Library Board - Regular Meeting

sorry recording in process but it didn't say that it says it's recording so hopefully there like sound that maybe got turned picking up audio it talks to us oh it says meeting in recording in progress is usually what it says did you did you hit the recording yes they did but usually when I did record the machine will tell us so I'm just wondering if we're missing an audio component or if we can just keep going let's just keep going let's do it all right okay so T says we have to I think you leave this meeting she's got it right somebody's gonna call it to order right yes I can call it to order as the library yes you can you can call it to order and then turn it over to the members we run a very tight ship here I call the meeting to order at 4 o' I think routine business is thing was here but we should probably start with um since we have two vacancies determining who act as temp whether or not you have vacancies you have a quum you have enough to run the the board so you can elect your chair for the year okay can I make one nomination sure I would like to nominate Meg and Jas to be

our okay excellent actually you need to vote before you go to the next one okay sorry this is why I should never um so aced and Megan asair I do yes all in favor I great now Megan can share the meeting Excell sure um let's do some roll call um Jennifer ready I'm present Eve marks I Kathleen people here here T mono Jos Mor present and on to the approval of the minutes from our last meeting on December 10th motion to approve I and a second I'll second minutes approved to routine business which I guess we' completed yes yeah hey everybody like we were just here um coming by um so Looking Back to December as we typically do um I mentioned a couple of these I think the last time we had our meeting these these first two ones that happened but we'll talk about it again uh we had our monthly board night for grown-ups on Wednesday December 4th at 5:30 we had

nine people come which was pretty good for us we hadn't had as that many people in like eight months or something so that's encouraging to always see especially when we have some more new people come out which we did um and then on Saturday December 7th at two we had a b talk with zoer author of cactus country of Boyhood Memoir we had 16 people attend and Zoe will be back early in May for a for a memoir r workshops question is Zoe a country boy well no so um cactus cactus country is the name of the I just read of the Trailer part with that yes Memoir yes so so it's also kind of going through Zoe's sort of Journey of of gender as well gender identity and then then our last uh event that we had December 14th at 1 o' we had a film screaming screaming that would have been in October film training of the cameraman which was Buster Keaton's kind of last uh sort of Masterpiece film um we had a really great print of the films from the Criterion Collection and also included a score which everybody commented on that they loved which specially commission for the one that we watched that Criterion uh was able to get for this release in 2020 it's an excellent transfer I don't know if Dan has it checked ready to check out in the library but any inclination towards silent film is a lovely movie um and we did have 11 people come out for that one um which was our fifth time that we've had double digit attendees for for films uh in the year you know this part of our

program that has ticked up a bit as the year has gone on um and speaking of ticking up or more than ticking up as we get into January adult programs uh this last Saturday uh at two o'clock we had a uh author Willie blog's also a musician uh back put up his latest book club the horse in August and we had standing room only in here I was pulling out chairs and making sure that we were up to like fire C basically I've never needed to do that before it was a sounding I I counted 64 people yeah you're one of the standards yeah thanks for I tried to sneak in but it really was so P yeah wow and it was really incredible Willie is great I mean there's a reason why I brought him back I mean he's he's a really great speaker um and he's one of those people where you know he's getting thrown over the stories and I'm thinking to myself I can have him go on for another six hours just listen to Another Story Another Story he did just such a good job as I would have guessed was sort of incorporating from where he was coming from is the protagonist of the book as a musician and so Willie's a guy who's been in a couple bands and has seen the country and and the world to a degree traveling as as a musician and and to be able to take different slices of what that life may or may not be like especially some of the harder edged ones which he's really adop at sort of getting into um it was really nice um and then he did bring his guitar and play three songs uh for everybody um it was great you know he asked if he could put away some chairs afterwards I was like it's my godob worry about it um we chat a little bit about movies he likes seeing the movies that we had coming up we have a little flyer right now he haven't seen our upcoming films where does he live he lives technically he's

