MINUTES TULSA CITY-COUNTY LIBRARY COMMISSION Regular Meeting

Transcription

1 MINUTES TULSA CITY-COUNTY LIBRARY COMMISSION Regular Meeting Thursday, December 15, 2016 Central Library Executive Conference Room 400 Civic Center Tulsa, OK Present: Mayor G.T. Bynum Sally Frasier Leanne Helmerich Rebecca Marks Charles O. Meyers, Jr. William L. Peacher Judy Randle Richard White Karen Keith La Verne Ford Wimberly, Ed.D. Absent: Wendell Hope, Sr. Also Attending: Gary Shaffer, CEO Kim Johnson, COO Gail Morris, CFO Sarah Jane Gillett Tulsa Library Trust Executive Director Doug Mann, Attorney-at-Law 1. The meeting was called to order at 12:00 p.m. by Chairman Bill Peacher. Diane Cariker called the roll and determined a quorum was present. 2. Dr. Shaffer highlighted the Staff Report, which is attached. He added that in November the Tulsa Book Review marked its 60 th issue and fifth anniversary. The Book Review is distributed throughout Tulsa County and connects readers to books and the library. 3. Dr. Shaffer introduced Kelly Bayles, Staff Association President. The Staff Association presented commissioners with copies of the 2016 Books to Treasure selection Tito Puente, Mambo King, written by Monica Brown and illustrated and signed by Rafael Lopez. It has become a holiday tradition for commissioners to sign the gift books and then they are donated to Owen Elementary, TCCL s partner in education. The hope is that this gesture will foster a greater love of reading in Tulsa s students. Kelly also presented commissioners with a holiday gift from the Staff Association: ornaments with the Central Library renewed logo made using the engraver in the makerspace at the Central Library. She acknowledged Tim Smith, Central Library s makerspace assistant for his help in creating the special ornaments. Kelly thanked commissioners for all they do for the library and library staff. 4. Dr. Shaffer presented the December 2016 CEO Golden Apple Award to the Library Commission team for their support to him during his tenure, as well as for all their hard work and expertise volunteering on sub-committees, building projects, and special committees. A framed certificate was presented, as well as certificates to each library commissioner.

2 5. CONSENT AGENDA Minutes from the November 8, 2016 Special Library Commission meeting Minutes from the November 17, 2016 Regular Library Commission meeting Budget and Finance - Finance Report - Approval of Disbursements Personnel - Approve Payroll - Personnel Actions (Proposed Personnel Actions are available 24 hours in advance of this meeting in the Business Office at the Central Library (L1) located at 400 Civic Center in Tulsa for review and copying) Physical Facilities - Approval to declare as Surplus the Information Technology (IT) Equipment and authorize the CEO to dispose of the equipment in manner that is in the best interests of TCCL. - (Proposed Surplus Information Technology Equipment listing is available 24 hours in advance of this meeting in the Business Office at the Central Library (L1) located at 400 Civic Center in Tulsa for review and copying) Hearing no request to deal with any Consent Agenda item separately, a motion was made by Mr. Meyers, seconded by Ms. Helmerich, to approve the consent agenda in total. The motion carried. yeas Bynum, Frasier, Helmerich, Keith, Marks, Meyers, Peacher, Randle, White, Wimberly noes none abstained none 6. Judy Randle gave the Budget and Finance Committee Report. 1) Approval of Tax Increment District Number One, City of Glenpool On Dec. 5 th the City of Glenpool held a meeting to review and approve Tax Increment District (TIF) Number One. The proposed project directs the collection of five million dollars over a ten-year time frame. The intent of the project is to develop a two-mile corridor on the east side of Highway 75 between East 161 st and 171 st Street South to assist in commercial development opportunities. A map of the TIF district is included in your packet. The project includes the addition of a street, turn around, grading, storm sewer, landscaping and erosion control. Also included are minimal costs for engineering, legal and finance fees. It is believed that an automobile dealership will develop on this site. This project is different from others we have approved in several ways. One of these is the return of 50% of new revenue flows to the taxing entities, which allows us to share in the revenue increases attributed to this project. Several of the Jenks TIF projects have a similar structure with the taxing entities sharing in the increased tax receipts, but in those project we only receive 25% of the incremental increases. Secondly, at ten years the term of the project is significantly less that other projects that have been implemented. Most of the projects range from years. With the structure of the project it is likely that this Commission would have approved the proposal, but the timeline did not allow for this project to be presented for a vote. The details of the project plan were not supplied to the taxing entities until December 1 st, with the City of Glenpool holding the one and only meeting on this project on

