Boulder City, NV

Library Board Minutes for December 2012

BOULDER CITY LIBRARY BOARD OF TRUSTEES MEETING

December 19, 2012

MEMBERS PRESENT: Amy Carvalho, Gary Berger, Valerie McNay and Beth Molburg.  Also present  Martha Ford from PBTK, 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 7:05 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.

Lynn still has not received the personnel report from Mark at the county, so those numbers are not included in this month’s financial reports.

Amy asked about the Tiger Direct bills, there are both Visa bills and direct bills for this company.  Lynn explained that Tiger Direct noticed we were spending a lot of money with them and they called to ask if we would like a net 30 account.  Purchases from Tiger Direct will be bills instead of Visa charges from now on. This month happened to be a mix.

Gary Berger moved, and Beth Molburg seconded approval of the Consent Agenda, the minutes of the regular meeting on November 13th, $41,957.77, in vouchers for the previous month, submitted prior to and at the meeting, $1,982.81 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 13, 2012

3. EXPENSES FROM PREVIOUS MONTH.

III. PRESENTATION OF FY 11-12 FISCAL AUDIT:

Martha Ford presented the results of the audit.  She reported there is not anything hugely significant about them.  They have issued their unqualified opinion.

Martha mentioned that one of the things that was done this year was to implement some of the GASB63 changes early.  This involved changes in vocabulary.  There are other portions of GASB63 that are coming up and will need to be adopted in the coming years.  Some of these are prohibited from early adoption.

Amy asked about the vacant building behind the library and how that might effect the next audit.  It might cause a few quirks in the audit, but nothing major.

Amy also asked about comp time which was listed on page 39.

Martha then talked about the required communications letter.  This is pretty much the same as it has been for the last few years.

1.  Lynn has improved her knowledge and continues to improve, but unless the library wants to hire an accountant we will just live with a deficiency.

2.  There were a couple of adjustments, these were pretty much the same as last year except that the county had to fix something.  They had double counted the July interest payment on the bond.

Amy asked about a letter from Martha to Lynn with a list of recommended procedural updates.  This is something that Lynn has been working on and addressing.  This is not a letter that will be issued every year.  As an example, one of the items was a request that packing slips, in orders, be dated when the boxes arrive.

Beth asked about compensated absences.  That is, all the time that an employee can defer and would need to be paid out when the employee leaves.  Currently this amount is $152,364.  There is a much lower number that is an estimate of what will be used in the next year.   The catastrophic leave fund is included in that $152,364.  Beth asked if that is figuring comp time at 1.5 or straight time.  The answer is straight time because that is all that is due.

Valerie asked about things for improvement.  Most of the items that need improvement are being worked on.  The deficiency will just always be here.  Lynn is working to learn Quick Books to use rather than Quicken.  Martha talked about the program and it’s complexity.  It’s capable of doing a lot of things, but is hard to learn because of that.  Martha’s suggestion to Lynn is to spend the next 6 months playing with the program, and figuring out the settings, and then start live with it in July at the new fiscal year.

Gary Berger moved to approve the audit for fiscal year 11-12.  Valerie McNay seconded.  Motion carried.

IV. 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 at this time.

IV. REPORTS:

1. Policy Committee Report (Gary Berger)

In this month’s packet is what they have so far.  Gary asked that everyone read it over the next month and be prepared to talk about it next month.  The committee is not looking for agreement with the wording, but rather if there is disagreement.  Email comments to Gary, and be ready to talk about it next month.

Gary reported that a lot of what they have is based on the Henderson District Public Libraries policies, Clark County’s polices, the committee’s thoughts, and bits and pieces they have compiled from other places.

In the proposed policy, Beth asked about comp time and if it was limited to non-exempt employees.  Gary explained that library currently uses the term comp time in a way that is non-standard.  They are trying to replace the term with something else.  To answer her question though, they have not determined who will be allowed comp time.

There was discussion about the lack of current policies and that the policy committee is basically starting from scratch.

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

The only addition Lynn has to her monthly report is that she received a note from Emergency Aid thanking us for letting them use the basement for Angel Tree.  They provided 550 presents for kids and seniors this year.

Valerie commented that she thinks digitizing the Boulder City News would be a great thing.

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.

No comments at this time.

VII. ANOUNCEMENTS:

Reminder that the January meeting is scheduled for Wednesday, January 16th.

VIII. ADJOURNMENT: Amy Carvalho adjourned the meeting at 8:19pm.

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