01-24-2017 LIB MIN '>"(4
City of
Elk ,, Meeting of the Elk River Public Library Board
® River Held at City of Elk River
Tuesday,January 24, 2017
Members Present: Mary Eberley,Willie Jackson, Mary Keifenheim, Mick Stoffers
Members Absent: Britt Aamodt
Council Liaison: Councilman Nate Ovall
Staff Present: Brandi Canter -Lead Patron Services Supervisor, GRRL
RaeAnn Gardener- Communications Coordinator, City of Elk River
Michael Hecker- Parks and Recreation Director, City of Elk River
Will Hollerich -Library Services Coordinator, GRRL
Cal Portner- City Administrator, City of Elk River
Laura Wetch - Recording Secretary, City of Elk River
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 Vice Chair Mary Eberley.
4111 2. Consider January 24, 2017 Agenda
Vice Chair Eberley asked to do brief introductions at the beginning of General Business.
Moved by Willie Jackson and seconded by Mary Keifenheim to accept the
January 24, 2017 agenda as amended. Motion carried 4-0.
3. Consent Agenda
3.1 Secretary's Report
• December 13,2016 Meeting Minutes
3.2 Treasurer's Report
• November 2016 Revenue and Expense Report
Moved by Mick Stoffers and seconded by Mary Keifenheim to accept the Consent
Agenda items as submitted. Motion carried 4-0.
4. Open Forum
No visitors present.
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January 24,2017
• 5. General Business
5.1 New Business
5.1.a Introductions
Members and staff made brief introductions.
5.1.b Role of the Board—Cal Portner, City Administrator
With the two new members and a new Council liaison, Cal felt it was a
good time to recap the role of the Library Board. Working with the
community, city staff and GRRL staff, the board can:
• Strategize maintenance and repair issues on the horizon as the
building is 10 years old;
• Help impart the benefits of the library to the public;
• Maximize the use of the library and services provided;
• Help strategize what can be done to promote the facility;
• Advise council on programs and activities;
• Enhance the patron experience;
• Celebrate the library;
• Think and dream big.
Cal asked the board to work with the community, city staff and GRRL
staff to accomplish all the above.
5.2 Old Business
5.2.a Raingarden and Kiosk Signage
RaeAnn provided samples of the raingarden wayfinding sign and the
kiosk sign.After discussion it was agreed that the kiosk will include:
• The Junior Master Gardeners
• Note that the building is LEED Certified and the date of
certification
• A picture of the drive-thru book drop location
Moved by Willie Jackson and seconded by Mary Keifenheim to approve
the raingarden wayfinding sign as presented; approve the Kiosk sign with
the additions noted above and a final picture of the kiosk sign emailed to
the board when it's complete. Motion carried 4-0.
5.1.b Election of Officers
411/ Board members accepted the following nominations:
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January 24,2017
Chair—Mary Eberley
Vice Chair—Mark Keifenheim
Secretary—Mick Stoffers
Moved by Mary Keifenheim and seconded by Willie Jackson to
approve the new officers as noted. Motion carried 4-0.
5.1.c New Zone Assignments
Mary Keifenheim agreed to oversee Zone 1 and Mick Stoffers agreed to
oversee zone 4. All other zone assignments will remain the same.
5.2.b Change Meeting Start Time
The start time of the Board meeting needs to change because two
members commute during rush hour and are not able to get to the
meeting at 5:00 pm.
Moved by Mark Keifenheim and seconded by Mick Stoffers to
approve a new start time for the meetings of 5:30 pm. Motion
carried 4-0.
4111 5.3 Library Grounds Report
questions or comments about the LibraryGrounds
There were no Report.
5.4 Building Maintenance Report
There were no questions or comments about the Building Maintenance report.
5.5 Board Member Zone Updates
Councilman Ovall suggested the pending zone items be listed as `unfinished
business' on the Library Grounds and Building Maintenance reports so the board
can stay updated on the status of these incomplete projects.
5.6 City Council Report
Councilman Ovall reported that the Cal Portner is reviewing GRRL's draft
Library Services Agreement right now. GRRL would like the agreements
approved by the end of June 2017.
Brandi noted an addendum to the Agreement is an asset listing being done for
each library which lists assets of the city and GRRL separately so that it is clear
between both parties. The asset list for Elk River is nearly complete and will be
• forwarded to Cal when done. Councilman Ovall stated he will provide a copy of
the asset list to the Board when he receives it.
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January 24,2017
• 5.7 Lead Patron Services Supervisors Report
Brandi handed out a brochure titled"Celebrating Arts and Culture" that shows
how libraries spend state Legacy funds.
Brandi noted the job posting for Elk River's Library Services Coordinator was
extended to January 26th to get more views in the Cities area. There are 12
applicants to date;Brandi is hoping to get a few more applications and to have
someone on board in March.
In the agenda packet Brandi included a GRRL-wide "Year in Review". Mick
asked for a copy from 2015 so she can compare the figures. Brandi noted
circulation was down in 2016 but thinks the closure of the St. Cloud library was a
factor.
GRRL staff are working on establishing a relationship with CentraCare to
provide regional `library starter kits' for babies.
5.8 Library Services Coordinator Report
Will provided the final version of the Library's 2017 operating budget and the
CIP for 2017—2021. Will noted that the CIP is for major expenditures not
• covered in the operating budget and can be adjusted each year as needs arise. It
was determined that the Library Board would ask Lori Ziemer- Finance Director,
Gary Lore—Building Maintenance Supervisor and Tim Sevcik—Parks
Superintendent to attend the March meeting to talk about the CIP and identify
any long term funding goals in addition to needs already identified.
Will noted the Winter Reading Program has begun and Elk River already has
over 100 participants registered. Participants who read five books are entered to
win incentives like coffee mugs,books,gift cards or book bags.
Will has resigned his position with GRRL and his last day is February 3`d
5.7 GRRL Trustee Report
Mary noted that the city of Sartell would like a locker system library (books are
ordered online - an email is generated when the books are in and they are placed
in a locker for pickup using a GRRL ID card). GRRL and Sartell are identifying
costs for both entities before a final decision is made.
The Mayor of Elk River asked GRRL to look at standardized hours Monday—
Friday. To ensure this has the full support of city council, GRRL asked the city
to provide a resolution before they analyze costs and benefits of standardized
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hours. Standardized hours hasn't been requested by any other location to date.
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January 24,2017
6.0 Adjournment
The next meeting is March 28, 2017 at 5:30 p.m. at the Elk River Library.
There being no further business, Chair Eberley adjourned the meeting of the Elk River
Public Library Board at 6:53 p.m.
Minutes submitted by Laura Wetch.
Tina Allard, City Clerk
Mary Eberley,Vice hair
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