Regular Meeting of Board of Directors
Posted on Monday, April 20 2015

Minutes of the Regular Meeting of Board of Directors
April 20, 2015

The Sweetwater County Library System Board of Directors met in regular session on April 20, 2015, at White Mountain Library in Rock Springs with the following present: Shelly Wall, Vice Chair; Debbie Petrie-Bullock, Treasurer; Barbara Van Matre, Board Member; Jason Grubb, Director; Barbara Kendall, Leora Kraft, Jacquie Kramer, Nancy Venable, Bryan Schutz, and Lindsey Travis; library staff and Doc Wendling, County Commissioner.

Wall called the meeting to order at 6:03 pm.

Approval of Agenda:
Van Matre made a motion to approve the agenda.  Petrie-Bullock seconded and the motion carried.

Approval of Minutes:
Petrie-Bullock made a motion to approve the March regular meeting minutes.  Wall seconded and the motion carried.

Financial Report and Approval of Expenditures:
April and March Checking Account Activity and Void Check reports were passed for Board signatures.  Grubb answered a few Board questions about April checks. Van Matre made a motion to approve an additional Wells Fargo Credit card for PR Specialist, Lindsey Travis and an extra savings account for the purpose of accepting credit card payments and reducing banking fees. Petrie-Bullock seconded and the motion passed.

The April Current Investments Report shows the amount of the transfer that is necessary to cover expenses.  Van Matre made a motion to approve the transfer of $368,000.00 from Commerce Bank to cover expenses of $361,234.07 as of April 30, 2015 leaving $6,765.93 in the checking account (the extra funds for anticipated check).  Petrie-Bullock seconded and the motion carried.  
At the end of April we will be 10/12 through the fiscal year, a percentage of 83.3%.  The April Budget Analysis Report income is at 60.8%, administration expense is at 78.5%, operating expense is at 76.6%, capital expenditures is at 28.7%, and total expenses is at 76.7% , leaving us 6.7% unspent.


Board packets included a calendar for the main libraries for May.  Travis spoke about the Spring Book Sale, Ghost Walks, Master Gardner’s and Nutrition classes held in May

Public Comment:

Old Business:
a.    SCL building update – Grubb stated that the project is almost complete, the building is stable and we no longer have leaning bookshelves.  The contractors are working to address the final issues and all work should be completed in 14 days.  The project has resulted in patched areas of carpet and Grubb will be working to obtain quotes for new carpet for the building.
b.    Strategic plan update – A list of 5 strategic plan goals for director review were included in the board packets.  Grubb stated he will be working further on the mission statement with staff at the All Staff Day in May and reviewed the status of the various items on the list that he is working on.  Wall stated that she had added “with the help of outside consultants” to #5 on the list as she believed was the Board’s unstated intent and wanted to see if the Board would like that phrase changed.  Wall also said because she believed the list was intended to serve as points in the evaluation of the director, that she was not comfortable with day-to-day activities (such as # 2 and #4) being included in the goals.  Van Matre said she wanted to keep #2 but could see that #4 could be part of #3.  After further discussion, Van Matre made a motion to approve the goals as presented to serve as the basis to evaluate the Director during an annual review.  Petrie-Bullock seconded and the motion carried.
c.    Other-None

New Business:
a.    HR Consultant Proposal – Grubb proposed signing an agreement with Mountain States Employers Council, Inc.  This firm will provide management training on the evaluation process and offer 30 hours of human resource support plus additional services and online resources. Grubb stated the Library System requires greater HR support and that this was a most cost effective way to do acquire these services.  The Board discussed the outsourcing of HR trends and asked questions about Mountain States Employers Council services.  Petrie-Bullock made a motion to partner with Mountain States Employer Council, Inc. for the sum of $5,100 for one year.  Van Matre seconded and the motion carried.
b.    FY16 Budget Request Approval - Board packets included a flat FY16 budget request except for the healthcare and retirement increases ($35,759) identified by the County.  Grubb explained that the cost of a 1% Library COLA is $24,345 and the budget request requires that we say who would pay for it if granted. Van Matre asked about additional commitments to employees with big economic changes coming and whether the Library followed the County’s direction on the benefit package change.  Grubb explained that the anticipated hour commitments that are not permanent and are subject to periodic evaluation as well as the Library System inclusion in the County’s benefit package.  There was further discussion on capital projects and Grubb stated that he would research the costs of potential projects.  Wall asked about bonuses versus COLA and Grubb explained the Library System follows County direction.  Van Matre suggested we ask the County to fund the COLA if granted.  Petrie-Bullock made a motion to approve the FY16 Budget request with the possibility of a COLA. Van Matre seconded and the motion carried.
c.    None

A contract between Community Fine Arts Center and Paul Taylor for a 10 day residency (April 10 to April 24, 2015) at Westridge Elementary School was signed by Debora Soule on July 11, 2014.

A contract between Community Fine Arts Center and Peter Fletcher for a performance on May 5, 2015 at the CFAC was signed by Debora Soule on April 2, 2015.

A contract between Sweetwater County Library System and Rocky Mountain Puppets for a performance on June 18, 2015 at the C Street Library in Rock Springs was signed electronically by Jason Grubb on March 20, 2015.

Van Matre made a motion to ratify the contracts.  Petrie-Bullock seconded and the motion carried.

County Commissioner’s Report:
Commissioner Wendling discussed rising health insurance costs and the anticipated revenue loss from the gas and oil industries in Wyoming.  He stated that although the employee health insurance portion is rising, the County is absorbing the larger portion of the increase out of the healthcare reserves. He also talked about the importance of employees and libraries to our communities.

Director’s Report:
Grubb highlighted the items listed in his report:  Foundation Giving Campaign, Wyoming Community Foundation Board, QPR Training, and Wamsutter Community, Inc.  He also mentioned National Library week and the individual organizations that helped hand out the Possibility Bags.

Monthly Statistics:
Grubb stated the statistics look good and circulation stats are holding strong for the end of March.  He also announced that Hoopla would be adding Comic books, EBooks and Disney Movies in the future.  Grubb mentioned that EBook usage has increased by 52% and discussed how training staff on new databases had increased database usage.  Grubb mentioned server and email issues which affected the Library System in recent months and he talked about the new young adult librarian’s plans to create a teen advisory council. CFAC stat increases were attributed to Youth Art Month and school exhibits.

Personnel Report:
WML YS Specialist effective 4/3/2015

New Hires:
WML WIA effective 3/27/2015
System Substitute effective 3/30/2015


Set Time and Location for Next Meeting:
The date for the next regular meeting will be Monday, May 17, 2015 at Sweetwater County Library in Green River at 6:00 pm.

Wall adjourned the regular Board meeting at 7:19 pm.