Minutes

2004-2005

Oct 04 / Nov 04 / Jan 05 / Feb 05 / Mar 05 / Apr 05 / May 05 / Jul 05 / Aug 05

1. The October meeting of the board of trustees of the North Shelby Library District was held on October 21, 2004 at the library. The meeting was called to order by board president Kay Kelley. Board members presented included Kelley, vice president Tom Allen, Tim Ryan, Kelley, and secretary/treasurer Steve Zerkis. Chris Turner was present as a guest.

2. The meeting agenda was presented, discussed and revised to include other submitted topics, and adopted on a motion by Zerkis, seconded by Ryan.

3. The minutes of the September 21, 2004 board meeting were approved on a motion by Ryan, seconded by Kelley.

4. The September 2004 financial reports were presented. The library ended its fiscal year ahead on revenues and below budget on expenses. Cash on hand is at the highest level it's been at since the new library was constructed. The board voted to accept the reports on a motion by Zerkis, seconded by Gallet.

5. Farr reported a continued increase in circulation for September over the comparable period last year of 2,315 items, and a FY2004 increase over FY2003 increase of 16,172, an increase of approximately 13 percent.

6. The annual invoicing and collection process is underway. The total amount assessed for FY2005 is $650,329, an increase of $25,350. This is an improvement of 4 percent over last year. We expect most payments will be made through the new lockbox system installed earlier this year. Payments made this way have been without problem. Personal Property fees will be billed in early November.

7. Twenty people attended the brown bag lunch program on September 20. A red maple tree was planted courtesy of the Alabama Urban Forestry Association. Farr said that she asked the executive director, Shelly Green, to possibly plant another tree next year on Arbor Day.

8. Farr spoke with the Shelby county Art Association about displaying their artwork. They have agreed to provide artwork as we have space available. They will donate up to 15 percent of the sales to the library.

9. Farr wrote an article for the Birmingham News about several library activities including improved circulation, increases in books and activities now available such as the Mother/FatherRead Program.

10. A wine and cheese party will be planned for early in 2005. This will be a way to sell books and raise funds.

11. Chris Turner reported on the activities of the new Mount Laurel library branch. They now have approximately 150 books on their shelves, and book checkouts have started, and procedures written. The books are being displayed in an antique book cabinet in a store.

12. The board discussed the idea of encouraging Eagle Scout projects, and Scout and OMHS service projects at the library.

13. The annual meeting will be held on October 28, 2004 as required by law. The time of the meeting is 4:00PM.

14. The next board meeting is scheduled for Tuesday, November 30, 2004 at 4:00PM. A motion to adjourn was made by Zerkis and accepted.

1. The November meeting of the board of trustees of the North Shelby Library District was held on November 30, 2004 at the library. The meeting was called to order by board president Kay Kelley. Board members present included Kelley, vice president Tom Allen, Tim Ryan, Alain Gallet and secretary/treasurer Steve Zerkis. Guests included Linda Andrews, Hoover library director, and George Farmer, their board president.

2. The meeting agenda was presented, discussed and revised to include additional topics, and adopted on a motion by Allen, seconded by Ryan.

3. The minutes of the October 21, 2004 board meeting, and the October 28, 2004 Annual Meeting were discussed and approved on a motion by Ryan, seconded by Zerkis.

4. Our guests from the Hoover Library were introduced. The purpose of the meeting was to have an exchange of ideas, and Kelley and other board members had a discussion with them regarding ways in which the two libraries could cooperate to better serve the residents of both Hoover and the library district. Kelley, and other board members, made a presentation describing library's facilities, capabilities and opportunities for sharing services. We expect to continue in communication with the HPL. Andrews and Farmer will meet with Hoover Mayor Petelos and discuss their suggestions with us.

5. The October financial reports were presented. Financial reports were accepted on a motion by Allen, seconded by Zerkis.

6. Fiscal Year 2005 invoices have been mailed and remittances are being received without problem through the new lockbox system. The total amount billed for personal property assessments for FY 2005 is $71, 306, an increase of $13,057.

7. Circulation for October increased over the comparable period in 2003 by 1,758 items.

8. Computer classes will resume in January. A class in resume writing will also be presented.

9. Farr has purchased two book cases for the book sale corner next to the staircase. A used book sale is scheduled for December 4, 2004.

10. The holiday schedule for 2005 was discussed and approved on a motion by Gallet, seconded by Ryan.

11. The FY2005 budget was revised to adjust for the changes in Bancorp South mortgage payments on a motion by Gallet, seconded by Zerkis.

12. A tentative date for the wine and cheese party is March 5, 2005.

13. An upgrade of the library's circulation system, Polaris, has been completed.

14. The ornaments on the Christmas tree will be offered for sale.

15. Rachel is working with the McWane Center to host two programs, including a tour of the Southern Museum of Flight, and tours by Boy Scouts.

