Lake Elmo Public Library
3537 Lake Elmo Ave. N.
Lake Elmo, MN 55042
Library Board Meeting February 12, 2014 – Minutes
The meeting was called to order at 6:13 p.m. Present: library board members Steve DeLapp,
Sarah Linder, Ann Bucheck, Brett Emmons, Paul Ryberg, Mike Pearson (left at 7:10); library director
Linda Orsted; Absent: library board member Marjorie Williams.
The agenda was approved as revised: minutes taking added as old business committee topic.
$80,000 offer (old business) and location of future meetings (new business) were moved up on the
agenda so they could be discussed before Mike had to leave. M/S/C
Sarah thanked the board officers who served in 2013: Steve DeLapp, board president, Renee
Murray, secretary, Paul Ryberg, treasurer. Sarah was the board vice president.
Sarah asked Linda to prepare a draft agenda for each month in 2014 and to add ‘committee
appointments’ to October.
Minutes of 1.8.2014 were received with minor corrections.
Treasurer’s Report:
Ann reported that have not yet received the general ledger for 2013. Financial management software
has been purchased to help the board in the budgeting process. Ann is formulating a list of questions to
send to the city Finance Department and City Administrator and hopes to have a meeting with at least
one of these officers in the near future. She would like Sarah and Paul to attend.
Discussion: Mike asked if there was a response to the City Administrator’s suggestion of a fee for service
agreement. Mr. Zuleger mentioned it at the January library board meeting, but the library board has not
received any numbers from the city yet. Mike said he would follow up with Cathy Bendel. At this point,
the board is interested.
Library Director’s Report:
Linda referred the board to her printed narrative and statistical report. There was some discussion
around interpreting her statistical reports and how attendance numbers should be gathered. The
problem is having multiple entrances to the building and determining whether or not the people who
enter are coming to the library or to one of the tenants, and also the problem of double counting people
who come into the library and also attend a program.
Friends of the Library Report: Paul reported that 81 boxes were shipped to Better World Books in
January. Sarah reported that over $1,500 was raised in book sales in 2013. She thanked Paul for his
diligence in getting the sales organized. Lake Elmo Bank donated $200 toward funding the Tumblebooks
e-book service. The Friends spent $25 to promote their facebook page featuring Joel Eder’s picture from
the Friends’ 2014 library calendar. At least 3,000 people saw the picture on facebook. Sarah asked
facebook users to ‘find and like’ the Friends of Lake Elmo Public Library facebook page.
Old Business:
$80,000 offer to Washington County: Mike reported that he and Dean Zuleger met with the county
administrator and Commissioner Kriesel. He thought the reception was ‘lukewarm’, but was told the
offer would go to the county and will be assigned to the Washington County Library Board. He is
meeting with Commissioner Kriesel again this week. Sarah asked about the time table and offered to be
part of the meetings if a historical perspective was needed. She thanked Mike for “going to bat for us.”
New Business:
Location of future board meetings – Mike proposed moving meetings to city hall so they can be
recorded. He said the other city commissions met in the council chambers. There had been a request for
a video of a library board meeting. Governing authorities should be recorded. Steve advocated meeting
in the library because it is “our place”. Sarah asked if we could use the security system’s DVR and then
put it on YouTube or a DVD. She also asked if there would be a charge for use of the city’s equipment.
After discussion, Sarah assigned the following research tasks to enlighten discussion at the next board
meeting: Linda will ask Alyssa about any costs associated with the city’s equipment and broadcasting,
Paul with research putting the video on YouTube, Steve will talk to Matt Linder about using the security
camera equipment for recording. Linda asked that information be reported to her by March 5th so she
can compile it.
COMMITTEE REPORTS
Collections Committee: Paul is going to write a summary of 2013 activity. Freading was introduced at
the meeting.
Facilities Committee: The front suite has been vacated. The former tenants left behind a closed-circuit
security system, a roulette wheel, and assorted appurtenances. Ann asked what was going to happen to
the room. Should children be in an area where there is no adult supervision? Linda said there will be a
staff/volunteer in the room when kids are there. Sarah appointed an ad hoc committee to develop a
plan for the space: Ann, Paul, Steve, Linda, and two suggested two mothers of young children if they are
willing to serve: Megan Schmidt and Kathleen Gibb.
Outreach Committee: Events are being planned during Spring Break: March 17-21st including showing
movies, playing Wii games, board games, and a jigsaw puzzle contest. The committee has determined
that we need a laptop computer to show DVDs with the digital projector. The laptop could also be used
for guest speaker presentations, school visits, by patrons in the library, library board meetings, and for a
library speakers’ bureau.
Motion by Ann: The library board authorizes up to $900 to purchase a laptop with at least a 17” screen
and a carrying case. M/S/C
Ann asked for $1,500 to cover expenses through May. Some of the expenses include a public
performance movie license, refreshments for programs, giveaways, story time crafts, and knitting
supplies.
Motion by Paul: The library board authorizes up to $1,500 for Outreach Committee expenses through
May. M/S/C
The committee needs volunteers to help with the spring break activities. Ann asked board members to
sign up to cover two-hour periods each day: Monday through Thursday 1 to 3 p.m. and Friday noon to 2.
Ann expressed concern about the Friends and the library board approaching the same potential donors
because funders don’t know the difference. They think they are being asked by the library twice. Sarah
said she thought that a collegial working relationship between the board and the Friends, including
thoughtful communications, will be necessary to avoid duplication of funding requests.
Personnel Committee: Paul reported that Linda’s vacation is set for February 19th through 22nd and
moved that the board approve it. M/S/C Sarah asked if all the volunteer time slots were filled during
Linda’s absence. Linda replied that she only needs Wednesday from 2 to 5 to be filled in. Sarah
volunteered.
Finance Committee: Sarah reported that she had an inquiry about renting the front space. The space is
now dedicated to library use and is not available. She will offer suite 190 if tenant in suite 170 is not
interested. Sarah has board permission to negotiate a price.
Old Business:
Debt Retirement Celebration – tabled
Minute Taking: (Discussion) Ann proposed assigning each board member two turns per year to record
minutes until a non-board member is found, with the exception of Mike because he is the council
liaison. Linda volunteered to take Sarah’s turns because it would be difficult for Sarah to take minutes
while she is chairing the meeting. Ann made up a schedule and Linda will email it to the board.
New Business:
Invoices – approval for payment: M/S/C
Invoice from Dan Voss for December 2013 snow removal: Finance Committee recommends payment of
the $400 even though he did not file a W-9 with the city. His services are no longer being used by the
library. M/S/C
Day and time of future board meetings: tabled
Visioning workshop debrief: Sarah asked board members to make a list of this year’s priorities and also
of long-range priorities (5 years) to be discussed at next month’s meeting. She said the visioning
workshop was great.
Appointments: Paul was appointed to chair the Collections Committee.
Announcements: Ann asked everyone to mark their calendars to attend the April 1st city council
meeting. The mayor will be asked to make the National Library Week proclamation at that time. Ann
also announced upcoming library programs. Sarah requested that the program list be included in future
board materials.
Meeting adjourned: 8:15 p.m.
Recorded by Linda Orsted
Paul Ryberg, Secretary