Present:          Sharon Younger                      Chair

                        W. Stanworth (Stan) Harris    Vice-Chair

                        Mary Louise Slack                  Board Member

                        Greg Milam                             Board Member

                        Michael Stone                         Board Member

Katie Brantley                         County Commissioner representative

Ron Pennel                              City of Jackson representative

Gary Boutwell                         Friends of the Library

Carla Jacobs                            Shiloh Regional Library

Richard Salmons                     Library Director

                        Arlene Griffin                         Library North Manager

                        Steve Coffman                        LSSI Representative

Call to Order/Introductions

The meeting was called to order at 2:30 pm by Board Chair Sharon Younger. 

Minutes

The minutes of the February 20^th meeting were approved with corrections made to the name of the individual making a motion in the financial report section and clarification regarding the Book Endowment Account.

Director’s Report

The director’s report was given by Richard Salmons.

The February door count for the main branch was 16,704 individuals entering the building.  This is an average of 596 individuals each day that the staff interacts with in some manner.

Children’s Department concluded another busy month with 13 programs and a total attendance of 325.  Elizabeth also read to 195 children at various Headstart programs and the Reading Ranger Club.

The Volunteer Program has started and we have three individuals to sign up.  One is working two hours a week at this time as a page, sorting and carting books for shelving.  The other two are high school students and will begin this summer after school closes.  These individuals will allow the staff additional time to perform customer service and complete other assigned task

A $2000 donation from Robert W. Cabaniss, III on behalf of Grandfather James W. Hofstead has been received and materials ordered per his request.  Volumes on World War II, specifically Southeast Pacific theatre and Nathan Bedford Forrest have been ordered.  Per Mr. Cabaniss request the monies have been divided between each library.

Guidelines for Library Usage were discussed and an approved motion by Greg Milam and seconded by Mike Stone were to adopt these guidelines for behavior with a zero tolerance if proper conduct was not maintained.  Mr. Floyd Vann is allowed to take advantage of this opportunity as long as his behavior is in keeping with these guidelines, he signs that he acknowledges this agreement and understands that any violation voids his ability to continue use of the library.  He is allowed this opportunity as a one time only agreement and there will be no second opportunity to use the library.

Overdrawn checks given at the Library were discussed and it was decided that research would be completed regarding the possibility of taking debit cards at the library and the amount of fees that various banks charge.  This will be discussed at the April meeting.

Director’s Report - Statistical

The statistical report was presented showing an increase in all areas of library usage.  Circulation comparison February 2007 versus February 2008 shows an increase of 64.19%. 

Director’s Report – LSSI Financial

The January LSSI financial report was presented as well as the February Coffee Shop reports.

Library North – Report

The branch was closed two days with minor damage from the February 5^th tornado.  There is roof damage and the landlord is addressing the issue with roof repair and will replace ceiling tiles.  The collection at Library North is growing and public response is still excellent with comments like “so glad you are here”.  Library North conducted three children’s programs in February with a total attendance of 31.  They also held one adult book club meeting with 3 in attendance.

Board Financial Report

Financial report was presented by Board Chair Sharon Younger in the absence of the treasurer.

It was determined that an invoice should be presented by LSSI in order to cut the check for the $6,951.32 balance from the Special Gifts Account which goes toward the cost of Library North.  Also an invoice should be created after the $1,838.47 is spent on genealogy materials that would be subtracted from the total cost of Library North.  This will be completed in the next two months.

Discussion on the 2008-2009 budget items reflected that we did not want to be aggressive in our future projects at this time but should establish a sound base and continue to operate both the Main and North Branch effectively.

A Community Enhancement Grant was received this year in the amount of $5,000 from Representative Jimmy Eldridge and was presented to the Imagination Library.  There are no additional grants at this time that are available for us for next year.

Capital items being discussed for next year included staff computers, carpeting in the administrative area, potentially an addendum to the Capital Budget for this year that will cover the roof and parking area if we don’t have sufficient funds and an estimate for repair of the additional elevator.  These amounts will be researched and drawn up in a budget document to be reviewed by the Board.

Property Committee Report

Mary Slack, reported that our handicap accessibility can be included in our capital expense plan for an improved parking lot.  The entrance doors with the security gates could be a problem for the handicap accessibility but they will work on that.  TLM has had their Pre-Bid meeting and the bids are to be opened on Thursday, March 20, 2008.

Unfinished Business

New Business

1)  Friend’s Report:  Gary Boutwell reported the renovation of the Children’s Library is complete.  Everyone greatly appreciates the work of the Friend’s and their support for the Children’s Library.  They have contributed $1,000 to the Summer Reading Program.

2)   Foundation:  Gary Boutwell reported that the book sale will be at the library Program Center on Friday, June 6, Saturday, June 7 and Sunday, June 8.  A work day will be June 5^th.  If you work to sort books, please sign the Volunteer Sign-Up Sheet to record your hours.

3)   Shiloh Regional: Carla Jacobs attended a statewide library summit meeting on continuing education of library staff. All training next year will be dealing with public service.  Carla also presented forms to determine if the libraries are meeting minimum standards as required by the state and to research the population that the North Branch serves as reflected with the Main Library.  The E-rate will be filed at the end of the physical year.  It was understood that if we wanted her to do it next year we would let her know.  The date for her to file has passed.

4)    Madison County Commission liaison report:   

5)  City of Jackson: 

Adjournment

Meeting adjourned at approximately 4:30 pm.  

Next Board Meeting,

Called Board Meeting

Wednesday, March 26, 2008 at 3:30 p.m.

Meeting purpose & only business item is to review the 2008-2009 Budget

Present:          Sharon Younger                      Chair

                        W. Stanworth (Stan) Harris    Vice-Chair

                        Greg Milam                             Board Member

                        Michael Stone                         Board Member

Frank Neudecker                    City of Jackson representative

Katie Brantley                         County Commissioner representative

Fred Birmingham                    County Commissioner representative

Richard Salmons                     Library Director

Call to Order/Introductions

The meeting was called to order at 3:30 pm by Board Chair Sharon Younger. 

Physical Year 2009 Budget

The Operating Budget was presented.  Stan Harris made the motion that the Budget for 2008-2009 be approved as proposed, with a second by Greg Milam.  Discussion of income and expenses followed with a final vote of all members approved and Mike Stone voting no.  The total 2008-09 Operations Budget is $1,141,977.  A copy of the budget is attached.

Physical Year 2009 Capital Needs

The Capital needs for 2009 were discussed.  A representative from TLM presented the results of the bid openings for the roof repair with Quality Roofing receiving the award at the low bid and including fees a total cost of the roof repair will be $105,109.  With questions regarding the roof repair, the motion to accept the bid for roof repair will be deferred until next month.

After further discussion of the capital needs budget, it was the consensus of the members that our ADA compliance regarding parking lot and interior areas are of highest priority.  The Capital Needs Budget including the parking lot/interior areas to become ADA compliance, repairing staff work areas and collection development were included at an amount of $215,000.  A motion was made by Stan Harris with a second by Greg Milam to accept this Capital Needs Budget. A final vote of all members approved and Mike Stone voting no.  A copy of the Capital Request Budget is attached.

Adjournment

Meeting adjourned at approximately 4:30 pm.  

Next Board Meeting,

Wednesday, April 16, 2008 at 3:30 p.m.