16. The December board meeting is delayed until January 6, 2005 at 4:00PM. A motion to adjourn was made by Zerkis and accepted.

1. The January meeting of the Board of Trustees of the North Shelby Library District was held January 6, 2005 at 4:00 PM. The meeting was called to order by board president Kay Kelley. Board members present included vice president Tom Allen, Alain Gallet and Tim Ryan. Also present was Carol Farr, the library's acting director, and Ellen Schmidt.

2. The meeting agenda was presented discussed and revised to include additional topics, and adopted on a motion by Tom Allen, seconded by Tim Ryan.

3. The minutes of the November 30, 2004 board meeting were approved on a motion by Tom Allen, seconded by Tim Ryan.

4. Ellen Schmidt presented the grounds report.

5. The November financial reports were presented. The reports were accepted on a motion by Tom Allen, seconded by Tim Ryan.

6. Circulation for November increased over the comparable period in 2003 by 3,023 items.

7. Farr reported that approximately $404 was made on the December book sale.

8. Farr has met with two scouts concerning Eagle projects.

9. Farr reported that Spanish Classes will begin at the library on February 7 and will last 21 weeks.

10. The library received a $500 donation from the Bruno's Memorial Classic to sponsor a Motheread program. Natasha Hanna will conduct the workshop.

11. Farr reported that the Shelby County matching grant application to is due February 28, 2005. The library will ask for adult and children's reference, and children's non-fiction books.

12. There will be a Theatre Workshop for Homeschoolers in February. Philip McEntee will be conducting the workshop.

13. A policy was discussed concerning banning patrons from the library. On a motion by Tom Allen and seconded by Tim Ryan the board adopted the following policy and procedure. "Violation of Alabama Code will result in the person being banned from North Shelby Library". The policy will be posted in the library.

14. Alain Gallet requested an updated job description from Carol Farr.

15. An update was given on the Wine and Cheese party.

16. The next board meeting will be held February 22, 2005 at 4:00 P.M. The meeting was adjourned.

1. A meeting of the board of trustees of the North Shelby Library District was held on February 22, 2005 at 4:00PM at the library. The meeting was called to order by board president Kay Kelley. Board members present included vice president Tom Allen, secretary/treasurer Steve Zerkis, and Alain Gallet. Also present was Carol Farr, the library's acting director.

2. The meeting agenda was presented, discussed and revised to include additional topics, and adopted on a motion by Steve Zerkis, seconded by Tom Allen.

3. The minutes of the January 6, 2005 board meeting were approved on a motion by Steve Zerkis, seconded by Tom Allen.

4. The December and January financial reports were presented, discussed and accepted on a motion by Steve Zerkis, seconded by Tom Allen.

5. Farr reported that circulation for December and January increased over the comparable period in 2003 and 2004 by approximately 1,400 items.

6. Farr met with a Mr. Ralph Lorino to discuss the possibility of installing additional shelving in the children's department. He suggested taking an inventory of available unused shelving material, and determine what needs to be purchased. Cost of the inventory will be $650, and installation would be $1,200 plus any additional parts.

7. The status of the wine and cheese party to be held on March 5 as part of a book sale was discussed. Invitations are being mailed.

8. A Boy Scout is offering to install end panels on the upstairs shelving.

9. Twenty people have signed up for the Spanish Classes.

10. Farr and professional staff attended a conference at the Homewood Library in January. Sessions attended included an AVL workshop, book discussion groups, and a session on using the Bibliostat Connect database. Carol also attended a standards workshop at APLS and will report on that at the March trustee's meeting.

11. Farr and professional staff will attend the Alabama Library Association annual conference in Birmingham in April. There is also a trustee's workshop.

12. Staff is working to prepare for the Summer Reading Program. A letter is being prepared to be sent to local vendors requesting a donation for the program.

13. Farr suggested visiting the children's department to see the work done by Rachel with the Lemony Snicket program and Maisy, as sponsored by Barnes and Noble. And to also view the hard work of the Junior Master Gardeners which is on display. Liz Alosi taught the classes last summer.

14. The library received $366 from the Shelby County Master Gardner's from the ornament sales.

15. A draft of the annual audit should be received in approximately a week.

16. The library behavior policy was discussed and approved on a motion by Tom Allen, seconded by Steve Zerkis.

17. Zerkis pointed out that both the US and Alabama state flags are required by state law to be displayed.

18. There was discussion about publicity for the Mount Laurel library.

19. There was discussion about unattended children in the library.

20. The next board meeting will be held on March 24, 2005 at 4:00PM at the library. The meeting was adjourned on a motion by Zerkis.

