Minutes
2003-2004
Oct 03 / Jan 04 / Mar 04 / Mar 04 / Apr 04 / May 04 / Jun 04 / Jul 04 / Aug 04 / Sep 04
. The Annual Meeting of the board of trustees of the North Shelby Library District was held on October 23, 2003 at 4:00PM at the library. The meeting was called to order by the board president Alain Gallet. Board members present included vice president Wanda Carruthers, Gallet, Kay Kelley and Mary Sue Ludwig. Also present was library associate director Carol Farr. In attendance was Ellen Schmidt.
2. The meeting agenda was discussed, revised and adopted.
3. The minutes of the September meeting were discussed. Several revisions were made and the minutes approved on a motion by Kelley, seconded by Carruthers.
4. Farr reviewed changes in he FY2004 budget, and provided the board with an update on assessment billing.
5. Farr presented the library circulation statistics for September.
6. Kelley discussed the employment applications being used by the library and suggestions for changes in the director's position description.
7. Farr presented options for the purchase of the leased phone system.
8. Farr presented a description and price quotes received from the Harrison Regional Library for the replacement of several current personal computers and a server.
9. Farr also reported that the benches previously ordered have been received.
10. Ellen Schmidt discussed the purchase of a redwood tree as part of the library's landscaping effort, and presented two price quotes. Kelley moved, seconded by Carruthers, that $300 be budgeted for the tree and landscaping.
11. Farr said that the Master Gardeners will be decorating the Christmas tree again this year.
12. Gallet read the letter sent to the Pelham city attorney regarding the annexation issue.
13. Gallet discussed his meeting with Elton B. Stephens, Jr. Concerning library services in Mount Laurel. Stephens will be invited to make a presentation to the board. 1
4. The next board meeting will be held on November 20, 2003 at 4:00PM.
1.The monthly meeting of the board of trustees of the North Shelby Library District was held on January 22, 2004 at 4:00PM at the library. The meeting was called to order by board president Alain Gallet. Board members present included Gallet, Kay Kelley, Mary Sue Ludwig and secretary/treasurer Steve Zerkis. Also present was the library's associate director, Carol Farr. In attendance were Ward Tishler and Sidney Green from Mount Laurel in the Dunavant Valley area, and Barbara Roberts and Mary Hedrick from the Harrison Regional Library.
2. The meeting agenda was received, discussed, revised and adopted.
3. The minutes of the last board meeting held in November were approved on a motion by Kelley, seconded by Gallet.
4. Messrs. Tishler and Green discussed with the board the need for a library or library services in and near the Mount Laurel subdivision on Route 41 in the Dunavant Valley. They passed on a letter to the board from EBSCO offering a lot if the library were to build a building. A store owner has offered space for book shelves. Several suggestions were discussed and the board offered to work with the residents as they determine their library needs including a community meeting at Mount Laurel, and a possible visit to the Chelsea library.
5. Roberts reported that she had met with Gallet earlier and offered several suggestions for the library. She provided an analysis of book circulation and suggested that the library begin a process of weeding of old and non-circulating books. The board agreed and this process will begin on February 16 th with help from Harrison. Roberts pointed that two top needs of this library should be to buy books and hire quality staff.
6. Hedrick provided a proposal for replacement of and additions to the library's inventory of public access personal computers. This proposal will be used as part of a grant request to Shelby County.
7. Roberts also suggested that the library hire reference and children's librarians as a priority before hiring a new director. The board agreed on a motion by Ludwig, seconded by Zerkis, and asked Farr to take action to hire for those positions. Zerkis was asked by the board to draft job ads for those hires.
8. Farr said that Dr. Richard Bailey will be a speaker at the library on February 4 th to present topics relating to Black History.
9. Farr reported that the external auditors should have their audit of the financial records of fiscal year 2003 almost completed and they will present a draft of their report to the board at the next board meeting.
10. Farr presented the proposed vacation schedule for 2004, which was revised and approved on a motion by Gallet, seconded by Zerkis.
11. Kelley suggested that the board have a strategic planning work session to continue the process under way when our last director resigned. The board agreed and this work session was scheduled for February 17 th at 4:00PM.
12. Farr reported on the Friends dues notices. Out of 374 dues invoices sent out, 79 individuals have paid their yearly dues.
13. Farr reported that the lockbox project with BancorpSouth and the software contractor is progressing. Testing will occur in February.
