Minutes

2000-2001

Dec 00 / Jan 01 / Feb 01 / Mar 01 / Apr 01 / May 01 / May 01 / June 01 / Aug 01

A meeting of the north Shelby Library Board of Trustees was held on December 8, 2000, in the North Shelby Library Conference Room. Present at the meeting were trustees Ann Tharpe, President; Pat Jehle, Rachel Polhill and Hub Harrington. Also present were Associate Library Director Carol Farr, Library Director Michael Jones, Steve Zerkis, Don Byron and Don Yekal.

1. North Shelby Library Board of Trustees President Ann Tharpe called the meeting to order. The minutes of the previous meeting were approved on a Jehle/Tharpe motion, pending corrections to show that Larry Carr and Steve Zerkis were present at the meeting.

2. Two homestead exemption appeals were heard by the trustees. Don Byron's appeal to pay the $15 homestead exemption rate in the current billing year was approved on a Jehle/Harrington motion. Don Yekal's appeal to have late fees from the previous year waived was approved on a Jehle/Harrington motion.

3. Associate Library Director Carol Farr presented the monthly financial report. She noted that the library has taken in over $30,000.00 in the current fund raiser. The trustees agreed to add the current year's projected budget to the actual monthly budget in future financial reports.

4. Library Director Michael Jones presented the monthly statistical reports. He noted that circulation is down from last year, but that is to be expected since hours have been reduced.

5. Tharpe reported that she had met with the mayor of Pelham to discuss de-annexation of library property from the city, but nothing has been resolved at this time. She also said that a library survey should be distributed by mail to district property owners to determine a proposed assessment rate increase request in a future election. Tharpe also suggested three public information sessions to provide district residents with information on the library and receive input from the community. Trustee Rachel Polhill recommended that local volunteers be recruited to canvass neighborhoods with library brochures and surveys. She said that direct input from neighborhood groups is needed to determine the assessment rate request for the next referendum.

6. The 2000-2001 holiday schedule was approved by the trustees.

7. Jones reported that a tentative repayment schedule, of $5,000 immediately and $2,000 a month, has been reached with Business Interiors. Also, a 3 month extension on the maturity date for repayment on the Aliant line of credit has been approved pending a resolution from the trustees. The resolution was approved by the trustees. Further, the dispute with Golden and Associates has been resolved with the issuance of a check to the library for $9,000.

8. Tharpe reported that Hub Harrington has submitted his resignation from the Library Board effective January 1, 2001. Steve Zerkis volunteered to accept the vacant seat if nominated. Zerkis was approved to replace Harrington on a Polhill/Jehle motion.

9. The trustees agreed that final preparations on brochures and surveys would be made in the next month and these would be distributed to district property owners in January. Decisions regarding the assessment rate increase request and a date for the next referendum will be made following the January 29, 2001 survey return deadline and evaluation of the results. Public relations work sessions were scheduled for December 19, 2000 and January 5, 2001. It was agreed that public information sessions will be held on February 8, 2001, February 15, 2001 and February 18, 2001.

10. The next meeting of the North Shelby Library Board of Trustees has been scheduled for January 19, 2001 at 8:30 A.M. There being no further business, the meeting was adjourned.

A meeting of the North Shelby Library Board of Trustees was held on January 19, 2001. Present at the meeting were trustees Ann Tharpe, President; Rachel Polhill, Pat Jehle, Alain Gallet and Steve Zerkis. Also present were Associate Library Director Carol Farr, Library Director Michael Jones and Pat Bruno.

1. North Shelby Library Board of Trustees President Ann Tharpe called the meeting to order. The minutes of the previous meeting were approved on a Gallet/Jehle motion. The agenda was adopted on a Jehle/Zerkis motion.

2. Pat Bruno, of Bruno Associates Realty, Inc., addressed the board on leasing opportunities in the surplus space of the library building. He recommended that the trustees further investigate leasing options and offered his assistance in locating a suitable tenant.

3. Associate Library Director Carol Farr gave the monthly Financial Report. Library Director Michael Jones gave the monthly statistical report.

4. Tharpe gave the President's Report. She noted a meeting she had with Len Shannon of Shannon & Associates. Tharpe informed the trustees that Shannon had provided her with materials related to possible fund raising ideas that the library may want to pursue at a future date.

