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2006-2007 NSL Board Members
Kay Kelley, President
Tom Allen, Vice President
Tim Ryan, Secretary/Treasurer
Steve Zerkis
Carol Farr, Library Director
Minutes 2006-2007
Oct06 Nov06 Dec06 Jan07 Feb07 Mar07 Apr07 May07 June07 Aug07 Sep 06, 07 Sep 27, 07
OCTOBER 2006
The Board of Trustees of the North Shelby Library held the 2006 Annual Meeting October 26, 2006. The meeting was called to order by Board President Kay Kelley at 4:00 PM. Members present, in addition to Ms. Kelley, were Tom Allen, Alain Gallet, Tim Ryan, Steve Zerkis and Carol Farr, Library Director.
The agenda was adopted with the following amendments: the coffee shop status will be added to Old Business and the next meeting will be held Thursday December 7, 2006 at 4:00 PM.
The September minutes were deferred until the November 2006 meeting.
Carol Farr presented the fiscal 2006 financial reports. $204,441.14 in cash will be carried over into the new fiscal year including a $80,000 certificate of deposit.
Carol presented the Director’s report. She advised of the following:
- 2006 circulation is up 3750, or 2.5% over 2005 circulation.
- The recent book sale realized in $500 in revenue. DGA book sales in September generated $585.40 in revenue. The sale of a VHS series generated an additional $500.00 in revenue.
- Residential assessments are projected to increase to $779,000 from $701,000.
- Carol will recommend collection development in the LSTA grant for fiscal year 2008.
- A Gates Grant application will ask for four computers and software.
- Staff members will be attending a basic Spanish class for library workers class and computer trouble-shooting class.
NEW BUSINESS
The State of the Library press release will be ready for the December meeting.
George Washington will be visiting the library November 6, 2006. This is an educational program for children focusing on elections and voting.
Tim Ryan moved to retain Carol Farr as director. Tom Allen seconded the nomination. The motion was approved by a unanimous vote.
Tom Allen nominated Kay Kelley for board president. Steve Zerkis seconded the nomination. Ms. Kelley was elected by a unanimous vote.
Steve Zerkis nominated Tom Allen for vice president. Tim Ryan seconded the nomination. Mr. Allen was elected by a unanimous vote.
Steve Zerkis nominated Tim Ryan for treasurer-secretary. Tom Allen seconded the nomination. Mr. Ryan was elected by a unanimous vote.
The board discussed state aid appropriation options. These options are under consideration.
OLD BUSINESS
The coffee shop issue was discussed. The board chose the Royal Cup proposal. Payment will be through donations.
There is no additional information at this time on the status of the ETC lease.
Shelby County is handling NSL maintenance. Carol entered into an agreement with Shelby County recently.
The next meeting will be Thursday December 7, 2006 at 4:00 PM.
Tom Allen moved to adjourn at 5:15 PM.
NOVEMBER 2006
No meeting was held.
DECEMBER 2006
A meeting of the Board of Trustees of the North Shelby Library was held December 7, 2006. The meeting was called to order by Board President Kay Kelley at 4:10 PM. Members present were Alain Gallet, Steve Zerkis, Tim Ryan, Steve Zerkis (by telephone) and Carol Farr, Library Director.
Tom Allen moved to adopt the agenda. Steve Zerkis seconded the motion. The motion carried by a unanimous vote. Alain Gallet moved to accept the September minutes with a correction. Tom Allen seconded the motion, which carried by a unanimous vote. Tom Allen moved to accept the October minutes. Steve Zerkis seconded the motion. That motion carried by a unanimous vote.
Carol Farr presented the October 2006 financial reports. Alain Gallet moved to accept the reports. Tom Allen seconded the motion. Allen, Gallet, Kelley and Ryan voted for the motion.
Carol Farr presented the statistical reports. Circulation is down slightly which may be the result of the recent Thanksgiving holiday weekend.
Carol Farr presented the director’s report. She advised of the following:
- Express check-out usage has increased by 33.73%.
- Carol is working on the 2008 Notice of Intent for Collection Development Grant. She will seek $5,000 for large print materials.
- The Hoover Chamber of Commerce will host a function at the library in August 2007.
- The Alabama Shakespeare Festival will hold an open house at the library January 6, 2007. The program will focus on children.
- Ornament sales are on target.
- A staff work day has been scheduled for January 15, 2007. The library will be closed.
- Carol is working with Sue Seay of Inverness Elementary School to coordinate an English as a Second Language program partnership.
