Minutes
2008-2009
Oct 08 / Nov 08 / Nov 27 08 / Jan 09 / Feb 09 09 / Feb 17 09 / Mar 02 09 / Mar 07 09 / Mar 16 09 / May 15 2009 / May 20 2009 / June 09 / August 09 / September 09 / Sep 19 09 /
A special meeting of the Board of Trustees of the North Shelby Library was held November 6, 2008. The meeting was called to order by Kay Kelley at 5:05 PM. Board members present in addition to Mrs. Kelley w
ere Stephanie Rauterkus, Tom Allen (via telephone) and Tim Ryan (via telephone). Library Director Carol Farr was also present. Steve Zerkis left motions via telephone.
Quorum
Tom Allen voiced concern that there was not a quorum because two Board members were present in person and two via telephone. Allen and Kelley discussed whether or not the Board is subject to the Open Meeting Act.
Adjournment
Kay Kelley adjourned the meeting at 5:30 PM.
The meeting was conducted by Kay Kelley. Tim Ryan was present. Stephanie Rauterkus attended by telephone. There are no other Trustees. Carol Farr, consultant, was the only visitor.
The agenda was adopted as amended. No prior minutes were approved.
Financial Reports:
Carol Farr, consultant, presented financial reports for the prior fiscal year which were accepted .
Old Business:
The business conducted at the October 23, 2008 Annual Meeting was revoted on in light of complaints from prior Trustees Tom Allen and Steve Zerkis that the business conducted at that meeting, as well as the meeting of September 29, 2008, to approve the sidewalk contract, was unlawful due to quorum issues.
Kay Kelley was elected President on a motion by Tim Ryan, second by Stephanie Rauterkus and unanimous vote. Tim Ryan was elected Vice President on a motion by Kay Kelley, second by Stephanie Rauterkus and unanimous vote. Stephanie Rauterkus was elected Secretary Treasurer on a motion by Tim Ryan, second by Kay Kelley and unanimous vote.
Carol Farr's retirement was accepted effective November 6, 2008, on a unanimous vote.
The financial reports presented and accepted at the annual meeting were accepted on a motion by Kay Kelley second by Tim Ryan and unanimous vote.
New Business:
All on motions by Kay Kelley, second by Tim Ryan and unanimous vote it was decided:
Kay Kelley will send a certified/regular mail letter to AGITC giving it until 12/31/2008 to complete the YA space build out If this deadline is missed Shelby County will be advised to cease sidewalk construction.
There is no need to ratify actions of retired Director Carol Farr to promote Katie Guerin to Assistant Director per the Board's Succession Plan.
Stephanie Rauterkus will take Carol Farr's position on the Mt. Laurel Board pending appointment a new Trustee who might live in Mt. Laurel.
By Laws Changes:
The Board re- adopted a Conflict of Interest Policy taken from the IRS's sample policy.
Any Trustee may call a special meeting. The Bylaws time requirements will be met if more restrictive than state law. Electronic notification of a special meeting will require actual personal acknowledgement by the Trustee of the electronic notice.
The definition of being “present” at a meeting is amended to include participation where all Trustees can hear each other either in real time by speaker phone or web camera or other device.
Kay Kelley will make these changes and provide the actual Bylaws to the Board for final approval.
The 2009 Holiday Schedule as provided by Consultant Carol Farr was not approved. Rather the Board approved a policy of approving 13 paid holidays plus one “work” day where the Library is closed but staff works per year. The Library Director will set this schedule every November and publish to the Staff and the Board. If more than 13 holidays are needed in a particular year the Board will be consulted for approval of the additional holiday.
Given the part time nature of Business Office employee(s), this will be shown on the door and the website so the public does not come to the business office when no one is present.
Carol Farr is to publish notice of Trustee Vacancies. At the next Board meeting the Trustees will review applications. Those applicants for the prior vacancies who made the final selection process will be contacted to see if they are still interested in serving.
No Attorney General Opinion regarding the Annual Meeting is necessary.
The next meeting is set for January 13, 2009.
The meeting was adjourned.
A meeting of the Board of Trustees of the North Shelby Library District was
held on January 20, 2009 at 5:30 P.M. at the library. The meeting was called to
order by board president Kay Kelley. Board member present included Vice-
President Tim Ryan. Also present was Assistant Director Katie Guerin.
Carol Farr was also present. Tom Allen was introduced as a guest.
The meeting agenda was presented, discussed and adopted on a
motion by Tim Ryan, seconded by Kay Kelley.
Minutes were not available from the November 27, 2008 meeting.
Tom Allen gave an update on the AGITC space.
On a motion by Tim Ryan and seconded by Kay Kelley, the board approved
to extend Carol Farr’s contract as an independent contractor.
On a motion by Tim Ryan and seconded by Kay Kelley, the board approved
that Carol Farr will interview & hire applicant for the Bookkeeper position.
Carol Farr reported that we have four applicants for the vacated positions
on the North Shelby Library Board.
On a motion by Kay Kelley and seconded by Tim Ryan, the board instructed
Carol Farr to get quotes for a web based upgrade for the HVAC units.
On a motion by Kay Kelley and seconded by Tim Ryan, the board approved
ACCI to proceed with the online credit card program for assessment payments.
The financial reports were presented by Carol Farr. On a motion by Tim Ryan
and seconded by Kay Kelley the financials were approved.