5. Jones informed the trustees that Patron Services Coordinator Linda Thomas has resigned. He said that he position will not be filled immediately. Instead, her duties will be divided among, Popular Services Librarian Phyllis Rowe, Farr and himself until the library's financial situation becomes clear. A part-time library clerk will be hired to assist in circulation during this period.

6. Jones noted that the library surveys have been mailed and a few have been returned.

7. Jones informed the trustees that Harrison Regional Library has updated the Application/Contract for Shelby County Library Card. The trustees unanimously approved the updated application.

8. Jones said that Webnet International, Inc. is interested in renting the technical services work area and the adjoining office to be vacated by the Birmingham Museum of Art at the end of the month. He told the trustees he will be meeting with the owners on January 22, 2001 and would provide more information at the next board meeting.

9. Jones informed the trustees that Dr. Dayton Roberts, Professor Emeritus at Texas Tech University, would be teaching a workshop at the library entitled Improving Your Teaching, Learning, Leadership and Management Styles Using the Myers-Briggs Type Indicator. The workshop will be offered in March 2001, is free of charge and is open to the public.

10. It was agreed, on a Jehle/Zerkis motion, that the plan to submit a petition for an election the first week of February, to increase the library district assessment rate, proceed according to the proposed timetable.

11. The purchase of two donor bricks honoring years of service for Hub Harrington and Michael Gravois were approved on a Polhill/Zerkis motion.

12. The next meeting of the North Shelby Library board of Trustees was scheduled for January 31, 2001. There being no further business, the meeting was adjourned.

A meeting of the North Shelby Library Board of Trustees was held on January 31, 2001. Present at the meeting were trustees Ann Tharpe, President; Pat Jehle, Rachel Polhill and Steve Zerkis. Also present were Associate Library Director Carol Farr and Library Director Michael Jones.

1. North Shelby Library Board of Trustees President Ann Tharpe called the meeting to order.

2. The trustees reviewed the results of surveys on a future library assessment rate that library district property owners had completed and returned. After much discussion the trustees agreed that a petition should be filed with the probate judge to have an election.

3. A petition for a vote to increase the library district assessment rate from $15 to $40 for homestead properties and from 1.75 mills to 2 mills on non-homestead properties, and for an increase in late fees from $7.50 to $15, was unanimously approved on Jehle/Tharpe motion.

4. The trustees agreed to hold a work session on February 7, 2001 to prepare for the upcoming public information sessions. The next meeting of the North Shelby Library Board of Trustees was scheduled for February 16, 2001.

5. There being no further business, the meeting was adjourned.

A meeting of the North Shelby Library Board of Trustees was held on February 16, 2001. Present at the meeting were trustees Ann Tharpe, President; Pat Jehle, Alain Gallet and Steve Zerkis. Also present were Associate Library Director Carol Farr, Library Director Michael Jones, Webnet International CEO Kathlene Rushing, Webnet International Vice President Ginger May and Clavenna Design President Barbara Clavenna.

1. North Shelby Library Board of Trustees President Ann Tharpe called the meeting to order.

2. Webnet International representatives Kathlene Rushing, Ginger May and Barbara Clavenna gave a presentation to outline the possible benefits of a cooperative between their company and the North Shelby Library. They indicated an upgrade to a T-1 Internet line would be necessary to support their business needs. The trustees agreed that further research into the costs and benefits of a cooperative would be beneficial.

3. Associate Library Director Carol Farr presented a report on the library's finances for the month of January. She said that the library had collected $429,388.90 to date in assessment revenue.

4. Library Director Michael Jones said that the petition for a library election was filed with the probate judge on February 2, 2001. No date has been set.

5. The trustees agreed to hold the April meeting at Mt. Laurel.

6. Jones informed the trustees that he has scheduled meetings with local school principals and librarians over the next two weeks. This is part on the ongoing effort to provide community leaders with accurate information about library services and finances.

7. The trustees agreed to hold an informal work session once the election date is known and begin working on an information letter for district property owners.

8. The next meeting of the North Shelby Library Board of Trustees is scheduled to be held in the library's conference room on March 19, 2001 at 8:30 a.m. There being no further business, the meeting was adjourned.

A meeting of the North Shelby Library Board of Trustees was held on March 19, 2001 at the North Shelby Library. Present at the meeting were trustees Ann Tharpe, President; Pat Jehle, Rachel Polhill, Steve Zerkis and Alain Gallet. Also present were Associate Library Director Carol Farr, Library Director Michael Jones and Richard Kessler.

