Facebook, and the PR Friends August 20th book sale.
July 13, 2011 (2nd Weds), 6:30 pm, Pilot Rock PL
August 9, 2011 (2nd Tues), 6:00 pm, Pendleton PL
September 1, 2011 (1st Thurs), 5:00 pm, Athena PL
October 18, 2011 (3rd Tues), 6:00 pm, Stanfield PL
November 7, 2011 (1st Tues), 5:30 pm, Weston PL
DISTRICT STRATEGIC PLANNING
The Board discussed some things they would like to have feedback on and update with the proposed District planning next month. They are interested in feedback and/or validation from City libraries about services at both the City and District level. For example, what is working, what isn’t and what needs updating. This might mean a review and updating of the City / District Agreements including the nine service priorities, Annual Library Service Plans, etc. Discussion could also include a look at other possible District administrative service models and cooperative services. The Board set 9:00 am -12 noon, Friday, August 19, 2011 for the initial planning session with the location in Pendleton TBA. They would like to have 2-3 representatives from each City attend the first session including the Director plus a Library Board and/or City Council member. The Board set 9:00 am – 12 noon, Friday, September 2, 2011 as a tentative date for the second session with the location in Pendleton TBA. The second session would be public but would primarily be for the District Board unless more input time from the Cities is needed. Ken recommended to the Board that Brenda Turner of Hermiston serve as the planning facilitator. After some discussion the Board by consensus felt comfortable with this recommendation and asked Ken to approach Brenda for a facilitation services proposal next week.
SPECIAL DISTRICTS BOARD TRAINING AUG 2 @ THE PENDLETON RED LION
Ken reminded the Board about this training that goes from 8:30 – 5:00 pm with doors opening at 8:00 am.
REGIONAL LEO DATABASES GOING LIVE AUGUST 1
Ken reminded the Board about the three databases that will be available to the public on Aug.1st. Libraries2Go is a new one for most libraries in the county. Tutor.com has been available for a couple of years while World Book Online will be new to everyone. Ken stressed the importance of marketing these new databases.
OTHER BUSINESS AND ADJOURNMENT
Ken and the Board discussed the importance of improving the awareness of library services at the city level as well as across the county. The next District Board meeting will be at 5:00 pm, Thursday, August 11, 2011 in the City of Pendleton Community Conference Room.
President Jean Eckles adjourned the meeting at 6:28 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
June 23, 2011, at 5:00 pm
City of Pendleton Community Conference Room
BOARD MEETING
ATTENDANCE – BOARD
Jean Eckles came by on Monday, June 20th to discuss the agenda since she won’t be able to attend Thursdays Board meeting. Jean would like to see the District update their strategic planning starting in August. She thinks that perhaps two, three hour sessions may be sufficient.
ATTENDANCE – STAFF
CALL TO ORDER
Vice President Mardel James-Bose called the meeting to order at 5:05 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Bert moved to accept accounts payable. Caty seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Bert moved to accept the April 2011 financial statement passed out at the May 12, 2011 Board meeting subject to audit. Caty seconded the motion. Motion passed unanimously. Ken passed out the May 2011 financial statement for review and discussion at the July 14, 2011 Board meeting.
MINUTES
Caty moved to accept the May 12, 2011 Board meeting minutes as submitted. Bert seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Ken explained to the Board that he needed to update the proposed library visiting schedule for 2011 with the changes below. Sue Hilliard will confirm with Ken regarding the July 13 visit to Pilot Rock PL.
July 13, 2011 (2nd Weds), 6:30 pm, Pilot Rock PL
August 9, 2011 (2nd Tues), 6:00 pm, Pendleton PL
September 1, 2011 (1st Thurs), 5:00 pm, Athena PL
October 18, 2011 (3rd Tues), 6:00 pm, Stanfield PL
November 7, 2011 (1st Tues), 5:30 pm, Weston PL
PENDLETON PL ALSP PROPOSAL
After some discussion Bert moved to accept the 2011-14 Pendleton PL Strategic Plan with three requirements. One, based on Kat’s March 16, 2011 email, the plan will include or address the same issues or priorities, as other District libraries. Two, the plan will have an easy way to reference the UCSLD issues or priorities within the plan. Three, the District Board will receive from the Pendleton Director an annual update of the plan including the District issues or priorities by the due date. The Board will work with Kat on what form the update will take (i.e. memo, letter, etc.). Caty seconded the motion. Motion passed unanimously.
SURFING UMATILLA COUNTY LSTA GRANT
After some discussion Caty moved that the Board not sign the Surfing Umatilla County LSTA contract with the Oregon State Library. Bert seconded the motion. After some additional review no vote was taken on this motion and Caty proposed amending her motion. She moved to keep her original wording and in addition proposed that the District use some remaining funds from the Braemar Charitable Trust grant to reimburse the Pendleton PL library $1,064.17 for equipment and supplies already spent on the project, plus about 400 miles in travel for Kat Davis based on receipts and mileage details received. Bert seconded the motion. Motion passed unanimously
DISTRICT LOGO & SLOGAN
The Board by consensus agreed to include this as part of the District’s strategic planning process in August.
UCSLD PRIORITIES FOR PROGRAM AND SERVICE DELIVERY
After some discussion, Bert moved to accept the priorities as they are now until the District’s strategic planning process in August when the Board will look for more input from District libraries. Caty seconded the motion. Motion passed unanimously.
FUND BALANCE RESOLUTION REQUIRED FOR GASB 54
Ken presented the history of this resolution that is required of every governmental agency by June 30, 2011. He indicated that the resolution provides for more disclosure of fund balances. Caty moved to accept the resolution and the estimated fund balance breakdowns for July 1, 2011 presented by Ken. Bert seconded the motion. Motion passed unanimously.
BUDGET ADOPTION FY 2011-12 RECOMMENDATIONS
Ken recommended the following changes to the FY 11-12 budget:
General Fund Resources – Raise Beginning Fund Balance to $179,500.
General Fund Expenditures – Raise Audit to $3,500 for year two of three year contract; raise rent to $5,350; raise Programs and Training to $27,415 (includes balance of $1,815 Braemar Charitable Trust funds, $2,600 for ALSP evaluations, $1,000 for Governance training, $2,000 for staff training and $20,000 for planning, PR & transition); lower contingency to $65,917.
Resource Sharing Fund Resources – Raise Beginning Fund Balance to $18,800.
Resource Sharing Fund Expenditures – Raise ISP/Telecom to $1,600; raise Contingency to $9,600, raise Libs2Go to $5,800; raise Tutor.com to $3,000; lower World Online to $3,500.
Capital Improvement Reserve Fund Resources – Raise to $59,438.
Capital Improvement Reserve Fund Expenditures – Raise to $59,438.
Take Off Fund Resources – Raise Beginning fund Balance to $16,300 and State Ready-To-Read grant to $6,100.
Take Off Fund Expenditures – Raise Program Support to $5,000, raise Training to $1,000; raise Contingency to $5,490.
Bert moved to accept Resolution 1112-1 adopting the budget totaling $1,740,731 for the fiscal year ending June 30, 2012. Caty seconded the motion. Motion passed unanimously.
Caty moved to accept Resolution 1112-2 making appropriations totaling $1,655,731 for the fiscal year ending June 30, 2012. Bert seconded the motion. Motion passed unanimously.
Bert moved to accept Resolution 1112-3 levying taxes at the District’s permanent rate limit of ($.3682) per thousand for the fiscal year ending June 30, 2012. Caty seconded the motion. Motion passed unanimously.
UKIAH AUTOMATION UPDATE
Ken indicated that Ukiah has had their initial training with both Beth and Dea. They hope to have completed attaching all the item bar-codes in the next month or two. Dea thinks she can get started working on Echo PL deletions in July.
DISTRICT STRATEGIC PLANNING
The Board is in agreement with Jean Eckles, Board President that the District needs to sit down with the Cities for some strategic planning in August. Ken will look at finding a facilitator and report back at the July 14 Board meeting.
OTHER BUSINESS AND ADJOURNMENT
Ken reports that all five of the Board are registered for the Special District Board Training on August 2, 2011 at the Red Lion in Pendleton. The next District Board meeting will be at 5:00 pm, Thursday, July 14, 2011 in the City of Pendleton 2nd Floor Jury Room.
Vice President Mardel James-Bose adjourned the meeting at 6:45 pm.
Respectfully submitted, Mardel James-Bose, Vice-President
Budget Hearing and Board of Directors Meeting
May 12, 2011, at 5:00 pm
City of Pendleton 2nd Floor Jury Room
BUDGET HEARING
Board Vice President Mardel James-Bose called the Budget Hearing to order at 5:03 pm. In attendance were Board Members Mardel James-Bose, Caty Clifton, Bert Lewis and Staff Member Ken Reading. There were no visitors or public comments on the 11-12 budget. After 5 minutes Bert Lewis moved to close the Budget Hearing. Caty Clifton seconded the motion. Motion passed unanimously and Board Vice President Mardel James-Bose adjourned the meeting at 5:08 pm.
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
CALL TO ORDER
Vice President Mardel James-Bose called the meeting to order at 5:10 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Bert seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Bert moved to accept the March 2011 financial statement passed out at the April 14, 2011 Board meeting subject to audit. Caty seconded the motion. Motion passed unanimously. Ken passed out the April 2011 financial statement for review and discussion at the June 23, 2011 Board meeting.
MINUTES
Caty moved to accept the April 14, 2011 Board meeting minutes as submitted. Bert seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
The Board reviewed their April 26 visit to the Milton-Freewater PL Board meeting. Ken then proposed and the Board by consensus approved the following library visit schedule for 2011:
June 14, 2011 (2nd Tues), 6:00 pm, Pendleton PL
July 14?, 2011 (2nd Thurs), 6:30 pm, Pilot Rock PL
August 4, 2011 (1st Thurs), 5:00 pm, Athena PL
October 18, 2011 (3rd Tues), 6:00 pm, Stanfield PL
November 7, 2011 (1st Tues), 5:30 pm, Weston PL
11-12 CITY ALSP APPROVALS
Caty grouped the plans into “good” and “not so good,” but overall the Board felt the plans met the minimum criteria. After review, the Board by consensus approved the 11-12 City service plans with a caveat that the 11-12 Pendleton ALSP be reconciled at the June Pendleton PL and District Board meetings. They also felt ALSP’s may be a good topic for in-service training.
PENDLETON PL ALSP PROPOSAL DISCUSSION & INPUT
The District has received two City responses to date. The Milton-Freewater PL Board is supportive of allowing city libraries to move forward with more local comprehensive planning if desired but felt that all libraries must still address the basic ALSP requirements. (i.e. same April 1 due date, service priorities, etc.). The Weston Library Board wishes to continue using the current ALSP format. The District Board is asking other District libraries for their feedback to the proposal before the June 23rd Board meeting.
DISTRICT LOGO & SLOGAN
The Board tabled this agenda item by consensus until the June meeting.
ADMINISTRATIVE FEE – ANNUAL REVIEW
After a brief discussion of the fee Bert moved to retain the one percent Administrative fee for 11-12. Caty seconded the motion. Motion passed unanimously.
UCSLD PRIORITIES FOR PROGRAM AND SERVICE DELIVERY
The Board tabled this agenda item by consensus until the June meeting.
OTHER BUSINESS AND ADJOURNMENT
The Board reviewed the District’s April 22 in-service day evaluations and felt that overall they were very good.
The next District Board meeting will be at 5:00 pm, Thursday, June 23, 2011 in the City of Pendleton Community Conference Room and will include adoption of the 11-12 budget.
Vice President Mardel James-Bose adjourned the meeting at 5:55 pm..
Respectfully submitted, Mardel James-Bose, Vice-President
Minutes
Board of Directors Meeting
April 14, 2011 5:00 pm
Library District Office – Court Reporters Room (across hall)
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the District Board meeting to order at 5:05 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Bert moved to accept the February 2011 financial statement subject to audit and table review of the March 2011 financial statement until the May 12 meeting. Caty seconded the motion. Motion passed unanimously.
MINUTES
Deb moved to accept both the January 13, 2011 and the February 7, 2011 minutes. Bert seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Caty, Ken and maybe Deb plan on visiting the Milton-Freewater PL Board meeting on April 26.
CPA SERVICES AGREEMENT CORRECTION
Ken told the Board that the fiscal services agreement signed last month was for the current 10-11 fiscal year, not next fiscal year. The 11-12 agreement will probably come this summer.
ALSP PROPOSAL - KAT DAVIS
Kat Davis, Pendleton PL Director explained a proposal she and the PPL Board have for improving Annual Library Service Plans required by the District. They feel that the original intent of having the libraries complete annual service plans was to make sure every library addressed key elements of library service across the county. At this point in time some District libraries feel they have outgrown the basic ALSP. Kat and the PPL Board are recommending a waiver of the basic ALSP for city libraries that desire a more comprehensive local planning process as long as the plan addresses the same issues.
Kat said that Pendleton began a three year strategic planning process when she started in 2007 that spans from 2008-2011 (June). Pendleton is now engaged with the update and revision process for 2011-2014. They have a dozen citizens participating on the review team, representing a mix of gender, age, ethnicity and interest areas. The process includes input from their annual community survey, focus group activities and feed back from their annual library board retreats. Kat said it is time consuming and thorough, but they end up with what she thinks is a great road map that really reflects Pendleton community priorities.
The Board asked Ken to gather input on the proposal from all District libraries in next month or so with an eye to making a decision by the June Board meeting.
ALSP OPTION - CARRIE BREMER
Carrie Bremer, Athena Library Director sent an email to the Board wondering if a verbal interview of each library director by the District Board could satisfy whether or not we (library directors) are consciously addressing the 9 priorities, even if a written plan is not submitted. The Board chose by consensus to keep the ALSP plan and evaluation a written process.
11-12 ALSP REVIEWS
Ken said all the 11-12 service plans have come in and will be posted to the District website replacing the 10-12 service plans. Ken will add ALSP reviews again to the May 12 agenda.
OTHER BUSINESS AND ADJOURNMENT
Ken indicated that Jean Eckles, Mardel James-Bose and Deniece Derbyshire have filed for the three District Board open seats in the May 17 special election.
Ken passed out the Staff District In-Service training program and invited the Board to attend some or all of the training next Friday, April 22, 2011 at the Umatilla PL.
The District Budget Hearing for FY 11-12 is scheduled for 5:00 pm, Thursday, May 12, 2011 in the City of Pendleton 2nd Floor Jury Room at City Hall. The Board meeting will follow immediately around 5:10 pm in the 2nd Floor Jury Room.
Mardel moved to close the meeting. Caty seconded the motion. Motion passed unanimously.
President Jean Eckles adjourned the meeting at 6:55 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
March 10, 2011 5:30 pm
City of Pendleton 2nd Floor Jury Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the District Board meeting to order at 5:37 pm.
CORRESPONDENCE
Ken shared copies of the Echo Wind Farms Community Benefit Plan Articles of Formation and copies of the grants awarded in 2010 and 2011 received from Doug Olsen, County Counsel. The District had not received any copies of these from the County.
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Bert moved to accept the January 2011 financial statement that was mailed out after the February 7, 2011 Board meeting subject to audit. Deb seconded the motion. Motion passed unanimously. Ken passed out the February 2011 financial statement for review at the April 14 meeting.
MINUTES
Deb moved to accept both the January 13, 2011 and the February 7, 2011 minutes. Bert seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Three of the Board agreed to visit the Milton-Freewater PL Board meeting on April 26.
MAY 14, 2011 FRIENDS GROUP TRAINING MEETING UPDATE
Ken confirmed to the Board that Sally Reed, Executive Director of ALTAFF (Association of Library Trustees, Advocates, Friends and Foundations, a division of ALA) will be coming to Umatilla County Saturday, May 14, 2011 from Philadelphia for a half day training workshop, probably at a Pendleton location. The Board mentioned other possible Pendleton locations including the St. Anthony Hospital meeting room and the Pendleton Arts Center. A second, or initial workshop, is planned with Sally for 1-5 pm, Friday, May 13, 2011 the day before in John Day. Ken said LEO has written a grant to cover the costs of both workshops but that between the District and LEO anticipated costs would be covered.
11-12 UCSLD ANNUAL LIBRARY SERVICE PLAN APPROVAL
Ken explained his three recommended changes to the 11-12 District ALSP. First, under #4 Training Program, update Outcomes to read, “Board and Staff shall provide either a brief verbal or written report on how the training made a difference in their work.” Second, under #5 Technology, update Goals & Objectives – Short Term to read, “Bring Echo PL online to the Sage Library System.” Third, under #5, update Outcomes to read,” Amend the budget to begin expanding database opportunities incrementally to all District patrons.” There was also a Board desire to start categorizing the K-12 Youth Programs service priority into perhaps smaller areas like primary, intermediate and high school or teen’s programs. Ken suggested this could be an agenda item when the ALSP service priorities are annually reviewed with District Libraries. After some discussion Bert moved to accept the proposed District 11-12 ALSP with Ken’s proposed changes including the language changes to #5, Outcomes. Mardel seconded the motion. Motion passed unanimously.
2011 CPA SERVICES AGREEMENT
Ken explained the updated CPA services agreement proposal indicating that both cost and services would remain the same for the next year. Mardel moved to accept the updated CPA services agreement. Caty seconded the motion. Motion passed unanimously.
OTHER BUSINESS AND ADJOURNMENT
Ken reminded the Board about the 5 pm, March 17, 2011 filing deadline next week for the three open Library District Board Member seats at the May 17, 2011 special election. Jean Eckles, and Mardel James-Bose said they had filed for re-election.
Ken invited the Board to attend some or all of the next District Staff In-Service meeting on Friday, April 22, 2011 at the Umatilla PL.
The next District Board meeting is scheduled for 5:00 pm, Thursday, April 14, 2011 at 17 SW Frazer, Suite 355 (the court reporters conference room right across the hall from the District Office).
