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St. Charles City-County Library District

Board of Trustees Minutes

April 8, 2014

The St. Charles City-County Library District Board of Trustees met on Tuesday, April 8th, at the General Administration Offices located at 77 Boone Hills Drive in St. Peters, Missouri.

Board Members present:  

  • Mr. Justin Collier
  • Dr. Jerry Cook
  • Ms. Myra Crook
  • Ms. Lisa DeClue
  • Ms. Joann Leykam
  • Ms. Georganne MacNab
  • Ms. Mary Reese
  • Mr. John Thoelke
  • Ms. Gail Zumwalt

Board Members absent:

  • None

Library Staff present:

  • Jim Brown, Director
  • Margaret Conroy, Assistant Director
  • Pat Batzel, Human Resources Manager
  • Richard Schultz, Finance and Support Services Manager
  • Maggie Preiss, Children’s Resources and Marketing Manager
  • Frank Noto, Information Technology Manager
  • Kristin Williams, Planning and Development Manager
  • Lisa Dunham, Development Specialist/Staff Liaison Friends of the Library
  • Debbie Rutsch, President, Friends of the Library
  • Vivienne Beckett, Branch Manager, Kisker Road Branch
  • Tim DeGhelder, Branch Manager, Deer Run Branch
  • Asia Gross, Branch Manager, McClay Branch
  • Ann King, Branch Manager, Kathryn Linnemann Branch
  • Martha Radginski, Branch Manager, Middendorf-Kredell Branch
  • Laurie St. Laurent, Branch Manager, Spencer Road Branch
  • Diana Tucker, Branch Manager, Corporate Parkway Branch

President Jerry Cook called the meeting to order at 7:00pm with the Pledge of Allegiance.  The nine members of the Board listed above as present responded to roll call.  Dr. Cook opened the floor for public comments.  No requests for time were received.

Reports and Correspondence

The following reports were included in the Board packet.

  • Financial Report:  Cash balance, comparison of actual vs. estimated revenue, and fy14 expenditures compared to budget through March 31 were reported.
  • Director’s Report: The April 8th Director’s Report included information about the May 27, 2014, Trustee Work Session; Release of Funds for Time and Attendance, HR, and Payroll Service; Preliminary FY15 Budgets for Materials and Personnel; and FY14 Library Services and Technology Act (LSTA) Grants.
  • Development Report:  The Development Report summarized the Imagine Gala scheduled for May 17, 2014, the Ready to Read, Books to You and Take 20 and Read Initiatives.  Kristin Williams announced that the Library District recently received two grants: $7,500 from General Motors for the Ready to Read program and $9,750      from the Dana Brown Charitable Foundation for early literacy kits.

At the conclusion of the Development Report, Debbie Rutsch, President-Friends of the Library, gave a presentation about the Friends of the Library.  The presentation included a summary of volunteers, Friends financial support to the library district and revenue streams.

  • Monthly Statistical Report:  Report of March Circulation Statistics/Gate Count and PC Time and Print Usage Statistics were included in the packet. 

Correspondence: none.

CONSENT AGENDA

Minutes from 11 March 2014 Meeting

MOTION:  John Thoelke moved to accept the consent agenda.  Gail Zumwalt seconded.  Motion approved nine affirmative, zero negative, zero abstentions and zero absent.

FORMAL AGENDA

OLD BUSINESS

None

NEW BUSINESS

Agenda Item 14-43: May 27, 2014, Trustee Work Session - Confirmation

Jim Brown reminded the Board members of the Work Session scheduled for Tuesday, May 27.  This date is the day after Memorial Day and confirmation of attendance was requested to see if a quorum would be reached.  All board members indicated that they plan to attend, with the exception of Joann Leykam, who may arrive late.

Agenda Item 14-44:  Release of Funds for Time and Attendance, HR and Payroll

Jim Brown presented the benefits for the Library District to move to a single automated application for Time and Attendance, Payroll and Tax, Human Resources and Benefits.  Committee members Margaret Conroy, Rick Schultz, Frank Noto, and Pat Batzel worked with Jim Brown to study the feasibility of the change and evaluation of potential vendors. This initiative began in July 2013 and concluded in March 2014. The committee debated the value of outsourcing this service and came to consensus that outsourcing would provide substantial benefit to the managers and staff.  Automating time and attendance records, schedules and ad hoc reports, and self-service modules for the employees will greatly enhance the operations of the District.  

The RFP was released on January 6th, 2014, to nine prospective vendors.  Preliminary discussions were held with three vendors; IPS, ADP and Ceridian.  Demonstrations were given by each prospective vendor to the Committee Members, Branch managers and Department head.  The Committee reviewed comments and questions and went back to vendors for clarification.  References were checked for the top 2 vendors.   It is recommended that $70,269.00 be released for startup costs and first year fees for entering into a contract with Integrated Payroll Services (IPS).