14. Gallet will handle repairs to the donation chart.
15. A book sale will be conducted in February. The Key Club of Oak mountain High School will conduct a used book sale in the large meeting room on Saturday, February 28 th .
16. A check for $500 was received from the Master Gardeners. This amount was obtained from the proceeds of the Christmas tree ornament sale conducted by this organization.
17. The board went into executive session and then reconvened.
18. The board appointed Carol Farr to the position of Acting Director of the library effective immediately.
19. The next board meeting was scheduled for February 27, at 4:00PM. The meeting was adjourned.
1. A monthly meeting of the board of trustees of the North Shelby Library District was held on March 2, 2004 at 4:00PM at the library. The meeting was called to order by board president Alain Gallet. Board members present included Gallet, vice president Wanda Carruthers, Kay Kelley, Mary Sue Ludwig and secretary/treasurer Steve Zerkis. Also present was the library's acting director, Carol Farr. In attendance was Keith M. Barfield and Maurina Renda of the public accounting firm of Barfield Murphy Shank & Smith P.C., and Ward Tishler, a resident of the Mount Laurel subdivision,
2. The meeting agenda was received, reviewed, revised and adopted.
3. Barfield and Renda presented and discussed their audit of the financial records of the library for fiscal year 2003 which ended on September 30, 2003. They complimented the library on its financial improvements from fiscal year 2002 to 2003 as reflected in increased revenues, reduced debt and a lowering of the expense level in several significant areas. Their management letter made one suggestion regarding the reporting of expenditures on designated grants. They also explained the impact of the recent federal SAS-99 directive which requires auditors to perform a broader range of interviews of board and staff, and review additional controls in future audits. The final audit report should be received within a few weeks.
4. The minutes of the last board meeting, which was held in January, were corrected and approved on a motion by Kelley, seconded by Gallet.
5. The financial reports for the month of January were discussed. Revenues were up significantly reflecting the receipts of annual and personal property fees. The cash flow report also reflects a much higher cash balance. The financial report was approved on a motion by Zerkis, seconded by Gallet.
6. Farr presented the monthly circulation report for January which reflected increases in customer circulation.
7. Farr advised the board that she is planning to change the check out period for bestseller books from three weeks to ten days in order to encourage quicker return and availability. She said that this change will probably be placed into effect by the beginning of April. A number of new books are being received. Best sellers are placed on display on the first floor near the checkout desk so they can be easily seen.
8. Farr gave the board an update on the book "weeding" process. Harrison Regional Library started this project on February 16 along with library staff, and should complete the initial phase in about six weeks. This will become an ongoing process with an objective to remove from inventory books that are relatively unused, obsolete or worn from use. HRL will also work with Farr in creating a collection development plan.
9. Mary Sue Ludwig announced that she is resigning from the library board, effective with this meeting, to pursue a campaign for an elected public office in the City of Hoover. She stated that she felt she could leave now that the library was in much better condition than when she first joined the board in 2001. The board will be looking for qualified candidates to fill the unexpired portion of Ludwig's term.
10. Farr said that there has been a significant increase in the demand for tables and space to be used by small groups of students and study groups. She is planning to move some or all of the currently unused back office work stations to the unfinished portion of the second floor to provide additional study areas. She will report back to the board on the projected cost to make this move. The cubicles will be moved from the first floor back area which can then be available for the convenient storage and display of used books. The area just inside of the rear door will also have shelves installed and be used for book sales.
11. Ludwig discussed proposed library services at Mount Laurel and a visit to the Chelsea library has been proposed. Tishler and several board members are interested in making a visit. It will tentatively be made on Friday, March 5, 2004. Gallet will advise all who are attending of the specific location. According to Tishler, Jim Landreth, who operates businesses in Mount Laurel, has offered space in his store for the display of library materials.
12. Farr discussed the status of the lockbox project in which future remittances of user fees will be made directly to a lock box at BancorpSouth. ACCI, the software contractor, is currently testing the system with the bank.
13. A book sale, conducted on February 28 at the library by the Key Club at Oak Mountain High School, resulted in sales of more than $1,200 in used books. The board commended this group for their work and letter of appreciation will be sent by Gallet.
14. Farr reported that a new reference librarian has been hired and is scheduled to begin work on March 19, 2004. Farr is also recruiting for the open children's librarian position.