scapoose oh okay great he's He also mentioned the book that he's working on now which is about C painters not about C painters but the protagonist in the house kind of talk about how he got to that um so we will definitely have Willie again he's really easy to work with he's really really just a we we had somebody who who came by who and speaking with him said that he'd been to a number of author talks in the last number of years and this was like the F the favorite one that he's been to um so it's a sucess so um I don't think it'll be all the top that for the rest of the month but tomorrow we have our uh our monthly board game night hopefully we can get some of our newer regulars and some of the people who've been trying us out to be able to come back I also sell these my same two chess guys who are coming every month so it's kind of nice to see these guys are sort of met at board game I turn not coming back every single month to sort of sit down and you have a game of wids um that's going to be uh tomorrow and then this Saturday we're G have a film screen willan luk starring PA so um look forward to that one test of that today looks good um as far as our team programs uh tomorrow at 3 they are doing portrait painting with Partners I like the alliteration there sounds like that's going to be a sort of a fun exercise um this Saturday is their team book club they're reading Shatter Me by Sahara Muffy and then Wednesday the 15th at three they're do they're doing they're making pizza pockets and I'm sure enjoying Pizza Pockets uh Wednesday the 22nd at 3 they are going to be going over the the book awards can you guess the winner so this is you know also like the movies right this is also

the time of the year they start doing all the book awards so it's kind of a fun thing for Maring to have that conversation with with the teens about what books did they really think were great reads from this last year and could than Mike be to to win some of the the upcoming book awards and then on December December still last year uh Wednesday January 29th at 3 they were doing an Apples to Apples Marathon game which is H which sounds fun we got that over Christmas and my son was very mad that we couldn't just play Apples and apples like this morning when he's getting ready for school I'm like takes a little bit longer than you think um January preschool story time um last week uh so they're always on Thursdays on the second at 10:30 the theme was introverts I did not put an exclamation um this week at 10:30 the theme is crayons which seems it'll be nice and fun and colorful uh the 16th at 10:30 the theme will be pigs the 30th at 10:30 it will be dragons hopefully the pigs don't run into the dragons and then uh on the 30th at 10:30 the will be the letter Q additional programs and things of not uh Saturday the 18 11 is our monthly youth Lego Club here in the community room um at the end of the month they're editing the the the Youth Winter reading program and then um this coming up week we are starting our new art show so chryst's uh Arts of Photography is going to be up until tomorrow midday and then and Benjamin is coming to drop off a bunch of paintings um and we're going to I'm going to work on getting Kazar show set up by Friday um and then you know all begins again that's what I got questions for

Josh I do have one how many times has Willie been here before Josh uh this is the second time that I've had him I don't recall that he was here previous so somebody remembers this since I've been here the other was the last one very well attended as well we had close to 20 so that's why before I was like okay we I get some folks I didn't think I was going to get 64 but it's was like 130 and people are like oh I like trying to still set up food and things I forgot to put up a the coffee creamer till halfway through nobody said anything but still I was likee since I was looking for coffee creamer but because I just got to the place where Suddenly It's like like the shoot opened up and people were just sort of coming up um so those especially since I sort of it seemed as though this almost seems counterintuitive that the the other events haven't necessarily gone that great since I've been here it feels like unless you're getting somebody super famous or a a topic that is very like relevant like local history or you know like when we had Jerry Southerland for the bay ocean book or something but I kind of found of it's just somebody who wrote a book about it thing people are like I don't know who that is it can be kind of a tough sell I sort of found and so I was like okay we had before we'll see how it goes that was kind of and it was written up in I think it was the post weend that Thursday yeah yeah yeah and I send you know press releases off the co weekend every month but it's definitely editorial decision on what makes it I'm sure they it's one of those things where they get far more people who want to send off things and what they're able to print and then I've been sending for since the end of last summer I've been sending things to to kmun for their community calendar and they're really good about just reading whatever I put in there this is like oh now I'm doing this why wasn't I doing this three years ago that actually one of the DJs was reading it out did a shout out oh this guy's great he's in the area I come

hearing yeah so that's that's just part of my process now is I'm just sort of Sting that off also to them as well and I've been hearing that pretty regularly people are saying that they're hearing it on the radio so it was one of the better decisions that we've been able make was just go oh let's just get it off to them because you just never know how you know like I said but my experience has been that I sent things off to places and who knows if they anything and they've been really really supportive ofori so much CL right yeah yeah that is their their calendar person isn't working for the C weekend anymore so last time I sent Stu out they're like yeah you need to do that now so like they pointed me to basically like how I would need to make the calendar AMS because I gu they don't have this well there's been no official editor of the signal for months yeah and now Derek has said he's probably not there anymore he said he was leaving January okay so um for now anyway it seems like it's in FL I think the radio is a also local radio you know um the [Music] bridge all right thank you Josh Jennifer would you like to deliver your report sure thank you um sweet since well um I did sign up to present the library's annual report uh to city council at the February 24th meeting so um all of the Departments present to city