President Jean Eckles adjourned the meeting at 6:25 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
February 7, 5:30 pm
Echo Public Library, 20 So. Bonanza
Echo, Oregon 97826
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the District Board meeting to order at 5:58 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Deb moved to accept accounts payable. Bert seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Deb moved to accept the December 2010 financial statement that was passed out at the January 13, 2011 Board meeting subject to audit. Bert seconded the motion. Motion passed unanimously. Ken has not yet received the January 2011 financial statement. He will mail it to the Board when it is received from the CPA’s next week for review at the March 10 meeting.
MINUTES
By consensus the Board tabled approving the minutes until the March 10, 2011 meeting.
CITY BOARD MEETING VISITS
The next District Board library visit will probably be at Milton-Freewater PL scheduled for April 26.
CITY / DISTRIC AGREEMENTS REVIEW
The Board offered no recommendations and asked Ken to remove it from Old Business.
GOVERNANCE TRAINING REVIEW
Ken reviewed the proposed Friends Group training in partnership with LEO. Lyn Craig of LEO has written a grant to the Autzen Foundation to pay for Sally Reed, Executive Director of ALTAFF (Association of Library Trustees, Advocates, Friends and Foundations, a division of ALA) to come from Philadelphia for a half day training of Umatilla County and other Friends groups in this part of the region on Saturday, May 14, 2011 in Pendleton. Also included in the grant is a second workshop planned for Burns within a day or two of the May 14 workshop. The grant will cover Sally’s training / travel costs including lunch and $50 attendance stipends for up to 50 people. Training may include Advocacy, Community Based Strategic Planning, Fundraising and Public Awareness.
11-12 BUDGET COMMITTEE – APPOINTED MEMBERS UPDATE
Ken contacted both Ellen Johnson of Adams and Pamela Steele of Echo to serve as Appointed Members on the Library District Budget Committee. Pamela Steele agreed to serve but Ellen Johnson had commitments for that date and had to decline. After some discussion the Board asked Ken to contact Debra Johns of Athena and Amy Mayer of Weston if necessary to fill the remaining position. Appointed members meet once a year as a committee to approve a budget. The next Budget Committee meeting is scheduled for Thursday, March 10, 2011.
LSTA “SURFING UMATILLA COUNTY’ GRANT UPDATE
Ken indicated there is a delay with starting the grant. The Oregon State Library is waiting to send out contracts pending notice of funding from the federal government. They expect that within 30-60 days.
11-12 BUDGET CONSIDERATIONS
Ken indicated that tax distributions are expected to be up 3.6% next fiscal year (fy 11-12). He also spoke of the Sage automation migration to Evergreen including some of the issues. The two main reasons for the migration are overall cost reduction and software flexibility. He also talked about Tutor.com, World Book Online and Libraries2Go being available to all county library patrons through regional cost sharing with LEO next fiscal year in July.
OTHER BUSINESS AND ADJOURNMENT
Ken reminded the Board about the three Library District Board Member seats up for election at the May 17, 2011 special election. The three Library Board members are Jean Eckles, Roberta Lewis and Mardel James-Bose. The window for candidates to file for the May 17, 2011 special election is February 5 – March 17 at 5:00 p.m.
Ken also reviewed Jim Scheppke’s notice about the Governor’s proposal to transfer the Ready to Read program to a new Early Learning Council. This council will be charged with designing and delivering a more seamless statewide early childhood education delivery program.
The next District Board meeting is scheduled for 5:30 pm, Thursday, March 10, 2011 in the City of Pendleton 2nd floor Jury Room. The Library District Budget Committee meeting will follow at 6:30 pm downstairs in the City of Pendleton Community Conference Room.
Bert moved to close the Board meeting. Deb seconded the motion. Motion passed unanimously.
President Jean Eckles adjourned the meeting at 6:55 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
January 13, 2011, 5:00 pm
City of Pendleton 2nd Floor Jury Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
V. President Mardel James-Bose called the District Board meeting to order at 5:08 pm.
CORRESPONDENCE
Ann Marie Hardin from Pilot Rock wrote a letter to the Board recently indicating the new regional loan rules would not allow her to continue with Pendleton as her home library for a library card. Because of this she lost her access to downloadable audio and E-books from Libraries2Go. She would like the Board not to limit District patron access to more expensive and valuable databases like Libraries2Go. Ken told the Board that he spoke with Ann Marie Hardin on the phone after receiving her letter this week indicating that the District was working on access to Libraries2Go across the county perhaps as early as this spring.
ACCOUNTS PAYABLE
Deb moved to accept accounts payable. Caty seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Caty moved to accept the November 2010 financial statement that was passed out at the December 9, 2010 Board meeting subject to audit. Deb seconded the motion. Motion passed unanimously. Ken passed out the December 2010 financial statement for review and discussion at the February Board meeting.
MINUTES
Caty moved to accept the December 9, 2010 Board meeting minutes as submitted. Deb seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Ken will contact Diane at the City of Echo to see if they can meet with the Echo PL Board and hold a District Board meeting on Monday, February 7 at 5:30 pm. The Board will meet in Pendleton if they are unable to schedule something with Echo for February 7.
10-11 ALSP’s POSTED ON DISTRICT WEBSITE
Ken reported that the10-11 ALSP’s have been posted on the District website. Click on “About Us” then click on the seventh bullet, left margin. The 10-11 District ALSP is posted under governing documents.
CITY / DISTRIC AGREEMENTS REVIEW
The Board decided to postpone any review until all of the Board could be in attendance.
GOVERNANCE TRAINING REVIEW
Ken reported that he and Lyn Craig, LEO Executive Director have contacted Sally Reed, Executive Director of ALTAFF (Association of Library Trustees, Advocates, Friends and Foundations, a division of ALA) and arranged for a half day training of Umatilla County Friends groups on Saturday, May 14, 2011 in Pendleton. They also plan on inviting other Friends groups in the region to attend. Lyn will be writing a grant to cover Sally’s training / travel costs including lunch and possible attendance stipends. The Board felt this would be a great training event. Training may include topics in Advocacy, Community Based Strategic Planning, Fundraising and Public Awareness
ECHO FARMS 09-10 WINDMILL FEES RESOLUTION
Ken explained that in order to distribute all the non-tax windmill fees received this year a resolution to distribute the unanticipated 09-10 non-tax Echo Farms windmill fees received in September 2010 fiscal year was needed.
Deb moved to accept resolution #1011-5 for the 09-10 Echo Farms Windmill fees. Caty seconded the motion. Motion passed unanimously.
11-12 BUDGET COMMITTEE – APPOINTED MEMBERS
After some discussion the Board asked Ken to contact Ellen Johnson of Adams and Pamela Steele of Echo to serve as Appointed Members on the Library District Budget Committee. They also directed Ken to send letters of appreciation to Sandy Seibel of Stanfield and Denise Weinke of Pilot Rock thanking them for their service to the District. They both completed their three year terms on the committee June 30, 2010. Appointed members meet once a year as a committee to approve a budget. The next Budget Committee meeting is scheduled for Thursday, March 10, 2011.
11-12 BUDGET CALENDAR REVIEW
By consensus the Board reviewed and approved the 11-12 budget calendar.
LSTA “SURFING UMATILLA COUNTY’ CITY OF PENDLETON CONTRACT PROPOSAL
Ken reviewed the LSTA grant with the Board that has a start date of on or about February 1, 2011 depending on the release of federal funds. He also talked about the fiscal and report filing responsibilities of the District as the grantee. He will be finalizing with Kat Davis a grant funds distribution schedule into the contract. Ken feels that contracts with the City of Pendleton and OSL can be completed on or about the first of February. He plans on attending the LSTA Orientation meeting at OSL on Friday, January 28, 2011.
DISTRICT ELECTIONS – MAY 17, 2011
Ken passed around a list from the County Board of Elections of the three current Library District Board Members whose seats would be up for election at the May 17, 2011 special election. The three Library Board members are Jean Eckles, Roberta Lewis and Mardel James-Bose. The window for candidates to file for the May 17, 2011 special election is February 5 – March 17 at 5:00 p.m.
OTHER BUSINESS AND ADJOURNMENT
There was no additional business.
The next District Board meeting is scheduled for Monday, February 7, 2011 in either Echo or Pendleton.
Deb moved to close the Board meeting. Caty seconded the motion. Motion passed unanimously.
V. President Mardel James-Bose adjourned the meeting at 6:05 pm.
Respectfully submitted, Mardel James-Bose, V. President
2010 Board Meeting Minutes
Minutes
Board of Directors Meeting
December 9, 2010, 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the District Board meeting to order at 5:05 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Bert moved to accept accounts payable. Caty seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Bert moved to accept the October 2010 financial statement that was passed out at the November 15, 2010 Board meeting subject to audit. Mardel seconded the motion. Motion passed unanimously. Ken passed out the November 2010 financial statement for review and discussion at the January Board meeting.
MINUTES
Bert moved to accept the November 15, 2010 Board meeting minutes as submitted. Caty seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
The Board confirmed their desire to visit six libraries in 2011 beginning with Echo the first of the year.
CITY / DISTRIC AGREEMENTS REVIEW
Ken did not receive any comments or recommendations from the cities. Three city libraries did contact the District Office indicating they had no recommendations. In the absence of any city improvement recommendations the Board said they will review the agreements over the next month for discussion at the January meeting.
GOVERNANCE TRAINING REVIEW
The Board discussed a proposal from Ken that would focus on library governance dinner meetings (i.e. Red Lion, etc.) once or twice a year around the county as an attendance incentive. They would focus on City / District strengths, weaknesses including local and county political issues effecting library service. By consensus, the Board agreed to pay the cost of dinner for two city reps (i.e. two Board members or one Board member and the City Council Liason) from each library beginning October 2011. Meetings would begin between 6-6:30 pm, last about 90 minutes and include formal invitations.
There was also follow-up discussion on the October 14, 2010 Governance Training focusing on friends of the library groups. The Board agreed that the District should sponsor a follow-up meeting with more depth to be held on a Saturday in the spring from late morning to mid afternoon with Saturday, May 7 or 14, 2011 as suggested dates.
ALSP EVALUATIONS REVIEW
All evaluations from 09-10 city library service plans were reviewed and discussed at length. Mardel recommended the name of the evaluator be on the front page of each city evaluation. The evaluator’s name was missing on four evaluations. She also recommended that all service plans be posted on the District website. The Board agreed by consensus. The Board would eventually like to post all the evaluations on the District website.
11-12 BUDGET COMMITTEE – APPOINTED MEMBERS
Ken advised the Board that Sandy Seibel from Stanfield and Denise Weinke from Pilot Rock completed their three terms on the committee June 30, 2010. The Board asked Ken to ask for several name recommendations for them to consider from both the east and west side of the county at the January 2011 meeting. Appointed members meet once a year as a committee to approve a budget. The next Budget Committee meeting is scheduled for Thursday, March 10, 2011.
OTHER BUSINESS AND ADJOURNMENT
Ken indicated that his preliminary tax distribution to cities calculations next year indicate a 3.6% increase. Ken spoke briefly about the District beginning to incrementally secure databases for all city library card holders as a budget priority. He also indicated that the Take Off program annually reaches about 40-50% of pre-schoolers in child care sites across the county. He will discuss with Chris and others possible ways to reach more pre-schoolers within current restrictions.
Ken advised the Board of the Sage Library System migration to the Evergreen system on December 29, 2010. Dea, Heidi and Ken are on the migration committee that meets via conference call every week prior to the 29th.
The 09-10 audit passed out last month was discussed. Ken mentioned a Take Off fund overage of $166 in other programming support. Caty made a motion to accept the audit. Bert seconded the motion. Motion passed unanimously.
Ken told the Board he had contacted Doug Olsen, Umatilla County Counsel earlier in the week about the current status of the windmill funds for this year. Doug said that two of three invoices had been received from windmill owners to date. They expect the third on or before the end of the month at which time the County Finance Director will be mailing out a new spreadsheet with expected receipts for both east side projects.
The next District Board meeting will be Thursday, January 13, 2011 in the 2nd floor Jury Room of Pendleton City Hall.
Caty moved to close the Board meeting. Mardel seconded the motion. Motion passed unanimously.
President Jean Eckles adjourned the meeting at 6:45 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
November 15, 2010, 5:00 pm
Umatilla Public Library
ATTENDANCE – BOARD
*By Board consensus in the absence of President Jean Eckles and Vice-President Mardel James-Bose, Bert Lewis volunteered to be Acting President for the Board Meeting.
ATTENDANCE – STAFF
UMATILLA PUBLIC LIBRARY BOARD MEETING (5:15 to 5:40 PM) The District Board and Coordinator attended the Umatilla PL Board meeting. Of note was a report from Kellie that one of their Board members had resigned earlier in the day. There was also a report from Kellie that a recent LEO program Smart Investing @ Your Library held from 4 – 5 pm had a poor turnout with only one person showing up. The Board felt that attendance would improve if future classes were held in the early evening after most folks were off work.
VISITORS
CALL TO ORDER
Acting President Bert Lewis called the District Board meeting to order at 5:45 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Deb moved to accept the September 2010 financial statement that was passed out at the October 14, 2010 Board meeting subject to audit. Caty seconded the motion. Motion passed unanimously. Ken passed out the October 2010 financial statement for review and discussion at the December Board meeting.
MINUTES
Deb moved to accept the October 14, 2010 Board meeting minutes as submitted. Caty seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Echo is the only city library that has not visited this calendar year by the District Board. The Board plans on visiting six libraries in 2011 beginning with Echo.
2010 CCF TAKE OFF PROGRAM GRANT EXTENSION
Ken explained to the Board a proposed CCF contract extension for the Take Off program that would provide up to $9,000 through June 30, 2011, “subject to available state funding.” Deb moved to accept the contract. Caty seconded the motion. Motion passed unanimously.
NOVEMBER 5 DISTRICT IN-SERVICE MEETING
Ken report 42 in attendance at the District in-service meeting in Milton-Freewater PL. Beth Longwell, Sage Library System Administrator, provided migration training on the new Evergreen automated library system. Beth said the change over date is scheduled for December 30, 2010. A Sage Library System marketing committee is working on regional publicity materials.
ANNUAL REQUIRED CITY REPORTS DUE BY OCTOBER 10
Ken reported that all required city reports for 10-11 budgets and 09-10 State Statistical reports are in. All 09-10 ALSP Evaluations are in except for Hermiston. Ken passed out copies of the eleven other evaluations for the Board to review at their December meeting.
OTHER BUSINESS AND ADJOURNMENT
Ken distributed copies of the 09-10 Audit to the Board. The District has a three year auditing contract through 2012 with Barnett & Moro of Hermiston.
The next District Board meeting will be Thursday, December 9, 2010 at the District Office.
Caty moved to close the Board meeting. Deb seconded the motion. Motion passed unanimously.
Acting President Bert Lewis adjourned the meeting at 6:27 pm.
Respectfully submitted, Bert Lewis, Acting President
Minutes
Board of Directors Meeting
October 14, 2010, 5:00 pm
City of Pendleton Community Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the District Board meeting to order at 5:06 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Deb moved to accept accounts payable with the addition of a $366.66 bill for annual website and email maintenance from the ESD. Ken said he dropped Internet service with the ESD in favor of Wtechlink located down the hall from the office. The District office now has Internet service at half the cost with twice the speed. Caty seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Mardel moved to accept the August 2010 financial statement that was passed out at the September 9, 2010 Board meeting subject to audit. Deb seconded the motion. Motion passed unanimously. Ken passed out the September 2010 financial statement for review and discussion at the November Board meeting.
MINUTES
Mardel moved to accept the September 9, 2010 Board meeting minutes as submitted. Deb seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Ken, Suzanne and Deb Jones visited the Ukiah School Board meeting last evening. Sherri Contreras the Ukiah Librarian had to leave before the meeting began due to illness. The Ukiah School Board had some questions about their agreement with the District. Ken noticed they were using an older 2002 agreement. He mailed the current 2005 version to them this morning. The School Board also had questions about the automation process including how they could help. Ken said that they could probably help the most with item bar-coding when the time came.
WILDHORSE HORSE GRANT RESOLUTION
Bert moved to place the $5,000 Wildhorse funds accepted last month into the Take Off fund to be shared equally with OTLD, UCSLD, Union County Training and Employment and Wallowa County early literacy programs. Caty seconded the motion. Motion passed unanimously.
SAGE LOAN RULE RATIFICATION
Caty moved to ratify the two loan rule updates adopted by the Sage Council on September 27, 2010 in Baker City. The two updates were: 1) a change in the grace period from 1 to 1-5 days and, 2) a change in new borrower probation limits from not exceeding 90 days to 180 days. Current District policies have a three day grace period and new borrower probation not exceeding 30 days.
OTHER BUSINESS AND ADJOURNMENT
Ken and the Board discussed possible contest options and incentives among Friends groups over the next six months. After some discussion they decided to ask the Friends workshop participants about it this evening.
The Board plans on attending the November 15, 2010 Umatilla PL Board meeting at 5:15 pm. If possible they would also like to have a short District Board meeting afterwards.
Deb moved to close the Board meeting. Caty seconded the motion. Motion passed unanimously
President Jean Eckles adjourned the meeting at 5:52pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
September 9, 2010, at 5:00 pm
City of Pendleton 2nd Floor Jury Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the District Board meeting to order at 5:08 pm.
CORRESPONDENCE
Ken read a letter from Jim Scheppke, State Librarian, regarding a second probable reduction in Ready to Read funding for this year. The District will probably lose about 29% or $2,124. There will be no reductions for libraries receiving the $1,000 minimum grant.
ACCOUNTS PAYABLE
Bert moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Mardel moved to accept the July 2010 financial statement that was passed out at the August 12, 2010 Board meeting subject to audit. Caty seconded the motion. Motion passed unanimously. Ken passed out the August 2010 financial statement for review and discussion at the October 14, 2010 Board meeting.
MINUTES
Deb moved to accept the August 12, 2010 Board meeting minutes as submitted. Bert seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Ken indicated that he will work on arranging visits with Echo, Ukiah and Umatilla this fall and winter.
