Minutes
2007-2008
Oct 07 / Dec 07 / Jan08 / Feb 08 / Apr 1 08 / Apr 29 08 / Jun 08 / Aug 08 / Aug 28 08 / Sep 11 08 / Sep 25 08
October 25, 2007
The annual meeting of the Board of Trustees of the North Shelby Library was held October 25, 2007. The meeting was called to order by Board President Kay Kelley at 4:00 PM. Board Members present, in addition to Ms. Kelley were Tom Allen, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Tom Allen moved to adopt the agenda. Steve Zerkis seconded the motion. The motion carried by a unanimous vote.
Tom Allen moved to approve the September 27, 2007 minutes. Tim Ryan seconded the motion, which was approved by a unanimous vote.
Carol Farr presented the Financial Report. Year end cash on hand is $260,284.30, which includes two $50,000 certificates of deposit. The Board discussed options for certificates of deposit, money market accounts and operating cash. Carol will follow up with options.
Some of the cash will be transferred pending receipt of assessments.
Tim Ryan moved to accept the Financial Report. Steve Zerkis seconded the motion, which was approved by a unanimous vote.
Carol Farr presented a recap of five year circulation statistics. Circulation has risen from 123,332 in 2003 to 165,140 year to date in 2007. She advised that express checkout usage continues to rise and that the units are paying for themselves by freeing up staff to help customers and handle other tasks.
Tim Ryan moved to re-appoint Carol Farr as director. Steve Zerkis seconded the motion, which was approved by a unanimous vote.
Election of officers was held. Steve Zerkis nominated Tim Ryan for Treasurer-Secretary. Tom Allen seconded that motion which was approved by a unanimous vote.
Tom Allen nominated Steve Zerkis for Vice President. Because Mr. Zerkis is an appointed member he cannot serve as Vice President. Tim Ryan nominated Tom Allen for Vice President. Kay Kelley seconded the nomination. Kay Kelley and Tim Ryan voted for the motion, Steve Zerkis and Tom Allen abstained. The motion did not carry absent a majority.
Tim Ryan nominated Kay Kelley for President. There was no second to the motion. Steve Zerkis nominated Tom Allen for President. There was no second to the motion. Kay Kelley advised that, per the by-laws, absent a second and vote the officers would stay in their current positions. Steve Zerkis raised the question whether the by-laws were in agreement with the NSL Enabling Act. The issue will be taken up after the Board has an opportunity to review the by-laws.
NEW BUSINESS
Carol Farr advised of the APLS grants that are being sought. The first is an LSTA Computer Technology Grant of $10,000. This grant would be used to fund four additional literacy stations and hardware in the Children’s area.
The second grant seeks $20,000 for Young Adult furniture. The NSL match would be 3%. Letters of Intent will be sent by November 13, 2007.
Carol Farr also advised that a grant for computers for the Young Adult area from the Gates Foundation is being sought for 2008, along with the Shelby County grant. The Board will be advised of the proposed use of the grant money.
DIRECTOR’S REPORT
Staff has prepared a list of schools that have been contacted for partnering opportunities. Tom Allen suggested that Berry Middle School be included.
OLD BUSINESS
Amendments to the ETC Lease post 9/27/2007 were reviewed. The Hold Harmless language on Page 5 was amended. The last two sentences of that paragraph will be deleted.
Kay Kelley pointed out that until the lease is signed funds from the State of Alabama cannot be released. Once the lease is signed and the build out accepted rent can be paid. Tom Allen will follow up with Tony Cofer.
Tom Allen asked about the availability of the NSL policies and procedures. Kay Kelley advised that the document is to large to include with the lease and require amending each time changes are made. Tom Allen raised the question of how the ETC would know what the NSL policies and procedures were without the document. A copy of the NSL Rules of Conduct will be set out in Addendum B of the lease.
Tim Ryan moved to accept the lease as amended. Steve Zerkis seconded the motion. Kay Kelley, Steve Zerkis and Tim Ryan voted to approve the lease. Kay Kelley then moved to have Tim Ryan sign the lease for the board. Steve Zerkis seconded the motion. Kay Kelley Steve Zerkis and Tim Ryan voted to approve the motion.
The Board discussed the pending vacancy. Steve Zerkis moved to appoint Stephanie Rauterkus to fill the vacancy. Tim Ryan seconded the motion, which was approved by a unanimous vote.
The next meeting of the Board was set for December 6, 2007 at 4 PM.
Tom Allen moved to adjourn at 5:40 PM.
The monthly meeting of the Board of Trustees of the North Shelby Library was held December 6, 2007. The meeting was called to order by Board President Kay Kelley at 4:04 PM. Board Members present, in addition to Ms. Kelley were Stephanie Rauterkus, Tom Allen, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Carol Farr swore in Stephanie Rauterkus.
Tom Allen suggested that an ETC update be added to Old Business. Tim Ryan moved to approve the revised agenda. Tom Allen seconded the motion. The motion was approved by a unanimous vote.
Tom Allen moved to approve the minutes as corrected. Steve Zerkis seconded the motion. The motion carried by a unanimous vote.
FINANCIAL REPORTS
Carol Farr advised that the assessment file provided by Shelby County did not include new homes built in 2007. The new home invoices were billed twelve days late. The NSL currently maintains a cash reserve of $232,999.30. This includes $100,000 in certificates of deposit. One of the CDs renews in December (at 5%) and a second CD renews in March 2008. Carol Farr will assess cash allocation in early 2008 after a majority of the assessments are received. Competitive CD rates will be considered.
Steve Zerkis suggested that a software application be purchased to allow a review of actual monthly expenses to projected budget figures.
