About Us -

june 27 2011

St. Charles City-County Library District
Board of Trustees
Minutes
June 27, 2011

The St. Charles City-County Library District Board of Trustees met at 7:00 pmon Monday, June 27, 2011, at the Administrative Offices, 77 Boone Hills Dr., St. Peters, Missouri.

Board Members present:

  • Mr. Greg Dohrman
  • Ms Myra Crook
  • Mr. John Thoelke
  • Ms. Debbie Haupt
  • Dr. Jerry Cook
  • Mr. Gary Heggs

Board Members absent:

  • Ms. Mary Reese
  • Ms. Lisa Pelikan
  • Ms. Kathleen Todd 

Library Staff present:

  • Mr. Jim Brown, Director
  • Ms. Betty Murr, Deputy Director
  • Mr. Richard Schultz, Coordinator of Finance and Support Services
  • Mr. Frank Noto, IT Coordinator
  • Ms. Maggie Preiss, Children’s Services and Marketing
  • Ms. Sara Nielsen, Adult Programming and Community Branches
  • Ms. Martha Radginski, Branch Manager, Middendorf-Kredell
  • Ms. Laurie St.Laurent, Branch Manager, Spencer Road

President Greg Dohrman called the meeting to order at 7:03 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.

REPORTS

The following reports were included in each Board members’ and staff member’s packets.  No additional verbal presentation was given at the meeting. 

  • Financial Report
  • Director’s Report
  • Special Report—Development, Kristin Williams, Coordinator of Planning and Development
  • Monthly Statistics Report
  • Activities Report-- Maggie Preiss, Children’s Resources and Marketing               

Mr. Dohrman invited questions or updates to the Reports that were included in the original packet sent to the Board members’ homes for the June meeting.  There were no questions or comments.

CONSENT AGENDA

Minutes—Board of Trustees meeting minutes from the May 9th meeting.

Minutes—Board of Trustees meeting minutes from the May 23rd meeting.

MOTION:Mr. Thoelke moved to approve the Consent Agenda.  Ms. Crook seconded.  Motion approved six affirmative, zero negative, zero abstentions, and three absent.

FORMAL AGENDA

Old Business

11-01 Spencer RoadBranch Replacement

The first item presented regarding the Spencer Road Expansion Project is a revised Cabling RFP.  The original request for money for cabling was for a release of up to $130,000.  Upon closing of the RFP and receipt of the bids, the request has been reduced to up to $60,000.  The low bidder was announced on Wednesday, June 22, and that bidder was Higgins Electric.  Their bid was $57,850, which is nearly $30,000 less than the next highest bidder.  Their bid met all of the bid evaluation criteria advertised in the RFP.  Higgins is the electric company currently onsite and because of this fact, their labor costs were significantly lower than all of the other companies.  Mr. Noto is requesting permission to award the bid to the lowest bidder, Higgins Electric, and a release of up to $60,000 for cabling for Spencer Road project.

MOTION:  Mr. Thoelke moved to award the bid to Higgins Electric and to release funds up to $60,000.  Dr. Cook seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.

The next item for Spencer Road is the possible purchase of Interactive White Boards (Smart Board), and the research done to validate or negate the idea.  Mr. Noto provided cost figures (approx. $5000 to $5500 for each Smart Board) and some personal testimonial on use from other libraries and library districts. 

                In his research, Mr. Noto discovered that Smart Boards are used primarily in education and by vendors in sales industries.  There was little to no research on their use in libraries.  All of the testimonials from individuals in libraries or library districts recommend not investing in the Smart Boards, indicating that the cost truly did not outweigh the benefits in their individual situations.  Some other issues presented were:

  • The Smart Boards will need laptops with software installed to support the features of the white board.
  • There will be additional maintenance and technical support needed.
  • Due to the fact that the Smart Boards may be housed in non-secure areas, they are open to potential damage by the public.

Based on the information, Mr. Noto is not recommending installing the Smart Boards in meeting rooms throughout the District at this time.  Mr. Noto mentioned the possibility of installing one Smart Board in the training room at the new Spencer Roadlocation.  By installing it in one location, Mr. Noto and the District can monitor its use, feedback, and whether or not it will be necessary to add Smart Boards to other locations in the future.

                Dr. Cook agreed that at least one Smart Board should be installed at the new Spencer Road Branch.  Dr. Cook indicated that the younger generation, especially college graduates, is trained to utilize this technology.  It is important that we provide those individuals the most up-to-date technology and techniques.  There is no action needed at this time regarding the purchase of the Smart Board.

