09-22-2015 LIB MIN City of
4111 Elk
Meeting of the Elk River Public Library Board
River Held at the Elk River City Library
Tuesday, September 22, 2015
Members Present: Chair Jayne Dietz,Members Britt Aamodt,Mary Eberley,Sarah
Holmgren and Willie Jackson
Members Absent: None
Council T.ia.ison: 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 5:05 p.m. by Chair Jay Dietz.
2. Consider 09/22/2015 Agenda
• Moved by Willie Jackson and seconded by Sara Holmgren to accept the
September 22,2015 Agenda as presented. Motio carried 5-0.
3. Consent Agenda
3.1 Secretary's Report
• July 28,2015 Meeting Minutes
3.2 Treasurer's Report
• July and August 2015 Revenue and Exp nse Reports
Moved by Mary Eberley and seconded by Sarah Holmgren to accept the
Consent Agenda as presented. Motion carried 5-0.
4. Open Forum
No one appeared for Open Forum.
Councilman Olsen and Chair Dietz reported that Mayor Dietz met with Great River
Regional Library (GRRL) staff earlier in the day with concerns about the agreement
between the City of Elk River and the GRRL; specifically about which entity was
responsible for taking the minutes and if the City was responsible for funding library
programs. The Mayor asked if the library programs, specifically Baby Bounce,
• Toddler and Pre-school Story Time programs could be run using volunteers vs. paid
staff.While Chair Dietz reminded the Board that library programming is the
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September 22,2015
• responsibility of the GRRL and not the Board, she wanted the Board to be aware of
the meeting. Much discussion followed and Chair Dietz thanked the Board for their
feedback.
5. Visitors
Tim Simon,Finance Director,reviewed the library's Revenue and Expense report
for July and August 2015.
There are no major concerns with the budget.Tim will do an end of year budget
amendment for account 211-4-5600-4401 Bldg Repair/Maint Services. Two
projects,paver replacement and entrance concrete,were originally to be funded out
of library reserves because they were below the capitalization threshold.
Next year's CIP projects include permanent curbs and LED lighting/bollard
improvements in the parking lot.The CIP allots $5,000 per year for the tree
replacement plan.
Tim pointed out that operating supplies is significantly under budget this year
because staff planned to replace the floor scrubber,but they pushed that purchase
off until next year. Additionally,Board members will see a new expense line item
titled`personnel'with a budget of$500 per year,which is the budget for a staff
person to take the minutes of the meeting. This follows suit with all other boards
® and commissions.
The Board would like Tim to attend the meeting each September to talk about CIP
projects for the following year.
6. General Business
6.1 Librarian's Report—William Hollerich,Library Services Coordinator
• Will reported that the summer reading program was extremely successful
with 1058 participants. Children returned 1,487 records (5 hours of
reading per each record);teens returned 754 coupons (4 hours of reading
per coupon). Friends of the Library donated books for prizes. This
program helps keep kids reading throughout the summer to combat
`summer loss'. Even though there were 200 fewer participants registered
compared to 2014, there were about 1300 more reading records turned it
this year compared to last year.
• The windmill unveiling was a great event. Refreshments were provided
by Friends of the Library.
• There was a brief discussion on the need for library building expansion
or reconfiguration.Will felt there is adequate library space at this time.
The Board recommends if there ever is a time for building expansion,it
be added to the City's CIP.Tim Simon,Finance Director, clarified that
• the only thing in the budget at this time for the library building is roof
improvement but that it wasn't listed on the CIP.
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September 22,2015
• 6.2 Regional Library Report-Brandi Canter,Patron Services Supervisor
• Brandi provided the Great River Regional Library (GRRL) 2014 Annual
Report and recapped some of the statistics provided in the report.
• Executive Director,Karen Pundsack,led a series of community meetings
to help form the 2016-2020 Strategic Plan. Items to be added to the plan
are more collaboration with the community and publicize different
services and programs provided.
• GRRL concluded their user/non-user survey to find out what services
the public would like. Brandi will provide a summary of this survey at the
November meeting.
6.3 Old Business
• Windmill Unveiling Ceremony Review: Chair Dietz reported that the
unveiling was held and she heard many positive comments about the
statute.The city needs maintenance instructions from Colleen Eddy and
there is a 5-year warranty but no one is sure what the warranty
encompasses. The statue will oxidize with time and there are no future
plans for more sculptures.
• Chair Dietz reported vandalism to the patio furniture—someone stacked
chairs on top of one another on top of the table. Steve Stoffers took
pictures and showed them to police and staff took the furniture down
immediately to prevent injury. The furniture may need to be chained up
II/ again if this keeps happening.
• Regarding ground maintenance,Chair Dietz reported:
o The landscape will be cleaned up this fall;
o There is damage to grass and erosion when it rains hard so parks
staff are looking at gutter mats;
o There are cracks in the new concrete,which is not under
warranty. Parks and Recreation staff will re-check the cracks in
the spring to see if it needs to be replaced due to being a safety
risk;
o One tree in the back was lost,but it was in the way of the snow
plow so Steve Stoffers did not recommend replacing it;
o The grass got pretty brown this summer. There were issues with
the amount of time the irrigation clock ran that has since been
adjusted;
o Chair Dietz would like to put up more updated signage to
educate the public about the rain gardens.
6.4 New Business
• Mary Eberley provided a Trustee Report and Chair Dietz asked for this
to be a recurring item on the agenda from this point forward. Mary
reported that the GRRL:
a. Received a 2%overall budget increase from the state.
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September 22,2015
b. Had 90% engagement in the survey they conducted. Results show
communities want programming, services and"Book a Librarian"in
their library of the future.
c. Received a salary increase of 2% for the computer analyst and
benefits for aides will now be provided.
d. Identified the need to raise additional funds for the regional system.
e. Fund development was pulled out of the operations budget and given
its own category. In the past, any fundraising money not used by the
end of the year went into cash reserves and couldn't be spent. By
keeping it out of operations, all fundraising monies will be available
year to year.
f. The board will decide in November if they are going to approve a
new two-year position for a fund development person to grow the
fundraising program even further.
g. The budget is $9 million per year and encompasses 6 counties and 32
locations.
• Chair Dietz announced the Minnesota Library Association's annual
conference is October 8-9. No Elk River library staff were planning to
attend. Chair Dietz asked members to consider going and reminded
everyone that the city pays for registration,mileage and lunch.
• Willie Jackson thanked Chair Dietz for spearheading the grounds project.
• Willie Jackson wanted to make sure library staff were thanked for their
quick response to the furniture vandalism. They responded quickly and
appropriately and the Board takes any safety issues seriously. It was
mentioned that Monica Miller, from the front desk,was the staff person
who responded so quickly.
7. Adjournment
There being no further business, Chair Dietz adjourned the meeting of the Elk River
Public Library Board at 7:02 p.m.
Minutes submitted by Laura Wetch.
Tina Allard, City Clerk
Jayne Dietz, Chair
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