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february-2012-minutes

St. Charles City-County Library District

Board of Trustees

Minutes

February 14, 2012

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, February 14, 2012 at the Middendorf-Kredell Branch located at 2750 Highway K, O’Fallon, MO.

Board Members present:

  • Myra Crook
  • Joann Leykam
  • Mary Reese
  • John Thoelke
  • Debbie Haupt
  • Lisa Pelikan

Board members absent:

  • Jerry Cook
  • Gary Heggs
  • Kathleen Todd

Library Staff present:

  • Jim Brown, Director
  • Betty Murr, Deputy Director
  • Maggie Preiss, Children’s Resources and Marketing Coordinator
  • Richard Schultz, Finance and Support Services Coordinator
  • Kristin Williams, Planning & Development Coordinator
  • Denise Mandle, Human Resources Coordinator
  • Frank Noto, IT Coordinator
  • Sara Nielsen, Community Branches and Adult Programming.
  • Martha Radginski, Branch Manager, Middendorf-Kredell
  • Laurie St. Laurent, Branch Manager, Spencer Road Branch
  • Tim Deghelder, Branch Manager, Deer Run Branch
  • Asia Gross, Branch Manager, McClay Road Branch

President Myra Crook called the meeting to order at 7:05 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 packet. 

  • Financial Report—Rick Schultz
  • Director’s Report—Jim Brown
  • Special Statistical Report-Reciprocity Summary Circulation Statistics—Audrey Bangert
  • Monthly Statistical Report
  • Development Report—Kristin Williams, Planning and Development Coordinator.  This report was distributed at the meeting.

Ms. Williams also gave postcard invitations to the Board members for the upcoming VIP Grand Opening event for the new Spencer Road Branch.  The event will include local vendors and a short program to recognize donors. 

Ms. Crook inquired whether or not Mr. Schultz knew when the next tax revenue payment would be made to the District?  Mr. Schultz replied that he did not know at this time.

Consent Agenda

The following two items were on the Consent Agenda:

  • Minutes from the Director’s Update Discussion on January 10, 2012
  • Minutes from the open session on January 10, 2012
  • Modification of Policy E256
  • Modification of Policy E352

Mr. Thoelke requested that an adjustment be made to the Director’s Update Discussion minutes.  At the discussion, Mr. Thoelke asked Mr. Brown to report the status of 2011 annual performance evaluations for his direct report staff.  Mr. Brown assured Mr. Thoelke that he would report that information to the Board members at March’s Board meeting.

MOTION:  Ms. Reese moved to approve the Consent Agenda, including the amended Director’s Update Discussion minutes.  Mr. Thoelke seconded.  Motion approved five affirmative, zero negative, zero abstentions, and four absent.

Formal Agenda

Old Business

12-02 Spencer Road Branch Replacement

There are four change orders included in the Board packet. 

  • Change Order 012 is a credit of $14,000 for some interior doors that did not match the requested color.
  • Change Order 013 includes two requests:
  • One request is for $214.50 for drywall patchwork.
  • One request is for $9,542.65 for additional soil remediation.
  • The total cost for this change order is $9757.65, which does not require formal approval by the Board.
  • Change Order 014 also includes two requests:
  • One is for $3768.60 to add a remote microphone for paging by the Fire Department.  This is required in order to receive final occupancy. 
  • The next request is for $2592.70 to relocate four lights and additional receptacle work.
  • The total cost for this change order is $6,361.30, which does not require formal approval by the Board.

Mr. Brown also informed the group of the costs associated with the seismic bracing project from Reflector Hardware.  The total for this project is $15,860.00, which includes engineering services, truck rental, labor, and materials.

MOTION:  Mr. Thoelke moved to approve the expenditure of $15,860.00 for the seismic bracing project and to authorize the inclusion of the project’s cost as part of the total building cost for the Spencer Road project.  Ms. Reese seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

12-03 Strategic Planning

Ms. Williams reported that some initiative workgroups still have not organized, nor have they had their first work session or meeting.  On the other hand, some workgroups have met for a second time.  The District has utilized Survey Monkey to initiate a survey on internal communication.  The results of the survey will be gathered, discussed, and analyzed in order to improve on this initiative.

Ms. Crook requested that the leader of each working group bring a status update to the next meeting.

