Boulder City, NV

Library Board Minutes for February 2013

BOULDER CITY LIBRARY BOARD OF TRUSTEES MEETING

February 20, 2013

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

The regular meeting of the Library Board of Trustees was called to order at 7:02 p.m. by Vice-Chairman Gary Berger.

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.

Lynn distributed change pages for the financial information that incorporates changes since last week and other additional information for the meeting.

Valerie corrected some typos in the minutes.  There was a short discussion about the budget.  We are 58% of the way through the year with 51% of the budget spent.  That number is slightly deceptive because there are numerous items which are paid once a year.  Examples are Equipment Maintenance at 91% because of the yearly elevator inspection/maintenance contract and Magazine & Newspaper Subscriptions are currently at 3% but that the yearly magazine order will be placed in the next month.

Lynn pointed out that according to the Clark County Balance sheet, we already have enough money to pay the debt service principle and interest on July 1st and make the January 2014 interest payment.  In the last few years this had just barely made enough to make the payments on time.  This levy was raised with the new fiscal year that started July 2012 and is performing much better.  If this continues to perform this well, the debt service could be paid off early.

Beth Molburg moved, and Valerie McNay seconded approval of the Consent Agenda, the minutes of the regular meeting on January 16, $33,925.77, in vouchers for the previous month, submitted prior to and at the meeting, $1,152.18 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 JANUARY 16, 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.

Mary Ann Venghaus asked a question from last month’s meeting.  Gary had mentioned wanting to do away with comp time for non-exempt employees.  Gary addressed her question by talking about the update on that policy suggestion.  Comp time would be paid at time and a half for people working over 40 hours a week, with total comp time not to exceed 60 hours and that comp time will need to be used within a calendar year of being earned.

Mary Ann also asked about comp time for exempt employees.  Her suggestion is that exempt employees should be on the honor system in regard to their 40 hour week.  Gary addressed this by talking about how if someone is normally working many hours over in a week, that indicates there is either a staffing issue or someone is working slowly which would also need to be addressed, earning comp time should not be normal.  However, if there is some special reason why someone worked over their scheduled hours that should be recognized.

It was pointed out that Lynn has no job description or contract.

Beth said that last month’s meeting was eye opening for her.  Her background is as a salaried administrator, where there was no comp time.  She is concerned that comp time is so ingrained in the library organization that it’s a casual fix for a staffing problem.

Mary Ann said that she does not see comp time being earned as much anymore because of changes Lynn made.  The casual earning of comp time has been cut down.

Mary Ann changed the topic by saying that she does not understand why we are having a 70th anniversary celebration for the library.  We just celebrated 10 years in the building last year, and in a few years we will be at 75 years which is a more traditional celebration.  Primarily her concern is about the amount of money being spent.

Lynn explained that a lot of the money showing up in the bills for programming is for the summer reading program.  Gary said that this is partly a dry run for the 75th or 80th year anniversary, that what we learn this year will be applied then.

Beth asked for a general budget for the anniversary celebration, so that she knows what is going on with that.  Lynn will have that in a couple of weeks and email it to the board any anyone else who is interested.

Beth talked about being frugal and caring about how the library is spending money.  Lynn explained that she believes creating a brand for the library is a good thing.  Beth responded that she does not care about branding, she cares about being frugal.

Gary pointed out that anytime more than one person is making decisions, not everyone will be happy with the result.

Valerie thinks the anniversary activities sound fun and cheap.  Lynn explained that from her perspective, she’s been challenged, in the goals that have come out of her yearly evaluation, to raise the visibility of the library.  As a result, she’s using the 70th anniversary as a theme, but the planned activities are things she would be doing

anyway.

IV. REPORTS:

  1.  Policy Committee Report (Gary Berger)

The newest revision of the policy handbook was handed out incorporating recent changes.  These pages cover only what the board discussed last month, there are not any new sections.

  1. Anniversary Committee Report (Lynn Schofield-Dahl)

This was addressed during the previous public comment.

