(Approved July 17, 2008)
06-19-2008
7:45 a.m.
Paseo Verde Library
Call to Order
Chair Colleen Bell called the meeting to order at 7:47 a.m.
Roll Call
Board Members Present:
Colleen Bell, Todd Hauge, Herb Hunter, Jacob SnowBoard Members Absent:
Robyn Carr, Richard Derrick, John SimmonsStaff Present:
Debbie Englund, Dennis Espero, Tom Fay, Ed Feldman, Echo Galbraith-Allen, George Greicar, Sean Hill, Gayle Hornaday, Betsy Johnson, Therese Lamb, Janet Mastalir, Michelle Mazzanti, Laurie Orton, Lisa Phelan, Stephen Platt, Joy St. John, Vivian Tufano, Joan Vaughan, Evelyn WalkowiczOthers Present:
John Eddy; Scott Nash, JNA Consulting; John Peterson, JNA Consulting; Jennifer Stern, bond counsel, Swenseid & Stern.Approval of Agenda
Thomas Fay stated the Public Hearing will be moved to after Review of Paid Invoices. New Business #1 will be moved to the next Board meeting as two-thirds of the Board must be present to pass this item. Old Business #1 will be discussed today, but will not be an actionable item until the next Board meeting. Todd Hauge made a motion to approve the agenda as amended. Herb Hunter seconded the motion. The vote was unanimous.
Approval of Minutes
The following corrections were suggested for the May 15th Board Meeting minutes: Page 2, New Business #2: John Simmons made the motion to nominate Colleen Bell as Chair; Page 3, paragraph 2: “…in access of $800.00…” should be changed to “…in excess of $800.00…” Herb Hunter made a motion to approve the May 15, 2008 Board Meeting Minutes, as amended, and the June 3, 2008 Bylaw Committee Minutes. Todd Hauge seconded the motion. The vote was unanimous.
Review of Paid Invoices
The paid invoices were accepted without comment.
Director's Report
Possible Board discussion of the Director’s report or various staff reports highlighting various administrative and staff activities since the last meeting. Quarterly Staff Reports:
Circulation: Gayle Hornaday said circulation passed the one million mark in May. Last year this was accomplished around mid June. Year-to-date circulation has increased by 55,000, or 11.7% through the end of May. As of yesterday, circulation reached 1,141,340. The issuance of new library cards has leveled out at the Paseo Verde Library, while registrations at the Gibson Library have increased. Overall library card issuance is up 5% over last year. Vivian Tufano said Henderson Libraries is going green! Along with Jo Morrison, Vivian Tufano went to a library conference and met a vendor who provides recyclable book bags at a modest cost. The bags come in several colors and replace the disposable plastic bags previously used. Friends of Henderson Libraries funded the initial order. Nearly 800 bags were sold the first month; purple was the most popular color. Tom Fay said the program has been very successful and the Friends organization just authorized the purchase of 1,000 additional bags. The bags are sold at cost and are paying for themselves. In addition, the district is helping in efforts to keep plastic out of the landfills.
Bright Beginnings: Evelyn Walkowicz said Bright Beginnings is an early literacy program funded by innovative LSTA grants. The grant money has been used to develop an infrastructure that will be expanded in the coming year. There are 4 facets to the program: 1) establishing book collections; 2) early literacy training for staff and daycare providers; 3) parent and child mentoring programs; 4) raising community awareness about the important roles all adults play in early literacy. Evelyn Walkowicz thanked the Acquisitions and Bibliographic Services (ABS) Department that has processed thousands of extra books for the Bright Beginnings program. Over 4,500 items have been purchased for the program. Six book collection locations were planned by the end of the grant year, however ten locations have been created. Some are temporary, located in Kid Zone sites that feature summer and tract break programs. These locations provide attractive, high quality reading materials to the children utilizing the site. There will be an 11th location by Spring at the newly rebuilt Boys & Girls club location. Jim Gill, talented musician and child development specialist, provided workshops on learning with music for staff and child care workers, as well as programming attended by 200 children. Shannon Osborne conducted a staff workshop on baby sign language. Outreach staff provided workshops for child care providers. Overall 325 staff and child care providers received early literacy training this fiscal year. The workshops were well received with comments such as “When will there be more?” Parent/children programs have been held at C. T. Sewell Elementary School, Valley View Recreation Center, Black Mountain Recreation Center and the downtown Recreation Center. 1,500 parents & children have been served. A few of the many comments received were: “This is the only class my child responds to.” “This class has changed the way I interact with my child.” and “This is better than programs I pay for.” Many dads & grandparents have been involved in the training and several participants have become regular bookmobile patrons. Evelyn Walkowicz expressed appreciation to Lisa Phelan who has poured her time and talents into developing these programs and mentoring her co-workers on not only what to do, but why. The new Bright Beginnings website has launched thanks to the hard work of Kathy Folger. The website contains links to literacy resources & information. While the content is still being developed, there has been positive feedback.