- The Global Libraries Outreach program is looking to partner with the NSL for programming. This will include a map of the world wall mural.
- Carol attended a director’s meeting in November. She is looking to secure on-line event calendaring software. The software provides program reminders and enrollment capability (Summer Reading) and room use. The application would be available through a link on the website. She will follow up with the price, which is based on population.
NEW BUSINESS
The Board reviewed the 2007 holiday schedule. Alain Gallet proposed the motion. Tom Allen seconded the motion. The motion was approved by a unanimous vote.
ETC meeting room revenues were reviewed. The issue has arisen because of the lease has not been approved. The ETC’s capital improvements were considered. The Board discussed seeking payment for 2006 usage. The NSL currently charges for-profit groups $50 per hour with a $300 maximum for use of the conference room. Alain Gallet moved to charge the ETC for meeting room use effective January 1, 2007. Tim Ryan seconded the motion. Kay Kelley, Alain Gallet, Steve Zerkis and Tim Ryan voted for the motion. Tom Allen abstained.
OLD BUSINESS
The Board authorized Action Construction to go forward with construction of the wall that will define the Teen Area. Acton’s ability to complete the construction will end December 31, 2006.
The Board reviewed correspondence about the ETC received from Agriculture Secretary Ron Sparks’ office. Tim Ryan moved to take no action on the lease until March 31, 2007. Steve Zerkis seconded the motion. Kay Kelley, Alain Gallet, Steve Zerkis and Tim Ryan voted in favor of the motion. Tom Allen abstained.
OTHER BOARD REPORTS
The Board recognized Carol Farr for a job well done in 2006.
NEXT MEETING
The next meeting of the NSL Board will be held Thursday January 25, 2007 at 4:00 PM.
Tom Allen moved to adjourn.
JANUARY 2007
The monthly meeting of the Board of Trustees of the North Shelby Library was held January 25, 2007 at the library. The meeting was called to order by Board President Kay Kelley at 4:00 PM. Board Members present, in addition to Ms. Kelley were Tom Allen, Alain Gallet, Steve Zerkis, and Tim Ryan. Library Director Carol Farr was also present.
Ms. Kelley introduced the following guests: Leonard Levin, Fred Kapp, John Nabors, David Hubbard and Tony Kofer.
The agenda was amended to include a discussion of a Mt. Laurel branch of the NSL (new business), the MPO Project (new business) and the coffee shop (old business). Alain Gallet moved to adopt the agenda as amended. Tom Allen seconded the motion. The motion was approved by a unanimous vote.
An error (“Acton” Construction rather than “Action” Construction) was noted. It will be corrected. Alain Gallet moved to accept the minutes as corrected. Steve Zerkis seconded the motion. The motion was approved by a unanimous vote.
Leonard Levin asked the Board to reconsider his library assessment. His appeal will be referred to the County for resolution and explanation.
Tony Kofer from the Alabama Department of Agriculture briefly discussed the history and background on the testing center situation. He presented a copy of the lease for the space to be used by the ETC. That lease has been reviewed and approved by the Alabama Department of Finance. It is a five-year lease with five one-year contingency terms.
Fred Kapp provided an update on the build out. He advised that an additional five ton air conditioning unit and duct work are needed. He also advised of the plumbing situation and the need to get water to the north side of the library. The building permit has been pulled.
Alain Gallet moved to accept the lease as proposed by the state. Steve Zerkis seconded the motion. Alain Gallet and Steve Zerkis voted in favor of the motion. Kay Kelley and Tim Ryan voted not to accept the lease. Tom Allen abstained. The motion failed.
The Board will propose a construction agreement to ETC. The build out will conform to the architectural and interior specifications of the library
Carol Farr presented the November and December 2006 financial reports. Steve Zerkis moved to accept the reports. Tom Allen seconded the motion. The motion was approved by a unanimous vote.
Carol Farr presented the statistical reports. December 2006 circulation is up for the same time frame in 2005. Self-check usage numbers continue to increase.
Carol Farr presented the director’s report. She advised of the following:
- Shelby County Master Gardener Christmas ornament sales of $538.00 were realized.
- The NSL will co-sponsor the 1/26/2007 Public Library Division Winter Mini-Conference.
- Amber Long is interning at the NSL until April 2007.
- The glass for the upstairs wall has been ordered. Work is to begin the first week of February.
- Carol will meet with Alabama Power January 29, 2007 to review the electrical bills and usage.
- There is renewed interest in the Friends. A meeting pends.
