(Approved February 15, 2007)
01-18-2007
7:45 a.m.
Paseo Verde Library
Call to Order
Chair, Colleen Bell, called the meeting to order at 7:53 a.m.
Roll Call
Board Members Present:
Colleen Bell, Robyn Carr, John Simmons, Jacob SnowBoard Members Absent:
Richard Derrick, Todd Hauge, Herb HunterStaff Present:
Debbie Englund, Tom Fay, Orin Fielding, George Greicar, Florica Hagendorn, Sean Hill, Gayle Hornaday, Rachel Mainz, Janet Mastalir, Michelle Mazzanti, Laurie Orton, Joy St. John, Joan Vaughan, Evelyn Walkowicz Staff Present via videoconference: Mae GiaimoApproval of Agenda
John Simmons made a motion to approve the agenda as written. Robyn Carr seconded the motion. The vote was unanimous.
Approval of Minutes
Jacob Snow made a motion to approve the November 2006 minutes as written. John Simmons seconded the motion. The vote was unanimous.
Review of Paid Invoices
Robyn Carr inquired about the high mobile phone charges. Debbie Englund explained that staff recently received new phones and the expense was reflected in the previous month’s invoices. Additionally, due to a billing error there is a $1,300.00 credit due HDPL. The board accepted the paid invoices without further comment.
Director's Report
Security Report Tom Fay reported no major security issues in the past two months.
Quarterly Reports Gayle Hornaday said circulations statistics are up 9.2% over last year, up 8.3% year-to-date. New library card issuance is up 25% over last year.
Materials Recovery update: Since the beginning of the fiscal year $17,700 in cash and materials have been recovered at a cost to HDPL of $4,859. The service started April 2006.
Mae Giaimo reported on Season’s Readings, HDPL’s 3rd season presentation of a winter reading program. Season’s Readings encourages library usage between Thanksgiving and Martin Luther King Day. All libraries showed an increase in participation over the previous year. Paseo Verde Library had the most children participate. Gibson Library had the most adults participate. Malcolm Library had the largest per capita; their readers read the most books. Pittman Library did extremely well, with more children signed up than the Malcolm Library.
Saturday, October 28th, featured the 2nd Annual Aspiring Young Authors Conference for students from grades 4-8. Florica Hagendorn explained that the all-day event held at Henderson Events Plaza, was designed to inspire students to love literature and reading and to gain confidence in writing. 132 students attended from 24 elementary schools, 10 middle schools and 2 high schools. Author Obert Skye was the keynote speaker. Break-out sessions included classes with 4 nationally known authors, including HDPL’s own Robyn Carr, 1 editor and 5 local authors. Activities included author panels; break out sessions, lunch with activities and a book sale/book signing at the end of the day. Each student received a writing journal with information on where to submit work for contests and publication.
Rachel Mainz highlighted special Youth Services programs making the news in the last quarter. Gibson Library: Creepy Crawly Icky Gooey, Pre-schooler’s New Year’s Eve Party, which celebrated counting down to 12:00 noon on New Year’s Eve. Malcolm Library: Birthday Party for Louis Braille. Outreach: Ready-for-School Storytime at two elementary schools. Paseo Verde Library: Captain Underpants Party, Picnic and a Movie. Pittman Library: CyberClub, Teen Photography Contest.
Betsy Johnson discussed Raise a Brighter Child training classes offered for parents. Pre-literature skills are taught to parents to better prepare their children to learn to read by kindergarten. The program features guest speakers: In January an investor will address the group. During February a pediatric dentist will speak. March will feature a child psychologist teaching parents how to Keep Cool When Your Children Push Your Buttons.
Laurie Orton reported on One Book Henderson progress. The new logo was distributed to the Board. The logo will be used for banners, posters, flyers, magnets and a jewelry pin. The pin will have a place to add a new bar for each year of participation in the One Book Henderson program.
Joan Vaughan announced a new Guinness World Record attempt was held on December 13, 2006. The event included participation by 547,826 readers in 2,451 locations, in 50 states and 28 countries, to compete for the record of the most people reading aloud simultaneously in the most locations. An excerpt was read from Charlotte’s Web. The Las Vegas valley had more participating locations than any other city. At the Paseo Verde Library, 28 people participated in reading the passage, aided by 4 outside volunteers who served as independent witnesses. The paperwork has been submitted and HDPL is currently awaiting validation from Guinness.
