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St. Charles City-County Library District

Board of Trustees

Minutes

February 12, 2013

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, February 12, 2013 at the McClay Road Branch of the St. Charles City-County Library District.  The branch is located at 2760 McClay Road.

Board Members present:

·       MyraCrook

·       John Thoelke

·       Mary Reese

·       Georganne MacNab

·       Jerry Cook

Board members absent:

·       Joann Leykam

·        Lisa Pelikan

·       Gary Heggs

·       Debbie Haupt

Library Staff present:

·       Jim Brown, Director

·       Maggie Preiss, Children’s Resources and Marketing Coordinator

·       Richard Schultz, Finance and Support Services Coordinator

·       Frank Noto, IT Coordinator

·       Pat Batzel, Human Resources Coordinator

·       Kristin Williams, Planning and Development Coordinator

·       Sara Nielsen, Adult Programming and Community Branches

·       Ann King, Branch Manager, Kathryn Linnemann Branch

·       Martha Radginski, Branch Manager, Middendorf-Kredell

·       Tim Deghelder, Branch Manager, Deer Run Branch

·       Vivienne Beckett, Branch Manager, Kisker Road Branch

·       Amy Koester, Children’s Librarian, Corporate Parkway

·       Laurie St. Laurent, Branch Manager, Spencer Road Branch

·       Asia Gross, Branch Manager, McClay Road Branch

·       Tony Bryan, Extension Services Specialist

·       Alison Griffith, Information Resource Manager, Consumer Health

President Myra Crook called the meeting to order at 7:02 pm with the Pledge of Allegiance.  Five members responded to roll call.  Ms. Crook opened the floor for public comments.  No requests for time were received.

REPORTS

The following reports were included in the Board packet. 

·       Financial Report—Rick Schultz

·       Director’s Report—Jim Brown

·       Strategic Initiatives and Planning Update—Kristin Williams

·       Monthly Statistical Report

·       Correspondence

Jim Brown introduced the Strategic Plan Quarterly Update agenda memo included in the Board packet.  As part of staff’s commitment to the Board, quarterly updates are provided in order to inform the Trustees of the progress being made in implementing the Strategic Plan.  The committees, their meetings, solutions, and changes are all communicated via the timeline and spreadsheets for each objective attached to the agenda memo.  Leadership meetings are scheduled for January, April, July, and October.  Therefore, quarterly reports will be given at the Board meetings in February, May, August, and November.

Kristin Williams reviewed each of the Strategic Plan Initiatives, and gave an update on the progress of the team leading each one.  At this time, she also reviewed the target dates for completion on each of the initiatives and any projects related to them.  John Thoelke recommended utilizing firm projected completion dates versus 'TBD‘(to be determined) for various projects and objectives.  Kristin assured John that by the next quarterly update in April, the team will work to reduce the number of ‘TBD’s noted in the Strategic Plan.  Kristin also verified that even though a status may be marked ‘Completed’, this does not eliminate the leadership team’s commitment to review and assess that objective and its parts, to monitor its effectiveness, and make changes as needed.

John Thoelke inquired about the fact that money had been put into the FY13 Budget for a new process for the Finance department and the Human Resource department for their budget procedures. 

Consent Agenda

·       Minutes from 8 January 2013 Meeting

MOTION:  Mary Reese moved to approve the Consent Agenda.  John Thoelke seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

FORMAL AGENDA

Old Business

        13-21 Assistant Director Classification Specification

The class spec for the Assistant Director position has been updated to reflect the changes discussed at last month’s open and closed sessions.  The Trustees reviewed the updated document.  John Thoelke recommended removing the word ‘or’ from the Education and Experience section.  Georganne MacNab commented that the description seemed a bit excessive; as a District, we don’t want to “be too restrictive that we lose quality candidates”. 

MOTION:  John Thoelke moved to accept the Assistant Director classification specification as amended.  Mary Reese seconded.  The motion passed five affirmative, zero negative, zero abstentions, and four absent.

New Business

13-22 Strategic Plan

As mentioned in the review of the Strategic Plan, John Thoelke requested that the ‘TBD’ (to be determined) deadlines throughout the timeline be replaced with an actual goal date.  Once that has been completed, Mr. Thoelke felt the Strategic Plan was excellent!  Mr. Thoelke also recommends the leadership team for each initiative present a monthly update on their initiative of the Strategic Plan to the Board of Trustees; one initiative per month at the Board Meeting. 

MOTION:  Mary Reese moved to accept the Strategic Plan as presented.  Georganne MacNab seconded.  The motion passed five affirmative, zero negative, zero abstentions, and four absent.

13-23 Policy c260 Parental Responsibility—Unattended Minors

In 1993, the original Policy c260 Parental Responsibility—Unattended Minors was created to protect the District from any liability regarding children left unattended in the library.  This revision to that policy is to give staff in the branches the ability to address children, or their caregiver, who are not adhering to the District’s policy regarding acceptable behavior (c184).  This new policy provides safety for both the District as well as the children.  It also provides staff with a safety net whereby a parent or adult caregiver balks at their instruction. 

Upon review of the new policy, there was concern regarding utilizing the age of 8 as the minimum age requirement for a child to be left alone in the library.  There is no law in Missouri regarding the age of a child who is left alone.  After much discussion, staff and the Board of Trustees determined that 12 years old was an acceptable age for both a caregiver’s minimum age and for a child to be left alone in the library.  It was also recommended that the time limit for a parent or caregiver to be located by staff be adjusted from 30 minutes to 15 minutes.  Lastly, the sentence, “children aged 8 and older may use the library unattended for an amount of time appropriate to their age and maturity level” be removed from the policy completely. 

MOTION:  Mary Reese moved to accept Policy c260 Parental Responsibility—Unattended Minors as amended.  John Thoelke seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

John Thoelke asked Jim Brown to talk about his timeline on hiring an Assistant Director, now that the Trustees have approved the class specs for the position.  Jim indicated that his plan is to have the position filled in approximately 120 days.  He would like to have the position posted by the end of this week.  The posting will remain for 30 days.  There will be a committee formed to review applications, screen, and select candidates.  The committee will conduct three rounds of interviews: phone interviews, first round, and second round.  The goal date is middle to end of June, 2013.

John inquired about the role of the Personnel Committee in the selection process.  Jim indicated that there would be updates given to the Personnel Committee, but there was not a need for their involvement throughout the process.  Pat Batzel, Human Resources Coordinator, suggested the possibility of a reception or a “meet and greet” with the final candidates once they are identified.   Laurie St. Laurent, Spencer Road Branch Manager, also recommended that perhaps the Board of Trustees formulate questions to be posed to the candidates during the interview process.  Georganne MacNab suggested that the Personnel Committee place this topic on their agenda for their meeting next week.

MOTION:John Thoelke moved to adjourn the meeting.  Mary Reese seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

The meeting adjourned at                 8:27p.m.

Respectfully submitted

April C. Wootten, Recording Secretary

 

Approved:

 

Secretary Board of Trustees             Date