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3.1. LIBMIN 01-23-2018Meeting of the Elk River Public Library Board Held at Elk River Public Library Wednesday, October 4, 2017 Members Present: Chair Mary Eberley, Rita Dreissig (5:40pm), Willie Jackson, Mary Keifenheim Members Absent: Mick Stoffers Council Liaison: Councilman Nate Ovall Staff Present: Brandi Canter, Patron Services Supervisor - GRRL Laura Wetch, Recording Secretary, City of Elk River 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 5:32 pm by Chair Mary Eberley. 2. Consider August 1, 2017 Agenda Moved by Mary Keifenheim and seconded by Willie Jackson to accept the October 4, 2017 agenda as submitted. Motion carried 3-0. 3. Consent Agenda 3.1 Secretary’s Report  August 1, 2017 Meeting Minutes 3.2 Treasurer’s Report  July and August 2017 Revenue and Expense Reports Moved by Mary Keifenheim and seconded by Willie Jackson to accept the Consent Agenda as submitted. Motion carried 3-0. 5. General Business 5.1 New Business 5.1.a Permanent Patio Furniture Proposals – Tim Sevcik, Parks Superintendent  Tim pointed out the curbing project is complete, as well as the paved trail segment from 183rd Avenue NW to the library. 3.1 Elk River Public Library Board Page 2 October 4, 2017 -----------------------------  The windmill has rust in a gear box and is not working. His staff have talked to the windmill designed and will meet next week to find a solution.  Due to several significant wind storms this summer, parks staff were re-focused on tree removal and clean up in the parks and the stump removal on library grounds had to be put on hold. He will make sure it is done before the snow flies.  The CIP’s for $10,000 for the patio furniture and $20,000 for parking lot lighting are set for approval in December by City Council. He doesn’t see any issue with this getting final approval by Council.  Tim provided handouts of several types and manufacturers of permanent patio furniture. The example from Wausau is what the city purchased for Rivers Edge Commons Park and it has worked out great. He had seen this same brand and style when he did a tour of Shoreview Parks and Recreation and 8 years after they purchased their furniture, it still looks brand new and they have had no issues. Tim also provided photographic samples of benches and trash receptacles that could closely match the tables. The tables from Wausau that Tim recommends also come handicap accessible and can take an umbrella. Rather than a fixed umbrella that can never go up or down, Tim recommends purchasing some umbrellas for much less money at Menards that Library staff could put out at special events. If there was a trash receptacle outside, parks staff will check the trash bin on Monday and Friday when they do their trash run at all the other city park locations. Moved by Willie Jackson to purchase two (2) handicap accessible tables, one (1) bench with a back and one (1) trash receptacle pending final budget approval in December 2017, seconded by Mark Keifenheim. Motion carried 4-0. Tim Sevcik will provide final costs for these four items in January 2018 and will purchase thereafter. Elk River Public Library Board Page 3 October 4, 2017 ----------------------------- 4. Open Forum Gail Martin was present to find out if the library hours were going to be modified to start at 10am each morning. She knew it was being discussed, but hadn’t heard anything recently about it. Brandi advised that the City and GRRL have reached a tentative agreement that is being written up for approval by GRRL at their October 17th board meeting, and will go before Elk River city council thereafter. If approved, it will be a 5 year agreement with hours as follows: Monday – Thursday: 10:00am – 8:00pm Friday: 10:00am – 5:00pm Saturday: 10:00am – 2:00pm 5.2 Old Business 5.2.a Approve Amended Bylaws Moved by Mary Keifenheim and seconded by Willie Jackson to accept the Bylaws as submitted. Motion carried 4-0. 5.3 Library Grounds Report  Discussed in item 5.1.a. 5.4 Building Maintenance Report There were no questions or comments about the report. 5.5 Library Zones Report Rita reported that the hand dryers in the bathrooms are very weak and people drip water from their hands to get to the dryer across the room and could Building Maintenance look at relocating and replacing the dryers with new, stronger air dryers. Rita also noted there needs to be a fix for the DVDs on the shelf – maybe a spring loaded rod placed behind the DVD’s so they don’t fall to the back of the shelf. There are 55 shelves with DVD’s, so she will talk to the Friends group to see if they can find a solution. There were no other zone issues reported. Elk River Public Library Board Page 4 October 4, 2017 ----------------------------- 5.6 City Council Report  As mentioned, City Council approved the concept for additional hours at the library and the budget as presented. The agreement between the two agencies is in process.  The county appointed Jayne Dietz to the GRRL board. 5.7 Patron Services Supervisors Report  The final draft of the Elk River/GRRL agreement is complete. Cal Portner has a copy and hopefully any changes he has can be presented to the GRRL board on October 17th.  Brandi and Robbie are working on adjusting staff schedules in preparation for the increased hours.  The final cost of the proposed increased hours is reduced by $900 as some staff with more years and higher salaries have resigned. Brandi does not know if the city will keep the $900 in the budget for programming or reduce the overall budget by that amount.  Brandi is working with Robbie on programming.  When Willie asked if any advertising will be done to announce the new hours at the library Brandi said once the agreement is approved, both GRRL and the city will put out news releases, post on social media, advertise at the library, post on their respective websites, etc.  Legacy program funding has increased $200 per year for each branch.  As of today, the classic catalog is off the website due to a software malfunction. If people go to the site they will be directed to the Ufind site. GRRL anticipates some people will take issue with it, but they cannot guarantee patron privacy because of the malfunction, so they had to shut down the site. 5.8 Library Services Coordinator Report  Brandi had nothing to add to the report Robbie prepared. She took the opportunity to say that Robbie is doing a great job and with her staff in place, there is a new energy level at the library that is exciting to see. 5.9 GRRL Trustee Report  Letters were mailed out for the annual fundraiser requesting money to support the library system. A follow up letter will go out late November.  The Friends Meet Friends event in September was a success with about 60 people in attendance and about 16 library branches represented. The Fund Development group committee is going to focus on engaging Friends groups.  Mary would like to conduct a building and grounds tour of the library, but it will be held off until spring. Elk River Public Library Board Page 5 October 4, 2017 -----------------------------  The Safety and Security group will meet in the nest couple weeks. 6. Announcements The next meeting will be held at the City of Elk River in the conference room directly across from Council Chambers. 7. Adjournment There being no further business, Chair Eberley adjourned the meeting of the Elk River Public Library Board at 6:43 pm. Minutes submitted by Laura Wetch. ________________________ Tina Allard, City Clerk ________________________ Mary Eberley, Chair