El Dia de Los Niños, El Dia de Los Libros. Betsy Johnson said Henderson Libraries participated in Day of the Children, Day of the Books. This program was part of the State’s literacy initiative. A mini grant received, in the amount of $4,000, was used to bring in a bilingual storyteller who performed at all four locations. A program about South American animals, including a live lama, was presented at the Gibson Library and the Paseo Verde Library. An art teacher provided a Mexican folk art program at the Gibson Library, the Malcolm Library and the Paseo Verde Library. Remaining funds were used to purchase bilingual materials for the collection and craft supplies.
Reading with Rover: Florica Hagendorn said the Reading with Rover program ended May 31st. A first-ever award program for participants was held. The children received trophies and had their picture taken. Attendees were the cumulative of all children participating in the 2007-2008 Reading with Rover program. The purpose of the event was to congratulate participants for their success and hard work. The graduation celebration was such a success that it will now be an annual program. Afterward, the parents stood in line to thank staff for the improvements their children made in reading through their involvement with Reading with Rover.
Aspiring Young Authors Conference: Echo Galbraith-Allen reported that the all-day program hosted 100 children from grades 4-8. Children brought their writing and had the opportunity to listen to five different authors geared for their age group. There was tremendous staff support from all departments. After the event a public book signing was held. Colleen Bell said it is a very impressive program.
Acquisitions & Bibliographic Service Department [ABS]: Michelle Mazzanti said as of May 31st 48,410 new items were entered into the collection. Additionally 33,376 items were entered for the Opening Day collection, bringing total items entered to over 81,000 as compared to 53,000 items entered for the same time period last year. 7,700 donated items were processed, which amounts to approximately $170,000 worth of materials. Tom Fay pointed out that ABS has nearly doubled the amount of materials processed with no extra staff.
Adult Services: Gayle Hornaday announced that Joan Vaughan, Head of Reference and Assistant Branch Manager at the Paseo Verde Library, has been selected as the new Green Valley Library Manager and will assume that position on July 7th by first moving to the Gibson Library to fill in as Manager there.
Joan Vaughan reported that Madhu Kadiyala represented Henderson Libraries by participating on the State Database Committee this year. Each year, the State gives database money to libraries. The purpose of the committee is to choose databases geared for public libraries and K-12 curriculum.
Stephen Platt, Government Documents Librarian at the Paseo Verde Library, coordinated a Safety Fair held on June 14th, in conjunction with the Summer Reading Program kick off. Stephen Platt says the goal is to bring the government closer to the people. Twelve local organizations participated, including the Clark County School District Police, the Bureau of Land Management, Henderson Police and Fire Departments, National Park Service and Henderson Parks and Recreation Department, and provided demonstrations and information about important safety issues in our community. Over 400 people participated in the event.
Joan Vaughan and Joy St. John held a Play 2 Learn class for staff. The purpose of the training was to learn about Web 2.0 technology. This includes new technology that makes the web more interactive, such as blogs, YouTube, and wikis. Over 20 staff members participated. The Learning 2.0 series was developed by the Public Library of Charlotte-Mecklenburg County. The Reference Department may hold classes for the public and is currently using the wiki technology to assist in district planning.
Two successful Carr Chats were held. Author Jodi Thomas visited the Paseo Verde Library on April 17th and Debbie Macomber appeared on May 8th. The Debbie Macomber Carr Chat was held at noon and attended by over 90 people. Joan Vaughan thanked Arlene Caruso, Michelle Mazzanti, Marci Smedley, Sue Klasing, and Matt Hortt for helping to make the event a success.
Therese Lamb, Assistant Manager at the Gibson Library, reported that Henderson Libraries has gone from being a net borrower to being a net lender of inner library loans [ILL]. Henderson Libraries is now lending out more items than borrowing for ILL. This is a good indication that Henderson Libraries is meeting patrons’ needs.
