Library Board of Trustees Meeting Minutes

June 9, 2008

The St. Charles City-County Library District Board of Trustees met at 7:00 pm on Monday, June 9, 2008 at the Administrative Offices 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. 

MINUTES

MOTION:  Mr. Dohrman moved to approve the minutes of the May 12 meeting.  Ms. Reed seconded.  Motion passed six affirmative, zero negative, zero abstentions, three absent. 

REPORTS

Financial Report

Mr. Schultz reported the May financial reports had been mailed with the Board Packets.  District currently has $16 million in cash & investments.  Mr. Schultz announced revenues would be under budget projection mostly due to protested taxes, decline in new construction, Board of Equalization adjustments, and lower investment income.  The District will not need to tap reserves to pay for operation or construction projects.

      Line items that exceed budget may include Public Employees Deferred Compensation, Microform & Electronic Data, Rent/Lease operations, and utilities.  Overall expenditures will not exceed the total fy08 budget.

      Minutes of the Finance & Audit Committee meeting of April 9 were included in the packet.  The committee prepared an RFP for audit services.  Ten firms responded to the request for proposal.  The proposals will be reviewed. The top three firms will be interviewed. 

Director’s Report

Mr. Sandstedt reported that available Board members were invited to a walk-through of the Kathryn Linnemann expansion and remodel project on June 16 at 1:30 pm.

      Mr. Sandstedt announced that two new managers had accepted positions with the Library District.  Keri Cascio is the new branch manager at the Kisker Road Branch.  Denise Ulett is the new Consumer Health Information Resource Manager.  He congratulated Georgia Glidden on her retirement as branch manager at the Deer Run Branch.  Tim DeGhelder will transfer as Branch Manager to Deer Run.  Mr. Sandstedt reported that Ms Glidden would be working part time at the Reference Desk at the Middendorf-Kredell Branch.  Mr. Heggs thanked Ms Glidden for her service as Branch Manager at Deer Run. 

Special Report - Update on Kathryn Linnemann Construction.

Ann King, Branch Manager

Ms King discussed progress in construction at the Kathryn Linnemann Branch.  She shared photos of the periodical reading area with a fireplace, entrance that will feature media collection, computers and reference desk, circulation area, and meeting room, children’s area, booths and coffee area.  Ms King reported that the building could be complete by the end of June; however, installation of carpet and finish of parking lot were two major issues that remained to be completed. 

Special Report - Serials Solutions

Jim Brown, Branch Manager

Jim Brown demonstrated some of the features of the Serials Solutions federated search product that the Library District was working to implement.  Behind the scenes, the product will manage product contracts, analyze overlap of products, report on most used products, and provide more accurate & comparable statistics.  The public view of Serials Solutions will provide multiple ways to access the electronic products offered to library customers including via catalog, eJournal titles, article linker, and 360 search.  The product is being implemented in stages allowing staff time to learn how to use the product before releasing it to library customers.  The goal is to have the product fully operational by Fall 2008.  Serial Solutions should make searching multiple electronic databases easier and faster.  Mr. Sandstedt stated the District would also be revising the Library District website in the next six months and the search area for electronic products would be emphasized. 

Special Report - Qualitative Indicators

Carl Sandstedt, Library Director

Mr. Sandstedt distributed the Counting Opinions dashboard comparisons of overall satisfaction, quality, satisfaction with staff, and SQUIRE index with other libraries.  The St. Charles City-County Library District is well ahead of peer libraries in qualitative measures of overall satisfaction.  Public perception of the quality of the District is good.  Satisfaction with staff is also above standards and that should continue with the high quality of applicants as positions are filled.  The SQUIRE index measures variations from expectations.  The staff are working to respond to comments.  Mr. Brown commented that the anecdotal comments were also helpful and were generally very positive.  He reminded the Board that the Counting Opinions Survey is not a statistically valid survey.  The survey allows branch to branch comparisons.  Being able to compare to other library systems would also be valuable.  Mr. DeGhelder commented that written comment cards are still available for customers who do not wish to complete the longer survey. 

Reference Survey Summary

Betty Murr, Deputy Director

Jim Brown, Branch Manager

Betty Murr reviewed the process of collecting data for the semi-annual Reference Survey which counts reference, readers advisory and directional questions by library customers over a finite time period.  Mr. Sandstedt reported the statistics are valuable for budgeting purposes.  Ms. Murr reported the most current survey results had improved due to staff training.  The current survey shows a 23% increase in questions over the previous survey and a 42% increase over fy04.  She was very pleased that staff did so well.  Ms Murr reminded the Board that branch closures for expansion and remodeling should be taken into consideration.   