1. North Shelby Library Board of Trustees President Ann Tharpe called the meeting to order. The agenda was accepted and the minutes were approved on a Jehle/Gallet motion.

2. The recommendations of Barfield, Murphy, Shank and Smith, included in a letter to the trustees accompanying the library's audit, were accepted on a Gallet/Jehle motion.

3. Associate Library Director Carol Farr presented a report on the library's current finances. This included an updated budget format. Farr said an additional column has been added to the report to show the library's projected budget expenses to date in the current budget year.

4. Library Director Michael Jones presented the library's current statistical report. He pointed out that circulation is down from last year's numbers. He noted, however, that this is due to the reduction in hours and the current hourly circulation rate actually exceeds last year's rate.

5. Jones said that no date has been set for an election to determine a new assessment rate. He presented the trustees with a preliminary proposed budget for FY2001-2002 at the $15 and 1.75 mils rate as a contingency plan. Given that this is the last year of pledges, the library would be operating at $100,000 less than the current budget. Jones said that this would result in further reductions in staff, materials and library hours.

6. Jones informed the trustees that Wanda Carruthers is currently editing the publicity letter to be approved by the Board for mail out to district property owners. The publicity flyer to be distributed at local schools was discussed, edited and approved. Jones said he would e-mail the contents of the flyer to Shelby County Public Schools Assistant Superintendent John Wright for approval.

7. A letter to Pelham Mayor Bobby Hayes, requesting de-annexation of library property from the city, was discussed, edited and approved. It was agreed that each of the trustees would sign the letter before it is sent to the mayor.

8. Jones said that Mary Hedrick, at HRL, is working on a list of current library patrons. The list will contain the names and addresses of patrons who have used the library in the last two years. Jones said that this list could be used to target library supporters in publicity mail outs.

9. Jones informed the trustees that he will be meeting with BancorpSouth Vice President Michael Mitchell on March 20, 2001 regarding the library's LOC. He said that the library's recently completed audit has been mailed to Steve Erickson of Aliant Bank and a meeting regarding the library's LOC with Aliant is expected in the near future.

10. The trustees reviewed an appeal from Leonard Levin to waived a late fee on his current year's assessment bill. Farr said that Levin's bill has been paid and his account is up to date. The trustees agreed to waive the late fee.

11. The next meeting of the North Shelby Library Board of Trustees has been scheduled for noon on April 27, 2001 at Mt. Laurel. There being no further business, the meeting was adjourned.

A meeting of the North Shelby Library Board of Trustees was held on April 27, 2001 at Mt. Laurel. Present at the meeting were trustees Ann Tharpe, President; Pat Jehle, Alain Gallet and Steve Zerkis. Also present were Associate Library Director Carol Farr and Library Director Michael Jones.

1. North Shelby Library Board of Trustees President Ann Tharpe called the meeting to order. The agenda was accepted and the minutes were approved.

2. Associate Library Director Carol Farr presented the library's mid-year financial report. She informed the board that the library's revenue to date is $387,679.17. The library has $370,640.19 in expenses to date. Farr noted that the library is remaining within its projected budget for the 2000-2001 fiscal year.

3. Library Director Michael Jones presented the library's mid-year statistical report. He informed the trustees that while circulation is down, due to the reduction in hours, the hourly circulation rate is higher than last year. Juvenile books have seen the greatest circulation rate increase. Jones noted that this indicates a large number of people continue to use the library.

4. The trustees approved a resolution for 90 day extension on the library's line of credit with Aliant Bank on a Gallet/Jehle motion.

5. Jones presented 3 different debt service options for the 2001-2002 budget year, based on income from the proposed increased assessment rate. The options presented scenarios for increased services, maintaining the same level of services and decreased services. The trustees agreed that the third option be eliminated, since further reductions in services would be unacceptable.

6. Jones said that a letter has been sent to Business Interiors, detailing the library's verbal agreement to a repayment schedule for its debt. Trustee Alain Gallet suggested that the library make an initial $5,000 payment and pay $2,500 a month thereafter, based on the verbal agreement.

7. The trustees agreed to hold a work session on May 8, 2001 to prepare materials for the May 16, 2001 election hearing. They agreed to hold the next library board meeting on May 18, 2001.

8. Jones announced that 4 district residents have expressed interest in replacing Rachel Polhill, who resigned from the library board on March 21, 2001. He said application packets have been mailed and one application has already been received.

