1. Call to Order 2. Approve Agenda 3. 6.27.12 Minutes approval 4. Friends of Lake Elmo Library update 5. Library Director Report Moris 6. Financial report - Weis City of Lake Elmo NOTICE OF MEETING The Lake Elmo Public Library Board will conduct a meeting on Wednesday, July 25, 2012 Lake Elmo Public Library Meeting Room 3537 Lake Elmo Ave. N 6 p.m. AGENDA 7. Policy Manual review policies needed for opening 8. Discuss opening date for the Library a. Close interim one week before the party on Aug. 17? b. Conflicts with Labor Day weekend (9/1 3) and Lake Elmo Days(9/7 8) 9. Volunteer recruiting for new Library and volunteer training. 10.Plans for Coffee Shop. 11.Procedure for getting a replacement tenant 12.Furniture needs for Library 13.Work plan progress report, assign tasks a. Review of latest plan with scaled down bookcase selection. b. Building signage c. Strategy for what to do with the walnut bookcases (create storeroom for sorting/storage of books, other options?) 14. Discuss board meeting schedule change. 15. Adjournment
Minutes of Lake Elmo Library Board July 11, 2012 Meeting Room Lake Elmo Public Library Present: Board members: Steve DeLapp, Judy Gibson, Sarah Linder, Jenna Weis Alternates: Rosemary Meier, Paul Ryberg Staff: Library Director Olivia Moris Visitors: Brock and Dave Carlson 1. Call to order. President DeLapp called the meeting to order at 6:03 p.m. 2. Approve agenda. Motion: Gibson moved to approve the agenda. Ryberg seconded. Passed unanimously. 3. Minutes of 6.27.12. No corrections or additions to the minutes. 4. Friends of the Library update. Gibson said she attended the Friends meeting and asked that group if they were in agreement that the Friends would be the vehicle to accept all donations to the library. She said there was a consensus to agree with that policy from the library board. Linder said the Friends are planning a volunteer appreciation party. Gibson said the party is scheduled for August 17, a Friday, from 4 to 6 pm. She said the Wine Company offered to provide some wine. Motion: Gibson moved that the library board accept the Friends proposal to have a volunteer party in Room 1 on August 14. Weis seconded. Passed unanimously. 5. Library Director Report. Moris said she set up a Flickr account where library photos are posted, and she set up a Gmail account for the library. The email address is lakeelmopubliclibrary@gmail.com She is looking into Facebook and Twitter. She has ordered her business cards and is looking into ordering some pens to advertise for the library (a donation from a business). She set up the voice mail for the library, which says the library is not open yet. Moris said she and DeLapp reported to the City Council at their last meeting and she said she thought it went well. Moris said the catalog is up to 926 books, and the catalogers are doing well, and no longer need to be checked. Linder said the catalog meeting on Tuesday was very productive. Linder and Moris met with Alex Eitzman to plan his Eagle Scout project for the library. He will be building book bins for the children s library. Moris said she met with Linder to pick a printer for the library and has ordered sticker dots for the spines so people can easily identify the genre of the book. Moris said she and Linder talked about a library card application and Moris said she is opposed to having a paper application since it is a lot of paperwork and unnecessary because there is the electronic form through the catalog. She is also researching the information needed from the annual report -- what information is needed for that. Moris said she and
Linder have opened up the cataloging procedure to the catalogers to experiment with checking out books in order to work the bugs out of the system. DeLapp said there was an email from the city clerk who suggested creating a document to hand to people who come to city hall to apply for their reimbursement check. Moris will be working on that. Brock Carlson, who is working on a citizenship in the community merit badge, joined the board meeting to observe and participate. DeLapp explained the process of establishing the library and the present situation. When asked about his library experience, Carlson said he does research on music and jazz history and medical history, and he uses databases. Linder explained the process of reimbursement of the Washington County cards to get access to those databases. A place for study in the library was discussed using Wi-Fi to access databases. Discussion on jazz combos that might like to play for the public in the library. Linder outlined the history of the library in Lake Elmo. 6. Financial report. Weis said she met with the city financial officer, Cathy Bendel, and it was very helpful. She said the process is quite