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07-23-2019 LIB MIN ElI ..(II �, Meeting of the Elk River Public Library Board River Held at Elk River Public Library Tuesday,July 23, 2019 Members Present: Chair Mary Keifenheim,Commissioner's Mick Stoffers,Mary Eberley, Rita Dreissig,and Carole Boelter Members Absent: none 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 River Justin Femrite,Public Works Director,City of Elk River Amanda Bednar,Environmental Coordinator,City of Elk River Gary Lore,Building Maintenance Supervisor, City of Elk River I. Call Meeting to Order Pursuant to due call and notice thereof,the meeting of the Elk River Public Library IIIBoard was called to order at 5:27 pm by Chair Keifenheim. 2. Consider July 23, 2019, Agenda Moved by Commissioner Stoffers and seconded by Commissioner Boelter to approve the July 23,2019,agenda with the change of moving the grounds walk through to the end of the meeting. Motion carried 5-0. 3. Consent Agenda 3.1 Secretary's Report • May 28th,2019 Meeting Minutes 3.2 Treasurer's Report • May 2019 and June 2019 Revenue and Expense Reports Moved by Commissioner Dreissig and seconded by Commissioner Boelter to approve the Consent Agenda. Motion carried 5-0. 4. Open Forum No one appeared for open forum. 5. General Business III Elk River Public Library Board Page 2 July 23,2019 • 5.1 New Business a. Amanda Bednar presentation on the Hometown Solar Kiosk • Mrs. Bednar reviewed the handout included in the packet regarding the hometown solar kiosk. The kiosk is an I-pad that would be installed in the children's area of the library and provide information about the solar panels located across the street from the library and next to City Hall. Mrs. Bednar believes that it would be utilized more at the Library than at City Hall.The I-pad would have limited website access and IT will have to work out some issues with maintaining a secure and strong connection. Mrs. Bednar and Ms. Schake confirmed that any repairs from damages to the I-Pad would be the responsibility of the City of Elk River and not the library. Commissioner Stoffers suggested that signage directing others to the location to the kiosk might be necessary since adults don't usually go into the children's area. Mr.Lore stated that once the kiosk location is decided it will be drilled into the floor and be permanent. The board agreed to confirm with IT that the connection is working properly before that is done. Moved by Commissioner Dreissig and seconded by Commission Stoffers to accept the installation of the solar kiosk in the Elk River Library. Motion carried 5-0. • b. Review Library Zone report assignments and necessity of report • Chair Keifenheim asked the board for confirmation on when the zone report was initially created. Commissioner Stoffers said it was former Commissioner Dietz that designed it 3-4 years ago. Commissioner Dreissig said the report was never explained to her and that she believes the annual walk through the building and grounds is a better way to review items that need attention. Chair Keifenheim said she believes the City reports serve as a continual observation to help staff. Commissioner Boelter suggested that the board make up instructions so that new board members know what their zone responsibilities are as they come in. Commissioner Eberley asked how often the buildings and grounds are walked through and checked. Ms. Schake explained that if she spots something in the building that needs repair she reports it in"Facility Dude", the system the city uses to report maintenance issues to staff. Mr. Femrite said that the grounds are checked weekly by staff and that the landscaping company reports any issues with the grounds to him as well. Commissioner Eberley and Commission Dreissig both agreed in discussion that it may be time to retire the zone list. Commissioner Stoffers said that there were things on the list that she believed to be on the list for an extended amount of time. The board asked about the status of the brick pavers in front of the library • entrance. Mr. Femrite said that he is considering replacing them with concrete due to heavy salt usage in the winter which causes damage 11 ■ . . � r NAME Elk River Public Library Board Page 3 July 23,2019 III to the pavers. Mr. Femrite said he is checking to see if the replacement can be in the budget for this year under misc. concrete work,if not then next year he will try to get it approved as a separate item in the budget. Chair Keifenheim stated that the board takes the report issues to heart and if the city is already taking care of it,maybe they don't need to be reporting it anymore. Mr.Lore said that because a lot of the reported items on the zone report are smaller projects it can take longer to fix them because other larger projects keep popping up in other buildings and end up taking