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5-14-13-minutes

St. Charles City-County Library District

Board of Trustees

Minutes

May 14, 2013

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, May 14, 2013 at the Spencer Road Branch. This branch is located at 427 Spencer Road, St. Peters, MO.

Board Members present:

  • Myra Crook

  • John Thoelke

  • Georganne MacNab

  • Joann Leykam (arrived at 7:10 pm)

  • Gail Zumwalt

  • Jerry Cook

Board members absent:

  • Mary Reese

  • Lisa Pelikan

  • Deb Haupt

Library Staff present:

  • Jim Brown, Director

  • Kristin Williams, Planning and Development Coordinator

  • Maggie Preiss, Children’s Resources and Marketing Coordinator

  • Richard Schultz, Finance and Support Services Coordinator

  • Frank Noto, Information and Technology Coordinator

  • Pat Batzel, Human Resources Coordinator

  • Sara Nielsen, Adult Programming and Community Branches

  • Ann King, Branch Manager, Kathryn Linnemann Branch

  • Martha Radginski, Branch Manager, Middendorf-Kredell Branch

  • Tim Deghelder, Branch Manager, Deer Run Branch

  • Vivienne Beckett, Branch Manager, Kisker Road Branch

  • Asia Gross, Branch Manager, McClay Road

  • Diana Tucker, Branch Manager, Corporate Parkway

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

  • Karen Golab, Purchasing and Building Project Manager

  • Lucy Lockley, Collection Development Manager

Citizens present:

  • Shashi Pathak, Community Council

  • Mary Hutchison, Community Council

President Myra Crook called the meeting to order at 7:05 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

John Thoelke noted two important facts

  1. Revenues for this year will come in at nearly 100%.

  2. The District is still expecting approximately $1 million in revenue in excess of expenses for FY13 as we head into finalizing the budget for FY14.

  • Director’s Report—Jim Brown

Jim Brown shared OrangeBoy Inc. with the Board of Trustees. OrangeBoy Inc. is a company that provides “a variety of services including financial analysis, management consulting, marketing and sales, product and services development, design, strategic planning and statistical analysis.” The company has worked in the recent past with other public libraries. Their main initiative is to complete a study with the goal of a full understanding of a library and its customers in order to help that library make sound financial and business decisions. The study is a three phase study over approximately 18 months. Utilizing the information from OrangeBoy would help the Library District make smart decisions during a time of stagnant revenues. This project, due to its potential cost, will need to be bid out. An RFP will be created and presented to the Board at a future meeting.

Joann Leykam emphasized that staff have a strong understanding of what exactly the District is trying to accomplish prior to publishing the RFP. The general consensus of the Board is for staff to create an RFP and bring it back to the Board members for a vote at a future meeting, June or July.

  • Strategic Plan Initiatives and Planning Quarterly Update

Kristin Williams provided the April snapshot for the Strategic Plan update. John Thoelke inquired as to whether or not there are any items marked “On Hold” due to budgetary constraint. At this time, the only initiative is Customer Feedback, but we feel that OrangeBoy, or a similar company, will suffice for that particular initiative. If not, the group leading Customer Feedback will have to return to the Board for funding approval.

Next month, the update will focus on one specific initiative.

  • Monthly Statistical Report

  • Making a Difference: Zinio Digital Magazine

  • Correspondence

Jim Brown also highlighted a few recent successes within our Adult Programs as well as a new electronic resource, Zinio Digital.

Consent Agenda

  • Minutes from 14 May 2013 Meeting

MOTION: John Thoelke moved to approve the Consent Agenda. Joann Leykam seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.

FORMAL AGENDA

OLD BUSINESS

13-29 Video Media Policy

At the conclusion of last month’s meeting, Asia Gross followed up with Audrey Bangert in the District’s IT department to inquire about whether or not it would be possible to update the LISTEN system in order to monitor or code children’s cards for the ability to check in/out adult rated video media. One example of an update to the system may be to create an alert for permission to check out the materials. Ms. Bangert indicated that, while most everything is possible, it may be difficult to accomplish.

Based on further discussion, John Thoelke confirmed that he will not support a change to our current video media policy. He concluded that in today’s technological world, we need to figure out a way to accomplish monitoring adult and children’s cards for their stand on checking in/out material, and “make technology work for us”. If we cannot accomplish it technologically, then the policy should remain as it is currently.

FORMAL AGENDA

NEW BUSINESS

13-30 Release of Capital Funds

The RFP has closed and bids have been submitted for the McClay Road Branch renovation. The highest bid was $113,000. The branch is also in need of a new HVAC system and roof. Total funds requested for the renovation project and needed repairs are $175, 000.

MOTION: Jerry Cook moved to release $175,000 from the Capital Funds budget for the McClay Road Branch project and needed repairs. John Thoelke seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.

13-31 Collection Management Policy Updates

The base policy was approved at the Board of Trustees’ meeting in April. There were a few items that needed to be “cleaned up” on the revision. Asia Gross made the appropriate recommendations. Tonight, we are recommending deleting Policy d032.1, and approving d032.4 as modified.

MOTION: John Thoelke moved to delete Policy d032.1 and accept Policy d032.4 as modified. Jerry Cook seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.