DIRECTOR’S REPORT
Carol Farr reported on Katie Guerin’s Writing Workshop. She presented a letter of engagement from Barfield Murphy Shank & Smith PC. The estimated cost of a compilation is $2,000 to $2,000; a financial review $5,000 and an audit $11,000 to $12,000.
Steve Zerkis and Tom Allen recommended that competitive bids be secured from three accounting firms that work with municipalities. Tom Allen moved to secure bids for an audit and/or financial review. Steve Zerkis seconded the motion. The motion was approved by a unanimous vote.
Tom Allen moved to accept the Financial Report. Tim Ryan seconded the motion. Kay Kelley, Stephanie Rauterkus, Tom Allen and Tim Ryan voted in favor of the motion. Steve Zerkis voted not to accept because the month-to-date figures were not submitted.
Alabama Power is reviewing the Energy Efficiency report from 2007 and will meet with the Board to discuss and offer recommendations. Carol Farr reported that the interior lighting bulbs contribute to the cost increase.
Carol Farr advised that as of October/November 2007 circulation is up over 5,000 items over 2006. Self-checkout usage is up 4,600 over 2006.
NEW BUSINESS
The Board reviewed the 2008 vacation schedule. Tom Allen moved to accept the proposal. Tim Ryan seconded the motion, which was approved by a unanimous vote.
OLD BUSINESS
The NSL currently has three full-time MLS staff and two part-time MLS staff. Steve Zerkis suggested that a succession plan, that includes staff development, be implemented. The Board will consider how best to manage the District and the District’s business.
Tom Allen moved to proceed with a staff development initiative. The initiative will include a written compilation of financial, accounting and billing procedures. An outline will be completed by the end of the first quarter 2008. Stephanie Rauterkus seconded the motion which was approved by a unanimous vote.
The Board discussed development of near and long-term growth strategies to meet the needs of the district’s growing population. Kay Kelley moved to initiate a facility development strategy plan, including identification of strategic resources, to meet the district’s projected 2020 needs. Tom Allen seconded the motion. The motion was approved by a unanimous vote.
Steve Zerkis inquired into the success of the Summer 2007 donation mailing. 7,500 letters were sent to district patrons. Net donations of about $2,000 were realized. Total donations of $4,333.61 were collected. Postage and labor costs were about $2,333. Mr. Zerkis stressed the importance of securing significant donations in the future.
Carol Farr met with John Floyd of the Friends of the Mt. Laurel Branch. That group is looking for fifteen board members. The property for the facility has been donated. The Mt. Laurel Branch Friends hope to raise $200,000 prior to construction.
Tom Allen reported that the ETC build-out is going forward: the HVAC units are in place and some of the duct work is complete. The plumbing should be completed by 12/26/2007. Some drywall work has been completed as well.
NEXT BOARD MEETING
The next meeting is scheduled for Tuesday January 22, 2008 at 4:00.
Tom Allen moved to adjourn.
The monthly meeting of the Board of Trustees of the North Shelby Library was held January 22, 2008. The meeting was called to order by Board Vice-President Tom Allen at 4:10 PM. Board Members present, in addition to Mr. Allen were Stephanie Rauterkus, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Steve Zerkis suggested the following additions to the Agenda: Alabama Securities Commission Grant Application (New Business) and Facilities Development, Management Succession, Elections of Officers (Old Business). Steve Zerkis moved to accept the amended Agenda. Stephanie Rauterkus seconded the motion. The motion was unanimously approved.
Stephanie Rauterkus moved to accept the minutes from the December 6, 2006 meeting. Steve Zerkis seconded the motion. The motion was approved by a unanimous vote
John Guidy of Alabama Power was introduced as the guest.
FINANCIAL REPORTS
Carol Farr advised that the November 2007 expenses were over plan due to interior painting. She also advised that the conference room rentals and attorney letters have been down. December 2007 financials are $43,000 ahead of plan. First quarter revenue is ahead to plan. Carol Farr will be looking at Certificate of Deposit options. Tim Ryan moved to accept the Financial Report. Stephanie Rauterkus seconded the motion. Tom Allen, Stephanie Rauterkus and Tim Ryan voted in favor of the motion. Steve Zerkis voted against the motion because the month-to-date figures were not presented and that the report is incomplete.
DIRECTOR’S REPORT
Carol Farr advised that circulation is up 2500 items over the same time last year. She submitted an Adult Programming schedule as well.
Two author visits/book signings are scheduled for April and May 2008. Stephanie Rauterkus suggested fund-raising activities during the signings.
Lori Skinner and Katie Guerin will attend the Public Library Division Winter mini conference at the Homewood Library January 25, 2008. Katie Guerin will also attend the Children’s conference February 26, 2008 at APLS in Montgomery. This is the official kick-off for the 2008 Summer Reading Program.
Carol Farr has sent a written request to Mary Sue McClurkin for a Summer Reading grant.
Michelyn Reid is enrolling in an on-line web-design at Jefferson State.
Carol Farr is currently shopping for new Conference Room blinds.
The $2800 grant from the Alabama Securities Commission for investor education courses pends.
The personal property assessment mailing should begin in February 2008.
The Birmingham Heritage Band will appear at the NSL February 16, 2008. Tickets are $20 each. The Birmingham News will feature a story on the concert.
The NSL is working to partner with the Heardmont Senior Center. The NSL has provided large print books for the Senior Center.
NEW BUSINESS
John Guidy explained the methodology used in Alabama Power’s usage study. He pointed out that the NSL does not fit any existing models. Carol Farr advised that there were a number of system repairs in the past year. A review of the statistics indicates that kilowatt hours decreased 17% to 20% after repairs were made and freon levels were maintained. John will return in August 2008 to review 2008 results and provide analysis.
Carol Farr secured a bid from ACCI for revenue reporting software options. A modification of the existing software will cost $840.00. A new Access database will cost $2,100.