council and I'm working on that thinking about I think historically today the reports have been done is um they tend to be fiscal year reports so um because we follow a fiscal year of reporting to were in the State Library so we use those statistics but now that we're keeping statistics monthly it's possible that you could Shi to like an annual report so I haven't quite figured out when to when to make that happen but I'll look at it I'll look at the data now and see if if it's more compelling to try to you know catch us up to the full year or just keep good with that same I will tell you that as a city counselor I would prefer to to see calendar year it's much easier to understand so and I don't know how the other city council we never discussed it but um uh fiscal year just feels kind of broken in the middle although we know what our fiscal year is the rest of the world operates calar but that's my person I think the only concern I would see is if we had sort of budgetary things you know some special thing that we were doing in a fiscal kind trying to figure out how it would align if it fell outside of the calendar year but again we'll get to that um did want to just kind of give a shout out and some of you are aware of the services that we offered when we had the power outage um we we do have the generator here at the library so when I turn the corner off of 101 after stopping in every dark fourway stop all the way in in which people seem to forgot what to do in a four-way stop that has no lights um lot of tickets that day a lot of tickets but I was happy to see that our Christmas lights

were still on which meant that we had power and uh so we uh sort of decided real quickly I put an announcement out um on the hota scanner on Facebook and also on our Facebook page that's great um and and I think that work was getting out saying oh you can go to the library and charge your phone and uh things like we did get a lot of calls that day too um I did um we saw about a 30% increase in foot traffic over the previous Wednesday so I I I looked at the numbers for Wednesday uh 18th and then the Wednesday 11th uh and we had 30% more it's interesting too to see um throughout the day know the numbers were about um middle of the day maybe double and then and then it gets really like a big jump toward the afternoon I think when folks realize that oh it's really not coming back on I really charge my phone and get out of this dark house so yeah we see um a big big jump how do you tally the attendance through the door through the door count so we have um we have two different systems and we're actually piloting we're thinking about getting a new purchasing a new syst uh we have the door counter that that'll check you as you walk through the front door and then we have the um RFID gate so those are the gates that you walk through uh to come into the library proper so and there's they're obviously capturing different numbers right we're capturing in and out all the time through the front door possibly folks just getting water or using the restrooms or coming into the community room so you know on will blon day we didn't we don't have we don't see that increase through the RFID necessarily

because those and the nice thing about the RFID Gates is those can calculate like down you know by hour by hour by day uh you run all sorts of graphs and things so what we'd like to do is this new system that we're looking to install which I think is maybe about $2,000 it's it seems reasonable for what we would get um because system of retrieving the numbers off of this Antiquated one that's by the front door is it's like I don't even know how to describe it you know like Press menu six times and then hour hour hour start one whereas the RFID you just click on the link and it takes you to the page and you say I want to see the report from this time period very slick so and you can convert your front door to do that system so we're looking to do that probably at the beginning school year um but it is neat to be able to to see those to run those numbers and really I think it really like data wonky sometimes where I'm drilling down into what What did the what did that window of time look like compared to this other window of time um it's fun it is fun to play with this um yeah a lot of folks came came in um we did see an increase I think normally I think the previous Wednesday maybe we made three Library cars and on this other day folks so are you prepared for the possibility of Thursday on Friday morning I think it is how supposed to go down 10 o' Thursday night I'm supposed

to come back on 6 a.m I got this from Pacific maybe it's only my neighbor I think it's just on the north end of town I was talking this this morning at Coffee well the of town doesn't come too is um well we decided to put out some hot water and tea and so folks could make yeah Special folks C back you know you had an in um and we just thought that was a really simple way and not tons of folks took advantage of it but you know I love seeing your post on the community groups it felt very welcoming and that I noticed other people start um so actually when we found out that there was power outage very um locally I remember exactly where it was the town had the longest power and there was another blip one day that I think power was out somewhere so we had I think maybe that was one so we we put out hot water again see is it um and we are um chatted with public works and Ed is having um I believe actually last week he had um the generator folks come out and check various of the city buildings that have generators and in ours you could hear it from my off but iner enough to do your Christmas lights and

everything computers there was never that's a big turned the corner and I saw the lights and I heard the generator working but it was a little concerning because it had that kind of sound of I'm giving it my all and my's about to run out f it was making hor let you know right before not we were worrying like did we have to refill it with gas or something um it's actually run I believe on natural gas so other than that so we are getting that thankfully pration and um quiet quiet couple weeks any more questions on Jennifer report all right moving on to Old business 3D printing policy and procedures which are okay I did attach them I did send them off also um previously so as I indicated in the email they were reviewed by by Spencer um and we said let's let's move forward with um which just we using that as our internal um policy for right now um and Alex is working on the um working on the

