Library Board Minutes for April 2012

BOULDER CITY LIBRARY BOARD OF TRUSTEES MEETING

April 11, 2012

MEMBERS PRESENT: Amy Carvalho, Gary Berger, Valerie McNay, and Beth Molburg.  Also present Library Director Lynn Schofield-Dahl, staff members Mary Hughes and Mary Ann Venghaus, and Reference and Electronic Services Librarian Deanna Duffy.

The regular meeting of the Library Board of Trustees was called to order at 7:03 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.

Beth Molburg had a correction for the March minutes.  They incorrectly stated that anyone listening to sound on a computer has to use headphones of some time.  That should read some kind.  She also had a correction about two questions during last month’s budget discussion. She and Valerie had both asked questions, attribution needs to be switched on these.

Beth asked about the CenturyLink bill being listed three times.  It falls into three different categories, so it is split evenly among them.

There was also a question about the bill for Willdan Financial Services, for Annual Continuing Disclosure Services, 2010-11.  This is an SEC and bond filing is required. It used to be done by Hobbs and Ong, but they have stopped offering the service.  This is a new company for us.

Amy asked about the Energetic Landscape bill.  Lynn said that the ongoing cost will be about $1400 a month.  That is an increase from their estimate because, during a walk through the city pointed out that the strip of land near the basketball court and the strip of land that is between the library and the drive-way to the Boys & Girls Club are both our responsibility to care for.

Gary asked about a couple of bills and suggested that if possible if would be nice if that business could be given to local businesses.  These were Besam and Linc Lighting (now ABM).

Gary Berger moved, and Beth Molburg seconded approval of the Consent Agenda, the minutes of the regular meeting on March 21, $37,316.07 in vouchers for the previous month, submitted prior to and at the meeting, $176.90 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 MARCH 21, 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.

No comment at this time.

IV. STAFF REPORTS

1. Lynn handed out change pages for the bills and monthly financial report.

2. Beth asked about the Summer Reading Program.  Lynn gave a short explanation.

3. Beth asked about Energetic Landscape.  The owner is a Boulder City native who now lives in Henderson.

4. Mary Hughes reported on our involvement with Better World Books (BWB).  We’ve been using them for about two and a half years.  The company has been around since 2002.  They recycle and resell used book.  They have received an award from the EPA for keeping books out of landfills.

Books that we can not use are checked against their database to see if BWB wants them.  If they do, we ship the books to them at their expense, in their boxes.  We’ve made $1200 on the books we have sent them.  But they also have a backlog of our books waiting to sell.  As they sell we get 15% of the sale price and 5% goes to the National Center for Family Literacy.  This keeps us from having huge piles of books waiting to sell.  BWB is one of three major companies that does this.  They were selected because they pay for shipping, provide boxes and have US charities to choose from.

Staff were surprised by the large number of audiobooks on cassette that they wanted when we weeded them.

Beth reported that she was in JC Penny’s last week and overheard a couple of ladies talking about the Boulder City Library.  She said they seemed to be trying to out do each other bragging about how wonderful the services and people are here.

V. REPORT/DISCUSSION/ACTION POSSIBLE:

Gary suggested reversing the order of tonight’s agenda items.

1. Approval of Tentative Budget FY12-13 (Action required) – Lynn Schofield-Dahl

Lynn went through the spreadsheet that was included in the board meeting packet, and explained her changes and why she had made them.  Most of the changes were tightening up estimates to bring them more in line with reality.

Gary pointed out that full time employees goes up 15% from the current year in the new budget.  Lynn explained that this was because of job reassignments in the reorganization.  Staff who have increased responsibilities are receiving raises.

Beth asked about bonuses.  Lynn explained that historically there was no bonus formula for the staff, but there was one for the director.  A couple of years before Lynn was hired the current formula was set up for staff bonuses.  However, it was only used once or twice, and it was strictly based on longevity not merit.

Raises are built into the pay scale at 3%.

Amy asked about grant materials.  Lynn is estimating at the amount based on the amount we’ve been receiving.

Lynn explained that the Department of Taxation forms for the Tentative Budget need to be formally approved by the board, but not signed by the full board. However, the Final Budget forms do require signatures of the Board.

Gary Berger moved to approve the Tentative Budget FY12-13.  Beth Molburg seconded.  Motion carried.

2. Report from the Policy Committee (Report, Discussion, Action Possible) – Gary Berger

Gary gave a short explanation of the process that went into the Personnel Policy handout.  Gary as chairman of the committee would like to thank all of the committee for their hard work.

Gary recommends that everyone take the Personnel Policy handout home and study it, and be ready to talk about it next month.  It can be approved as an entire document or it can be approved in pages.

The next policy committee meeting is April 26^th, the meeting after that will probably be 2 weeks after the next board meeting which will be May 17^th.

There was a short discussion about having Carolyn and Kim at the meeting when the final personnel policies are passed.

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.

None present.

VII. ANOUNCEMENTS

BBQ with the Berger’s will be May 27^th at 5pm.  This is Labor Day weekend.  Bring a dish if you want, but you don’t have to.  No kids.

VIII. ADJOURNMENT: Amy Carvalho adjourned the meeting at 8:17