BOULDER CITY LIBRARY BOARD OF TRUSTEES MEETING
June 20, 2012
MEMBERS PRESENT: Amy Carvalho, Gary Berger, Beth Molburg, and Ed Barrow. Also present Library Director Lynn Schofield-Dahl, Adult Services Librarian Deanna Duffy and member of the public John Chase.
The regular meeting of the Library Board of Trustees was called to order at 7:00 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.
Before the meeting began, board members pointed out a couple of typos in the May minutes.
Ed Barrow moved, and Beth Molburg seconded approval of the Consent Agenda, the minutes of the regular meeting on May 17, $68,544.76 in vouchers for the previous month, submitted prior to and at the meeting, $1,606.63 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 MAY 17, 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.
John Chase introduced himself as our new insurance agent. The office has been open for about 18 months and they are the only commercial insurance agency in Boulder City.
IV. STAFF REPORTS
1. Lynn handed out change pages for the bills and monthly financial report. There were no other additions or changes.
2. Beth commented on the DVD usage and changes. She and Amy both like and appreciate them. Beth thinks it shows that Lynn is monitoring the system and the processes.
3. Ed commented on the sign possibilities and there was a little discussion about that. Any signage needs to fit both the library’s needs and the city’s requirements.
V. REPORT/DISCUSSION/ACTION POSSIBLE:
1. Report from the Policy Committee (Report, Discussion) – Gary Berger
Gary has no report until some decisions are made about comp/overtime.
2. Discussion concerning pursuit of Legal Counsel for Personnel Policies. (Action Possible) – Amy Carvalho
Beth asked about situations where overtime would come into play. Lynn responded that normally it is because someone is sick or on leave. Also the days that the library is closed someone comes in to empty the book drop so that it does not overfill and lock up. These are times that people agree to come in and take an extra shift or extra time to help cover for someone who is gone.
Beth searched for information on comp time and found a document from California that helped her understand it better. Lynn thinks this document will be a helpful template in writing our policy.
Beth thinks that if the library is going to continue to use comp time as the default payment rather than actual pay, all employees need to sign a form agreeing to that. She is concerned about people earning comp time now at their current rate of pay and using it far in the future at that rate of pay.
Amy would like to hire an attorney to get answers to specific questions. She wants to make sure that staff members get what they’re entitled to and protect the library at the same time.
There was discussion about jurisdiction, future policies versus past policies, how to pay for an attorney since this was not in the budget, if using the someone from the county DA’s office is good enough or do we need our own attorney, how about an opinion from the state attorney general.
Beth and Gary are very concerned that we are liable for the entire cost of the comp/sick/vacation time right now.
The board agreed to email Lynn their specific questions. She will collate them, eliminate duplicates, and determine if they should be addressed to the auditor or an attorney. Then she will send the list to the board members for verification and then send them the appropriate expert for answers.
Ms Miller from the county DA’s office will be invited to come out and speak to the board about this. Beth and Amy want to hear from Martha Ford at PBTK about how this liability effects the library.
3. Capital Projects Fund (Discussion, Action Required) – Lynn Schofield-Dahl
Amy suggests moving the full $25,000 that was suggested in the budget.
Gary wanted to know if this is basically just a bookkeeping entry. Lynn said yes, but the money can only be spend on capital improvement projects. Gary suggests not moving any of the money because of the large comp/sick/vacation time liability.
Lynn reported that the amount of extra money in the budget at the end of the fiscal year has been brought down to a lower amount under the advice of Hobbs and Ong.
Lynn did a few quick calculations and put the entire comp/sick/vacation time liability at about $45,000.
Beth said that she thinks we almost need to move the money because the library has a project coming up that they know will need to be done soon, and this money will cover it.
Gary pointed out again that there are strong concerns about outstanding liabilities and that this $25,000 would go a long way toward covering those.
Lynn suggested moving $8,000 because that will bring the Capital Projects Fund up to $100,000.
Ed Barrow moved to move $8,000 to the Capital Improvement Fund. Gary Berger seconded the motion. Motion carried.
4. Summary Fiscal Report (Discussion, Action Required) – Lynn Schofield-Dahl
There is a correction to the spreadsheet, Lynn forgot to put in the formula. This summary needs to be published in the newspaper before July 1st.
Beth Molburg moved to approve the summary. Gary Berger seconded. Motion carried.
5. Bonus for Staff (Discussion, Action Required) – Lynn Schofield-Dahl
Amy asked how much money was budgeted for this. Lynn said $14,800.
There was discussion about the economy and how it would look to give bonuses when other places are laying people off, and concern about giving bonuses when there is a large unfunded liability for comp/sick/vacation time. Beth pointed out that the unfunded liability is not the fault of the staff and confirmed that it is important to give the staff something other than a verbal acknowledgement.
There was discussion about how much to give and if it was appropriate to give everyone the same amount. Amy and Beth both suggested that the board give Lynn a set amount and let her decide how to divide it.
Gary asked what Lynn would do with $1,000. Lynn said she would have a catered staff party. Beth suggested $4,400.
Gary Berger moved to give Lynn a total of $3,300 for her to divide among the staff. Ed Barrow 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.
The land sale will happen at the city council meeting on June 26th.
New officers have to be elected at the next board meeting, on July 18th. Also on the agenda that night will the yearly indebtedness report.
VIII. ADJOURNMENT: Amy Carvalho adjourned the meeting at 8:59