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HomeMy WebLinkAbout06-13-2018 minutes COLUMBIA HEIGHTS PUBLIC LIBRARY 3939 Central Ave NE, Columbia Heights, MN 55421 BOARD OF TRUSTEES: MEETING MINUTES Wednesday, June 13th, 2018 Approved 8/1/2018 The meeting was called to order in the History Room by Chair, Patricia Sowada, at 5:31pm. Members present: Patricia Sowada, Catherine Vesley, Stephen Smith, Tricia Conway, and Council Liaison, Robert “Bobby” Williams (Absent: Nancy Hoium). Also in attendance: Renee Dougherty (Library Director); Nick Olberding (Recording Secretary); Margo Ashmore (Publisher: Northeaster); Ben Sandell (CH Communications Coordinator). The Minutes of the May 2nd, 2018 Board Meeting were approved. Bill List dated May 2nd, 16th, and 30th, 2018 were reviewed. All were individually moved, seconded, and passed that the bills be paid. Accounting Sheet as of June was reviewed, and approved. • Questions and discussions based on Bills and Accounting: • Boiler Pump Replacement: Already?! It has been in place for 2.5 years at this point, and is out-of-warranty. Steve intends to speak with Public Works to get to the bottom of why it had already failed. • Polish American Journal: Library paid the renewal cost for this; Pat Sowada will have the Sister Cities group donate the cost to reimburse the library for the subscription. • Orkin: Bugs?! No. The library is part of a contract for pest prevention, like all other city-owned buildings. Old Business: • Final Jamboree Parade Planning: June 22nd, 2018…check-in is at 5:30pm, and the start-time is 6pm. Meet at 5pm at the library, and ride the truck to the start of the parade (dropped back off afterwards). o Flatbed truck will be delivered to the Library around noon for decorating. o Confirmed Participants: Catherine, Pat, Steve (Board); Jane, Rita (Friends); Renee, Kelly, Nick, Cortni, Bri (Staff) • Agenda for the First Meeting of the CHPL Public Arts Committee: Meeting will occur on June 27th at 5:30pm in the History Room of the Library, and will focus on the Columbia Heights Photography Contest that will accompany the Library’s anniversary celebrations this fall, with the help of Margo Ashmore. Agenda soon to come. • Staffing Update: Nancy Soldatow’s last day is July 2nd, and our new hire would be scheduled to start on July 9th. There were eight applications received by the City; after review, three were given interviews. A conditional offer was made to Barb Kondrick (pending drug test and background check). New Business: • Proposed Photography Contest: Margo Ashmore (Northeaster Newspaper) would like to collaborate with the Library on a Photography Contest to celebrate the CHPL 90th Anniversary and the Northeaster’s 35th Anniversary. Margo with the resources of the Northeaster would take the lead on the project. Focus of the entries will ideally be Columbia Heights Pride, with a focus on people and places (Ben Sandell, from experience with Golden Valley’s annual competition, mentioned if you don’t narrow down a theme, you’ll end up with mostly flowers and insects). Margo will write up a preliminary framework, and have it ready for the first meeting of the newly formed CHPL Arts Committee on June 27th (5:30pm); would like the Arts Committee to help facilitate the contest and subsequent exhibition of the finalist’s photography. o Contest Rules: TBD; Anticipated Deadline: October 1st; Exhibition: Starting December 1st o Catherine Vesley motioned to approve the CHPL involvement, and CHPL Arts Committee participation in the Anniversary Photography Contest; Tricia seconded; all in favor. Approved. • Preliminary 2019 Budget: City administration has suggested a 3.9% increase in departmental budgets. Known increases to the 2019 library budget at this time include IS Support (15%), Building Maintenance labor (11%); property and liability insurance (6%), and utilities (electric/gas: 5%...water/sewer: 2.5%). Library staff labor and insurance costs are estimated at 3% but also include step increases for four of six full-time staff and five of twelve part-time staff. $11,000 is being transferred from the city cable channel budget to the Library to offset increases. Budgets were due last week; the submitted budget from the Library includes a 5.25% increase, with cuts to spending for books, periodicals, supplies, CDs, DVDs, and community events/programs. The city manager and finance staff will review and determine if more cuts need to be made. Consensus that reducing library hours is only a last resort. • Revise Food Policy in Facility Use Agreement: Due to repeated issues, concerns, and confusion, library staff would like to restrict food in the Library’s Community Room. The language in the original policy was broad/vague, and lead to many violations (both intentional, and not). It is requested that Guideline 11 be changed to reflect the restriction of food. o This change applies to reservations by individuals, groups, organizations, and businesses not affiliated with the City/Library. Library and City events, programs, clubs, and meetings would not be affected. o Catherine motioned to approve the modification; Pat Sowada seconded; all in favor. Approved. Items from the Floor: o Sculpture donation from Dr. Good. Catherine had been trying to reach Good by phone, to no avail; Bobby Williams stopped by recently, in-person, but he was only able to speak to Good’s daughter (the Doctor had already moved out). No news on the fate of the sculpture, but it would seem the Board didn’t act quickly enough and the statue is no longer available. Catherine suggested that we should have a comprehensive brochure conveying options for donations/gifts to the library: covering books, supplies, materials, art, and funds...including estate related donations (also expressing what we do not accept). She will pull together some examples of these types of literature from other entities for the Board to review. Foundation should also be involved. o The Library’s monument sign went before the City Council, and was approved. o The Columbia Heights Library is one of five recipients of the 2018 AIA Minneapolis Merit Award. AIA Minneapolis awarded five Merit Awards to projects designed by AIA Minneapolis architects that tell a story of excellence beyond design; emphasize public interest design; and embrace the varied forces that shape a building. Unique in its approach to assembling a jury, the AIA Minneapolis Merit Award encompasses the views of business professionals, real estate developers, community advocates, academic leaders, as well as architects. The jury reviewed how well the entries achieved client/team satisfaction, technical innovation, environmental responsibility, budget/business success, community impact, and the architectural solution. The Merit Awards will be presented to recipients at the AIA Minneapolis Chapter Luncheon on June 28 at International Market Square in Minneapolis. o Community Picnic: June 19th, 4:30-7:00pm. Members of the Library will host a table. o Mobile Vietnam War Memorial: June 21-24th at the Minnesota Capitol. There being no further business, a motion to adjourn was made at 7:19pm by Patricia Sowada, and seconded. Respectfully submitted, Nicholas P. Olberding Recording 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.