HomeMy WebLinkAbout09-03-2025 Library Board Packet
LIBRARY BOARD
Library—Community Room, 3939 Central Ave NE
Wednesday, September 03, 2025
5:30 PM
AGENDA
ATTENDANCE INFORMATION FOR THE PUBLIC
Members of the public who wish to attend may do so in-person, or by using Microsoft Teams Meeting at ID
254 921 776 562 0, Passcode QP35BK9R. For questions, please contact Administration at 763-706-3610.
Auxiliary aids or other accommodations for individuals with disabilities are available upon request when the request
is made at least 72 hours in advance. Please contact Administration at 763-706-3610 to make arrangements.
CALL TO ORDER
1. Approve the Agenda
2. Review/Approve Library Board Minutes from August 6, 2025
3. Review 2025 Operating Budget
COMMUNITY FORUM: The Community Forum is an opportunity to address the Library Board about items not
scheduled for a public hearing. All speakers must provide their name and connection to Columbia Heights. Speakers
should complete a form for Staff and introduce themselves when called on. Virtual speakers should send their
information to the moderator via chat and turn on their camera when called. Comments are limited to five minutes.
Disrespectful language is not allowed. The Board may ask questions or refer items for follow-up but typically does not
take action during the forum.
OLD BUSINESS
4. Staffing Update
5. Great North Star Read Together Planning
NEW BUSINESS
6. Library Usage
7. Review Proposed Revision to Data Privacy of Library Records Policy
MOTION: To approve and adopt the revised Data Privacy of Library Records Policy.
DIRECTOR'S UPDATE
8. July Board Report
9. Board Books
ADJOURNMENT
1
COLUMBIA HEIGHTS PUBLIC LIBRARY
3939 Central Ave NE, Columbia Heights, MN 55421
BOARD OF TRUSTEES: MEETING MINUTES
Wednesday, August 6, 2025
Drafted
8/7/2025
ATTENDANCE INFORMATION FOR THE PUBLIC
Members of the public who wished to attend could do so in-person, or via Microsoft Teams by entering Meeting ID 254 921 776 562 0 and passcode
QP35BK9R at the scheduled meeting time. For questions, please contact Administration at 763-706-3610.
The meeting was called to order in the Library Community Room by Melanie Magidow at 5:31pm.
Members present: Melanie Magidow; Chris Polley; Olga Herrera; Theresa Strike; Amina Maameri. Members remotely
present: Amáda Márquez Simula (City Council Liaison). Members absent: N/A. Others present: Renee Dougherty (Library
Director); Nick Olberding (Board Secretary). Public present: N/A.
1. The Agenda was approved as is.
2. The Minutes from June 4, 2025, Library Board Meeting were moved and approved.
3. Review of 2025 Operating Budget: 58.08% of the year and 53.16% of the budget expended.
Community Forum: Opportunity for public input. No correspondence and no public in attendance. The CHPL website
now has a contact form to submit questions or concerns: https://chplmn.org/board
Old Business:
4. Proposed 2026 Budget Update: The proposed budget was submitted to city finance and administration with a
projected 1.79% increase over 2025; a formal presentation will be made at the October City Council work session.
5. Parking Lot Update: The parking lot is complete, with completion of landscaping and native planting scheduled for
the fall. Additional required handicapped parking spaces were added next to the building. The new lot has been
used on busy days and for well-attended events such as the open house for Central Avenue Redevelopment.
New Business:
6. Staffing Update: One of our Library Pages has resigned and two more are likely to do so in the fall (one due to
moving from high school to college, and another is advancing from college into a medical career). The first step to
returning to full staffing will be to reestablish the Library Aide position for a consistent 14 hours per week. This
position has been vacant since late 2023. The position will be posted internally to allow current city staff an
opportunity for promotion. After an Aide is in place, we will assess how many additional Library Pages should be
hired.
7. Great North Star Read Together: Melanie brought this event to the Board’s attention and asked for their opinions.
The two-hour event would take place from 11am-1pm on Saturday, September 20. It is a way for communities to
show support and celebrate Minnesota libraries for the vital role they play. A toolkit was provided with aspects to
be considered in hosting such an event. Everyone was in favor of participating; Mayor Amáda said she would be
willing to say a few words to kick off the event and could read a story for children in attendance. We hope to also
recruit the Friends of the Library; more planning and information to come—we have one more Board meeting
before the event date.
