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LIBMIN 10-27-2020Meeting of the Elk River Public Library Board Held at Elk River Public Library Tuesday, January 28, 2020 Members Present: Chair Mary Keifenheim, Commissioner's Mary Eberley, Rita Dreissig, Carole Boelter, Michelle Hegarty Members Absent: Council Liaison: 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 Pursuant to due call and notice thereof, the meeting of the Elk River Public Library Board was called to order at 5:33 pm by Chair Keifenheim. 2. Consider January 28, 2020, Agenda Moved by Commissioner Dreissig and seconded by Commissioner Boelter to approve the January 28, 2020, agenda. 3. Consent Agenda 3.1 Secretary's Report ■ November 26, 2019 Meeting Minutes 3.2 Treasurer's Report ■ November and December 2019 Revenue and Expense Reports ■ Commissioner Dreissig asked about the budget if we are over by the $19,000 that she sees on the report. Mr. Portner explained how to read the reports. On page 1 that is the accounting for the December expenditures. 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. 3.1 Elk River Public Library Board January 28, 2020 S. General Business 5.1 New Business a. Election of board positions Page 2 i. Moved by Commissioner Dreissig and seconded by Commissioner Eberley to appoint Commissioner Keifenheim Chair. Motion carried 4-1. ii. Moved by Chair Keifenheim and seconded by Commissioner Eberley to appoint Rita Dreissig as Vice Chair. Motion carried 5-0. iii. Moved by Commissioner Dreissig and seconded by Commissioner Boelter to appoint Mary Eberley as Secretary. Motion carried 5-0. b. Re-examine by-laws and meeting date changes for 2020 ■ Chair Keifenheim asked the board about their opinion on scheduling fewer meetings for 2020. ■ The board discussed the decision to change of the number of meetings per year from 6 to 4. At the November meeting it had been decided to drop to the 4, January 28d, April 28th, July 28', and October 27'''. The board discussed going back to 6 meetings now with a new purpose etc. Ms. Schake pointed out that she would have scheduling conflicts, if the board decided to do that since she had already adjusted the library's calendar. Mr. Portner also pointed out that there can be special meetings if called or having smaller subcommittees of 2 members would be fine. The board decided to stick to the 4 meetings they approved in November and will continue to work on the bylaws at the next meeting. ■ Mr. Portner gave some recommendations for changes in the bylaws, but it was unclear if these recommendations were on the correct current version or the incorrect version that was sent with the packet. Mr. Portner said that page 3 of the bylaws, that top paragraph can be struck. The secretarial duties will be appointed annually by secretarial staff and to move all of E. into article 3. Under annual part article 9 in the bylaws the board would report on activities of the previous year and state goals of the next year. A board member should present the work plan and accomplishments. Under library fund - change to annual budget. Make any recommendations of the work plan and adopted goals. c. Define Purpose of board and mission statement Commissioner Dreissig brought to attention that the bylaws included in the meeting packet were not current. Ms. Canter [01f0EI 11 FNATURE Elk River Public Library Board Page 3 January 28, 2020 made copies of the correct ones last dated 10-4-17 and passed them out. Ms. Larson said she would correct this error with records at City offices. Mr. Portner passed out a packet of the MN State Statutes related to public and multitype libraries. Mr. Portner referenced MN State Statute 134.07 Public Library Service, 134.11 Organization of Board; duties, 134.13 Annual Report, 134.20 Regional Library Systems, 134.201 Regional Library District, 134.34 Regional Library Basic System support aid: Requirements. Ms. Canter explained that the rules Cal read covers the Great River Regional Library but do not directly correlate to the Elk River Library Board. Mr. Portner explained that his point is that the board is under supervision of the City Council and not the statute. Mr. Portner suggested to strike the authorization on the bylaws of the MN Statute. The board questioned whether to start over from scratch with the bylaws or not. Mr. Portner said that the bylaws are very general and creates a template to work with. Mr. Portner explained he was there to help the board find their purpose, mission, and redefine their bylaws. Mr. Portner asked the board for ideas as he drew a table on the white board to summarize the information. Some of the ideas that the board