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august-14-minutes

St. Charles City-County Library District

Board of Trustees

Minutes

August 14, 2012

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, August 14, 2012 at the Corporate Parkway Branch Library located at 1200 Corporate Parkway in Wentzville, Missouri.

Board Members present:

  • Jerry Cook
  • Myra Crook
  • Gary Heggs
  • Joann Leykam
  • Georganne MacNab
  • Mary Reese
  • John Thoelke

Board members absent:

  • Debbie Haupt
  • Lisa Pelikan

Library Staff present:

  • Jim Brown, Director
  • Richard Schultz, Finance and Support Services Coordinator
  • Kristin Williams, Planning & Development Coordinator
  • Maggie Preiss, Children’s Resources and Marketing Coordinator
  • Ann King, Branch Manager, Kathryn Linnemann Branch
  • Martha Radginski, Branch Manager, Middendorf-Kredell Branch
  • Laurie St. Laurent, Branch Manager, Spencer Road Branch
  • Asia Gross, Branch Manager, McClay Branch
  • Diana Tucker, Branch Manager, Corporate Parkway Branch
  • Vivienne Beckett, Branch Manager, Kisker Road Branch
  • Sara Nielsen, Branch Manager, Community Branches and Adult Programming

President Myra Crook called the meeting to order at 7:15 pm with the Pledge of Allegiance.  Eight members of the Board responded to roll call.  

Myra Crook opened the floor for public comments.  No requests for time were received.

Reports & Correspondence:

Director’s Report:  Jim Brown shared the first draft of an organization chart with information about positions associated with each branch and department.  The information will need to be refined with lines showing direct reports.  Joann Leykam felt the chart was a very helpful representation.  John Thoelke asked if Information Resource Managers reported only to Branch Managers. Jim Brown reported that they did report to Branch Managers but often met to share ideas and directions for their services which impact the entire District.

Strategic initiatives & Planning Review:  Kristin Williams described the scope and purpose of the planning process.  In many ways this is not a typical strategic plan.  It is more of a strategic examination of the Library District’s systems and processes in order to document procedures, expectations and best practices to make informed decisions about organizational change going forward.  Initiative leaders are meeting quarterly to report on progress which will be shared with the Board.  As each group completes their recommendations, they will meet with Jim Brown for further direction.  The Board discussed staying on target with all of the initiatives and making sure the approach was broad in scope. They expressed the desire to see regular updates and timelines to make sure the process is not bogging down.

Financial Report:  Rick Schultz reported that the multiplier used for the Workers Compensation Insurance is higher than expected (1.77% instead of 1.5%) and will likely cause that line item to exceed the fy13 budget.  He is working with the provider to reduce costs, but the Workers Compensation Audit of the fy12 actual payroll costs will probably result in an additional Workers Compensation insurance payment.  He reported that the Library District will need to fund minor cases during fy13 and he is preparing an estimate of those costs for the Board.

Activities Report:  Maggie Preiss reported that final figures for the Children’s Summer Reading program had been tallied.  21,855 children registered and approximately 50% completed the program.  The registration increased 24% over summer 2011.  Sara Nielsen reported the 50% increase in adult participation was from reaching a new target audience.

Consent Agenda

  • Minutes of the June 10, 2012 Meeting
  • Minutes of the July 10, 2012 Work Session (Closed Session)
  • Minutes of the July 23, 2012 Work Session(Closed Session)

 

MOTION:  Gary Heggs moved to approve the items on the Consent Agenda.  Mary Reese seconded.

Motion approved eight affirmative, zero negative, zero abstentions and one absent.

Formal Agenda

Old Business

13-02 Event Room Policies-Discussion Points & Draft C256 (Tabled)

The Board discussed the legal opinion from the District’s attorney regarding use of library meeting spaces for fundraising.  In the attorney’s opinion, fundraising on Library property could impact the tax exempt status of an organization and limit the ability to exclude specific fundraisers.  The Board requested additional information from the attorney regarding fundraising by organizations directly affiliated with the Library District such as the Library Foundation and Friends of the Library whose fundraising benefits only the Library District.  No action was taken on the policy pending further legal advice.

New Business

13-04 Policy C232 Library Cards-School (K-12) Card

Jim Brown presented the revised Library Card policy which includes a new type of library card for K-12 Schools.  The Human Services Client card was dropped from the policy because it had never been used.  Jim Brown reported that the School Library Card was developed after discussions with schools regarding their needs.  John Thoelke asked if the limit of items for a school should be increased.  Staff reported that feedback from schools centered more on limiting items to reduce the schools liability for replacement, damaged or lost fees.  If schools request higher limits, the policy may be revised in the future.

MOTION:  John Thoelke moved to approve the revised Policy C232 Library Cards.  Jerry Cook seconded.

Motion approved eight affirmative, zero negative, zero abstentions and one absent.

13-05 Policy G009 Code of Ethics, Public Disclosure

The Library Board reviewed Policy G009 Code of Ethics, Public Disclosure.  The Board reviews and re-adopts the policy every other year as called for under Missouri State Statute.  A certified copy of the policy will be sent to the Missouri Ethics Commission.

MOTION:  Gary Heggs moved to re-adopt Policy G009 Code of Ethics, Public Disclosure.  Georganne MacNab seconded. 

Motion approved eight affirmative, zero negative, zero abstentions and one absent.

MOTION:  Jerry Cook moved to adjourn the meeting.  Mary Reese seconded.

Motion approved eight affirmative, zero negative, zero abstentions and one absent.

The meeting adjourned at 8:15 pm.

Respectfully submitted

Margaret A. Preiss, Acting Recording Secretary

Approved: 

Secretary Board of Trustees      Date