City of Pendleton Public Library
Library Board
Minutes
March 11, 2014
Library Meeting Room
6:00 PM
There was no public comment.
The meeting was called to order at 6:00 PM by Sean Degan, Board Chair.
In attendance were Sean Degan, Rachele Johnson, Jordan McDonal, Kathy Aney, Will Perkinson, and
John Brenne, Mayor’s Representative. Staff: Mary Finney, Assistant Director
The January minutes were approved as written. There was no meeting in February.
There were no modifications to the agenda
REPORTS
Board Chair had no report
Assistant Director’s reports:
For January: Mary Finney reported that the library continues to see a reduction of use. During January, we started out with a small work party shifting books in the main collection to make way for a local history collection. Thanks to Don and Carole Guenther, Theresa and Sean Degan, Mary Nixon, Jordan McDonald, and David Burns. The project took less time than planned so we all got out early. Finney attended the UCSLD Director’s Meeting. The district has decided not to purchase a cd/dvd disc cleaning machine for use by the members. Finney will check out options to possibly take to the Pendleton Friends of the Library. It was reported that the C.S. Jackson Trust grant for historical materials is $179 per library. Finney will purchase local history books with the funding. Finney also reported that Jennifer Furuyama, Youth Services Librarian, announced that attendance at the story times in January reached an unprecedented 226. Most of her programs have very high attendance. She is ordering more DVDs to see if the circulation numbers for that collection will increase. Furuyama also has the beginnings of a small circulating collection of American Girl Dolls. Each doll is dressed in period costume corresponding to the book about the doll. A book is also included. The dolls will check out. One doll was purchased with funds raised at a Delphian Club meeting where she discussed the library’s services for children and just happened to have a donated doll with her. She has received a grant of a doll to be raffled to raise money for the library. Tickets are on sale now. The drawing will be in May
For February: Library Board Retreat was held February 1st at Eden’s Kitchen. Focus was on the changes happening in the library world and preparation for the strategic planning sessions. The biggest event in
February was the retirement of Vivian Curtiss. She had been with the library for nearly 20 years. It was at her request that we did not have a public retirement party. Staff did give her a party after hours. We will definitely miss her. Furuyama has created a presentation about the library and the great resources available which she presented to the Foster Grandparents. She is adapting it with a script so board members, staff members, and PFOL members could make presentations to various organizations.
OLD BUSINESS
Strategic Plan and Goals Setting process: Finney reported that the library is at the end of the 2011-2014
Strategic Plan, so a team has been formed to develop a new three year plan.The first two meetings of the strategic planning team were held in February. The first meeting introduced the team and set the process.
The second meeting involved a Successes, Weaknesses, Opportunities, and Challenges (SWOC) exercise based on the issues and input from the team’s vision of the library and its role in the community. The process was facilitated by Mary Nixon, Director of the Umatilla County Special Library District. Word was received last week that Mary is ill, but should be back in time to do the third meeting. Board members were urged to attend the last two meetings. The results of these meetings will greatly impact the services and programs for the next three years.
Staff communications training: Finney reported that staff working on communications during their monthly meetings. Staff learned about what makes a team during the January meeting and worked with the Staff Interaction Reports during the February meeting. Staff have responded favorably to the training.
NEW BUSINESS
Budget process: Finney explained the steps involved in the budget process. She will be submitting an estimated budget for 2014-15 to the City Manager and Finance Director in a meeting next week. The need for carryover is acute as the tax distribution from the Umatilla County Special Library District does not being arriving until early November. That leaves the first third of the year needing carryover to be able to pay for expenditures. Finney is considering removing the library director and one library assistant 1 from the budget to help balance. Funding to carry the library over will need to be borrowed from the general fund which will necessitate interest payment to the City. Rachele Johnson suggested that the library set up a book wish list with a vender where patrons could purchase items for the library. Finney will look into this.
Survey: Finney and Will Perkinson were to meet to develop a survey. They have not done so. It was suggested that a question be added to ask if they would like to be wish list donors. Also suggested was inclusion of the survey in the CUJ. Finney will look into this.
There was no other business
The next meeting will be April 8th at 6:00 PM in the Library Meeting Room.
