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HomeMy WebLinkAboutJune 1, 2011 Approved 7/06/11 COLUMBIA HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES June 1, 2011 The meeting was called to order by Chair Patricia Sowada, at 6:28 p.m. Members present were: Nancy Hoium, Patricia Sowada, Steve Smith, Barbara Tantanella, and Catherine Vesley. Also present: City Council Representative Tami Diehm, Becky Loader, and Stacey Hendren. The minutes of the May 4, 2011 Board meeting were approved as mailed. The bill list dated 5/9/11 of 2011 bills was reviewed. It was moved, seconded, and passed that the bills be paid. The bill list dated 5/23/11 of 2011 bills was reviewed. It was moved, seconded, and passed that the bills be paid. The 2011 accounting dated 5/4/11 was reviewed. There is now an additional column displaying approved revisions. Revisions include adjustments to line items 1070 and 4000 to allow for the changes due to in-house cleaning. Old Business: 1. The departmental copy machine is installed. Staff is pleased with the new machine. The public copy machine has been delivered, but due to communication errors, has not been installed. Hauf is working with Loeffler to expedite installation and training. Loader is pleased that the Library’s copy and printing process with be completely ADA compliant for the first time. 2. The boiler has been replaced with a new unit that is small and powerful. Master Mechanical will be replacing the wood radiator covers in the next few weeks. 3. “Live at the Library” was a success with positive reports from everyone involved. The Library system would like to continue this event annually, but is awaiting possible changes to Legacy funding from the legislature. Loader received a very positive comment about the CH Friends of the Library. The Friends helped host the event and were very welcoming and pulled people into the event, and then later gave out brochures. Their service was exactly what we needed at the event. 4. Results from the Linder’s Fundraiser have not been received. 5. All HVAC rooftop units are scheduled for replacement before summer. Rebates and energy savings are expected from all units. 6. Loader continues to work with MARCO and the City Finance Director concerning security projects. 7. Loader met with Tim Barnes, Maintenance Supervisor, concerning the outstanding Library maintenance projects for 2011. Loader will continue to work with Schindler to bring the elevator up to code. Loader and Barnes will work together on the cabinet project. Barnes will coordinate the plumbing projects to replace toilets and sinks. Public Works is continuing to landscape the library; new trees have been 1 planted, additional plants and a large boulder are being added. Activity room painting is scheduled for rdnd June 3, with some preparation work to be completed on June 2. The carpet, mats and blinds have all been cleaned. Depending on the availability of funds the stucco will be repaired and sealed. 8. The City Council continues to discuss options for the vacant lot across Jackson St. The Community Garden is planted for 2011 and the EDA has options for the lot on their monthly agenda. 9. Due to the prolonged absence of Children’s Librarian Marsha Tubbs, many staffing changes are being implemented for the summer months. Dan Kleinfehn will work part time covering volunteens, Summer Reading Club, programs and statistics. Tantanella has volunteered to cover the children’s film festival. Brosnehan will prepare orders for children’s materials. Loader has contracted Sarah Brown, a storyteller and theater artist, for summer storytime. All paperwork has been submitted for the staffing changes. New Business: 1. A large donation was received from memorials for Muriel McClellan. Loader sent a letter to the family and the Foundation will send letters to individual donors. th 2. The East Room emergency door was found disarmed during the closing security check on May 20. This door can only be disarmed with a key. Loader is continuing to investigate. 3. The Board received the April crossover statistics. 4. Business with Unique Management continues to move slowly. 5. Loader presented the draft of the 2012 proposed budget to the Board. The MOE certificate has been submitted. The Board discussed personnel costs, specifically the added portion of the facility maintenance supervisor and benefits for the custodian. All contracts and labor agreements for 2012 have been signed with a 1% increase in salary and a $35 a month increase in insurance benefits. Loader is pushing for a similar raise for the part-timers. Due to the website being added as a department responsibility, the budget includes a request for increased hours for the Clerk position. Loader is considering the following topics as the budget is prepared: utility savings, steady supply budget, IS suggested replacement of Ref1 and the laptop, replacement of worn-out furniture in the lounge, County SIRSI figures not yet received, and no large maintenance projects anticipated. Loader requested feedback from the Board and proposals for anything else to be added. The Board discussed alternative sources of funding for the furniture replacement. The legislature special session was discussed, including the possibility of changes to MOE. Smith questioned whether monies not spent are lost. The Library maintains a fund balance to support the library budget between tax payments. Any unspent budget is deposited into this fund and earmarked for library services. Items from the Floor: 1. Public Works received a grant to supply new bike racks at the library. Josey Olson, an intern at PW, is putting together the order and planning the concrete repair necessary for the project. 2. The 2010 one page annual report was distributed to the Board. The design was developed by Gomez, Dougherty and Hendren and completed by Gomez. The Board thought the design was very impressive and highlighted some great talking points. Loader will use the report when talking to groups and the Board may contact the library if they need copies to distribute. 3. The Board reviewed the ACL annual report. 2 4. Sowada commented on the impressive look of the library cable channel. 5. Vesley recommended the book Minnesota Libraries by Doug Ohman, which features two photos from the CH Library. 6. Smith requested clarification on the Unique Management percent of accounts activated. This is a percentage that compares the total amount of fines submitted to the amount on the accounts that have shown activity. 7. The Board discussed the option of credit card machines in the library and the cost of color copies. 8. Smith commented on the excellent selection of books at the Columbia Heights Public Library and his enjoyment of the new books display. There being no further business, the meeting was adjourned at 7:55 p.m. Respectfully submitted, Stacey R. Hendren Secretary, Library Board of Trustees The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights services, programs, and activities. 3