priority. Chair Keifenheim asked Mr. Lore if it is redundant to be hearing from the board about these maintenance issues. Mr. Femrite asked the board what they believed their top priority was after the pavers as far as maintenance issues. Chair Keifenheim stated that the report appears confusing. Commissioner Stoffers asked Mr. Lore and Mr. Femrite for acknowledgement of the reports. Commissioner Stoffers said if there isn't a need to report things on buildings and ground then there may not be a need for a board. Chair Keifenheim said maybe having a maintenance list and another for CIP items would be helpful. Mr. Femrite said that maybe having zones is excessive but it might be nice to have a report with information such as the issues,who is responsible,and an update on the status. Recording Secretary Dawn Larson explained how the report works from the standpoint of III updating it with the meeting notes after meetings. Mr. Christianson offered to take the list from the board,get answers from the city,and then bring the follow up information and answers to the next meeting. Chair Keifenheim asked Mr. Lore if he was okay with that. Ms. Schake questioned whether this was okay since Councilmember Christianson is not City Staff. The board discussed concerns about whether future councilmembers would do this as well. Mr. Christianson said that he would put the answers to the board's questions in each council report he submits for the meetings. Chair Keifenheim said she would like to take up Councilmember Christianson on his offer immediately. The board discussed if this need to be done as a motion or as a discussion. Chair Keifenheim said that the board just do a walk through and keep their eyes open. Moved by Commissioner Eberley and seconded by Commissioner Boelter to keep library zone report on the agenda and review not by specific zones but by the item that needs to be fixed and to review at the next meeting what Councilmember Christianson comes up with for a report form. Motion carried 5-0. c. Reprioritize CIP items. S Chair Commissioner read each one and then then board discussed and voted on them. 11 • EIEI / l INA1URE Elk River Public Library Board Page 4 July 23,2019 • 1. More comfortable chairs or comfortable flooring in the Children's area cave-possibly move existing chairs into cave Moved by Commissioner Stoffers and seconded by Commissioner Boelter to look at putting two smaller chairs in the children's reading cave and to keep that item on the CIP list. Motion carried 5-0. 2. Cork floors replaced in the Teen area Mr.Lore said he doesn't know much about the details of cork flooring and that the project would have to be contracted out. Ms. Schake mentioned that there would not be time to get estimates to the City Council in time for the 2020 budget. Moved by Commissioner Dreissig and seconded by Commissioner Stoffers to keep replacing the cork floor in the teen area on the list. Motion carried 5-0. 3. New rug in Fiction lounge-clean and/or replace Ms. Schake said that City Staff cleaned the rug and she suggests purchasing a new one. Moved by Commissioner Stoffers and seconded by Commissioner Boelter to keep replacing the rug on the CIP list. Motion carried 5-0. III4. New shelving units (or check for warranty) in Teen area. Moved by Commissioner Boelter and seconded by Commissioner Dreissig to keep replacing the shelving units on the list. Motion carried 5-0. 5. Diamond plated sheets (or something like that)installed on numerous walls in the Staff Area to protect the walls from cart damage (4/4/18: Reported to Gary Lore,Building Maintenance Super in case he wants to fix to prevent drywall damage. (Not a high priority to the Board because it is out of public view.) Ms. Schake also indicated that she does not see this as a priority because it is in the staff area, and Mr.Lore agreed that he didn't see it as a high need either Moved by Commissioner Stoffers and seconded by Commissioner Boelter to keep wall protection for the staff area on the list. Motion carried 5-0. The board asked about the status of the Wi-Fi in the community room. Mr. Lore said that would be an IT question. Ms. Schake said that the IT for GRRL said that more wiring would need to be done by the City of Elk River so they can add the equipment necessary to 111 boost the internet strength. 