- Carol attended a grant-writing class and will attend a fund-raising class in February.
NEW BUSINESS
The Board discussed proctoring fees. The increase in request for proctoring and the work that is involved merits a fee. Tom Allen moved to charge a $10 fee for proctoring. Steve Zerkis seconded the motion. The motion was approved by a unanimous vote.
Steve Zerkis moved to enlist Barfield, Murphy, Shank and Smith to conduct a compilation of NSL finances for 2006. Tom Allen seconded the motion. The motion was approved by a unanimous vote. An annual audit is not required.
The Shelby County Library System service level agreement was reviewed. Exhibit C, the list of covered software and hardware, was not included. Carol will request this exhibit for the Board’s review.
Carol will seek $10,000 for shelving and displays through a Shelby County Quality of Life Enrichment Grant.
Staff is writing a grant for the Lewis & Clark and the Indian Country traveling exhibition.
The Board briefly discussed the potential impact on parking that may result from the Heardmont Park/NSL stretch of the MPO. Plans call for a tunnel to link the two.
The Mt. Laurel Branch of the NSL is raising funds for a library building. The Board discussed use of the NSL’s 501(c) (3) status for fund raising. Since the branch will remain part of the NSL use of this status is appropriate. There was a discussion of the need to add a seat on the Board to represent the area to be served by the branch.
OLD BUSINESS
The operating agreement between the ETC and NSL is still pending.
Carol advised that it will be very difficult for staff to run the proposed coffee shop. She has spoken to Barbara Just, a local caterer, about the situation. Ms. Just will provide a proposal for the Board’s review.
OTHER BOARD REPORTS
Carol provided copies of the Book Club tri-folds.
NEXT MEETING
The next meeting of the NSL Board will be the fourth Thursday of February (2/22/2007) 2007 at 4:00 PM.
Alain Gallet moved to adjourn.
FEBRUARY 2007
The monthly meeting of the Board of Trustees of the North Shelby Library was held February 22, 2007 at the library. The meeting was called to order by Board President Kay Kelley at 4:00 PM. Board Members present, in addition to Ms. Kelley were Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present. Tom Allen and Alain Gallet were excused.
Tim Ryan moved to adopt the agenda. Kay Kelley seconded the motion. The motion was unanimously approved.
Steve Zerkis moved to approve the January 2007 minutes. Kay Kelley seconded the motion. The motion was unanimously approved.
Carol Farr presented the financial reports. The front door has been repaired for two months yet the power bill continues to increase. The results of Alabama Power’s audit pend. Carol will share the audit results after she receives it.
Maintainence charges increased in January with county’s replacement of light bulbs and ballasts. This work is nearly complete.
The cash on hand per the cash flow report is $514,486.65. This includes an $85,000 certificate of deposit. Carol is reviewing current certificate of deposit interest rates.
Carol Farr presented the Director’s Report.
- Circulation continues to increase.
- Express checkout use continues to increase.
- The Friends have appointed a board and are planning an event for April. The board
members are:
Candice Hammick – President
Elizabeth Eastman – Vice-President
Meredith Clement - Treasurer
Andrea Reynolds - Secretary
Carol has ordered new chairs for the small conference room.
Two staff members will be attending a summer reading meeting at APLS.
Barbara Just of Christian Catering will present a proposal for the coffee shop prior to the March report. Her preliminary report provides an overview including material needs, staffing and her proposed usage fee.
NEW BUSINESS
See the Friends status in the Director’s Report.
OLD BUSINESS
A discussion of the proposed lease with the State of Alabama has been deferred until March 1, 2007 at 4:00 PM. This will be a special session set aside for discussion of the lease.
The Mt. Laurel Branch of the NSL is starting a fund-raising campaign. Architectural plans have been commissioned. The estimated cost of a structure is $50,000. The NSL board will run the branch and will be involved with the planning process and proposed time line. Carol will probably submit an APLS grant once the branch plans are formalized.
Additional dialogue is needed to discuss an advisory board for the branch.
Kay Kelley moved to accept the Service Level Agreement with the Shelby County IT department with the following comment: paragraph 18.) Annual Evaluation of the SLA should be amended to state that a 2/3 majority of member directors is needed to amend the agreement. Tim Ryan seconded the motion. The motion passed by a unanimous vote.
The next meeting is the special session scheduled for Thursday March 1, 2007 at 4:00 PM in the library conference room. The next regular session is scheduled for Thursday March 22, 2007 at 4:00 PM in the library conference room.
