september 2010 minutes

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St. Charles City-County Library District

Board of Trustees

Minutes

September 13, 2010

The St. Charles City-County Library District Board of Trustees met at 7:00 pmon Monday, September 13, 2010at the Administrative Office, 77 Boone Hills Drive, St. Peters, MO.

Board Members present:

Mr. Greg Dohrman
Ms Myra Crook
Mr. John Thoelke
Ms. Kathleen Todd
Ms. Debbie Haupt
Dr. Jerry Cook
Mr. Gary Heggs

Board Members absent:

Ms. Mary Reese
Ms. Lisa Pelikan

Library Staff present:

Mr. Carl Sandstedt, Director
Ms. Betty Murr, Deputy Director
Mr. Richard Schultz, Coordinator of Finance and Support Services
Mr. Frank Noto, IT Coordinator
Ms. Denise Mandle, Human Resources Coordinator
Ms. Kristin Williams, Planning and Development Coordinator
Ms. Maggie Preiss, Children’s Services and Marketing
Ms. Sara Nielsen, Community Branches and Adult Programming
Ms. Ann King, Branch Manager, Kathryn-Linnemann
Mr. Jim Brown, Branch Manager, Spencer Road
Ms. Martha Radginski, Branch Manager, Middendorf-Kredell
Ms. Keri Cascio, Branch Manager, Kisker Road
Ms. Asia Gross, Branch Manager, McClay Road
Mr. Tim Deghelder, Branch Manager, Deer Run
Ms. Diana Tucker, Branch Manager, Corporate Parkway
Ms. Denise Ulett, Information Resource Manager, Consumer Health & Government Documents, Middendorf-Kredell Branch

President Greg Dohrman called the meeting to order at 7:03 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.

MINUTES

Ms. Crook corrected an error on page 3 of the minutes from August’s meeting; the minutes should read “CountyAssessor’s office” versus “State Assessor’s office”.

MOTION: Mr. Thoelke moved to approve the minutes of the August 9^th meeting as amended, as well as the minutes of the September 10^th Director Search Committee meeting. Ms. Crook seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

REPORTS

Financial Report

The financial reports for August were included in the Board packet sent to each Board member’ house. The financials in the report are finals. Highlights of the report are included below:

As far as revenues are concerned, surplus TIF receipts during the month were approximately $25,000. Therefore, cash and investments on hand are approximately $15.8 million.
The allowed tax rate came in at $0.2065 (up from $0.2064 last year). This rate varies significantly from the 2.7% inflation that the district is being assessed for the same time period.
As with prior months, there are some line item expenditures that appear way over budget. That is simply due to the fact that annual payments are made initially, and the percentage will even out to their budget over the fiscal year.

Mr. Schultz took this opportunity to invite the Board members and staff to the annual LAGERS meeting in Springfield, Missourion October 21-22. The meeting is just that—an annual meeting with individuals campaigning for votes. Mr. Heggs has represented the Board in the past at the convention. If anyone is interested, please let Rick know as soon as possible.

Director’s Report

Mr. Sandstedt deferred to the next item on the Agenda. He did take this opportunity to apologize to Board members Debbie Haupt and Kathleen Todd for the length of the orientation session prior to tonight’s meeting. The session lasted approximately 1 hour and usually, Mr. Sandstedt isn’t allowed to talk for longer than 20 minutes!

Mr. Sandstedt also took this opportunity to do something that he does not often due in public, and that is to give public kudos to Kristin Williams, Planning and Development Coordinator, for a hugely successful and very well done Art Uncorked event.

Special Report—Development

Kristin Williams, Planning and Development Coordinator

The Foundation update is included in the Handout Packet distributed at tonight’s meeting. It includes the following updates:

Imagine Campaign is at $12,156, just over 41% of the goal.
The Art Uncorked event was a great success!
Including vendors, artists, and volunteers, there were approximately 175 people there.
174 tickets were sold.
Possibly a net profit of $5200 over last year’s profit of a little over $3000.
Householder scholarships have been chosen and the winners will be notified next week.

Mark Your Calendar…

reDiscover Luncheon on Tuesday, September 21^st.
Library Legends Recognition Event on November 12^th.

IRM Report—

Denise Ulett, Consumer Health and Government Documents, Middendorf-Kredell Branch

Ms. Ulett displayed a physical copy of the Health Care Reform Act. It is easy to see why there are a lot of unanswered questions about the Act due to the sheer size, complexity, and detail of the bound book. AARP created a bulletin, free to the public, to assist the public interpreting and understanding the Act. Ms. UIett also had a copy of the AARP bulletin at the meeting.

The District in conjunction with our Consumer Health partners, BJC-St. Peters and Progress West Healthcare, developed a program available to those individuals interested in weight loss. Ms. Ulett displayed the t-shirt presented at registration. Five branches of the St. Charles City-County Library District have volunteered to be ‘weigh-in stations’ for the program. There are 417 people registered for the program; 138 will weigh in at our branches.