9. Jones said that the Shelby County Chamber of Commerce and Valleydale Baptist Church have expressed interest in leasing the unfinished area in the library. CityTech, a private software company, has expressed interest in leasing the technical services area. The board agreed to allow Jones to begin negotiations. Gallet said he would meet with the mayor of Pelham to discuss rezoning and the library's status within the city limits.

10. Jones told the board members that the library has been receiving some new books, despite a lack of funds in the book budget. A Books-A-Million warehouse sale yielded 100 books for $189. An additional 12 books a month are added to the collection through the library's involvement with Baker and Taylor's Advance Reader Program. Further, large print books, books-on-tape and nonfiction books on senior citizen issues have begun to arrive for the Estes Senior Center Project at Heardmont Park.

11. The annual Summer Reading Program is scheduled to begin in June and run for 6 weeks. This year's theme is Go Wild! Read! Activities will include craft projects, story hours and programs.

12. There being no further business, the meeting was adjourned.

A meeting of the North Shelby Library Board of Trustees was held on May 18, 2001 at the library. Present at the meeting were trustees Ann Tharpe, President; Pat Jehle, Alain Gallet and Steve Zerkis. Also present was Library Director Michael Jones.

1. North Shelby Library Board of Trustees President Ann Tharpe called the meeting to order. The agenda was accepted and the minutes were approved.

2. Library Director Michael Jones presented the statistical report. He said that the library circulated 12,077 items in the month of April. This includes a juvenile materials circulation of 5,132 and an adult materials circulation of 6,945.

3. Tharpe suggested that the library write a letter to neighborhood association leaders to update them on the library's current situation and offer to meet with them at their association meetings.

4. Jones told the Board that he is attempting to contact an attorney to represent the library at the continuance of the probate court hearing on June 14, 2001. The judge will consider the library's petition to hold an election on the assessment rate at the hearing.

5. Jones said that he will contact the library's creditors to update them on the latest events and begin negotiations on specific long term repayment plans.

6. A proposal from Valleydale Baptist Church to lease the unfinished area upstairs was presented to the trustees. They reviewed the proposal and made suggestions on items that may not be acceptable. Jones said he would continue negotiations with the church.

7. Jones informed the board that Reference Librarian Rachel Matre will be leaving to take a job in Houston. He said that part-time clerks would be used to fill the position temporarily, until the election.

8. Jones told the trustees that he would be attending a demonstration of the SIRSI Automation System. This is one of the vendors making proposals to Harrison Regional Library for a new automation system. HRL has applied for an LSTA grant to fund the new system.

9. Jones said that he has an appointment to meet with Hoover Library Director Linda Andrews. They plan to discuss the problem of Hoover residents living within the North Shelby Library District and the potential of a cooperative between the two libraries.

10. It was agreed that interviews of trustee applicants will be scheduled for the afternoon of Thursday, May 24. Jones said he would contact the applicants and schedule interview times.

11. The trustees agreed to meet next on Friday, June 15 at 8:30 AM in the library. There being no further business, the meeting was adjourned.

A meeting of the North Shelby Library Board of Trustees was held on May 25, 2001 at the library to appoint a new trustee. Present a the meeting were trustees Ann Tharpe, President; Pat Jehle, Alain Gallet and Steve Zerkis. Also present were Associate Library Director Carol Farr and Library Director Michael Jones.

1. North Shelby Library Board of Trustees President Ann Tharpe called the meeting to order.

2. Wanda Carruthers was appointed to the trustee seat vacated by Rachel Polhill on a Tharpe/Jehle motion. Tharpe said that she would call all of the applicants and inform them of the decision.

3. It was agreed that the five applicants for the open position who were not selected to serve on the board will be invited to serve on the North Shelby Library Advisory Board or in the Friends of the North Shelby Library.

4. Jones was instructed by the board to compose a letter to Shelby County Probate Court Judge Patricia Fuhrmeister, requesting that she designate the North Shelby Library as a polling place in an election to determine the library's assessment rate.

5. There being no further business, the meeting was adjourned.

A meeting of the North Shelby Library Board was held on June 28, 2001 at the library. Present at the meeting were board members Ann Tharpe, President; Wanda Carruthers and Steve Zerkis. Also present were North Shelby Library Director Michael Jones and North Shelby Library Associate director Carol Farr.

