Library Board - Special Meeting

Whoa, that's loud. Okay, so let's call the meeting to order for the special session of the library board. And um I guess we'll take role. So I'll start off with the library director present. And the city council representative Heidi, I'm present. And Kathy here, Sarah. Ta who is a what? I'm a yes I okay and Eve

present and Kathleen so we're all here so um before we get into the ordinance part of it uh Kathy has a document that she has put together for us about a an example of what an advisory board is and uh what is its structure so Kathy would you go ahead um as I have said earlier to a couple of you um the boards that I've been on have been governance and so I was not really aware of the scope of an advisory board and um it's probably taken me way too long to investigate but but here it is. And so um this is not my recommendations. This is just information that I found that we can discuss um talking about the key responsibilities um board students duty of uh care loyalty and honesty um role of the chair. I'm not going to read through all of this because I hate that when people get it. Um, but there are reasons for board dismissal and and how to be a library advocate. Um, but mainly what I wanted to do was try to make sure that in our capacity as an advisory board that we look at all of these things and make sure that we have them in place for our board. Um, and and maybe, you know, there's something in here that uh we're looking at that I'm sure there's plenty of things that we already do, but maybe there's something in here that we don't do that the board says, "No, we don't need to do that." And so, we don't do it. Um,

but at the very back page, I put in things that we need to think about. um the nominating process. Do we want to be involved in um uh kind of pre-intering or or having a discussion, not interviews, but having a time to chat with potential um new board members. Um and then a conflict of interest, uh written policy. I think in this day and age it seems to be pretty critical and I don't know that we have one here for this board. Do we have a conflict of interest? Uh that I'm aware of.

Yeah.

Um and then a board commitment letter. Uh we did this at the last board I was on and um it really was just to um help develop job descriptions for board members and to have it on file as yes, I've read all the criteria and I'm into it. Thank you very much. I'll sign and have to do it. Um and then board orientation for new board members. Um, I would have really appreciated that um to to have um clearly because I have not been on an advisory board before and so uh this would have helped me and I think it would be a good thing to have in place for uh future boards. So that's where this came from. Like I said, none of this is my words. I I stole it. of the AA library symposium had an hour on what every board member should know but probably doesn't. However, it was basically 85 to 90% for governance boards. And so, um, I pulled a few things from there, but it it really didn't, uh, serve our purposes. Um, so that's my little spiel on what this is. Then I also looked at this uh city of seaside boards commissions and committ committee policies and I made a few notes on it because I really didn't have a good grasp on the overview

of everything that was being asked of us. Um, and so, uh, I would suggest that we go through this and just say, okay, yes, we already do that. Um, no, we don't do that, but we don't need to do that, or yes, we need to do that. Um, because I don't know I don't know what you all understand about the scope of what we're being asked to do. I know I was not as clear as I could be and and that's why I did this. Okay. So, great. So, now we'll move in to the draft of the recommendation. So, thanks.

Sure. And I know you sent that to me, but I think it's I have to pull it up. It's not the one. Was that the interesting one? Okay. So, I guess my question is, do you Jennifer, you've already looked up bylaws from the Beaverton Library and you felt like it was solid and we just needed to make a few little adjustments.

I mean, it had it had a lot of the components and I I guess I should I should step back a little bit here and say there's a couple of layers that will be happening in this process. Today's process is really for the board to be sure that they're putting forward what they would like to have in the recommendations. Um I as the department head will have an opportunity with other staff members to be able to respond to the recommendations. Um, so I'm happy to make my voice heard, but I I I would prefer to have your voices heard in this process because staff will have their opportunity to give their does that make sense?

Uhhuh. Yes. Do we have a template of what what it should say like we are this we consist of this or do we have a template for that or are we starting you know do we want to start from so that the template will actually be it'll be constructed by Kim and um okay so we're just going to do the components we're just doing the components you give them all the ingredients okay we would like to see in this okay

wonderful 90 layered cake and And okay um and then uh they will you know we'll have um staff um staff input and comments and then it'll be drafted in ordinance but they take care of all of those details which is yeah we're just coming up with what's our grocery list okay ingredients grocery list is that is that kind of what you heard

as as a city counselor I know that one of the things that um I would like to hear from people is not only how should how do you think you should operate once you're on the board, but think about the experience that you had applying for the board. Think about what do you think went well? What do you think should have been done? And then once you got appointed to the board, what do you think went well? What do you think should have been done? What could have been done as you said on orientation? Um, and I mean right now is your opportunity um to be throwing out to the city council um the you know the ideal

process but the the things so I mean you mentioned an orientation packet what would you like to see in that and and that kind of thing and and I guess also So, is that something that's coming from the city or is that something that's library related? Are they joint venture? Um, so,

well, I'll just start with the process, I guess, of adding on to the board. Okay. Um, I uh appreciated uh the opportunity to fill out an application in that process. However, I would like to I would have liked to have sat down with the board here and just had a conversation to say what are you looking for in a board member? What what is your board how does your board function um in as an advisory board? I would have found it very helpful to have sat down and had a conversation with everybody. Just a conversation. It doesn't need to be an interview, but it would have given me um a clearer idea of yes, I I really do want to pursue this or no, it's not for me. Sarah, what did you feel?

Um I think that's a good point. you don't exactly know what you're getting into when you sign up for 40 years. Yeah. Like and and I know with an advisory board which is very different from the government board which I also part of. So, um I think that sort of um initi over like I wasn't quite as worried about the time commitment knowing that it was advisory. I'm not sure having a conversation with the board would have been really helpful for me only because I get nervous talking in front of people in front of this board to also talk in addition to um but you know if there really was like document we're trying to create today was available to an applicant and a part of the application process because it really felt disjointed too with application like through the city had nothing to do with the library itself,

right? So some somehow so maybe we make that a an option if you would like to uh well of course there's an invitation to come to a board meeting. Um that would have been helpful. Um I wasn't quite sure what it was supposed to do. Um, and so if we could make that an option so that if you're not comfortable coming to meet the board, it it could be an option um to look at the policy packet right

now. I'm I'm a I'm not face to face. I like to talk to people and and that's the way I gather my information the best. I'm I'm I'm I'm not pure audio or I'm p your written. I need the combo. So, I personally would have said yes, I'd like to go talk to the board and see what this is all about and how they feel about it. But if that's not a comfortable area and yet there's a qualified applicant and they don't want to do that, then I don't think they should have to do that. I think one of the questions on the application for the for the city is have you attended a couple days?

It's not on there yet. It's not certainly recommended because I'll tell you as counselor that is a question I ask every single applicant. Right. And um and I think it is an important question. I I also think that if you don't want to talk to the whole board, I mean, if you've attended the meeting, you at least get some sense, but then maybe having the opportunity to talk to a board chair or somebody designated by the board to give you more that would be

I just think that would be a nice resource for people on May clueless to say not proud of it, but I Okay. So, a packet that would be available. Okay. So, how about a definition of qualifications?

I think that that I'm just down the bullet points. That's good. In my past, the qualifications for a board member came in the job description. and it was pretty clear what the responsibilities were are and that was in the packet. Um, okay. So, what are our qualifications? I'd like to see the job description. Yeah, I'd like to see a job description. Yes.