15. Kelley will discuss our Pelham action with the library attorney and report back to the board.
16. The next board meeting is scheduled for March 30, 2004 at 4:00PM. The meeting was adjourned.
1. The monthly meeting of the board of trustees of the North Shelby Library District was held on March 30, 2004 at 4:00PM at the library. The meeting was called to order by board president Alain Gallet. Board members present included Gallet, vice president Wanda Carruthers, Kay Kelley and secretary/treasurer Steve Zerkis. Also present was the library's acting director, Carol Farr. Candace Hammick was present as a guest.
2. The meeting agenda was presented, revised to include additional topics for discussion, and adopted.
3. The minutes of the previous board meeting held on March 2, 2004 were adopted pending the clarification of a point about using the management letter that accompanied the library's recent annual audit in the minutes.
4. Farr and Zerkis presented the February financials. There was discussion about funds received and spent. The library is within budget.
5. Farr presented library circulation statistics which showed an increase for February.
6. Farr announced that she has hired Michelyn Reid as a reference librarian. Reid began work on March 16. She will be conducting computer classes shortly. Carruthers suggested that this information be placed in local newspapers.
7. National Library Week will be from April 18-23. As part of the library's participation, Jerry Tracey, a weather caster from Channel 13 News, will present a program at the library on Thursday April 22 for home school parents and children.
8. BancorpSouth will be offering several community programs at the library starting this summer and running through the year. These will include such topics as: starting your own business, fraud, identity theft and buying/selling your own home.
9. A group of eight students were shown how to use Tutor.com on March 29. Help with the use of this product will be given again at the library.
10. A thank you note was received from Ellen Schmidt for the library's gift certificate to her for her volunteer efforts in leading the landscaping of the library.
11. The board instructed Farr to hire a full-time children's librarian. She mentioned that she has an opportunity to also hire a part-time children's librarian for the summer. The board suggested she hire both and not delay in hiring a full-time librarian.
12. The lock box project software is in testing. When completed, this software will allow payments to be made to the library through BancorpSouth with cash processed by the bank and payment information processed to the library's accounts receivable system. Farr is working with both BancorpSouth and the software contractor to complete testing.
13. Farr announced that the library received a payment of $10,000 from Shelby County as part of a matching grant awarded in 2003 for the purchase of new books. Farr also announced that the library was awarded a new matching $10,000 grant from Shelby County which will be used for the purchase of new computer equipment and software in 2004. The new equipment and software is anticipated to be installed by the end of June. Zerkis mentioned that he sent thank you letters to each of the county commissioners for this grant.
14. Farr also announced that a new high speed T-1 communication line for access to the internet is scheduled to be installed by April 23.
15. Farr will be receiving an update on April 17 describing the progress by residents of Mount Laurel in the creation of a branch library.
16. Kelley announced that she met with Chelsea city councilman John Ritchie to discuss several common issues including the fact that some Chelsea city residents may be paying a library fee to the North Shelby Library.
17. The Board went into executive session and discussed a matter that involved counsel.
18. A resolution was passed by the board on a motion by Kelley, seconded by Carruthers, adding Gallet and Farr to the BancorpSouth checking account documents. Zerkis is already included.
19. Farr and Zerkis will be in contact with BancorpSouth and Aliant banks about the renewal of loan agreements.
20. Farr was asked by the board to contact local newspapers to print articles regarding the recruitment of a trustee to fill the term of Mary Sue Ludwig.
21. The next board meeting was scheduled for April 28, 2004 at 4:00PM. The meeting was adjourned.
1. The monthly meeting of the board of trustees of the North Shelby Library District was held on April 28, 2004 at the library. The meeting was called to order by board president Alain Gallet. Board members present included Gallet, Kay Kelley and secretary/treasurer Steve Zerkis. Also present was the library's acting director, Carol Farr.
2. The meeting agenda was presented, revised to include additional topics, and adopted.
3. At the March 30, 2004 board meeting, the March 2, 2004 meeting minutes had been approved pending clarification of a question raised about the management letter which accompanied the report of the annual audit. That point was clarified and confirmed in a subsequent communication to the board, and the minutes stand as presented and approved.
4. The minutes of the March 30, 2004 meeting were approved as written on a motion by Kelley, seconded by Gallet.
5. Farr and Zerkis presented the March financials. Year-to-date revenues are better than plan while expenses remain below plan.
