Minutes
2005-2006
Oct 05 / Nov 05 / Jan 06 / Feb 06 / Mar 06 / Apr 06 / Jun 06 / Jun 06 / Jul 06 / Aug 06 / Sep 06
1. A meeting of the Board of Trustees of the North Shelby Library was held on October 7, 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, Tim Ryan and
Alain Gallet. Also present was Director Carol Farr. Fred Kapp was present as a guest.
2. The meeting agenda was presented and discussed and adopted on a motion by Tom Allen and seconded by Tim Ryan.
3. Minutes were not available from the August 25 meeting
4. The August financial reports were presented and accepted on a motion by Alain Gallet
and seconded by Tom Allen.
5. Farr reported that circulation for August had decreased over the comparable period in
2004 by 433 items. September stats were not available.
6. Farr reported that the library has received a $2,000.00 literacy grant from WalMart.
7. Farr reported that Kristy Hearn and Tess Bouvier had both attended a Children’s
Services mini conference at the Hoover Public Library.
8. Farr reported that children’s librarian Rachel Hodges has resigned effective October 14
2005 to accept a position at the Pelham Public Library.
9. Farr reported that two new employees have been hired-one full time circulation clerk
and a part time reference clerk.
10. The next board meeting will be held October 27, 2005 at 4:00.
11. The meeting was adjourned on a motion by Tom Allen.
1. A meeting of the Board of Trustees of the North Shelby Library District was held On November 21, 2005 at 4:00 p.m. The meeting was called to order by board President Kay Kelley. Board members present were Tim Ryan and Tom Allen. Also present was Director Carol Farr. Fred Kapp was present as a guest.
2. The meeting agenda was presented, discussed and adopted by Tim Ryan, seconded
by Tom Allen. Election of officers was postponed until all board members are
present.
3. The minutes of the October 7, 2005 minutes were approved on a motion by Tim
Ryan and seconded by Tom Allen.
4. The October financial reports were approved on a motion by Tim Ryan and
seconded by Tom Allen.
5. Farr reported that circulation for October 2005 increased over the comparable
period in 2004 by 546 items.
6. Farr presented the Holiday Schedule for 2006 which was passed on a motion by
Tim Ryan and seconded by Tom Allen.
7. Farr reported that the book sale held on October 8 raised over $500.00
8. Fred Kapp gave an update on the unfinished space in the library.
9. Farr gave a Friends of the Library update. Mary Sue Ludwig has agreed to
be the acting President of the Friends.
10. On a motion by Tom Allen and seconded by Tim Ryan the board agreed to
continue the 50/50 split of State Aid between North Shelby Library and Hoover for those persons who reside in Hoover but are also within the North Shelby Library District.
11. Carol Farr was appointed “interim” Director in January 2003; since that time the Board has decided not to post for a Director and accordingly Farr should drop the word “interim” from her job title. On a motion by Tim Ryan and seconded by Tom Allen Farr will use the title “Director” from now on.
1. A meeting of the Board of Trustees of the North Shelby Library was held on January 19, 2006 at 4:00 P.M. The meeting was called to order by President Kay Kelley. Board members present were Tim Ryan, Steve Zerkis, Tom Allen, and Alain Gallet. Mary Sue Ludwig was present as the interim President of the Friends of the North Shelby Library. Fred Kapp was also present as a guest. Also present was Director Carol Farr.
2. The meeting agenda was presented, discussed and adopted by Tom Allen and seconded by Steve Zerkis.
3. The minutes of the August 25, 2005 meeting were approved on a motion by Tim Ryan and seconded by Tom Allen.
4. The minutes of the November 21, 2005 meeting were approved on a motion by Tom Allen and seconded by Tim Ryan.
5. The November and December 2005 financial reports were approved on a motion by Tim Ryan and seconded by Tom Allen.
6. The proposed copy of the Shelby County Public Libraries Out of County Interlibrary Loan Policy was approved on a motion by Steve Zerkis and seconded by Tom Allen.
7. On a motion by Alain Gallet and seconded by Tim Ryan the board adopted a Request for Reconsideration of Library Materials policy. This policy outlines the procedures for the handling of complaints about library materials.
