5-13-14-minutes

St. Charles City-County Library District
Board of Trustees Minutes
May 13, 2014

The St. Charles City-County Library District Board of Trustees met on Tuesday, May 13th, at the General Administration Offices located at 77 Boone Hills Drive in St. Peters, Missouri.
Board Members present:

• Mr. Justin Collier
• Dr. Jerry Cook
• Ms. Lisa DeClue
• Ms. Joann Leykam
• Ms. Georganne MacNab
• Ms. Mary Reese
• Mr. John Thoelke
• Ms. Gail Zumwalt

Board Members absent:

• Ms. Myra Crook

Library Staff present:

• Jim Brown, Director
• Margaret Conroy, Assistant Director
• Pat Batzel, Human Resources Manager
• Richard Schultz, Finance and Support Services Manager
• Maggie Preiss, Children’s Resources and Marketing Manager
• Frank Noto, Information Technology Manager
• Kristin Williams, Planning and Development Manager
• Karen Golab, Purchasing & Building Project Manager
• Vivienne Beckett, Branch Manager, Kisker Road Branch
• Tim DeGhelder, Branch Manager, Deer Run Branch
• Asia Gross, Branch Manager, McClay Branch
• Ann King, Branch Manager, Kathryn Linnemann Branch
• Martha Radginski, Branch Manager, Middendorf-Kredell Branch
• Laurie St. Laurent, Branch Manager, Spencer Road Branch
• Diana Tucker, Branch Manager, Corporate Parkway Branch
• Sara Nielsen, Community Branch Manager & Adult Programming

President Jerry Cook called the meeting to order at 7:10pm with the Pledge of Allegiance. The eight members of the Board listed above as present responded to roll call. Dr. Cook opened the floor for public comments. No requests for time were received.

Reports and Correspondence
The following reports were included in the Board packet.

Financial Report: Cash balance, comparison of actual vs. estimated revenue, and fy14 expenditures compared to budget through April 30th were reported.
 

Strategic Initiatives and Planning Quarterly Update: Kristin Williams gave an update on progress with the district’s strategic plan. A snapshot document was distributed which outlines the progress on/completion of different areas of the plan. An executive summary will be prepared and presented once all of the items have been completed. Kristin also gave a brief update on the upcoming Imagine Gala, scheduled for Saturday, May 17th. Approximately 225 people are scheduled to attend.

Director’s Report: The May 13thth Director’s Report included information on District Website Statistics, FY15 Board Meeting schedule, Policy E112 (Equal Employment Opportunity Statement), E144 (Anti-Harassment Policy), and Policy E512.4 (Salary Schedule – Non Track Positions). Other items presented in the Director’s Report were Preliminary FY15 Budgets for Furnishings/Equipment and Technology and Telecommunications (T&T). In addition, our Library District has been chosen to partner with the MU School of Information Science and Learning Technologies to provide practicum experience and instructional support for the Public Library Leadership (PuLL) Fellows Program.

Jim Brown announced that Partners for Progress will hold their annual celebration on Friday, May 30th. He invited the Board of Trustees members to attend the celebration. Any board member interested in attending should contact Jim on or before Monday, May 19th.

District Website Statistics: Frank Noto, IT Manager, gave a real-time presentation of our District Website Statistics using Google Analytics. Some of the information Google Analytics allows us to see are the number of people connected to our website at any given time, the type of device they are using (desktop PC, tablet or Smartphone), the browser they are using and what part of our website they are landing on.

Monthly Statistical Report: Report of April Circulation Statistics/Gate Count and PC Time and Print Usage Statistics were included in the packet.
Activities Report: Maggie Preiss updated the board on current activities within the Children’s Services and Marketing Department.

• OASIS computer classes for seniors continue to be extremely popular.
• Free Comic Book Day was celebrated on Saturday, May 3rd. Over 2,000 comics were distributed this year.
• The library district offered several programs for small business month during May.
• Library staff has participated in the Baby Kid Expo, Wellness Fair at Hackmann Early Childhood Center, Lindenwood Educators Fair and Healthy Families at the O’Fallon YMCA. Classrooms from Francis Howell Central Elementary, Blackhurst and Fairmound have visited library branches and many school visits have been scheduled to kick off our summer reading programs.
• Our staff presented at the MO Association of School Librarians Conference, AEYC Spring Conference, Noonday Kiwanis, National Retired Federal Employees meeting, Duree Center for Entrepreneurship at Lindenwood, and Liberty High School.
• Spring is a busy time for branches visiting local daycares & preschools. We have 123 visits scheduled so far. Each outreach visit provides a storytime, newsletter for parents, and modeling sharing books with young children.
• Since the Summer Reading Program themes are science related, the Library District Branches will be offering oodles of science programs this summer. We are hosting multiple programs by the St. Louis Science Center, Mad Science, and Animal Tales. Library staff will be offering nearly 100 science theme programs on everything from levers and oobleck to forensic science and colors in nature.
• Teen Fandom Con: Teen Advisory Board members serve as advisors to library staff on programs, services and materials that teens want. They have requested that the Library District host the first ever Con, and teen services staff followed through on the request. Teens in grades 6-12 who like Anime, Star Wars, Dr. Who, etc. are invited to come and dress for the Cosplay contest, compete in trivia, enjoy panels, play games & visit the exhibit hall. Food trucks will be onsite for lunch at the all-day event. This is a fabulous way to pull in hundreds of teens to the library.
• Mary Kay Andrews: We are very excited to host bestselling author Mary Kay Andrews who will be at the Spencer Road Branch on June 17. Andrews will be promoting her newest book “Save the Date.” She is an immensely popular author and we are planning on pulling out all of the stops to make this a memorable event for her legions of fans.
• Play Dates: In June the Library District will be offering three Countywide Play Dates for families with children birth to age six. The Play Dates will feature play areas with activities that are based on the five early literacy practices that parents can use to make sure their children are ready to read when they start school: reading, singing, playing, writing and talking. We will also have a science activity area. Of course we will be signing families up for the summer reading programs, sharing ideas on how they can continue the early literacy activities at home, and encouraging them to check out materials. We are partnering with Parents as Teachers, local daycares/preschools, and other organizations that serve young families to promote the program.