Steve Zerkis advised that Crystal Writer software costs about $595 off of the shelf. Carol Farr will explore this option further.
Stephanie Rauterkus and Carol Farr discussed the Alabama Securities Commission grant. It asks for $2800 for refreshments and publicity for a seven-session investor education series. Grant approval pends.
OLD BUSINESS
Carol Farr recommends that the Shelby County grant application seek funds for technology upgrades. Tim Ryan moved to accept the recommendation and to propose technology improvements in the Shelby County grant application. Steve Zerkis seconded the motion. The vote carried by a unanimous vote.
Carol Farr presented quotes for audit/financial review services from Moses, Phillips, Young Brannon & Henninger and Barfield, Murphy, Shank & Smith.
Tom Allen will provide the name of another accounting firm to Carol.
The Federal 990 audit is due by February 15, 2008.
Carol Farr reported that the Mount Laurel Branch is forming a fund-raising committee. Carol Farr will set up a meeting with the MLB leadership, in the immediate future to discuss the MLB’s status.
Tom Allen advised that the plumbing upgrades associated with the ETC build-out were completed January 21, 2008. The electrical upgrades will be forthcoming. Tom Allen presented a landscape improvement proposal. Steve Zerkis moved to accept the landscape proposal, followed by a second from Stephanie Rauterkus. The motion was approved by a unanimous vote.
Steve Zerkis will initiate the Facilities Development project. The current goal is to forecast the District’s physical needs for 2018 with additional building or improvements funded in advance of construction. He will review the District’s original planning study along with the plans and drawings for the current facility. He will report at the next meeting.
Steve Zerkis advised that his review of the NSL by-laws reveals a conflict between the by-laws and Enabling Acts and that the Enabling Act, which calls for a President, should be followed. He nominated Tom Allen for President. Stephanie Rauterkus seconded the nomination. Tim Ryan nominated Kay Kelley. There was no second. Tom Allen, Stephanie Rauterkus and Steve Zerkis cast votes in favor of Tom Allen. Tim Ryan abstained. Tom Allen was elected President.
Tim Ryan resigned as Secretary. He was then nominated for Vice-President by Tom Allen. Steve Zerkis seconded the nomination. Tom Allen, Stephanie Rauterkus and Steve Zerkis cast votes in favor of Tim Ryan. Tim Ryan abstained. Tim Ryan was elected Vice-President.
Tim Ryan nominated Stephanie Rauterkus for Secretary-Treasurer. Steve Zerkis seconded the nomination. Tom Allen, Steve Zerkis and Tim Ryan cast votes in favor of Stephanie Rauterkus. Stephanie Rauterkus abstained. Stephanie Rauterkus was elected Secretary-Treasurer.
The Succession Planning project status will be will be discussed at the March 2008 meeting.
NEXT BOARD MEETING
The next meeting is scheduled for Tuesday February 26, 2008 at 4:00 PM. Tom Allen moved to adjourn the meeting.The monthly meeting of the Board of Trustees of the North Shelby Library was held February 26, 2008. The meeting was called to order by Board President Tom Allen at 4:00 PM. Board Members present, in addition to Mr. Allen were Kay Kelley, Stephanie Rauterkus, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Tim Ryan moved to adopt the revised agenda, adding the January 2008 election of officers to the agenda. Stephanie Rauterkus provided a second. The motion carried by a unanimous vote.
Stephanie Rauterkus moved to accept the January 22, 2008 minutes as amended. Tim Ryan seconded the motion. Tom Allen, Stephanie Rauterkus and Tim Ryan voted for the motion. Kay Kelley abstained.
Kay Kelley moved to accept the minutes of the February 18, 2008 meeting with the Mt. Laurel Branch advisory group. Stephanie Rauterkus seconded the motion. Kay Kelley, Tom Allen and Stephanie Rauterkus voted in favor of the motion. Tim Ryan abstained.
FINANCIAL REPORTS
Carol Farr advised that the actual financial situation is better than projected even with three payrolls in January 2008. She also advised that $8,481.31 in prior assessments have been collected.
Tim Ryan moved to accept the Financial Reports as presented. Kay Kelley provided a second. Tom Allen, Kay Kelley, Stephanie Rauterkus and Tim Ryan voted for the motion. Steve Zerkis voted against the motion, noting that the report was not complete since a monthly actual to projected comparison report was not included.
Stephanie Rauterkus moved to purchase report-generation software. Tim Ryan seconded the motion, which was approved by a unanimous vote.
DIRECTOR’S REPORT
Carol Farr advised that circulation is up 10,000 items for the fiscal year. One of the self-check units is currently being repaired.
Two home-schooling events have been held this year. The January event drew 17 participants and the February 26 event drew 19 participants.
Allison Yeager is the new Children’s Librarian. She is attending the APLS Children’s in-service program today.
The Shelby County Master Gardeners forwarded a check for $402.50 from ornament sales.
Personal Property assessment file should be ready by March.
The future Young Adult area has been cleaned out.
Outreach programs at Inverness Elementary School and Mt. Laurel Elementary School are planned for March and April.
Tom Allen advised of a partnership between the NSL and Oak Mountain High School.
Stephanie Rauterkus recommended adjusting the thermostats per the Alabama Power report.
NEW BUSINESS
There was no New Business.
OLD BUSINESS
Tim Ryan moved to have Tom Allen revise the by-laws. Stephanie Rauterkus seconded the motion. The motion was approved by a unanimous vote.
Steve Zerkis reported a dearth of information for previous NSL planning. He continues to research to move forward a facility planning strategy.
Tom Allen suggested future functionality and service offerings be considered. He also suggested additional signage along Alabama 119. He will follow up on options.
Tom Allen noted that the after-hours deposit box is damaged and asked that proposals for a new box be submitted at the next meeting.
