3.1. LIB MIN 07-28-2015 MEETING OF ELK RIVER PUBLIC LIBRARY BOARD
DATE: May 26, 2015 TIME: 5:00 PM LOCATION: Elk River Library
Board Members Present: Jayne Dietz, Willie Jackson, Britt Aamodt and Sarah
Holmgren
Board Members Absent: Mary Eberley
Others Present: William Hollerich- Library Services Coordinator, Brandi Canter-Patron Services
Supervisor, Elk River City Counsel member, Jerry Olsen, Tim Simon, City Finance Director,
Gary Lore, Building Maintenance, Colleen Eddy, City Economic Development Specialist, Artist
Carl Zachmann
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 5:20 PM by Jayne Dietz.
2. CONSIDER AGENDA
Sarah Holmgren MOVED and Willie Jackson SECONDED to approve Agenda, Motion
Passed 3 to 0.
3. CONSENT AGENDA
3.1 Secretary's Report
• March 24, 2015, Regular Meeting Minutes
3.2 Treasurer's Report
• March & April 2015, Revenue & Expense Reports
Willie Jackson MOVED and Jayne Dietz SECONDED to consent Agenda. Motion
Passed 3 to 0.
4. OPEN FORUM: No residents or guests.
5. Staff Updates
5.1 Artist Carl Zachmann gave an explanation of his wind sculpture; how he chose
the location and a description of how the sculpture will function. Carl addressed concerns
the board had about wind gusts, the height of the sculpture, safety issues, inspection twice a
year. A footing will be installed by the parks department. The board will make a decision
where the sculpture will be located at the July meeting. Possible locations include on the
north side of the building by the children's area, the front door garden, by the bluebird
houses prairie grass, and by the butterfly garden. The unveiling will be after August 30th
The board will also make a decision on an unveiling date and ceremony. Colleen Eddy will
send Carl's resume and a YouTube link to Will, for him to email to the board when he
receives it.
5.2 Tim Simon updated the board on the financials for the library. 2016 budget work
will begin in the next week, including updating the Capital Improvement Plan (CIP).
5.3 Gary Lore reported there is a new cleaning contract at a savings of$725 a
month, with a contract for 3 years. He also stated that the building is in a good state & there
are no current issues.
6. GENERAL BUSINESS
6.1 Librarian's Report: Will reported that the High Five fundraising campaign
May 26, 2015 Page 1
raised $510. Each branch receives 40% of the donations during the campaign. During the
rest of the year the money is distributed amongst all 32 branches. The Friends of the Library
book sale brought in $1660 over the 3 day sale in April. The sign that the Friends of the
Library had wanted to hang on the building has been approved by Gary Lore to hang for the
sale in October, if the group decides to do so.
The Friends of the Library provided a staff appreciation, including coffee, treats and flowers
in the break room.
6.2 Regional Library Report: Brandi Canter reported that Karen Pundsack has
been hired as the Executive Director. Brandi also reported that Legacy funding and
Regional Library Basic System Support funding has not been secured. Brandi will bring the
a copy of the annual report for all members to the July meeting.
6.3 Old Business
The board revisited the idea of replacing trees along the buffer line over the
next 3-4 years. The board discussed how to have this added to the CIP as an item
that the board will discuss on a yearly basis or as needed. Will will check with Tim
Simon for how this item can be added to the CIP. Will will check with Tim about
replacement trees and costs to the grounds. The board will review the CIP at each
meeting as it will be placed on the agenda as New Business.
Jayne Dietz MOVED to have Jerry address with Michael Hecker whether or not the
parks dept will pay for the asphalting of the easement. Britt Aamodt SECONDED.
Motion passed 3 to 0.
6.4 New Business
• Mary's GRRL Board Update: A new HR Director has been hired and
started today, next board meeting will be next month.
• Jerry's City Counsel Update: Jerry updated the Board on the City Council
news, no new information from the City Council regarding the Library.
Jayne Dietz MOVED to make Willie Jackson Vice Chair, Britt Aamodt
SECONDED, motion passed 3 to 0.
• The board discussed being respectful of the time we are in our meeting,
rather than setting time limits.
• Jayne Dietz asked Jerry to bring back to the City Council the request
for a city staff member to record the minutes, due to the length of and
detail of the content of our meetings, as all other city boards have a
staff member to assist with minutes.
• The CIP will be added as a regular item to the agenda going forward.
The board will need to vote on the location of the sculpture during the July
meeting. The board asked Jerry to ask the council who will fund the
landscaping around the base of the sculpture. The board also asked Jerry to
inform the council that we are concerned about the Library's liability for the
sculpture as well.
