Library Board of Trustees Meeting Minutes

March 10, 2008

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, March 10, 2008 at the Spencer Road Branch in St. Peters, Missouri. 

Board Members present:

Board members absent:

 

Library Staff present:

 

President Gary Heggs called the meeting to order with the Pledge of Allegiance.  Six members responded to roll call.  Mr. Heggs opened the floor for public comments.  No requests for time were received. 

Carl Sandstedt reported that Lisa Pelikan had contacted him about the difficulty in attending Board meetings given the travel requirements of her new position. 

MINUTES

MOTION:  Mr. Dohrman moved to approve the minutes of the February 11 meeting.  Mr. Thoelke seconded.  Motion passed six affirmative, zero negative, zero abstentions, two absent. 
 
 

REPORTS

Financial Report

Mr. Schultz reported the February financial reports had been mailed with the Board Packets.  District currently has $18.9 million in cash & investments including $1 million for Spencer Road project.  March expenditures will include some payments for the Kathryn Linnemann expansion project. 

Mr. Schultz suggested reducing the cash balance by transferring an additional $1 million from cash reserves to the Spencer Road project in the fy09 budget.  Additional funding in reserve should demonstrate the District’s commitment to the project to possible donors and satisfy the State Auditor’s concerns regarding the amount of uncommitted cash reserves.  The fy09 budget will include additional funding for initial design work and soil tests at various times during the year to assure accuracy in preparation for the Spencer Road building project.  Mr. Sandstedt estimated the total cost for the Spencer Road project at $6 million.   The consensus of the Board was to transfer $1 million to the Spencer Road project reserves in the fy09 budget.  

Director’s Report

Mr. Sandstedt announced the Library District had received the 2008 Spirit of St. Charles Award largely for its work with nonprofit organizations.  The Award is presented by the St. Charles Business Magazine.

      Mr. Sandstedt reported that Jaci McNames the Manager of the Technical Operations Department was taking early retirement after serving over 25 years with the District.  After interviewing a number of excellent applicants, Karla Perez was selected to fill the position. 

Branch Managers Report

Jim Brown, Branch Manager Spencer Road Branch

Mr. Brown welcomed the Board and provided a bit of history of the Spencer Road Branch which is a pre-engineered metal building that is 30 years old.  The District has gotten its money’s worth from the building, but it is time for replacement. 

Special Report

Public Service Workloads

Jim Brown, Branch Manager Spencer Road Branch

Mr. Brown reviewed the composition of the FY2008 Public Service Workloads Projections Overview.  The report uses quantitative measures such as circulation, reserves and customer visits as well as staff tabulated use of in-library materials usage and reference/readers services questions to compare workload on levels of staffing at each branch.  The report does not reflect other branch activities, services and programming provided by information resource managers and childrens, teens & reference staff.   Mr. Brown stated that branch closures impact the year to year comparison of workload, and the report tries to compensate for those exceptions.  Mr. Sandstedt uses the report in determining staffing levels at each branch with the goal to have similar levels of staff outputs across the District.  Mr. Brown pointed out that the report shows a clustering of workload at regional and general purpose branches.  A comparison to other libraries in the state is not available.  Mr. Sandstedt felt that the Library District had very high output level for staff.  Mr. Brown explained that the accuracy of the report was impacted by the accuracy of staff counting of reference and readers service questions. 

Special Report

Update on Kathryn Linnemann Construction.

Ann King, Branch Manager

Ms King shared photos of construction progress.  She reported that the District was considering painting of the old red roof to match the new bronze color roof.  This would require a change order.   The concrete has been poured in the expansion.  Mr. Sandstedt expressed some concern about humidity in the building which could impact carpet installation.

      Mr. Sandstedt reported he discovered that Diestelkamp Construction had been making changes to the contracted construction project without informing the Library District.  The change to the ceiling grid to meet seismic standards seemed to be inline with BOCA code which requires the change on a project that involves substantial construction.  The decision by the contractor was the correct one to make the building safer; cost should be $32,000 on a $1.7 million dollar project.  The other change was the result of a soils problem.  The contractor found a spring and had to install drains around the building to get correct level of soil compaction.  

