Minutes
2007-2008
Oct 07 / Dec 07 / Jan08 / Feb 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.
