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St. Charles City-County Library District
Board of Trustees
Minutes
January 14, 2014

The St. Charles City-County Library District Board of Trustees met on Tuesday, January 14 at the Spencer Road Branch Library Community Commons located at 427 Spencer Road in St. Peters.

Board Members present:
• Justin Collier
• Jerry Cook
• Myra Crook
• Lisa DeClue
• Joann Leykam
• Mary Reese
• John Thoelke
• Gail Zumwalt

Board members absent:
• Georganne MacNab

Library Staff present:
• Jim Brown, Director
• Richard Schultz, Finance and Support Services Manager
• Kristin Williams, Planning & Development Manager
• Maggie Preiss, Children’s Resources and Marketing Manager
• Pat Batzel, Human Resources Manager
• Martha Radginski, Branch Manager, Middendorf-Kredell Branch
• Ann King, Branch Manager, Kathryn Linnemann Branch
• Vivienne Beckett, Branch Manager, Kisker Road Branch
• Diana Tucker, Branch Manager, Corporate Parkway Branch
• Tim DeGhelder, Branch Manager, Deer Run Branch
• Sara Nielsen, Branch Manager, Community Branches and Adult Programming

President Jerry Cook called the meeting to order at 7:05pm with the Pledge of Allegiance. Seven members of the Board responded to roll call. Gail Zumwalt arrived a few minutes after roll call.
Jerry Cook opened the floor for public comments. No requests for time were received.

Reports and Correspondence
 

Financial Report: Cash balance, comparison of estimated and actual revenue, fy14 expenditures compared to budget and status of investments through December 31 were reported.

Director’s Report:
Relocation of Meeting: Jim Brown reported the Board meeting had been relocated from the Administrative Offices to the Spencer Road Branch Community Commons due to parking lot construction at the Administrative Offices and concern for safety of attendees. The new location of the meeting was announced to all of the library staff, communicated through an updated posting in E-vents calendar, and posted in revised printed agendas at all branches and the Administrative Office.
Library Advocacy Day: The Missouri Library Association annual Library Advocacy Day in Jefferson City will be February 4, 2014. Jim Brown reported he is a member of the MLA Legislative Committee and would be attending the legislative meeting. He invited Board members to attend the Legislative meeting and/or Reception in the evening and asked they let him know by January 16 if they planned to attend.
Director’s Report Addenda: Jim Brown provided a report on the issues involved in replacing a portion of the parking lot at the Administrative Offices located at 77 Boone Hills Drive. Individual concrete slabs were approximately 3 inches. There was an inadequate rock base. Underlying soil was highly plastic. In order to address these problems, some of the soil was removed; additional rock was brought in for fill and then compacted. Architect Kevin Harms is reviewing the change order which will be approximately $20,700. Also, if only the initial portion of the lot is replaced, to not exceed the ADA 2% maximum slope allowed for accessible parking there would be a 12” fall across 9’ area to the edge cut. This area would need to be torn out and replaced when the rest of the lot was addressed. Jim reported library staff met with the contractor, Architect Kevin Harms and the City of St. Peters and all agreed it made sense to expand the project to allow grade to fall more moderately, avoid water
drainage issues and prevent tearing out part of the new lot. The contractor agreed to extend the current contract costs per square foot to complete the additional work. The increased cost would be $59,000 for the area to the island, $20,000 for the area from the island to the entrance, and $10,000 for additional rock to meet ADA compliance. The price includes addressing the problem of plastic soil, additional fill and compaction. The District has adequate funding in reserves to cover the expanded project.
Joann Leykam agreed it made sense to proceed with the project. She asked if staff had evaluated the price offered by the contractor. Jim Brown reported that the architect had reviewed the project cost and determined the prices were good. The cost for the expanded project is the same price per square foot as the original low bid of the contractor.
John Thoelke inquired if adding to the scope of the bid project was a problem with public bidding requirements. Jim Brown reported since the price per square foot is public knowledge, he did not see an issue with extending the project at the same square foot price of the lowest bid.

MOTION: Joann Leykam moved to approve change order #1 of $20,700 for soil remediation, additional rock and compaction for the initial portion of the parking lot project and to approve release of an additional $89,000 as set forth in the Director’s Report Addenda from Capital Projects fund for the expanded parking lot project. Gail Zumwalt seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent

Development Report: Kristin Williams distributed copies of the new Books to You brochure and announced the 2014 Foundation Trivia Night and Green Eggs & Ham fundraisers at the Texas Roadhouse Restaurant.

Monthly Statistical Report: report of December circulation, gate count, and computer usage and comparison with previous fiscal year was included in the packet. Jim Brown reported year to date circulation and gate count were slightly down but library use picks up again in the Spring.
Correspondence: none.

CONSENT AGENDA
Minutes of the December 10, 2013 work session Minutes of the December 10, 2013 Board of Trustees meeting
MOTION: Joann Leykam moved to accept the consent agenda. Myra Crook seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent
 

FORMAL AGENDA

14-34 Policy E032.350 Class Spec Library Assistant 3-General Purpose Branch Circulation Supervisor
Pat Batzel presented the revised class spec for General Purpose Branch Circulation Supervisors. She reported that the revisions were based on feedback from current circulation supervisors and branch managers and accurately reflected the job duties and responsibilities. The salary level is market competitive and appropriate in relation to other library positions. The new class spec will help with recruitment and development of job skills. The revisions have been approved by the Personnel Committee of the Board.
MOTION: Mary Reese moved to adopt the revised Policy E032.350 Class Spec Library Assistant 3-General Purpose Branch Circulation Supervisor. Motion approved eight affirmative, zero negative, zero abstentions and one absent

14-35 Policy E448 Internal Transfer Policy Lateral or Promotional Transfers
Pat Batzel recommended that Policy E176 Introductory Period be replaced with a revised version of Policy E448. The revised policy explains that employees are not eligible for transfers until they have successfully completed six months within their current position, completed training, shown expertise with the required skill set, and been evaluated by their supervisor. Employees with disciplinary action within the six month period would not be eligible for transfer. The policy also states that positions at salary level D & above would be advertised to internal and external candidates. Changes in positions would start at the beginning of the pay period. Transfer dates would be determined by supervisors. The revision eliminates the practice of demotion to a former position due to unsatisfactory performance. The revisions have been reviewed by the management team and the Personnel Committee of the Board.
MOTION: Myra Crook moved to adopt the revised Policy E448 Internal Transfer Policy Lateral or Promotional Transfers. Motion approved eight affirmative, zero negative, zero abstentions and one absent.

14-36 Policy E176 Introductory Period
This policy has been rolled into the newly revised policy E448 and is no longer needed. The Personnel Committee of the Board approved deletion of the policy.
MOTION: Gail Zumwalt moved to delete policy E176 Introductory Period. Motion approved eight affirmative, zero negative, zero abstentions and one absent

Other Business

Jerry Cook congratulated Pat Batzel, Jim Brown and Margaret Conroy on the success of the Staff Development Day held January 10. He said it was a very good event and great in-service day. Gail Zumwalt also commented that she had heard many positive comments at the event.
Pat Batzel shared with the Board that as advocates for the library in the community, they were also eligible to order Library District shirts. Order forms were distributed. Jerry Cook commented that the shirt vouchers exemplified the appreciation the Library District has for its employees.
MOTION: John Thoelke moved to adjourn the meeting. Mary Reese seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent
The meeting was adjourned at 7:30 pm.
Respectfully submitted
Margaret A. Preiss
Acting Recording Secretary
Approved:
Secretary Board of Trustees Date