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Board Meeting Agenda

Board Meeting Minutes

701 Adams Boulevard
Boulder City, NV 89005
Tel: 702-293-1281
Fax: 702-293-0239

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MEMBERS PRESENT: Brad Appleby, Amy Carvalho, Doug Haag, and William Littler. Also present, Martha Ford, CPA, from Piercy, Bowler, Taylor and Kern, Library Director Duncan McCoy, and Reference and Electronic Services Librarian Deanna Duffy.

The regular meeting of the Library Board of Trustees was called to order at 7:00 p.m.

CONSENT AGENDA: Doug Haag moved and Bill Littler seconded approval of the Consent Agenda, the minutes of September 19, and the monthly expenses in the amount of $4,390.88 in presigned vouchers submitted prior to the meeting, monthly expenses in the amount of $11,495.80 in vouchers submitted at the meeting, and $264.10 in checkbook expenses submitted at the meeting.

STAFF REPORTS: See Director's Monthly Report dated December 19, 2007.

1. Duncan distributed a change page for the bills including invoices received since last week.
2. Duncan has been contacted by Cassie Tomlin, a reporter for the Boulder City News, who wanted copies of finalists' resumes for the Director search. Duncan told her that he'll be including them in the packet for the January board meeting, to be distributed January 9th, and they'll be public record at that time, but until then they're not. Duncan cited an Attorney General's Open Meeting Law Opinion (05-028), which discusses availability of resumes for candidates for interview of appointed public official's positions.
3. Bill Littler requests that the January meeting include an agenda item to discuss staff bonuses. Doug Haag supports this request.

REPORTS/DISCUSSION/ACTION:

1. MARTHA FORD, CPA, OF PIERCY, BOWLER, TAYLOR & KERN TO PRESENT AUDIT REPORT FOR THE FISCAL YEAR ENDING JUNE 30, 2007: Completed audit reports were distributed at the meeting. Copies of the draft audit report had been distributed earlier in the Board Meeting Packet.. Martha Ford reported that PBT&K has finished the audit. Auditors noted no material weaknesses. The text of the financial statements themselves is similar to those of previous audit reports for the past several years. Ms. Ford pointed out a few items from the Required Communications Letter. There have been some new auditing standards over the last year or so, and as a result, some definitions have been changed. There is an item called 'Significant Audit Adjustments' which Ms. Ford explained as primarily being the transfer of information from the library's traditional government auditing format over to the new GASB 34 auditing standards that are now required. She also explained that 'Understated Expenses,' are mainly items which are prepaid: insurance policies, service contracts and other items of service which cross over from one fiscal year to the next.

   The Representation Letter which the library director is required to execute is necessary to complete the audit. The text of this letter has been growing over the years and one of the new requirements is that he must certify not only that there have been no fraudulent or criminal activities and that no lawsuits are pending against the organization, but also that he knows what he's doing in regard to financial matters.

   The 2006/2007 Audit Report concludes that PBT&K did not experience any difficulties performing the audit and they didn't find any problems in the finances of the Library District.

2. LIBRARY DIRECTOR SEARCH COMMITTEE TO PRESENT REPORT AND RECOMMENDATIONS ON SEARCH PROCESS: Amy Carvalho talked about her phone calls with the references of the three finalists selected by Search Committee. She says all three had really good references.

   A. SEARCH COMMITTEE TO RECOMMEND CANDIDATE FINALISTS FOR INTERVIEW: The Search Committee recommends Robert A. Lindley of Henderson, NV, S. Lynn Schofield-Dahl of Kenosha, WI, and Janice K. Erickson of West Linn, OR be invited for interview. Library Director candidate interviews are tentatively scheduled for Jan. 15th, 16th, and 17th. Bill Littler moved to invite Robert Lindley, Lynn Schofield-Dahl, and Janice Erickson for interviews. Amy Carvalho seconded. Motion carried.

   B. SEARCH COMMITTEE TO RECOMMEND TRAVEL REIMBURSEMENT FOR INTERVIEW CANDIDATES: The Search Committee recommends the Board authorize reimbursement of interview travel expenses for candidates up to $700 each, with the proper receipts provided. Doug Haag moved to approve up to $700 for interview travel expenses, per candidate, subject to submission of receipts. Amy Carvalho seconded. Motion carried.

   C. SEARCH COMMITTEE TO RECOMMEND MOVING EXPENSES FOR SUCCESSFUL CANDIDATE: The Search Committee recommends the Board authorize reimbursement of moving expenses for the successful candidate, up to $5,000. William Littler moved to approve up to $5,000 to reimburse the successful candidate for moving expenses. Doug Haag seconded. Motion carried.

   D. BOARD TO CONSIDER SETTING DATES AND TIMES FOR THREE SPECIAL MEETINGS TO INTERVEIW LIBRARY DIRECTOR FINALISTS - 1/15/08 4:00 PM, 1/16/08 4:00 PM, AND 1/17/08 4:00 PM.: William Littler moved to approve special board meetings at 4:00 PM on January 15th, 16th, and 17th to interview the library director finalists. Amy Carvalho seconded. Motion carried.

   BOARD TO CONSIDER SETTING DATE AND TIME FOR JANUARY, 2008 MONTHLY MEETING: 1/23/08 7:00 PM.: Amy Carvalho moved to set January 23, 2008 as the date for the next regular monthly meeting. Doug Haag seconded. Motion carried.

   Duncan pointed out that this will be the first regular Board Meeting after the interviews and will be the meeting in which the Board will probably consider selection one of the three finalists, and that it could be the most important Library Board meeting in a long time. He will to call all three of the candidates tomorrow morning to schedule the interviews. He's prepared a packet of materials about the community, a schedule for the interview day activities, and informational items about the Library. These packets will be mailed out to the finalists, once the interviews have been confirmed.

PUBLIC COMMENT: None.

ADJOURNMENT: 7:37 pm pm

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