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july-10-minutes

St. Charles City-County Library District

Board of Trustees

Minutes

July 10, 2012

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, July 10, 2012 at the Library District 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
  • Frank Noto, IT Coordinator
  • Kristin Williams, Planning & Development Coordinator
  • Maggie Preiss, Children’s Resources and Marketing Coordinator
  • Ann King, Branch Manager, Kathryn Linnemann Branch
  • Martha Radginski, Branch Manager, Middendorf-Kredell Branch
  • Laurie St. Laurent, Branch Manager, Spencer Road Branch
  • Diana Tucker, Branch Manager, Corporate Parkway Branch
  • Vivienne Beckett, Branch Manager, Kisker Road Branch
  • Tim DeGhelder, Branch Manager Deer Run 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.  Eight members responded to roll call.  

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

Monthly Statistical Report:  John Thoelke asked if fy12 circulation was slightly less (negative 0.66%) than fy11 because of the Spencer Road Branch being closed for 5 months. Jim Brown agreed that it appeared that while some customers visited other branches, some stopped using the library or decreased their use of libraries before the new branch opened.

Consent Agenda

Minutes of the June 19, 2012 Meeting.

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

Formal Agenda

Old Business

12-02 Spencer RoadBranch Replacement

A list of change orders for $5,880.60 was included in the July packet.  These should be the final change orders for the Spencer Road Branch project.  Details of $7,700 for additional project costs to resolve interior and exterior lighting needs were included in the June packet.  End panels for shelving should be installed at the end of August.

12-03 Strategic Planning

The Executive Summary and Strategic Initiatives were included in the June packet.  Kristin Williams provided an update and summary of how the plan would move forward.  The leadership teams responsible for the initiatives will meet quarterly to report on progress of their groups.  As groups make recommendations, they will be reviewed by Jim Brown.  Regular reports will also be made to the Board.  The next report will be at the August meeting.

12-41 Policy B048 Mission Statement

The Mission Statement is largely unchanged.  The portion of the policy related to the previous planning process was eliminated.  A vision statement and core values developed during the strategic planning process were added.

MOTION:  Gary Heggs moved to approve the amended Mission Statement.  Joann Leykam seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

12-42 Policy B048.1 Mission Statement –Service Responses

Library staff proposed this policy be deleted as it defined the service areas that were deleted from Policy B048. 

MOTION:  John Thoelke moved to eliminate Policy B048.1.  Mary Reese seconded.

Before a vote was called, the Board discussed whether the services areas should be included elsewhere in policy since they represented a good summary of what the District is committed to offering and funding.  Kristin Williams stated a new policy with definitions of the new core values would be presented at a later date.  Gary Heggs asked if the agenda item should be tabled.  Jim Brown said the policy should be reviewed and updated before being brought back as a new policy.

John Thoelke withdrew his motion to delete Policy B048.1.  Mary Reese withdrew her second of the motion.

MOTION:  John Thoelke moved to table agenda item 12-49 Policy B048.1 until it was reviewed and updated.  Mary Reese seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

12-45 Policy E032 Classification Specification-Web Developer

12-46 Policy E032 Classification Specification-Extension Services Specialist

12-47 Policy E032 Classification Specification-Extension Services Assistant

The Board reviewed the job specifications for three new positions included in the fy13 budget.  John Thoelke suggested having the Extension Services Assistant report only to the Extension Services Specialist rather than to both the Specialist and the Deputy Director.

MOTION:  Mary Reese moved to accept the Classification Specifications for Web Developer and Extension Services Specialist as presented and the revised Extension Services Assistant with this position reporting only to the Extension Services Specialist.  Georganne MacNab seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

12-48 Policy E368 Organizational Chart

The organizational chart was updated to reflect the new positions in the fy13 budget.

MOTION:  John Thoelke moved to table Policy E368 Organizational Chart.  Gary Heggs seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

The Board would like additional information reflected in the organizational chart.  They were interested in a list of employees in each department and the person responsible for evaluations.  Jim Brown offered that a chart with employee names might not be available until the September or October meeting but a chart limited to positions could be available at the August meeting.  The Board agreed to start with the list of positions and by whom they are evaluated.

