LakeElmo Public Library
3537 Lake Elmo Ave. N.
Lake Elmo, MN 55042
Library Board Meeting May 14, 2014 – Minutes
The May 14, 2014, Lake Elmo Library Board meeting was called to order by President Sarah Linder. Those present included Paul Ryberg, Brett Emmons,Steve DeLapp, and Ann Bucheck.
2.1 Public – Jim Berry () PO Box 16206, St. Paul MN, 55116 – Submitted MN Statutes 134.34 copy He was upset in the past that Co. temporarily closed N. St. Paul where he had lived and used the library. We should approach other Counties’ libraries (Dakota, Ramsey) to offer payment to them and get benefits through them. We should also go to MELSA and with our financial contributions to MELSA we should go to them demanding they help us since that is their mission. We should not go to MELSA looking to jump through their hoops – that is not necessary on our part, we should be getting assistance and services from them.“Obligation” of MELSA.
St. Paul pioneer press is helpful for us – David vs. Goliath story. Contact Lori Sturdevant about writing about us to get more support. She is very connected and could help get the message out and more support for us. John Marty may also be an asset. Governor Dayton may also be sympathetic – small person not getting help. Legacy funds could also be another source.
Minutes: Thanks to Ann & Marjorie for doing them. Minutes accepted without change.
Directors Report: M/S/P Ann – The Board should reach out and thank Julene Swenson for work with Elks funding. Linda went to the dinner with Julene and received $1,500 and must be used by Aug. 2014. June 2 kick off of how to spend funds along with Rene Murray. Linda - School (elementary) will do a walk through. Highlighted higher circulation #s (especially Tumblebooks).
Friends of Lake Elmo Library Report by Paul: Deposited funds ($210). They should submit written reports in future.
Committee reports:
Collections by Paul: Recommended $49K budget. Greener Read to be discussed(item below). Some shelving changes.
Facilities by Sarah: Short meeting. Linda should dispose of computers (item below).
Finance by Ann: Spreadsheet. Cathy Bendel – relations improving and more prompt with requests, but still trying to figure out some other things how Cathy does things (e.g., no health care costs reflected). Measurable improvement in understanding how city handles costs.
June 10, 6:30 PM meeting with city council workshop on Quality of Life – give report on the Library status and budgeting (part of annual report) led by Linda. Cathy will help us classify our 2015 budget per city style (for discussion with city). Best if all Board members show up (to show interest and for questions – not get bogged down in details). Ann taking Tech Soup learning course.
Outreach/Program by Ann: May 29, 2014 Trisha Cornell – Farmer’s Market. 1,000 books before kindergarten. Reading program starts soon. Want 3M science wizard person (Sarah knows someone). Thank Mr. Gorman for ice cream cone gifts to readers. Medallion hunt will happen again this year.
Personnel by Marge: Marge absent and no report.
Unfinished business:
Assimilation discussion. Moved to Table until Mike & others here (M-Ann, S–Paul. Passed unanimous).
The ad hoc committee on new space – Hand sketch of Steve’s draft layout (color version did not get to Linda for distribution, but work was done). Items are budget items.
M/S/P.Ad hoc committee recommended to Board to approve their plan and budget ($4,497) to proceed with renovations and furnishings of front area (see Ad hoc committee motion). Minus $698 from budget per. Moved per committee recommendation to act on the ad hoc committee plan. Amended to allow costs up to $6,000. Request ad hoc committee continue to see the project through to finalization (ribbon cutting) and help move books. Approved unanimously. Big Thanks for their excellent work! Steve D., Bob Pike on build out and Hunter Schiltz who painted walls (painter by trade) were also acknowledged and thanked.
Board Committee Structure – Sarah reviewed our by-laws on committees. Can be appointed by Chair. Other “outside” members can be on committees. Thanks to Marge on extensive work on committees and produced proposed guidance. Committees also addressed at our retreat. Section 20 , pg. 20 – Roles discussed. Sarah read the Committee Guidelines.
M/S/P Approval of Committee Policies (excluding item 11) as corrected. Approved unanimously. M-Steve, S-Paul. Ann – timing of annual reports? -For consideration at first Board meeting of the year. Sarah – discussed committee reporting (submit report on meeting, but not minutes).
M/S/P Item 11 – A short committee report will be given orally at each meeting if the committee chair chooses to do so.
Committees – Chair would like feedback on her suggested committees (Chair can create them per by-laws) - Finance, personnel, facilities, collections, outreach & programs.
M/S/P – Agree with Chair’s suggested committees. M-Steve, S-Ann. Unanimously approved.
Committee Chairs:
Finance – Ann. Members: Paul Ryberg, Marjorie Williams
Personnel – Marjorie. Members: Rosemary Meier, Candice Ryberg, Paul Ryberg
Facilities – Steve & Brett (co-). Members: Bob Pike, Todd Williams,
Collections – Paul. Members:
Outreach & Programs – Ann. Members: Julene Swenson, Joyce Murray, Rosemary Meier, Karen Johnston, Renee Murray, Jean Mattson
Committee chairs can also bring forward others who they want to be on their committee and manage their own applications process.
Committees should write their own job descriptions. The job descriptions will be kept. See the Board retreat summary.
Board Priorities for 2014 – Accomplished main task of setting Committee Structures. Done.
Issues raised by Jim Berry very interesting. Could ACLU be legal help? Future meeting discuss Legacy funding help.
New business:
M/S/P Approval for vendor payments. M-Paul, S-Steve. Approved unanimously. Note - many are pre-approved items.
M/S/P M-Paul, S-Steve. Approved unanimously. Approval of audiotaping board meetings going forward when administratively possible.
Video/Audio Taping of Board Meeting – using city’s audio tape machine including today. Are other city committees video recorded? – Planning yes, other committees (Parks, etc.) no. Do not like the idea of traditional council linear table. Better to keep in roundtable format. We could use multiple cameras for multi angles. Continue with audiotaping and hold off discussion on videotaping. We definitely want to meet at the library, not somewhere else. Ask city to help us figure out how we would video. Perhaps cable service is required to serve us too – ask at city hall about it.
M/S/P M-Steve, S-Brett, Approved 2014 Amended Budget
2014 Budget Update Proposal – Ann –reviewed each line items and where the projected costs come from on monthly summary sheet (showing actual plus projected for rest of year).
M/S/P M-Steve, S-Paul, Approved 2015 Amended Budget (including 2% for inflation)
Presented 2015 Potential Budget. Do we want to go up was discussed. Covering at least 2% of inflation is reasonable to add to top line request. Need to point out the things that are being address/upgraded now after having paid down the building aggressively, e.g., staff, collections, building remodeling, etc.
M/S/P M-Paul, S-Steve,Motion withdrawn. - A Greener Read will do our collection of excess books for being donated.
A Greener Read replaces Better World Books service. A Greener Read is a local organization that is starting up. We prefer working with local company, understanding that Better World Books also has been a good service. A Greener Read has smaller drop boxes that are green. Should we keep the drop box inside the library so people enter the building?
Paul Ryberg left the meeting (9:50 PM) due to a bad cold and late hour.
M/S/P M-Sarah, S-Steve, Approved Collections legal actions under Sarah’s direction from delinquent leaser, 3-1. Ann voted against because she is concerned about putting good money after bad.
M/S/P M-from Facilities Committee. Approved Library to dispose of old computers and destroy HDs.
M/S/P M-Steve, S-Ann Approved Excel Energy renewable energy kiosk in library.
See Calendar. Outreach Committee in June cancelled.
Meeting adjourned at 10:10 pm.
Respectfully submitted,
Brett Emmons
Minutes for next Meeting: Steve D.