3.1. LIB MIN 08-01-2017 3.1
Oty of
El ;, Meeting of the Elk River Public Library Board
tuner Held at City of Elk River
Tuesday, May 23, 2017
Members Present: Chair Mary Eberley,Willie Jackson,Mary Keifenheim,Mick Stoffers
Members Absent: Rita Dreissig
Council Liaison: Councilman Nate Ovall
Staff Present: Brandi Canter,Lead Patron Services Supervisor- GRRL
Michael Hecker, Parks and Recreation Director—City of Elk River
Gary Lore, Building Maintenance Supervisor, City of Elk River
Robbie Schake - Library Services Coordinator, GRRL
Tim Sevcik, Park Superintendent, City of Elk River
Laura Wetch,Recording Secretary, City of Elk River
Lori Ziemer, Finance Director, City of Elk River
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 5:30 pm by Chair Mary Eberley.
2. Consider May 23, 2017 Agenda
Moved by Mick Stoffers and seconded by Mary Keifenheim to accept the May 23,
2017 agenda as submitted. Motion carried 4-0.
3. Consent Agenda
3.1 Secretary's Report
■ March 28, 2017 Meeting Minutes
3.2 Treasurer's Report
■ March and April 2017 Revenue and Expense Reports
Chair Eberley asked for the reason for the March pest control expenditure—Gary
clarified it was an expense for a quarterly inspection.
Moved by Mary Keifenheim and seconded by Mick Stoffers to accept the Consent
Agenda as submitted. Motion carried 4-0.
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Mair 23,2017
4. Open Forum
No visitors present.
S. General Business
5.1 New Business
5.La CIP and Financial Discussion—Lori Ziemer, Finance Director
Lori began by explaining that improvement projects and capital outlay
needs are most commonly identified by Gary Lore and Tim Sevcik.
When their requests are approved and costs determined, the CIP project
is then incorporated into the budget. The city is now working on the
2018 budget.
Q: The Board identified several items they would like to purchase for
the library. What fund does this come from?
A: Capital improvements and capital related items are funded from the
Equity Fund Balance (reserves),with a current balance of
$428,065.37.
Q: Is there a minimum fund balance required by the state?
A: No.
Q: Does the library have any big projects coming up,like the roof,in the
future?
A: Not in the very near future. Gary will do an evaluation of the library
next year. The library has a white roof which lasts a little longer than
a regular roof. There are little projects here and there Gary is aware
of. Michael noted the parking lot is also in pretty good shape.
Q: How often is the parking lot seal-coated?
A: The city doesn't seal-coat anymore; they crack seal only. The city
engineer determined that seal coating actually holds in water because
of the freeze/thaw cycle,which causes the asphalt to deteriorate
faster.
Councilman Ovall suggests the city educate the public on this
information because they are probably not aware of this and they
may think the city is not taking care of its parking lots.
Q: Looking at the 2017 budget,it looks like we have anticipated revenue
of$87,500 and total expenses of$97,500. Are we not expected to
contribute positively to the reserve fund this year?
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May 23,2017
A: Lori clarified the $10,000 difference showing in the April expenditure
report is for capital improvements in 2017,which is the anticipated
cost for the curbing.
Q: Even though Robbie is responsible for putting the library budget
together, do city departments contribute to it?
A: Yes. For example, Gary contributes for supply costs,building
maintenance items, etc. Lori invited Robbie to review the budget
with relevant city departments to help with expense projections for
the 2018 budget.
Q: Do we have routine capital allocations for 2017 in the budget?As an
example, Councilman Ovall noted there are no urinals in the unisex
bathrooms. Could a project like this be done as a miscellaneous
capital item?
A: Gary said it would have to be investigated thoroughly due to the cost
and, because it's a LEED certified facility,he would have to ensure
the urinals didn't void that certification. This is a capital type project
the Board could recommend for completion.
