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					       MINUTES OF GREAT RIVER REGIONAL LIBRARY BOARD MEETING
                              May 8, 2007

A meeting of the Great River Regional Library (GRRL) Board of Trustees was called to order on
Tuesday evening, May 8, 2007, at 7:12 p.m. at the St. Cloud Public Library, with President Felix
Schmiesing presiding.

       Members present:          Members excused:           Staff present:
       Jeff Baumgartner          Joanne Kudrna              Kirsty Smith
       Bernard Burke             Vince Schaefer             Verne Oleksowicz
       Earl Dierks                                          Linda Treb
       Robert Hare                                          Joan Allen
       Louise Kuester                                       Mic Golden
       Michael Messina                                      Cherie Hayes
       John Meuers                                          Bill Hecht
       Mark Nelson                                          Heidi Hoks
       Pat Sawatzke                                         Karla Kraft
       Felix Schmiesing                                     Mary Ramacher
       Duane Walter                                         John Pepper
       Eugene Young                                         Jay Roos
                                                            Diane Vosen
                                                            Karen L. Mrja


CONSIDERATION OF AGENDA
Mark Nelson moved approval of the agenda. Motion seconded by John Meuers and carried
unanimously.

Jeff Baumgartner was welcomed back by everyone in attendance.


MINUTES OF THE MARCH 20, 2007 MEETING
John Meuers moved to approve the minutes of the March 20, 2007 meeting as received. Motion
seconded by Louise Kuester and carried, with one abstention (Jeff Baumgartner).


LISTS OF BILLS AND ADDENDUM
Mark Nelson moved that the lists of bills (for April through May 1), including the addendum
(dated May 2 to May 8), be approved for payment. Motion seconded by Eugene Young and
carried unanimously.


FINANCIAL REPORTS
Duane Walter moved approval of the financial reports dated March 31 and April 30, 2007.
Motion seconded by Eugene Young and carried unanimously.


CONSENT AGENDA
Earl Dierks moved to accept one consent agenda item: the 2006 Annual Statistical Report.
Motion seconded by John Meuers and carried unanimously.
COMMUNICATIONS
Communications were presented from the following: (1) Minnesota Department of Education,
regarding non-funding of an LSTA grant application; (2) Unique Management Services, Inc.;
and (3) Minnesota Department of Education, regarding a $48,522 LSTA grant award for wireless
technology.


DIRECTOR’S REPORT
In addition to a written report, Kirsty Smith announced that according to St. Cloud City
Administrator Mike Williams, the City has determined that the new library’s automated handling
system is considered to be an attached fixture; therefore, the City will own and be responsible for
that fixed structure.

She also noted that the Capital Campaign Core Committee will make a recommendation at the
St. Cloud Public Library Board’s May 15 meeting that the campaign move forward, following
the plan prepared and submitted by HBH Associates.


LEADERSHIP SUPPORT TEAM REPORTS
Written reports from all members of the Leadership Support Team were presented.

Kirsty Smith acknowledged Verne Oleksowicz’s excellent service as chair of the MLA
Legislative Committee.

In addition to his written report, Verne announced that implementation of the Horizon serials
module is underway and is expected to be fully functional in the fall. The module will be
introduced library by library, with the Foley branch being the first to test the software upgrade.
The addition of this serials module will allow for holds, reserves and loans across the GRRL
system, and magazines will be treated as if they were books.


BUILDING STATUS REPORTS
Kirsty Smith reported that the St. Cloud Public Library project is on time and under budget.
Projected completion date at this time is May 9, 2008, with a public opening to be scheduled for
some time in June 2008.

Joan Allen reported that the new Elk River library is expected to be completed in September
2007, with a grand opening date to be scheduled for some time this fall. She also reported that
Cold Spring individuals have so far raised about $80,000 toward the cost of a 1,600-square-foot
library in what they hope will be donated space.

Bill Hecht reported that a new facility is being considered in Pierz.


