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You're live. >> All right. Thanks. Thank you. Call the Thursday, June 25th meeting of the Grand Marray Library Board of Trustees meeting to order. 505. I'm Sarah McManis, trustee.

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>> I'm Mike Gary, city councelor representing >> Kevin Lavore, trustee. >> Sue Mlone, trustee. >> Annoir, trustee. Electro Branwin, Library Director. >> All right. Thank you all for being here. We have a consent agenda which includes

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approving the agenda and the bills for the past month. >> Make a motion to approve the consent agenda. >> Second. >> I would like to amend if I can. >> Yeah. >> Um I want to talk about the August board

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meeting date. Okay. >> Should we put that in right after your report? >> Yeah, that'd be just fine. >> Okay. >> Thank you. >> All right. I would amend my motion. >> Second the amendment.

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>> Any further discussion? All those in favor? >> I >> oppose. Motion passes unanimously. You have in your packet the regular communication from the St. Paul found Foundation Fund and then we have for new

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business the financial policy update. So our current policy reflects an insurance deductible of $10,000 but the actual deductible is 20,000. So, the first question is, do we want to change our financial policy to require a

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$20,000 set aside for the insurance deductible? >> I think it's good. I would agree. >> And where would you like the money to come from? Because I I would otherwise assume you'd like it from the 215. I feel like it should come from the 215.

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That's where we're kind of keeping a lot of this um earmarked dollars at this point. All right. So, we need an actual motion to approve the updated financial policy.

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>> I'd like to go ahead. I'll move to approve updated financial policy to include a 20,000 deductible. >> Okay. >> Second. >> Any further discussion?

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All those in favor? >> I. >> Motion P. Any opposed? Motion passes unanimously. And then um our policy also includes a reserve

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target of 25% of the operating budget. So based on our current calculations, $1,760 $16.50 50 cents of available funds from the two >> from the 215 available funds will be

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moved >> to the 211. >> It'll move to the 215 25% >> 25% >> um operating budget >> reserve >> and we don't need a motion for that. We just need to >> acknowledge that that's what's going on

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to keep that 25% target. >> Yeah. >> Fantastic. All right. The budget proposal. Super. Shall I do an introduction? That would be great. So, the budget that we're proposing this year, the one that we're looking at, um,

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approving for proposal this year would be a 4.7% increase for the city and the county compared to last year's request. In this budget, we are still introducing Hoopla and we are putting aside about

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$5,000 for uh, continued investment in staff development and team building. The budget is also seeking to establish the foundation for a capital improvement fund and it identifies a strategic use of reserve funds to address that.

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We have some assumptions here that number one we have a 10% increase for health insurance and that won't be for certain until the fall. And if you look at the budget spreadsheet, remember um at our last meeting we were talking about how the two insurance rates were

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identical, 50,000 50,000 and it was a little confusing. And that's because in 2025 um we projected a 10% increase. What actually happened was a 0% increase. And

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so our actual budget became um something in the 400,000 range. But in terms of measuring the projections, we're still starting from that from what was approved. And so that's the duplicate in this. Hey there.

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>> Hi. >> We also know that the um contract between the union and the city has approved a 3% cost of living increase for staff. We are doing budget right this very minute. >> No doubt. Okay.

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Um so our capital improvement funding strategy, our conversation here is that we have um in the 211 we have funds that can be used to help with our intention

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to build this capital fund. And um first what we need to do is hey this would be a lot easier. Let's have a thing in our hand. Okay. Can we pass that around? >> Thank you. >> Beneath the blue line, there are columns

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for 2026 and 2027. Let's talk about 2026. Let's talk about our current picture. So, in reserve, we have $440,720.93 right now. half of that our financial policy says we should keep on hand as a best practice as a minimum balance for

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um operating. That leaves then about $176,000 that can be part of our strategy for creating a capital improvement fund.

