Library Board of Trustees Meeting Minutes

April 14, 2008

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, April 14, 2008 at the Administration Building in St. Peters, Missouri. 

Board Members present:

Board Members absent:

 

Library Staff present:

 

President Gary Heggs called the meeting to order at 7:05 pm with the Pledge of Allegiance.  Seven Board members responded to roll call.  Ms. Mary Reese, the newest member of the Board, was introduced to everyone.  Immediately following her introduction, each individual attendee introduced themselves and their position with the St. Charles City-County Library District or its Board. 

PUBLIC COMMENTS

Ms. Lisa Dunham, Development Specialist, spoke about the Foundation Trivia Night on May 2.  She extended an invitation to the Board members for individual play, team play - purchasing a table, or sponsorship of the event in any capacity.  

MINUTES

MOTION:  Mr. Thoelke moved to approve the minutes of the March 10 meeting.  Ms. Crook seconded the motion.  Motion passed seven affirmative, zero negative, zero abstentions, two absent. 

REPORTS

Financial Report

Mr. Schultz reported on the continuing saga with interest rates this year.  While revenue projections appear to be trending downward, there are amounts of income not budgeted for at all.  Mr. Schultz turned attention to the financial report packet to point out some key points:

Mr. Schultz turned the floor over to Mr. Thoelke from the Audit Committee.  Mr. Thoelke indicated that the Audit Committee met and put out an RFP for audit bids.  The bids are due by May 30, 2008.  Therefore, a decision can be made by early June.

Director’s Report

Mr. Sandstedt suggested taking a very careful look at the future of the District.  There are some themes from the past 25 years that will be considerably different in years to come.  Four trends in customer service are:  the library as a destination place; customer convenience as the #1 priority; customer-based technology; and the library changing with the community.  Although this change in focus will affect our entire district, it is especially crucial to consider right now because of the upcoming expansion of our Spencer Road Branch. Ms. Preiss reiterated Mr. Sandstedt’s points based on her experiences and information.  Mr. Heggs inquired as to the timeframe of the Spencer Road expansion as well as the cost.  Mr. Sandstedt indicated that he would like it complete by his retirement if possible; however, that timeline (approximately 3 years) will be tough based on its current status.  Mr. Thoelke asked what needed to be done now by the Board to get the project on its way.  The answer was that within the next two months a determination needed to be made on the size and design specifically.  Mr. Heggs proposed meeting outside of a scheduled Board Meeting for this project; for example, a Saturday morning.

 


Special Report - Program Attendance Report

Sara Nielsen, Branch Manager, Mini & Express Branches

Ms. Nielsen reviewed the statistics handed out on Adult Reading Programs.  One key point reiterated is the fact that the Adult Reading Program attendance nearly doubled between 2006 and 2007.  In the future, Ms. Nielsen indicated the direction she would like to take the program is to have regular author programs and cultural programming.  This would consist of one major program per month with the support of the Friends of the Library.  The challenge is to have patrons looking for the programs and our staff to promote it.  This month’s event is author Jeffrey Copeland presenting his book, Inman’s War.  Mr. Sandstedt invited the trustees to the event on Friday, April 18 at 7:30 pm at the Middendorf-Kredell Branch.  Another program that Ms. Nielsen is launching is “Now Read This!” which is staff suggestions on different books within their area of expertise.  Along with the suggestion, the staff member leads a discussion on the books and topics.  For Young Adult, Ms. Nielsen spoke of the success of Guitar Hero, and how it would be added to five branches this summer.  Lastly, she is looking into teen author panels as well.

Ms. Preiss handed out some updated statistics on the Juvenile (Children’s) programs.  At this time, she also pointed out some key statistics and points such as the fact that attendance at outside programs is increasing; however, attendance at programs inside the library is down.  Ms. Preiss’ plan for the future of Juvenile programs is to evaluate what the customer likes and expand on it.  Also, she would like to implement some new and fresh training ideas. 

Special Report - Update on Kathryn Linnemann Construction.

