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Oregon Public Library Board Meeting Minutes Wednesday, August 12, 2026 at 5:15pm 200 N Alpine Pkwy, Oregon, WI 53575 (Conference Room) (608) 835-3656 - OregonPublicLibrary.org 1. Call to Order: Coral Goplin called the meeting to order at 5:15pm. 2. Roll Call: Present were: President – Coral Goplin, Vice-President – Jenny Nelson, Secretary – John Bonsett-Veal, Laura Shtaida, Lynn McDaniel (Village Board Representative), Library Director – Jennifer Way, Technical Services Supervisor and Administrative Assistant – Laura Dewey (recorder). Not present: Treasurer – Laura Reese, Dr. Shannon Anderson (School Board Representative). OCA Media was not present. 3. Adopt/Amend Agenda: Shtaida made the Motion to Adopt the Agenda as written. McDaniel seconded. Motion carried 5-0. 4. Community Input: none. 5. Consent Agenda a. Amend/Approve Minutes from Previous Meeting: Minutes from the July 2026 meeting will be provided for Board consideration for approval at the September 2026 meeting. b. Review and Payment of available Bills: Motion made to Approve the Payment of Bills and Financial Reports by Nelson. Shtaida seconded. Motion carried 5-0. c. Review/Accept Financial Report(s) currently available: Motion made to Approve Financial Reports in 5b. 6. Information Items a. Library Director’s Report: Way’s highlights of her report: Our Custodian Alex Flum’s last day was July 31 and we have been lucky to have Alex take care of keeping our building looking great for the past 2+ years! Public Works has posted the open Custodian position with a deadline of August 17. Laura has worked hard to facilitate a smooth transition for the new employee and will be participating in the hiring process with Public Works. Thank you to Humberto for helping to take care of our building in the meantime! Erin Skarivoda has been selected for our Circulation Library Assistant position and will start August 17. Welcome to Erin! We hope to have our Library Page position hired soon. It has been wonderful to have Sophia and Leona helping as Pages for the busy summer! Our Youth Services Intern was a great help this summer. Sarah’s last day was August 7 and she had the opportunity to help with the Teen Late Night event. The library was a polling place for the August 11 election and we had 1555 people through the doors that day! The League of Municipalities hosted their “League Locally” event at the Oregon Public Library. This is an educational opportunity for newly elected local government officials. Special thanks to Kara, Laura, and Alex for their efforts to support the event and helping to make sure everything went well. The intersection of Hwy CC and Alpine Pkwy construction project continues to be in progress. Work on the parking lot issue is one-half complete. Sincere thanks to Lauren, Nick, and the Public Works crew for taking the lead on making sure this is addressed correctly! b. Management Team and Strategic Plan Report – 2nd Quarter: Way spotlighted a few items from each department to draw attention to all of the amazing things our entire team is working on! c. Monthly Statistics Report: The numbers continue to increase for our Meeting Room usage and our visits numbers are down possibly as a result of the road construction at Hwy CC and Alpine and the impacts of the new SCLS software. d. Committee Reports i. Gazebo/Outdoor Structure Committee: Nelson reported a proposal has been received, cost estimates have been requested, and the committee will be in communication with the donor. Nelson noted the donor is happy with the timeline of the project’s review. ii. Personnel Committee: none e. Communications i. Village Board announcements: McDaniel reported the Village Board has given a first-look at the CIP which drives the levy limit. The report shows growth is strong and in a good place. ii. School District announcements: none 7. Discussion and possible action items a. Appointment of Personnel Committee Vacancy: There is one open position on the Personnel Committee. This position had been occupied by Dr. Bergstrom until her time on the Board ended. Per the bylaws, members of the Personnel Committee “shall be appointed by the president.” Library Board President Goplin appointed John Bonsett-Veal to the Personnel Committee. The Motion to Approve John Bonsett-Veal to the Personnel Committee was made by Nelson. Shtaida seconded. Motion car ried 4-0 with Bonsett-Veal abstaining. b. Certificate of Deposit Reinvestment - Wackman Library Trust Fund: In 1972, the Oregon Public Library received a bequest known as the “Mary Brabyn Wackman and Charline M. Wackman Library Trust”. For accounting purposes, the fund name has to be truncated and the funds are referred to as the Wackman Fund. Only the net income may be used for the purchase of literature for the library; the principal is not to be used. The most recent CD matured on 7/26/2026 and the