8. Farr reported that the library was awarded a $2,000 LSTA grant from APLS. The library will purchase a new computer to be used for maintaining the library’s website.
9. Farr also reported that the net sales from the Shelby County Master Gardener’s Christmas ornaments was $428.00. The money raised will be used to purchase gardening books for the library.
10. The library received the $500.00 check from the Alabama Power Foundation for the tree assistance grant. A donation was also received from the Meadowbrook
Women’s Club for $500.00.
1. A meeting of the Board of Trustees of the North Shelby Library was held on
February 24, 2006 at 4:00 P.M. The meeting was called to order by President
Kay Kelley. Board members present were Tim Ryan, Tom Allen and Alain Gallet. Also present was Carol Farr, Library Director. Keith Barfield and Maurina Renda were present from the firm of Barfield,
Murphy, Shank and Smith.
2. The meeting agenda was presented, discussed and was approved with additions
by Tom Allen and seconded by Tim Ryan.
3. The minutes of the January 19 meeting were corrected and approved on a motion
by Tom Allen and seconded by Tim Ryan.
4. The January 2006 financial reports was approved on a motion by Tim Ryan
and seconded by Tom Allen. Farr reported that the invoicing for the
personal property revenue will be delayed.
5. On a motion by Tom Allen and seconded by Tim Ryan, the board approved
the renewal of the lease for the Dyslexia Center. Beginning March 1, 2006
the rental will be on a month to month basis.
6. On a motion by Tom Allen and seconded by Tim Ryan the board adopted
The Conflict of Interest Policy.
7. Keith Barfield and Maurina Renda reviewed the FY 2005 audit of the Library.
8. Tom Allen gave an update on the ETC
9. Farr reported on the upcoming events at the library which include the Theatre
Workshop, South City Theatre musical, Junior Master Gardening program, and
summer reading progress.
The library will host a Patron Appreciation Day on April 5.
10. The board discussed the way the state will forward state aid beginning FY 2006-2007 as well as reasons for the change in the state not forwarding 50% of State
Aid for populations served by municipal libraries (Hoover, Birmingham, and
Vestavia Hills). The Board was advised of changes since this item was presented at the November meeting. The Board agreed to investigate obtaining a FIPS for the district for the 2010 Federal census. The Board was advised of the proposed meeting between Farr and involved libraries concerning the 2006-07 State Aid division. The Board advised Farr not to sign any contracts concerning
State Aid. The Board directed Farr not to agree to a 50-50 split but agreed that she could consider a very small percentage division. The issue will be revisited when these municipalities provide library services within the district.
11. The next meeting of the Board of Directors will be March 31, 2006 at 3:30 P. M. The meeting was adjourned on a motion by Tom Allen.
- A meeting of the board of trustees of the North Shelby Library District was held on March 31, 2006The 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 library director Carol Farr.
- The agenda was presented, discussed and adopted on a motion by Tom Allen, seconded by Alain Gallet.
- The minutes of the February 24, 2006 meeting were approved on a motion by Tim Ryan, seconded by Tom Allen.
- The February financial reports were presented, discussed and accepted on a motion by Alain Gallet, seconded by Tom Allen.
- Farr reported on the progress of personal property collected to date. She continues to work with the county and the vendor to move forward with collection.
- Farr reported that non-print resources will be purchased with the Shelby County Quality of Life Grant ($10,000). The NSL will match the grant. She advised that a Target Corporation grant is being sought. The application is due in May 2006.
- The board discussed rising utility costs. Farr will review usage and rates and advise on trends.
- Farr reported that some tickets remained for the upcoming musical. The dinner portion of the production has been sold out.
- Patron Appreciation Day is scheduled for April 5, 2006.
- The NSL has been selected as one of 2,000 libraries nationwide to receive the We the People Bookshelf materials. A program will be held when the award is presented.
- The group agreed that the courtyard work looked very good. The work should be completed within the next week.
- Pelham is reviewing the ETC build-out plans for the unfinished space. These plans and the landscaping plans pend review and approval.
