Minutes
2001-2002
Oct 01 / Nov 01 / Dec 01 / Feb 02 / Mar 02 / Apr 02 / May 02 / Jun 02 / Jul 02 / Aug 02 /Sep 02
A meeting of the North Shelby Library Board was held on October 25, 2001 at the library. Present at the meeting were board members Wanda Carruthers, Alain Gallet and Steve Zerkis. Also present were North Shelby Library Associate Director Carol Farr and North Shelby Library Director Michael Jones.
1. Steve Zerkis called the meeting to order. The agenda was accepted and the minutes were approved on a Gallet/Zerkis motion.
2. Carol Farr presented the financial report. She said that $37,504.33 has been carried over from the 2000-2001 fiscal year.
3. Michael Jones gave the statistical report. He said that the library's circulation has decreased from 187,374 in FY 1999-2000 to 155,135 in FY 2000-2001. He noted, however, that this is due to the reduction in hours open and the rate of circulation has increased by 5.7 items per hour.
4. Jones presented a proposed library budget to the board for FY 2001-2002 with estimated income and expenditures of $707,041. Alain Gallet suggested that the estimated meeting room income of $5,000 be increased to $10,000. He also said that the $6,500 donated by Pat Jehle for books should be allocated to materials. The board members agreed on the proposed changes. Pending these changes, the budget was approved on a Gallet/Carruthers motion.
5. Jones informed the board that Pat Bruno of Bruno Realty will beat the next meeting to present a proposal on leasing the library's current unused space. The space is available to lease since the library was rezoned to Office and Institutional by the City of Pelham on October 15, 2001.
6. Mary Sue Ludwig and Kay Kelley were selected to fill the two vacant seats on the library board on a Gallet/Zerkis motion. Ludwig will complete Ann Tharpe's term, which expires in October 2002, and Kelley will complete Pat Jehle's term, which expires in October 2004.
7. Alain Gallet was elected to become North Shelby Library Board President on a Zerkis/Carruthers motion. Wanda Carruthers was elected North Shelby Library Board Vice President and Steve Zerkis was elected North Shelby Library Board Secretary.
8. Carruthers said that she is in the process of completing an organizational structure for library volunteers, including the selection of a volunteer coordinator to supervise activities. Jones was instructed to send a letter of acknowledgment to those who have agreed to serve as library volunteers.
9. Jones said the HRL automation project is underway, with the updating of accounts and patron records. He said the estimated date of conversion to the new automation system is March 2002.
10. The next meeting of the North Shelby Library Board was scheduled for Friday, November 16, at 8:30 AM. There being no further business, the meeting was adjourned.
A meeting of the North Shelby Library Board was held on November 16, 2001 at the library. Present at the meeting were board members Alain Gallet, President; Kay Kelley, Mary Sue Ludwig and Steve Zerkis. Also present were North Shelby Library Associate Director Carol Farr, North Shelby Library Director Michael Jones and Pat Bruno of Bruno Realty.
1. Alain Gallet called the meeting to order. The agenda was accepted and the minutes were approved on a Zerkis/Kelley motion.
2. Pat Bruno addressed the board regarding lease options for the library's unused space. Bruno gave a proposal for advertising the space for lease.
3. Carol Farr gave the financial report. She said that income for the month was $83,508.43 and expenses totaled $38,974.73.
4. Michael Jones gave the statistical report. He said that circulation in October was 9,340, which is slightly higher than the September circulation of 7,771.
5. Jones said that he sent a letter to each person who signed up to be a library volunteer. The letter acknowledged their interest in volunteering and informed them that the library is in the process of implementing an organizational structure to coordinate activities.
6. Farr informed the board that the library received over $8,000 in donations in October from the fund raising letter mailed with assessment bills. In addition, a grant for $5,000 was contributed by the Daniel Foundation for general operating expenses.
7. The board approved the proposed holiday schedule for the remainder of 2001.
8. A work session was planned for November 30 to decide how to proceed with advertising the space for lease and to make final preparations for the holiday social to be held at the library on December 3. The next board meeting was scheduled for December 14 at 8:30 am. There being no further business, the meeting was adjourned.
A meeting of the North Shelby Library Board was held onDecember 17, 2001 at the library. Present at the meeting were board members Alain Gallet, President; Wanda Carruthers, Kay Kelley, Mary Sue Ludwig and Steve Zerkis. Also present were North Shelby Library Associate Director Carol Farr and North Shelby Library Director Michael Jones.
1. Alain Gallet called the meeting to order. The agenda was accepted and the minutes were approved.
2. Carol Farr presented the financial report. She said the library has received $30,355.56 in donations to date from the letter sent with assessment bills.
3. Michael Jones said that he has not yet received the statistical report from HRL and will present the November and December statistical information to the board by the next meeting.
4. Kay Kelley suggested increasing the attorney letter fee from $10 to $15. The proposal was approved on a Zerkis/Carruthers motion. Farr was instructed to begin charging the new fee amount after January 1, 2002.
5. It was agreed that the budget presented to the board each month should be changed to show actual and projected MTD and YTD figures, as well as a monthly cash flow report. The financial report will be accepted once these changes are made.
6. Jones said a meeting of Shelby County library directors was held in Columbiana and it was decided that the regional system would use the funds received from an LSTA grant to upgrade to a Polaris automation system.
7. Kay Kelley said that she had reviewed the Mark Dinan property listing contract proposal and some revisions will be needed. She said that she will present Dinan with a revised contract and negotiate an agreement by the next meeting.