Wait, that's said on the qualification. Yes, a packet would contain the job descriptions along with the term the um requirements of residency or all those things. This is what a family work gets. Oh yeah. Okay. The minutia the who is eligible to apply.

Yeah, we got stuck there last time. So we'll kind of put that at the last to to consider. So um okay so in this so the process what we've come with now is that um process that the city council goes through in addition we would like to have a packet available to the applicants. Okay. Anything else we'd like to add to the process? Uh well that question have you been to a board meeting on the application? I suppose we can request that. Biz might be getting into that minutia because I I'm sorry I wasn't here last but um conversation already but um can you ask a question like what is your experience or your current involvement with the

absolutely that's a good question people who are on the board should be involved and that's one of the things I think you can suggest what um there's generic questions that would go on the application, but do you want some specific questions to go on the application for this position? And are there separate applications or is it right now? There's one application, but that doesn't mean there couldn't be the generic application with the addendum specific, right? Specific.

And one of the things, you know, you mentioned conflict of interest. Um, would it make a difference to you if that conflict of interest information were part of a packet and you knew that this was going to be a requirement for you to sign? So, asking applicants if they have a conflict.

No, not asking them if they have conflict, but including the conflict of interest policy and form. So, you know, this is one of the things I'm getting myself into. Okay? And this is one of the things that's going to be expected of me. So in the job description uh in the past where I've worked, we had roles and responsibilities and we also had um a list of documents, commitment letter, uh conflict of interest. So, we laid it all out, all of the things that people were going to have to um commit to uh and and there may be somebody who sees a conflict of interest and they already know for whatever reason they have a conflict uh that that would say, "Okay, well, this is not for me." I think it's just more about full disclosure. just seems that it's not been at least for me it wasn't as clear as I would have liked to.

So I think a conflict of interest I think we need to um work on that. I don't think you have to work on the document. Those documents exist. Okay. All you have to say is you want it included included because those documents exist. Right. Right. Right. Right. Okay. Thank God.

Um, so we want a a separate agendum for the library board application. Have you ever been to a board meeting? Okay. Um, so we're adding that to the general process we have. Is there anything else we'd like to add to the process? Anybody? Nothing. Okay, let's move on to duties and responsibilities and roles um of a board member. So, what you've got here in your document has a lot of good stuff, you know, about duties and responsibilities and ethics and stuff like that. And that's a um you know, we have nothing, right? So we could take this as kind of the foundation of it.

I would say so. Great. So we've all had a chance to look at this. Is there is there anything you'd like to add? Well, I guess we need terms. That would be part of this job description and and duties and responsibilities. Right. Right. to list the the terms which is four years. Um and eligibility. Now, we got stuck on that last time. So, you want to just wait on that or do you want to define eligibility? You know, we're talking about business owners versus business employees,

right? Well, and I think again that's where I as as the board you can put forward your recommendation and then if I have other thoughts that I want to include then I'll have that opportunity. Does anybody feel strongly about employees or staff or Okay. What I haven't really It's hard for me to argue against it. I haven't found a good argument for it. They don't live in the community. Um, just because you work some place, I don't know. It seems like a can of worms to

Well, it seems I have a problem just even with the business part. How do you know that the business owner doesn't live in Idaho and is running a business remotely? How do you describe what's a B? Who's operating a a business since you said is it a brickandmortar business? Is it online business? Is it Eve marks passing out a card that says I'm a Raiki master? That's business. This looks to me like a hotter worms. So, let me take you to a level a little bit higher than that. what we what we're looking at and what the city looks at for all people who are involved in advising or making decisions etc. is at the making the decision it's whether or not you're a voter in the city. Okay. At the advising level, it's what is your interest in the city and how is that shown? Not meant to at the level of a business owner or a business uh uh somebody a citizen but

um or whether you have children in the school or that kind of stuff. It's not that level. It's kind of a higher level. Do you pay taxes to this city? Are you interested in the success of the city? One of the ways is you pay taxes. Now, there could be a whole uh a whole gamut of people who pay taxes in the city who don't live in the city. So then you start thinking okay if you pay taxes and you're interested in the u success of the city and in the management of the city um then if you pay taxes and you fit all this other criteria but you don't live in the city would you say okay we have x number of people on the board and as long as they pay taxes or do is we will allow x number of people to not actually live in the city. Okay. And we have that currently for many of our of our um awards

if they do pay taxes.

Yeah. If they pay taxes you can say that. I mean that's one of the criteria or you could say they live in class they have to live in class county. you can have a a lot of different things that you consider um but considering um what kind of job they have or how they're business that's not some I don't think you want to get into those weeds it's more at the top why is this person interested in the city do they have an interest such as they're a voter or they pay taxes because you can pay taxes and not be a voter. Yeah. Okay. So, there's there's that part of it. And you can pay taxes here um and not live here, anybody who owns a business here, anybody who owns property here. But then that's where you want to look at, do we want to put limits so that we have more people who actually live here and are directly connected?

Yeah. I think you need to have at minimum saying that a majority of the board be seaside residents, right? I would do I think I think we should if those two qualifications live in the in the city or pay tax in the city are are what I would say just leave it at that. Let me say something about like seaside though like there are a lot of people who are not in seaside but live right up the road and utilize the library times. They're not actually seaside residents but they may pay taxes for the city of seaside like I do. I am outside the city limits. Yes.

But they don't join a seaside library. No, I'm a property owner in seaside. That's right. Yeah. There are people who outside the city limits who pay 60 bucks a year to have a library card. Do you want to have a requirement that they have a library card? Well, for sure. Yes. Well, I can tell you a nobody saw that. That one shoulder,

but if you don't, you can say they have to have a lottery. If you don't have a limit, you could have a whole board made of people who live in Atoria and pay 60 for a library. So, you have to think about that. So, look at your look at your limits and and what Heidi's saying. Should we move on because we're getting stuck on this issue again? I think we just I think we said it. Yeah. The majority of the board has to be made a president. So then depending on how many openings you have, you look and go, well, everybody already is a resident and we have one spot, then we get to have somebody who's not

but and those qualifications would be pay taxes in the city, I guess, and you have your overall arch qualification and I would suggest it's not a majority. I would suggest you name the number of positions. I think that's good. And like I say, because a majority is still uh you know, if you have seven people, it's four to three and you're going to have and you can have a quorum. You can have people making decisions. So in our case, we would say how many of how many people do we want on our board? Yes. So how many do we want?

This one's good. I'm good with five, but I have always preferred a smaller pool. Five seems good, Sarah. Five. Five's good with me. Okay, five. How many out of the city? One. There you go. Here you go.

Five residents up to one non-resident. Oh, we're fine now. We're flying now. Okay. Qualification terms. The term is four years. Four years. Okay. Uh and if if you move away when we replace the person, do they just finish out that term and then get uh Okay.

Um there's a the whole thing with a matrix. Well, yeah, but we want to keep it in a calendar year, don't we? What would cause you to be off the board during the middle of your term? Moving away, dying, death in the family, anything. Lots of things. So, yeah, but you have to be specific about that at some point. I don't think so. If you leave your position, do we replace you? And you could leave your position. What? You could you could resign. Yeah, another reason. Yeah. Is there anything having to do with attending meetings?

