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july 2010 board minutes

St. Charles City-County Library District
Board of Trustees
Minutes
July 12, 2010

The St. Charles City-County Library District Board of Trustees met at 7:00 pmon Monday, July 12, 2010at the Administrative Office, 77 Boone Hills Drive, St. Peters, MO.

Board Members present:

  • Mr. Greg Dohrman
  • Ms Myra Crook
  • Mr. John Thoelke
  • Mr. Gary Heggs
  • Ms. Lisa Pelikan
  • Ms. Mary Reese
  • Ms. Kathleen Todd

 Board Members absent:

  • Ms. Debbie Haupt
  • Dr. Jerry Cook

 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. Audrey Bangert, IT Project Manager
  • 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. Debbie Warren, Circulation Supervisor, Discovery Village
  • Ms. Stacy Lynch, Paraprofessional, Corporate Parkway
  • Mr. Trevor Rees, Information Resource Manager, Business Services and Public Management

President Greg Dohrman called the meeting to order at 7:04 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.

Mr. Dohrman welcomed Kathy Todd to the Board!  Ms. Todd has been a resident of St. CharlesCountyfor over 30 years.  She has two married children and is expecting her first grandchild!

The members of the Board as well as staff took the opportunity to introduce themselves as well as their position within the organization.

MINUTES

MOTION:  Ms. Crook moved to approve the minutes of the June 14th meeting.  Ms. Reese seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

REPORTS

Financial Report

The June financial report is included in the Board packet that was sent to each Board member’s home.  The June reports are NOT finals.  There is still approximately $91,000 in accrued expenditures not yet reflected in the budget. 

  • The tax receipts for June will not be known until later this month.  This amount will be added to revenues for the current fiscal year.
  • The District will come in approximately $720,000 under budget in revenue, about 2.91%. 
  • $348,000 in tax receipts
  • $245,000 in investment interest
  • $40,000 in fines
  • $171,000 in donations
  • There are five line items of expenditures that may have exceeded their budgets by more than 2%:
  • Microform & Electronic Data—3.66%
  • Trash/Water/Sewer—2.34%
  • Rent/Lease—3.82%
  • Miscellaneous—7.61%
  • IT Consulting/Professional Fees—6.43%
  • Based on the year-end financials, the District may have to go $1.1 million into reserves for the Spencer Road Expansion project.  However, Mr. Schultz can ensure that the District does not have to borrow money for at least 2 years; he would not promise anything more than 2 years.
  • Assessment numbers should be out by July 15.  Based on previews, the District could raise the tax rate to recoup some lost revenue, but the final rate is not voted on until next month.

Director’s Report

Mr. Sandstedt passed on any additional comments to his Director’s Hotline. 

Special Report—Development

Kristin Williams, Planning and Development Coordinator

Ms. Williams introduced a new informational packet for the Capital Campaign, reDiscover Your Library.  A copy of the materials was distributed to the Board members for their review and feedback.  The first luncheon in support of the campaign is on August 17th at the Kathryn Linnemann branch of the library.  All Board members and their spouses are invited to attend the luncheon.  Ms. Williams will be sending out invitations in the next week or so, but would like everyone to mark their calendars now!  This first luncheon is a sort of “trial run” for future luncheons hosting prospective donors.  Ms. Williams is interested in feedback, both positive and negative, from the Board members in order to plan future luncheons.

Other Foundation updates include:

  • Imagine campaign has raised $9339, over 30% of its $30,000 goal.
  • Capital Campaign strategies include, along with the reDiscover Your Library luncheons, corporate and organizational asks, buy a brick, and grants.
  • Friends of the Library committed $45,000 to the Capital Campaign.

Friends update:

  • The Friends of the Library distributed 8-$1000 scholarships to local high school graduates.
  • Lisa Dunham is the new staff liaison for the Friends.  Lynn Reichmuth is now full-time in Human Resources.

Dates to remember:

  • reDiscover Your Library luncheon is August 17th at Kathryn Linnemann from 12-1pm.
  • Art Uncorked is September 11th.
  • Library Legends Recognition event is November 12th.  The event will honor Dr. Bob Fleming, a long-time Board member who gave a significant donation to Kathryn Linnemann in the early 1980s.

 

IRM Report—Business Information Requests

Trevor Rees, Information Resource Manager, Business Services & Public Management, Spencer Road

Mr. Rees distributed a handout with common business and public management questions and their answers.  The Spencer Roadlibrary provides a unique service for the St. Charles City-County Library District in that Mr. Rees himself consults with patrons on a variety of business topics.  Some of the types of questions asked along with the databases used to find the answers are summarized below.

Competitive and prospecting lists

Databases include Reference USAand Dun & Bradstreet Million Dollar Directory.  Both databases can be accessed in library and remotely

Demographic Research

Databases include Business Decision Pro.  This database can only be accessed in library.

Industry Research

Databases included First Research, Standard & Poor’s Netadvantage.  Both databases can be accessed in library and remotely.