Kay Kelley moved that a financial audit be conducted every third year, with a financial review in the interim years. State Aid funds will continue to be audited on an annual basis. Stephanie Rauterkus seconded the motion, which was approved by a unanimous vote.
Carol Farr advised that a quote from the DeLoach accounting firm had been secured. Tom Allen will provide the name of another firm by the next meeting.
Stephanie Rauterkus moved to retain the Barfield firm to provide a financial review and tax return for fiscal year 2006/2007. Steve Zerkis seconded the motion, which was approved by a unanimous vote. An audit for fiscal year 2007/2008 will be conducted. The board discussed the need to select the auditor for the fiscal year 2007/2008 audit by August 1, 2008, prior to the 2009 budget process.
ETC
Tom Allen advised that the ETC will not be able to install and utilize a separate electric meter as planned. Stephanie Rauterkus will develop a formula to determine the ETC’s electric usage for expense payment.
Tom Allen advised that the build-out will not be complete by May 6, 2008 and that the YA area may be done by that date.
NEXT BOARD MEETING
The next meeting is scheduled for Tuesday March 25, 2008 at 4:00 PM. Tom Allen moved to adjourn the meeting.
April 1 2008
Meeting called to order at 4:05PM
Agenda
Tom added by-laws and signage under Old Business. Steve made a motion to accept the agenda as amended. Kay seconded. The motion carried by a unanimous vote.
Financials
Carol stated that Shelby County grant money will show in March. Check will arrive this month. Tom asked why we are ahead of budget with respect to projected versus actual revenues. Carol explained that some moneys have arrived ahead of schedule. Tim and Tom asked why there are two line-items for electricity. Carol explained that the portion paid using State Aid funds is shown separately. There is a total of more than $40,000 (paid quarterly) coming from the state. All of these funds will be used to pay for electricity expenses. The balance of the electricity expenses will be paid for from the general fund. Steve asked what the budget was for attorney letters. Stephanie reported that it was $33,000. Steve and Carol discussed that we are under-budget on this line item and will be lucky to reach our budget amount. Steve, Kay and Tim discussed whether or not an attorney letter is required on a foreclosure. Tim moved to accept the financials. Kay seconded. Tim, Kay, Tom and Stephanie voted in favor. Steve voted against. The motion carried.
Statistical/Director’s Report
Circulation was 3,399 ahead of last year. Computer class advertising appears to be most effective when using flyers in the library and least effective when flyers are posted at Heardmont Park. A new baby story time will start next week. Carol, Katie, Laurie, Michaelyn and Allison will be going to convention April 22nd – 24th.
New Business
Outline of Carol’s Duties
Carol described several documents distributed to the Board. These are a list of business office duties, chart of accounts, list of specific director duties and a succession/staffing plan. Carol discussed the potential impact of outsourcing specific business office duties. She has contacted vendors to obtain cost estimates. She is most concerned about billing and payroll. She estimated that billing is the most time consuming. It is a year-round process to process approximately 20,000 invoices. Carol estimates that as many as 1,000 are unpaid each year. Kay stated that we can file a lien and not be charged a filing fee. Carol stated that the staff does not have the time to travel to Columbiana to file the liens. Stephanie and Tim volunteered to do the filing. The Board discussed creating a procedure for collections. Carol will review existing procedures. The Board differentiated between policies and procedures. Tim and Stephanie noted that the Board must set policies but we can hire an intern to document our procedures. Stephanie volunteered to work with Carol to generate a policy and procedures manual for the business office. For next month, Carol will review the existing procedures. Tom asked to set a goal of September 30, 2008 for a draft of the policy and procedures manual for the business office.
Staffing
The Board decided to postpone discussion of Carol’s Staffing plan until the next meeting when all Board members will have had time to review the proposals. Carol explained for Tom what it means to be a Blue Ribbon library. The goal of the North Shelby Library is to be a blue ribbon library. Kay explained that the biggest hurdle is books followed by staff. We need approximately 100,000 more books and 7-8 more staff. We currently meet blue ribbon requirements for hours and square footage. Kay Kelley volunteered to lead the effort to transform the library to blue ribbon status. Steve asked Carol to develop an outline with organizational chart relative to a staff development plan.
Old Business
ETC
Tom Allen reported that electrical work should be started this week. Remaining work should move quickly following electrical work. Plumbing and HVAC work are complete. Kay asked Tom about insurance. Tom said that unless the contract is over $50,000, the general contractor does not need insurance. Each subcontractor’s insurance would cover the library. Tim and Kay asked for certificates of insurance from the subcontractors. Tom was under the impression that we were in receipt of the certificates of insurance. Tim reiterated that the library needs to be listed as an additional insured. Tim offered to discuss the matter with ETC. Kay stated that ETC is in breach of contract. Therefore, no additional work can be done until the certificates of insurance are produced and accepted by the Board.
Coffee Shop
The Board will discuss the analysis of the coffee shop at the next meeting.
Mt. Laurel
Carol does not believe that the Wine and Cheese event will be held this month. Carol expects that they will hold their kickoff event in conjunction with their Spring Fling.
Automation of Financial Report
ACCI is working on this. It will be done using an Access database. Tom asked for a status report. Carol will send an email to all Board members.
By-Laws
The Board discussed Tom Allen’s proposed changes to the by-laws.
Signage
Tom checked on the sign at Oak Mountain High School. He has contacted the vendor for pricing and has not yet received it. He estimates that it will cost between $16,000 and $22,000.
Adjournment
The meeting was adjourned at 6:24PM. The next meeting is set for April 29th.
