Boulder City, NV

June Library Trustees Board Meeting

BOULDER CITY LIBRARY BOARD OF TRUSTEES MEETING

June 18, 2014

MEMBERS PRESENT: Gary Berger, Amy Carvalho, Valerie McNay, and Kerry Ahearn. Also present Library Director Lynn Schofield-Dahl, and Adult Services Librarian Deanna Duffy and members of the public Susan Reams, Christy Springgate-Hill and Anita Brechler.

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 suggested that Section 5, item 5 be tabled until July. The website is currently down making it impossible to show off the website.

Gary Berger moved to table Section 5 Item 5 until another date. Valerie McNay seconded. Motion carried.

Lynn distributed change pages for the bills and financial information.

The bills are larger this month since it was the last chance to spend materials/collection money. Next month the number of bills will be much smaller.

Valerie asked about OneClick Digital. Lynn explained that it’s a service for downloadable audiobooks.

Gary commented on the number of typos and grammar issues in the various reports. He would like staff to be more careful.

Valerie McNay moved to approve, and Kerry Ahearn seconded approval of the Consent Agenda, the minutes of the regular meeting on May 15, 2014, $71,301.54, in vouchers for the previous month, submitted prior to and at the meeting, $2,039.38 in checkbook expenses for the previous month, submitted prior to and at the meeting.

The board instructed Lynn to add an agenda item to next month’s meeting agenda, for the board to discuss and possibly act on dissolving the current board appointed policy committee and create a director appointed policy committee. This will increase the committee’s scheduling flexibility and reduce paperwork for them.

Valerie asked about the two large building projects that are increasing our budget, due to increased property taxes. One is an incoming high end restaurant; the other is a large scale solar project.

1. ADOPTION OF AGENDA.

2. ACCEPTANCE OF MINUTES OF THE REGULAR MEETING OF MAY 15, 2014

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.

Gary asked each of the three candidates a series of questions. They took turns answering. Lynn then talked about the adult programs we are adding and asked the three candidates what programs we should offer and where should we advertise them. Valerie talked about the importance of attending meetings and asked if they could attend most of the meetings. Lynn then asked the candidates if they had any questions. There were two questions about term limits and the time frame for appointment.

IV. REPORTS:

1. Policy Committee Report (Gary Berger) –

Gary explained to the candidates that there is a policy committee and what it is they are doing. He had nothing to report this month.

2. Director’s Report (Lynn Schofield-Dahl) –

Kerry asked for Lynn’s reasoning behind her suggestion to move $5,000 to capital projects instead of $20,000. Lynn explained that it is to leave a larger starting budget for the coming fiscal year, to carry us over until property tax money is distributed again. The budget that was approved last month assumes a starting balance that accommodates a $5000 transfer to capital projects, rather than a $20,000 transfer.

Valerie asked about the state standards for databases. Lynn explained that the state standards change each year. Currently Databases count as materials because patrons can access them for educational of recreational purposes. By increasing our online options we are increasing our offerings to patrons who cannot come in to the library for whatever reason.

Lynn said that of the places the library announces events and happenings, her BC Magazine article gets the most response.

Valerie asked about the Debt Management form. Lynn explained that it is a boiler plate form that is updated with new numbers each year. The form basically says ‘yes we know we that we own this amount, here is how we are planning to pay it.’

Valerie asked Lynn about the staff positions. Lynn and Hillary are planning to meet on Thursday the 19th to discuss applicants and make interviewing decisions.

There was discussion about should the board discuss the patron with the smoky books. The board decided no; they will leave that with Lynn.

VI. REPORTS/DISCUSSION/ACTION POSSIBLE:

1. Debt Management Plan – Action required – (Lynn Schofield-Dahl)

Lynn explained the form and what it means. This is the same document as last year, with updated numbers since we owe less money. Lynn does discuss the document with Hobbs & Ogg and with the auditor at PBTK.

Kerry Ahearn moved to approve the document as presented. Valerie seconded. Motion carried.

2. Summary Fiscal Report – Report – (Lynn Schofield-Dahl)

This is a report that must be published before the end of June, and it has already been approved as part of last month’s budget approval. This is simply a final report for the board.

3. Trustee Recruitment – Action possible – (Gary Berger)

Gary thanked the candidates who came to the meeting. He asked the board to send him an email with their thoughts about the candidates.

4. Discussion and decision regarding the transfer of funds from the General Budget to the Capital Improvement Fund for FU13-14 – Action required – (Lynn Schofield-Dahl)

Lynn explained, for the candidates, that the Capital Improvement fund is basically a savings account to help deal with expensive unexpected problems with the building and to pay for future expansion. The board has to tell the state, when they approve the budget, the most that they can possibly transfer. However, the board does not have to decide until the end of the fiscal year how much, if any they actually want to transfer.

Lynn explained how our budget cycle works and why having a larger starting amount in the General fun is important. Gary asked Lynn’s opinion and she suggested moving $5,000.

Gary talked about the fiscal problems other libraries in the area are having, and that they have had to lay off staff, close buildings and shorten hours. We have not had to do any of that.

Valerie asked about the current capital improvement fund balance. It is $81,771.89. And next year, because of the increase in property tax base Lynn is expecting to be able to transfer over $100,000.

Kerry Ahearn moved to transfer $5,000 from the General Budget to the Capital Improvement Fund. Valerie McNay seconded. Motion carried.

5. Demonstration of Community Connect Demographics Database – (Lynn Schofield-Dahl)

Tabled until July or later.

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.

No comments.

VIII. ANOUNCEMENTS:

1. Board Meeting – Wed. July 16, 7pm

2. Policy Committee Meeting – Mon, June 23, 1pm

3. American Library Association Annual Conference – June 26-July 1, 2014

4. Staff and Trustee Day at ALA Exhibits, Mon June 30 9am -2pm

IX. ADJOURNMENT: Gary Berger adjourned the meeting at 8:50 pm.

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