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7-10-12-worksession

St. Charles City-County Library District

Board of Trustees

Tentative Work Session Minutes

July 10, 2012

The St. Charles City-County Library District Board of Trustees met at 6:10 pm on Tuesday, July 10, 2012 at the Library District Administrative Offices located at 77 Boone Hills Drive in St. Peters, Missouri.

Board Members present:

·       Lisa Pelikan

·       Gary Heggs

·       Mary Reese

·       John Thoelke

·       Georganne MacNab

·       Joann Leykam

·       Myra Crook

Board members absent:

·       Jerry Cook

·       Debbie Haupt

Library Staff present:

·       Jim Brown, Director

President Myra Crook called the meeting to order at 6:00 pm.  Seven Board members responded to roll call. 

MOTION:  John Thoelke moved to enter into closed session pursuant to Chapter 610.021.(3) Personnel.  Gary Heggs  seconded.  A roll call vote of the Board was taken. 

Board Members voting yes:

·       Lisa Pelikan

·       Gary Heggs

·       Mary Reese

·       John Thoelke

·       Georganne MacNab

·       Joann Leykam

·       Myra Crook

Board members absent:

·       Jerry Cook

·       Debbie Haupt

Motion approved seven affirmative, zero negative, zero abstentions and two absent.

The Board discussed the proposed Contract Task Responsibilities for former Deputy Director Betty Murr who retired on July 6, 2012.

MOTION:  Joann Leykam moved to approve an Independent Contractor Professional Services Contract with Betty Murr for a period of 90 days, conditional upon at least two progress reviews being performed by Jim Brown with a report to the Board of Trustees at the September 11, 2012 Board meeting.  The tasks are according to the attached terms.  The rate is $50.00 an hour, not to exceed 24 hours a week, no benefits.  Gary Heggs seconded. 

Board Members voting yes:

·       Lisa Pelikan

·       Gary Heggs

·       Mary Reese

·       John Thoelke

·       Georganne MacNab

·       Joann Leykam

·       Myra Crook

 

Board members absent:

·       Jerry Cook

·       Debbie Haupt

Motion approved seven affirmative, zero negative, zero abstentions and two absent.

Jerry Cook joined the meeting at 6:50 p.m.

MOTION:Gary Heggs moved to end the closed session.  John Thoelke seconded.  A roll call vote of the Board was taken.

Board Members voting yes:

·       Lisa Pelikan

·       Gary Heggs

·       Mary Reese

·       John Thoelke

·       Georganne MacNab

·       Joann Leykam

·       Myra Crook

·       Jerry Cook

Board members absent:

·       Debbie Haupt

Motion approved seven affirmative, zero negative, zero abstentions, and two absent.

President Myra Crook recessed the meeting at 6:55 pm.

Respectfully submitted

Jim Brown, Acting Recording Secretary

Approved:

 

Secretary Board of Trustees        Date



Request for Professional Services Contract

I am recommending that you authorize me to enter into a contract arrangement with Betty Murr to complete several open projects in the following areas:

Summary of Proposed Tasks and Responsibilities

Collection Development

  • Continue work with vendor, in conjunction with Lucy, to develop branch profiles for automatic selection of print materials.
  • Finalize details of Last Copy System and Replacement Copies collections at the warehouse and transition tasks to Lucy;
  • Complete work on the development of a core list of reference materials for the District’s reference collections.
  • Complete work on developing a method and schedule of systematic weeding across various formats of materials.

OverDrive

  • Outline issues and strategies to position District for next contract renewal period due in spring of 2013.
  • Complete documentation for staff use outlining the most frequent problems and questions asked and their resolutions.
  • Complete coordination of the setup and maintenance of the new downloadable audio collection, One Click.

Electronic Resources

  • Complete work with vendors on renewal contracts and negotiated purchases.
  • Continue to work with Serials Solutions, upload data and information to complete the inclusion of essential elements and update current entries and links for public use.
  • Complete documentation and procedures to transition Serials Solutions maintenance and use.
  • Complete cost comparison and use study on major databases.
  • Complete content review of EBSCOHost e-book collection and Gale’s GVRL collection to facilitate withdrawal functions, both in the databases and by providing accurate data to IT (Brad Winner) for withdrawal from the Listen Catalog.
  • Develop transition documentation necessary for updating the A to Z list on the website.
  • Work with Electronic Resources Taskforce to maintain current level of training, promotion and product reviews.

Recommendations

  1. Not to exceed 24 hours per week.
  2. Two month initial time frame with weekly project progress updates.
  3. Allow up to two additional one month extensions.
  4. Pay rate of $50.00 per hour.

Total cost should not exceed $19,200.00

Respectfully submitted:

Jim Brown