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St. Charles City-County Library District

Board of Trustees

Minutes

July 11, 2011

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, July 11, 2011, at the Middendorf-Kredell Branch, 2750 Highway K, O’Fallon, Missouri. 

Board Members present:

  • Mr. Greg Dohrman
  • Ms Myra Crook
  • Dr. Jerry Cook
  • Mr. Gary Heggs
  • Ms. Mary Reese
  • Ms. Lisa Pelikan
  • Ms. Kathleen Todd

Board Members absent:

  • Mr. John Thoelke
  • Ms. Debbie Haupt

Library Staff present:

  • Mr. Jim Brown, Director
  • Mr. Richard Schultz, Coordinator of Finance and Support Services
  • Mr. Frank Noto, IT Coordinator
  • Ms. Maggie Preiss, Children’s Services and Marketing
  • Ms. Kristin Williams, Planning and Development Coordinator
  • Ms. Ann King, Branch Manager, Kathryn Linnemann
  • Ms. Martha Radginski, Branch Manager, Middendorf-Kredell
  • Ms. Diana Tucker, Branch Manager, Corporate Parkway
  • Ms. Keri Cascio, Branch Manager, Kisker Road Branch
  • Ms. Asia Gross, Branch Manager, McClay Road Branch
  • Mr. Tim Deghelder, Branch Manager, Deer Run Branch
  • Ms. Laurie St. Laurent, Branch Manager, Spencer Road Branch
  • Ms. Karen Golab, Purchasing and Building Project Manager
  • Ms. Denise Ulett, Information Resource Manager, Consumer Health
  • Ms. Anne Penrose, Practicum Intern at Corporate Parkway
  • Ms. Kelly Kenny, Lindenwood University Intern

President Myra Crook called the meeting to order at 7 p.m. 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 each Board members’ and staff member’s packets.  No additional verbal presentation was given at the meeting. 

  • Financial Report
  • Director’s Report
  • Special Report—Development, Kristin Williams, Coordinator of Planning and Development
  • Monthly Statistics Report
  • Activities Report-- Maggie Preiss, Children’s Resources and Marketing

CONSENT AGENDA

Minutes—Board of Trustees meeting minutes from the June 13 meeting.

Minutes—Board of Trustees meeting minutes from the June 27 meeting.

Ms. Laurie Laurent will be added to the attendance at both meetings in June.

MOTION:Mr. Heggs moved to approve the Consent Agenda.  Ms. Reese seconded.  Motion approved six  affirmative, zero negative, zero abstentions, and three absent.

Mr. Brown took this opportunity to formally introduce Laurie St. Laurent as the new branch manager for the Spencer Road Branch.  Ms. Laurent had already been introduced to a few of the Board members, but not to all.

FORMAL AGENDA

New Business

12-01 Publicly Accessible Reserves—Citizen Concern

Mr. Brown informed the group that there was a resolution passed at ALA recently on handling publicly accessible reserves.  Some of the topics on the resolution were best practices and ideas on how to handle the privacy issue along with the convenience to the patrons.   Ms. Pelikan inquired as to whether or not the Library District had received many other comments from patrons.  Mr. Brown indicated that the majority of comments received on this policy/issue have been that patrons miss the manner in which we housed Reserves in the past.  There is somewhat of a trade-off between privacy and convenience. 

Ms. Kathleen Todd arrived at 7:10 p.m.

12-02 Spencer Road Branch Replacement

The first order of business regarding the Spencer Road Branch is two change orders.  Neither change order requires Board action; however, Mr. Brown prefers to keep the Board informed of changes regarding the existing contract.  The first change order, 005, is to relocate the elevator exhaust duct and add conduits for phone cabling; the total is $3236.  The second change order, 006, is for extra soil remediation due to the excessive wet soil in the corner of the building; its total is $9662.40.  Again, no formal approval is needed.

                The second order of business is informing the Board members that the bricklayers/masons are back to work on the project.  It is unsure whether there was a settlement or just an agreement made, but Mr. Brown should get more information tomorrow at his meeting with the contractor.

                The last order of business is presentation of the Technology budget and Furnishings budget for the project.  A detailed spreadsheet was passed out to the group from Frank Noto, IT Coordinator, with estimated technology costs.  The total for the estimate is $320,345.  The budget has been devised over time and is based on extrapolating the money spent on the most recent renovation of the Kathryn-Linnemann Branch.  In the past, this money was included in the regular T & T Budget (Technology and Telecommunications); however now it is included in a Project Budget which is only for the Spencer Road Expansion.

                Laurie St. Laurent, Spencer Road Branch Manager, presented the Furnishings Budget to the group.  The budget does not include estimated costs for signage, security system, shelving, or computer workstations in the Houck business portion of the library.  At this point in time, the total estimated furnishings budget is $521,300.  A hard-copy, detailed version of the Furnishings Budget is included in the Board packet for tonight’s meeting.   Based on this estimate and the fact that there is $500,000 in the Capital Projects Budget, the need arises to request an additional $350,000 for that portion of the budget.  Mr. Schultz confirmed this is not a release of funds; this simply will allow Mr. Schultz to add the $350,000 to the Capital Projects Budget.

MOTION:  Mr. Heggs moved to adjust the Capital Projects Budget by $350,000.  Ms. Pelikan seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

MOTION:  Ms. Reese moved to release the balance of funds for Spencer Road’s Technology Budget that has not already been released.  Ms. Pelikan seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

12-03 Strategic Planning

Kristin Williams has led the first round of small group meetings, beginning with the Partnerships group.  The meeting went very well and helped Ms. Williams learn strategy and communication for a well-learned meeting as well as best-practices for future meetings.