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and we are uh we decided to use that to purchase boilers and that's at 26,000. And uh we also had talked about um starting and opening this conversation of creating a capital improvement fund

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with an assignment of $10,000. And so that money would be allocated in this year. So at 36,000 and that would leave then $140,000 um $123 approximately

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to continue moving forward in a way that would um allow us to ask city and county each year to um help us build a capital fund amount based on the depreciation schedule. and that we could use this money to smooth

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the levy so that it doesn't spike and then it would be always contributing to this to this goal of building that fund. Um let's see. So we can see that the boiler um

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replacement is in here. One thing that I wanted to make sure was happening. Um, David, you talked last time that our county uh, county has been having discussions about the joint powers agreements. And one of the things

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in our agreement is that when we make a capital improvement of $10,000 or more, we need to be going to the city and county and asking uh, getting agreement or approval for that. So, the budget that we're putting forward this year,

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your beautiful spreadsheet there, I actually plotted the boiler replacement in there. So, you can see that we're taking money from our reserves, from our uh 211 reserves, and we're spending them out on that capital investment.

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Um, yeah, questions so far. Okay. So after we do this, we would have about 140,000 left for continued discussion negotiation with partners at the city and at the county level to make

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sure that the strategy we're proposing is um salient for everyone. And in particular, I think that conversation would have documents from the city that would show how many years it would take us to do this without creating a spike

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using the funds that we have available. and that's not ready for this year, but I think it's okay if we're trying to have really engaged conversations and to move forward with a starting point. Um, and then it would continue to spend out in 2027. So, we would start to move

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forward. We would have amounts if for example you look at B20 we would have amounts that we're using from the 211 strategy money to smooth a levy and we

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would have if you look down further like uh I think it would be like B26 um we or 27 is what it would be then we would have amounts there that we were contributing and that the county is contributing to grow that

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capital fund each year. And so what I would really like to see is, you know, like a five or eight year plan that shows this um being placed in our budget. >> So for um B27,

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that's added to the um budget request basically, right? From the city and county. >> Yes. And that number is um I only put the 50,500 there to draw your attention to the depreciation amount, but um it would be something like

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>> uh we would put in 10, they would put in however many each and it might not be at the 50,000 at the first. >> Yeah. >> Yep. >> Great. Wow.

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>> This is I like this layout. Thank you. So the numbers, you know, I keep saying we have 176,000 available, we have 140 that we can use. Those numbers are very dynamic. So for example, if our budget

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um if we have a smaller increase on health insurance as we did last year, then how much we need for the 50% operating budget changes and so does the amount available. They're very dynamic. Mhm. I'm not a budget pro, but it seems

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pretty well thought out to me. One of the pieces of the conversation that we'd like to recommend is ultimately this won't be part of the budget conversation. I think in terms of asking for approval, but we'd like to reclassify the carpet

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replacement to also build the um capital improvement fund. So instead of earmarking it only for carpet, it can go into the overall fund. Absolutely. >> Makes sense. >> Or we could have like one fun for carpet and then one for windows and then one

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for door. >> I appreciate you bringing >> What about seat cushions >> and one for seat cushion? Yeah, >> for sure. I appreciate you bringing that up though because I think it's important that we be able to communicate that we did think about other strategies and um

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coming forward with an ask each year that's based on an item that needs to be replaced is one way that we could move forward. But the beauty of the depreciation schedule is that we can see in advance when things are starting to age out. For example, the photocopier on

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the depreciation schedule is uh fully depreciated and it's um lifespan is seven years. It's at 10 and it needs to be replaced in the next year or two. >> Yeah. >> Where is that? >> Where is what

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>> the is that in our budget then? Is that just in the capital or is that in the photo copies? >> Um >> that's listed as a need. It's so it's going to be an upcoming need. We can talk about this too for today. Maybe we want to put it in the the budget because

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it is close again to that 10,000 mark. >> But in the depreciation schedule, this guy, this is an item that's on there that's been aging and had we been putting the money aside, it would be there kind of

