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February 2011 Minutes

St. Charles City-County Library District
Board of Trustees
February 14, 2011

The St. Charles City-County Library District Board of Trustees met at 7:00 pmon Monday, February 14, 2011 at the Middendorf-Kredell Branch, 2750 Highway K, O’Fallon, Missouri

Board Members present:

  • Mr. Gary Heggs
  • Mr. Greg Dohrman
  • Ms Myra Crook
  • Mr. John Thoelke
  • Ms. Debbie Haupt

Board Members absent:

  • Dr. Jerry Cook
  • Ms. Mary Reese
  • Ms. Kathleen Todd
  • Ms. Lisa Pelikan

Library Staff present:

  • Mr. Jim Brown, Director
  • Mr. Richard Schultz, Coordinator of Finance and Support Services
  • Mr. Frank Noto, IT Coordinator
  • Ms. Maggie Preiss, Children’s Services and Marketing
  • Ms. Kristin Williams, Planning and Development Coordinator
  • Ms. Sara Nielsen, Community Branches and Adult Programming
  • Ms. Ann King, Branch Manager, Kathryn Linnemann
  • Ms. Martha Radginski, Branch Manager, Middendorf-Kredell
  • Ms. Diana Tucker, Branch Manager, Corporate Parkway
  • Ms. Keri Cascio, Branch Manager, Kisker RoadBranch
  • Ms. Denise Ulett, Information Resource Manager, Consumer Health
  • Mr. Kevin Harms, Cornerstone Architecture, Project Architect for Spencer Road Branch construction

President Greg Dohrman called the meeting to order at 7:03 p.m.with the Pledge of Allegiance.  Five members responded to roll call.  Mr. Dohrman opened the floor for public comments.  No requests for time were received.

MOTION:  Mr. Heggs moved to discuss Formal Agenda Item 11-01 Spencer Road Branch Replacement prior to Consent Agenda or discussion of any Reports.  Mr. Thoelke seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

11-01 Spencer RoadBranch Replacement

Kevin Harms attended tonight’s meeting to better explain the reasoning behind the change orders, and in case there were any questions regarding those same change orders.  Change orders 001 and 002 need formal approval from the Board due to the fact that each change order’s total exceeds $10,000.  Per Library District policy, any change order that exceeds that threshold must receive Board approval. 

                Change Order 001 reflects “costs associated with additional soil remediation which was required because of pockets of organic matter and soil plasticity which were encountered during excavation”.  The total cost for the remediation is $60,551.  Mr. Heggs inquired about whether or not there was a guarantee on the remediation.  Mr. Harms indicated that there is not a written guarantee, but that experience in the industry with this type of issue “dictates that this is what works”.

                Change Order 002 is the result of a difference in opinion between the City of St. Peters’ engineer (Dave Moser) and Cornerstone Architecture’s engineer (Steve Sacco) with regard to the amount of steel reinforcement   where the windows are within the walls.  There were several meetings and conference calls with the two sides, but Mr. Moser could not see it from Mr. Sacco’s perspective.  Therefore, the only option was to agree to Mr. Moser’s, and the city’s, analysis.  The additional steel and the labor required to add the reinforcement to the walls will cost approximately $61,585. 

                The third change order, 003, does not require approval by the Board due to the fact that the cost involved is only $1,907.

MOTION:  Mr. Thoelke moved to approve Change Orders 001 and 002 as presented.  Ms. Crook seconded.  Motion passed five affirmative, zero negative, zero abstentions, and four absent.

While discussing the change orders involved in the Spencer Roadreplacement, some “possible forthcoming items” surfaced that Mr. Brown elaborated on for the Board members.

                1.  Due to an immense amount of rain (3.5 inches) the day after a concrete slab was poured at the southwest end of the new building, the slab is, in essence, “sinking” and will need to be repaired and re-poured.  The estimated cost is $6,000.  The hope is that this cost can be shared by the contractor, the concrete company that poured the slab, and the District.  This is still yet to be determined.

                2.  The parking lot for the Spencer Road Branch is scheduled to be an asphalt lot.  If there happens to be any sort of price increase/spike in petroleum costs, there is a strong possibility of a cost over-run. 

