St. Charles City-County Library

St. Charles City-County Library District

Board of Trustees

Minutes

October 10, 2011

The St. Charles City-County Library District Board of Trustees met at 7:30 pm on Monday, October 10, 2011, at the Kathryn Linnemann Branch, 2323 Elm Street, Saint Charles, Missouri.

Board Members present:

• Mr. Greg Dohrman
• Ms Myra Crook
• Dr. Jerry Cook
• Ms. Kathleen Todd
• Mr. John Thoelke
• Ms. Debbie Haupt
• Ms. Lisa Pelikan

Board Members absent:

• Ms. Mary Reese
• Mr. Gary Heggs

Library Staff present:

• Mr. Jim Brown, Director
• Ms. Betty Murr, Deputy Director
• Mr. Richard Schultz, Coordinator of Finance and Support Services
• Mr. Frank Noto, IT Coordinator
• Ms. Maggie Preiss, Children’s Services and Marketing
• Ms. Denise Mandle, Human Resources Coordinator
• Ms. Kristin Williams, Planning and Development Coordinator
• Ms. Ann King, Branch Manager, Kathryn Linnemann
• Ms. Martha Radginski, Branch Manager, Middendorf-Kredell
• Ms. Laurie Laurent, Branch Manager, Spencer Road
• Ms. Asia Gross, Branch Manager, McClay Road
• Ms. Diana Tucker, Branch Manager, Corporate Parkway
• Ms. Keri Cascio, Branch Manager, Kisker Road Branch
• Mr. Tim Deghelder, Branch Manager, Deer Run Branch
• Ms. Karen Golab, Purchasing and Building Project Manager

Rebecca Thiele, stcharlespatch.org.

President Myra Crook called the meeting to order at 7:32 p.m. with the Pledge of Allegiance.   Seven members responded to roll call.  Ms. Crook opened the floor for public comments.  No requests for time were received.

REPORTS

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

• Financial Report—Rick Schultz, Coordinator of Finance

Mr. Schultz mentioned that the certification from the State Auditor for the tax rate has been sent to the Board members and staff in the electronic version of their October Board packet.

• Director’s Report—Jim Brown, Director

The Heather Brewer author event on October 6 was a huge success!!  Thanks in large part to all of the hard work of staff, especially Maggie Preiss, Sara Nielsen, Martha Radginski and her staff at Middendorf-Kredell, and Kristin Williams and the Foundation.  The event had approximately 250 attendees!!

                Mr. Brown also announced the resignation of Keri Cascio, Branch Manager at Kisker Road.  Keri has accepted a position as Director of Information Technologies and Library Resource Management at the Linda Hall Library of Science, Engineering and Technology in Kansas City, Missouri.  It is a bittersweet announcement as Ms. Cascio has been a tremendous asset to the District and has accomplished so much at her branch, but this opportunity is a very exciting one as well.  We wish her the best!

• Development Report—Kristin Williams, Planning and Development Coordinator

Ms. Williams thanked everyone for their brick donation for the Spencer Road Branch and requested a point-person for the inscription on the brick.  John Thoelke graciously accepted the responsibility of deciding what to inscribe on the brick from the Board.

                Ms. Williams thanked Ms. Pelikan and the Edward D. Jones & Company Foundation for a $5000 donation to the Library Foundation.  Ms. Pelikan was a tremendous asset in helping secure this generous donation.  Thank you Lisa!

• Monthly Statistics Report—Circulation Statistics and Gate Count
• Activities Report-- Maggie Preiss, Children’s Resources and Marketing

Ms. Crook entertained any additional comments or questions from the Reports section.  There were no additional questions or comments.

CONSENT AGENDA

Minutes—Board of Trustees meeting minutes from the Sept 12 meeting.

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

FORMAL AGENDA

Old Business

12-02 Spencer RoadBranch Replacement

There are three additional change orders for Spencer Road. 

                Change Order 009 “reflects costs associated with the removal, remediation and replacement of a section of the first floor slab” which settled due to an enormous amount of rain.  The cost is $12,807.31

                Change Order 010 “represents costs associated with reconstruction of the versalock retaining wall on the west side of the parking lot.  There is also a portion of the administrative office parking lot and curb that was removed, and will need to be replaced, as part of the project.  This amount was not included in the original contract.  The total for 010 is $12,238.

