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3.1. LIB MIN 03-22-2016 city of 1 Elk „ Meeting of the Elk River Public Library Board River Held at City of Elk River Tuesday, February 9, 2016 Members Present: Na 1e a ._101,7-E ',ms. " i _ ` 4li e`�Arr ved ;' Britt Aamodt 4:58 p.m. Chair Jayne Dietz 4:53 p.m. Mary Eberley 4:30 p.m. Sarah Holmgren 4:58 p.m. Willie Jackson 4:53 p.m. Members Absent: Council Liaison: Councilman Jerry Olsen Staff Present: Brandi Canter- GRRL Patron Services Supervisor Will Hollerich - Elk River Library Branch Manager I. 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 Chair Jayne Dietz. 2. Consider February 9, 2016 Agenda Moved by Mary Eberley and seconded by Sarah Holmgren to accept the February 9, 2016 Agenda as presented. Motion carried 5-0. 3. Consent Agenda 3.1 Secretary's Report • November 17, 2015 Meeting Minutes 3.2 Treasurer's Report • November 2015 Revenue and Expense Report The City is in process of their annual audit, so the December and January Treasurer reports will be provided after the audit is complete. Moved by Mary Eberley and seconded by Sarah Holmgren to accept the Consent Agenda as presented. Motion carried 5-0. Elk River Public Library Board Page 2 February 9,2016 4. Open Forum No visitors present. 5. City Staff Michael Hecker, Director of Parks and Recreation,introduced Tim Sevcik, the city's new Park Superintendent. Tim worked most recently in Anoka County Parks and Recreation as the head of the Natural Resources division and is also in the Minnesota National Guard. Tim's extensive experience in natural resources will benefit Elk River as the Houlton Conservation Area is restored. 6. General Business 6.1.a Willie Jackson was sworn in prior to the start of the meeting. 6.3 Park Grounds Report The CIP originally planned for parking lot curbs and LED light replacement to be done in 2016 and bollard replacements in 2017. Since Orono Parkway is going to be reconstructed in 2017,Tim would like to hold off in the curb/gutter work until 2017 wherein the city can piggyback off the Orono Parkway construction contract for the curbing and get a better price. Tim proposes doing all the lighting improvements/bollards in 2016 and carrying forward the remaining CIP funds into 2017 for the curbing project. Light improvements include: • Eliminate the sidewalk lights and add a light pole • Add a wall-mounted light above the sign • Switch all lights, including parking lot lights, to LED • Add heads to existing poles to provide more lighting • Redo the flagpole lighting and hardwire a timer There is $24,000 in the CIP budget for lights, curb and gutter. The most recent bids show$9,000 for. The funding is allocated, so Tim just needs updated quotes and approval from the Board then he can get the work done. He will come to the March meeting with updated bids for the lighting. Jayne wants the Board to review the Capital Improvement Plan in preparation for the March meeting so the CIP will be emailed to all Board members following the meeting. Other observations as noted on the Library Grounds map Tim provided: • There are several spruce trees that are too close to the asphalt surface that also get in the way of snow removal that Tim would like to rillERED Dr INATUREI Elk River Public Library Board Page 3 February 9,2016 remove in the next few years. There is nowhere else to put the snow and in addition to the damage to the asphalt, the salt is slowly killing the trees. Chair Dietz mentioned the neighbors on the other side of those trees are very concerned with having a buffer, so Tim will consider alternatives that provide that buffer. • There is a Gingko tree in the turnaround has will destroy the asphalt that needs to be removed. • There is an area on the north side of the building that needs a rock pad and French drain to manage the frequent water pooling,which can damage the building. There is another area with water damage that Gary Lore is working on a solution for. • In the southwest corner of the parking lot, by the dumpster, the light pole bolts are bent which makes it a potential hazard. Tim plans to re-drill and re-bolt the pole to make it like new again. This will be done in spring/early summer. • Tim provided a handout with proposed landscaping around the windmill. All plants are native prairie species that fit in with the existing landscape; each plant blooms at a different times during the season, and all are easy to grow and cheap to come by. Tim also plans to relocate boulders from other parks to incorporate into this landscape. He will start this project as soon as the ground thaws. It was confirmed the Economic Development Authority will pay for this project as it was part of their original plan. • Tim asked Board members to email him if they have any other concerns. 6.2.a Permanent Patio Furniture Tim recommends a poured concrete foundation with furniture bolted into the concrete. The Board needs to decide what type of furniture they want, and then Tim can get a quote for the poured concrete. Will confirmed the library does not have Storytime outside, but he will talk to staff for seating ideas. Michael noted benches like the Rotary Club put in at Bailey Point cost about $2,000 each and have about a 20 year life. Michael will get some bench quotes from vendors the Parks and Recreation department uses. Once the Board has a firm price,Will said he would talk to the Friends group to see if they are interested in funding this project. If they don't, the Board can choose to add it to the CIP. 6.1.b Election of Officers Continued to the March 2016 meeting. POWERED 6 ► NATURE Elk River Public Library Board Page 4 February 9,2016 6.2.b Building and Grounds Assignments Chair Dietz is delegating library grounds responsibilities amongst Board members as noted on the document provided. Board members need to survey their area from time to time and make