1. North Shelby Library Board President Ann Tharpe called the meeting to order. The agenda was accepted and the minutes were approved.

2. Library Associate Director Carol Farr presented the financial report. She said that election costs will be higher than expected, due to the fact that there will be eight polling places. However, the library has remained within its budget and will be able to cover the costs.

3. Library Director Michael Jones gave the statistical report. He noted that total circulation for May was 12,323. This brings the total circulation through eight months of the budget year to 99,187.

4. Tharpe presented an outline plan for the election campaign. Included would be letters to property owners and patrons, letters to the newspapers, yard signs, banners and flyers. She said that John McBayer, who had represented the library at the hearing, has donated his time for services to the library and she would write him a thank you note.

5. The library election, which the probate judged scheduled for July 31, was discussed. It was agreed that a letter to all property owners would be sent immediately. Steve Zerkis volunteered to write the letter. It was also agreed that a letter to all patrons would be written by Wanda Carruthers, and it will be mailed out the week prior to the election. Signs and banners announcing the election will be printed at Pete's printing. An open house was also scheduled for July 15 to hand out yard signs and present people with information about the election.

6. Jones announced that the Summer Reading Program is once again a big success, with big crowds. He said that patricipants will be presented with information about the election and encouraged to vote at the wrap up party on July 13.

7. Jones said that negotiations with the Business Interiors, BancorpSouth and Aliant are continuing. The library's creditors have been informed of the election date and long term repayment plans would be implemented once the library's future budget is known after the election.

8. Jones announced that vendor automation presentations will be completed in July and a decision will be made on a company, if the LSTA automation grant applied for by HRL is approved. He also said that HRL will be upgrading to a T-1 Internet line next year. This will provide for better service through the upgraded automation system and will allow NSL to upgrade to a T-1 line in the future.

9. Jones informed the board that he has met with Hoover Library Director Linda Andrews and she has agreed to help resolve the problem resulting from Hoover residents living within the North Shelby Library District. She said she will relay details of this meeting onto the Hoover Public Library Board.

10. Jones said that Valleydale Baptist Church was no longer interested in moving into the unfinished space immediately. The Shelby County Chamber of Commerce my be interested in the space, but they will not be making a decision in the near future. Currently only nonprofit corporations can rent the space, due to zoning restrictions. The board discussed the posibility of rezoning after the election.

11. The next meeting is scheduled for Friday, August 3, at 8:30 AM. There being no further business, the meeting was adjourned.

A meeting of the North Shelby Library Board was held onAugust 3, 2001 at the library. Present at the meeting were board members Wanda Carruthers, Alain Gallet and Steve Zerkis. Also present were North Shelby Library Director Michael Jones, North Shelby Library Associate Director Carol Farr, Village Voice reporter Ruth Goodwyn, Birmingham News reporter Gi Gi Douban and Community Messenger reporter Lindsey Baker.

1. Steve Zerkis called the meeting to order. The agenda was accepted and the minutes were approved.

2. Carol Farr presented the financial report. She said that the library is scheduled to receive the final pledges from the building campaign in the next two months. There were no unanticipated expenses.

3. Michael Jones presented the statistical report. He noted that the circulation rate continues to be high despite the freeze on the materials budget.

4. Jones informed the trustees that North Shelby Library Board President Ann Tharpe has submitted her resignation. The resignation was accepted by the board and Jones was instructed to begin advertising the vacant seat immediately.

5. The board members reviewed the results of the July 31, 2001 library election. The final results were 1,333 votes for an assessment rate increase and 1,727 votes against an increase.

6. It was agreed that a request for donations would be included in the annual assessment billing. Farr said the bills would be mailed in late September. Wanda Carruthers volunteered to write the donation request letter.

7. Zerkis suggested that the library apply for rezoning with the City of Pelham to allow for the rental of unused space to commercial tenants. The board unanimously agreed and Jones was instructed to begin the application process. Alain Gallet said he would speak to the mayor of Pelham about the library's need to rezone.

8. The board agreed to contact county commissioners to gain additional input on the library's future and Jones was instructed to contact Hoover Library Director Linda Andrews to discuss possible remedies to the problems associated with Hoover residents in the library district.

9. Jones called the board into executive session to discuss personnel issues.

10. The date of the next library board meeting was left open. A work session for the library board was scheduled for Friday, August 10, 2001 at the library. There being no further business, the meeting was adjourned.