NEW SAGE LOAN RULES ADOPTION
Ken told the Board that District Directors indicated a preference for an October 1 implementation date for the new loan rules. Waiting until Oct 1 would mean that District libraries can include a proposed grace period range change (1-5 days) that Ken believes will be adopted by the Sage Council on Sept 27. Doing so would allow us to keep our current county wide 3 day grace period throughout the transition process. Ken indicated that the Board could simply ratify this Sage loan rule update at the October 14 Board meeting since they already know it's coming. The Board concurred by consensus.
GOVERNANCE TRAINING SURVEY
The Board discussed and made changes to the draft survey prepared by Jean and Ken earlier this week that will be mailed to Friends group leaders prior to the October 14, 2010 Governance training workshop on Friends groups. The Board felt that a two week response time should be sought as we are only five weeks away. They also felt that mailing the survey directly to Friends group leaders might expedite things. Ken said he would update the survey and mail it out tomorrow, or Monday at the latest.
WILDHORSE FOUNDATION GRANT ACCEPTANCE
Caty moved to accept the $5,000 Wildhorse grant for Umatilla, Morrow, Union & Wallowa counties. Deb seconded the motion. Motion passed unanimously.
CITY / DISTRICT AGREEMENT MODIFICATIONS
Ken felt that it would probably be a good idea at this point in time to ask District Directors, Boards and City Councils for any modification recommendations they would like to make to the agreements. Ken said December 1, 2010 would be a reasonable deadline with an initial review at the December Board meeting. The Board also felt that any changes should be by City/District consensus. Ken indicated that any changes would take the approval of both the Cities and the District. Changes to the annual library service plan process would be administrative in nature and only require approval from the District Board.
HANDOUTS
Ken handed out to the Board copies of a District Governance Outline and other planning results that the District has produced since 2002. He felt the Board needed to update themselves on what has been done over the past few years.
ECHO FARMS WINDMILL SIP
Ken spoke with County Counsel Doug Olson this week concerning a windmill fee distribution last year (09-10) from the Echo Farms Windmill project that Ken was not aware of. Doug said that the distribution to the Library District is $10,046.83. The District Board signed an agreement with the County in April 2009 to distribute “no less than 50%” of their fee to the Echo Community Benefit Fund. After some discussion Bert moved that the Library District give 50% of their 09-10 and 10-11 Echo Farms Windmill project Community Service fees to the Echo CBF and 50% to the Library District. Deb seconded the motion. Bert, Deb and Caty voted yes. Mardel and Jean abstained. Motion passed.
President Jean Eckles adjourned the meeting at 6:34 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
August 12, 2010, at 5:30 pm
Pilot Rock Public Library
ATTENDANCE – BOARD
ATTENDANCE – STAFF
PILOT ROCK PUBLIC LIBRARY BOARD MEETING – (5:30 to 5:45 PM)
The District Board and Coordinator attended the Pilot Rock PL Board meeting. Their business included a summary by Sue Hilliard of their summer reading program that had 25 kids sign up. Sue indicated that their circulation is up this summer. She is going to try and keep folks interested by starting an “edible” bookmark program with Papa Murphy’s pizza. Sue also talked about the SMART Investing program coordinated by Hermiston PL that they intended to participate in. The District Board asked them for input on programs and services.
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:55 pm.
ELECTION OF OFFICERS
Bert Lewis nominated Jean Eckles to again serve as Board President and Mardel James-Bose to serve as Vice-President again. Mardel seconded the motion. Motion passed unanimously.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Bert moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Caty moved to accept the June 2010 financial statement that was passed out at the July 8, 2010 Board meeting subject to audit. Deb seconded the motion. Motion passed unanimously. Ken passed out the July 2010 financial statement for review and discussion at the September 9, 2010 Board meeting.
MINUTES
Mardel moved to accept the July 8, 2010 Board meeting minutes as submitted. Caty seconded the motion. Motion passed unanimously.
CITY BOARD VISITS REPORT
Ken will coordinate with the Echo, Ukiah and Umatilla libraries to arrange for District Board visits this fall beginning hopefully in September.
NEW SAGE LOAN RULES ADOPTION
Ken summarized the new Sage Loan rules for the Board and four local changes proposed by the City Library Directors at their August 11, 2010 directors meeting yesterday. The proposed changes include raising the non-resident card fee from $30 to $35, raising the lost or damaged card fee from $1 to $2, dropping “and use library computers” under the first bullet of “Limits on borrowing…” and raising the maximum fine from $3 to $5 under the “Loan period for most materials including ILL.” After a discussion Deb moved that the District adopt the new Sage Loan rules including the four District Director proposed local changes. Bert seconded the motion. Motion passed unanimously.
LSTA SURFING UMATILLA COUNTY FULL PROPOSAL DUE 8/13/10
Ken reviewed the full LSTA grant proposal for the Board. The Board approved of the grant earlier this spring. Ken said that on behalf of the District Board he signed and mailed the full grant proposal to OSL on August 4. The LSTA Advisory Committee will review all proposals on September 10, 2010.
2010-11 OSL READY TO READ APPLICATION DUE 8/31/10
Ken passed out and briefly reviewed the purpose of this year’s grant that focuses on infants and toddlers ages 0-2. Bert moved to accept, sign and send in the R to R grant as written. Deb seconded the motion. Motion passed unanimously.
GOVERNANCE TRAINING
Ken and the Board discussed training for this fall and decided that a program on starting and strengthening local friends of the library groups is needed and timely. Deb recommended a questionnaire or survey go out to existing friends groups in the county prior to a fall meeting. The survey would help the District prepare for the program by receiving answers to questions like benefits and value, how you get started, legal issues, partnering with other libraries, relationships with their cities and libraries, fundraising, memorials, membership, etc. Survey answers would then be used to determine the focus of the training program and how it should be organized. Ken will meet with Jean to work on the questionnaire prior to the next Board meeting. The Board set Governance Training for Thursday evening, October 14, 2010 probably in Pendleton.
DISTRICT DIRECTORS MEETING 8/11/10
Ken summarized the directors meeting in Pendleton. Rachel Rodriguez from Hermiston PL spoke more in detail about the SMART Investing @ your library program that has started in Umatilla-Morrow county libraries. Marie Baldo from Hermiston felt that District In-Service training held every six months was a in her mind one of the best things the District has done to improve service countywide. Others indicated that Governance Training was not working very well and that some directors struggle with the annual service plan.
DISTRICT IN-SERVICE TRAINING FRIDAY, NOVEMBER 5, 2010 UPDATE
Ken indicated that the fall training will be held at Milton-Freewater PL. Beth Longwell, Sage System Administrator will begin in depth training on the new Evergreen system to help us migrate from the current Millennium system in December 2010.
The Board also expressed an interest in receiving training focused on their duties and would consider the District In-Service training day as possibly a good time to do that.
President Jean Eckles adjourned the meeting at 7:25 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
July 8, 2010, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:02 pm.
ELECTION OF OFFICERS
Bert Lewis nominated Jean Eckles to again serve as Board President and Mardel James-Bose to serve as Vice-President again. Mardel seconded the motion. Motion passed unanimously.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Bert seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Bert moved to accept the May 2010 financial statement that was passed out at the June 10, 2010 Board meeting subject to audit. Mardel seconded the motion. Motion passed unanimously. Ken will mail out the June 2010 financial statement next week for review and discussion at the August 12, 2010 Board meeting.
MINUTES
Mardel moved to accept the June 10, 2010 Board meeting minutes as submitted. Bert seconded the motion. Motion passed unanimously.
CITY BOARD VISITS REPORT
After some discussion of the feedback and value of visiting eight District libraries during the Spring the Board feels that they should continue to do so during FY 10-11. Ken will coordinate with each library to schedule visits during the year beginning with Echo, Pilot Rock, Ukiah and Umatilla.
LEO NEWS
Ken provided a brief history of the Libraries of Eastern Oregon and reviewed current and possible future projects. Ken indicated that LEO has been instrumental in providing both direct and indirect support for the Sage Library System and programming for Eastern Oregon libraries over the past ten years. Ken says he would like to see LEO begin a regional focus on assisting libraries with development, marketing and public relations issues.
SAGE LIBRARY SYSTEM NEWS
Ken discussed the upcoming migration to the Evergreen open source integrated library system in December 2010 including cost savings and improved functionality for resource sharing. He also summarized selected 09-10 cataloging and self-checkout (Hermiston & Pendleton) stats received July 1 from Dea as follows:
- 1,870 temp bibs updated
- 10,129 items added to Sage
- 4,231 items deleted from Sage
- 7,355 cataloging corrections made in Sage
- 3,726 barcodes assigned (Adams PL)
- 824 items "rolled over" from "new" status (Athena PL, Stanfield PL, Weston PL)
- 9,530 self-checkouts at Pendleton, 8.52 % of total circulation
- 9,547 self-checkouts at Hermiston, 9.12 % of total circulation
OTHER BUSINESS AND ADJOURNMENT
The District Board asked Ken to contact Sue Hilliard and coordinate a possible District Board meeting the evening of, Thursday, August 12, 2010 with the Pilot Rock Library Board.
President Jean Eckles adjourned the meeting at 6:28 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
June 10, 2010, at 5:00 pm
City of Pendleton Community Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:05 pm.
CORRESPONDENCE
None
OREGON STATE LIBRARY AWARD PRESENTATION
Katie Anderson presented one of four statewide Outstanding Ready-To-Read Project awards to the District for their 08-09 Take Off early literacy program. The other three libraries are Astoria Public Library, Forest Grove City Library and Brownsville Community Library.
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Mardel moved to accept the April 2010 financial statement that was passed out at the May 13, 2010 Board meeting subject to audit. Bert seconded the motion. Motion passed unanimously. Ken passed out the May 2010 financial statement for review and discussion at the July 8, 2010 Board meeting.
MINUTES
Caty moved to accept the May 13, 2010 Board meeting minutes as submitted. Mardel seconded the motion. Motion passed unanimously.
CITY BOARD VISITS REPORT
Ken attended the Hermiston PL Board meeting held at 4 pm, Wednesday, June 2. He noted that a recent HPL patron survey indicated word of mouth marketing led the list ways patrons learn about programs and services. No specific governance training suggestions were offered.
Caty, Deb and Ken attended the Helix PL Board meeting held at 11 am, Thursday, June 3. The Helix Board felt that Governance training should give them new ideas to meet their local challenges.
The District Board discussed a variety of different possibilities to improve governance training. A Friends groups theme for early fall training was again explored. Topics included, how to start one a friends group, best practices, what’s working, what isn’t, etc. Caty suggested the Board finalize their thinking for the fall training in August or perhaps September.
10-11 DISTRICT BUDGET ADOPTION
Ken recommended the following changes to the FY 10-11 budget:
General Fund Resources – Lower Beginning Fund Balance to $169,700.
General Fund Expenditures – Raise Audit to $3,400 for year one of three year contract; raise Programs and Training to $17,200 (includes $8,200 in District windmill funds, balance of $4,700 Braemar Charitable Trust funds received in 09-10, $2,600 for ALSP evaluations, $1,200 and $500 for Governance & Staff in-service meetings); raise fiscal mgt. to $6,250, lower contingency to $62,288.
Resource Sharing Fund Resources – Raise Beginning Fund Balance to $22,200.
Resource Sharing Fund Expenditures – Raise Sage Library System to $41,700, raise County Courier to $17,500, lower Cataloging Utilities to $3,000, lower Office Expenses to $400.
Capital Improvement Reserve Fund Resources – Raise to $61,200.
Capital Improvement Reserve Fund Expenditures – Raise to $61,200.
Take Off Fund Resources – Raise Beginning fund Balance to $16,000; raise Other Income to $13,580; lower State Ready-To-Read grant to $6,100.
Take Off Fund Expenditures – Raise Health & Accident Ins. to $10,100 raise contingency to $4,450; raise Other Program Support to $13,580.
Deb moved to accept Resolution 1011-1 adopting the budget totaling $1,705,380 for the fiscal year ending June 30, 2011. Mardel seconded the motion. Motion passed unanimously.
Bert moved to accept Resolution 1011-2 making appropriations totaling $1,620,380 for the fiscal year ending June 30, 2011. Deb seconded the motion. Motion passed unanimously.
Caty moved to accept Resolution 1011-3 levying taxes at the District’s permanent rate limit of ($.3682) per thousand for the fiscal year ending June 30, 2011. Mardel seconded the motion. Motion passed unanimously.
PATRON CARD MOVING POLICY WITHIN UMATILLA COUNTY
Ken explained the new Sage Loan Rules and the proposed patron card moving policy within Umatilla County. After discussion Deb moved to adopt the proposed patron card moving policy within Umatilla County. Mardel seconded the motion. Motion passed unanimously.
Ken said that he expects a few more changes to the new Sage Loan Rules in July and possibly September. He recommended that the Board wait until August or September to adopt the new Sage Loan Rules prior to the loan rule adoption deadline of October 1, 2010. The Board agreed by consensus.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, July 8th at the District Office.
President Jean Eckles adjourned the meeting at 6:32 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Budget Hearing and Board of Directors Meeting
May 13, 2010, at 5:00 pm
City of Pendleton Community Conference Room
BUDGET HEARING
Board Vice President Mardel James-Bose called the Budget Hearing to order at 5:00 pm. In attendance were Board Members Mardel James-Bose, Caty Clifton, Deb Jones and Staff Member Ken Reading. There were no visitors or public comments on the 10-11 budget. After 15 minutes Deb Jones moved to close the Budget Hearing. Caty Clifton seconded the motion. Motion passed unanimously and Board Vice President Mardel James-Bose adjourned the meeting at 5:15 pm.
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
CALL TO ORDER
Vice President Mardel James-Bose called the meeting to order at 5:16 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Deb moved to accept the March 2010 financial statement passed out at the April 8, 2010 Board meeting subject to audit. Caty seconded the motion. Motion passed unanimously. Ken passed out the April 2010 financial statement for review and discussion at the June 10, 2010 Board meeting.
MINUTES
Caty moved to accept the April 8, 2010 Board meeting minutes as submitted. Deb seconded the motion. Motion passed unanimously.
CITY BOARD VISITS REPORT
Caty, Deb and Ken reviewed their visit to the Athena PL Board meeting on Thursday, May 6, 2010. Caty and Deb were given a tour of the two year old building and were impressed with such a great facility.
10-11 CITY ALSP APPROVALS
After a review of all the 10-11 service plans Caty moved to approve them all. Deb seconded the motion. Motion passed unanimously.
ADMINISTRATIVE FEE - ANNUAL REVIEW
After a brief discussion of the fee Deb moved to retain the one percent Administrative fee for 10-11. Caty seconded the motion. Motion passed unanimously.
AUDIT CONTRACT
Ken reviewed with the Board the three year audit contract proposal renewal from Barnett & Moro. Caty moved to accept the contract. Deb seconded the motion. Motion passed unanimously.
CCF GRANT FUNDS RESOLUTION
Deb moved to accept the resolution to update the current 09-10 Take Off fund budget to reflect the receipt of $6,000 in CCF grant funds in February and April 2010. Caty seconded the motion. Motion passed unanimously.
BOARD WORKMAN’S COMPENSATION COVERAGE
Ken recommended that the Board, as unpaid public officials, should be added to the District workman’s compensation coverage with Special Districts for authorized Board administrative and clerical functions they perform as elected officials. After a brief discussion Caty moved to do so. Deb seconded the motion. Motion passed unanimously.
OTHER BUSINESS AND ADJOURNMENT
Ken also updated the Board on the newly adopted Sage Library System standardized loan rules. He will send out the loan rules for Board review in the new few weeks for discussion and District adoption prior to October 1, 2010.
The next District Board meeting will be at 5:00 pm, Thursday, June 10th in the City of Pendleton Community Conference Room. The agenda will include adoption of the 10-11 District Budget.
Vice President Mardel James-Bose adjourned the meeting at 6:25 pm.
Respectfully submitted, Mardel James-Bose, Vice President
Board of Directors Meeting
April 8, 2010, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:03 pm.
ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Bert seconded the motion. Motion passed unanimously.
CORRESPONDENCE
Katie Anderson, OSL Youth Services Librarian, Ready to Read letter (see agenda item below)
FINANCIAL STATEMENT
Bert moved to accept the February 2010 financial statement subject to audit. Mardel seconded the motion. Motion passed unanimously. Ken distributed the March 2010 financial statement for review at the May 13 meeting.
MINUTES
Bert moved to accept the March 11, 2010 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously. Mardel moved to accept the March 11, 2010 Budget Committee meeting minutes. Bert seconded the motion. Motion passed unanimously.
CITY BOARD VISITS REPORT
Caty, Mardel and Ken visited the Weston PL Board meeting at 5:30 pm, Tuesday, April 6. The Weston PL Board was asked for their input on ways to improve the Governance Training meetings. One of the Weston Board members mentioned being confused about the training at a Governance Training some years ago. Establishing and strengthening Friends groups in every City was mentioned as an important Governance training topic. Bert indicated that the Pendleton Friends group had thirty-three in attendance for their annual Friends meeting recently. The “show & tell” value of a Friends group training for Governance people is very important. Inviting the Library District CPA firm might also be helpful when talking about Friends group endowments and financial training. Bert and Mardel said they would plan on attending the Pendleton PL Board meeting at 6:30 pm, Tuesday, April 13 in the city hall second floor Jury Room with Ken.
DISTRICT FY 10-11 ANNUAL LIBRARY SERVICE PLANS
Ken distributed to the Board copies of the ten service plans that have been turned in to date for discussion and approval at the May 13 District Board meeting. Helix and Hermiston plans will be turned in next week. (Note: Hermiston’s plan was turned in April 9).
LSTA FFY 10-11 GRANT PROPOSAL – DUE 4/16/10
Ken reviewed and discussed a proposed LSTA grant titled “Surfing Umatilla County.” The proposed grant project would implement basic computer training for adults in Umatilla County public libraries. The grant proposal was developed and written by Kat Davis, Director at Pendleton PL. As proposed, the District would be the fiscal agent and contract with Pendleton PL to deliver the grant services. Deb moved to approve the grant proposal as written. Mardel seconded the motion. Motion passed unanimously. Jean signed the grant proposal and Ken will mail it on or before Monday, April 12.
