St. Charles City-County Library District
Board of Trustees
March 13, 2012
The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, March 13, 2012 at the Administrative Offices located at 77 Boone Hills Dr., St. Peters, Missouri
Board Members present:
Board members absent:
Library Staff present:
President Myra Crook called the meeting to order at 7:00 pm with the Pledge of Allegiance. Four members responded to roll call. There is not a quorum of the Board at this time; however Joann Leykam’s arrival is anticipated, therefore Myra Crook proceeded with the Formal Agenda. Ms. Crook opened the floor for public comments. No requests for time were received.
The following reports were included in the Board packet.
12-02 Spencer Road Branch Replacement
Jim Brown announced that Spencer Road Branch would be opening on Wednesday, March 21 at 9 am. There will be a ribbon-cutting ceremony on Tuesday, April 10 and a celebratory open house on Saturday, April 14!
12-03 Strategic Planning
An update on the Strategic Plan is included in the Board packet. Some initiative updates include a timeline. The update shows some initiative groups have met up to three times and are really making progress on their initiative. Other groups have not met yet. The meetings have “opened up communication and dialogue across all levels of staff”. Mr. Thoelke addressed Jim Brown, Director, to utilize the Strategic Plan as a working tool. He requested that Mr. Brown address and present updates to the Board at least twice a year.
12-28 Library Foundation Presentation to the Trustees
Larry Shroth and Rebecca Cody from the Library Foundation provided a brief history of the Foundation and its partnership with the Library District. The Library Foundation provides support for the Districts’ effort to reach out into the community as well as offering support of the Districts’ strategic plan. Two key focuses of the Foundation are early literacy for the youth in the community and outreach to the seniors in the community. Some of the Library’s current programs include Early Literacy Kits and Books2You, both of which offer support to the youth and seniors in the community.
Aside from funding projects for the District, the Foundation proposed underwriting a new position for the Library District. This position is an Extension Service Specialist. The Foundation will fund the position for the first 2 years at 100%, year 3 at 75%, year 4 at 50%, and the final year at 25%. The position will be evaluated annually, but funding will specifically be re-evaluated after the first 2 years. The individual hired will assess needs in the community and will serve as a liaison between the Library, the Board, and the community. Other responsibilities will include identifying and developing appropriate programs, recruit volunteers, develop relationships with organizations, identify and secure grants, develop systems to capture clear outcomes, and engage Library branches in support of extension services. The goal is to have the right individual in the position by July 1, 2012, the start of the new fiscal year. This position will report to Kristin Williams initially; but as with all aspects of any new position, it will be re-evaluated periodically.
Prior to his departure, Larry Shroth with Ameren Misssouri, presented the Library District with 2 checks totaling $17,668.35 for energy cost savings in the new Spencer Road Branch.
At 7:17 pm, Joann Leykam arrived at the open session. Her arrival resulted in a quorum of the Board. Five Board members are present at the meeting.
MOTION: Mr. Thoelke moved to approve the Consent Agenda. Ms. Haupt seconded. Motion approved five affirmative, zero negative, zero abstentions, and four absent.
12-29 Finance and Personnel Committees
Currently, the Library District has a Finance Committee; however, forming a Personnel Committee has been discussed recently. Appointments to either committee should be limited to trustee appointments because the Board of Trustees’ bylaws do not support non-trustee appointments.
President Myra Crook is ex-aficionado of all committees. Ms. Crook named the following trustees to the Personnel and Finance Committees.
Finance Committee members:
Joann Leykam, John Thoelke, Lisa Pelikan
Personnel Committee members:
Jerry Cook, Mary Reese, Lisa Pelikan
MOTION: Joann Leykam moved to form a Personnel Committee and to adopt appointments to both formal committees. Mr. Thoelk seconded. Motion passed five affirmative, zero negative, zero abstentions, and four absent.
12-30 Cooperative Agreement with Charter Communications
A copy of the Cooperative Agreement between the Library Foundation and Charter Communications is included in the Board packet. Charter has donated $50,000 for naming rights to the Charter Technology Center in the new Spencer Road Branch. The agreement was modeled after similar agreements and other partnerships for example, the agreement with Barnes-Jewish St. Peters. It was presented to the Foundation’s legal counsel prior to tonight.
MOTION: Mr. Thoelke moved to accept the Cooperative Agreement with Charter Communications for naming rights to the Charter Technology Center. Ms. Haupt seconded. Motion passed five affirmative, zero negative, zero abstentions, and four absent.
12-31 FY13 Materials Budget Report
Betty Murr introduced the Board to the preliminary Materials Budget for FY13. Traditionally, the Materials Budget is 20% of the overall budget. Currently, the Materials Budget recommendation is $3,362,335 which is slightly over the FY12 budget amount of $3,360,209, nearly flat. The “high demand” areas for FY13 are DVDs, Ebooks, and video games. Based on feedback, a revised budget will be presented at the first open session in May.
12-32 Projected 2012 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. This year is a non-assessment year so the notices are only sent to new home purchases and projects. 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¢.
In his memo to the Board, Rick Schultz believes “that the numbers will go down more and with the higher inflation numbers that may come about, a projected rate of 22.5¢ would not be out of line and will be more representative of what is to come in September”. At the meeting, Mr. Schultz did indicate that he could recommend 22¢ as well.
MOTION: Ms. Haupt moved to set the non-binding projected tax rate estimate at 22¢. Mr. Thoelke seconded. Dr. Cook indicated that he opposes any tax increase at all. There was no vote taken, but further discussion ensued. Dr. Cook called the question. Motion failed two affirmative, three negative, zero abstentions, and four absent.
MOTION: Mr. Thoelke moved to set the non-binding, projected tax rate estimate at 21.81¢. Dr. Cook seconded. Motion passed five affirmative, zero negative, zero abstentions, and four absent.
MOTION:Mr. Thoelke moved to adjourn the meeting. Dr. Cook seconded. Motion approved five affirmative, zero negative, zero abstentions and four absent.
The meeting adjourned at 8:45 pm.
April C. Wootten, Recording Secretary
Secretary Board of Trustees Date