North Shelby Library District
Minutes of the Board of Trustees Meeting
April 29, 2008
The monthly meeting of the Board of Trustees of the North Shelby Library was held April 29, 2008. The meeting was called to order by Board President Tom Allen at 4:01PM. Board members present in addition to Mr. Allen were Kay Kelley, Stephanie Rauterkus, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Agenda
Stephanie Rauterkus asked if policies and procedures could be discussed along with staffing under ‘Old Business’. Tom Allen agreed. Tom Allen asked to add the amended bylaws under ‘Old Business’. Steve Zerkis asked to add ‘Statement of Economic Interest’ under ‘New Business’. Kay Kelley asked to add the Coffee Shop under ‘Old Business’. Tim Ryan made a motion to accept the agenda as amended. Steve Zerkis seconded. The motion carried by a unanimous vote.
Minutes
Steve Zerkis asked to omit any discussion of analysis of the Coffee Shop. Steve asked to omit the detail of the by-laws changes. Tim Ryan made a motion to accept the minutes as amended. Kay Kelley seconded. The motion carried by a unanimous vote.
REPORTS
Financials
Carol Farr reported that the new, custom financial report from ACCI is approximately 95% complete. She anticipates that she will be able to distribute it within the next week. Tim Ryan made a motion to accept the financials. Kay Kelley seconded. Steve Zerkis voted against the motion. The motion carried.
Statistical/Director’s Report
Carol Farr advised that circulation and self-check is up. The Library received an enrichment grant for new workstations. The Library also received a grant from the Alabama Securities Commission for Investor Education. A local church group, The Church on the Hill, is renting the meeting room on Sunday mornings and Wednesday evenings for six months. Carol also spoke to the librarian at Leeds about sharing programming. Although she was interested, the Leeds librarian will be retiring soon, so no immediate plans were made. Carol informed the Board that the family of a patron, Sarah Hartsell, who recently passed away, has asked for donations to be made in her memory to the North Shelby Library. Carol mentioned that children have been playing with the concrete edging along the path. Tom Allen agreed with Carol that she should contact Alain Gaillet to see if he would want to help with this. Carol also reported that the Ann Ross event was well received. Carol distributed copies of a thank you note from the author. Carol reported that she received $1,000 from Representative Mike Hill for the summer reading program at Mt. Laurel. Tom Allen and Steve Zerkis asked Carol whom she had contacted regarding contributions for the summer reading program. The Board discussed several possible contacts for additional donations. Tom will contact Representative Mary Sue McClurkin about a donation. Stephanie Rauterkus asked how additional funds raised would be used. Carol indicated that the funds would be used for additional programs and books.
New Business
Board Policy Regarding Liability Insurance for Construction Activities on Premises
The Board discussed what the Library policy should be regarding construction activity on the premises. Kay Kelley asked if we are going to require liability insurance for construction activities. Tom Allen asked Kay Kelley if she could bring information to the next meeting on insurance options and related costs. Stephanie Rauterkus asked how construction will be handled until the Board reviews this information.
Statement of Economic Interests
According to Steve Zerkis, all Board Members must all submit a statement each year by April 30th. Steve Zerkis distributed the appropriate forms to all Board members and instructed them to file the form. Steve Zerkis made a motion that Carol Farr write a letter to the Alabama Ethics Commission indicating the names of all current Board members. Tom Allen seconded the motion. Tim Ryan and Kay Kelley voted against the motion and Stephanie Rauterkus abstained. The motion did not carry.
Old Business
ETC/AGITC
Tom Allen advised the Board that ETC changed its name to (Alabama Green Industry Training Center) AGITC because another entity exists with the name ETC. ETC filed a change of corporate name to AGITC. Tom Allen discussed issues related to insurance at AGITC. Kay Kelley outlined what AGITC needs to do. First, AGITC needs to obtain a General Liability policy in the amount of $1,000,000. Second, AGITC needs to contract with a licensed general contractor with liability insurance in the amount of $1,000,000. Third, the space was originally scheduled to be completed by May 6th, thus the space needs to be completed at least one week in advance of the first scheduled even on May 29th. Electrical work, drywall, flooring and ceiling work must still be completed. Stephanie Rauterkus made a motion that AGITC research ways to resolve the general contractor issue and submit their findings to the Board by the close of business on Thursday, May 1st. Tim Ryan seconded the motion. Tom Allen and Tim Ryan abstained. The motion carried.
Board member Tim Allen left the meeting at 6:00PM.
Mt. Laurel
Carol Farr discussed the progress of the Mt. Laurel library.
Staffing
Carol Farr discussed the current staff and their experience. There are three staff members with an MLS degree and one who is one class short of an MLS degree. Steve Zerkis requested an organizational chart for the next meeting. Stephanie Rauterkus made a motion to hire Joseph Godwin to complete the library procedures manual. Steve Zerkis seconded the motion. All remaining Board members present (Allen, Kelley, Rauterkus and Zerkis) voted in favor of the motion. The motion carried.
Signage/Book Drop
Tom Allen presented information about new signage for the library. The Board discussed whether or not we should give it further consideration given how expensive the signs are. Kay Kelley asked the Board to review the information and discuss it further at a future meeting. Carol Farr presented information on new book drop containers. Carol will research additional alternatives.
By-Laws
Tom Allen reported that he has made all of the requested changes and will send the current version to all Board members via email.
Coffee Shop
Stephanie Rauterkus made a motion to table this Coffee Shop analysis until the next meeting. Kay Kelley seconded the motion. All remaining Board members present voted in favor of the motion. The motion carried.
Adjournment
The meeting was adjourned at 6:35PM. The next meeting is set for June 5th at 4:00PM.
North Shelby Library District
Minutes of the Board of Trustees Meeting
June 5, 2008
The monthly meeting of the Board of Trustees of the North Shelby Library was held April 29, 2008. The meeting was called to order by Board President Tom Allen at 4:01PM. Board members present in addition to Mr. Allen were Stephanie Rauterkus, Steve Zerkis and Tim Ryan. Kay Kelley was present via telephone. Library Director Carol Farr was also present.
