3.1. LIB 07-26-2016 3.1
Oty of
Elk Meeting of the Elk River Public Library Board
River Held at City of Elk River
Tuesday, May 23, 2016
Members Present: Chair Jayne Dietz, Britt Aamodt (6:22pm), Mary Eberley, Sarah
Holmgren,Willie Jackson
Members Absent: None
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 May 23, 2016 Agenda
Amend the agenda by removing agenda item 5.1.a and adding the December 2015
Revenue and Expense Report to item 3.2.
Moved by Mary Eberley and seconded by Willie Jackson to accept the May
23, 2016 agenda as amended. Motion carried 5-0.
3. Consent Agenda
3.1 Secretary's Report
• March 22, 2016 Meeting Minutes
3.2 Treasurer's Report
• December 2015,March and April 2016 Revenue and Expense Reports
Moved by Sarah Holmgren and seconded by Mary Eberley to accept the
Consent Agenda and Treasurer's Report as submitted. Motion carried 5-0.
4. Open Forum
No visitors present.
Elk River Public Library Board Page 2
May 23,2016
5. General Business
5.1 New Business
5.1.a Michael Hecker, Parks and Recreation Director
There were no items to brief the Board on, so Michael did not attend
the meeting.
5.1.b City Library Budget for 2017 Documents
Will provided the budget documents he received from the Finance
department because the Library Board has expressed an interest in
the budget process.
• 2017 Budget Schedule: Key dates to be aware of are:
o June 2016: Discuss proposed budget with City
Administrator and Finance Director. No specific date
set yet but will advise the Board once the date is set.
o August 1: Presentation of the Library budget to
Council.
• December 2015 Revenue and Expense: Shows the library
budget 100% and closed out.
• 2017/18 Budget Detail Sheet: Shows account numbers and
amounts spent in 2014 and 2015. Some of these accounts are
subdivided with more detail. The City is asking for 2017 and
2018 plans with detail.
• Capital Outlay Request: This is a new form Will is not sure
of.
• Division Performance Measures and Goals for 2017:Will
would like Board involvement in defining relevant goals.
This will be on the Board's July agenda for further discussion.
• Capital Outlay Request: For items over$10,000 that are not
included in the CIP. Not sure what requests the library might
have in this category.
Brandi felt the Board could help in the budget process if Will could
tell the City that the Board supports the contractual services budget
of$11,500. Of this budget, $6,000 is budgeted for Storytime and
$5,500 is budgeted for programs like musicians, authors and family
friendly programs. Will stated he will add attendance of these
programs in his report and he will email out statistical documents to
the Board to support the contractual services budget.
POWERED BY
NATURE
Elk River Public Library Board Page 3
May 23,2016
5.2 Old Business
5.2.a Review Bylaw Changes
The Board reviewed the changes proposed by the City Attorney
representative,James Monge,as reflected on the draft document and
had no issues. This will be on the July agenda for a vote to approve.
5.3 Park Grounds Report
No one had any comments about the Park Grounds Report provided in the
agenda packet.
5.4 Building Maintenance Report
No one had any comments about the Building Maintenance Report provided
in the agenda packet.
5.7 Patron Services Supervisors Report
No one had any comments about the Patron Services Supervisors report
provided in the agenda packet;Brandi had nothing to add to the report.
5.8 Library Services Coordinator Report
Jayne likes seeing the Friends of the Library information included in this
report. No other comments were made about this report.
Will stated that he has a couple candidates for the open Storytime position.
Once hired,the person will attend Storytime program training at GRRL.
5.5 City Council Report on Issues Affecting the Library
Councilman Olsen reported that Lori Ziemer,Assistant Finance Director,is
working as the interim Finance Director since Tim Simon resigned. The
interviewing process is in the works. Laura will send Lori's email out to the
Board in case they need to reach her.
5.9 GRRL Trustee Report
• The Board established a Fund Development Committee that Mary
sits on. In the past it wasn't very well organized but they are
expanding their efforts and becoming more organized. They are
discussing new software and are talking about making donation
requests to all past regional library members and former donors.
• Tuesday night meeting went well. The auditor's report was good;the
finance committee looked at the preliminary 2017 budget. No action
POIE8EB BY
NATURE
Elk River Public library Board Page 4
May 23,2016
yet,but no concerns. It will go to the full Board in July for approval.
There is a reduction in legacy funding for next year.
5.6 Board Member Zone Updates
A walking tour commenced with the following notations and/or
observations (some Building and Park Maintenance staff are already aware
of):
Zone One:Windmill plaque to be installed,weeds need to be cleaned out.
Zone Two:There is a big crack in the parking lot asphalt.
Zone Three: Needs grass reseeded along the edge.
Zone Four: Stump needs to be removed,rain off area needs to be fixed and
French drain needs to be put in.
Zone Five:The bad tree needs to be removed from the rain garden, the
Storytime area needs more comfortable chairs,it would be helpful for
displaying purposes if there was a slatted room divider on the south wall by
the Information area, the teen area needs a slatted wall where the TV was
mounted, the teen area also needs more lounging spaces vs. table and
uncomfortable chairs.
6.0 Adjournment
The next meeting is July 26, 2016 at the Elk River Library at 5:00 p.m.
There being no further business, Chair Dietz adjourned the meeting of the Elk River
Public Library Board at 7:30 p.m.
Minutes submitted by Laura Wetch.
Tina Allard, City Clerk
Jayne Dietz, Chair
POWERED BY
NAT