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January 2010 Board Minutes

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, January 11, 2010 at the Administrative Office, 77 Boone Hills Dr., St. Peters, MO.

Board Members present:

  • Mr. Greg Dohrman
  • Ms Myra Crook
  • Mr. John Thoelke
  • Dr. Jerry Cook
  • Ms. Mary Reese
  • Ms. Debbie Haupt


Board Members absent:

  • Mr. Gary Heggs
  • Ms. Lisa Pelikan

Library Staff present:
  • Mr. Carl Sandstedt, Director
  • Ms. Betty Murr, Deputy Director
  • Ms. Denise Mandle, Human Resources Coordinator
  • Mr. Richard Schultz, Coordinator of Finance and Support Services
  • Mr. Frank Noto, IT Coordinator
  • Ms. Maggie Preiss, Children’s Services and Marketing Coordinator
  • Ms. Kristin Williams, Development Coordinator
  • Mr. Jim Brown, Branch Manager, Spencer Road
  • Ms. Ann King, Branch Manager, Kathryn Linnemann
  • Ms. Pat Kern, Branch Manager, Middendorf-Kredell
  • Ms. Keri Cascio, Branch Manager, Kisker Road
  • Mr. Tim Deghelder, Branch Manager, Deer Run
  • Ms. Denise Ulett, Information Resource Manager—Government Documents and Community Health

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

MOTION: Mary Reese moved to approve the minutes of the December 14th meeting.  John Thoelke seconded.  Motion passed six affirmative, zero negative, zero abstentions, two absent.


Financial Report
Mr. Schultz reported that the financial report was mailed in the Board packet sent to each Board member’s home.  Mr. Schultz reviewed the highlights on the front page of the report.  Mr. Dohrman inquired as to whether or not there was a cost estimate on the damages at Kisker Road Branch from the water pipe?  Mr. Schultz indicated that there was no formal estimate at this time, but in his opinion, the damages should not exceed $5000.  

Director’s Report
In lieu of time, Mr. Sandstedt deferred to the Director’s Hotline and invited Keri Cascio, Branch Manager at Kisker Road Branch, to update the Board members and staff on the damages to her branch due to the broken water pipe.  Ms. Cascio indicated that as cleanup continues, the issue now is how to keep the area between the ceiling and the roof warm enough so that water in the pipes does not freeze again.  Don Schniers and his people are currently working on insulating the perimeter walls and ceiling.  The next question is how to equip the building with a sprinkler system without the ability to keep the water in the system from freezing in the winter.  There are two options:  one option is a dry system; the other option is a pre-action system, which loads water into the system as needed (when there is a fire).  Most fire districts do not allow pre-action systems.  The pre-action system’s cost is approximately $35, 000; whereas the dry system’s cost could be as much as $55,000-$60,000.  All of the information provided is “for your information” only; there is no action needed at this time by the Board.  The team is working hard to get the branch open to the public as soon as possible.

Special Report—Reciprocity and ILL Usage Stats - Betty Murr, Deputy Director
Ms. Murr took the opportunity to review the ILL and Reciprocity reports.  The Reciprocity report was mailed in the Board packet; the ILL report is handed out in tonight’s folder.  The reciprocal agreement is one whereby a cardholder in one district can obtain and utilize a card in another district, or town.  The SCCCLD budgets approximately $20,000 in our Materials Budget to cover the expense.  Our customers borrow 93,987 materials from other libraries.  The district checks out 51,167 to reciprocal borrowers.  As far as ILL goes, the district borrows fewer items than we loan and the amount continues to increase every year.  

Special Report—Development - Kristin Williams, Development Coordinator
Ms. Williams indicated that there is no written report this month.  She passed out an article from the Suburban Journal on the early literacy kits.  The article was in the Wednesday, December 23, 2009 edition.  Also, there is a Foundation Board retreat this Friday, January 15, 2010 from 9 a.m. until 3 p.m.

Special Report—Consumer Health and Government Information, Denise Ulett, Information Resource Manager
Ms. Ulett referred to two handouts from her that were included in the Board packet that was sent to each Board member’s home.   One handout was information regarding the census; one handout was a brochure from Progress West Healthcare. 

      Regarding the 2010 Census, there is a timeline on the back of the memo.  People can also visit for more information.  Census Day is April 1, 2010; this is the day that your census should be complete.

      In the brochure from Progress West, the SCCCLD’s Middendorf-Kredell Branch is featured on page 3 in two articles.  One article is about “partnering for a better community” and one is about learning how to be healthier.  Both features highlight exactly what Ms. Ulett and the staff at Middendorf-Kredell do in regard to Community Health.  On the back page of the brochure, there is a calendar of Community Health events. This particular brochure was mailed to approximately 50 citizens.

