November Board Meeting Minutes

November Meeting Minutes

WIMBERLEY VILLAGE LIBRARY DISTRICT BOARD OF TRUSTEES

REGULAR MONTHLY MEETING

Thursday, November 12, 2020,   1:00 PM

Zoom videoconference

This notice is posted pursuant to §551.041 of the Texas Open Meetings Act (TX Gov. Code Ann. Ch. 551)

PRESENT: Trustees; President, Dale Hood, Sharon Criswell, Aileen Edgington, Carol Sicuro; Treasurer, Sharon Drobeck; Library Director, Carolyn Manning; Friends, Dennis Lee; Carroll Wilson; Monica Rasco

  1. Call to Order – President Hood called the meeting to order at 1:05 PM

 

  1. Public Comments – Monica Rasco expressed her appreciation for attending the November meeting.

 

  1. Approval of Minutes – The Board approved the October 2020 Meeting Minutes with a vote of 4-0.

 

  1. Special Reports
    1. Treasurer – Treasurer Drobeck’s October report includes a month-end and prior year-end Statement of Financial Position and detailed Statements of Activities that compare the experience to the budgeted income and expense projections month and year-to-date through October 2020. This information is in a format that includes a column for the 2020 annual budget. This information will help to keep the big picture in mind.
  • The Statement of Financial Position as of October 31, 2020, reflects the following:
  • Checking/Savings of $906,838;
  • Current Liabilities of $39,656
  • Statement of Activities report shows that the monthly net income of $7,040 is comparable to the budgeted net income of $7,561 for October.
  • Income items of note: Sales tax revenue received was 14.7% ($8,089) more than that budgeted based on the prior year’s experience.
  • Net income is $239,443 compared to a budgeted net income of $88,180. This difference is due to the favorable increase in sales tax revenues and actual expenses being less than estimated in the budget to date. The 2020 Budget approved by the Board of Directors conservatively includes Sales Tax Income at a rate equal to the actual revenue received in 2019. The report from the Comptroller of Public Accounts indicates that the Sales Tax deposit for November (September sales) will be $81,543. This deposit is an increase of 26.1% from the same period last year. Year-to-date through October, sales tax received of $693,835 represents an increase of approximately 24.3% ($135,596) from the same period the previous year.
  • The Treasurer’s November report was accepted as submitted.

 

  1. Friends of the Library – Friends President Lee reported the FOWL had collected over $4000 in the money jar. The FOVL moved to raise Nomi Gonzales’s hourly rate to $20 per hour for her change in work responsibilities with the Foundation. The motion passed by unanimous

 

  1. Library Foundation – Continues with the following:
  • Providing Hometown News and Views articles continue each month.
  • Preparing Annual appeals information for distribution. The major donor presentation package is being updated and mailed. Other patrons will receive an email regarding the Annual Appeal.
  • Developing presentation software to accompany civic group presentations.

 

  1. Staff and Board Reports
    1. Board
      1. Correspondence – None

 

  1. Library Building Committee (BC) – The Committee request the approval of a Project Manager to be our point person on the expansion project.  The Project Manager will work for/with the Building Committee, specifically under terms specified in a contract.  This Committee has been granted permission by the Trustees to proceed in the hiring said Project Manager, with the proviso of contract terms allowing termination of the arrangement if the Certificates of Obligation funding fails to occur. The process for selecting the Project Manager is underway.  We have requested responses from several local candidates and have received submissions from most.  The Building Committee intends to score these responses and cull down to two or three leading contenders, then hold Zoom interviews with said contenders to select the prime candidate.  Timeframe for this is within the next 7-10 days.

 

The Committee has requested the Board approve the services of Kevin Murphy,  a counsel with Cagle Pugh, a firm that specializes in Construction Law.  The Committee reached out to Kevin regarding the possibility of serving as our attorney in this matter. He has quoted his rate: $350 an hour and estimates that work on the contract will require 3.5 hours. Cagle Pugh requires a retainer of $1,200 before commencing any work. The following motion; MOVED, the Board of Trustees authorizes the Building Committee to execute a contract with the law firm Cagle Pugh to develop a contract for the Project Manager. Moved further, the Board authorizes payment of $1,200 to Cagle Pugh as a retainer out of a total estimated cost not to exceed $3,000. The motion was seconded by Trustee Criswell and accepted by the Board with a vote in favor of 4-0.

