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Board of Trustees Meeting Tuesday, November 18, 2014, 7:00 Pm Agenda

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Board of Trustees Meeting Tuesday, November 18, 2014, 7:00 Pm Agenda 1300 Saint Germain St. W Saint Cloud, Minnesota 56301 Tel. 320.650.2500 Fax 320.650.2501 Board of Trustees Meeting Tuesday, November 18, 2014, 7:00 p.m. Agenda Public Open Forum—Total time: 10 minutes, each person limited to two minutes, speakers must address library related topics not already on the agenda, board members will not interact with public speaker (concerns are referred to management for follow-up), and all parties are expected to display appropriate behavior. 1. Call to Order 2. Adoption/Amendment of Agenda 3. Approval of Minutes 3.1 September 16, 2014, Board Meeting 3.2 October 21, 2014, Board Special Meeting 4. Public Open Forum 5. Financials 5.1 Bills (emailed) and Addendum (on table) (Requested action – Approve) 5.2 Financial Reports (emailed) (Requested action – Accept) 6. Consent Agenda 6.1 CMLE Appointments – Joanne Kudrna and Cecilia Dwyer 6.2 Other 7. Communications 8. Staff Reports 8.1 Interim Executive Director’s Report 8.2 Management Reports 8.3 Building Reports 8.4 Statistics 8.5 Summer Reading Program Statistics 8.6 Library Impact Report 8.7 Fund Development Report 8.8 Staff Recognition Report 9. Committee Reports 9.1 Personnel Committee (verbal) (Requested action – Approve) 9.2 Other 10. Unfinished Business 10.1 Executive Director Search Consultant Selection (Requested action – Approve) 10.2 2015 Budget Ratification (Requested action – Approve) 10.3 Other 11. New Business 11.1 Arts & Cultural Heritage Amendment FY2014 Final Report (Requested action – Approve) 11.2 Storage Array Capital Expenditure Request (Requested action – Approve) 1300 Saint Germain St. W Saint Cloud, Minnesota 56301 Tel. 320.650.2500 Fax 320.650.2501 11.3 Request to Designate Funds for Express Checkout Stations (Requested action – Approve) 11.4 Request to Designate Funds for Temporary HRIS Specialist (Requested action – Approve) 11.5 Request to Designate Funds for Branch Development (Requested action – Approve) 11.6 Farewell to Departing Members 11.7 Other 12. Board Open Forum 13. Next Meeting: January 20, 2015 – Personnel Committee 6:00 p.m., Full Board 7:00 p.m. 14. Adjournment GREAT RIVER REGIONAL LIBRARY BOARD OF TRUSTEES MINUTES September 16, 2014 A regular meeting of the Great River Regional Library (GRRL) Board of Trustees was called to order on Tuesday evening, September 16, 2014, at 7:00 p.m. in the St. Cloud Public Library Mississippi Room with President Mark Bromenschenkel presiding. Members Present: Members Excused: GRRL Staff Present: Staff Excused: Bernice Berns Jeff Bertram Julie Henne Brandi Canter Dan Bravinder Sunny Hesse Mark Bromenschenkel Stacy Lenarz Spencer Buerkle Ryan McCormick Laura Hayes Aron Murphy Amy Hoagland Karen Pundsack Dave Kircher Jay Roos Louise Kuester Jami Trenam Rachel Leonard Patricia Waletzko Kevin Maurer Michael Messina Dan Rea Pat Sawatzke Jim Shovelain A DOPTION/AMENDMENT OF AGENDA Karen Pundsack, Interim Executive Director, requested the Oath of Office for a new board member be added to the agenda. Rachel Leonard moved to adopt the agenda with the requested addition. Seconded by Kevin Maurer , the motion carried unanimously. OATH OF OFFICE Karen Pundsack introduced Board member Dan Bravinder as the new citizen representative for Wright County. The Oath of Office was administered and followed by board member introductions. APPROVAL OF MINUTES Board Meeting & Board Special Meeting Bernice Berns moved to approve the July 15, 2014, Board meeting minutes as presented. Seconded by Jim Shovelain, the motion carried with Mark Bromenschenkel abstaining. Laura Hayes moved to approve the August 19, 2014, Board special meeting minutes as presented. Seconded by Kevin Maurer, the motion carried unanimously. PUBLIC OPEN FORUM There were no speakers for the Public Open Forum. FINANCIAL REPORTS Bills Aron Murphy, Accounting Coordinator, asked the Board members to consider receiving GRRL bills, financials and board packets electronically. After some discussion, the Board agreed to begin receiving bills and GRRL Board of Trustees Minutes September 16, 2014 Page 1 of 4 financial reports via email. Their request for board packet delivery was to have a choice between email, local library pick up and postal mail. Laura Hayes moved to approve the list of bills for payment and the list of bills addendum. Bernice Berns seconded the motion which carried unanimously. Financial Reports Rachel Leonard moved to accept the financial reports as presented. Laura Hayes seconded the motion which carried unanimously. CONSENT AGENDA 2015 Board Meeting Schedule Karen Pundsack presented the 2015 Board meeting schedule and asked for feedback about continuing monthly meetings. Pat Sawatzke stated the monthly meetings