Library Board Minutes for June 2011

Minutes

Boulder City Library Board of Trustees Meeting

Date: Wednesday, June 15, 2011 Time: 7:00 p.m.

Place: Boulder City Library, 701 Adams Blvd., Boulder City, NV, Nevada Room

The meeting was called to order at 7:03 p.m.by Board Chairman Amy Carvalho.

In Attendance: Amy Carvalho, Gary Berger, Doug Haag, Valerie McNay, Beth Mohlberg, Lynn Schofield-Dahl, Kim Diehm

I. CONSENT AGENDA:

Valerie asked for clarification concerning the discrepancy between payments on the Debt Service fund. Lynn explained that one payment is only Interest while the other payment is both Interest and Principal. A discussion was also held concerning the raise in our Debt Service levy and when we would begin to see those funds flowing in. Doug asked about funds billed by Hobbs Ong for Consultation Fees for helping with the budget preparation. Lynn explained t hat Hobbs Ong is no longer able to offer their services for free, and that those funds cover a full year consultation fees. Gary asked for clarification concerning the process of soliciting for various services, and asked specifically about 2 expenses (Coates Painting and Linc Lighting). Lynn responded that she did request bids for those 2 jobs. Lynn went on to explain that it was her understanding that while the question of getting bids had been raised previously that it had been decided that was a matter of policy and that the Policy Committee should address that issue, but had not yet done so. Amy concurred with Lynn. Beth asked who our broker is for facility insurance. Lynn responded that we work with Star Insurance for both our Workers Comp Insurance and our Facilities Insurance. (Correction from Lynn – We work with Craigan and Pike as our Insurance Brokers, who operate through Star Insurance)

Beth Molberg moved and Doug Haag seconded the approval of the Consent Agenda, the minutes of the Regular Meeting of May 19, 2011, and $54,478.51 in vouchers for the previous month, submitted prior to and at the meeting, $293.20 in checkbook expenses for the previous month, submitted prior to and at the meeting. The motion passed.

II. CITIZEN PARTICIPATION 1: 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 members of the public were present at the meeting to offer discussion.

III. STAFF REPORTS:

1. Director’s monthly library status report.

No additions were offered by Lynn. Valerie requested information concerning our ILL numbers. Lynn explained that ILL is a total shot in the dark. We fill most requests within our system (LVCCLD) before going to ILL to get materials. Beth asked about ILL costs. Lynn explained that we pay for postage for sending materials to other libraries for loaning or returning materials. The expenses we spend on ILL would be reported in the Postage Line item on the budget. About 85% of that line item is for ILL, the balance of that line item is spent on sending notices to patrons. Valerie asked when new people started working for us. Austin started in June. Jessica will be starting in July with the new Fiscal Year. Amy asked about the open Custodial Position. Lynn reported that we are still accepting applications for that position. Valerie also noted the additional outlets to provide more opportunities for patrons to have the chance to plug in their laptops. Lynn responded that due to the cost of that project we only added 6 outlets rather than the 12 originally quoted, and that patrons have already located those outlets and are using them.

2. Staff Report: Kim Diehm & Lynn Schofield-Dahl Summer Reading Programs

Kim One World Many Stories—less than a week 105 kids had registered for the program. Kim discussed the different programs that are scheduled for the summer and that we are having about 40 kids per event. In additional to having small incentives the kids can earn, the kids have the opportunity to donate $1 to Clark County Reads instead of taking a small incentive. We hope to be able to donate $250.00 to Clark County Reads. Amy mentioned that both school libraries have received book donations from CC Reads. Following Summer Reading Program, Kim will be introducing a year-round Reading Incentive Program called a Book-Patch Club which is being sponsored by the Rotary Club of Boulder City. Lynn announced that the Rotary Club recently won an award from the District 5300 Rotary group for their involvement in this Literacy Program. The Adult Reading Program is being repeated due to several requests from the public. The program will be kicked off on June 25th with a special program: Bing: on the Road to Elko, by Carolyn Schneider who is both a local newspaper columnist and Bing Crosby’s niece. The Adult SRP is similar to last year’s BINGO program, only with an emphasis on reading different genre of books from the collection. Patrons 16 and older will have the chance to earn small incentives and then have their names in the drawing for larger prizes after Labor Day.

IV. REPORT/DISCUSSION/ACTION POSSIBLE:

1. Report from the Policy Committee (Report, Action Possible) – Gary Berger Currently working on Personnel policies. He anticipates that it may take another 4-5 months to iron out the inequities in the job descriptions. Very complex process due to the history involved.