complicated. Receipts are brought to Weis as treasurer, and then she fills out a payment voucher. She said Bendel suggested a streamlined process whereby someone could sign the payment voucher and send it in to the city. The regular process is next, to create a vendor claim the board approves, then it goes to the city for payment. Linder said she was not concerned with a rapid turn around, but it is not fair to assume that all board members would be all right with a lengthy turn around. DeLapp suggested that Weis and Bendel could work out the best method. Ryberg said the important thing is that Weis is developing a new process that is complicated and she is doing a good job. He added that if she needs to turn it over in a month to someone else, it should be fine because everything is there. More questions about the process of billing for such things as the internet services. Gibson said she thinks the financial office could create bookkeeping records for the board to review. Discussion about consent items that are automatically paid. Weis said since the board agrees she will talk to Bendel again and reaffirm the process. 7. By-Laws review: board terms and annual meeting. Gibson said she added this to the agenda since there was a discussion of terms and the annual meeting at the last board meeting. The annual meeting is for the election of officers and is at the regularly scheduled meeting in January. In addition, the meeting schedule is set for the year. She said the question came up that there are board members with one-year appointments whose terms will be up a year from the first meeting on November 9, 2012. Gibson said she talked to DeLapp about it and the board might suggest a process for appointing or reappointing board members since there had been some controversy on how people came to be on the board it is an appointment. The mayor appoints and the council approves the appointments. Ryberg said it was important to talk to the mayor about the issue. Consensus to ask Dean Zuleger, city administrator, to help with the process. Gibson said she would contact him. Discussion with visitor Dave Carlson about how the reimbursement policy works and the history of the Lake Elmo library system.
8. Policy Manual. Gibson distributed manuals of by-laws and policies to board members and the director. Some of the policies have yet to be approved by the board. Moris said she would like some time to review since there are some details that could be changed. She said that when the library consultant drafted the policies, she may have been following Washington County policy and they actually have a somewhat antiquated system. Consensus to continue the policy review at the next meeting. 9. Naming rooms. Discussion on what to call the different rooms. Brock Carlson, visitor, said that naming something is important and it will now be part of the library history, and it deserves serious thought. Moris said until the library is up and running she suggested calling rooms by their function. Visitor Dave Carlson described the new addition to the Stillwater Library with a wall of donor plaques and wondered if the board might do something similar. He said he appreciates what the board is doing and said years from now this will be the history. 10. Work plan progress report. The work plan outline was included in the policy manual packet. The question of ordering library cards was raised as part of the work plan that needs to be done. No one has been able to reach Marjorie Williams who has been working with Minitex to design and print the cards. Moris was directed by the board to try to contact Williams again and if she could not, then contact Minitex directly. Meier said the psychologist across the hall asked that anyone working in the building to notice if his light is on, if it is, that means he is coming back and to leave the outside doors open for clients. DeLapp presented a suggestion of a graphic to be added to the back of the building. DeLapp said he has made an appointment for himself, Moris and Gibson to meet at the Public Works building to see the shelving that is available. Moris said she had never seen the shelving and wanted to see what was there. 11. Adjournment. The meeting was adjourned to tour the building to see the progress at 8 p.m. Minutes submitted by Judy Gibson
Volunteer Application Form Name: Last First Middle Address: Street City, State, and Zip Home Phone: Business Cell Phone: Date of Birth Email address: Contact Person (in case of emergency): Contact s Phone Number: 1) List past work experience (including volunteer work.) Highlight any experience that you feel might be applicable to library work. 2) List other skills and special knowledge or education you have which might be beneficial to the library.
