(Approved May 15, 2008)
04-08-2008
7:45 a.m.
Paseo Verde Library
Call to Order
Chair Colleen Bell called the meeting to order at 7:49 a.m.
Roll Call
Board Members Present:
Colleen Bell, Robyn Carr, Richard Derrick, Todd Hauge, Herb Hunter, John Simmons and Jacob SnowBoard Members Absent:
NoneStaff Present:
Laura Carroll, Carolyn Easterby, Tom Fay, Ed Feldman, Orin Fielding, Kathy Franklin, Mae Giaimo, Florica Hagendorn, Sean Hill, Gayle Hornaday, Betsy Johnson, Janet Mastalir, Michelle Mazzanti, Laurie Orton, Vivian Tufano, Joan Vaughan and Evelyn Walkowicz. Also present was Dr. Kathy HugApproval of Agenda
John Simmons made a motion to approve the agenda. Herb Hunter seconded the motion. The vote was unanimous.
Approval of Minutes
Herb Hunter made a motion to approve the March 20, 2008 Board meeting minutes. John Simmons seconded the motion. The vote was unanimous.
Review of Paid Invoices
The paid invoices were accepted without comment.
Director's Report
Circulation Report: Gayle Hornaday said comparing March of 2008 with March of 2007 there has been an increase in circulation of 9.5%. This indicates that Sunday closure has had little impact on library usage.
Security: no major issues.
Library Tree Lane 2008: Kathy Hug presented each Board member with the Library Tree Lane 2008 business plan. 2008 will be the “Fabulous Fifth” Library Tree Lane fundraiser. Important dates: Library Tree Lane Gala, December 5th and Holiday Carr Chat, honoring Robyn Carr, November 20th. Robyn Carr will have a new holiday book debuting. Bruce and Rose Woodbury will be the honorary chairs. Kathy Hug asked the Board members to consider sharing the sponsor information in the packet with potential donors. The holiday trees will be pre-sold this year instead of auctioned at the gala. The trees will still be displayed for the duration of the Library Tree Lane events. Kathy Hug said the event couldn’t happen without the support of library administration and staff. Tom Fay commented that the planning for Library Tree Lane begins one month after the event and commended the volunteers who work so hard to make it a success.
One Book Henderson 2008: Janet Mastalir presented each Board member with a special edition of Marley & Me, by John Grogan, this year’s One Book Henderson selection. One Book Henderson will kick off the first Saturday in October with a carnival at the District titled “Who Let the Dogs Out?” Events will be scheduled during the month of October, culminating with an appearance by author John Grogan on the last Saturday of October.
New Business
Discussion and approval of the tentative FY 2009 budget.
1. Tom Fay said the state provided revenue figures that weren’t calculated correctly. The Henderson Library district and the City of Henderson Redevelopment Department received revenue projections that were a small portion of what they should have been. Due to this error, other government entities’ budget revenue projections are wrong because the projected revenue from property tax was not distributed properly. The error has not been fixed, eight days after the date the state of Nevada was to provide the revenue projections. There will likely be changes in the budget by the May final budget and public hearing.
Tom Fay said the expenditure number appears high due to the 2009 construction projects and includes money from the City of Henderson (for the Gibson Library) and loans that will be taken out for the Green Valley Library. The base budget is going to be $9.65 million. The budget looks high due to the additional capital expenditures for the Gibson Library move and the acquisition of the Green Valley Library in the upcoming fiscal year. Colleen Bell asked why the post-retirement figure shows a 560% increase. Tom Fay said several staff members will be retiring and the library district will be responsible for paying their health benefits. Tom Fay pointed out that the actual library budget is at 1% less than last year. Staff and benefit packages increased by 16% to accommodate the Green Valley Library staff that will be hired in January and February of 2009.
Henderson Libraries Staff was informed at an all-staff meeting on April 7th that merit increases are frozen and staff will receive a 2.5% cost of living adjustment. Library staff is practicing conservation in every conceivable area. John Simmons commented that there are obvious sacrifices made by staff in the training and travel areas. Tom Fay said that although the training and travel budget has been reduced, it is important to continue staff development.
The subtotal of services, even with bringing on two new buildings, reflects only a 6% increase over last year.
The budgeted amount for library books and materials is $900,000 instead of $975,000. Currently a large portion of the revenue from that area is used for online databases. Databases that aren’t being used will be discontinued and the savings, almost 50%, will be used toward books and materials. This will allow the material budget to ultimately reflect a zero net loss.