                Change Order 011 “incorporates final adjustments to door hardware schedules”.  Although still awaiting a credit, the estimated cost is less than $12,000. 

MOTION:  Dr. Cook moved to approve Change Orders 009 and 010 as submitted, and to authorize Mr. Brown to accept the revision for Change Order 011, not to exceed $12,000.  Ms. Pelikan seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

Mr. Thoelke inquired about an updated timeline for the project.  Mr. Brown confirmed the October 24 date as the latest date from the contractor.  Mr. Brown foresees a date possibly two or so weeks after the October 24^th date.  The target for soft opening to public is in early 2012.

Secondly, there is a request for payment for additional services for this project.  There have been approximately 60 days of work lost due to weather.  There has been another 6 weeks lost due to the work stoppage by the masons.  And there was a small time lost due to a change in the southwest wall.  The total amount of work days lost is 116 days.  Due to this loss, Mr. Harms estimates approximately 20 additional hours a month for 4 months.  The cost estimate is $5200 based on the total hours and a reimbursement of $65 per hour.

MOTION:  Mr. Thoelke moved to approve the $5200 for additional architectural services.  Ms. Pelikan seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

12-03 Strategic Planning

Ms. Williams updated the group on the strategic planning process.  The executive report has been written and some assignments have been assigned.  Mr. Brown and Ms. Williams are still working on the timeline for the assignments as well as completion dates.  The strategic plan will be presented to library staff on the upcoming Staff Development Day. 

12-11 West Clay Extension Tax Increment Financing Commission

This is an informational item only and no action is needed at this time.  The next meeting is on October 20, 2011; there is a public hearing on November 3, 2011.

12-12 McClay Road Widening Project

This is an informational item only and no action is needed at this time.  The City of St. Charles has decided to proceed with the project and is not willing to agree on the $591 for the land.

New Business

12-14 Audience Participation, Board Meetings—Policy A032

A copy of the current policy on audience participation at board meetings along with recommended changes to the policy was distributed at the meeting.  Also included in the handout, Mr. Brown shared the policies of 6 other public libraries and 4 school district policies.  Upon review of both the current policy and the recommended changes, Board Members suggested a few additional changes.

1. A portion of the recommendation change included that “each speaker will complete a comment form which will include his/her name, address, telephone number, e-mail address, and group affiliation if any”.  Ms. Todd recommended also including the general topic on which the speaker is appearing on this form.

2.  Changes to the existing policy include utilizing the term “petition”, often coupled with “written correspondence” or “public comments” within the policy update.  Mr. Dohrman recommended removing the reference to the term “petition” all together from the policy update.  It is believed that the Library District has never, in its history, received a petition of any kind for anything; therefore, written comments or correspondence should cover any issue or concern that may arise with the District.

3.  The original policy refers to citizens as “patrons”; the updated policy refers to citizens as “customers”.  Mr. Thoelke and Ms. Todd agreed that one term should be chosen and be consistent throughout the document.

                Based on the review and input from the Board Members, Mr. Thoelke recommended tabling approval of the updated policy until a final draft of the new policy can be presented at next month’s meeting.

12-15 District Wide Staff Development—Branch Closure

Mr. Brown has requested closure of the branches and the administrative offices on Friday, November 11, 2011 for a district-wide staff development day.  The District has not held an entire staff development since 2008.

MOTION:  Ms. Pelikan moved to accept the recommendation to close all branch locations and the administrative office until 2 p.m. on 11/11/11.  Mr. Dohrman seconded.  Motion passed seven affirmative, zero negative, zero abstentions, and two absent.

12-16 Trustee Meeting Date and Time Review

Initially, the open session time change to 7:30 p.m. was on a trial basis.  If the change has been successful in helping accommodate those in need as well as in agreement with the other Board members, it is necessary to update our policy.  Dr. Cook and Ms. Pelikan quickly responded affirmatively for the 7:30 p.m. start time.  Ms. Haupt prefers 7 p.m. simply because she attends the Board meeting straight from work without going home first.  However, that being said, she will work with the 7:30 p.m. time if it is preferred by everyone else. 

The consensus of the Board is that the 7:30 p.m. time works best for the majority.  Mr. Brown will prepare to change the policy at the next meeting.

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

The meeting adjourned at  8:12 pm.

Respectfully submitted

April C. Wootten

Recording Secretary

Approved:

Secretary Board of Trustees             Date