The Board of Trustees met on Tuesday, 12 September 2017, at the Spencer Road Branch located at 427 Spencer Road in St. Peters, Missouri. Board Members present: Julie Bartch Drew Bryson Justin Collier Myra Crook Joann Leykam Georganne MacNab by telephone Gail Zumwalt Board members absent: Mary Reese Library Staff present: Jim Brown, Director Jan Bardon, Marketing Manager Pat Batzel, Human Resources Manager Gary Brinker, IT Manager Margaret Conroy, Assistant Director Asia Gross, Branch Manager, Kathryn Linnemann Branch and Portage Des Sioux Branch Jennifer Jung, Branch Manager, Corporate Parkway Branch Maggie Melson, Youth Services Manager Sara Nielsen, Adult Services Manager Jessie Park, Youth Services Librarian, Deer Run Branch Martha Radginski, Branch Manager, Middendorf-Kredell, Boone s Trail and Library Express at Winghaven Laurie St. Laurent, Branch Manager, Spencer Road, Augusta and Library Express at Discovery Village Kristen Sherry, Extension Services Manager Diana Tucker, Branch Manager, Kisker Road Branch Julie Wolfe, Chief Financial Officer Others present: Julie Cinco, Director Search Consultant Board President Gail Zumwalt called the meeting to order at 7:02 p.m. with the Pledge of Allegiance. Six members of the Board listed above as present responded to roll call. Ms. Zumwalt opened the floor for public comments. No requests for time were received. Joann Leykam arrived at 7:09 p.m. Gail Zumwalt asked for a motion to suspend the regular agenda in order to hold a Public Hearing to receive comments on the setting of the Fiscal Year 2018 tax rate for the Library District. MOTION: Myra Crook moved that the regular agenda be suspended for the purpose of holding a Public Hearing to receive public comments on the setting of the Fiscal Year 2018 Tax Rate. Justin Collier second. Motion approved six affirmative, zero negative, zero abstentions and two absent. Gail Zumwalt asked for a motion to open the Public Hearing to set the Fiscal Year 2018 Tax Rate. MOTION: Myra Crook moved to open the Public Hearing to set the Fiscal Year 2018 Tax Rate. Drew Brson second. Motion approved by a roll call vote: Drew Bryson-yes, Myra Crook-yes, Georganne MacNab-yes, Julie Bartch-yes; Justin Collier-yes, Gail Zumwalt-yes. Gail Zumwalt opened the floor to public comments or questions with regard to setting the tax rate for the Fiscal Year 2018. Jim Brown noted that the District s maximum authorized tax levy is $.2600. Based on the current assessed value of St. Charles County and Missouri State Law, the maximum allowable tax rate that the Trustees could authorize for the District would be $.2106. No public comments or questions were received. Gail Zumwalt asked for a motion to close the Public Hearing.
Page 2 MOTION: Julie Bartch moved to close the Public Hearing. Myra Crook second. Motion approved by a roll call vote: Drew Bryson-yes, Myra Crook-yes, Georganne MacNab-yes, Julie Bartch-yes; Justin Collier-yes, Gail Zumwalt-yes. Gail Zumwalt asked for a motion to resume the regular agenda. MOTION: Julie Bartch moved to resume the regular agenda. Drew Bryson second. Motion approved six affirmative, zero negative, zero abstentions and two absent. Joann Leykam arrived at the meeting. Reports and Correspondence Financial Report: Julie Wolfe presented the August 2017 Financial report to the Trustees. The District has received less than one percent of budgeted revenues for the year and Julie noted that the bulk of the District s tax revenues are received in January. District expenditures are on track at 18% of budget. Several capital projects (signage for all branches with new logo and building painting, Kisker Road Branch restroom renovation and HVAC units for McClay and Kathryn Linnemann Branches) will be completed by mid-october. Director s Report: In addition to a summary of the action items for the meeting, the Director s Report included information on the following: The Trustees were invited to a retirement reception honoring Martha Radginski, Branch Manager of the Middendorf-Kredell, Boone s Trail and Library Express at Winghaven, on September 29th from 2-4 p.m. Jim Brown reminded the Trustees to register for the October 9th Staff Development Day. Jim announced that the Library recently began circulating several nontraditional collections including early literacy kits, pre-loaded Launchpad tablets and healthy cooking equipment Development Update: The Library Foundation recently collaborated with the Foundry Arts Centre for the first Art and Literary Festival. Trolley rides with Daniel Tiger were a big hit. The Annual Friends of the Library Book Fair raised a record $104,000 for Library programs. Marketing Update: Jan Bardon distributed the September/October Kaleidoscope events calendar to the Trustees. Jan reported that it costs $4,070 for each printing of the Kaleidoscope (six per year). The Trustees had requested this information at the August meeting. In August 2017, the District s website hosted 64,977 unique visitors. The August eblast was sent to 125,143 customers. The Collection Services Spotlight highlighted electronic and print resources relating to the Eclipse. Page views for the August Collection Services Spotlight were 324.79% higher than