3.1. LIB MIN 11-18-2014 MEETING OF ELK RIVER PUBLIC LIBRARY BOARD
HELD AT ELK RIVER LIBRARY
TUESDAY, September 23, 2014
Board Members Present: Jayne Dietz, Mary Eberley, Willie Jackson, Sarah Holmgren
Board Members Absent: Nicole Novotny
Others Present: William Hollerich- Library Services Coordinator, Brandi Canter-Patron Services
Supervisor, Mayor John Dietz
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:
The following attachments were not received by Board Members, documents copied and
distributed by William Hollerich and Brandi to be attached to Sept. 24, 2014 agenda:
➢ Elk River Library Board: Capital Improvement Action Plan 2014 which is part of old
business, Ground Updates.
➢ Board Approved document to replace current description in City of Elk River Board
& Commission Reference Guide.
➢ William Hollerich, Library Services Coordinator added item to new business, Nicole
Novotny's intent to resign from the Board at the end of the year.
➢ Creating a list and scheduling invites to Library Board Meeting, yearly
Mary Eberley MOVED and Sarah Holmgren SECONDED to Consider Agenda with
notation that both or either the Board Chair Jayne and/ or William Library Service
Coordinator would receive and include appropriate attachments with the Board Agenda.
Motion Passed 4-0
3. Consider Consent Agenda
3.1 Secretary's Report
• June 22, 2014, Regular Meeting Minutes
3.2 Treasurer's Report
• July and August 2014, Expense Reports
Mary Eberley. MOVED AND Sarah Holmgren SECONDED TO APPROVE THE
CONSENT AGENDA dated September 23, 2014. Motion passed 4-0
4. Open Forum:
There are no residents and guests at meeting to provide comments and feedback to the
Library Board regarding items not on the agenda.
5. Visitors
5.1 None
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6. General Business:
6.1 The Board acknowledged the Library Services Coordinator report in summary:
• Authors Series was a success. Some of the Friends of the Library attended.
• Friends of the Library elected new officers.
• Friends of the Library Members are considering shelf reading.
• The City has a new ticketing system allowing submission of work needed to be
done /fixed by City Workers. The list is long. However, the City is working to
identify and address repairs inside and outside of the Library. For example, light
fixtures and the handicap access button to open the main entrance door is slow
to open. It was determined that the button's motor needs to be replaced.
• Fireplace is not working properly.
Discussion: Yes, there is a note stating the Fire Place is Out of Order.
Yes, the gas is turned off. Mayor John shared the fireplace history. It will be
very costly to repair and the repair person is located in Canada. Board
Members questioned how often is it used? What is the benefit other than
ascetic? William asked if the Board would consider exploring options of how best
to address the fireplace.
Mary Eberley MOVED AND Jayne Dietz SECONDED for Library Service
Coordinator Will to explore options of how to retro-fit or replace current fireplace
with a fixture or painting, with no additional money to be spent on fireplace
repairs. Motion passed 4-0.
Mary Eberley moved and Jayne Dietz seconded an amendment to
permanently shut-off to gas-line for fireplace. Motion passed 4-0
• There has been comments about the paver repair. William has shared it is a
temporary fix and will be addressed in the near future. Mayor John shared that
William should share with grounds how people are viewing the tar repairs to the
pavers. It is ok not to have the names of people voicing opinion.
6.2 The Board acknowledged the Patron Services Supervisors Report— Brandi Canter:
a. Interim Director, Karen Pundsack is still in place. Great River Board is exploring how
best to move forward on Director Search.
b. Great River Board has approved a budget that is workable. Leadership is charged to
make decision how to fill the holes. A leadership team meeting is scheduled for
Wednesday September 24, 2014 to focus on budget.
c. Another person at the administrative level is leaving to be a Librarian in Savage.
This not only reduces staff but will add to remaining staffs work responsibilities.
d. Currently there is an investigation as to what should be done about Credit Cards, i.e.
purchasing scanner machines which are expensive...only can take swiping of cards.
Note: Elk River has express checks.
e. Question: How many are employed at Great River? Approximately 230-45 Staff
and there are 32 Facilities.
f. Brandi will bring extra copies of the 2013 Great River Annual Report to Board
Members. Chairperson, Jayne has 1 copy.