Michelle Mazzanti advised the Board of the purchase of a new 22-foot courier truck which allows for more efficient transport of library materials between building and storage facilities.
Gayle Hornaday introduced Janet Mastalir as the new Paseo Verde Library Branch Manager
Tom Fay congratulated staff on the following promotions: Joan Vaughan was promoted to Head of Reference, Assistant Branch Manager of the Paseo Verde Library; Joy St. John was promoted to Internet Services Librarian; Orin Fielding assumes the position of Assistant Manager in the IT Dept; George Greicar was promoted to IT Analyst. George Greicar just finished completing the MCSE [Microsoft Certified Systems Engineer] Certification in December.
Tom Fay invited the Board to attend the AVI author reception, part of the APPLE partnership, next Friday.
The online bookstore portion of the on-line catalog will activate on Friday. It will be a soft launch, but will be promoted when the new website launches in March. The online bookstore allows patrons a purchasing option from the online catalog. HDPL receives a certain percentage of each purchase. These funds are returned to the “book budget” so that additional library material can be placed on the shelves.
The Library Fund Advisory Board will have the committee’s first meeting January 31st to elect officers, pass bylaws and begin strategizing fundraising initiatives. John Simmons asked how many members are on the committee. Tom Fay responded 5, but he would like to grow it to 7 or 8. Currently the members include Keith Huffman of American Nevada, Claire MacDonald of MacDonald Properties, Kathy Jumper [former HDPL Board Member], John Dlouhy of Northern American Capital, and Ann Small [former HDPL Board Member and Chair].
March 22nd is Library Day at Nevada State Legislature. Tom Fay said some staff, board, and Friends’ members will be asked to attend. Library Day is an opportunity for library voices to be heard. Jacob Snow asked if the reception will be held at the Governor’s Mansion. Tom Fay responded Library Day will be hosted at the Nevada State Library with a reception at the Nevada Legislative Building or the Nevada State Library.
The State of the City Luncheon will be February 14th. HDPL has obtained a table for ten. Board Members interested in attending should contact Tom Fay as soon as possible. Representatives of staff, Board and Friends will attend.
New Business
Discussion and possible Board action regarding approval of joinder to State of Nevada Contract for Purchasing Card Services.
Debbie Englund explained that HDPL is currently joindered onto the State of Nevada’s contract with Bank of America for purchasing card services. The State of Nevada contract was put out to bid and has been awarded to GE Capital. HDPL has the option of remaining with Bank of America or joindering onto the State’s new contract with GE Capital. The fees are about the same. While both companies offer a rebate, HDPL’s total expenditures would have to exceed $750,000 per year with Bank of America. GE Capital’s rebate program is based off of the state purchasing total, thus allowing HDPL to receive approximately $3,000 per year based upon current purchasing card expenditures. John Simmons asked for clarification that HDPL will end the contract with BOA and begin a contract with GE Capital. Debbie Englund responded yes. John Simmons made a motion to approve the joinder to the State of Nevada Contract for Purchasing Card Services provided by GE Capital. Jacob Snow seconded the motion. The vote was unanimous.
Discussion and possible Board action regarding approval of Purchasing Card Limits.
Tom Fay said gas will be purchased from local stations since purchasing gas from the City of Henderson lot is somewhat problematic for both entities. Currently, the city bills for the fuel on a yearly basis and often, the bill arrives well into the next fiscal year, making budgeting fuel costs difficult. Debbie Englund said the fuel cards’ access is restricted to fuel purchase only, with a $500 per purchase limit, $2,500 total limit to the card. John Simmons expressed concern that the limit may be too high for a gas card. Tom Fay explained that the new courier vehicle can take up to $400 worth of gas in one filling. Jacob Snow made a motion to approve the new purchasing card limits. Robyn Carr seconded the motion. The vote was unanimous.
Discussion and possible Board action regarding the approval of a part time position.