Steve Zerkis moved to adjourn.
March 2007
The monthly meeting of the Board of Trustees of the North Shelby Library was held March 22, 2007 at the library. The meeting was called to order by Board President Kay Kelley at 4:03 PM. Board Members present, in addition to Ms. Kelley were Tom Allen, Alain Gallet, Steve Zerkis, and Tim Ryan. Library Director Carol Farr was also present.
Tim Ryan moved to adopt the agenda. Tom Allen seconded the motion. The motion was approved by a unanimous vote.
Steve Zerkis moved to approve the minutes of the February meeting. Kay Kelley seconded the motion. The motion was approved by a unanimous vote.
Leonard Levin was introduced as the guest. He presented a request for a change in his library assessment. He reviewed the dates of the purchase of his home and filing for his homestead exemption. Shelby County uses the date a homestead exemption is processed, not the date it is filed. Kay Kelley advised Mr. Levin of the applicable Alabama Code language. He was referred to the appropriate county official for additional information.
The Board voted unanimously to uphold the January 2007 vote to not refund Mr. Levin’s assessment.
NEW BUSINESS
Michelyn Reid presented a program on merchandising the library. The plan includes changes in shelving, material presentation, space utilization and the environment at the library. Implementation will increase customer satisfaction and meet changing customer expectations. The project will be funded in part by a pending $20,000 Shelby County Enrichment grant (which was later approved).
The Board agreed with the strategy and feels that it will have a positive impact on our customers and the facility.
REPORTS
Carol Farr presented the Financial Reports. She recently opened 30, 60 and 90 day Certificates of Deposit at Red Mountain Bank. $150,000 was deposited at an interest rate is 5.3%. She is currently discussing remote banking with Red Mountain Bank, which offers internet banking and scanning checks for deposits. Carol will discuss other deposit rates and services with Bancorp South.
Tim Ryan moved to accept the Financial Reports. Tom Allen provided a second. The motion was approved by a unanimous vote.
Carol Farr presented the Director’s Report. Self-check usage continues to increase. Circulation also continues to increase over 2006. The NSL is third in circulation in Shelby County.
Alabama Power will provide Carol with the results of its audit and usage analysis next week.
New chairs have arrived for the wire-less use room upstairs.
Carol reviewed a fund-raising proposal for the Mt. Laurel Branch of the NSL. The NSL will operate, staff and supply the Mt. Laurel Branch. Fundraising is currently underway. Carol will follow up on a proposed budget. The Board is enthusiastic about the Mt. Laurel Branch and welcomes the opportunity to work with the Mt. Laurel community to provide this valuable asset.
Carol is following up with Barbara Just on the coffee shop. The Board proposed a six-month trial period for the coffee shop with a review at the end of the period. The NSL will pay for the capital improvements needed to start the coffee shop.
OLD BUSINESS
Tom Allen reported that the Board’s revised lease proposal will be presented to the State of Alabama for approval tomorrow. The construction /operational agreement will be presented at that time as well.
ETC REPORTS
Mr. Allen presented a projected timeline developed by ETC for the buildout.
The ETC presented a check for the February/March rent.
The ETC has received 501( c ) ( 3 ) status from the IRS.
The NE door will be ADA compliant. Plans are being developed at this time. Future parking strategies are also being considered.
The plans for the build out are complete.
The ETC will repair any damage to the ETC premises.
April 2007
The monthly meeting of the Board of Trustees of the North Shelby Library
was held April 25, 2007 at the library. The meeting was called to order by
Board President Kay Kelley at 4:00 p.m. Board members present, in addition
to Ms. Kelley were Tom Allen and Steve Zerkis. Library Director Carol Farr
was also present. Fred Kapp was present as a guest
Tom Allen moved to adopt the agenda. Steve Zerkis seconded the motion.
The motion was approved by a unanimous vote.
Tom Allen moved to adopt the minutes of the March 1, 2007 meeting. Steve Zerkis seconded the motion. The motion was approved by unanimous vote.
Tom Allen moved to adopt the minutes of the March 22, 2007 meeting with
changes as amended.
Steve Zerkis seconded the motion.
Alain Gallet arrived at the meeting.
NEW BUSINESS
The draft of the Financial Review prepared by Barfield, Murphy, Shank and Smith, CPAs, was distributed to the Board. Kay Kelley asked that any questions concerning the review be sent to Library Director Carol Farr within seven days.
(by the next special called meeting)
Carol Farr presented the financial reports. Alain Gallet moved to approve
the financial reports. Tom Allen seconded the motion. The motion was approved
by a unanimous vote.
