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3.1. LIBMIN 07-24-2018 City of El Meeting of the Elk River Public Library Board River Held at Elk River Public Library Tuesday, May 22, 2018 Members Present: Mary Eberley,Rita Dreissig,Willie Jackson, Mary Keifenheim,Mick Stoffers Chair. Members Absent: None Council Liaison: Council Member Nate Ovall Staff Present: Brandi Canter,Patron Services Supervisor—GRRI. Robbie Schake,Library Services Coordinator- GRRL Dawn Larson,Recording Secretary,City of Elk River Guests: No guests present 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 5:30 pm by Chair Mick Stoffers. 2. Consider May 22, 2018 Agenda Moved by Mary Keifenheim and seconded by Mary Eberley to accept the May 22, 2018 agenda as submitted. Motion carried 5-0. 3. Consent Agenda 14 March 27,2018 Meeting Minutes • March-April 2018 Revenue and Expense Reports Moved by Mary Keifenheim and seconded by Mary Eberley to accept the Consent Agenda as amended per Rita's submission of corrections to Dawn. Motion carried 5-0. Mick withdrew consent of the financials and suggested they be moved to old business. 4. Open Forum No visitors present. 5. General Business Elk River Public Library Board Page 2 May 22,2018 5.1 New Business 5.1.A The grounds tour was moved to after the meeting, time and weather petn itting. The following items were found to be of concern during the grounds tour: * Metal Beam by the front entrance is rusting at the base and needs to be repaired • Power Spray o Front Entrance Area—including garbage can o Side of the building facing the street o Lights on side of the building facing the street * Spray for ants in the sidewalk on the right side of the entrance * Place to put out cigarettes is cracked "' Pavers on the patio by the front entrance are crumbling and need to be replaced • Clean out flower beds by the drive thru book drop • Check the spruce trees on the back of the building and discuss replacement options • Re-Seal the back windows on the building • Add fill over the top of the pipe running on the back of the building * Check the roofing on the fireplace roof. Material that looks like roofing on the ground • Pull weeds and add new mulch around all the trees Where did the statue come from by the flag pole? * Sidewalk is cracked in several places on the street adjacent to city hall 1 Clean out butterfly garden by the windmill and add mulch • Fill in cracks in the parking lot and it needs to be re-surfaced POWERED 8 ► Elk River Public Library Board Page 3 May 22,2018 ■ Signs that have the grounds map and"Powered by Nature"need to be put up. • Mick also made a list of these items as we walked the grounds and will make sure everything is listed and sent to Dawn via e-mail. We will make sure that Gary,Tim,and Steve are aware of the list for updates and get them updated in the zone report. 5.1. B Approve CIP items and recommend them to the Parks and Rec for submittal in budget. It was approved to have a discussion on the order of importance of the CIP items on the list for budget purposes. Mary E.wasn't comfortable approving the CIP items without knowing the costs. Robbie stated she can bring up the items at the financial meeting. Rita asked what the cities' fiscal year was. Mick believed it was the calendar year and Robbie agreed that she believed that as well. Mick asked if anyone had issues with Robbie asking for costs on items of priority- CIP items 1,2,4,and 5. Mary K asked for verification that those were the items of most importance.Rita asked about the furniture possibly being cleaned vs. re-upholstered and Robbie and Mick both confirmed that they have already been cleaned multiple times. Mary E. asked if the costs for these items would come out of the reserves. Mick said that Robbie could discuss with the city when she meets with them. Mary K. said that the city may recognize that these items are of value. Robbie supported making a motion to approve that these items are of the most important to the board right now. Mary E.was again concerned about where the money would come from. Robbie stated that some of these items may fall within the current budget and others would be budgeted for 2019. Nate stated that he has seen the budget and it is showing at$30,000 deficit and that amount is probably coming from the reserve. Nate stated that things like the projector etc. could possibly be absorbed in other ways. Technology is more necessary than other things. Discussion wrapped up with the projector being the number one priority to get replaced.Willie also brought up that maybe items 1 and 2 could be priority for 2018 and 4 and 5 