Ann King, Branch Manager

Ms. King shared current photos of construction progress.  Mr. Sandstedt invited the Board members for a walk-through of the building.  Mr. Sandstedt clarified some details regarding the current roofing issues as well as concerns with the maintenance of the HVAC system.

There were pictures to show the current “repairs” to the HVAC system and electrical on the rooftop.  Clearly from the pictures, it was easy to see that the repairs completed to the electrical and HVAC on the building were not satisfactory.  Mr. Sandstedt indicated that he had asked Bob Wessling to take a look at the rooftop and get back to him.  At meeting time, Mr. Wessling had not yet reported back to Mr. Sandstedt. Mr. Heggs asked Mr. Sandstedt if there were any other facilities with rooftop electric and/or HVAC systems?  One location, Corporate Parkway, has had a recent inspection; however, Mr. Heggs would like a current inspection of the electric on the rooftop of Corporate.  Mr. Schultz indicated that there is a new program in place to check systems going forward.  Dr. Cook inquired as to whether or not the architect inspected the KL building prior to design?  Ms. King responded that she was not aware of him going on the roof at all.  Mr. Thoelke asked whether or not the new construction would have a new HVAC system?  Ms. King and Mr. Sandstedt indicated that yes, there would be a new system in the new part.

      

Statistical Report

Ms. Murr key points:

   

Activities Report

 

Ms. Preiss announced:

 

CONSENT AGENDA

 08-54 Policy #A120 Quorum of the Board

  The Quorum of the Board of Trustees shall consist of five members. 

MOTION: Mr. Heggs introduced consent on agenda item 08-54 Policy #A120 Quorum of the Board.  Ms. Pelikan moved to consent.  Mr. Thoelke seconded.  Motion passed seven affirmative, zero negative, zero abstentions, two absent.   

OLD BUSINESS

PRELIMINARY AGENDA

08-38 SB711 and Property Tax Legislation

Mr. Sandstedt reported that SB711 had passed unanimously.   He is discussing the impact of the legislation with other taxing entities.  He projected that the legislation would actually result in tax increases. 

Mr. Heggs asked Mr. Schultz what impact this has on the Library District.  Mr. Schultz replied that currently, it does not have much effect at all.  It has not hurt due to the growth of the county.  The wording of the bill leaves it open to interpretation. 

08-43 2008 Salary Survey

Mr. Sandstedt distributed the Salary Survey 08 report which showed SCCCLD ranking among the two largest classes of libraries from 1998 through 2008.  Those rankings were: Per Capita Support, 33% change (lowest); Staff per K, down 3% (lowest); Cost per FTE,48% change (second) and Beginning MLS, at $41,268 (second). Mr. Sandstedt is recommending a 3.5% increase this year. 

FORMAL AGENDA

08-45 Alliance for Astronomy, Inc-Cross Easements

Mr. Sandstedt is recommending the following criteria for granting easement:

Ms. Pelikan inquired as to the viability of Mr. Roe and the Alliance for Astronomy.  Mr. Sandstedt indicated that as a former Board Member, he could not comment on its viability.  Mr. Schultz suggested a definite time frame.  It was reminded that the original cost of the land was extremely discounted.  The item was tabled last month because Mr. Dohrman had expressed concern about the wording.  It was determined that Mr. Schultz will reword and continue negotiating terms of licenses.  Mr. Dohrman would like to see the real, official plat when it is ready to be submitted to the county.  The Board intends to fully cooperate as long as the recommendations are met and the rewording is satisfactory.  Mr. Sandstedt will report back to the Board when the requests have been met.  No action is needed by the Board at this time.  

