St. Charles City-County Library District
Board of Trustees
October 9, 2012
The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, October 9 at the Middendorf-Kredell Branch of the St. Charles City-County Library District. The branch is located at 2750 Highway K, O’Fallon, Missouri.
Board Members present:
Board members absent:
Library Staff present:
President Myra Crook called the meeting to order at 7:08 pm with the Pledge of Allegiance. Five members responded to roll call. Ms. Crook opened the floor for public comments. No requests for time were received.
The following reports were included in the Board packet.
MOTION: Mary Reese moved to approve the Consent Agenda. John Thoelke seconded. Motion approved five affirmative, zero negative, zero abstentions, and four absent.
Gary Heggs arrived at 7:15 pm
13-09 Policy c056 Charitable and Community Collections—District Wide
The update to this policy includes some minor changes to the wording in the policy to reflect the absence of a Deputy Director. The original policy indicates that all requests for district-wide participation in charitable and community collections be submitted to the Deputy Director. Due to the absence of a Deputy Director at this time, the policy is presented to the Board this evening to reflect that the requests be submitted to the Director. John Thoelke recommended making one change to the policy once a decision is made on the status of the vacant Deputy Director position.
MOTION: John Thoelke moved to table Agenda Item 13-09 Policy c056 Charitable and Community Collections—District Wide. Lisa Pelikan seconded. Motion approved six affirmative, zero negative, zero abstentions, and three absent.
13-10 Policy c056.5 Charitable and Community Collections—Branch Specific
This policy is the same as Policy c056, but it applies to a specific branch versus the entire district. The question surfaced as to why a Branch Manager would ever need to appoint a “staff designee”, especially considering that the policy allows 15 days for a decision to be made on the charitable and community collections request. Jim Brown and a few branch managers provided the group with some examples relevant to appointing a designee; one example was when the District was without a Branch Manager at the Kisker Road Branch for several months during the selection and interview process for a new one.
MOTION: Lisa Pelikan moved to accept Agenda Item 13-10 Policy c056.5 Charitable and Community Collections—Branch Specific as presented. Mary Reese seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.
13-11 Policy c057 Fundraising Events—District Wide
This is a new policy limiting fundraising events in District meeting rooms to events sponsored by the partners of the Library District—Friends of the Library, Library Foundation, St. Charles Library Building Corporation, or the Trustees of the Library District. This policy has been reviewed by the District’s attorney already.
MOTION: Gary Heggs moved to adopt Policy c057 Fundraising Events—District-wide as presented. Lisa Pelikan seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.
13-12 Policy c187 Distribution and Consumption of Alcohol on Library District Grounds
Currently there is not a policy in place regarding the consumption of alcohol on library grounds; the proposed policy is a new one. The policy will prohibit consuming or distributing alcohol on library premises unless authorized by the Library Director or an authorized Library Administration representative. Gary Heggs advised that the District confirm its insurance coverage of at least $1 million dollars and, prior to authorizing a third party vendor to distribute alcohol on library property, the District should insure that same third party has insurance coverage of $1 million minimum. In the rare event that alcohol is donated to the District for an event, the caterer would need to provide proof of insurance coverage along with all applicable licenses and permits. John Thoelke recommended a couple of changes to the policy as proposed. One recommendation is to only allow authorization by the Library Director; please remove “authorized Library Administration representative” from the proposed policy. The second recommendation is that as a government entity, the Library District should never serve alcohol. There was discussion regarding the legality of who can provide the alcohol, who can serve the alcohol, laws and amendments regarding the subject, etc. Ultimately Lisa Pelikan inquired whether or not John Shaw, the District’s legal counsel, had reviewed the policy and provided an opinion on the subject. Jim Brown confirmed that Mr. Shaw had not previewed this policy. Ms. Pelikan recommended taking the policy to him and he can provide a professional opinion on it.
MOTION: Lisa Pelikan moved to table Policy c187 Distribution and Consumption of Alcohol on Library District Grounds to allow the policy to be viewed by the Library District’s legal counsel. Mary Reese seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.
13-13 Policy c256 Community Commons Event Room Policy
The proposed version of this policy presented at the meeting includes language associated with fundraising, preferred caterer agreement as well as the cost recovery policy. The policy outlines twenty-two regulations surrounding use of the rooms. The policy also references several other policies regarding meeting room use. Policies C250, C251, C057, and C187 are all referenced at some point in C256 with regard to the rental of any meeting room in the District.
A few Trustees voiced concern over a few regulations included in the policy. After discussion regarding legal age, the size of groups allowed to rent rooms, and whether or not staff of the Library District and/or Community Commons should be allowed to enter meeting rooms during a closed meeting, it was decided that once some of the language and verbage was changed, the policy would be acceptable. Regarding entering closed meetings, it was decided that only Library staff be allowed to enter meetings held in the Community Commons facility (remove ‘and the Community Council staff’ from the policy).
Once changes are made to the policy, the final revision will be presented in November for final approval.
13-14 Preferred Caterer Agreement
Due to the fact that the Library District could potentially be hosting large events once the Community Commons rooms are open to the public for booking, combined with the fact that event management is new to the District, it is recommended that the District use “preferred caterers” in order to ensure consistency and high quality. The proposed agreement was created by Kristin Williams and Sara Nielsen with the basic outline provided by the Foundry Art Center with suggestions from Kansas City Public and different municipalities.
The draft of the Preferred Caterer Agreement is a general outline for the businesses that are selected to provide catering for the District. Some of the items outlined in the agreement are: the scope of the service to be provided, performance standards, compensation, use of our facilities, licenses and permits, insurance, and general provisions. The agreement requires a signature from both Jim Brown, Library Director, and the catering company and/or its authorized signer.
Also included in the packet, the Cost Recovery Justification includes a contract fee and a 10% cost recovery from each catered event. The initial contract fee is proposed $500 per caterer annually. Details regarding the fee are included in the memo.
The District would like to advertise an RFP (request for proposal) for caterers then select the best 4-6 caterers based on previously discussed criteria for selection. A list of suggested caterers along with the list of criteria is in the packet. The next step in the process once the agreement is accepted is to work in conjunction with the Community Council on the application for use of the event room(s).
Tim Deghelder inquired about the penalty for utilizing a non-preferred caterer? The penalty is an increased room rental fee and 15% (versus 10%) from the caterer.
Lisa Pelikan and Gary Heggs both suggested that the agreement be presented to John Shaw, the District’s legal counsel. John Thoelke asked how the funds that the District is paid will be accounted for in financial records; the payments should not go into the general library fund. Ms. Williams recommended tracking the funds in their own specific account, and utilize them for repair and replacement of supplies, etc. for the meeting rooms.
Ms. Williams will present the entire packet for approval at the November Board Meeting; the target launch date is January 1, 2013.
MOTION:Lisa Pelikan moved to adjourn the open session. Mary Reese seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.
The meeting adjourned at 8:25 p.m.
April C. Wootten, Recording Secretary
Secretary Board of Trustees Date