Meeting of the Board - Monday, April 18, 2011

Date: 
Mon, 04/18/2011 - 3:30pm

ST. LOUIS COUNTY LIBRARY DISTRICT
MEETING OF THE BOARD
LEWIS AND CLARK BRANCH
MONDAY, APRIL 18, 2011
3:30 PM

The monthly meeting of the Board of the St. Louis County Library District was held at the Lewis and Clark, 9909 Lewis and Clark Branch, St. Louis, MO  63136, on Monday, April 18th 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:

Dr. Lynn Beckwith, President
Edith Cunnane, Vice President
Kenneth Stricker, Treasurer
Dr. Chingling Tai, Secretary
Elena Kenyon, Member 

Administrators and Guests Attending:

Charles Pace, Director; Gary Holdefer, Associate Director and Comptroller; Tim Wadham, Assistant Director, Youth and Community Services; Barbara Brain, Assistant Director, Adult and Support Services; Kristen Sorth, Senior Manager, Human Resources; Marie Conlin, Library Planner; Gib Van Cleve, Manager, ITS; Eric Button, Community Services Administrator; Lisa Stump, Counsel, Lashly and Baer; Brian Lemoine, McMahon Berger; and Julie Leicht, St. Louis County Government.

SLCL staff attending:

Kimberly Clark, Peter Kruchowski, Steve Hibbler, Matt Lakin, Marie Conlin, Karen Sieber, Stacy Berger, Trudy Williams, Lee Spearman, Jennifer McBride, Cheri Remington, Jennifer Jung, Keir Haug, Laura Kasak, Parkie Peck, Michael Cohen, Jamar Rahming, Geri Olmstead, Emily Althoff, Kate Gerblick, Barb Urban, Heather Pehrson,  Kathy Muller, Kathy Condon-Boettcher, Paul Bayless, Anna Strackeljahn, Christina Pryor, Julia Mangner, Roz Kohen, Connie Dee, and Sandra Williams.

 

The MINUTES, dated March 14, 2011 were approved by the Board (Cunnane/Stricker).

 

PUBLIC COMMENTS:

None

 

TREASURER'S REPORT:

The Treasurer's Report dated March 31, 2011 was approved subject to audit ((Stricker/Kenyon). Mr. Holdefer reported that the annual contribution to the Pension Plan had been made. He also mentioned that the remodeling of the circulation area at Headquarters was completed.  Dr. Beckwith requested information on the name and title of everyone with a Library cell phone.  He also requested information on what it cost the Library to subsidize the Gold's Gym memberships for employees.

 

DIRECTOR'S REPORT

Customer service issues

Mr. Pace reported that since the article in the Riverfront Times appeared, he has had no contact from the customer who was banned as a result of fighting at Daniel Boone.  I expect that this individual is not likely to go away quietly and we may hear more from him in the future.

Mr. Pace said during the past month the most common concern expressed by customers seems to involve the implementation of pin numbers in order to access your library account. He said the Library will continue to explain to customers that this change was put in place to prevent others from stealing or otherwise misusing their library card information and that it is an unfortunate but necessary artifact of the times in which we live. I did receive one phone call this last month from a citizen who was upset with our limits on the number of holds that can be placed.  I spoke with him at some length about this issue and although he wasn't exactly happy, he did seem somewhat satisfied that he had at least been heard by the time we reached the end of our conversation.

 Dr. Beckwith said he was pleased to know that the Library also received several positive letters from members of the public in the past month. Two individuals wrote to express their pleasure with the book discussion groups that are conducted at the Jamestown Branch. He also mentioned the note from a patron who is a nursing home resident.  He said the note expressed how much the bookmobile service meant to her. 

 

Major Library events

Mr. Pace said he was pleased to report that Lois Lowry had brought an enthusiastic crowd to the Library as part of the Arbuthnot Lecture.  The lecture series, which libraries around the country compete to host, is a prestigious honor.

 

Branch visits

Mr. Pace said he completed two makeup branch visits in the past month; going to the Oak Bend and Sachs branches. He said he was fortunate to be able to visit Oak Bend just a week after self-check was implemented at that location. He said it was interesting to see how staff and customers react to it.  As a result of this, Mr. Pace said he has decided that the Library should have a FAQ brochure about self-check for staff to hand out to the patrons.

