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03-27-2018 LIB MIN iik ,, Meeting of the Elk River Public Library Board Ill 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 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 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. III Elk River Public Library Board Page 2 March 27,2018 4. Open Forum Ill No visitors present. 5. General Business 5.1 New Business 5.1. a Bathroom Upgrades—Gary Lore,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. 1111 • 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. III P® R E R E ® 1 1 NATURE Elk River Public Library Board Page 3 March 27,2018 • 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 Wetch, stated she is moving to Arizona in April and will be 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 POWEBEB BY [NATURE 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-term fix. 110 • 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. • I EREO lI NATURE 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. • Robbie will present her annual report to city council on April 16th'her report will include statistics on the library's busyness. • On March 13th 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 1 st-5th 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 • P O w E 0 E 0 11 Elk River Public Library 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 Board meet 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. 1111 Tina Allard, City Clerk Mi . Stoffers, Ch ' • I ERE ® Rr NATURE