MOTION:  Mary Reese moved to release $70,269.oo for released for startup costs and first year fees for entering into a contract with Integrated Payroll Services (IPS).  Lisa DeClue seconded.  Mary Reese withdrew her motion after questions were raised.

A discussion was held regarding the implementation schedule, start-up costs and annual fees for the Time and Attendance, HR and Payroll and Benefits system.

MOTION:  John Thoelke moved to go forward with the Time and Attendance, HR and Payroll and Benefits system and utilize the $50,000 set aside in the FY14 Budget for the startup costs and a portion of the first year’s fees.  Mary Reese seconded.  Motion approved nine affirmative, zero negative, zero abstentions and zero absent

At this time, a brief discussion was held with regard to FY15 tax revenues.   After the March 2014 meeting we were advised of some changes in how the personal property taxes will be calculated.  These changes will result in lower projected revenues for the district ($17,039,000 instead of $17,436,587).  Under the Hancock Amendment, the tax rate could be rolled up to 23.13¢ to recoup losses in revenue.   The district will use estimated revenue of $17,431,696 (based on 23.13¢ tax) to create the FY15 Budget.

Agenda Item 14-45:  Preliminary FY15 Materials Budget

Margaret Conroy outlined the Preliminary FY15 Materials Budget, proposing and expenditure of $3,375,687 for library materials and related expenses, which is a slight reduction over the FY14 budget.  The materials budget represents 18.5% of the total operating budget.

The preliminary FY15 Materials Budget was informational and no vote was necessary.  A final FY15 Budget will be presented at the June 2014 Board of Trustees Meeting for approval.

Agenda Item 14-46:  Preliminary FY15 Personnel Budget

Pat Batzel reviewed recommendations for the FY15 Personnel Budget.  The Personnel Budget is a summary of expenses related to salaries, taxes, and benefits for the fiscal year, July 1st to June 30th.    Personnel requests are submitted by department and branch managers to Jim Brown for review.  Margaret Conroy and Pat Batzel assisted Jim with the approval process.  The committee based decisions to approve 18 requests on the following criteria:  (1) immediate goals of the organization, (2) level of impact the request will have on the organization, (3) statistics gathered in the Public Service Workload Report, (4) staffing levels across the District, and (5) cost of the request.  

Her report gave details on each request, position placement in the salary schedule, and Full Time Equivalent (FTE).  In many cases, managers have been holding vacant part time positions open so the hours could be rolled into a full time position.  Thanks to the efforts of our managers, 14 requests for additional staff represent only 8.15 FTEs. 

We would like the Board to consider a 1% or 2% increase to our salary matrix.  Summaries of the financial impact of both options are given in the spreadsheet.  Once employees reach Step 6 of their salary track the only increase they receive is the salary matrix increase.  At this time, we have 52% of our staff (budgeted and temporary) on Step 6 of their salary track.   Neighboring municipalities are looking at increases of 0-3% so we feel a 1% or 2% increase will help us stay competitive in the market.   FY15 budget requests with a salary matrix increase places the Personnel Budget between 64-65% of the overall budget. 

The preliminary FY15 Personnel Budget was informational and no vote was necessary.  A final FY15 Budget will be presented at the June 2014 Board of Trustees Meeting for approval.

OTHER BUSINESS

Georgeanne MacNab reported on the bylaws taskforce (members J. Thoelke, Joann Leykam and G. MacNab).  The taskforce proposes that all members of the Board of Trustees be involved in revisions to the Bylaws.  She requested all members of the Board review the Bylaws and make recommended changes.

At this time Joann Leykam excused herself from the meeting due to a prior commitment.

MOTION:    Georganne MacNab moved to go into closed session pursuant to RSMo 610.021(3) for the purposes of reviewing personnel information associated with the Preliminary FY15 Personnel Budget.  John Thoelke seconded.  The roll call vote was as follows:

  • John Thoelke – yes
  • Jerry Cook – yes
  • Justin Collier – yes
  • Georganne MacNab – yes
  • Lisa DeClue – yes
  • Mary Reese – yes
  • Myra Crook – yes
  • Gail Zumwalt – yes

Motion passed eight affirmative, zero negative, zero abstentions and one absent.

Jim Brown and Margaret Conroy answered questions and provided clarification of the proposed FY15 Personnel Budget.

MOTION:  John Thoelke moved to come out of closed session.  Georganne MacNab seconded.   The roll call vote was as follows:

  • John Thoelke – yes
  • Jerry Cook – yes
  • Justin Collier – yes
  • Georganne MacNab – yes
  • Lisa DeClue – yes
  • Mary Reese – yes
  • Myra Crook – yes
  • Gail Zumwalt – yes

Motion passed eight affirmative, zero negative, zero abstentions and one absent.

The closed session ended at 9:40 p.m.

MOTION:  John Thoelke moved to adjourn the meeting.  Mary Reese seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

The meeting adjourned at 9:45 p.m.

Respectfully submitted

Robin L. Lunatto, Recording Secretary

 

 

 

Approved:

 

 

 

Secretary Board of Trustees                              Date