St. Charles City-County Library District
Board of Trustees
December 11, 2012
The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, December 11 at the Spencer Road Branch of the St. Charles City-County Library District. The branch is located at 427 Spencer Road, St. Peters, MO.
Board Members present:
Board members absent:
Library Staff present:
President Myra Crook called the meeting to order at 7 pm with the Pledge of Allegiance. Six 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: John Thoelke moved to approve the Consent Agenda. Mary Reese 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
13-13 Policv c256 Community Commons Event Room Policy
13-14 Preferred Caterer Agreement
President Myra Crook announced that the three above referenced agenda items had been tabled at the November meeting, and that the items will remain tabled and discussed at the January, 2013, Board of Trustees’ meeting.
13-17 Core Values and Services
As a follow-up to November’s meeting, Maggie Preiss shared a revised Policy b048 Mission Statement and Goals. The changes in the policy from November’s meeting are shown in green on the draft.
Joann Leykam initiated a discussion regarding the core value ‘Honesty, Trust & Integrity’ bullet point. The question of the Library District being able to “keep all inquiries for information confidential” was raised due to our responsibility to the Sunshine Law. There were several options proposed at the meeting that would allow us to maintain the integrity of the value while honoring our commitment to the laws and statutes of the State of Missouri and the federal government. That core value will be revised and the entire draft will be presented to the Board at the January meeting.
MOTION: Lisa Pelikan moved to table Agenda Item 13-17 Core Values and Services. John Thoelke seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.
13-18 Finance Committee Recommendation on FY12 Audit
A copy of the FY12 audit was distributed to the Board of Trustees.
On Wednesday, December 5, 2012, the Finance Committee met at the Administrative Office. Michelle Graham from Botz, Deal, & Company provided a full report on the audit. The auditor noted a few common technical issues, but nothing unique to our organization. The auditors gave a clean opinion and indicated that the Library District’s records reflect a stable organization.
MOTION: John Thoelke recommended, on behalf of the Finance Committee, to accept the FY12 Audit of the St. Charles City-County Library District. Mary Reese seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.
13-19 Release of Capital Funds for McClay Road Project
Rick Schultz requested a release of $20,000 from the Building and Capital Project portion of the budget to move into the General Fund, Professional Services-MY, for architectural fees and other start-up funds. This is not the entire cost of the project. Once the design is complete, a request will be made for the remainder of the funds needed to complete the project.
John Thoelke inquired whether or not this amount is part of the $300,000 already in the budget.
Rick Schultz confirmed that the amount is noted in that budgeted amount, but not released yet.
MOTION: Mary Reese moved to release $20,000 from the Building and Capital Project portion of the budget into the General Fund for start-up fees associated with the McClay Road project. Georganne MacNab seconded. Motion passed six affirmative, zero negative, zero negative, and three absent.
13-20 FY13 Board of Trustees Meetings, January-June 2013
The remainder of the FY13 Board of Trustees meetings has been scheduled through June, 2013. There are two meeting dates scheduled in May, 2013. One meeting, on May 14th, is the regular open session meeting; the other meeting, on May 28, is the budget work-session for FY14. Joann Leykam indicated that she had a meeting conflict with the May 28th date. It was agreed that the meeting would take place on May 21st instead.
MOTION:Lisa Pelikan moved to adjourn the open session. Georganne MacNab seconded. Motion passed six affirmative, zero negative, zero abstentions, and three absent.
The meeting adjourned at 7:32 p.m.
April C. Wootten, Recording Secretary
Secretary Board of Trustees Date