 

The Committee requested and received permissions to execute contracts with SAMCO and with Ms. Stephanie Liebe regarding acquiring the Certificates of Obligation.  At present, that process is stalled due to the election cycle but should resume shortly.  Ms. Liebe, an attorney, her expertise is in public bond issuance and such corollary issues as Certificates of Obligation.  Her rate is similar to that quoted by Mr. Murphy.

 

III. Election results/campaign finance reports – Trustees Sharon Criswell and Carol Sicuro have been reelected by default due to no opponents for the Board of Trustees Positions.  Final campaign reports are to be completed, and the Trustees are awaiting official the official swearing-in process.

 

  1. Library Director (Carolyn) – The staff have developed interactive Zoom sessions that patrons have enjoyed. Patrons picked up supplies at the library for Emily’s flower arranging class and followed the Zoom instructions. Nami has been working to have more presenters for the program. Also, an author event is scheduled where authors bring their books to the library and sell them.

 

Now the library can send out surveys to patrons regarding services. According to current survey responses, patrons found that Inter Library Loan (ILL), Notary, and Computer were the top three services offered.
Once the pandemic is over, Emily plans to start school storytime visits.

  1. Discussion/Action Items (Board may act on any item under discussion)
    1. Draft 2021 budget – A draft budget for 2021 was reviewed. The Board is to revisit/revise and or approve a 2021 budget in December.
    2. Building Committee request for Cagle Pugh legal services & authorization to pay – Approved, SEE Section 5a ii
    3. Library expansion: City/County actions; next steps – Complete replat, Contact SAMCO regarding next steps with Certificates of Obligation, and Attorney, Ms. Leibe regarding next steps.

 

  1. Adjourn Open Meeting, Convene Executive Session 1:52 PM

The Board of Trustees will convene in Executive Session as authorized by Section 551.074 of the Texas Open Meetings Act to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee.

 

  1. Adjourn Executive Session, Reconvene in Open Session 2:03 PM

Action from Executive Session: Review- No action is taken

  1. December Meeting Agenda (swearing-in of elected Trustees, final 2021 budget; confirm annual audit; staff performance awards)

 

  1. Adjournment – President Hood adjourned the monthly meeting at 2:04 PM

 

 

 

Recorded by Zoom and written record by Carol Sicuro, Secretary

 

NOTE:  The Board may meet in closed session on any item above as authorized by the TX Open Meetings Act, TX Gov. Code   Ann. Ch. 551.

