Welcome to our new brand! Website coming soon...

       -

may-2012-worksession

t. Charles City-County Library District

Board of Trustees

Minutes

May 22, 2012

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Tuesday, May 22, 2012 at the Library District Administrative Offices located at 77 Boone Hills Drive in St. Peters, Missouri.

Board Members present:

  • Jerry Cook
  • Myra Crook
  • Georganne MacNab
  • Lisa Pelikan
  • Mary Reese
  • John Thoelke

 

Board members absent:

  • Debbie Haupt
  • Gary Heggs
  • Joann Leykam

Library Staff present:

  • Jim Brown, Director
  • Betty Murr, Deputy Director
  • Maggie Preiss, Children’s Resources and Marketing Coordinator
  • Richard Schultz, Finance and Support Services Coordinator
  • Denise Mandle, Human Resources Coordinator
  • Audrey Bangert, IT Proejct Coordinator
  • Kristin Williams, Planning & Development Coordinator
  • Karen Golab, Purchasing & Building Project Coordinator
  • Martha Radginski, Branch Manager, Middendorf-Kredell Branch
  • Diana Tucker, Branch Manager, Corporate Parkway Branch
  • Asia Gross, Branch Manager, McClay 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 7:00 pm with the Pledge of Allegiance.  Six members responded to roll call.  

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

Director’s Report:  Jim Brown introduced Vivienne Beckett, the new Branch Manager of the Kisker Road Branch.  Vivienne most recently served as the Director of the Scenic Regional Library.  She reported to the Board that she had been a librarian for 12 years and worked as a Reference Librarian at the Spencer Road Branch 9 years ago.  She has also had experience as a manager and administrator with other libraries. 

Formal Agenda

Old Business

The primary purpose of the meeting was to review all areas of the proposed fy13 general operating budget.  A 5-year historical summary of budget and expenditures was distributed to the Board.

12-31 FY13 Budget Markup-Materials-Revised

Betty Murr reported staff had taken a close look at the previously proposed fy13 materials budget and reduced the proposed budget by $100,000 either by reallocating funds or reducing amounts budgeted in line items.  She felt the original proposal may have overestimated the funding needed for eBooks and videos.  These funds are now available for use in other areas of the budget.  Proposed funds were taken from these line items:

·       Adult print

      fy13:  629,000

      fy12:  630,650)

·       adult eBooks

      fy13:  84,000

      fy12:  44,000)

·       database services

      fy13:  130,000

      fy12:  160,000)

·       periodicals

      fy13:  104,895

      fy12:  108,895)

·       video

      fy13:  478,300

      fy12:  454,854)

·       consortia

      fy13:  50,000

      fy12:  71,500)

She estimated materials as a % of general operating budget will be 19.2-19.3% which is a bit below the 20% that has been the goal for materials in the past.  Betty Murr stated the new fy13 proposed budget was something the District could comfortably live within.  Total fy13 Materials Budget recommendation is $3,261,135.  (FY12 materials budget is $3,360,209).

12-34 FY13 Budget Markup-Furnishings/Equipment

No changes were made to previously proposed furnishings and equipment budget.  New delivery vans have recently been purchased with FY12 funds.  FY13 proposed budget is $238,350. FY12 budget is $239,720.

12-35 FY13 Budget Markup –Technology-Revised

The previously proposed budget of $575,319 was reduced to $474,519 through purchase of some items in fy12, deletion of items, and postponing of some projects.  Forty PCs and the fax/scanner/printers were purchased with fy12 funds.  Reduced funding included $1800 from software because discussion lists will be moved to MORENET and $8000 from consulting/professional fees ($3000 for website support which will be handled by a new position in IT & $5000 by having audit performed by Morenet instead of another vendor).  The replacement for the Kisker Road Branch phone system was delayed to fy14.  Although the Library District receives eRate funds (approximately $65,000) to reimburse a portion of telecommunication costs, those funds must still be budgeted.  Mr. Thoelke inquired if the upgrade to software for the Finance/HR Office was still included.  Audrey Bangert responded that it was.

12-38 FY13 Budget Markup-Personnel Revised

Total proposed budget for fy13 is $10,629,312.

The fy12 personnel budget is $10,152,878.   That includes a 1% adjustment to the salary schedule for all employees and an increase of 6.938 fte in Administrative Offices & Branches.  After discussion with staff, the bulk of the positions requested were included in the budget.  The Young Adult Services Coordinator position was delayed until planning for the position could be completed.  Other proposed requests that were not included in the fy13 personnel budget were for small adjustments to current positions.  Mrs MacNab inquired whether the new positions were for new services or to help with current level of services.  Jim Brown reported that with the exception of the Extension Services Specialist position, the additional positions were either for projects that have not been completed or increased workload.  Mrs. Pelikan asked if staff were supportive of the 1% adjustment to the salary schedule.  Jim Brown responded that he would like to do better but with the expected flat level of income that 1% seemed reasonable.  Staff who are not at the top of their salary level, will also receive a step increase of approximately 3.5%-4.9%.

New Business

12-40 FY13 Budget Markup-Operations

The proposed fy13 Operations budget is $2,560,122.  fy12 Operations budget is $3,668,413  The primary reason the budget is 30.19% lower is because of the fy12 budgeted costs for Spencer Road equipment purchases & building & grounds expenses.  Rick Schultz reported utility costs are based on buildings, staffing, prior years, etc.  We do not have figures for a full year of utility expenses for the Spencer Road Branch.  Building and Grounds includes landscaping care, maintenance, parking lot projects, and cleaning.  The Programs & Promotions budget was increased to reflect the cost of the wellness program which was moved from Personnel.  Several projects are scheduled for fy13:  approximately $100,000 for McClay reference & circulation desks, painting, etc, Kathryn Linnemann fix for gas fireplace and $11,000 for retrofit drive up window, North County a few enhancements as allowed under the flood plain restrictions without requiring raising the building, resurfacing of parking lot at Administrative Offices, and $114,000 for emergency fund to cover unexpected expenses for such things as HVAC systems.  Rick Schultz estimated even with underbudgeting $281,000 in revenue, that if all capital projects are completed, the District would reduce reserve funds by $69,000.  Based on the five year comparison of budgets and expenses, Mr. Thoelke did not feel that would be the case. 

Mr. Thoelke addressed his concern that the District needed to prepare a 5 year projection outlining use of reserve funds.  The District has lapsed funds from general operations each year.  Growth in reserves allowed the District to complete the Spencer Road project without incurring debt which he supports.  However, as the District continues to build reserves, there needs to be a plan for use of the reserves that are beyond funds needed for operation that could be shared with library customers.   Jim Brown reported that plans for reserve funds will be addressed in a long-range facilities plan.  Some of the items will be funding for RFID & self-check, land acquisition, branch renovations, and other projects.

The final fy13 budget will be reviewed and adopted at the June Board meeting.  The new fiscal year begins July 1,2012.

MOTION:  Mary Reese moved to adjourn to closed session pursuant to Chapter 610.021.(3) Personnel.  Lisa Pelikan seconded.  A roll call vote of the Board was taken.  Motion approved six affirmative, zero negative, zero abstentions and three absent.

MOTION:Lisa Pelikan moved to adjourn the closed session.  John Thoelke seconded.  A roll call vote of the Board was taken.  Motion approved six affirmative, zero negative, zero abstentions, and three absent.

MOTION:John Thoelke moved to adjourn the meeting.  Lisa Pelikan seconded.  Motion approved six affirmative, zero negative, zero abstentions and three absent.

The meeting adjourned at 9:05 pm.

Respectfully submitted

Margaret A. Preiss, Acting Recording Secretary

Approved: 

Secretary Board of Trustees      Date