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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, Doug Haag, and William Littler. Also present, 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 William Littler seconded approval of the Consent Agenda, the minutes of the regular meeting on February 20, and the monthly expenses in the amount of $5,061.36 in presubmitted invoices sent for payment prior to the meeting, monthly expenses in the amount of $22,043.64 in invoices presented at the meeting, and $1,345.65 in checkbook expenses submitted at the meeting. Motion carried.

STAFF REPORTS: See Director's Monthly Report dated March 19.

1. Duncan distributed a change page for the bills including invoices received since last week.
2. Duncan distributed a copy of an article written by Jane Ann Morrison entitled "34 years of trust between library groups lost over demands for a contract," published in the Las Vegas Review Journal on March 15, 3008 on page B-1.
3. 3. There is the possibility of a nice donation of Southwestern Indian pottery and basketry in the works from the estate of a former Park Ranger who passed away recently. Duncan is meeting with his daughter on Monday and will review the appraisal of the collection then. The estate will purchase a display case, that we select, to house the collection. The appraisal will be presented to the Board at the April meeting and the Board can decide at that time whether to accept the collection. Should the Library acquire the collection, it would probably be displayed in the Nevada Room.

REPORTS/DISCUSSION/ACTION:

1. BOARD TO DISCUSS RECOMMENDATION TO COUNTY COMMISSIONERS FOR APPOINTMENT TO FILL VACANCY ON THE LIBRARY BOARD DUE TO TRUSTEE ROGER TOBLER'S RESIGNATION (CONTINUED FROM FEBRUARY MEETING): Two names have been submitted to Duncan, Dr. Valerie McNay and Gary Berger. The appointment is for the balance of Roger Tobler's term which is up next March. The new Board Member appointed could then be re-appointed to two terms of their own. Chairman Brad Appleby will send a letter to Commissioner Bruce Woodbury, requesting the appointment.

   William Littler moved to recommend Gary Berger to the County Commissioners for appointment to fill the vacancy created by Roger Tobler's resignation from the Board. Doug Haag seconded. Motion carried.

   Dr. McNay will be contacted to let her know that there will be another opening on the Board in March, 2009, when Brad Appleby's second term expires and that she can be considered at that time, if interested.

2. BOARD TO CONSIDER APPROVAL OF TENTATIVE BUDGET FOR THE FISCAL YEAR ENDING JUNE 30, 2009.: Duncan quickly walked everyone through the narrative Tentative Budget. He pointed out that the Final Revenue Projections and property tax abatement information has not yet been received from the Department of Taxation. The updated revenue information will be incorporated into the draft of the Final Budget, to be presented first at the April Board meeting.

   At this point, it appears as if the Library District will be able to retain the current operating levy of .0855/$100 of assessed valuation for the General Fund, as has been the case for the past several years, and authorize a Debt Service levy of .060/$100 of assessed valuation, a decrease of 5.77% from the current year's Debt Service levy of .063. Depending on the new revenue numbers in the Final Revenue Projections, it may be possible to further reduce the Debt Service levy. It is important that enough cash be left as an ending balance in the General Fund to operate the Library for the first quarter of the new fiscal year, as tax receipts are much reduced in the first quarter (July-September). Also in the Debt Service Fund, a sufficient ending balance in cash must be available to make the July 1 principal and interest payment on the bonds.

   In expenditures, salaries will be down a bit due to salary differences between the new director and the old (Duncan). Benefits will be up a bit, partly because of escalating costs of health insurance and partly because we'll be carrying Duncan on Nevada PEBP health insurance. Supplies and utilities are down a little, costs are projected on actual usage and unit cost projections.

   Duncan's goal with the 2008/2009 Budget is to minimize growth in expenditures because he expects there will be little, if any, growth in revenues next year. The Materials Budget (Books and Audiovisual items) is exactly the same as in the current year. Building improvements and Equipment Purchases were postponed this year and are carried over in-tact to next year at the same level.

   The Board discussed adding items to the budget for architectural consulting fees related to planning for expansion into the basement. Also discussed was the addition of funds to accommodate fees for management and fiscal consulting. These additional items are easier to budget for and perhaps not use, than to contract for the services without the funds being reserved in the budget. Duncan will talk to architect Alan Stromberg about fees for architectural consulting and will consider adding 200 hours of management/fiscal consulting at $50/hour. Both of these items will appear in subsequent drafts of the 2008/2009 Budget.

   Doug Haag moved to approve the Tentative Budget for the fiscal year ending June 30, 2009, in the total amount of $1,460,558 in the General Fund and $688,494 in the Debt Service Fund. Brad Appleby seconded. Motion carried.

3. BOARD TO CONSIDER SELECTION OF FIRM TO CONDUCT INDEPENDENT AUDIT OF LIBRARY DISTRICT FINANCES FOR THE FISCAL YEAR ENDING JUNE 30, 2008.: William Littler says he looked over Piercy, Bowler, Taylor and Kern's audit proposal and says that it looks about the same as last year. He suggested that it is usually prudent to retain the same auditing firm, as much of the preliminary audit work and "boilerplate" is saved from year to year and much would need to be redone, if we changed firms. William Littler moved to select Piercy, Bowler, Taylor, & Kern for the audit for the year ending June 30, 2008. Doug Haag seconded. Motion carried.

PUBLIC COMMENT: None present.

ADJOURNMENT: 7:52 pm

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