8. Jones said he will try to set up another meeting with Hoover Library Director Linda Andrews.
9. The 2002 holiday schedule was approved on a Carruthers/Kelley motion.
10. A letter of complaint from Kenneth Schencker on millage assessment charge was reviewed by the board. Jones was instructed to draw up a standard letter explaining advance and arrears billing. A copy is to be sent to Mr. Schencker and future complaints on this subject will be addressed in the same manner.
11. The next meeting of the north Shelby Library Board was scheduled for January 22, 2002 at 8:30 am. It will be held at the library. There being no further business, the meeting was adjourned.
A meeting of the North Shelby Library Board was held on January 22, 2002 at the library. Present at the meeting were board members Alain Gallet, President; Wanda Carruthers, Kay Kelley, Mary Sue Ludwig and Steve Zerkis. Also present were Volunteer Coordinator Joan Ware, North Shelby Library Associate Director Carol Farr and North Shelby Library Director Michael Jones.
1. Alain Gallet called the meeting to order. The agenda was accepted and the minutes were approved.
2. Michael Jones presented the financial report in a new format. Month-to-Date projections and actual dollar amounts are shown, as well as the projected annual budget. Gallet suggested adding a comparison of Year-to-Date total revenue and total expenses. The new budget format was approved on Ludwig/Zerkis motion. Jones said he would transfer the new format to a spreadsheet for the next meeting.
3. Jones presented the statistical report for December. He said circulation is down due to the limited number of hours open and lack of new materials. Jones suggested expanding library hours from 32 to 40, since there has been a delay in the debt principal repayment schedule and unanticipated funds are available. Jones also pointed out that the staff has not received a pay increase in four years. He suggested a 3% cost of living increase to begin when hours of operation are expanded. Gallet suggested beginning the new schedule the week of February 18-24. The board approved the new schedule, time frame and cost of living increase for the staff on a Carruthers/Ludwig motion.
4. Joan Ware reported that she has mailed a Volunteer Information Form to each of the library's volunteers. She said that she is organizing volunteer schedules and plans to have a team ready to work when the library expands hours.
5. The board discussed the complaints from many property owners regarding homestead exemption in assessment billing. It was agreed that the procedures and policies outlined in the enabling legislation must be maintained and a letter explaining library policy on homestead issues should be prepared for instances when questions arise. Mary Sue Ludwig suggested a note be added to next year's bills explaining policies on homestead exemption.
6. Kay Kelley informed the board that she has reviewed the current contract between North Shelby Library and Harrison Regional Library. She suggested that the board may consider requesting representation on the Harrison Regional Library Board when the contract comes up for renewal later in 2002.
7. It was agreed that Mark Dinan, a broker under contract with the library to find someone to lease the library's unused space, would be invited to the next board meeting to provide an update on leasing options.
8. Jones reported that he has spoken with Hoover Library Director Linda Andrews regarding a meeting between the Mayor of Hoover and the North Shelby Library Board. Andrews said that she is trying to schedule a meeting sometime in March.
9. Jones said that he has filed for an e-rate discount on the library's telecommunications services. He told the board that the discount could be as much as 47% beginning in July 2002.
10. The next meeting of the North Shelby Library Board was scheduled for Friday, February 22 at 8:30 AM. It was agreed that the meeting will be held in the library's upstairs conference room. There being no further business, the meeting was adjourned.
A meeting of the North Shelby Library Board was held on February 22, 2002 at the library. Present at the meeting were board members Alain Gallet, President; Wanda Carruthers, Kay Kelley, Mary Sue Ludwig and Steve Zerkis. Also present were Judy Merritt and Grace Kelly of Jefferson State Community College, Real Estate Broker Mark Dinan, Volunteer Coordinator Joan Ware, North Shelby Library Associate Director Carol Farr and North Shelby Library Director Michael Jones.
1. Alain Gallet called the meeting to order.
2. Old Business was added to the agenda. The agenda and minutes were approved on a Kelley/Ludwig motion.
3. Michael Jones presented the financial report. The financial report and projected cash flow report were reviewed and approved on a Zerkis/Carruthers motion. Steve Zerkis suggested an actual cash flow report would also be helpful.
4. Jones presented the statistical report. He noted that circulation was over 9,000 for the first time since October.
5. Judy Merritt presented a report on the current status of Jefferson State Community College. She suggested a partnership between JSCC and North Shelby Library, possibly with continuing education classes in the library's unfinished space. The board agreed to begin exploring options on a relationship with JSCC.
6. Mark Dinan gave a report on the leasing situation. He said that he is preparing a proposal for the North Shelby Chamber of Commerce to move into the downstairs space for lease. He also said that he can prepare a proposal to JSCC for the upstairs space for lease.
7. Joan Ware gave a report on the status of the volunteer program. Volunteers will assist librarians as the hours of operation expand.
8. Jones reported that the roof, which is under warranty, has been leaking and required maintenance. He said that the library may need to have someone clean the leaves off the roof periodically to prevent clogging of the drainage system.
9. Jones said that Ken Effinger has offered $150 a month to rent the library's parking lot on some weekend nights. It was agreed that the library will make a counter offer of $500 a month. Kay Kelley said that she will work out a contract proposal for Mr. Effinger. It was agreed that the library will no longer allow free parking on weekend nights.
10. Mary Sue Ludwig said that Representative Spencer Bachus may have discretionary funds available. She said that she will prepare a letter requesting funding for services and materials in the children's library. Donations and pledges for the current budget year stand at $58,779.88.
11. Jones said that the automation conversion process from Galaxy to Polaris began on February 11. The projected completion date is April 10.
