(Approved June 19, 2008)
05-15-2008
7:45 a.m.
Paseo Verde Library
Call to Order
Chair Colleen Bell called the meeting to order at 7:46 a.m.
Roll Call
Board Members Present:
Colleen Bell, Robyn Carr, Todd Hauge, Herb Hunter, John SimmonsBoard Members Absent:
Richard Derrick, Jacob SnowStaff Present:
Shannon Berndt, Carolyn Easterby, Debbie Englund, Dennis Espero, Tom Fay, Orin Fielding, Ed Feldman, Mae Giaimo, George Greicar, Sean Hill, Gayle Hornaday, Janet Mastalir, Laurie Orton, Evelyn WalkowiczOthers Present:
NoneApproval of Agenda
The agenda was approved as written.
Approval of Minutes
Todd Hauge made a motion to approve the April 8, 2008 Board meeting minutes. Herb Hunter seconded the motion; the vote was unanimous.
Review of Paid Invoices
The paid invoices were accepted without comment.
Director's Report
Security Report: There were no major security issues in the last month.
Circulation Report: Gayle Hornaday reported it has been three months since the Sunday closings began. During that time the circulation still shows an increase of 9.1% from the same three-month period last year. Overall, for the year, the cumulative growth is up 12%. The million circulation mark has already been reached for this fiscal year. Last year, the million item mark was reached on June 16th.
The Gibson Library is still issuing the most new library cards.
PUBLIC HEARING The public hearing was opened at 7:50 a.m.
Debbie Englund, Finance Officer, presented the Proposed Fiscal Year 2008-2009 Budget to the Board. Changes were highlighted in yellow. Final numbers on ad-valorem tax revenue have not been received from the state. The district is proceeding with its forecasted revenue. Any additional revenue above the appropriations level received during the course of the year will be placed into the debt service line item. This will allow the debt service transfer in FY10 (the next fiscal year) to be reduced, if the additional revenues are truly realized.
The Salaries line item was increased by $50,000 to allow flexibility for hiring of the Green Valley Library staff and in filling a managerial vacancy. This allotment includes associated benefits as well.
The IT department adjusted its budget to obtain a vehicle to be used by IT staff (instead of personal vehicles) when traveling to the various library locations. The general fund has been updated to cover maintenance, fuel and insurance of the new vehicle.
There was no public comment The public hearing was closed at 7:52 a.m.
New Business
Discussion and possible Board action to adopt the Proposed Budget for Fiscal Year 2008-2009.
PUBLIC HEARING
The public hearing was opened at 7:50 a.m.
Debbie Englund, Finance Officer, presented the Proposed Fiscal Year 2008-2009 Budget to the Board. Changes were highlighted in yellow. Final numbers on ad-valorem tax revenue have not been received from the state. The district is proceeding with its forecasted revenue. Any additional revenue above the appropriations level received during the course of the year will be placed into the debt service line item. This will allow the debt service transfer in FY10 (the next fiscal year) to be reduced, if the additional revenues are truly realized.
The Salaries line item was increased by $50,000 to allow flexibility for hiring of the Green Valley Library staff and in filling a managerial vacancy. This allotment includes associated benefits as well.
The IT department adjusted its budget to obtain a vehicle to be used by IT staff (instead of personal vehicles) when traveling to the various library locations. The general fund has been updated to cover maintenance, fuel and insurance of the new vehicle.
There was no public comment
The public hearing was closed at 7:52 a.m.
New Business
- Discussion and possible Board action to adopt the Proposed Budget for Fiscal Year 2008-2009.
Discussion and possible Board action regarding nomination of FY09 Board Officers.
Tom Fay said it is time to nominate FY 09 Board officers. The positions to fill are the Chair, Vice-Chair and Secretary.
John Simmons nominated Colleen Bell to be Board Chair. Robyn Carr seconded the motion; the vote was unanimous.
Herb Hunter made a motion to nominate John Simmons as Vice-chair. Robyn Carr seconded the motion; the vote was unanimous.
John Simmons made a motion to nominate Robyn Carr as Secretary. Herb Hunter seconded the motion; the vote was unanimous.
Discussion regarding a possible increase in extended use fees (late fees) and an increase in the threshold for blocking library use.
