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august 2010 board minutes

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, August 9, 2010 at the Administrative Office, 77 Boone Hills Drive, St. Peters, MO.

Board Members present:

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

 Board Members absent:

  • Mr. Gary Heggs
  • Ms. Lisa Pelikan

Library Staff present:

  • Mr. Carl Sandstedt, Director
  • Ms. Betty Murr, Deputy Director
  • Mr. Richard Schultz, Coordinator of Finance and Support Services
  • Mr. Frank Noto, IT Coordinator
  • Ms. Denise Mandle, Human Resources Coordinator
  • Ms. Kristin Williams, Planning and Development Coordinator
  • Ms. Maggie Preiss, Children’s Services and Marketing
  • Ms. Ann King, Branch Manager, Kathryn-Linnemann
  • Mr. Jim Brown, Branch Manager, Spencer Road
  • Ms. Martha Radginski, Branch Manager, Middendorf-Kredell
  • Ms. Keri Cascio, Branch Manager, Kisker Road
  • Ms. Asia Gross, Branch Manager, McClay Road
  • Mr. Tim Deghelder, Branch Manager, Deer Run
  • Ms. Diana Tucker, Branch Manager, Corporate Parkway
  • Ms. Debbie Warren, Circulation Supervisor, DiscoveryVillage
  • Mr. Jim Rhodes, Information Resource Manager, Local History and Genealogy
  • Erin Wolfman, Intern, LindenwoodUniversity

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.

MINUTES

MOTION:  Ms. Reese moved to approve the minutes of the July 12th meeting. Mr. Thoelke seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

 REPORTS


Financial Report

Mr. Schultz reminded Board members that July is the first month of the new fiscal year, FY11.  The financial reports included in the Board packet are finals.  Mr. Schultz referenced a few highlights:

  • Tax receipts collected in June, but received in July were accrued to FY10.  The accruals totaled approximately $83,000.
  • Cash on hand and investments remain just under $17 million.
  • A few large expenditures are annual payments—Insurance, Microform & Electronic Data are two examples.  The annual payments result in a high percentage initially in the line-item, but that line-item will average through the fiscal year. 
  • Although there were some HVAC expenses during June and July, there weren’t any major system repairs or replacements. 

If there are any questions, please contact Rick Schultz at the Administrative Offices, extension 1571.

Director’s Report

Mr. Sandstedt passed on any additional comments.  He took this opportunity to invite two Branch Managers from the general purpose branches to comment on their current construction/remodel projects.  Both projects have been carried over from FY10.

  • Diana Tucker, Corporate Parkway—Last December, the walls inside the branch were painted.  Currently, the large reference desk in the middle of the branch is being reconstructed and replaced with a circulation and reference combination desk toward the front of the branch.  The branch will close for a week, August 16-20, in order to complete the project.
  • Keri Cascio, Kisker Road—Due to the large water pipe burst in January, an air barrier is being constructed through the entire building.  The circulation desk as well as its flooring is being completely redone.  The branch will need to close for approximately two weeks in September.

Special Report—Development

Kristin Williams, Planning and Development Coordinator

The Foundation update is included in the Handout Packet distributed at tonight’s meeting.

  • Ms. Williams took the opportunity to introduce Erin Wolfman to staff and the members of the Board.  Erinis an intern working with Kristin currently at the Administrative Office.  She is a graduate student in Non-profit Administration at LindenwoodUniversity.

Foundation:

  • Imagine Campaign reaches $11,429; 38% of our goal. 
  • Ms. Williams meets tomorrow with representatives from Progress West hospital and Barnes-Jewish St. Peters about the possibility of giving every new mom an Early Literacy Kit from the St. Charles City-County Library Foundation.
  • A policy for Naming Rights will be presented at next month’s meeting.
  • A separate flyer is included for the 2nd Annual Art Uncorked event.  The event hosts nine artists, two wineries, O’Fallon Brewing Co., and several local restaurants.  Tickets can be purchased in advance from Ms. Williams, online at www.stchlibraryfoundation.org, or call 636-441-2300.
  • Our Build-A-Bear grant in support of Early Literacy Kits is still pending.

Capital Campaign:

  • The mailings for the Buy a Brick campaign will be sent out in September or October. 
  • The application for a grant from Emerson Electric was denied.
  • Ms. Williams will apply to Charter Communications by the end of this week.

Dates to Remember:

  • rediscover Your Libraryluncheon is August 17th at Kathryn Linnemann from 12-1pm.
  • Art Uncorked: An Evening of Grape Expectationsis September 11th at Kathryn Linnemann.
  • Library Legends Recognition event is November 12th.