12. The 2002 - 2003 library system contract has been completed and will be presented to the board after it is approved by the Harrison Regional Library Board.
13. It was agreed that each board member will compile a list of potential library contributors and a meeting will be schedule to devise a capital campaign plan.
14. Ruth Goodwyn gave a report on the Friends of the Library meeting scheduled for February 26. She said the purpose of the meeting is to elect officers and she invited the board members to attend.
15. Kelley suggested the library begin working on a long range plan beyond the current five year plan. She said the new plan's goals could be used to attract contributions.
16. Ludwig informed the board that there will be a festival at Oak Mountain Middle School in April. She said that the library can get a table to publicize our programs and goals.
17. Ludwig suggested the board write a letter to the staff, thanking them for their efforts.
18. Kelley reported that the City of Pelham has not yet presented evidence that North Shelby Library is within its city limits. She said that she will continue to pursue evidence as to whether then library is in unincorporated Shelby County or Pelham.
19. The next board meeting was scheduled for Friday, March 22, 2002 at 8:30 A.M. There being no further business, the meeting was adjourned.
1. The meeting was called to order by the Alain Gallet, on March 27, 2002 at the library. Present were Alain Gallet, board president, Wanda Carruthers, vice president, Steve Zerkis, secretary/treasurer, and Kay Kelley . Also present were library director Michael Jones, and Friends of the Library President, Dr. Edward Burns.
2. The financial results as of the end of the month of February was reviewed and discussed. The revenues for the year are ahead of plan due to the collection of some past amounts owed. Expenses are generally in line with the planned budget. Michael Jones was asked to review the accounts receivable for last year, look at the dollar totals and make a comparison with this year for the board. A cash flow report is also to be provided.
3. Jones provided the statistical report for February. He pointed out that circulation was up in January but down in February due to a fewer number of days in the month. These numbers may increase in March due the increase in hours open to forty per week.
4. Zerkis reported that a new loan agreement with Bancorp South has been negotiated with significantly favorable terms. The loan agreement will convert the current line of credit with a balance of approximately $345,000 and a due date of 90 days, to a series of twenty, one-year loans with the interest rate to be readjusted each year on its due date. Jones is to follow-up with the loan officer to assure we receive a letter confirming this last point. Board approved the loan agreement and a resolution adding Alain Gallet's name to the bank agreement in addition to that of Steve Zerkis, secretary/treasurer and Michael Jones, director.
5. Jones also provided the board with the new Harrison Regional Library services contract. This is an annual contract between NSL and HRL for a series of services including Internet access, systems support, and inter-library exchange of materials, purchasing and technical research. For this the HRL retains 15 percent of the annual state supplement. This amounts to approximately $4,800. The board approved this agreement.
6. Two personnel issues were discussed. Carol Farr will continue to work on a part time basis with times and hours to be agreed upon by the director on an as needed basis. A second long time employee has left. Michael Jones will be reorganizing work duties and responsibilities among remaining staff and will hire part-time staff as needed, and use volunteers as appropriate. He is also planning to use interns as appropriate for programs such as summer reading.
7. Dr. Edward Burns, the newly elected president of the Friends of the Library was kind enough to give us an update on the activities of this important organization. He has been meeting with school librarians to improve communications, and the Rotary Club to solicit their help. The Friends will be setting up and manning a booth at the Oak Mountain High School Fair later in April. Board members will be assisting the Friends with their booth. This is an excellent opportunity to meet community residents and discuss library programs.
8. Jones gave us an update on the implementation of the new circulation automation project. This project includes the implementation of new computer software and hardware to replace the current system. The software is from the same vendor but provides many more capabilities and features and will be Windows based for ease of use. The NSL will also be receiving eight new personal computers for this system. The costs of this project are being covered essentially through a LSTA grant at no cost to the library. The implementation is on schedule, with NSL scheduled to be on the new system on April 10.
9. The Meadowbrook Women's Club has been kind enough to do a fund-raiser to raise $1,000 for the library. Wanda Carruthers will write a press release on this group's donation.
10. Zerkis suggested that we solicit previous pledge donors to continue their annual donations. Michael Jones provided the board with the names of the donors and the amounts that were given. It was suggested that a member of the board call each donor, a letter sent and then a follow-up made by phone or in person to encourage the donor as appropriate. Zerkis will draft a model letter that can be customized for each prospective donor.
11. Alain Gallet gave the board an update on several topics including a project being conducted by members of Leadership Shelby County on the library. Alain pointed out several ways the county could assist the library in reducing our overhead expenditures by handling fee invoicing. Alain met with U.S. Congressman Bachus in Washington, and gave him a letter outlining the library's situation and needs. Alain will follow-up with Bachus' office for status. Alain will also ask our real estate agent to follow up with Jefferson State to see if we can obtain a letter of intent on their use of our available upstairs space.
12. Wanda Carruthers pointed out that the company handling the library's web site has been sold, and she is having some access and reliability issues with the current owner. A motion was made and seconded to ask Wanda to do what is appropriate to relocate the library's web site to a new service provider.
13. Kay Kelley gave the board an update on the Pelham annexation issue.
14. Michael Jones said he received a call from Ken Effinger regarding the parking proposal and that nothing has been decided to date.
15. The external Auditors are conducting their work and have been given all the documents they have requested.
16. We understand that Mark Dinan has a prospective tenant for the first floor space and will bring his proposal to the board shortly.
17. The next meeting of the North Shelby Library Board was scheduled for April 19, 2002 at 8:30AM at the library. There being no further business the meeting was adjourned.
