BOULDER CITY LIBRARY BOARD OF TRUSTEES
BUDGET HEARING for the Fiscal Year Ending June 30, 2015
May 15, 2014
MEMBERS PRESENT: Gary Berger, Amy Carvalho, Valerie McNay Also present Library Director Lynn Schofield-Dahl.
Chairman Gary Berger called to order at 7:35 p.m. after waiting for citizens to arrive. No members of the public were present.
The Budget Hearing for the Fiscal Year Ending June 30, 2015 was adjourned at 7.37.
BOULDER CITY LIBRARY BOARD OF TRUSTEES MEETING
May 15, 2014
MEMBERS PRESENT: Gary Berger, Amy Carvalho, Valerie McNay, Also present Library Director Lynn Schofield-Dahl.
Chairman Gary Berger called the regular meeting of the Library Board of Trustees to order at 7:38 p.m., immediately following the Budget Hearing.
I. PLEDGE OF ALLEGIANCE: Led by Lynn Schofield-Dahl.
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 bills and financial information.
Valerie asked that Lynn reword the report concerning the discussion of Board Involvement in Library events so the discussion does not sound so abrasive.
Gary asked who would be working at BC’s Got Talent Concert. Lynn indicated that she would be at the event.
Amy Carvalho moved to approve, and Valerie McNay seconded approval of the Consent Agenda, the minutes of the regular meeting on APRIL 23, 2014, $22,715.22, in vouchers for the previous month, submitted prior to and at the meeting, $2,855.75 in checkbook expenses for the previous month, submitted prior to and at the meeting.
Gary called the vote. Motion carried.
1. ADOPTION OF AGENDA.
2. ACCEPTANCE OF MINUTES OF THE REGULAR MEETING OF MARCH 19, 2014
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. There was discussion about whether or not the board should be encouraging the public to attend. Lynn will send notice of the May budget hearing/board meeting to the Boulder City Review newspaper for inclusion in their local events section.
1. Policy Committee Report (Gary Berger) –
The Committee will meet again on May 22. Most recent meeting included a review of what we have achieved this point. Gary had asked that another member of the staff be added to the committee. Mary Ann Venghaus will be joining the committee. Gary anticipates that the next packet of policies present to the Board to review will be large. At the advice of the Attorney General, we will be announcing Policy Committee Meetings and providing minutes of the meetings going forward. Sam and Kim will be sharing the secretarial duties of the committee. Another option would be to end the Board Appointed committee and have the Board tell Lynn to convene a committee. Then it is not a Board Appointed Committee. Amy volunteered to be a member of the committee as tonight is her final night as a member of the Board of Trustees.
2. PR/Marketing Committee Report (Lynn Schofield-Dahl) –
The committee did not meet during the month.
3. Director’s Report (Lynn Schofield-Dahl) –
Lynn had no corrections or additions to make to the report that was distributed in the Board Packets. She offered to answer any Questions that the Board may have.
Valerie asked about the name “Out Dam Spot Shakespeare Festival name. Lynn explained that it was a reference to a line from MACBETH and also referred to The Dam as well.
Gary asked Lynn how the new staff members were fitting in. Lynn answered that everything seems to be going we.
Valerie commented that she thought the summary/narrative for the budget was well done.
Valerie also asked about the Pigeon Traps. Lynn assured her that these are live traps in which the caught pigeons have access to water and food.
VI. REPORTS/DISCUSSION/ACTION POSSIBLE:
1. Discussion and Approval of the Library joining the Nevada Community Prevention Coalition – Action Possible (Lynn Schofield-Dahl)
NCPC – A group focused on providing members of the Community with information and support for remaining both Clean (from Drugs) and Sober. Lynn has been approached about the Library joining NCPC. There is no cost for joining the group. The Library could participate by providing materials for community members to join. The only requirement for the Library is to have someone attend the meetings and find out how the library can support the group. The group does have access to Grant Funding that could be channeled to the Library for Collection Development.
Valerie McNay moved that the Library join the NCPC. Amy Carvalho seconded. Gary Berger called the vote and the motion passed unanimously.