Agenda
Tim Ryan made a motion to accept the agenda as amended. Steve Zerkis seconded. The motion carried by a unanimous vote.
Minutes
Stephanie Rauterkus and Kay Kelley discussed amending the staffing section of the minutes. Kay Kelley made a motion to accept the minutes as amended. Tim Ryan seconded. The motion carried by a unanimous vote.
REPORTS
Financials
Carol Farr explained that she received $5,000 from Mary Sue McClurkin for the summer reading program although she requested $10,000. Tom Allen will attempt to follow up for additional funding. Tim Ryan made a motion to accept the financials. Steve Zerkis seconded. The motion carried by a unanimous vote.
Statistical/Director’s Report
Carol Farr advised that circulation is up in every area. The summer reading program has kicked off with 846 children signed up. The adult summer reading program is also expected to exceed last year’s participation level. Carol distributed an article regarding teens in the library.
New Business
There was no new business to discuss.
Old Business
Coffee Shop
Steve Zerkis commented that offering coffee is a good idea. However, he suggested that the Board find a way to increase the revenues. Tom Allen asked what other items the Library could offer. Carol Farr noted that a vending machine would be a good idea. Kay Kelley reported that a stainless steel cooler is available for purchase at a local retailer. Tom Allen noted that selling beverages out of a cooler would be on the honor system although he also noted that coffee is sold on the honor system. Steve Zerkis asked why not give away coffee as is done in grocery stores. Kay Kelley and Steve Zerkis discussed the possibility of finding a tenant to rent the space. Tom Allen asked what we can do to increase the traffic in the coffee shop. Stephanie Rauterkus made a motion to develop and administer a survey to patrons regarding the survey and other topics of interest related to the library. Steve Zerkis seconded the motion. The motion carried with a unanimous vote. Carol Farr will obtain a copy of the survey administered at Hoover Library.
Financial Review
Carol reported that the CPA is in the process of sending the financials out for review. Steve Zerkis asked when the review would be complete. Carol expects that it will be complete by the end of the month but will call to confirm.
AGITC
Tom Allen reported that electrical work is continuing. Everything else has been inspected and passed by Pelham. Tom Allen expects that the work will be complete by the end of June. Tom Allen also reported that all insurance issues have been handled such that AGITC is in compliance with the lease terms. Kay Kelley asked about AGITC’s use of the meeting room. Tom Allen canceled AGITC’s reservation scheduled for June 24th. Tom Allen asked when AGITC is expected to begin paying rent. Tim Ryan responded that they will be responsible once the space has passed final inspection.
Mt. Laurel
Carol reported that John Floyd is working on fundraising. He has already secured about $15,000 in pledges. Their target is $250,000 before they will begin construction.
By-Laws
Kay Kelley asked about listing the Library Director as the CEO. Kay Kelley explained that IRS requires the name of a person to contact if there are questions regarding the return. Tom Allen stated that the Board President should be that person. Tom Allen will amend the by-laws accordingly. Steve Zerkis moved to accept the by-laws revised 4/30/2008 pending the 6/5/2008 change described above. Stephanie Rauterkus seconded the motion. Tim Ryan, Tom Allen, Steve Zerkis and Stephanie Rauterkus voted in favor of the motion. Kay Kelley voted against. The motion carried.
Adjournment
The meeting was adjourned at 5:03PM. The next meeting was scheduled for Thursday, June 26th at 4:00PM.
North Shelby Library District
Minutes of the Board of Trustees Meeting
August 7, 2008
The monthly meeting of the Board of Trustees of the North Shelby Library was held August 7, 2008. The meeting was called to order by Board President Tom Allen at 4:05 PM. Board members present in addition to Mr. Allen were Kay Kelley, Stephanie Rauterkus, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Agenda
Steve Zerkis made a motion to accept the agenda as amended. Tim Ryan seconded. The motion carried by a unanimous vote.
Minutes
Kay Kelley made a motion to accept the minutes. Tim Ryan seconded. The motion carried by a unanimous vote.
Introduction of Guests
Tom Allen introduced Representative Mary Sue McClurkin and thanked her for her support of the library. Tom Allen reported that the Young Adult area is complete. It passed inspection by the Pelham inspectors on August 7th. Ceiling tiles will be installed August 8th.
REPORTS
Financial Reports
We have received the Alabama Securities Commission grant for $2,800. Tim Ryan asked about attorney letters on foreclosures. Carol responded that we do receive attorney letters when foreclosed properties are sold. Tim Ryan asked if we will remain underbudget on payroll. Carol responded that we will. Tom Allen asked about T1 line expenses. He explained that Auburn University will install T1 lines for AGITC and the Library and will cover all costs. This is an in-kind donation from Auburn to AGITC. Tom Allen asked how we should proceed with Auburn University. Tim Ryan suggested that Tom get more details from Auburn. Steve Zerkis suggested that we accept Auburn’s offer. Steve Zerkis and Carol Farr reviewed the status of the debt service. Steve Zerkis and Kay Kelley discussed current money market rates. Tim Ryan made a motion to accept the financial reports. Steve Zerkis seconded the motion. The motion carried by a unanimous vote.
Director’s Report
Carol provided detailed information on the summer reading program. The summer reading program was very well received. Tim Ryan asked Carol Farr to convey to the staff that the Board is appreciative of their efforts on the summer reading program.
Statistical Report
Carol discussed the circulation figures.
New Business
Status of Financial Procedures
Steve Zerkis asked for an update. Carol Farr and Stephanie Rauterkus will meet with Joe Godwin next week. Carol and Stephanie will submit the full document to the Board by the end of September if not before.