A meeting of the North Shelby Library Board was held on April 22, 2002 at the library. Present at the meeting were board members Alain Gallet, President; Wanda Carruthers, Kay Kelley and Mary Sue Ludwig. Also present were Friends of the Library President Ed Burns and North Shelby Library Director Michael Jones.
1. Alain Gallet called the meeting to order. The agenda was adopted and the minutes were approved with minor corrections.
2. Michael Jones gave the financial and statistical reports. He noted that year to date revenue at the mid point of the budget year is close to projections. The total circulation for March is almost 9,000 and is expected to increase when the Summer Reading Program begins.
3. The board discussed procedures and time limits on assessment appeals. It was agreed that appeals must be submitted to the board in writing by March 1 of the current fiscal year, the board has forty-five days to respond to appeals and a copy of Alabama Code 40-7-2.1 is to be mailed to property owners who question homestead exemption procedures.
4. Jones said that conversion to the Polaris automation system has been completed and is running in the circulation department. All departments within the library are scheduled to be converted over the next month.
5. Dates and times for the Summer Reading Program have been set. The kick-off party will be on June 1 from 10 AM to 1 PM. It will include clowns, a moon walk, a story time and crafts. There will be three programs a week throughout the month of June, with a wrap-up party at Skates 280 on June 28.
6. It was agreed that an advertisement for the upcoming North Shelby Library Board elections will be placed in local newspapers by June 15.
7. Wanda Carruthers said that the new library web site is online. The new address is www.northshelbylibrary.org.
8. Ed Burns reported that the Friends of the Library will be at the Oak Mountain Middle School Expo April 26-28 and all the materials have been prepared.
9. The capital campaign was discussed. It was agreed that an overall fund raising strategy will be needed and Wanda Carruthers said that she intends to ask Deb Taylor come to the library and discuss this with the board members. Donation request letters will be mailed to AIG Baker Management LLC and Southern Women's Committee of 50. Mary Sue Ludwig said that she will contact the Beeson Foundation regarding a grant application.
10. The next meeting of the North Shelby Library Board was scheduled for May 31, 2002 at 8:30 AM. There being no further business, the meeting was adjourned.
1. The monthly board meeting on May 31, 2002 , was called to order by the board president, Alain Gallet. Also present were members Mary Sue Ludwig, Kay Kelley and secretary/treasurer Stephen Zerkis. Also attending were Dr. Ed Burns, president of the Friends of the Library, Michael Jones, director of the library, Carol Farr, associate library director, and Holly Johnson of the certified public accounting firm of Barfield, Murphy, Shank & Smith P.C.
2. There was a discussion of the minutes of the board meeting of April 22, and the minutes were accepted with several revisions.
3. Zerkis introduced Ms. Holly Johnson who presented the results of the annual audit of the financial records of the library for the previous fiscal year. She discussed the library's various financial statements in some detail with the board, and pointed out that the library's records received an "unqualified opinion" that they represent fairly, in all material aspects, the overall financial position of the library as of September 30, 2001. This is the highest rating that can be achieved. Ms Johnson also presented her firm's management letter, which she indicated was relatively short this year because errors pointed out in previous years had been corrected by the library staff. The few points made in the report were considered by her to be minor and corrective action had already been started. The board accepted the audit report.
4. Jones presented the monthly library statistics, which show that usage has remained basically on target. He believes some circulation data is missing due to processing delays during the implementation of the new circulation system.
5. Jones also presented the financial results for the month of April 2002. The library is basically on budget for the year to date. Revenues for rental of the large meeting room are behind and Jones is making a mailing to approximately 800 members of the Shelby Chamber of Commerce to try to generate rentals. Jones also presented a cash flow projection for the remainder of the fiscal year and the first quarter of the next fiscal year. The projection shows that the library will basically run out of cash by September 30, 2002 and will not be able to pay the bills for October including the first two payrolls.
6. Zerkis lead a discussion of several alternatives the library has to address this crisis. These include deferring bill payments until the annual fee payments are made to the library beginning later in October, obtaining a short term loan to bridge the approximately one month period until new fee funds are received, and raising money through donations. This capital fund raising project will be discussed in more detail at a work session.
7. Letters will be drafted and sent to six of our legislators and our congressman to ask for donations of any discretionary funds this summer. Ludwig and Zerkis will work on this letter. This letter project should be completed in about two weeks.
8. Previous corporate donors will be contacted by board members and asked for new donations and possibly continue their annual pledges. Since they know most of the donors, Ludwig and Gallet will be making most of the direct contacts with prospective donors, with letters sent to them after the initial phone contact or visit. A work session was scheduled for June 7, 2002 to discuss additional approaches in creating a funding campaign and to define specific tasks and responsibilities.
9. Ludwig reported that she talked with the lady at AmSouth Bank who oversees the Beeson Trust. That person said that the Beeson Trust states specifically what the funds can be used for. However, she did give us several suggestions of foundations to whom the library can submit grants. Ludwig will provide this list to Michael Jones. We have not been selected by the Southern Women's Committee of 50 to receive a grant, however we can apply again next year. We will apply to the United Way for grants for children's reading programs.
10. Dr. Ed Burns gave us an overview of the School Expo. The Expo itself was poorly organized and attended and was of relatively limited use to the library. We appreciate the effort made by Dr. Burns and his Friends of the Library team to set up and man the display for the library and suggested a letter be sent by Dr. Burns thanking the organizer for allowing us to have a free booth
11. Jones gave the board an overview of the summer reading program, which will have several events for children of the district during June and July.