1. A meeting of the board of trustees of the North Shelby Library District was held on March 24, 2005 at 4:00PM at the library. The meeting was called to order by board president Kay Kelley. Board members present included vice president Tom Allen, secretary/treasurer Steve Zerkis, and Alain Gallet. Also present were Carol Farr, the library's acting director, and our external auditors Keith Barfield and Marina Renda.

2. The meeting agenda was presented, discussed and revised to include additional topics, and adopted on a motion by Steve Zerkis, seconded by Alain Gallet.

3. The minutes of the February 22, 2005 board meeting were approved on a motion by Steve Zerkis, seconded by Alain Gallet.

4. Keith Barfield and Marina Renda presented the annual audit of the library's finances for the fiscal year 2004. Mr. Barfield noted improvements in the financial strength of the library's financial position. There will be no items to report in an Audit Management Letter.

5. The February financial reports were presented, discussed and accepted on a motion by Steve Zerkis, seconded by Kay Kelley. The board also advised the director to invest an amount of cash on hand in excess of needs in a short term certificate of deposit.

6. Farr reported that circulation for February increased over the comparable period in 2004 by 590 items.

7. $1695 worth of books from the wine and cheese party held on March 5 were sold, however that was $1,100 short of the amount invoiced.

8. April programs include a program through the Alabama Humanities Foundation, and for National Library Week.

9. The director applied for a technology grant with APLS for funds to replace the computer used to update our website. Funds requested are $2,000 with a $668 match by the library. She also applied for a literacy grant from Wal-Mart for $1,000.

10. State Representative Mary Sue McClurkin has awarded a grant for $5,000 to be used for the library's Summer Reading Program.

11. A number of programs are being offered through our library's youth program for various age groups and those children being home schooled. These programs are numerous and include lectures, films, theatre workshops, poetry readings and teen advisory group meetings. Details of these offerings are available on the library's website.

12. Ninety nine patrons attended our computer classes from January through March 18.

13. Chairs donated by Ruth Goodwyn in memory of her husband, Edward, have arrived and gratefully accepted

14. Liz Alosi was able to have two trees donated to the library. The first of these will be planted on Earth Day, April 21.

15. There was discussion about assistance for the Mount Laurel and Dunavant Valley community in the establishment of a small library. A survey or residents was suggested.

16. Lisa Shaw has been hired as a receptionist for the library.

17. A draft job description for the director was distributed.

18. The next board meeting will be held on April 20, 2005 at 4:00PM at the library. The meeting was adjourned on a motion by Zerkis.

1. A meeting of the board of trustees of the North Shelby Library District was held on April 27, 2005 at 4:00PM at the library. The meeting was called to order by board president Kay Kelley. Board members present included vice president Tom Allen, secretary/treasurer Steve Zerkis, and Alain Gallet. Also present were Carol Farr, the library's acting director, and Barbara Roberts, director of the Harrison Regional Library.

2. The meeting agenda was presented and discussed, and adopted on a motion by Tom Allen, seconded by Steve Zerkis.

3. The minutes of the March 24, 2005 board meeting were approved on a motion by Alain Gallet, seconded by Steve Zerkis.

4. The February financial reports were presented, discussed and accepted on a motion by Steve Zerkis, seconded by Tom Allen. Concerns over the fee revenue shortfall were raised but not considered significant.

5. Farr reported that circulation for March increased over the comparable period in 2004 by 672 items.

6. Barbara Roberts presented her proposal for the creation of an area consortium to facilitate the receiving of grants for programs such as homework assistance.

7. A proposal from Fred Kapps to construct a testing facility adjoining and within the library was discussed.

8. Adult programming for May will include an author visit.

9. New flags were received as a donation and will be installed in May.

10. EBSCO made a $500 donation to the Library's Summer Reading Program. .

11. The first of two donated trees will be planted on Earth Day, April 21.

12. There was discussion again about the establishment of a small library in the Dunnavant Valley area. A survey of resident needs was reviewed.

13. Michelyn is planning an Adult Summer Reading Program.

14. Katie Arnold, one of the founders of the North Shelby Library passed away on April 1. Her wish was for donations to be made to the NSL in lieu of flowers. A total of $2,370 has been received to date in her memory

15. The next board meeting will be held on May 25, 2005 at 4:00PM at the library. The meeting was adjourned on a motion by Zerkis.

1. A meeting of the board of trustees of the North Shelby Library District was held on May 25, 2005 at 4:00PM at the library. The meeting was called to order by board president Kay Kelley. Board members present included vice president Tom Allen, Tim Allen, and Alain Gallet. Also present were Carol Farr, the library's acting director, and Fred Kapp.