- Farr is working with the ETC to coordinate summer hours.
- The Friends update included the following: The Friends will help with the Summer Reading program; the Friends have contributed to the April 1 musical.
- The next Board meeting will be held Monday April 24, 2006 at 4:00 PM at the library. The meeting was adjourned on a motion by Tim Ryan.
A meeting of the Board of Trustees of the North Shelby Library was held on April 24, 2006 at 4:00 P.M. The meeting was called to order by President Kay Kelley. Board members present were Alain Gallet and Tim Ryan. Also present was Carol Farr, Library Director.
The meeting agenda was presented, discussed and was approved with amendments. Ryan moved to adopt, Gallet seconded.
The minutes of the March 31, 2006 meeting were corrected (Pelham is reviewing the ETC build-out plans) and approved on a motion from Gallet, seconded by Ryan.
The March 2006 financial reports was approved on a motion by Ryan
and seconded by Gallet.
Carol Farr presented the March 2006 statistical reports.
Carol Farr presented the director’s report. She advised of the following:
- The recent book sale netted $700 in revenue.
- An express checkout unit has been ordered. It should arrive prior to the kick off of the summer reading program. The information desk will be staffed to assist patrons.
- The Shelby Co. Jr. Master Gardeners will plant three trees being donated by Alabama Power.
- Shelby County will take down two of the trees on the property and trim others.
- A $300 profit was realized from the recent musical.
- About 70 people attended a recent theater workshop.
- Mary Sue McClurkin presented a $5000 check for summer reading.
- Patron Appreciation Day was a success.
- A Flag Day (June 14, 2006) program is set to kick off the “We The People Bookshelf” program.
NEW BUSINESS
A tuition-reimbursement program was discussed. The board agreed to the following:
Curriculum must be MSL or Board approved
Available to full time employees only
Employees agree to a two year commitment beyond completion of the program
OLD BUSINESS
The Friends helped underwrite the April musical. They may contribute
financially to the Summer Reading Program.
The Board will request meetings with the ETC and Anthony Davis, the
build-out coordinator to discuss waivers from Davis and the sub-contractors.
The Board will review licenses, insurance and bonds for each sub-contractor.
Gallet moved to adjourn. The next meeting is June 6, 2006 at 4:00
A meeting of the Board of Trustees of the North Shelby Library was held on
June 6, 2006 at 4:00 PM. The meeting was called to order by Board President Kay Kelley. Members present were Tom Allen, Steve Zerkis, Tim Ryan and Carol Farr, Library Director.
The agenda was amended to include discussion of a work session to develop a Five – Year Strategy. Tom Allen moved to adopt the agenda as amended and Steve Zerkis seconded the motion.
Tom Allen moved to accept the April minutes. Steve Zerkis seconded the motion.
Barbara Roberts from the Harrison Regional Library was introduced as a guest. Ms. Roberts presented a proposal for a county-wide hardware and software maintenance program. The Board will review and respond in July 2006.
Carol Farr presented the April 2006 financial reports. She advised that some personal property billing data pends. She continues to work with the County’s vendor to secure the remaining information. Steve Zerkis moved to accept the financial reports. Tim Ryan seconded the motion.
Carol Farr presented the May statistical reports.
Carol Farr presented the director’s report. She advised of the following:
- The June payment to Business Interiors will be marked “Paid in Full”.
- The express check out was installed last week. It has been a success. The Shelby County News will feature an article on the express check out.
- The express check out allows a staff member to work the information desk.
- Carol purchased 12 used, round tables.
- The Quilt Guild donated $1000 for tables.
NEW BUSINESS
A proposal to partner with DGABooks to consign donated books on a 50/50 basis was presented. Steve Zerkis moved to accept. Tim Ryan seconded the motion.
Carol Farr is updating the Friends’ list.
Carol Farr reported that the Summer Reading Program has over 700 young people enrolled to date. This is an outstanding start to the program. This includes the Teen Reading program.
OLD BUSINESS
The Board discussed hiring a full-time MLS librarian to manage the Young Adult, Teen and Youth Reading programs.