12. Jones also describing the progress of the Library Automation Program. In general the program is working well. There are some relatively minor problems at the Harrison Library level, which are affecting this library, but they are anticipated to be corrected shortly.
13. Jones pointed out that we did receive a Universal Services grant, which entitles the library to discounts on communications services we use, with savings of about $4,000 per year.
14. We did not get another Heardmont grant but we can apply again in the fall for a new grant.
15. Kelley provided an update of her research of the Pelham annexation issue including a review of titles and ownership issues of the property involved.
16. Kelley also raised the issue of how do we assure that we are billing all properties within the district. She will research this process and report back to the board.
17. Ludwig said that she had Eddie Aldridge of Aldridge Gardens come out and look over the library's grounds. He gave suggestions as what to plant such as drought resistant plants since there is no water system to irrigate all areas. Mike summers of Gradco has agreed to furnish a load of topsoil for the area where the tree was cut down. Daniel Corporation has promised fill dirt and Ludwig has asked for two loads.
18. Ludwig spoke with Mike Hill and invited him to meet the trustees of the library at a time convenient to both. He said he could be available on June 11, 12 or 13, and the mornings are better for the library trustees. Ludwig will confirm his visit and set a mutual date and time with Hill.
19. The next board meeting is scheduled for June 21, 2002 at 8:30AM.
1. The monthly meeting of the board of the North Shelby County Library District Inc. was called to order on June 20, 2002 , by board president Alain Gallet. Present were board members Wanda Carruthers, vice president, Kay Kelley, Mary Sue Ludwig and Steve Zerkis, secretary/treasurer. Also attending were Michael Jones, library director, Ed Burns, president of the Friends of the Library, Barbara Roberts, director of the Harrison Regional Library, Mary Hedricks also of the Harrison Regional Library, and Ellen Schmidt a volunteer to the library.
2. Roberts and Hedrick were invited as special guests of the board and made a presentation on the Harrison Regional Library, its roles and responsibilities, training offered, status on the implementation of the new Polaris automation project, and a summary of the HRL budget. Roberts also reviewed circulation data for our library and others in the county. We appreciated the opportunity to discuss these issues.
3. Jones reported on the financial status of the library. The projected cash flow situation of the library is still critical and he is still anticipating that the library will still be short of funds to pay significant expenses in October. Some near term expenditures are being curtailed to conserve cash. Burns has assured the board that the Friends would provide the library with a loan for a few weeks, if needed, to bridge the gap until annual fee revenue begins to arrive. Jones also reported that annual state aid payment had been received. There was an increase in costs this month because of the cost of programming and public relations of June's summer reading program. Costs should be lower next month. In general, both costs and revenues are basically on budget with variations due to differences in timing.
4. Jones also reported on library statistics. Overall circulation is about where it has been but it is down from previous levels due to the lack of new materials and the fact that the library is open only forty hours a week. We need to increase the availability of both to improve circulation and better serve our patrons.
5. Burns suggested that, based on his conversations with school librarians, that the library be open on Sunday. Jones was asked to review various options of hours and days that can be open given the severe limitations within which he has to work.
6. Kelley pointed out that the enabling legislation for the library says that the millage charged should be on property which is defined as including the contents of buildings and not just the land and buildings. On a motion by Zerkis, the board agreed to ask the state attorney general for an opinion on the service charge. A letter was prepared and sent. There was also discussion on what percentage of property value to ask the assessor to set. The library currently has 20% as the value used. Kelley and Carol Farr will continue to work on a project to assure that all properties within the district are being invoiced.
7. Jones mentioned that he will lose two of his part-time staff at the end of June. They will be replaced as needed.
8. Jones indicated that the prospective tenant for the downstairs office area had finally decided not to rent the area. Mark Dinan will continue to look for other tenants including individuals for short-term rental of the cubicles.
9. BankCorp has finalized paperwork for an interest-bearing money market account to use for cash received. Cash will be deposited at both of our lending banks. The amounts on-hand at each bank will be controlled by Jones based on interest rates and bank service.
10. Jones reported that the library will begin to see the benefits of the E-Rate savings of approximately $4,000 per year beginning in August.
11. As part of the library's fund raising efforts, letters have been sent to each of six of our area legislators and Congressman Baccus asking for their help in obtaining discretionary funds for the library. The board decided to send similar letters to each of the nine county commissioners and the governor of the state. The intent is to try to obtain near-term donations of discretionary funds, and inform our elected officials of the library's status as it relates to finances and services provided to the residents of this library district.
12. In addition, board members will be personally contacting organizations and firms who have previously donated to the library to solicit donations. Where possible, original contacts have been identified and those people will be called and/or visited. In a second phase, individuals, couples and families who had previously made donations will also be contacted in person or by phone and letter. This is the beginning of a process of fund raising. Additional actions will be taken to obtain funds and donations to the library.
13. Jones will be asked to report at the next board meeting on the status of grants applied for and in-process.
14. Kelley reported that she has performed a thorough search of property records going back well over a hundred years that verify the library's position on a supposed annexation by Pelham.
15. Kelley will revise the written assessment appeals process procedures so that it is more clear and reasonable to follow.
16. Ads for the upcoming election of library board trustees will be published in the local newspapers including the Community Messenger, Shelby County Reporter, Birmingham News and the Indian Springs Village Voice. The terms of the positions now held by Ludwig and Zerkis are expiring. Both individuals were appointed to their terms to replace previous board members who resigned in 2001. Petitions of candidates for these positions must be filed by July 15.