08-46 Linnemann Construction

The first item reviewed is furnishings.  Shelving has been ordered due to the lead time on the order. Ms. Golab went over details on the furnishings chosen for the Kathryn-Linnemann branch.  Ms. Golab is requesting release of funds in the amount of $365,000.  Mr. Thoelke inquired as to where the amount is shown in the current budget?  Mr. Schultz indicated that the amount would become a budgeted item once the motion is passed.  Next, Mr. Sandstedt discussed the change orders included in the Board packet.  Mr. Heggs asked for a summary of the change orders.   There were seven change orders with a total amount of $82,792.07.  The change orders brought the original contract amount of $1,770,260.00 to a new contract price of $1,853,052.07. Mr. Sandstedt‘s opinion of the change orders is that most of them are justified.  He expressed some question over painting estimates.  Ms. Pelikan suggested redrafting the change orders and bringing only those that Mr. Sandstedt is recommending to the Board.  Mr. Sandstedt expressed concern over holding up the project for 30 more days.  Mr. Thoelke thought that anything over $10, 000 needed approval.  Mr. Sandstedt agreed, but reiterated the need for approval of the change orders as quickly as possible for the sake of the sub-contractors.  Dr. Cook asked whether or not the District has a standard form for change orders, and whether or not there is a form submitted to Mr. Sandstedt for his signature.  Mr. Sandstedt further clarified the change orders that the contractor gave him.  Dr. Cook continued to express concern; an invoice is not a change order.  Ms. Pelikan concurred.  Mr. Sandstedt asked what they would like him to do at this point.  Mr. Heggs asked if either Ms. Pelikan or Dr. Cook had examples of change orders.  He asked Mr. Schultz to bring one in next time to prevent this type of occurrence from happening again.  Mr. Sandstedt is asking the Board to allow him to implement change orders as well as seek outside bids for painting.  Ms. Pelikan recommended that future change orders be presented to the Board once agreed upon by the District with justification and level of approval.  Mr. Heggs further reiterated this point: all future change orders should be presented with former points met as well as on a standard change order form. 

MOTION:  Ms. Reed moved to release $365,000 for furnishings.  Ms. Pelikan seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.  Dr. Cook motioned for change orders and paint changes up to $117,500 as requested by Mr. Sandstedt.  Ms. Pelikan seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.  

08-50 WingHaven Library Express-Rental Space

Mr. Sandstedt informed the Board that he is still working on posting the criteria for selecting an agent as discussed last month.  Mr. Heggs indicated that there is no action needed on this item this evening.  Mr. Sandstedt agreed.  

08-51 City of O’Fallon 353 Tax Abatement

Mr. Sandstedt and Mr. Thoelke continued discussion of the 353 tax abatement which is under consideration by the City of O’Fallon.  Mr. Heggs thanked Mr. Thoelke for attending and expressing our disapproval of these “tax giveaways”.  Mr. Heggs indicated that there is no action needed by the Board at this time. 

NEW BUSINESS

PRELIMINARY AGENDA 

08-52-FY09 Budget Markup - Personnel

Board members received a copy of the proposed staff changes as well as the budget for FY09.  This includes budget notes from both Ms. Cinco and Mr. Sandstedt.  Ms. Cinco emphasized that this is preliminary and that the District is not looking for approval this evening; we are simply showing the direction of the District.  The item will return in June for approval.  Overall, Ms. Cinco is recommending a 3.5% increase.  The target was to come in between 5-7% increase over last year, but due to the turnover of some long time employees, the actual was only 4%.  Personnel budget is generally about 60% of budget.  Ms. Cinco also clarified the discussion regarding increasing the LAGERS benefit and the fact that there are several current employees close to retirement.  So due to this fact, the District will recommend to the Board that the District tie its LAGERS benefit to that of St. Charles County in order to avoid a conflict of interest. 
 

08-53 South County Branch Replacement

Ms. Murr and Mr. Sandstedt met with the architect and Chairman of the Town Committee on building a new building for the library.  There is a drawing included in the Board packet reflecting the architect’s concept on the “white box” of the building.  The building would be 40 feet by 70 feet.  The town will assume the financial responsibility.  In return, the District will bring to the Board, the intention of the District to enter into an agreement to rent the space as well as furnish the interior of the building.  Mr. Heggs inquired as to the location of the new building.  Ms. Murr indicated that the new building will in the back and down the hill on a separate lot from the current location.   

Mr. Heggs asked the Board members to review their calendars and send an email to Mr. Sandstedt with exclusionary dates for a meeting regarding the Spencer Road Branch expansion. 

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

The meeting adjourned at 9:11 pm. 

Respectfully submitted

April C. Wootten

Recording Secretary 

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