Special Report—Patron Statistics

Betty Murr, Deputy Director

The special report for September—Patron Statistics—was included in the Board packet mailed to each Board member’s home. This is a fiscal year end report for FY10. The report contains four different charts. The report is prepared annually by Audrey Banger, IT Project Manager.

Ms. Murr distributed a handout from Ms. Bangert outlining what is included in the Patron Statistics report. This handout detailed each chart and what it communicated to those interpreting it. The purpose of the report is to give those reading it an idea of “who (e.g. Residents, Non-Residents, etc.) is using the library as well as other comparative data”.

If there are any questions about the report or its contents, please contact Audrey Bangert or Betty Murr at the Administrative Offices.

Statistics

Betty Murr, Deputy Director

As a reminder, this report now includes a separate report on PC use in the libraries. PC checkouts are no longer included in the Circulation statistics.

Ms. Murr pointed out a few highlights from the monthly report.

Circulation remains close to flat (.61%) to FY10.
The web circulation shows a 7.42% increase over FY10.
eMedia, or Downloadable books, has a 67.83% increase over last year. A large part of this is due to the fact that collections are growing in this material; therefore, there are more choices for patrons.
PC Usage was 32,785 for the month of August. The average session is approximately 42-43 minutes. Staff has commented on how beneficial the system has been for both patrons and staff; it has had a positive effect in that it has reduced the number of patrons having to wait for PCs in the branch.

Activities Report

Maggie Preiss, Children’s Resources and Marketing

Fall programs for Teens and Children are in the Handout Packet distributed at tonight’s meeting. The folder also includes Adult Programs for September. Ms. Preiss handed out the current Activities Report.

Community Events include:

Back to School Day at St. Joseph’s in Cottleville (Julie Henke).
Francis Howell Central Open House (Maggie Melson).
Career Resources presentation at Middendorf-Kredell (Cathy Swanson).
Forest ParkElementary PTC and Title 1 Meeting (Lori Glynn).
GED Class Tour at Kathryn Linnemann (Ann King).

Programs Updates:

Biggest Winner—One hundred and thirty eight participants will weigh in at one of ive branches participating as weigh-in stations: Kathryn Linnemann, McClay Road, Kisker Road, Middendorf-Kredell, and Corporate Parkway.
Summer Reading Program—The end of program statistics are in and, overall, the PreK-5 program had approximately a 9% increase over last year’s Summer Reading Program; the Grades 6-12 program increased about 7% over last year! Totals are 20,382 participants in the elementary program, and 6607 in the middle school program. Congratulations to everyone who made the program so successful!

Father Dominic, author of two new books: Brother Jerome & the Angels in the Bakery and Thursday Night Pizza, will be at Middendorf-Kredell on Saturday, October 16^th for Pizza & Angels.

OLD BUSINESS

Formal Agenda

11-01 Spencer RoadBranch Replacement

There is nothing new to report at this time; no Board action needed at this time.

11-04 Director Search Committee

MOTION: Mr. Heggs motioned to move Agenda Item 11-04 Director Search Committee discussions to the end of the meeting, the final Agenda item. Mr. Thoelke seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

Preliminary Agenda

11-13 Director’s Transition Dialogue—Evaluation

Mr. Sandstedt will email the Board members with some tentative dates to discuss his performance as Library Director as well as qualities to consider in applicants for his position. The meeting should take approximately 1.5 to 2 hours. The options will be toward the end of September or beginning of October.

NEW BUSINESS

Consent Agenda

11-14 Policy #E032.540 Class Specs—IT Specialist

Approval of this policy simply formalizes the specialist position with class specs. This position was already submitted as part of the budget process.

11-15 Policy #E032.670 Class Specs—Purchasing and Building Project Manager

The change in this policy is simply renumbering the Purchasing and Building Project Manager to a 600 class spec versus 500; a number change only.

MOTION: Dr. Cook moved to approve the Consent Agenda. Mr. Thoelke approved. Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

Formal Agenda

11-16 Policy #G009—Code of Ethics, Public Disclosure

The policy remains unchanged other than the re-adoption date.

MOTION: Ms. Crook moved to re-adopt Policy #G009 as submitted by Rick Schultz, Coordinator of Finance. Mr. Thoelke seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

MOTION: Mr. Dohrman moved to adjourn the open session and move into closed session to discuss Personnel issues per Section 610.021 of MO Statutes. Mr. Thoelke seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent. A roll call vote was taken to open the closed session.

Jerry Cook-Yes

MyraCrook-Yes

Greg Dohrman-Yes

Debbie Haupt-Yes

Gary Heggs-Yes

John Thoelke-Yes

Kathleen Todd-Yes

The open session adjourned at 7:38 pm.

Respectfully submitted

April C. Wootten

Recording Secretary

Approved:

Secretary Board of Trustees Date