17. Burns reported that the Friends are raising funds for the library by conducting a raffle in June, and will conduct a book sale in the library the week of July 29th. The Friends will also conduct another fundraiser in October. Burns also indicated that the Friends would be soliciting donations from physicians and other medical personnel. He is suggesting that plates be placed in the front of all books donated, or purchased with donations, indicating who made the donation.
18. Ellen Schmidt spoke with the board about proposed improvements to the grounds of the library. She was encouraged to move ahead with the work she is suggesting. The board certainly appreciates the efforts being made by volunteers to assist the library.
19. The next board meeting will be held at the library at 8:30AM on Friday, July 19, 2002.
1. The monthly meeting of the board of the North Shelby County Library District Inc. was called to order on July 19, 2002 by board president Alain Gallet. Board members present included Wanda Carruthers, vice president, Kay Kelley, and Steve Zerkis, secretary/treasurer. Mary Sue Ludwig was unable to attend. Also attending were Michael Jones, library director, and Ellen Schmidt, a volunteer at the library.
2. The minutes of the June 20, 2002 board meeting were read and approved.
3. Ellen Schmidt was kind enough to give the members an update on her efforts to improve the landscaping around the library, and Mary Sue Ludwig sent in a written summary of her efforts. The area around the flagpole will be prepared and planting completed in the fall. There is no irrigation at that area and water will need to be brought in by hose. The area in the parking lot where the old tree was will be filled and planted. The weeds have been cut and sprayed to kill their growth. Kelley is donating a large number of plants for these areas. Phillip Gallet is also working on an Eagle Scout project on the rear patio to improve drainage and appearance. His work will include installing a walkway from the side of the library to the courtyard. Graham Corey will also submit an Eagle Scout project proposal to provide a drainage system for the back courtyard. Kelley presented photos of the lilies and other flowers she is willing to donate to beautify the grounds. We are still waiting for delivery of the fill and topsoil for the tree area. Schmidt will ask the Garden Club for their help. Everyone is invited to come out on Monday mornings at 8:00AM to assist with gardening and landscaping. A notice has also been placed on the library's web site by Carruthers.
4. Jones reported on the financial status of the library. The monthly income statement reflects that library expenditures and revenues are generally as forecasted. The projected cash flow still indicates that the library will be short of funds to pay several significant expenses in October. Remaining cash is being carefully husbanded. Annual fee invoices will be sent out as soon as possible in September so that some cash maybe received earlier. Careful management of available cash and expenditures could allow the library to remain open in October. Jones also reported that he would apply for LSTA funding as soon as some funding organization agrees to provide the required matching funding of 25 percent. Jones is applying for grants which do not require matching funds.
5. Letters have been sent to all significant state and county officials asking for their consideration in obtaining discretionary funds for the library. Ludwig reported that she has contacted all the organizations and private individuals on her donor list and more. The banks contacted for donations are requesting more information such as a budget. Other sources will require personal contact, and appointments are being made and additional lists of possible donors are being compiled. A lack of original contact names has slowed this process.
6. Library statistics look good. Jones reported that overall circulation numbers improved over the previous month. This can be attributed to the summer reading programs and a better reporting of circulation data from the county circulation system.
7. Jones pointed out that there is more interest in the rental of the main meeting room. He has been getting calls on its cost and availability.
8. The Summer Reading Program has certainly been a success. Over 500 children registered and approximately 1,200 children participated in the program. Some sessions had 150 children attending. Jones and Carruthers will work on preparing information for the media to highlight this program. Credit should be given to Jones and his staff for a job well done. Other programs offered this summer included: Red Cross babysitting workshops, and workshops offered by Dr. Roberts on personality.
9. Zerkis reported that no election would be necessary for the two vacancies on the library board that will be occurring on October 1, 2002 when current terms expire for Places 1 and 2. Mary Sue Ludwig, the incumbent in Place 2, was the only person to file and she will be the only person certified by Judge Fuhrmeister as a candidate for that position. No candidate filed for Place 1. The Judge of Probate received the petition for Zerkis, the incumbent, after the legal deadline. Judge Fuhrmeister indicated that since no one else qualified for Place 1, a vacancy will occur on October 1, 2002 and the new Board can fill it by appointment. Zerkis requested that he be reappointed and the board agreed to perform the reappointment at the September board meeting.
10. The library is required by law to have an annual meeting, which the board decided would be held on October 17, 2002 in the main meeting room of the library. The agenda of the meeting will be developed during the next two board meetings. One suggestion was that a presentation be created describing such topics as the library's mission, objectives, programs, staffing, and financial condition. Zerkis will work to create this material. The presentation will be placed on a PC and shown in a repeating format.
11. Kelley reported that Jones found that an appeal process does exist for residents. She reviewed the existing policy and found that it is fine as written.
12. Jones reported that two PCs still need to be upgraded to be able to properly handle the new automation software. Both PCs are using an older version of the NT operating system. Mary Hedricks from the Harrison Regional Library will visit and have a contractor take care of this problem in the next few weeks. Jones has also asked Hedricks to investigate the use of Internet restrictions on the new circulation PCs.
13. Kelley and Jones reported that the state Attorney General acknowledged receipt of the board's letter with its questions on property. We expect a full reply shortly. A suggestion was made that a meeting be scheduled with the county manager to see if there are any opportunities to save costs in the handling of our annual fee invoicing process.
14. The board understands from informal sources that the Friends of the North Shelby Library organization would like to use the small space, previously occupied by the museum, for its own use. The board discussed this and related issues and indicated that it certainly is very supportive of the Friends organization and would like to know its intentions. Jones was requested to contact Ed Burns, president of the Friends, and ask that if they are interested in using the space, that he prepare and present, at a board meeting in August, a business plan for its profitable use.