117111E111 IT INATUPE Elk River Public Library Board Page 5 July 23,2019 • Moved by Commissioner Stoffers and seconded by Commissioner Eberley to add more wiring for internet to the community room to the CIP list. Motion carried 5-0. Mr. Femrite will talk to Bob Pearson,in IT at the City of Elk River to see if getting the wiring done is something Bob can do without having to continue to keep the item on the list. Ms. Schake said she got an estimate for adding another CD rack and it was $2,000-$3,000. Ms. Schake said she had not yet found a match to the existing ones. Moved by Commissioner Boelter and seconded by Commissioner Stoffers to add purchasing another CD rack section to the CIP list. Motion carried 5-0. The Board then moved on to voting for the order of the CIP items. Moved by Commissioner Stoffers and seconded by Commissioner Eberley to move the Wi-Fi to number one on the CIP list. Motion carried 5-0. • Ms. Schake suggested that the chairs in the children's cave be moved to CIP item number two, the rug in the fiction lounge be move to CIP item number three,the cd shelving be moved to number four, and the shelving in the teen area be moved to number five. Moved by Commissioner Eberley and seconded by Commissioner Stoffers to adopt Ms. Schake's' suggested order for the CIP list. Motion carried 5-0. Commissioner Stoffers asked Mr. Lore if he could get estimates for the plated sheets and cork floors for 2021 budget. Mr.Lore said he feels the board should decide exactly what they want on the wall. Commissioner Stoffers said she will check on pricing for the wall sheets. Moved by Commissioner Stoffers and seconded by Commissioner Boelter to keep the cork flooring and wall plating on the CIP list until investigated further. Motion carried 5-0. • ie , Eui1 1r INATUREI Elk River Public Library Board Page 6 July 23,2019 • 5.2 Old Business 5.3 Library Grounds Report 5.4 Building Maintenance Report Mr. Lore attended the meeting and gave a report in person. Mr. Lore stated that all the LED lights in the parking lot are done,the lights in Ms. Schake's office have been replaced and the City has also purchased LED lights for ceiling in the center of the library. Mr. Lore said that re-sealing the windows on the back of the library is not going to be done until they fail and that they are just an eye-sore for now. Mr.Lore is waiting until he has to fix the smaller things as part of a larger project to minimize patron disruption in the library. The stained glass windows in the teen area are on the maintenance list but they need to find the company that sells the specialty window stripping first. 5.5 Library Zones Report 5.6 City Council Report • Councilmember Christianson presented his report including the new "Mingle at the Market" event where a different City Council member is at the Farmer's Market each Thursday night to answer questions and touch base with the public. Councilmember Christianson also said that the City • Council has been busy with a lot of budget meetings. City Council has been re-evaluating the snow and ice removal policies including the library. Snow removal at the library is still handled the same as other city buildings. 5.7 Patron Services Supervisors Report • Ms. Canter presented her staff report. Commissioner Dreissig asked if GRRL has seen a difference in the juvenile delinquent accounts now that there are not fines for the items on those accounts being returned late. Ms. Canter said it is too soon for statistics. 5.8 Library Services Coordinator Report • Ms. Schake presented her staff report. Ms. Schake also mentioned that the library is at the Farmer's Market once a month. Also,the Elk River Library will have aide positons,open soon due to staff resignations. 5.9 GRRL Trustee Report • Chair Eberley reported that the Great River Regional Library has applied for 5013c status. They are waiting for it to be approved. The GRRL board is also looking for more fund development members. The initial budget is done. 6. Justin Femrite (Public Works Director, City of Elk River) Grounds walk through at the end of the meeting • • At 7:15pm Ms. Schake and Mr.Lore left the meeting. The remaining attendees did a walk-through of the grounds to review and identify CIP � itatP NA1E Elk River Public Library Board Page 7 July 23,2019 • items. The walk through started with the pavers directly out the front door of the library. Items identified and updated: -Pavers in front by the tables will be replaced with concrete;although they are flaking they are still compliant. -Landscaping rocks have been filled in over the drain area that was washing out in the back of the library -Mr. Femrite explained that the City staff maintains the rain garden based on horticulture recommendations -Commissioner Dreissig asked Mr. Femrite to have the dead bushes in the rain garden removed and he said he will follow up with the staff. -Councilmember Christianson asked Mr. Femrite about the weed removal in the cracks on the sidewalk around the parking lot and Mr. Femrite said he would follow up. -The bench needs to be re-stained. The garden boxes have been replaced with newer boxes that look nice. 6. Adjournment Moved by Commissioner Stoffers and seconded by Commissioner Eberley to adjourn the meeting. Motion carried 5-0.The meeting adjourned at 7:37pm. Minutes submitted by Dawn Larson. tr Tina Allard, City Clerk • Mary Keif eun, air 11111 11 / EIEI • � NATURE