Tom Fay said this item has been discussed by staff on all levels for nearly a year. People are not finding Henderson Libraries’ fees prohibitive or consider them a “fine” with a negative connotation. Many patrons say the fines aren’t much so they keep the book to finish reading it instead of bringing it back on time. The terminology of “fines” is being changed to “extended use fees”. The patron has the choice of bringing the item back on time or keeping it longer for a small fee. Staff has been using the “extended use” terminology for the few weeks.
Children’s material will remain the same at 10 cents per day. Adult materials will increase to 20 cents per day. This is still less than fees being charged at North Las Vegas Library District and Las Vegas-Clark County Library District that charge 25 cents per day on books and general materials and $1.00 per day on overdue videos.
John Simmons asked if it costs the district money to track people down that owe these fines. Tom Fay said yes, when a patron account reaches the collection process, it costs $8 per account to send it to collections; however, the majority of the fee collection is handled through the Circulation Desk not through the collection process. By early fall, patrons will be able to pay their fines from home or at the self-check units. Often, patrons are embarrassed about owing fees, so the ability to self-pay at home or through self-check will hopefully reduce the anxiety about extended use fees.
Robyn Carr asked what some of the worse situations were that were remanded to collections. Gayle Hornaday said that she has seen some people at nearly $800. Robyn Carr asked how a library patron gets an $800 debt on their library card. Tom Fay explained that some unabridged audio books cost between $75-100 per item. If 8 items are checked out and not returned, the patron could potentially owe $800. Tom Fay said that patrons daily checkout materials in excess of $800. The district is still working towards developing receipts that show the total cost of material checked out so that patrons are fully aware of their responsibility.
Tom Fay said the “block” threshold (the level at which library services are denied) for fees will be raised from $4.00 to $6.00 per card. When late fees exceed that amount, the fine must be paid before using the library card.
Colleen Bell said this item will be on the next agenda.
This is a discussion item, allowing time before the next meeting for public input and discussion.
Discussion and possible Board action regarding the Lake Mead Crossing Land Purchase Agreement for the new Gibson Library.
This item was postponed until the June 19th Board meeting.
Discussion regarding the Bylaws of the Board of Trustees.
Tom Fay said the Board Bylaws need to be updated. The laws referred to are incorrect and have been superseded by laws put in place around 1985. The suggestions made are highlighted in the draft document provided to the Board. Tom Fay recommended forming a Bylaws committee to review and present recommended changes to the Board.
Colleen Bell and Herb Hunter volunteered to serve on the Bylaws committee.
Old Business
Discussion regarding the new Gibson Library.
Tom Fay said $3 million dollars has been moved from the escrow account and invested until needed for the new Gibson Library. Tom Fay is working with the developer to get the agreement for land purchase finished. Once completed, there will be 120 days to get appraisals, soil testing and other due diligence items finished.
Using current industry standards, the estimated total cost for land, grey shell building and tenant improvements is $4.0 - 4.5 million dollars.
Tom Fay will be meeting with John Simmons and Mark Hobaica, Construction Manager for the City of Henderson, to determine the particulars of the bid process. John Simmons asked if the Letter of Intent committed Henderson Libraries to use the same developer that is building the rest of Lake Mead Crossing. Tom Fay responded the Letter of Intent is a document that shows both parties have an interest, but it is not as binding as the Agreement for land purchase, which has yet to be finalized. John Simmons commented that better construction prices could be obtained if the district is not locked in to using the developer. It may be possible to enlist the assistance of the City of Henderson in processing the paperwork and the verification of licensing; the City’s assistance would save time and attorney’s fees.
John Simmons asked who the architect will be for the new building. Tom Fay replied if the same architect is used that designed Lake Mead Crossing, it would save costs of civil and site engineering work that has already been done; final selection of the architect will be made by the Board. It was decided that Tom Fay, John Simmons, and Mark Hobaica will meet to discuss the nuts and bolts of the project and see if money can be saved.
Tom Fay said there is a little extra space on the pad. By pushing the building to the west and doing some façade and wall work, keeping with the “main street façade” the developer is trying to achieve, it may be possible for an expansion of another 6-10,000 square feet at a later date.
The Outreach Department may move to the new location; there is room to park the bookmobile on the Water Street side of the building. Todd Hauge asked what the intended square footage of the new building will be. Tom Fay replied 19,500 square feet.
Discussion regarding the Green Valley Library and preliminary construction estimates.
