St. Charles City-County Library District
Board of Trustees
May 8, 2012
The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, May 8, 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 7:05 pm with the Pledge of Allegiance. Eight members responded to roll call. Ms. Crook took this opportunity to introduce Georganne MacNab to the Board of Trustees. Staff welcomed Ms. MacNab and introduced themselves as well as their position in the organization. Ms. Crook opened the floor for public comments. No requests for time were received.
The following reports were included in the Board packet.
In regard to the Trustees’ personal financial disclosure with the Missouri Ethics Commission, Joann Leykam requested a formal opinion from the District’s legal counsel on whether or not the Board of Trustees is required to file a disclosure.
MOTION: Ms. Pelikan moved to approve the Consent Agenda as amended. Ms. Reese seconded. Motion approved eight affirmative, zero negative, zero abstentions, and one absent.
12-02 Spencer Road Branch Replacement
Change Order 029 includes additional pipe railing, a change from seed to sod, and a change to mulch from grass. The change order is for $7280.72. The final cost for the Spencer Road expansion project is $6,328,413.14. This is for information only; there is no need for formal Board approval.
Some additional modifications were made to the irrigation system including a backflow protector and a second water meter. The total for these modifications is approximately $9000.
There have been several customer requests for more accessible parking. The cost for converting five regular parking spots to four accessible spots—2 standard and 2 van—is $1200. Joann Leykam also recommended signage directing customers to the alternate location for more accessible spots on the parking lot.
12-03 Strategic Planning
Kristin Williams announced that the Strategic Plan updates will proceed on a quarterly basis. As outlined in the report, some of the leadership groups have provided very detailed progress on their initiatives, while still some other groups have not provided an update at all. Ms. Williams has received a lot of very positive feedback including appreciation from all levels of staff for being included in the process and allowed to express their opinion.
John Thoelke inquired about whether or not this is the final document for the 2012-2017 Strategic Plan? Ms. Williams clarified that the final document still needs the approval of the Board, but the District is proceeding as though this is the final document. Mr. Brown confirmed that the final Strategic Plan can be presented to the Board for its approval at the next meeting.
12-37 Security Hours for Kathryn Linnemann and Deer Run Branch Locations
The Kathryn Linnemann and Deer Run library locations are both requesting security hours in order to address the incidents with minors in their respective branches. Deer Run is requesting funds for a couple of hours Monday through Saturday, a total of 96 hours, for $3000. Kathryn Linnemann would like to increase the amount of hours for security from 14 to 19 hours per week. There are funds available in the Professional Services line-item of the budget. Deer Run’s hours will be paid for solely from the FY12 budget; Kathryn Linnemann’s hours will be paid from both FY12 and into FY13. Jerry Cook commented that, in the future if the need arises, please make the decision at the Administrative level and don’t wait until the next Board Meeting to ask the trustees’ approval. If the amount is reasonable and there is money in the budget, please make that decision. Mr. Thoelke concurred. The consensus of the Board is to proceed as Dr. Cook proposed in the future.
MOTION: Dr. Cook moved to increase the security hours at the Kathryn Linnemann Branch and add security at the Deer Run Branch as proposed in the agenda memo. Ms. Pelikan seconded. Motion approved eight affirmative, zero negative, zero abstentions, and one absent.
12-38 FY13 Budget Markup—Personnel
Rick Schultz provided a budget comparison report with revised financial figures anticipating revenue for the new fiscal year, FY13, at $17,255,919.
Jim Brown provided two versions of the FY13 Personnel Budget proposal. Both versions include the following constant information:
The first Personnel Budget presented is the FY13—Base report. This version of the budget assumes no additions, no modifications, and no new positions. Basically, this budget takes the FY12 into FY13 and accounts for any necessary step increases only. The final proposed Personnel Budget for this version is $10,296,322.
The second Personnel Budget presented is the FY13—New Positions. This version of the budget includes existing staff positions and any proposed new positions in the District. All of the proposed positions or changes in current positions are outlined in detail in the Budget Notes provided tonight. The final proposed Personnel Budget for this version is $10,656,131.
Another cost to be considered in this process is the cost of healthcare. Based on information from our broker, the anticipated increase can be anywhere in the range of 12-15%.
The variance in the two versions of the proposed budget is $359,809. Mr. Brown is seeking direction on a budget that gives priority to certain items that have surfaced from the Strategic Plan process and implementation e.g. better communication; therefore, implementing an Intranet. Mr. Brown is also recommending a merit increase for all staff of 1%, possibly less.
Based on Mr. Brown’s proposal and the end result of needing at minimum $359,809 to accomplish the entire “wish list”, several Board members offered suggestions and recommendations on how to accomplish the staffing needs of the District, provide a merit increase, and stay on budget. Joann Leykam proposed that Branch Managers offer ideas on how they can “support” their staff needs. She also inquired about shifting or redirecting hours from one branch to another branch, or redirecting dollars from one portion of a budget to another portion of a budget. For example, if more personnel dollars are needed, then utilize dollars from materials to satisfy personnel within a branch. Mr. Brown clarified that currently our budgets our created as a district and are not broken down to the individual branch level. Ms. Leykam recommended possibly investigating this option in the future. These are just a couple of examples discussed by the Board and staff.
Lisa Pelikan concurred with Mr. Brown on the need for a merit increase for staff. She also suggested making a list of pros and cons for certain recommendations as well as researching how other library systems create their budgets, staffing, and support services in order to possibly get ideas for our district. Jerry Cook suggested getting input from staff and management as well. For the May 22nd budget work session, Dr. Cook also requested that Mr. Brown compile a prioritized list of items that must be accomplished this fiscal year along with their cost.
In reviewing individual line-items, John Thoelke inquired about two positions specifically. First, Mr. Thoelke surfaced the idea of a Facilities Manager for the Spencer Road Branch? Betty Murr responded that this was discussed as part of the Strategic Plan, but the District is not far enough along in the implementation of the Strategic Plan to implement that position. Mr. Thoelke also inquired about the Graphic Design position in the Marketing department; this position was kept in the budget a couple of years ago. It has remained unfilled since that time. Denise Mandle confirmed that the position has been posted for FY13.
12-39 FY12 Personnel Budget Adjustment—McClay
The request was made to adjust two positions for a net gain of .1 FTE at the McClay Road Branch.
After general discussion regarding adjusting hours from one employee to another and how those situations should be handled, Jim Brown indicated that no motion was needed. The hours can be adjusted within the FY13 Personnel Budget.
Based on the conversation regarding hours worked by staff, both the number of hours (FTE) and the location, and general personnel issues, Dr. Cook inquired about the District’s current practice of posting and interviewing for “open” positions that are simply a change in the number of hours a current employee works e.g. changing a .4FTE to a .6 FTE. Currently, when hours are added to an existing position, the position is posted internally and applicants are interviewed. The job offer may or may not be made to the employee already in the position. Several trustees expressed their concern at the inefficiency and nonsensical approach as well as just the sheer necessity of it. Denise Mandle, Human Resources Coordinator, defended the practice explaining the fact that to not post the position would deny other employees “the opportunity” to apply for that position. Board members did not agree and recommended seeking a legal opinion from a law firm. Dr. Cook asked whether or not this would be an opinion that John Shaw, the District’s legal counsel, could provide for us. Jim Brown indicated that if Mr. Shaw is not comfortable providing his own legal opinion, he could certainly provide a referral. The consensus of the Board is to seek legal counsel’s opinion on this practice as soon as possible and report that opinion back to the Board of Trustees.
Jerry Cook asked Denise Mandle whether or not we have hired a Branch Manager for the Kisker Road Branch location. Ms Mandle confirmed that the new manager, Vivienne Beckett, starts Wednesday (tomorrow), May 9, 2012 at 9 am.
MOTION: Mr. Thoelke moved to adjourn the meeting. Ms. Reese seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent.
The meeting adjourned at 9:05 pm.
April C. Wootten, Recording Secretary
Secretary Board of Trustees Date