IRM Report—

Jim Rhodes, Local History and Genealogy, Kathryn Linnemann Branch

There is currently a joint-cataloging project between several local historical societies, providing a wide array of books and assorted materials to local researchers.  This month, the “Augusta Historical Society has joined the St. Charles County Historical Society and the Boone-Duden Historical Society, in allowing Mr. Rhodes to process their collection of books into our system”.  By doing this, the collection will be much more visible and accessible to researchers.  The collection will be housed in the new AugustaVisitorsCenter, which is located in the old South County Branch library.        

Special Report—Reference Survey Summary

Betty Murr, Deputy Director

Ms. Murr provided a packet report that includes the details of how the reference survey data is collected, in addition to all of the tools utilized by the branches to implement the survey.  Some of these tools include instructions, a work form, and worksheets utilized during the data collection phase.  Once collected, the information is passed on to Jim Brown, Branch Manager at Spencer Road, for inclusion in various spreadsheets.  The survey is conducted twice a year; three weeks in the Spring and three weeks in the Fall.  The results represent an annual count of reference questions for each branch and a total for the District.  The figures in this report are utilized in the annual report on staff workloads which is used during the Personnel Budget process.  Also, the numbers are used in statistical reports to the Missouri State Library.

                Some highlights include:

  • There has been a steady increase in annual transactions for Reference and Reader Advisory.  Regional branches have much higher counts than others.
  • Corporate Parkwayand Spencer Roadhave the highest workloads per FTE (full-time equivalent).
  • Walk-ins represent approximately 75-80% of queries; phone represents 20-25%, and email queries represent a minimal percentage of the overall results.

Reserve Statistics

Reserve Statistics track the number of reserves that patrons place both in the branches as well as remotely.  Over the years, new circulation reserves (versus renewals) have decreased to 8%, which is down from 10% in 2007.  Of the new circulation reserves, 72% are placed remotely (outside of a branch).

If there are any questions regarding either Special Statistic report, please contact Betty.

Statistics

Betty Murr, Deputy Director

This month’s circulation and gate count statistics packet also includes a third page which represents ‘PC Usage Statistics: PC Time & Print’.  This month’s report also reflects only the first month of the new fiscal year, July.  Some of the branch managers in attendance commented on the PC Time & Print system, all with very high regards!  Highlights from the Circulation and Gate Count Statistics:

  • With new reporting reflecting the removal of PC checkouts to its own report, circulation is almost flat to last year (.57% increase).
  • eMedia has a 65% increase over FY10.
  • As for PC usage, there were 31,493 PCs “checked out”, or used, in the District for the month of July.

Activities Report

Maggie Preiss, Children’s Resources and Marketing

The August children’s programs are included in the packets handed out at the meeting this evening.  Ms. Preiss also distributed the Activities Report for the month. 

  • Baue Healthy Seniors Fair is August 10 at the St. CharlesConvention Center.
  • Summer Reading Program statistics are due August 16.  First month registrations reflect approximately a 5% increase over last year.
  • Author program at Kathryn Linnemann on September 8 at 7 pm.  The author featured is Anne Hazelwood.  Her newest books, Festive Finds of Missouri and 100 Sweet Treats for Quilters will be sold by Main Street Books.
  • A special “Thank You” to the Emerging Library Advocates group of the Library Foundation for sponsoring the Dome Theater at Middendorf-Kredell; 455 people attended the programs on July 19.
  • The Missouri Arts Council Grant for $1750 will help support the You Are a Star music program with Sue Kennedy at Kisker Road.

OLD BUSINESS

Formal Agenda

11-01 Spencer RoadBranch Replacement

There is nothing new to report at this time.  Mr. Sandstedt shared news that we were given an Ameren UE grant for LED exit lights in the new building.  This grant covers approximately 30 or so exit lights, and should recover the majority, if not all, of the costs.

11-04 Director Search Committee

There is nothing new to report at this time.  Mr. Dohrman and Ms. Crook reminded the Board members that their meeting with the Bradburys is currently scheduled for September 10, 2010at the Administrative Offices.  Ms. Crook will send an email reminder to all of the Board members closer to the meeting.

