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3.1 LIBMIN 07-23-2019Meeting of the Elk River Public Library Board Held at Elk River Public Library Tuesday, May 28, 2019 3.i Members Present: Chair Mary Keifenheim, Commissioner's Mick Stoffers, Mary Eberley, Rita Dreissig, and Carole Boelter Members Absent: Council Liaison: 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 Rivet Lori Ziemer, Finance Director, City of Elk River 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 5:32 pm by Chair Keifenheim. 2. Consider May 28, 2019, Agenda Moved by Commissioner Eberley and seconded by Commissioner Stoffers to approve the May 28, 2019, agenda with the change of moving the facility walk through to the end of the meeting. Motion carried 5-0. 3, 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 Stoffers and seconded by Commissioner Dreissig to approve the Consent Agenda. Motion carried 5-0. 4. Open Forum No one appeared for open forum. S. General Business 5.1 New Business Elk River Public Library Board May 28, 2019 Page 2 a. Review Library Community Room Policies and Code of Conduct. ■ The board reviewed the Code of Conduct first. Included in the handout were new changes. Seven of the codes had been changed or added to including the code addressing animals and smoking. Codes eight and nine were completely new. Commissioner Boelter brought up the question asking if code number 6 regarding smoking included the parking lot. Ms. Schake mentioned that this was brought up before when the cigarette holder had broken last year. It was decided at the time to not replace it and wait to see if it became an issue. Ms. Schake explained that is has not become an issue. The board discussed that it was their understanding that smoking is not allowed in the library but not banned from the parking lot or cars. Chair Keifenheim asked for clarification on the "young children" definition under code number eight. Ms.Cantor explained that is hard to give an exact age due to variations of maturity levels in kids. She also explained that having the age be an open range allows the library staff on duty makes the decisions when issues arise. Moved by Commissioner Eberley and seconded by Commission Boelter to approve the changes to the Code of Conduct. Motion carried 5-0. ■ The current Library Community room policies were reviewed by the board. Chair Keifenheim asked for clarification on what action if any the board was going to take with the community room policies. Ms. Schake explained that this was just for review not necessarily to make changes. Commissioner Stoffers asked if there were instructions for how to use the projector in the community room. Ms. Schake said that there wasn't but that staff are available to explain at the front count if need be and that the project is very easy to. use. Moved by Commissioner Eberley and seconded by Commissioner Stoffers to accept the Library Community Room polices as they stand. Motion carried 5-0. b. Budget discussion -Lori Ziemer, Finance Director ■ Ms. Ziemer asked the board if they had any specific questions about the financial information is this meetings packet. Commissioner Eberley asked to verify the cash balance of $424,058.30 and that is to be used for capital improvements. Ms. Ziemer confirmed this and also explained that each year Ms. Schake prepares a budget for the library. This budget is primarily fixed cost maintenance. Each year the Board of Education tells the city how much they have to contribute. The contribution was $70,000.00 for 2019. Ms. Schake also gets input from each department in the city on the budget. Commissioner Eberley asked if there is a dividing line between what the city staff just take care of and what the library has to take care of on its own. Ms. Ziemer explained that the library gets billed for supplies but not the maintenance. Commissioner Stoffers asked about the renewal of a cleaning contract that the library board wasn't �rIATURE Elk River Public Library Board Page 3 May 28, 2019 happy with. Ms. Ziemer said that she and Ms. Schake along with city staff went through four bids for cleaning they chose the company that had the best reviews and lowest cost. The company that had come in with the lowest cost came in with some bad reviews so they had to go higher. The cleaning company that cleans the library also cleans Lions Park center and the Trott Brook Barn. Commission Dreissig asked if city staff could clean the library and Ms. Ziemer said it was considered but isn't cost effective at this time. Ms. Schake doesn't have any complaints with the cleaners at this time. She also said that the walk-throughs of the building and grounds help give her input on the CIP needed items. Commissioner Stoffers asked what money goes into the library account. Ms. Ziemer explained that it is a combination of property taxes, interest income from the existing balance, and also expanded on how Elk River utilities used to contribute 4% to the library budget and how that has been re- configured. 