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St. Charles City-County Library District

Board of Trustees

Minutes

June 11, 2013

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, June 11, 2013 at the Administrative Office.  This branch is located at 77 Boone Hills Dr., St. Peters, MO.

Board Members present:

  • John Thoelke
  • Georganne MacNab
  • Joann Leykam (arrived at 7:20 pm)
  • Gail Zumwalt
  • Jerry Cook
  • Mary Reese

Board members absent:

  • Myra Crook
  • 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
  • Ann King, Branch Manager, Kathryn Linnemann Branch
  • Tim Deghelder, Branch Manager, Deer Run Branch
  • Diana Tucker, Branch Manager, Corporate Parkway
  • Laurie St. Laurent, Branch Manager, Spencer Road Branch
  • Karen Golab, Purchasing and Building Project Manager

Citizens present:

  • Juli Viel

Vice-President Jerry Cook called the meeting to order at 7:00 pm with the Pledge of Allegiance. Five members responded to roll call.  Dr. Cook opened the floor for public comments; there was one request from Juli Viel.

Citizen Juli Viel spoke about climate change and how it is affecting our environment.  Ms. Viel provided several handouts and pamphlets on climate change.

Jim Brown announced that Margaret Conroy accepted the Assistant Director position.  Most recently, Ms. Conroy has been the Missouri State Librarian since 2006.  Ms. Conroy will start with the District on July 15.

REPORTS

The following reports were included in the Board packet.

  • Financial Report—Rick Schultz
  • Director’s Report—Jim Brown
  • Strategic Plan Initiatives and Planning—Strategic Initiative 5.3 Develop a Systematic Method of Internal Communication

Kristin William’s updated the Board members on this particular initiative as part of the Strategic Plan.  This group is working diligently to evaluate internal communication and to develop effective procedures and tools.  The overall goal of the group is not only to improve internal communication, but to provide a “culture of trust” with open, two-way communication.

Ms. Williams announced two significant donations.  The Foundation received a $12,000 grant from Boeing for the Ready to Read Campaign, and Enterprise donated $5000 for the Take 20 and Read program.

  • Monthly Statistical Report
  • Making a Difference:   Summer Program Highlights

Maggie Preiss shared the District’s “Curious Garden Picture Book Walk” program which opened on June 3 at Quail Ridge Park.  Amy Koester, Children’s Librarian at Corporate Parkway, worked closely with the St. Charles County Parks department and the publisher to create this awesome, one-of-a-kind walk!  Nearly 400 people participated!

  • Correspondenc 

Consent Agenda

  • Minutes from 14 May 2013 Meeting
  • Minutes from 21 May 2013 Meeting

John Thoelke made a recommendation to the minutes from the May 14 meeting.  Georganne MacNab pointed out that Lisa Pelikan is listed ‘absent’ and ‘present’ at that meeting.

MOTION:  Joann Leykam moved to approve the Consent Agenda as amended.  Mary Reese seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.    

FORMAL AGENDA

OLD BUSINESS

The FY14 Budget is complete and presented with a few minor changes.

13-26 FY14 Budget Markup—Materials

There are a couple of minor changes to the Materials budget, but the changes did not affect the overall total.  The FY14 Materials Budget, as presented, is $3,384,937.

13-36 FY14 Budget Markup—Furnishings and Equipment

There are no changes to the original Furnishings and Equipment budget.  The FY14 Furnishings and Equipment Budget, as presented, is $352,625.

13-37 FY14 Budget Markup—Technology and Telecommunications

There are no changes to the original Technology and Telecommunications budget.  The FY14 Technology and Telecommunications Budget, as presented, is $536,019.

13-38 FY14 Budget Markup—Personnel

The District is recommending a 1% salary increase.  The Personnel Budget, as presented, is $10,905,262.

13-39 FY14 Budget Markup—Operations

Several adjustments were made to the Operations portion of the FY14 Budget; a detailed list was included in each Trustee’s packet.  The Operations Budget, as presented, is $2,744,535.