next year. CIP Discussion summary and motion Items noted in the facility tour that followed the January meeting were prioriti ed on the Library Zones report as follows; 1. Projector for Community Room 2. Armless computer chairs in Computer Area 4. Caterpillar upholstery and chairs replaced in Children's Area 5. Reupholster cushions in the window seat in Teen Area Moved by Mary Eberley and seconded by Rita Dreissig to approve pursuing replacement/repair of the building items identified above. Motion carried 5-0. PO ERE9 IT ' NATURE Elk River Public Library Board Page 4 May 22,2018 5.2 Old Business Mary K had a question about the condition of the wooden planter boxes. She wondered if they could be raised up to make them even. Mary K. asked when the master gardeners come. Robbie will contact the master gardeners about the boxes. The eagle scouts came on the 19t. Robbie contacted Tim about the new patio furniture and the vendor was to be contacted mid-May.Willie brought up the crumbling payers and asked if anyone had contacted Tim. 5.3 Library Grounds Report a Patio furniture has yet to be delivered ■ The windmill had a rusted bearing so the artist who built the windmill is working on a replacement part. So far the artist has not charged for any follow up parts. Because this was custom, there are not ready-made parts to be found for the windmill, so hopefully this will be a long-term fix. 5.4 Building Maintenance Report Gary reported that the cleaning contract was renewed with Perfection Plus and the contract price increased. Rita had questions about this regarding why when there had been reports before of bad service. Nate confirmed that numerous contractors bid on the cleaning job and one that came in with a lower price still didn't have a good review. Rita asked if they cleaned other city buildings and Nate said yes. Rita,Mick, and Mary K. noticed a$12,000 budget increase in the cleaning contract. Nate commented on the questioning by the board of why city workers aren't doing the cleaning.The question was brought up that is this price normal inflation?It is a 3 year contract Mary E.brought up. Willie brought up that the board has a right to ask what the price increase is for.The board would like to ask Gary to ask the cleaning company exactly what the price increase is for when he meets with them.The board would like to see the new contract details vs. the old contract details. Also,how will the cleaning quality be evaluated?The board would like Gary to be present at the next meeting to address these questions in his report. 5.5 Library Zones Report Willie noted the handicap parking sign in Zone 2 looked like it was backed into by a car because the sign is bent. Robbie stated that they city is aware of this and will repair/replace when possible per e-mail communication with Tim. 5.6 City Council Report Councilman Ovall reported that there has been no specific action or discussion on the Library Board at this time. Council is happy to hear the positive public response to the standardized hours at the library. 5.7 Patron Services Supervisors Report 1a1Ef E ® BY_' Elk River Public Library Board Page 5 May 22,2018 In addition to her report,Brandi noted: ■ We were represented at the National Library Legislation. The leadership team has been working with different groups in St. Cloud about Electrolux closing. One of the things that company did was use local resources so the closing will not only be affecting their workers but others.They are exploring ways the library can help with job support. • The new catalog enterprise is up. Soft launch is this week.There are some bugs in the system. The new system will ask if the old lists wants to be transferred to the new list unless a discontinued item is on the old list. Mary E. asked if she needs to enter everything new. Brandi said that the first time yes. Willie asked when the bug will be fixed-Brandi said IT is working on it. Hopefully it will be fixed by the end of the week. 5.8 Library Services Coordinator Report In addition to her report, Robbie noted: • Ivan Sands High School canceled their scheduled visit. Robbie asked Willie to discuss ideas/provide advice to help make this contact more successful. • Mark Moran was successful and so was painting. Funding was with legacy money. • Brain games for adults didn't have any attendees. Robbie is exploring turning this into an outreach program. She is meeting with Guardian Angels in June. ■ She presented to the City Council on April 16th and they were happy with Robbie's presentation. Nate agreed that Robbie did a great job. Mick asked if Robbie could share similar statistics at future meetings. * Brandi brought up republishing the summer hours. Nate asked if the schools could notify people. There was a brief discussion on how to notify people i.e. social media. "' Nate asked about the new library card design. It is for the whole region. 