Library Board of Trustees Meeting Minutes

May 12, 2008

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, May 12, 2008 at the Administration Building in St. Peters, Missouri. 

Board Members present:

 

Board Members absent:

 

Library Staff present:

 

President Gary Heggs called the meeting to order at 7:02 pm with the Pledge of Allegiance.  Seven Board members responded to roll call.   

PUBLIC COMMENTS

Mr. Heggs invited any public comments.  There were no public comments at this time. 

MINUTES

MOTION:  Mr. Heggs entertained a motion to approve the minutes from the April 14th meeting.  Ms. Crook motioned to approve; Ms. Reed seconded.  Motion passed seven affirmative, zero negative, zero abstentions, two absent. 
 

REPORTS

Financial Report

Mr. Schultz invited the Board to take a look at his handout as he reviewed some key points. 

Mr. Thoelke inquired as to where the approved $360,000 for the Kathryn-Linnemann expansion had been line itemed?  Mr. Schultz responded with a reference to page 6 of his report.  On that page, there is an amount of $481,000 which will account for this amount.   

Director’s Report

Please take a look at the Director’s Hotline.  As far as staffing changes, the concern is the number of highly qualified candidates applying for the positions.  Due to the District’s reputation as an employer and our pay scale, this is not a bad problem to have for us.   Mr. Sandstedt clarified his reasoning behind the recent locations of the Board meetings.  The last several meetings have been at the Administrative Offices.  Once all new Board members are appointed and in place, we will travel more during the second half of the year.  Mr. Sandstedt also took this opportunity to publicly thank and congratulate Lynn Reichmuth on the volunteer banquet; Lisa Dunham on trivia night; and Sara Nielsen on her author event.  He is thrilled with how the “repackaging of the District is unraveling”! 

Special Report - Update on Kathryn Linnemann Construction

Ann King, Branch Manager

Ms. King shared the status of the construction.  Unfortunately at this time, she is not able to show current pictures.  There is painting—many colors—in the building.  There is also a roof on the entry; windows in the children’s area; and they are working on the different types of light fixtures.  The most recent estimate is the end of June for a turnover date.  Lastly, there is a new foreman on the sight as the prior foreman has moved on to another job site. 
 

Special Report - “Friends of the Library” Report

Lynn Reichmuth, Volunteer Resources and Staff Training Specialist

Ms. Reichmuth passed out a handout on how the Friends group is funded as well as how that money is shared.   She also shared some of the most recent events sponsored by the Friends group.  April was National Library Month.  Each branch awarded two free memberships to the Friends group.  This created awareness of the group to the general public in each branch.  Friends issued the second edition of its newsletter.  The Friends group also sponsors author visits as well as providing the refreshments at events like those.  Lastly, the Friends-sponsored Book Fair is coming up June 13, 14, and 15 at the St. Charles Convention Center.  Ms. Reichmuth took the opportunity to invite the Board members as well as staff to visit the Book Fair, or possibly volunteer an hour or two at the Book Fair.  There are a lot of different ways to help during that Book Fair weekend.  Please contact Ms. Reichmuth if interested.  There are approximately 435 members in the Friends. 

Special Report - NoveList

Betty Murr, Deputy Director

Ms. Murr introduced the Library’s reader’s advisory tools to the Board members.  Ms. Murr demonstrated “Books & Authors”, a product of the GALE group replacing “What Do I Read Next”.  “Books & Authors” is a fiction and non-fiction search tool.  It allows the user to search material based on narrowing criteria e.g. author, title, genre, etc.  This tool is not linked to our catalog at this time.  Ms. Murr also demonstrated “NoveList Plus”, a product of EBSCO.  This is an update to NoveList and is a fiction and non-fiction search tool.  This product also allows the user to create their own accounts and lists.  It also provides “Read Alikes” which help the user find similar books.  Lastly, NoveList provides book discussion guides to the user.  These are guides which provide multiple pages on the plot, discussion topics and questions for the user.  The last tool that Ms. Murr reviewed was “Books in Print”.  “Books in Print” is multi-book sets in tiny print.  There are two interfaces; fiction and non-fiction.  With this tool, users narrow criteria on a subject through a “cloud search”.  These three reader’s advisory tools allow the library to help customers find what they are looking for easier.  Each product costs approximately $6000.00 per year.  All of these products are available on our website for use with a library card.  Ms. Murr also handed out information on each tool to the attendees. 

Special Report - Foundation and Development

Lisa Dunham, Development Specialist

Ms. Dunham provided an overview of the District’s development strategy through a detailed power point presentation.  She provided handouts of the power point to everyone in attendance.   The handout also detailed the Foundation’s investments and cash accounts.  Ms. Dunham also reviewed the funds raised through the Foundation’s annual trivia night and how this compared to prior years.  This year’s event raised approximately 40% more than in 2007.   

   

Statistical Report

Ms. Murr key points:

   

Activities Report

Ms. Preiss announced, in conjunction with the handout in the Board packet,:

 


CONSENT AGENDA

  Mr. Heggs introduced the one item on the consent agenda.  Agenda #08-58 Modification to FY08 Budget Personnel (MK) recommending an additional Sunday Library Assistant at the Middendorf-Kredell Branch effective May 18, 2008, and invited any discussion.  No discussion necessary at this time.

MOTION:  Mr. Dohrman moved to consent.  Ms. Crook seconded.  Motion passed seven affirmative, zero negative, zero abstentions, two absent.   
 
 

PRELIMINARY AGENDA

OLD BUSINESS

08-38 SB711 and Property Tax Legislation

Mr. Sandstedt expressed his unknowingness on where this bill is going.  He also reminded everyone that this is a non-assessment year.  Therefore, the Library will keep its 19.4 cents this year and possibly increase to 20.604 cents next year. 

