St. Charles City-County Library

St. Charles City-County Library District

Board of Trustees

Minutes

November 13, 2012

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, November 13 at the Deer Run Branch of the St. Charles City-County Library District.  The branch is located at 1300 North Main Street, O’Fallon, MO.

Board Members present:

• MyraCrook
• John Thoelke
• Mary Reese
• Gary Heggs
• Jerry Cook

Board members absent:   

• Georganne MacNab
• Joann Leykam
• Debbie Haupt
• Lisa Pelikan

Library Staff present:

• Jim Brown, Director
• Maggie Preiss, Children’s Resources and Marketing Coordinator
• Richard Schultz, Finance and Support Services Coordinator
• Kristin Williams, Planning & Development Coordinator
• Frank Noto, IT Coordinator
• Pat Batzel, Human Resources Coordinator
• Ann King, Branch Manager, Kathryn Linnemann Branch
• Martha Radginski, Branch Manager, Middendorf-Kredell
• Laurie St. Laurent, Branch Manager, Spencer Road Branch
• Tim Deghelder, Branch Manager, Deer Run Branch
• Vivienne Beckett, Branch Manager, Kisker Road Branch
• AsiaGross, Branch Manager, McClay Road Branch
• Diana Tucker, Branch Manager, Corporate Parkway
• Debbie Warren, Circulation Supervisor, Discovery Village
• Tony Bryan, Extension Services Specialist
• Jessica Gann, Citizen
• Abi Wissore, Citizen

President Myra Crook called the meeting to order at 7:10 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.

Jim Brown took the opportunity to introduce Pat Batzel as the new Human Resources Coordinator for the District.  Ms. Batzel spoke briefly about her work experience and her goals for the Human Resources function within the District.

REPORTS

The following reports were included in the Board packet. 

• Financial Report—Rick Schultz
• Director’s Report—Jim Brown
• Extension Specialist Report—Kristin Williams and Tony Bryan
• Monthly Statistical Report
• Special Statistical Report—Fiscal Year End Fines & Fees and Value Statistics
• Activities Report—Maggie Preiss
• Correspondence

Consent Agenda

• Minutes from October 9, 2012 meeting

MOTION:  Mary Reese moved to approve the Consent Agenda.  Gary Heggs seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

FORMAL AGENDA

Old Business

13-12 Policy c187 Distribution and Consumption of Alcohol on Library District Grounds

13-13 Policv c256 Community Commons Event Room Policy

13-14 Preferred Caterer Agreement

       After last month’s Board Meeting, the District’s legal counsel reviewed the policy.  The policy as revised is presented to the Board this evening.  Gary Heggs inquired whether or not John Shaw, legal counsel, had any issues with the policy.  Jim Brown indicated that Mr. Shaw reiterated the need for the Library District to insure sufficient insurance coverage.  Mr. Brown assured Board members that the amount of coverage was confirmed with the insurance company; no increase in liability coverage is needed.

       Myra Crook shared that Joann Leykam, absent from tonight’s meeting, indicated that she would like to review these policies at the next Finance Committee Meeting.  Based on this information, the trustees thought it would be appropriate to table the agenda items.

MOTION:  Gary Heggs moved to table Agenda Item 13-12 Policy c187 Distribution and Consumption of Alcohol on Library District Grounds, Agenda Item 13-13 Policy c256 Community Commons Event Room Policy, and Agenda Item 13-14 Preferred Caterer Agreement.  John Thoelke seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

New Business

13-15 Policy e120 Flexible Spending Plan

Due to federal changes, there is a need to update the District’s Flexible Spending Plan policy.  At this time, the District has taken the opportunity to update the policy to include two IRC guidelines; Pat Batzel highlighted those changes.

• As of January 1, 2013, per the IRS, the new maximum for employee contributions to the plan is $2500 annually.
• Participants in the plan must re-enroll in the Flexible Spending Plan each year.
• A reference was added to the policy that the District will always comply with any and all IRC Codes.  This reference was added in order to avoid needing approval from the Board members every time a change is made to the IRC Codes.

MOTION:  John Thoelke moved to approve Policy e120 Flexible Spending Plan as amended.  Mary Reese seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

13-16 Staff Development Day

Jim Brown requested permission to close the Administrative Office and Branches of the Library District until 2 pm on November 30, 2012, for continued training and development of District staff.  The District will host Pat Wagner who will present the Very Intelligent Practical Guide to Stress Management, Good Communication, and Everyday Leadership.

MOTION:  John Thoelke moved to allow closure of the Library District from 9 am to 2 pm on November 30, 2012 for District staff training.  Mary Reese seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

13-17 Core Values and Services

A revised copy of the Library District’s Policy b048 Mission, Vision, and Core Values was distributed at the meeting as well as the District’s current Policy b048 and b048.1. The policy includes the District’s Mission Statement, Vision, Core Values, and Core Services.  Both policies were reviewed as part of the Strategic Planning process’ Objective 3.1 “Branding & Clarifying the District Message”.  The updated version of the Policy including any taskforce suggestions is the revised copy tonight.  Jim Brown asked the Board Members to review the new version and email any suggestions to April Wootten at the Administrative Office.  Suggestions will be considered and the final draft will be presented to the Board for approval at the December Board Meeting.

The meeting adjourned at 7:52 p.m.

Respectfully submitted

April C. Wootten, Recording Secretary

Approved:

Secretary Board of Trustees             Date