ST. LOUIS COUNTY LIBRARY DISTRICT

MEETING OF THE BOARD

HEADQUARTERS BRANCH

MONDAY, MARCH 10, 2008

3:30 PM

 

The monthly meeting of the Board of the St. Louis County Library District was held at the Mahlon P. Wallace Headquarters Branch, 1640 S. Lindbergh Blvd., on Monday, March 10, 2008 at 3:30 p.m.  The agenda had been posted in all branches of the Library District at least 24 hours before the meeting.

 

ATTENDANCE:

 

            Library Board Members:

 

                        Jean Weinstock, President

Lynn Beckwith, Vice President

Kenneth Stricker, Treasurer

Chingling Tai, Secretary

Edith Cunnane, Member (via telephone)

 

            Others Attending:

 

Charles Pace, Director; Gary Holdefer, Associate Director and Comptroller; Geoff Gilbert, McMahon Berger, Counsel; Barbara Brain, Assistant Director for Neighborhood Services; Kristen Sorth, Manager, Human Resources; Jim Bogart, Development Manager, Jake Fejedelem, ITS Manager; Denise Keller, Finance Manager; Pete Kruchowski, ITS; Bob Rohlf, Rohlf and Associates; Steve Trippi and Tom Helm, Huber, Ring, Helm & Co.; Lance Carlson, Arthur J. Gallagher and Co.; Jennifer Sampson, St. Louis County; and Sandra Williams, Executive Assistant and Friends Coordinator.

 

The MINUTES, dated Monday, January 28, 2008, were approved by the Board (Stricker/Tai). 

 

PUBLIC COMMENTS:  NONE

 

TREASURER’S REPORT:

 

The Treasurer’s Report dated January 31 was approved subject to audit (Stricker/Beckwith).  There was a 41 percent increase in fines in January over the same period last year due to the increase in fine rates.

 

 

 

 

DIRECTOR’S REPORT: 

 

CUSTOMER SERVICE ISSUES– Mr. Pace reported that the Library received another complaint regarding teen materials.  Gary Holdefer was contacted by a state representative who had received a complaint.  When the individuals leave their names we always respond to their concerns.  We will keep the Board apprised of any developments.

 

LIBRARY HAPPENINGS -Mr. Pace distributed literature to the Board regarding Major Library events.  The Black History Month events were highlighted along with a Foundation sponsored lecture by author Susan Vreeland.  The written report also provided updates on the Facilities master plan, the Strategic Plan, the upcoming Public Library Association Conference in Minneapolis; the fundraising consultant’s recommendations; and new staff members, Laura Sorkins and Kathy Condon-Boettcher.  The written report also mentioned a presentation to be made by special collections staff member Ruth Ann Hager at the Dred Scott 150th Year Commemoration banquet on March 15; and three upcoming author events: The Janet Morey and Gail Schaefers event March 12; Larry Swedroe on March 31 and Ridley Pearson on April 4th.

 

GIFT POLICY &TRANSFER – The Board approved the recommended Major Gift Assignment and Transfer Policy (Stricker/Beckwith).  This affirms the Foundation as the Philanthropic Arm of the Library.  The Board approved the transfer of a $25,000 Estate Gift from Library to Foundation (Stricker/Tai).

 

REAL ESTATE GIFT ACCEPTANCE POLICY - The Board approved a Real Estate Gift Acceptance Policy (Beckwith/Cunnane).  The policy states that the Library District will consider receiving gifts of real property offered for the construction of library facilities.  All other proposed gifts of real estate should be presented by the donor to the St. Louis County Library Foundation for determination of acceptance.

 

BLACK HISTORY MONTH – Mrs. Weinstock reported that she had attended several programs for Black History Month.  She said the programs were well done and thanked the committee and staff for their efforts.

 

2007 INDEPENDENT AUDIT- Steve Trippi of Huber Ring and Helm gave a brief comprehensive report of the 2007 audit.  Mr. Trippi reported that there were no issues with the financial statements or internal controls. The Board accepted the audit report and instructed staff to forward the audit to appropriate agencies (Stricker/Beckwith).

 

MASTER FACILITIES PLAN– Bob Rohlf of Rohlf Associates reported on his conclusions from the 11 month process of studying the facilities.  A comprehensive report was distributed to the Board.  A Powerpoint presentation was presented that recommended renovations, new structures and expansions.  The overall cost of the plan if adopted is between 79 and 99 million dollars.  The proposal is for a ten-twenty year period with 3 phases.  The Board moved to accept the report (Beckwith/Tai).

 

 

INSURANCE RENEWAL –Mr. Lance Carlson of Arthur J. Gallagher Risk Management Services received insurance quotes from three companies.   The Board approved the recommendation of the broker to renew with Firemen’s Fund and St. Paul Travelers (Stricker/Beckwith).

 

CREDIT CARD ACCEPTANCE – The Board approved the recommendation of staff to purchase debit/credit card acceptance and point of sale software and hardware at a cost of $64,212 from Comprise Technologies (Stricker/Tai).  The single source vendor is the only firm compatible with the Library’s automation provider. 

 

BUILDING REPAIR – The Board approved the low bidders for data and phone wiring at 16 branches.  The wiring will enhance the capabilities of the new computers being installed system wide and will be compatible with a new phone system.  The total cost is $94,409.  Lowest bidders selected include Comworld, KayBee Electric and Birkel Electric (Beckwith/Stricker).

 

COMPUTER LABS - The Board approved the lowest and best bidders for adding two computer labs to the system (Stricker/Cunnane).  One will be located at Prairie Commons and one at Oak Bend.  ICS will handle the construction costs, HVAC and complete branch data and phone wiring at Oak Bend and Diestelkamp Construction will handle these operations at Prairie Commons.

 

Dr. Beckwith requested future Board memorandum to include the background information and the recommendation on the same page.

 

PENSION CONTRIBUTION – The Board approved the staff recommendation that the actuarial recommendation for the annual pension contribution ($437,010) be transferred to the Pension Plan by March 31  (Beckwith/Stricker).

 

UTILITY EASEMENT – The Board approved the request of the Metropolitan St. Louis Sewer District (MSD) for a temporary construction easement at the Oak Bend Branch (Beckwith/Stricker).  At the request of counsel, a timeline should be inserted in the contract before agreement is signed. The Library will be compensated $6,700 by MSD.

 

BOARD BY-LAWS AND POLICIES – The board reviewed changes in policy regarding excused absences of Board members.  The Board will vote on changes at the April meeting.  The Board reviewed minority/women business contracts policy and the professional services policy.  The Board approved the change in both policies (Beckwith/Stricker).

 

AUTHOR EVENT – The Board approved the early closing of the Library at 5 p.m. on Wednesday, May 21 for a Foundation sponsored event with Author Cokie Roberts (Stricker/Beckwith).

 

CLOSED SESSION

Kenneth Stricker moved that the open meeting adjourn and the Board reconvene in closed session pursuant to Section 610.021 subsection (1), (2), (3), (9), (11), (12), (13) and (14) to discuss matters relating to legal actions, causes of action or litigation; property acquisition or sale and any personnel matters involving hiring, firing, discipline and promotion.   All approved by individual voice vote.

 

The meeting adjourned at 5:05 p.m.

 

Respectfully Submitted,

 

____________________________________________                    __________________

Chingling Tai                                                                                         Date

Secretary