GL Insurance
Kay Kelley reported on her investigation of our current policy. Costly and specialized projects related to building upkeep are not covered under our current policy. Therefore, whenever the library contracts with others for this type of work, the contractor must be able to produce a certificate of insurance in the amount of $1,000,000 and name the library as an additional insured.
Draft Budget 2008 – 09
Tom Allen asked if we could table discussion on the budget until the next meeting. The Board agreed.
Audit Bids
The Board reviewed bids from DeLoach, Barber & Caspers ($11,250), Barfield, Murphy, Shank & Smith ($10,750), Moses, Phillips, Young, Brannon & Henninger ($9,500), Corbin ($7,200 to $7,800). Kay Kelley and Tom Allen discussed the need for firm quotes with ‘not to exceed’ figures. Carol will ask Corbin and Moses, Phillips to provide ‘not to exceed’ figures and forward this information to the Board.
Formula/Algorithm to Apportion the Power Bill to AGITC
Tom Allen asked Stephanie Rauterkus for the status of this formula/algorithm. Stephanie Rauterkus reported that it is not complete and will forward it to the Board as soon as possible. Tom Allen asked if any savings from the T1 donation from Auburn University could be used to offset the utility charges to AGITC. Stephanie Rauterkus will include this in the algorithm.
Old Business
AGITC
Tom Allen reiterated that the ceiling tiles will be installed in the Young Adult area on August 8th. Kay Kelley asked Tom Allen to verify the warranty information on the carpet for the Young Adult area. Tom Allen led a tour of the YA area and AGITC space. Mary Sue McClurkin left after the tour. Tom Allen asked if we want to name the YA area in her honor. Tim Ryan asked if we could give the idea more thought. Kay Kelley asked if we could install a plaque instead. Tom Allen indicated that that was what he had in mind. Kay Kelley indicated that the telephone lines were not run in the YA space before the walls were installed and asked how this will be done. Tom Allen indicated that it should not be a problem. Tom Allen showed a proposed drawing from the County of the walkways and parking lot changes. The Board discussed the drawing and considered alternatives. Tom Allen will continue to work with the County on the agreement to cover the cost of construction. Kay Kelley asked about the original budget.
Kay Kelley asked AGITC prepare a letter to the NSL Board advising what it used the Cawaco grant money for and Tom Allen agreed to provide it on behalf of AGITC..
Mt. Laurel
Tom Allen reported that they have raised about $26,000 with a goal of $250,000. They have $10,000 in pledges.
Survey
Carol Farr had no new information on the survey. Steve Zerkis made a motion to create a survey document, have it finalized within seven working days and distribute it via the web site, in the Library and (with potentially different questions) through the mail with the invoices. Tom Allen seconded the motion. The Board discussed the motion. Steve Zerkis changed the motion such that the survey document should be complete by August 21st. Tom Allen suggested a six-question format with the first five questions asking about specific aspects of the library and the sixth being more open-ended. Kay Kelley will assist Carol with drafting the document.
Staff Development Status
Carol had nothing new to report on staff development.
Coffee Shop
The Board discussed whether or not we needed to conduct a separate survey on the coffee shop. The Board decided to incorporate the coffee shop in the main survey questions.
Trustee Elections
Carol Farr reported that the Probate Court had not informed her that any of any opposition to the trustees standing for election.
Adjournment
The meeting was adjourned at 6:03PM. The next meeting was scheduled for Thursday, August 28th at 4:00PM.
The monthly meeting of the Board of Trustees of the North Shelby Library was held August 28, 2008. The meeting was called to order by Board President Tom Allen at 4:00 PM. Board members present in addition to Mr. Allen were Kay Kelley, Stephanie Rauterkus, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Agenda
The subject of the roof was added to the agenda and the agenda was accepted.
Minutes
The Board discussed the minutes from the August 7th meeting. Kay Kelley asked (via a prior email) to add to the minutes the statements “Kay Kelley asked AGITC prepare a letter to the NSL Board advising what it used the Cawaco grant money for.” and “Tom Allen agreed to provide it on behalf of AGITC.” Tim Ryan made a motion to accept the minutes as amended. Steve Zerkis seconded the motion. The motion carried by a unanimous vote. The Board discussed the possibility of recording meetings. The Board agreed to record the meetings as ‘work papers’.
REPORTS
Financial Reports
The Board discussed Attorney’s Letters. Steve Zerkis made a motion to increase the charge on Attorney’s Letters from $25 to $27.50. Tim Ryan seconded the motion. The motion carried by a unanimous vote. Carol Farr reported that the Library received a $650 donation from the Quilt Guild. Steve Zerkis asked about the tenant that rents the meeting space on Sunday mornings. Carol Farr reported that this group will likely not continue to use the meeting room. Steve Zerkis, Tim Ryan and Carol Farr discussed cash flows. Steve Zerkis made a motion to accept the financial reports. Tim Ryan seconded the motion. The motion carried by a unanimous vote.
Director’s Report
Statistical Report
Carol Farr explained the movement of the Express Checkout equipment and the impact on the statistical report. Carol Farr also reported that circulation is ahead of the previous year.
New Business
Roof
Tim Ryan reported that he and his staff members examined the roof of the building. Tim Ryan reported that the roof is in poor condition. Stephanie Rauterkus asked the age of the roof. Carol Farr and Steve Zerkis reported that the roof is approximately 10 years old. Carol Farr reported that the roof has a 15-year warranty. Tim Ryan suggested that we contact Firestone (the manufacturer of the roofing material). Tom Allen asked Tim Ryan to follow-up with Firestone. Tim Ryan agreed. Steve Zerkis asked who installed the roof. Carol Farr reported that Quality Roofing was the installer. Kay Kelley asked if there is a temporary solution to extend the life of the roof. She estimated that a new roof would cost approximately $500,000. Carol has made an appointment for Garland Company to examine the roof and make suggestions.