COMMITTEE REPORTS

Personnel Committee: Mark Nelson asked Kirsty Smith to summarize the actions taken by the
Personnel Committee at its May 8, 2007 meeting:


                                 GRRL Minutes / May 8, 2007 / Page 2
1) Revisions to the Disclaimer (GRRL Personnel Rules and Policies);
2) Revisions to Policies 1A, Subd. 3 (Purpose of Personnel Rules and Policies); 1A, Subd. 3a
   (Amendment); 4D (Leaves of Absence – Bone Marrow and Organ Donation Leave); and
   6A, Subd. 1 (Lay-off);
3) Renaming of Policies 2B (Promotions, Transfers, Demotions) and 2B, Subd. 2 (Transfers);
4) Adoption of new Policies 2B, Subd. 5 (Reorganization) and 2B, Subd. 6 (Reduction of
   Hours); and
5) Approval of a Pilot Project for Substitute Shifts (June 3 through September 8, 2007).

Jeff Baumgartner moved to approve the actions of the Personnel Committee. Motion seconded
by John Meuers and carried unanimously.

Capital Campaign Core Committee:
Kirsty Smith summarized some of the details of the proposed capital campaign. Diane Vosen
indicated that there is strong support for the gift levels that have been suggested.


OPEN MEETING LAW TRAINING
Cherie Hayes provided an overview of the Minnesota Open Meeting Law (Chapter 13D) enacted
in 1957. In essence, there are few exceptions. Violations of the open-meeting law are subject to a
$300-per-person fine, and any individual who has incurred more than three violations in the
same body is subject to removal from that body.

Her oral report was supplemented by two written documents: a Minnesota Counties Insurance
Trust Resource Briefing dated June 2006; and a “Tech Window” article excerpted from the
October 2004 issue of Minnesota Cities.


SIX-MONTH RLTA REPORT
Jay Roos reported that the required documents for the period July 1 through December 31, 2006
will be submitted by the May 21, 2007 deadline. He noted that this Regional Library
Telecommunications Aid program could result in approximately $160,000 in State funds to
support telecommunications throughout the GRRL system.


LEGISLATIVE UPDATE
Verne Oleksowicz referred to the Leadership Support Team written report reviewed earlier.


AUDITORS REPORT
Loren Viere summarized the FY2006 “Audited Financial Statements” and “Management Letter”
prepared by Kerne, DeWenter, Viere (KLV), Ltd. One of the firm’s recommendations is that
GRRL hire a second accounting firm to close the books at the end of the fiscal year (or else send
the GRRL Finance Coordinator for updated training) so as to improve segregation of some
duties.

Felix Schmiesing suggested that the board start considering what GRRL’s strategy should be
prior to the next audit and also consider the most efficient, cost-effective ways in which KDV’s
findings and recommendations can be implemented.

                                GRRL Minutes / May 8, 2007 / Page 3
PRELIMINARY 2008 BUDGET DISCUSSION
Linda Treb distributed revised copies of very preliminary FY2008 operating and revenue
budgets. Felix Schmiesing asked that this discussion topic be placed on the agenda for the June
12 meeting and then brought back to the board for consideration at its July 10 meeting, after the
intervening budget planning meeting with county administrators, county representatives and
interested board members.and GRRL staff.

Michael Messina moved that the GRRL board retain the current method of projecting budgets for
one more year (2008) and then reexamine the budgeting process prior to consideration of the
FY2009 budgets. Motion seconded by Robert Hare and carried unanimously.


FINANCIAL REPORTS RETENTION REVISION
Jeff Baumgartner moved to approve the revised Records Retention Schedule as presented.
Motion seconded by Louise Kuester and carried unanimously.


CAPITAL PURCHASE REQUEST
Jeff Baumgartner moved to approve the request to purchase a coin counter with capital funds.
Motion seconded by Duane Walter and carried unanimously.


INCLEMENT WEATHER POLICY REVISION
Bernard Burke moved to accept the revisions to the Inclement Weather and Emergency Situation
Closures as presented. Motion seconded by John Meuers and carried unanimously.

It was agreed that any procedure change resulting from the above policy revision will go to the
Personnel Committee for its review.


PROGRAM POLICY REVISION
Robert Hare moved to approved the revisions to XVI. GRRL Program Policy as presented.
Motion seconded by Louise Kuester and carried unanimously.


NEXT MEETING
June 12, 2007, 6:30 p.m. – Personnel Committee
June 12, 2007, 7:00 p.m. – Board of Trustees


ADJOURNMENT
The Board adjourned at 9:25 p.m.




_________________________________                    _______________________________
Felix Schmiesing, President                          Bernard Burke, Secretary
                                GRRL Minutes / May 8, 2007 / Page 4

				
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