library did not receive the usual notice prior to the maturity date. We were contacted by the bank on 7/30 and because the previous certificate of deposit was considered non-renewable we were asked to make a decision on how to proceed by end of day. Goplin and Way discussed options with the bank and reinvested the CD in a 1 year CD at 3.25%. Should the Board not wish to approve the reinvestment, we are able to withdraw the CD at any time less a small penalty for early withdrawal. Nelson made the motion to Approve reinvestment of the Wackman Fund CD for 1 year at 3.25% effective 7/30/2026. Shtaida seconded. Motion carried 5-0. c. Agreement for Required Sprinkler Inspections: The current agreement to complete the required inspections for the library’s sprinkler system ends on 11/30/2026. Inspections are required and must be completed four times per year with an annual inspection being completed during one of those visits (typically June). A proposal from the current vendor to continue providing these sp rinkler inspection services is enclosed and the vendor has been excellent to work with. Bonsett-Veal made the motion to Approve the enclosed agreement with J.F. Ahern Co. to complete the required sprinkler inspections at the library for the period 12/1/2026 – 11/30/2027 at a cost of $1159. McDaniel seconded. Motion carried 5-0. d. Agreement with Building Automation Solutions for HVAC Controls Software Maintenance Agreement: Building Automation Systems provides our current software maintenance agreement for our HVAC control systems. The current agreement is in place through the end of the year. Two options for continuing our software maintenance agreement are available. Option 1: 3 year SMA with 3 year software (same 8000 JACE – Java Application Control Engine) or Option 2: 3 YEAR SMA WITH NEW 9000 JACE with promotion price for year 1 (must be installed before October 1st). Option 1 is a lower cost over the SMA period, but doesn’t include the upgrade to the new JACE which would cost more outside of this promotion. Option 2 is a higher cost over the SMA period, but does include the upgrade to the new JACE. Bonsett-Veal made the motion to Approve the 3-year SMA agreement with Building Automation Systems of Option #2 including upgrading to a JACE 9000. Nelson seconded. Motion carried 5-0. e. Accept Bid for Solar Photovoltaic Array Expansion Project and Authorization for Execution of Contract: The Library is seeking Board approval to accept the base bid from the low bidder for the solar photovoltaic array expansion project contingent upon the qualification of the bid. The proposed scope includes the expansion of the existing solar array by adding panels on the sloped roof along with associated conduit and equipment. This project was posted on Quest to accept bids between 7/09- 7/30/2026. Bids were opened virtually on July 30, 2026 at 2 PM. There were three bids received to complete this work. The bids are summarized in the attached bid tabulation. Based on the language in the bid documents, we anticipate that the project included in the base bid will be eligible for a Clean Energy incentive for eligible project costs. Alternate #1 was included to determine costs for the project to be eligible for the domestic content bonus available for the Clean Energy incentives; this bonus is more difficult to meet the requirements for and is not something our previous installation qualified for. The low base bid for this project was $113,825 and was submitted by Energy Concepts. At this time, Way recommends that the Alternate not be pursued for a variety of reasons including the risk that it may ultimately not qualify for the domestic content bonus despite best efforts. Funding for this project was approved by both the Village Board and Library Board as part of the 2026 budget. The architect and engineer worked on qualification of the bid and the bid has been qualified. The form of agreement reviewed by the Village attorney was included in the bid documents to facilitate efficient contract negotiations, and includes AIA A101, AIA A101 Exhibit A, and AIA A201. The selected contract may have requests related to the contract language that may be incorporated provided the Village Attorney agrees. Way thanked Jenny Nelson for all of her work and input in this project. Shtaida made the motion to Accept the base bid for the photovoltaic array expansion project and to award the project to Energy Concepts for a cost of $113, 825. Bonsett-Veal seconded. Motion carried 5-0. Shtaida made the motion to Approve the contract language and authorize the execution of the contract (including AIA A101, AIA A101 Exhibit A, AIA A201) with the bidder awarded the work to include any minor modifications approved at the Village Attorney’s discreti on. Bonsett-Veal seconded. Motion carried 5-0. f. Agreement with Environment Control for Interim Cleaning Services Until Custodian Position Filled: The