Yes, there should be. It says that though. They already have it, but you need to endorse it. Yeah. Okay. So, back to do we do we do they finish out the term if someone is in what you're saying is if someone is appointed midterm. Yes. Do they finish out the current term or do they start out full term? I would say finish out the current term. Finish out current term.

Okay. Finish out the current term. Agreed. But you're staggering in terms, right? They're not all starting to stop. But but the person would finish out of that. Wait, we're starting on January 1st. Every term starts on January 1. So I come in uh that's not stagnant. And there's six months left in this four-year term for how many years I have. Yes. So I come in at 6 months and I'm on the board and at the end of six months, do I need to reply? Do I need to That's a new question. Yes. Yeah. Do I need is it the automatic? Okay. You finish this term, now you get four years or you finish this term. Yeah.

And now you get three years. So what do you want to do? It's reapply for a full year role, four year term. So if if we filled the spot with someone, they'll vacancy with Kathy for the six months. Did that did Kathy go through this vetting process already? So they've already Yes. gone through the application and they've been voted on by city council, right? Yes. And added to the listing. several weeks. So before you kind of ask if it's an automatic renewal of term, you have to look at

it's actually never an automatic. I think it always goes.

Yes, it does. So except except that the practice has been that if you're already on the uh board and you indicate you want to stay on the board, you don't get interviewed again. Nothing happens. It's just automatic, right? That has caused some issues because one of the things that happens is people don't apply because oh well the person who's there already said they want to do it so why do I why should I even apply and there's no I'm going to be real bold there's no measurement of was this an effective board member

well in fact yeah I think at the end of that term then the rest of the board should voice their opinion to the director and say effective note effective. Yeah. And then the city council approves from the pool of applicants and reapplicants. There's got to be a way to the door. What you're what you're talking about is does a person does an incumbent have to apply again? Yes. Okay. And because that's what happened to me. You know, remember they were going to boot me out at this last one

because, you know, I wasn't automatically just rolled in. I had to be approved by the city council. You were caught in the discussions of the whether or not it was that was what happened. I had to be reappointed. I did not know that. Everybody has to be reappointed. I I'm not making myself there. Okay. The reappoints have been automatic in the past. Anybody who says they want to be reappointed so they don't have to fill out another application. I think I was contacted by she called me on farm. She said do you want serving and I said okay.

Okay. So that brings up the position. So let me tell you what happens at the city council level. city council gets told by him, Eve wants to stay on her. So, we don't open it up for applications. We just put her on. Now, is that fair to the city? Is that um is that um really being open to everybody having a chance? How do you term is do you put something on a board that says library position? Currently, we don't. It's just been the minutes of the city council. So when we have a vacancy, how is it advertised?

Word amount. Presently, it's city council. Yeah, it would be mentioned at the beginning of the meeting. This board has this board. That's how I found out about R.J. was covering a city council meeting. So there's a opening of the board. Do we want when a when a when a position is coming to the end of its term, do we want the city council to advertise or to mention that this term is up and it's open? Well, how would that I would say it's open, but um open for application.

I think the question more is does an incumbent have to apply and go through I say yes the whole application process. Why not? Yeah. Yeah. Sure. I say yes because then everybody does the same thing. It's Yeah. It's, you know, as the kids say, it's fair. So, who I mean, they're going to have an advantage. The incumbent is going to have an advantage in the pool, but does who who who suggests this advantage? Do you tell city council that I would really like to have E?

No, you come up you can be interviewed again. If it's if you go through the whole process again, you get interviewed again. And do you and one of the questions could be what have you done while you've been on that board? Why do you want another? Yeah. And and director do you have are are you consulted uh by the city council? unofficially. It's not during it's essentially city council that is voting in the numbers and

but they do consult with you to say what do you think of Kathy Ryan and you say oh man she's a waste of space get rid of her and and the question I'd be asking is um this person's been on the board for three years how many meetings have they missed I'd ask another great question you know because really what do we do except discuss things. I mean it's not like we are we're not a governance board. Yeah. We I mean if if they ask me what have you done? It's like well I've gone to all the meetings and participated in the conversation that discussion much that that's about it. That's a fair answer. I well it's that's the truth.

We don't go out and we don't make the policy. we just but you know for example this time you could say well we sat we discussed policy we discussed job descriptions we advised uh what we thought would be helpful um and then we gave it all to the general okay so then what we're what we're suggesting let me recap is is that when a term comes to the end we are we reapply yes and city council mentions that there is this term ending

in a meeting and I would say that um think about okay city council needs to think about our responsibility in attracting people to positions but if there's an empty space I would say the people on the board need to think about what kind of responsib ility you have in attracting good people to your board.

Well, it needs to be posted somewhere in the library. It needs to be posted in city hall. Um, it needs to, you know, be in the the signal or you board members are ambassadors for the library. So when you're when you meet somebody okay so finish out the term you reapply if you were if you came in midterm uh we go to the thing where you finished out six months of somebody else's term or a year of somebody else's term now do you get two new terms well that's so

that's going into the question of term limits correct are do you want to have term limits Once you decide whether you want them, then you think about we have the two term limits. But then so do you guess the two full terms plus what you did? I would say if it's less than a year. Yes. So if it's more than a year then it counts. It counts as full term. Yeah. So So a term is four years. So you really want to only let them have one year? No, that doesn't count. I'm saying you you if they have that first year as one of your eight. Well, then you can't take another three term, three years at the end. I'm not saying that. Okay. One year to finish out.

Yeah. Let's say this guy comes in and he's gonna he's got one year. He finishes the other guy's one year and he gets four years. Yes. Then in the second term, he only see that won't work. It doesn't work. That makes it too complicated. Yeah. According to the Oregon Revised Statutes, um it says no person shall hold appointment as a member for more than two full consecutive terms. But any and this gets into that other piece, but any person may be appointed again to the board after an interval of one year like tips. But does that one year count? Because that those are two terms.

Well, let's think about why that she said two full Second term. Second terms. Okay. Think of it like the president. If the president dies, the vice president finishes that term and then he's entitled to two more. Full terms. Full term. Is he? Yes. Oh, I didn't know that. Yeah. If he live as long as it's not more than one year.

I mean, it says if a if a vacancy occurs, the governing body shall appoint a new member for the unexpired term. No person shall hold appointment as a member for more than two full consecutive terms. So I'm reading that as the fulfilling someone's vacancy doesn't count as a full term. So at the end of that they're reconsidered for two full. It's like Lyndon Johnson when he took over Kennedy's term. He did not choose to re rerun for the second term, but he was able to elig eligible to. Okay. So,

make sure we're here. We're all hearing this. What I'm hearing is if someone is appointed midterm to a term, they complete that term. It does not count towards their ability to apply for up to two more terms consecutive. Yes. Okay. Okay. Okay. Okay. Are you getting all this? No. Sorry. Remember this is discussion part. We'll actually bring it all forward for a vote during the regular meetings. Oh, cool. Okay. I should really clean this up between

sorry terms vacancies that's what we did. Okay, requirements we did that. So you've got terms. Okay. So then we've got the I mean the responsibilities those are great.

