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3.0 LIBMIN 10-26-20213.1 of Meeting of the Elk River Public Library Board ver Elk River Community Room Tuesday, July 27, 2021 Members Present: Chair Rita Dreissig, Commissioners Isaac Blaske, Mary Keifenheim, Carole Boelter. Michelle Hegarty Members Absent: none Guests Present: none Council Liaison: Garrett Christianson Staff Present: Robbie Schake, Library Services Coordinator - GRRL Dawn Larson, Recording Secretary, City of Elk River Justin Femrite, Public Works Director/Chief Engineer, 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 5:25 pm by Chair Dreissig. 2. Consider July 27, 2021, Agenda Moved by Commissioner Keifenheim and seconded by Commissioner Boelter to approve the July 27, 2021, agenda. Motion carried 5-0. 3. Consent Agenda 3.1 Secretary's Report ■ April 27, 2021, Meeting Minutes 3.2 Treasurer's Report ■ April, May, June 2021 Revenue and Expense Reports Moved by Commissioner Keifenheim and seconded by Commissioner Hegarty to approve the Consent Agenda with removal of Michelle Hegarty noted as present during April 27, 2021, meeting. Motion carried 5-0. Moved by Commissioner Keifenheim and seconded by Commissioner Boelter to approve the Revenue and Expense Reports. Motion carried 5-0. Elk River Public Library Board Page 2 July 27th, 2021 4. Open Forum S. General Business 5.1 New Business a. Building walk through ■ Those attending walked through the building noting some maintenance issues and old CIP items as well as adding some new CIP items. Ms. Schake noted that the Wi-Fi and projector in the library community room was updated. The entry way, children's area, and fireplace seating area were first on the walk through. It was noted that the lock on one of the entry way bathrooms had a maintenance issue as well as one of the ladybug lights in the children's area had a light out. Ms. Schake will put both of those issues in for a maintenance request with the city. Mr. Femrite also stated that he and Gary Lore, building maintenance supervisor, walked the building and grounds recently and made a check list for general maintenance issues that they need to take care of. The entire facility has been updated with LED lighting and weather stripping. Ms. Schake would like to move one of the smaller upholstered chairs in the children's area into the board book area cave. The chairs do need to be reupholstered or new ones need to be purchased. The patterned upholstered chairs facing the window by the fireplace area also need to either be replaced or reupholstered. ■ The fiction area and public computer stations were the second area of focus. It was brought up that the rug under the upholstered chairs in the fiction area needs replacing and Ms. Schake requested that the Board consider replacing five of the computer chairs used by the public and five of the staff chairs. Ms. Schake also pointed out the shelving units that are braced. Eventually they may need to be replaced when bracing is no longer sufficient. • The teen area and study rooms were third on the walk through. The Board pointed out that a cleaning of the upholstery is needed. Ms. Schake will place that request in the city maintenance system as well. The board reviewed the cork flooring between the teen area and the computer stations. Stains and wear and tear were identified. ■ The staff area in the back area of the library was last on the walk through. P0VF.Ir1! 1Y NATURE Elk River Public Library Board July 27th, 2021 Page 3 b. Grounds walk through and rain garden planting update with Justin Femrite, City of Elk River Public Works Director ■ The Board walked around the grounds and outside of the building stopping to review areas such as parking lot rain garden plantings, the library book drop, the southeast side of the building, the drainage area at the back of the building, and the northeast side of the building where the junior master gardener's planter boxes will eventually be placed. Due to Covid-19, the junior master gardener's program has been temporarily suspended by the University of Minnesota Extension Service which administers the program. ■ One half of the rain garden in the center of the parking lot was planted in June with plants purchases from Bachman's as show on the June financial report. The other half of the rain garden will be planted this fall. c. Prioritize CIP items recommended for budget next year. ■ The board returned to the community room after the walk through to discuss the areas of concern in the building and the grounds and to prioritize them. Commissioner Keifenheim asked Mr. Femrite at what point is it decided that the cork floor is a priority for replacement. Mr. Femrite said it is really at the discretion of the Board although the flooring is not considered hazardous at this point. With no other major concerns in the building over the next 4 to 5 years the flooring would be the next priority in his mind. Commissioner Keifenheim asked why the cork was the choice when it was installed. Ms. Schake and Mr. Femrite suggested for aesthetics' and sustainability as a guess. There also isn't a way to clean it to remove the stains. Commissioner Blaske asked if a rug could be placed over the cork to hide the stains. Ms. Schake said that could be an option. The Board next discussed the chairs in the children's area and the fireplace area. Commissioner Boeher suggested putting one of the upholstered chairs in the board book area before purchasing more. Ms. Schake said there is plenty of seating in the children's area right now to take a chair and move it elsewhere without it being missed. The Board also discussed possibly moving some of the chairs from the fiction area to the area by the fireplace, if need be, but the colors do not match, and fireplace chairs are larger than what is needed. The CIP items were identified as follows and numbered for priority. 