BOULDER CITY LIBRARY BOARD OF TRUSTEES MEETING
January 16, 2013
MEMBERS PRESENT: Amy Carvalho, Gary Berger, Valerie McNay and Beth Molburg. Also present Library Director Lynn Schofield-Dahl, and Adult Services Librarian Deanna Duffy.
The regular meeting of the Library Board of Trustees was called to order at 7:04 p.m. by Chairman Amy Carvalho.
I. PLEDGE OF ALLEGIANCE
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.
Gary Berger moved, and Beth Molburg seconded approval of the Consent Agenda, the minutes of the regular meeting on December 19, $20,948.29, in vouchers for the previous month, submitted prior to and at the meeting, $1,084.58 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 DECEMBER 19, 2012
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.
1. Policy Committee Report (Gary Berger)
Last month Gary handed out the proposed personnel policies, so far, and asked everyone to read over them and contact him with questions, concerns, and comments. He pointed out that they’ve been working on this for two years with technically no progress. He also handed out a set of change pages.
Lynn corrected a typo that was introduced when she was correcting a different typo. There were other minor corrections to wording as well.
Items of note:
Compensation Time – “Employees may accrue up to 60 hours…” 60 is half of the Federal limit and is the average of what staff currently have. It was suggested that anyone who goes over 60 hours can be approved for more work hours, but must be paid in by an overtime payment (at the rate of 1 ½ times for hours worked in excess of 40 hours) on the next paycheck, for those hours over 60, rather than going over the Comp time limit.
There was discussion about exempt and nonexempt employees in relation to comp time. That has not been discussed other than nonexempt employees have the option to receive comp time instead of overtime pay. (As per M.A. Miller) The discussion picked up later pointing out that this would cover all new employees hired after whatever date is set. At that point, current employees would choose.
Beth talked about Lynn’s schedule and the things that she does but would like to know more about how they impact Lynn’s schedule as far as “Comp” hours are concerned. Gary suggested that while normally Lynn creates Procedures, in this case the policy committee should be involved in forming the procedures for reporting/managing Lynn’s “Comp” hours.
Beth asked about the purpose of comp time. There are two main purposes: 1) some people prefer time off with pay, rather than extra pay, and 2) it allows us to shift costs to a later point in time.
Beth stated that she does not like deferring the cost to later when it will actually cost us more. Beth does not feel we can afford to pay for overtime later, at a higher rate of pay, if we can’t afford to pay for it now. Lynn pointed out that it is a normal governmental thing. Gary pointed out that the library, the city, the county and the state have done this for decades. Beth would like to see a time limit on the use of comp time. Amy is concerned that it appears that, because we do use Comp Time/Overtime so much, that we need to consider growing the staff to meet our staff needs. Lynn stated that is why she is working on growing the staff. Beth stated that what would please her is to get rid of Comp Time, but she would be more agreeable to the concept if any earned Comp Time would have to be used within the ensuing 12 months. Gary suggested eliminating Comp Time except for Exempt Employees. Amy agreed with this suggestion. Lynn pointed out that do that we would have to grandfather in any time earned prior to the adoption / implementation of the new policy.
Employee Conduct Standard – Beth objected to the word “obviously” and suggested it be removed. Gary also mentioned that there are some changes in this section, and that we will be spelling out Disciplinary actions, etc. There was also discussion about a redundancy which should be eliminated.
No Harassment Policy – Beth pointed out that it is mentioned on one page, but is unclear it actually is. It is toward the front of the policy. Lynn will capitalize it there so that it matches the appearance in this section and should be more easy to notice.
There were thank-yous and compliments to the policy committee.
2. Director’s monthly library status report (Lynn Schofield-Dahl)
Due to an error made by the HVAC people, there was a frozen pipe on the roof that resulted in damage to the Nevada Room. The company is aware of it and that it is their fault. If they don’t fix it, Lynn will turn the issue over to the insurance company and they will go after the company for reimbursement.
V. REPORTS/DISCUSSION/ACTION POSSIBLE:
1. Library Director Job Description – Discussion – Action Possible (Amy Carvalho)
Lynn wrote a job description that she will email to everyone. Amy is wondering if the section in the Policies that talk about the Library Director should incorporate more of the job description.
2. Request to re-schedule April Meeting from 17th to the 10th to accommodate Preliminary Budget Deadline of April 15 – Discussion – Action Possible (Lynn Schofield-Dahl)
Beth moved to move the April meeting to the 10th. Gary seconded. Motion carried.
3. Anniversary Celebration Committee – Discussion – Action Possible (Lynn Schofield-Dahl)
The first meeting will be Friday at 11am with 2 board members, Lynn and a couple of staff members. Lynn is working on a PowerPoint presentation on the history of the library that can run in the background.
4. Trustee Recruitment – Discussion (Lynn Schofield-Dahl)
Lynn finally has a second application and would like to know if she should turn those in or wait for more. She pointed out that we are down a board member and need a full board soon. There was discussion and Lynn will wait another month while the board try to find more people who would be willing to serve.
VI. 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.
February meeting is scheduled for Wednesday, February 20, 2013
There was discussion about library programs. Monday’s movie had a total of 9 people. Tuesday’s ebook class had 0.
Duffy Hudson, who had a full room for A Christmas Carol, is now doing a George Burns program that might fit in well with the anniversary.
VIII. ADJOURNMENT: Amy Carvalho adjourned the meeting at 8:15 pm.