The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, August 9, 2010 at the Administrative Office, 77 Boone Hills Drive, St. Peters, MO.
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.
MINUTES
MOTION: Ms. Reese moved to approve the minutes of the July 12th meeting. Mr. Thoelke seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent.
REPORTS
Financial Report
Mr. Schultz reminded Board members that July is the first month of the new fiscal year, FY11. The financial reports included in the Board packet are finals. Mr. Schultz referenced a few highlights:
If there are any questions, please contact Rick Schultz at the Administrative Offices, extension 1571.
Director’s Report
Mr. Sandstedt passed on any additional comments. He took this opportunity to invite two Branch Managers from the general purpose branches to comment on their current construction/remodel projects. Both projects have been carried over from FY10.
Special Report—Development
Kristin Williams, Planning and Development Coordinator
The Foundation update is included in the Handout Packet distributed at tonight’s meeting.
Foundation:
Capital Campaign:
Dates to Remember:
IRM Report—
Jim Rhodes, Local History and Genealogy, Kathryn Linnemann Branch
There is currently a joint-cataloging project between several local historical societies, providing a wide array of books and assorted materials to local researchers. This month, the “Augusta Historical Society has joined the St. Charles County Historical Society and the Boone-Duden Historical Society, in allowing Mr. Rhodes to process their collection of books into our system”. By doing this, the collection will be much more visible and accessible to researchers. The collection will be housed in the new AugustaVisitorsCenter, which is located in the old South County Branch library.
Special Report—Reference Survey Summary
Betty Murr, Deputy Director
Ms. Murr provided a packet report that includes the details of how the reference survey data is collected, in addition to all of the tools utilized by the branches to implement the survey. Some of these tools include instructions, a work form, and worksheets utilized during the data collection phase. Once collected, the information is passed on to Jim Brown, Branch Manager at Spencer Road, for inclusion in various spreadsheets. The survey is conducted twice a year; three weeks in the Spring and three weeks in the Fall. The results represent an annual count of reference questions for each branch and a total for the District. The figures in this report are utilized in the annual report on staff workloads which is used during the Personnel Budget process. Also, the numbers are used in statistical reports to the Missouri State Library.
Some highlights include:
Reserve Statistics
Reserve Statistics track the number of reserves that patrons place both in the branches as well as remotely. Over the years, new circulation reserves (versus renewals) have decreased to 8%, which is down from 10% in 2007. Of the new circulation reserves, 72% are placed remotely (outside of a branch).
If there are any questions regarding either Special Statistic report, please contact Betty.
Statistics
Betty Murr, Deputy Director
This month’s circulation and gate count statistics packet also includes a third page which represents ‘PC Usage Statistics: PC Time & Print’. This month’s report also reflects only the first month of the new fiscal year, July. Some of the branch managers in attendance commented on the PC Time & Print system, all with very high regards! Highlights from the Circulation and Gate Count Statistics:
Activities Report
Maggie Preiss, Children’s Resources and Marketing
The August children’s programs are included in the packets handed out at the meeting this evening. Ms. Preiss also distributed the Activities Report for the month.
OLD BUSINESS
Formal Agenda
11-01 Spencer RoadBranch Replacement
There is nothing new to report at this time. Mr. Sandstedt shared news that we were given an Ameren UE grant for LED exit lights in the new building. This grant covers approximately 30 or so exit lights, and should recover the majority, if not all, of the costs.
11-04 Director Search Committee
There is nothing new to report at this time. Mr. Dohrman and Ms. Crook reminded the Board members that their meeting with the Bradburys is currently scheduled for September 10, 2010at the Administrative Offices. Ms. Crook will send an email reminder to all of the Board members closer to the meeting.
11-06 Policy#C140—Firearms Banned in District Facilities and Vehicles
The current policy has been in place for approximately seven years. There have been some questions regarding the legality of the policy and whether or not the Library District is considered a municipality, thereby possessing powers of one. Mr. Sandstedt confirmed its legality with counsel, who indicated that the Library District does possess certain municipal powers. Therefore, the policy is legal. That being said, the proposed change simply corrects the statute number of the law which the policy references. The policy should reference Section 571.107 (not .094) of the Revised Statutes of Missouri. With this correction in the policy, it now references the correct section of the law.
MOTION: Mr. Thoelke moved to approve the correction to the Policy #C140 as stated. Ms. Reese seconded. Motion approved seven affirmative, zero negative, zero abstentions, and two absent.
NEW BUSINESS
Formal Agenda
11-10 Public Hearing FY11 Tax Rate
Mr. Thoelke moved to open the public hearing to set the FY11 tax rate. Dr. Cook seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent. A roll call vote was taken to open the hearing. All Board members in attendance voted yes.
Mr. Greg Dohrman-Yes
Ms Myra Crook-Yes
Mr. John Thoelke-Yes
Ms. Mary Reese-Yes
Ms. Kathleen Todd-Yes
Ms. Debbie Haupt-Yes
Dr. Jerry Cook-Yes
Mr. Dohrman opened the floor for public comments. No requests for time were received.
11-11 Setting of FY11 Tax Rate
Mr. Schultz provided a memo to all in attendance regarding the history leading up to the public hearing. Some highlights from the memo include:
MOTION: Mr. Thoelke moved to set the tax rate at $.22 or the State Auditor approved rate, whichever is lower. Dr. Cook seconded. The motion passed by a roll call vote of seven affirmative, zero negative, zero abstentions, and two absent. The affirmative votes, by roll call, are:
Mr. Greg Dohrman-Yes
Ms Myra Crook-Yes
Mr. John Thoelke-Yes
Ms. Mary Reese-Yes
Ms. Kathleen Todd-Yes
Ms. Debbie Haupt-Yes
Dr. Jerry Cook-Yes
It is noted that recommendation has been made to move this hearing, Setting of Tax Rate, to a later date due to the fact that confirmed numbers are unknown until the end of August; possibly the September meeting.
MOTION: Mr. Dohrman moved to close the public hearing. The roll call designated to open the session, also closed the session.
Open session resumed.
11-12 Boardlink StL—Memorandum of Understanding
Ms. Williams provided a brief description of the Boardlink STL organization. Along with Ms. Williams description, a brief summary page was included in the Board packet.
Boardlink STL is an organization that matches individuals interested in serving on Non-profit Boards with Non-profit organizations seeking Board members. A key reason to support Boardlink is to create exposure for our own non-profit services through the District. The commitment is $1000 annually. Ms. Williams will represent the Library District in the organization if we choose to become a part of it.
Due to the fact that membership is $1000, a motion is not needed to approve it. However, it is a consensus of the Board to support the initiative to be involved in this worthy organization, and to move forward administratively.
Preliminary Agenda
11-13 Director’s Transition Dialogue—Evaluation
Mr. Sandstedt suggests a meeting between himself and the Board members to “evaluate” him and his Director position. He would rather have a dialogue between parties focused on his negative attributes in order to avoid repeating those qualities in the next person hired for the Director position. The meeting should take approximately 2-4 hours, and should take place prior to the finalists’ interviews. Mr. Sandstedt suggested emailing all of the Board members with possible dates and times beginning in September.
MOTION: Mr. Thoelke moved to adjourn the open session. Ms. Crook seconded. Motion passed seven affirmative, zero negative, zero abstentions, and two absent.
The meeting adjourned at 7:55 pm.
Respectfully submitted
April C. Wootten
Recording Secretary
Approved:
Secretary Board of Trustees Date