September WVL Board Meeting Minutes

WIMBERLEY VILLAGE LIBRARY DISTRICT BOARD OF TRUSTEES
REGULAR MONTHLY MEETING
Thursday, September 10, 2020 1:00 p.m.
Zoom video conference
This notice is posted pursuant to § 551.041 of the Texas Open Meetings Act (TX Gov. Code Ann. Ch. 551)
PRESENT: Trustees; Dell Hood, Patrick Cox, Sharon Criswell, Aileen Edgington, Carol Sicuro; Treasurer, Sharon Drobeck; FWL, Dennis Lee
1. Call to Order – The meeting was called to order by President Hood at 1:00 PM
2. Public Comments – None
3. Approval of Minutes: August meeting – The Board accepted the August 2020 meeting minutes.
4. Special Reports
a. Treasurer – Treasurer Drobeck reported the following:
The Statement of Financial Position as of August 31 reflects the following:
• Checking/Savings of $875,708;
• Current Liabilities of $42,630 (These consist of Payroll Liabilities; Gifts: Friends of the Library, Gifts Specific Use and Specified Library Programs)
• Long Term Liabilities NOTE: On August 28, 2020 Library pre-paid the balance of the Johnson Land Loan, $30,000. We are in contact with the Johnson Family to secure a release from the lien on the property.
Statements of Activities report shows that the monthly net income of $44,891 compares favorably to the budgeted net income of $27,667 for August. Income items of note:
• Sales tax revenue received was 28.6% ($19,415) more than that budgeted.
• Hays County Grant, although budgeted in August, was received, and deposited the first week of September.
• Humanities Texas requested that the $3,000 Grant sent in July be returned. They apologized, explaining that it had been sent to the Library in error.
• On a year-to-date basis, net income is $201,671 compared to budgeted net income of $69,642. This difference is due to the favorable increase in sales tax revenues and actual expenses being less than.
Sales Tax Income was budgeted at a rate that is equal to the actual revenue received in 2019. The attached report from the Comptroller of Public Accounts indicates that the Sales Tax deposit for September (July sales) will be $63,374. This is an increase of 22.5%, from the same period last year. Year-to-date through August, sales tax received of $567,373 represents an increase of approximately 24.9% ($112,943) from the same period last year.
The Board accepted the Treasurer’s report by unanimous consent.
b. Friends of the Library – Friends President, Dennis Lee, stated the Friends group is postponing the annual Book Sale until 2021 due to the pandemic. Also, there is enough inventory on hand and patrons are asked not to donate books at this time. Since some patrons have continued to donate their books, and these books are left on the back porch. Please note, the books on the porch are
Wimberley Village Library Board Meeting September 10,2020 2
not handled by staff. Members have suggested other fundraisers to replace the Annual Book Sale until next year. The Friends group is considering one possibility to collect coins, loose change, as a fundraiser.
c. Library Foundation – Trustee Edgington reported the following:
• Hays County granted a request for $100,00 for the library expansion. This this is a budget item for the County, it is still in the process of budget approval.
• The Foundation received a $5,000 check from Ozona Bank Challenge. Since this challenge was more successful than previous years, Ozona Bank an additional $15,000 was donated from the bank. Personalized e-mails were successful with an open rate of 75% rate and as compared to a previous 50% open rate.
• A thermometer, although delayed by the pandemic, is to be installed to show collection milestones.
• The Annual Appeal-Personal letters are to be sent to doners at certain levels after the Annual Appeal. A new catch phrase has been adopted, “Help us better to serve you.”
• Carroll Wilson is contracted to write a report for the Wimberley View, showcasing an article for the View of our summer program results.
5. Staff and Board Reports
a. Board
i. Correspondence – None
b. Library Director – Director Manning, although Manning was not present, she filed her report.
• Personnel – Employee check-in meetings should be completed by the October Board meeting.
• Service contracts have been awarded and awaiting approval from the Board.
Fall Programming has started, and the staff has prepared interesting events via social media.
• Central Texas Library System has sponsored Zoom meeting for librarians to network and hear information from the State Library.
• Circulation for the month is almost 8000. The average during preCovid-19 was 11,000.
c. Building Committee – Trustee Edgington provided the following updates;
• Kristen Schmidt, Building Committee member, was able to obtain a drainage study engineer statement for the replat. Also, Schmidt was responsible for converting the hand drawn design to an AutoCAD format.
• Attorney, Stephanie Leibe, of Norton, Rose, and Fulbright US LLP, has been hired to work on behalf of the Library District. She has experience working with County Certificates of Obligation (COO) and the process for approval. She is to represent the Library District’s interest as the property is used as a guarantee with the County.
Ms. Leibe has already contacted County Attorney, Mark Kennedy, and County Financial Manager, Stan Wegmiller as well as Duane Westerman of SAMCO. The contract with Ms. Leibe is not to exceed $10,000. Should an issue occur regarding her contract, Board President, Dell Hood, will call a special closed meeting to resolve the issue.
• The Committee is reviewing the economy of adding solar power to the roof panels in the extension. Trustees discussed the possibilities of adding clean air and solar to the One Water plans.
Wimberley Village Library Board Meeting September 10,2020 3
• Johnson land loan was paid in full. The release of lien is being prepared.
• The Foundation asked the Building Committee to review the milestones on the “thermometer” sign.
6. Discussion & Action items Any discussion item may be subject to Board action
a. Declaration of unopposed election cancellation of election with Hays County Elections Administrator. The Hays County Election received an advanced copy of the Wimberley Village Library’s intent to cancel the Contract and the Agreement for the November 3, 2020 election. This notice was sent via FAX on September 4, 2020. Final notice to cancel election services from Hays County Election office was sent on September 11, 2020. No further action required.
b. Extend three pandemic resolutions to 12/31/2020 Moved, the Board of Trustees extends the validity of the three resolutions on Library staff wage payments, sick leave policy, and the Director’s authority during the Covid-19 pandemic adopted on April 9, 2020, until December 31, 2020. Motion carried by a unanimous vote.
c. Moved, the Board of Trustees of the Wimberley Village Library District, after full review of its terms, accepts the Financial Advisory Contract and the associated Scope of Services (Exhibit A in the SAMCO materials provided to the Board on dated January 3, 2020) with SAMCO Capital Markets, Inc., of San Antonio, Texas, with the proviso that compensation will be limited to a maximum of ten thousand dollars $10,000, unless a higher amount is mutually agreed in writing by both parties; Moved further, the Board of Trustees authorizes President Dell Hood to sign the contract including this limitation on compensation. Trustees approved the motion by unanimous vote.
d. Moved, the Board of Trustees of the Wimberley Village Library District agrees to contract with Stephanie Liebe of Norton Rose Fulbright, Austin, Texas, for legal services necessary to facilitate approval for the issuance by the Hays County Commissioners Court of a Certificate of Obligation for the District, for a fee not to exceed ten thousand dollars $10,000 unless a higher fee is agreed in writing by both parties; Moved further, the Board authorizes President Hood to sign the contract. Trustees approved the motion by unanimous vote.
7. Announcements – a. October agenda items – Appoint 2020 budget committee; Preliminary staff reviews; status of COO; Combined Boards meeting.
8. Adjournment – The meeting adjourned at 1:32 PM
Recorded by Zoom and written record by Carol Sicuro, Secretary
NOTE:
The Board may meet in closed session on any item above as authorized by the TX Open Meetings Act, TX Gov. Code Ann. Ch. 551.

