(Approved November 13, 2007)
10-25-2007
7:45 a.m.
Paseo Verde Library
Call to Order
The meeting was called to order at 7:48 a.m. by Chair Colleen Bell.
Roll Call
Board Members Present:
Colleen Bell, Robyn Carr, Richard Derrick, Todd Hauge, Herb Hunter, John SimmonsBoard Members Absent:
Jacob SnowStaff Present:
Carolyn Easterby, Debbie Englund, Dennis Espero, Tom Fay, Ed Feldman, Orin Fielding, Kathy Franklin, Echo Galbraith-Allen, Mae Giaimo, George Greicar, Linda Hanks, Sean Hill, Gayle Hornaday, Betsy Johnson, Janet Mastalir, Michelle Mazzanti, Kenna Payne, Joan Vaughan, Evelyn Walkowicz and Patricia WiesnerOthers Present:
Staff Present via video conference: Vicki RudolphApproval of Agenda
Colleen Bell said the information item will be moved to right after new business number 2. Todd Hauge made a motion to approve the agenda as amended. Richard Derrick seconded the motion. The vote was unanimous.
Review of Paid Invoices
The paid invoices were accepted without comment.
Director's Report
Tom Fay handed out invitations to the Library Tree Lane Gala on November 30th. Tom Fay said the Friends group is doing a great job; book sales and stores are consistently making money. $18,000 was donated to the library district last year from the 2006 Library Tree Lane proceeds.
No major security issues of note. The district van is having its gas siphoned on a regular basis. Some creative solutions are helping, such as parking too close to a wall to allow access to the gas cap. Tom Fay said there are other devices that can be put on the tank to thwart would-be gas thieves.
There have been some incidents at Wells Park, near Pittman. The security guard has handled the problems. Next month the board will be presented with some requested changes in hours for Pittman.
Gayle Hornaday said circulation has passed 300,000 for the quarter. Self check is consistently past 40% and approaching 50%. To date, there has been a 13% increase in circulation and the issuance of new library cards. Healthy increases have been noted at all libraries.
The staff day program was distributed to the Board. Gayle Hornaday said the staff appreciated the opportunity to close the libraries for a day to attend classes and workshops.
The position of Green Valley Branch Manager has been posted. The recruitment brochures were reviewed. The posting is on the Henderson Libraries’ website and has been sent to the American Library Association.
Quarterly Reports: Youth Services: Kenna Payne, Head of Youth Services at the Gibson Library, said storytimes are being well attended at Malcolm. The Happy Birthday Ice Cream Party was featured in a Henderson Home News article. Talk Like a Pirate Day was fun for all. The district-wide Teen Photo Contest was coordinated by Gibson Teen Librarian Marcie Smedley. The theme was “Laugh out Loud”. There were fifty-two entries; more entries were received than any previous year. A grand prize of a $100 gift card to Ritz Camera and a digital camera was awarded. Second place prize was a $50 gift card. A reception was held at the Paseo Verde Library and all photos were displayed in the gallery area. The Gibson Library held its 2nd annual Create Your Own Book Contest. Children wrote a 2-3 paragraph story and created a picture to be used for the cover. The contest was open to children from kindergarten to 8th grade. 1st, 2nd, and 3rd place prizes were awarded.
Harry Potter Party: Betsy Johnson said 179 books pre-sold. There were 450 attendees at the Paseo Verde Library and Gibson Library Harry Potter Midnight Release Parties. Most staff were in costume, as well party goers. There were Harry Potter Games, Harry Potter-related food and a variety of activities. Tom Fay pointed out this huge event took place during the middle of Summer Reading.
Adult Activities: Joan Vaughan reported on the Adult Summer Reading Program. There were four levels to reach to receive a prize: completion of 10 books, 20 books, 30 books and 40 books. 205 adults registered; 1,957 books were reviewed. Every registrant received the featured One Book Henderson book, The Five People You Meet in Heaven. Twenty-four people reached 10-book level; twelve reached the 20-book level; fifteen people reached the 30-book level; Eight participants reached the 40-book level. Florica Hagendorn arranged for author Bruce Kaplan to speak at each library about his book, Mysteries of the Titanic. The Bodies Exhibition Program was also presented at three libraries. The programs were especially interesting and popular since they are related to Las Vegas strip attractions. Bryan Fearn and Stephen Platt are offering Ebay classes. The Gibson Library class was so popular they are planning to offer a second class at the Paseo Verde Library. Community member, Ken Bubb, taught two Latin classes at the Paseo Verde Library. The unusual and interesting offering proved very popular with 30 people attended each class. Mae Giaimo displayed the picture of Kenna Payne’s award-winning rug design. The prize was an actual rug for the library made with her design and a $250.00 gift certificate to Demco.
