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Meeting Minutes

JULY 24, 2018

MINUTES OF THE JULY 24, 2018 MEETING OF THE BOARD OF DIRECTORS OF THE DOUGLAS COMMUNITY LIBRARY ASSOCIATION

Guests:
Kris Riley- Roseburg,  Gwen Beck- Sutherlin, Diane Fred - Oakland, Judith Hyatt - Winston, Marcy Belzner - Roseburg

Board Members Present:
Linda Joyce - Canyonville. Bryan McNnutt - Glendale, Bette Keehley - Oakland, Bob Bell- Winston, Doris Bartlett - Yoncalla.
Gary Waugaman, Julienne De Marsh - Myrtle Creek, Betsie Aman - Glendale

  1. The President called the meeting to order at 1:15 P.M.
  2. Kris Wiley from the Roseburg City Library stated that the library should open mid to late October.
  3. The minutes of the July 10” were approved with the following corrections: Waldrom, our next meeting, we also need to work on a budget for this year and the coming year.
  4. Motion to remove Pat Fahey from the Board and to send a Certificate thanking him for his service was passed.
  5. Bryan McNutt gave a report regarding a separate lap top, QB for 501©3 and Office
  6. 2016; Motion to purchase up to $300 through Neighborworks Umpqua as a one time purchase, passed.
  7. Motion to pay Bob Bell $188.68 for Fxdomain for two years for DCLA, passed.
  8. Motion to accept the Treasurer's Report as attached, passed.
  9. Gary Waugaman and Bob Bell reported on their meeting with the News Review. We do not know when the article will be in the paper.
  10. Julienne De Marsh and Gary discussed Directors & Officers coverage—more information at next meeting.
  11. Libraries update: Yoncalla in process of City Ordinance re library; Gary and Bob talked with both North Douglas Library; Sutherlin still has some concerns and Reedsport is in a holding pattern at present.
  12. Gary will send back the keyed-alike padlocks.
  13. A. Bob Bell had questions regarding checking books out. Should they be able to be returned to another library or to the library that they were checked out from?

Meeting adjourned at 2:35 P.M.

Doris Bartlett, Secretary Date: July 27, 2018

JULY 10, 2018

MINUTES OF THE JULY 10, 2018 MEETING OF THE BOARD OF DIRECTORS OF THE DOUGLAS COMMUNITY LIBRARY ASSOCIATION

  1. The President called the meeting to order at 1:15 PM.
  2. Guests present were Diane Fred and Julie Waldrom from Oakland and Pat Finch and Gwen Beck from Sutherlin; Shawn Romine from Neighborworks also attended.
  3. The minutes of the June 26, 2018 were corrected to read "the payment of $650 to Wicks Emmett was passed." Also the one time payment from the County of $50,000 and the donation of $5,000 from the Douglas County Library Foundation was added.
  4. The Sutherlin Membership Agreement was discussed and tabled until changes are made.
  5. Pat Fahey has been absent from Board Meetings, we will remove him from the Board at are next meeting.
  6. Shawn Romine discussed software and Reboot & Restore for all branches.
  7. Courier service will start July 11, 2018; individual libraries should make arrangements with ESD.
  8. Policies regarding circulation was discussed by Bob Bell:
    • Loan period for all circulating items: [21 days]
    • Maximum Overdue Fine per day on a single item: [$.25]
    • Gracedays: [1 day]
    • Maximum fine on Single item: [$5]
    • Days overdue before item is assumed to be lost: [21 days]
    • Maximum renewals: [1 time]
    • Reserved items held for [10 days]
  9. Linda Middlekauff was not present.
  10. Rich Troxel spoke regarding publicity with the News Review and television interviews.
  11. Julienne presented two insurance quotes; they are good for thirty days.
  12. Bob Bell and Gary Waugaman will meet on the July 18th with Valerie Johns from Drain; also with Lance Colley and the new Library Director on July 20th.
  13. The Apollo Training workshop and lunch wiil be paid by DCLA.
  14. Discussion on Overdrive Library 2 Go and charging after 1/1/19 a fee of $25
  15. For the good of the order: We need to work on a budget for the coming year.
  16. Meeting adjourned’ at 3:20 P.M. Next meeting July 24, 2018.
Doris Bartlett, Secretary Date:
________________________________________________