12-04 Resolution in Honor of Gary Heggs

A resolution in honor of Mr. Heggs was read by Jim Brown.

Whereas,Gary Heggs has distinguished himself through his years of service from 2002 to 2011 to the St. Charles City-County Library District as an appointee to the Library Board of Trustees by the mayor of the City of St. Charles; and

Whereas, Gary Heggs served as an officer of the Board and as President of the Board from 2007 to 2009; and

Whereas,Gary Heggs graciously and expertly served as Master of Ceremonies at the 1st Annual Library Legacy in honor of Virginia Terry and celebration of the 35th anniversary of the Library District in 2008; and

Whereas,Gary Heggs spoke to the community and represented the Library Board of Trustees in the opening ceremonies for the newly renovated and expanded Kathryn M. Linnemann Branch in 2008; and

Whereas,Gary Heggs’s clear insight and careful consideration of library issues resulted in an enlightened and logical approach to providing extraordinary library service to all residents of St. Charles County; and

Whereas,Gary Heggs’s level-headed, thoughtful approach to major decisions impacting library service helped to ensure wise action on the part of the Library Board; and

Whereas,Gary Heggs asked important questions and spoke out on behalf of library staff and freely voiced his opinion on issues regarding library policy; and

Whereas,the Board and staff greatly appreciated Gary Heggs’s wry sense of humor which helped to put issues into perspective; and

Whereas,Gary Heggs’s ability to digest complex issues and provide straightforward and logical summaries and insightful solutions; and

Whereas,Gary Heggs was actively involved in all Board decisions that sought to maximize effective use of taxpayer dollars; now therefore, be it resolved

The Board of Trustees of the St. Charles City-County Library District hereby recognizes and conveys its gratitude to Gary Heggsfor his excellent service as a member of the Library Board of Trustees, for his dedicated service to the St. Charles City-County Library District and all the taxpayers of St. Charles County, and wishes him the best in future endeavors.

Resolved and passed, this Eleventh Day of July, 2011 in St. Charles County Missouri

Myra Crook, President

St.Charles City-County Library District

Attest:

April C. Wootten

Recording Secretary

Mr. Heggs congratulated Mr. Brown and the staff; he felt privileged to serve with so many talented people on the Board and staff.  Mr. Heggs said to “take chances and make a new district.”

MOTION:  Mr. Dohrman moved to approve the resolution for Gary Heggs as read.  Ms. Reese seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

12-05 Missouri Public Library Automation Task Force/State-wide Resource Sharing

Mr. Brown and Frank Noto, IT Coordinator, participated in meetings approximately one year ago pertaining to this topic.  The goal of the group is to unify the catalog and patron databases across all of the libraries in the state of Missouri.  The majority of interest was from small to midsize libraries.  The next step in their process to this unification is to receive estimates from automation system vendors and providers.  The letter included in the packet is an invitation to be part of the group of libraries interested in the unification to receive a “no-obligation cost estimate from all the automation system vendors and service providers we contacted”.  It is Mr. Brown’s recommendation that at this point, we are not interested in pursuing the unification any further and therefore, should decline the invitation to participate in the estimate process.  We do not want to skew the estimate in any way and our participation in the process could do that to the estimates.  Our District has a strong commitment to our LISTEN system and our partnering libraries.  There was a consensus of the Board that Mr. Brown’s recommendation is the appropriate course of action, and the St. Charles City-County Library District decline participation in the Missouri Public Library Automation Task Force/State-wide Resource Sharing.

12-06 FY12 Trustees’ Meeting Dates

Mr. Brown was contacted by one of the appointing bodies of the Library trustees in regard to a possible trustee candidate who would be unable to serve due to the fact that the Board meeting is held on the second Monday night of the month.  There was conversation relating to one of the current trustees that has a conflict with another organization that he serves on the second Monday night as well.  Careful consideration was given to the idea of holding the Board meetings on a different night of the month.  However, once conversation began and days were suggested, it seemed apparent that to change the current day could possibly create more challenges.  Mr. Brown cautioned Board members of two things to consider in making this decision.  One is that to make a change could set an unwelcome precedent that a change for one Board member means that we will consider a change for other future Board members.  Secondly, to change the day of the meeting at this point could possibly disenfranchise some existing trustees.  Upon further discussion and brainstorming, the consensus of the Board is to continue the meetings on the second Monday of the month and to look at other options to accommodate Board member conflicts.  One option decided upon is to commence the public meeting at 7:30 pm on the second Monday night of each month, beginning with the meeting in August.  Therefore, the August Board meeting will be at 7:30 pm on August 8 at Kisker Road Branch.

12-07 Director’s Status Update—Discussion

The date for the Director’s update had been preliminarily set for August 8 at 6 pm, or one hour prior to the start of the open session.  However now that the time of the open session has been changed to 7:30 pm, the Director’s update will begin at 6:30 pm (one hour prior to the new start time of the open session).  Therefore, the Director’s Status Update will be August 8 at 6:30 pm, followed by the Board meeting at 7:30 pm.  The District will also change the times of the September and October open meetings to 7:30 pm.  The 3-month trial will allow  feedback in order to make a decision on future meetings.

MOTION:  Mr. Heggs moved to adjourn the open session.  Ms. Pelikan seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two           absent.

The meeting adjourned at 8:34pm.

Respectfully submitted

April C. Wootten

Recording Secretary

Approved:

Secretary Board of Trustees             Date