Gibson Library adult volunteers have doubled in the past year, increasing from 7 to 16 volunteers.
Bryan Fearn, Reference Librarian at the Gibson Library, was one of the first ten librarians to complete the American Library Association’s Certified Library Administrator Program. The program consists of seven courses; some were online and some required travel. Although five years are given to complete the certification, Bryan Fearn earned his in one year, receiving his certification in April. Additionally, Bryan Fearn just received an unsolicited donation of $1,000 for the 2009 5K Run and 1 Mile Walk.
Laurie Orton, Malcolm Library Manager, reported that Leona Vittum-Jones successfully applied for and received a Picturing America Award from the National Endowment of Humanities. This award promotes greater understanding of our history, culture and lives by better understanding our art. Forty images, along with a resource guide, will be received in September. These materials will be useful for next year’s Summer Reading Program which focuses on the arts.
Malcolm Library adult computer classes have expanded from 8 to 13 topics. The topics added include Advanced Email, Advanced Microsoft Word, Beginning Excel, Envelope Batch Printing and Online Banking. Computer class attendance has more than doubled. The new Evanced calendaring system allows patrons and staff to do online registrations with waiting lists. Follow up is done on “no show” registrants; if they won’t be attending future classes, wait list people can be moved into the slots. Overflow people [more people than available computers] are allowed to sit in on the class and observe.
Laurie Orton said the 2008 One Book Henderson committee has been soliciting donations. Marcie Smedley helped the effort by receiving a $2,500 Nevada Humanities grant which will be used to bring Marley & Me author John Grogan in October. Kevin Scanlon received a $4,366 Nevada Arts Council grant which will be used to purchase more of the complimentary paperback pass along copies of Marley & Me.
Library Foundation Fund Fundraiser: Tom Fay reported good attendance for the Library Foundation Fund Fundraiser at the Sunbelt Car Museum on June 6th. Almost $8,000 was raised. 75 people attended. For the first Foundation Fund fundraiser this was good attendance and brought awareness of the fund to potential donors. There was printed press coverage and television coverage on Channel 3 that evening. Tom Fay reiterated his thanks to Bev and Jim Rogers for hosting the event.
Friends of the Library: Tom Fay said the Friends of Henderson Libraries reported nearly 12,000 volunteer hours through the end of May. This is a good increase over last year and volunteer hours should reach over 13,000 hours by the end of June. These volunteer hours equate to nearly $200,000 in salaries for the jobs that are performed. Volunteers’ time and effort make a huge difference every single day.
New Business
PUBLIC HEARING: 1. Proposed adoption of Resolution #2008-002, a resolution authorizing medium-term obligations and the forwarding of materials to the Nevada State Department of Taxation.
PUBLIC HEARING
Open Public Hearing
Chair Colleen Bell opened the public hearing at 7:52 a.m.
1. Proposed adoption of Resolution #2008-002, a resolution authorizing medium-term obligations and the forwarding of materials to the Nevada State Department of Taxation.
Colleen Bell read the premise for Resolution #2008-002: “A resolution authorizing medium-term obligations for the purpose of acquiring, constructing, improving and equipping library facilities for the District; directing the Director or his designee to forward materials to the Department of Taxation of the State of Nevada; and providing the effective date hereof.”
Tom Fay said additional medium-term financing is necessary to complete the Green Valley Library acquisition and the Gibson Library move. This financing entails a ten-year window until funds will be repaid. Henderson District Public Libraries currently has two medium-term loans: one for the building of the Paseo Verde Library which expires in 2011 and one for the Malcolm Library building that expires in 2014. The new obligation will be an expansion of debt for a short period of time, until 2011.
Jake Snow asked if HDPL utilizes any kind of short-term financing before going into a medium-term bond resolution. Scott Nash, of JNA Consulting, said it is not cost effective to use short-term financing due to the size of the District. Generally, all money is drawn down at closing; expenditures are pretty quick making short-term financing unnecessary.
Public Comment: There was no public comment.
Close Public Hearing
The Public Hearing was closed at 7:56 a.m.
New Business
1. Discussion and possible Board action regarding adoption of Resolution #2008-002, a resolution authorizing medium-term obligations and the forwarding of materials to the Nevada State Department of Taxation.
New business number one was postponed until the next board meeting as a two-thirds vote of the board is required to pass this item.
