04-23-2002 LIB MINElk River Library Board Minutes
Apri123, 2002
Leslie Anderson, Chair Present
Geraldine Graham, Vice Chair Present
Jeri Miller, Secretary Present
Gloria Bailey Absent
Jennifer Sharp Present
Also present:
Mick Stoffers, Librarian
The meeting was called to order at 6:35 pm. It was determined that a quorum was
present. We welcomed two people to the meeting. Jennifer Sharp is our newest board
member. She will be serving until December 31, 2003. (This date may be in error. The
correct termination date would be December 31 2004 if Ms. Sharp is to serve a three year
term). Tom Thompson was welcomed as a visitor. He is exploring his interest in
becoming a board member.
The agenda was adopted with the addition of a report on shelving.
Secretary's Report
Ms. Graham made a motion to approve the Secretary's Report. The motion was seconded
by Ms. Anderson and passed unanimously. There was no correspondence. The
Suggestion Box was not out for public use for two to three weeks during April as the
GRRL was conducting a survey. Information from that survey will be distributed to the
board once it has been compiled by GRRL.
Treasurer's Report
The balance sheet layout was reviewed. Ms. Stoffers explained that the front page was
the reserve fund. This money comes from a set aside from the landfill and from any
monies that aren't used in a fiscal year. Line item amounts were reviewed including what
type of expenditure was acceptable for a particular line item. Personnel Services are
monies for Public Works employees who do maintenance duties such as snow removal,
mowing, light bulb replacement, etc. No staff salaries come from this budget but are paid
through GRF_L.
The budget runs from January to January. A meeting is usually held in June to start to
prepare for next years' foreseeable expenses.
A motion was made and seconded that the treasure's report be approved. Passed
unanimously.
Librarian's report
Cabinets- this project is temporarily on hold as the shelving project is finalized to
assure that there is sufficient money for both projects.
Clock repair. The clock repair company on Highway 101 has the clock and is in
the process of preparing a free estimate.
Storage. There is a need for additional storage behind the desk. Matching
carpeting being stored by the city was located and found to be damaged. Ms.
Stoffers will look into putting tiles in that area and will have that information for
the next board meeting. Ms. Stoffers presented three shelving options to the
Board:
Oak shelving, 9 feet, shelves on both sides for $2,134.00
Metal shelving with oak end pieces, 9 foot length for $1, 665.00
A 9 foot unit without a back
It was felt that the second option, metal shelving with oak end pieces, would be
the most economical. This price also includes installation.
To fund this purchase, it was suggested that the $3,000.00 from the Capital Outlay
line item be transferred to this project. We would, of course, bring this to the City
Council for their approval. The board will consider the flooring options and
expenses at the next meeting. It is hoped the entire project can be accomplished
for $3,000.00 or less.
Board meeting frequency. Determining the frequency of the meetings is up to the
board members. We simply need to change the bylaws to reflect the actual
meeting frequency. The frequency change was suggested in the past as the board
was having trouble reaching a quorum. That problem seems to be solved and there
are pressing issues the library needs resolved. Future expansion is also a real
possibility. (The city architect is currently doing some very preliminary sketches
of an expanded library. Another adjacent property to the library may be acquired.)
In which case, every other month meetings would be impossible. A motion was
made and seconded to keep the meetings of the Library Board on a monthly basis.
The board agreed unanimously.
Other
The only volunteer help the library uses is the retired senior program. These wonderful
volunteers do all the phone calling for the library.
Security was discussed. An expansion has to take security into account as line of sight for
employees would be severely impaired compared to the current situation. GRRL library
keeps track of stolen missing library property. Patrons are charged for damaged items.
Discussion on costs/benefits and disadvantages of various security options was had.
Library staff and patrons should have their needs and wants considered as a part of
current expansion.
Next meeting is May 28, 2002 at 6:30 PM
Meeting adjourned at 7:10 PM
Respectfully submitted,
Jeri Miller, Secretary