suggested are: o Continue to monitor maintenance stuff they have done in the past and Support Ms. Schake in choosing in CIP items o Continue making the library safe and welcoming. Meeting user's needs, usability. o Be more involved in the community, support the library, its mission, and the needs of the people of Elk River. Promote the library in the community and give feedback from the community to the library regarding their needs. This could include attending open houses with library staff when available, the farmers market booth when the library is there once a month, reach out to their connections. There is nothing limiting the board if there are not more than 2 board members attending at time. Board members could attend events with the Friends of the library as well. Mr. Portner pointed out that the board is only restricted by the rules they make. Commissioner Dreissig and Chair Keifenheim are both Friends of the Library. o Community surveys such as night to unite. ■ The board discussed the differences between a mission statement and purpose. Mr. Portner clarified that a mission statement is why they do what they do. Then Brandi read the GRRL mission 1IIIaI1 it NAWR Elk River Public Library Board Page 4 January 28, 2020 statement: The Neighborhood Gateway: Inspiring Central Minnesota to shape the future through exploration, knowledge and connection. Commissioner Eberley asked if they have the benefit of the gift to elk river. It amounts to approximately 12,000 per year. Brandi clarified that it is GRRL is the one that allocates the gift the money not the city. Library staff will sit down and roadmap how to spend the money. Ms. Canter said that it would be a good idea to gather ideas and input because the library really does need help with advocacy. The Board and Councilmember Christianson discussed that this approach would be much more hands on. It would allow the board to branch outside the walls of the library and bring people in. It was agreed by the board that this discussion is not unique to this board. Chair Keifenheim expressed that she thinks that the board is. starting to get an idea of what they want to do. Mr. Portner suggested that they take these ideas and form a work plan. They can then tweak the bylaws a bit. At the next meeting they can also revisit Article 3 and 4 of the bylaws. The board requested that they have the minutes earlier than the next scheduled board meeting. Mrs. Larson confirmed that she could have the minutes prepared and out to the board within a week. Commissioner Eberley asked about getting a detailed budget report. Mr. Portner said that what the board received in each meeting packet is the detailed report. Commissioner Eberley had questions about the maintenance of effort money- Mr. Portner said that is statutory. Commissioner Eberley asked about story time. Ms. Canter explained that there are 3 sources of program funding and that there can be programming above and beyond what GRRL budgeted for. Review annual budget each year and recommend expenditures consistent with approved work plan and adopted board goals. 5.2 Old Business 5.3 City Council Report • Councilman Christianson and Mr. Portner gave an update on the construction of the multi-purpose facility. 5.4 Patron Services Supervisors Report Ms. Canter presented her staff report. 5.5 Library Services Coordinator Report rIIIIII Ir NATURE Elk River Public Library Board Page 5 January 28, 2020 Mrs. Schake presented her report. Ms. Schake received two estimates from a local upholstery company, one to re -upholster entire chairs for $1750 and one to re -upholster just the seats of the chairs for $670. She is open to the boards input. Commissioner Eberley and Chair Keifenheim said they think that they should cover the whole chair. Ms. Shake will ask for a board member to go with to choose the fabric. Moved by Commissioner Eberley and seconded by Commissioner Hegarty to approve Ms. Schake to choose fabric and spend the $1750. 5.6 GRRL Trustee Report • GRRL trustee report: march campaign coming up- money will stay local to Elk River. Commissioner Hagerty has a lot of books to give away due to her job as a book editor. She explained that the Friends of the Library should be receiving books from her suppliers. Commissioner Eberley talked about how nice it would be to give a book to everyone that signed up for the summer reading program. 6. Announcements 7. Adjournment Moved by Commissioner Eberley and seconded by Commissioner Boelter to adjourn the meeting. Motion carried 5-0. The meeting adjourned at 7:49pm. Minutes submitted by Dawn Larson. Tina Allard, City Clerk Mary Keifenheim, Chair R 1 f R E i ! 1 NA TUR