Election of FY2009 Board Officers.
Tom Fay read the slate of officers as presented: Colleen Bell as Chair, John Simmons as Vice-Chair and Robyn Carr as Secretary. Jacob Snow made a motion to approve Colleen Bell as Chair, John Simmons as Vice-Chair and Robyn Carr as Secretary for the 2009 fiscal year. Herb Hunter seconded the motion. The vote was unanimous.
Discussion regarding FY2008 budget.
Debbie Englund said that, while the fiscal year is not over, it is close enough to present estimates of where the district budget is at year-end. Between the two major tax revenues, the budget is $840,000 short. This can be offset by $660,000 savings in salary, services and supplies and the carryover from FY 2007; the beginning fund balance was $127,000 higher than expected. This results in a budget shortage for the year of $20,000. Debbie Englund said, considering the economy, this is a comfortable shortage. The carryover into the next fiscal year will be $779,000, a $3,000 shortage for the beginning of the year.
Tom Fay said a $550,000 shortage was anticipated when the budget was discussed in January. As expected, the shortage did get worse. Economic predictions for the next year indicate the economy will continue to stay weak. The budget will be reviewed on a monthly basis and the Board will be kept informed of changes. Fiscal year 2009 will be a very tight year. Tom Fay added that the cost savings in personnel, office supplies and general fund items are the result of staff vigilance. This conservation effort will be as important next year. The district is moving forward but must be very conservative and continue to tighten the budget belt.
Discussion regarding FY2009 Annual Focus Plan.
Tom Fay said the focus plan will be presented next month. The plan will be simple and will address Henderson Libraries’ strategic priorities, focusing on three buildings: the Green Valley Library acquisition, the new Gibson Library, and the hybrid library in the senior center at Heritage Park. These are the priorities and all that can be accomplished with the district’s staff and very limited budget. A general focus will be the continued budget crisis and preparing for the February 2009 Legislative session.
Discussion regarding the FY2010-2012 Strategic Plan.
Tom Fay said the focus plan will be presented next month. The plan will be simple and will address Henderson Libraries’ strategic priorities, focusing on three buildings: the Green Valley Library acquisition, the new Gibson Library, and the hybrid library in the senior center at Heritage Park. These are the priorities and all that can be accomplished with the district’s staff and very limited budget. A general focus will be the continued budget crisis and preparing for the February 2009 Legislative session.
Old Business
Discussion and possible Board action regarding a possible increase in extended use fees (late fees) and an increase in the threshold for blocking library use.
As previously discussed in Board meetings, there is a need to increase fines. Patrons keep materials longer because Henderson Libraries fees are so low. It has been decided to change the terminology from “fines” to “extended use fees”. The new expression removes the punitive connotation; materials may be kept longer, but a fee is paid because the next patron is kept waiting. The threshold will be raised to $6 to enable self check to run smoothly.
Comparatively, Henderson Libraries has the lowest extended use fees in the valley; Las Vegas-Clark County and the North Las Vegas Library Districts charge 25 cents per day, the Boulder City Library District charges 10 cents a day. Todd Hauge asked if the effective date will be September 1st. Tom Fay responded yes, generally the public is given a ninety-day notice for policy changes.
Current Policy: Fines and Fees: Overdue fines are 10 cents per day per item, accruing to a maximum of $2.00 per item. Magazines, board books and donated paperback books are exempt from fines. Borrowing privileges can be suspended when a fine of $4.00 or more has accrued on a patron’s library card, or when a patron has an unreturned overdue item. Materials that consist of a set of multiple items (e.g., an audio book of two or more cassettes, or a video on two or more tapes) will be fined as a single entity.
Proposed Policy: Extended Use Fees: An extended use fee of 20 cents per item per day will be charged for adult materials not returned or renewed on or before their due date. An extended use fee of 10 cents per item per day will be charged for children’s or young adult materials not returned or renewed on or before their due date. Magazines, board books and donated paperback books are exempt from extended use fees. Extended use fees will not be charged for days that the library is closed. Extended use fees will accrue to a maximum of $2.00 per item. Library use can be suspended when fees of $6.00 or more have accrued on a patron’s library card, or when a patron has an unreturned overdue item. Sets of multiple items (e.g., an audio book or movie on two or more disks) that are circulated as a single unit will accrue use fees as a single unit.
