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9-10-13-minutes

St. Charles City-County Library District

Board of Trustees

Minutes

September 10, 2013

The St. Charles City-County Library District Board of Trustees met on Tuesday, September 10 at the Library District Administrative Offices located at 77 Boone Hills Drive in St. Peters, Missouri.

Board Members present:

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

 

Board members absent:

•      Joann Leykam

Library Staff present:

  • Jim Brown, Director
  • Margaret Conroy, Assistant 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
  • Frank Noto, IT Manager
  • Martha Radginski, Branch Manager, Middendorf-Kredell Branch
  • Ann King, Branch Manager, Kathryn Linnemann Branch
  • Laurie St. Laurent, Branch Manager, Spencer Road 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 7:10 pm with the Pledge of Allegiance.  Eight members of the Board responded to roll call.

Jerry Cook opened the floor for public comments.  No requests for time were received.

Jerry Cook asked for a motion to suspend the regular agenda in order to hold a Public Hearing regarding setting of the fy2014 tax rate for the Library District.

MOTION:  John Thoelke moved that the regular agenda be suspended for the purpose of holding a Public Hearing on the setting of the FY2014 Tax Rate.  Gail Zumwalt seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent

14-09 Public Hearing FY2014 Tax Rate

MOTION:  Gail Zumwalt moved to open the Public Hearing to set the FY14 tax rate.  Mary Reese seconded.  Motion approved by a roll call vote:  Justin Collier-yes, Jerry Cook-yes, Myra Crook-yes, Lisa DeClue-yes, Georganne MacNab-yes, Mary Reese-yes, John Thoelke-yes, Gail Zumwalt-yes.

Jerry Cook opened the floor to public comments or questions regarding setting of the tax rate for the FY14 budget.   No comments or questions were received.

MOTION:  Gail Zumwalt moved to close the Public Hearing.  Georganne MacNab seconded.  Motion approved by a roll call vote:  Justin Collier-yes, Jerry Cook-yes, Myra Crook-yes, Lisa DeClue-yes, Georganne MacNab-yes, Mary Reese-yes, John Thoelke-yes, Gail Zumwalt-yes

Jerry Cook asked for a motion to resume the regular agenda

MOTION:  John Thoelke moved to resume the regular agenda.  Gail Zumwalt seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent

Reports and Correspondence

Financial Report:  Cash balance, comparison of estimated and actual revenue, and fy14 expenditures through August 31 were reported.

Director’s Report:  Jim Brown announced that Sandy Moeller, a paraprofessional from the Spencer Road Branch, had been selected as the regional MERS Goodwill Outstanding Older Worker.  She is one of ten individuals in the State who will be recognized at a special event in Jefferson City for their continuing contributions to their communities.

John Thoelke inquired if the RFP for the Community Analysis had been posted and if funds had been budgeted for the project.  Jim reported that the RFP that was previously shared with the Board had been posted.  Funding was included in the Professional Fees line item.  The project will span two fiscal years.

John Thoelke asked if the leadership team job performance reviews had been completed.  Jim Brown stated that the reviews were in process and he planned to complete them in September.  Jerry Cook requested that the reviews be complete by the Trustee work session scheduled on October 1.

Development Report: John Thoelke and Kristin Williams encouraged trustees to attend the Art Uncorked event on September 21.  The event is a fundraiser for the Foundation.

Strategic Initiatives and Planning-Strategic Initiative Update 6.3Create shared vision between District, Friends & Foundation.  Kristin Williams reported that the joint meeting of the Board of Trustees, Friends of the Library Officers, and Foundation Board members completed the objective.  The meeting outlined shared core values of each entity, created a communication strategy, and committed to continuing an annual meeting.

Monthly Statistical Report: report of August circulation, gate count, and computer usage and comparison with previous fiscal year was included in the packet.

Special Statistical Report-Patron Usage Statistics: Audrey Bangert prepared a report with a five year comparison of total active cardholders by patron type, breakdown by branch used, percent of active cardholders that are new & percent of population that is active cardholders, unique cardholders using the library in the past 3 and 5 years, and report of collection agency activity.

Activities Report:  Maggie Preiss provided a snapshot of activities in branches and in the community over the past 4 months, upcoming author events, programs on the Affordable Healthcare Act, Consumer Health programs, and other community events.  The September children’s and adult program guides and Fall Teen programs were included in the packet.

2013 Summer Reading Report:  Maggie Preiss provided a summary of the 2013 Adult, Teen and Children’s Summer Reading programs including registrations (47,971), 298,955 hours read, 122,190 books read to pre-readers, 16,710 early literacy activities and 24,236 completions.  The summer reading program prizes are sponsored by Friends of the Library who provided $60,000 in 2013.

Making a Difference-Freegal Downloadable Music:  new downloadable music service offered to library customers beginning August 28.

Correspondence: none.