5.2 Old Business 5.2. a. Caterpillar Upholstery Quote Discussion ■ Ms. Schake reported that fabric for the caterpillar upholstery was picked out but she is waiting to hear back from Colbath Upholstery on an installation date. It will probably have to wait now until August with the summer reading program starting in June 10`''. Ms. Schake did put in a maintenance request for the upholstery to be cleaned in the meantime. 5.3 Library Grounds Report 5.4 Building Maintenance Report 5.5 Library Zones Report Chair Keifenheim requested that the Zone report be added to the next meeting agenda to review whether the zone report is necessary and the zone assignments. The zone report was updated. Ms. Schake reported the paver issue to maintenance via the facility dude repair request system the city uses. Commissioner Stoffers also suggested that maintenance find a more permanent solution to the area wear the roof drains in the back of the library since the soil washes out after every rain. Commissioner Dreissig asked about the status of the rain garden as far as weeding or burning. She wanted to know what the schedule of maintenance was. It is added to the next meeting agenda. Chair Keifenheirn suggested we clarify the list of CIP items at the next meeting. The board asked if we don't use the money that is already budgeted can we use that money for something other than originally budgeted for. Ms. Zeimer said yes. The board agreed to review the CIP items identified but no ranked for priority during the walk through to see if �/1�EIE1 li MATURE Elk River Public Library Board May 28, 2019 Page 4 they still need to be on the list. It was agreed to reprioritize the CIP items at the next meeting. 5.6 City Council Report ■ Councilmember Christianson asked the board what they would like to hear from him in his reports. Chair Keifenheim said that sometimes things that don't directly pertain to the library but are budget related, parks and recreation, or road construction etc. would be good to know. Ms. Cantor added that things that may affect patron access to the library or new patrons moving to the area would be important to know. 5.7 Patron Services Supervisors Report ■ Ms. Canter presented her staff report. Some key points of her report: ■ They are working on improving the library data gathering so that it can be reported per city and not just zip code. Comissioner Stoffers asked Ms. Cantor about increasing marketing for the library. Ms. Cantor said that she would be attending a meeting the next day and could report back at our next meeting. 5.8 Library Services Coordinator Report ■ Ms. Schake presented her staff report. 5.9 GRRL Trustee Report ■ Chair Eberley reported that the Great River Regional Library is in the process of their budget. There will be a slight increase in the budget this year. There is a safety and security committee that will be scheduling walk-throughs at all 33 library locations. Commissioner Eberley asked about adding library book rental lockers to Zimmerman. Ms. Cantor said that it is fairly expensive. The Sartell locker's are used a lot. Sartell is a pilot program and has 1 year left. Commissioner Stoffers asked what the expenses included and Ms. Cantor explained that it is the cost of the lockers, computer and technology, staffing to empty and fill the lockers and transportation. There are 40 lockers at that location. A couple of other updates are that Kimball is building a new library and the Elk River library will be receiving a substantial gift soon. There is a meeting tomorrow about the details but it is believe to be the sum of $100,000.00 over a 20 year period. 6. Building Walk Through At 5:50pm Ms. Cantor and Ms. Ziemer left the meeting. The remaining attendees did a walk-through of the building to review and identify CIP items. The walk through started in the community room and continued into the lobby, children's area, fire place reading area, non-fiction, fiction, teen, study areas, cd's and dvd's, and then into the staff area. Ms. Cantor commented that the wi-fi in the community room is not working properly. All of the exit doors have water coming in by the floor when it 11*EAEI Ir NATURE Elk River Public Library Board May 28, 2019 Page 5 rains and cracking in the flooring. Possibly move the single chairs in childrens area into the cave. The chairs are starting to rip so need to check if they need to be repaired. Clean first and then replace the run in the fiction area. Have the stained windows in the teen area checked for possible sealing issues. Remove the DVD racks from the CIP list. Possibly add another CD section. All of the above items have been updated on the zone report. 6. Adjournment Moved by Commissioner Eberley and seconded by Commissioner Stoffers to adjourn the meeting. Motion carried 5-0. The meeting adjourned at 7:25pm. Minutes submitted by Dawn Larson. Tina Allard, City Clerk Mary Keifenheim, Chair 11IIa EI It NATURE