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6.3 Old Business
1. Replace current description in City of Elk River Board & Commission Reference
Guide:
• Passed at last Board Meeting.
• Shared with Board Member Sarah and she approved.
• Mayor John shared, Council don't have to approve.
• William to forward final to Tina and will bring a copy of new
handbook to Board Meeting when it is included.
2. Elk River Library Board: Capital Improvement Action Plan 2014, Ground Updates:
Note: Jayne has put many hours into "Grounds Beautification Projects". Board
Member Mary stated for the record and all joined in thanking Jayne for
her work and follow through for an outcome that yielded accomplishments
plus being under budget.
a. Attachment is updated to reflect changes /cost factors relating to 2014 and
add on task for 2015.
b. Jayne's follow up items are irrigation system, shrub and final bill
c. The final bill will most likely be approved by the Council.
Mary Eberley moved and Sarah Holmgren seconded to approve capital improvement
action plan 2014 with discussed changes and coming under recommended budget.
Motion Passed 4:0
3. Board Member Nicole Novotny sent an email to William Hollerich, Library
Services Coordinator that she would not be present for 9/23/14 Board Meeting
and she is resigning from the board at the end of the year.
Discussion:
• Terms on the Library start January 1, 20XX
• Nicole will be at November Meeting and Board Members
would like to thank her for her service.
• William will inform Tina Allard of the upcoming vacancy in
order to start the process of advertising the vacancy. Also,
he knows a person that may want to apply to be on Board.
• Board members will share that there will be a vacancy to
interested citizens that may want to apply.
• Must be a resident of Elk River to serve on Library Board.
6.4 New Business
a. Creating a yearly schedule of invites from Library Board to City Staff to provide
update and respond to questions I challenges related to the Library.
January Gary Lore, (Building) Maintenance
March Michael Hecker, Parks and Recreation
May Rodney Schreifels, Grounds Maintenance
July Tim Simon, Budget (Finance)
September Cal Portner, Administration
November Open
Mary Eberley moved and Sarah Holmgren seconded the month and
department staff that will be invited to the Library Board Meeting. The Library
Services Coordinator will send out the invites to each so they can put on their
calendar as a yearly request. Motion Passed 4:0
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•
Note: Library Services Coordinator is not on the same electronic calendar
system as City Workers. Mayor John stated he would explore how he could
have access to the City's Calendar
b. November 18, 2014 is next Library Board Meeting. It was requested of William
that he send a reminder notice and materials earlier given this is a date
change for our meeting.
c. Board Members will tour grounds after meeting to continue observation of
grounds and note additional items to be addressed in Library Capital
Improvement Plan
d. MLA Conference is October 8 and 9, 2014. William is not attending. One
staff person, Pam is planning to attend. It was suggested that Pam apply for
the Great River Lottery. If she doesn't win the lottery, she is still going and will
be funded by the educational funds. October 9th has sessions and focus
pertaining to Trustees and Friends. Brandi emailed all Board Members the site
for registration.
Mary Eberley moved and Sarah seconded to use educational funds for
Board Members to attend MLA Conference on October, 9, 2014 in Mankato.
Board Members will pay in advance and submit mileage / registration to City
for reimbursement. Motion Passed 4:0
e. Defining the Perception that Library Services Coordinator as a Liaison /
Connector for the City and the Library Board. This is an agenda item that will
be addressed by Services Supervisor Brandi. A TBD meeting in October or
November to include Brandi, Mayor and City Representative(s) will occur to
discuss and problem solve . Brandi will adjust her calendar for the meeting
and shared regrets for concerns. Also, acknowledgement that due to budget
cuts Great River have to be aware of time and there is a need to have a
balance.
Adjournment:
There being no further business, the meeting adjourned at 6:56 PM.
The next regularly scheduled meeting will be held on Tuesday, November 18 2014 at
5:00pm.
Mary Eberley MOVED TO ADJOURN THE LIBRARY BOARD MEETING AND
SECONDED by Jayne Dietz.
MOTION PASSED 4-0.
Respectfully submitted,
Willie Jackson
Substituting for Library Board Secretary
Tina Allard, City Clerk Jayne Dietz, Library Board Chair
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