the previous month. Summer Reading Update: Sara Nielsen, Adult Services Manager, reported that the Library s 2017 Summer Reading Program had a 13% increase in participants and a 7% increase in completions. Customers read approximately 12.3 million minutes and 260 Super Readers earned their yard signs. A survey was sent to all summer reading participants and over 975 responses have been received so far. Sara shared several of the customer comments with the Trustees. Public Services Update: Kristen Sherry gave a final report on the Lunch @ the Library program that was held at the Kathryn Linnemann Library. Library staff and volunteers served 1,493 lunches to children in our community and connected them with library services. Many community members formed new friendships and built relationships with Library staff. In addition to Lunch @ the Library, Extension Services also took Library programs on the road this summer. The Library s Summer Reading Outreach Intern planned and executed 29 programs at various locations engaging over 2,000 individuals throughout the community. Branch Update: Martha Radginski, Manager of Middendorf-Kredell, Boone s Trail and Library Express @ Winghaven, reviewed recent events at all three of her branches. Boone s Trail staff continue to be very involved in the community, attending Chamber of Commerce meetings and visiting local schools and preschools. One staff member writes a monthly article for the Boone Country Connection. The Library Express @ Winghaven regularly hosts Tale Waggers, three dogs (Murphy, Bear and Abbey and their owners) from Love on a Leash come to the Branch to listen to children who read to them. Staff members also offer book discussions for adults, story times for children and a variety of programs for teens throughout the year. The Middendorf-Kredell Branch recently
Page 3 remodeled its quiet room with new flooring and furniture and added a computer bar for laptops. Middendorf- Kredell also now serves as one of the Library s three passport acceptance facilities. Monthly Statistical Report: The monthly statistics for August showed increases in gate count (up 1.36%) and emedia use (up 9.80%) from the same time last year. Programming continues an upward trend with the number of programs offered increasing 27.05% and the number of program attendees increasing 23.87%. Director Search Update: Julie Cinco, Director Search consultant for the Board of Trustees, reported that a meeting was held between Bradbury Miller Associates and the Trustees on Tuesday, September 5th. The purpose of the meeting was to establish a proposed timeline for the Director Search, review the Director job description and the job advertisement. The proposed timeline is: Advertise and recruit candidates - Mid September through Early November Selection of semifinalists - Mid November Semifinal Interviews - Late November/Early December Final Interviews - Mid December Negotiations Completed prior to the Christmas holiday Correspondence: None. CONSENT AGENDA: 3 August 2017 Special Meeting 3 August 2017 Closed Session 8 August 2017 Meeting MOTION: Justin Collier moved to approve the minutes from the 3 August 2017 Special Meeting, the 3 August 2017 Closed Session and the 8 August 2017 Meeting as presented. Myra Crook second. Motion approved seven affirmative, zero negative, zero abstentions and one absent. OLD BUSINESS None. NEW BUSINESS MOTION: Joann Leykam made a motion to move Agenda Item 18-08, Proposed Revision to Director s Job Description, ahead in the agenda. Drew Bryson second. Motion approved seven affirmative, zero negative, zero abstentions and one absent. 18-08 Proposed Revision to Director s Job Description Prior to the meeting, Gail Zumwalt distributed the current Director job description and a draft of the Director job advertisement from Bradbury Miller Associates. Ms. Zumwalt asked the Trustees to review both documents and provide input for changes to the job description and the salary range for the job advertisement. The Trustees discussed their recommendations. MOTION: Julie Bartch moved to increase the salary range for the Director s job advertisement from Grade 31, Steps A-M ($101,011.75 - $144,018.61) to Grade 32, Steps C-M ($113,593.17 - $152,659.72). Joann Leykam second. Motion approved five affirmative, two negative, zero abstentions and one absent. MOTION: Drew Bryson moved to amend the Director s Job Description as follows: Change the Salary Grade from 31 to 32. Under Essential Functions, revise item #5 from Budget planning for all areas of the Library District and approval for submission to the Board; reviewing major equipment requests as needed. to Budget planning for all areas of the Library District and approval for submission to the Board and monitoring expenditure of library funds to stay within approved budget.. Under Essential Functions, revise item #8 from Maintaining contact with area government, special and school districts; to Developing and maintaining cooperative relationships with City and County officials, the school districts, and other community organizations, and forming effective relationships with the Library Foundation and Friends of the Library for the purpose of fundraising..