Statistical Report

Ms. Murr reported continuing increase in circulation.  She projected over 6 million circulations for the fiscal year.  Spencer Road and McClay Branches continue to pick up some of the Kathryn Linnemann circulation.  All branches are doing well. 

Activities Report

Ms Preiss announced
 

 

 

CONSENT AGENDA

MOTION: Mr. Dohrman moved consent agenda item 08-45 Alliance for Astronomy, Inc- Cross Easements be moved to the Formal Agenda.  Mr. Thoelke seconded.

Motion passed six affirmative, zero negative, zero abstentions, two absent. 

MOTION:  Mr. Thoelke moved that consent agenda item 08-49 Modification to fy08 Budget-Materials be moved to the Formal Agenda.  Mr. Dohrman seconded.

Motion passed six affirmative, zero negative, zero abstentions, two absent. 

08-47 FY08 Final Budget Distribution

The budget had been approved in June 2007 and did not require an additional vote for distribution. 

FORMAL AGENDA

08-28 Policy #A048-Bylaws of the Board of Trustees

08-29 Policy #A112-Order of Business

08-30 Policy #A128-Time and Place of Regular Meetings

08-44 Policy #A064-Major Board Decisions 

There was a short discussion on definition of a quorum when Board members had resigned or a replacement had not been appointed after a term expired.   Mr. Schultz reported the question was addressed in State statutes; the quorum of a 9 member board is 5. 

MOTION:  Mr. Dohrman moved adoption of policies A048, A112, A128 and A064.  Mr. Thoelke seconded.

Motion passed six affirmative, zero negative, zero abstentions, two absent. 

08-45 Alliance for Astronomy, Inc-Cross Easements

Mr. Sandstedt reported the Alliance for Astronomy had received a donation of land adjacent to the Boone’s Trail Branch.  The donation is dependent on whether Mr. Jim Roe of the Alliance can secure funding for the construction of a building.  In order to proceed with soliciting funding for their construction project they requested the Library District provide a cross easement to their site from the library site.  The project could also involve some shared parking.  The original site plan that was filed by the developer when the library was built called for a two level strip center in a development that would be shared by the library.  The plan on file did not include cross easements.  The site was not developed as planned and an updated site plan does not exist.  Mr. Roe felt granting of the cross easement by the Library District was critical to proceeding with securing funding for the Alliance for Astronomy project.  Mr. Dohrman stated that securing additional information about the Alliance for Astronomy plans for construction and parking would be in the best interest of the library before granting cross easements. 

MOTION:  Mr. Dohrman moved to table the request for cross easements by the Alliance for Astronomy, Inc.  until an updated site plan was available for review by the Library Board which is willing to grant an easement if the site plan is acceptable and interests of the Library District are protected.  Mr. Thoelke seconded.

Motion passed six affirmative, zero negative, zero abstentions, two absent. 

08-46 Linnemann Construction

Mr. Sandstedt reported that while the Linnemann expansion project was progressing rapidly, Diestelkamp Construction had not kept the Library District or the architect up-to-date on change orders and billing.  Mr. Sandstedt reported that normal construction projects may call for up to 10% in change orders.  The Linnemann project may exceed that level due to age of the building and condition of the soil.  Mr. Sandstedt stated that at the beginning of March, library staff, the architect and contractor met to discuss the situation.  At the time of the meeting, three change orders had been implemented by the contractor without approval from the Library District:

Mr. Sandstedt also stated there was an issue about the markup on change orders.  The contractor requested a 15% markup while the District feels 10% is the usual and customary fee.  The architect, Kevin Harms of Cornerstone Architecture, Inc, submitted a letter on March 10 with a list and description of fourteen change orders discussed at the March meeting.  Mr. Sandstedt explained that under library policy, as Director he may sign off on a change order up to $10,000 or approve changes required by health and safety issues.  Under policy, change orders of $10,000 or more must be brought to the Board.   Mr. Sandstedt planned to carefully review all of the additional change orders and seek outside consultants’ opinions on the necessity and cost of all change orders that have been submitted.  He planned to negotiate the price further with the contractor and the engineer.

