07-22-2014 LIB MIN MEETING OF ELK RIVER PUBLIC LIBRARY BOARD
HELD AT ELK RIVER LIBRARY
TUESDAY, July 22, 2014
II) Board Members Present: Jayne Dietz, Mary Eberley, Willie Jackson
Board Members Absent: Nicole Novotny, Sarah Holmgren
Others Present: William Hollerich- Library Services Coordinator, Brandi Canter-Patron Services
Supervisor,
Others Absent: Mayor John Dietz
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 5:03 p.m. by. Jayne Dietz.
It was determined a quorum was present
2. Consider Agenda:
Mary Eberley MOVED and Willie Jackson SECONDED to Consider Agenda. Motion Passed
3-0
3. Consider Consent Agenda
Treasury's Report:
• Use of supplies cost is high as presented on the report. Will is going to determine what
was all included. Electric Cost: Is the library being charged appropriately? Will is going
to follow up with Tim Simon on this issue and report back to the board.
Mary Eberley MOVED AND Willie Jackson SECONDED TO APPROVE THE CONSENT
AGENDA to include information shared by Will Hollerich and Tim Simon regarding the
Treasury's Report:
✓ Utilities donated and it is simply a journal entry to record and balance out to zero
actual cost.
✓ Supplies are purchased in bulk to get a better price
✓ Items such as seeding and chairs
Additionally, delete one of the motions passed to accept the consent agenda. The motion kept is
Mary Eberley MOVED and Sarah Holmgren Seconded to approve the consent Agenda
dated May 27, 2014. Motion passed 5.
This MOTION PASSED 3-0
4. Open Forum:
There are no residents and guests at meeting to provide comments and feedback to the
Library Board regarding items not on the agenda.
5. Visitors
5.1 Tim Simon —City of Elk River Finance Director, 763-635-1029 (OFFICE)
✓ Librarian Will had a budget review, with no salaries involved. No major
changes.
✓ Friends of Library are doing a match with the City to purchase shelves
($3,100.00, Friends and $3,100.00, City) Purchase order has been
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submitted. Friends will send check to City and City will write the check to
pay the bill.
✓ There is approximately one time money (125,000)for capital
• improvements for the Library Grounds. Why? There is a yearly amount
available. When it is not used, it is not taken away but remains and
accumulates over the years.
✓ Yes, the Library can utilize the funds. Grounds improvement.
✓ The City's budget will address things such as the roof and pumps.
✓ Suggestion: Library Board Members to Create a Capital Improvement
Action Plan for the Library. Include item, cost and justification. Tim will
assist in putting in the correct format and putting on the web site. As a
rule of thumb, Tim usually does 5 year plans.
✓ The advantage of an action plan will allow the City Service Providers and
Board Members a way to communicate needs and wants to address
beautification and continual maintenance.
✓ Call Tim with questions or how he can assist the Board.
✓ Request to use funds for 2014 should be to the City for approval either on
August 4 or August 16, 2014. Note: Jayne Dietz, Chair will be at
meeting to respond to questions.
✓ Suggested annual visit to the Board Meeting is either April or May, 2015
6. General Business:
The Board acknowledged the Library Services Coordinator report.
6.1 Librarian's Report—William Hollerich,
a. High number signed up for Summer Program (approximately 690).
b. Food for thought, Movie Program which is an option to show specific films.
The Board acknowledged the Patron Services Supervisors report.
6.2 Patron Services Supervisors Report— Brandi Canter
a. Director re-signed
b. Interim Director, Karen Pundsack,
c. Currently down one person at the administrative level.
d. Board of Trustees passed budget in July, 2014
e. Trustees working on how best to address budget challenges
6.3 Old Business
1 Summary/clarification document about purpose, functions and responsibilities for
potential and current Library Board Members was presented by Willie Jackson to
Library Board.
a. Discussion and edits made to the presented document.
b. Reference Attachment
Mary Eberley moved and Jayne Dietz seconded a two part motion:
Part 1: Recommend to the City Council of Elk River to replace/include in the City of
Elk River Board & Commission Reference Guide
Part 2: All new members receive a copy as part of orientation to Board.
Motion Passed 3:0
Note: Two Board Members absent and will have the opportunity to review the edited
and approved document.
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6.4 New Business
III a. Chair Jayne Dietz provided a detail report on bids received, summary of
discussions and prioritizing by the Board for the past year regarding
maintenance, improvement and beautification of the Library Grounds.
✓ Board Members reviewed and prioritized work for 2014, 2015 and the future.
✓ Proposed work and bid prices were numbered and attached to priorities by year.
✓ Reference Attachment
✓ Note; Special Thanks from Will to Jayne for her work on Grounds Beautification
Projects. All in attendance agreed and said THANKS!
Mary Eberley MOVED AND Willie Jackson SECONDED TO APPROVE Great
Northern Landscapes, Inc., as the contractor to complete the 2014 Capital
Improvement Projects identified as #1, 2, 4, 5 &7 which total $28,635.00 and that it
is sent as a recommendation to the City Council to be completed this fall, 2014.
Motion Passed 3:0
b. Grounds tour winter/spring every other year. Schedule calendar for the year.
Parks Maintenance, Finance, etc.
c. Board Members will tour grounds after meeting to continue observation of
grounds and note additional items to be addressed in Library Capital
Improvement Plan
411 d. Next Meeting: September Garden Party.
Adiournment:
There being no further business, the meeting adjourned at 7:20 PM.
The next regularly scheduled meeting will be held on Tuesday, September 23, 2014 at
5:00pm.
Mary Eberley MOVED TO ADJOURN THE LIBRARY BOARD MEETING AND
SECONDED by Willie Jackson.
MOTION PASSED 3-0.
Respectfully submitted,
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Willie Jackson
Substituting for Library Board Secretary
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Tina All ,City Clerk Jayne Dietz, Library Board Chair
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