6. Farr presented March circulation statistics which show that library usage continues steadily.
7. Farr and Kelley presented the new Shelby County circulation policy. It was adopted by the board with several revisions on a motion by Kelley, seconded by Zerkis.
8. Farr announced that the new T-1 communication line connecting the library to the county server for internet access has been installed and has been in use as of April 26, 2004. The board asked Farr to publicize this new capability in the Birmingham News.
9. The new Dell personal computers were ordered and have been received. These will be used to replace the current children's and public access PC's, and to add two additional public access work stations. The main server will also be replaced. This project is tentatively scheduled to be completed by June 1, 2004.
10. Farr and her staff will be working on a developing a D-Day program for the library for June.
11. The annual Summer Reading Program is being developed and is scheduled to start on June.
12. Several gardening programs are underdevelopment with the first of these to begin in May.
13. The book weeding program, done with assistance from the Harrison Regional Library, has removed over a 1,000 old and obsolete books from the library's inventory. This stage of the program should be completed by the end of May.
14. One of the library's loans is up for renewal. This is a second mortgage with Aliant Bank. They are offering to convert this year-to-year loan to a six year loan with a fixed interest rate that is 4/10th of a percentage point lower than our existing loan rate. The board approved the loan agreement on a motion by Zerkis, seconded by Gallet.
15. A second mortgage held by BancorpSouth is also up for renewal and the board provided direction to Zerkis to negotiate terms.
16. Farr would like to extend the number of hours the library is open to the public by adding two additional hours on Friday. The library will be open on Fridays from 10:00AM to 4:00PM starting on June 4, 2004. With this action it will be open 50 hours a week. This action was approved by the board on a motion by Zerkis, seconded by Gallet. The board asked Farr to publicize the new hours within the library and with the Birmingham News.
17. Resident applications for the vacant board position have been received and will continue be to received until the deadline of May 15. Interviews with candidates will be scheduled to begin on May 19 after the scheduled board meeting. Candidates will be invited to attend the meeting.
18. The board urged Farr to actively recruit a full-time children's librarian. A part-time children's librarian has been hired and will begin work in June for several weeks this summer and then continue on weekends during the year.
19. Farr will have the reference librarian begin to update the library's website.
20. The Lockbox Project has been completed and should be operational as of April 29.
21. The project for a branch library at Mount Laurel is being organized by its residents. No firm date has been established for services to begin.
22. The board previously authorized the purchase of wooden benches which had been paid for with donations. Kelley reported that four more of these benches will now be acquired.
23. Farr reported that a previously approved project to create study areas in the unfinished 2 nd floor area using cubicle furniture is currently in planning.
24. The board asked Farr to discuss the current data back-up and storage procedures with the systems staff of the Harrison Regional Library and report her findings to the board.
25. The next board meeting is scheduled for Wednesday, May 19 at 3:00PM. The meeting was adjourned on a motion by Zerkis, seconded by Kelley.
1. The monthly meeting of the board of trustees of the North Shelby Library District was held on May 19, 2004 at the library. The meeting was called to order by board president Alain Gallet. Board members present included Gallet, Kay Kelley and secretary/treasurer Steve Zerkis. Also present was the library's acting director, Carol Farr. Several guests were also present.
2. The meeting agenda was presented, revised to include other topics, and adopted on a motion by Kelley, seconded by Gallet.
3. The minutes of the April 28, 2004 meeting were approved as written on a motion by Kelley, seconded by Gallet.
4. The several guests were introduced to the board. They included, Thomas Allen, Tim Ryan, Sam Wazer and Ward Tishler. Each applied for the open trustee position vacated by Ludwig and attended the meeting prior to their interviews. Each was interviewed at the end of the meeting.
5. The April financial reports were presented by Farr and Zerkis. Year-to-date revenues are on plan and expenses continue to remain under budget. Financial reports were approved on a motion by Zerkis, seconded by Kelley.
6. Farr reported that library circulation was down slightly for April but still higher when compared to April 2003. As of April 2004, total circulation was 65,243 items compared to 61,215 a year ago.
7. Farr reported that the project to create student study areas using cubicles is still in planning and the work should be completed by the end of July.
8. Several programs are scheduled for May and the remainder of the summer including a brown-bag gardening program on May 25, and a Think First program on May 27 sponsored by Children's Hospital.