2. The meeting agenda was presented and discussed, and adopted on a motion by Tim Ryan, seconded by Tom Allen.

3. The minutes of the April 27, 2005 board meeting were approved on a motion by Tom Allen, seconded by Tim Ryan.

4. The April financial reports were presented, discussed and accepted on a motion by Tom Allen, seconded by Tim Ryan.

5. Fred Kapp discussed his proposal for the build out of the unfinished space on the second floor of the library. On a motion by Tom Allen, the board approved to go forward with a $10.00 square for Class A joint venture minus build out between the Department of Agriculture and Alabama Pest Control with utility increases to be added on. This will be a twenty year lease with an option to renew. Fred discussed his plans for his consulting business. The board decided to go forward as landlord rather than as a business partner.

6. Farr reported that circulation for April increased over the comparable period in 2004 by 1,773 items.

7. Farr reported that new US and state flags were presented and are being displayed. The flags were donated by Kim Fredrick, and Boy Scout Troop 555 from the Church of Latter-Day Saints conducted the flag raising ceremony.

8. Farr reported that the summer Reading Program kickoff was scheduled for June 4 and that the library has distributed over 6,000 calendars to area schools and daycares. 800 plus brochures for the Adult Summer Reading Program were mailed to area senior citizens. Ten people have signed up so far. Distribution of flyers to local daycares increased attendance for Kristy's PJ Storytime from two to twelve.

9. Farr is obtaining a price quotation for a new server for the accounting system.

10. Farr reported that the library has received three more donations for the Summer Reading Program. The Town of Indian Springs Village donated $2,000 in honor of Ed Goodwyn and Dr. Ruth Goodwyn. The Caring Foundation of Blue Cross and Blue Shield of Alabama, and Alabama Gas Corporation each donated $100.

11. The next board meeting will be held on June 30, 2005 at 4:00PM at the library. The meeting was adjourned on a motion by Gallet.

1. A meeting of the Board of Trustees of the North Shelby Library District was held on July 25, 2005 at 4:00 P. M. at the library. The meeting was called to order by board president Kay Kelley.  Board members present included Vice- President Tom Allen, and Alain Gallet. Also present was Director Carol Farr.

2. The meeting agenda was presented, discussed and adopted on a Motion by Tom Allen, seconded by Alain Gallet.

3. Minutes were not available from the June 30, 2005 meeting.

4. The June financial reports were presented and accepted on a motion by Alain Gallet, seconded by Tom Allen.

5. Farr reported that circulation for June 2005 had decreased over the comparable period in 2004 by 823 items.

6. Farr reported that she has received the Shelby County Chamber listing and is in the process of preparing a mailing to promote the library’s meeting room space.

7. Farr reported that the library has received a $100 donation from the Alabama Power Foundation for the Summer Reading Program. We have also received a $1,000 donation from the Brook Highland Women’s Club for children’s books.

8. Farr will have final statistics on the Summer Reading Program in August.

9. Farr reported that the library has is receiving the surveys back from the Mt Laurel residents. She will report on this further at the next meeting.

10. Farr presented a draft of the 2005-2006 budget. On a motion by Alain Gallet, seconded by Tom Allen, the board voted to cap current costs on health care expenses paid by the library for eligible employees. There will be a 50-50 split on any future increases between the library and eligible employees. Other recommendations were to include prior assessments as part of the budget based on collections during the three previous years. Two additional revenue line items were added; one for the 2006 Summer Reading Program and the Mt Laurel Library.

1. A meeting of the Board of Trustees of the North Shelby Library District was held on   August 25, 2005 at 4:00 P.M. at the library. The meeting was called to order by board  President Kay Kelley. Board members present included Tom Allen, Steve Zerkis,
 Alain Gallet and Tim Ryan. Also present was Director Carol Farr. Also attending was Hollie Johnson, CPA, from the accounting firm of Barfield, Murphy, Shank & Smith.
  
2. The meeting agenda was presented, discussed and adopted on a motion by Tom Allen, seconded by Alain Gallet.

3.The minutes of the June 30, 2005 meeting were approved on a motion by Tom Allen seconded by Alain Gallet.

4.The minutes of the July 25, 2005 meeting were approved on a motion by Alain Gallet seconded by Tom Allen.
 
5.The July financial reports were presented and accepted on a motion by Alain Gallet seconded by Tom Allen.

6. Farr presented a final draft of the 2005-2006 budget. On a motion by Steve Zerkis and seconded by Alain Gallet, the budget was approved.

7. The Board agreed to accept GAS # 34 as explained by Mrs. Johnson, which will include new guidelines for the library audit and additional cost.

8. A written compensation resolution was adopted on a motion by Alain Gallet and seconded by Tom Allen.

9. The board reviewed the five year plan and instructed Farr to delete certain items and “fine tune” the remaining items and go ahead and submit to the State as is. She will submit the revised five year plan after the first of the year for further review  by the board. 

10. The next meeting of the Board of Directors will be October 7, 2005 The meeting was adjourned on a motion by Tom Allen.