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3.1 LIBMIN 05-28-2019Members Present: Members Absent: Council Liaison: Meeting of the Elk River Public Library Board Held at Elk River Public Library Tuesday, March 26, 2019 Chair Mick Stoffers, Commissioners Mary Eberley, Rita Dreissig, and Carole Boelter Mary Keifenheim Council Member Garrett Christianson Staff Present: Brandi Canter, Patron Services Supervisor — GRRL Robbie Schake, Library Services Coordinator - GRRL Dawn Larson, Recording Secretary, City of Elk River Cal Portner, City Administrator, City of Elk River I . Call Meeting to Order 2. 3. 4. S. 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 Stoffers. Consider March 26, 2019, Agenda Moved by Commissioner Dreissig and seconded by Commissioner Eberley to approve the March 26, 2019, agenda as submitted. Motion carried 4-0. Consent Agenda 3.1 Secretary's Report November 27, 2018 Meeting Minutes 3.2 Treasurer's Report November 2018, December 2018, January 2019, and February 2019 Revenue and Expense Reports Moved by Commissioner Dreissig and seconded by Commissioner Eberley to approve the Consent Agenda. Motion carried 4-0. Open Forum No one appeared for open forum. General Business 5.1 New Business Elk River Public Library Board March 26, 2019 Page 2 a. Introductions of Commissioner and new board member Carole Boelter and Council Member Garrett Christianson, new Liaison to the Library board. ■ All the attendees of the meeting took turns introducing themselves to the new Commissioner and Council Liaison. Councilmember Christianson explained a little about his position at his job at UPS and asked the Library Board what they would like to know from him as far as what his reports should contain when contributing to the Library Board Meetings. b. Election of officers ' Chair Stoffers nominated Commissioner Keifenheim to be the next Chair, Commission Dreissig to be the Vice -Chair and herself to be the Secretary. Moved by Commissioner Stoffers and seconded by Commissioner Eberley to approve the new officer positions. Motion carried 4-0. c. Calvin Portner, City Administrator for City of Elk River (board purpose and bylaws). • Mr. Portner explained some changes that will occur at future meetings. There will be a Department Director from the City at each Library Board Meeting. There will also be a binder that will go along with each Director from meeting to meeting with the list of board members, by-laws, the previous year meeting minutes, and the current meeting agenda packet. Mr. Portner has done some restructuring of the Public works and streets maintenance departments. He explained some of the details of this restructuring. He explained that Justin Femrite (Public Works Director/Chief Engineer) or Building Maintenance Supervisor Gary Lore would now be the one that would attend the Library Board Meeting in regards to buildings and grounds maintenance instead of Tim Sevcik (Street and Park Superintendent). Mr. Femrite would likely attend the July meeting. Lori Ziemer (Finance Director) would attend in regards to finance in May. Michael Hecker (Parks and Recreation Director) would also attend a meeting each year. Each Director will answer any questions they can at each meeting and get answers for any they can't within a 2 week period. ■ Bylaws, building grounds, and programming: Mr. Portner explained that Ms. Canter and Ms. Schake are responsible for the library programming. In May staff will work on a 2020 budget to go to Council in July. Ms. Schake asked the board that she would like to hear what kinds of programs and services they might like to see. Commissioner Eberley asked about getting the Elk River Current (information publication) and Mr. Portner explained that it was replaced a few years ago by online newsletters and that the City has a marketing team that is working on more forms of online/social media marketing. They may also be working on some forms of marketing that combine online and paper. Chair Stoffers mentioned PIr11FI IX NAP.URE Elk River Public Library Board March 26, 2019 Page 3 that years ago the City did some program advertising in the back of the Community Education Guide. Mr. Portner added that we returned to that this year as well. Commissioner Eberley asked if the library page on the City's website was getting hits and if they were being tracked. Mr. Portner said that would have to be checked on by the marketing team. Chair Stoffers mentioned it would be nice to have a Community Activities page with links to each dept. on the City's website. Commissioner Dreissig said she appreciated getting hard copy fliers and Councilmember Christianson said he received a brochure and publications from Dawn Larson in Parks and Recreation. Chair Stoffers pointed out the importance of marketing the library offerings because they are free and some families can't afford the other activities that charge. Councilmember Christianson agreed that the library has an untapped market. The board asked to add a review of the library community room policies and code of conduct to the May meeting agenda. Mr. Portner reiterated that the Directors will answer their questions as best they can. Councilmember Christianson also offered his businesses card for them to call. Ms. Eberley asked if the city does regular walk through of the grounds and facility. Mr. Portner said that at some point each week someone from maintenance should be walking the grounds. Ms. Eberley asked how long the zones have been assigned. The board asked to add a facility walk through to the May agenda and a grounds walk through to the July agenda. Chair Stoffers asked Mr. Portner for an update on the LED lights. Mr. Portner said all the LED lights for the parking lot are here and will be installed starting this week in phases because of the need to work around the schedules of available electricians in the area. The city does not have an electrician on staff. Mr. Portner reviewed the by-laws and Roberts Rules of Order in reference to the required attendance of the board at meetings, what makes a quorum, and communication between board members outside of the meetings etc. Mr. Portner suggested the Library Board meet quarterly if the board felt that would meet their needs. There are also four Directors so it would match the availability of staff as well. Commissioner Eberley asked when the library board was established. Chair Stoffers said that during her 27 years with the library there was always a library board. She said it was set up with very similar responsibilities as this board has as far as building and grounds. Mr. Portner pointed out that with the library only being around 10 years old there isn't as much maintenance needed as the old building. 