11-18 Addendum (including naming rights) to Cooperative Agreement for Consumer Health Information with BJC

A copy of the current agreement between St. Charles City-County Library District and BJC (Barnes-Jewish St. Peters), Progress West Healthcare, and SitemanCancer  Centeras well as the addendum was included in the Board packets.  The addendum “is an extension of the existing agreement for naming rights of the large meeting room at the new Spencer Road Library and naming rights for the meeting room at the Middendorf-Kredell Branch Library”.  The addendum remains the same as presented in October; however there was a cost recovery fee added to the addendum.  The cost recovery fee is to “cover maintenance and additional staffing that may be assessed for after hour and weekend usage.  Hours are based on a typical business day from 8:00amto 5:00pm, not the Library hours of operation.”  Also, Carl Sandstedt’s name has been replaced with Jim Brown as Director of the Library District. 

MOTION:  Mr. Heggs moved to allow St. Charles City-County Library District to enter into the agreement, assuming no other substantive changes.  Mr. Thoelke seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.

11-19 Extension of Lease—Library Express @ Discovery

The revisions to the existing lease between St. Charles City-County Library District and Demien Development Company are as follows:

  • A change in references from 60% of the building to 52% of the building, which is the actual percentage of space included in the final construction.
  • A slight change in the rental amount from $3466.13 per month to $3500 per month.

There is a 10% credit if either party enters into a “land sale and construction of a library building as outlined in paragraph 2 of section 2” of the original contract.  This will remain the same as in the original contract.

MOTION:  Mr. Heggs moved to allow the Director to enter into the agreement as proposed assuming there are no substantive changes.  Ms. Haupt seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.

11-29 Strategic Planning

The working groups have been identified and initial meetings have been scheduled during July and the beginning of August.

New Business

11-41 FY12 Budget--Approval

A copy of the final proposed FY12 Budget Markup Memo was included in the packet for the original June 13th meeting.  No additional changes have been made to any of the budgets. 

MOTION:  Mr. Thoelke moved to approve the FY12 Budget as presented.  Dr. Cook seconded.  Motion passes six affirmative, zero negative, zero abstentions, and three absent. 

11-42 E512 Salary Schedule—Approval

The proposed FY12 Salary Schedule is included in the meeting packet.  The salary schedule reflects the proposed 2% increase for all staff.  The increase is included in the FY12 Budget that was approved this evening.

MOTION:  Mr. Thoelke moved to approve Policy E512 Salary Schedule as proposed.  Ms. Crook seconded.  Motion approved six affirmative, zero negative, zero abstentions, and three absent.

11-43 Nomination and Election of FY12 Trustee Officers

Mr. Heggs proposed continuing the past “tradition” of promoting officers from their current office to the next office.  Therefore, the nomination slate proposed is:

President:  Myra Crook

Vice-President:  Dr. Jerry Cook

Secretary:  Mary Reese

Treasurer:  John Thoelke

New trustee officers will be effective July 1, 2011. 

MOTION:  Mr. Heggs moved to approve the proposed nomination slate for trustee offices, effective July 1, 2011.  Mr. Thoelke seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.

11-44 FY12 Trustees’ Meeting Dates and Locations

This is an informational item only.  There is a memo included in the packet with the FY12 meeting dates and locations.  There is no action needed at this time.

                Mr. Thoelke inquired about the possibility of conducting the monthly Board meetings on a night other than Monday.  Dr. Cook concurred that he would prefer a different night.  There was a thought that the Bylaws might dictate Monday night only.  Mr. Noto referenced the Bylaws, and indicated that the Bylaws do not dictate that Monday as the only option for a meeting day. 

11-45 Capital Projects Fund Release—Spencer Road

A part of the FY12 Buildings and Capital Projects portion of the FY12 Budget has been allocated for furnishings, cabling, security, shelving, and other equipment for the new Spencer Road Branch.  Some of these items demand a longer time between order and delivery, or a down payment; therefore, a request is made for $100,000 for “start-up” costs to be used for one or many of these items as necessary.  This $100,000 amount is in addition to the $60,000 released for the cabling bid in Item 11-01 Spencer Road Branch Replacement.

MOTION:  Mr. Thoelke moved to release $100,000 as requested for “start-up” costs for the Spencer Roadproject.  Mr. Heggs seconded.  Motion approved six affirmative, zero negative, zero abstentions, and three absent.

11-46 Director’s Status Update—Discussion

The initial proposed date for the Director’s Status Update discussion was July 11th at 6 pm, prior to the month’s Board meeting.  Two Board members were unavailable on that date.  The alternate date for the meeting is August 8th prior to the August Board meeting.  Mr. Dohrman will verify the availability of the absent Board Members for the August 8th date. 

MOTION:  Mr. Thoelkemoved to adjourn the open session.  Ms. Crook seconded.  Motion passed six affirmative, zero negative, zero abstentions, and three absent.

The meeting adjourned at 8:07 pm.

Respectfully submitted

April C. Wootten

Recording Secretary

Approved: 

Secretary Board of Trustees             Date