March Board of Trustees Meeting

BOULDER CITY LIBRARY BOARD OF TRUSTEES MEETING

March 21, 2012

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

The regular meeting of the Library Board of Trustees was called to order at 6:00 p.m. by Chairman Amy Carvalho.

I. PLEDGE OF ALLEGIANCE

Tabled until the Open House at 7pm.

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.

Amy asked about the late charge for Safety-Kleen.  Lynn explained that they suddenly decided that they needed to be paid on a set date rather than waiting until after the board meeting.  Waiting had not been a problem before, so this was an unexpected change.  Lynn is looking for a different company, but until she can find one they are down as a rush payment.

Beth asked about the Ingram past due rush payment.  Lynn explained that we had not received the invoice, and that once Ingram sent a new copy it was rush paid.  Beth also asked about the Amazon.com bill for the 40 finger flashlights.  Those are for the Children’s Summer Reading Program. She also asked about the earbuds.  Those are for people to buy from us if they do not have any.  We require anyone listening to sound on computers to use earphones of some time.  Beth’s final question was about book refunds.  Lynn explained that those are for people who lost books and then found the book within 6 months.  If they come in with the book and their receipt we refund the price of the book, but not the non-refundable processing fee.

Gary Berger moved, and Valerie McNay seconded approval of the Consent Agenda, the minutes of the regular meeting on February 15, $15,384.52 in vouchers for the previous month, submitted prior to and at the meeting, $412.75 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 FEBRUARY 15, 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.

None present.

IV. STAFF REPORTS

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

2. Amy asked about the three ebook readers.  They will be staff use only so that they will be in the building for patron demonstrations and so that the staff can learn to use them.  After a while, staff will be able to check them out.  Lynn and Sam have been talking about a program that Sam read about, Technology Petting Zoo.  They are thinking about trying it.  It would be an opportunity for patrons to play with the various ebook readers and assorted technology.  Possibly including databases and software.

3. Beth asked about the estimated budget for next year and the possibility of increasing the levies.  Lynn does not know yet how much they will need to be raised.  She will find out after she receives the data from the State Department of Taxation.  That will probably happen after Friday.  Lynn will present some budget information tonight.  The Tentative Budget must be passed at the April meeting, and the Final Budget must be passed at the May meeting.  Lynn pointed out that the Department of Taxation has a limit of how much taxes can go up overall, so they will have to approve our levy increase.

The debt service levy is still under performing, partly that is because of devaluation in property and partly is because of people not paying their property taxes.  Lynn mentioned that she has been told a higher percent of the residents of Boulder City are paying their property taxes than anywhere else in the county.  However, non-payment is still an issue.

4. Valerie is disappointed that Vicky Mayes does not seem to be interested in partnering with the library on the solar project.

5. Presentation of early Budget Information for FY12-13

Lynn pointed out that the largest change in the budget is in personnel.  She is establishing a reserve to pay out leave time for staff who leave the library.  We have several staff who are starting to consider retirement and Lynn wants to  make sure that we have money in the budget to pay for their leave time and to immediately hire replacement staff.

Valerie asked about overtime, her question related to a typo in the February minutes.  That was cleared up.

Amy pointed out that there was a change in Nevada law in the last session in regard to overtime.  Lynn will have to look at that and see how it impacts our overtime costs and scheduling.

Beth asked about bonuses.  There was discussion about how these have been handled in the past and what Lynn is wanting to do this year.  Lynn is looking at a $5000 pot of money to divide among the staff based on merit.

V. REPORT/DISCUSSION/ACTION POSSIBLE:

1. Selection of Auditor for FY11-12 Audit (Action required) – Lynn Schofield-Dahl

Lynn’s recommendation is the stay with PBTK.  Valerie asked about the location of the PBTK office.  Lynn said that their office is down near the Government Center so it’s easy to stop by on her way to or from there.  Last year they were starting to transfer files online, which reduced the need to visit the office.

Gary Berger moved to accept Lynn’s recommendation and stay with PBTK.  Beth Molburg seconded.  Motion carried.

2. Report from the Policy Committee (Report) – Gary Berger

The policy committee meeting for the month is scheduled for March 29^th, so he does not have anything to present yet.

3. Discussion: Move April Meeting from 18^th to 11^th – Approval of Tentative Budget FY12-13 (Action Required) – Lynn Schofield-Dahl

The Tentative Budget must be approved before April 18^th, so the April meeting must be before that.

Gary Berger moved to move the April meeting from the 18^th to the 11^th.  Valerie McNay 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.

None present.

VII. ANOUNCEMENTS

The next board meeting will be April 11^th at 7 pm.

VIII. ADJOURNMENT: Amy Carvalho adjourned the meeting at 6:46