3) Why are you interested in volunteering at Lake Elmo Public Library? 4) What part of the library operation are you interested in -- such as shelving books, checkout, covering book jackets, fundraising, event support, technology, woodworking and repair, children s activities, other? 5) Do you have a medical condition or mobility restriction that would limit your ability to perform certain tasks without reasonable accommodation? YES NO If yes, please explain. Time Commitment: Most volunteer positions at the library require an on going commitment of 6 months or more. Special projects may be available for less than a 6- month commitment. Please indicate how long you would like to commit to the library. Less than 6 months 6 months or more school or community service requirement Lake Elmo Public Library Volunteer Application, pg. 2 When are you available? Please check all that apply. Sunday Monday Tuesday Wednesday Thursday Friday Saturday Morning Afternoon Evening References: Please list two employers, supervisors, teachers or other non-relatives we may contact for a reference. 1.Name Occupation Phone
2. Name Occupation Phone If you are 18 or over, have you ever been convicted for a violation of the law other than a minor traffic ticket? No Yes (Provide details on the reverse side of this sheet.) I certify that all statements made on this application are true, complete and correct to the best of my knowledge and belief. I understand these statements are subject to verification. I understand that falsification of this application will disqualify me from selection or result in dismissal. My submission of this application is my consent for Lake Elmo Public Library and its agents to conduct all necessary checks needed to meet the requirements for this position and my agreement to supply all required information. Signature of Applicant Date Return this application to Lake Elmo Public Library, or mail to: Volunteer Program Lake Elmo Public Library City of Lake Elmo City Hall 3800 Laverne Avenue N. Lake Elmo, Minnesota 55042 Lake Elmo Public Library will not discriminate against or harass any volunteer because of race, creed, religion, national origin, sex, mental or physical disability, age, marital status, or status with regard to public assistance, sexual orientation, familial status or politics. TENNESSEN WARNING This application is to assist in the process of referring you to the Lake Elmo Public Library for a possible position as a volunteer. Certain information requested on the application is private, that is, it may be released only to you or the Lake Elmo Public Library. PRIVATE DATA: WHY WE ASK FOR THE INFORMATION AND WHAT MAY HAPPEN IF YOU DON T PROVIDE THE INFORMATION Name To distinguish you from all other applicants. Failure to provide information may be cause for rejecting an application.
Street Address To be able to send you notices. Failure to provide information may be cause for rejecting an application. Telephone Numbers To be able to contact you to determine your availability for an interview. Conviction Record To determine whether we may legally accept an application from you. To determine whether your record may be a job-related conviction. Approved LE Library Board April 4, 2012 Proposed plan for opening and storage of non-cataloged books 1. Store the walnut shelves that are in the hall in the tool room or the vacated financial space -- they could be stored flat or erected and used for non- cataloged book storage 2. Close the interim library on August 11 spend the week before the party (August 17) moving items from the interim to the new library books not cataloged could be stored in a storeroom --either the north tool room or the vacated rental space. Move in things like the blue chairs, the large magazine rack, etc. (none of the stuffed furniture or those white tables and chairs are ours) move things from the interim garage that we can use the book cart, etc. 3. August 17 volunteer party could be a soft opening for our volunteers to try to check out things, receive their cards (hopefully we will have them by then) or just tour the building. 4. Grand opening on August 25 (avoiding Labor Day Sept. 1,2,3 and Lake Elmo Days, Sept. 7,8). Zuleger and Olivia expressed interest in having the grand opening coincide with Lake Elmo Days. Need for discussion. I think the volunteers who no longer have to staff the interim after it closes to move, would be eager to work on the new library for the last weeks before opening wrapping books, cleaning, setting things up Note: the author of this plan (me, Judy Gibson) will be out of town from Sunday, July 22 through next Friday. I sent this idea to Steve DeLapp and Olivia and the thought was it worthwhile to consider and asked me to include it in the packet. I have no attachment to this plan just a place to start and discuss.