The recommendation presented by the District is to pass the FY14 Budget with a 1% matrix increase to the Salary Schedule with the intention, to minimize the reduction in Reserves, of “rolling up” the tax rate to .2265 in September.

If the Board approves the recommendation, the reduction in Reserves is approximately $702,000.

If the Board approves the 1% salary increase and keeps the tax rate at .2181 in September, the reduction in Reserves is approximately $1,285,640.

Joann Leykam did suggest that scenarios similar to this are one reason why we keep Reserves.  Reserves are there not just to build, but also for situations like this when tax revenues are not as high as in the past.

Mary Reese shared a letter that she had received in the mail at her home.  A couple of other Board members indicated that they too had received the letter.  The letter was addressed to the ‘Board of Trustees’ and is regarding ‘Part Time, Non-Exempt Employees’.  Also included in the letter was a copy of “a message sent to staff regarding PPACA Healthcare and 28 hours per week” on May 8, 2013 from Jim Brown to all staff via the District’s email, Stafftalk.

Jim Brown explained that under policy E111 permanent part time employees were budgeted at 28 hours or less per week, not to exceed 1499 hours per year. The 1499 hours per year complies with eligibility criteria for the Missouri Local Government Retirement System (LAGERS) as outlined in policy E480. Previous practice had been to monitor the annual number of hours worked based on a calendar year to insure all non-exempt part time employees did not exceed 1499 hours per year. However, within these guidelines a part time employee was allowed to accept additional substitute hours beyond their budgeted position, not to exceed 40 hours in a week or the 1499 in a year. Benefit hours such as annual, sick, or holiday hours were not included as part of the 1499 calculation.

The new Patient Protection and Affordable Care Act (PPACA) requires employers to calculate all service hours (hours worked plus any benefit hours) to determine eligibility for health care insurance. PPACA defines a full time employee as one whose service hours average 30 hours per week. PPACA requires employers to develop a “look back” period in 2013 to determine the number of full time employees who would be eligible for health care coverage. Based on an audit of part time employee hours for the first quarter of calendar 2013, 38 % of the District’s part time staff averaged more than 30 hours per week and would be considered full time under PPACA. As a result, Jim Brown directed part time staff to limit all service hours to 28 hours per week.

MOTION:  Mary Reese moved to approve the FY14 Budget with a 1% matrix increase to the Salary Schedule.  Georganne MacNab seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.

FORMAL AGENDA

NEW BUSINESS

13-40 Policy e512 Salary Schedule

Policy e512 Salary Schedule reflects the 1% increase to the matrix approved by the Board members in the FY14 Budget.

MOTION:  John Thoelke moved to accept Policy e512 Salary Schedule with the 1% increase to the matrix reflected in the pay rates. Georganne MacNab seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.  

13-41Extension Services Specialist—revised Classification

Pat Batzel highlighted the revisions to this class spec based on the experiences and accomplishments of the former Extension Services Specialist.  In the revised class spec, the two programs, Books to You and Ready to Read, are highlighted more.  In addition, a few responsibilities have been added to the position.  Lastly, there is more emphasis on grant writing.

MOTION:  John Thoelke moved to accept the revised class spec for the Extension Services Specialist position.  Joann Leykam seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.

13-42 Nomination and Election of Officers

Traditionally, as officer terms expire after two 1-year terms, each officer is replaced by the individual who held the office below it.  The nomination slate proposed is:

Dr. Jerry Cook—President

Mary Reese—Vice-President

John Thoelke—Secretary

Gail Zumwalt—Treasurer

MOTION:  Joann Leykam moved to accept the nomination slate as recommended.  Georganne MacNab seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.

13-43 FY14 Board of Trustees Meetings

 A copy of the meeting dates and locations for FY14 is included in the Board packets mailed to each Trustee’s home.

Dr. Cook inquired about the RFP for the cluster analysis study.  Jim Brown indicated that staff would work on completing the RFP over the next 2 weeks, and Jim will send a copy to the Board members for their review.

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

The meeting adjourned at                 8:35 p.m.

Respectfully submitted

April C. Wootten, Recording Secretary

Approved:

 

Secretary Board of Trustees             Date