HomeMy WebLinkAbout03-07-2013 LIBRARY MINUTESCaldwell Public Library Board Meeting
Minutes
March 7, 2013
Present: Joan Pemble, chair; Melissa Stringfield ; Bonny Smith; Larry Blackburn; Elaine
Leppert, librarian; Lori Shirley, Circulation Supervisor; Lea Martinez, Library Staff;
Monica Jones, Caldwell City Human Resources; Shannon Ozuna, City Council Liaison;
Shandee Tachick, Mayor's Youth Advisory Committee; Tim Quintana, Edward Jones
Financial Advisor.
Absent: Leona Manke
Meeting called to order at 7:00 pm.
I. VOTED — approved: Minutes of the March 7, 2013 meeting were approved by
consensus.
II. VOTED — approved: Bills totaling $55,347.92 were approved for payment by
consensus.
Ill.a.i. Lea Martinez reported that the 2012 Annual Report has been corrected and
completed. Corrections were made to items 1.6, 2.2, and 11.4.
ii. Lea Martinez reported that the E -Rate form has been completed and submitted.
b.i. Shandee Tachick reported that the Caldwell High School students have collected
two boxes of children's books to be donated to the library for distribution during
the 2013 Summer Reading Program. The collection will continue and is being
advertised on Cougar News.
c.i. ACTION ITEM: Joan Pemble reported that staff access to the Home Federal
bank account is still being reviewed and will be reported on at the next meeting.
c.ii. Pemble reported that the Part-Time Librarian position has been posted on
Libldaho, two resumes have been received to date, and the board needs to
select an interview committee.
c.iii. Pemble reported on the Library Staff Meeting of February 19, 2013 where staff
developed a list of duties for the PT Librarian position. Those suggestions have
been reflected as appropriate in the official job description. More specification to
duties will be presented to job candidates as appropriate during the interview
process and/or during on- the -job training.
c.iv. Pemble reported that authorization has been granted to Lea Martinez for training
on the Springbrook accounting system for revenue.
c.v. Pemble reported that the library accounting system is being supported by the
City of Caldwell's accounting systems.
IV. Tim Quintana, Financial Advisor from Edward Jones reported that currently only
Pemble, Stringfield, and Leppert are authorized personnel to request and access
information on the GI Endowment. Quintana reviewed the Portfolio Analysis as
of March 7, 2013. Quintana reported that $119,594 in cash is currently available
for immediate needs, specifically the PT Librarian position and the Children's
Department Remodel, of which any remaining funds should be reinvested
appropriately. Quintana also reported that the "Business Account Authorization
and Agreement Form" that was resubmitted in August 2012 designated the
account as a municipal account, not an endowment. He believes this was an
error. Leppert agreed to produce the original paperwork proving the endowment
status of the account and provide it to Quintana with the corrected form by March
14, 2013.
V. Pemble and Martinez reported that 1099 forms for vendors have been
established for Truth Cleaning Service and Alice Moulton.
VI.a. VOTED— approved: Motion that Leppert will develop a policy that will specify
compensation to hourly library staff who are requested to attend board meetings
in accordance with FLSA rules. (Smith, Blackburn)
b. Leppert will email current, electronically- stored job descriptions of library staff to
Monica Jones, City of Caldwell HR.
c. Martinez and Leppert reported that Leppert has ultimate purchasing power for
library needs, Leppert gives purchasing authorization to other staff as appropriate
to their job descriptions, and Leppert reviews all purchase orders.
Other:
1. Pemble reported the possibility of library use of the original library building (most
recently the prior school district building) for a library extension site.
2. Jones reported that she will provide needed copies of the City's personnel
policies to board members for review.
The board agreed to suspend the remaining agenda items and call a continuation
meeting for March 14, 2013.
Meeting was adjourned at 9:00 pm.
Next meeting March 14, 2013 at 6:30 p.m.
Respectfully submitted,
Bonny Smith, Acting Secretary