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07-24-2018 LIB MIN Elk''.4t ..., City of ,,,�; Meeting of the Elk River Public Library Board S River Held at Elk River Public Library Tuesday,July 24, 2018 Members Present: Rita Dreissig,Willie Jackson,Mary Keifenheim, Members Absent: Mary Eberley,Mick Stoffers Chair,Nate Ovall Council liaison: none Staff Present: Brandi Canter,Patron Services Supervisor—GRRL Robbie Schake,Library Services Coordinator- GRRL Dawn Larson,Recording Secretary, City of Elk River Guests: none 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 5:40 pm by Rita Dreissig. IIII2. Consider July 24th, 2018 Agenda Moved by Mary Keifenheim and seconded by Willie Jackson to accept the July 24th,2018 agenda as submitted. Motion carried 3-0. 3. Consent Agenda 3.1 Secretary's Report • March 27th and May 22nd, 2018 Meeting Minutes 3.2 Treasurer's Report • May&June 2018 Revenue and Expense Reports Moved by Mary Keifenheim and seconded by Willie Jackson to accept the Consent Agenda as amended. Motion carried 3-0. Moved by Mary Keifenheim and seconded by Rita Dreissig to accept the Revenue and Expense Reports. Motion carried 3-0. • 4. Open Forum Elk River Public Library Board Page 2 July 24th,2018 No visitors present. III 5. General Business 5.1 New Business 5.1. a Discussion of potential visit from the City of Elk River Finance Director • Willie questioned that with fall approaching were we going to have an accountant from the city come over and discuss the budget. Robbie replied that we did not last year. Robbie has not submitted the budget yet. If things go the way they did last year Robbie will go before City Council in August. Robbie asked if Willie had a specific question about the budget. Willie said no but that in previous years before Robbie she knew that there was a schedule where the finance director would come over and discuss the budget. Mary K. said she remembered this happening as well. Brandi agreed that this was also something she remembered. • Robbie and Brandi asked Dawn if she could go back and look in the minutes prior to 1 year ago before Robbie started to see if there is a copy of the scheduled visits. They also asked Dawn to add to the meeting agenda for October and have Mick approve it. 111 5.2 Old Business 5.2.1 Rita signed the January 23`d, 2018 Minutes and March and May 5.2.3 Patio Furniture issues • It was observed as the board meeting attendees arrived that the patio furniture was not the handicapped accessible version that was ordered. When Willie arrived Mary K. told her this update. It was requested that an update to this be added to the October agenda. It was suggested to maybe add a 3rd table that is handicapped or replace the 2 that had been delivered. The garbage can has not arrived yet either. Rita looked up in the October 2017 minutes and it did state that it was the handicapped version that was voted on.A discussion about a 3`d table will be had at a later time. • Robbie will call Tim S. to follow up and find out if the wrong furniture was ordered or if it was just the wrong furniture delivered. • Dawn clarified what she has to write down in the notes for the meeting and that the meetings are recorded. The notes are short important details of what is said at the meetings to be used for future reference if need be. III PvOUERER IT NATURE Elk River Public Library Board Page 3 July 24th,2018 • 5.4 Building Maintenance Report • Robbie said that building maintenance did come and spray for ants at the back door. Willie stated that Tim had noted that the cracks were inspected and that it was determined nothing would be done at this time. Those present then read Tim Sevcik's e-mail about the Library Zone updates. Dawn explained that this e- mail came in the day before the meeting and was too late to be included in the original meeting packet. • Willie questioned the drainage word on Gary's report that had nothing after it. The board asked Dawn to follow up with Gary and see if this was intent ally left empty or if it was an update to the zone report. 5.5 Library Zones Report 5.5. a Projector Update • Robbie stated that she had some information on the CIP items. She contacted Jake in the City of Elk River's IT department who contacted Marco and gave an estimate. The quote is $8,430.67 for projector replacement. The projector itself is $6,000 and it will be an additional $809.50 for programming. Mary K. asked why it is so expensive. Rita asked if the community is charged for the room when they use it. Robbie said no but she believes the projector should be replaced due to the amount the library and community uses the room. Robbie said she believes it should be the #1 priority for next year. Mary K asked if the City checks other places for pricing. Rita said she thinks the city might have contract or something. Robbie will include it in the budget under capital outlay. 