TAKE OFF! OSL 08-09 OUTSTANDING READY TO READ PROJECT AWARD
The District, Take Off! Pre-school learning outreach program was one of four programs across the state to be recognized for the award this year. Ken indicated the Take Off! program also received this award a few years ago. Katie Anderson, Oregon State Library Youth Services Librarian will attend the June 10 District Board meeting to formally present the award.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be 5:00 pm, Thursday, May 13, 2010 at the City of Pendleton Community Conference Room. The May meeting will begin at 5:00 pm with a Budget Hearing for the FFY 10-11 budget.
Bert moved to adjourn the meeting. Deb seconded the motion. Motion passed unanimously.
President Jean Eckles adjourned the meeting at 5:58 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
March 11, 2010, at 5:00 pm
City of Pendleton Community Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:04 pm.
ACCOUNTS PAYABLE
Bert moved to accept accounts payable. Caty seconded the motion. Motion passed unanimously.
CORRESPONDENCE
None
FINANCIAL STATEMENT
Mardel moved to accept the January 2010 financial statement subject to audit. Deb seconded the motion. Motion passed unanimously. Ken distributed the February 2010 financial statement for review in April.
MINUTES
Bert moved to accept the February 11, 2010 Board meeting minutes. Caty seconded the motion. Motion passed unanimously.
CITY BOARD VISITS REPORT
Bert, Deb and Ken visited the Adams PL Board meeting the evening of Monday, March 1. The Adams PL Board was asked for their input on ways to improve the Governance Training meetings. They will think about it and get back to us. The Adams PL Board was also asked for a City of Adams Community Benefit Plan Board (windmill money) designee. Ellyn Johnson, a Library Board member and City Clerk volunteered and was appointed by their Board. The Pilot Rock PL Board rescheduled their March 10 meeting for March 11 which conflicted with the District Board and Budget meetings so Ken and District Board reps did not attend.
The Board plans on visiting the following City library board meetings in April: Weston PL on April 6, Pendleton PL on April 13 and Stanfield PL on April 20.
ADAMS COMMUNITY BENEFIT PLAN BOARD REP
As indicated above, Ellyn Johnson, a Library Board member and City Clerk volunteered and was appointed by their Board.
TAKE OFF VEHICLE GRAPHICS
Ken reported that Cindy Jennings of Creative Signs in Pendleton will apply the new Take Off vehicle graphics and logo Friday, March 19. Ken felt we ought to consider driving it in the annual Round-Up Dress-Up Parade. Mardel said Ken ought to drive it over to the Umatilla PL open house on Saturday, March 10.
DISTRICT FY 10-11 ANNUAL LIBRARY SERVICE PLAN REVIEW
Ken reviewed with the Board the District ALSP proposal as follows: The Early Childhood program language has been re-written to better describe what the District does. The Training Program for Board & Staff remains the same. The Technology program will bring either Echo or Ukiah PL to online status of the Sage Library System with a two year goal of completing district wide automation of all libraries by June 2012. The District will also work with City libraries to market the Learning Express practice test database more effectively. Effective Library Board efforts will focus on receiving city library board feedback for improving Governance Training attendance. No changes to Community Relations. Bert moved and Mardel seconded a motion to approve the District ALSP as presented. Motion passed unanimously.
OTHER BUSINESS AND ADJOURNMENT
Ken reminded the Board that Umatilla PL official grand opening will be 1- 4 pm, Saturday, March 20.
Ken reminded the Board that Adams PL is scheduled for automation training on March 22 and will be online by April 1st.
The next District Board meeting will be 5:00 pm, Thursday, April 8, 2010 at the District office.
Caty moved to adjourn the meeting. Deb seconded the motion. Motion passed unanimously.
President Jean Eckles adjourned the meeting at 5:55 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
February 11, 2010, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:09 pm.
ACCOUNTS PAYABLE
Jean moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously..
CORRESPONDENCE
None
FINANCIAL STATEMENT
Deb moved to accept the December 2009 financial statement subject to audit. Bert seconded the motion. Motion passed unanimously. Ken distributed the January 2010 financial statement for review in March.
MINUTES
Caty moved to accept the January 14, 2010 Board meeting minutes. Deb seconded the motion. Motion passed unanimously.
ANNUAL LIBRARY SERVICE PLAN EVALUATIONS REVIEW
The Board continued discussion of the need to have all evaluators adhere more closely to the evaluation format and questions. Options discussed last month included a pre-evaluation meeting with evaluators, a paper outline with evaluation guidelines for the evaluators and possibly reducing the number of evaluators. Deb felt that locally selected evaluators have value. Caty felt that some change is needed to ensure comparability and objectivity among the evaluations. Jean indicated that a pre-evaluation meeting would increase costs. When asked, Ken said that instead of holding a required pre-evaluation meeting with evaluators we should first try providing a paper outline with evaluation guidelines this year. After this year’s evaluations come (Oct 10) the Board could then decide if a pre-evaluation meeting with evaluators should still be considered. By consensus the Board accepted Ken’s recommendation for this year’s evaluations.
GOVERNANCE TRAINING REVIEW
The Board continued discussion of the need to improve the City / District Governance Training meetings. Deb felt that over the years a certain amount of complacency has set in. Ken feels that the District needs to improve their relationship with City Boards in order to improve the trainings. He recommended to the Board that he and perhaps one or two District Board Members visit City Board meetings up to twice a year. By consensus the Board accepted Ken’s recommendation and asked him to set up a schedule to begin this month if possible.
ADAMS COMMUNITY BENEFIT PLAN BOARD REP
Ken explained to the Board that the county commissioners would like a representative from or appointed by the Library District Board to serve on the City of Adams CBP. After some discussion the Board by consensus will have Ken ask the City of Adams Library Board to appoint one of their members and then let the District Board know who they appointed.
OTHER BUSINESS AND ADJOURNMENT
Bert Lewis reported on her attendance at the Special District Conference at Seaside. She attended sessions on urban renewal issues, ethics conflicts of interest areas, public meeting requirements and board communications.
Ken reported on some focus group work that Kat Davis and the Pendleton Board have been involved with recently. They held two, ten person focus groups, one for 20-30 year olds and one for 30-40 year olds. At the end of each session the groups were asked the top three things that their library should focus on over the next ten years. The three things the groups came up with were: 1) 17 of 20 said more marketing as they don’t know enough about what their library does, 2) Stay culturally relevant, 3) Stay technologically relevant.
Ken reports that Adams PL is scheduled for automation training on March 22 and should be online by April 1st.
Ken reports that Umatilla PL will officially reopen to the public Tuesday, February 16. The official grand opening will be Saturday, March 20.
Ken reports that he and Chris have an appointment with Caryn Appler at the ESD next Tuesday to finalize the Take Off vehicle graphics and logo. He hopes to have the graphics applied to the vehicle shortly thereafter.
Ken ask the Board for feedback about a distribution formula for the anticipated windmill funding next year. He plans on recommending windmill funds be allocated based on the way we do tax distributions, with one difference. Half of the 80% going to cities be distributed equally and the other half be distributed based on the tax distribution formula. The Board was ok with that but would like cities to be reminded that windmill funds will go down every year so it won’t be wise to use them for operating expenses. The Board would also like the cities to report on how they plan on using the funds. Ken understands that the funds will be distributed separately from tax distributions.
The next District Board meeting will be 5:00 pm, Thursday, March 11, 2010 at the City of Pendleton Conference Room. The Budget Committee meeting will follow at 6:00 pm.
President Jean Eckles adjourned the meeting at 7:00 pm.
Respectfully submitted, Jean Eckles, President
Board of Directors Meeting
January 14, 2010, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:17 pm.
ACCOUNTS PAYABLE
Deb moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.
CORRESPONDENCE
The District received a letter from the City of Umatilla dated December 30, 2009 postponing their Grand Opening of the new City Hall and library to March 20, 2010 due to construction delays and inclement weather. The library is expected to open on or before the end of January.
FINANCIAL STATEMENT
Mardel moved to accept the November 2009 financial statement subject to audit. Caty seconded the motion. Motion passed unanimously. Ken Distributed the December 2009 financial statement for February review.
MINUTES
Caty moved to accept the December 3, 2009 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously.
ANNUAL LIBRARY SERVICE PLAN EVALUATIONS REVIEW
After some discussion, Jean felt more time would be needed to cover this topic. By consensus the Board asked Ken to continue discussion at of this item at the February meeting.
GOVERNANCE TRAINING REVIEW
Ken presented the Board his idea of the need and benefits for visiting city library Board meetings to receive input and share ideas for advancing 21st century services across the county. He felt these visits would be a good way to improve Governance training. After a lengthy discussion on what these visits would entail the Board by consensus asked Ken to put this item on the February agenda for more discussion.
PACIFIC POWER FOUNDATION GRANT RESOLUTION
Caty moved and Mardel seconded the motion to accept the $1,000 PPF grant in the Take Off budget in support of the new vehicle. Motion passed unanimously.
BUDGET COMMITTEE APPOINTMENTS
Ken contacted the three Budget Committee members (Greg Holden, Lee Farren and Natalie Sanusi) whose terms expired last June 30 about their continued desire to serve. Each indicated they would like to serve another term.
Mardel moved and Caty seconded the motion to re-appoint Greg Holden of Pendleton, Lee Farren of Ukiah and Natalie Sanusi of Pendleton to additional three year terms on the District Budget Committee. Motion passed unanimously.
PLA STIPENDS TO CITY LIBRARIES
Ken explained to the Board that the Public Library Association annual meeting will be held in Portland March 23-27, 2010. PLA was held in Portland about 15 years ago and the District set aside $5,000 back then to assist city library staff to attend. Ken said there were no funds set aside for PLA attendance support in this year’s budget. Ken said the District could reimburse each District library $100 for those attending PLA if we cancelled the spring District In-service meeting.
Mardel moved and Deb seconded the motion to reimburse each District library $100 that sends a staff member to PLA in lieu of a spring District In-service training meeting. Motion passed unanimously.
POLICY/PROCEDURE MANUAL '507' OVERSIGHT
Ken explained that there was a language oversight for “507 Business Travel Expenses and Vehicle Use” when adopted last month. Ken pointed out that the adopted language requires a “valid Oregon driver’s license.” Ken indicated that neither Chris nor Dea have an Oregon driver’s license and would recommend that the Board drop “Oregon” from the language.
Deb moved and Mardel seconded the motion to drop “Oregon” from the “valid Oregon driver’s license.” language. Motion passed unanimously.
RUTH METZ TEEN SERVICES REVIEW
The Board reviewed a two page draft letter from Ruth that could be sent along with the Teen Services survey results to city libraries that would summarize the improvement ideas developed in the Governance training last Fall. The Board discussed other ways to share and use this information with the cities. Visiting and sharing this information at city library board meetings was considered perhaps the best place to start.
TAKE OFF VEHICLE UPDATE
Ken reports that he and Chris met last Tuesday with Caryn Appler the ESD graphic artist who is developing the vehicle logo and graphics. Caryn has done a pencil drawing to date and both he and Chris thought it was something we could work with and gave Caryn some additional ideas. We will check in with Caryn again the first of Feb.
CITY OF UMATILLA BUILDING DELAY UPDATE
Kellie from Umatilla PL reports that the book shelves are in place now and they are re-shelving books they brought over from the old location. The phone lines are working and trust they will have their Internet access back by the end of this week or next.
ADAMS PL AUTOMATION UPDATE
Ken reports that Adams will begin ordering item barcodes and patron cards as early as next week. Dea expects to complete her end of the database clean up and barcode assignments sometime in February. Ken expects that Adams may be online sometime in April or May.
SAGE LOAN RULES UPDATE
Ken reports that the Sage Loan Rules Committee is working on loan rule recommendations that will be in effect region wide. He expects completion either in March or May. Each library jurisdiction using Sage will probably need to adopt the rules including the District and each City library.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be 5:00 pm, Thursday, February 11, 2010 at the District Office.
President Jean Eckles adjourned the meeting at 6:45 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Budget Committee for FY 2010-11
March 11, 2010, at 6:00 pm
City of Pendleton Conference Room, Pendleton, OR
ATTENDANCE – BOARD
ATTENDANCE – APPOINTED BUDGET COMMITTEE MEMBERS
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
CALL TO ORDER
Jean Eckles called the meeting to order at 6:05 pm and introductions were made.
ELECTION OF CHAIR
Greg Holden was elected by unanimous consent.
BUDGET PRESENTATION
Greg Holden asked Ken Reading to present the proposed budget for FY 10-11. Ken worked through the budget message, fund descriptions and fund spreadsheets and answered questions. Caty and Lee asked Ken to explain the proposed formula for distribution of windmill project money. There was some discussion about the loss of funding from urban renewal projects in Pendleton and Milton-Freewater. There was also some discussion about the need and financial impact of local option levies.
PUBLIC COMMENTS
None, as no one other than the Budget Committee were present.
DISCUSSION, APPROVAL, SET TAX RATE
Deb Jones made a motion to approve the 2010-11 budget for the Umatilla County Special Library District as presented. Lee Farren seconded the motion. The motion passed unanimously.
Jean Eckles made a motion to approve the tax rate at the current 36.82 cents per $1,000 of assessed value. Caty Clifton seconded the motion. The motion passed unanimously.
ADJOURNMENT
Greg Holden adjourned the meeting at 6:50 pm.
2009 Board Meeting Minutes
Minutes
Board of Directors Meeting
December 3, 2009, at 5:00 pm
City of Pendleton Community Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:05 pm.
ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
CORRESPONDENCE
The District received an invitation from City of Umatilla to attend their Saturday, January 9, 2010 new library grand opening.
FINANCIAL STATEMENT
Deb moved to accept the October 2009 financial statement subject to audit. Caty second the motion. Motion passed unanimously.
MINUTES
Bert moved to accept the November 12, 2009 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously.
08-09 ANNUAL LIBRARY SERVICE PLAN EVALUATIONS
Ken received the 08-09 Hermiston PL evaluation last week and emailed it to the Board. Caty felt there were quite a bit of variableness in the evaluations. The Board felt that overall the evaluations were of good quality and helpful. Mardel suggested that a “pre-evaluation” meeting of all the evaluator would probably be beneficial. By consensus the Board would like a bit more discussion of this topic at the January meeting.
DISTRICT POLICY UPDATE RECOMMENDATIONS
Ken recommended (in bold) three updates to the District Policies and Procedures Manual:
1.) 403 Employment Terminations
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. UCSLD, as an SDAO insured, will not as a general rule terminate personnel without prior free SDAO legal advice. Below are examples of some of the most common circumstances under which employment is terminated:
2.) 507 Business Travel Expenses and Vehicle Use
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by UCSLD may only be used for pre- approved District related job responsibilities and may not be used for personal or other use without prior approval. District Staff or Board members must have a valid Oregon driver’s license and may be required to provide proof of such annually. Staff or Board members who incur fees or fines in District vehicles will be personally responsible for payment.
3.) 701 Employee Conduct and Work Rules
Employment with UCSLD is at the mutual consent of UCSLD and the employee, and either party may terminate that relationship at any time, with or without cause, and with or without advance notice. UCSLD, as an SDAO insured, will not as a general rule terminate personnel without prior free SDAO legal advice.
Bert moved and Mardel seconded the motion to accept the update recommendations after checking with Special Districts regarding any legal requirement for drivers to also carry personal auto liability insurance. Motion passed unanimously.
MISC. UPDATES - KEN
Ken indicated we have taken possession of the new Take Off vehicle, snow tires have been mounted and Chris is using it 2-3 days per week. The ESD is currently developing graphics with the new logo. Ken indicated he is chairing a Sage System committee on consolidating as many regional loan rules as possible and was elected to be Chair of the LEO Board in November.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be 5:00 pm, Thursday, January 14, 2010 at the District Office.
Bert moved and Mardel seconded the motion to adjourn the meeting. Motion passed unanimously.
President Jean Eckles adjourned the meeting at 5:45 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
November 12, 2009, at 5:00 pm
City of Pendleton Community Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:04 pm.
ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
CORRESPONDENCE
None
FINANCIAL STATEMENT
Bert moved to accept the September 2009 financial statement subject to audit. Mardel second the motion. Motion passed unanimously. Ken distributed the October 2009 financial statement for discussion and approval in December.
MINUTES
Deb moved to accept the October 8, 2009 Board meeting minutes. Caty seconded the motion. Motion passed unanimously.
TAKE OFF VEHICLE – COLLINS FOUNDATION GRANT RESOLUTION
Deb moved to accept the $15,000 Collins Foundation grant for purchase of a Take Off program vehicle into the 09-10 Take Off budget. Mardel seconded the motion. Motion passed unanimously.
TAKE OFF VEHICLE – PACIFIC POWER FOUNDATION GRANT
No further update as of today.
UMATILLA COUNTY COMMISSION ON CHILDREN AND FAMILIES RESOLUTION
Caty moved to accept the $3,000 CCF quarterly grant payment into the 09-10 Take Off budget. Deb seconded the motion. Motion passed unanimously.
TAKE OFF VEHICLE PURCHASE
Ken updated the Board on the status of the Take Off vehicle indicating that we still needed $3,209.50 in addition to the $15,000 Collins Foundation grant to complete the purchase. Ken also indicated that there would be additional costs for snow tires and vehicle graphics of around $1,200. He also explained that annual fuel, insurance and maintenance costs are already included in the Take Off budget.
Deb moved to take $3,209.50 from the $10,000 Braemar Charitable Trust grant received last month to pay the balance of the Take Off vehicle purchase. Bert seconded the motion. Motion passed unanimously.
08-09 AUDIT
Bert moved to accept the 08-10 Audit. Deb seconded the motion. Motion passed unanimously.
SPECIAL DISTRICTS SELF ASSESSMENT
Ken passed around the five page annual, Special District’s best practices assessment that is due December 11, 2009. Ken explained that by completing the assessment checklist the District will qualify for insurance premium discounts. After further discussion the Board asked Ken to prioritize District practices that might need new or updated policies especially those that could be adopted at next months Board meeting prior to the December 11 deadline.