Village has two full-time custodian positions, with one position focused predominantly on the library (~35 hours per week) and spending their remaining time at Village Hall (~5 hours). The individual in this position recently resigned for another opportunity with their last day on 7/30. They did an incredible job during their time here and will be greatly missed! This leaves a vacancy of 40 hours/week for Village cleaning needs. The Village posted the position opening on Friday 7/30 with an application deadline of 8/17. Unfortunately, it is not feasible for one custodian to adequately clean all the Village facilities for the duration of the position vacancy. The library is a high traffic facility and maintaining cleanliness is very important and time consuming. After evaluating options in collaboration with the Public Works Department leadership, it became clear that engaging the services of a cleaning service on a temporary basis is the best solution. Environment Control was the cleaning service that the library utilized at the former location and cleaned the new building on a limited basis until Public Works hired the Village janitorial position in March 2024. Please see the packet for the quote from Environment Control to provide cleaning services until the custodian position serving the library can be filled. In turn, once the new Senior Center opens, the Village plans to have three custodian positions so that cleaning of all Village facilities can be modified and temporarily covered by the other two employees during absences. Special thanks to Laura Dewey for the additional time, expertise and preparation she has put into ensuring a smooth transition for the new custodian and for the interim cleaning service. She has had to pivot very quickly and had to dedicate a lot of time over the past 3 weeks to make this possible. Her attention to detail and t houghtful planning will ensure that the library is well cared for and looks great for our patrons and staff alike! We also greatly appreciate the Public Works Department for their collaboration. We sincerely appreciate the wonderful work, expertise, and care that Alex put into his role in cleaning and caring for the building over the first 2+ years in our new space. Along with Laura, their hard work was critical in establishing our procedures and systems for taking care of our new building. Sincere thanks also to Humberto for his amazing work and attention to detail in taking care of our building during this transition period and the many times he has filled in at our facility. Way preemptively signed this agreement to prevent any lapse or gap in the library ’s cleaning due to the importance of having cleaning services at the library. There is a 14- day notice period to terminate the agreement. Cleaning services by Environment Control began on 8/10/2026 pm. Environment Control has been great to work with. The short-term contract reflects a higher price than a longer term contract would. This contract is more expensive than a Village Staff Custodian and we are eager to get a new Custodian hired and on board. Nelson made the motion to Approve the enclosed agreement with Environment Control to provide 5-day per week cleaning services on a temporary basis until the Village custodian position assigned to the library facility is filled and the new employee begins work. M cDaniel seconded. Motion carried 5-0. g. 2027 Library Budget Request: Following the direction of Village Administrator Shanks and trying to strike the right balance of the Library’s request while making the Library’s needs known, Shtaida made the motion to Approve the 2027 Library Budget request including a 12% increase to the Books Budget and a $1500 increase to Programming; And to request that the Village fund the cost to continue the new 20 hour/week Circulation Library Assistant position at a minimum of $10,000 for 2027 and to provide additional funding or to fully fund, if feasible; And Indicate that the Library Board wishes to follow the same approach for compensation and wage increases that is decided upon for other Village department staff and that the placeholder numbers shown in blue (wages and corresponding fringes) will be updated by the Village Finance Director to reflect these adjustments consistent with the Village compensation schedule. Bonsett-Veal seconded. Motion carried 4-0 with McDaniel abstaining. Nelson made the motion to Approve identifying on the Village 2027 Budget Process Department Worksheet that staffing, specifically funding of the new 20 hour/week Circulation position in the Village’s operating budget as the library’s top budget priority for 2027. Shtaida seconded. Motion carried 5-0. 8. Closing and Future Agendas a. Request for future agenda items: none b. Next meeting: Wednesday, September 9, 2026 at 5:15 PM 9. Adjournment: Shtaida made the Motion to Adjourn at 6:57pm. Nelson seconded. Motion carried 5-0.