RUPERT J. SMITH LAW LIBRARY OF ST. LUCIE COUNTY, INC.

                                                                  Meeting Minutes

                                                        October 6, 2006 at 1:30 p.m.

                                                Honorable Burton C. Conner, Chairman

 

Trustees  Attending:  Honorable Burton C. Conner,  Paula A. Lewis, County Commissioner, Jim Wilder , Anthony P. Guettler, Esquire  and James T. Walker, Esquire via telephone

Trustees Absent:                   None

Others Attending:                  Nora J. Everlove, Librarian and Lynn T. Atkinson, Secretary

 

 

I.          October Minutes:

            Mr. Wilder moved approval of the October Minutes, Mr. Walker seconded the motion and it was carried unanimously.

 

II.        Welcome Anthony Guettler to the Board of Trustee:

            Judge Conner announced and welcomed Anthony P. Guettler to the Board of Trustees.  Mr. Guettler is the Port St. Lucie Bar Association appointee to the Board.

 

III.       Annual Audit/Financial Report Fiscal Year Ending 2005:

            Ms. Atkinson provided everyone copies of the Financial Report prepared by Jay Gaines, CPA and stated that she is mailing out the original and a copy to the Auditor General and to the Department of Financial Services.  Judge Conner asked that Ms. Atkinson inform the Trustees of any comments by the accountant.  Ms. Atkinson informed the Trustees that Mr. Gaines expressed concern over the fact that the expenditures were over income.  Ms. Atkinson explained that this was due to the fact that this was the 2004/2006 Fiscal Audit which was when Article V, Revision 7 Funding went into effect.  Ms. Atkinson also noted for Mr. Gaines that there is a new funding source for the Law Library so hopefully things should be looking up. 

 

            Additionally there was a billing and reimbursement question concerning Everlove & Associates.  Ms. Everlove has been informed of the question and is currently researching the matter.  Ms. Everlove says it looks as if Everlove & Associates were reimbursed twice for an expenditure on behalf of the Law Library, but her records reflect that this was credited back to the Law Library.  She is working on the documentation.  Judge Conner suggested that the financial report be put back on the agenda for December’s meeting after everyone has had time to review the report and it was agreed to.

 

IV.       Additional Hours for the Law Library:

            Judge Conner announced that the Sheriff has agreed to provide additional security for the evening hours effective October 1, 2006.  Ms. Everlove said that she had not been aware of the actual starting dated until receipt of the minutes, but she could see no reason why the extra hours could not begin next week or certainly by the week after.  Judge Conner suggested that Ms. Everlove coordinate starting date with Lt. Hardie of Court Security.  Judge Conner spent a few moments brining Mr. Guettler up to date concerning the additional evening hours for the Law Library.

 

V.        Public Service Announcements/Seminars:

            Ms. Atkinson advised the Trustees that at the previous meeting it was decided that the issue of public serve announcements be tabled until the October, 2006 meeting so that Ms. Everlove could be present.  Mr. Walker advised the Trustees that this issue was discussed at the Friends of the Law Library Meeting and the group as a whole had difficulty coming up with a consensus for a specific plan.  Mr. Walker stated that the Trustees have heretofore approved one or more courses in concept  and Mr. Walker and Ms. Everlove thought to go ahead under the rubric of that approval and put together a final plan, a detailed plan for Trustee approval.  Ms. Everlove stated that Mr. Walker is actually speaking about the seminars themselves and not the public service announcements. 

            Judge Conner reiterated that what was being discussed now was a strategy to get the word out to the public that the Law Library is now expanding its hours to be open two nights per week until 8:00 p.m.  Judge Conner stated that Ms. Everlove was providing handouts.  Ms. Everlove informed the Trustees that she felt that there are simply two target audiences, the general public and attorneys.  Mr. Wilder volunteered to format the public service announcements (radio, T.V. and newspapers) as he has had previous experience in this area.  Ms. Everlove stated that she felt that it would be nice to develop a simple two color poster to post at the public library, Indian River Community College, Florida Rural Legal Services , other law libraries, recreation centers, and other governmental centers.   Additionally an informational flyer  would be useful for Florida Rural Legal Services, Probation and Parole and civic gatherings.  Mr. Wilder recommended a third component to this, which would be opportunities for the  Trustees to be interviewed and to give presentations.

            Judge Conner asked it anyone had any ideas on who to contact to do a visual work up on a poster.  Mr. Wilder suggested Wendy Dwyer who does work for Big Brothers/Big Sisters.  If Ms. Dwyer is unable to help out, then Judge Conner suggested that IRCC be approached as he assumes that they have a graphics design program.  Perhaps a student would like to take this on as a class project.  Mr. Wilder agreed that this would probably be even better.  Judge Conner asked if Mr. Wilder would be comfortable preparing the informational flyer as well.  Ms. Everlove agreed to do contents if Mr. Wilder would do the layout.