The Board discussed removal of the top portion of the second floor dividing wall and replacement with glass and drywall. It was suggested that the NSL purchase the materials and that the ETC provide the labor. The space would be used for the ETC class room and a Youth Reading area. This matter will be taken up at the next meeting.
Kay Kelley advised that the Attorney General opinion on division of state funds from 1996 through 2005 still pends.
Ryan moved to adjourn. The next meeting is June 29, 2006 at 4:00 PM (the time was subsequently moved to 3:30 PM).
A meeting of the Board of Trustees of the North Shelby Library was held
June 29, 2006 at 4:00 PM. The meeting was called to order by Board President Kay Kelley. Members present were Tom Allen, Alain Gallet, Steve Zerkis, Tim Ryan and Carol Farr, Library Director.
Tom Allen moved to accept the agenda. Steve Zerkis seconded.
Tom Allen moved to accept the minutes of the June 6, 2006 meeting. Steve Zerkis seconded the motion.
Carol Farr presented the May 2006 financial reports. She advised that some personal property billing data pends. She continues to work with the County’s vendor to secure the remaining information. Tom Allen moved to accept the financial reports. Steve Zerkis seconded the motion.
Carol Farr presented the May statistical reports.
Carol Farr presented the director’s report. She advised of the following:
- The Summer Reading Program has 974 participants. This includes 109 teens.
- The second express check-out has been installed and is in use. The third unit is scheduled to be implemented in July 2006. These units have freed up staff and provided more flexibility.
- The Friends donated $1800 to Summer Reading.
- More than 100 people attended Dolores Hydock’s presentation of Sir Gawain and The Green Knight on June 12, 2006. Ms Hydock is a well-known story teller.
NEW BUSINESS
The Attorney General’s opinion on the distribution of Hoover/NSL funds pends.
The 2006-2007 budget pends completion. A draft will be circulated at the July meeting.
The Five-Year Plan work session will be held August 10, 2006 at 3:30 PM. Board members are encouraged to circulate recommendations in the interim.
Tom Allen moved that the NSL not participate in the HRL maintenance program as presented at the last meeting. Alain Gallet seconded the motion. The motion carried.
OLD BUSINESS
Friends: As Carol Farr mentioned in the Director’s report, the Friends have donated $1800 to the Summer Reading Program.
The ETC and the Board will conduct a work session after the next Board meeting.
The next Board meeting is scheduled for July 20, 2006 at 3:30 PM.
Tom Allen moved to adjourn.
A meeting of the Board of Trustees of the North Shelby Library was held
July 20, 2006 at 3:30 PM. The meeting was called to order by Board President Kay Kelley. Members present were Tom Allen, Alain Gallet, Steve Zerkis, Tim Ryan and Carol Farr, Library Director.
Fred Kapp of the ETC and Alex Dudchock and Chris Hershey from Shelby County were introduced as guests.
Tom Allen moved to accept the agenda. Steve Zerkis seconded.
Steve Zerkis moved to accept the minutes of the June 29, 2006 meeting. Tom Allen seconded the motion.
Carol Farr presented the June 2006 financial reports. She advised that she has received about 50% of the personal property billing information. Steve Zerkis moved to accept the financial reports. Tom Allen seconded the motion.
The Harrison-proposed system maintenance contract was discussed briefly. The matter will be reviewed in depth in August.
Steve Zerkis moved to increase the attorney letter charge from $22.50 to $25.00. The increase is needed to keep up with rising salaries. Tom Allen seconded the motion. The motion passed.
Carol Farr presented the June statistical reports. June circulation is a record for the NSL. The Summer Reading program also surpassed the previous record with 1047 participants. Included in the latter number are 43 participants in Adult Summer Reading, up from 25.
DGA reports $400 in sales to date.
The statistical reports were accepted on a motion from Tom Allen and second from Steve Zerkis.
The Mt. Laurel branch’s storytime program has been a success. It will continue through July and August.
Robert Dalby will appear September 7, 2006 to discuss his book, “Waltzing at the Piggly Wiggly”. The program will include a luncheon and visit with the author.