note of any issues. The assignments are always negotiable if someone doesn't like their assigned area, and Chair Dietz will have this on the agenda at each meeting so Board members can update everyone on their area if needed. Tim Sevcik's email address will be sent to everybody so they can communicate with him on issues in their area. Chair Dietz would like to see more educational signs in each area. 6.1.c Attendance/Tardiness Chair Dietz reported that City Council passed new attendance requirements at their January 19, 2016 meeting. This language will be updated in the Library Board bylaws under Article VI. 6.1.d Updated Bylaws and Information Sheet The Information Sheet was approved with the proposed changes; the bylaws need to incorporate City Council's new attendance policy and language on officer term and limits needs to be clarified. The bylaws will be presented again at the March meeting for approval. Moved by Sarah Holmgren and seconded by Willie Jackson to accept the changes to the Information Sheet as presented. Motion carried 5-0. 6.1.e Picture on Website/Photo ID's The Board agreed they did not want a picture of the Board on the city website, but would be interested in badges/lanyards if the city has some they can provide at no cost to the Board. 6.4 Building Maintenance Report Chair Dietz recapped the Building Maintenance report provided by Gary Lore. The building is looking great at this time with no major issues. Gary notes adding a gutter on the back side of the building to stop the corrosion of rainwater as it drains down onto the ground. Chair Dietz would like to add this to the CIP. Will noted the increase in work order requests from 2014 to 2015 is because the electronic reporting system was not initiated until mid-2014 so the ['POWERED 8'1 NATURE Elk River Public Library Board Page 5 February 9,2016 number of incidents in the report does not accurately reflect the number of work orders in 2014. 6.5 City Council Report Councilman Olsen reported that the City paid off the library bond early, which saved taxpayers over$541,000. Councilman Olsen spent half a day with second graders at Lincoln Elementary in November. He talked about city government and when he mentioned parks and the library, the kid's eyes lit up and one child mentioned the butterfly garden. Councilman Olsen would like to see more/bigger signage to tell the story about prairie grass and other points of interest at the library because he thinks the kids have a passion for it. 6.7 Library Services Coordinator Report Library staff rearranged the front desk, moving the Express checkout to a central location which allows staff closer access to patrons that may need assistance. This should reduce the load of basic checkouts, allowing Library Assistants to provide more in-depth service, more outreach in the community and the ability to rove around to help patrons. They are halfway through the Winter Reading Program for teens and adults. People can still register online or at the desk for a chance to win incentive gifts like coffee mugs or gift cards. AARP Tax Aide has begun again. Anyone is eligible, but AARP is targeting low income people over 60. Every January 1s` the Collection Development department gathers large amounts of data about the library system. As of the data collection date,Elk River Public Library had over $700,000 in material in stock and available for checkout,which includes books, audiobooks, DVD's, CD's and magazines. Elk River is fortunate to have such a large facility that can house this amount of material. 6.6 Patron Services Supervisors Report GRRL has a new strategic plan for 2016-2020. The handout provided depicts a brief summary of the core values, mission and vision and the strategic plan with service and organizational priorities. At the local level, the Library Services Coordinator at each branch will be creating their action plan. With this they will identify a target audience to whom they can focus outreach with the help of community partners. P0 * ERE0 $ t NATURE Elk River Public Library Board Page 6 February 9,2016 GRRL is looking to eliminate the Assistant Director of Patron Services position,which would result in the Executive Director becoming more involved in local level decisions. It would also free up funds to hire a third regional Patron Services Librarian position with emphasis on outreach. GRRL completed their survey last fall of users and non-users that had about 1,300 respondents. Results show about 9% are from Elk River; over 70% of users still check out physical material from the library and other high use areas are computers and WiFi. Will and the GRRL's Executive Director will be speaking to the Sherburne County Commissioners about the strategic plan update and library services for the county. 6.8 GRRL Trustee Report Mary Eberley reported that that the GRRL board elected its officers in January. Sherburne County gave 1.25 million dollars to the GRRL budget and is the second largest county in the system (Stearns is the largest). The board is working on structure changes to free up the Executive Director more. There is a vacancy on the GRRL Board for someone from Sherburne County. Right now the Board is meeting every month and holding work sessions on alternate months to work on the strategic plan with GRRL staff. They are also working on a library system assessment to provide services to the populations where brick and mortar buildings are not accessible. 7. Adjournment Chair Dietz reminded members that the Volunteer Recognition Dinner is on February 25th and anyone planning to attend needs to RSVP this week. There being no further business, Chair Dietz adjourned the meeting of the Elk River Public Library Board at 7:15 p.m. Minutes submitted by Laura Wetch. Tina Allard, City Clerk INATUPEI Elk River Public Library Board Page 7 February 9,2016 Jayne Dietz, Chair I N ATTKE