                3.  As a result of the drive up service offered at the Kathryn Linnemann Branch, some concerns have surfaced with the window.  First of all, this particular model of window was designed for a call-ahead service versus a drive-up service; therefore, the box is not big enough for large orders and is not set up for varying heights of cars.  That being said, we do not want to install this same model of window in the Spencer Road Branch if it has caused issues at a branch where it currently exists.  The additional labor cost involved in installing an alternative design could be approximately $6000.

                4.  Lastly, the dimensions of the drop box for the new Spencer Road Branch differed between the District and Demien Construction.  There will be a change order for the additional cost involved in installing the correct size box.

                It is not anticipated that any of these change orders will be over $10,000.  Mr. Brown indicated that as the issues surface, he will provide further details.


The following reports were included in each Board members’ and staff member’s packets.  No additional verbal presentation was given at the meeting. 

  • Financial Report
  • Director’s Report
  • Special Report—Development, Kristin Williams, Coordinator of Planning and Development
  • Special Statistical Report—Reciprocity Summary and E-books
  • Monthly Statistics Report
  • Activities Report-- Maggie Preiss, Children’s Resources and Marketing

If there are questions, Mr. Dohrman invited anyone to ask at this time.

                Mr. Thoelke inquired about the possibility of an $8000 overage within the Healthcare budget.  Mr. Shultz indicated that the overage is a possibility, and is due to the manner in which we are billed.  At the request of Mr. Heggs, Mr. Schultz clarified the roof repairs at the General Administration Offices as “anticipated” repairs and the fact that those repairs are included in the budget currently at $125,000.  If we act on the need to repair the roof, the job will be bid out, and Mr. Schultz will present the repair in detail to the Board.

                Mr. Dohrman reminded the Board members to place Monday, May 23, 2011 on their calendars.  This date is in addition to May’s regularly scheduled Board meeting.  This second meeting on the 23rd is a work session for the FY12 budget.


Minutes—Board of Trustees meeting minutes from the January 10th meeting.

MOTION:  Mr. Thoelke moved to approve the Consent Agenda. Ms. Haupt seconded.  Motion approved five affirmative, zero negative, zero abstentions, and four absent.

PRESENTATIONDenise Ulett, Information Resource Manager, Consumer Health

Ms. Ulett updated the Board members on the Consumer Health initiative.  Staff and IT are working to develop a location code for the Consumer Health collection as well as the possibility of a putting a service/help desk in the Consumer Health area.   The service desk enables patrons to seek help regarding materials located within the Consumer Health section.

                On March 1, Ms. Ulett will attend a healthcare reform forum with the Library District’s strategic partners.


Old Business

11-01 Spencer RoadBranch Replacement

Item moved to earlier in the meeting for discussion.

New Business

11-28 Preliminary FY2012 Revenue Estimates

FY12 revenue projections were included in the Financial Packet on pages 11-14.  Mr. Schultz indicated that at this point in the year, his best tax revenue projection for FY12 is in the “$16.7 million range”.  Since tax revenue accounts for approximately 92% of the District’s revenue, there are numerous caveats included in the report.  For instance, one caveat is taxpayers who choose to not pay their taxes. 

11-29 Preliminary Calendar Strategic Plan

The memo included in the Board packet is a very general, conceptual outline of the strategic planning process for the long range goals of the District.   Ms. Williams indicated that this memo is an information document to be used as a “broad base for preliminary discussions”.  The “working group” to be identified for strategic planning purposes will be a combination of staff and trustees from various library groups or partners e.g. Friends and Foundation.  At a point later in the process, the Board will be asked to adopt a final document outlining long-term goals and objectives as well as policies that might pertain to these goals. 

MOTION:Ms. Crook moved to adjourn the open session.  Ms. Haupt seconded.  Motion passed four affirmative, zero negative, zero abstentions, and five          absent.

The meeting adjourned at 8:25 pm.

Respectfully submitted

April C. Wootten

Recording Secretary


Secretary Board of Trustees             Date