The Board discussed the actions of the contractor and determined that they were inappropriate and did not follow library policy.  Mr. Cook was very distressed that the contractor had implemented change orders without library approval and that library policy was circumvented and questioned the legality of such action.  Mr. Thoelke felt that the signed contract with Diestelkamp had been exceeded without library authorization and asked if the District was obligated to pay for work that had been completed without authorization.  Mr. Schultz stated that he had no authority to pay any invoices over the $1.7 million included in the contract for the project and had received only the invoice for the $22,000 for soil remediation.  Mr. Sandstedt reported he had clearly and adamantly stated to the contractor that the Library District was not financially obligated to reimburse costs for change orders implemented by Diestelkamp without approval.  Mr. Sandstedt’s opinion is that while the change orders for soil remediation, electric panel and ceiling grid may be necessary, they should not have been completed without the review and approval of the Library District Director and Board of Trustees.  Mr. Thoelke asked who was in the position of managing the project and protecting the interests of the Library District.  Mr. Sandstedt replied that the $25,000 fee for the architect did not include daily onsite supervision.  The customary architectural fee is 6% of the cost of the project which would not allow the District to bring in buildings at $100 per square foot.  The architect does periodically visit the site to review the construction.  After further discussion, it was the consensus of the Board that the Director and library staff along with the architect and an outside consultant review the change orders carefully and negotiate the best price for the changes that were deemed necessary.  A complete report on changes, costs, and negotiations is to be brought to the Board.  The contractor should be advised that it is the direction of the Board that no additional change orders be implemented without the approval and consent of the Library District as directed in library policy. 

08-49 Modification to FY08 Budget-Materials

The popularity of the downloadable audio books from OverDrive has exceeded expectations.  In order to continue the success of the service, more titles must be purchased.  The funds from the current materials budget could be shifted to cover the additional purchases or the Board could authorize additional funds for purchase of downloadable audio books in the fy08 Materials Budget.   

MOTION:  Mr. Thoelke moved that $50,000 be moved from reserve funds and added to the FY08 Materials Budget Line Item 7243 to cover the purchase of additional downloadable audio book titles.  Ms. Reed seconded.  Motion passed six affirmative, zero negative, zero abstentions, two absent. 

08-50 WingHaven Library Express-Rental Space

Mr. Sandstedt reported that with the weak market, he advised securing the services of a professional commercial real estate agent to lease the 1000 square feet area at Library Express at WingHaven.  Mr. Heggs suggested formulating an RFP to local agents that would include their qualifications, their fee, and their plan of service and select a realtor based on those submissions.  Mr. Sandstedt wlll proceed in finding a qualified agent. 

PRELIMINARY AGENDA

08-38 SB711 and Property Tax Legislation

Mr. Sandstedt reported that SB711 had passed unanimously.   He is discussing the impact of the legislation with other taxing entities.  He projected that the legislation would actually result in tax increases. 

08-43 2008 Salary Survey

Mr. Sandstedt distributed a preliminary spreadsheet showing reports from several of the larger libraries on expenditures for materials, technology & telecommunications and personnel.  Mr. Sandstedt stated the data from the survey is useful in formulating the personnel budget for the Library District. 

08-48 FY09 Budget-Materials Markup

Board received the preliminary proposed budget for materials for fy09 and accompanying notes in their Board packets.  After review, there was no discussion on the budget or the notes.  The proposed fy09 budget is $3,149,848 which is a 7.53% increase.  The budget reflects the continuing transition from print to electronic reference sources, increase in downloadable audio books, implementation of a non-reservable collection of popular materials, and increased demand for popular materials.  The materials budget will be included in the final budget which is submitted to the Board at the June 2007 meeting.  They will be advised of any changes from the proposed budget as included in the mailed packet. 

08-51 City of O’Fallon 353 Tax Abatement

Mr. Sandstedt and Mr. Thoelke have discussed the 353 tax abatement which is under consideration by the City of O’Fallon.  The blighted area encompasses the King Arthur’s Court Mobile Home Park.  Mr. Sandstedt reported that the trailer park had been sold.  After the sale, the buyer discovered a 10 ft dump on the property and would now like tax incentives to convert the property into residential/condominium and commercial use. 

MOTION:  Ms Cook moved to adjourn.  Mr. Dohrman seconded.  Motion passed six affirmative, zero negative, zero abstentions, two absent. 

The meeting adjourned at 9:00 pm. 

Respectfully submitted

Margaret A. Preiss

Acting Recording Secretary 

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