9. Summer Reading 2004 has been scheduled for June and July with a kick-off party on June 5. Approximately 8,000 program calendars have been distributed to local schools and daycare facilities.
10. A D-Day display is being created and will be available for viewing the week of June 1-6.
11. A series of computer classes for beginners is being offered by Michelyn Reed, our reference librarian. She is also working on the library's website to add content.
12. The installation of new computers and software is scheduled to begin on May 20. All public access computers are being replaced and two addition work stations are being added with the assistance of a grant.
13. Zerkis reported that the renewal of a second mortgage with an annual renewal being held by BancorpSouth has been renegotiated at a lower interest rate and for a fixed term of six years. This will result in a significant savings to the library. The board passed a resolution to accept this proposal on a motion by Kelley, seconded by Zerkis.
14. Farr reported on her progress in recruiting a full-time children's librarian.
15. The next board meeting is scheduled for Wednesday, June 16, 2004 at 4:00PM. The meeting was adjourned on a motion by Zerkis, seconded by Kelley.
1. The monthly meeting of the board of trustees of the North Shelby Library District was held on June 16, 2004 at the library. The meeting was called to order by Alain Gallet, board president. Board members present included Gallet, Kay Kelley, Tom Allen and Steve Zerkis, secretary/treasurer. Also present was Carol Farr, the library's acting director. Eileen Schmidt was also present as a guest.
2. Thomas Allen was introduced as the newest member of the board of trustees. He was appointed by the board to fill the unexpired trustee term of Mary Sue Ludwig on an email motion by Kelley, seconded by Zerkis. The vote was three ayes with Carruthers abstaining.
3. The meeting agenda was presented, revised to include other topics, and adopted on a motion by Gallet, seconded by Kelley.
4. The minutes of the May 19, 2004 meeting were approved as written on a motion by Kelley, seconded by Zerkis.
5. Schmidt was invited to make a presentation on her progress of landscaping and beautification of the grounds of the library.
6. The May financial reports were presented by Farr. Year-to-date revenues continue to be on plan and expenses continue to be under budget.
7. Farr reported that the library is keeping up with the demand for new books. Circulation improved over the same period a year ago for both popular collection and juvenile fiction. The county circulation system was down for two days in May and that data will be added to the June report.
8. The annual Summer Reading program has begun with the kick-off held on June 5. More than 650 children have registered for the program with more anticipated.
9. Farr will be conducting a sale with Scholastic Books. She projects that it will earn approximately $250 for the library. Some or all of these funds will be used to purchase new DVDs.
10. Reference librarian, Michelyn Reid, has created a display of gardening books in recognition of a donation from the Shelby County Master Gardeners .
11. Several public programs with speakers have been conducted including those sponsored by BancorpSouth. Others will be held this summer.
12. Farr was asked by the board to begin planning for the FY2005 budget. At the July board meeting she is to present anticipated revenues and significant expenses anticipated for the coming year. She was also asked to present a draft budget at the August meeting and a final budget for the board's approval at the September meeting.
13. Farr briefed the board on her progress in recruiting a children's librarian. She will make an offer to a candidate she has interviewed with an anticipated start date in August.
14. Farr stated that the scheduled dates for moving the cubicles upstairs are August 9-10. They will be assembled in the unfinished area to provide additional study and tutoring areas.
15. Farr discussed the improvements being made to the library's website by Michelyn Reid. Reid has also been appointed as webmaster of the site.
16. The board discussed the upcoming election of trustees. The term of office of three of the library's trustees will end on September 30, 2004. Appropriate legal notices of the election have been posted.
17. The board went into an executive session to discuss a legal matter
18. The meeting was reconvened and the next board meeting was scheduled for July 21, 2004 at 4:00PM. The meeting was then adjourned on a motion by Kelley.
1. The monthly meeting of the board of trustees of the North Shelby Library District was held on July 21, 2004 at the library. The meeting was called to order by Alain Gallet, board president. Board members present included Gallet, Kay Kelley, Tom Allen, and Steve Zerkis, secretary/treasurer. Also present was Carol Farr, the library's acting director.
2. The meeting agenda was presented, discussed, revised to include other topics and adopted.
3. The minutes of the July 16, 2004 meeting were approved as written on a motion by Kelley, seconded by Allen.
4. The June financial reports were presented by Farr. Year-to-date revenues continue to be ahead of plan primarily due to the receipt of unbudgeted grants and additional attorney letter fees.