Statistics - Betty Murr, Deputy Director

  • The circulation and gate count statistics were sent to each Board member’s home in their packets.  A few highlights:
  • The Kathryn Linnemann branch is anniversaring their first full month open from their remodel.
  • The Middendorf-Kredell branch is still #1 and continues to increase over last year.
  • The McClay branch has a decrease in circulation year-to-date, due to the Kathryn Linnemann reopening.
  • Emedia continues to impact the web (WW) statistics; it continues to grow!

Activities Report - Maggie Preiss, Children’s Resources and Marketing
Progress West Health Fair is from 7 am until 11 am on Wednesday, January 13 and Thursday, January 14; Denise Ulett will represent the library district at the fair.
Adult Reading Program started last week—the first full week of January.
Ms. Preiss displayed posters of the Spencer Road Expansion that will be on permanent display in Spencer Road’s lobby/foyer.
Ms. Preiss made available an eight page fact sheet on the entire Spencer Road project.  The sheet is available for reference for anyone who may foresee being interviewed, or in need of press comments.

Formal Agenda

10-01 South County Branch Replacement
There is nothing new to report and no formal action needed at this time.

10-02 Spencer Road Branch Replacement
There is nothing new to report and no formal action needed at this time.

10-03 Director Search Committee
(Preliminary Agenda)

There is nothing new to report and no formal action needed at this time.  

10-05 Policy #C232 Library Cards
10-10 Agency Agreement
—Lindenwood University
A simplified document is needed in regard to the agreement with Lindenwood and the library policy regarding cardholders from their university.  At this time, there is no formal action needed.

Consent Agenda
10-17 Policy #C024 Acceptable Use—Electronic Information Systems

Frank Noto, Information Technology Coordinator
There have been two separate instances involving the same patron whereby this specific patron wanted specific software downloaded on the library’s computers for their own use.  In both cases, the patron was denied and, in order to avoid further explanations as well as further instances of this type, Mr. Noto is recommending two additions to Policy C024.  The additions are in bold ink on Policy C024, which was distributed in the Board packet sent to each Board member’s home.  

MOTION:  John Thoelke moved to accept additions n. and o. to Policy C024.  Myra Crook seconded.  Motion approved six affirmative, zero negative, zero abstentions, and two absent.

Formal Agenda
10-18 Modification to FY10 Budget—CRM Personnel

The issue to discuss on the agenda is the modification of the Communications Specialist position from a .7 FTE to a 1.0 FTE position. In the opinion of Ms. Mandle, Human Resources Coordinator, her reason behind the proposal to modify the position varies greatly from the communication on the agenda from Mr. Sandstedt, Director.  Ms Mandle maintained that she had been told something different than what is included in Agenda Memo 10-18 from Mr. Sandstedt.  Mr. Sandstedt indicated his reason for the increase in staff is a budgetary decision and that he felt strongly that the Missouri Sunshine Law is very restrictive in defining which portion of a meeting regarding personnel decisions can be closed; Ms. Mandle indicated that the result of not increasing the position could be future possible litigation for the district.  Ms. Mandle was passionate that the Board members know the real reason why the modification be made to the position.  Due to the extreme variation in reasons and the possible litigation surrounding the position, there was a motion to enter into closed session.

At 8:13 pm, the Board voted to enter closed session.

MOTION:  Mr. Thoelke moved to meet in closed session as stipulated in MO Statutes section 610.021 for the purpose of discussing the legal actions, causes of action or litigation regarding the aforementioned position, and the hiring, firing, disciplining or promotion of a particular employee.  Dr. Cook seconded.  A roll call vote was taken and Board members present and voting ‘yes’ were Jerry Cook, Myra Crook, Mary Reese, and John Thoelke.  Board members present and voting ‘no’ were Greg Dohrman and Debbie Haupt.  Mr. Dohrman clarified that the Board will not discuss specific personnel issues.

At 9:15 pm, the Board of Trustees reconvened in open session.  Mr. Dohrman announced that there was no formal action taken during closed session.  

MOTION:  Dr. Cook moved to modify the FY10 budget to reflect an increase from .7 FTE to 1.0 FTE, a budget increase of approximately $27, 000.  This modification will be effective on January 16, 2010.  Mr. Thoelke seconded.  Motion approved six affirmative, zero negative, zero abstentions, and two absent.

MOTION:  Mr. Thoelke moved to adjourn the open session.  Ms. Reese seconded.  Motion passed six affirmative, zero negative, zero abstentions, and two absent.

The meeting adjourned at 9:17 pm. 

Respectfully submitted

April C. Wootten

Recording Secretary