15. The Friends will be conducting a "back to school" new book sale the last week of July. The library has made the main meeting room available to the Friends for the entire week. Ludwig has been assisting the Friends with their projects and has outlined an approach for them in how to conduct their fall fundraiser. Several board members indicated that they would be glad to assist the Friends in conducting this event.
16. The library has a contract with a realtor, for more than half year, to lease space on the first and second floors of the library. This realtor has recently presented possible tenants for the first floor space including the cubicle area. Jones will ask him to follow-up with Jeff State on their interest in the second floor space.
17. The next scheduled board meeting will be held on August 23, 2002 at 8:30AM.
1. The monthly meeting of the board of the North Shelby County Library District Inc. was called to order on August 23, 2002 by board president Alain Gallet. Board members present included Wanda Carruthers, vice president, Kay Kelley, and Steve Zerkis, secretary/treasurer. Mary Sue Ludwig was unable to attend. Michael Jones, library director, was in attendance.
2. The agenda of this meeting was approved. The minutes of the July 19, 2002 board meeting were read and approved.
3. Jones reported on the financial status of the library. The monthly financial statement for July reflects that the revenues for the month were higher than expected and payroll expenses were lower. The increased revenues came from more effective collection of past due fees. The reduced expenses were as a result of lower payroll costs. Other library expenses are on budget. Year-to-date expenses and revenues are basically on-target. There is no room for error in expenditures. Annual fee notices will be sent out in September along with a request for donations which will help the library purchase new books and materials.
4. Library statistics look very good. Jones reported that circulation numbers improved significantly.
5. Earlier in the fiscal year, the library restructured its revolving ninety-day line-of-credit $245,000 debt with Alliant Bank into one that will permit payment over approximately eight years. The interest on the loan is being paid each quarter and the principal could be paid at the rate of $7,500 a quarter or a single annual payment of $30,000 by September 30 of each year. For the current fiscal year, we will be making a single principal payment in September. In the new fiscal year, the board decided to approve a change to make principal payments on a quarterly basis to smoothen cash flow.
6. Members of the Harrison Regional Library board can come from various areas of Shelby County. The board will ask Ruth Goodwyn if she would be interested in being considered for nomination to that board when a vacancy occurs.
7. Kelley indicated that we received a response from the state Attorney General's office indicating that the library is within its legal right to implement the law as approved by the voters in establishing the library district in 1988. This allows the assessment of an annual fee on all forms of property in addition to real property. This will apply primarily to business property since virtually all residential real property is capped by the homestead exemption. Kelley has met with members of the county assessor's office and they do not have physical addresses for each plot of land in the county. Members of the library board will be physically visiting and comparing business addresses in the district to the county maps showing plots, and creating a master list of addresses to plots. The primary areas reviewed will be the route 280 corridor and the adjoining office complexes, Valleydale Road, Caldwell Mill Road and route 119. This list will be provided to the county to assist them in providing the library with a listing of businesses and their personal property values which the library can use to assess fees. Kelley also spoke with the State Department of Utilities, Public Utilities Division to identify property which could come under this classification. This review will allow the county and library to identify how much additional revenue maybe gained. The working assumption is that the amounts are relatively small but, by law, it needs to be collected, and it benefit the library. Kelley has created an Excel spreadsheet which will contain details of each property with lot numbers and addresses.
8. Jones is planning to increase the library's hours to 44 per week and to begin to be open on Sundays from 1 to 5PM. This change should take effect in October. This will permit to the library to be open seven days a week and be available to students on weekends. The cost of this expansion should be minimal because it will be done by rescheduling staff and using part time employees.
9. Jones passed out a draft of the FY 2003 budget for our review. The budget is similar to the current budget but allows for some increases in revenues from real property fees, and a possible increase for personal property fees. Additional expenditures will be budgeted for needed new materials and facility repairs where possible, and some salary increases. Board members should provide their comments to Jones for inclusion in a final budget to be discussed at the next board meeting.
10. Gallet said that he heard from Jefferson State and they will not be taking any action this year to rent the upstairs space. The funding they had hoped for did not come through and they will have to delay action for another year. Their intent is to initially lease the available empty space as part of a long-term relationship with the North Shelby Library. The space would then be used for additional classroom space for the college and support growth of the college.
11. Jones will be talking with Gigi Douban of the Birmingham News to give her an update on changes and events at the library. The intent is to have articles published about the expanded hours, new computer systems, and events planned including those by the Friends of the Library.
12. There was discussion about the business plan requested of Ed Burns for the use of the old store by the Friends of the Library. The document presented lacks most of the elements of a business plan and Gallet will request of Burns additional business and financial information related to the book business. One of the points the board would like to see is a commitment from the members of the Friends to working at the proposed store. The board strongly supports and encourages the Friends in their efforts to generate funds for books and materials for library use.
13. Phillip Gallet, the son of Alain and Sandra Gallet, has completed his Eagle Scout project for the library. He installed a gravel and stone pathway from the parking lot at the right of the building that leads to the rear patio. The pathway is edged in cement and has stepping-stones. The successful completion of this project is one brings Phillip one step closer to attaining scouting's highest level of Eagle.
14. High School football season has started and there will be home games on Friday nights at Heardmont Park across the street. Gallet will ask the Friends if they are interested in selling parking at our lot on those nights as another source of revenue.