New Business

12-24 FY12 Personnel Budget Adjustment Request

Denise Mandle, Human Resources Coordinator, is requesting a position change for the Spencer Road Branch.  The proposed change would eliminate one .6 FTE parapro position (open) and one .6 FTE librarian position (occupied) in order to create 1 full time librarian position.  The position will support the two IRMs (Information Resource Managers) at Spencer Road as well as “coordinate internal and external group use of the new technology training room”.  The new full time position will also support the Branch Manager with staff training.  This position will be funded by the personnel budget costs allocated to the two eliminated positions.  There is a potential additional cost in health insurance; however that cost can be avoided if the individual hired does not elect our insurance.  There will be some costs incurred with LAGERS, Plan 457, Life insurance, ADD, and long and short term disability.  The estimated costs could range anywhere from $2,684-$5,364.  All potential costs combined with savings from the eliminated positions could result in no increase in costs at all.  In fact, there is a slight possibility that this change could even create a savings for the District.

Mr. Thoelke inquired about the individual currently employed in the .6 FTE position that is going to be eliminated?  If the individual is interested, Ms. Mandle indicated that the part time person can apply for the full time position.  Mr. Thoelke wondered why we would make this person apply for “her own job”, a job she already has?  Ms. Crook wondered why we wouldn’t just change the amount of hours for the position and not waste time with applications, interviews, etc?  Mr. Thoelke concurred.  Ms. Mandle indicated that it would be unlawful to deny other people (staff) the opportunity to apply for this position.  This position will be posted internally only and therefore only available to current staff.  After more discussion to clarify the meaning behind creating a new position rather than “promoting” or “offering more hours” to the individual already in a part time position, a motion was made to accept the request.

MOTION:  Mr. Thoelke moved to approve the Personnel Budget Adjustment request for a position change for the Spencer Road Branch.  Ms. Pelikan seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

Joann Leykam arrived at 7:50 pm.

12-25 Staff Electronic Acceptable Use Policy (EAUP)

A copy of the District’s proposed Staff Electronic Acceptable Use Policy (EAUP) was distributed in the Board packet.  Frank Noto, IT Coordinator, informed the Board members that this is a fairly “universal” policy adapted to meet the needs of the District.  The policy is a “codification of rules and procedures that have been informally in place for years”.  These guidelines apply “specifically” to staff and “specifically” for electronic usage; it covers people/staff “as part of their regular jobs”.  Ms. Crook inquired about whether or not staff are required to sign the policy.  Mr. Noto indicated that the District is “not quite there yet” and that we are “building up to that” as part of the orientation process and handbook.  Ms. Crook inquired about a District handbook?  Denise Mandle, Human Resource Coordinator, indicated that the District’s handbook, as it exists, is very outdated and is in the process of “being legally revised”.  Mr. Thoelke expressed that it is imperative that staff sign off within 30 days of implementing the policy.

MOTION:  Ms. Pelikan moved to accept the Staff Electronic Acceptable Use Policy as presented.  Ms. Reese seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent. 

12-26 Revenue Projections FY2013 (January Estimates)

Rick Schultz provided estimates for revenues for FY13.  The purpose of revenue projections is to aid in formulating budgets for the various departments for FY13.  Although this is a difficult task during an ordinary budget year, it is extremely difficult this year due to the fact that Mr. Schultz has not even received a figure on the amount of taxes received so far.  Without an “estimated revenue income”, it is very difficult to find a starting point for determining expenses.  During a “normal” budget time, the District budgets 95% of revenue.  This particular projection will budget up to 97.5% of revenue.  The total estimated revenue for FY13 is $17,317,383.

12-27 E-book and E-audio Materials Report

There are two parts to this report.  Betty Murr, Deputy Director, and Asia Gross, McClay Branch Manager, both contributed to the report. 

The first part of the report provides some history on Ebooks and Eaudio for the District as well as their progression in popularity.  The District provides access and use of our Ebooks and Eaudio through OverDrive.  The District pays a set contracted fee to DLR (Digital Library Reserve) for use of the services provided by them through OverDrive. Some confusion exists in the marketplace between authors, publishers, and e-book providers about ownership and licensing.  Currently, we are in a position where demand is greater than availability on Ebook and Eaudio titles.  We literally cannot buy anymore because publishers are not making them available through OverDrive due to the conflict among publishers, providers, etc.

Asia Gross provided more details in her report regarding the demand for Ebooks in the District, along with the struggles that the District faces trying to provide current titles and adequate supply.  It is important to note that this is not a problem that can be fixed simply by allocating more money to the Ebook/Eaudio budget.  Leaders in the industry continue to meet with publishers and librarians about the issue and possible solutions. 

In the future, Ms. Murr indicated that the District will seek other options in the industry for providing this very valuable product and service to our customers.  3M and Baker & Taylor are two other vendors that both have available products. 

MOTION:Mr. Thoelke moved to adjourn the meeting. Ms. Haupt seconded.  Motion approved six affirmative, zero negative, zero abstentions and three absent.

The meeting adjourned at 8:20 pm.

Respectfully submitted

April C. Wootten, Recording Secretary

Approved:

Secretary Board of Trustees             Date