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February 2010 Board Minutes

St. Charles City-County Library District

Board of Trustees

Minutes

February 8, 2010

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, February 8, 2010 at the Administrative Office, 77 Boone Hills Dr., St. Peters, MO.


Board Members present:

  • Mr. Greg Dohrman
  • Ms Myra Crook
  • Mr. John Thoelke
  • Dr. Jerry Cook
  • Mr. Gary Heggs
  • Ms. Lisa Pelikan

 Board Members absent:

  • Ms. Mary Reese
  • Ms. Debbie Haupt

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. Sara Nielsen, Community Branches and Adult Programming
  • Ms. Maggie Preiss, Children’s Services and Marketing Coordinator
  • Ms. Kristin Williams, Development Coordinator
  • Mr. Jim Brown, Branch Manager, Spencer Road
  • Ms. Ann King, Branch Manager, Kathryn Linnemann
  • Ms. Pat Kern, Branch Manager, Middendorf-Kredell
  • Ms. Keri Cascio, Branch Manager, Kisker Road
  • Ms. Martha Radginski, Branch Manager, McClay Road
  • Ms. Diana Tucker, Branch Manager, Corporate Parkway
  • Mr. Brad Smith, Information Resource Manager, Non-profit Development

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

MINUTES
MOTION: Mr. Thoelke moved to approve the open-session and closed-session minutes of the January 11th meeting.  Dr. Cook seconded. Motion passed six affirmative, zero negative, zero abstentions, two absent.


REPORTS

Financial Report
The current financial report was mailed to each Board member’s house in the February Board packet.  One thing to note is that Railroad and Utilities Received this month is in the amount of $523,000.  This amount was missing from the January financial reports.  If there are any questions, please contact Rick Schultz at extension 1571.

Director’s Report
There are no additional comments at this time.  Mr. Sandstedt did share that Sally Faith invited him to Jefferson City and the Senate Committee meeting on Wednesday, February 10, 2010.

Special Report - E-Books and Electronic Usage Stats - Betty Murr, Deputy Director
Ms. Murr deferred the report until next month.  At that time, she will also bring any budget recommendations to the Board members.

Special Report - Development - Kristin Williams, Development Coordinator
Ms. Williams’ reports are included in the handout packet this evening.  Her Foundation Update report included:

2009 Highlights
2010 Goals
A Special Collections piece which will be utilized to “connect those that take advantage of the special collections to the Foundation as prospective donors”.  The piece includes a card for each IRM (Information Resource Manager), a survey, and a giving envelope.
Grant funding—Currently seeking a $267 grant for Adult Programming Video Conference and a $6700 Build A Bear grant for books for Early Literacy Kits.
Capital Plan—Ms. Williams spoke about naming rights opportunities with the new Spencer Road Branch.  She also referenced a handout on the opportunities that currently exist for naming rights on this project.
Dates to Remember:
Foundation Trivia Night is March 27, 2010.
Art Uncorked is September 11, 2010.
Library Legends Recognition Event is November 12, 2010.
Ms. Williams also shared with the group an example of the “Thank You!” sent to all Imagine Campaign donors.  The card’s artwork was received from a young recipient of one of the Early Literacy Kits, funded by the Library Foundation.

Special Report - Local History and Genealogy - Jim Rhodes, Information Resource Manager
Mr. Rhodes had a scheduling conflict and could not be at the meeting so Ms. King (Branch Manager, Katherine Linnemann) shared World Vital Records with the group.  World Vital Records is a genealogy-based database that we have at the library with two key features:

  • remote accessibility
  • allows users to connect via Facebook.

Statistics - Betty Murr, Deputy Director
 
As the monthly statistical report indicates, the statistics over last year continue to increase. 

Circulation is up approximately 10% over last year.
Gate count increased approximately 10% over last year.
Middendorf-Kredell’s circulation for the month of January was over 105,000.
Kisker Road was closed for 10 days during January due to a water pipe break, and the branch still increased their circulation by 3%!
Emedia increased almost 51% for the month!!! 
 