CONSENT AGENDA

Minutes of the August 13, 2013 work session Minutes of the August 13, 2013 Board of Trustees meeting

MOTION:  Mary Reese moved to accept the consent agenda.  Lisa DeClue seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent

FORMAL AGENDA

14-10 Setting FY2014 Tax Rate

Jim Brown reviewed the State law governing setting of property tax rates by taxing districts.  The law includes provisions for rolling up to offset revenue losses or rolling back to reduce possibility of tax windfalls.  Jim Brown pointed out that based on figures for real estate and personal property provided by the County Registrar, the assessed value of St. Charles County had decreased by 2.90%.  Based on the assessed value of the County and the State law, the maximum allowable tax certified by the State Auditor for the fy2014 budget is $0.2270.  The rate set last year was $0.2181.  Jim reported that by not rolling up to the allowable amount, the District would lose $457,093 in tax revenue and decrease reserves by $820,410 to meet the fy2014 operating budget.  By rolling up to the rate allowed, the District would increase revenue by $166,952 and decrease reserves by $204,166 to meet the fy2014 operating budget.  Jim recommended that the Board roll up to $0.2270, the maximum rate allowed and hold the reduction in reserves to approximately $204,000.  Rick Schultz stated that using the average value of residential property, the roll up would mean approximately an additional $3.11 in yearly tax for taxpayers.  Margaret Conroy commented that in order to retain the level of service provided by the Library District, meet needs of customers and provide new services overtime, the additional funds would be needed.

MOTION:  Gail Zumwalt moved to set the FY2014 tax rate for the St. Charles City-County Library District to $0.2270 which is the maximum authorized rate certified by the Missouri State Auditor.  Mary Reese seconded.  Motion passed by a show of hands:  eight affirmative, zero negative, zero abstentions, and one absent.

14-11 Express Branch Supervisor Classification Specification

Pat Batzel reported that the revised specs for E032 Express Branch Supervisor had been reviewed by Jim Brown and Margaret Conroy and the Personnel committee of the Board.  The recommendation of the Personnel Committee is that the revised Express Branch Supervisor Classification Specifications be approved by the Board.

Jerry Cook asked all those in favor of adopting the revised classification specifications to say aye.  Recommendation approved eight affirmative, zero negative, zero abstentions and one absent.

14-12 LAGERS Annual Meeting

The 2013 LAGERS annual meeting will be held in Springfield, MO on October 24 and 25.  The conference offers educational sessions on the Local Government Employees Retirement System and holds election for new members of the governing Board.  Each participating organization may send two delegates (employer delegate and employee delegate. The Board may authorize an employee to serve as employer delegate).  No members of the Board were able to attend the annual meeting.

14-13 Recording Secretary Stipend Increase

Currently the recording secretary for the Board receives a monthly stipend of $150 to take minutes at Board meetings, prepare written minutes for approval of the Board, and prepare other documentation of the minutes as required.  The rate was set in 2000.  Jim Brown recommended the stipend be increased to $175.  Currently April Wootten serves as Recording Secretary.  John Thoelke asked Pat Batzel if an hourly employee is eligible to receive more than their regular hourly rate for compensation as Board Secretary.  Pat Batzel reported in this case the employee is working for the Board and not the District but she would research the question to determine what is allowable.

MOTION:  John Thoelke moved to table agenda item 14-13 Recording Secretary Stipend Increase.  Myra Crook seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent

14-14 McClay Road Branch Change orders

Jim Brown reviewed the change orders received to date on the McClay Branch renovation project.  During demolition, the contractor encountered unexpected problems including a leak in the men’s restroom, replacement of drywall in the restrooms, a cracked sink and mold in three locations.  In addition, a faux wall was added in the circulation area so that electrical service would be available at the circulation desk without running it over the floor and creating a trip hazard.  Estimated cost for all of the change orders is $13,535.  Final figures will be available after documentation has been reviewed by the architect for the project.  No item exceeded the $10,000 threshold requiring Board approval.  John Thoelke asked about the estimated amount for the expected contractor cost.   As all figures are preliminary, those costs could change.

14-15  Resolution for Lisa Pelikan

Whereas, Lisa Pelikan served as an appointee of the Mayor of St. Charles to the St. Charles City-County Library Board of Trustees from 2003 to 2013; and

Whereas, within her capacity as a trustee Lisa Pelikan also notably served on the Finance subcommittee of the Board; and

Whereas, Lisa Pelikan’s expertise in finance and investments helped provide valuable insight into the Library District financial processes, and

Whereas, Lisa Pelikan served as an advocate for the Library District especially within City government, and

Whereas, Lisa Pelikan was dedicated to her role as a trustee and succeeded in her commitment to the Board along with the requirements of her professional duties, and

Whereas Lisa Pelikan continued to support the work of the Board of Trustees by remaining an active member beyond the end of her last term, and

Whereas Lisa Pelikan supported the Library Foundation and Friends through personal commitments, now therefore be it resolved

The Board of Trustees of the St. Charles City-County Library District hereby recognizes the extraordinary service of Lisa Pelikan and conveys its gratitude for her dedicated service to the St. Charles City-County Library District, the Library Board of Trustees and all the taxpayers of St. Charles County, and wishes her the best in future endeavors.

MOTION:  Georganne MacNab moved to approve the resolution commending Lisa Pelikan on her ten years of service to the Library Board. John Thoelke seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent

Other Business:  Jerry Cook asked about the FY14 Building Projects handout distributed by Rick Schultz during the discussion about setting the tax rate.  Rick stated the handout was an update on current and possible projects related to buildings in fy14.  John Thoelke inquired if the repair work on the Administrative Offices parking lot would be completed before winter.  Rick Schultz reported that the District was considering a 2” overlay of asphalt to the lot.   Initiation of the project is dependent on availability of the contractor.  The sidewalk could be a major issue.  The project would also make the handicapped ramp ADA compliant.

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

The meeting adjourned at 8:04 pm.

Respectfully submitted

Margaret A. Preiss

Acting Recording Secretary

Approved:

 

 

Secretary Board of Trustees              Date