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jan2013minutes

St. Charles City-County Library District

Board of Trustees

Minutes

January 8, 2013

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, January 8 at the Administrative Offices located at 77 Boone Hills Drive in St. Peters, Missouri.

Board Members present:

  • Jerry Cook
  • Myra Crook
  • Gary Heggs
  • Joann Leykam
  • Georganne MacNab
  • Lisa Pelikan
  • Mary Reese
  • John Thoelke

Board members absent:

  • Debbie Haupt

Library Staff present:

  • Jim Brown, Director
  • Richard Schultz, Finance and Support Services Coordinator
  • Kristin Williams, Planning & Development Coordinator
  • Maggie Preiss, Children’s Resources and Marketing Coordinator
  • Pat Batzel, Human Resources Coordinator
  • Ann King, Branch Manager, Kathryn Linnemann Branch
  • Laurie St. Laurent, Branch Manager, Spencer Road Branch
  • Asia Gross, Branch Manager, McClay Branch
  • Diana Tucker, Branch Manager, Corporate Parkway Branch
  • Vivienne Beckett, Branch Manager, Kisker Road Branch
  • Sara Nielsen, Branch Manager, Community Branches and Adult Programming

President Myra Crook called the meeting to order at 7:10 pm with the Pledge of Allegiance.  Eight members of the Board responded to roll call.  

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

Reports & Correspondence:

Financial Report:  Myra Crook inquired about 2012 current year tax year revenue received in October and November.  Rick Schultz stated that as houses go online or are sold, current year real estate taxes are collected.  John Thoelke pointed out the new one page synopsis of all revenue and expenditures in broad categories.  The Financial Committee is considering reducing the monthly report to 4 pages.  More detailed reports could be issued quarterly.

Consent Agenda

Minutes of the December 11, 2012 Meeting

MOTION: Mary Reese moved to approve the Consent Agenda.  Joann Leykam seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

Formal Agenda

Old Business

13-12 Policy C187 Distribution and Consumption of Alcohol on Library District Grounds

The Board reviewed the draft of Policy C187 and made recommendations for changes.  Gary Heggs suggested adding language restricting serving of alcohol to individuals who appear to be visibly intoxicated.  Terminology used to define caterer, event host and 3rd party vendors was discussed.  Definitions for 3rd party vendor and visibly intoxicated were added to the beginning of the policy.  Reviewed insurance issues and decided to require a certificate of insurance that meets the sovereign immunity limits published annually by the Missouri Secretary of State.  Actions to be taken if the policy was violated by 3rd party vendor or if an individual was visibly intoxicated were added.  Applications for room usage will require contracting entity signature.  The Board asked where the Certificate of Insurance would be housed.  Rick Schultz reported that his office as official record keeper would keep the information on file.  

MOTION:  Gary Heggs moved to adopt Policy C187 Distribution and Consumption of Alcohol on Library District grounds as amended. John Thoelke seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

13-13 Pollicy C256 Community Commons Event Room Policy

Jim Brown reported that library and Community Council staff are working on a few issues that need to be resolved before the policy can be presented to the Board.  The agenda item was tabled.
 

13-14 Preferred Caterer Agreement

Currently use of the event rooms are limited to the Library District and its partners and the Community Council members.  Experience from use of the rooms has been used to develop policy and procedures.  The Board reviewed the comments from Library District Counsel John Shaw on the Preferred Caterer Agreement regarding limits for public liability and property damage.  Joann Leykam recommended covering library district potential exposure by setting insurance limits for liability and property damage claims to meet the limits for governmental entities set by the State Insurance Director and published annually by the Secretary of State.  This would bring the Preferred Caterer Agreement in line with the limits set in Policy C187.  Eliminated reference to Umbrella coverage.

MOTION:  John Thoelke moved to adopt the Preferred Caterer Agreement as amended.  Lisa Pelikan seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

13-18 Core Values and Services

The Board reviewed the changes made to the definition of Honesty, Trust & Integrity in Policy B048 Mission Statement and Goals.

MOTION:  Lisa Pelikan moved that the Core Values and Services be adopted.  Mary Reese seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent. 

13-20 FY13 Board of Trustees Meetings, January-June 2013

Updated meeting information reflected the change in the fy14 budget meeting to May 21.

New Business

13-21 Assistant Director Classification Specification

John Thoelke reported that the Board discussed modifying the education and experience requirements for the Director and Assistant Director Class Specs.  He asked Pat Batzel to investigate whether not requiring a MLS or MLIS for either position would impact ratings, standards, accreditation, funding, or other compliance requirements.  The Board suggested that the Bradbury Group be contacted and asked to submit a written response in a timely manner.  Jerry Cook inquired if additional resources could be contacted for information.  Asia Gross suggested the Missouri State Librarian.  Factors such as size and type of library impacting the education and experience requirements were mentioned.  John Thoelke asked that the Assistant Director classification be tabled until the next meeting.

MOTION:  Gary Heggs moved to adjourn the meeting.  Lisa Pelikan seconded.

Motion approved eight affirmative, zero negative, zero abstentions and one absent.

The meeting adjourned at 8:20 pm.

Respectfully submitted

Margaret A. Preiss, Acting Recording Secretary

Approved:

 

Secretary Board of Trustees      Date