Regular Meeting of Board of Directors
Posted on Monday, May 18 2015

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

The Sweetwater County Library System Board of Directors met in regular session on May 18, 2015, at Sweetwater County Library in Green River with the following present: Tim Winger, Chair; Debbie Petrie-Bullock, Treasurer; Angela Shutran, and Barbara Van Matre, Board Members; Jason Grubb, Director; Barbara Kendall and Nancy Venable, library staff; and Doc Wendling, County Commissioner.

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

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

Approval of Minutes:
Shutran made a motion to approve the April regular meeting minutes.  Van Matre seconded and the motion carried.

Financial Report and Approval of Expenditures:
May and April Checking Account Activity, follow up paperwork for Wells Fargo actions approved in April and Void Checks report were passed for Board signatures.  Grubb answered a few Board questions about May checks.

The May 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 $345,500.00 from Commerce Bank to cover expenses of $344,196.02 as of May 31, 2015 leaving $1,303.98 in the checking account.  Shutran seconded and the motion carried.  
At the end of May we will be 11/12 through the fiscal year, a percentage of 91.7%.  The May Budget Analysis Report income is at 62.2%, administration expense is at 86.3%, operating expense is at 89.1%, capital expenditures is at 69.3%, and total expenses is at 86.5% , leaving us 5.2% unspent.

Board packets included the May training report and three thank you notes.

Board packets included a calendar for May and summer programs at the main libraries.  Grubb explained that summer reading sign up begins next week and reading logs can be turned in beginning June 1st.

Public Comment:

Old Business:
a.    SCL building update – Grubb stated that contractor will be working to complete the project at SCL this weekend.  He stated that the stack area is stable at the moment and some of the excess filler used to level the building is being removed to even out the floor.  Additional new carpet strips are expected.
b.    Policy Manual update – Grubb said Mountain States Employer’s Council (MSEC) will be reviewing the working draft of the Library’s policy revision that was created last year and we will have their thoughts to us in about four weeks.  It is natural for anyone reviewing a policy to identify areas of change and the Board may want to consider their recommendations before the County Attorney completes the final review of the document.
c.    Other - None

New Business:
a.    Other – None

A contract between Community Fine Arts Center and Guy Mendilow for a performance on April 13, 2016, was signed by Debora Soule on May 8th 2015.

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

County Commissioner’s Report:
Commissioner Wendling reported that the Commission’s begins considering the submitted budgets at tomorrow’s meeting.  He will learn more about the process but understands that the Library may be called in to discuss the budget and he will let us know.

Director’s Report:
Grubb highlighted the items listed in his report and noted that he didn’t have a lot of issues in common with many Wyoming Library Directors who didn’t manage diverse, multiple locations.  Wendling shared that he had received favorable comments on the Rock Springs Library Smart 911 presentation.  The Board asked follow up questions about the Smart 911 information that Grubb shared.  There will be more library presentations in the future because the Library System is trying to share information about this program with county residents.

Monthly Statistics:
Grubb stated the circulation statistics are steady and more programs are being offered with more program attendance overall.  Teen programming is still lagging because of personnel turnover.  CFAC has more visitors with the student art displays.

Personnel Report:


New Hires:


Executive Session - The Board entered an executive session at 6:41 pm to discuss personnel matters.
The Board returned from the executive session at 7:48 pm and returned to the regular Board Meeting.  No formal action or decision was taken.

Set Time and Location for Next Meeting:
The date for the next regular meeting will be Monday, June 15, 2015 at “C” Street Library in Rock Springs at 6:00 pm.

Winger adjourned the regular Board meeting at 7:59 pm.