The capital construction costs for the new buildings include $900,000 for the Green Valley Library collection; approximately 100,000 new items will be coming into the system in 2009. This is on top of the 40,000-50,000 new library materials purchased for the other 4 branches. Jacob Snow asked how the new sales tax on comped meals will affect the library district. Tom Fay responded it could be as much as $100,000, but details on payment and distribution of the tax have not been detailed. Richard Derrick noted that projection for utilities is up, but asked why Henderson Libraries is still budgeting $278,000 to pay Las Vegas-Clark County Library District [LV-CCLD]. Tom Fay said the payment is part of the interlocal agreement and is for taxes collected for FY 2009. The LV-CCLD payments end in FY 2009. Richard Derrick asked if at that time the library district’s boundaries will be contiguous with the City of Henderson. Tom Fay responded that they are now.
No funds will be transferred into the construction fund. There will be an $850,000 ending fund balance. As revenues increase in upcoming years, that amount will be adjusted upwards. Richard Derrick asked if there is a financial policy to provide guidelines for what the ending fund balance should be. Tom Fay replied that Henderson Libraries follow the state’s recommendations of between 5-15%. We are usually at 8-11%. This is based on property tax and consolidated tax revenues combined.
Jacob Snow made a motion to approve the tentative FY 2009 budget. Richard Derrick seconded the motion. The vote was unanimous.
Discussion and possible board action regarding FY 2008 budget amendments.
Tom Fay reviewed the memo outlining 2008 budget amendments; the memo reflects revenue from grants and contributions. This information is sent to the state. Technical changes are listed. Because the asset limit was raised to $2,500, money had to be moved from major equipment to minor equipment.
Henderson Libraries received notice that all LSTA grants applied for have been funded; the grants total approximately $110,000.
The Embarq sponsorship check for Answers 24/7 is expected this week.
John Simmons made a motion to approve the FY 2008 budget amendments. Herb Hunter seconded the motion. The vote was unanimous.
Old Business
Discussion regarding the new Gibson Library.
Tom Fay reported the final wording of the agreement is still in negotiation. Henderson Libraries’ attorney, I. R. Ashleman is working with library administration to ensure that the developer provides full financial disclosure on a monthly basis. In the current economy, many developers are struggling. Although this developer appears to be financially stable, it is important to keep abreast of their financial situation. Further as mentioned in the Letter of Intent signed last month, this process will be a build to suit. This document will be the first of several before construction can begin.
Staff will meet with the developer’s architect at Gibson Library tomorrow to discuss space utilization.
Discussion regarding the Green Valley Library.
Tom Fay distributed a floor plan of the Green Valley library showing changes under consideration. The legend on the left clarifies changes. The changes being considered are:
· Areas 1 and 2 in the middle show the entrance area which will be have new carpet installed, running into the youth services area. The current service desk will be removed.
· Service desks will be realigned.
· The sort room will be designed for the eventual installation of automatic material handling (check-in)
· The auditorium will become the computer lab.
· The conference room will be expanded out into the landscaping to make a full-size conference room, allowing for flexibility and accommodation of more people. A retaining wall and storefront glass will be added.
· At the top, the 7’s indicate small meeting rooms to be added.
· Stack arrangement will stay similar to the current layout. The area will be made more user-friendly with display areas.
A construction estimate will be forthcoming in the next few weeks and bids sought this summer. If some desired changes prove too expensive, a second phase will be scheduled.
Wall penetrations will be kept to a minimum. Number 5 on the drawing refers to penetration of a shear wall (shear walls provide roof support and are used for quake-proofing). Opening up this area will provide access for staff to pass through, but more importantly will provide visibility into several public areas that are currently obscured from view.
A necessary expense of $225,000 to $250,000 will be spent on IT (Information Technology) infrastructure for the building.
Shelving will cost about $100,000. The North Las Vegas Library District is in the process of renovating and may have some shelving that can be used. John Simmons asked if the big heavy service counter will be replaced with stand alone furniture. Tom Fay replied yes and said that modular furniture is more flexible. The goal is to have a multi-service desk which will keep staffing to a minimum and allow departments to assist each other. This type of service desk can be taken apart and moved, if needed. The area will have a lot of self check units, display and browsing areas and there is great natural light for a reading area.
Announcements
The next Board meeting will be held on Thursday, May 15, 2008 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
The meeting was adjourned at 8:28 a.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Wednesday, April 2, 2008, 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.