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10-27-20 Approved Minutes3.1 Meeting of the Elk River Public Library Board Held via zoom video Tuesday, October 27, 2020 Members Present: Chair Mary Keifenheim, Commissioner's Mary Eberley, Rita Dreissig, Carole Boelter, Michelle Hegarty Members Absent: Guests Present: Jayne Dietz and Eileen Stombaugh 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 5:35 pm by Chair Keifenheim. 2. Consider October 27, 2020, Agenda Moved by Commissioner Eberly and seconded by Commissioner Boelter to approve the October 27, 2020, agenda. 3. Consent Agenda 3.1 Secretary's Report • January 28, 2020 Meeting Minutes 3.2 Treasurer's Report ■ January, February, March, April, May, June, July, August, and September 2020 Revenue and Expense Reports ■ Commissioner Eberly asked about the library's maintenance costs during the shutdown and if those continued or not during that time. Mr. Portner confirmed that contracted services such as garbage and utilities etc. continued as normal during the shutdown. Ms. Schake concurred and stated that the library was only closed for 3 and half weeks before the curbside services began. Councilman Christianson asked about programming costs and where the money went that was not spent while programs were canceled. Mr. Portner said that money goes into a fund balance. There is also money Elk River Public Library Board October 27th, 2020 Page 2 that came from the Cares Act program related to Covid that will go towards the installation of upgraded lighting, cleaning the building, etc. Also, the money that did not go towards the story time program on Mondays goes back into the fund. Commissioner Eberly asked if the reserve is still $400,000 and if there was enough money to do something exciting. Mr. Portner confirmed that it is. Ms. Schake added that the wi-fi was updated and the chairs were upholstered since our last meeting. Chair Keifenheim pointed out that heating and plumbing issues can arise but that she is hopeful that in April the board could do a walk through of the building and grounds and make some choices on CIP items and possible upgrades. Moved by Commissioner Eberly and seconded by Commissioner Dreissig to approve the Consent Agenda. Motion carried 5-0. 4. Open Forum S. General Business 5.1 New Business a. Plant replacement -Jayne Dietz and Eileen Stombaugh ■ Ms. Stombaugh has been volunteering her time weeding and maintaining the gardens around the library. Ms. Dietz and Ms. Stombaugh presented some photos showing the washout of the current raingarden that is located between the parking lots at the library. She and Ms. Dietz proposed some options of plants to replace missing ones in the rain garden and a price estimate from a local greenhouse, 101 market for the plants themselves and installation of them. ■ Ms. Dietz and Ms. Stombaugh proposed 8 hydrangeas and 12 black eyed Susan's with a total of $976.90 to be placed into the garden by 101 market. The city parks maintenance department has agreed to do mulch and move the boulders that are currently too close to the curb. Dave Anderson has offered to supply granite to go into the garden as well. ■ Ms. Dietz said that she just wanted to present the plan and hopefully hear back on a decision from the board in January if the board approves it. Commissioner Eberly thanked Ms. Stombaugh and Ms. Dietz for their volunteering and for coming and presenting to the board. ■ Commissioner Eberly asked if there is regular manual maintenance plan through the city due to the lack of maintenance to the gardens other than by volunteers. Mr. Portner said he was not sure on the landscaping and general maintenance plan for that area of the city but that he would check on that and get back to the board. That area of NATURE Elk River Public Library Board October 27th, 2020 Page 3 garden needs heat and salt tolerant plants due to the parking lot plowing. • Ms. Stombaugh said that she started volunteering 2 years ago. Mr. Portner thanked her for doing that. Chair Keefenheim thanked her as well. ■ Chair Kiefeneheim expressed concern that the Eagle Scouts had just put in plants 2 years prior in the raingarden. She questioned if the damage happened after those plants were put in. She expressed concern that garden needs careful consideration when putting anything there due to the erosion and salt damage etc. She also asked about where the wooden garden boxes went that had been in the raingarden space. Ms. Stombaugh said she took them down due to being rotted out. She said she had permission from Mr. Hecker, the Director of Parks and Recreation. ■ Chair Keifenheim and Ms. Schake stated that the Master Gardeners did come looking for the boxes and asked where they went. Chair Keifenheim said that if the Master Gardeners are still interested, she would like to continue the program with them. Commissioner Eberly asked if we had a contract with the master gardeners. Ms. Schake said we did have an agreement with them but that the program was canceled this year due to covid. Ms. Schake said that the Master Gardeners should have been involved in the decision to remove the boxes. Ms. Schake asked the board to reinstate or continue the program with the master gardeners if they wish to continue. Commissioner Eberly suggested that the board may offer to replace the wooden boxes and agreed that the program is good for the kids and the library. Ms. Dietz apologized for removing the boxes but that they were in very bad condition and that she and Ms. Stombaugh had asked Mr. Hecker for permission first. The board suggested maybe moving the boxes to a different location when they are replaced. Chair Keifenheim would like to hear from the Master Gardeners before approving a plan for the garden She suggested tabling this discussion until January or the April walk through. Ms. Schake agreed that she would like to involve the Master Gardeners in these discussions. Ms. Schake said she can contact two chair people of the master gardeners and invite them to attend a walk through in April. Commissioner Dreissig said that would be too late since April is already planting season. She said that they could invite them to the January meeting since they have been around the property quite a bit and should be familiar with it. Ms. Dietz said she was bringing this before the board now with hopes of having an answer in January. Chair Keifenheim said she would like to table the decision until January due to the concerns the board had and encouraged the board to make a decision. Either Ms. Schake or Commissioner Hegarty will reach out to the Master Gardeners to see if they would like to attend the January P I I E 4 t i f T N4:i R� Elk River Public Library Board Page 4 October 27th, 2020 meeting. It was also suggested to see if Justin Femrite would be able to attend as well to address the concerns about grounds maintenance. Ms. Dietz and Ms. Stombaugh left the meeting at 6:27pm. Moved by Commissioner Boelter and seconded by Commissioner Hegarty to table the discussion surrounding purchasing new flowers for the raingarden and to talk to master gardeners to see if they would like to continue their involvement. Motion carried 4-1. 