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11-28-2019 LIB MIN 3.1 City of E Meeting of the Elk River Public Library Board River Held at Elk River Public Library Tuesday, November 28, 2019 Members Present: Chair Mary Keifenheim,Commissioner's Mary Eberley,Rita Dreissig, and Carole Boelter Members Absent: Council T.iaison: Staff Present: Brandi Canter,Patron Services Supervisor—GRRL Robbie Schake,Library Services Coordinator- GRRL Dawn Larson,Recording Secretary,City of Elk River Michael Hecker,Director of Parks and Recreation,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 5:31 pm by Chair Keifenheim. 2. Consider November 28, 2019, Agenda Moved by Commissioner Dreissig and seconded by Commissioner Boelter to approve the November 28,2019, agenda. 3. Consent Agenda 3.1 Secretary's Report • July 23,2019 Meeting Minutes 3.2 Treasurer's Report • July,August, September,and October 2019 Revenue and Expense Reports Moved by Commissioner Boelter and seconded by Commissioner Dreissig to approve the Consent Agenda. Motion carried 5-0. 4. Open Forum No one appeared for open forum. 5. General Business 1111 5.1 New Business Elk River Public Library Board Page 2 November 26,2019 III a. Michael Hecker,Director of Parks and Recreation • Mt. Hecker invited the Library Board members to attend the City Council meeting on December 16t11. The City Council is considering changes to the Arena Commission,the Historical Preservation Commission,and the library Board. The City Council will focus the discussion on the purpose and need for these commissions. He said that the library board is not required to be there but they are invited to attend to express their views. Chair Keifenheim asked for clarification that the discussion would include re-defining of the mission of the board and also the possibility that the board may not continue. Chair Keifenheim asked why the library board was on the docket for the City Council to consider. Mr. Hecker said that it is because the board was very active when the new library was built. The board discussed how long the board has been in existence and they had memories that it had been since it was located at the Proctor address. The subject of whether the library board still had an active purpose or not was brought up at the July library board meeting. Chair Keifenheim said she believes the library board has more potential to better serve the library by focusing on supporting existing programs and GRRL and focus less on maintenance. Ms. Schake said that she sees value in the library board in that it is a sounding board for her and Ms. Canter along with giving input on IIIII Capital Improvement Projects. • Mr. Hecker announced that Commissioner Stoffers had resigned from her board position. Commissioner Eberley asked if the position would stay vacant until the City Council decided the future of the board. Mr. Hecker confirmed it would. • Mr. Hecker also recommended that that Library Board meet less times throughout the year if the board continues next year. • Chair Keifenheim said that there isn't a zone report anymore and that the Commissioners should not feel the need to report on the individual zones. Commissioner Eberley asked if we had decided to dismiss the zone report officially. Chair Keifenheim said that we had decided to get rid of the existing form. It was discussed in July to possibly have a new form created,updated at the yearly walk through, and as other issues come up. Councilmember Christianson had suggested that he create a new form and present it at the September meeting but the meeting was canceled,and he was not in attendance tonight. b. Approve 2020 Library Board Meeting Dates • Chair Keifenheim asked the board about their opinion on scheduling fewer meetings for 2020. Ms. Schake said she would suggest four times per year,January,April,July and October would be good months to meet. It was agreed by the board that at least one meeting IIII was usually canceled per year for various reasons and that the November meeting was always too close to Thanksgiving. The board 1111111111 11 INATURE Elk River Public library Board Page 3 November 26,2019 III agreed that they had good reason to exist but that they could accomplish what they needed to do in fewer meetings. Commissioner Boelter said it made sense to only have four meetings per year and agreed with the months Ms. Schake suggested. Moved by Commissioner Boelter and seconded by Commissioner Eberley to set the 2020 meeting dates to be the fourth Tuesday of the months January,April,July,and October and that the board will discuss the change of these dates to the bylaws at the January 2020 meeting. Motion carried 5-0. 5.2 Old Business • Ms. Schake is comparing on prices for re-upholstering two chairs or purchasing new ones. She will be reaching out to Colbath Upholstery for an estimate on reupholster. She is hoping the price comes in lower that purchasing new ones. Chair Keifenheim asked if it is required to choose the cheapest option or if a better quality option can be purchased. Mr. Hecker confirmed that Ms. Schake can choose the best quality option. Ms. Schake will also be asking a board member to go with her to pick out the fabric if she goes with the Colbath option. • Ms. Schake gave an update on the Wi-Fi status in the library meeting room. The City staff has done the wiring but now the library has to have their IT III staff find the right equipment. The IT Director for GRRL has told Ms. Schake they are having a hard time finding the appropriate replacement. • Commissioner Dreissig asked about the status of the cigarette butt container outside the building that had been removed. Ms. Schake said that there had not been any complaints during the year it has been gone, so it will not be replaced. 5.3 City Council Report • No report 5.4 Patron Services Supervisors Report • Ms. Canter presented her staff report. Some key points included • Online registration has been going well;there are several registrations per day for a library account from all over the region. • Beanstack is an app that is used for library reading challenges including the winter reading program. Ms. Schake pointed out that Bean stack is an option and not a requirement. • Print2go is a program where patrons can print wirelessly from the computers at the library or their lap tops. Every location has print to go available at this time. • The new online catalog is active. Commissioner Dreissig commented on the fact that there are several online pages that she has to go through to get to her account. Ms. Canter said that the IT department is working on fixing that. • Commissioner Dreissig asked Ms. Canter how the"no fine for juveniles" IIIprogram was going. Ms. Canter explained that an item more than 45 days /-111EIE1 I1 NATURE Elk River Public Library Board Page 4 November 26,2019 III overdue is determined lost. The "no fine"rule applies to juvenile items checked out not the juvenile account as a whole. They will be doing more information gathering on this but so far it is working out well. 5.5 Library Services Coordinator Report • Ms. Schake presented her staff report. Some other updates included: • The computer chairs were replaced and will be easier to keep clean. • There was good feedback gathered at the Community Meeting. A local business owner from the home school community that attended.There are a large number of patrons that use the Elk River library from the home school community. • Ms. Schake explained a bit more about the Schooled in Art program. It is a class where the staff chooses an artist to educate the patrons about and then they follow up with doing some art in the style of the same artist. It was a program they also offered this past summer.The Becker library is considering offering it as well. • Ms. Canter explained what a Pop up library was. It is a box with books and other small library programs that can go "on the road"and be brought to community events etc. to educate potential patrons on the offerings of the library. Morrison county is doing something that includes outreach to home bound patrons. 5.6 GRRL Trustee Report III • Commissioner Eberley explained a bit about the"Ask a librarian" chat feature that is on the website 24/7. It is a free program that all of the libraries dedicate a time when they have a librarian available to answer questions.Ms. Canter answers questions four to five times per month from 1-2pm Monday through Friday. • The Great River Regional library has a safety and security committee that makes sure that staff and patrons are safe. Commissioner Eberley participated in a software demo. Commissioner Boelter asked Ms. Schake if there were procedures in place for the Elk River library staff safety and Ms. Schake confirmed that there are. 6. Announcements • Chair Keifenheim encouraged the board members to attend the City Council meeting in December and to be prepared and plan what they are going to say if they go. 7. Adjournment Moved by Commissioner Dreissig and seconded by Commissioner Boelter to adjourn the meeting. Motion carried 5-0. The meeting adjourned at 6:47pm. IIIMinutes submitted by Dawn Larson. 11 / 11E1 11 NAB Elk River Public Library Board Page 5 November 26,2019 • Tina Allard,City Clerk /I< Mary Keifetaheirri,Cha S r 1�I � EIE1 11