 

            Judge Conner asked if the Trustees have ever adopted a logo.  Mr. Walker stated that they had not.  Judge Conner suggested that whoever is going to work up the poster could work up logo for the Law Library might want to use.  The logo could be used on the informational flyer as well.  Mr. Walker stated that he felt it would be a good idea in concept if the Law Library could get some nice looking proposals.  Ms. Everlove stated that she has seen a couple of logos that other Law Libraries have and she will bring samples to the next meeting.  Ms. Everlove further advised that the Florida State County Court Law Libraries meeting is next week and she’ll get an e-mail out to the group and ask them to bring their goodies.

 

VI:       Financial Statement:

            Ms. Everlove reported that the Law Library will definitely make money this year, not a lot, but we are definitely in the black, which considering our position 18 months ago, is thrilling.   Ms. Everlove prepared a proposed budget for fiscal year2006/2007.  She feels that the beginning balance will be around $280,000.00 and she thinks that this coming year the Law Library will have revenues in excess of $300,000.00.  The year end close out balance for FY 2006/2007 she estimates will be about $265,000.00.  Ms. Everlove reported that the report does not show any revenues for October of 2005.  We are behind a month on the revenues, so what the report really reflects is 10 months worth of income and when the close out this year there will be an extra month of income.

            In preparing the new budget Ms. Everlove stated that we have 10 months of revenue and she divided kind of into quarter.  She did the first quarter and then the second quarter really has 4 months in it and then she looked at the last 3 months and our income is going up close to $2,000.00 a month per quarter.   So we made $6,000.00 more the second quarter compared to the first quarter and another $6,000.00 this last quarter compared to the quarter above that.  This is really turned out to be better than hoped.  In putting in the projection for next year Ms. Everlove used the last 3 months as her model, what was averaged during the last 3 months, she multiplied that by twelve to get to the $312,000.00 in revenues.  Ms. Everlove stated that she couldn’t be sure that revenues would keep going up s they have been so she was conservative in estimating the revenues.  Likewise, Ms. Everlove stated that she was probably heavy handed in estimating expenditures.   Law Library funds are carried over year to year.   Ms. Everlove stated that she had built in $8,500.00 for additional security costs, but since the Sheriff has agreed to staff this at no additional expense to the Law Library for FY 2006/2007, it appears that this will not be an expense.   Judge Conner inquired as to the expense for additional staff from Everlove & Associates.  Ms. Everlove informed the Judge that she had included $8,000.00 for that staff and an additional $5,000.00 for marketing costs.

            Ms. Everlove asked if the Friends could be asked if they would help with poster, flyer and marketing costs to advise the public of the additional Law Library hours.  Mr. Walker stated that he felt that this would fall well within the scope of the Friends Charter.

            Ms. Everlove in noted that Subscriptions and Law Books will do nothing but get more expensive.  At this time the Law Library spends approximately $12,000.00 per month on WestLaw, between the WestLaw contract and the book contract.  Ms. Everlove stated that she has allowed a multiplier of about 18%.  It went up 15% this year so Ms. Everlove thought she should figure high and hope that it is less.  Phones and postage are about the same.  Insurance costs have increased.    Ms. Everlove stated that she would provide Mr. Walker with a packet since he is attending by phone.

            Mr. Walker advised Mr. Guettler that the Trustees had approved replacement of the portrait that hangs in the Law Library of the Judges.  The expenses for the portrait is traditionally sponsor by the Bar Association.  Mr. Walker has asked that the St. Lucie County Bar Association sponsor have of the cost with the understanding that the Port St. Lucie Bar Association sponsor the other half.  Mr. Walker asked that Mr. Guettler approach the Port St. Lucie Bar Association about sponsoring the other half of the cost.  An estimated cost for each Bar would be $500.00 for each Bar.  Mr. Guettler agreed to bring this matter before the Port St. Lucie Bar Association at its next meeting.

 

VII.     Port St. Lucie Law Library Annex:

            Ms. Everlove informed the Trustees that there was an accident at the Port St. Lucie Law Library Annex.  There was a water leak in the Library and some books were damaged.  Pictures were taken for an insurance claim.  At this time it appears that there are only 12 books that are damaged, but time will tell.  Mold is a very great concern.

 

VIII.    Hospice Donation for Portia Smith:

            Ms. Everlove reported that Hospice had sent a letter of thanks and acknowledgment for the Trustees personal donation in honor or Portia Smith.

 

IV.       Books and CLE Tapes:

            Ms. Everlove informed the Trustees that she has ordered Florida Statutes.  She further stated that she would like to order some new CLE tapes as the Library only has 4 that have not expired and they will expire before the December, 2006 meeting.  Further discussion was had in this matter and expenditure on the CLE tapes was approved.

           

            As there was no further business the meeting was adjourned.

 

 

Dated:  December                   , 2006

 

            ________________________________________

            Burton C. Conner, Chairman

           

            ________________________________________

            James T. Walker, Trustee

 

            ________________________________________

            Jim Wilder, Trustee

 

            ________________________________________

            Paula A. Lewis, Trustee

 

            _______________________________________

            Anthony P. Guettler, Trustee