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concept, right? Um that machine was purchased in 2017. Um and it's coming up on it's supposed to age out at about seven. It's coming up on 10 years of life. And I just spoke to the

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um first technician the other day. Replacement is going to be in the $8 to $10,000 range and we should be looking at it for next year or the year after. Right now, the machine is holding together really well. But what he wanted me to know was that the parts are no longer being

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manufactured and it would be >> kind of luck of what's left on the shelf. >> That's a sign. >> Yeah. >> Another I was going to talk about these things in my director's report. Another item that we have on our um slate here

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is the dropbox outside. there is a lot of damage to the finish and it has started to rust. Um, and there are some pieces coming off the bottom. So, one of the things I can look at is having it painted, finished or wrapped, which

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we'll have to done have done professionally. Um, or just replacement, in which case it's $6,000 for one of that size. So, those are on the horizon here. Uh Kevin, maybe you understand the

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language a little better. And on page four of our joint powers agreement, what she alluded to is capital expenditures over $10,000 shall specifically be approved. But it's open. It begins with each party shall

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maintain its share of any capital syncing fund until such time payments are due. >> Can you repeat that? I'm sorry. I'm sorry. >> He's It says shall maintain its share of any capital syncing fund. >> Mhm. >> Uh I I'm not familiar with sinking fund.

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I >> think it's the capital fund. >> Okay. >> Every year we have a line on the budget. They call it the sinking fund/carpet replacement. And and so each year they've been putting in $1,000 each. Right.

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>> Okay. >> Here cap. Well, I renamed it this year. what I want it to be aspirational. I like it. >> But it usually says sinking bond carpet replacement and they put 1,000 each

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every year. Um, not not to be a sticky wicket, >> but reading that each party shall maintain its share of any capital fund >> means that we would not have control over it as a library of the board, but each group would have their own

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>> and we anything over $10,000 we'd have to go toward to them. >> Do we want to ask them to change it or do we want to >> I'm glad you caught that. Um >> I mean if they did never mind. No I mean

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no I mean but it is they shall have they shall have control its share until each payment payments are due for approved expenditures. >> So it sounds so the way this is written the county and the city shall have it shall hold on to the funds until we

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apply for it. I think probably the best course is to present the budget that we would like to do and um entertain I mean with full awareness that the joint powers agreements are going to be gone through and um but if we're going to stick to

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the joint powers agreement then we need to do it differently than what we're requesting. I don't know how that'll go. Probably towards defaulting to what that says, right? >> Yeah. rather than striving to be. >> So I don't understand quite what you're

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implying. Is that's do you feel like that means that shouldn't be in just in in just our budget? Is that what you're saying? >> It can be in the budget, but we don't we will not receive, but they'll hold the money. Each they'll hold their their

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part of the money until we ask for it. >> Then we would ask for purchases over 10,000. >> Yeah. I think >> like a lot of hoops. >> Yeah. Yeah. But I think we have to work

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within the >> parameters of the >> and that's Yeah. We'll have to see how that goes. >> I mean, if it's >> both the conversation and just practically, you know, I mean, if we have it in the budget that we're going to replace the boiler, that we're going to replace the copier. I mean, that's that's the ask.

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>> Yeah. Mhm. >> And it's only if we something the boiler explodes before the end of the year and we have to ask. But if we're asking for capital and fund improvements, not if we're using our money

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>> from the capital reserve >> or from the reserve, >> right? >> Yeah. So potentially the conversation could go that neither the county nor the city wants us to have the um capital

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fund growing in the budget and rather just rely on what the city and county has for their capital fund. >> See where that's going. >> Yeah. But >> yeah, >> I don't know. As long as the library is getting what it needs replaced when it

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needs it replaced, then I I don't >> I don't know. >> Yeah, >> my opinion >> we need to change. >> And even the way that it I mean the way this budget is laid out, it's still under 5%. So it's like well