JUNE 26, 2018
MEETING OF THE BOARD OF DIRECTORS OF THE DOUGLAS COMMUNITY LIBRARY ASSOCIATION

  1. The President called the meeting to order at 1:15 P.M.
  2. Board Members present were: Bryan McNutt, Bette Keehley, DeeDee Murphy, Marcy Belzner, Richard Troxel, Bob Bell, Doris Bartlett, Gary Waugaman, Julienne De Marsh,Linda Joyce and Betsy Aman.
  3. The minutes of the June 12, 2018 were corrected, Betsy Aman is not a guest and Richard Troxel spelling and approved. The minutes of June 19, 2018 were approved.
  4. Gary Waugaman moved to approve the payment of $1,141.00 to the Center for Nonprofit Law for work on the ESD Service Agreement and mandatory child abuse reporting was passed.
  5. Bryan McNutt moved to approve the payment of $1140 to Wicks Emmett in the amount of $650.00 was passed.
  6. Mandatory Child Abuse was discussed.
  7. Courier service will be on Wednesday during the summer. Each library should talk to ESD as to how access to the libraries by courier is handled.
  8. Policies were discussed.
  9. Julienne spoke about cost using Pacific Coast Credit which was used by the County Library. We will discuss policies at our next meeting.
  10. Gary will contact the libraries that have not submitted answers to building ownership, occupancy agreement and who owns the books.
  11. Both the $50,000 and the $5,000 checks have been deposited.
  12. No new updates on Membership Agreements.
  13. The letter to the Foundation will be re-written
  14. Rick Troxel suggested contacting the News Review and KQEN to publicize DCLA.
  15. Brief report on insurance from Alliance of Non—Profits.
  16. Use Reply All with discretion; the subject should conform to the topic.

Meeting adjourned at 2:45 P.M. Next meeting July 10, 2018 at 1:15 at Winston Community Center.

Doris Bartlett, Secretary DCLA

________________________________________________

SPECIAL MEETING ON JUNE 19, 2018
OF THE BOARD OF DIRECTORS OF THE DOUGLAS COMMUNITY LIBRARY ASSOCIATION

  1. The President called the meeting to order at 1:15 p.m.
  2. Bob Bell discussed policy matters: Maximum of 10 materials per card holder, 20 for families. Loan period of twenty—one days. One renewal for additional twenty—one days. Fines —$.25 if fines exceed $5.00 card is blocked from further checkout. Reserved items will be held for ten open days and wili be sent back to library it was borrowed from.
  3. The letter to Michael Lasher was reviewed and will be edited and sent to ESD Board Members.
  4. Policies will be trimmed down and distributed.

Meeting adjourned at 2:55 P.M. Next meeting June 26, 2018 at 1:15 at Winston Community Center.

Doris Bartlett, Secretary Date:

______________________________________

JUNE 12, 2018 MEETiNG
OF THE BOARD OF DIRECTORS OF THE DOUGLAS COMMUNITY LIBRARY ASSOCIATION

  1. The President called the meeting to order at 1:15 PM.
  2. Guests present were Mary Betner, and Judy Hyatt. Board Members present were: Betsy Aman, Bob Bell, Doris Bartlett, Julienne DeMarsh, Linda Joyce, Linda Middlekauff, Bryan McNutt, DeeDee Murphy, Lisa Sabol, Richard Troxel and Gary Waugaman.
  3. The minutes of the May 15, 2018 were corrected to include Linda Joyce and approved.
  4. Bryan reported on the $50,000 grant from the County with his understanding that it was to support library services. The W—9 form has been sent.
  5. Motion to appfiove the payment of $427.50 to Center for Nonprofit Law was passed. Gary Waugaman reported on the ESD Service Agreement with six libraries to start July 11,2018.
  6. Six libraries have signed the Membership Agreement, waiting for Drain, Reedsport, Sutherlin and Yoncalia for various reasons.
  7. Gary Waugaman reported on the status of the First Amendment to the Membership Agreement.
  8. Linda Middlekauff reported on the C. Giles Hunt Grant.
  9. Rick Troxell had suggestions for publicity with the editor of the News Review.
  10. Juliene DeMarsh reported om insurance.
  11. Bob Bell discussed the settings for OverDrive website with suggestions from The Board. He wili set up a website with limits for lending periods, aliowed languages; Bob Bell moved that we use DCLA.overdrive.com and charge an annual fee of $25 for patrons that enroll after January 1“. Passed.
The meeting adjourned at 2:55 P.M. Next meeting June 26 at Winston Community Center at 1215. Doris Bartlett, Secretary Date: