St. Charles City-County Library District
Board of Trustees
Minutes
April 11, 2011
The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, April 11, 2011at the Kathryn Linnemann Branch, 2323 Elm St., St. Charles, Missouri.
Board Members present:
Board Members absent:
Library Staff present:
President Greg Dohrman called the meeting to order at 7:00 p.m.with the Pledge of Allegiance. Seven members responded to roll call. Mr. Dohrman 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.
CONSENT AGENDA
Minutes—Board of Trustees meeting minutes from the March 14th meeting.
MOTION:Mr. Thoelke moved to approve the Consent Agenda. Ms. Reese seconded. Motion approved seven affirmative, zero negative, zero abstentions, and two absent.
FORMAL AGENDA
Old Business
11-01 Spencer RoadBranch Replacement
Two items regarding the project were included in the packet.
11-29 Strategic Planning
Jim Brown took the opportunity to invite the Board members to two strategic long-range planning discussions. The first session is Friday, April 15, 2011, from 3-6 p.m.; the second session is Monday, April 25, 2011, from 6-9 p.m. Mr. Brown encouraged the Board members to attend at least one of the sessions. He has already heard from one Board member, but asked that each of the remaining Board members confirm whether or not they will be able to attend the discussions. If any of the trustees are unable to attend, please communicate any thoughts or ideas to Jim Brown or Kristin Williams to include in the brainstorming sessions. Ms. Williams also indicated that a cross-representation of staff have been invited to the sessions as well.
11-32 City of St. Charles McClay RoadEasement request
A revised drawing of the McClay Road Easement Project from the City of St. Charleswas handed out at the meeting. There are two considerations with this revision.
The Board members and staff discussed several options regarding the entrance to the McClay Road Branch. Some options discussed are reconfiguring the entrance to the drive all together, or even centering the entrance. Based on discussions and the District’s history with similar projects, it is the sense of the Board that the revised grading is agreeable; however, the Board also believes that the District’s policy of requesting payment for land needed for City projects is reasonable. Therefore, the sense of the Board is to not deviate from the current practice, and to move forward requesting payment of $1.09 per square foot for the requested general warranty deed.
11-33 Property lease for agricultural use
The contract has been executed and we are ready to move forward on this item. There is no action needed at this time.
11-34 Publicly Accessible Reserves—Citizen Concern
Each Board packet included a copy of Policy C280—Privacy of Library Circulation Records, copies of Missouri Revised Statutes section 182.815 and 182.817, and a proposed revision to Policy C280. Based on review of the state statutes, the current policy is not in conflict with any state law. However, it was noted that the existing policy c280 referred to circulation records as opposed to the use of library record as defined in Section 182.815 “Disclosure of library records, definitions”. As a result a recommendation was made to change policy c280 by adopting language more consistent with that of the state statutes.
Staff presented several variations for new reserve wrappers to the Board members. The most appealing suggestion for the reserve wrapper was option C, which has the first two letters of the patron’s last name, the first two letters of the patron’s first name, and the last 4 digits of the patron’s library card #. Or option D, which is the first two letter’s of the last name, the first two letters of the first name, and the entire patron record #. The patron record # is an internal number within the library system that identifies a specific patron. There were several pros and cons to all of the options presented for the new reserve wrapper. Ultimately, the decision was made to begin using reserve wrapper option C. (Even in questionable situations such as last name ‘Wu’, a patron’s privacy will be maintained because no other individual will know if that is the entire last name or just the beginning of a different last name like ‘Wunderlich”.) This new wrapper will be placed on all reserves that are shelved in a location accessible to patrons (i.e. not behind the Circulation Desk). There will be some lag time in order for software to be updated, policies adjusted, and customer education to take place. Following additional discussion with staff concerning their estimates of an appropriate timeframe for implementation, a recommendation was made to direct staff to move forward with the implementation as soon as possible with a completion not later than July 1, 2011.
MOTION: Ms. Crook moved to adopt the revised C280 as presented, with procedures fully implemented by July 1, 2011. Ms. Pelikan seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent.
Jim Brown, Director, took this opportunity to remind the Board members this will be their first opportunity to view prospective budgets. Their recommendations on any prospective budget are welcome anytime prior to formal approval, which will take place in June.
NEW BUSINESS
11-35 FY12 Equipment Budget
Karen Golab, Purchasing and Project Manager, provided two reports for the FY12 Equipment Budget. One report provided staff requests for furnishings and equipment and their cost. The second report provided a list of building improvement projects, without costs, for the 2012 fiscal year. The budget amount does not reflect any equipment or furnishings purchases for the new Spencer Roadexpansion project, nor is any technology requests reflected in this budget. A number of items which were submitted as equipment requests were deferred for future consideration as project budget items. Finally, the total Equipment Budget request is for $222,220, a 26% decrease from FY11.
Ms. Golab did express some slight concern over the rising cost of fuel and its effect on shipping costs; and how this rise in shipping costs will affect the overall budget for the next fiscal year.
11-36 FY12 Technology Budget
Frank Noto, IT Coordinator, presented the preliminary FY12 Technology and Telecommunications Budget to the Board members and staff. The amount budget for this area is $441,249 down from $548,044 in FY11. The primary reason that the budget request is less is due to the fact that the technology and telecommunication needs for the new Spencer Road Branch have been moved into a separate budget. Some of the major concerns for the 2012 fiscal year are:
Dr. Cook inquired about whether or not consideration has been given to purchasing and installing Smart boards in the new Spencer Road Branch? Mr. Noto indicated that the expansion will provide projectors and sound systems in some of the new meeting room facilities, but thus far, there hasn’t been a demand for the Smart boards. Dr. Cook and Ms. Pelikan agreed that Smart boards are an investment that should definitely be considered. Dr. Cook asked Mr. Noto to research cost, demand, and any other pertinent information, and present that information at the May Board meeting.
11-37 FY12 Personnel Budget
Denise Mandle, Human Resource Coordinator, provided a preliminary FY12 Personnel Budget along with an Agenda Memo, and Budget Notes. The proposed budget is a flat projection; it is a relatively conservative budget that includes a “higher level of potential liability”.
The remainder of the budget recommendations will be presented at the May 9th Board meeting. The total FY12 Budget will be voted on at the June Board meeting. There is a sense of the Board that they are comfortable with the preliminary budgets presented tonight.
MOTION: Ms. Pelikan moved to adjourn the open session. Ms. Reese seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent.
The meeting adjourned at 8:52 pm.
Respectfully submitted
April C. Wootten
Recording Secretary
Approved:
Secretary Board of Trustees Date