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3.1 LIBMIN 10-25-2022ver Members Present: Members Absent: Guests Present: Council Liaison: Meeting of the Elk River Public Library Board Elk River Community Room Tuesday, July 26, 2022 Chair Carole Boelter, Commissioners Isaac Blaske, Mary Keifenheim, Kelly Voss Michelle Hegarty none none Staff Present: Lori Lundstrom, Library Services Coordinator - GRRL Dawn Larson, Recording Secretary, City of Elk River Karen Pundsack, Executive Director -GRRL Tim Dalton, Superintendent of Furniture and Things Community Event Center I . Call Meeting to Order 2. 3. 4. S. 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 Boelter. Consider July 26, 2022, Agenda Consent Agenda 3.1 Secretary's Report ■ April 26, 2022, Meeting Minutes 3.2 Treasurer's Report ■ April, May, June 2022 Revenue and Expense Reports Moved by Commissioner Keifenheim and seconded by Commissioner Voss to approve the Consent Agenda with note to include only a summary report of the financials at future meetings. Motion carried 4-0. Open Forum General Business 3.1 Elk River Public Library Board July 26th, 2022 Page 2 5.1 New Business a. Review library community room reservation process changes and room rental rules. ■ Ms. Lundstrom said that she and Mr. McCormick reviewed the existing community room policy and the community room policy that the St. Cloud Great River Regional Library uses. Ms. Pundsack expressed that the board needs to approve the updated community room policy at this meeting to stay on track with the plan for the library to take over booking the community room reservations from the city by September 1". There will not be a $50 charge to use the room anymore. Commissioner Blaske asked if the public can come into the room during any booking per the new community rooms. Ms. Pundsack confirmed that public access to events in the meeting room is part of the GRRL community room renal policy, but it does not happen very often. Moved by Commissioner Keifenheim and seconded by Commissioner Blaske to accept the new reservation process and room rules. Motion carried 4-0. b. Discuss replacing staff work chairs and public comfy chairs ■ There are four comfy chairs by the fireplace and two in the back corner that Ms. Lundstrom has requested a quote on from Colbath Upholstery. When she is up in St. Cloud for a training, she will also get a price/quote from a store to purchase new ones up there. c. Indoor and outdoor walk through of building and grounds. ■ Ms. Larson added items identified on the walkthrough to the current zone/CIP priority list. Items included: windmill by the butterfly garden, crack in the orange ramp by the handicapped parking spot in the front, tree down by the butterfly garden, trimming needed around the fire hydrant by the book drop, crumbling concrete down the middle of the garbage storage area, sagging window stripping inside the window by the teen seating area, the corner window facing the road, and the window by the roof, crack on the front sidewalk leading down to roundabout. Commissioner Blaske asked if the city does a yearly walk through as well or does the library board have to make notes and let them know. Councihnember Christianson said that the board can always reach out to him if something comes up in between but he will follow up on the items identified in the walk through. The Master Gardener boxes are finally in on the east side of the library. Recently they had sixteen adults and kids working on the boxes. The boxes were moved from the parking lot rain garden area for safety and access to water. 11■E111 11 NATURE Elk River Public Library Board July 26th, 2022 Page 3 ■ During the inside walk through of the building it was pointed out that the kid's comfy chairs need recovering or replacement but the estimate that Ms. Lundstrom received was very high. Ms. Lundstrom recommends replacing the staff chairs and adult comfy chairs by the fireplace and two comfy chairs in the back corner of the library. Additional items identified on the list for follow up repairs included: hometown solar panel, ceiling tile in the large study room, and follow up on the bathroom in the front of the building that has an out of order sign on it. ■ The board asked Ms. Larson to update the zone report and CIP priority list based on the walk through and then send it to everyone. Councilmember Christianson agreed to follow up with the city staff and follow up before or at the next board meeting. Moved by Commissioner Keifenheim and seconded by Commissioner Blaske to approve the CIP items and replace the six staff work chairs and reupholster the six comfy chairs. Motion carried 4-0. d. Prioritize CIP items, recommendations for budget. ■ The board discussed the issues identified on the walk through and reviewed Ms. Lundstrom's recommendations. The board agreed that the priority was the six staff chairs followed by the six comfy chairs. e. Review yearly goals and create plan for annual report to council in October. Chair Boelter suggested she and Commissioner Keifenheim get together and create and update for the City Council meeting that Ms. Lundstrom will attend sometime in the fall. The board agreed that was fine since the same process was followed last year. 5.2 Old Business a. Updates on summer outreach opportunities for the board to participate in ■ Ms. Lundstrom explained that she had attended family day at the Elk River Farmers Market in June and July with a member of the Friends of the Library group. Commissioner Voss asked what the Friends group does. Ms. Lundstrom explained that they raise money for the library activities through the annual book sale which is one of the biggest fundraisers of the year. They also donate items for the prizes for the summer reading program. Ms. Lundstrom said that she may attend the farmers market again in August. All the Summer Reading Program performers have had high attendance. The last big event before summer ends will be the event for 1000 Books before Kindergarten. 5.3 Patron Services Supervisors Report a. Ms. Pundsack presented Mr. McCormick's report. INATUR� Elk River Public Library Board July 26th, 2022 Page 4 ' Ms. Pundsack added that Mayor Dietz told her he was going to email the board information about the open hours at the library changing. The city would not be interested in continuing the contract for the additional three hours of library staffing that the GRRL plans to reduce. Ms. Pundsack said that the Elk River library branch has lower usage now than in previous years. Commissioner Blaske asked for more details on that usage information and Ms. Pundsack said it is available on the GRRL website. 5.4 Library Services Coordinator Report ■ Ms. Lundstrom presented her report. 5.5 City Council Report a. Councilmember Christianson summarized the 2023 budget process that City Council goes through, listed the next council meeting on August 8''`, and max levy approval. 6. Announcements 7. Adjournment Moved by Commissioner Keifenheim and seconded by Commissioner Blaske to adjourn the meeting. Motion carried 4-0. The meeting adjourned at 7:38pm. Minutes submitted by Dawn Larson. Tina Allard, City Clerk Carole Boelter, Chair /aIEIFI 11 1RQE