Okay. Right. The one thing that I read on here and I I think um and this and this is where the library board and I don't know all the details. It's just a little bit different. But the boards that the council appoints are boards of the council. They advise the council. They don't advise the department head. They they advise the council. So the any one of the boards or commissions could take a vote that we want to advise the council that we think they should do blah blah bl block. And I think that is one of the things the council wants more of that we want our boards, commissions and committees to be saying, you know, here here's a work plan for next year that we're advising you. We want to adopt and we're advising you that to adopt that. We think it's going to cost the city this much.

You want us to go around her? No, it's not around her. No, cuz you're around her. You don't want us to go through her. You're working with her, but she holds a different role. Like I hold a different role. She's not on the board. I'm not on the board. You guys are on the board. Not Tina. But Right. So, so the five board members can go to the council and well advise the council. This is bypassing her.

Not it's not bypassing. You're you're going to be working together. The only time it's bypassing is if the library director wanted one thing and the board is completely opposed to it, then that's going to be a whole other ball of wax. But she Jennifer as Jennifer as the library director is bringing to the board things to consider and she's a staff person within the staff organization. The board is an advisory to the council. So this is how you get the staff and the board and the council.

So we're not considered advisory to library director. Yes. You're advisory to both. Your advisory to both. I think this is interesting. This makes this advisory board seem very different. Very different than like advising to the director. I feel like like if we are supposed to be going to city council meetings to present things like that that feels very different. Me too. Yeah. Which that's fine.

I mean that may be our our role. But see, I guess the way I see it is that if you're working with the library director and the library director comes to the city council and says blah blah blah blah and I don't see any library board members there supporting the library director or telling us we as the library board endorse all this then I'm thinking okay where is my advisory board that we appointed to bring in citizen input. You bring the citizen input in

I attend all online. I rarely physically go to I don't think a ten is out of order is necessary but at least you know send a send an email with everybody copy that we the library board and have all your names down should they come from the chair I would think but can't we also assume that what Jennifer is going to take to city council like it has been approved and discussed by the board would tell us that.

Yes. And we are responsible as city council to read the minutes of every single meeting of every single board, commission, and that I that's one of my responsibilities. So if I'm not doing that, I'm not I'm not ready to say I'm just taking

and I have a responsibility ID has responsibility that if Jennifer comes and asks D for us to ask questions and one of the questions might be what does your board say about this? So but in that capacity you are advising both the director and you are advising because it's a council that's appointing you so we want you to give us feedback.

Okay. So as an advisory board I guess I want a a clarification somewhere in our document. We are an advisory board to the library director and the city council. It doesn't say that in this thing. I mean, I know this isn't our thing, but there's no place where it says that we're advising anybody except the library director. It seems like I I it seems like you and Eve are very uncomfortable with advising the council.

Why are you uncomfortable advising council? We appointed you. Because our job is to go to her and she goes. My job I I've always felt the my main role here is to listen to whatever the library I mean listen let's be real when we just sat there and listen.

Yeah. There was none of this conversation at all. But and you're real frustrated after that. Not that I need to talk any more than I'm already, but I feel that my main role has been to support. I would echo that. Well, I think that that's true as the advisory board, but I also think that we have to take a wider view that we were appointed by the council. And so, um, we are advising the council that we want different questions on the application. we are advis we are going to advise the board I mean the council um of of some of the changes that we want and I I think it's also if you take the humans out of the positions and you potentially you have different humans in these positions determining which way you lean on this matter you know let's say I was a tyrant Say I was misappropriating. What? Let's say I was misstapping all over the place, right? What is I mean obviously I report to the the city. So they would be holding me accountable but if on some level I think it would be up to you all to maybe say hey this is what we're seeing and so how what would the roles and responsibilities look like so that there are some of those checks and balances and I like it's the checks and balances and and absolutely in this configuration I don't believe that would happen but we

don't know what's coming down the road. And so what we're doing is putting together a template template for now and down the road when there's a whole bunch of different people sitting in this room. You've got co Yes. So I think we have to

broaden our sculling. Well, and then how do you like quantify that? Do do board members, you know, have to attend like at least once the council meeting during their Well, my my vision is that the board is given the opportunity to once a year make a presentation to the city council and saying, "Hey, this is what we've done this year. This is this is what the library has done with us as the board. This is how we have um assisted with the direction and the director of the board of the library etc. and at the same time be able to see this is what we also see for the future. This is these are the kinds of things we see for the future and help the city council set direction.

Does she do them? So I do. Yeah. So I do I get an annual report. Yeah. Um and again this I think we all have inherited a structure of how this has um unfolded and maybe maybe the desire is that there's more you know I'm asked by Spencer to give an annual report of the library to the city council. Maybe maybe the guideline should be you know that there is more board input or maybe there um

maybe it's a joint presentation between you with you and the chair and then it's the chair who is represent and and in all um Jennifer and every department head actually does two presentations to the board. One is the public presentation at a city council meeting giving us giving it's an opportunity for them to do the this is what we've done the this is uh this is how you help the city etc etc. But the second presentation is given to the city council when we're doing we're going into budgeting

and that presentation is these are the needs of the library during the next year. These are these are what we've done this these are the needs of library so that we get the picture. Now, can the board assist the library director in I mean in put in thinking about what those needs are? Can the board be a a think tank to assist the library director? The board is not it's still going to be the library director making that presentation to the city council. So the city council has a broader understanding as we come up with um we come up not only with our budget but we come up with the goals for the city for the next two years.

Ta if I went in front of the city council and I said this is what our library board needs. I would be I'd mess it up so bad because I don't know what she needs. But remember it's not always going to be you. Well, but you would you could you go before the

That's not what I'm saying. What I see is that as a board, we need to be more aware of what Jennifer feels needs to be in the budget, what what her vision is of of uh creating more, for lack of a better word. Um, so that I as a board member have a clear vision of what the budget is and where you want to spend it and that's where we talk to you about well what about blah blah blah blah blah. That's what an advisory board does for me. So you want more information in our board meetings. You want to get in deeper in our board meetings. I I wouldn't mind. Well, then we sort of you remember back to the Esther days, a lot of the conversations were um over, you know, how much things were going to cost you and what I was a lot of money minutia.

Well, and I do remember

I think was you know how many beds that we taken if it was a lot drier. Um, do you want to go back to that thing? It took about most the meeting, but I mean that's really what we ended up talking about. I see the reasoning behind sharing with you the various things that we're either thinking about or um you know kind of strategic wise um because you are the conduits to the community and you know so we have that community engagement piece now to sort of talk about okay so what are you hearing in the community what are you saying to folks in the community you know do you do you have a a a full enough picture of, you know, where we are and where we want to take the library to be able to have those conversations and and if you're feeling that, then then let's fix that because I think that's a big part of what I think the library board does. So, and and I think that that's a better way to support you. And when we go out for community engagement, we have some exciting things to tell people and uh and trying to position the library differently than maybe. So we'll we'll we'll have to be talking more about budget stuff.

That's in order to know that, right?

Potentially. Yeah. I mean I you know the budget gets approved by city council. Well, yes, it gets approved by city council and then I'm, you know, given the numbers and they say, you know, here's your big bag of money and, you know, sort of a and I have the little delineation of like, yeah, we're going to have the windows washed here, we're going to have the roof, things like that. Um, you know, if you if you have thoughts while we're having these conversations, oh, I really wish we had something like that. So that those are things I need to add to that mix of where the big bag of money gets distributed to. But it's not just about the money.

