BCL making updates 'with best practices in mind'

BONNERS FERRY — Boundary County Library has approved hiring a new HR firm and a bookkeeping service, as well as a move away from the Dewey-decimal system.

At the May 19 meeting, the BCL board of trustees voted unanimously to approve a proposal by Omnia HR Business Resources and CDA Books bookkeeping.

Director Kimber Glidden said the two firms have worked with libraries similar to BCL in size and budget in the past.

Omnia HR Business Resources offers a periodic HR audit, which can align with the library’s financial audit, Glidden said. They will also work on a new employee handbook, employee training platform, as well as other services and resources.

With bringing in a new HR firm to handle all HR related matters, Glidden said the goal is to ensure the library district and its staff are well protected. Once the service is all set up, then the library will pay for an annual audit and keep the firm on retainer. In addition, it will ensure the library district is in compliance with federal and state laws.

Once it brings the library district into compliance after it comes on board next year, Omnia will help update the employee handbook.

Down the road, BCL could use Omnia to administer benefits, which will allow the library to enter into a large health care market, Glidden said.

Board members Bob Blanford and Wendy McClintock said the library has had issues in the past due to not having HR expertise and trying to do it themselves.

Trustee Lee Colson said the initial $9,000 expense for the firm may seem like a large expense but noted it would be quickly justified if an HR issue arises.

Glidden said having an HR department makes her more comfortable moving forward.

Prior to accepting the proposal by CDA Books bookkeeping, BCL went through a single business for accounting and auditing services and has tracked bookkeeping in house.

Glidden said it is not a best practice for BCL’s accountant to be their bookkeeper, nor for the director to be the bookkeeper. She said BCL has safety measures to protect from anything untoward by requiring the two signatures of a combination of board members or the director.

She said this prevents one agent of the library taking any financial actions without approval of a second library agent.

Glidden said in order to be completely compliant and have best accounting practices, all bills would go through CDA Books. The bookkeeping service will also administer payroll and keep track of leave, PTO and provide direct deposit.

The board approved the proposal to go with the Omnia HR Business Resources and CDA Books Bookkeeping unanimously. BCL will shift to using CDA Books the next fiscal year after its annual audit with its current provider.

The library has also been clearing the collection of books that have sat on the shelf for five years without checkout. Glidden said there were several books that had not been checked out since the 1990s.

The library will be moving away from the Dewey-decimal system and instead be organized by genre much like books stores have been doing the past decade, Glidden said.

She said this change of organization is more browser friendly. Once the collection has been weeded of unused books, then the transition to genre organization will begin. She said this will give the library an updated feel.

Glidden is also in the process of coordinating with the Kootenai Tribe and other regional Native American tribes to update the Native American collection with newer materials that accurately reflect the tribes in the area and provide a resource for library patrons. She is in the process of getting feedback by tribal members to assist in the process of curating that portion of the library collection.