Financial Information

Databases include MorningstarInvestmentResearchCenter, ValueLineResearchCenter, and Standard & Poor’s Net Advantage.  All of these databases can be accessed in library and remotely.

Lastly, reference question statistics have been inconsistent over the last three or so years.  In 2007, the number of reference questions was 3,509.  In 2008, that number went down to 1,932.  And in 2009, the number jumped back up to 2,673.  In Mr. Rees’ opinion, the inconsistency has to do with library staff prospecting more within the community, and teaching patrons how to access the information themselves.

Special Report—Qualitative Indicators and Reference Survey Summary

The reference survey summary will be presented at next month’s Board meeting.

As far as the qualitative indicators for the Library District, Mr. Sandstedt passed out a summary report of the performance trends for the District relative to all of the other library systems.  The St.Charles City-County Library District’s scores rank high in all categories.  The categories include Overall Quality, Overall Importance, Overall Satisfaction, Overall Expectation, Likelihood of Reuse, Satisfaction with Staff, and Likelihood of Recommending.  On a scale of 1 to 10, the District scored a 9 or higher in all categories except Overall Expectation, which is an 8.81.  There are questions left unanswered as to how valuable these statistics are by themselves.  Jim Brown, Spencer Road Branch Manager, commented that the ideal way to read the results is to break out the various systems for comparisons.  In other words, compare a certain size library district with other districts of the same size.  The value of the statistics independently is truly unknown. 

Statistics

Betty Murr, Deputy Director

This month’s statistics are end of year figures, for FY10.

  • Circulation for FY10 was 7,346,883, a 6.09% increase over FY09.
  • The fiscal year ended with a gate count increase of 7.31%.
  • Ms. Murr attributes a large majority of this growth to the excellent staff and marketing efforts of the entire district.
  • eMedia increased 58.06% over last year.  Again, Ms. Murr believes that the continued growth is due in large part to the growth of the collection.

Activities Report

Maggie Preiss, Children’s Resources and Marketing

Ms. Preiss was not in attendance at the meeting; however, her Activities Report was distributed in the Handout Packets.  Also in the packets were bookmarks with new taglines advertising the District’s website, as well as a newly printed informational map and brochure for the District.  These marketing tools have been in the works for several weeks/months, and have really turned out beautifully!

Other Activities:

  • Publications include STLToday ads and print ads for the St. Louis Post Dispatch and Suburban Journals.  There have been bookmarks and posters promoting the website.   A radio promotion on 93.7 FM during the first week of July and “On Hold” messages during June, July, and August.

Programs:

  • Summer Reading Program results:
  • First day registrations were 3231.
  • First week registrations were 8420.
  • First month registrations were 15,410, approximately a 5% increase.
  • An author event, Milo S. Afong of Hunters: U.S. Snipers in the War on Terror, is scheduled for Monday, July 19th at Kathryn Linnemann.

NEW BUSINESS

Consent Agenda

11-01 Spencer RoadBranch Replacement

This item was removed from the Consent Agenda with no objections.

Mr. Sandstedt received a call on Tuesday, July 6, from the City of St. Petersindicating that the permit fee for grading was $6994.81. According to Bax Engineering, this amount is related to the cost of the project.  The grading permits in past projects like O’Fallon and St. Charleshave been far less; although the Spencer Roadexpansion is a far larger project.  However, the nearly $7000 fee is seven times the rate that the County would charge for a similar project.

The District’s policy on Permits and Zoning, B068, states that “the St. Charles City-County Library District is immune from the permitting and zoning ordinances of local governments that do not relate directly to public health or safety, as long as the project is on land owned by the Library District”.  Also, “the Library District shall make a good faith effort to comply with local zoning ordinances, but the Library District need not comply with zoning ordinances if the Library District determines that compliance would be unreasonable or unduly burdensome”.

Mr. Dohrman expressed that the next step should be to inquire administratively and ask the City of St. Petersto justify the fee, and to possibly even bring in attorneys for both sides to discuss the fee.  The consensus, or will, of the Board at this time is for Mr. Sandstedt to express and explore reasoning behind the fee which is exponentially higher than any other municipality’s fee within St. CharlesCounty.

11-02 Spencer RoadBranch Replacement—Change Order, Electric, Ameren Grant

Higgins Electric proposed an alternate lamp/ballast package that would include 25 watt lamps in order to take advantage of the Ameren UE incentive program.  A chart displaying the savings between the 28 watt lamps (originally included in bid) and the 25 watt lamps was handed out to everyone in their original Board packet.  The chart displayed that, although the 25 watt lamps’ initial cost is higher, the overall savings are greater after including the Ameren incentive.

MOTION:  Mr. Heggs moved to accept the change order to utilize the 25 watt lamps and ballasts in the Spencer Roadproject.  Ms. Pelikan seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

Formal Agenda

11-03 Spencer RoadBranch Replacement—Datasphere

An agenda memo was included in the Board packet that was sent to each Board member’s home.  The memo provided an overview of the Datasphere.

