(Approved December 18, 2007)
11-13-2007
7:45 a.m.
Paseo Verde Library
Call to Order
Chair Colleen Bell called the meeting to order at 7:48 a.m.
Roll Call
Board Members Present:
Colleen Bell, Robyn Carr, Richard Derrick and Todd HaugeBoard Members Absent:
Herb Hunter, John Simmons and Jacob SnowStaff Present:
Shannon Berndt, Laura Carroll, Tom Fay, Ed Feldman, Orin Fielding, Kathy Franklin, Florica Hagendorn, Linda Hanks, Sean Hill, Gayle Hornaday, Betsy Johnson, Michelle Mazzanti, Lynn Miller, Jo Morrison, Vivian Tufano, Joan Vaughan and Evelyn Walkowicz, Staff Members present via videoconference at the Gibson Library: Mae GiaimoApproval of Agenda
Todd Hauge made a motion to approve the agenda. Robyn Carr seconded the motion. The vote was unanimous.
Approval of Minutes
Robyn Carr made a motion to approve the October 19, 2007 Strategic Retreat Minutes and October 25, 2007 Board Meeting Minutes. Richard Derrick seconded the motion. The vote was unanimous.
Review of Paid Invoices
The paid invoices were accepted without comment.
Director's Report
Circulation: Gayle Hornaday gave the circulation report. The number of circulations for fY08 has exceeded 400,000, averaging 100,000 per month. Circulation is up 13.25% from last year. The issuance of new library cards is up 13.75%. Self check is 43% of total check outs. Tom Fay added that self-renewals average 5-7% of checkouts and that, along with the 43% self check figure, equals 50% of all materials being checked out without staff assistance per month.
Security: There haven’t been any major security issues. There have been some issues in the park surrounding the Pittman Library and a lot of police activity. The guard has been very busy and issues inside the library have been of concern. A guard is being posted inside the building, as of today, to ensure public and staff safety.
New Business
Discussion regarding a change in library district hours of operation that would contemplate closing all library locations on Sunday.
Tom Fay distributed a document proposing a change in library hours. After having looked at several staffing models and reviewing numbers, Tom Fay recommends closure on Sunday. The criteria for making this decision:
- The proposed hours of operation will allow the district to infuse a six-day work week with an additional 100-125 hours of staff time. This will allow managers to better staff peak periods during the week and maintain the district’s customer service levels.
- Utility costs will be reduced as buildings are shut down for an entire 37-hour period spanning Saturday from 5 p.m. until Monday morning at 7 a.m. The estimated cost savings in utilities is approximately $20-25,000 annually. Additionally, janitorial services will be reduced to a six-day work week, allowing further savings.
- In the last five years, the district has seen a nearly 100 percent increase in use in almost every category. In an effort to manage these increases, the district has made conservative increases to staffing levels. However, with the continued double digit growth increases, these modest staffing increases have been less than adequate to meet additional system usage.
- When the district asked for a tax increase five and six years ago, the increase was not only to allow construction but to increase services by increasing the operations budget. At that time, the district recognized the need to increase the library materials budget and staffing levels in preparation for projected increases in library use. Unfortunately, the two initiatives failed.
- In the last five years, the district has been able to double its library materials collection and nearly triple its library square footage. These strides have been made with conservative budgeting and diligent staff efforts in alternative fund raising. Additionally, the library district will be adding the Green Valley Library in January 2009, and in doing so, increase its operational square footage and library materials capacity by an additional 25-35 percent.
- The district has increased its volunteer participation dramatically over the last five years. The last fiscal cycle saw nearly 10,000 hours of volunteer service committed to Henderson Libraries. The district constantly seeks new opportunities to recruit volunteers; however, many tasks can’t be conducted by volunteers.
- The district has been and continues to be creative in its new service offerings and the district constantly seeks technologies or best business practices that increase efficiencies without increasing staffing levels.
- The district has made a concerted effort to increase alternative revenue and has more than doubled said revenue in the last four years. The Friends of Henderson Libraries alone have tripled their budget in the last four years.
- In FY07, the district saw its first decline in revenue. In FY08’s first quarter, the district is projecting a drop in revenue projected at approximately $350,000-500,000 for the fiscal year. There are no indicators at either the national or local level that adjustments in the economy are complete. The Las Vegas valley will experience continued growth, especially with the addition of 40,000 hotel rooms over the next few years. However, most are forecasting lower than normal revenues through 2009.
- Summary: Prior to the proposed adjustment in hours, the district would be open approximately 3,516 hours in one calendar year. If hours are reduced as proposed, the district’s open hours of operation will move to 3,328 hours. Thus the total reduction in hours proposed is 5.3% of the previous total open hours of operation. In summation, closing Sunday will save the district money that will be needed over upcoming years due to lower than anticipated revenues and it will allow greater operational flexibility at the managerial and staffing levels, ensuring that the district’s customer service levels remain at the highest levels.
Discussion and possible board action regarding a change in Pittman Library’s hours from Monday-Thursday 2:00 p.m. to 6:00 p.m. to be set to Monday – Thursday 1:00 p.m. to 5:00 p.m.
Tom Fay said the new hours will allow adults to use the computers and library before the after-school children arrive. From a security standpoint, the new hours allow more daylight hours during operation. Staff won’t have to leave the building in the dark. The manager will be allowed to set when the hours will change, however the new hours may begin as early as today. Richard Derrick made a motion to change the Pittman Library’s hours from Monday-Thursday 2:00 p.m. to 6:00 p.m. to Monday-Thursday 1:00 p.m. to 5:00 p.m. Robyn Carr seconded the motion. The vote was unanimous.
Old Business
Discussion regarding potential state budget cuts and the impact to the Collection Development funding that was awarded in the 2007 Legislative Session.
The state has not been forthcoming with all numbers yet. The state is looking at a $286,000,000 shortfall in budget projections. Every state agency has been asked to make a 5-6% cut in their budget. The Nevada State Library will be probably cut some portion from the Collection Development funding that was awarded in the 2007 Legislative Session. The agency-specific numbers have not been received yet.
Henderson Libraries is looking at revenue figures. Property tax is 6-6½% less than projected, which will result in about a $440,000 shortfall. Consolidated tax is down less than ½% and may adjust itself. Property taxes start arriving after the summer; there may be adjustments on the projected shortfall. Henderson Libraries may be facing a $300,000 to $500,000 shortfall. More will be known in January and recommendations will be made to the Board when hard figures are determined.
Announcements
The next Board meeting will be held on December 20, 2007 at the Paseo Verde Library, 280 S. Green Valley Parkway, Henderson, Nevada. Tom Fay stated the date of the December Board meeting may be changed. The Board will be notified. Mitt Romney, National Presidential Candidate, will have a town hall meeting in Paseo Verde Library’s reading room on Saturday from 12:30 to 2:30.
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 8:09 a.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Wednesday, November 7, 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.