3.1. LIBSR 11-12-2013 MEETING OF ELK RIVER PUBLIC LIBRARY BOARD
HELD AT ELK RIVER LIBRARY
TUESDAY,September 24,2013
Board Members Present: Jayne Dietz, Mary Eberley, Willie Jackson and Kathleen Tracy
Board Members Absent: Nicole Novotny
Others Present: William Hollerich-Library Service Coordinator,Brandi Canter- Patron Supervisor,Josh
Baas, Parks Maintenance Staff and Dave Anderson, Parks and Recreation Commission Chair
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 5:00 p.m. by. Jayne Dietz.
It was determined a quorum was present
2. Consider Agenda
Mary Eberly MOVED AND Kathleen Tracy SECONDED TO APPROVE THE September 24,
2013 Agenda AS PRESENTED. MOTION PASSED 4-0.
3. Consent Agenda:
3.1 Secretary's Report—July 23, 2013, Regular Meeting Minutes
3.2 Treasurer's Report-July and August 2013, Revenues and Expenses
Mary Eberly MOVED AND Kathleen Tracy SECONDED TO APPROVE THE Consent
AGENDA AS PRESENTED. MOTION PASSED 4-0.
4. Open Forum
None
5. General Business
5.1 New Business—Tour of library Grounds with Baas, Anderson=45 minutes.
Summary of conversation --- Dave stated, grounds should be the Boards' Vision
Josh and Dave provided a guided tour of what is currently on grounds, work done in the past,
provided suggestions and recommendations, such as:
• Burning last fall of some of the plantings/gardens- low cost maintenance to burn yearly; it is
more time efficient than cutting and raking;native plants are catching on,water filtering, run
off and reduce maintenance. Signs to label plantings/garden should be available soon from
the city's new sign maker at a minimal or low cost.
• North Flower Bed: Board decision to delete and plant regular grass in its place. If this
garden was fixed it would cost a lot to replace plants and soil.
• Many pines have disease and cannot be saved. The city will decide which diseased pines
will be cut and stumps removed. Board decision not to replace any removed trees.
• Tree cost approximately$1.00, if young trees are planted and allowed to grow.
• Added irrigation was suggested in many areas. This could be added in sections or to do all it
at one time to get the best price. The Board decided to wait at this time on doing this. The
installation of irrigation would be done by an independent company and not by the city staff.
In the future if the Board wishes to get irrigation bids will need to be obtained.
• Southeast and Southwest Rain Garden---Needs to be rain garden for run-off and started
over... native grass seeding with minimal cost. Board approved continued to continue the
burning and adding additional grass and plants. Dave volunteered to donate grass seed for
planting in both of these gardens. Josh stated that damaged edging will be replaced by the
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city. Rough edges on edging could be a danger to small children so does need to be replace
if damaged anywhere on the grounds. There are invasive species that should be removed
• Dave's West Prairie—Edging would be good. Board approved that edging should be added
by the city. Board approved Dave's suggestion of extending this garden back to the pine
trees and eliminating the small strip of grass that presently separates them.
• Butter Fly Garden,Master Gardeners Pollinator Garden---Dave stated that the intent
of this garden is to attract butterflies. Dave suggested calling the Master Gardeners to
confirm their continual commitment or ask questions about the care and future plans for this
garden. Will is to contact Dave to see if Dave could contact them or if city staff should be
asked to do this.
• Parking Lot Rain Garden---The Board decided that this is a high priority. This garden is
needed for water runoff. The Board will give the city some suggestions of their vision for the
area. The Board will welcome suggestions back from the city and Dave about what would work
best in this challenging area.
Board Discussion after the tour:
Jayne will send via email a template of toured area and primary focus of work. Board is to view
and make suggestion and comments and send back to Will within 30 days. Will is to combine
comments and present them to City and Dave for review and comment. Will to find out cost and
possible money allotted for these projects. Findings will be share at the Nov 2013 meeting.
Signs content to be discussed after actually plantings and changes are done. See attached sample
of possible educational signs.
5.2 Librarian's Report—William Hollerich, Regional Supervisors Report—Brandi Canter
The Board acknowledged the Librarian's report.
a. Library by-laws discussion and the following approved by Board edits:
i. Article III ---change the word promote to support.
ii. Article IV --- Include a blank copy of current City Council Agenda that was
approved and adopted for use by Library Board Members.
iii. Note: Article X ---Board was in agreement that when Librarian does annual report to
the City Council at least one board member will also attend.
Kathleen Tracey MOVED AND Mary Eberly SECONDED TO APPROVE THE BY LAWS AS
EDITED and PRESENTED. MOTION PASSED 4-0.
b. Facility issues: Fire alarm annual check-up, heat pump replacement, still having problem
with weather stripping, shelving replacement and still waiting on chairs.
c. Pavers will be on hold. Recommendation to wait until they are all worn out and then
purchase new ones and seal at that time.
d. MOE money= $11,000.00 and Budget Mtg. stated take back to Board for discussion. Have
not been spending, need to spend. Will and Brandi have been exploring options:
i. Story Time is well received and successful. Focused on Pre-School and Toddlers.
$4,000.00
ii. Children and Family Activities. $7,000 Attendance is not as high as Story Time
Program.
iii. Will did a pilot,Japanese Animation and it was a huge success. Target focus being
teens.
iv. Digital Literacy?
v. What are available programs for Special Need Students?
No decision at this meeting. Put on November Agenda.
e. Regional conference is October 10, 2013. Will to send out flyer.
Great River is paying for Will to attend. Staff attending?
The Board acknowledges the Regional Supervisor's Report.
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a. Budget: Struggling with formula. The amount in hole has increased from $30,000.00 to
120,000.00. However,Not interested in closing libraries.
b. Compensation and Classification Study intent is to get in line with federal systems. Thus,
new titles, such as Will is Library Service Coordinator and Brandi is Patron Supervisor.
New Business:
Jayne Dietz moved and Willie Jackson seconded to change the November meeting date to
November 12,2013.Motion passed 4-0
Adjournment
There being no further business,the meeting adjourned at 7:10 pm.
The next regularly scheduled meeting will be held on Tuesday,November 12, 2013 at 5:00 pm.
Mary Eberly MOVED TO ADJOURN THE LIBRARY BOARD MEETING AND Kathleen
Tracy SECONDED.
MOTION PASSED 4-0.
Respectfully submitted,
Willie Jackson
Substitute Library Board Secretary
Tina Allard, City Clerk
Jayne Dietz, Library Board Chair
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