Activities Report - Maggie Preiss, Children’s Resources and Marketing
The Activities Report and February’s Adult Programs are included in the handout packet.  One of the bigger events for this month is Love is in the Air.  This program is at the McClay Road Branch on February 9 and is a panel of 4 best-selling local romance authors with a reception of wine from Yellow Farmhouse Vineyards, hand massages from Rumors, and desserts from The Sweet Life!  Other programs, events, and community outreach include:

February 18—Coverdell Elementary School Family Reading Night
February 24—Library presentation to community college ESL classes
February 26—KL will host the State Library Teen Summer Reading workshop
March 4—Green Tree Elementary Reading Night
The Adult Reading Program is currently on track for 10% growth this year!
February 25—Corporate Parkway is hosting teen author, Sherri L. Smith. Ms. Smith is the award-winning author of Flygirl, one of ALA’s 2010 Best Books for Young Adults.
 

OLD BUSINESS
Formal Agenda

10-01 South County Branch Replacement
Ms. Nielsen informed the Board members and staff that the moisture test on the concrete slab passed the moisture test.  Therefore, flooring is currently being laid in the branch and the cabinets should be ready in approximately one and a half weeks.  That being said, the timeline for moving into the branch is by the end of February or the beginning of March.

10-02 Spencer Road Branch Replacement
Pre-bid meeting held on Thursday, February 4, 2010 at the Spencer Road Branch.  There were about 40 people in attendance.  Bids are due on March 4; however the due date could be pushed back as far as March 8. 

      Included in the Board member’s packets was a memo from Brad Smith.  The memo provided background information and recommendations for the new Community Commons in the expanded Spencer Road Branch.  Mr. Smith provided the information to ensure that the Board members and staff are on the same page as far as how the Commons will be utilized once opened.  Two of the biggest issues to keep in mind are:

what benefits to provide the Community Council members and,
whether or not we should use the Community Commons as a fee-based event center.
Regardless of the purpose, there will be several policy changes and updates that will accompany the opening of the Community Commons.  Mr. Smith continues to review other public libraries with similar situations as well as their policies. 

10-03 Director Search Committee
(Preliminary Agenda)

The committee held two meetings within this past week.

The RFQ for the search firm should be published by March.
The committee is negotiating with Julie Cinco to perform administrative functions throughout the search for a new director.
The committee will meet again next month to organize the release of funds. 
 

10-05 Policy #C232 Library Cards
There is nothing new to report at this time.  Please see agenda item 10-10 for information pertaining to the policy.

10-10 Agency Agreement - Lindenwood University
Mr. Sandstedt referred the Board members to his handout which bullet-pointed an email from Audrey Bangert regarding the agreement between the Library District and Lindenwood University.  Mr. Sandstedt indicated that he will discuss the criteria listed in the email with the university’s President prior to next month.  There is no formal action needed at this time.


NEW BUSINESS
Formal Agenda

10-19 FY11 Budget - Director’s Budget Message
Mr. Sandstedt included his budget message in the handouts for tonight’s meeting.  The key points within each area of the budget are:

Materials—The recommendation is to remain within the same general amount for FY11.
Personnel—The overall recommendation is not more than 3% to the total Personnel Budget.
T&T—The State of Missouri is drastically reducing MOREnet funding and could possible pass the cuts onto the local libraries.
Other Operational Costs—The need to transfer more goods, more often, and to more places, can drastically affect the amount of drivers and driver hours needed to run efficiently.  This will be looked at strongly.
Mr. Sandstedt announced that he will move his retirement date up to the end of 2010, in order for his successor to have time and the responsibility for making FY12 budgetary decisions.

(Preliminary Agenda)

10-20 2010 Salary Survey
Mr. Sandstedt passed out the current salary information for public libraries in the surrounding area.  

10-21 Professional Fees - Linnemann Security
Ms. King, Branch Manager at the Kathryn-Linnemann branch, shared stories and incidents with the group which led up to and “precipitated the request for temporary security personnel” currently in place there.  Since October of 2009, there have been 47 incident reports involving minors at the KL branch.  Some of the cases are much more extreme than others; some cases involve staff, some do not.  The police have been contacted on 6 or 7 occasions. On one occasion, several minors were removed from the property in a paddy wagon.  Due to the fact that the incidents have continued to escalate—both in number and severity—the District decided to hire off-duty police officers as temporary security personnel.  Hopefully the presence of the security officers will serve as a deterrent for future incidents as well as remedy any past incidents.  The district is paying the City of St. Charles which includes benefits and overhead.  It is at a rate of $30 an hour.  


MOTION:  Mr. Thoelke moved to approve the utilization of Professional Fees up to $15,000 for security purposes.  Dr. Cook seconded.  Motion passed six affirmative, zero negative, zero abstentions, and two absent. 


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


The meeting adjourned at 8:12 p.m. 


Respectfully submitted

April C. Wootten

Recording Secretary