BOULDER CITY LIBRARY BOARD OF TRUSTEES MEETING
December 18, 2013
MEMBERS PRESENT: Gary Berger, Amy Carvalho, Valerie McNay and Kerry Ahearn. Also present Library Director Lynn Schofield-Dahl, Adult Services Librarian Deanna Duffy, and Auditor Martha Ford.
The regular meeting of the Library Board of Trustees was called to order at 7:02 p.m. by Chairman Gary Berger.
I. PLEDGE OF ALLEGIANCE: Led by Kerry Ahearn.
II. CONSENT AGENDA: Matters considered routine by the Board of Trustees and which may be enacted in one motion. Any item, however, may be discussed separately per Board member request. Any exceptions to the Consent Agenda must be stated prior to approval.
Lynn distributed change pages for the bills and financial information.
Valerie McNay moved to approve, and Kerry Ahearn seconded approval of the Consent Agenda, the minutes of the regular meeting on November 20, $35,052.88, in vouchers for the previous month, submitted prior to and at the meeting, $736.55 in checkbook expenses for the previous month, submitted prior to and at the meeting. Motion carried.
1. ADOPTION OF AGENDA.
2. ACCEPTANCE OF MINUTES OF THE REGULAR MEETING OF NOVEMBER 20, 2013
3. EXPENSES FROM PREVIOUS MONTH.
III. CITIZEN PARTICIPATION: Items raised under this portion of the Agenda cannot be acted upon until notice provisions of Nevada’s Open Meeting Law have been completed. Therefore, any action on such items must be considered at a later meeting.
IV. AUDIT FY1213 PRESENTATION: Martha Ford
Martha emailed the final audit report earlier, and distributed print copies at the meeting.
Martha noted a couple of changes from previous years, these mostly related to changes in reporting, not actual changes.
We did end the year with more money than we ended the previous year. However there is still a deficiency because we do not have an accountant on staff. Lynn is continuing to learn more each year.
The auditor’s management letter to Lynn contained two comments. One related to one invoice inconsistency and the other related to bank reconciliations. The invoice problem has been resolved and from now on the board chair or vice chair will need to sign the bank reconciliations just as they do the bills. This resolves both of those issues.
1. Policy Committee Report (Gary Berger) –
They have still been focusing on the amphitheater policies. They are still active and still working. Gary estimated that around the middle or end of January they will move back to their normal policy discussion.
2. PR/Marketing Committee Report (Lynn Schofield-Dahl) –
They have not met, but Lynn reported that the logo applications are in. There are 8 submissions. Lynn has requested not to be a judge because she knows all of the entrants. There was discussion about where to find judges, and Lynn is hoping to have the selection made in January. She would like to have the new cards for National Library Week in April. The board agreed that they would like to have judges make a recommendation, but that the board will make the final decision.
3. Director’s Report (Lynn Schofield-Dahl) –
Lynn had no additions. There was a short discussion about Zinio and magazine usage.
4. Report of Discussion with Commissioner Scow concerning Trustee Attendance (Gary Berger) –
Gary recapped a little of last month’s discussion on this topic, that he and Lynn had been trying to communicate with Commissioner Scow and had been unsuccessful. Gary had talked to former library director, now city councilman, Duncan McCoy who would be seeing Commissioner Scow in the next few days and said he would talk to her.
After Duncan talked to Commissioner Scow, she called Gary the next day and they discussed the ongoing situation. Commissioner Scow thought that the library board could use the county’s attendance rules to resolve the issue. She had her staff check on the procedures and then contacted Lynn with instructions to send a letter to Beth Molburg and specific instructions as to the contents of the letter. Beth responded to the letter with an email to the library board, but did not attend the County Commission meeting. At that meeting the county commission did remove Beth Molburg from the Boulder City Library District Board of Trustees.
Lynn reported that she did attend the meeting in case anyone had any questions, and that one of the County Commissioners did comment about the need to refine the attendance rules and make them more clear and specific.
Gary and Lynn are confident that if a similar situation occurs again, the County Commission will deal with it. Whether they use our bylaws or their own rules does not matter, they will resolve the issue.
Amy stated that she was concerned about the lack of transparency in the process. That the board spent a lot of time going down one road and then suddenly there was a split to a different direction.
Gary thought it was transparent because the board had been talking about the situation.
Lynn reported that the contents of the letter she sent to Beth were dictated by the county, except the final paragraph where Lynn explained that the board understands her (Beth’s) absences were due to family issues and that the board would like to release her to focus on that.
Kerry suggested that in the future, our bylaw rule of three absences in six months could be used to refer attendance problems to the county commission.
Lynn gave a short report about what happened at the county commission meeting. Gary reiterated that whether we use our rules or the county’s, if we ask them for help they will help us.
VI. REPORTS/DISCUSSION/ACTION POSSIBLE:
1. Review of Amphitheatre Policies. Action Possible (Gary Berger)
There was discussion about the ability to take credit/debit cards for payment. Lynn has talked to the Credit Union and this will happen. There were a few questions about the information provided.
Gary asked for a motion.
Amy Carvalho moved to accept the amphitheater policy as an interim document to serve until there is a final policy. Valerie McNay seconded. Motion carried.
VII. CITIZEN PARTICIPATION: Items raised under this portion of the Agenda cannot be acted upon until notice provisions of Nevada’s Open Meeting Law have been completed. Therefore, any action on such items must be considered at a later meeting.
1. Library Board recruitment: You never know where you might come across someone who might be a good library board member. Talk it up, suggest it. Lynn’s January article in BC Magazine will be about trustee recruitment.
IX. ADJOURNMENT: Gary Berger adjourned the meeting at 8:39 pm.