1. Call to Order 2. Approve Agenda 3. Approve Minutes 4. Public Comment 5. Director's Report 6. Library Financials 7. Approval of vouchers (Action) 8. Unfinished Business: City of Lake Elmo NOTICE OF MEETING The Lake Elmo Library Board Wednesday, May 10, 2017 6:30 p.m. Lake Elmo Public Library Meeting Room 3537 Lake Elmo Ave. N AGENDA a. County Agreement/Negotiations (Potential Action) b. Next phase of library renovation (Potential Action Update} c. Service to Family Means and Teen Intern (Potential Action} d. Library Budget Update (Potential Action} e. Parking Lot (Update and Potential Action) f. Walking Path North of Library (Update and Potential Action) g. Old Computers to Community School of Excellence (Potential Action) 9. New Business : 10. Future business: 11. Committee Reports - brief oral reports. (Reminder: No actio ns should come forward here. Action items should be submitted beforehand and listed as a separate item on Agenda}. Collection Personnel Friends of LEPL Ad hoc - building use Volunteer Coordinator 12. Calendar: see attachment (none submitted} a. Meetings Schedule: 1. Collections 5/24 3 pm 2. Personnel tbd 3. Regular board meeting 6/14 6:30 pm 4. Friends 5/113:00 pm 5. Ad hoc building renovation 3/7 6pm 13. Adjourn
3. Approve Minutes I don't yet have the minutes from the April meeting or the Special Meeting of 5/3/17 but will provide them as soon as I have them. Minutes of Lake Elmo Library Board Library Community Room April 12, 2017 1. Call to order: The Meeting was called to order by Board President DeGree at 6:33 p.m. in the Lake Elmo Public Library Meeting Room. 2. Attendance: Board members: President Thomas DeGree, Vice President Paul Ryberg, Steve DeLapp, Brett Emmons, Julie Fliflet, Judy Gibson, Emily O Connor, Margo Sieleni, Barry Weeks, Director Nate Deprey, City Administrator Kristina Handt, Family Means Director of Youth, Tom Yuska, visitors, Monica Brower, Susan Dunn, Jan Frederick, Tim Frederick, Trina Joyce, Robert LeMonds, Judy Lepp, Bob Lepp, Marjorie Mangene, Joyce Murray, Mayor Mike Pearson, Anne Salisbury, Lee Salisbury, Pat Stowman, Barbara Swanson, Julene Swenson, Larry Weiss, Dick Wier, Bernie Wilke, and Mary Williams. 3. Paul opened the meeting by saying that long time Board Member Sarah Linder had submitted her resignation effective immediately. 4. Approval of agenda: Motion/Second/Pass (M/S/P) DeLapp/Ryberg/ 9-0 To approve tha Agenda with the relocation of a presentation from Family Means to the beginning. 5. Changes to Draft Meeting Minutes for February -- Fliflet and DeGree were not present. The meeting was called to order by Vice President Paul Ryberg. 6. The President introduced new Board Member Barry Weeks, who noted that as a child growing up in Lake Elmo, he frequented the library. 7. Thanks were received from Sarah Linder for recognizing her service to the Board with the gift of a book.