The Datasphere service provides development of a project plan and a review of the plan by Building Works, Inc. with the Library District.  The key components of the plan should include:

  • providing key information about the project as well as a Project Directory of all equipment by model and location
  • input and review of change orders
  • scanning and data entry for other key elements of the project
  • ensure consistency throughout project as it pertains to key elements
  • identifying and communicating any missing manual information.

Details of the plan are included in the packet.

There are two options with the Datasphere service.  Option one, the Level 2 Datasphere, tracks six major systems including mechanical, electrical, plumbing, life safety, conveyance, and roofing.  The cost for Level 2 is $4800.  The second option, the Level 3 Datasphere, tracks those same six major systems plus finishes, doors, and door hardware.  The cost of Level 3 is $6350.

Mr. Sandstedt is recommending adding the Datasphere service to the project.  Mr. Sandstedt believes that due to the complexity of the project as well as the fact that there will be a transition in the Director’s position during construction, it would be a beneficial service in order to ensure quality workmanship and parts during the building’s construction.

MOTION: Mr. Thoelke moved to add the additional cost of the Datasphere service, the Level 3 cost of $6350, to the overall project.  Ms. Reese seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

11-04 Director Search Committee

There is nothing new to report at this time.  Ms. Crook confirmed that the feedback summaries were sent out to staff. 

11-05 Policy #C024 Denial of Service

Audrey Bangert referenced a one page concise report included in the Board packet.  The summary provided background on this issue, the problem with the policy as it exists today, and her recommended solution. 

As it exists, the policy allows a patron to pay down their past due collection account ($25) and still be allowed to utilize services at the library.  The concern with this is that “until the patron’s account is cleared in total, the account remains an open collections account”.   Therefore, if the patron for any reason exceeds the $25 threshold again, they will immediately go to collections, possibly without notice.  The patron then risks the chance of forgetting they have an open collections account until they are notified by an agency.  This could be months or years later.

Ms. Bangert is recommending that the current policy be adjusted to “state that a patron with an open collection account remain in service denial until such time the account is cleared in full”.  The policy will become effective on October 1, 2010, in order to allow the District to notify patrons affected. 

MOTION:  Mr. Thoelke moved to approve Policy C064 as presented by Ms. Bangert.  Ms. Reese seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

11-05 Policy #C140—Firearms Banned in District Facilities and Vehicles

Mr. Sandstedt is requesting the opinion of the District’s legal counsel based on some recent rulings in Illinoison gun control laws.  The District’s current policy is based on a “modified Missouri Municipal League model ordinance” and it “refers to sections of law that don’t even exist”.  The municipal league main question regarding the legality of the policy is the reference to libraries as a type of governmental entity that can adopt concealed carry ordinances.  A new statute states specifically that other types of governmental entities are excluded. Therefore, Mr. Sandstedt is unsure of the legality of the policy.  That being said, there is question as to whether the policy is enforceable by staff.  Mr. Dohrman supports Mr. Sandstedt’s recommendation to consult legal counsel on this policy.

MOTION:  Ms. Pelikan moved to support Mr. Sandstedt’s recommendation to consult legal counsel regarding Policy #C140.  Mr. Heggs seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent. 

11-07 Policy #E111—Employment Status

The revision proposed will apply only to temporary employees.  The change proposed will eliminate step increases for temporary employees.  For current temporary employees, their pay will be frozen at the current track and step.  For new temporary employees, they will be “paid at the first step on the pay track for the temporary position and will remain at that track and step”.  The temporary employees will continue to receive annual “across the board” increases, when applicable.

MOTION:  Mr. Heggs moved to approve the proposed changes as recommended by Mr. Sandstedt to Policy #E111.  Ms. Pelikan seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

Consent Agenda

11-08 Policy #E364.5—Meal Periods-Evening and Saturday-Extension Services

Mr. Sandstedt is recommending eliminating this policy that refers to meal periods with regard to bookmobiles, which we do not have in the District.

MOTION:  Mr. Thoelke moved to delete Policy #E364.5.  Ms. Reese seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

Formal Agenda

11-09 Kathryn Linnemann Security—Extension of Contract

Ann King, Branch Manager at Kathryn Linnemann, distributed a one page summary of the issues and security situation at her branch.  The security funding expired on July 1, and based on recent improvements in the disturbances, Ms. King is requesting 300 hours of additional security for the first six months of this fiscal year (FY11).  Therefore, at $30 per hour, the request is for $9000.  The eventual goal is to have zero additional police presence.

MOTION:  Mr. Thoelke moved to extend the additional security contract at the Kathryn Linnemann branch in the amount of $9000.  Ms. Reese seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

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

The meeting adjourned at 8:38 pm

Respectfully submitted

April C. Wootten

Recording Secretary

Approved:

Secretary Board of Trustees             Date