2. Discussion of C-Tax, C-Tax Agreement & Approval of C-Tax Agreement. (Discussion Only)– Lynn Schofield-Dahl

Lynn reported that not only did we agree to participate in the C-Tax agreement, but all parties involved approved AND the State Department of Taxation approved the agreement. We (Amy & Lynn) now need to sign 13 different forms which will be distributed to all members of the group so that everyone involved will get a collection of signed documents.

3. Board Member Recruitment. (Discussion) – Amy Carvalho

Amy reported that Lynn will be delivering a packet of the Candidate applications to the Commissioners’ office. Amy has spoken with the applicants and feels we have good candidates. If any additional applications are turned in to us prior to a decision being made, Lynn will turn in those applications as well. Candidates at this time are: Lenore Hemphill, Jean Luttrell and Ann Langevin. (Ed Barrow turned in an application following this meeting.)

At this point, the discussion turned to the date of the July Meeting. It seems several people have plans to be gone July 20th and we won’t have a quorum on that date, however we can not vacate the July meeting because we have official paperwork that needs to be signed and turned in before August 1st. It was decided that the meeting would be rescheduled based on Doug or Beth’s availability and that Lynn will notify the board members of the date. (The meeting was later scheduled for July 13, 2011.)

Gary asked that our minutes should indicate that: “The great city of Boulder City, Nevada, and the Library Board of Trustees is not allowed to recommend or decide on replacement for leaving Trustees, but we are at the whim of an outsider who makes those decisions for us.” Amy said that she had advised each applicant of that fact. She went on to explain that in the past, Commissioner Woodbury had entertained recommendations made by the board, but Commissioner Sisolak does not. Lynn pointed out that the Commissioner does not have to appoint any of the people who have turned in applications to the Library. The only qualification to serve on the library board is that the person appointed must live in Boulder City.

4. Discussion of Land Lease Agreement (Report, Action Possible) – Amy Carvalho

The agreement passed! The next step in the process is to sit down with the City Manager and discuss the terms. Amy and Lynn have discussed different points to be included in the contract including the Amphitheatre, the parking lot, the common areas between the Library & ABC Park, and Amy encouraged other board members to offer their opinions in this matter. Amy would also like for the City to come out and mark the land so that we can get a better visual as to just what land we are speaking of. Amy and Lynn had discussed this and believe that it is prudent of us to have Legal Representation in this process. Several board members concurred. Lynn has called Bruce Woodbury to see if he would be willing to represent the Library in this matter, or if he has a recommendation of someone else to serve as our legal representative.

5. Summary Fiscal Report FY10-11 (Action Required) –Lynn Schofield-Dahl

Lynn had distributed a copy of the report to the Board Packets. The Report must be approved and accepted by the Board and must be turned in to the Nevada Department of Taxation prior to July 1.

Beth Molberg moved to approve the Summary Fiscal Report for FY10-11, Gary Berger seconded the motion. The motion passed.

6. Discussion & Decision regarding Transfer of funds into the Capital Projects Fund (ActionRequired) – Lynn Schofield-Dahl

Lynn made a correction to here documentation stating that our budget allowed for a maximum transfer of $65,000.00 (rather than $75,000.00 as printed) from our General Operating Fund into the Capital Projects Fund. Lynn recommended moving that full transfer of $65,000.00 because we did not transfer the full amount last year, and the budget allows for a maximum transfer of only $50,000.00. Transferring the $65,000.00 this year would give Capital Projects Fund a stronger presence, and making that transfer will still leave us well under our General Operating Fund budget for Fiscal Year 10-11.

Doug Haag moved that the Board approve moving the $65,000.00 from the General Fund into the Capital Projects Fund. Gary Berger seconded the motion. The motion passed

7. Debit Card for the Library (Action Possible) – Lynn Schofield-Dahl

Lynn had previously outlined a request for permission to obtain a Debit Card connected to our Boulder Dam Credit Union Account for use in situations that require a Credit or Debit card rather than to continue to ask staff members to use their personal credit cards when such occasions arise. The Credit Union will issue up to 2 Debit Cards on the account, each card requiring that a specific staff member be appointed as the signatory for that card. Beth asked if we need a debit card and a credit card. Lynn believes that at this point, a Debit Card will be sufficient to meet our needs now. Amy recommended getting only 1 Debit Card and that it by in Lynn’s name.

Gary Berger moved that we obtain the Debit Card for the Library. Beth Molberg seconded the motion. The motion passed.

V. CITIZEN PARTICIPATION 2: 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 members of the public were present at the meeting to offer discussion.

VI. ADJOURNMENT

Meeting was adjourned at 8:20 p.m.

Respectfully submitted

Lynn Schofield-Dahl, Director

Boulder City Library District