Statistical Report

Ms. Murr reported she expected the District to exceed 6 million circulation by the end of fy08.  Kathryn Linnemann is doing well at the temporary site.  McClay and Spencer continue to pick up Linnemann customers.  Online renewals account for 25% of total fy08 circulation.   The circulation at Middendorf-Kredell will exceed 1 million which will make it the busiest branch in the metro area. 

Activities Report

Ms Preiss announced

 


 

CONSENT AGENDA

08-61 Extension of Linnemann Temporary Lease with St. Charles School District

Extends current lease for an additional two months at the same rate. 

08-63 Policy E032.320 (formerly E032.210) Class Specs-Catalog Technician

Increase Catalog Technician from salary track C to salary track D to match paraprofessional level.  Technicans are receiving additional training to make decisions currently made at the librarian level. 

08-64 Policy E512 Salary Schedule

3.5% increase to be reflected in fy09 budget 

08-65 Policy E032.xxx(addendum-Librarian intern)-Delete

Librarian intern program has not been used since the seventies. 

08-66 Policy E512.3 Track Promotion-Librarian Intern-Delete

Librarian intern program no longer exists 

08-67 Policy F032 Travel

Increase travel to 48¢ in fy09 from 41¢ in fy08. 

08-68 Interagency Agreement-Service Corps of Retired Executives

Restoration of partnership with SCORE to aid in Business Information services and programming. 

MOTION:  Ms Pelikan moved to approve consent agenda items.  Ms. Reese seconded.

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

PRELIMINARY AGENDA

08-38 SB711/HJR43 and Other Property Tax Legislation

Mr. Sandstedt discussed his interpretation of the impact of the new property tax legislation.  His understanding is that taxing entities that are not currently collecting their maximum tax would need to increase their rate to the maximum or lose the ability to move up to the maximum forever which may result in a significant tax increase and public outcry.  The District will probably remain at the current 19.46¢ tax rate.  The timing for budgeting and setting of the tax rate may also change.  He expressed the hope that County Assessor Scott Shipman would offer workshops for all taxing entities outlining any changes. 

08-45 Alliance for Astronomy Inc (Astronomical Society of Eastern Missouri)-Cross Easements

Mr. Schultz contacted Mr. Jim Roe with the points the Library Board wanted addressed before cross easements were granted.  The Alliance for Astronomy has not responded. 

08-50 WingHaven Library Express-Rental Space

Mr. Sandstedt reported on his meeting with the St. Charles County Arts Council as possible tenants of the rental space that is available in the building housing the Library Express at WingHaven.  The Arts Council is interested and seeking a grant.  Mr. Sandstedt reported that with the current economy and surplus of commercial rental property, he felt the Arts Council would be a tenant that would add value to the Boardwalk area. 

08-53 South County Branch Replacement

The Town of Augusta asked for a Letter of Understanding outlining the commitment of the Library District to finish and lease a building the Town of Augusta is constructing to house the South County Branch Library.  The letter will be used to secure financing for construction of the building.   The Letter of Understanding is a Formal Agenda item.  There was some discussion on the legality of committing future Boards to multiyear leases.  

FORMAL AGENDA

08-46 Linnemann Construction

There is a change order for $2000-$3000 for alarms called for by the Fire Marshall.  By policy the total amount of the order may be approved by the Director because it is under the maximum that requires Board approval. 

08-62 FY09 Budget:  Operations, Final Adjustments & Passage

Portions of the fy09 operating budget were presented at previous Board meetings.  In Personnel, a change was made to reflect the Middendorf-Kredell position approved by the Board in May.  In Materials, rounding of numbers was the only change to the budget previously presented.  There were no changes to the Technology & Telecommunications budget presented to the Board.

      Mr. Schultz presented the fy09 Operations budget.  Most of the carryover funds represent the $350,000 for furniture and equipment for the Kathryn Linnemann expansion & remodeling project that was moved from capital projects to the fy08 equipment budget and will be carried over in the fy09 budget except for items received before June 30, 2008.   Mr. Schultz noted that increases in fuel cost both for delivery of library services and shipment of goods and maintenance and repair projects for roof repair had been included in the operations budget.  Mr. Schultz carefully examined expenditure of operating budget line items and adjusted budgeted amounts to more closely reflect spending patterns so as to alleviate under expenditure of the operating budget.  All projects budgeted in capital projects will require Board approval for release of funds. 