Note: Other references to “overdue fines” throughout the policy document will be edited to refer to “extended use fees” or “use fees.”
The policy change will be effective September 1, 2008, allowing time to notify patrons of the change.
Herb Hunter made a motion to approve the proposed changes to the Circulation Policy Fines and Fees. Jacob Snow seconded the motion. The vote was unanimous.
Report from Bylaws committee. Discussion and possible Board action regarding amendment of the Bylaws of the Henderson District Public Libraries Board of Trustees.
Colleen Bell said this will be a discussion item only; action will be taken next month. Tom Fay said the Bylaw Subcommittee met on June 3rd. Many elements in the older bylaws didn’t address the Nevada Revised Statutes correctly; those references have been revised. Additional information has been added due to modern librarianship. It is the subcommittee’s plan that this document will be a tool for new board members to understand responsibilities, bylaws, organization, values, and mission.
Todd Hauge referred to Article 2, Paragraph 5, which ends with “etc.” and suggested deletion the use of “etc” and employment other verbiage such as “other assignments” for more clarity.
Referring to Article 3, Trustees, Paragraph 4e, “To attend Board meetings regularly and to learn what constitutes quality library services through reading of relevant literature, conference attendance and visiting other libraries…” Todd Hauge indicated he has not attended a conference since serving on the Board and would like to be comfortable that expectations are being met. Tom Fay responded that clarification can be made to cite the references as examples, not requirements, of ways to learn about librarianship and the organization. The intent is to stress the importance of board member responsibility in learning about the organization. Referring to the subsequent Paragraph f: “to become familiar with library issues at the local, state, and federal levels,” Todd Hauge admitted familiarity with the state and local aspects but questioned knowledge of the federal level. Tom Fay responded that LSTA grants are federal grants that are handled by the State. Other federal-level issues could include legislative sessions that are occasionally presented by the American Library Association [ALA]. Primarily the federal interaction will be the LSTA grant information brought before the Board.
Article 10, Paragraph2 states “These bylaws shall be reviewed by June 30th of every odd numbered year to coincide with the Nevada Legislature, thus allowing an opportunity to review and amend if legislative action has impacted relevant law cited herein.” Todd Hauge asked if it is the practice in Nevada that new laws become effective July 1st of the year they are enacted. Tom Fay responded often but not always. The Legislature is not consistent for a variety of very valid reasons. If there was something extreme that would impact the way an organization is run, amendments may need to be made to the bylaws immediately. The Nevada State Library and Archives is in the process of revising minimum standards that libraries must meet to qualify for federal and state grants; one requirement is that libraries review their bylaws every five years. With the frequency of changes in law, it is better to review bylaws more regularly.
Todd Hauge indicated there are a few verbiage changes he will recommend to Colleen Bell.
Colleen Bell said this will be on the agenda of the next meeting for formal action.
Discussion regarding the new Gibson Library.
Tom Fay said negotiations are ongoing with Juliet on the purchase agreement for the land. One aspect in progress is the repurchase agreement that states if Henderson Libraries fails to build within a certain amount of time Juliet can repurchase the land.
A first right of refusal clause provides the owner of the development first purchase rights if the property is up for sale.
The use language, providing the property will be used only as a public library, must be expanded to “public library services.” If the development was to be purchased by another landlord these covenants convey. Looking 20 years down the road the building could be used as a computer lab, a teen center, or some other public library use that fits at the time, instead of how a public library operates today. The majority of the agreements contain standard terminology, however it is necessary to ensure the library district is covered for all the functions that might be needed down the road.
The agreement should be finished by the end of June; a special Board meeting may be held to deal with the purchase, bring on the architect and approve the bond resolution.
The other consideration with the Gibson Library is the change from a turnkey building to a designed building. The job will have to be bid with all the normal prevailing wage considerations. Tom Fay stated the City of Henderson has agreed to handle this aspect for Henderson Libraries; the City of Henderson will put together the bid specification and be a third party to review all the prevailing wage issues. Tom Fay is working on an agreement with the City of Henderson which would allow the City to provide the service.
Discussion regarding the Green Valley Library.
There is nothing new to report. Henderson Libraries is currently waiting for a final construction timeline for the Centennial Library from the Las Vegas-Clark County Library District.
Announcements
The next Board meeting will be held on July 17, 2008, and possibly a special board meeting earlier, 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 8:50 a.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Friday, June 13, 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.