NEW BUSINESS
Tom Allen has filed to retain his position on the board. He is unopposed.
Tom Allen moved to appoint Steve Zerkis to the fill the October 1, 2006 vacancy. Alain Gallet seconded the motion. The motion was approved.
A draft budget was circulated. It will be reviewed in detail at the August meeting.
Steve Zerkis moved to capitalize purchases over $2000. Alain Gallet seconded the motion. The motion was approved.
OLD BUSINESS
Friends: No report.
Kay Kelley routed a draft copy of the proposed Master’s Degree Tuition Assistance Program.
The Board will meet August 10, 2006 to conduct a five year strategic planning session.
The next Board meeting is scheduled for August 24, 2006 at 4:00 PM.
Steve Zerkis moved to adjourn.
A meeting of the Board of Trustees of the North Shelby Library was held August 24, 2006 at 4:07 PM. The meeting was called to order by Board President Kay Kelley. Members present were Alain Gallet, Steve Zerkis, Tim Ryan and Carol Farr, Library Director.
Alain Gallet moved to adopt the agenda. Steve Zerkis seconded the motion. The motion carried by a unanimous vote. Alain Gallet moved to accept the minutes. Steve Zerkis seconded the motion. The motion carried by a unanimous vote.
Mary Ann Thomas of the Birmingham News and Larry Carr of Business Interiors were introduced as guests.
Ms. Thomas asked about the recent Attorney General’s opinion that addressed distribution of state aid between the NSL and the Hoover Library. Cooperative activities are a requirement to be considered for Blue Ribbon status. Alain Gallet moved to meet with the Hoover Library director to discuss joint programs to include Hoover residents in the NSL district. Steve Zerkis seconded the motion. The motion carried by a unanimous vote.
The APLS currently calculates the NSL district population as 2,389. This is the exact population of Indian Springs Village. The NSL actually serves about 40,000 residents. To rectify this situation the GPS coordinates for the district are being calculated to cross-reference with census tracts. This data should be available by the end of 2006. Unless the population is calculated correctly, the NSL will receive considerably less state aid.
Larry Carr from Business Interiors discussed resolution of the furniture and interior purchases. A brief discussion of the sale and subsequent communication followed. Alain Gallet moved to resubmit the most recent payment to Business Interiors ($7,759.27) and to make twelve monthly payments of $2,000 as a finance charge in exchange for a release from Business Interiors. Steve Zerkis seconded the motion. The motion was carried by a unanimous vote.
Carol Farr presented the July 2006 financial reports. She advised that the personal property assessment billings are nearly complete. She will be able to rebill personal property in the second quarter of 2007. Carol has contacted Alabama Power to conduct an audit in response to marked increases in the power bills. Steve Zerkis moved to accept the financial reports. Alain Gallet seconded the motion. The motion carried by a unanimous vote
Carol Farr presented the May statistical reports.
Carol Farr presented the director’s report. She advised of the following:
- The automated check out hardware will be paid for in 2006
- Summer Reading participation increased 28% over 2004. This included 264 new members in July.
- The Board reviewed the current Technology Plan and approved same for 2006.
- Carol will draft a Technology Plan (2006 – 2009) and present to the Board for approval by year end 2006.
- The Board reviewed and approved the current Five Year plan at the recent planning meeting.
NEW BUSINESS
Kay Kelley reviewed APLS issues and procedural recommendations. She advised that Chris Bowman is liaison for the NSL.
Carol Farr will investigate a trustee organization membership.
The Board will investigate sponsoring a Trustees 101 class at the NSL.
The Friends of the NSL will hold a reorganization meeting at the library at 6:30 PM on September 25, 2006.
Kay Kelley moved to request a five year space needs assessment from the Harrison Regional Library. Tim Ryan seconded the motion. The motion carried by a unanimous vote.
Kay Kelley moved to allow any Board member to sign state aid dues. Tim Ryan seconded the motion. The motion was approved by a unanimous vote.
Tim Ryan moved to set the Board meeting on the fourth Thursday of each month at 4:00 PM. Alain Gallet seconded the motion. The motion carried by a unanimous vote.