08-53 South County Branch Replacement

Ms. Nielsen indicated that there is no update at this time. 

NEW BUSINESS

08-55 FY09 Budget Markup—Equipment

Ms. Golab reviewed agenda memo 08-55 for an increase to the FY09 Equipment Budget of 46%.  This memo is a summary of requests by the Branches.  Ms. Golab identified four major reasons for the increase:

Mr. Thoelke inquired as to why expenses on storage had doubled?  What is it that’s being stored?  Mr. Schultz indicated that the expense was for district wide storage. 

08-56 FY09 Budget Markup—Technology

Ms. Bangert called attention to pages 2-4 of the very detailed, Proposed Technology & Telecommunications Budget.  These two pages highlight the larger expenditures.  Ms. Bangert proceeded to review some of these items.  The last point Ms. Bangert wanted to communicate to the Board was the final amount of the Telecommunications cost covered by E-rate funding.  The amount budgeted/requested was $89,660; the approved amount was $89, 605.  Mr. Thoelke questioned how the District was planning on paying for the fundraising software described in the budget?  His concern was for taxpayers to not be paying for software which allows the District to raise money.  Mr. Schultz indicated that the software would be purchased by the District but reimbursed by the Library Foundation.  The software will be utilized to track all fundraising communication.   

08-57 FY09 Budget Markup—Travel Training and Dues

Mr. Sandstedt is proposing an increase in mileage from 41 cents to 48 cents.  This amount has not been adjusted in approximately two years.  Secondly, MLA membership reimbursement was removed for everyone except Board members.  Mr. Heggs asked about chamber memberships—were we limiting memberships to 1?  Mr. Sandstedt feels like chamber memberships are important in the eyes of the community.  Ms. Dunham expressed how important chamber meetings are as a networking tool.   

FORMAL AGENDA

OLD BUSINESS

08-46 Linnemann Construction

Mr. Sandstedt invited the Board to review the change orders that were included in the handout folder.  Mr. Heggs asked if there were any questions regarding the change orders.  Mr. Thoelke inquired as to why the contractor hadn’t signed the change order?  Mr. Sandstedt indicated that we would sign the change order and return it to the contractor for signature.  Mr. Heggs commented positively on the formality of the form. 

MOTION:  Mr. Thoelke moved to approve the change orders submitted by Mr. Sandstedt.  Dr. Cook seconded.  Motion passed seven affirmative, zero negative, zero abstentions, two absent. 

08-50 WingHaven Library Express-Rental Space

Mr. Sandstedt has posted the RFP; however, he has attempted to find a renter on his own first.  Mr. Sandstedt met with the Arts Council on the possibility of renting the Winghaven location.  The Arts Council needs to leave the Non-Profit Development Center because the Community Council needs additional space.  Mr. Sandstedt would like to continue negotiations with the Arts Council.  Mr. Schultz agrees that the Arts Council would be an ideal candidate for renting the space.  There are several vacant spaces in the immediate area, and they are not renting or leasing quickly.  This is a win-win situation.   Mr. Heggs entertained any comments from the Board; all were in agreement to continue negotiations with the Arts Council. 

08-51 City of O’Fallon 353 Tax Abatement

Mr. Dohrman expressed that he requested for Mr. Sandstedt to include this on the agenda.  He expressed how “refreshing it was to see a mayor sink one of these unnecessary tax evasions”.  Mr. Dohrman referenced Mr. Sandstedt’s email thanking Mayor Morrow for her courage in vetoing the bill.  He invited the Board to express their appreciation to the Mayor and Council by having Mr. Sandstedt send a letter to Mayor Morrow expressing the Board’s appreciation as well. 

MOTION: Mr. Dohrman moved to have Mr. Sandstedt send a letter to Mayor Morrow.  Ms. Reese seconded.  Motion passed seven affirmative, zero negative, zero abstentions, two absent.   

08-59 Bob and Jackie Houck Center for Business and Government

Mr. Schultz expressed his wish, as trustee of Mr. Houck’s estate, to include Mr. Houck’s name, Bob, as well as his wife, Jackie, in the dedication of the business center in their honor.  Also, this motion allows Mr. Schultz to remove any restrictions on the Foundation for the remainder of the money in the bequest. 

MOTION:  Ms. Reed moved to have Mr. Houck’s name included in the Bob and Jackie Houck Center for Business and Government.  Ms. Crook seconded.  Motion passed seven affirmative, zero negative, zero abstentions, two absent. 

08-60 Appointment of Nomination Committee - FY09 Officers

Mr. Sandstedt communicated to the Board that in the past officers were elected in August effective in September.  Now, having been moved up two months actually, officers are nominated and elected in June effective the beginning of the new fiscal year, July 1st.   As tradition has it, officers serve for two years; therefore, there should be few changes right now.  It has also been tradition for ex-presidents to serve as the nominating committee.  This would mean Ms. Stump and Ms. Reed would propose nominations.  In the past, the current president appoints the ex-presidents to this committee.  Mr. Sandstedt also passed out a report reflecting appointments as well as attendance for all Board members.  It appears that all Board members wish to continue in their role and attendance.  Mr. Heggs officially appointed Ms. Reed and Ms. Stump as the nominating committee and asked Ms. Reed to notify Ms. Stump due to her absence this evening.  

MOTION:  Mr. Heggs moved to adjourn.  Mr. Thoelke and Mr. Dohrman seconded.  Motion passed seven affirmative, zero negative, zero abstentions, two absent. 

The meeting adjourned at 9:02 pm. 

Respectfully submitted

April C. Wootten

Recording Secretary

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