form so folks can request those um online and so just going to move forward policy and sort of adjust as you do so people will be able to request using the 3D printer without they walking into the library no they will have to walk into that's the the initial request is done online so even if someone comes to the library and says I want to do a print you have to do it do it online you have to do it online so that we have a tracking of of the projects that are happening um so it all will get funnel through there and and does the the the customer doesn't do their own you guys do it Alex specific okay Alex Alex is the keeper yeah and he's he has been doing them um just one offs yeah you'll see evidence of that um but we thought we needed a system in place and the library website redesign so I had hoped to be able to show it to you um but I don't know the log to the building that build your own you know build your own B kind of site um and Alice in on Tuesdays so um I'm not able to show you an example but as soon as I have something I will send it out to the board um so you can kind of take a look at it if it's if it's easy enough for me to share a link that you're able to see it's probably it's so um it's so stripped down right now that there's just a lot of placeholders um but I did want you all to see

color and moving on to new business does anyone have any new business I I didn't put this on here because I just met with um Zach and Spencer this morning for the budget committee and just as an aside uh Spencer said that um that I'm greenlighted to move forward with your favorite thing updating the library policy I miss it last time so I'm ready it can take a long and I think um I think what I would like to do you know sort of the the work that we did on the Mission Vision and values was that preliminary work I think sort of getting getting that in place um and then from there we can start kind of chunking it into um sections you know so we don't have to kind of take it all all at once you requested to do this it was like the first so and that can go a number of ways you know can could be um you know I feel like the Mission Vision and values work that we did was really I I felt more collaborative and um and for the for the library policy I'm more than happy to generate things and send it to you for input if that with the current and the suggested you know that's a great idea I like that I imagine the suggested is going to look significantly different from oh it's not just going to be lined out in these words oh it's pretty clunky cool you

it's I would say that I mean there's definitely some actual policy things I think need to be updated running this 3D business but overall it's a little offputting just because the language of it is Wy I'm sorry I'm just saying as a wrer I just think it could be a little bit more engaging and I'm seconding that as a reader so I think there are lots of good ex again as we did with the work with the mission visioning values there are lots of good examples out there there's guidelines from you know State Library American Library associations so I think um there's there's ways that we can so how are you proceeding with the work on the Mission Vision and values is it being adopted or I know you sent it out for everybody to look at again and so what's the next step I'm guessing we either need to add it to an agenda item for continued review and then adoption and then we present to um city council or or we do another special work session so you all have a we can put it on the February well one of the things you might also think about for February and for the immediate future is that you're going to have in your board members and so one of the things we may want to fge into rather quickly is how do you on board and Orient your new board members so I know Jif has probably already

beening just I don't know that's I came it actually work out I know but you know it's kind of nice it's nice to have a little checklist of did we cover all these things do you have any questions you know sort of um and that was part of the conversation too with Spencer John today about you know what what are the structures for your for your board and I guess it it turned out that officially it's not even in the city Charter of the library board is a little bit different than the other boards because the library board is required by the state and so um it's my understanding that the the city is still required to um to name people to the library board but it can function a little bit differently and and it's an advisor I think to the library director um and to the city but it but it operates differently and I'm not sure I understand all of that um but it's it's a require Ed or I think every Public Library is required by the state to have a library so that we have the term limits that the other boards don't is part of that state required I have a feeling it might be because I don't think the um the processes are I think they're guided more by the state C but I could be wrong and I it definitely needs to be looked into so something I sent to Spencer uh today was

the um the guidelines from the Oregon State Library handbook for Public Library board members in Oregon so they have that structure already um and that might be a good thing to have as to onboard people that's only 60 pages you know you know all readers and if you're really Savvy you can send it to chat GPT and say please synthesize this for me and give me the can so that's that's a place to start Spencer now has that too and I may have sent this out when we were beginning the discussion about the onboarding process but um I will include that um speaking of the minutes do we have to elect all of our board members now or do we wait for the positions to fail you know um you can elect them all now but my personal uh advice and you know I give free advice I give freely and you're free not to take it um my personal advice would be to wait until you you're a full board before you El like the rest of them and I can write at these minutes get gbt to do it in the future and actually Zoom I mean that does have a function that it will transcribe that's it it does I knew there was a good Tech you can also have ch GP record and