15. The next board meeting is scheduled for September 18, 2002 at 8:30AM. In a work session held on August 22, 2002, Eileen Schmidt gave a brief update on her landscaping plans and efforts, and introduced Dan Friday to the board members. Dan is the son of Ken and Carolyn Friday of Indian Springs, and he made a presentation of his proposed Eagle Scout project to landscape to areas of the grounds including the sign area and an area in the parking area. He will be using drought-resistant species of junipers and willow oaks. The board was pleased to accept his proposal and plan, and work should begin this fall, after Dan raises the funds needed to purchase shrubs and materials.
1. The monthly meeting of the Board of Trustees of the North Shelby County Library District, Inc. was called to order on September 18, 2002 by board president Alain Gallet. Also present were Wanda Carruthers, vice president, Kay Kelley, and Steve Zerkis, secretary/treasurer. Mary Sue Ludwig was unable to attend. Michael Jones, the library director was in attendance.
2. The agenda of this meeting was approved. The minutes of the previous board meeting on August 23, 2002 was read and approved.
3. The board discussed the annual assessment and billing process which will begin shortly. Jones is preparing the invoices and enclosures to go out with each invoice. Several board members will assist Michael with enclosure design. The board suggested that the following key points to be included in the enclosures: a description of the new hours, a request for donations for materials and staff, the Alabama Virtual Library service, the library's website, meeting room availability, library fees waived for homesteaded property owners over 65 years of age, and an update of services offered by the library.
4. Jones presented the library's financials and income statement for the month of August. Expenses are below budget primarily due to a lower level of salary expenditures. Revenues are above budget due to the receipt of additional fees for administrative services. Because of some available funds, Jones is planning to begin to purchase new books and materials this fall.
5. There was a discussion of the processing of Attorney's Letters by library staff. When real property is bought/sold or refinanced, the library is asked to show if there are any outstanding debts owed to the library. This process requires that library financial records be searched, phone calls to and from attorneys may be made, and a letter written confirming that fees are paid or owed. The charge for this effort has been $15.00. The amount of time needed per request can vary and may take up to eight hours. The fee charged for this service has been $15.00. The board agreed that the fee should be raised to $20.00 as of October 1, 2002 to more accurately reflect the actual cost of this service.
6. Jones presented the proposed FY 2003 budget, which shows expenditures and expenses in balance. The new budget reflects a growth in fee revenue from new homes and businesses of approximately three percent. In addition the revenue budget includes some anticipated personal property fees. This amount may not be substantial. The proposed budget was approved on a motion by Zerkis and seconded by Gallet.
7. Jones reported that library statistics were slightly down for the month but not considered significant because of vacation, and numbers should increase with changes in how books and materials are processed through the new circulation system.
8. The monthly payments on invoices to Business Interiors, which were delayed and held back in June and July to balance cash flow, will be resumed.
9. Kelley reported on her progress with the personal property project. What started as a simple question about personal property has expanded into a very useful project of identifying possible fees that could be owed to the library district for several categories of property. Kelly has taken a leadership role in handling this extensive project with valuable assistance from Ludwig and Zerkis. Kelley's effort should be highly commended. A lot of hands-on research of county and actual property is being done to identify property in the district to county records, and provide listings of property for the county to use. Kelley has gotten cooperation from county and state agencies in this project. The board hopes that there may be some positive results from this project which can result in found revenues this fall.
10. Jones presented a proposal to open the library for four hours on Sundays and to expand the numbers of hours open each week from 40 to 44. There will be a small incremental cost for salaries and utilities for the increased hours but this is included in the new budget and, more importantly, the new Sunday hours will better serve the community. Jones is also able to increase hours through staff scheduling and the assistance of volunteers. This proposal was approved by the board on a motion by Zerkis and seconded by Kelley.
11. Jones described that the library now offers access to two unique web sites: Tutor.com and Learn-A-Test. These services are now available only at the library during normal hours. Tutor.com is a service which children can use to get help with their homework through the Internet. They can be in contact with live tutors on-line. Learn-A-Test gives individuals the opportunity to practice on sample tests for GED, ACT and Civil Service exams. These services are being made available through the state. Carruthers will add this information to the library's web site.
12. Ed Burns of the Friends of the Library notified the board that the Friends organization has now decided not to take advantage of the availability of the empty store on the main floor of the library for their bookshop. The board was disappointed in hearing this since the opening of that store would have been of benefit to the library and its patrons. Jones will also contact Mark Dinan and ask him to continue in his search for possible tenants.
13. Jones also mentioned that two individuals would be giving seminars at the library. One is a chiropractor who will be giving a series of health seminars, and the other will be giving seminars on personality traits. Both seminars are free and the public is certainly invited to attend.
14. Jones also reported that he has hired two part-time employees who have begun work and are being trained.
15. Jones reported that the annual systems contract with the Harrison Regional Library is up for renewal. On a motion by Zerkis, seconded by Kelley, the proposed contract was amended and approved by the board, and sent to HRL for their review and approval.
16. Jones also reported that the newly implemented circulation system is now working well. A few relatively minor problems had been identified and corrected with the assistance of the Harrison Regional Library systems staff.
17. Mary Sue Ludwig was elected to a four-year term as Trustee of the library and a member of its board of directors. Steve Zerkis was appointed by a vote of the board also to a four-year term as Trustee of the library and a member if its board of directors. Both individuals had been filling the unexpired term of board members who resigned in 2001.
18. Carol Farr administered the oath of office as trustees to Gallet, Kelley and Zerkis in her role as notary public. Carruthers and Ludwig will be asked to have the oath administered to them before the end of September.
19. The next meeting will be held on October 24, 2002, at 8:30AM in the library. This will be the official annual meeting, which is to be held on the fourth Thursday of each October. Everyone is welcome to attend.
