(Approved January 18, 2007)
11-16-2006
7:45 a.m.
Paseo Verde Library
Call to Order
The meeting was called to order at 7:57 a.m.
Roll Call
Board Members Present:
Robyn Carr, Richard Derrick, Todd Hauge, John Simmons and Jacob SnowBoard Members Absent:
Colleen Bell and Herb HunterStaff Present:
Debbie Englund, Tom Fay, Sean Hill, Gayle Hornaday, Betsy Johnson, Michelle Mazzanti, Laurie Orton, Kristy Price, Mary Spiller and Evelyn WalkowiczApproval of Agenda
Todd Hauge made a motion to approve the agenda as written. Robyn Carr seconded the motion; the vote was unanimous.
Approval of Minutes
odd Hauge made a motion to approve the minutes as written. Robyn Carr seconded the motion; the vote was unanimous.
Review of Paid Invoices
The paid invoices were accepted without comment.
Director's Report
Tom Fay reported there have been no major security issues since the last meeting.
Debbie Englund requested that the expenditure pie chart and expenditure monthly comparison chart be supplied to the Board on a quarterly basis, rather than monthly. Tom Fay stated the charts will be more accurate when compiled with quarterly figures. It was agreed that the charts will be supplied to the Board quarterly.
The Library Tree Lane gala kick-off is tomorrow (November 17th). Kristy Price said sponsorships, totaling more than $12,000.00, exceed last year’s and the new addition of gift baskets should prove to be profitable. There are already more than ninety gift baskets that will be auctioned by silent auction at the gala opening. The professionally-decorated trees will be auctioned live with Mark Hall-Patton as the ever-lively auctioneer.
Gayle Hornaday pointed out that October circulation statistics are up 12% over last year. New Library issuance is up 7% so far this fiscal year and up 26% over the previous year. Tom Fay commented that Henderson is still experiencing considerable growth.
New Business
Discussion and possible Board action regarding Patron Database Cleanup.
Gayle Hornaday explained there has never been a purge of the patron database. It is proposed to eliminate over 30,000 records that have had no activity for three years, and eliminate any associated debt. There are 20,000 records owing over $35.00 and 3,000 owing less than $35.00. Robyn Carr made a motion to approve the patron database cleanup. Richard Derrick seconded the motion. The vote was unanimous.
Discussion and possible Board action regarding approval of Lobbying and Counsel contract with I.R. Ashleman.
The contract was reviewed by the Board. In paragraph 16, the line referring to malpractice and liability was removed. Tom Fay explained the contract is to represent HDPL in legislative lobbying. Mr. Ashleman is aware of bills in the legislature that may affect HDPL. Jacob Snow asked what other clients Mr. Ashleman has represented. Tom Fay responded that Mr. Ashleman has lobbied on behalf of Clark County, the City of Henderson and several developers. The contract is for $2,666.00 per month. Jacob Snow made a motion to approve the Lobbying and Counsel Contract with I. R. Ashleman. Todd Hauge seconded the motion. The vote was unanimous.
Discussion and possible Board action regarding a Naming Policy.
Tom Fay pointed out that this not a new item and the policy has been reviewed previously by the Board. The naming policy covers all naming concerns that have been discussed by the Board. Todd Hauge inquired about the “TBA” notations on the last page. Tom Fay said the “TBA” notations are on the draft only, not the final policy. It was pointed out that the final version clarifies the financial component and honorary naming criteria. Jacob Snow made a motion to approve the Naming Policy. Robyn Carr seconded the motion. The vote was unanimous.
Accept independent auditors report for fiscal year ending June 30, 2006.
All Board members were provided with a copy of the CAFR (Comprehensive Annual Financial Report) and the audit report completed by Kafoury, Armstrong & Co. Debbie Englund pointed out on page 1: It was a clean audit report with no recommendations or suggestions; pages 2a-2i: contain management discussion and analysis regarding the status of the libraries. Jacob Snow congratulated Debbie Englund and staff on a successful audit report with no recommendations. Richard Derrick asked if the CAFR would be submitted to the GFOA (Government Finance Officers Association), and Debbie Englund responded yes. It was noted that GASB 34 provides for an expanded statistical section illustrating a 10-year trend.
Discussion regarding 2007 LSTA Grant Requests.
HDPL will likely receive $190,000 in LSTA grants. Laurie Orton’s One Book grant presentation in Carson City was very successful. It was ranked six and if fully funded will bring in $90,000 to promote the One Book One Community program next year.
Evelyn Walkowicz’ grant, Bright Beginnings, promoting early literacy was ranked number one in the 100,000 dollar grant category!
Gayle Hornaday is the editor of the grants. The grant notification will be made at the first of the fiscal year and funds may be spent effective July 1, 2007.
Discussion regarding 2007 Legislative Year.
Tom Fay will be in Carson City for a legislative strategic planning session. Legislation affecting HDPL will include collection and database funding. The collection funding was cut from the budget, and possibly the database monies; appeals will need to be made to the legislature for the funding.
It will be important to track any legislative action affecting wages, benefits, contracts, and PERS (Public Employees Retirement System). Tom Fay said he will know more next week about the issues affecting HDPL.
North Las Vegas has a legislative item which may impact the way their consolidated tax is calculated. Tom Fay is waiting for the language on this particular bill. Changes to the consolidated tax formula always have far-reaching consequences.
Discussion regarding potential Gibson Library addition and depository by Landwell Company.
Landwell Company has approached HDPL about adding onto the Gibson Library and funding a repository for Landwell documents. The documents are digitized. The add-on would increase the Gibson building by 750 to 900 square feet and will include painting the exterior of the building and adjusting the landscaping to better fit in with the City’s redevelopment project. An architectural rendering was reviewed by the Board. It was pointed out that the tower portion is not workable and likely unacceptable due to Redevelopment’s architectural style requirements. The total cost for the project is estimated at $800,000 to $900,000.
Considerations regarding the document repository: Is the repository of documents good for the community? Is the re-model/repository in line with HDPL goals and will the funding for the remodel be provided with no strings attached? Will the repository have historical relevance in ten years?
John Simmons suggested asking Landwell Company to pay for building of a new Gibson Library in the downtown area and talking to the City about providing the land for the project. Can Landwell actually manage the remodel project? Tom Fay responded yes, if no public money is involved. Tom Fay pointed out that the City of Henderson owns the land where the Gibson Library is; HDPL leases the property.
John Simmons suggested the City of Henderson could be approached to make a monetary contribution for the current Gibson building that would help offset the cost of a new building. Tom Fay pointed out that the Landwell people have trouble understanding that HDPL is not City of Henderson. A cooperative effort between the City of Henderson, Landwell and HDPL will benefit the community.
The Board will be kept apprised of the continuing negotiations with Landwell and the City of Henderson. Tom Fay has a meeting scheduled with Phil Speight, the City Manager and Shauna Hughes, City Attorney next week.
Announcements
The next Board meeting will be held on <DATE> at the Paseo Verde Library, 280 S. Green Valley Parkway, Henderson, NV.
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 8:20 a.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Friday, July 28, 2006, 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.