The board authorized Carol Farr to discuss the permanent Library Director’s position
with Katie Guerin as per the succession plan.
Katie presented a circulation report for December.
The next meeting will be February 17, 2009 at 4:00 p.m.
Kay Kelley, Stephanie Rauterkus, and Tim Ryan held a regular meeting at 5:15 p.m. on February 9, 2009. The only item on the agenda was to continue Carol Farr as a consultant until the end of March 2009. Kelley volunteered to handle Farr’s retirement party if Ryan and Rauterkus would be responsible for a retirement gift. On a motion by Kelley seconded by Ryan the vote was unanimous to have Farr continue.
At 5:30 the Board then met with students from UAB course FN 495. The finance students are studying various aspects of finances of the library as one of their Capstone projects and will report their recommendations as to how/when the NSL might meet APLS Blue Ribbon standards to the Board at a later date.
The meeting was adjourned.
The Meeting was called to order by Kay Kelley. Trustees present were Kay Kelley, Tim Ryan, and Stephanie Rauterkus. Also present were Tom Allen, David Hubbard, and John Nabors, Katie Guerin and Carol Farr.
The Agenda for the meeting was approved.
Minutes for the meetings of
August 25, 2008
September 29, 2008
October 23, 2008
November 6, 2008 and
November 27, 2008 were approved. There are no minutes of the October, 15, 2008 meeting.
The financial reports as presented by Carol Farr were accepted. Katie Guerin presented a report on Library activities for the month.
The Boards of the NSL and AGITC discussed pending buildout items. AGITC was shown a photo of the hole in the wall in the Children’s Department. They will either have Anthony repair it or they will have it repaired. It was agreed that AGITC does not have to match the existing exterior doors i.e., they do not have to have a brushed stainless steel door to their space; however, the color will need to be silver to match the windows adjacent to AGITC’s door. A discussion was had about the electrical sub-meter. The model chosen by AGITC’s electrician is not UL listed. Several models from the web site used by him are UL approved and one model was agreed to. John Nabors will get a spreadsheet prepared listing all costs incurred by AGITC to date to the NSL Trustees so a final lease can be approved.
Carol Farr has reviewed resumes and has interviewed two candidates from ITAC as well as another local person and is ready to hire two people for the Business Office. On a motion by Tim Ryan and a second by Stephanie Rauterkus she was authorized to have ACCI program our secure website for credit card payments for assessments. This will be used on the first late payment bills as a trial then on personal property.
Time Ryan gave a report on the negotiations for the Line of Credit that balloons in May as well as the mortgage. Charles Wisdom from BancorpSouth wants to attend the next Board meeting to discuss this matter. On a Motion by Kay Kelley and a second by Stephanie Rauterkus, Tim Ryan was authorized to complete and sign whatever documents are necessary to rollover of the line of credit into the mortgage, hopefully without the NSL having to incur the expense of an updated appraisal.
The Capital Budget cannot be finalized until a decision is made on the scope of roof repairs. The grand opening of the YA space will be February 26, 2009
The next Board Meeting will be March 16th, 2009 at 4:00 p.m. The meeting was adjourned.
Kay Kelley, Stephanie Rauterkus, Tim Ryan, and Katie Guerin met on March 2, 2009 at the Library with students from UAB finance course FN 495. The students presented various recommendations as to how much funding would be required for the NSL to meet APLS Blue Ribbon status. No business was conducted at the meeting
The meeting was called to order by President, Kay Kelley. Attending were Vice-President Tim Ryan and Library Director Katie Guerin. Visitors present were Megan Lansden and Barbara Calhoun.
The agenda was approved on a motion of Kay Kelley, seconded by Tim Ryan and approved by both.
The Board reviewed three cost estimates of Carol Farr’s retirement open house and Tim Ryan and Kay Kelley voted to have a meal (BBQ) and to hire teenagers to provide help at the function.
The Board interviewed Megan Lansden and Barbara Calhoun for the vacant board positions.
The meeting was adjourned. The next Board meeting is set for March 19, 2009
The meeting was called to order by Kay Kelley. Guests present were Tom Allen, David Hubbard, John Nabors, and Tom Berryman. Board Members present were Tim Ryan and Stephanie Rauterkus. Library Director Katie Guerin attended.
The agenda was adopted. The minutes of the last meeting were approved.
The Board on a motion by Kay Kelley seconded by Tim Ryan and voted for by all board members agreed to the electrical sub-meter as submitted by John Nabors.
The Board on a motion by Kay Kelley seconded by Stephanie Rauterkus and voted for by all Board members agreed to the buildout amount in the lease to be $200,000 and agreed to the changes that will be made to the lease. Tom Allen will prepare a new lease, sign it on behalf of AGITC and bring it to the NSL for signature.
The sidewalk costs will exceed more than $60,000.00
The Board interviewed Tom Berryman for the vacant Trustee position.
Stephanie Rauterkus will interview Megan Lansden and Barbara Calhoun so a decision as to filling the vacancies can be made prior to the next Board meeting
Katie Guerin gave a report on the previous month’s activities.
The Board will wait for the auditor’s recommendations before making procedural changes as there are now two employees (plus Library Director) in the Business Office.
The next meeting will be May 19th at 4:00.
The meeting was adjourned.
