Services Departments Government

Library District Advisory Committee Meeting Minutes

Thursday, Jan. 14, 2016
Wilsonville Library

Attendance

Advisory Committee Members Present

Advisory Committee Members Absent

Others Present

Proceedings

LDAC Chair George Hoyt called the meeting to order at 6:02 PM.

In recognition of the many new LDAC members, Chair Hoyt asked everyone in attendance to introduce themselves, provide some background on their involvement with Clackamas County libraries, and to share what book(s) they’ve been reading recently (see Appendix for a partial list).

Bill Baars moved to approve the minutes from the 9/29 meeting.  Sandy Nelson seconded.  The motion passed with no opposition.

Invited guest speaker Laura Zentner (Deputy Director, Clackamas County Business and Community Services) gave information about her professional experience and background as an auditor and finance officer.

Laura then described the scope and process of the annual audits of the Library District fund conducted by independent, outside auditors (currently, Moss Adams, LLP).  Basically, the auditors are trying to ascertain:

  1. Whether or not the financial statements represent a true and fair picture of the Library District’s finances.  In order to do so, the auditors look at the balance sheet and income statement and use various means to validate their accuracy (e.g., checking with the assessor’s office to verify tax revenue, verifying with cities that distributions have been received, etc…)
  2. Whether or not sufficient internal controls (e.g., segregation of duties) are in place to protect Library District assets and prevent malfeasance.

Library District auditors do not audit the particular uses of Library District funds within a City.  This kind of audit would be conducted by each City.

Based on Laura’s presentation, and questions from newer members about historical practices and Library District administration, discussion ensued concerning:

Additional discussion then ensued on use of Library District funds for operational expenses vs capital expenditures, including:

Chair Hoyt anticipates further discussion on all of these issues as part of future meetings. 

Chair Hoyt reviewed previous discussions on the composition of LDAC, and made a motion to adopt the following policy statement.

Cities, when proposing members to the county Library District Advisory Committee, select an “independent citizen” member of their Library’s Board. The “independent citizens” would live in the service area of the library and not be city employee, or be an elected city official.

Maureen Cole seconded.

Bill brought up discussion on this topic from last meeting, specifically a motion he had introduced that would allow Library Directors to accompany citizen/library board member LDAC representatives to provide context and history that representatives might need, and to ensure that Library Directors could effectively present information from LDAC to City Managers. 

Bill made a motion to amend Chair Hoyt’s motion to include a provision for the optional attendance of Library Directors.  Bill clarified that Library Directors under this proposal would not be voting members.  Other members suggested that, as LDAC meetings are open to the public, such a provision might not be necessary, as there would be nothing precluding Library Directors from attending.

Pat suggested that LDAC might recommend changes to the appointment procedures/requirements, but that any such change might be unenforceable, as the IGA reserved the right of LDAC appointment to the individual cities.  This is one area where the Ballot Measure and the IGA are not in agreement.  After some further discussion and clarification on anticipated attendance and voting procedures, Bill withdrew his motion to amend.

There was some discussion that the IGA was silent on the ballot measure requirement that local library boards include both city residents and residents of unincorporated areas within the library’s service area.

Michele inquired about how appointments would be made if no members of a local library board were willing to serve.  Doris pointed out that Happy Valley did not yet have a Library Board from which a representative could be drawn.  She also echoed Pat’s concern that regardless of what LDAC recommends, cities would likely revert to the language of the IGA which does not put any restrictions on who may be appointed.

There was some discussion of calling the question, however, Greg pointed out that several new representative appointments had been submitted to the County and were still being processed.  He had also received unofficial notification of other appointments, but until he received official notification from authorized City representatives (City Managers, City Councils), he was unable to submit the new appointments.

Recognizing that several appointments were still in process, George rescinded his motion, and indicated he’d bring it up at a future meeting when pending/in-process appointments had been finalized.

The group discussed the next meeting.  George indicated he anticipated that the topics discussed tonight (namely utilizing funds for capital/operations, and discussing allocated charges) would be on the agenda for future meetings.

Councilor Johnson volunteered to host the next meeting at the Gladstone City Council Chambers, and the group agreed on a meeting date/time of February 11, 6:00 PM.

The meeting adjourned at 7:41 PM.

Minutes submitted by Greg Williams.

Appendix: Some books currently being read by LDAC members

 “In the Unlikely Event” by Judy Blume

“Fates and Furies” by Lauren Groff

“A Tale for the Time Being” by Ruth Ozeki

Walt Longmire mystery series by Craig Johnson

“Building a Culture of Hope” by Robert Barr and Emily L. Gibson

 “Unfaithful Music and Disappearing Ink” by Elvis Costello

“Presence: Bringing Your Boldest Self to Your Biggest Challenges” by Amy Cuddy

“The True Believer: Thoughts on the Nature of Mass Movements” by Eric Hoffer

“Going Rogue: An American Life” by Sarah Palin

“Lawrence in Arabia: War, Deceit, Imperial Folly and the Making of the Modern Middle East” by Scott Anderson

“To Marry an English Lord: Tales of Wealth and Marriage, Sex and Snobbery” by Gail MacColl and Carol McD. Wallace

“Last Bus to Wisdom” by Ivan Doig

“The Handmaid’s Tale” by Margaret Atwood

“The Innovators: How a Group of Hackers, Geniuses, and Geeks Created the Digital Revolution” by Walter Isaacson

“The Survivor” by Vince Flynn and Kyle Mills

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