      Revenue projections of $16,753,782 for the fy09 budget are preliminary.  Some funds from protested 2007 taxes will be received in fy09.  This is not a reassessment year so there will be fewer protested taxes that impact revenue projections.  Other factors effecting revenue are State Aid and Athletes & Entertainers tax revenue.  In fy08, the District received $100,000 in Athletes & Entertainers Tax.  The tax rate will not be set until the August Board meeting.  Mr. Schultz projected that the fy08 tax rate of 19.46¢ would probably remain the same in fy09.

      Mr. Schultz projected approximately $30.6 million in working capital with District reserves and expected revenue.  The proposed general fund operating portion of the budget of $14,865,186 would still allow the District to build reserves by approximately $854,000.  He felt that even after spending $1.8 million on the Kathryn Linnemann building project that overall reserves would be reduced by less than $600,000.  The proposed budget expenditures do not exceed the estimated revenue.

      The FY09 Budget presented to the Board for approval in the 6/9/08 budget memo included:

Personnel $8,914,580.00

Materials $3,147,851.00

Operations $2,180,706.00

T&T  $    622,049.00

FY08 Carryover $    360,000.00

Buildings &

Capital Projects $1,090,000.00

Total Budget:      $16,315,186.00

      Mr. Dohrman asked if the percentage of the operating budget allocated to materials would continue to exceed the amount budgeted by most libraries.  Mr. Sandstedt reported that the materials budget continued to be over 20% of the total operating budget.   Mr. Schultz pointed out that the Materials portion of the budget had exceeded $3 million for the first time.  Mr. Sandstedt stated that the future of libraries was not a box with a lot of shelves but a community center with some WOW factor.  The community seems satisfied now with the Library District; however future Directors and the strategic planning process may want to re-examine how funds are allocated.

MOTION:  Mr. Dohrman moved that the FY09 Budget as outlined in the Budget Memo dated June 9, 2008 be adopted. Ms Pelikan seconded.   Motion passed six affirmative, zero negative, zero abstentions, three absent. 

06-69 Inter-governmental Agreement Town of Augusta (library)

The St. Charles City-County Library District opened the South County Branch Library located in Augusta on July 1, 1976.  The library is located in a building owned by the Town of Augusta and leased for the past 32 years by the Library District. The current building is not adequate to serve the needs of the Library District, and the District has been in negotiation with the Town of Augusta regarding design and construction of a larger building for the South County Branch Library. 

The Board of Trustees reviewed the Letter of Understanding to the Library Building Committee of the Town of Augusta included in the Board Packet. The purpose of the letter was to communicate the intention of the Library District to complete the interior finishes of a building to be constructed by the Town of Augusta and rent 2800 square feet in that same building for a period of not less than 10 years at the rate of $7.50 per square foot for the purpose of housing the South County Branch Library of the St. Charles City-County Library District.   After a brief discussion concerning the ability of the Board of Trustees to commit funding for future Boards, the letter was amended to include a commitment to lease the building for not less than 10 years, subject to appropriation of funds.  Mr. Dohrmann suggested additional modification of the amendment by adding a clause about annual appropriation of sufficient funds. 

MOTION:  Lisa Pelikan moved the St. Charles City-County Library District Board of Trustees approve the Letter of Understanding to the Town of Augusta as written with the amendment to lease the building for a period of not less than 10 years subject to appropriation of sufficient funds annually and authorizes Library Director Carl R. Sandstedt to sign such Letter of Understanding on behalf of the Library Board of Trustees.  Warlene Reed seconded.   Motion passed six affirmative, zero negative, zero abstentions, three absent. 

06-70 Nomination and Election of Officers for FY09

Ms. Pelikan reported that because of her work commitments, she cannot serve as an officer, but she would like to continue as a trustee.  Ms. Reed and Ms Stump served as the nominating committee and submitted the following slate of candidates;

MOTION: Laurie Stump moved to accept the slate of officers as presented contingent to Mr. Cook’s acceptance of his nomination as Treasurer.  Ms Reese seconded.  Motion passed six affirmative, zero negative, zero abstentions, three absent. 

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

The meeting adjourned at 8:44 pm. 

Respectfully submitted

Margaret A. Preiss

Acting Recording Secretary

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