Page 4 Under Education and experience, revise item #1 from MLS or MLIS from an institution accredited by the American Library Association. To MLS or MLIS from an institution accredited by the American Library Association or Master s Degree in Public Administration, Business Administration, Nonprofit Management or similar field; and,. Under Education and experience, renumber item #3 to item #2 and revise the text from Five (5) years in a highly responsible administrative position in either a library or related field. to Five (5) years of experience in a highly responsible administrative position in either a library or related organization or any combination of education and experience which would provide the required knowledge and skills to allow successful performance of the job; and,. Under Education and experience, renumber item #2 to item #3 and revise the text from Extensive knowledge of public library operations and familiar with local and state laws. To Extensive knowledge of public library operations and familiarity with local and state laws is desirable.. Joann Leykam second. Motion approved by a roll call vote: Justin Collier-yes, Julie Bartch-yes, Myra Crook-yes, Drew Bryson-yes, Joann Leykam-yes, Gail Zumwalt-yes, Georganne MacNab-abstain. 18-03 Setting of FY 18 Tax Rate The current tax rate for the is $0.2200. Factoring in the inflation rate, the increased value of property assessments as supplied by the Board of Equalization (excluding new construction), and the figures that we have received from the State, we recommend that the Board set the Fiscal Year 2018 Tax Rate for the at $0.2106. This is the maximum authorized tax rate based on the assessed value of the County and Missouri State Law. MOTION: Julie Bartch moved to set the Fiscal Year 2018 tax rate for the to $0.2106 per $100 of assessed value which is the maximum authorized rate certified by the Missouri State Auditor. Joann Leykam second. Motion approved by a roll call vote: Drew Bryson-yes, Myra Crook-yes, Joann Leykam-yes, Georganne MacNab-yes, Justin Collier-yes, Gail Zumwalt-yes, Julie Bartch-yes. 18-04 LAGERS Annual Meeting The annual Missouri Local Government Employees Retirement System (LAGERS) meeting will be held in Osage Beach, Missouri, October 19 th -20 th 2017. The annual meeting provides an opportunity to attend educational workshops and forums, as well as participate in the election of LAGERS Board of Trustees members. Each LAGERS employer is allowed to designate two voting delegates (one member delegate and one employer delegate). The employer delegate should be an individual appointed by the organization s governing body. Jim Brown asked the Trustees to choose one of their fellow Trustees as the employer delegate or to authorize a staff member to serve as the employer delegate. Gail Zumwalt reported that Trustee Mary Reese volunteered to serve as the employer delegate. MOTION: Agenda Item 18-04 LAGERS Annual Meeting was informational and no vote was necessary. 18-05 Request for Release of FY 18 Capital Funds Julie Wolfe requested the Trustees to approve the release of FY 18 Capital Funds in the amount of $47,381 to replace two HVAC units at the McClay Branch and one HVAC unit at the Kathryn Linnemann Branch. Both projects have completed the bidding process. The McClay Branch HVAC project will be awarded to Jarrell Mechanical Contractors and the Kathryn Linnemann Branch project will be awarded to Air Comfort Service, Inc. MOTION: Joann Leykam moved to approve the release FY 18 Capital Funds in the amount of $47,381, as requested, for the replacement of two HVAC units at the McClay Branch and one HVAC unit at the Kathryn Linnemann Branch. Myra Crook second. Motion approved seven affirmative, zero negative, zero abstentions and one absent. 18-06 Revision of Policy E366 Nepotism Pat Batzel, Human Resources Manager, presented a revision of Policy E366-Nepotism to the Trustees for review and approval. The policy, which was last revised in 1992, maintains the Library s practice of hiring individuals related to current staff members with the following restrictions in place: Individuals who are related may not work directly for or supervise a relative. Individuals who are related to a Manager or Director will not be considered for employment. Individuals who are related to a Trustee will not be considered for employment.
Page 5 The policy also addresses management rights to move related staff members to a different branch or department if it is deemed to be in the best interest of the Library. Missouri law does not permit anyone related to the Trustees within the third degree to be employed by the District. The same restriction will also be applied to Managers and Directors to eliminate any potential for perceived favoritism. MOTION: Justin Collier moved to approve the revision of Policy E366 Nepotism, as presented. Julie Bartch second. Motion approved seven affirmative, zero negative, zero abstentions and one absent. 18-07 Removal of Collection Management Policies Margaret Conroy, Assistant Director, requested the Trustees to approve the removal of Policy C257 (Non-Reservable Collections), Policy C300 (Video Games), Policy C302 (Video Media) and Policy C304 (Video Media, Public Performance). Staff recommended the removal of these four collection policies which are redundant and outdated, and in some cases in direct conflict with the District s main Collection Management Policy, D032. MOTION: Joann Leykam moved to remove Policy C257 (Non-Reservable Collections), Policy C300 (Video Games), Policy C302 (Video Media) and Policy C304 (Video Media, Public Performance), as requested. Julie Bartch second. Motion approved seven affirmative, zero negative, zero abstentions and one absent. Pat Batzel reported to the Board of Trustees that the Library will use the Missouri Public Library Standards document as a basis for creating a new Director orientation. The projected completion date for the Director orientation is mid-november. MOTION: At 8:49 p.m. Joann Leykam moved to adjourn the meeting, Drew Bryson second. Motion approved seven affirmative, zero negative, zero abstentions and one absent. The meeting ended at 8:50 p.m. Respectfully submitted, Robin L. Lunatto Recording Secretary Approved: Georganne MacNab 10 October 2017 Secretary Board of Trustees Date