13-32 Meeting Room Disclaimer—c250 General Use of Library Meeting Rooms

Staff is requesting a disclaimer be added to previously accepted Policy c250 General Use of Library Meeting Rooms. The disclaimer states that, “Publicly distributed marketing materials for any program held in a Library District meeting room must include the language ‘This program is not affiliated with our sponsored by the St. Charles City-County Library District.’”

MOTION: Georganne MacNab moved to add the disclaimer as presented to Policy c250- General Use of Library Meeting Rooms. Gail Zumwalt seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.

13-33 Community Commons Event Room Policy-c256

Based on experiences over the last year since Spencer Road Branch and the Community Commons were renovated, the committee has completely updated the policy. Beginning July 1, 2013, the District would like to open the Community Commons for public use under this policy.

MOTION: Joann Leykam moved to accept Policy c256 Community Commons Event Room Policy as presented. John Thoelke seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.

13-34 c251-Meeting Room Fee Schedule

Due to the amount of staff time required to set-up, maintain, and clean meeting rooms, the District is recommending Policy c251 Attachment A as the required fees when renting meeting space as well as fees for A/V use.

MOTION: Joann Leykam moved to accept Policy c251 Attachment A-Fees Associated with Community Commons Rooms. John Thoelke seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.

13-35 Preferred Caterer Recommendations

The RFP for Preferred Catering posted from April 3, 2013 through April 30, 2013. Three caterers submitted applications. The three caterers are Valenti’s Catering, River City Catering, and Quintessential Catering. These caterers have been utilized for events at the Community Commons over this past year as well as provided samples this evening. All of the caterers are friendly, easy to work with, accommodating, and all have fabulous food and service! The District is making a recommendation this evening to accept these three caterers and offer them a contract to begin July 1, 2013 through June 30, 2014.

It is noted that the three recommended caterers providing samples this evening will be paid for their services.

MOTION: Joann Leykam moved to accept Valenti’s, River City, and Quintessential Catering for the Preferred Caterers for the period July 1, 2013 through June 30, 2014. Georganne MacNab seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.

13-36 FY14 Budget Markup—Furnishings and Equipment

The Budget Memo included in tonight’s packet includes a summary of requests made by Branch Managers and Department heads for new furnishings and equipment for FY14. Based on the requests, the budgeted amount for FY14 is $352,625 which is a 48% increase over FY13 ($238,350). Some of the more significant requests include

  • $25,000 for end panels

  • $30,000 for meeting room tables

  • $40,000 for replacement vans

  • $42,000 for copiers for the District

Currently, when the Community Commons is in need of something, the amount is deducted from Spencer Road Branch’s budget. For the FY14, Community Commons has its own line-item in the Budget Markup.

13-37 FY14 Budget Markup—Technology and Telecommunications

The Technology and Telecommunications Budget Markup is presented in the same format as previous years. As presented, the T&T Budget for FY14 is $536,019. The budget for FY13 was $475,319 with an additional $328,700 budgeted for the Spencer Road Branch. Some of the larger planned expenditures for FY14 include:

  • Replacement of 35 PCs for $35,000

  • Early Literacy Station upgrades and new machines for $39,700

  • Storage Area for the Network/Virtual Server Project for $20,000

  • Phone Upgrades for two branches for $35,000

  • A Mobile Training Center for computer training classes to be held at other branches besides Spencer Road Branch for $15,000.

  • A carryover from FY13 for the Finance and HR Software for $50,000. This amount is an estimate for the first year of software.

13-38 FY14 Budget Markup—Personnel

The Personnel Budget Markup presented is the result of the efforts of Jim Brown, Rick Schultz, and Pat Batzel. The budget includes “new positions, current salaries, benefits, retirement contributions, worker’s comp insurance, taxes, and unemployment reserves”. The proposed FY14 Personnel Budget is $10,832,121 which is a 1.82% increase from FY13. The proposed FTE count is 208 which is an increase of one FTE for FY14. Based on the uncertainty of the FY14 tax rate and tax revenue, there are several possible scenarios. After evaluating and discussing those possibilities, the District is recommending a 1% increase with a tax rate of .2265. This will result in a slight deficit ($74,000) which can be “made up through salary attrition and small adjustments to the Materials and Operations Budgets”.

A summary of the FY14 Personnel Budget Requests was reviewed at the meeting and will be emailed to the Board of Trustees at a later date.

Joann Leykam and John Thoelke concurred that there is no need to bring minor personnel changes to the Board for approval. The consensus is that as long as the total number of FTEs does not change, it is not necessary to seek Board approval for a specific personnel move or change. A recommendation was made to draft a policy to be presented at a later date that specifies two criteria in order to require Board approval. The two criteria are:

  • Reclassification of a job

  • Adding FTEs

Pat Batzel thanked the Board members for this change, and indicated that she and her staff would work on that policy.

MOTION: John Thoelke moved to adjourn the meeting. Georganne MacNab seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.

The meeting adjourned at 9:40 p.m.

Respectfully submitted

April C. Wootten, Recording Secretary

Approved:

Secretary Board of Trustees Date