I know. I I just don't want to give her more work, you know, but sorry. I really I didn't really need to know the minutia of what the dead were for cleaning the I didn't sound for the sound of that was waste of time. Um I I I don't really feel that that's how I want to spend a lot of my time sitting here talking about

but I think I'm going to direct back to what what Jennifer said. It's not about what each one of us wants right now. It's planning this for the future, right? No matter who sits in these chairs. Well, somebody might want to sit in this chair and go over that. Um, that's

Well, and and if that's part of the job description and somebody wants to do that, yay. And if that's part of the job description and somebody doesn't want to do that, well, then that's a clearer picture for them. Would it be a would it be a a an application item that you would say, "Well, he doesn't want to know about these things and she does want to know about these things, so we're going to go with her." Well, would that would that pick would that cause you to I wouldn't be asking those questions. I'm not I would not get into that minutia. Okay, good. Somebody

I'm going to be asking the question, why are you interested in being on the board? That's the that's the answer I'm going to be assessing. If they say because I want to detail on every single penny, that's not going to sit as well with me as I want to make sure that we have good library services for our whole community. I mean, I'm looking at a big picture and there's a lot of little things that go into that big picture. I personally think that having more information is never a bad thing.

It's never a bad thing. And I think that it could actually take a little bit off of Jennifer's plate. I don't know. I don't know. But I do think that as a board, whether you're advisor, your governance, you have to know your business. Let me just throw one other thing. Do you think that if you knew the budget and you thought the library needed more money, it would be important for the city council to hear about that from you?

Yeah. So, we have a minute left. in this in this session portion of the meeting. Is there anything other other details? I got all my points down except for I I you know ones that I down. Does everybody anybody else have any bullet points that we need to get to? Because we'll have an opportunity there, you know, on the agenda as well. You know, the next You will actually draft this. Yeah.

Um, but it also can be Oh, no, it doesn't. You sent out the bylaws for the library. I don't remember getting I know. I saw it, but I can't pull it up on this side. Could you send them out again? I think great because then I think it gives everybody something to think to as a reading act to think about these discussions that have kind of template that we can Yeah, I know. I have it

and this one speaks more specifically about consulting with the city librarian and making the annual report to city council. So Oh, really? That's under power of duties. All right. Well, I personally think this has been a session. Oh, I want to ask one other thing that um and this is a personal growth for me. When I moved to Seaside, I um the one thing I wanted to do was be on the library board. And I was told I could not be on the library board because I had not lived in C science for this year. And the people who were on the board kept getting reappointed and no positions came open. So, I didn't get to do anything until I became a city counselor, and I never got to be on the library board. Do you want to put a restriction on how long someone has to live in the city um in order to apply or be considered to be on the library?

Yes. How long? Get their feet under them. Get know who Seaside is. I like it here. Yeah, I like the year. I think one year residency. You sort of presented that like it not in your favor.

Right. We don't have that number ordinance from not city. I mean I would say one that does sample thing but just my outlooks. It also just depends of when you show up and the other board members are in their board years. Well, part of the it was in that it's in that season of automatic.

So, without the automatic renewal that would be okay. All right. Well, we're gonna we're gonna adjourn this minute. Okay. And we're going to start the Are we going to do two separate tapes or you going to just put them together? Um I think you put the tapes together. Okay. Well, but you do need to do the formal.

Yes. So I um if we're anybody doesn't have any comments right now, we'll adjourn this meeting of the special session of the seaside library board. All right. 402. Good. I know. That was great. Okay. Now, I don't know about anybody else, but I need to stretch my legs. Let's have a five minute break. Is that okay with you?

That works for me. All right. We will reendational. I just wanted to really just make sure we know what we're doing. I have to like put stars next to

because I'll like and I just kind things that follow me. I did like a rep from an email. So I have no idea all the attachments said or anything. What was the date?

Um, it's I'm trying to find it. Oh, it's a link. It's a link to the Beaverton Library. It's July 5th. like this. Okay, here it is. All the resources requirements and that'll be easy. Thank you. Come on. Yes. Hey Thank you the Lord. I appreciate it. Oh yeah, we keep losing it. We keep losing people.

Really? What are you drinking? I'm drink chai. So it it's kind of satisfies. Yeah. Yours looks good. It's I made myself something like that before. Yeah. It's amazing how it satisfies especially put cream sugar in it. And it really is my breathing.

Five minutes. So yeah. Shall I call into order or shall I wait for? Um yeah, you can call in. Oh, there she goes. There she goes. Okay. All right. Let's call to order the meeting of the session, the normal session of the aside. [Music] Um so uh are there any changes to the agenda? You all have the agenda in front of you. Any change got the

No, no changes. Okay. Um it's approved as uh printed. Um, now, uh, you've had a chance to read the minutes from the last meeting. We all got them email to us. Are there, uh, would you would somebody move to approve those minutes? I'll move second. Minutes are approved as written. Community engagement. Does anybody have any community engagement this month they'd like to? Yes. I've shared with everyone I can our Jesus's appearance coming up with collaborative. Okay. And I heard it on camera. Yeah. Oh yes.

He also as my frog uh promoted it on KM and remind us of that date second for the most violent.

Any other community engagement? All right, then. Uh, how about reports? The assistant director's report. Think I handed them all out. So, I'm gonna You have them in front of you. There you go. I've got one on my refrigerator. Oh, um, no. Sorry. Um, Josh um Josh um I have assistance. Okay. Um yeah, so he gave uh the he included the program statistics for August. Um so you can see across the board we're having um pretty good attendance. Again, these are just numbers for you that helpful for you. Um included in this uh Marian uh provided her summer reading program statistics in addition to the adult uh summer reading. What I don't have and hopefully I can have for next time is maybe comparison to previous years to see I do know that we had um just anecdotally much higher attendance at programs uh but attendance participation in the program itself was slightly lower than past but I don't have specifics um sure what that is um house. So you can see all the various things for summer reading. Uh it was an active active place if you ever tried to part here program day. Um and then he uh Josh wrote up some highlights from the past month and uh a couple things that we are moving forward with. Uh we have a puzzle event. So

there are a bunch of libraries in Oregon that are participating in this puzzle puzza in which we um purchase or actually I think we're given 10 copies of the same puzzle from Ravensburgger I think puzzles jigsaw puzzles

jigsaw puzzles and so we have 10 on site and you know other libraries have 10 of a different kind and so the puzzle palooa is so for a twohour period have teens needs and you put together a puzzle. Everyone's putting together the same puzzle on different tables. So, we're restricted by the number of tables we have of how many teams will be able to have, but we it looks like that is going to be scheduled uh for Saturday, November 15th. And we did finally um nail down the date for our first how-to clinic uh which will be on September to send Saturday December 6th at 2 p.m. And we are still filling the slate of offerings. So you know if we have three, we have three. We have 10, we have 10. So the more the marrier ideally. So, if in your in your community engagement, I would love to make a plug for, you know, hey, what what would you like to see at the library? Um, what is something you might be able to offer at the library? Maybe maybe you can teach left-handed sewing or maybe you know how to do um, you know, maybe you know how to uh wrap present really beautifully. Oh, you know, that could be something that you sit and show people how to do that.