5.5. b Chairs and Upholstery Items • Robbie tried to contact Michael about the chairs but he was out on vacation. Robbie did some research and new chairs would be $180-$190 multiplied by 12 chairs. She will put those on capital outlay in the budget. If under$10,000 on budget she doesn't have to fill out any extra paperwork. For the caterpillar upholstery Robbie had looked around and found something similar for$900. She hasn't had time find someone to contact for reupholster. Mary asked if Robbie wants to re-upholster it for cheaper or to not replace it. Robbie said she does like the furniture so she does want to try and reupholster so the whole piece of furniture doesn't have to be replaced. Robbie will probably list the cost as higher so she can cover the whole replacement cost if that is needed. Rita asked if the City can itemize approval of the items or approve as a whole. Robbie said it has to be approved as a whole. CIP items 3 and 4 are being left open. 5.5. c Handicapped sign and misc. • The board asked about the handicapped sign that still has sandbags around it. Robbie said she is confident that Gary or Tim will take care of 1111 it. Robbie explained the difference between routine maintenance and things that are wrong or need to be fixed. The "broken"items outside P R W E R E R II MATURE Elk River Public Library Board Page 4 July 24th,2018 routine maintenance go into the facility dude request system. Willes also • stated that the zone report is to help the board remember the brick and mortar concept of the buildings. 5.6 City Council Report 5.7 Patron Services Supervisors Report In addition to her report,Brandi noted: • Brandi told the board that Brianne Johnson has started as the Communications and Development Coordinator in St. Cloud The"E" newsletter is new. Brandi told the board about binge boxes,which are packs of DVD's that are all a similar subject matter i.e. Indiana Jones movies. The binge boxes are shelved in St. Cloud but can be requested at other branches. The program is pretty much all donations driven. It is a very successful program,more so in winter.The board of trustees met and approved the budget for next year. There is a LST grant to work on Somali and Spanish support. In September there will also be the Fines for Forgiveness program for 2 weeks. 5.8 Library Services Coordinator Report In addition to her report, Robbie noted: • They have now exceeded 1200 children in the summer reading program and more than 250 books have been given away.They have exceeded St. Cloud's numbers. They have been at the Elk River Farmer's Market,Elk River Fest, Guardian Angels, about brain games. They will have the fire and police program again. They were in the Elk River newspaper about the skate board program they offered. • They have hired two library aid positions and the library assistant position is filled. They have one aid position left. • Robbie attached to her report the visual graphs she had used when she gave her report to city council. She also told the board about two upcoming author visits. Allan Eskens who wrote"The life we bury" and Twin Cities Sisters in Crimes • Willie J. said she liked the visuals that Robbie provided. Willie pointed out that the numbers are down. Rita asked Robbie if the e books are included in the numbers. Brandi said no. Brandi said the numbers were really to show the city circulation times for staffing purposes. Rita asked if the renewals were counted. • Brandi said that 2017 circulation statistics are down but only down by 1 and 2 %vs. double digits in the past. Elk River is the second largest library to St. Cloud in size. Brandi said that they are adding lots of library cards regionally but they are losing cards that are expiring. She is looking at data to see what is going on and to see which factors figure into the 1111 loss. Programming, outreach, zip codes, correlations with populations all WERE ® Ir NATURE Elk River Public Library Board Page 5 July 24th,2018 affect usage. They just started with this analysis. They are working with III the GRRL Board on how to help get people back. They are finding that lower income families avoid the library for fear of fines. Mary brought up that with her grand kids at Hennepin County the fines aren't enforced. Brandi said they are working on an online system. Regionally they are working on making it easier to get a card,using cards etc. Brandi said that right now fines are still a part of revenue for Great River Regional. 5.9 GRRL Trustee Report 6. Adjournment There being no further business,Rita Dreissig adjourned the meeting of the Elk River Public Library Board at 7:00pm. Minutes submitted by Dawn Larson. "4 (12 Tina Allard, City Clerk III ,..:1 , }\i„ , j.i,„ ,4„,,,,,' .,,L_ Mick Stoffers, Chair , Ill PilY11111 I , [NATURE