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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.

Wills, Trusts, and Powers of Attorney 101

During this session attorney Dixie Newnam will discuss the impact of beneficiary designations and ownership rights on you estate plan. For example, many people will add children to accounts or property titles to help them as they age. Or, they will open accounts and name beneficiaries without giving thought to how that will affect their estate plan. If not considered carefully, your intent for your estate can easily be side-lined-and sometimes negated! Find out during this session how to make sure your intent is realized.

To get the link for this program, please email: programs@wimberleylibrary.org

Agenda – Building Committee Meeting

Agenda

Building Committee Meeting

Thursday, November 12, 2020

10 am via Zoom

 

  1. Report on City of Wimberley replat

 

  1. Report on Hays County and certificates of obligation.

 

  1. Discussion of interviews with RFQ finalists

 

 

 

Yoga & exercise classes are now on YouTube!

CHAIR YOGA: Enjoy gentle stretching and strengthening exercises any day, any time and as often as you’d like. https://www.youtube.com/watch?v=3EUYbS4gDEo&feature=youtu.be

EXERCISE CLASSES: DuAnne leads you through movements which focus on body, mind, emotions, and spirit. Exercises target joint mobility, spinal flexibility, balance, right-left brain coordination, cognitive function and more. https://www.youtube.com/watch?v=_7PjGqgJzJ0

GENTLE MAT YOGA: You can attend Carla’s classes on YouTube. Available 24/7 in the comfort of your home, it’s like a private one on one session! https://www.youtube.com/watch?v=Zue-HnM-ojA&feature=youtu.be

 

 

November 2020 Agenda

For discussion and vote by the District Board of Trustees: Contract for legal services, Cagle Pugh

 

  1. The Building Committee has determined the need for a Project Manager to be our point person on the expansion project.  Said PM will work for/with the Building Committee, specifically reporting to Aileen, under terms specified in a contract.  The Building Committee has been granted permission by the Trustees to proceed in the hiring of said PM, with the proviso of contract terms allowing termination of the arrangement if the Certificates of Obligation funding fails to occur.
  2. The process for selecting the PM is underway.  We have requested responses from several local candidates and have received submissions from most.  It is the BC’s intention to score these responses and cull down to two or three leading contenders, then hold Zoom interviews with said contenders with an eye toward selection of our prime candidate.  Time frame for this is within the next 7-10 days.
  3. At such time, we will begin negotiating a contract.  The time frame for this is anticipated to be mid-November.  Ideally, we would like to conclude these negotiations by December 1, so that we can begin our collaborative work before the end of the year.
  4. We CAN create a contract from scratch or possibly use one proffered by the prime candidate.  But the BC feels that it is in the Library’s best interests to create a baseline contract that fully protects US and meets our needs, so that we can negotiate from this starting point.  Also, there may be issues in such a contract that are unknown to us or to any lawyers at our disposal.  The pro bono attorney, Mr. Floriani, has been unresponsive to date.  Carrie Campbell is unfamiliar with this area of law.  However, Carroll Wilson’s son-in-law Kevin Murphy is At Counsel with Cagle Pugh, a firm that specializes in Construction Law.  We have reached out to Kevin re the possibility of him serving as our attorney in this matter.  Kevin has helped us a number of times in past months regarding questions about PMs and other issues, pro bono, but cannot do something this involved on an informal, freebie basis.
  5. Kevin has quoted his rate: $350 an hour and estimates that work on the contract will require 3.5 hours.  It may require less; it may require more.  It will all depend on our PM candidate and everyone’s willingness to compromise on the final wording.  In any case, the final amount should not exceed $3,000, and will more likely be in the $1,500 range.  Cagle Pugh requires a retainer of $1,200 before commencing any work.
  6. Per prior decisions by the Trustees, all project financing – including professional services – will come via the Trustees regardless of the source of the funds (Foundation, CO’s, etc.).
  7. The BC has requested and received permissions to execute contracts with SAMCO and with Ms. Stephanie Liebe regarding acquisition of the CO’s.  At present, that process is stalled due to the election cycle, but should resume shortly.  Ms. Liebe is an attorney, but not one versed in Construction Law; 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.
  8. In that getting a PM on board will require a contract, and that having a PM in place will drive other actions such as improving our master plan and schedule, identifying and selecting an architect, and getting said architect under contract (which may again require legal expertise from someone such as Mr. Murphy), we feel it is necessary to secure legal representation ASAP in this matter and that Mr. Murphy is an ideal candidate for this purpose.
  9. To that end: we request that the District Board of Trustees approve the expenditure of funds up to a limit of $3,000 for the purpose of developing and executing a contract with a Project Manager individual or firm to be determined in November, and to pay Cagle Pugh a retainer of $1,200 immediately to secure the services of that firm’s representative in that matter.

 

Board Meeting – November 2020 Agenda

NOVEMBER 2020 AGENDA

WIMBERLEY VILLAGE LIBRARY DISTRICT BOARD OF TRUSTEES

REGULAR MONTHLY MEETING

Thursday, November 12, 2020   1:00 p.m.

Zoom videoconference

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

  1. Call to Order

 

  1. Public Comment

 

  1. Discuss/Action item: Building Committee request for Cagle Pugh legal services & authorization to pay

 

  1. Approval of Minutes – October meeting (Carol)

 

  1. Special Reports
    1. Treasurer
    2. Friends of the Library (Dennis)
    3. Library Foundation (Aileen)

 

  1. Staff and Board Reports
    1. Board
      1. Correspondence (Carol)
      2. Library Building Committee (Aileen)
  • Election results/campaign finance reports (Carol)
  1. Library Director (Carolyn)

 

  1. Discussion/Action Items (Board may act on any item under discussion)
    1. Draft 2021 budget (Budget committee)
    2. Library expansion: City/County actions; next steps

 

  1. Adjourn Open Meeting, Convene Executive Session

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

Action from Executive Session:

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

 

  1. Adjournment

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.

Building Committee Meeting Agenda

Building Committee Meeting

November 5, 2020

10am via Zoom

 

  1. Update from the City
  2. Update from the County
  3. Review of scored Project Manage RFQ’s
  4. Discuss interview schedule for chosen RFQ applicants