8. Family Means connection to Cimarron Park Tom Yuska spoke about the ties of Family Means to Cimarron Park since 2008. Cimarron is a residential community in Lake Elmo that began in the late 1960's and has about 400 manufactured and mobile homes in the SE corner of the City.Tom indicated that the Park has about 280 children of ages K-12, with 84% provided reduced or free school lunch. In 2015, Family Means built a Youth Center in the Park to provide a variety of services for the younger residents of the Park. He discussed opportunities for the Library to add to the Youth Center programming and will contact Library Staff in preparation for summer programming. Tom will contact Nate about the summer reading program kick-off in mid-june 9. City Administrator Kristina Handt said that she had that in March, she promised to return to meet with the Library Board before going to the Council with the County stipulations for having the Library rejoin the Washington County Library System (WCLS). Kristina, the City Attorney and Nate were involved in preparing a proposal they believe is in the best interests of the residents of Lake Elmo. (The proposal is in the attached Resolution.) The Board asked the Administrator questions that could not be answered at this meeting. a. Does this proposal mean the end of meaningful volunteer? b. What is the reason for giving the County $200,000 as a condition of County approval? c. What happens if the County closes the library at the end of its 4 year commitment? d. How is this statement legally possible? no later than August 1, 2017, City of Lake Elmo residents will have access to MELSA resources. e. What is the legal definition the City Attorney approved for this sentence... the City would recover some costs in the event of a sale of the (Library) property by the County to a third party. f. Will the city programs continue to occur in rooms outside the Community Room during Library hours? 10. Public Comments Tim Frederick Why would the city want to close the 2 nd best thing going in Lake Elmo? Joyce Murray One public space is not adequate for the many events. The residents are in the dark about the potential to loose the city library and many of its services, including an 8 hour week reduction in Library hours as a start.
Julene Swenson - The City Library has over 20 outreach programs in addition to books and e-resources, etc. The 1,000 books before Kindergarden, Power-Up and the teen volunteer program with 20 students participating as mentors in the summer reading program for younger students are not available in any other county library. Margo Sielini The County has no legal right to prevent our library from becoming an associate library. Why isn t this being pursued? Judy Gibson The County says it will not allow Lake Elmo to become an associate library as this is not part of the County Library Stategic Plan. Sue Dunn Our library should be an associate library. It functions just as the Stillwater and Bayport libraries do. She thought this was an effort on the part of the County to expand the tax base supporting libraries outside Lake Elmo. Mike Pearson the agreement is solid, but has come concerns. Others have been addressed. Trina Joyce We need to keep the smaller meeting rooms for many smaller group gatherings Robert LeMonds - We have control. Would hate to see it turned over to a large bureaucracy. There are many loose ends and the residents have no idea what is going on. Sue Dunn We need to let the residents know what is happening. The only information so far is electronic and many residents do not read the City e-resources. Julie Fliflet - It is wrong that a decision this critical would be made without resident knowledge and approval. Kristina Handt I must have a firm response to the Council by May 3 in time for the County 2018 budget. M/S/P Fliflet/Ryberg 9-0 The Board approves immediate preparation of a letter for city wide distribution to inform residents of what the County is proposing about giving the City library to the County and seeking comments.
M/S/P Fliflet/DeLapp 9-0 To postpone further discussion until a Special Meeting on May 3, 2017 at 6:30 PM. 11. Director s Report No comments to the written report 12. Financial Report Gibson asked what our budget is? It was stated that staff doesn t know. Gibson said we must have an updated budget to move forward for the rest of year. 13.Vouchers M/S/P Gibson/Ryberg 9-0 -- To approve payment of vouchers for $6,700.74 14. Interior Renovations M/S/P Sielini/Gibson 9-0 To table discussion of renovation work until the next regular meeting. 15. Parking Lot Emmons said the construction documents are 90% complete and subject to evaluation of soil borings and the potential for increased cost if The library is required to meet city highway design standards. The work will be bid out as soon as documents are complete. 16. Volunteer Report Gibson reported that there were no changes since the last meeting. 17 Adjournment The Meeting was adjourned by DeGree at 8:15 PM Respectfully submitted, Steve DeLapp, recording Secretary
5. Director's Report
2016 Circulation Check Out Renewal Total Circulation 2017 Circulation Check Out Renewal Total Circulation January 1608 266 1874 January 1678 343 2021 February 1773 270 2043 February 1599 368 1967 March 2107 405 2512 March 2249 465 2714 April 2133 339 2472 April 1776 383 2159 May 1847 359 2206 May June 2703 495 3198 June July 2140 650 2790 July August 2366 564 2930 August September 1801 442 2243 September October 2035 404 2439 October November 1995 441 2436 November December 1700 422 2122 December Total 24208 5057 29265 Total 7302 1559 8861 The Lake Elmo Public Library has 2742 registered patrons
LEPL Attendance Statistics - 2017 Month Janu January February March April May June July August September October ATTENDANCE Children's Programs 68 63 106 157 Adult Programs 216 242 300 264 Meeting Room Use 115 105 86 133 Door count 4012 2625 2699 2700 computer use 90 73 77 96 number of children's programs 4 5 7 12 number of adult programs 17 20 22 20 number of meeting room uses 12 15 7 13 Reference questions 70 72 68 48 April programs: cafe philo, storytime, knit night, movies, tai ji, Maker Space, Boy Scouts, Girl Scouts, coloring club, Senior cards, ham radio, senior cards, Summer Reading Program planning, Brownies, Daisys, Spin Guild
6. Library Financials What follows is the most recent financial provided to the library with some projections that are subject to change after the library board's special board meeting on 5/3/17.