08-09 ANNUAL LIBRARY SERVICE PLAN EVALUATIONS
The Board reviewed service plan evaluations for the District and eleven of City libraries. Ken distributed hard copies of three evaluations and had previously emailed another nine. Hermiston’s evaluation is still in the hands of their evaluator and has not yet been received. Ken will follow-up with Marie Baldo on that next week. The Board felt the evaluations are important for providing a description of services as the annual audits, budgets and state reports from the cities are generally limited to data and numbers. The evaluations give the Cities, City Boards and the District Board a better feel for what is happening in libraries across the county.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, December 3, 2009 at the City of Pendleton Community Conference Room behind the library. Ruth Metz last facilitation visit will follow from 6 – 8 pm.
President Jean Eckles adjourned the meeting at 6:40 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
October 8, 2009, at 5:00 pm
City of Pendleton Community Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:04 pm.
ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Bert seconded the motion. Motion passed unanimously.
CORRESPONDENCE
See agenda items CCF and TMS below
FINANCIAL STATEMENT
Deb moved to accept the July and August 2009 financial statements subject to audit. Mardel second the motion. Motion passed unanimously.
MINUTES
Deb moved to accept the September 10, 2009 Board meeting minutes. Mardel seconded the motion. Motion passed unanimously.
DISTRICT VISITS TO CITY LIBRARY BOARD MEETINGS
Deb says she will be going to Pilot Rock next week. Mardel and Jean had planned on visiting Milton-Freewater this month but Jean will be out of town. Caty attended the Weston Board meeting on Oct 6. Deb suggested distributing library board minutes to other libraries at the same time they are sent out to the District Board. Ken said he would start doing that.
TAKE OFF VEHICLE – COLLINS FOUNDATION GRANT
No further update as of today.
TAKE OFF VEHICLE – PACIFIC POWER FOUNDATION GRANT
No further update as of today.
09-11 UMATILLA COUNTY COMMISSION ON CHILDREN AND FAMILIES (CCF)
Ken reports notification this week of a $22,580 grant from CCF over the next two years with $12,000 earmarked to the District this year subject to availability of funds from the state.
DISTRICT ALL STAFF IN-SERVICE MEETING NOVEMBER 6, 2009 IN PENDLETON
Ken reported on the progress of the training program. Training committee members are Kimbra Cook from Pendleton, Michelle Munro from Hermiston and Pam Johnson from Umatilla.
08-09 AUDIT
Ken distributed hardcopies of the 08-09 Audit to the Board and was asked to place it on November’s Board agenda for discussion.
TRUST MANAGEMENT SERVICES– BRAEMAR CHARITABLE TRUST
Ken reported receipt of a letter from TMS last week with a $10,000 check to the District from Braemar Charitable Trust. The letter stated we had been selected by the Trust to receive a one time monetary award in the amount of $10,000 for the purchase of library materials and programs. Ken said he had received a clarifying email on this from TMS confirming the intent of the Trust. The District will notify TMS on the use of the funds.
Bert moved and Caty seconded a motion supporting a resolution to receive and expend the Braemar Charitable Trust funds in the General Fund. Motion carried unanimously. The Board will begin discussing use of the funds over the next few Board meetings.
OTHER BUSINESS AND ADJOURNMENT
Deb reported on her attendance at a rural symposium program held in Pilot Rock.
The next District Board meeting will be at 5:00 pm, Thursday, November 12, 2009 at the City of Pendleton Community Conference Room behind the library.
Mardel moved and Deb seconded a motion to close the meeting. Motion passed unanimously. President Jean Eckles adjourned the meeting at 5:35 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
September 10, 2009, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
Vice President Mardel James-Bose called the meeting to order at 5:04 pm.
ACCOUNTS PAYABLE
Bert moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
CORRESPONDENCE
None needing Board attention.
FINANCIAL STATEMENT
August 2009 not yet completed.
MINUTES
Bert moved to accept the August 11, 2009 Board meeting minutes. Caty seconded the motion. Motion passed unanimously.
DISTRICT VISITS TO CITY LIBRARY BOARD MEETINGS
Caty said she had visited the joint Ukiah Public / School library and met with Sherri Contreras. She noticed the new shelving and growing collection and felt she saw good, overall progress was being made. Caty suggested that the District Board could probably improve the coordination of the Board library visits by formalizing future schedules.
TRUST MANAGEMENT SERVICES GRANT RESOLUTION
Caty moved and Deb seconded a motion to accept the $5,500 TMS grant funds in this year’s budget. Motion passed unanimously.
WILDHORSE FOUNDATION GRANT RESOLUTION
Bert moved and Caty seconded a motion to accept the $5,000 Wildhorse Foundation grant funds in this year’s budget. Motion passed unanimously.
“TAKING STOCK, MOVING AHEAD,” RUTH METZ CONSULTANT OCTOBER VISIT
Ken reviewed Ruth’s work session plan for the District Board and the City governance representatives beginning 6 pm, Thursday, October 8, 2009 in the City of Pendleton Community Conference Room. The District Board will hold a short Board meeting from 5 – 5:30 pm, followed by pizza for everyone. Governing members from City library boards and councils should be there by 6 pm, or a bit earlier if they want some pizza. Ruth will begin with a teen focus group for 30 – 45 minutes. At the conclusion of the teen focus group Ruth and the library governing members will continue the work session until 8 pm.
TAKE OFF VEHICLE – COLLINS FOUNDATION GRANT
Ken updated the Board on this grant. The District asked Collins for $14,950 (77%) of the $19,370 project amount. On September 2 the District emailed Collins back with some supplementary program information. A decision will be made sometime in October.
TAKE OFF VEHICLE – PACIFIC POWER FOUNDATION GRANT
Ken updated the Board on this grant. The District asked Pacific Power for $4,420 (23%) of the $19,370 project amount. The District expects a decision will be made sometime in October.
09-11 UMATILLA COUNTY COMMISSION ON CHILDREN AND FAMILIES (CCF) RFP
Ken told the Board that this 2 year grant proposal was delivered to the CCF office on August 26. The Take Off program asked CCF for $12,000 each year of the state biennium beginning this year. A decision is expected in September.
OTHER BUSINESS AND ADJOURNMENT
Ken told the Board that he and Dea will email them the Microsoft website information for converting pre-2007 Microsoft Excel and Word software documents and spreadsheets. Ken reviewed the progress of the Sage Consolidated Loan Rules Committee and updated the Board on the November 6, 2009 District In-Service training day.
The next District Board meeting will be at 5:00 pm, Thursday, October 8, 2009 at the City of Pendleton Community Conference Room behind the library. The Board meeting will be followed at 6:00 pm with the Ruth Metz work session “Taking Stock, Moving Ahead II.”
Bert moved and Deb seconded a motion to close the meeting. Motion passed unanimously. Vice President Mardel James-Bose adjourned the meeting at 6:02 pm.
Respectfully submitted, Mardel James-Bose, Vice President
Minutes
Board of Directors Meeting
August 11, 2009, at 6:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Jean Eckles called the meeting to order at 6:00 pm.
ACCOUNTS PAYABLE
Bert moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.
CORRESPONDENCE
None needing Board attention.
FINANCIAL STATEMENT
Deborah moved to accept the June 2009 financial statement passed out at the July 9, 2009 Board meeting subject to audit. Caty seconded the motion. Motion passed unanimously. Ken passed out the July 2009 financial statement for review at the September 10, 2009 Board meeting.
MINUTES
Bert moved to accept the July 9, 2009 Board meeting minutes. Deborah seconded the motion. Motion passed unanimously.
WIND PROJECTS CSF: EURUS COMBINE HILLS / NEXT ERA STATELINE 3
Bert, Jean and Ken attended the July 30, 2009 windmill projects Community Service Fee (CSF) hearing at the county courthouse. At the meeting the county asked each District to break down their contribution to the community benefit funds. Bert and Jean said the District would break down their 20% contribution by giving 10% to AWERE in Athena – Weston, 5% to HELP in Helix and 5% to the City of Adams. Connie Capplinger asked Ken this afternoon for typed agreements for both projects based on the county sample agreement received July 6, 2009. Jean signed the agreements that included the District CSF distribution decided on by the Board last month. Ken will deliver them to the county tomorrow.
DISTRICT VISITS TO CITY LIBRARY BOARD MEETINGS
Bert and Deborah attended the Umatilla PL Board meeting in July. They noticed lots of energy from everyone, computer boxes and enthusiasm from the Friends of the Library for the new building.
Caty visited the August 3 Weston Friends of the Library (FOWL) Board meeting and the August 4 Weston PL Board meeting. The Weston PL Board currently has six members. Their agenda included discussions of their budget, Board alternates & vacancies, the Libris grant, summer accomplishments, Family movie night, the Millennium test and courier service. The Board reminded themselves to call ahead to confirm the library board meeting. Planned September visits include Bert and Mardel to Helix, Deborah to Pilot Rock, Jean and Mardel to Milton-Freewater.
09-10 OREGON STATE LIBRARY READY TO READ GRANT
Ken reviewed the proposed grant with the Board. After a brief discussion the Board by consensus agreed to submit the grant as proposed. The due date is August 31, 2009. Jean signed the grant application and Ken will mail it off to OSL this week.
09-11 UMATILLA COUNTY COMMISSION ON CHILDREN AND FAMILIES (CCF) RFP
Ken reviewed the CCF RFP and the two year grant process with the Board. He indicated that the Take Off program uses this grant mainly for “stuff” not personnel and capital items. The grant proposal is due at the CCF office in the Umatilla County Courthouse by noon August 28, 2009.
TAKE OFF VEHICLE
Ken updated the Board on this proposed grant indicating that he is working with Lyn Craig of LEO in writing the grant that will hopefully go out next week. Lyn and Ken have identified the Collins Foundation in Portland as a potential primary funder along with several other smaller foundations for the balance. The Board liked the Take Off logo graphic mock up by the ESD that will be submitted with the proposals.
“TAKING STOCK, MOVING AHEAD,” RUTH METZ CONSULTANT FALL DATES
The Board reviewed dates in September – November for Ruth to come. They selected Thursday, October 8, 2009 and Thursday, November 12, 2009 as their preferred dates. Ken will confirm these dates with Ruth as well as availability of the City of Pendleton Community Conference Room.
CPA ENGAGEMENT CONTRACT
Bert moved to accept a new financial services contract with Dickey and Tremper through June 30, 2010. Caty seconded the motion. The motion passed unanimously.
OTHER BUSINESS AND ADJOURNMENT
Bert mentioned receiving an email from Special Districts about a Board training opportunity in September at the Pendleton Red Lion. Ken said he would check on the details and get back to the Board for those interested in attending.
The next District Board meeting will be at 5:00 pm, Thursday, September 10 in the District Office.
Bert moved and Mardel seconded a motion to close the meeting. Motion passed unanimously. President Jean Eckles adjourned the meeting at 7:02 pm.
Respectfully submitted, Jean Eckles, President
Minutes
Board of Directors Meeting
July 9, 2009, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:00 pm.
New Board Member’s Catherine Clifton and Deborah Jones were given the Oath of Office by Ken Reading, Board Secretary.
Mardel nominated Jean to be 09-10 Board President. Deborah seconded the motion. Motion passed unanimously. Jean nominated Mardel to be 09-10 Board Vice President. Catherine seconded the motion. Motion passed unanimously.
ACCOUNTS PAYABLE
Jean moved to accept accounts payable. Mardel seconded the motion. Motion passed unanimously.
An updated Banner Bank checking account signature sheet was signed by all the Board Members and Board Secretary (Ken). New Board Member information sheets were also completed by Catherine Clifton and Deborah Jones.
CORRESPONDENCE
None needing Board attention.
FINANCIAL STATEMENT
Mardel moved to accept the May 2009 financial statement passed out at the June 11, 2009 Board meeting subject to audit. Jean seconded the motion. Motion passed unanimously. Ken passed out the June 2009, year end financial statement. Jean moved to table any discussion and review of the June 2009 financial statement until the August 11, 2009 Board meeting. Mardel seconded the motion. Motion passed unanimously.
MINUTES
Jean moved to accept the June 11, 2009 Board meeting minutes as submitted. Mardel seconded the motion. Motion passed unanimously.
WIND PROJECTS CSF: EURUS COMBINE HILLS / NEXT ERA STATELINE 3
Bert, Catherine, Jean and Ken reported on the July 6, 2009 the windmill projects Community Service Fee (CSF) meeting at the Athena Public Library. County Commissioner Bill Hansell, County Board of Commissioner Executive Assistant Connie Caplinger and four of the other seven eligible special districts were also there.
After Board deliberation, Jean made a motion, seconded by Mardel that each of the eligible special districts be allowed to choose how much of their CSF they will contribute to the Community Benefit Fund (CBF) of each project, and that the Library District donate 20% of their CSF distribution to the CBF of both projects. Motion passed unanimously.
DISTRICT VISITS TO CITY LIBRARY BOARD MEETINGS
Tom Hebert shared his views of library service in the county and made recommendations for improvements. He also pointed out the value of the 2005 Paul Koch Consulting Report and the importance of visiting all the City libraries.
The Board reviewed the City library visits discussion of last month then went ahead and made plans for City library visits in July and August. Bert and Mardel will visit Helix PL in August, Catherine and Jean will visit Ukiah in August, Deborah and Bert will visit Umatilla in July.
CITY LIBRARY MINUTES
By consensus the Board felt that City Library Board minutes would be helpful in understanding local and countywide Library issues. They asked Ken to work with City Librarians to receive and forward these minutes to the Board via email.
“TAKING STOCK, MOVING AHEAD,” RUTH METZ CONSULTANT PROPOSAL
Ken reminded the Board that Ruth Metz would be here this fall in a September to November timeline to assist the District with service improvement planning.
CITY LIBRARY READER BOARDS
Ken discussed the value of outside reader boards at all city libraries. Catherine felt that local librarians need to also buy into the idea. Windmill monies may be available for these starting in about 18-24 months.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 6:00 pm, Tuesday, August 11 in the District Office.
Deborah moved and Catherine seconded a motion to close the meeting. Motion passed unanimously. President Bert Lewis adjourned the meeting at 6:52 pm.
Respectfully submitted, Bert Lewis, President
Board of Directors Meeting
June 11, 2009, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:02 pm.
CORRESPONDENCE
None.
ACCOUNTS PAYABLE
Jean moved to accept accounts payable along with the additional payables submitted today. Mardel seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Mardel moved to accept the April 2009 financial statement passed out at the May 14, 2009 Board meeting subject to audit. Jean seconded the motion. Motion passed unanimously. Ken passed out the May 2009 financial statement. Mardel moved to table review and discussion of the May 2009 financial statement until the July 9, 2009 Board meeting. Jean seconded the motion. Motion passed unanimously.
MINUTES
Deniece moved to accept the May 14, 2009 Board meeting minutes as submitted. Mardel seconded the motion. Motion passed unanimously.
MAY 19, 2009 DISTRICT BOARD ELECTIONS
Jean moved to accept the election results and to recognize Deborah Jones of Pilot Rock and Catherine Clifton of Athena as the two new elected Board Members. Ken will notify the county Board of Elections with an acceptance letter. Mardel seconded the motion. Motion passed unanimously.
COMBINE HILLS II WINDMILL AGREEMENT UPDATE
As of the Board meeting Ken has not heard back from the County on the current status of any Community Service Fee Agreement efforts to date. The Board asked Ken to find out what if anything is happening and report back. [Doug Olson, County Attorney, called 6-12-09 during lunch to say he had spoken with Connie Caplinger who said some things had come into place and she anticipates contacting the special districts next week perhaps.]
RUTH METZ CONSULTANT PROPOSAL
The Board reviewed the proposal initiated by Ken from Library Consultant Ruth Metz. Ruth would come and facilitate 2-3 work sessions during a Sept – November 2009 timeframe focusing on the next appropriate District outcomes. Ruth came three years ago and ended up recommending that the District consolidate public library loan rules in the county. These were implemented in August 2007. The consensus of the Board was to contact Ruth and move forward with the project.
09-10 DISTRICT BUDGET ADOPTION RECOMMENDATIONS
General Fund Resources – Increase Beginning Fund Balance to $173,500; lower interest to $5,000; add $2,500 to Other Income for possible Echo windmill fee receipt.
General Fund Expenditures – Raise Programs and Training to $15,100 (Add $4,000 for Ruth Metz consultant and $2,500 in windmill fees for a special project, Take Off vehicle support, or database support); raise contingency slightly to $64,681.
Resource Sharing Fund Resources – Raise Other Income to $9,300.
Resource Sharing Fund Expenditures – Raise Sage Library System to $40,000.
Capital Improvement Reserve Fund Resources – No changes
Capital Improvement Reserve Fund Expenditures – No changes
Take Off Fund Resources – Lower Beginning Fund Balance to $16,000 and State Ready to Read grant to $7,600.
Take Off Fund Expenditures – Lower contingency to $6,558.
Jean moved to accept Resolution 0910-2 making appropriations for the fiscal year ending June 30, 2010. Deniece seconded the motion. Motion passed unanimously.
Mardel moved to accept Resolution 0910-1 adopting the 09 - 10 budget for the fiscal year ending June 30, 2010. Jean seconded the motion. Motion passed unanimously.
Deniece moved to accept Resolution 0910-3 levying taxes for the fiscal year ending June 30, 2010. Mardel seconded the motion. Motion passed unanimously.
WILDHORSE FOUNDATION FINAL GRANT REPORT 08-09
Ken included the report in the Board packets for informational purposes. Jean appreciated the report clarity and ease of understanding.
ALSP PROGRESS AND FREQUENCY REPORTING
After some discussion the Board felt that quarterly reporting of the District ALSP progress would be adequate.
BOARD MEMBER CITY VISIT ASSIGNMENTS. CITY LIBRARY MINUTES
After some discussion the Board felt that specific, occasional assignments to visit certain libraries would be preferable to being assigned ongoing liaison duties with a group of libraries. The Board felt they would like to take more time to consider receiving monthly copies of all City Library Board minutes.