2020 August Board Meeting Minutes

WIMBERLEY VILLAGE LIBRARY DISTRICT BOARD OF TRUSTEES

August13, 2020 1:00 p.m.
ZOOM Videoconference meeting
This notice is posted pursuant to § 551.041 of the Texas Open Meetings Act (TX Gov. Code Ann. Ch. 551)
PRESENT: Trustees, Dell Hood, Patrick Cox, Sharon Criswell, Aileen Edgington, Carol Sicuro; Treasurer, Sharon Drobeck; Library Director, Carolyn Manning
1. Call to Order – President Hood called the meeting to order at 1:00 PM
2. Public comment – None
3. Approval of Minutes – The Board accepted the July 9, 2020 meeting minutes by unanimous consent.
4. Special Reports
a. Treasurer – (filed) Treasurer Drobeck’s report stated the following:
1. Financial Position through July 2020 reflects:
Checking/Savings of $861,289;
Current Long-Term Liabilities of $70,539, NOTE: this amount includes $30,000 representing the
current portion of Long-Term debt for a 5-year, non-interest bearing, note for land purchase land purchase.
Liabilities: consist of: Payroll Liabilities; Gifts (Friends of the Library, gifts for specific use and specified Library programs)
2. Statements of Activities report shows that the monthly net income of $11,123 compares favorably to the budgeted net loss of $(2,774) for July.
Income items of note: Sales tax revenue received was 26.6% ($14,081) more than that budgeted. The budget is based on prior year experience. Expense line item differences are generally timing in nature.
On a year-to-date basis, net income is $156,780 compared to budgeted net income of $41,975. This difference is due to the favorable increase in sales tax revenues and actual expenses being less than estimated in the budget to date.
3. Sales Tax deposit for August (Jun sales) will be $87,415. This is an increase of 30% from the same period last year.
5. Staff and Board Reports
a. Board
i. Correspondence – None
b. Library Director – (filed) Director Manning shared the following:
Collection – Nori is overseeing the annual inventory. She is assisted by one of the volunteers who come in weekly.

