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St. Charles City-County Library District
Board of Trustees
Minutes
May 9, 2011

The St. Charles City-County Library District Board of Trustees met at 7:00 pmon Monday, May 9, 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
  • Ms. Mary Reese
  • Ms. Lisa Pelikan
  • Mr. Gary Heggs

Board Members absent:

  • 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. Kristin Williams, Planning and Development Coordinator
  • Ms. Denise Mandle, Human Resources Coordinator
  • Ms. Sara Nielsen, Adult Programming and Community Branches
  • Ms. Ann King, Branch Manager, Kathryn Linnemann
  • Ms. Martha Radginski, Branch Manager, Middendorf-Kredell
  • Ms. Diana Tucker, Branch Manager, Corporate Parkway
  • Ms. Keri Cascio, Branch Manager, Kisker Road Branch
  • Ms. Asia Gross, McClay RoadBranch
  • Mr. Tim Deghelder, Deer Run Branch
  • Ms. Karen Golab, Purchasing and Building Project Manager

President Greg Dohrman called the meeting to order at 7:02 p.m.with the Pledge of Allegiance.   Eight 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

                Mr. Schultz clarified that he underestimated the cost of the GeneralAdministrationBuilding’s roof repairs by approximately $30,000.  The bids came back at $30,000 over the estimated $150,000 cost for repair.

Director’s Report

             Jim Brown announced to the Board members that the new Branch Manager for Spencer Road Branch is Laurie St. Laurent.

Special Report—Development, Kristin Williams, Coordinator of Planning and Development

Monthly Statistics Report

                Jim Brown reminded the Board members that this statistical report will show a slight variance between this fiscal year and last year due to the fact that the District switched to the Time and Print Management software for PC Usage.   This is a transition year for those statistics.  Next year, the statistics will represent a like comparison.

Activities Report-- Maggie Preiss, Children’s Resources and Marketing

             Maggie Preiss reminded those in attendance that the Friends of the Library’s Annual Book Fair is coming up on June 2,3,4, and 5.  Ms. Preiss brought several flyers advertising the Book Fair.  She invited the Board Members to a handful (or two!) to take to their workplace and/or neighborhoods, and share with friends!          

Mr. Dohrman invited staff and Board members to ask any questions or make any comments about any information contained in the reports sent to everyone’s home.

CONSENT AGENDA

Minutes—Board of Trustees meeting minutes from the April 11th meeting.

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

FORMAL AGENDA

Old Business

11-01 Spencer RoadBranch Replacement

Jim Brown indicated that currently there are some drainage issues/water retention issues in one end of the project.  The issue was taken to Jacobi, the company that completed the soils survey, for recommendations to remediate the issue.  The General Contractor was also notified and we are currently awaiting recommendations and accompanied costs.

11-29 Strategic Planning

Kristin Williams shared the seven initiatives extrapolated from the strategic planning meetings and notes in hopes of getting feedback from the Board members on whether or not we appear to be “on the right track”.  The initiatives are a reflection of where we as a Library District want to go; the working groups that are yet to be created will determine how we are going to get there.  The working groups will consist of a cross-representation of staff and Board members from the Board of Trustees and the Library Foundation.  The goal for the first meeting of the groups is June.  For the Board members, please let Jim Brown or Kristin Williams know if you are interested in participating in the working groups.

Ms. Williams shared her interest in a joint meeting between the Board of the Library Foundation and the Board of Trustees.  The goal of this meeting is to see how the Foundation Board can best support the District Board of Trustees during the strategic planning process.  The date for this joint meeting will be on Thursday, August 11 at the South County Branch in Augusta.

11-31 FY12 Materials Budget

Betty Murr updated the Board members on the FY12 Materials Budget.  Due to the recent announcement that Kindle readers will be able to download e-books onto their Kindles at the library branches, an additional $4000 has been added to the Materials Budget in order to help meet the demand.  Mr. Thoelke inquired as to approximately how many titles will $4000 purchase?  Ms. Preiss indicated that, depending on the amount of the title but utilizing an average price of $10 per title, 300-400 titles can be purchased with this addition to the budget 

11-32 City of St. Charles McClay RoadEasement request

This is a carry-over agenda item; no action needed at this time.