transcribe it'll consolidate condense it it'll transcribe it and then you need to have a human hand but it's not as cumbersome as many of the transcriptions have in previous eons this seems like a good use of Technology it does it does I know that Spencer does that a lot for Citys it is it is helpful and obviously there's a lot we say that doesn't but it is on the rec if you're still on a new business I'd like to say something with take off my city counselor hat and put on my hat as a member of the friends of the Seaside Library board Friends of the Seaside Library um and that is um number one uh under reports um we would would like to be added to your agenda as giving a report because as in the many years past friends of suide Library always came to the library board meetings and gave a report that it was a report on how how much money was made by the U bookstore and and of course that money ultimately is contributed to the library Etc um so uh and uh another reason for the immediate future that we'd like to be on the agenda is to keep the library board updated as to what's happening with the friends of the Seaside Library um and I'll just give you a little bit of update because I'm on the I'm also on the what I call it the group The merger committee the merger committee thank you

um uh earlier this oh I guess it was last week I uh wrote up a uh proposed dissolution resolution for the library foundation and I have sent this to um to the people I think that it needs to be sent we have four people on the merger committee Christy waves myself Leah um Griffin from the foundation board Jennifer's been there oh and we have Kathy pinart who is an accountant and she is the person who uh has been uh she got all the 501c3 things through and everything else and she knows the history as well as anybody better than anybody anyway so um I put together with the aid of chat GPT um a a wonderful dissolution resolution for the um for the foundation board to pass that has a caveat in it that they they will dissolve and their money will go to the Friends of the Seaside Library and the seaside friends of Seaside Library must keep that money separate from the friends money because that really is money that people donated with the idea that it would go into a foundation and the foundation money is used differently than friends money um once they dissolve then the friends of the Seaside Library and I I got sort of a proposed process for this Friends of the Seaside Library will then uh start

working on our bylaws um and we will uh my my recommendation is that we have a provisional board that will sit for no more than six months to pull together all of the new the new processes and the new ways we're going to do things as a group now called the Seaside Library friends and foundation and so that will cover the Waterfront um so far I've this this is reaching agreement it still has to be presented to the Friends of the Seaside Library board because we were not able to meet last week but that's the process that's that's sort of where we are right now and um as a group that supports the library um it's really important that um that the friends and the foundation whatever it's going to be called that it keeps in good communication and contact to the library board and to the library so you know what is being done to support the library it's also important that the group be kept informed as to what are what is the library's Direction what is it wants what is it needs so that's kind of where I'm sitting with follow this I think that sounds great it would be great to know what's going on I have a question I me um the money that you mentioned earlier the $200 for the

system is that does that come from the foundation to the library or does that come out of a budget line item it would just be part of a budget line item so I'm I'm given a budget each year and I get to Pi how we spend it um generally it's it's pretty prescribed you know we spend a certain amount on books and a certain amount on paper clips and a certain amount on you know whatever that happens to be but sometimes there are those additional things of you know we need to maybe upgrade some AV or we need to get table old on so to fall apart so there are some general maintenance items too that I try to work to the budget and this is one of those items that it's it's small enough that we can probably absorb it um within a regular um budget year uh or if it's looking like we've overspent you know we have spent up to what we think we're going to use in this budget year then I can he mark it for next year and we'll add but often what has happened and that's sort of where the foundation has been really supportive um if there are things that we did want to do that were outside of that budget uh we didn't feel that we could cover it with with the city the city a lot of money then the friends would take on sorry the foundation would uh adopt a particular project or we're the we're the friends even the friends historically uh fund our summer reading program all of our um supplies and prizes and programs so all of that is covered by by friends and also a lot of our of programs like Billy bton was covered by by the friends um and then Foundation tends to be more um what are

things that we need to do for the liary that maybe we're not able to cover with city than sort of more Foundation is sort of more longterm also um people can give to either one and in giving to the Friends the friends is more current funding the programs Etc Foundation you can actually you you could will a a request to the foundation you could will land to the foundation and you could say this is what I want it used for so it then people can kind of direct how they want to support the library uh after they die or even in the next few years you can say to the foundation I uh I want to U give this money to the foundation and um I want you to use x number of dollars every year to buy books or something it's it's a more directive and and by combining the friends and the foundation we actually can have more in effect and um we can the things have been under the radar for for so long we can really get people feeling being more involved in supporting the library you know supporting the library doesn't just mean check out books and it doesn't just mean that you buy books from the bookstore it can mean a lot of different things and so I I think we have a new vision for how to support and and market and public relations for all this and part of that new website that

we're putting together will have a more robust landing page for for those things I'm GNA col out my phone and cheat for this next part oh the next meeting our next meeting will be Tuesday February 4 at 4 p.m. is there any other public comment I thinke told myself all right meeting you the J thank you thank you