12-49 Policy C300 Video Games

The policy was revised to strike the word Wii since other types of games were approved to be added to the collection.

MOTION:  Gary Heggs moved to approve the revision of Policy C300 Video Games.  Lisa Pelikan seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

  • Nomination and Election of Trustee Officers

Traditionally officers of the Board serve for two terms.  If an officer is not reappointed as a library trustee by the appointing body, a new election for officers will be held.

MOTION:  John Thoelke moved that the current slate of officers serve a second term.  Jerry Cook seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

President:  Myra Crook

Vice-President:  Jerry Cook

Secretary:  Mary Reese

Treasurer:  John Thoelke

New Business

13-01 Policy E008 Adjustment to Approved Positions

Policy E008 was revised to provide consistent guidelines to add hours to existing positions when there is an increase of hours within the budgeted positions at a branch.  A part time position that is changed to full time will be considered a new position and interviews of interested internal applicants will be conducted.  Additional hours for part time positions will be awarded based on seniority and demonstrated satisfactory job performance.  Seniority is defined as seniority within the branch.  Satisfactory performance would be determined through employee evaluations.  If evaluations are not current, additional hours cannot be awarded.  Jim Brown reported the District is in the process of performing and updating evaluations for all employees, and all staff have been informed that they are required to keep evaluations of their employees current.  Library staff shared information about the current form.  The evaluation form being used is not satisfactory for all positions.  The rating system used is detrimental to the evaluation process.  The new Human Resources Coordinator will need to find acceptable evaluation forms as soon as possible.

MOTION:  Mary Reese moved to adopt the revisions to Policy E008 and directed library staff to use the old evaluation form to determine satisfactory performance of individuals to award additional hours approved in the fy13 budget.  Georganne MacNab seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent. 

13-02 Event room Policies-Discussion Points and Draft C256

Laurie St. Laurent discussed the need for a policy to govern use of the Large Event rooms in the Spencer Road Community Commons.  There are special conditions (ie size of rooms, catering, AV capabilities, etc) that require feedback from the Board before a policy can be drafted for approval.  The conditions are:

  • Whether or not to provide a list of licensed preferred caterers which must be used by groups booking the rooms.  Proposals from caterers for a variety of levels of food service would be requested.  The catering contract would include an annual fee for the privilege of serving as a preferred caterer.  The Board agreed that using a list of licensed preferred caterers would be appropriate.

 

  • Whether to have a policy addressing use of alcohol on library premises.  The library staff recommends drafting a new policy that would require any organizations serving alcohol to use licensed caterers with all appropriate permits, licenses & insurance.  The Board agreed that an alcohol use policy is needed.

 

  • Whether meeting room space could be used for fundraisers.  The staff recommends limiting fundraisers to tax exempt organizations with the host as beneficiary.  If food or alcohol is served, the organization must use a licensed caterer.  Event attendance should be limited to 200.  The library staff recommends addressing the issue of fundraisers in library meeting space after the District has more experience with the new meeting room spaces.  Before placing limitations on use of the space, Joann Leykam requested the library staff secure a legal opinion to classify the meeting room space as a public forum, limited public forum or a non-public forum. 

Laurie St. Laurent proposed bringing the revised policy to the August Library Board meeting with the goal of having everything addressed by the event room policies in place by January of 2013.

13-03 FY13 Board of Trustees Meetings July-December 2012.

The Board will meet on the 2nd Tuesday of the month.  The July meeting was held at the Administrative Offices, August will be at Corporate Parkway, September at Administrative Offices, October at Middendorf-Kredell, November at Deer Run and December at Spencer Road.

MOTION:Lisa Pelikan moved to adjourn the meeting.  Gary Heggs seconded.  Motion approved eight affirmative, zero negative, zero abstentions and one absent.

The meeting adjourned at 9:00 pm.

Respectfully submitted

Margaret A. Preiss, Acting Recording Secretary

Approved:

 

Secretary Board of Trustees      Date