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>> Yeah. Well, that's uh funny you should mention that because that's a trigger for um one commissioner just that like um alluding to the libraries gaming the system like boy wouldn't that be nice? Everyone would like a 5% increase,

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you know? So, so I'm trying my best to try not to >> man >> to try not to uh lean on that really and really try to Yeah. But but it is worth noting for sure. >> But it is worth noting and that and that

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it includes >> the funds, >> right? Yeah. Yeah. So, do we want to move forward with this budget proposal and continue discussion about

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capital funds after we meet with both boards to present the budget? >> I think that's a separate conversation. Yeah. >> Yeah, that's what I was >> Is that what you're feeling? >> That's what I was thinking. I thought it'd be worthwhile having conversations with the council and the board

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>> and then seeing if this is the path we should go. >> Yes. >> And I like your idea of having a five-year plan to present to them that this is what it would look like. This is what our >> and I'm I'm not certain that that's going to be available on this cycle. That's >> right. I don't think it's for this

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cycle. I think that's >> a separate Yeah. >> I think this cycle we need to approve this budget. >> Yeah. And then >> and I mean >> that's a 12-month conversation, which is what it's likely going to be about what it should look like going forward.

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>> Yeah. And based on how the conversation goes with the county board and the city council, just whether or not we will have more capital improvement conversations kind of thing on our end at least. So >> yeah. No. Any

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further questions from me just for >> good work. >> Yes. Thank you for putting this together and for laying it out so nicely. >> Okay. >> I would entertain a motion to approve the budget. >> I'll make that motion.

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>> Second. >> Any further discussion? Making the motion proves that I was here just in case the minutes show. >> All those in favor? >> Opposed? >> Budget passed unanimously.

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>> So I do have um a schedule set for coming both to the city and the county in the month of July and I would very much appreciate a board representative um to help deliver the budget. um details of that is probably timing,

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right? Like that. Oops, I'm getting lost. >> City council meets on Wednesday, July 1st and Wednesday, July 15th. >> And so it'll be in the evening. So just Yeah, that's what I meant is like daytime versus evening because I'm assuming county is going to be during

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the day and the city is in the evening. So just for people's awareness, >> I'm happy to go to the city one. >> I'm happy to be at the city one as well. Thank you. >> But if Sarah's at the city one, then I don't need to be at the city one. But if you want me at the city one, I will be. >> Maybe just for moral support. >> You got it.

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>> All right. >> As you wish. Um, uh, I just had a whole slew of invitations from Kristen about the budget, and I'm wondering if one of them is the library.

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>> Do you know which day it is? >> We're on the 28th >> to present to the at your council meeting. >> Yeah, I don't see that one yet, though. >> It goes as far as the 20th so far.

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Okay. >> I can also set you there on the 28th and go to the county. >> Okay. >> Oh, is it just the the county board meeting? Is it uh Okay. >> This is just all for county departments.

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Sorry. >> Great. Thanks. >> Thank you. Then we've got your director's report. >> Okay. Dropbox photocopier. Check. Check. Okay.

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>> Um >> um yeah, I just for for my opinion, I would much rather refinish the box, but if it's too far gone, if the metal is rusted and it's too thin or whatever, but that would just always be my

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>> preference. But um you know, whatever is practical. >> Thanks. >> So >> yeah, >> should have the North House filled us with something. >> This be a fun idea. >> Frame box. >> Most things can be saved with paint.

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>> Yeah, >> the paint will hold it together. >> That's super bonding stuff. Cityapp appointed library trustee Nancy Shagar has stepped down from her position of the library board. She's been with us since 2023. I'm so grateful

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for her deep appreciation of libraries and all the work that she did here, >> her passion for policy and um just having so many great uh recommendations from the operational level uh given her

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experience uh being in libraries most of her life. It was so fun having her and now the position is open for a city resident. Uh, the library received a grant of $1,586

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from the Beverlymer Memorial Library Fund and that's administered through the Boreals Water Boreal Waters Community Foundation. We're going to purchase our first set of Vox books. Vox books are a book that has an audio panel in it and