Staffing
Kay Kelley initiated a discussion on staffing. The Board asked Carol Farr to develop a detailed plan with costs for its consideration.
NSL Liability Insurance Requirement
Kay Kelley presented a draft of a policy regarding liability insurance requirements for the Library. Kay Kelley made a motion to adopt the North Shelby Library Liability Insurance Requirements policy dated August 28, 2008. Tim Ryan seconded the motion. The motion carried by a unanimous vote.
Draft Budget 2008 – 09
The Board discussed the proposed 2008 – 2009 budget. Carol Farr will revise the budget based on the Board discussions.
Old Business
AGITC
Tom Allen reported that the Young Adult area is complete and that the AGITC area is still under construction. The hope is that the space will be complete by October 1st. The key remaining issue is the walkway. Kay Kelley made a motion for Steve Zerkis to take over negotiations with Shelby County regarding the Memorandum of Agreement between the County, the Library and AGITC. Tim Ryan seconded the motion. Tom Allen requested that Kay Kelley, Stephanie Rauterkus and Tim Ryan provide input to Steve Zerkis regarding the elements that need to be included in the document.
Mt. Laurel
Carol Farr reported that Mt. Laurel had collected just under $32,000. Hoover Toyota donated $330.
Audit Bids
Carol Farr presented additional information from two CPA firms related to their original proposals for audit work. Four firms submitted proposals ranging in price from $7,850 to $11,250. Steve Zerkis made a motion to accept the proposal by James H. Corbin, Jr. for $7,850. Tom Allen seconded the motion. Tom Allen and Steve Zerkis voted in favor of the motion. Kay Kelley, Stephanie Rauterkus and Tim Ryan abstained. The motion did not carry. Steve Zerkis will organize meetings with the CPA firms.
Tim Ryan, Kay Kelley, and Stephanie Rauterkaus were given the oath of office by notary, Carol Farr.
The meeting was adjourned at 6:49 PM. The next meeting was set for September 25th at 4:00 PM.
North Shelby Library District
Minutes of the Board of Trustees Meeting
SEPTEMBER 11, 2008
A special meeting of the Board of Trustees of the North Shelby Library was held September 11, 2008. The meeting was called to order by Board President Tom Allen at 3:55 PM. Board members present in addition to Mr. Allen were Kay Kelley, Stephanie Rauterkus, Steve Zerkis and Tim Ryan. Library Director Carol Farr was also present.
Memorandum of Understanding
Steve Zerkis distributed a draft of a Memorandum of Agreement between Shelby County and the North Shelby Library District. Steve Zerkis also distributed a draft of a Memorandum of Agreement between Shelby County and AGITC. The Board reviewed and discussed both Memoranda. The Board agreed that an agreement between the County and the NSL is not necessary. Further, the Board agreed that any donations from outside parties for leasehold improvements should be handled according to the terms of the lease between the NSL and the tenant.
CPA Interview
The Board interviewed Mr. James H. Corbin, Jr., CPA with respect to an audit of the NSL’s financial statements.
Tom Allen left the meeting at 4:55 PM.
The Board interviewed Mr. R. Lee Willoughby, CPA with respect to an audit of the NSL’s financial statements.
Kay Kelley made a motion to hire Mr. R. Lee Willoughby to audit the NSL’s 2008 financial statements. Stephanie Rauterkus seconded the motion. The Board discussed the motion. Kay Kelley, Stephanie Rauterkus, Tim Ryan and Steve Zerkis voted in favor of the motion. The motion carried.
Adjournment
Tim Ryan adjourned the meeting at 5:52 PM.
Minutes of September 25, 2008 Trustees Meeting
Present were Tom Allen, Steve Zerkis, Kay Kelley. Stephanie Rauterkus came after the meeting had begun. Library Director Carol Farr was also present and visitor was County Manager, Alex Dudchock.
The agenda was accepted as amended on a motion by Kay Kelley seconded by Steve Zerkis and unanimous vote. The minutes of the September 11, 2008 special meeting were approved by a motion of Kay Kelley second by Steve Zerkis unanimous vote.
Alex Dudchock gave a presentation of the contract the County required for sidewalk construction for the AGITC entrance, made hand written changed to it, and left the contract for the Board, signed by him. The Board discussed the contract and Tom Allen then signed the contract. After discussion of same he made a motion to accept the contract as presented by the County Manager. Steve Zerkis seconded the motion. Tom Allen and Steve Zerkis voted aye. Kay Kelley and Stephanie Rauterkus abstained. The motion did not pass. It was decided that Kay Kelley would gather more information regarding the costs of the sidewalk project and AGITC will provide the dollars spent to date on the build out. A special meeting notice will be posted for a re-vote on Monday evening September 29, 2008 at 5:30 p.m. The agenda will be limited to the Memorandum of Agreement between Shelby County and the NSL regarding the AGITC sidewalk.
The Board voted to implement the Succession/Staffing plan and budget as presented by Carol Farr on a motion by Steve Zerkis seconded by Tom Allen. All four Trustees present voted aye.
Kay Kelley made a motion that Carol Farr is to get two more bids for roof repairs. The Board will then review and decide if a sealed bid is necessary. Steve Zerkis seconded. All Trustees present voted aye.
The 2008-2009 FY operating budget in the amount of $1,099,922.00 was approved on a motion of Tom Allen seconded by Kay Kelley. All Trustees present voted aye. The Board also voted for a Capital Budget for FY 2008/2009, that will include, but not be limited to roof renovations, to be decided at a future Board meeting.
Kay Kelley made a motion and Tom Allen seconded a motion to approve the Financials as submitted via email by Carol Farr.
The next meeting will be October 23, 2008 at 5:00. The meeting was adjourned.
