05-24-2016 LIB MIN City of
• El Meeting of the Elk River Public Library Board
River Held at City of Elk River
Tuesday, May 24, 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 24, 2016 Agenda
110 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
24,2016 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.
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May 24,2016
• 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 Michal did not attend
the meeting.
5.1.b City Library Budget for 2017 Documents
Will provided the budget documents hr 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: 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.
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May 24,2016
III 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 Supervisor
report provided in the agenda packet;Brandi had nothing to add to
III 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.
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;
IIIthe finance committee looked at the preliminary 2017 budget. No
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May 24,2016
IIIIaction 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 divided on
• the south wall by the Information area; the teen areas 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 b Laura Wetch.
Tina Allard, City Clerk
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Jayne 1lietz, Chair
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