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so you can read and listen along with that. It's essentially the um the new book with CD as CDs are phased out of DVD play um computers and vehicles and things like that. Um we also are doing

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the I have a Tony box behind the desk now. Very excited. Trying to figure out how to control the volume from my app so that it has a maximum, but it's not working. Um, so the Tony box uh has these little figurines and when you put it on the top

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of the box, it will activate magnetically and turn on and and read stories and you engage with the box to like skip chapters and it's a screenfree again alternative to um formats that would allow audiovisisual learning and

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engagement with reading and that one um was the result of an ALS mini grant um to purchase that in some of the original Tony's and I had that at the desk the other day and I had a lovely patron come up fully engaged and

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um excited because this was something that their family had looked into but it was too expensive. >> It's too expensive. And so I think that's one of the roles that our library can fill with technology is creating access. >> Awesome. >> Yeah.

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Uh, these grant-f funded purchases allow the library to pilot those emerging children's formats and evaluate community interest. For example, Two Harbors has a fleet of Tony boxes that they circulate. And I don't know if that's for us, but we're going to start with one box and see how it goes.

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>> See how well you keep track of your little Tony's. >> Exactly. >> Y >> I hear it could get very competitive. people will wait for, you know, the My Little Princess, the whatever it is, the My Little Mermaid story to come and be available, but they can only check out

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like three at a time. So, we'll see. Um, and those those are the updates unless you have questions. >> Any staffing? >> We still have open position, right? >> We still have one full-time children's librarian position open and I am moving

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a candidate to the second interview process. Yeah. >> All right. Then we wanted to talk about the August board meeting date. >> Yeah. Let's talk about that. I would like to take a vacation, please.

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>> Yes. And um and so we would have to move that last date to I think any Tuesday, Wednesday or Thursday prior. >> What's your preference? >> Thursday the week prior.

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>> Thursday the 20th August. >> That's right. >> 20th >> August. I will potentially be gone. We have a a trip planned. I don't know that it'll come to fruition,

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>> but another day that week work or that whole week. >> Um, >> looks like there is a city council meeting on the 19th. So, that would be conflict per >> I could do the 17th >> Monday.

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>> Mhm. I should be back by then. >> Thanks. >> I'll be out of town that day. >> Don't. It's true. >> So then what was the other direction? After you said >> the 13th of August, >> I would be away that week.

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>> There's But >> so it's the you're >> What about Tuesday the 18th? That's >> um I'll have EDA at 4. I'm not sure that I'd be done at 5. It's

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scheduled till 5:30. So maybe we can start this at 5:30. And >> would you be back? Was that because you were on the 17th? >> Yeah, I just got on the 17th. >> Okay. >> August Tuesday, August 18th at 5:30.

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>> Okay. >> Will you send out a reminder? Mhm. >> Is there a chance you can send out an invite? Yeah. Outlook? >> Via Outlook? >> Not Outlook?

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>> No. Google. >> I can do Gmail. >> Oh. Oh. City is Gmail. Okay. >> Does that help? >> I'm not even sure. >> Okay. August 18th >> at 5:30 >> actually. Yeah. Thank you very very

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much. >> I will not be at the July meeting. I will be uh for the whole month. So someone will have to take the sabatical or take the secretarial >> job for next month.

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>> Okay. Is that the is that the only one? >> That should be the only one. >> Okay. And then we have as a standing item the strategic plan. I feel like we're doing really good work on the financial policy portion of the strategic plan. Thinking

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about capital replacement and how we want to handle the larger expenses of the building, but if people have other strategic plan topics they'd like to cover, we could certainly discuss those. No, >> I think we're you're right. You know,

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we're dealing with the financial stuff. >> Yeah. uses a lot of brain cells. >> It's summer. That's all the brain cells you have. >> All right, believe we are adjourned. Our next

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meeting is July 23rd. See you all then. >> July 38th. >> Thank you. I know.