Fred Kapp gave an update on the lease. After speaking to a secretary to an attorney at the state Fred indicated that the ETC/NSL issues were as follows:
*No lease due to exemption clause on page 4- “Agency & Lessor” was inserted
*Page 3 needs “F” where “lessor agrees…
*Date – 1st page, change to April
*I will try to have changes made & signed
*Sewer – Novus – Impact fee of $4,700 – have not been charging library
*I will try to talk with President Becker about impact fee
*Ala Cooperative Extension Services potential to put agent in ETC
*Extension made presentation to Shelby Co. Commissioners about impact of ETC
*USDA Forestry & Ala State Forestry wants to partner with programs at *NSL/ETC
*Hugh Kaul Foundation visited last week and was impressed with concept
and will likely help in future
Carol Farr presented the Director’s report. Self-check usage continues to
increase. Carol reported that the summer reading program planning is
almost complete. Carol also reported that the library has been awarded an
enrichment grant in the amount of $10,000.00 for shelving. She reported
that State Representative Mary Sue McClurkin would be donating $10,000
in grant funds to the library for the Summer Reading Program. The library
also received a donation from WalMart for the SRP in the amount of $1125.00.
OLD BUSINESS
Carol reported that progress is being made with regard to the coffee shop.
The target date for opening will be the beginning of June.
The board instructed Carol to close the account at Bryant Bank and
release funds to the ETC.
Carol reported that Mt. Laurel wanted a copy of the library minutes
which discussed the operational agreement for the new Mt. Laurel Library.
It was also suggested that a representative of their Foundation attend
the Library Board meetings.
NEXT MEETING
The next regular meeting will be Thursday, May 24, 2007 at 4:00 p.m.
Steve Zerkis moved to adjourn
May 2007
The monthly meeting of the Board of Trustees of the North Shelby Library was held May 24, 2007. The meeting was called to order by Board President Kay Kelley at 4:03 PM. Board Members present, in addition to Ms. Kelley were Alain Gallet and Tim Ryan. Library Director Carol Farr was also present.
Tim Ryan moved to adopt the agenda with the May 3, 2007 meetings still pending. Alain Gallet seconded the motion. The motion carried by a unanimous vote.
Tim Ryan voted to approve the April 25, 2007 minutes. Alain Gallet seconded the motion, which was approved by a unanimous vote.
FINANCIAL REPORTS
Carol Farr advised that personal property billing should be current by the end of June 2007. She anticipates meeting the projected income.
Carol Farr will meet with Red Mountain Bank to review the NSL’s debt structure and discuss possible re-financing options for the line of credit.
Alain Gallet suggested that additional principal be paid if the cash flow situation continues to be favorable.
Alain Gallet moved to accept the financial reports. Tim Ryan seconded the motion. The motion was approved by a unanimous vote.
DIRECTOR’S REPORT
Carol Farr reported the following:
* 100 children attended the recent Easter Egg Hunt
* Circulation is ahead of 2006 figures
* Express check-out usage has exceeded 5,000 in 2007
* 100 children are signed up for Summer Reading
* She presented the Summer Reading flyer.
* Advised of the positive impact the new marketing strategy has had on the Children’s section.
* The McWane Center will begin presenting classes for children every Tuesday morning and afternoon beginning June 2, 2007.
*Read a “thank you” note from the Bruno Montessori School.
*Presented Teen Summer Reading plan.
*Computer classes and adult programming are yielding excellent results. New patrons are coming the library. The programs are very well-received.
NEW BUSINESS
There was no new business.
OLD BUSINESS
Alain Gallet moved to accept the compilation report, as revised, from Barfield, Murphy, Shank & Smith, PC. Kay Kelley seconded the motion. The motion was approved by a unanimous vote.
The May 3, 2007 lease discussion was reviewed. The lease between the State of Alabama and the new ABC Store at Valleydale Road and Caldwell Mill was reviewed.
Tim Ryan moved to accept the State of Alabama’s rejection of the NSL’s March 1, 2007 lease. Alain Gallet moved to accept the rejection on the grounds that the Board needs to resolve the matter promptly. Kay Kelley agreed. The motions were approved by unanimous votes.
The Mt. Laurel Branch planning group is discussing construction of a larger building than was originally proposed. This would require a different site. The group is working to raise $100,000 for the branch. The NSL Board asks that any plans for the immediate future be forwarded to the Board by July 1, 2007.