Q: At such time the Board identifies the need for an item or an
improvement, such as urinals or permanent patio furniture,who does
the Board go to with their recommendation?
A: Lori recommended that after the Board votes on a capital item, they
take it to Robbie,who will go to Michael Hecker with the Board's
recommendation. Michael will,in turn, forward the recommendation
on to the appropriate city staff.
Q: Are capital improvements part of a 5-year cycle?
A: Right now city departments are preparing their capital improvement
project budgets for 2018 and tentatively for 2019.
Q: Are we too far into the budget process for any capital improvement
projects for 2018?
A: No, the Board can make a recommendation tonight to have capital
related items included in the budget for 2018.
Q: If a budgeted capital improvement item is under budget, does the
excess money go back into the reserve fund?
A: Yes.
Q: Can the Board make a request at any time during the year to pull
money from the reserve account to complete a project?
A: Lori would rather not do that because she would have to amend the
budget.
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5.2 Library Grounds Report
■ Parking Lot Curbing
Areas with moveable concrete curbs will be replaced with permanent curbing
with curb cuts for more efficient water runoff. This is being done by the
same contractor redoing Orono Parkway and the work will be complete this
summer. The CIP budget of$10,000 should be adequate.
The parking lot will be closed in sections to complete the curbing, so
customers still have parking spaces. It should only take 2 days per section to
complete the work. Tim will try to work with the contractor to do the work
on Tuesdays and Thursdays when the library doesn't open until 12 pm.
■ Parking Lot Lighting
This project was initiated in 2016 but due to staff changes it fell off the radar
when staff was preparing the 2017 CIP budget. The project entails:
1. All the overhead parking light poles will convert from halogen to
LED fixtures. This will help with LEED certification and reduce
electricity costs.
2. Light bollards along the sidewalk will be removed and the holes filled
with concrete because they keep getting hit by car bumpers and many
are no longer functional or are leaning. An additional light pole with a
double-headed light will be installed. One head will light the driveway
to the book drop and the other head will light the parking lot to
replace the broken bollards being removed.
3. Add a wall mounted LED fixture by the front entry and upgrade the
existing wall mounted lights to LED bulbs for enhanced lighting.
4. Add a light to the center island and flag pole so there is a proper light
for the flag and more adequate lighting in the island.
5. Have an electrician re-drill new anchors and reset the light pole by
the book drop turn around that got hit and is now leaning and a
potential safety hazard.
This should cost about$20,000 and if the Board votes to ask for CIP funds for
this project for 2018,Tim proposes putting this out to bid to the same vendors
that provided the original bids.
5.Lb Bylaws Change
1) City council rewrote their attendance requirements under Article VI
to reflect a difference in Boards/Commissions that meet monthly vs.
less than monthly. They also rewrote language to specify absences are
counted per calendar year vs. rolling year.
2) Robbie pointed out some of the responsibilities under the Library
Services Coordinator (distribute the minutes and agenda to all
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members prior to the next meeting) now fall under the city-appointed
staff person and should be listed under their responsibilities.
Because of the newest proposed changes in item #2 above, this change will be
presented in writing at the July meeting and all recent proposed changes will be
voted on at the September meeting.
5.3 Building Maintenance Report
There were no questions or comments about the report.
5.4 Library Zones Report
Two items were discussed that will be assigned to Tim Sevcik to report on at the
next meeting:
1. Get the city engineers written recommendation on seal-coating the
parking lot.
2. The mulch in the garden beds needs to be refreshed. It looks old and is
missing in many areas.
The items under the Lour Ariority heading will now be called Under
ConsiderationlExploration and these items will be discussed at the September
meeting.
Moved by Mary Keifenheim and seconded by Mick Stoffers to recommend the
city spend no more than $20,000 for parking lot lighting improvements from the
reserve fund in 2018. Motion carried 4-0.
Moved by Mick Stoffers and seconded by Mary Keifenheim to recommend the
city spend no more than 10,000 for permanent patio furniture from the reserve
fund in 2018. Motion carried 4-0.