  1. Director’s monthly library status report (Lynn Schofield-Dahl)

Lynn reported that the AARP tax volunteers are not happy with the library staff.  They believe we are cutting back on the support we offer to them.  Lynn explained that what staff are doing for them is the same as we do for any other group who uses the meeting room.  They are not happy that we will not take reservations for them, that they are limited to the large community room because we are now using the board room for storytimes on Wednesdays, and that we will not allow them to plug directly into the building’s computer network and they are having to use our wireless access along with everyone else who is using the wireless.
Lynn just wants the board to be aware of the problem and that they may receive phone calls from AARP complaining about the library’s unwillingness to help them.  Beth would like to see an agreed upon response to give them, so that all board members are giving them the same response.

V. REPORTS/DISCUSSION/ACTION POSSIBLE:

1.   Library Director Job Description – Discussion – Action Possible (Amy Carvalho)

Lynn rewrote her version of the Boulder City Library Director’s job description and handed it out at the start of the meeting.

Gary suggests everyone take it home and look over it, and come back next month ready to talk about it.

 2. Request to re-schedule Board of Trustee Officer Nominations/Elections from July to earlier in the year – Discussion – Action Possible (Valerie McNay)

Valerie proposes to move nominations to the May meeting with elections in June and offices to start in July, rather than holding elections in July with an August start date.  Valerie is always gone over the summer and this would give her a chance to participate.

Valerie McNay moved to move up the nomination process by one month, for this year.  Beth Molburg seconded.  Motion carried.

3.  Trustee Recruitment – Discussion – Action Possible (Lynn Schofield-Dahl)

Lynn reported that the four people who applied were unable to attend the meeting on short notice. Lynn will email them tomorrow asking them to come to the April meeting.

There was discussion about Valerie’s term ending soon, and whether or not she should see reappointment.

Gary said that he thinks she has become an asset.  He had heard she was thinking about not seeking reappointment, and asked if she gave up some of her board committee responsibilities if she would stay.

Valerie said that her concern is that she is busy and if she is fulfilling her responsibilities.  On the other hand, she is also concerned that we already have an opening we are having trouble filling and that to have another opening so quickly could be a problem.

Beth said that she thinks Valerie is valued and asks questions the others do no, so clearly Valerie is looking at details the rest of them are not.  Her concern is if being a library trustee is of value to Valerie and does she get something out of it.

Lynn explained the procedures for people seeking who are  and are not seeking reappointment.

Valerie also asked about mid-term resignations.  That is possible.  She could seek reappointment and then reassess her situation later.  Valerie was primarily looking for feedback from the other board members and will have to think about what she wants to do.

4.  Discussion / Vote concerning Personnel Policies – Action Possible (Gary Berger)

Lynn read a statement from a staff member who could not be at the meeting, regarding comp time.  Stanna Musick talked about the last few months, where her ability to use comp time made the difference between her being able to continue working rather than having to take a leave of absence or resigning when her husband was sick.

Gary stated that he would like to see this segment approved, so that the committee can move on.  Valerie asked if it would take effect immediately.  Lynn said that they could set a specific effective date when they approve it, or approve it to take effect when the personnel policies are fully approved.

Valerie McNay moved to approve this section of the personnel policy handbook, with the exception of the three underlined sections, to be enacted when the entire policy handbook is completed.

Beth asked for an estimated time frame for the next section and the entire handbook.  Lynn estimates they will finish by the end of the year, as long as they do not get stuck on something.  All three of the board members agreed to advise the policy committee to that they would like to have the policy handbook completed by the end of the year.

Beth Molburg seconded.  Motion carried.

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.

Mary Hughes said that she came to the meeting because she was concerned about the treatment of holidays in the personnel policies, but that was not part of tonight’s discussion.

VII. ANOUNCEMENTS:

March meeting will be on March 20th.

April meeting will be held early on April 10th.

Gary said the he is planning to have another BBQ this year, but it will not be on Memorial Day weekend.

 VIII. ADJOURNMENT: Gary Berger adjourned the meeting at 8:39 pm.

Prepared and submitted by Deanna Duffy.

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