Wimberley Village Library Board of Trustees August 13, 2020 pg. 2
Programming – Although a successful Summer program has ended with children and teens participating. Children and Teens 273 Prizes 703
Books read 3394
Emily created a brochure titled, Sponsor Impact Report, detailing all three summer programs. Kathleen has facilitated several virtual programs for adult chair yoga, gardening, and Anna has reached out to our local birding group for advice on setting up a bird cam that can live stream birds feeding on/at a library-themed bird feeder. The birders are excited about helping and Anna has already met with IT to find out pricing and logistics.
Service Contracts – August 12, 2020 was the last day to accept bids for service contracts. A decision will be ready by August 17, 2020. Awarded contract recipients will be notified by August 21, 2020.
Phased Opening Changes – The grab-and- go model is still in effect and will continue indefinitely. One change is to allow patrons to use the 15-minute stand up computer. The Library has worked with IT to ensure the computer may be used for 15-minutes ONLY! After the allotted time, patrons will be cut off. This is to help with computer “abuse” issues. Also, specific protocols are to be in place for distancing and sanitation of the equipment.
Computer Use – Fall phased programming will continue. One change is to include patron 15-minute use off standing computers. IT has been contacted to ensure computer time ends after 15 minutes of use.
Personnel – Director Manning met with individual staff in August/September as part of the employee check-in or evaluation for the year. Discussion centers around job duties, personal goals, job performance. This review usually takes place three times a year. Due to the Corona-19 virus, this has only taken place two times this year.
Facility – Several posts on the back porch were replaced due to rot.
c. Trustee Election Status Report – According to Trustee Sicuro, the following have been completed:
o Posting of candidate filing notice June 18, 202
o Contacted Hays Co. for Contract and Agreement July 9, 2020
o Filing for a place on the ballot July 20-August 17,2020
d. Library Foundation – Trustee Edgington reported the following:
o Developed a letter to major donors to thank them for their generosity.
o Continuing the Wimberley News and Views articles, giving the community a broad look at the responses from some of our supporters and their views about libraries.
o Updated the logo from, “Support Library 2.0”, to say, “Help us serve you better”
o Transitioned from Network for Good to Kindful. This change allows for more personalized communication with donors.
Wimberley Village Library Board of Trustees August 13, 2020 pg. 3
o Reassignment of Carroll Wilson’s role on the Foundation Board has from Development Coordinator to freelance writer and Marketing Consultant.
e. Building Committee – Trustee Edgington provided the following updates:
o Allen Westerman of SAMCO Capital agreed to meet with Hays County Bond Attorney and Financial Officer regarding the process of issuing certificates of obligation to finance construction.
o Replat approval of the properties by the City of Wimberley stalled due to a need of an engineer’s statement regarding about drainage of the plat.
o Commissioner Lon Shell participated in the latest committee meeting and provided more information regarding Allen Westerman’s role and the county’s role with the issuance of a Certificate of Obligation (COO). The task is to develop language between the two entities.
o Hays County is to lease the property to Wimberley Village Library to lease the property y until the debt is paid.
o Dennis Lee has contacted Mr. Westerman requesting the specific language for the Certificate of Obligation. The goal is to develop specific language between the two entities.
o The County will take ownership of the library loan until after the loan has been repaid.
6. Discussion/Action items a. Review/accept in principle contact with SAMCO Capital o Dennis Lee has been in touched with Allen Westerman regarding the cost structure and contract fees. Who is the contract with, Westerman or SAMCO? Waiting for further information from A. Westerman. b. City, Hays County issues, response o Engineer, Tom Hegemier, is providing engineering assistance for plat approval. He has had difficulty in contacting City Manager, Shawn Cox, regarding the issue. o President Hood is still waiting on the City and County to carry through with their responsibilities before signing any contract for a Certificates of Obligation. o President Hood requested that Treasurer Drobeck pay off the debt to the Johnson family and obtain clear title to the property by the end of September. 7. Announcements – Election report, SAMCO and Hays County developments, review the three resolutions related to the pandemic, form budget committee
8. Adjournment – President Hood adjourned the meeting at 1:43 PM
Recorded by Zoom and written record by Carol Sicuro, Secretary
NOTE: The Board may meet in closed session on any item above as authorized by the TX Open Meetings Act, TX Gov. Code Ann. Ch. 551.