5 adult and teen finalists were chosen and the staff will vote on the winner. The new library card design will come out in September. Prize winners will be notified in June and July. • Robbie brought up that there are 4 open positions at the Elk River library right now. Nate questioned if we are able to hire 14 year olds. He said he knew that Culvers had younger employees. The library said that they looked more into this as an option and what the restrictions may be regarding younger workers. * June 11th the reading program "Reading Takes You Everywhere" starts at Elk River Fest with bingo prizes. There is also a passport challenge for Elk River patrons where they can complete 10 tasks and earn a prize, including 3 things to do out in the Elk River community. Po8E8E8 8t Elk River Public Library Board Page 6 May 22,2018 5.9 GRRL Trustee Report ■ Began working on budget.Annual budget 9.3 million. This is a small decrease from last year.The library operates on a zero base budget meaning whatever they are doing now with the budget they will continue doing next year. It was brought up that donations are needed in the amount of$5,800,A consultant has been hired to work with the board and others on fundraising, financial and in kind. * Mary E. attended the April workshop that focused on how to get more money and improve communications. It had about 30-40 people in attendance. ✓ The Locally Growing'fundraiser is considered to be a success. Every library gets to keep its own money received. The average regional donation went from$14.50 to$25.00. $491 was raised locally. Brandi suggested that we learn from what other successful communities did. It was discussed that smaller, close knit communities may have more success due to everyone knowing each other and the obligation to donate is higher. Questions were brought up about networking improvements to make it known how important of a resource the library is. ■ Mick asked about a budget item- she asked if the floor outlet covers were really$479 and Robbie confirmed. Mick also asked about the geothermal expenses and Robbie did confirm that the library had been having heat issues in late winter/spring. Mick questioned if this should be a future concern for the budget. We will request Gary to address this question in his next report to board. 6. Adjournment There being no further business, Chair Stoffers adjourned the meeting of the Elk River Public Library Board at 6:47pm. The meeting was recessed due to the grounds tour and adjourned once the grounds tour was complete. Minutes submitted by Dawn Larson. Tina Allard, City Clerk Mick Stoffers,Chair OWEREB 8t INATUPE! (5, ( Elk ,,, Meeting of the Elk River Public Library Board River Held at Elk River Public Library Tuesday, March 27, 2018 Members Present: Mary Eberley,Rita Dreissig,Willie Jackson,Mary Keifenheim,Mick Stoffers Chair Members Absent: Council Liaison: Councilman Nate Ovall Staff Present: Brandi Canter,Patron Services Supervisor—GRRL Robbie Schake,Library Services Coordinator- GRRL Laura Wetch,Recording Secretary,City of Elk River Guests: Johnny Helm, Eagle Scout Gary Lore,Building Maintenance Supervisor Tim Sevcik,Interim Streets and Park Maintenance Superintendent 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 5:30 pm by Chair Mick Stoffers. 2. Consider March 27, 2018 Agenda Moved by Mary Keifenheim and seconded by Mary Eberley to accept the March 27,2018 agenda as submitted. Motion carried 5-0. 3. Consent Agenda 3.1 Secretary's Report January 23,2018 Meeting Minutes 3.2 Treasurer's Report "' January&February 2018 Revenue and Expense Reports Robbie Schake noted that she attended the January meeting but was not listed as being present in the draft minutes. Moved by Mary Keifenheim and seconded by Mary Eberley to accept the Consent Agenda as amended. Motion carried 5-0. Elk River Public Library Board Page 2 March 27,2018 4. Open Forum No visitors present. 