11-35 FY12 Equipment Budget

Karen Golab updated the Board members with the addition of $17,500 for replacement copiers in the Equipment Budget for FY12.   The change was given as direction from Mr. Schultz at the April Board Meeting.  The amount was placed in the General Administration line-item of the budget, per Jim Brown.

11-36 FY12 Technology Budget

Frank Noto updated the Board members with one change to the FY12 Technology Budget.  The change is on page 4 of the budget distributed at the meeting.  On that page, Time and Attendance Software was added for $2000.  Currently, staff utilize paper forms to enter time worked.  With this $2000, the District will be able to purchase the first year of software.

New Business

11-38 Staff PC Replacements

This agenda item was moved up at Frank Noto’s request due to the fact that he was presenting his revised Technology Budget. 

The FY12 Technology Budget includes a request for monies to begin a 5 year program to replace/upgrade 50 PCs per year for each of those 5 years.  Due to unspent funds in the FY11 budget, the Library District has the unique opportunity to purchase 100 PCs directly from Dell at a discounted rate; therefore saving the Library District nearly $50,000.  The 100 PCs will satisfy the 50 budgeted for the Spencer Road Expansion project as well as 50 for upgrades of staff computers.  The total cost for the purchase direct from Dell is $87,636.

Due to the fact that the money has already been budgeted and approved, there is no specific action needed from the Board.  However because of the total purchase cost, Mr. Noto felt it was important to bring it to the Board members’ attention.  The general consensus of the Board members is that this is a sound business decision, and to proceed with the purchase at this time. 

11-37 FY12 Personnel Budget

Per the Board members’ request, Denise Mandle provided information on other government agencies and their proposed pay raise for FY12.  The list provided a variation between some agencies that are proposing as much as 3% and some proposing no raise at all.  Hopefully this information will provide the Board members some perspective in order to make a decision for the recommended 2% proposed by the District.

Due to a few miscalculations in the budget initially distributed, a revised preliminary Personnel Budget was distributed this evening.  The revised preliminary budget is based on a 0% pay rate increase; however, the District is recommending a 2% across-the-board pay increase.    Due to the complexity of the spreadsheet involved in the Personnel Budget, as well as the amount of time necessary to individually enter each employee’s pay rate and its percentage, Denise Mandle and Rick Schultz asked for a general consensus or idea of how the Board members felt regarding the recommended pay increase of 2%.  Mr. Brown concurred that he definitely felt that the District could afford the 2%.   The Board would provide its consensus prior to the end of the meeting.

11-39 FY12 Operations Budget

As in past years, the projected revenues are preliminary.  Final revenues will be unknown until financials from the Assessor’s office are provided and the tax rate is set in September.  Mr. Schultz’s best estimate is that the tax rate will fall between 21.5 cents and 22.5 cents.  Based on information known to Mr. Schultz at this time,

  • Revenues for FY12 are budgeted at $16,940,904.24.
  • General fund expenditures are budgeted at $16,521,667; this amount does not include Capital or Special Projects.
  • The Travel, Training, and Dues Budget is proposed at $94,886.
  • Overall, the total Operations Budget is an increase of approximately $122,000 over last year’s budgeted amount. 

11-40 FY12 Budget Work Session-Discussion

Any revisions to individual budgets will be mailed at the beginning of next week.  Those documents, along with any budget documents received up to this point at individual Board meetings, are being made available ahead of the work session for you to review prior to the meeting.  There will no additional revenue projections to consider prior to finalizing the budget for FY12.  Also, per Myra Crook’s recommendation, the tax rate will be set in September of this year.  Board members agreed with Ms. Crook’s recommendation that the District set its tax rate at the September 2011 meeting. Based on the current status of the economy and the projection of tax rates and tax revenues, it is best to wait until final financials are sent to us to set the tax rate for the District.  Lastly, only the individuals engaged in the budget process need to attend this work session:  Jim Brown, Betty Murr, Rick Schultz, Denise Mandle, Maggie Preiss, Frank Noto (will be on vacation and will have someone from IT fill in), and Karen Golab.

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

The meeting adjourned at 8:38 pm.

Respectfully submitted

April C. Wootten

Recording Secretary

Approved: 

Secretary Board of Trustees             Date