02-22-2000 LIB MINELK RIVER LIBRARY BOARD MINUTES February 22, 2000
Robert Jones, Chair present
Eleanor Holm, Vice Chair present
Geraldine Graham, Secretary present
Leslie Anderson present
Guest present: Laurie Johnson, City of Elk River
Also present: Mick Stoffers, Librarian; Verne Oleksowicz, GRRL
Meeting called to order at 6:35pm by Robert Jones
It was determined that a Quorum was present
Election of officers: Agreement was reached for a slate of officers during 2000: Robert
Jones, Chair; Eleanor Holm, Vice Chair; Geraldine Graham, Secretary. A motion to approve
the slate of officers was made by Holm and seconded by Graham. Approved unanimously.
Action re: Minutes of January 25, 2000 meeting: A motion was made by Holm and seconded
by Anderson to approve minutes of January 25, 2000 meeting. Approved unanimously.
(Note: Nov. 23, 1999 minutes had been postponed and were not acted upon on 2/22/00.)
Stoffers reported no correspondence or suggestions from the suggestion box.
Laurie Johnson provided overview and background information about Library budget. She
distributed a monthly financial report in various formats and invited the Board to choose any
of the formats for future reports. The Board will decide at the next meeting which of the
budget report formats is preferable. Budget overview:
0 Operating funds are generated from tax levy
0 Annual operating budget is developed by City Staff and Librarian using past actual
expenses as a guide
0 An unreserved balance (currently approx. $1 10,000) is accumulating from unspent or
special funds, to be used primarily for library's unusual or special needs or capital
expenditures in the future
o A reserved fund (approx. $60,000) is designated to cover debt payments
0 Approx. $148,000 remains to pay off bonds which financed library construction,
scheduled to be paid off in 2007
The Board agreed that it would like to see the fund balances once per year on the year end
financial report, and Johnson agreed that information would be provided.
Graham made a motion, which was seconded
of January 31, 2000. Approved unanimously.
expected in next month or two.
by Anderson to accept the Treasurer's report
Stoffers said a year end report for 1999 is
Librarian's report by Mick Stoffers:
Old Business: Interior signs are scheduled to be completed and installed within the
next two weeks.
Stoffers continues to explore options for disposal of old microfilm reader to see if any
salvage firms will accept the machine. She has completed City's required paperwork for
disposal of the machine. Graham will continue efforts to contact the newspaper to explore
(continued on page two)
Elk River Library Board Minutes: February 22, 2000 Page Two
possibility of news story or photo about new microfilm reader, and also, to prepare a sign to
be posted on the machine to acknowledge the donors whose contributions were used to
purchase the machine.
Bids to repair clock at front desk were received. Consensus was that Stoffers should
select best bid and get clock repaired; also will explore info on regular cleaning/adjustments
for clock.
Mat for back room has been ordered.
New Business: Fire department has begun annual inspections of city buildings and
has issued official notice to the library of fire safety factors needing repair or adjustment.
Stoffers said she and other city staff will ensure these are completed:
0 Three new signs needed for fire extinguishers inside library
0 Address numbers needed on outside sign
0 Remove coat rack and chalkboard from community room (blocking fire exits)
0 Repair emergency lighting inside library
0 Need security system to be tested and results on file
0 Already completed: replace ceiling fan cover, repair fire exit sign, clear all areas within
two feet of ceiling, replace extension cords on computers, child proof caps on outlets.
Stoffers will offer coat rack and chalkboard as free items to the public, and if no takers,
Graham will provide trailer and haul items to the Elk River Goodwill.
A motion was made by Holm and seconded by Anderson to furnish community room
with a marker board. Stoffers agreed to select suitable item and order it. Sufficient funds
exist in 2000 budget to cover this. Approved unanimously.
A new maintenance ladder is needed. A motion was made by Graham and seconded by
Anderson to purchase. Jones recommended fiberglass ladder as safer for working around
electric lights and sturdier than wood or aluminum. Sufficient funds exist in 2000 budget
for this item. Approved unanimously.
Additional book and magazine shelving is needed and has been budgeted for this year.
Stoffers will contact Library Bureau.
Stoffers reported that Friends of the Library participates in Campbells Soup Labels giving
program and will use this giving program for new books and videos in the library. Stoffers
ensures that these acquisitions complement GRRL collection.
Holm reported that Friends of the Library is beginning new service for homebound
readers in collaboration with Guardian Angels apartment complex. Members of Friends of
the Library are matched with homebound seniors and will bring library books back and
forth, ensuring that the homebound person's special needs or interests are met.
Oleksowicz provided update on GRRL's new online library catalog. Due to technical
problem with limited band width on transmission lines, agraphics-based catalog is not
possible at this time. Efforts are underway to secure legislative appropriation to upgrade
local libraries' transmission lines and technological capacities, but Oleksowicz said this is
long process and he does not expect funding to result this year.
Oleksowicz reported that GRRL has begun using collection agency to help retrieve
overdue materials and collect payment for unreturned materials.
Motion to adjourn made by Anderson, seconded by Holm. Approved unanimously.
Meeting adjourned at 8:OOpm.
Respe tfully submitted,
Geraldine GraSecretary`E~~