Minutes of the Previous Meeting

The Boulder City Library District Board of Trustees normally meets on the third Wednesday of every month, at 7:00 PM, in the Board room of the Boulder City Library. Any change will be noted in the agenda for that meeting.

MEMBERS PRESENT: Amy Carvalho, Doug Haag, William Littler, and Valerie McNay. Gary Berger arrived late, at 7:28. Also present Library Director Lynn Schofield-Dahl, Reference and Electronic Services Librarian Deanna Duffy.

The regular meeting of the Library Board of Trustees was called to order at 7:02 p.m.

CONSENT AGENDA: Doug Haag moved and William Littler seconded approval of the Consent Agenda, the minutes of the regular meeting on February 17, $31,462.96 in vouchers for the previous month, submitted prior to and at the meeting, $913.00 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 17, 2010
3. EXPENSES FROM PREVIOUS MONTHS.

STAFF REPORTS: Director's monthly library status report.

1. Lynn handed out a change page for the bills including invoices received over the last week, and a corrected Director's Report.
2. Doug pointed out a couple of typos in the February minutes, those will be corrected.
3. Valerie asked about some of the budget items that have very low expenditures for the fiscal year. Those are things that are primarily billed in large lump sums and the bills have not arrived yet.
4. Amy pointed out that she asked for the statements from the Credit Union to be included in the monthly packets. Two of the accounts have statements sent quarterly; the other account has statements sent monthly. These statements will be included in the board packets from now on.
5. Lynn reported on the March Ranger program. There were 5 members of the public there. They sent the topic to the library the week before. Lynn would like to see them do more advertising.
6. The Nevada Stories program Monday had 11 people in attendance. The presenters gave two copies of the book to the library, one for Nevada circulating collection and one for Nevada Reference. All stories/poems in the book had to be about Nevada.
7. The Summer Reading Program planning is progressing. The Children's Librarian, Kim, is getting people from the Strip Casinos involved. One of the educators from the Shark Reef will be coming out giving a talk, for free. The Hilton has donated a couple of show tickets and dinner for two at Benihana.
8. Nathan Grant Ghost Detective has wrapped filming. They are interested in doing a showing here at the library once post-production is finished.
9. There was discussion about the wireless usage being up, and the possibility for adding more furniture for wireless users. Money from the next book sale might be dedicated for this.
10. Valerie is glad that Lynn talked to Bruce Woodbury about the land sale. She'd like to have Bruce come in and talk to the board. She's concerned that the 4 years will fly by, especially since elections are only held every 2 years.

REPORTS/DISCUSSION/ACTION:

1. SELECTION OF AUDITOR FOR 2009/2010 FY:

   Lynn stated that she did contact the other libraries in the area for suggestions of other auditors to ask. Once again Piercy, Bowler, Taylor, and Kern was the only respondent.

   William Littler moved that Lynn engage Piercy, Bowler, Taylor, and Kern for the audit. Doug Haag seconded. Motion carried.

2. FIRST DRAFT OF PROPOSED BUDGET FOR FY 2010-2011:

   Lynn stressed strongly that all numbers are tentative. She has not yet received estimates from the Dept of Taxation. These numbers are based on what she thinks we need to spend, rather than on estimates of what we might be getting. Lynn believes that the current proposal should be fine, but if cuts need to be made staff there would need to be a corresponding cut in hours with that probably happening by eliminating Sunday hours. The salary portion of the budget is based on a 3% step increase.

3. REPORT OF POLICY REVIEW & REVISION COMMITTEE:

   The committee has decided to meet once a month on Thursdays. Gary is pleased with the committee and thinks there will be good progress. Their goal is to present the board with a finished product for approval or disapproval. Gary shared the proposed mission statement. "The Boulder City Library strives to strengthen our community through access to information, entertainment and ideas, with a special mission to inspire a love of reading and learning." They've talked about several different things, but don't have anything finished yet. They will provide copies of their meeting minutes to the board each month. They talked about snowbirds and temporary residents and how to continue to welcoming them while not sustaining losses. The intent of the committee is to wait until the entire thing is done, and then bring it to the board for approval all at once. Gary thinks that only about 25% of the policies will change. This can be done in smaller chunks if the board would like.

   Gary, as committee chair, would like to make sure that the committee understands the differences between the policies and the procedures. They are working on the policy manual which is approved by the board. These are different from the procedures which are set by the director but must follow the policies.

   After discussion there was agreement that smaller pieces would be better.

   Gary Berger moved to submit the proposed mission statement for approval. William Littler seconded. Motion carried.

   After discussion there was agreement that smaller pieces would be better.

4. DATE CHANGE FOR APRIL, 2010 MEETING: APRIL 14 RATHER THAN APRIL 21:

   Amy asked for this to be included. Roger Hall was asking what we're doing with the ponds. He feels they're a nice addition to the amphitheater when there are concerts. Even though they are turned off during concerts because of the noise.

   William Littler moved that the library seek bids for this project, while recognizing that we may not have the money to it this year. Doug Haag seconded. Motion carried.

5. DISCUSSION OF THE RECENT AUDIT OF THE 08-09 FY:

   The state requires that the tentative budget for the next fiscal year be signed and dated by April 15th. Lynn proposes that rather than having two meetings, all business be conducted on the same meeting.

   Gary Berger moved to change the April meeting date to the 14th. William Littler seconded. Motion carried.

6. LANDSCAPING AGREEMENT WITH CITY OF BOULDER CITY

   In reviewing the land/lease agreement with the city, Bruce pointed out that the city is responsible the maintenance of the landscaping for 10 years after the opening of the library to the public. This is in contrast to the other contract. The city is proposing that since we have just paid for this year, they will take care of the maintenance for the next two years. Gary wondered why this would be a good deal for the library, since the land/lease agreement says we shouldn't have to pay at all. Discussion included the possibility that the other contract might take priority which would require us to pay for all three years of landscaping, and that we might be better off not to push too much. Lynn will check the dates on the conflicting contracts, and get a copy of the other contract since that was apparently never included in the library's files. Once the board has both contracts they can better compare them.

   Gary Berger moved to accept the city's offer of two years of free landscaping in exchange the $6K we have already paid. William Littler seconded. Valerie McNay moved to table this motion until next month. Gary Berger seconded. Motion carried. Original motion tabled.

PUBLIC COMMENT: 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.

ADJOURNMENT:The meeting was adjourned at 8:09

Minutes prepared by Deanna Duffy, Reference and Electronic Services Librarian.