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april 2011 minutes

St. Charles City-County Library District
Board of Trustees
Minutes
April 11, 2011

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, April 11, 2011at the Kathryn Linnemann Branch, 2323 Elm St., St. Charles, Missouri.

Board Members present: 

  • Mr. Greg Dohrman
  • Ms Myra Crook
  • Mr. John Thoelke
  • Ms. Debbie Haupt
  • Dr. Jerry Cook
  • Ms. Mary Reese
  • Ms. Lisa Pelikan

Board Members absent:

  • Mr. Gary Heggs
  • Ms. Kathleen Todd

Library Staff present:

  • Mr. Jim Brown, Director
  • Mr. Richard Schultz, Coordinator of Finance and Support Services
  • Mr. Frank Noto, IT Coordinator
  • Ms. Maggie Preiss, Children’s Services and Marketing
  • Ms. Kristin Williams, Planning and Development Coordinator
  • Ms. Denise Mandle, Human Resources Coordinator
  • Ms. Ann King, Branch Manager, Kathryn Linnemann
  • Ms. Martha Radginski, Branch Manager, Middendorf-Kredell
  • Ms. Diana Tucker, Branch Manager, Corporate Parkway
  • Ms. Keri Cascio, Branch Manager, Kisker RoadBranch
  • Ms. Asia Gross, McClay RoadBranch
  • Ms. Karen Golab, Purchasing and Building Project Manager

President Greg Dohrman called the meeting to order at 7:00 p.m.with the Pledge of Allegiance.  Seven members responded to roll call.  Mr. Dohrman opened the floor for public comments.  No requests for time were received.

REPORTS


The following reports were included in each Board members’ and staff member’s packets.  No additional verbal presentation was given at the meeting. 

  • Financial Report
  • Director’s Report
  • Special Report—Development, Kristin Williams, Coordinator of Planning and Development
  • Special Statistical Report—Reciprocity Summary and E-books
  • Monthly Statistics Report
  • Activities Report-- Maggie Preiss, Children’s Resources and Marketing
  •  

CONSENT AGENDA

Minutes—Board of Trustees meeting minutes from the March 14th meeting.

MOTION:Mr. Thoelke moved to approve the Consent Agenda.  Ms. Reese seconded.  Motion approved seven affirmative, zero negative, zero abstentions, and two absent.

FORMAL AGENDA

Old Business

11-01 Spencer RoadBranch Replacement

Two items regarding the project were included in the packet.

  • Change Order 004 for $4092.00.  This item is included as an informative item.  Change Orders only need formal Board action if the amount of the change order exceeds $10,000.  The amount reflects the change to ceiling mounted HVAC units in the computer rooms in lieu of the wall mounted units in the original contract.
  • Updated Timeline on Spencer Roadproject.   The updated timeline reflects a completion date of end of September, 2011.  Mr. Dohrman inquired about a public opening date.  Mr. Brown indicated that we are shooting for a late Fall, 2011 opening.  He also confirmed that the branch would be closed for approximately 3 months for demolition, moving, and completion of final construction.

11-29 Strategic Planning

Jim Brown took the opportunity to invite the Board members to two strategic long-range planning discussions.  The first session is Friday, April 15, 2011, from 3-6 p.m.; the second session is Monday, April 25, 2011, from 6-9 p.m.  Mr. Brown encouraged the Board members to attend at least one of the sessions.  He has already heard from one Board member, but asked that each of the remaining Board members confirm whether or not they will be able to attend the discussions.  If any of the trustees are unable to attend, please communicate any thoughts or ideas to Jim Brown or Kristin Williams to include in the brainstorming sessions.  Ms. Williams also indicated that a cross-representation of staff have been invited to the sessions as well.

11-32 City of St. Charles McClay RoadEasement request

A revised drawing of the McClay Road Easement Project from the City of St. Charleswas handed out at the meeting.  There are two considerations with this revision.

  1. Originally, the grading of the entrance to the parking lot was changing from 18% to 20%.  With the revision, the grading will only change to 18.8%.
  2. The City of St. Charlesis requesting a general warranty deed on 542.09 square feet along McClay road.  In past similar situations, the Library District has sold the needed land to the governing entity for its original cost.  The original land cost was $1.09 per square foot.  The City of St. Charleswould prefer to not pay for the land.

The Board members and staff discussed several options regarding the entrance to the McClay Road Branch.  Some options discussed are reconfiguring the entrance to the drive all together, or even centering the entrance.  Based on discussions and the District’s history with similar projects, it is the sense of the Board that the revised grading is agreeable; however, the Board also believes that the District’s policy of requesting payment for land needed for City projects is reasonable.  Therefore, the sense of the Board is to not deviate from the current practice, and to move forward requesting payment of $1.09 per square foot for the requested general warranty deed. 

11-33 Property lease for agricultural use

The contract has been executed and we are ready to move forward on this item.  There is no action needed at this time.

11-34 Publicly Accessible Reserves—Citizen Concern

Each Board packet included a copy of Policy C280—Privacy of Library Circulation Records, copies of Missouri Revised Statutes section 182.815 and 182.817, and a proposed revision to Policy C280.  Based on review of the state statutes, the current policy is not in conflict with any state law.  However, it was noted that the existing policy c280 referred to circulation records as opposed to the use of library record as defined in Section 182.815 “Disclosure of library records, definitions”.  As a result a recommendation was made to change policy c280 by adopting language more consistent with that of the state statutes. 