The NSL continues to provide story hour for children at the MLB and is working to coordinate Summer Reading programs as well.
The Board will offer to host a fund raiser for the MLB.
Carol Farr provided a status on the coffee shop. The Tile was donated by Floorz. The painting is underway, the sinks have been purchased and are to
be installed. The projected opening date is June 15, 2007. The hours of operation have not been determined.
OTHER BOARD REPORTS
The Friends donated $400 for Summer Reading. The American Girl Tea hosted by the Friends brought in five new members.
NEXT BOARD MEETING
The next Board meeting will be Wednesday June 27, 2007 at 4:00 at the NSL.
Kay Kelley moved to adjourn.
June 2007
The monthly meeting of the Board of Trustees of the North Shelby Library was held June 27, 2007. The meeting was called to order by Board President Kay Kelley at 4:00 PM. Board Members present, in addition to Ms. Kelley were Tom Allen, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Tom Allen moved to adopt the agenda. Tim Ryan seconded the motion. The motion was approved by a unanimous vote.
The May 24, 2007 minutes could not be approved because only two members from that meeting were present.
FINANCIAL REPORTS
Carol Farr advised that she anticipates additional personal property revenues. Personal property receipts for June exceed $12,000.
The cash flow situation year-to-date is very positive and should continue through the fiscal year.
Steve Zerkis moved to accept the financial reports. Tim Ryan seconded the motion. The motion was approved by a unanimous vote.
DIRECTOR’S REPORT
Carol Farr reported the following:
* Circulation is ahead of 2006 by over 5,000 items.
* Express check-out continues to be a success.
* 860 young adults and children are participating in Summer Reading. Approximately 300 came out for the kick-off event.
* Kristy started her story hour at Mt. Laurel. She will continue on a weekly basis.
* Mrs. Jack Nichols asked that donations to the library be made in lieu of flowers in memory of her late husband.
* The Friends raised approximately $185.00 at their recent raffle. Eight new members joined the Friends. every Tuesday morning and afternoon beginning June 2, 2007.
*Alabama Power presented a $250.00 Summer Reading donation.
NEW BUSINESS
The board vacancy will be advertised in the Birmingham News Shelby County section July 4, 11 and 18 and in the Shelby County Reporter July 11 and 18. The deadline for applications is August 1, 2007. The Board will interview the applicants.
OLD BUSINESS
The revised ETC lease from the State of Alabama was reviewed. Kay Kelley raised issues concerning sovereign immunity. Specifically, she suggests that the state waive the sovereign immunity clause concerning indemnification. A discussion ensued.
An agreement (lease and COA) between the NSL and the ETC was discussed and drafted. The ETC will review the proposed lease and COA and respond to the Board.
OTHER BOARD REPORTS
Carol Farr provided a status on the Mt. Laurel Branch. She will ask for a status by 7/1/2007 to meet the upcoming fiscal year budget process.
Coffee shop has opened. The counter has not been completed.
NEXT BOARD MEETING
The next Board meeting will be Thursday August 2, 2007 at 4:00 PM at the NSL.
Steve Zerkis moved to adjourn.
August 2007
The monthly meeting of the Board of Trustees of the North Shelby Library was held August 2, 2007. The meeting was called to order by Board President Kay Kelley at 4:07 PM. Board Members present, in addition to Ms. Kelley were Tom Allen, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Steve Zerkis moved to add Alain Gallet’s name to the agenda under New Business. Tom Allen provided a second to the motion. The motion passed by a unanimous vote.
Tom Allen moved to adopt the agenda as amended. Tim Ryan provided a second. The motion passed by a unanimous vote.
Steve Zerkis moved to amend the June 27, 2007 minutes to include a comment he made concerning a fund-raising campaign. Tom Allen provided a second to the motion. Steve Zerkis and Tom Allen voted for the motion. Kay Kelley voted against the motion. Tim Ryan abstained. As the motion was not approved by three members it did not carry.
The minutes of the June 27, 2007 were not accepted.
FINANCIAL REPORTS
Carol Farr advised that the opening and closing of businesses can make business personal property component of the budget difficult to determine. This is a work in progress.
Carol Farr advised that Shelby County charges $283.00 per month for maintenance of the grounds and $20.00 per hour for other labor.
DIRECTOR’S REPORT
Carol Farr reported the following:
* The Evening Star Quilt Guild contributed $500 for chairs.
* Express check-out usage continues to increase to nearly 10,000 per month.
* June circulation is down slightly from 2006.
