3.1. LIB MIN 09-27-2016 3.1
C:ety of
El Meeting of the Elk River Public Library Board
River Held at City of Elk River
Tuesday,July 26, 2016
Members Present: Chair Jayne Dietz,Britt Aamodt (5:30pm),Mary Eberley, Sarah
Holmgren (5:08pm),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
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 Chair Jayne Dietz.
2. Consider July 26, 2016 Agenda
Moved by Willie Jackson and seconded by Mary Eberley to accept the July 26,
2016 agenda as submitted. Motion carried 5-0.
3. Consent Agenda
3.1 Secretary's Report
■ May 24,2016 Meeting Minutes
3.2 Treasurer's Report
■ May and June 2016 Revenue and Expense Reports
Moved by Willie Jackson and seconded by Mary Eberley to accept the
Consent Agenda as submitted. Motion carried 5-0.
4. Open Forum
No visitors present.
S. General Business
5.1 New Business
5.1.c Wayfinding Signs, RaeAnn Gardner, Communications Coordinator
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RaeAnn provided drawings of the City's wayfinding design master
plan. Based on her tour of the grounds with Chair Dietz, she feels the
`Primary Park ID Sign'would be the appropriate level sign for an
entrance sign. A kiosk was also discussed by the front doors to show
where the interpretive gardens are located. The Primary Park ID sign
will serve as a template for the interpretive signs,which will be made
in-house for a reasonable price. The City is bidding out production of
the larger wayfinding signs and kiosks and she won't have a cost on
these for a few months. The following were identified tasks:
1. Chair Dietz will speak to Michael Hecker, Parks and Recreation
Director, to find out if Parks and Recreation has a budget for this
signage.
2. RaeAnn will come up with a design proposal and wording for the
interpretive signs that she will provide at the September meeting;
3. Within 3 weeks, RaeAnn will send Laura sign samples that will be
forwarded to Board members so they can starting thinking about
the desired size and edging of their interpretive signs. RaeAnn
won't get a firm price on the in-house cost of the interpretive
signs until she knows what size is requested. This will be
finalized at the September meeting.
5.La Vote on Bylaws
Moved by Mary Eberley and seconded by Britt Aamodt to
approve the Bylaws as submitted. Motion carried 5-0.
5.Lb Election of Officers
Moved by Willie Jackson and seconded by Mary Eberley to
elect Sarah Holmgren as Chair of the Elk River Public Library
Board. Motion carried 5-0.
Moved by Willie Jackson and seconded by Britt Aamodt to elect
Mary Eberley as Vice-Chair of the Elk River Public Library
Board. Motion carried 5-0.
Moved by Willie Jackson and seconded by Mary Eberley to
elect Britt Aamodt as Secretary of the Elk River Public Library
Board. Motion carried 5-0.
5.Ld 2017 Library Performance Measures and Goals
Will asked the Board to be more involved in defining the
performance measures and goals each budget year from the
perspective of building and grounds needs. The City Administrator
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said an example of a division goal could be "to provide a welcoming
and engaging environment". With that example, the Library Board
would then define specific goals and objectives to accomplish that
division goal.
■ This will be a standing item on every March agenda for the
Library Board to review for the upcoming budget year.
■ These may require a budget to accomplish. Bids would be
provided by the Park Superintendent or Building Maintenance
Supervisor—or they will obtain quotes as defined by city
guidelines.
■ Performance Measures are defined by GRRL,but it was
suggested that completed Library Board division goals could be
listed under Performance Measures to show they were
completed.
■ It was suggested to tag those that are GRRL and those that are
ER to clearly identify the responsible party.
■ It was agreed that the Library Board has a good idea of the
grounds needs because a plan has been established;more focus
needs to be placed on interior needs,like furniture and shelving.
5.2 Park Grounds Report
There were no questions or comments about the Park Grounds Report. .
5.3 Building Maintenance Report
There were no questions or comments about the Building Maintenance
Report.
5.5 City Council Report
There were no questions or comments about the City Council Report.
5.6 Patron Services Supervisors Report
There were no questions or comments about the Patron Services Supervisors
report.
5.7 Library Services Coordinator Report
There were no questions about the Library Services Coordinator Report.
Will added that there were 1,324 children, teens and babies registered for the
reading program.
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5.8 GRRL Trustee Report
There were no questions about the GRRL Trustee Report.
Mary had the following additions to her report:
■ Brandi was recently promoted to Lead Patron Services Supervisor.
■ The Board approved purchasing new software for fund development.
The Fund Development Team is looking for something strong in event
management and contacting prior donors. Once they have a few software
options, staff will decide which software program is better.
■ Mary noted that Friends of the Library are significant contributors.
■ There is a Friends Meet Friends event in September.
■ Brandi added that the Board passed the budget; they also approved the
library assessment plan,which includes updated Branch Agreements. The
new Branch Agreements are to be done by January 1, 2017.
5.4 Board Member Zone Updates
■ Zone One: Signage is coming as discussed at the meeting; the grounds
and prairie grass look great. The library grounds were stunning during
the Parade. Master Gardeners added planting boxes for their summer
gardening program.
■ Zone Two: There is fresh paint in one handicap spot but not in the
others. Patio furniture needs to be stored somewhere other than in the
electrical closet. Gary Lore may help identify a location to store the patio
furniture in the winter.
■ Zone Three: No changes.
■ Zone Four: Step in the back drops off abruptly. The pine tree what was
cut down still isn't cleaned up.
■ Zone Five: Furniture replacement has been identified. The front door
was having an issue locking,but it has been fixed. The HVAC is having
issues —Will submitted two tickets to Gary Lore.
Jayne stated that all the grass should be green because of the automatic
sprinklers and to let Tim Sevcik know if it isn't.
6.0 Adjournment
Will added that he has his budget presentation to City Council next Monday and is
asking for$11,500 budget item for contractual services for the reading program. Two
Board members responded via email with their support,but Will would like a third
Board member to verbalize their support. Sarah Holmgren stated she supports this
program.
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Will also noted the bottom of the CIP has $10,000 that he wasn't sure of. It was
determined this is for LED lighting and parking lot improvements that will begin in
2016 and be completed in 2017 as per Tim Sevcik's presentation several months ago.
The next meeting is September 27, 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 6:41 p.m.
Minutes submitted by Laura Wetch.
Tina Allard, City Clerk
Jayne Dietz, Chair
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