8. Policy Review and Revision:
a. Behavior: Renee provided the Board with current version of this policy with proposed revisions based on
research of similar policy language from Anoka County, Ramsey County, Hennepin County, and Stillwater
Public Libraries. The Board asked about and discussed subjects such as patrons sleeping in the library,
body odor and strong fragrances, securely covered beverages, privacy screens on public computers, and
whether staff could/should search a patron’s property under suspicion of theft. It was determined that the
paragraph on the right to search patrons’ bags should be removed. A MOTION to approve the revised
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Item 2.
Behavior Policy with the Board’s amendments was made, seconded, and approved.
b. Distribution of Free Publications and Community Postings: Renee presented a revised policy that merged
two existing related policies. Previous policies were “Bulletin Board Usage & Distribution of Brochures”
and “Free Newspapers, and Other Handouts.” Some of the language was clarified, and more emphasis on
local literature and events should take priority. The Board thought it was more concise to merge the two
and clarify the language. A MOTION to approve the merged/revised Distribution of Free Publications and
Community Postings Policy was made, seconded, and approved.
9. Uncollectable Debt Write-off Procedure: Included in the meeting packet was a staff procedure detailing the
process of writing off old debt from patron accounts. This was reviewed by the City Finance Department and is
included to make the Board aware of current procedure. Under MN Statute 541.053, entities cannot recover debts
older than 6 years. Instead of manually removing the uncollectible debt from patron accounts, we are automating
the process. This procedure will also allow expired, inactive accounts lingering in the Library’s integrated library
system software to be deleted which will result in a cleaner and more accurate user and material database.
Director’s Update:
10. May/June Board Report: Provided as an FYI.
a. The DNR Park Pass Program has been extended for another 3 years and now includes all Anoka County
Library branches. Previously, passes were only available at Columbia Heights and Fridley’s Mississippi
branch. Passes are now holdable, like all other library materials.
b. Olga asked if we could do a Library tour during our next meeting to explain to Board members more about
the inner workings of the library and get a glimpse of some of the day -to-day processes.
c. Melanie asked about volunteer opportunities; specifically, what she should tell community members if
they ask about volunteering. Adults can be referred to Adult Services Librarian Elizabeth Ripley, who
oversees adult volunteers. Teens who would like to volunteer should be referred to Youth Services
Librarian Eliza Pope. “Volunteens” are usually only active during the summer when school it out of
session. Volunteers perform tasks such as pulling requests, shelving, straightening, assisting with program
preparations and other projects, and cleaning.
11. Board Books:
a. Chris: Fort Cynthia C. DeFelice; Elliott Smith Autumn de Wilde
b. Olga: The Man Who Could Move Clouds Ingrid Rojas Contreras
c. Amina: A Whale of the Wild Roseanne Parry; The Whole-Brain Child: 12 Revolutionary Strategies to Nurture
Your Child's Developing Mind Daniel J. Siegel, M.D/Tina Payne Bryson, PhD.
d. Theresa: Night’s Master Tanith Lee
e. Melanie: The Rushworth Family Plot Claudia Gray; Café at the Edge of the Woods Mikey Please
f. Renee: Nature’s Best Hope: A New Approach to Conservation that Starts in Your Yard Douglas Tallamy
g. Nick: The Ultimate Hitchhiker’s Guide to the Galaxy: A Trilogy in Five Parts Douglas Adams
h. Amáda: They Do It With Mirrors Agatha Christie
There being no further business, the meeting was adjourned at 6:43 pm.
Respectfully submitted,
Nicholas P. Olberding
Recording Secretary, CHPL Board of Trustees
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Item 2.