Calligraphy. So, any number of things we can help with um the program supplies. So, again, it's a pilot. We're going to try it out. We're going to see how it it goes and and then hopefully we'll be able to pick up some more speed from that. And it'll feel like a kind of like when you go to a science fair, you know, you go around and you just hear from everybody. So it's just sort of open and free flowing. So signups um we'll get some so it's not like a demonstration for 10 minutes and another demonstration

pop in some will be a little more you know here I'm showing someone how to write with this calligraphy pen um if they like to learn how to do that too and so we can adjust to whatever the type of u and the projects last how long just like two hours or one hour. Uh we would have to have it set up for about two hours. Two hours. I mean because you couldn't teach somebody how to play bridge in two hours or mod challenging more.

Yeah. Um we're thinking more sort of like quick maybe get your hands Yeah. a two hour a little bit and it could be anywhere between you three and 20 minutes of like actual. Okay. What's the date on that? Uh website we chose Saturday December 6 p.m. What is the name of that project? O2 clinic. That's going to be fun. Yeah. Yeah. and the screening of American graffiti was well received and um Josh did the the intro and then the outro and giving some additional um context to the movie and folks really appreciated it.

Um we're putting up a display for National Hispanic Heritage Month um back in our display area. Um, and as you can see, we do not have the watercolors of Carl Power, uh, because they have the wonderful fortune of selling too many of their originals.

You know, they weren't they didn't have enough to display. So, we're doing this is sort of our filler show of a retrospective of all of the posters that we've done for many of the art shows over the years. So, you'll be able to see all the different types of art shows. Cool. Um, yeah, we got again we gave away a lot of wonderful summer reading prizes and we we here at the library are glad this summer's busy time. Any questions from Josh's report?

I want to put Just a little gift basket. Some cute book themed sponges.

Yeah, cool. We had a lot of those. A lot of that was donated from local businesses. So, we really appreciate that support. and foundation. Aha. Um well, the board continues to uh me and work on we are working on bylaws and all of that good detailed stuff and um we do have one of the things I want to pass out and take whichever one works for you um membership applications um and membership information. We invite our library board members to become members of uh the Seaside Library Friends and Foundation. Um

is it a is it a calendar year or a a 12 month? It is a calendar year. However, if you join now, your membership will take you through the end of next year. Okay? So, you get a bonus for joining now.

All right? And you can join online or the the trifold is a paper application and um the uh online is you just there's a a QR code and you can go online to join. Um so we do have um board meeting dates set up through the end of the year and for the first time ever there will be a budget set for this organization. So, we will be putting together a budget in November. Our bylaws require that we have a budget um adopted by um our December meeting. And um so one of the ways that is going to change for the library itself is that the library director will be asking us telling us ahead of time what they anticipate will be the um the uh the request that the funding that they will need for the coming year. They don't have to give us the detail. They just they tell us what they're going to be requesting so that we can put it in our budget and we can actually budget for it and um we'll know uh how much we need to be making in the bookstore. we know how much we need to be out um getting people uh to I'm going to say support the library through their um through any kind of uh requests etc. So we'll be working a a lot on that. Next year we have uh designated January the 11th which is a Sunday on I think 2:00 we're going to have a member event and um

January January the 11th and um I think that member event is going to start I think we said two o'clock I'm not exactly sure on uh my memory isn't completely that's We open at 1. So

yes, I think we set the 2 o'clock and it's going to be event here in um this room for members and um so we will be looking to increase our membership before then. It will be an event and it will also include a um a short membership um meeting so that we can elect officers etc for the coming year. So we got a lot of things um planned for that. We were um the beneficiaries um from a donation a large donation of children's books that Rotary made to the library and there were so many that the library couldn't use them all. So that we got a lot of them and we sell children's books for only 50 cents. So, it's really really reasonable. And these are all brand new books that the Rotary has um has had in their storage and decided to donate. So, um anyway, those are some of the activities that have been going on for the Seaside Library Friends Foundation. And next meeting um we will I'll be bringing to show you our new library book bags that we have vinyl ones and the canvas on the the nylon ones and the canvas ones. Yes.

Thank you. And the library director's report. Thank you. Um I shared the print with you. So, um, lots of partnerships and community engagement this past month. Um, we gave away a lot of those books and partnered with the Asporia youth librarian and had an event during the upper. Uh, we had tables set up. We used our new fancy table cover from that says the rock one since we were both there. Um, and yeah, we talked to a bunch of families, gave away a bunch of books. It's really a lot of fun to be able that opportunity. And I actually got a lot of really great ideas from the other people who were tableabling at that event. So, that's what I love about those types of events feeding off each other.

And the the blood drive um, apparently I believe was a success. They had, you know, lots of folks coming through. Um, and it looks like we will be uh stopped in the future like a regular location. So, folks will be stood out.

And I participated in this coast land conservancy nature journaling program. It was a six-w weekek program, but I couldn't make all of them. I only made it to two. Um, but again, during one of those events, we were talking about um, you know, the display case here in the library. And so we decided to highlight nature journaling as a thing and put some books in there and some examples. And so we have that in the display case right now. Um and we did have um we needed a bunch of married working on leading the children's collection, children and teens collection and we were able to give about 200 um Spanish language books to Conspano for their after school program I share with their community of families. Uh, and on the 17th I will be um I won't actually be tableabling because there's not a lot of space, but I'm going down with like a wagon of wagon of goodies. Uh, and we'll be giving away books at the Hispanic Heritage Month celebration in Canon Beach, which is hosted by El Central West.

Uh, that's on September 17th. It's a really fun event. They have um mariachi and um dancing and fun food. So that's a Wednesday.

It's a Wednesday. I think it's like 4 to 6 or sometimes. Yeah. Um I just recently completed the statistics that get reported. sort of a year-long of statistics that gets reported to the state and uh they they then take all of the statistics and mush them into this really cool database where you can search all the libraries in the state of Oregon uh and see where you see where you land. Um, it's a it's a huge undertaking each year, but it's it's always it sort of it it informs how I captured the data and then has sort of helped keep us on a monthby- monthth um tracking of that data and I'll share out the link when all those are are completed and you're witnessing how hard it is to do a drive-thru drop off. Boy, wouldn't it be nice if we had a drive-thru drop off or that

church there something that could be recommended by the library board? I think we do recommend that. Yeah. And then um yeah, so just some building updates. I believe it was brought up. I think it was at this one of these meetings where we don't like the the sign for the library is not easy to see, right? We have some signage that letters on the side of the building here that have sort of grown to be the same color as building. The building will get washed and sort of powerwashed, which is actually a soft wash

and hopefully that'll get refreshed and it'll pop a little bit more. But I've also investigated a new topper for our reader board, a double-sided sign, something pretty simple, you know, the the library uh icon, right? The sort of reading stick figure uh and then the word library. So, I remember when I was interviewing, I drove into town and I knew where I was going because I was following the blue line on my map. Um,

but then I I got here and I almost flew past the parking lot because I was of course only going 20 speed limit. That's right. Certainly was not 30. No, but once you, you know, if you don't see the board and No, because there's so much other stuff around that your eyes and as I'm sitting here looking out, has there been any thought to trimming some of the foliage? I thought about that too just now. actually from was doing his safety committee um rounds which I think last week um and