*Summer Reading enrollment is down from last year because of some duplication. The number of books read increased by 1,200.
*Carol Farr has asked to meet with Ward Tischler to discuss the Mt. Laurel Branch progress. The Board briefly discussed the status of the Mt. Laurel Branch, including the current status of the real estate and proposed building. Tom Allen suggested that Mt. Laurel Branch/Friends of the Dunavant Valley group be invited to the next Board meeting.
*Carol Farr advised that the NSL will run the coffee shop after the working agreement was broken by Ms. Just. She will modify staffing to accommodate the change. Carol will add vending machines and work to increase traffic.
NEW BUSINESS
The Board reviewed a draft of a mailing asking for donations. The Board provided feedback on the draft. A mailing will precede the 2008 billing.
The Board discussed a number of fund-raising issues, including identification of goals and projects. Carol Farr will compile a list and associated cost projections. In addition, identification of donors/target donations was discussed as an option. The possibility of a public relations director (on a part-time basis) was discussed.
A draft budget will be provided prior to the next meeting. This will allow time for review and discussion of questions and comments prior to the final review.
The district’s population has grown from 44,560 to 47,777. This number does not reflect some 200 residents in Chelsea, Mt. Laurel and The Narrows within the district borders.
Steve Zerkis moved that Alain Gallet be thanked for his service to the NSL. Tom Allen seconded the motion. The motion was approved by a unanimous vote.
The ETC will advise of potential meeting dates prior to the next regularly scheduled Board meeting to review issues for a potential lease.
NEXT BOARD MEETING
The next meeting is scheduled for Thursday September 6, 2007 at 4:00 PM in the NSL conference room.
Kay Kelley, Steve Zerkis and Tim Ryan then met in executive session to discuss a potential lease agreement between the NSL and ETC.
September 06, 2007
The monthly meeting of the Board of Trustees of the North Shelby Library was held September 6, 2007. The meeting was called to order by Board President Kay Kelley at 4:00 PM. Board Members present, in addition to Ms. Kelley were Tom Allen, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Discussion of the proposed budget was moved to the New Business section of the Agenda. Tim Ryan moved to approve the Agenda. Steve Zerkis seconded the Motion. Approval was passed by a unanimous vote.
Tom Allen moved to accept the August 2, 2007 minutes as amended by Steve Zerkis. Steve Zerkis seconded the motion. Kay Kelley moved to further amend the minutes include Carol Farr’s report on the progress of the Mount Laurel Branch (MLB):
- The location of the MLB has not been determined because a decision on the size of the facility pends.
- Once the size is determined bids will be secured and funds raised.
- The NSL will operate the MLB.
- The latest MLB plan was reviewed.
Kay Kelley and Steve Zerkis voted to accept the amendments. Tom Allen voted against the motion. Tim Ryan abstained. The minutes were not approved.
FINANCIAL REPORT
Steve Zerkis asked about prior assessments. Carol Farr will pull the numbers from 2007 to 2008. Two large accounts were paid in 2007. These accounts had been pending for some time. The Board discussed the decline in donations and the fact that year to date donations lag behind those budgeted. Carol Farr will contact Bill Holmes at Alabama Power to discuss the usage analysis from earlier this year. Steve Zerkis moved to accept the Financial Report. Tom Allen seconded the motion. The motion carried by a unanimous vote.
DIRECTOR’S REPORT
Carol Farr reported the following:
- July circulation increased over 2006. Total circulation is on target to surpass 2006.
- The Youth Department Report was reviewed.
- A $5,000 Collection Development Grant for large print materials has been awarded for fiscal year 2008.
- Jack Nichols Memorial donations total $995.00 to date.
- Carol met with the MLB committee. The committee is meeting September 19, 2007 with a donor to discuss three potential sites. Site selection, building options and funding issues pend.
- The donation mailing pends US Postal Service review.
- Carol reviewed Summer Reading statistics. Tom Allen asked how the statistics would be used. Carol will follow up with participating schools to share results, encourage future participation and partner with the schools to ask for and meet customer needs.
NEW BUSINESS
The Board reviewed a draft of the fiscal year 2008 budget and will vote on same at the September 2007 meeting.
The Board will review the performance of the coffee shop at the March 2008 meeting. The review will include costs, including labor, revenue, customer feedback and future viability.
Steve Zerkis raised the issue of succession planning and how this is being addressed with current staff. He suggested a plan to develop current staff with supervisory potential. Carol will provide an overview of staff development potential.