3 December 5 th. CFO Gail Morris is our representative on this committee and was unable to attend, but the remainder of the committee approved the project that meeting. This is an unusual handling of the process, most of the other cities have two to three meetings before requesting a vote on the project. As the statues on this process can be broadly interpreted, each City treats the project a bit differently and unless the taxing entities object this one meeting structure is allowable by law. 7. Tulsa Library Trust Executive Director Sarah Jane Gillett gave a report. 1) Ms. Gillett recognized and thanked Larry Bartley and Diane Cariker along with event chair Lynda Brownson for their work on the 2016 Peggy V. Helmerich Distinguished Author Award Dinner held on Dec. 2 nd. Ms. Gillett said that Larry and Diane were a remarkable team, and she hopes to keep things running smoothly in Billy Collins was a witty and engaging speaker both at the black-tie dinner Friday evening and at the free program on Saturday morning. 2) Sarah Jane reported that several library commissioners, along with Kim and Earl Johnson attended the John Hope Franklin Dinner of Reconciliation, at the Greenwood Cultural Center on Nov. 17. The Library Trust was proud to support this important annual community event. 3) Sarah Jane spoke about fundraising, mentioning that the Annual Appeal comes out around this time of year. She said it is important because it generates operating funds that allow the Trust to take on campaign and other fundraising functions geared towards TCCL programs, services and activities as a separate 501c3 organization. New Tulsa Library Trust staff have decided to conduct a more intimate appeal this month, focused on friends and family and regular annual donors. 4) Sarah Jane thanked Rik Helmerich for his Trust Board leadership during a very busy and active capital campaign. Bonnie Henke will be the Trust Board President in PRESENTATIONS: 1) Sue Anderson gave a presentation on CloudLibrary EBooks and Hoopla. These are two of the library s exciting new digital services. CloudLibrary launched in July and Hoopla in October when the renewed Central Library opened. The CloudLibrary allows you to borrow and read ebooks and eaudiobooks from your local public library for free. Sue familiarized the commission with some of the features of CloudLibrary and relayed that there has been amazing feedback from customers about the service. It is simple, straight forward and easy to use. The three steps include: Download the App, select the Library, and put in your library card number and pin. Multiple users in a family can use the same app. 2) Hoopla is a digital content platform that provides a wide range of digital content including movies, music, ebooks, comics, graphic novels, TV series and more. It has 500,000 items that are always available. Hoopla strictly works for libraries and knows the needs and desires of library customers. There are no late fees and returns are automatic. The library pays only for what customers actually use. Dr. Shaffer recognized Sue Anderson for her contribution and Monique Sendze for bringing these

4 wonderful services to TCCL. 3) Chairman Peacher recognized Dr. Gary Shaffer and expressed appreciation for all he has done for TCCL. Peacher presented him with the Book on Tulsa that was available for signing at Dr. Shaffer s Farewell party on Monday, December 12. He encouraged those who had not signed to do so. 9. NEW BUSINESS County Commissioner Karen Keith introduced her new Chief Deputy John Fothergill who formerly worked with the Tulsa City Council. Chairman Peacher thanked Mayor Bynum for coming to the meeting saying we usually have a mayoral representative, but encouraged him to attend. Mayor Bynum said that he is a huge library user and that he had to run for Mayor to get on the library board. He plans to attend. The next Regular Meeting of the Tulsa City-County Library Commission will be at 12:00 noon, on Thursday, January 19, 2017, at the Central Library, 400 Civic Center, Tulsa, OK in the Executive Conference room on level L. The meeting was adjourned at 12:30 p.m. Respectfully submitted, Rebecca Marks, Secretary The final agenda was posted at the Central Library; and on the Tulsa City-County Library Commission Web page on Wednesday, December 14, A meeting Notice was sent on December 7, 2016 to the City and County Clerks, posted at the Central Library, and posted to the Tulsa City-County Library web page. Summary of items approved in the consent agenda: BUDGET & FINANCE a) As of November 30, 2016 the following Balance Sheet entries were reported: Depository Fund, & Credit Card Revenue: $ 1,397,718. Total Accounts Receivable $ 839,599. Library Sweep Investments: $ 5,312,172. TOTAL: $ 7,549,489. Accounts Payable and Encumbrances $ 437,575. Assigned Fund Balances $ 6,981,213. Unassigned Fund Balance - Inclusive of Y-T-D Revenue over Expense $ 130,701. TOTAL: $ 7,549,489.

5 As a reminder, in excess of $7.3 million of these funds are assigned for the Central Library Renovation Project and Information Technology needs. The unassigned fund balance as you are aware has been set aside for system replacements and capital needs per our Vanir Replacement Cost study. b) Disbursements were: Insurance & Benefits 155, Maintenance 316, Materials 225, Capital Outlay 20, Miscellaneous 7, TOTAL: $ 724, PERSONNEL a) Requested and approved PERSONNEL ACTIONS for December were routine in nature and included: Appointments 9 Change in Status 3 Change in Status/To a Higher Grade 1 End of Employment 1 Lateral Transfer 1 Performance Increases 8 Reclassify Positions 3 Resignations 4 Total: 30 b) PAYROLL totaled: $1,190,612.21for 405 employees. The summary for the Affordable Care Act fees and the staff benefits for the month of December is as follows: Affordable Care Act $4, Community Care $72, Hartford Life $1, Delta Dental $5, Hartford Long Term $1,