yeah he said that overall the the foliage probably needs a pretty good hack back so we're going to share that with folks who take care of it

um yeah carpets in here some we'll do some spot cleaning and kind of hight traffic area cleaning and and also getting power washing bid for you know if you walked along the sidewalk here. Um so just some just some minor maintenance things to keep it feeling we love the building as much as we love the building. So that's what we're and I'm excited to share and I think I may have shared this before but one of our boards interns we were able to find the budget for extending from time uh through September before she heads off to college. So, she's been helping us with um some book lists for our youth programming and it's really, if you don't already follow Seaside Teen, if you're on Instagram, Seaside Teen Library, um the content is really engaging and a lot of fun. Um and yeah, they've been doing doing a lot of they just love to make these little videos and where do we go with it? It's exciting. Thank you. Any questions? Okay. Unfinished business. Library policy review in preparation for updates. I would say we still just hold that for a future meeting so we can get through the draft piece. All right. Trying not to bo. Okay. opinion. So, let's let's um do the draft re uh recommendation. So, we've come up with some bullet points today and uh how do you want to receive

them? Did you take the notes of what or do we do do you want us to vote on that? I think what we'll do is you'll probably bring up each one and you can have a vote and we can have it officially in the minutes and then we would share that with city council you said with authority. Okay. So um so you want to start at the beginning do you want to go to them right now? Okay. Are we done? Yeah, I didn't think we were.

Are we finished? We're as finished as we can get as our as the planning. Now we've got to approve what we've decided so far. And it might remain an unfinished item for us. Right. Right. We still have to construct. But at least we can get this far. Okay. No, they're going to construct. Yeah. You don't have to construct the line. You can just say we want it to work this way. Yes. Okay. So, I'm just going to start with the um on boarding and orientation. Yes. So, I'm also supposed to be keeping

Okay. Well, what I've got if you can tell me the order, I'll I'll read the notes that I wrote down for it unless somebody else would like to. Is that what you want to do? Is that what you were saying? I'm just saying I won't be able to read this and also take careful. So what okay on board what did you call you start on boarding? I started with on boarding

on boarding. Uh we wanted to have the application to have a an additional addendum that is specific to the library board which includes uh questions as have you been to a library board meeting and conflict of interest documents. We also in the onboarding we want or the requirements is that is that one that we should approve on right now or shall we do combine it with make a motion individually and that's going to be the cleanest. Okay, let's everyone agree to that that one.

Make a motion. Make a motion. make a motion that we accept the onboarding application applications and yeah second okay in favor I post it's passed okay the other thing that we had on qualifications for being a board member is that the next thing you've got there too Well, I will say it it also was mentioned that it would be helpful to be able to speak to board members as a part of that process.

Yes. So this So is that the kind of stuff you also want to be included because that will be something that's in sort of the description, right? For an applicant like are you going to make it a requirement? No, it's an option. Does it need to be didn't want to talk to the board? I wanted to take up their entire But is it a requirement? I mean, we're we're not writing down options. We're just writing down requirements, right?

You you need to look at it not on a requirement of the person attorney, but how much does the board want to be involved in the selection of future board members? That's what prep, that's what you're looking at. How much do you want to have the board involved in the selection? Do we want to meet and greet potential board members? I do, but it's not up to us. You can recommend to the council. I mean, you know,

you can tell the council that that's what you want to do and they'll either agree or they will only one person. So, whatever you all want the majority make a motion. I I'll make a motion that we ask to be involved with library board applicants in the conversation. Somebody make the motion. We can vote it up. We can vote it down. Well, it's got to be seconded. And I don't know if I'm going to second it. I don't know if I'm going to start, so it's not going to go. Fine.

Screw you all. Put that in the notes. You would still do it. Yeah. Okay. So qualifications for being a library board member, one year of residency, resident or taxpayer in the city of Seaside. Are there any other uh requirements? There's a library card. Library card. Library card. And then the restriction that in good standing

that that no more than one person on the board reside outside. Okay. Well, then we've got to say in with that it is the term the board will consist of five members of which one is only one may be outside of the city limits. Okay. So that that should Yeah, that's a separate motion. So board consists of five members of which one may up to one may be outside the city. May reside may reside outside city. I would move that. Anybody's going to second that one. I'll second that. All those in favor I.

Okay. Okay. And then we do the um the the board members must be a resident of seaside or a taxpayer of the city seaside and have a good member of library guardian good. I move that second. All those in favor. Um, can I sorry add to that that we also wanted to ask if they have attended city attended meetings that's on the ex that's was on the application.

Oh, okay. Okay. All in favor of the uh residency and library card. Okay. I'm I'm going to ask the question. Okay. It might be irrelevant, but um do we want to have any restrictions on that? Uh only one member of any family unit like there can't be a brother and a sister, you know, household. Household. Yeah.

Do we want a restriction like that? Because I've certainly run into a problem with that before. But okay, I would go for that. That's okay. Okay. So, and only one member of a household may be on the board at one time. And I make that motion. It'll be was it was requirements. Okay. Okay. I I do have a question. When you made the motion on the requirements, you didn't put the year of residency. But now I just thought of something. You're saying the person either has to live in the city or pay taxes in the city, right? But they have to live in the city for a year. What if they pay taxes in the city for a year? What's that for?

Okay, that goes in with that same motion. Is everybody agreed to add that to the They have to be a resident or taxpayer for a year. Library card in good standing. Only one member of the household. Only one member of the household should go back to the um only one uh out of city. I think you're all right. Okay. Did you get it?

Okay. And we're all good on that one. Okay. All right. Terms four-year term of which if there is a vacancy um midterm partial don't don't get into that. Say four year terms period. Four full two full ter two full four year terms

consecutive. The term is four years. You have a limit of two full terms. Motion second. All in favor? I. Okay. Now the vacancy one. bring you to vacancy. When your term ends, must you reapply? Okay. When your term ends, you must reapply.

Motion. Motion. Second. All in favor? Okay. Okay. Now we go to the vacancies. Um, if a person is appointed to the board midterm, it's not count towards their full term. But you said if it was more than a year, it would I think you were all discussing that and you don't know. So there's no one year or two years. It's just that doesn't count, right? Just like President Johnson. Yeah. All right. Just like Lon. Yeah, just like Lon. All right.

So, a partial uh a partial term due to midterm appointments does not count towards your full consecutive term limits. Motion second. All in favor? Okay. Okay. Then we go to the duties and the responsibilities. So, I mean, does anybody have any I mean, we didn't we didn't get to this. No, we didn't.

So, I don't know if we want to just approve it as a foundation or do you want to hammer it out by item some other time? Seems pretty straightforward. Do you have the responsibility there to attend meetings? Yeah. Yeah. Okay, good. Yeah. Yeah. And you've got to be a, you know, honest and supportive and and loyal. Loyal. Yeah. Not talk about it outside. I know.

I feel like that is where we started to have the conversation though about our role with city council and that system, not just the library. And felt like it got a little bit complicated or jumbled within the duties of the cross. So we can't just upload it as is. I think there needs to be some clarification because that's that was not what I thought our book was, right? I don't think any of us did. Yeah. And if it is, okay, so I guess the vote is who we want it to be.