5.2 Old Business a. Continue discussion of by-laws, board and mission statement, facility improvements -Cal Portner Elk River City Administrator ■ Discussion picked up where it left off at the last meeting in January when the board discussed the bylaws and responsibilities of the board. The board reviewed the table graph that Mr. Portner had drawn up at the last meeting. With the goal of reestablishing purpose, six different areas were identified. ■ Commissioner Dreissig asked if these six goals would replace Article 4 in the bylaws. Mr. Portner said yes. Chair Keifenheim said that while also of the things the board would like to do to help the library are on hold due to Covid, they are still pertinent. ■ Mr. Portner said that the top row on the graph would be in the bylaws and the second row would be in the work plan and may change yearly. ■ Commissioner Eberly asked Mr. Portner what he sees as a future for the library board. Mr. Portner said it was not his role to say. Mr. Portner explained that the original library board was formed to assist in decisions being made when the library was moving from the old location to the new building. Now that the library has several years established at the new location the library boards goals have changed. • Commissioner Boelter said she would like to do new things with the library board. Commissioner Eberly said she is excited about this new plan. Chair Keifenheim said she thinks the library board does a good job of helping to give input to the library by looking at it through the community's eyes. ■ Commissioner Eberly asked if they still need a budget. Mr. Portner said it would be for consideration of investments and that the library board could help with new purchases and upgrades. He said that the board is helpful to the library as far as giving input regarding what Patrons want. • Mr. Portner asked the board if they would like to make a motion to confirm the changes to the bylaws regarding Article 4. !AIEkE1 If NAIL R Elk River Public Library Board Page 5 October 27th, 2020 Commissioner Dreissig clarified if the bottom items on the table would be included. Mr. Portner and Chair Keifenheim said no. Moved by Commissioner Hegarty and seconded by Commissioner Eberly to put supporting library staff, ensure safe and welcoming atmosphere, promote library, represent and advocate for residents, plan physical improvements, connect with community partners into Article 4 of the bylaws and have a working document for the details of those responsibilities . Motion carried 5-0. ■ The board then discussed their "Purpose" in Article III of the bylaws. They would like it to say something about community. Commissioner Eberly suggested a new purpose..." To oversee the physical facility and grounds housing the Elk River Public Library and to promote the best possible use of all library resources to the entire community. • The board would like to revisit Article III at the January 2021 meeting. ■ Ms. Schake said she really appreciates where the board is headed with their goals and Ms. Canter agreed. • Mr. Portner brought up Article 9 of the bylaws. He said it would be important for the board to report their activities to the council each year as well. Mr. Portner said right now there is a bit of disconnect. Commissioner Dreissig pointed out that at the work session in December last year the Mayor said it would be nice to hear from the board. Commissioner Dreissig brought up that goals for next year are part of something she would like to work on with the board. Councilman Christianson said that the council has work sessions after each meeting. He said that Spring would be a better time. Ms. Schake's report is usually in April or May and that is a better time to add things to the budget. Commissioner Dreissig said that there has never been a budget issue that she is aware of. Mr. Portner said that it would be a chance for the board to suggest how to spend the money. The board discussed reporting at the council meeting each year with Ms. Schake when she presents her annual report. The board would report on the past year and goals for the next year. Ms. Schake confirmed that she would like a board member to attend with her. Commissioner Eberly suggested that the board amend Article 9 to add that the library board would make an annual report to the city council to include updates and goals. Mr. Portner typed this out on the worksheet as: The Library Board shall provide an annual report to the City Council to include updates and goals. E The board would like to talk about Article 10 in January and discuss the meeting dates for 2021. I®�REI 11 NATUREI Elk River Public Library Board October 27th, 2020 5.3 City Council Report Page 6 ■ Councilman Christianson told the board about some updated lighting improvements at the library and other budget updates. Mr. Portner expanded on the details of the lighting in the library. It will be LED lighting. He also announced that the new name for the multipurpose facility that was just built is now Furniture and things Community Event Center. 5.4 Patron Services Supervisors Report Ms. Canter presented her staff report. She also added that HOOPLA is a streaming application now on the libraries website that offers a variety of entertainment options for free to users. The board and staff wished Ms. Canter good luck and thanked her for her service as she moves on and will no longer be supervising the Elk River location. 5.5 Library Services Coordinator Report ■ Mrs. Schake presented her report. 5.6 GRRL Trustee Report ■ No report 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 7:55pm. Minutes submitted by Dawn Larson. Tina Allard, City Clerk Rita Dreissig, Chair rI■(III a NATURE