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3-13-13-minutes

 

St. Charles City-County Library District

Board of Trustees

Minutes

March 12, 2013

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, March 12, 2013 at the Administrative Offices of the St. Charles City-County Library District.  The Administrative Office is located at 77 Boone Hills Drive, St. Peters, MO.

Board Members present:

·       Myra Crook

·       John Thoelke

·       Mary Reese

·       Georganne MacNab

·       Jerry Cook

·       Joann Leykam (arrived at 7:10 pm)

·        Lisa Pelikan

 

Board members absent:

·       Gary Heggs

·       Debbie Haupt

Library Staff present:

·       Jim Brown, Director

·       Maggie Preiss, Children’s Resources and Marketing Coordinator

·       Richard Schultz, Finance and Support Services Coordinator

·       Frank Noto, IT Coordinator

·       Pat Batzel, Human Resources Coordinator

·       Kristin Williams, Planning and Development Coordinator

·       Sara Nielsen, Adult Programming and Community Branches

·       Ann King, Branch Manager, Kathryn Linnemann Branch

·       Martha Radginski, Branch Manager, Middendorf-Kredell

·       Tim Deghelder, Branch Manager, Deer Run Branch

·       Vivienne Beckett, Branch Manager, Kisker Road Branch

·       Diana Tucker, Branch Manager, Corporate Parkway

·       Laurie St. Laurent, Branch Manager, Spencer Road Branch

·       Tony Bryan, Extension Services Specialist

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.

REPORTS

The following reports were included in the Board packet. 

·       Financial Report—Rick Schultz

·       Director’s Report—Jim Brown

·       Strategic Initiatives and Planning Update—Kristin Williams

Per the Board’s request, Kristin Williams has chosen to focus on Strategic Initiative #3 Develop and Deliver a Communication Strategy that will enhance the visibility of the Library District.  This initiative has four objectives:

3.1 Identify & Clarify Messaging of the District—This objective clarifies who we are as a District and what we do and provide in the community.  We are working with an outside source to create a strategy; and what methods the District should use to communicate this message effectively.

3.2 Educate & Train Staff on District Messaging—This objective includes educating current and new staff in an effort to build a culture of trust and knowledge-sharing.

3.3 Establish Effective mechanisms for customer feedback—This objective includes the methods in which the District hears from the customer and how to react to the feedback.

3.4 Allocate resources available to support goals—This objective will work in conjunction with any information that we receive from a third party, or outside source, in helping us figure out how to allocate financial and staff time resources.

Kristin Williams also took this opportunity to share some exciting news regarding the Take 20 and Read campaign.  The MO Cowbell Marathon committee has committed their proceeds to the campaign for 2013!!

·       Monthly Statistical Report

·       Making a Difference:   Free Tax Preparation Service—Jim Brown

This is a new section of the meeting that will highlight programs and services offered by the Library District for its customers.  This meeting, Jim Brown shared the tax services offered FREE at the library.  The Library District partners with several community agencies to help low-income and elderly residents with their tax refund preparation.  This has been a very successful program for us; usually filling all available appointments each year. 

·       FY13 Public Service Workload Projections—Jim Brown

Since 1997, Jim Brown has compiled this report to use primarily to aid in personnel budget decisions.  The only anomaly was last fiscal year when the report was not prepared due to Spencer Road’s closing among other circumstances.  One caveat with the report is that nothing exists to use for comparison; other Districts or libraries do not prepare a report for us to compare ourselves.

·       Correspondence

Consent Agenda

·       Minutes from 12 February 2013 Meeting

MOTION:  Mary Reese moved to approve the Consent Agenda.  Georganne MacNab seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

FORMAL AGENDA

        13-24 Transfer of Funds to Advertising Budget

There is a request to transfer funds in the amount of $5000 from Reserves to the Advertising line-item for two purposes:

1.      The District has an opportunity to sub-lease advertising time on a digital billboard located on I-70 between Spencer Road overpass and the Cave Springs exit.

2.     The advertising of the Assistant Director position could cause the line-item to exceed its budgeted amount for the fiscal year.

The request is for $2500 for each.  John Thoelke inquired as to why we need to move the money from Reserves versus utilizing funds from a line-item that may not be used completely.  His recommendation would be to either move funds from another line, or overspend the Advertising line, but stay under budget on overall Operating Revenue.  There is no need to go into the Reserve Fund. 

13-25 Projected 2013 Tax Rate

Due to the fact that St. Charles County is required to send out estimated tax notices to its’ property holders, the Library District must estimate, or project, its tax rate for the upcoming fiscal year.  The rate that is projected now is non-binding.  The actual tax rate is set in September.  Currently, the District’s tax rate is 21.81¢; the maximum authorized is 26¢.

                A revised copy of the financial figures, with the correct Personal Property assessed valuation number was distributed at the Board meeting.  The original memo sent directly to the Board members had the incorrect amount on it. 

                Based on Rick Schultz’s overall analysis as stated in his agenda memo, he indicated that “the District may wish to consider a projected tax rate of 23.00¢”. 

                Jerry Cook immediately expressed that he does not feel like the tax rate should be changed; it should remain the same as last year and the District should consider trimming expenses.  John Thoelke cautioned that we are confident that assessed values will not be increasing; therefore, based on the reassessment, even if we increase the tax rate, we will most likely not increase revenue.  With that being said, the District still needs to do our service to the public and project a rate that is as true as we can project at this point in time. 

MOTION:  Joann Leykam moved to set the non-binding projected tax rate estimate at 21.81¢, the current rate.  Jerry Cook seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

13-26 FY14 Materials Budget Proposal

The FY14 Materials Budget information included in your packet is for informational purposes only; there is no action needed at this time.

                Based on the recommended changes, it is estimated that the FY14 Materials Budget total is $3,385,535.  This reflects an increase from FY13 of $124,400.  Of the $124,400, the following is included:

·         $33,000 added to the Periodicals line-item for an online magazine subscription database, Zinio.

·         $65,000 added to the Audio media line-item for a new downloadable music service, Freegal.

It is also important to note that for FY13, the ebooks budget amount will not all be spent due to the unavailability of stock for purchase.  Those funds will be transferred elsewhere in the budget.  Line-items that will increase in FY14 are Adult Books, YA Books, Periodicals, Audio Media, Video Media, and Binding & Supplies.  Line-items that will see a decrease in FY14 include YA ebooks (lack of supply), Adult ebooks (lack of supply), and Reference.

MOTION:Lisa Pelikan moved to adjourn the meeting.

Mary Reese seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

The meeting adjourned at                 8:19 p.m.

Respectfully submitted

April C. Wootten, Recording Secretary

 

Approved:

 

Secretary Board of Trustees             Date