5. General Business 5.1 New Business 5.1. a Bathroom Upgrades—Gary I Sore, Building Maintenance Supervisor The Library Board requested an estimate to replace the hand dryers in the public unisex bathrooms and to explore the idea of urinals in one or all the unisex bathrooms. * New hand dryers would go from 110 to 277V,which would require updating the breakers and possibly the wiring in each bathroom. The cost for electrical work would be a minimum$2,000 each bathroom, plus the cost of the hand dryer of$500-$700,and possible wall and tile repair if the wiring had to be replaced. If the Board wanted to replace the hand dryers one at a time, the cost for an electrician would be even greater. Total estimated cost for hand dryer replacement is estimated at$10-12,000.Urinals would require plumbing,drywall,tile, flooring work at an estimated$50,000. • Because the library is one of the newer buildings and its condition much better than some city buildings, Gary proposes adding paper towel dispensers next to each sink and a foam dispenser into each of the public bathrooms as a cost-effective temporary solution. Dispensers cost about$100-$200 each and Gary has them in stock and can expense them out of the Library's existing building maintenance budget. He is not sure how this might affect LEED certification,but feels the potential safety hazard of someone slipping and falling from water on the floor is a reasonable argument to make if there is ever an issue brought to the city about the paper towel • dispensers in the bathrooms affecting LEED certification. • An electrician is doing an analysis of the city buildings and once the city has that report in hand, Gary thinks the city will have a good idea on the priority of building repairs. He doesn't think the report will drill down to the level of hand dryers in the bathrooms -rather,he thinks the report will show the library is overall in really good shape compared to other city assets and the city will probably want to focus money and energy in the repair of other buildings first. Additionally, Gary does not know what the life expectancy is of the hand dryers, but someday there will be no choice but to do the work when that life cycle ends. P A * E A E I t7 Elk River Public Library Board Page 3 March 2?,2018 The Board agreed with putting paper towel and foam dispensers in the public bathrooms for now, but will keep this on the list as a possible CIP project in the future. It was agreed that a foam dispenser will not be placed in the children's bathroom. Robbie is to call Gary if there are any further issues with the hand dryers or excess water on the bathroom floor. 5.1. b Potential Eagle Scout Project—Johnny Helm, Eagle Scout Eagle Scout,Johnny Helm, is completing his volunteer service project required for his scout badge and proposes adding plants to the rain garden in the parking lot. He would like to spruce up the campus by planting Black Eyed Susan, New England Aster, Cardinal Flower, Prairie Smoke and Butterfly Milkweed. This will provide different blooms for different seasons; the greenery will help with water runoff and filtration; and it will provide plant life for pollinators. Parks has a$1000 budget for library grounds they would use, but costs are expected to be only about $800. They will not plant directly around the Master Gardener boxes. Their plan is to plant on Saturday,May 19 and Saturday, May 26. There was concern about blocking off the parking area during a busy Saturday, so Johnny agreed to work 2-6pm each date so they don't disturb parking. Moved by Mary Keifenheim and seconded by Mary Eberley to approve the Eagle Scout project presented by Johnny Helm. Motion carried 5-0. 5.1. c. Resignations • Willie Jackson provided a copy of a letter she gave Mayor Dietz indicating she will not seek a third term when her second term expires at the end of 2018. • Recording secretary,Laura\Vetch, stated she is moving to Arizona in April and will he replaced as recording secretary by the person who takes her position at the City. 5.1. d CIP Discussion Items noted in the facility tour that followed the January meeting were prioritized on the Library Zones report as follows: 1. Projector for Community Room 2. Armless computer chairs in Computer Area 3. Handicap curbing at the drop off area 4. Caterpillar upholstery and chairs replaced in Children's Area POIERE 11 I , ? NATURE' r i Elk River Public Library Board Page 4 March 27,2018 5. Reupholster couches in Teen Area Moved by Mary Keifenheim and seconded by Willie Jackson to approve pursuing replacement/repair of the building items identified above. Motion carried 5-0. 5.2 Old Business 5.2.1 Letter to the Friends of the Elk River Library Mary K.reported the Friends group was delighted with the letter they received from the Library Board thanking them for their efforts in improving the Elk River Library. Mary K. commented that they appreciated having their efforts recognized. 