were as needed for the Executive Director interim period and hiring process. Bernice Berns moved to approve the meeting schedule as presented. Rachel Leonard seconded the motion. Following discussion, the motion carried unanimously. COMMUNICATIONS GRRL 2013 Annual Report Julie Henne, Associate Director – Public Relations, presented the GRRL 2013 Annual Report which highlights the year and recognizes donors and volunteers. Jim Shovelain complimented staff for their work on the report. STAFF REPORTS Interim Executive Director’s Report In addition to the Interim Executive Director’s report, Karen Pundsack addressed the following items: . Library Assessment Plan – Karen asked for direction from the Board with regard to its priority at this time. The consensus was to continue moving forward with work on the plan. Staff Communication Survey – Results were presented and discussed. Event Guide – The background for development and purpose of the guide was given; this format of regional and local program publicity will allow Public Relations to focus more on fund development. Patron Services Supervisor – Karen informed the Board that Stacy Lenarz has accepted a position with the Scott County Library and congratulated her on the new position. Fund Development – There is currently momentum for fund development. Karen asked the Board for feedback in moving forward and stated the need for support from the Board. Library Card Signup Month – The Board was given the opportunity to apply for or renew their library card. Management Reports Jay Roos, Associate Director – Information Technology, informed the Board regarding Payment Card Industry (PCI) compliance and how it relates to GRRL accepting patron electronic payments. He added that GRRL is exploring what needs to be implemented to be compliant and will bring a proposal to the Board with required changes and associated costs. Direction and support from the Board were requested with regard to current patron electronic payment options. Following discussion, the Board consensus was to have staff take immediate steps to discontinue electronic payments at the circulation desk. Sunny Hesse, Associate Director – Human Resources, reviewed with the Board two proposals from consultant organizations for the Executive Director hiring process. She and Karen Pundsack also met with a former Board member that was involved with the last Executive Director search. Discussion took place regarding GRRL Board of Trustees Minutes September 16, 2014 Page 2 of 4 what would be expected from a consultant. Further information, including possible negotiable proposal services, will be presented to the Board in October. Patron Services Supervisor Ryan McCormick updated the Board on St. Cloud Public Library security. He gave an overview of calls made to the St. Cloud Police Department noting there has been a downward trend as GRRL staff have been proactive. Board members requested security awareness training be included for all new staff. Building Reports An update on the Eagle Bend library expansion project was given by Ryan McCormick. The Eagle Bend City Council is not moving ahead with the construction grant application at this time; therefore, they will not need a letter of support from the GRRL Board. Statistics The statistics were presented. Discussion brought about the suggestion to have GRRL move toward the future proactively. Library Impact Report Jami Trenam, Associate Director – Collection Development, added comments to the Library Impact report. COMMITTEE REPORTS Personnel Committee Karen Pundsack gave a summary of the actions taken at the Personnel Committee meeting: . Service and Administration Policy 3E. Succession Plan – Approved including title change to Personnel Policy 4D.14 Executive Director Leave of Absence; . Personnel Policy 5A. Grievances – Approved with timeline updates to be consistent with the Collective Bargaining Agreements; . Executive Director Employee Review Process – Information being gathered from six (6) counties and Coldspring Human Resource Director; . Executive Director Position Description – Approved with change to physical demands under driving automotive equipment requirement; and . GRRL Position Descriptions and Physical Demands Annual Review – Approved the descriptions presented with change to physical demands under driving automotive equipment requirement. Jim Shovelain moved to approve the Personnel Committee items as presented. Seconded by Rachel Leonard, the motion carried unanimously. UNFINISHED BUSINESS 2015 Budget Proposal Karen Pundsack gave an overview of the 2015 Summary of Budget Changes. Pat Sawatzke made a motion that library aide schedules do not exceed 28 hours per week to keep GRRL compliant with Affordable Care Act requirements. Rachel Leonard seconded the motion. Sunny Hesse responded to questions and further explained mandatory look-back
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