TAKE OFF PROGRAM VEHICLE GRANT UPDATE
Ken reported to the Board that a recent grant to OCF developed by both he and Lyn Craig had not been successful. He is developing other ideas to strengthen the next proposal.
BOWMAN BUILDING LEASE
Ken told the Board that the District’s new month to month lease for 592 square feet of office space in the Bowman Building would go from $368 to $425 effective July 1 and include an annual 3% price escalation. Ken feels that the District should work towards a ground floor location preferably one owned by the District over the next 3-5 years.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, July 9 in the District Office.
The Board thanked Deniece Derbyshire for her four months of service on the Board.
Deniece moved and Mardel seconded a motion to close the meeting. Motion passed unanimously. President Bert Lewis adjourned the meeting at 6:48 pm.
Respectfully submitted, Bert Lewis, President
Minutes
Budget Hearing and Board of Directors Meeting
May 14, 2009, at 5:00 pm
City of Pendleton Community Conference Room
BUDGET HEARING
Board President Bert Lewis called the Budget Hearing to order at 5:00 pm. In attendance were Board Members Bert Lewis, Mardel James-Bose, Deniece Derbyshire and Staff Member Ken Reading. There were no visitors or public comments on the 09-10 budget. After 20 minutes Mardel moved to close the Budget Hearing. Deniece seconded the motion. Motion passed unanimously and Board President Bert Lewis adjourned the meeting at 5:22 pm.
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
Ken Reading, Librarian/Coordinator
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:23 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Mardel moved to accept accounts payable. Deniece seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Mardel moved to accept the March 2009 financial statement passed out at the April 9, 2009 Board meeting subject to audit. Deniece seconded the motion. Motion passed unanimously. Ken passed out the April 2009 financial statement for review and discussion at the June 11, 2009 Board meeting.
MINUTES
Mardel moved to accept the April 9, 2009 and April 30, 2009 Board meeting minutes as submitted. Deniece seconded the motion. Motion passed unanimously.
09-10 CITY ALSP APPROVALS
The Board felt the service plans were uniformly better this year. Mardel moved to approve all the 09-10 ALSP’s. Deniece seconded the motion. Motion passed unanimously.
ADMINISTRATIVE FEE - ANNUAL REVIEW
After some discussion about the purpose and value of the fee Mardel moved to retain the one percent Administrative fee for 09-10 with a recommendation to evaluate it more closely during the next fiscal year. Deniece seconded the motion. Motion passed unanimously.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, June 11th in the District Office. The agenda will include adoption of the 09-10 District Budget.
Mardel moved and Deniece 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
Minutes
Board of Directors Meeting
April 30, 2009, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:03 pm.
OREGON WIND FARMS COMMUNITY SERVICE FEE UPDATE
Bert, Deniece and Jean attended the April 15, 2009 Umatilla County Commissioner’s meeting with Ken. After discussion with the Commissioners, Bert, Deniece and Jean tentatively agreed to contribute 50% of their Echo Wind Farms CSF voting percentage to the Echo Community Benefit Plan.
Jean moved to accept the Community Services Fee agreement, dated April 27, 2009 that was negotiated with the County Commissioners at their April 15, 2009 meeting. Dave seconded the motion. Motion passed unanimously.
OTHER BUSINESS AND ADJOURNMENT
Bert, Dave and Jean also signed the Banner Bank Resolution associated with the check signing form completed last month.
Dave moved to close the meeting. Jean seconded the motion. Motion passed unanimously. President Bert Lewis adjourned the meeting at 5:18 pm.
The next District Board meeting and Budget Hearing will be at 5:00 pm, Thursday, May 14, 2009 at the City of Pendleton Community Conference Room.
Respectfully submitted, Bert Lewis, President
Minutes
Board of Directors Meeting
April 9, 2009, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
Ken Reading, Librarian/Coordinator
VISITORS
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:02 pm.
OATH OF OFFICE
Deniece Derbyshire who accepted the Board invitation to replace Valerie Jorstad was given the Oath of Office by Ken Reading, Board Secretary.
BANK SIGNATURE CARD UPDATED
Board members present updated the new signature card. Ken will contact David Gowdy for his signature in the next few days.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Ken passed out an updated accounts payable sheet. Jean moved to accept the accounts payable. Mardel seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Mardel moved to accept the February 2009 financial statement subject to audit. Jean seconded the motion. Motion passed unanimously. Ken passed out the March 2009 financial statement for review and discussion at the May 14 Board meeting.
MINUTES
Mardel moved to accept the March 12, 2009 minutes without correction. Jean seconded the motion. Motion passed unanimously.
ORECHO WIND FARMS COMMUNITY SERVICE FEE UPDATE
Bert reported on the April 3 meeting with three of the other four Special Districts. She said that after an hour they all reached an agreement to split up the Community Service Fee (CSF) among the taxing Districts with a minimum of 50% from each District’s allocation going to a proposed Echo Community Foundation. The Port of Umatilla District was not present but has indicated a desire to allocate their entire CSF portion to a proposed Echo Community Foundation. The County has asked each of the Districts to report back by Friday, April 10.
Jean moved to accept the agreement for distribution of the CSF developed by the four Districts on April 3. Mardel seconded the motion. Motion passed unanimously.
09-10 ANNUAL LIBRARY SERVICE PLANS (ALSP)
Ken distributed copies of all the City and District 09-10 ALSP’s to the Board for their review and acceptance at the May 14 Board meeting.
DISTRICT STAFF IN-SERVICE TRAINING – FRIDAY, APRIL 24, 2009 AT MFPL
Ken discussed briefly the proposed training program developed by the Training Committee and invited Board members who were available to attend some or all of the training if possible.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, May 14, 2009 at the City of Pendleton Community Conference Room.
Jean moved to close the meeting. Mardel seconded the motion. Motion passed unanimously. President Bert Lewis adjourned the meeting at 6:20 pm.
Respectfully submitted, Bert Lewis, President
Minutes
Board of Directors Meeting
March 12, 2009, at 5:00 pm
City of Pendleton Community Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
Ken Reading, Librarian/Coordinator
VISITORS
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:09 pm.
CORRESPONDENCE
None
ACCOUNTS PAYABLE
Mardel moved to accepts accounts payable. Dave seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Mardel moved to accept the January 2009 financial statement subject to audit. Dave seconded the motion. Motion passed unanimously. Ken passed out the February 2009 financial statement. Mardel moved to table discussion of the February 2009 financial statement until the April meeting. Dave seconded the motion. Motion passed unanimously.
MINUTES
Dave moved to accept the March 2, 2009 minutes without correction. Mardel seconded the motion. Motion passed unanimously.
HELIX PUBLIC LIBRARY FUNDRAISING REQUEST
The Board reviewed the request letter for initial first year support assistance of an annual Helix community wide potluck/open house fundraising event at the library. After some discussion, Mardel moved to contribute $250 to help cover initial year one expenses. Dave seconded the motion. Motion passed unanimously.
ECHO WIND FARMS COMMUNITY SERVICE FEE UPDATE
Bert and Ken attended a March 4 County Commissioners meeting where they informed the Commissioners that the Board voted not support the current County proposal. Bert and Ken asked for a meeting of the five Special Districts in an attempt to work out an agreement. Bert and Ken met for nearly two hours on March 9 at the Echo Firehouse with three of the other five Special Districts sharing ideas, concerns and proposal areas without coming to any agreement. The Board understands that the West Umatilla Vector Control District is meeting this evening to decide whether or not to support the original County proposal.
ADAMS PL VISIT
Ken reported on his visit with the Adams PL Board on March 2, 2009. Their fund raising and grant writing efforts increase their budget by about 10% annually. Ken felt that many libraries in the District do pretty well with supplemental funding every year and they could all learn from each other in this area.
VALERIE JORSTAD DISTRICT BOARD RESIGNATION
Valerie Jorstad from Umatilla tendered her resignation from the Board effective immediately. Dave moved to accepted her letter of resignation and to thank Valerie for her eight years of service to the District. Mardel seconded the motion. Motion passed unanimously. Valerie has served the past four years on the District Board and four years prior to that on the District Budget Committee.
Dave moved to have Ken contact Deniece Derbyshire of Umatilla to see if she would serve out Valerie’s term of office through June 30, 2009. Mardel seconded the motion. Motion passed unanimously.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, April 9, 2009 in the District Office
Dave moved to close the meeting. Mardel seconded the motion. Motion passed unanimously. President Bert Lewis adjourned the meeting at 5:46 pm.
Respectfully submitted, Bert Lewis, President
Minutes
Board of Directors Meeting
March 2, 2009, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
Ken Reading, Librarian/Coordinator
VISITORS
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:02 pm.
CORRESPONDENCE
Note from Tammy Williams of Echo and an email note from Diane Berry, Echo City Manager.
ACCOUNTS PAYABLE
N/A
FINANCIAL STATEMENT
N/A
MINUTES
Dave moved to accept the February 19, 2009 minutes without correction. Jean seconded the motion.
OREGON WIND FARMS (ECHO) SIP COMMUNITY SERVICES (CSF) FEE
The Board reviewed the CSF language and requirements in the Oregon Wind Farms (Echo) SIP, the State of Oregon Economic and Community Development CSF Administrative Rules, previous Pre-SIP Community Benefit Plans in Umatilla County, County hearings, visits, plus the opinions and views of other interested parties and stakeholders.
After discussion the Board by consensus felt that it is not in the best interest of the District to support the current Oregon Wind Farms (Echo) proposal put forth by the county. The Board feels they would be remiss to give away CSF funds for fifteen years that may be available. The Board is willing to support an annual CSF distribution agreement that is, (1) based primarily on the voting percentage of the affected local taxing districts, (2) that would allow the affected taxing districts the option of giving some or all of their CSF distribution to a Community Benefit Plan in the Echo school district boundaries, and (3) that Umatilla County continue to agree that any distribution that it might otherwise receive from the CSF be allocated according to voting percentages of the affected local taxing districts.
The Board also feels that a locally negotiated agreement prior to April 16, 2009 is strongly preferred. To that end the Board recommends that the Umatilla County Commissioners convene a meeting of the affected special districts prior to April 16, 2009 in order to reach an agreement.
Short of the required 75% concurrence among the affected local taxing districts the Board understands that a default distribution decision will be made by the state.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, March 12, 2009 at the City of Pendleton Community Conference Room. The 2009-10 District Budget Committee meeting will follow at 6:00 pm.
Dave moved to close the meeting. Jean seconded the motion. Motion passed unanimously.
President Bert Lewis adjourned the meeting at 5:45 pm.
Respectfully submitted, Bert Lewis, President
Minutes
Board of Directors Meeting
February 19, 2009, at 5:00 pm
BMCC – Room ST -214
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:02 pm.
CORRESPONDENCE
A letter was received from the Helix PL for District fundraising startup assistance. The Board deferred discussion of the letter until the March 12, 2009 Board meeting.
ACCOUNTS PAYABLE
Dave moved to accept the accounts payable as presented. Jean seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Ken passed out the January 2009 financial statement. Dave moved to table discussion of the January 2009 financial statement until the March 12, 2009 meeting. Jean seconded the motion. Motion passed unanimously.
MINUTES
Mardel moved to accept the January 22, 2009 minutes without correction. Jean seconded the motion. Motion passed unanimously.
OREGON (ECHO) WINDFARMS SIP COMMUNITY SERVICES FEE MOU PROPOSAL
Connie Capplinger, Executive Asst. to the Umatilla County Board of Commissioner’s & Director of the Umatilla County Health & Welfare Services and a resident of Echo explained the history and answered questions about the CSF proposal in Echo. Tammy Williams, a member of the County Planning Commission and a resident of Echo also took time to explain and answer questions about the proposal based on her understanding. Connie and Tammy excused themselves and following a brief discussion Jean moved to table signing the proposed Community Services Fee MOU until the West Umatilla Vector Control District held their meeting next Thursday, February 26. Mardel seconded the motion. Motion passed unanimously.
All the Board was of the opinion that they may need to officially convene again and vote on the issue prior to the next county CSF for the Echo wind project hearing scheduled for March 4, 2009.
CITY / UCSLD AGREEMENT FOR LIBRARY SERVICES “REFRESHING”
The Board took no action and will continue to monitor progress on receiving input.
ADAMS, HELIX AND UKIAH VISITS
Ken will attend the Adams Board meeting on Monday, March 2 and the Ukiah Friends group meeting tomorrow (February 20, 2009) morning at 9 am. He did meet with the Helix Library Board on February 5, 2009 and discussed with them some possible options for developing other supplemental sources of income. He will report on both the Adams and Ukiah visits at the March 12, 2009 meeting.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, March 12, 2009 at the City of Pendleton Community Conference Room. The 2009-10 District Budget Committee meeting will follow at 6:00 pm.
Dave moved to close the meeting. Mardel seconded the motion. Motion passed unanimously. President Bert Lewis adjourned the meeting at 7:05 pm.
Respectfully submitted, Bert Lewis, President
Minutes
Board of Directors Meeting
January 22, 2009, at 6:00 pm
BMCC - Room P-132
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:02 pm.
CORRESPONDENCE
None.
ACCOUNTS PAYABLE
Jean moved to accept the accounts payable as presented. Mardel seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Ken indicated the duplicate December 08’ Rent General Fund line item will be corrected with the January report plus the $10k Take Off Fund Program Support line item. Jean moved to accept the November and December 2008 financial statements subject to audit. Dave seconded the motion. Motion passed unanimously.
MINUTES
Mardel moved to accept the December 11, 2008 minutes without correction. Jean seconded the motion. Motion passed unanimously.
CITY / UCSLD AGREEMENT FOR LIBRARY SERVICES “REFRESHING”
Ken indicated that City Library Directors did not suggest any agreement improvements at their meeting yesterday. Ken believes they need a bit more time and will be contacting each Director and City Library over the next few months to follow-up on any recommendations. The Board talked more about assisting the three smallest City libraries in some way to improve their open hours and services. Several ideas were discussed. The Board asked Ken to visit the Adams, Helix and Ukiah Library Board meetings to discuss possible ideas.
LEARNING EXPRESS STARTUP
Ken updated the Board on the implementation of this District funded database that will be available starting Feb 1, 2009 to the public at all City libraries and off site for patrons.
BOARD ELECTIONS MAY 19
Ken and the Board reviewed the upcoming May 19 District Board elections. The seats held by David Gowdy and Valerie Jorstad will both be up for election. Registered voters in the District may file at the County Courthouse in Pendleton February 7 – March 19.
OCF GRANT FOR TAKE OFF VEHICLE
By consensus the Board gave the go ahead for Ken to move forward with a $25,000 grant proposal by Lyn Craig of LEO to the Oregon Community Foundation for a Take Off program vehicle due by January 31st.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, February 19, 2009 at the District Office.
President Bert Lewis adjourned the meeting at 6:55 pm.
Respectfully submitted, Bert Lewis, President
Minutes
Budget Committee for FY 2009-10
March 12, 2009, at 6:00 pm
City of Pendleton Conference Room, Pendleton, OR
ATTENDANCE – BOARD
ATTENDANCE – APPOINTED BUDGET COMMITTEE MEMBERS
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
CALL TO ORDER
Bert Lewis called the meeting to order at 6:00 pm and introductions were made.
ELECTION OF CHAIR
Greg Holden was elected by unanimous consent.
BUDGET PRESENTATION
Greg Holden asked Ken Reading to present the proposed budget for FY 09-10. Ken worked through the budget message, fund descriptions, and fund spreadsheets and answered questions.
PUBLIC COMMENTS
None, as no one other than the Budget Committee were present.
DISCUSSION, APPROVAL, SET TAX RATE
The Committee spent about 5 minutes in discussion and felt we were fortunate to have a library district in a recessionary climate where most governmental budgets are being cut, people laid off, etc.
Natalie Sanusi made a motion to approve the 2009-10 budget for the Umatilla County Special Library District as presented. Denise Wienke seconded the motion. The motion passed unanimously.
Lee Farren made a motion to approve the tax rate at the current 36.82 cents per $1,000 of assessed value. Natalie Sanusi seconded the motion. The motion passed unanimously.
ADJOURNMENT
Greg Holden adjourned the meeting at 6:41 pm.
2008 Board Meeting Minutes
Minutes
Board of Directors Meeting
December 11, 2008, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:02 pm.
CORRESPONDENCE
None.
ACCOUNTS PAYABLE
Valerie moved to accept the accounts payable as presented. Dave seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Valerie moved to accept the October 2008 financial statement subject to audit. Mardel seconded the motion. Motion passed unanimously. Ken distributed the November 2008 Financial statement for review and approval at the January 22, 2009 meeting.
MINUTES
Valerie moved to accept the October 16, 2008 and November 13, 2008 minutes without correction. Mardel seconded the motion. Motion passed unanimously.
07-08 ALSP EVALUATIONS
The Board felt that overall the evaluations are valuable. The Board’s chief concern is that some Cities are still not getting them into the hands of their City administrators, City Councils and some City Library Board members. The Board would like to receive input regarding this at the January 21st District Director’s and January 22nd Governance Training meetings.
CITY / UCSLD AGREEMENT FOR LIBRARY SERVICES “REFRESHING”
Ken distributed copies of the current agreement with the Cities and the Library District. The Board said they would like to read through the agreements over the next month and have them on the Board agenda again at the January meeting. Ken said he would ask the Cities for any changes, clarifications or modification recommendations they might have to strengthen the agreement.
Ken and the Board spent a few minutes discussing possible ways to provide incentives to the cities to try new things. Dave threw out the possibility of the District using a Hawaiian Airlines credit card to pay bills and use accumulated points for incentives.
09-10 BUDGET (TIMELINE, BUDGET COMMITTEE MEMBERS)
The Board reviewed the 09-10 Budget timeline without comment. March 12, 2009 is the scheduled Budget Committee date. Ken Advised the Board that the District should not need any new Budget Committee members until next year unless someone drops out in the next couple of months. He will contact the current five Budget Committee members in January to reconfirm their service this year for the March 12, 2009 Budget Committee meeting.