5.3 Library Grounds Report * Tim is ready to submit PO's for the permanent patio furniture.There is a 4-week lead time so the furniture will be delivered in early spring. * The windmill had a rusted bearing so the artist who built the windmill is working on a replacement part. So far the artist has not charged for any follow up parts. Because this was custom, there are not ready-made parts to be found for the windmill, so hopefully this will be a long-teuu fix. • The kiosk is finished and will be planted in the garden close to the front door on the right hand side as soon as the ground thaws. • Tim will have staff refinish the wood on the benches throughout the grounds when it warms up. 5.4 Building Maintenance Report The existing cleaning contract is up for renewal and Gary Lore received six proposals—one of which is from the existing company the city is not happy with. He called the references of the least expensive company that bid the contract and none of the references were very positive about them.The second least expensive bid was from the company the city currently uses and the city does not want to use them again. Gary is putting together a proposal for city council in which he proposes hiring one or two full-time staff persons because it will be less expensive and there are fewer problems with city employees vs. contracted help. Gary will extend the current contract a couple months to work through his proposal for council. 5.5 Library Zones Report Willie noted the handicap parking sign in Zone 2 looked like it was backed into by a car because the sign is bent. Robbie thought this was fixed,but this will be confirmed with Tim Sevcik. F 0 I E RE 1 1 Y Elk River Public Library Board Page 5 March 27,2018 5.6 City Council Report Councilman Ovall reported that there has been no specific action or discussion on the Library Board at this time. Council is happy to hear the positive public response to the standardized hours at the library. 5.7 Patron Services Supervisors Report In addition to her report, Brandi noted: The GRRL library card design contest (sample of entry form provided) deadline for submissions is the end of April. They have been getting the word out to schools through outreach programs;Robbie will email Ivan Sand information on the contest. Because it is time for GRRL to reorder library cards,and they found a new printer at a lower cost, there will be no significant new cost to produce new library cards through this contest but great benefit in that it will bring more awareness to local libraries. 1 Robbie will present her annual report to city council on April 16`'"her report will include statistics on the library's busyness. • On March 13`"Karen Pundsack, GRRL Executive Director,met with Sherburne County Commissioners. Karen does this annually to provide a means for commissioners to ask questions about library business in their county. Robbie and the Library Services Coordinator in Big Lake also attended to share information about the work they are doing at the local level. 5.8 Library Services Coordinator Report In addition to her report,Robbie noted: * The S.T.E.M. program will be offered two times this summer because it is so popular. They are starting a School Age Story Time for 1st-5`h graders. The kids will read a chapter, then do a craft, activity or game that relates to that chapter. • Community Ed does a college planning course and Robbie wants to offer one at the library also; she will try to coordinate this class when the presenter comes out in the fall for the Comm Ed class. • Author visits have not yet had the crowd Robbie would hope for,but the people who attend have very positive feedback. Robbie will try to explore ways to promote this more. Mick mentioned having attended a Bounce Back program in Buffalo that had the auditorium packed with people and that the event was a joint effort from Buffalo and two nearby POWERED BT Elk River Public I..ibrary Board Page 6 March 27,2018 communities. Mick thinks collaboration with other local agencies helps bring in people. 5.9 GRRL Trustee Report There is a Fund Development workshop on April 17`h. Some Friends members from the region are invited to attend. "" The Locally Growin' fundraiser is considered to be a success. Region wide more than $5,000 has been raised. (Handout of the Donation Form provided). ' The Safety and Security Boardmeet and is doing risk assessment work. Of concern is ensuring some of the smaller libraries with one person working remain safe. 6. Adjournment There being no further business,Chair Stoffers adjourned the meeting of the Elk River Public Library Board at 7:25pm. Minutes submitted by Laura Wetch. Tina Allard, City Clerk Mick Stoffers, Chair POIEREB 81