5.5 City Council Report
Councilman Ovall said the GRRL Board is moving forward with a cost
determination for expanded hours at the Elk River Library.
5.6 Lead Patron Services Supervisors Report
■ Brandi met with Karen Pundsack,Executive Director and Erin Murphy,
Account Coordinator to develop conceptual criteria for cost determination
for libraries that might ask GRRL to expand business hours. The four key
points are:
1. Costs determined by the increase to weekly standard hours. No regional
costs are associated with this for Elk River.
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2. Great River retains discretion on how additional staff hours are applied
to the schedule (consistent with Library Agreements).
3. Analyze existing traffic patterns. Ensure city request is in alignment with
how the library is being used. (If hours are being moved from one day to
another.)
4. Any agreement for expanded hours will be for a 5-year minimum.
o Brandi will provide a copy of the traffic pattern report to Willie.
o The concepts were approved so the next step is for Karen, Erin and
Brandi to meet again to hash out costs. Once this is finalized,Karen
will negotiate with the city.
o GRRL does not want any expanded hour changes made year; so if
this is approved by all parties it would be effective January 1.
■ The High Five Campaign did well with over$10,600 raised regionally. Elk
River came in 71h place having raised $217.50. Currently only 50% of
proceeds stay local,but starting next year all proceeds will stay local.
■ Legislative library funding at the state and national level doesn't look rosy
and is not yet settled.
5.7 Library Services Coordinator Report
■ The Friends of the Library book sale was in April with the highest sales
they've had in over 3 years.
■ The Acoustical Music program is seeing increased attendance numbers.
■ The `Reading is Fun-damental' program in April was well attended and
well liked.
■ The magician performed to a full house.
■ The E-Reader Help Sessions are in high demand and time slots are
getting filled. It is staffed with employees from Elk River and St. Cloud
and a volunteer. The library changed it from drop-in to pre-registration
to get a better handle on staffing needs.
■ The library is gearing up for the Summer Reading program. They are
going to a couple elementary schools in the next few weeks to market the
program.
■ The Jr. Master Gardeners program will be back,which is a very popular
program. Tim Sevcik is working with the Sherburne Master Gardeners to
organize this program.
■ The library will be holding a first time ever Library Day at the Farmers
Market one week per month. They will highlight a different program
each month. They are unable to issue library cards from the booth.
■ Robbie is putting together the first `Police and Fire Community
Storytime Day'. Police and firemen will read stories to the kids and they
will then go across the street for a vehicle tour.
■ Robbie handed out the Performance Measures and Goals she is
preparing for the 2018 budget and asked if the Board had any changes or
additions.
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May 23,2017
o E-books are not in the circulation stats, they are considered
GRRL's 33Td library.
o Attendance is estimated by doing a physical count of people
through the door for one full week in October and multiplying it
by 52 weeks.
0 2016 Actuals are: Circulation: 267,144;Programs: 184 with
attendance of 4,305;Door Count: 87,724.
o Councilman Ovall noted that in comparing 2015 and 2016 stats it
looks like circulation is down but attendance at programs is up —
which indicates people might be attending the library for
different reasons than reading material. It emphasizes the
importance in the Board's division goal in keeping the library a
welcoming, engaging environment.
The Board had no changes to the Division Performance Measures and
Goals.
5.8 GRRL Trustee Report
■ Mary reported that Sartell will begin the pilot program for a locker
service library.
■ The Board is working on the 2018 budget.
■ The Fund Development committee is looking for new ways to expand
funding. Their goal is $175,000 in 2018.
5.9 Adjournment
The next meeting is July 27, 2017 at 5:30 pm at the Elk River Library.
There being no further business, Chair Eberley adjourned the meeting of the Elk
River Public Library Board at 7:20 pm.
Minutes submitted by Laura Wetch.
Tina Allard, City Clerk
Mary Eberley, Chair