GOVERNANCE TRAINING MEETING, THURSDAY, JAN. 22, 2009
Ken reviewed the arrangements for the Thursday, January 22, 2009 Governance Training meeting at BMCC – Pendleton Campus, Room P-132. Doug Henrichs, currently on the Oregon State Library Board from Milton-Freewater will be the speaker.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 6:00 pm, Thursday, January 22, 2009 at BMCC in Room P-132, next to the library.
The Board meeting will be followed at 7:00 pm, in the same room with a District Governance Training meeting for all City Library Boards and Council Representatives. Doug Henrichs currently a Board Member and past Board Chair of the Oregon State Library from Milton-Freewater will address the group. Doug will be talking about 21st century challenges Oregon public libraries face and what changes we might want to consider in Umatilla County.
President Bert Lewis adjourned the meeting at 6:06 pm.
Respectfully submitted, Bert Lewis, President
Minutes
Board of Directors Meeting
November 13, 2008, at 5:00 pm
City of Pendleton Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
CALL TO ORDER
Jean and Valerie waited until 5:17 pm so without a quorum they decided to receive input and discussion without making any decisions.
CORRESPONDENCE
None.
ACCOUNTS PAYABLE
Deferred until December
FINANCIAL STATEMENT
Deferred until December
MINUTES
Deferred until December
07-08 ALSP EVALUATIONS
Ken distributed the Milton-Freewater PL evaluation. Jean felt that overall the evaluations were better this year. She noticed that the Pendleton PL evaluator felt their children’s program might be too craft oriented. El Rae indicated that craft activities are only used to reinforce. Jean liked the Hermiston PL Baby Einstein series, Baby Boogie, Pre-Teen “mall crawl” Advisory Group, Kimbra’s internship at Hermiston PL and noted the Pendleton PL struggle with adult programming.
El Rae said that she and others on the Pendleton PL Board had visited 3-5 libraries over the past 18 months primarily to observe children’s program areas and found the effort very valuable in guiding their children’s area remodeling at Pendleton PL.
DISTRICT AUDITS
Ken passed out copies to those present.
UMATILLA CO. STRATEGIC INVESTMENT PROGRAM / OREGON WIND FARMS
Ken reported on the meeting held at the courthouse on November 5th. The upshot of this meeting is that the windmills near Echo may bring in an extra $5,000 to the District starting next year. It is a “small” farm as to the number of windmills. There are also some windmills in Morrow County that are part of this same project. Both counties will share equally in fee or tax proceeds.
ANNUAL REVIEW OF PRIORITIES FOR PROGRAM AND SERVICE DELIVERY
There were no comments from the Board or visitors. Ken felt that it may be time to refresh some aspects of the agreement and other governing documents the District has with the Cities. Nothing major, but input and suggestions from the Cities based on the past four years would be helpful in maintaining a high level of cooperation with all the City libraries and the District.
OTHER BUSINESS AND ADJOURNMENT
The next District Board meeting will be at 5:00 pm, Thursday, December 11 at the District Office.
Jean and Val adjourned the meeting at 6:00 pm.
Respectfully submitted, Bert Lewis, President
Minutes
Board of Directors Meeting
October 16, 2008, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
CALL TO ORDER
President Bert Lewis called the meeting to order at 5:05 pm.
CORRESPONDENCE
A letter from the County Commissioners office came notifying the District of a public meeting on November 5, 2008 to discuss a Strategic Investment Program (SIP) with Oregon Wind Farms.
ACCOUNTS PAYABLE
Val moved to accept accounts payable. Jean seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Jean moved to accept both the August and September 2008 statements subject to audit. Mardel seconded the motion. Motion passed unanimously.
MINUTES
Jean moved to accept the September 18, 2008 minutes without correction. Val seconded the motion. Motion passed unanimously.
SPECIAL DISTRICT LONGEVITY CREDIT AGREEMENT
By consensus the Board agreed to accept the Special Districts longevity credit agreement and ask Ken to send back the paperwork to SDAO.
STANDARDIZED LOAN RULES MODIFICATION
Ken presented the Board with two Loan Rule Language modifications options to clear up outstanding balances totaling less than $5.00 on or before a patron’s card renewal date.
First option: Borrowing privileges for a patron with an outstanding balance of $5.00 or more will be suspended until the amount due has been paid in full. Borrowing privileges for a patron with an outstanding balance of less than $5.00 will continue until their renewal date at which time these privileges will be suspended unless the total amount due has been paid, waived, or otherwise satisfied. In the case of fines owed by a minor, borrowing privileges for the parent or guardian who accepted responsibility for the child's library use by signing his or her application card, and for any and all other cards issued on that adult's signature, will be suspended.
Second option: Borrowing privileges for a patron with an outstanding balance of $5.00 or more will be suspended until the amount due has been paid in full. Borrowing privileges for a patron with an outstanding balance of less than $5.00 will continue until their renewal date at which time these privileges will be suspended unless the total amount due has been paid (25% discount if paid in full prior to the renewal date.), waived, or otherwise satisfied. In the case of fines owed by a minor, borrowing privileges for the parent or guardian who accepted responsibility for the child's library use by signing his or her application card, and for any and all other cards issued on that adult's signature, will be suspended.
After some discussion Val moved to adopt the First Option. Jean seconded the motion. Motion passed unanimously. The Board also indicated that suggested improvements to the County-wide Standardized Loan Rules are always welcome.
07-08 ALSP EVALUATIONS
Ken distributed to the Board copies from eight City Library ALSP Evaluations plus the District Evaluation. He updated the Board on what he knew about the four overdue evaluations. The Board will read over and discuss them at the November meeting.
OTHER BUSINESS AND ADJOURNMENT
The Board will hold the required annual priorities and services review at 5:45 pm, November 13, 2008, following the 5:00 pm Board Meeting. This annual review requirement reads as follows:
“Priorities for Program and Service Delivery: The District shall meet annually with representatives of all cities (elected officials, librarians, library board members, and the public) to collaboratively review and update the District’s Priorities for Program and Service Delivery.”
Ken also passed out for Board review preliminary copies of the November 7, 2008 District In-Service Training program to be held at the Hermiston Public Library.
The next District Board meeting will be at 5:00 pm, Thursday, November 13 at the City of Pendleton Community Room.
President Bert Lewis adjourned the meeting at 5:40 pm.
Respectfully submitted, Bert Lewis, President
Minutes
Board of Directors Meeting
September 18, 2008, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
August 14, 2008, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
July 10, 2008, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
June 12, 2008, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
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
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
April 10, 2008, at 5:00 pm
District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
March 13, 2008, at 5:00 pm
City of Pendleton Community Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
February 14, 2008, at 4:15 pm
in the District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
January 10, 2008, at 4:15 pm
in the District Office
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Budget Committee for FY 2008-09
March 13, 2008, at 6:00 pm
City of Pendleton Conference Room, Pendleton, OR
ATTENDANCE – BOARD
ATTENDANCE – APPOINTED BUDGET COMMITTEE MEMBERS
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
None
CALL TO ORDER
Bert Lewis called the meeting to order at 6:05 pm and introductions were made.
ELECTION OF CHAIR
Greg Holden was elected by unanimous consent.
BUDGET PRESENTATION
Greg Holden asked Ken Reading to present the proposed budget for FY 08-09. Ken worked through the budget documents fund-by-fund and answered questions.
PUBLIC COMMENTS
None, as no one other than the Budget Committee were present.
DISCUSSION, APPROVAL, SET TAX RATE
Ken was asked about the return of materials at any county library and overdue fines. Ken confirmed that the return of materials via any City library in the county also meant that these items would not be overdue if returned on time.
The committee asked about the funding for District libraries. Dave Gowdy noted that all the District libraries need financial help, especially the smaller ones. Natalie Sanusi made a motion that the District Library Board study the issue for the next budget year. Greg Holden seconded the motion. The motion passed unanimously.
Natalie Sanusi made a motion to approve the 2008-09 budget for the Umatilla County Special Library District as presented. Denise Wienke seconded the motion. The motion passed unanimously.
Lee Farren made a motion to approve the tax rate at the current 36.82 cents per $1,000 of assessed value. Natalie Sanusi seconded the motion. The motion passed unanimously.
ADJOURNMENT
Greg Holden adjourned the meeting at 7:08 pm.
2007 Board Meeting Minutes
Minutes
Board of Directors Meeting
December 13, 2007, at 4:15 pm
City of Pendleton Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
Nov 8, 2007, at 5:00 pm
City of Pendleton Conference Room
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
Oct 11, 2007, at 5:00 pm
BMCC, Room P-132, Pendleton, OR
ATTENDANCE – BOARD
ATTENDANCE – STAFF
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
Minutes
Board of Directors Meeting
Sept. 20, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR
ATTENDANCE – BOARD
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
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
Minutes
Board of Directors Meeting
August 16, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR
ATTENDANCE – BOARD
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
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
Minutes
Board of Directors Meeting
July 19, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR
ATTENDANCE – Board
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
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.
Minutes
Board of Directors Meeting
June 11, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR
ATTENDANCE – Board
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
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
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
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
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
Minutes
Board of Directors Meeting
April 9, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR
ATTENDANCE – Board
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
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.
Minutes
Board of Directors Meeting
March 12, 2007, at 5:00 pm
City of Pendleton Conference Room, Pendleton, OR
ATTENDANCE – Board
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
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.
Minutes
Board of Directors Meeting
February 26, 2007, at 5:00 pm
City of Pendleton Jury Room (2nd Fl.), Pendleton, OR
ATTENDANCE – Board
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
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
Minutes
Board of Directors Meeting
January 11, 2007, at 5:15 pm
Pendleton Community Meeting Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
ATTENDANCE – VISITORS:
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
2006 Board Meeting Minutes
Minutes
Board of Directors Meeting
December 11, 2006, at 5:30 pm
City of Pendleton 2nd floor Jury Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
ATTENDANCE – VISITORS:
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
Minutes
Board of Directors Meeting
November 16, 2006, at 6:00 pm
Pendleton Community Meeting Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
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
Minutes
Board of Directors Meeting
October 12, 2006, at 5:30 pm
City of Pendleton Community Meeting Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
ATTENDANCE – VISITORS:
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
Minutes
Board of Directors Meeting
September 18, 2006, at 6:00 pm
Pendleton City Hall 2nd floor Jury Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
ATTENDANCE – VISITORS:
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
Minutes
Board of Directors Meeting
August 14, 2006, at 6:00 pm
Pendleton City Hall 2nd floor Jury Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
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
Minutes
Board of Directors Meeting
July 10, 2006, at 6:00 pm
Pendleton Community Meeting Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
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
Minutes
Board of Directors Meeting
June 12, 2006, at 6:00 pm
Pendleton City Hall 2nd floor Jury Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
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 $3,000 to $43,000.
Take Off Fund Expenditures – Decrease by $3,000, reallocate $39,000 District portion.
After some discussion, Karen Kullnat moved to accept the recommendations. Kricket Nicholson seconded the motion. The motion passed unanimously.
Resolutions: Dave Gowdy read Budget Resolution #: 0607-1. Kricket Nicholson moved to accept the Resolution Adopting a budget for the fiscal year ending June 30, 2007. Karen Kullnat seconded the motion. The motion passed unanimously.
Dave Gowdy read Budget Resolution #: 0607-2. Kricket Nicholson moved to accept the Resolution Making Appropriations for the fiscal year ending June 30, 2007. Karen Kullnat seconded the motion. The motion passed unanimously.
Dave Gowdy read Budget Resolution #: 0607-3. Kricket Nicholson moved to accept the Resolution Levying Taxes for the fiscal year ending June 30, 2007. Karen Kullnat seconded the motion. The motion passed unanimously.
ALSP 06-07 APPROVALS:
After discussion, by consensus the Board directed the Coordinator to assist the Library Board Chair & Cities of Helix, Milton-Freewater, Pendleton, and Umatilla in developing Annual Library Service Plans that are acceptable to the Board. They further directed him to use ALSP’s that have been accepted to assist in developing outcomes and measurements (i.e. developing an example plan). By consensus the Board chose not to act on the remaining 4 ALSP’s needing approval at this time other than stated above.
CITY/DISTRICT ANNUAL WRITTEN EVALUATION RECOMMENDATIONS:
The consensus of the Board was to offer to share the District evaluator with each city that notifies us by the end of June. Guidelines will be written following that.
06-07 GOVERNANCE & DISTRICT STAFF TRAINING APPOINTMENTS:
Ken Reading recommended the following appointments in his Coordinator’s Report: Cindy Wood, (Helix PL Board) and Debbie Jones (Pilot Rock PL Board) for Governance Training Committee; Jerry Cronin (Adams PL), Mary Finney (Pendleton PL) and Dalena Norton (Milton-Freewater PL) for Staff Training Committee. Karen Kullnat moved to appoint those recommended. Kricket Nicholson seconded the motion. The motion passed unanimously.
OTHER BUSINESS AND ADJOURNMENT:
Annual City/District Administrative fee review: After discussion, the consensus of the Board was that it was appropriate and will leave it at 1% for the next fiscal year. Ken Reading reported that all cities are apparently adhering the 1% or less. The Board noted that if this should not be the case further steps will be taken as necessary.
City Board meeting visit recommendations?: All the Board members present noted that they would be willing to attend City Library Board meetings with Ken Reading based upon their availability.
Karen Kullnat moved to adjourn the meeting. Kricket Nicholson seconded the motion. Dave Gowdy adjourned the meeting at 7:37 pm. The next meeting will be July 10, 2006, at 6 pm.
Respectfully submitted,
Dave Gowdy, President
Minutes
Board of Directors Meeting
May 8, 2006, at 6:00 pm
Pendleton City Hall 2nd floor Jury Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
CALL TO ORDER:
President Dave Gowdy called the meeting to order at 6:04 pm. There were no visitors.
OATH OF OFFICE: The Oath of Office was given to Valerie Jorstad and she was welcomed to the Board.
ADJOURN TO BUDGET HEARING: Karen Kullnat moved to adjourn. Kricket Nicholson seconded the motion. The motion passed unanimously.
BUDGET HEARING:
The Budget Hearing was called to order by President Dave Gowdy. There were no public comments made. Ken Reading did give a heads up as to some areas in the budget that will need some adjustments in June – Up & Away grant funds & regional courier. Kricket Nicholson moved to adjourn the Budget Hearing. Valerie Jorstad seconded the motion. The motion passed unanimously.
BOARD MEETING RECONVENED:
President Dave Gowdy reconvened the Board Meeting.
MINUTES:
Kricket Nicholson moved to accept the minutes as presented. Valerie Jorstad seconded the motion. The motion passed unanimously.
ACCOUNTS PAYABLE:
Kricket Nicholson moved to approve paying the bills. Karen Kullnat seconded the motion. The motion passed unanimously.
FINANCIAL STATEMENTS:
Ken Reading passed out the April 2006 financial statement. Kricket Nicholson moved to approve the financial statement subject to audit. Valerie Jorstad seconded the motion. The motion passed unanimously.
ALSP 06-07 APPROVALS:
By consensus the Board approved the ’06-07 Annual Library Service Plans for Athena, Echo, Hermiston, Pilot Rock, Stanfield, Ukiah [subject to receipt of the signature page], and Weston. Also by consensus the Board felt that plans for Helix, Pendleton, and Umatilla need refinement and are not yet approved. Specifically Helix is missing section 8.5; some of the measurement tools in Pendleton’s plan need to be refined; and Umatilla is missing sections 8.5, 8.6, & 8.7. By consensus the Board found the plan for Milton-Freewater to be unacceptable, as it is incomplete and asked that further checks be held until it is completed & approved.
CITY/DISTRICT ANNUAL WRITTEN EVALUATION GUIDELINES:
Ken Reading reminded the Board in his Coordinator’s Report that the actual language in the agreement says “The City shall provide the District with a written evaluation based on outcomes of the approved ALSP prior to October 10 of the next fiscal year.” The question was raised as to whether the Board needed to provide some guidelines and a final interpretation on this. The Board will take this issue under advisement until the next meeting.
GOVERNANCE & DISTRICT STAFF TRAINING REVIEW:
Ken Reading noted that there were only 6 cities represented at the Governance training meeting and one of those was only by a librarian, though 2 other librarians were also present. Copies of the evaluation feedback were in the Board packet.
DISTRICT AUTOMATION FOR OFFLINE LIBRARIES – NEXT STEPS:
Karen Kullnat moved to recommend Pilot Rock & Weston, in that order, for automation in ’06-07. Valerie Jorstad seconded the motion. The motion passed unanimously.
OTHER BUSINESS AND ADJOURNMENT:
Update Banner Bank check signing signatures: Ken Reading passed around an update for check signing signatures for the Banner Bank checking account due to the addition of new Board Member, Valerie Jorstad.
$49,000 Collins Foundation grant for Year 2 Up & Away: Ken Reading noted that we have received a $49,000 Collins Foundation grant to be shared with Wallowa County for year 2 of Up & Away.
Coordinator visits to City Board meetings: Ken Reading noted that due to low turn out at the last governance training he feels he needs to get back on the circuit of visiting the City Library Board meetings again.
Dave Gowdy adjourned the meeting at 7:28 pm. The next meeting will be June 12, 2006, at 6 pm, in the Pendleton Community Meeting Room.
Respectfully submitted,
Dave Gowdy, President
Minutes
Board of Directors Meeting
April 10, 2006, at 6:00 pm
Pendleton City Hall 2nd floor Jury Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
ATTENDANCE – VISITORS:
CALL TO ORDER:
President Dave Gowdy called the meeting to order at 6:00 pm. Tom Hebert was welcomed.
MINUTES: Kricket Nicholson moved to accept the minutes as presented. Bert Lewis seconded the motion. The motion passed unanimously.
