Hood River County Library District Board
02-01-2011 5-7 p.m.
st
601 State Street, 1 Floor Conf. Room, Hood River, Oregon
Sara Duckwall Snyder, President
Meeting Agenda
MINUTES
5:00 p.m. Additions/Deletions from the Agenda Snyder
None
5:05 p.m. Approval of Minutes from the January 18, 2011 Meeting Snyder
Blackburn made a motion to approve the minutes as presented. Oates seconded the motion. All
vote yea, motion passed.
5:10 p.m. ESPC Project & Heating District Concept Dean Guess
Dean Guess, Public Works Director – handed out information regarding the energy efficiency
project for the library building. The County Board of Commissioner approved and has contracted
with McKinstry to do an energy audit and ultimately to move forward with the project including
the library building. Dean gave background information on the existing heating system and the
issues in controlling the heat/cooling and how that would change. Dean also explained how the
program works in regards to the update for the building. Schedule for moving forward is
anticipated to be completed in 3 months.
Blackburn asked what type of heating system is at the library. There is a sub basement hot water
boiler which supplies hot water to 13 zones with air being blown – gas boiler. Blackburn clarified
that the work to be done is upgrading the controls nothing with the boiler itself. Dean stated that is
correct.
Sara asked about a start date for the project. Dean estimates they would could start within a month
and they feel they would be done by the end of May at the latest.
Blackburn asked about the biomass heating district reference in Dean’s memo. Dean gave the
Board an overview of that project that is still in the works, a feasibility analysis is being done now
to see if and what makes sense.
Sara asked if the Library Board needs to do anything to have the energy upgrade move forward.
David Meriwether said that no they really don’t, especially since the library won’t yet be in the
library, there will be disruption of services etc.
Library Logo Contest Entries Staten
Heather reported that all submissions are technically viable. Some entries were provided in Word
and would have to be converted but that should not be a problem. The Board discussed the entries
and all the differences. Sara asked for the Board ideas on a system to choose. Paul suggested
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pulling out the ones that no one really likes. The board went through the stack and discarded
several. Debate on the logo that looks like fruit labels and the other entry with several options with
the people (the top two logos).
Sara stated she likes the label logo design better – feels it represents all what Hood River Valley
has to offer and is concerned about the gender specific of the logos.
Heather suggested making comments back to the final two designers and ask them to submit
tweaks.
Michael asked how much we would use the logo in color. It was noted that mainly in black and
white. Based on that Michael would prefer the bench logo.
It was ultimately determined to have Heather contact the designers asking them to tweak the initial
designs and bring back other options.
5:40 p.m. Library Tech/Admin Assistant Interviews (Exec. Session) Snyder
Sara moved the Board into executive session per ORS 192.660(2)(a).
Sara moved the Board back into the regular meeting at 6:30pm
6:20 p.m. Open Forum* Snyder
Steve Olsen - Concern in not seeing the financial leanness that was spoke about during the
campaign, and concerned that the public might feel the Board is not being financially responsible
by hiring people before you have money and encourages the Board to publicize where the money is
coming from for the hiring of initial staff etc is very important to get proper clear information out.
6:40 p.m. New Business
• Approve Staff Support Person Snyder
Sara moved to contract with BBSI to hire Hillary Steighner as their Library Tech/Administrative
Support. Blackburn seconded the motion. All vote yes, motion carried.
Approve Insurance Snyder
Approve Joining SDAO ` Snyder
Snyder referred to the additional information and reference to the Liability insurance through
Columbia River Insurance. Noted that SDAO would not give Jim Clair with Col. River Insurance an
exact figure until they have joined SDAO. They are only looking at general liability to cover the
Board and the BBSI contract.
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Staten asked if this would be in place to finish the contract with BBSI – Sara said that yes, Jim Clair
feels the turn around would be by the end of the week and so that would not be a problem.
Snyder believes the initial payment for the insurance coverage will not be due until July 2011.