Carol Farr presented a request for additional staff:
*A Children’s Department position that will help with publicity. This will be a new position.
* A full time Reference/Youth position.
* A part time (15-18 hours per week) Reference/Youth position.
Carol Farr presented the 2008 Project List.
Steve Zerkis moved to continue to retire the annual debt service at the current rate. He advised that this is consistent with the fiscal strategy adopted when the debt was refinanced. Tom Allen seconded the motion. Tom Allen and Steve Zerkis voted for the motion, Kay Kelley and Tim Ryan voted against the motion. The motion did not carry.
Steve Zerkis excused himself from the meeting.
OLD BUSINESS
There are nine applicants for the vacant Board position. One of the applicants does not live in the district and cannot be considered. Carol Farr will schedule interview times for the Board and the applicants to meet.
Tom Allen presented a Resolution from the Board. The Resolution states that:
“WHEREAS, the undersigned Trustees of the North Shelby Library District wish to recognize and offer their gratitude to Alain Gallet for his more than ten years of service to the District, which includes assistance in the construction of the building, as well as time served as a Trustee and as President of the Board of Trustees, be it resolved that the North Shelby Library offers its official “Thank You” to Alain Gallet.”
The Resolution was unanimously approved.
Carol Farr has ordered an engraved brick to commemorate Alain Gallet’s service to the NSL.
OTHER BOARD REPORTS AND BUSINESS
Kay Kelley is working with the United State Census Bureau to clarify the district’s population. She will advise of developments.
NEXT BOARD MEETING
The next meeting is scheduled for Thursday September 27, 2007 at 4:00 PM in the NSL conference room.
Tom Allen moved to adjourn.
September 27, 2008
The monthly meeting of the Board of Trustees of the North Shelby Library was held September 27, 2007. The meeting was called to order by Board President Kay Kelley at 4:14 PM. Board Members present, in addition to Ms. Kelley were Tom Allen, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Guests present were State Representative Mary Sue McClurkin and Environmental Training Center board members David Hubbard, Fred Kapp and John Nabors.
Tom Allen moved to adopt the agenda. Steve Zerkis seconded the motion. The agenda was approved by a unanimous vote.
Tom Allen moved to adopt the minutes from the September 6, 2007 meeting. Steve Zerkis seconded the motion. Kay Kelley, Tom Allen and Steve Zerkis voted to approve. Tim Ryan abstained.
OLD BUSINESS
Tom Allen spoke to what he described as the potential benefits of the ETC to the NSL. He advised that the ETC is a start up venture that is taking a conservative approach to operation.
Tom Allen offered the following suggestions for change to the most recent NSL lease proposal:
- The $75 late fee is due if the rent is 10 days late.
- After three years the rent will be $1000 per month times a cumulative Consumer Price Index multiplier.
- Early termination of the lease by the landlord would result in payment to the tenant of the build out amount less 1/120th for every month of occupancy.
- The landlord agrees to give the tenant 90 day notice of termination of the lease.
Discussion points from the ETC board included:
- The ETC adds value to the community and to Shelby County.
- The ETC wants to enter into the relationship with the NSL only if the NSL is committed to the partnership.
- No ETC staff members will be paid more than $1200 per month.
- ETC will make an additional $250,000 in improvements to the NSL.
- ETC profits will be used to purchase library books for the NSL.
Steve Zerkis raised the issue of the value of the build out. He calculated approximately $350,000 accruing to the NSL in construction ($210,000 for 4,500 square feet) and rent ($140,000).
Mary Sue McClurkin asked why the NSL was charging the ETC rent.
The NSL board advised that the revised proposal would be taken under consideration and a response would be forthcoming.
REPORTS
Kay Kelley moved to accept the financial reports. Tim Ryan seconded the motion which was approved by a unanimous vote.
The September circulation statistics were reviewed.
NEW BUSINESS
The board reviewed the current job description for the Director and the Business Manager.
Kay Kelley suggested that the NSL approach the legislature and ask that the board be increased from five to seven members. Steve Zerkis opposed same. The matter was not put to a vote.
The board reviewed the proposed 2007-2008 budget. The draft budget will be amended to include an expense of $16,483.06 for an additional principal payment to Aliant Bank.
Tim Ryan moved to accept the 2007-2008 budget of $1,009,153.76. Tom Allen seconded the motion which was unanimously approved.
NEXT BOARD MEETING
The annual meeting is scheduled for Thursday October 25, 2007 at 4:00 PM in the NSL conference room.
Tim Ryan moved to adjourn.
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