Grants: Several Henderson Libraries’ employees traveled to Carson City on October 8th to present and defend three LSTA Grant Applications at the Nevada State Library. Out of fifteen grant applications, Henderson Libraries’ grants placed 5th (Linda Hanks, Performing Arts), 8th (Kenna Payne, After School Computer Classes) and 9th (Mae Giaimo, Nevada Nook). Award amounts will be announced in January, but the entire $92,000 is expected to be awarded. Mae Giaimo said the State council was impressed with the creativity of Henderson’s grant proposals. Tom Fay said the council was also impressed with how well the grants were written and documented. The grants spoke for themselves, alleviating the need for questions from the council.
Nevada Library Association: Janet Mastalir said several Henderson Libraries’ employees presented workshops at Nevada Library Association in Carson City. Florica Hagendorn and Betsy Johnson presented a workshop on How to Use Next Year’s Summer Reading Program: Catch the Bug. Echo Galbraith-Allen’s program taught the use of inexpensive desk-top publishing products to create eye-catching flyers. Stephen Platt, chair of the Government Documents Division of Nevada Library Association, provided tours of state office buildings.
New Business
Accept independent auditor’s report for fiscal year ending June 30, 2007.
Debbie Englund said the auditor’s review indicated Henderson Libraries is in compliance with no indicated problems. Colleen Bell asked who the fiscal agent is on page 29. Debbie Englund replied it is Bank of New York for the bond. John Simmons made a motion to accept the independent auditor’s report. Herb Hunter seconded the motion. The vote was unanimous.
Presentation of Comprehensive Annual Financial Report for fiscal year ending June 30, 2007.
Debbie Englund presented the FY07 CAFR to the Board. She pointed out that the general fund ending fund balance did decrease by $114,000 but that this decrease was less than anticipated. This decrease was originally budgeted to be over $500,000. The savings was due to a reduction of expenditures in services and supplies. Debbie Englund also pointed out that the Capital Construction Fund ending fund balance stands at $873,000 and will be used for the opening day collection and construction for Green Valley. Colleen Bell said it is impressive how close the budget and actual numbers were. Debbie Englund noted that the only necessary adjustments to the budget were in fund 200, due to grants and contributions.
Information Item - Distribution of SAS61 Auditor’s letter.
Debbie Englund said the SAS61 Auditor’s letter reviews the auditor’s responsibilities. It was noted that there were no difficulties or disputes with management. The auditors are required to present the SAS61 letter to the board.
Discussion on possible change to library district hours of operation.
Tom Fay said in addition to the discussion at the Board retreat, internal discussions with managers and staff continues in relation to the issue of reducing hours of operation. The vast majority of work and services cannot be accomplished with volunteers. Henderson Libraries has maximized volunteer hours and use of efficient technologies and services in an effort to provide the highest possible level of customer service with current funding. The property tax cap from the 2005 Legislative session has reduced revenue by over 8 million dollars in the last two years. The district also attempted to be in a position six and five years ago when modest requests were made to increase the district’s taxing rate to provide additional libraries and services. However, both of those initiatives failed at the ballot box. The point has been reached where the library district can no longer keep up with growth while maintaining the customer service for which Henderson Libraries is known. Tom Fay said looking at compressing the work week to 6 days will allow infusion of nearly 120 staff hours into the work week, allowing more flexibility for coverage of staff illness and other types of leave. By compressing the operational period to 6 days, the peak periods of library usage will have better coverage.
In November, a recommendation will be presented to the Board for review and discussion. Options being considered include closing on Sunday, a 4-hour service day, but an 8-hour staff day. Another recommendation is to close on Saturday and open for 8 hours on Sunday. Sunday is a busy day with students completing homework assignments. Some early analysis shows that the Saturday closure model may induce less “bunching” on one particular day. In the next three weeks there will be more discussion at the staff and manager level. Tom Fay reiterated that customer service needs to stay at the highest possible level, without burning out staff. There are incidents where employees are out sick and come back to work too soon, infecting other employees, in an effort to keep the customer service desks covered. The same thing happens for vacation leaves. Temporary workers and substitutes have been utilized, but at the end of the day there are only so many resources and the library district is quickly reaching the end of those resources. John Simmons said he likes the idea of closing on Saturday, it makes sense that kids realize homework needs done on Sunday while family and fun things are being done on Saturday. Colleen Bell asked how Saturday library usage ranks. Tom Fay replied that Saturday is one of the weaker days; the busiest days are Sunday through Thursday. The busiest day, district-wide, is Tuesday. John Simmons asked if the decision is made to change hours, will it allow enough time to notify the public. Tom Fay said the decision affects staff as well as the public and will require adequate notice. Robyn Carr recommended allowing 90 days notification. Richard Derrick asked if there will be a perception issue with a half-million dollars going into the construction fund. Tom Fay said that all capital funds currently saved will be absorbed when the Green Valley Library opens. By absorbing the Green Valley Library into the system, the district will utilize nearly all revenue for operational expenses. It will likely take 36 months after the Green Valley opening before the district can set itself on the path to capital savings again. Regardless of the building’s age, for all intents and purposes, the district is opening a new 22,500 square foot operation with all of the associated costs of doing so.
Announcements
The next Board meeting will be held on Tuesday, November 13, 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
The meeting was adjourned at 8:29 a.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Friday, October 19, 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.