The meeting was adjourned at 7:48PM
Submitted by Mary Finney, Assistant Director
Secretary to the Board
Library Board
Minutes
March 11, 2014
Library Meeting Room
6:00 PM
There was no public comment.
The meeting was called to order at 6:00 PM by Sean Degan, Board Chair.
In attendance were Sean Degan, Rachele Johnson, Jordan McDonal, Kathy Aney, Will Perkinson, and
John Brenne, Mayor’s Representative. Staff: Mary Finney, Assistant Director
The January minutes were approved as written. There was no meeting in February.
There were no modifications to the agenda
REPORTS
Board Chair had no report
Assistant Director’s reports:
For January: Mary Finney reported that the library continues to see a reduction of use. During January, we started out with a small work party shifting books in the main collection to make way for a local history collection. Thanks to Don and Carole Guenther, Theresa and Sean Degan, Mary Nixon, Jordan McDonald, and David Burns. The project took less time than planned so we all got out early. Finney attended the UCSLD Director’s Meeting. The district has decided not to purchase a cd/dvd disc cleaning machine for use by the members. Finney will check out options to possibly take to the Pendleton Friends of the Library. It was reported that the C.S. Jackson Trust grant for historical materials is $179 per library. Finney will purchase local history books with the funding. Finney also reported that Jennifer Furuyama, Youth Services Librarian, announced that attendance at the story times in January reached an unprecedented 226. Most of her programs have very high attendance. She is ordering more DVDs to see if the circulation numbers for that collection will increase. Furuyama also has the beginnings of a small circulating collection of American Girl Dolls. Each doll is dressed in period costume corresponding to the book about the doll. A book is also included. The dolls will check out. One doll was purchased with funds raised at a Delphian Club meeting where she discussed the library’s services for children and just happened to have a donated doll with her. She has received a grant of a doll to be raffled to raise money for the library. Tickets are on sale now. The drawing will be in May
For February: Library Board Retreat was held February 1st at Eden’s Kitchen. Focus was on the changes happening in the library world and preparation for the strategic planning sessions. The biggest event in
February was the retirement of Vivian Curtiss. She had been with the library for nearly 20 years. It was at her request that we did not have a public retirement party. Staff did give her a party after hours. We will definitely miss her. Furuyama has created a presentation about the library and the great resources available which she presented to the Foster Grandparents. She is adapting it with a script so board members, staff members, and PFOL members could make presentations to various organizations.
OLD BUSINESS
Strategic Plan and Goals Setting process: Finney reported that the library is at the end of the 2011-2014
Strategic Plan, so a team has been formed to develop a new three year plan.The first two meetings of the strategic planning team were held in February. The first meeting introduced the team and set the process.
The second meeting involved a Successes, Weaknesses, Opportunities, and Challenges (SWOC) exercise based on the issues and input from the team’s vision of the library and its role in the community. The process was facilitated by Mary Nixon, Director of the Umatilla County Special Library District. Word was received last week that Mary is ill, but should be back in time to do the third meeting. Board members were urged to attend the last two meetings. The results of these meetings will greatly impact the services and programs for the next three years.
Staff communications training: Finney reported that staff working on communications during their monthly meetings. Staff learned about what makes a team during the January meeting and worked with the Staff Interaction Reports during the February meeting. Staff have responded favorably to the training.
NEW BUSINESS
Budget process: Finney explained the steps involved in the budget process. She will be submitting an estimated budget for 2014-15 to the City Manager and Finance Director in a meeting next week. The need for carryover is acute as the tax distribution from the Umatilla County Special Library District does not being arriving until early November. That leaves the first third of the year needing carryover to be able to pay for expenditures. Finney is considering removing the library director and one library assistant 1 from the budget to help balance. Funding to carry the library over will need to be borrowed from the general fund which will necessitate interest payment to the City. Rachele Johnson suggested that the library set up a book wish list with a vender where patrons could purchase items for the library. Finney will look into this.
Survey: Finney and Will Perkinson were to meet to develop a survey. They have not done so. It was suggested that a question be added to ask if they would like to be wish list donors. Also suggested was inclusion of the survey in the CUJ. Finney will look into this.
There was no other business
The next meeting will be April 8th at 6:00 PM in the Library Meeting Room.
The meeting was adjourned at 7:48PM
Submitted by Mary Finney, Assistant Director
Secretary to the Board