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april-2012-minutes

St. Charles City-County Library District

Board of Trustees

Minutes

April 10, 2012

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, April 10, 2012 at the Spencer Road Branch Library located at 427 Spencer Road in St. Peters, Missouri.

Board Members present:

  • Jerry Cook
  • Myra Crook
  • Lisa Pelikan
  • Mary Reese
  • John Thoelke

Board members absent:

  • Gary Heggs
  • Debbie Haupt
  • Joann Leykam
  • Georganne MacNab

Library Staff present:

  • Jim Brown, Director
  • Maggie Preiss, Children’s Resources and Marketing Coordinator
  • Richard Schultz, Finance and Support Services Coordinator
  • Denise Mandle, Human Resources Coordinator
  • Frank Noto, IT Coordinator
  • Kristin Williams, Planning & Development Coordinator
  • Karen Golab, Purchasing & Building Project Coordinator
  • Ann King, Branch Manager, Kathryn Linnemann
  • Laurie St. Laurent, Branch Manager, Spencer Road Branch
  • Diana Tucker, Branch Manager, Corporate Parkway Branch
  • Asia Gross, Branch Manager, McClay Branch
  • Sara Nielsen, Branch Manager, Community Branches and Adult Programming

President Myra Crook called the meeting to order at 7:00 pm with the Pledge of Allegiance.  Five members responded to roll call.  

Myra Crook opened the floor for public comments.  No requests for time were received.

REPORTS

The following reports were included in the Board packets. 

  • Financial Report-Rick Schultz
  • Director’s Report-Jim Brown
  • Special Statistical Report-Children’s Programs
  • Monthly Statistical Report
  • Activities Report-Maggie Preiss

Director’s Report:  Jim Brown announced that Kristin Williams received one of the Emerging Young Professionals in Leadership Awards from the Athena Leadership Foundation of St. Charles County.   Kristin will be recognized at the annual leadership summit on Wednesday, May 2.

Consent Agenda

  • Minutes of the March 13, 2012 Board Meeting

MOTION:  John Thoelke moved to approve the Consent Agenda.  Jerry Cook seconded.  Motion approved five affirmative, zero negative, zero abstentions and four absent.

Formal Agenda

Old Business

12-02 Spencer Road Branch Replacement

The Board reviewed a number of change orders totaling $72,110.40.  No formal action was required.  The total for change orders up to this date is $263,474.36 which represents about 4.21% of the project.  Most of the change orders have been related to soil remediation.  There may be a few more change orders before the project is completed.

12-03 Strategic Planning

There is nothing new to report at this point.  Groups are meeting.  An update will be provided at the next Board meeting.

New Business

12-33 Spencer Road Branch End Panel Bid

Karen Golab reviewed the bid process and submissions for manufacture of end panels for the Spencer Road Branch.  Five companies responded; three met required qualifications of experience in manufacture and installation of end panels for Reflector brand shelving.  Bids ranged from $32,905 to $66,608. The lowest bid was from Furniture by Design.  The company was able to provide a sample of stained wood to match existing wood trim in the branch and also received good references from other libraries.  Karen Golab reported the estimated time for completion of the project was 8-10 weeks after approval of shop drawings.

MOTION:  Jerry Cook moved that the Library Director be authorized to accept the lowest qualified bid for end panels for the new Spencer Road Branch from Furniture by Design with a cost not to exceed $35,000 and funds be transferred from capital projects.  Mary Reese seconded.  Motion approved five affirmative, zero negative, zero abstentions and four absent.

12-34 FY13 Budget Markup-Furnishings/Equipment

Karen Golab presented the proposed FY13 budget for furnishings and equipment.  The total amount requested is $238,350 which is $1370 less than fy12.  Details of requests from each branch were included in the report.  Some projects for McClay Branch and Corporate Parkway Branch are being carried over into fy13.  Karen reported all branch requests for fy13 had been approved.  The proposed budget for Furnishings and Equipment will become part of the total budget reviewed by the Board.  Formal adoption of the budget will be at the June Board meeting.

12-35 FY13 Budget Markup-Technology

Frank Noto presented the proposed FY13 budget for Technology and Telecommunications.  The total amount requested is $575,319. The District fy12 technology budget was $443,249 plus $328,700 for the Spencer Road project.  A number of projects were delayed until fy13.  Most of fy12 projects were related to the Spencer Road building.  The Technology & Telecommunications budget  includes software, consulting professional fees, training, telecommunications, cabling and equipment.  A summary and detailed project budget was presented to the Board.  The IT Department will continue replacing pre-2007 PCs, proposes implementing wifi service at the mini branches, installing fax/scanners at all branches, and running a trial with a self-service fax scanner at the Kathryn Linnemann Branch.  Funds are included for new phone systems at Corporate Parkway, McClay and Kisker Road. The District may also purchase new software for finance and human resources.   $48,000 is budgeted to start the RFID special project if time allows.  A detailed budget for individual branch technology projects was included.  The proposed budget for Technology will become part of the total budget reviewed by the Board.  Formal adoption of the budget will be at the June Board meeting.

13-36 Collection Development-Additional Video Game Format (xBox and xBox Kinect)

A report recommending addition of xBox format of videogames was discussed.  The videogame collection which is very popular is currently limited to Wii format, and it is difficult to purchase enough titles and games to meet demand.  Customers have requested xBox format games which are easier to acquire in the quantities needed.  Asia Gross presented results of her research regarding popularity and availability of the xBox format.  She reported that the District planned to purchase an opening day collection to help with initial demand.  The consensus of the Board was to include the xBox format of videogames in the Materials budget.

Other Business

Kisker Road Branch Manager:  John Thoelke inquired if a new manager had been hired for the Kisker Road Branch.  He was concerned at the length of time it has taken to fill the position.  Denise Mandle reported that an offer had been made to a candidate and we were waiting for a response. 

May Board Meetings:  Jim Brown reminded the Board that two meetings were scheduled in May to discuss the final details of the fy13 budget.  Meetings will be held on Tuesday, May 8 and Tuesday, May 22 at the Administrative Offices.

MOTION:  Lisa Pelikan moved to adjourn the meeting.  Mary Reese seconded.  Motion approved five affirmative, zero negative, zero abstentions and four absent.

The meeting adjourned at 8:05 pm.

Respectfully submitted

Margaret A. Preiss, Acting Recording Secretary

Approved:

Secretary Board of Trustees             Date