5.2 Old Business 5.2. a. Caterpillar Upholstery Quote Discussion Ms. Schake received a quote from Colbath Upholstery that was within the budget range and requested that a board member assist her with going to I►®�EiEI 1t NATURE Elk River Public Library Board March 26, 2019 Page 4 pick out the fabric. The budget range was $2,000.00 and the quote was for $1827.00. Chair Stoffers stated she would go with Ms. Schake. The board asked what the color of the fabric would be and Ms. Schake stated it would be similar to the color range that is on the fabric now. Chair Stoffers asked about cleaning or replacing the chairs in the children's area. Commissioner Eberley asked if it was a need to replace them or just a want to jazz it up. Ms. Schake asked if we could wait until it becomes a need. Colbath Upholstery did not recommend replacing the fabric on the teen couches at this time. Ms. Schake said she could request a cleaning of them through city maintenance. The board asked to put the chairs on the agenda with the facility walk through in May. 5.3 Library Grounds Report 5.4 Building Maintenance Report 5.5 Library Zones Report Mr. Portner updated the board regarding the Butterfly garden. The Master Gardeners volunteers are responsible for it and Karen Wingard at Parks and Recreation is the contact for them. Mr. Portner also gave an update on the missing spruce trees in the back of the library. The trees were causing problems for grounds maintenance regarding snow removal and other things so they needed to be removed and will not be replaced. Chair Stoffers was concerned about the good neighbor concept. Ms. Schake said she had not received any complaints. Ms. Schake also pointed out that the projector had been installed along with the touch screen and all was working well. She also said the Sherburne County garden boxes had been repaired/replaced last summer. 5.6 City Council Report ■ Councilmember Christianson asked the board what they would like to hear from him in his reports. This was his first meeting as the new City Council Liaison to the Library Board. The board replied that they would like general updates as to what is going on with the city council and also anything that pertains to the library. Councilmember Christianson said he has been doing ride a longs with various staff at the City as well as just trying to get to know the different departments and staff. He also said that he will give updates related to the local option sales tax and the Hwy 169 project. 5.7 Patron Services Supervisors Report ■ Ms. Canter presented her staff report. Some key points of her report: ' The GRRL are working on online registration for patrons to have access to the database online. There have been 108,641 borrowers within 3 years. Chair Stoffers asked what % of the population in the region have currant library cards. Ms. Canter said they don't know. They did a survey aII it riATURE Elk River Public Library Board March 26, 2019 Page 5 that was sent to 8,000 people to see what the library could do to market but there wasn't much information that came back that could help them. The new telescope program is going great .They were all checked out so she was not able to bring one. All of the telescopes have been donated by the Buffalo Rotary At GRRL staff recent meeting Mark Boyd from the Buffalo Rotary, demonstrated how durable they. Ms. Dreissig asked if they break what happens. Ms. Canter said that Buffalo Rotary will fix them. Chair Stoffers asked about the Sartell locker programs and how it was going. Ms. Canter said there was more demand than the lockers could hold. Chair Stoffers asked if expenses were higher on the lockers themselves or labor and Ms. Canter said both. 5.8 Library Services Coordinator Report ■ Ms. Schake presented her staff report. Some key points of her report: ■ The Skally Line concert had 40 people in attendance. ■ The library will have 9 additional 9 Brain Fitness kits available for checkout due to a donation from the Friends of the Library and Bank of Elk River. ■ The Presenter for the the fraud prevention presentation on May 16`h at the library will be Linda Canton from the Elk River Police Department. ■ Ms. Schake announced that the Elk River Rotary has agreed to $1 for $1 match up to $750.00 for the libraries Locally Growing Campaign. Mr. Portner added that he is a Rotarian and that he works with a mentorship program through the Rotary. He said that the library should make sure to let the Rotarians know about their programs and fundraising efforts because they have a Youth Program and look for programs to donate to. ■ Chair Stoffers asked how expensive it would be to advertise to the community asking their input on what they would like to see in programs at the library. Ms. Canter suggested that the board reach out to the marketing dept. at the city; maybe a link on the website could lead to a survey. 5.9 GRRL Trustee Report ■ Chair Eberley reported that the Great River Regional Library is beginning to work on their budget and finishing up their lease with the City of St. Cloud. They are also working on Union Negotiations. They wrapped up the Winter Reading "Get Yeti to Read" program. 6. Adjournment Moved by Commissioner Eberley and seconded by Commissioner Boelter to adjourn the meeting. Motion carried 4-0. The meeting adjourned at 7:03pm. Minutes submitted by Dawn Larson. 1 0 V F I I I I r NATURE Elk River Public Library Board March 26, 2019 Tina Allard, City Clerk Mick Stoffers, Chair Page 6 NATURE