REVENUE 2017 Draft Budget 2017 Year to Date 2017 Year End Projection s Notes Current Ad Valorem Taxes $256,957.00 $0.00 $256,957.00 Rental Income $0.00 $0.00 $0,00 Interest Earning $0.00 $0.00 $0.00 Miscellaneous Revenue $0.00 $0.00 $300.00 Donation $4,000.00 $0.00 $2,000.00 Total Revenue $260,957.00 $0,00 $259,257.00 EXPENSE FT Salaries $49,995.00 $17,135.70 $49,504.00 Director wage Increase declined by director PTSaiaries $27,047.80 $12,010,65 $39,423.15 Includes significant wage incre ases for PT staff above 2017 Budget Ammont PERA Contributions $4,555.00 $2,186.02 $5,500.00 FICA Contributions $3,895.00 $1,733.09 $4,500.00 Medicare Contributions $910.00 $405.30 $1,100.00 Health/Dental Insurance $15,223.00 $0,00 $15,223.00 Unemployment Benefits $0.00 $0,00 $0.00 Workers Compensation $350.00 $0.00 $350.00 Library Service Supplies $1,500.00 $0.00 $750,00 Office Supplies $3,500.00 $850.65 $2,000.00 Library Collection Maintenance $45,000.00 $19,044.13 $35,000.00 Could fluctuate slgnlflcantly depending on County Decision Computers and office equipment $10,000.00 $259.22 $700.00 Computers Purchased at the end of 2016 instead Legal services $4,000.00 $415.91 $1,000.00 Contract Services $6,000,00 $250.00 $5,000.00 Telephone $1,800.00 $375.11 $1,500.00 Internet $2,000.00 $101.28 $2,000.00 Information Technology (Equinox) $3,200.00 $6,153.58 $11,100.00 IT Service contract included Information Technology Network Maintenance $0,00 $0.00 $0.00 Software $0.00 $220.12 $660.00 Office and Windows subscriptions Insurance $2,200.00 $0.00 $2,200.00 Utilities $8,000.00 $2,437.30 $8,000.00 Refuse $600,00 $151.65 $600,00 Repair/Maint Bldg $30,000.00 $55,778.00 $60,000.00 Restroom Project Repair/Maint NOT Bldg $0.00 $0.00 $0.00 Repair/Maint Eqip (out-lh Imp $0,00 $12.86 $50.00 Library Card Reimbursements $32,000.00 $15,966.08 $40,000.00 Could fluctuate significantly depending on County Decision WA Cty service fee $0.00 $0.00 $0.00 Library service improvements $0.00 $0.00 $0.00 Misceiianeous $1,000.00 $0.00 $0.00 Charges included In Card Reimbursment/Miscellaneous Building Purchase Repayment $0.00 $0.00 $0.00 Building Property Tax $0.00 $0.00 $0.00 other Equipment $0.00 $0.00 $0,00 Subscriptions $0.00 $0.00 $0.00 Conferences & Training $2,500.00 $0,00 $1,250.00 Programs $5,180.00 $0.00 $0.00 Charges included in Card Relmbursment/Miscellaneous Inte rna l Charges $500.00 $0.00 $0.00 Associate Library Charges Equipment Associate Library Charges service Charges Total Library $260,955.80 $135,486.65 $287,410,15
7. Approval of Vouchers (Action) Included in this month's vouchers are the two charges set for approval at the special meeting.