May 26, 2015 Page 2
7. ADJOURNMENT
Sarah Holmgren MOVED and Willie Jackson SECONDED to Adjourn
Motion Passed 3 to 0 at 7:23 PM
Respectfully submitted,
Sarah Holmqren
Library Board Secretary
Tina Allard, City Clerk Jayne Dietz, Library Board Chair
May 26, 2015 Page 3
20-2015 10:36 AM CITY OF ELK RIVER
PAGE: 1
REVENUE & EXPENSE REPORT (UNAUDITED)
AS OF: MAY 31ST, 2015
-LIBRARY
ANCIAL SUMMARY
41.67% OF YEAR COMPLETED
CURRENT CURRENT YEAR TO DATE % OF BUDGET PRIOR FY
BUDGET PERIOD ACTUAL BUDGET BALANCE YTD BALANCE
ENUE SUMMARY
ibrary 98,400.00 2,497.38 11,865.63 12.06 86,534.37 14,228.27
AL REVENUES 98,400.00 2,497.38 11,865.63 12.06 86,534.37 14,228.27
ENDITURE SUMMARY
ture & Recreation
ibrary 98,400.00 11,125.82 47,698.15 48.47 50,701.85 35,780.60
TOTAL Culture & Recreation 98,400.00 11,125.82 47,698.15 48.47 50,701.85 35,780.60
AL EXPENDITURES 98,400.00 11,125.82 47,698.15 48.47 50,701.85 35,780.60
ENUES OVER/(UNDER) EXPENDITURES - 0.00 ( 8,628.44) ( 35,832.52) 35,832.52 ( 21,552.33)
20-2015 10:36 AM CITY OF ELK RIVER PAGE: 2
REVENUE & EXPENSE REPORT (UNAUDITED)
AS OF: MAY 31ST, 2015
-LIBRARY
41.67% OF YEAR COMPLETED
CURRENT CURRENT YEAR TO DATE 8 OF BUDGET PRIOR FY
ENUES BUDGET PERIOD ACTUAL BUDGET BALANCE YTD BALANCE
rary
es
-3-0000-3111 Current Ad Valorem Taxes 63,100.00 0.00 0.00 0.00 63,100.00 0.00
TOTAL Taxes 63,100.00 0.00 0.00 0.00 63,100.00 0.00
ergovernmental Rev
rges for Services
er Revenue
-3-0000-3621 Interest Income 6,400.00 334.84 2,199.26 34.36 4,200.74 523.20
-3-0000-3626 Contributions 28,900.00 2,162.54 9,666.37 33.45 19,233.63 13,705.07
TOTAL Other Revenue 35,300.00 2,497.38 11,865.63 33.61 23,434.37 14,228.27
TAL Library 98,400.00 2,497.38 11,865.63 12.06 86,534.37 14,228.27
rary Project
er Financing Sources
nsfers In
AL REVENUE 98,400.00 2,497.38 11,865.63 12.06 86,534.37 14,228.27
20-2015 10:36 AM CITY OF ELK RIVER PAGE: 3
REVENUE & EXPENSE REPORT (UNAUDITED)
AS OF: MAY 31ST, 2015
-LIBRARY
ture & Recreation 41.67% OF YEAR COMPLETED
rary
CURRENT CURRENT YEAR TO DATE % OF BUDGET PRIOR FY
ARTMENTAL EXPENDITURES BUDGET PERIOD ACTUAL BUDGET BALANCE YTD BALANCE
sonal Services
plies
-4-5600-4201 Office Supplies 100.00 0.00 0.00 0.00 100.00 0.00
-4-5600-4219 Operating Supplies 16,200.00 1,953.37 5,544.93 34.23 10,655.07 6,500.38
TOTAL Supplies 16,300.00 1,953.37 5,544.93 34.02 10,755.07 6,500.38
er Services & Charges
-4-5600-4321 Telephone 1,100.00 85.63 342.28 31.12 757.72 422.92
-4-5600-4322 Postage 50.00 0.00 0.00 0.00 50.00 0.00
-4-5600-4331 Travel, Conferences & Schools 650.00 0.00 0.00 0.00 650.00 0.00
-4-5600-4359 Publishing 750.00 0.00 0.00 0.00 750.00 0.00
-4-5600-4361 Insurance 2,050.00 0.00 1,043.00 50.88 1,007.00 901.50
-4-5600-4389 Utilities 28,450.00 2,246.65 10,208.54 35.88 18,241.46 14,446.22
-4-5600-4401 Bldg Repair/Maint Services 12,950.00 5,123.72 17,410.00 134.44 ( 4,460.00) 754.25
-4-5600-4404 Equip Repair/Maint Services 1,000.00 0.00 13.90 1.39 986.10 77.40
-4-5600-4405 Cleaning Services 24,000.00 727.38 7,882.38 32.84 16,117.62 9,850.00
-4-5600-4409 Contractual Services 11,000.00 989.07 5,253.12 47.76 5,746.88 2,767.93
-4-5600-4433 Dues & Subscriptions 100.00 0.00 0.00 0.00 100.00 60.00
TOTAL Other Services & Charges 82,100.00 9,172.45 42,153.22 51.34 39,946.78 29,280.22
ital Outlay
nsfers Out
TAL Library 98,400.00 11,125.82 47,698.15 48.47 50,701.85 35,780.60
TAL Culture & Recreation 98,400.00 11,125.82 47,698.15 48.47 50,701.85 35,780.60
AL EXPENDITURES 98,400.00 11,125.82 47,698.15 48.47 50,701.85 35,780.60
ENUES OVER/(UNDER) EXPENDITURES 0.00 ( 8,628.44) ) 35,832.52) 35,832.52 ( 21,552.33)