                Staff presented several variations for new reserve wrappers to the Board members.  The most appealing suggestion for the reserve wrapper was option C, which has the first two letters of the patron’s last name, the first two letters of the patron’s first name, and the last 4 digits of the patron’s library card #.  Or option D, which is the first two letter’s of the last name, the first two letters of the first name, and the entire patron record #.  The patron record # is an internal number within the library system that identifies a specific patron.  There were several pros and cons to all of the options presented for the new reserve wrapper.  Ultimately, the decision was made to begin using reserve wrapper option C. (Even in questionable situations such as last name ‘Wu’, a patron’s privacy will be maintained because no other individual will know if that is the entire last name or just the beginning of a different last name like ‘Wunderlich”.)  This new wrapper will be placed on all reserves that are shelved in a location accessible to patrons (i.e. not behind the Circulation Desk).  There will be some lag time in order for software to be updated, policies adjusted, and customer education to take place.  Following additional discussion with staff concerning their estimates of an appropriate timeframe for implementation, a recommendation was made to direct staff to move forward with the implementation as soon as possible with a completion not later than July 1, 2011.

MOTION:  Ms. Crook moved to adopt the revised C280 as presented, with procedures fully implemented by July 1, 2011.  Ms. Pelikan seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

Jim Brown, Director, took this opportunity to remind the Board members this will be their first opportunity to view prospective budgets.  Their recommendations on any prospective budget are welcome anytime prior to formal approval, which will take place in June.

NEW BUSINESS

11-35 FY12 Equipment Budget

Karen Golab, Purchasing and Project Manager, provided two reports for the FY12 Equipment Budget.  One report provided staff requests for furnishings and equipment and their cost.  The second report provided a list of building improvement projects, without costs, for the 2012 fiscal year.  The budget amount does not reflect any equipment or furnishings purchases for the new Spencer Roadexpansion project, nor is any technology requests reflected in this budget.  A number of items which were submitted as equipment requests were deferred for future consideration as project budget items.  Finally, the total Equipment Budget request is for $222,220, a 26% decrease from FY11.

                Ms. Golab did express some slight concern over the rising cost of fuel and its effect on shipping costs; and how this rise in shipping costs will affect the overall budget for the next fiscal year.

11-36 FY12 Technology Budget

Frank Noto, IT Coordinator, presented the preliminary FY12 Technology and Telecommunications Budget to the Board members and staff.  The amount budget for this area is $441,249 down from $548,044 in FY11.  The primary reason that the budget request is less is due to the fact that the technology and telecommunication needs for the new Spencer Road Branch have been moved into a separate budget.  Some of the major concerns for the 2012 fiscal year are:

  • PC Replacement—There are approximately 250 personal computers throughout the District that need replacing or upgrading.  The plan is to purchase 50 PCs over the next 5 years and the amount budgeted for this is $56,000.
  • Server Storage Upgrade—There continues to be an increasing demand for space in Regional and General Purpose branches as well as additional cameras for the Middendorf-Kredell branch.  The amount for this project is $7,000.
  • Website Maintenance Fees-- $3000 has been budgeted for professional consulting fees.
  • Spencer Road Building—Due to the size of this project and the technical needs of this building, costs for the equipment will be separated into its own budget, Spencer Road Project Budget. 
  • Storage Area Network/Virtual Server Project—In order to complete the transition from physical servers to virtual servers, there is a need an additional server and upgrade software.  The total for this project is $20,000.
  • Admin/Spencer Phone Upgrade—The phone system currently in the GA building is no longer available; therefore, a need exists to upgrade the system.  $12,000 is budgeted for this project.  We will continue to utilize the existing handsets.

Dr. Cook inquired about whether or not consideration has been given to purchasing and installing Smart boards in the new Spencer Road Branch?  Mr. Noto indicated that the expansion will provide projectors and sound systems in some of the new meeting room facilities, but thus far, there hasn’t been a demand for the Smart boards.  Dr. Cook and Ms. Pelikan agreed that Smart boards are an investment that should definitely be considered.  Dr. Cook asked Mr. Noto to research cost, demand, and any other pertinent information, and present that information at the May Board meeting.

11-37 FY12 Personnel Budget

Denise Mandle, Human Resource Coordinator, provided a preliminary FY12 Personnel Budget along with an Agenda Memo, and Budget Notes.  The proposed budget is a flat projection; it is a relatively conservative budget that includes a “higher level of potential liability”. 

  • Vacation Liability is a new category created to budget anticipated vacation accruals to pay out to retiring staff during the fiscal year. 
  • Health Insurance rates have been increased in the budget in anticipation that rates will follow industry trends, and rise.  Current trends show rates increasing as high as 12.5%.
  • The Sick Leave Recognition Program ends in FY12.  The District will be replacing the program with a Wellness Program.
  • The net FTE increase proposed in the budget is 2.3%.  This includes additional staffing requests for the new Spencer Road Branch.
  • The preliminary budget recommendation is for a 2% increase for all staff.  The Board will consider the recommendation.
  • If the Board approves the 2% pay increase, the FY12 Personnel Budget will be 61.4% of the District’s total budget.

The remainder of the budget recommendations will be presented at the May 9th Board meeting.  The total FY12 Budget will be voted on at the June Board meeting.  There is a sense of the Board that they are comfortable with the preliminary budgets presented tonight.

MOTION:  Ms. Pelikan moved to adjourn the open session.  Ms. Reese seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two   absent.

The meeting adjourned at 8:52 pm.

Respectfully submitted

April C. Wootten

Recording Secretary

Approved:

Secretary Board of Trustees             Date