1. Ten mesh back computer chairs. Five for the public and five for the staff. 2. Replace or re -upholstery the chairs by the fireplace area. 3. Replace the rug in the fiction area. 4. Move one of the upholstered chairs in the children's area into the board book area and consider purchasing another or reupholstering eventually. r�vIRII I NAIURE Elk River Public Library Board Page 4 July 27th, 2021 5.Cork floor in the teen area may eventually need to be replaced but not a hazard now. Will be a building maintenance issue for the Public Works Direction in the future. 6. Shelving to be replaced as needed if it can't be braced Moved by Commissioner Keifenheim and seconded by Commissioner Blaske to prioritize the CIP items stated above. Motion carried 5-0. d. Discuss library promotion ideas. ■ Chair Dreissig passed out the bookmarks to the board that were presented to the City Council and asked if the Board would be interested in passing something like it out to the community. Financing for promotional materials was discussed. Ms. Schake explained that when patrons donate to locally grown fundraising campaigns GRRL decides ahead of time how the money will be spent, and that information is included in the fundraising process. Ms. Schake explained that if the Elk River Library Board decided to do some marketing or promotions on their own, they would have to find a source for funding other than a GRRL fundraiser or do it without capital outlay. • Commissioner Boelter liked the idea of being out and about at community events to help promote the library. The Board suggested attending events such as Elk RiverFest, the farmers market, sharing things on Facebook page, and attending events held at the library. Ms. Schake reminded the board that it is a City of Elk River board, not a Great River Regional Library Board. The Board members can volunteer at city events as Library Board members and a quorum would need to be posted if more than 2 attended anything together. Karen Wingard is the Special Events Coordinator that oversees events for the city and the Board would be able to contact her regarding setting up a booth. Commissioner Keifenheim and Chair Dreissig said they would be willing to attend events to promote the library. Council member Christianson also reminded the Board that members of the community are welcome to come to open forum to share their thoughts as well. ■ It was agreed upon by the Board to table the subject until the October meeting and discuss potential ideas of promotion for 2022. Chair Dreissig asked if the library could promote its activities in the Senior Activity Newsletter. Ms. Schake said that would be up to the city but that the newsletter is for activities for at the Senior Center. 5.2 Old Business a. Review report given on June 21 at the City Council meeting ■ Chair Dreissig presented her report. b. Update on butterfly garden weeding 1 1 M E a E 1 I Y NAi'UR� Elk River Public Library Board July 27th, 2021 Page 5 ■ Chair Dreissig and Commissioner Keifenheim took some dead stalks out of the garden and cleaned it up. Councilmember Christianson and his family also did some garden cleanup and shaping. 5.3 Patron Services Supervisors Report ■ Ms. Schake asked the Board if they had any questions regarding that report. Chair Dreissig asked for clarification at what fines would be eliminated. Commissioner Blaske asked Ms. Schake at what point is a library item defined as lost? She explained that an item is considered lost if it isn't returned after 45 days. Ms. Schake explained GRRL is considering the eliminations of daily overdue fines, but not fees such as lost material fees. 5.4 Library Services Coordinator Report ■ Ms. Schake presented her report. She elaborated on the summer reading program. The number of kids signed up for the program was usually a 1,000 or more in previous years. Last year due to covid-19 it was only 100 mostly on the bean stack online reading tracker. This year the goal was 500 and the library had 725 sign ups. ■ The story strolls program is going well. 330 plus bookmarks were given out. The library has received 40 back. The story strolls program ends August 7`' along with the summer reading program. 5.5 City Council Report Councilmember Christianson presented his report. 6. Announcements 7. Adjournment Moved by Commissioner Keifenheim and seconded by Commissioner Boeher to adjourn the meeting. Motion carried 5-0. The meeting adjourned at 7:01pm. Minutes submitted by Dawn Larson. Tina Allard, City Clerk Rita Dreissig, Chair 1a9EAE1 I ATURE