Fund 240 - LIBRARY
2025 YTD ACTIVITY FOR
AMENDED BALANCE MONTH ENCUMBERED UNENCUMBERED % BDGT
ACCOUNT DESCRIPTION BUDGET 08/28/2025 08/28/2025 YEAR-TO-DATE BALANCE USED
41010 REGULAR EMPLOYEES 493,700.00 326,685.65 39,934.48 0.00 167,014.35 66.17
41011 PART-TIME EMPLOYEES 148,700.00 68,561.29 9,172.82 0.00 80,138.71 46.11
41020 OVERTIME-REGULAR 700.00 531.57 94.50 0.00 168.43 75.94
41050 ACCRUED LEAVE ADJUSTMENT 0.00 2,182.80 0.00 0.00 -2,182.80
41070 INTERDEPARTMENTAL LABOR SERV 500.00 0.00 0.00 0.00 500.00 0.00
41210 P.E.R.A. CONTRIBUTION 47,400.00 30,402.49 3,617.76 0.00 16,997.51 64.14
41220 F.I.C.A. CONTRIBUTION 49,200.00 30,076.30 3,736.79 0.00 19,123.70 61.13
41300 INSURANCE 83,500.00 56,928.00 7,116.00 0.00 26,572.00 68.18
41510 WORKERS COMP INSURANCE PREM 2,500.00 1,471.37 176.03 0.00 1,028.63 58.85
41810 COLA ALLOWANCE 31,900.00 0.00 0.00 0.00 31,900.00 0.00
42000 OFFICE SUPPLIES 1,500.00 988.31 0.00 0.00 511.69 65.89
42010 MINOR EQUIPMENT 100.00 150.00 0.00 0.00 -50.00 150.00
42011 END USER DEVICES 13,300.00 59.99 0.00 0.00 13,240.01 0.45
42030 PRINTING & PRINTED FORMS 1,000.00 608.00 77.00 0.00 392.00 60.80
42170 PROGRAM SUPPLIES 1,000.00 414.49 0.00 0.00 585.51 41.45
42171 GENERAL SUPPLIES 7,000.00 4,357.39 404.22 0.00 2,642.61 62.25
42175 FOOD SUPPLIES 100.00 139.69 0.00 0.00 -39.69 139.69
42180 BOOKS 52,000.00 25,347.30 1,998.42 0.00 26,652.70 48.74
42181 PERIODICALS, MAG, NEWSPAPERS 8,000.00 4,743.51 0.00 0.00 3,256.49 59.29
42183 E-BOOKS 16,300.00 7,894.21 0.00 4,533.42 3,872.37 76.24
42185 COMPACT DISCS 1,000.00 264.64 264.64 0.00 735.36 26.46
42187 BOOK/CD SET 1,500.00 0.00 0.00 0.00 1,500.00 0.00
42189 DVD 6,700.00 2,593.00 0.00 0.00 4,107.00 38.70
42190 DOWNLOADABLE VIDEO 3,000.00 1,068.00 0.00 870.00 1,062.00 64.60
42990 COMM. PURCHASED FOR RESALE 200.00 0.00 0.00 0.00 200.00 0.00
43050 EXPERT & PROFESSIONAL SERV. 11,300.00 4,870.95 348.30 620.00 5,809.05 48.59
43105 TRAINING & EDUCATION ACTIVITIES 800.00 275.00 0.00 0.00 525.00 34.38
43210 TELEPHONE 1,200.00 111.74 0.00 571.78 516.48 56.96
43220 POSTAGE 300.00 21.78 0.00 0.00 278.22 7.26
43250 OTHER TELECOMMUNICATIONS 2,800.00 1,518.32 0.00 0.00 1,281.68 54.23
43310 LOCAL TRAVEL EXPENSE 500.00 0.00 0.00 0.00 500.00 0.00
43600 PROP & LIAB INSURANCE 13,500.00 7,875.00 0.00 0.00 5,625.00 58.33
43800 UTILITY SERVICES 7,500.00 4,805.10 0.00 0.00 2,694.90 64.07
43810 ELECTRIC 39,600.00 21,228.51 944.53 0.00 18,371.49 53.61
43830 GAS 11,800.00 7,232.27 144.58 0.00 4,567.73 61.29
44000 REPAIR & MAINT. SERVICES 20,000.00 18,542.41 295.10 800.00 657.59 96.71
44010 BUILDING MAINT:INTERNAL SVCS 46,400.00 27,066.69 0.00 0.00 19,333.31 58.33
44020 BLDG MAINT CONTRACTUAL SERVICES 30,700.00 22,274.56 128.00 7,476.20 949.24 96.91
44030 SOFTWARE & SOFTWARE SUBSCRIPTIONS 24,600.00 7,830.34 0.00 11,722.62 5,047.04 79.48
44040 INFORMATION SYS:INTERNAL SVC 90,900.00 53,025.00 0.00 0.00 37,875.00 58.33
44050 GARAGE, LABOR BURD. 0.00 294.19 0.00 0.00 -294.19
44330 SUBSCRIPTION, MEMBERSHIP 800.00 0.00 0.00 0.00 800.00 0.00
44375 VOLUNTEER RECOGNITION 200.00 0.00 0.00 0.00 200.00 0.00
45180 OTHER EQUIPMENT 0.00 745.02 0.00 0.00 -745.02
47100 OPER. TRANSFER OUT - LABOR 19,300.00 11,258.31 0.00 0.00 8,041.69 58.33
TOTAL EXPENDITURES: 1,293,000.00 754,443.19 68,453.17 26,594.02 511,962.79 60.41
EXPENDITURE REPORT FOR CITY OF COLUMBIA HEIGHTS
PERIOD ENDING 08/31/2025
Fiscal Year Completed: 66.58%
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Item 3.