5. Farr reported that thirty DVD's have been purchased for circulation and more purchases are planned. Additional DVD's will be received at no cost as a result of the settlement of a class-action suite.
6. Farr also reported on several grants. A grant was received for the recently installed T-1 communication like in the amount of $4,900. The library has also received a matching grant from the Shelby County Commission for the purchase of computers. This grant was in the amount of $10,000. The library will receive a voucher from Scholastic Books for $227 for the book fair. It will be used to purchase new children's books in September.
7. Farr reported that circulation is up significantly with an increase of 3,981 items over June 2003. This is attributed to the children's reading programs and the availability of more materials.
8. The library had over 750 children sign up for the Summer Reading Program. The wrap-up party was held at Skates 280 with over 150 people in attendance.
9. Michelyn Reid is conducting a series of computer classes. A schedule is available in the library and on the website.
10. Several public programs are being held. The BancorpSouth program was held over a four week period. Author Tony Crunk will visit the library on August 2. He is an assistant professor of English at UAB and will provide tips to children on writing. This program is being made possible through the Ezra Jack Keats Foundation.
11. Farr presented her first draft of projected revenues and expenditures for the FY2005 budget year. These projections reflect a three percent increase in revenues and a little more than two percent increase in expenses. The board discussed several related issues to provide direction. A draft of the detailed budget will be provided by Farr at the August board meeting.
12. Farr has prepared a job description for a children's librarian for posting on the library's and APLS websites. This is a full-time position.
13. Several benches, purchased for the fulfillment of gifts and pledges, have been received and assembled, and can be seen throughout the library.
14. The board discussed an email from Ward Tishler about the creation of a library at Mount Laurel. Farr will continue to work with Tishler on their previously discussed plans and report their plans back to the board.
15. The current status of the Friends of the Library organization was discussed. Gallet was asked to take the lead in reestablishing this group and report back to the board.
16. A selection of art from the Helen Keller International Art Show will be on display on the walls of the library. Under this program, art from blind, deaf/blind or visually impaired children are sent in to compete in this show. The art pieces are available for sale to benefit this program.
17. Farr was asked to compile a list of educators who live in the library district.
18. The annual invoicing process for library fees was discussed.
19. Allen gave the board a summary of his discussions with Mayor Hayes of Pelham.
20. The need for improvements to the rear patio was discussed. This may be a possible scout program.
21. The next board meeting was scheduled for Tuesday, August 24, 2004 at 4:00PM. The meeting was then adjourned.
1. The monthly meeting of the board of trustees of the North Shelby Library District was held on August 24, 2004 at the library. The meeting was called to order by Alain Gallet, board president. Board members present included Gallet, Tom Allen, Kay Kelley and Steve Zerkis, secretary/treasurer. Also present was Carol Farr, the library's acting director.
2. The meeting agenda was presented, discussed, revised to include other submitted topics and adopted.
3. The minutes of the July 21, 2004 meeting were approved as revised.
4. The July financial reports were presented by Farr. Year-to-date revenues continue to be ahead of plan while expenses continue to be under budget.
5. Farr reported that library circulation continues to be strong with an increase of 2,425 items over July 2003. This is attributed to the greater availability of materials and children's reading programs.
6. Elections of officers for the library board will be held at the next board meeting in September. By law this is an annual process.
7. Farr reported that a new Motheread/Fatheread Program has been put into place. This is a nine-week program designed to assist in developing storytelling skills. It has been planned by library staff and Kathy Hester, a counselor at Chelsea Elementary School. It begins on August 26 and a schedule of sessions has been posted on the library's website. Funding has been provided by a Bruno Foundation grant.
8. A sale of used hard and soft cover books will be held in the lobby of the library starting early in September.
9. Several study cubicles have been assembled in the unfinished area in the second floor. Previously unused cubicles were moved from the first floor for this purpose.
10. Farr presented a draft of the library's FY 2005 budget for review. Several suggestions were made to reduce projected costs and increase revenues, and a detailed month-by-month budget will be presented for approval at the September board meeting.
11. The computer classes conducted by Michelyn Reid have been well attended. Classes are planned in MS Word and PowerPoint.
