Lincoln County Library District Board Meeting Minutes - September 2006
Lincoln County Library District
BOARD MEETING MINUTES
September 12, 2006
Location: District office: 1247 NW Grove, #2, Newport
Call meeting to order: The meeting was called to order at 2:10 p.m. by Jan Christensen
Roll call of members and introductions (if needed): Members present: Barbara Smith-Huggins, Chris Boyle, Jan Christensen Others present: Diedre Conkling
Adoption of agenda: Action: The minutes were approved as presented: Consent
Announcements from Board Members: None
Review of past Minutes: August 8, 2006: Action: Approved as presented: Consent
Financial Report: August 2006: Action: Approved as presented: Consent
Revenue: We did not receive a lot of revenue in August. We did receive $6,179.56 in previously levied taxes, $29.69 in interest and $22.88 miscellaneous. Total Revenue: $6,232.13.
Expenditures: Most expenditures were for personal services: $16,450.20. There were also standard expenditures for the copier, rent and utilities, van fuel, OCLC. $1,156.34 was spend on collection development for the Siletz Library. Siletz utilities were $186.15. Total Expenditures: $23,991.58.
District Librarian's Report and Correspondence
A. New Siletz Library: Work is progressing very well. The building will be completed well ahead of schedule. Diedre continues to meet with the building committee and with weeding part of the library collection.
B. Vacation Time: Diedre took about a week of vacation in August. The end of August and first of September Nanette took some vacation time from the Siletz Library. Wanda and Diedre worked out in Siletz keeping the library running.
C. First Thursdays' Book Review Group: The book review is starting again but is actually starting on the second Thursday of September. We continue to meet with the school library staff once a month at these meetings.
Decision Items
A. Declare furniture surplus: two chairs. Later we will have to declare a number
of items surplus in the Siletz Library before anything is done with them by LCLD or the SVFOL - Action: Move to declare the two chairs surplus, old circulation desk chair from Siletz and one adjustable office chair from the LCLD office. Moved by Chris, seconded by Jan. Approved: Unanimous.
B. Appoint New Board Member for Zone 1 (surrounding Lincoln City): Diedre created a flier for Virginia to take to a Watershed meeting. The information was also sent to the newspapers. There has been no response yet. The information can be sent to the Driftwood Library and see if they will post it.
C. Select evaluation method for Diedre - Should an evaluation the same as has been done in the past or are there other suggestions? Decided to use the same evaluation form as in the past We will try to have the evaluation in October but may do later is work on Siletz Library issues does not allow time.
D. Board time line for 2006/2007: This is a list of the main things that the LCLD Board must do. Other items will be added throughout the year. One item that we did not spend time on last year is reviewing and setting goals. This is something that maybe we can get in the habit of doing every February. Approved: Consent.
Discussion Items
A. Policies for Siletz: Meeting room and display policies were handed out to review and discuss to help develop a general philosophy. Included is the ALA Interepretation of the Library Bill of Rights and how it applies to meeting room use in public libraries. The policies need to be written and sent to the SVFOL for review before being finalized by the LCLD Board.
1. Meeting rooms: There are two meeting rooms, the smaller one for about 4 people and a larger room. It was discussed what was good in some of the sample policies. We do already have a policy for the current library releasing a key to the public and what the responsibilities are. This may need to be revised a bit for the new library. Don't want to charge for having food and drinks like Newport does. We also may need to check with the City of Siletz to see whether alcohol is allowed under their insurance and decide if nothing should be written in the policy about use of alcoholic beverages. May want to charge a fee for the room under some circumstances, including when those using the room are charging a fee such as OCCC classes. There are meetings where people may want to charge a fee. Will these kinds of meetings be allowed? May want to have a refundable cleaning deposit. If there is a cleaning deposit how much should it be? If charge for meetings held by for commercial groups what should the amount be? Would having a fee discourage groups without funds from using the rooms. There does need to be a way to hold people responsible for any damage done. There needs to be a clear form with the policy and good contact information. Also want to make sure that signing up for the meeting room(s) is easy and won't take too much of the library manager's time.
2. Displays: There will be display cases and having a policy for these displays may also be important. Again, we want to follow the ALA Library Bill of Rights. Hopefully the cases will be used by many people and groups in the community.
3. Petitions: Want to allow people to do petitioning but not block access by the public to the library.
Diedre will take information from the discussion and work more on the policies. The policies will be shared with the Siletz Valley Friends of the Library for their comments. The policies will then come back to the LCLD Board for final approval.
B. Discuss Diedre's time needed in next couple of months working with Siletz. There has been discussion about having the Grand Opening in mid-November. Getting ready for that date seems impossible but will be attempted if this is the date decided on by the SVFOL. The first of January would be better for us.
C. Report on activities at libraries in the county:
Waldport: Work will be starting soon on the renovation of the Waldport Public Library. It has taken some time to finish up the contracts.
Siletz: As reported earlier the work is continuing on the building. The SVFOL committees continue to meet preparing to order materials, furnishings, etc. for the building. Plans will soon begin for the Grand Opening and other activities.
Professional Development: Reviewing the various types of policies and "ALDirect" is being sent out to the discussion list.
Set the next agenda: Include approval of policies for Siletz and Diedre's evaluation.
Announce next Board meeting: Tuesday, October 10, 2006 at 2:00 p.m.
Adjournment: The meeting was adjourned at 3:48 p.m.