Tom Fay said money was set aside for temporary positions for Fiscal Year 2007. Because of increased circulation, stress has been placed on the Circulation Department staff at all libraries. Tom Fay proposed using the previously-approved money for temporary positions to hire a part time Circulation Technician who will serve as a “floater” between libraries. This staff member will be able to fill in on a temporary basis as vacation or illness creates staffing shortages. John Simmons asked for clarification that the funding is currently available. Tom Fay responded yes, the remaining funds that were approved for temporary help will fund the position. John Simmons made a motion to approve a new part time Circulation Department position. Robyn Carr seconded the motion. The vote was unanimous.
Discussion regarding the 2007 Legislature.
Tom Fay said legislative sessions will begin in a few weeks. HDPL’s lobbyist, Renny Ashleman, is ready to represent HDPL’s interests. There are close to one hundred bills that may affect libraries, directly or indirectly.
There are several BDR’s [Bill Draft Requests] directed at public employee benefits. There are BDR’s addressing changes in taxes, consolidated and property, which may affect HDPL. A key situation being monitored is the North Las Vegas Library District’s efforts to change the consolidated tax formula allowing the North Las Vegas Library District to receive a portion of consolidated taxes collected. Having seen no official language for the BDR, HDPL’s view of the matter is that the City of North Las Vegas can distribute the consolidated tax collected however they like – without changing the consolidated tax formula.
There is a BDR that would place a moratorium on changes to the consolidated tax for ten years. This is a complex issue that may also affect HDPL.HDPL has remained in communication with the City of Henderson’s Intergovern-mental affairs and will continue to do so throughout the session.
Colleen Bell said there are many BDR’s trying to change PERS [Public Employees Retirement System] and the benefits.
John Simmons asked for an update on the Pittman Security, Green Valley Library acquisition progress and the Landwell situation.
Tom Fay said the Pittman situation has improved. More adults are using the library. The security issues have been mitigated by partnering with the City of Henderson to hire a guard that is available during Pittman’s open hours. The area will likely continue to have spikes of security concern; however the teamwork between the police, the security guard and staff has helped considerably.
The Green Valley Library acquisition is two years away. Gayle Hornaday and Michelle Mazzanti will lead the transition committee. An RFI for purchasing the core collection is being prepared and will be sent out by February. Donated materials are constantly being processed for the Opening Day Collection; weeded materials from HDPL collections are being re-processed for the Opening Day Collection. Covenants from the current Green Valley Library are being reviewed to ensure compliance as HDPL takes possession. Original bond questions and statements will be reviewed to ensure promises are met in regard to the building. Fundraising is underway for the Green Valley Library project and a naming opportunity is being negotiated which may help offset costs.
Landwell discussions are still underway. Tom Fay hopes to have more information by the end of January.
John Simmons asked for clarification of the money previously budgeted for acquiring the Green Valley Library. If money could be raised to pay for the Opening Day Collection through donations, Tom Fay said, the money that has been saved could be used for both foreseen and unforeseen capital improvements in a twenty year-old building, along with technology and other needs that may develop once the doors open to the public.
Old Business
Distribution of SAS61 Auditor’s letter.
Debbie Englund said distribution of the SAS61 Auditor’s Letter is the final audit requirement. The SAS61 Auditor’s letter explains issues, exceptions or problems the auditors have found. Kafoury, Armstrong & Co. found no problem or exception during the audit of HDPL’s Fiscal Year 2006.
Announcements
The next Board meeting will be held on February 15, 2007 at the Paseo Verde Library, 280 S. Green Valley Parkway, Henderson, Nevada.
Public Comment
Note: Pursuant to Nevada’s Open Meeting Law, action may not be taken on matters presented during this period until included on a future agenda as an action item.
Adjournment
Chair, Colleen Bell, adjourned the meeting at 8:45 a.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Thursday, January 11, 2007, at least three (3) business days before the meeting, including in the notice the time, place, location and agenda of the meeting. Details of the agenda may be obtained by calling 492-6584.
Posted at Paseo Verde Library, James I. Gibson Library, Lydia Malcolm Library, Pittman Library, City of Henderson-City Clerk’s Office, and the HDPL website.