12. An author program held on August 2, had 25 people in attendance. The North Shelby Library Reading Group will begin on September 17.
13. Farr met with Ward Tishler and others from Mount Laurel about the proposed library branch. They have asked for about 100 books and are working to obtain some funding for children's books from the homeowner's association.
14. Rebuilding of the rear patio was discussed. It was suggested that this may be an Eagle Scout program.
15. Farr will meet with several people regarding reestablishment of the Friends organization. This will be done before the next board meeting.
16. Kelley will draft a memo to employees describing the library's plans for its management organization and staffing.
17. Farr has interviewed three candidates for the children's librarian position and is looking to make a decision by the end of August. Amber Gilbert has been hired to work part-time in children's, and Kerrie Johnson has returned to the library part-time to also assist in children's.
18. Farr, as Notary Public, administered the oath of office to Tom Allen to complete the term of Mary Sue Ludwig, and to Alain Gallet and Key Kelley for their terms commencing on October 1, 2004. 19. The next board meeting will be held on September 21, 2004 at 4:00PM. The meeting was adjourned on a motion by Zerkis.
1. The September meeting of the board of trustees of the North Shelby Library District was held on September 21, 2004 at the library. The meeting was called to order by Alain Gallet, board president. Board members present included Gallet, Tom Allen, Kay Kelley and Steve Zerkis, secretary/treasurer. Present was Tim Ryan who will join the board as a trustee on October 1, 2004. Also present was Carol Farr, the library's acting director.
2. The meeting agenda was presented, discussed and revised to include other submitted topics and adopted.
3. The minutes of the August 24, 2004 meeting were approved on a motion by Allen, seconded by Kelley.
4. The August financial reports were presented by Farr. Year to date revenues are on plan while expenses continue to be under budget. The board voted to accept the reports on a motion by Kelley, seconded by Zerkis.
5. Zerkis reported on discussions regarding the refinancing of the current mortgage. The first five year period has been completed and a reduction of the interest rate has been obtained that is competitive. The board approved on a motion by Allen, seconded by Zerkis.
6. Farr reported a continued strong increase in library circulation for August over the previous year.
7. The Motheread/Fatheread Program has grown from one to five people and the program is anticipated to grow. A $500 grant has been requested from the Bruno's Memorial Classic for this program next year.
8. Rachel Hodges has been hired as the new Children's Librarian. She previously worked at the Mountain Brook Library on a part-time basis.
9. Farr reported on the progress of the Mount Laurel Library project. The residents are looking to have approximately 100 books available in their store library by the beginning of October.
10. A Brown Bag Lunch titled "Trees for your Home" is scheduled for September 28 to be presented by Shelley Green, executive director of the Alabama Urban Forestry Association. Some grant funds are available from that association to purchase a tree. Ms Green has been asked to display more artwork at the library.
11. Book sale is a success, Over $2,000 was made in the first three weeks. The sale will continue and a small amount of furniture will be purchased to create a "corner store" for a continued sale. The board approved this request on a motion by Zerkis, seconded by Allen.
12. Farr reported that she should be ready to print annual invoices by the end of September.
13. The annual election of new board officers was held. Kay Kelley was nominated for president on a motion by Gallet, seconded by Zerkis, Tom Allen for vice president on a motion by Zerkis, seconded by Kelley, and Steve Zerkis for secretary/treasurer on a motion by Kelley, seconded by Allen. The vote for this slate was unanimous. The oath of office as a trustee was administered to Tim Ryan to be effective October 1, 2004.
14. The proposed FY2005 budget for the library was discussed, revised and approved pending verification of revenues and mortgage costs. Motion to approve was made by Gallet, seconded by Zerkis.
15. The board went into executive session to discuss a legal matter, after which the board meeting was reconvened.
16. The board discussed a draft of a letter to be sent by Farr to employees.
17. The board discussed a suggestion that it meet with the new mayor of Hoover sometime in October to discuss opportunities to share library services and better support our mutual residents. Allen will contact the new mayor for an appointment.
18. Farr was asked to coordinate with Oak Mountain schools on the purchase of student research materials. She will also ask the Oak Mountain High School if they would display student art on library walls.
19. The annual meeting of the board will be held on October 28, 2004 at 4:00PM. A business meeting of the board will be held on October 21, 2004 at 4:00PM. A motion to adjourn was made by Allen and it was accepted.