2. Approval of Technology Contract with LVCCLD for FY 14-15 – Action Required – (Lynn Schofield-Dahl)
Gary asked if the contract was the same every year. Lynn explained that it WAS the same contract, but prices change from year to year, so the Board still has to approve the expenditure. The cost is down about $300.00 from the 13-14 FY.
Amy Carvelho moved that the Board accept the Contract with LVCCLD. Valerie McNay seconded. Gary Berger called the vote and the motion passed unanimously.
3. Discussion of approval of Director Job Description – Action Possible — (Amy Carvalho and Lynn Schofield-Dahl)
Amy presented a copy of the Director’s Job Description which she developed by merging Valerie’s document and Lynn’s Document. Amy used Valerie’s Bullet Point format in order to assist with developing a new Performance Evaluation tool.
Amy Carvalho moved to adopt the new and improved Director Job Description. Valerie McNay seconded the motion. Gary Berger called the vote. The motion passed unanimously.
4. Discussion and Approval of the Final Budget FY 14-15 – Action Required. (Lynn Schofield-Dahl)
Lynn pointed out that she provided a correction page to the budget documents that had been provided in the Board Packets. The change concerned listing the total for the Capital Improvement Fund to be listed at $150,000.00 rather than $175,000.00. Those changes were made on the documents that will be sent to the Department of Taxation. Lynn has also received the official Proof of Publication documents required by the Department of Taxation. We can publish in the Boulder City Paper only if we also publish in the RJ as well. Lynn published in both papers in order to be sure the information reached as many of our patrons as possible.
Amy asked if there were any significant changes made to the document since they reviewed the Tentative Budget in April. Lynn explained that, based on the concerns expressed in April that she returned the Tax Levy for the General Fund to be the same as the Tax Levy for this year. However, she choose to lower the Tax Levy for the Debt Service Levy because the goal is to have no funds left in that account upon making the final payment in 2020 because those funds can be spent only on this Debt Service. Due largely to two large building projects which started during this Fiscal Year. Those projects were unanticipated when building the budget for FY1314.
Lynn discussed the Narrative and pointed out changes she made on the Staffing spreadsheet. The replacement for Rehder will be 2 20-hour positions. The 2 new staff members in Youth will be given an additional 6 hrs/week. Both ladies have worked out exceptionally well. This will also allow for coverage in the Youth Department when Kim or Jessie are assigned to the Reference Desk. Stanna’s position will be filled by just 1 person, but the hours will be increased to allow for the addition of Homebound Delivery Services. Lynn would also like to add a new position of a Substitute Reference Librarian who would fill 1-2 shifts regularly each week and be called in to fill in for times that other Reference Librarians are out. Amy asked about a symbol designation on the sheet, and Lynn explained that was an indication that the Board had approved 2 Step increases for the Director this year. Also several Step increases for the Youth Librarian because she will also become the Assistant Director.
Lynn expects revenue of just over $1.6 million, and has planned a budget expending only $1.4 million, leaving a balance of $200 thousand that won’t be touched. The expenses include a significant transfer into the Capital Improvement Fund, a large increase in Materials Spending to bring us back to meeting State Standards, more funds for Services, Marketing and PR to start doing more to serve the older demographic that is such a large part of our community.
Amy asked about the huge increase to the Database line item. Lynn explained that we are adding more databases in order to provide more downloadable services for all of our patrons. This includes services such as the eMagazines, more eBooks, etc. (Which will also help to raise our standing with the State Standards. Adding databases is also a service recommended for reaching out to those patrons who can not come to the Library.
Amy Carvalho moved to approve the Final Budget for FY14-15. Valerie McNay seconded. Gary Berger called the vote. The motion passed.
VII. 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.
Tom and Mallory Carvalho and Deanna Duffy joined the meeting.
Valerie mentioned that she thought the upcoming Summer Programs looked really good.
Gary made a heartfelt announcement that tonight was Amy’s last night as a Board of
Trustee. He discussed Amy’s contributions to the Board. Valerie discussed how Amy
served as her Mentor and as a Diplomat on the Board. Amy was presented with the Triptych of Boulder City Library Buildings drawn by Happy Hoekenga and a lovely bouquet as tokens of appreciation.
Board members to attend the Conference.
IX. ADJOURNMENT: Gary Berger adjourned the meeting at 8:49 pm.