#NAME? $ DESCRIPTION date Submitted Submitted to City Amazon $947.09 Adult books, Juv books, DVDs 4/10/2016 5/10/2017 Amazon $81.04 Printer and Office Supplies Amazon $661.90 Program Supplies Washington County Library $1,317.00 Library Card Reimbursement 5/1/2017 5/10/2017 Stillwater Public Library $1,140.00 Library Card Reimbursement 5/1/2017 5/10/2017 Clear Channel Outdoor $2,625.00 Billboard for Month of May and production 5/1/2017 5/10/2017 Douglas Danks Associates $812.50 Architecture work 5/2/2017 5/10/2017 Coordinated Business Systems $576.79 IT Support 4/28/2017 5/10/2017 New York Times $234.00 Subscription Balance 4/16/2017 5/10/2017 Baker & Taylor $20.49 Books 4/14/2017 5/10/2017 Baker & Taylor $11.05 Books 4/14/2017 5/10/2017 Baker & Taylor $41.92 Books 4/14/2017 5/10/2017 Baker & Taylor $61.60 Books 4/19/2017 5/10/2017 Baker & Taylor $26.04 Books 4/19/2017 5/10/2017 Baker & Taylor $135.80 1000 Books before K prizes 4/27/2017 5/10/2017 Baker & Taylor $27.11 Books 4/27/2017 5/10/2017 Baker & Taylor $248.22 Books 4/27/2017 5/10/2017 Baker & Taylor $25.81 Books 4/27/2017 5/10/2017 Overdrive $3,184.18 ebooks 5/5/2017 5/10/2017 Tom DeGree $1,160.03 Reimbursment for mailing 4/20/2017 5/10/2017 Bayport Printing House $1,483.00 Community Mailing 4/21/2017 5/10/2017 Total $14,820.57
Ba.County Agreement/Negotiations (Potential Action) Councilmember Fliflet asked that this be included on the Agenda. I have no packet enclosure at this time.
8b. Next phase of library renovation (Potential Action/Update} I have no update or packet enclosure at this time.
Be. Service to Family Means and Paid Teen Intern (Potential Action) I will send out a separate report updating this item on Monday.
8d. Library Budget Update (Potential Action) I'm including a reprint of the financials for potential discussion or action.
i REVENUE 2017 Draft Budget 2017 Year to D te 2017 Year End Projections Notes Current Ad Valorem Taxes $256,957.00 $0.00 $256,957.00 Rental Income $0.00 $0.00 $0.00 Interest earning $0.00 $0.00 $0.00 Miscellaneous Revenue $0.00 $0.00 $300.00 Donation $4,000.00 $0.00 $2,000.00 Total Revenue $260,957.00 $0.00 $259,257.00 EXPENSE FT Salaries $49,995.00 $17,135.70 $49,504.00 Director wage Increase declined by director PT Salaries $27,047.80 $12,010.65 $39,423.15 Includes significant wage Increases for PT staff above 2017 Budget Ammont PERA Contributions $4,555.00 $2,186.02 $5,500.00 FICA Contributions $3,895.00 $1,733.09 $4,500.00 Medicare Contributions $910.00 $405.30 $1,100.00 Health/Dental Insurance $15,223,00 $0.00 $15,223.00 Unemployment Benefits $0.00 $0.00 $0.00 Workers Compensation $350.00 $0.00 $350.00 Library Service Supplies $1,500.00 $0.00 $750.00 Office Supplies $3,500.00 $850.65 $2,000.00 Library Collectlon Maintenance $45,000.00 $19,044.13 $35,000.00 Could fluctuate significantly depending on County Decision Computers and office equipment $10,000.00 $259.22 $700.00 Computers Purchased at the end of 2016 instead legal services $4,000.00 $415.91 $1,000.00 Contract Services $6,000.00 $250.00 $5,000,00 Telephone $1,800.00 $375.11 $1,500.00 Internet $2,000.00 $101.28 $2,000.00 Information Technology (Equinox) $3,200.00 $6,153.58 $11,100.00 IT Service contract Included Information Technology Network Maintenance $0.00 $0.00 $0.00 Software $0.00 $220.12 $660.00 Office and Windows subscript ions Insurance $2,200.00 $0.00 $2,200.00 Utllitles $8,000.00 $2,437.30 $8,000.00 Refuse $600.00 $151.65 $600.00 Repair/Main! Bldg $30,000.00 $55,778.00 $60,000.00 Restroom Project Repalr/Malnt NOT Bldg $0.00 $0.00 $0.00 Repalr/Maint Eqlp (out-lh Imp $0.00 $12.86 $50,00 library Card Reimbursements $32,000.00 $15,966.08 $40,000.00 Could fluctuate significantly depending on County Decision WA Cty service fee $0.00 $0.00 $0.00 library service improvements $0.00 $0.00 $0.00 Mlscellaneous s1,ooo.oo so.oo $0.00 Charges included in Card Relmbursment/Miscellaneous Building Purchase Repayment $0.00 $0.00 $0.00 Building Property Tax $0.00 $0.00 $0.00 Other Equipment $0.00 $0.00 $0.00 Subscrlptlons $0.00 $0.00 $0,00 Conferences & Training $2,500.00 $0.00 $1,250,00 Programs $5,180.00 $0.00 $0,00 Charges Included In Card Reimbursment/Miscellaneous Internal Charges $500.00 $0.00 $0.00 Associate Library Charges Equipment Associate Library Charges service Charges Total library $260,955.80 $135,486.65 $287,410.15
Be. Parking Lot (Update and Potential Action) In the aftermath of the special meeting I'm wondering if the Board would like to turn this project over to the City for completion.
Bf. Walking Path North of Library (Update and Potential Action) As this was not addressed in the resolution passed at the special meeting is this a project the board is still interested in pursuing?
8g. Old Computers to Community School of Excellence (Potential Action)
11. Committee Reports
Volunteer Coordinator Report April, 2017 Once again, volunteers donated hours and hours to the library. Some volunteers go above and beyond. This month features Paul Ryberg who teaches Taiji on Monday and Thursday mornings. One of Paul's students, Margie Crone, who just happens to work at the Minneapolis Institute of Art, arranged for the class to go on a tour of the Asian Art collection at the institute. Margie guided them through the various rooms and even stopped to show them the ins and outs of an authentic Japanese tea ceremony. After their tour the group moved out to the courtyard where Paul, accompanied by Kimberley Sandberg, led them in the Tai ji movements they've come to know so well. Here are some pictures of their field trip. (Photos by Figgy) Thanks to LEPL Facebook for this story and hotos.
Total quantity signed up by user 04/01/2017 and 04/30/2017 First Name Last Name Qty Signed Up Anne Salisbury 16 Bob Harris 12 Claude Forshier 17 Grant Erickson 3 Joyce Murray 48 Julene Swenson 48 Karen Johnston 12 Kerstin Kessler 10 Mary Williams 12 Roger Kapsner 9 naom1 miller 3 Total 190 Other volunteers donated time that is not recorded on the SignUp website. Karen Johnston, catalog, desk 13 Candace Ryberg, catalog 20.5 hrs Nathan Huntley, Summer reading, catalog 4 Paul Ryberg, Tai ji 8 hrs. Sarah Linder, 48 hrs. Grant Erickson, weeding 2 hrs. Rosemary Meier Total for 2016 = 355.5 hrs. Total all hours 285.5 Comparison of number of volunteers and volunteer hours reported each month Month Total sign up hours Number of Volunteers working January '16 280.5 18 February 217 18 March 249 18 April no info 11 May 223 10 June 222 9 July 263 9 August 216 11 September 223 9 October 247 10 November 240 11 December 243 11 January '17 233 12 February 228 12 March 299 17 April 285.5 17