VISITORS:
Tom Hebert addressed the Board and mentioned the recent front page article and follow up editorial in the EO. He handed out a questionnaire regarding local library board meeting attendance to Board members and Ken Reading for their feedback. He urged the Board members to drop in on and attend those meetings from time to time. Ken Reading noted that we are going to begin emailing the District Board minutes to the City Managers/Recorders, we are already sending a paper copy to the library board Chairs. The Board suggested to Tom Hebert that he could write some positive articles for the EO for the District.
ACCOUNTS PAYABLE:
Bert Lewis moved to approve paying the bills. Kricket Nicholson seconded the motion. The motion passed unanimously.
CORRESPONDENCE:
Ken Reading noted that there was nothing of consequence beyond what was on the agenda.
FINANCIAL STATEMENTS:
Ken Reading passed out the March 2006 financial statement. Kricket Nicholson moved to approve the financial statement subject to audit. Bert Lewis seconded the motion. The motion passed unanimously.
NANCY BROWN’S BOARD RESIGNATION LETTER:
Dave Gowdy noted that everyone got a copy of Nancy Brown’s Board resignation letter in their packet. Ken Reading noted that according to Dave Gowdy’s wishes he contacted the 3 people that Nancy Brown suggested might be willing to serve on the Board. Two of the three said they would not be able or willing to serve. The third person, Valerie Jorstad, said she was willing, but would not be available in November and January, and possibly February. The Board felt that they could work around that and that Valerie Jorstad would be a good choice and by consensus the Board appointed her to fill Nancy’s term till the next election which would be in May 2007.
DISTRICT AUTOMATION POLICIES UPDATE:
The Board discussed the District automation policy, including the initial policy language approved last month. The Board’s consensus was to use Ken Reading’s suggestion that remote city libraries with the highest percentage of match between their Sage Library System item counts as compared against their State Library Annual Report item counts may be definitive in deciding whose collections are ready. The order currently is Pilot Rock (98.6%), Weston (96.3%), Athena (93%), Stanfield (86.4%), Echo (81.6%), Adams (53.1%), Ukiah (30.4%). The Board also agreed with Ken Reading’s suggestion of automating a maximum of 2 remote libraries per year and only 1 library at a time.
INTRA DISTRICT MATERIALS RETURN POLICY UPDATE:
Ken Reading stated that any clarifications about the policy already set would be handled at Friday’s District training.
OTHER BUSINESS AND ADJOURNMENT:
City/District Annual Evaluation Guidelines development – LSTA Guidelines. Some questions and ideas to consider were put on the table: What difference does the program make? – getting people to think in these terms, and What do we want to have happen with the evaluation? Some time will be given on this issue at the Training for District Board, Cities, and Local Boards (Governance Training) next Thursday. This item will be on the District Board agenda again next month.
ALSP update – Ken Reading noted that we have 9, we still awaiting 3 – Adams, Helix, & Milton-Freewater. He further noted that we are also holding checks for those 3 libraries and they are aware of it.
Dave Gowdy adjourned the meeting at 7:07 pm. The next meeting will be May 8, 2006, at 6 pm, in the Pendleton City Hall 2nd floor Jury Room.
Respectfully submitted,
Dave Gowdy, President
Minutes
Board of Directors Meeting
March 13, 2006, following Budget Committee Meeting
BMCC Pioneer Hall, P-152, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
CALL TO ORDER:
President Dave Gowdy called the meeting to order at 7:11 pm, following the Budget Committee Meeting. There were no visitors.
MINUTES: A vote to approve the December 2005 minutes as presented passed unanimously. A vote to approve the February 2006 minutes as presented passed unanimously.
ACCOUNTS PAYABLE:
Nancy Brown moved to approve paying the bills. Kricket Nicholson seconded the motion. The motion passed unanimously.
CORRESPONDENCE:
Ken Reading noted that the City of Hermiston is annexing more property. Nancy Brown stated that this annexation includes her home. Ken Reading will check on the ramifications of this.
FINANCIAL STATEMENTS:
Ken Reading passed out the February 2006 financial statement, which does not include the general ledger as the CPA’s were unable to print it. By consensus the financial statement was tabled until the next meeting.
UP & AWAY PROGRAM UPDATE:
Ken Reading reported that Jill Heffner has rescinded her proposal to continue the after-school programming piece of the project through the spring months.
DISTRICT AUTOMATION POLICIES:
District automation policy recommendation. In his Coordinator’s Report, Ken Reading stated that he wondered if what we really need is clarification language of our new policy as stated in the City Agreement, “the District to maintain membership levels and policies for City libraries in the Sage Library System that are reasonable and cost effective for the District. Libraries in the District shall meet system policies.” He recommended the following:
It is the intent of the District to bring all City Libraries online as quickly as possible beginning, at the District’s discretion, with those that are ready to automate first. Readiness may include but not be limited to:
1. Local automation commitment including staff training
2. Local ongoing operational support commitment
3. Local education plan for community use of the new system
4. Local implementation volunteers, as necessary
5. Suitable Internet connection
6. A weeded, bar-code ready collection
Bert moved to accept Ken’s District automation policy recommendation. Kricket Nicholson seconded the motion. The motion passed unanimously.
Intra District materials return policy recommendation. (Ken Reading passed out a letter to the Board from Carrie Bremer.) There was discussion based on the SurveyMonkey surveys of District Librarians, Carrie Bremer’s letter, and Ken Reading’s recommendation from his Coordinator’s Report. The Board approved unanimously to support Ken Reading suggestion of appointing a committee of both City Board Chairs and City Librarians to pound out a consensus list of agreed upon policies and practices for the return of non-owned (non-ILL) materials throughout the District by June 7, 2006. Dave Gowdy suggested someone from each of the tax distribution ranges. Ken Reading suggested taking volunteers who are interested, preferably 3 librarians and 2-3 city board members [preferably from across the county].
OTHER BUSINESS AND ADJOURNMENT:
City/District Annual Evaluation Guidelines development – LSTA Guidelines. As requested by the Board at the last Board meeting the LSTA guidelines were mailed out to the Board to assist the Board in developing City/District Annual Evaluation Guidelines.
06-07 Annual Library Service Plan (District). Ken Reading will finish the District’s Annual Library Service Plan for 2006-07 and send it out electronically to the Board. The Board will then approve/disapprove the plan electronically. The Board noted that automation and reasonable inter-library policies for automation are priorities.
Dave Gowdy entertained a motion to adjourn. Kricket Nicholson moved to adjourn the meeting. Nancy Brown seconded the motion. Dave Gowdy adjourned the meeting at 8:00 pm. The next meeting will be April 10, 2006, at 6 pm, in the Pendleton City Hall 2nd floor Jury Room.
Respectfully submitted,
Dave Gowdy, President
Minutes
Board of Directors Meeting
February 13, 2006, at 6:00 pm
Community Meeting Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
CALL TO ORDER:
President Dave Gowdy called the meeting to order at 6:00 pm. There were no visitors.
MINUTES: Nancy Brown moved to approve the January 2006 minutes as printed. Bert Lewis seconded the motion. The motion passed unanimously.
ACCOUNTS PAYABLE:
Bert Lewis moved to approve paying the bills. Kricket Nicholson seconded the motion. The motion passed unanimously.
CORRESPONDENCE:
Ken Reading noted that there was nothing pertinent.
FINANCIAL STATEMENTS:
Kricket Nicholson moved to accept the December 2005 and the January 2006 financial statements subject to audit. Nancy Brown seconded the motion. The motion passed unanimously.
UP & AWAY PROGRAM UPDATE:
Ken Reading reported that there was an LSTA grant modification to extend this program through the end of February. He also noted that applications for grants with Collins and Autzen Foundations for year two funding have been sent off, though he’s not sure when year two will begin, it could be as late as September. He noted that Jill Heppner has offered to do only the after school program piece for March through May for $1,200 per month. Ken Reading noted that he is to sit down with the CPA’s on Thursday to look at carry over for each fund, so he’s not sure what to recommend at this point. There was discussion about local funding sources for additional money. The consensus of the Board is that it be a priority to try and find a way to continue funding this program in the gap this spring between grants with local money. Kricket Nicholson moved to authorize the Board Chair and the Librarian/Coordinator to make a decision on this after meeting with the CPA. Nancy Brown seconded the motion. The motion passed unanimously.
DISTRICT AUTOMATION POLICIES:
Online cat, circ & self-check. There was discussion about needing to update the District automation policy adopted in March 2000. Many things have changed since the adoption of this policy thus precipitating the need to update. It is now possible due to pricing structure changes in the Sage Library System to bring each library up to circulating status on the System, though this could not be done all at one time. It may take as long as 7 years (worse case scenario) if we brought only one library on each year. Ken Reading noted that there are more issues involved now than just circulation. The Board asked the staff to make a fairly general recommendation for a policy update. Currently the District is working with Helix Public Library to bring them on board. Self-check costs about $3,200 per site going in. The approximately $1,800 annual maintenance cost would be divided regionally between all those in the Sage Library System using the self-check system, therefore the more using it the less each site pays toward the annual maintainance. Hermiston Public Library is ready to move forward with the self-check system. Several other District libraries are have expressed interest.
Intra District materials return policy. The unwritten policy has been that you return items where you check them out. There seems to be a wide range of fears and paranoia out there concerning a returns policy outside of this. There was discussion regarding this topic and the Board directed the staff to put together a recommendation for an intra-District materials return policy that would allow for returning items anywhere within the District.
OTHER BUSINESS AND ADJOURNMENT:
Budget Calendar (06-07) review. The Budget Committee meeting is March 13, 2006, at BMCC P-132.
District staff updated job description drafts review. Kricket Nicholson moved to adopt the District Librarian Coordinator job description as presented in the second draft. Nancy Brown seconded the motion. The motion passed unanimously. Nancy Brown moved to adopt the District Library Technical Assistant job description as presented in the second draft. Karen Kullnat seconded the motion. The motion passed unanimously.
Annual Library Service Plan form improvements. Ken Reading stated that none of the Directors of the District Libraries had any suggestions for improvements. Ken Reading suggested that in the second column under resources all of the budget figures be made into one encompassing field – estimated budget. By consensus the Board approved the improvement suggested by Ken Reading.
City/District Annual Evaluation Guidelines development. Ken Reading noted that there are currently no guidelines for this evaluation. There was some discussion as to what this should encompass and/or entail and who would do the evaluations. Ken Reading noted that the Governance Training committee suggested that the governance people would like to have some input into these guidelines and so will be given some time at the next Governance Training meeting scheduled for April 20, 2006. Ken Reading will include the criteria for evaluation of LSTA grants in the Board packet next month as requested by the Board.
Dave Gowdy entertained a motion to adjourn. Kricket Nicholson moved to adjourn the meeting. Nancy Brown seconded the motion. Dave Gowdy adjourned the meeting at 7:21 pm. The next meeting will be the Budget Committee meeting, followed by a Board meeting on March 13, 2006, at 6 pm, in P-132 at BMCC.
Respectfully submitted,
Dave Gowdy, President
Minutes
Board of Directors Meeting
January 9, 2006, at 6:00 pm
Community Meeting Room, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – STAFF:
CALL TO ORDER:
President Dave Gowdy called the meeting to order at 6:01 pm without a quorum present. There were no visitors.
FINANCIAL STATEMENT:
Ken Reading handed out the financial statements for December 2005
TAKE OFF PROGRAM UPDATE - CHRIS:
Chris Hilderbrand reviewed what the program has been up to so far this year in terms of direct services and in terms of network & partnership building. The Board members asked her some questions and dialogued with her regarding goals and direction.
ELLL WEYERHAEUSER FAMILY FOUNDATION GRANT RESOLUTION:
Kricket Nicholson joined the meeting at 7:36 pm via phone. Bert Lewis made a motion to accept the ELLL Weyerhaeuser Family Foundation Grant Resolution. Kricket Nicholson seconded the motion. The motion passed unanimously.
ACCOUNTS PAYABLE:
Bert Lewis moved to pay the bills. Kricket Nicholson seconded the motion. The motion passed unanimously.
ADJOURNMENT:
The meeting was adjourned at 7:40 pm. The next meeting will be February 13, 2006, at 6 pm, in the Pendleton Community Meeting Room.
Respectfully submitted,
Dave Gowdy, President
Minutes
Umatilla County Special Library District
Budget Committee for FY 2006-07
March 13, 2006, at 6:00 pm
BMCC Pioneer Hall, P-132, Pendleton, OR
ATTENDANCE – BOARD:
ATTENDANCE – LAY BUDGET COMMITTEE MEMBERS:
ATTENDANCE – STAFF:
CALL TO ORDER:
Board President Dave Gowdy called the meeting to order at 6:05 pm and introductions were made around the room. (There were no visitors.)
ELECTION OF CHAIR:
Nominations for Budget Committee Chair were opened by Dave Gowdy. Kricket Nicholson nominated Greg Holden. Valerie Jorstad seconded the nomination. Greg Holden was elected unanimously as chair.
BUDGET PRESENTATION:
Greg Holden asked Ken Reading to make a presentation of the proposed budget. Ken Reading read through the budget message and the budget proposal and answered questions along the way.
PUBLIC COMMENTS:
(There was no one from the public present.)
DISCUSSION, APPROVAL, SET TAX RATE:
Dave Gowdy asked about the increase in the General Fund contingency and suggested moving it to the Resource Sharing Fund contingency. After some discussion about automating “remote” libraries the increase was moved to the Capital Improvement Reserve Fund.
Ann Madigan made a motion to approve the 2006-07 Budget for Umatilla County Special Library District as amended. Lee Farren seconded the motion. The motion passed unanimously.
Lee Farren moved the approve the current tax rate as 36.82¢ per $1,000 of assessed value. Ann Madigan seconded the motion. The motion passed unanimously.
ADJOURNMENT:
Greg Holden adjourned the meeting at 7:05 pm and thanked everyone for their time. Dave Gowdy also thanked everyone for their service on behalf of the Board.
Draft Minutes
Board of Directors Meeting
January 12, 2012, at 5:00 pm
City of Pendleton 2nd Floor Jury Room
BOARD MEETING
ATTENDANCE – BOARD
ATTENDANCE – STAFF
VISITORS
None
CALL TO ORDER
President Jean Eckles called the meeting to order at 5:06 pm.
CORRESPONDENCE
None requiring Board attention.
ACCOUNTS PAYABLE
Caty moved to accept accounts payable. Deb seconded the motion. Motion passed unanimously.
FINANCIAL STATEMENT
Deb moved to accept the November 2011 FS subject to audit. Caty seconded the motion. Motion passed unanimously. Ken passed out the December 2011 FS for review at the February 9, 2012 Board meeting.
MINUTES
Deniece moved to accept the December 15, 2011 Board meeting minutes. Caty seconded the motion. Motion passed unanimously.
CITY BOARD MEETING VISITS
Ken reviewed the proposed 2012 City Library Board visiting schedule with the Board. By consensus the Board accepted the schedule. Deniece may not be able to attend the February 2 visit in Athena. The District Board is very interested in feedback about issues, opportunities and problems during these visits and asked Ken to communicate this expectation to the City Boards.
February 2, 2012 (1st Thurs), 5:00 pm, Athena PL
March 5, 2012 (1st Mon. odd # months), 6:30 pm, Adams PL
May 3, 2012 (1st Thurs), 1:00 pm, Helix PL
September 5, 2012, (1st Weds), 4:00 pm, Hermiston PL
October 2, 2012, (1st Tues.), 7:00 pm, Milton-Freewater PL
November 13, 2012 (2nd Tues.), 6:00 pm, Pendleton PL
DISTRICT STRATEGIC PLANNING
Ken told the Board that he and Marsha have met once since the December Board meeting. They plan on meeting several more times with an eye toward a resolution of joint management or traditional hire for UCSLD. Ken and Marsha both feel that they will be able to make a recommendation by the February Board meetings of each District.
FY 12-13 BUDGET COMMITTEE APPOINTED MEMBERS UPDATE
Ken has heard back from Greg Holden and Natalie Sanusi that they plan on attending the 6:00 pm, March 8, 2012 District Budget Committee meeting. He hasn’t heard yet from Lee Farren.
OTHER BUSINESS AND ADJOURNMENT
Caty asked Ken to email her a copy of the FY 12-13 Budget Calendar.
Next Bd. meeting: 2-9-12 Time: 5:00 pm Place: City of Pendleton 2nd Fl. Jury Room
Deniece moved to close the meeting. Deb seconded the motion. Motion passed unanimously.
President Jean Eckles adjourned the meeting at 5:55 pm.
Respectfully submitted, Jean Eckles, President
Posted: 1/25/12
Minutes
Budget Committee for FY 2011-12
March 10, 2010, at 6:30 pm
City of Pendleton Conference Room, Pendleton, OR
(Moved to 2nd Floor Jury Room)
ATTENDANCE – BOARD
ATTENDANCE – APPOINTED BUDGET COMMITTEE MEMBERS
ATTENDANCE – STAFF
ATTENDANCE – VISITORS
CALL TO ORDER
Jean Eckles called the meeting to order at 6:35 pm and introductions were made.
ELECTION OF CHAIR
Nancy Sanusi was elected by unanimous consent.
BUDGET PRESENTATION
Nancy Sanusi asked Ken Reading to present the proposed budget for FY 11-12. Ken explained the budget message and details regarding each of the four funds answering questions along the way. Deborah Johns asked Ken to explain circulation and ILL usage comparisons with other areas in Oregon. Ken said he would do some checking and include this information with the minutes. Deborah was also interested in the District Office location and where District staff worked. There was also discussion about the need to improve the marketing of new services like the proposed new databases.
PUBLIC COMMENTS
None, as no one other than the Budget Committee were present.
DISCUSSION, APPROVAL, SET TAX RATE
Greg Holden made a motion to approve the 2011-12 budget for the Umatilla County Special Library District as presented. Pamela Steele seconded the motion. The motion passed unanimously.
Bert Lewis made a motion to approve the tax rate at the current 36.82 cents per $1,000 of assessed value. Mardel James-Bose seconded the motion. The motion passed unanimously.
ADJOURNMENT
Nancy Sanusi adjourned the meeting at 7:35 pm.
Posted: 3-14-11