COLUMBIA HEIGHTS PUBLIC LIBRARY
USE COMPARISON
8/28/2025
0
2,000
4,000
6,000
8,000
10,000
12,000
Jan Feb Mar Apr May Jue
VISITORS
2023 2024 2025
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
Jan Feb Mar Apr May Jun
COMPUTER USE
(Minutes)
2023 2024 2025
0
5
10
15
20
25
30
35
40
45
Jan Feb Mar Apr May Jun
PROGRAMS
2023 2024 2025
0
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
18,000
Jan Feb Mar Apr May Jun
CIRCULATION
2023 2024 2025
5
Item 6.
DATA PRIVACY OF LIBRARY RECORDS
PURPOSE: To clearly state the library’s policy for maintaining the privacy of library records as
supported by the MN Statue Statute 13.40Minnesota Government Data Practices Act.
GUIDELINES: According to the Minnesota Data Practices Act (MN Statutes Chapter 13.40 and
13.401, subdivision 2 – Private Data for Library Borrowers), the following data maintained by the
library are is private and may not be disclosed for other than library purposes except pursuant to
a court order:
1. Data that link the names of library users with specifica library patron’s name with
materials requested or borrowed , or with subjects about which the patron has
requested information or materialseither requested or borrowed, and
2. Data in applications for borrower cards supplied by patrons when they apply for a card,
other than the name of the borrower.
All Library employees are advised that such records shall not be made available to any agency of
state, federal or local government except pursuant to federal, state, or local law relating to civil,
criminal, or administrative discovery procedures of legislative investigatory power.
The Library will resist the issuance or enforcement of any such process, order or subpoena until
such time as a proper showing of good cause has been made in a court of competent
jurisdiction.
The Minnesota Data Practices Act (MN Statutes chapter 13.40, subdivision 2 – Private Data for
Library Borrowers) states the following with regards to materials requested by and held for a
specific patron: Tthe library may release reserved materials to a family member or other person
who resides with a library patron and who is picking up the material on behalf of the patron. A
patron may request that reserved materials be released only to the patron.
Patrons making inquiries need to provide the library barcode number as proof of identification.
Private information will not be given without a valid barcode number.
A parent of guardian who lives in the same household may have access to a minor’s record
unless the minor has asked that the information not be released.
The library does not retain borrowing records after the item has been returned. Records of all
library transactions are deleted when library materials are returned on time.
Adopted: 7/1/2008
Revised: 5/14/2008, 10/7/2020, xx/xx/2025
Formatted: Font: Bahnschrift
Formatted: Highlight
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Item 7.
Columbia Heights Public Library
Library Board Report – July 2025
BUILDING
• An upper window on the west side of the building was broken. A repair quote was requested.
• Northland Refrigeration repaired the air conditioning unit which cools the server room.
• Viking conducted inspection and testing of the fire alarm and sprinkler suppression system.
• Adams Pest Control performed a monthly inspection.
TECHNOLOGY
COLLECTION
• New books were selected from reviews in the March and April issues of Booklist, Kirkus Reviews,
Library Journal and School Library Journal. Juvenile requests and replacements focused on
popular characters such as Bluey, Spider-Man and Disney Princesses.
• Weeding was completed in adult fiction G and nonfiction 750-950.
• Adult endcap displays highlighted baseball, Pride, audiobooks for road trips, and art/art
techniques. The main display featured global reading options in support of the Summer
Adventures reading program which includes adults and children. Youth displays highlighted
global food and cooking books and a “start a series…” display featured first books in support of
summer reading.