In regard to physical changes already discussed at previous Board meetings, the preliminary construction estimate is $200-250,000. Changes include painting the interior of the building. Tom Fay indicated he thought the estimate may be low. Accordingly, the district will keep the funds allotted fairly high in case costs are higher than estimated. John Simmons commented that the poor economy is driving prices down. Contractors don’t have work and are forced to offer services at a lower price. General contractors are receiving up to 40 subcontractor bids for one job.
The Las Vegas-Clark County Library District appears to be on target to complete their new Centennial Hills Library in September or October.
Todd Hauge asked about the status of shelving. Gayle Hornaday explained that the North Las Vegas Library District gave the district some shelving due to a renovation to the main library’s interior. The shelving has been picked up, disassembled and stored for use at the Green Valley Library. This shelving will house the entire fiction and half of the non-fiction collections. Shelving for the Youth Services area will still need to be purchased. John Simmons asked why the North Las Vegas Library District had to replace the shelving. Gayle Hornaday said that renovations that included a mezzanine put the old shelving out of fire code. Tom Fay commented that fire codes generally require an 18” - 24” inch separation between the top of the shelving and the fire sprinklers.
Discussion regarding a, 1825 sq. ft. “hybrid” library space in the new City of Henderson Senior Center at Heritage Park.
Tom Fay, Gayle Hornaday and Evelyn Walkowicz met with the City of Henderson three weeks ago to discuss the “hybrid” library space in the new Senior Center at Heritage Park. The Senior Center and Aquatics Center are in the bid process and are slated for completion in June/ July 2009. The concept is referred to as “hybrid” because it is a small, 1,800 square foot, space housed in the Senior Center serving patrons 55 years and older. The library will be located next to a coffee shop/café. Tom Fay explained that the facility will be more like the Multigenerational Center than the current Senior Center in downtown Henderson. The library will have room for 8 to 12 computers and the interior space will have a retail look and feel featuring display-type shelving throughout the area. Book stack areas will be limited and likely will be a maximum of 66” high.
Staffing has yet to be determined, but self check will play a prominent role. The City of Henderson will provide the space and furnishings; the library district will stock the shelves and provide computer services and classes. Wireless computer access will be provided and will likely extend into the café and other parts of the building. Herb Hunter asked if the library opens up into the café. Tom Fay replied the library will be enclosed but will have an open look and feel due to some large windows looking into the café and hall.
Tom Fay said this is a new and interesting concept and many details, including staffing, need to be developed. This may be a prototype for additional cooperative projects as recreation facilities are built throughout Henderson. Ideally, a 5,000 square foot library could provide full library services.
Tom Fay said this is an exciting proposition requiring additional discussions and contracts/agreements with the city. These details can be facilitated by the interlocal agreement recently executed between Henderson Libraries and the City of Henderson. This project is a prototype and the size is small enough that neither party should be hurt financially. The city is providing the space and the bulk of the furnishings. The library district is providing materials, computers and networking. Todd Hauge asked the location of Heritage Park. Tom Fay responded that the city owns a 160 acre parcel of land east of Basic High School; the complex will be impressive with an aquatics center, ball fields and the senior center. Colleen Bell commented that current Senior Center staff act as if it’s a done deal, telling seniors that the new facility will have a library and computers. Tom Fay responded that is encouraging. The perception of Henderson Libraries has improved over the last several years and now the district is thought of first in that regard. People are thinking of Henderson Libraries as a good partner and are excited to have us participate.
Announcements
The next Board meeting will be held on June 19, 2008 at the Paseo Verde Library, 280 S. Green Valley Parkway, Henderson, NV.
Robyn Carr indicated she will be unable to attend the June Board meeting.
Herb Hunter reminded the Board of the Henderson Community Foundation Library Fund Fundraiser, “A Night with the Classics” on June 6th. Tom Fay said invitations have been sent out and RSVPs have started to come in. The Board is encouraged to attend and to forward the email invitation to acquaintances. This is not your typical fundraiser. There will be no speeches or sit-down meal. Clive Cussler will do a book signing. 50’s car hop-style food will be provided and the car museum will be open for folks to enjoy. Everyone is encouraged to wear casual attire and enjoy the open house which takes place from 6-8:00 p.m.
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 8:31 a.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Friday, May 9, 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.