It is I I don't I don't know. Say it's up to me. I don't know. I don't know if it's up to us. If the city council appointed us, I think what goes along with that is we're advisory board to those who But it doesn't say that. It says we are advisory board to the director. That remember that's language she took from something else. No, but I mean even when I applied it was I was advising the director. That was my my understanding. And I mean we never got like you said a pamphlet.

What does the ordinance say? We have ordinances that I mean there are ordinances that cover this board. Yeah. See, we weren't given an ordinance. I just didn't know the same thing. Yeah, we just showed up. But but but but now we have the opportunity to clarify.

Yes, we do. And should we do we want to do we want to report to the city council or do we want to advise her? But like she said, she's the one that said a good word though. Report to the city council. You don't report to general. No, you do report. You are responsible to the city council, but we don't. But they never asked me. So that's a whole again because you want to vote on it.

That's what this change is all about. Improvement is all about. Do we want to make this vote or should we wait? This is a kind of a big vote. Why don't we need more discussion on this issue? And I think it really we need to be clear about what we're moving on. We kind of do we kind of not let go really we'll think about that one because we have a five o' stop. Yeah. 17 minutes. Jennifer, could you pull down the ordinance and send it to them all? That's what I'm trying to do, but

And it's it's in two places, I think. Good. That would clear it up. That would clear it up. Not necessarily. You haven't heard much. when technically we don't don't have one for the library board officially in ordinance. Yeah, there is an ordinance about all the state about boards, committees and commissions. Well, that's that's this thing, right?

No, that's not this. This is George Rust. Oh, as whatever ultimately gets decided will be in will end up in ordinance. Are you telling us as a city council member that that this is the goal of the report? Like is it even really up to us to vote whether we want to sort of advise the city council? Yeah. Or is that just the goal? every week is is to advise to to advise both the director and the city council and some of your advice to the city council is through the director

may make it less obvious to you. Yeah. But when you really think about it, you you have some responsibility to those who put you in the job you're in. Well, like she said, if there's somebody that's embezzling, you know, they should stop. That would be a good pull, Here it is. I got it finally. that it's in it's in a couple I think once again if it if it's the way it is then it's the way it is and we'll we'll go with it.

It's it's okay. It's not a personal decision. It is a decision of what do what do we envision the board needing to do? And if it's an advisory board must advise the council that puts them on the board, then there's really not much of a question because there there's and there's a process.

Yeah. I mean, I'm not just going to walk into a city council one night and say, I'd like to advise you on a few things. Well, you're lying. She does that all the time. But I just think that it's a different perspective than any of us in this room except maybe Tina um had about this. Yes, it's just a different and I don't want to step on her toes and go around this is about that's what my concern is. I don't want to go around her.

No, it's not a matter of going around. I mean, you've got the worms in there to support. It's not Yeah. We're not going around behind. Okay. If we're not if we're not, you know, taking her power away from her, then then I'm okay with it. We can't as an adviser taking personally. I do not want to have to go in front of the city council and I will make sure they come. Okay, you can you can speak for me.

And but that's one of the things that no one member of this board may ever speak for the whole board unless authorized by the whole board. Right. situation. We have to say that if we're going to say that we are uh um advising to the city council that no one person can speak that they do probably be in the again. Okay.

Foundational. I'm fine. You're good with that. I'm fine with you. You good with that? Sure. Okay. Okay. motion favor. Okay. I think I think we've covered everything that we decided on. So

under boards, commissioners, and committees under the library board, it says that you advise the library director on matters that relate to library services policies and funding and that you also approve bylaws, recommend library policies to the city council, and follow the Oregon open meeting laws, public record law. So it's fair. Okay, then we'll stick with that. Good. You can just stick with that. We should have that. It's right there. I know. Take a picture. Got 12 minutes.

Okay, that's as far as we got. Unless anybody has something. Did we do anything else, Sarah? I think that's we covered every That's everything we got. I think we covered a lot. Great. We really did. We should give her. Let's see if we can decide on the first takes you today to discuss. So under the new business I we did um I brought back the mission discussion that we had started way back.

Yes. and thought we needed to bring that back up to the front. So, Megan and I put that on the agenda. This was sort of This is the mission statement. Yeah. Yes. Um Okay. That was sort of what we do. You see it? It works for me. It works for me. Accept that motion. All those in favor? Hi. Did we get a second? She raised her hand. Okay, there we go. Hey, Sarah. Are you okay?

Okay. I haven't even read it, but it's right one sentence, which is beautiful. Really good. It's one sentence. One more thing. One more thing. So, we're uh yes, we're starting to uh play around with some beautiful library. You had it there for a second. So, um we have this is the waves, right? This is the I kind of like that one.

Um they're all the same. It's black and white. I like that. I don't like that. In case you haven't guessed, uh we this has gone through several iterations. It started with asking chat GBT uh to create a nice logo. Uh the first mountain did not look like till so Alex worked his magic and kind of was able to slant it a little bit more and then added the interesting really gradient and um what are your thoughts on

it's a lot more expensive on all of your for your budget. So as a as a accountant I would like the black one but you know that's or it's kind of nice to think about like in terms of branding you know that and logo. So like when the city redid their logo they which went on forever it seems like um it color it is color but then they also had different versions of it

because you look at it and because you when you have color you always have to look at it in black and white as well because it's going to come up black and white out of weights. Um, and that was one of the things that we can't the main one be when we can use it in color. We do color, but when it's not appropriate and the black one. So this it if you want to look at the city logo here my here pass it around. It's the city logo. It's really Oh, it's on the back. It's a great logo. I love the cat. What's nice about this logo is that

the city logo also has this is like 80 colors. I mean, you got the whole spectrum going there. He Alex loves color. I sort of like the white background with black more than the black with white because like on the cards it can kind of like seamlessly fold into a white card being a big block. That's true. Okay. I feel like it looks a little bit too much like a football team. The black is couch.

I think it's only works in color. No, I think it works both ways. It would have to be we'd have to be able to have it in black and white as we have. What if you did it in way still paying for a color? Well, and then when we yeah when we do have the when things are just photocopy, they're going to come across and just all right. I Yeah, I I don't see too. Okay. Now, you notice this one does not have the sunshine. Yeah.

So, you should at least have a single. Well, you you got to have exactly the same logo. romance. Yeah. So, it could be that we, you know, we throw a sun. We throw a sun back. [Music] Basically, you just take the last point and you say, "Shill black and white." Yeah. Any other suggestions for us to play around with? Oh, I love it. Thank you. It's really good.

So, I have a question for you all. You want to be asking the city council for business cards? to be able to I was on four nine years and I think I passed out three and I mean it's nice to have your little ego stroke with your little business card but I don't want to cost she's got more important things to do than pay for me to have a business card That wouldn't be in the library budget. That would be it. No kidding.

Well, you guys are too important. You have much too much to spend money on. We have five minutes. I appreciate your concern. Appreciate the physically response. We have no more comments. Do they have to make a motion that they endorse it? They don't have to approve it. Endorse it. Um, yes. I think we're gonna still make some changes to it.

It's gorgeous. I love it. I mean, I love it.

Anything else? Any other comments or comments? All right. Meeting adjourned 456. Good job. Nice. Pretty good.