PROGRAMS AND SELF-DIRECTED ACTIVITIES DATE INTENDED
AUDIENCE
ATTENDANCE
Evening Storytime 7/1 Children (0-5) 11
English Language Conversation Circle 7/2 Adult 7
Family Storytime 7/7 Children (0-5) 53
ELL Conversation Circle 7/7 Adult 8
YSL visits summer ENCORE program (4 classrooms) 7/8 Children (6-11) 260
Bakken Museum Science in the Summer 7/8 Children (6-11) 11
EL Conversation Circle 7/9 Adult 14
YSL visits summer ENCORE program (4 classrooms) 7/10 Children (6-11) 145
Master Gardeners Plant and Insect Diagnostic Clinic 7/12 Adult 5
EL Conversation Circle 7/12 Adult 5
Family Storytime 7/14 Children (0-5) 44
EL Conversation Circle 7/14 Adult 13
Tinker Time: Cardboard Intervention Convention 7/15 Children (6-11) 43
Book Club 7/16 Adult 9
EL Conversation Circles 7/16 Adult 7
Active Agers Book Club (offsite) 7/18 Adult 6
Story Stroll at Prestemon Park 7/18-21 All Ages
Somali Museum Traveling Exhibit 7/19 Adult 29
EL Conversation Circle 7/19 Adult 4
Family Storytime 7/21 Children (0-5) 37
EL Conversation Circle 7/21 Adult 6
DIY Teen: Henna 7/22 Young Adult/Teen 14
Sand Painting and Rangoli 7/23 Adult 12
EL Conversation Circle 7/23 Adult 6
Siama’s Congo Roots 7/24 Children (6-11) 27
EL Conversation Circle 7/26 Adult 6
Family Storytime 7/28 Children (0-5) 42
EL Conversation Circle 7/28 Adult 10
7
Item 8.
Columbia Heights Public Library 2. Library Board Monthly Update – June 2025
EL Conversation Circle 7/30 Adult 8
4-H LEGO Challenge 7/31 Children (6-11) 23
STAFF
Elizabeth Ripley, Adult Services Librarian:
• Coordinated a plant diagnostic clinic with Master
Gardeners from Anoka County Extension.
• Lead a discussion of My Antonia by Willa Cather
for the Active Agers Book Club.
• Hosted a Somali Museum of Minnesota traveling
exhibit of cultural artifacts.
• Welcomed Shakun Maheshwari to teach a
history, cultural and techniques of sand rangoli
and impermanent art from India.
• Researched numbering sequence and
coordinated orders for patron and material
barcodes.
• Initiated a project to redesign and reorder
physical library cards.
• Met with the Columbia Heights Senior
Consortium.
• Made deliveries to four At-Home patrons.
• Supervised the work of adult volunteers.
Eliza Pope, Youth Services Librarian:
• Concluded a successful summer storytime series in which the evening session saw increased
attendance.
• Prepared a bilingual (English/Spanish) story stroll for display at Prestemon Park July 18-21.
• Hosted Heather from the Bakken Museum for an
immersive exploration of health science careers.
Kids tackled challenges such as restoring blood
flow in simulated blocked veins, mending broken
foam bones, and testing the repaired bone’s
ability to bear weight.
• Welcomed Now.Make.Art who challenged kids
to tackle everyday problems with cardboard
inventions.
• Hosted henna artist Shakuntala who taught
teens the history and design basics. Enthusiastic
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Item 8.
Columbia Heights Public Library 3. Library Board Monthly Update – June 2025
students then created their own designs. This program was a huge hit.
• Invited Siama and Dallas to share stories from Siama’s childhood in Congo. Participants learned
Kikongo phrases and made music with guitars, thumb harps, hand shakers and a balafon.
• Partnered with 4-H/Anoka County Extension for an engaging LEGO challenge to create wind-
powered cars. Students tested their designs, recorded travel distances, and brainstormed
improvements.
• Visited students from K-8th grade enrolled in CHPS Summer ENCORE to promote summer
reading, visiting the library, and engaging brains with learning games.
• Staffed a table at the Police Department’s Eat and Greet Picnic in LaBelle Park on July 29.
Renee Dougherty, Library Director:
• Participated in the Book Club’s discussion of Winter Wheat by Mildred Walker.
• Attended the Anoka County Library’s Public Service Team meeting.
MISCELLANEOUS
• Library Page Karen Yaeger resigned effective July 24.
• Anoka County Law Librarian John Murphy held office hours on July 23.
• Six adult volunteers donated 29 hours, and six teen volunteers donated 50.75 hours this month!
They pulled holds, did shelf-reading, conducted conversation circles, assisted with technology
questions, installed scavenger hunts, shelved picture books, and organized the collection.
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Item 8.