HomeMy WebLinkAbout02-13-2013 LIBRARY MINUTESCaldwell Public library Board Special Meeting
Minutes
February 13, 2013
Attendance: Larry Blackburn, Bonny Smith, Melissa Stringfield, Leona Manke, Joan Pemble,
Chair, Shannon Ozuna, City Council liaison, El Jay Waite, Caldwell City Finance Director, Monica
Jones, Caldwell City Human Resources, Lori Shirley, Circulation Supervisor, Lea Martinez, Kevin
Tomlinson, Library Consultant, Idaho Commission for Libraries
Meeting was called to order at 5:11 p.m. by Melissa Stringfield, acting chair
Tomlinson requested that three items be added to the agenda: a -rate, trustee update, and
annual report. Agenda additions approved by consensus.
Waite stated that monthly reports from October, November and December had been
submitted to the city finance department.
New format for monthly bills was explained, using January bill report as an example. (Waite)
New format for the General Ledger balance was explained. (Waite)
Request to add Martinez to the library's Home Federal Bank online account to verify balance as
checks are written each month. (Pemble) Motion to add Martinez to Home Federal online
account (Smith), (Blackburn, 2 " d ), Approved unanimously.
Investments in the endowment funds with Edward Jones will continue to appear on the
monthly bill format. (Waite)
Martinez accepted the city "Spot -On Award" for efficiency and quick learning during her
successful training on the city's accounting software. (Jones, Waite)
January bills approved by consensus. (Payment of bills had been approved at the January 24,
2013 special meeting.)
Motion to approve February 7, 2013, minutes (Pemble), (Smith, 2 "d ) Approved unanimously.
January 24 special meeting minutes: Motion made to abandon the amendment made to the
December 6, 2012, minutes and leave them as originally worded. (Pemble) (Blackburn, 2"
Motion to approve January 24 minutes as amended (Pemble), (Smith, 2" Approved
Tomlinson explained the a -rate. Based upon the community income average, Caldwell Public
Library is eligible to receive $13,578 in federal funding for annual payment of telephone and
internet expenses. Motion made to request Martinez to locate the pin number and complete
the necessary forms to meet the requirements to receive the a -rate before the March 14
Page 1 of 2
deadlipe wifh the assistance of Jan Wall of the Idaho Commission for Libraries. (Pemble),
(Smith, 2 nd ) Approved. Martinez will report to the board at the March 7 regular board meeting.
Tomlinson addressed three items in the Caldwell Public Library annual report that may be in
error.
1) Item 1.5 — Levy Rate is missing,
2) Item 2.2 — Registered users in legal service area is down significantly from last year,
3) Item 11.4 — Total of all Internet Users should be checked for accuracy.
Martinez was asked to check and correct the numbers as needed, using the software. Board
will wait to approve the annual report until the March 7 th meeting at which Martinez will give
an account of her findings.
Tomlinson explained the purpose of a Trustee Update. All board members, the city council
liaison and the library director are required to attend. Tomlinson will lead the update.
Discussion followed to make allowance for the library director to attend a later update if
necessary. Jones asked to attend the update session. Motion made to hold the Trustee Update
on Wednesday, February 20, 5:30 p.m. at the Pemble home. (Smith), (Blackburn, 2 "d ) Approved.
Discussion concerning the opening for a part -time temporary employee:
Suggested changes to "Class Specification" document include, but are not limited to a) change
job title to "Librarian" b) leave pay grade blank c) remove references to "library director" in
statements that require reporting to, consulting with, working with, informing, etc. d) maintain
expected degree in Library Science. Tomlinson suggested the offer of mileage to desirable
applicant. Tomlinson suggested posting opening on libidaho.com, as well as the normal city job
posting sites.
Motion made to accept amendments to the librarian job description (Manke), (Smith, 2 "d )
Approved.
Motion made to allow board chair to make final decision on what will be included in the
librarian job description, and direct Jones to post (Manke), (Blackburn, 2 " d ). Approved.
Pemble will meet with library staff on Tuesday morning, February 19, at 9:00. She will ask for a
written list of what current staff would expect the temporary librarian to do. Particularly
department heads will be asked what the temporary librarian can do for them. Brainstorm with
department heads about what is not being done in the temporary absence of the library
director.
Motion to adjourn meeting (Blackburn), (Smith, 2" Approved. Meeting adjourned at 8:15 p.m.
Next regular meeting, March 7, 2013, 7:00 p.m.
Respectfully submitted,
Joan Pemble, acting secretary
Page 2 of 2