11-06 Policy#C140—Firearms Banned in District Facilities and Vehicles

The current policy has been in place for approximately seven years.  There have been some questions regarding the legality of the policy and whether or not the Library District is considered a municipality, thereby possessing powers of one.  Mr. Sandstedt confirmed its legality with counsel, who indicated that the Library District does possess certain municipal powers.  Therefore, the policy is legal.  That being said, the proposed change simply corrects the statute number of the law which the policy references.  The policy should reference Section 571.107 (not .094) of the Revised Statutes of Missouri.  With this correction in the policy, it now references the correct section of the law.

MOTION:  Mr. Thoelke moved to approve the correction to the Policy #C140 as stated.  Ms. Reese seconded.  Motion approved seven affirmative, zero negative, zero abstentions, and two absent.

NEW BUSINESS

Formal Agenda

11-10 Public Hearing FY11 Tax Rate

Mr. Thoelke moved to open the public hearing to set the FY11 tax rate.  Dr. Cook seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.  A roll call vote was taken to open the hearing.  All Board members in attendance voted yes.

Mr. Greg Dohrman-Yes

Ms Myra Crook-Yes

Mr. John Thoelke-Yes

Ms. Mary Reese-Yes

Ms. Kathleen Todd-Yes

Ms. Debbie Haupt-Yes

Dr. Jerry Cook-Yes

Mr. Dohrman opened the floor for public comments.  No requests for time were received.

11-11 Setting of FY11 Tax Rate

Mr. Schultz provided a memo to all in attendance regarding the history leading up to the public hearing.  Some highlights from the memo include:

  • Preliminary estimate of the tax rate are required to be set in March, utilizing figures certified in January.  In March, 2010, the District sent the current tax rate of $0.2064 to the CountyRegistrar. 
  • This year, $95,112,688 valuation was classified as “Work in Progress”.  This figure provided a bit of confusion because it is not categorized as “New Construction”.  Therefore, in addition to significantly increasing the Database, the final numbers from the Registrar are unknown and, therefore, have to be estimated.
  • In July, the CountyAssessor’s office provides certified valuation for everything except the State Assessed figures.  The CountyRegistrarprovides those numbers in August.  Last year, the numbers were provided to the District on August 24.
  • The range of possible tax rates recommended by Mr. Schultz is $0.2064 to $0.2150 for the upcoming year.  The best case scenario is $0.21; the advertised prediction is $0.22, to allow for any miscalculations or estimates.
  • Due to the fact that Working Capital and Reserve are reduced by $5.5 million this year, “it is recommended that the District set the tax rate at the higher rate allowed by the State of Missouri.

MOTION:  Mr. Thoelke moved to set the tax rate at $.22 or the State Auditor approved rate, whichever is lower.  Dr. Cook seconded.  The motion passed by a roll call vote of seven affirmative, zero negative, zero abstentions, and two absent.  The affirmative votes, by roll call, are:   

Mr. Greg Dohrman-Yes

Ms Myra Crook-Yes

Mr. John Thoelke-Yes

Ms. Mary Reese-Yes

Ms. Kathleen Todd-Yes

Ms. Debbie Haupt-Yes

Dr. Jerry Cook-Yes

It is noted that recommendation has been made to move this hearing, Setting of Tax Rate, to a later date due to the fact that confirmed numbers are unknown until the end of August; possibly the September meeting.

MOTION:  Mr. Dohrman moved to close the public hearing.  The roll call designated to open the session, also closed the session.

Open session resumed.

11-12 Boardlink StL—Memorandum of Understanding

Ms. Williams provided a brief description of the Boardlink STL organization.  Along with Ms. Williams description, a brief summary page was included in the Board packet.

                Boardlink STL is an organization that matches individuals interested in serving on Non-profit Boards with Non-profit organizations seeking Board members.  A key reason to support Boardlink is to create exposure for our own non-profit services through the District.  The commitment is $1000 annually.  Ms. Williams will represent the Library District in the organization if we choose to become a part of it.

                Due to the fact that membership is $1000, a motion is not needed to approve it.  However, it is a consensus of the Board to support the initiative to be involved in this worthy organization, and to move forward administratively.

Preliminary Agenda

11-13 Director’s Transition Dialogue—Evaluation

Mr. Sandstedt suggests a meeting between himself and the Board members to “evaluate” him and his Director position.  He would rather have a dialogue between parties focused on his negative attributes in order to avoid repeating those qualities in the next person hired for the Director position.  The meeting should take approximately 2-4 hours, and should take place prior to the finalists’ interviews.  Mr. Sandstedt suggested emailing all of the Board members with possible dates and times beginning in September. 

 

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

The meeting adjourned at 7:55 pm.

Respectfully submitted

April C. Wootten

Recording Secretary

Approved:

Secretary Board of Trustees             Date