OLD BUSINESS
Kay Kelley moved to amend the state aid portion of the Harrison system service contract to delete “as dictated to the Harrison Regional Library by APLS”. Steve Zerkis seconded the motion. The motion carried by a unanimous vote.
Carol will amend the pending budget to include $24,000 for furniture expenses.
Carol will open an asset replacement account.
Alain Gallet moved to approve Acton Construction’s $12,629.00 proposal to erect a wall on the south side of the proposed build-out area. Tim Ryan seconded the motion. Tim Ryan and Alain Gallet voted for the motion. The motion carried.
The Alabama Attorney General is currently reviewing the ETC lease proposal.
The next Board meeting is scheduled for September 28, 2006 at 4:00 PM in the library conference room.
Steve Zerkis moved to adjourn.
A meeting of the Board of Trustees of the North Shelby Library was held September 28, 2006. The meeting was called to order by Board President Kay Kelley at 4:10 PM. Members present, in addition to Ms. Kelley, were Tom Allen, Alain Gallet, Tim Ryan and Carol Farr, Library Director. Steve Zerkis was excused.
Tom Allen moved to adopt the agenda with the addition of the criminal background check to New Business. Alain Gallet seconded the motion. The motion carried by a unanimous vote.
Fred Kapp was introduced as a guest.
The minutes of the August 2006 meeting were amended. Tom Allen moved to approve the minutes as amended. Kay Kelley seconded the motion. The motion was approved by a unanimous vote.
Carol Farr presented the August 2006 financial reports. Tom Allen moved to accept. Tim Ryan seconded the motion. The motion was approved by a unanimous vote.
Carol Farr presented the August statistical reports.
Carol presented the Director’s report. She advised of the following:
- Usage of the self-check units continues to increase monthly.
- 2006 circulation is on target to surpass the 2005 circulation figures.
- The Mt. Laurel branch will host children’s story sessions at St. John’s Episcopal Church the last Friday of each month starting in October.
- The Teen Reading program kick-off party is scheduled for October 15, 2006 at Cambridge Coffee.
- A yoga class is scheduled for October 16, 2006 at the NSL.
- A once-monthly story session for home-schooled 4 and 5 year old children will begin in October. This group will meet on the third Thursday of the month.
- The recent luncheon with Ron Dalby drew 25 attendees.
- Alabama Power is scheduling an inspection to review electrical usage.
- Carol is finalizing the agreement with Shelby County for assessment records.
- A maintenance agreement with Shelby County has been finalized.
NEW BUSINESS
Conducting criminal background checks on new hires was discussed. Carol will discuss the issue with the Shelby County Sheriff. The NSL would bear the cost.
Resolution of the district’s population pends. There are between 44,700 and 50,686 residents in the district. Harrison estimates the population at 36,000. A response from Alex Dudchock on the population issue is pending.
Tom Allen moved to ask the Shelby County Manager to audit the disposal of supplemental State Aid funds paid to the Harrison Regional Library for residents of the NSL district. Tim Ryan seconded the motion. The motion was approved by a unanimous vote.
The board adopted the following resolution by a unanimous vote:
“If the Shelby County Manager is unable to resolve the supplemental State Aid issues the Board will ask for an audit by the Examiner of Public Audits”.
Carol Farr reported that a meeting of the Friends was held 9/25/2006. She is working with the group to put together a board and officer group for the coming year.
Carol Farr submitted the 2006-2007 budget for approval. Tim Ryan moved to accept the budget as submitted. Tom Allen seconded the motion. The motion carried by a unanimous vote.
OLD BUSINESS
Fred Kapp advised that the State of Alabama is reviewing the proposed ETC lease agreement. The state prefers three year renewable leases. Fred is working to have two ten year leases approved. The leases would call for: $1200 per month in rent with cost of living increases to be reviewed every five years; and, the NSL would pay all utilities. Fred will provide an update after he meets with the state.
The ETC will host a fund-raising event for Department of Agriculture Commissioner Ron Sparks at the NSL 10/10/2006 from 6:00 to 9:00 PM.
Tim Ryan moved to adjourn.