Blackburn moved to submit the SDAO application and contract with their agent of record (Columbia
River Insurance) for liability insurance, not the content insurance. Oates seconded the motion. All
vote yes, motion carried.
Public Visioning Questions Staten
Heather said this is a questionnaire that will be put out to the public to get some information before the
Budgeting Boot camp happens later this month. Some updates where handed out by Staten at the
beginning of the meeting. The questions surround how the public sees the library functioning, how
they utilize the space and what is important to them.
The survey would be on the website, local bookstores, possibly go home with school students and
several other places. The survey is not scientific but just a way to get a general idea of what the public
would like to see.
Sara noted that Gaston indicated that surveys can be taken the wrong way by some and if their idea is
not incorporated they might be upset – just something to be aware of.
Heather is taking the lead on this project and will have it up on line tomorrow, if the Board members
have any comments or things to add please let her know.
[6:50pm – Paul Blackburn left.]
Change of Venue Snyder
Sara noted that ME Foley indicated that she liked the 3rd floor conference room, but before the meeting
Paul stated that it was fine but if there was much audience the room was not conducive to a lot of
public. It was determined that the venue would stay on the 1st floor of the CBAB until they are in the
Library.
Approve Spending for HR News Ad Blackburn
Sara said the accounting sub committee services and legal subcommittee met and the advertisements
are ready to be place din the Hood River News but spending must be approved by the Board prior to
being done. No exact figure on the cost is not but felt it would be about $30 per ad.
Jayne suggested asking the Friends to pay the bill on the Boards behalf. Mary Ethel Foley said she
would ask the Friends. Heather suggested approving the payment now in case the Friends do not agree
to pay.
Mary Ethel Foley feels the Friends will be amicable to pay the bill on our behalf. Sara brought up the
idea of having another resolution passed authorizing a certain amount to be authorized by the President
or VP if things come up outside of a Board meeting. It was agreed to bring forward a Resolution
authorizing the President or Vice President to approve payments up to $100.
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Monthly Budget Review Snyder
Sara indicated that this was provided by Sandi Borowy, County Budget & Finance Director these will
be provided monthly. Sara indicated the County has money on the books the Ready to Read Grant
funds ($11,000+/-) will need to be transferred to the Library District by 6/30/11.
Sara asked Jayne when this grant retires, Jayne indicated it is an annual grant and these funds are carry
over from the last several years that were not spent. This past year since the library was not open they
were not eligible to apply.
Oates asked where the other grants they have applied for are in the processes. Sara indicated the
Meyer Memorial Trust grant is in and they are on the March docket and if the grant is awarded, funds
would be received in April. Sara also indicated the Oregon Community Foundation grant was
submitted today for 6 months of a ½ time children’s librarian and ½ time reference librarian for a total
of $25,000. There are three others in the works.
Jayne brought forward The First Book grant that she will be talking with Paul Lindberg about – the
money is for book purchases to give to children. Lindberg will be at the Board meeting on 2/15/11 to
talk about grants.
Staten indicated that the Foundation has raised about $28,000 for early opening. Jayne said another
check was received today for the Foundation in the amount of $100.
7:00 p.m. Adjournment Snyder
Sara adjourned the meeting at 7:05pm.
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* Any person may address the Hood River County Library District Board at this time.
** Board Members are reminded to bring their scheduling calendars**
NOTE: The times of all agenda items are approximate and are subject to change. Other matters
may be discussed as deemed appropriate by the Board.
The Hood River County Library District Board will hold an Executive Session (pursuant to ORS
192.660(2)(a) from 5:40-6:20 p.m. on Tuesday, February 1, 2011 at the County Administration
Building, 601 State Street. The session will consider final applicants for the position of Library
Technician/Administrative Assistant.
The Hood River County Library District Board of Directors meets: 1st and 3rd Tuesday of each
month from 5-7 p.m. at 601 State Street, 1st Floor Conf. Room, Hood River, Oregon.
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