Maggie Preiss also announced the receipt of a state grant of $16,000 from the State Library to support our early literacy activities this summer.
Correspondence: none.

CONSENT AGENDA
Minutes from 8 April 2014 Meeting and 8 April 2014 Closed Session Meeting
MOTION: Mary Reese moved to accept the consent agenda. Lisa DeClue seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent.
 

FORMAL AGENDA
OLD BUSINESS
None
 

NEW BUSINESS
Agenda Item 14-47: FY15 Board of Trustees Meetings: A schedule for the Board of Trustees’ FY15 regular monthly meetings was presented, including Quarterly Work Sessions. Several members of the board stated that they would not be available on the fourth Tuesday of the month for the Quarterly Work Sessions. A discussion was held and it was requested that the Quarterly Work Sessions be scheduled immediately following the regular board meetings on 7-8-14, 10-14-14, 1-13-15 and 4-14-15. Board President Jerry Cook stated that the Work Sessions are intended to review the “State of the District” on a quarterly basis.
MOTION: Mary Reese moved to accept the FY15 Board of Trustees Meetings schedule, as amended to hold Quarterly Work Sessions directly following regular board meetings on the dates of 7-8-14, 10-14-14, 1-13-15 and 4-14-15. John Thoelke seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent.

Agenda Item 14-48: Policy E112 Equal Employment Opportunity Statement Pat Batzel presented revised Policy E112, Equal Employment Opportunity Statement, to the board for approval. The policy was revised from the 1990 version to include the most current language and was reviewed by the District’s legal counsel.
MOTION: Gail Zumwalt moved to accept revised Policy E112, Equal Employment Opportunity Statement, as presented. Joann Leykam seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent.

Agenda Item 14-49: Policy E144 Anti-Harassment Policy (Including Sexual Harassment) Pat Batzel presented revised Policy E144, Anti-Harassment Policy, to the board for approval. The policy includes definitions of harassment, a process for employees to report harassment and information on distribution of the policy. The revised policy was reviewed by the District’s legal counsel.
MOTION: Gail Zumwalt moved to accept revised Policy E144 Anti-Harassment Policy (Including Sexual Harassment), as presented. Georganne MacNab seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent.

Agenda Item 14-50: Policy E512.4 Salary Schedule – Non Track Positions Pat Batzel presented revised Policy 512.4, Salary Schedule – Non Track Positions, to the board for approval. The policy was updated to align the salary schedule, specifically the annual review process, with all other track positions within the district. Discussion was held about what employees this effects and changes in entry level pay.
MOTION: John Thoelke moved to accept revised Policy E512.4 Salary Schedule – Non Track Positions, as presented. Mary Reese seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent.

Agenda Item 14-51: Preliminary FY15 Budget – Furnishings/Equipment
Karen Golab, Purchasing & Building Project Manager, outlined the Preliminary FY15 Furnishings/Equipment Budget, proposing $302,940 for furnishings, which is a reduction of 14% over the FY14 budget.  Major expenditures include face-out picture book shelving for the Middendorf-Kredell Branch, replacement of the exterior book drop at Library Express-Discovery Village and a reorganization of the CRM work area.
The preliminary FY15 Furnishings/Equipment budget was informational and no vote was necessary. A final FY15 Budget will be presented at the June 2014 Board of Trustees Meeting for approval.

Agenda Item 14-52: Preliminary FY15 Budget – Technology and Telecommunications
Frank Noto, IT Manager, outlined the Preliminary FY15 Technology and Telecommunications Budget, proposing and expenditure of $559,951 for software, consulting and professional fees, training, telecommunications, cabling and equipment. Major projects for FY15 include PC replacement, MOREnet membership, storage area network/virtual server project, expanding the FAX/scan system to General Purpose branches, launch of a self-check system and wireless printing software.
The preliminary FY15 Technology and Telecommunications budget was informational and no vote was necessary. A final FY15 Budget will be presented at the June 2014 Board of Trustees Meeting for approval.

OTHER BUSINESS
Georgeanne MacNab followed-up on the bylaws that she distributed to the board members at the April 8th meeting. In an e-mail sent on May 9th, she requested that the board members send her their comments. Joann Leykam suggested revising the Committee Section of the Bylaws, making the Finance and Personnel Committees standing committees. Discussion was held regarding term limits, state statutes on term limits and whether or not appointees need to be residents of the county they serve. Georgeanne will prepare a document for review/discussion on changes to the Bylaws for the June 10th board meeting.
Sara Nielsen announced that the Boone’s Trail Branch will reopen on Wednesday, May 14th.
MOTION: Mary Reese moved to adjourn the meeting. John Thoelke seconded. Motion approved eight affirmative, zero negative, zero abstentions and one absent.
The meeting adjourned at 8:29 p.m.

Respectfully submitted
Robin L. Lunatto, Recording Secretary
Approved:
Secretary Board of Trustees Date