 

Mr. Pace said he and Tim Wadham traveled to the Florissant Valley Branch to present a training session for staff on the topic of the customer experience. He said the information for this session was based on a webinar they both attended. Based on the feedback received, he said they may offer this program at other branches in the system.

 

Facilities

Mr. Pace said work is virtually complete on the circulation area remodeling at Headquarters and the new space seems to be working well overall for both staff and customers.

He said the ribbon cutting for the Sachs Branch Teen Center took place on April 11 and there was lots of publicity on the event.   Former First Lady Laura Bush will be the special guest for the Bridgeton Trails Branch Teen Center opening on April 27th.

 

Mr. Pace said work is also proceeding on the installation of the materials handling unit at Daniel Boone and should be finished by the date of our meeting. New light poles for the parking lot at Lewis and Clark have been received and are currently awaiting installation; work is also progressing and is on schedule for the new HVAC system at Daniel Boone. Implementation of self-check machines is continuing at a steady pace and we expect to have the credit card fine payment option enabled within the next few weeks. We are hopeful that allowing credit card fine payments will increase our fine collections and generate additional revenue.

 

Upcoming Events

Mr. Pace said authors Nathaniel Philbrick and Geraldine Brooks would be featured guests at upcoming events.

Mr. Pace introduced Lewis and Clark Branch Manager Kimberly Clark.  Ms. Clark gave an overview of the history of the branch and spoke about current programs.  She also announced several meetings with community groups as well as the Riverview Gardens School District.

 

Dr. Beckwith asked that administration change the dates for the May Board meeting to May 23rd; and the July Board meeting to July 11th.

 

UNFINISHED BUSINESS

 

RECORD RETENTION

 

In August 2010 the Library revised a Document Retention Policy but it did not address email due to the limitations of our server.  The Library has since selected a vendor to host the email solution.  That selection was completed in December, 2010 when the Board approved Horizon: Google Apps to meet our hosted email and document retention needs.  This implementation to Google Apps/Gmail will take place on July 1, 2011.   The revised policy was developed with the assistance of the attorneys at McMahon Berger, the Library's HR legal counsel.  The Board approved the Document Retention Policy to be implemented on July 1, 2011 (Cunnane/Stricker).]

 

NEW BUSINESS

 

PERSONNEL POLICY

The Board approved changes to three policies that are included in the Library's Personnel Manual; Family and Medical Leave of Absence, Compensatory Time and Electronic Use. All revisions were made to clarify the Library's policy.  The Family and Medical Leave policy is part of the Family and Medical Leave Act.  While this was followed in practice, it needed to be included in the policy (Cunnane/Kenyon).

 

DIVERSITY REPORT

Kristen Sorth and Recruiting coordinator Leander Spearman presented an informational report on the Library's recruiting efforts. Discussion ensued.  Changes this year reflect an increase in minority management at the branch level.  Nineteen percent of the Library's staff is considered minority.  Dr. Beckwith stated that Managers should consider diversity more when given the opportunity to hire in order to move from the status quo.

 

GRANT WRITING

Marie Conlin presented a PowerPoint presentation on applying for federal, state and local grants at the Library.  Discussion ensued.  She also discussed the history of prior grants obtained by the Library. 

 

PRELIMINARY ASSESSMENTS

Gary Holdefer and Charles Pace presented the preliminary assessment information for 2011 to the Board.  Mr. Holdefer reported that new construction shows a decrease of 67%.  He stated that the 2011 assessment will provide the funds to operate in 2012.  This is the third year in a row that values have decreased.  Total 2011 adjusted assessments are down.  The Undesignated Fund is currently at 15%.  A transfer from this fund could be considered in 2012.  The public hearing for the 2011 tax rates is scheduled for the August meeting and the Board will set the 2011 tax rates at the September meeting.  Dr. Beckwith said administration should consider staff paying a percentage of their salary to the Pension Plan.  

 

ADJOURNMENT

 

Mrs. Cunnane moved that the open meeting adjourn. Mr. Stricker seconded. All approved by individual voice vote.

 

The meeting adjourned at 4:42 p.m.

 

Respectfully Submitted,

 

_______________________________________                              __________________

Dr. Chingling Tai, Secretary                                                                         Date

 

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