05-28-2013 LIB MIN MEETING OF ELK RIVER PUBLIC LIBRARY BOARD
Location: ELK RIVER LIBRARY Date: TUESDAY, MAY 28, 2013
Board Members Present: Jayne Dietz, Mary Eberley, Kathleen Tracy, Willie Jackson
Board Members Absent: Nicole Novotny
Others Present: William Hollerich-Branch Manager, Brandi Canter-Regional Supervisor, John Dietz,
City Council Board Liaison, Cal Portner, City Administrator
1. Call Meeting to Order
Pursuant to due call and notice thereof,the meeting of the Elk River Public Library Board was
called to order at 5:02 p.m. by. Jayne Dietz.
It was determined a quorum was present
2. Cal Portner, City Administrator explained and solicited responses from Board Members about a
proposed council liaison policy. Feedback given included:
a. Update handbook
b. Liaison should speak as appropriate
c. Liaison should clarify when s/he is speaking as a liaison vs. a community member.
3. Consider Library Board Agenda
Kathleen Tracy MOVED AND Willie Jackson SECONDED TO APPROVE THE AGENDA AS
PRESENTED. MOTION PASSED 4-0.
4. Consider Secretary's Report
Kathleen MOVED AND Willie Jackson SECONDED TO APPROVE THE MEETING
MINUTES FROM THE March 26,2013 MEETING with amendments:
1. Story time programming in relationship to MOA
2. Sealant for pavers
MOTION PASSED 4-0.
5. Consider Treasurer's Report.
Mary Eberley MOVED AND Willie Jackson SECONDED TO APPROVE THE
TREASURER'S REPORT AND CONTINUE ADDING A COLUMN ON THE RIGHT-
HAND SIDE OF THE REVENUE AND EXPENSE RESPORTS,LISTING PRIOR
FISCAL YEAR.
MOTION PASSED 4-0.
6. Librarian's Report—William Hollerich Regional Supervisors Report—Brandi Canter
The Board acknowledged the Librarian's report.
a. Weather stripping replacement
b. Summer Reading Program: June 10-August 10, 2013.
c. Library Programs are key part of assisting students to sustain learning. There will be
incentives to keep participants engaged and to support literacy over the summer months when
public schools are not in session. For example, read down your fines= 15 minutes of reading
to reduce $1.00 from fine.
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MEETING OF ELK RIVER PUBLIC LIBRARY BOARD
Location: ELK RIVER LIBRARY Date: TUESDAY, MAY 28, 2013
d. Collected fines go to the regional budget account.
e. Based on last years' attendance of programs, it is expected that 900 will be participating in
Summer Programming thru the Library.
The Board acknowledges the Regional Supervisor's Report focusing on two areas.
1. Preliminary Budget and Program Guidelines
a. Budget is based on tiers.
b. Elk River- largest amount requiring 40 to 50 Programs which includes school class
visits and out reach.
c. 25 % of programming is focused on life long learning such as Movie Night, Crafts
and Music.
d. Programs are paid for by city count.
e. Staffing budget is on going. One time per year there is an evaluation of position.
Also,the amount of staff turn over is taken into account.
f. There is an ongoing evaluation of how to do things for efficiently, for example,
moving to an automatic phone call answering service.
g. Borrower wise is higher than Elk River was but not as high as peak when it was a
new library. Actually, Elk River has declining borrowers.
h. Questions:
i. Can we add hours to the days when Elk River Library open at 12:00 PM? It
is a budget availability challenge to pay staff.
ii. Can a program be opened locally? Yes, locally if program is literacy based
and meets Great River Criteria and staff training.
i. Currently working on budget and have shared a preliminary budget at a Trustee
Meeting on May 21, 2013.
j. There are two types of Great River Funding, Signatory and Non-Signatory.
k. Signatory=6 counties with joint power of agreement(6.3 million)
I. Non-Signatory consists of revenue from State, Federal, Revenues(fines etc.), Grants
and Fund Raising.
m. Difficulties include changes in funding formula and cost in general going up.
n. The Great River Budget will be presented in June. There will be 3 scenarios for
discussion and decisions. Neither look good... increases will range from 1-3 %.
o. Great River Staff will continue to do the best"we"can.
p. July update report will include:
i. Identification of all items that qualify for MOA. This will allow exploration
as where there is a cushion of funds that can be utilized in perhaps a different
way without hurting MOA.
ii. Response to the question: If by cutting the story time staff from Monticello
($4,000.00)would it affect our Maintenance of Effort.
iii. Note: Tim Simmon (City of ER Finance) shared via email that it would
not...
iv. Brandy states that cuts in different program areas could affect Maintenance
of Effort.
Old Business
a. MN Library Association Conference: October 10 and 11, 2013 in St. Cloud, MN. Once the
agenda is out then all staff interested can throw name in pool drawing. There is a priority to
those who haven't attended. Great River does not pay for Elk River Board Members to
attend the conference. The website: www.mnlibraryassociation.com for additional updates.
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MEETING OF ELK RIVER PUBLIC LIBRARY BOARD
Location: ELK RIVER LIBRARY Date: TUESDAY, MAY 28, 2013
b. Sealing of the replacement pavers for an estimated area of 6,000 square feet will take place in
the summer by September, 2013: Mary Eberley MOVED AND Kathleen Tracy
SECONDED TO APPROVE A HIGH GRADE DULL FINISH SEALANT NOT TO
EXCEED $1500.00 with application by September,2013. Passed 4-0
New Business
1. Handbook for Library Board Members is in the process of being updated. Copies of current
were passed around for viewing.
2. Willie Jackson clarified her request for consideration. Referencing Board meeting dated
1/24/2012: the agenda included a review of By Laws of the Elk River Library Board of
Directors. Willie Jackson is specifically requesting the board review and determines the
action plan to address at board meetings, Article IV Responsibilities. To be discussed at July
Meeting.
3. William to determine appropriate individuals that can address concerns, questions and
challenges for the Board, at July Meeting.
4. Shelving is to be included as a budget item.
5. Consider utilizing the Agenda template utilized by Council. William to obtain a copy of
template for consideration.
6. At next Board meeting:
a. Update on signage in the rain garden area.
b. Follow up on MOA Issue
7. Shared information: Bailey Point Nature Preserve was purchased and is part of Elk
River Parks. Open from 8-10. This year there are three things the City of Elk River
is doing:
a. Parking Area
b. Gate
c. Security Light
Adjournment:
There being no further business,the meeting adjourned at 7:03 PM.
The next regularly scheduled meeting will be held on Tuesday,July---- at 5:00pm.
Jayne Dietz MOVED TO ADJOURN THE LIBRARY BOARD MEETING AND Kathleen
Tracy SECONDED. MOTION PASSED 4-0.
Respectfully submitted,
Willie Jackson,
Library Board Alternate Secretary
Tina Allard, City Clerk
Ja e Dietz, library Board Chair
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