Regular Meeting of Board of Directors
Posted on Monday, June 15 2015

Minutes of the Regular Meeting of Board of Directors
June 15, 2015

The Sweetwater County Library System Board of Directors met in regular session on June 15, 2015, at Sweetwater County Library in Green River with the following present: Tim Winger, Chair; Shelly Wall, Vice Chair; Debbie Petrie-Bullock, Treasurer; Angela Shutran, and Barbara VanMatre, Board Members; Jason Grubb, Director; Barbara Kendall, Leora Kraft, Lindsey Travis and Nancy Venable, library staff; and Doc Wendling, County Commissioner.

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

Approval of Agenda:
A request was made by Grubb to amend the agenda to include the White Mountain Library project under New Business. Wall made a motion to approve the agenda.  Van Matre seconded and the motion carried.

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

Financial Report and Approval of Expenditures:
June and May Checking Account Activity and Void check report were passed for signatures, Grubb answered a few Board questions new vendors in the June checks.

The June 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 $262,000 from Commerce Bank to cover expenses of $259,568.48 as of June 30, 2015 leaving $2,431.52 in the checking account.  Wall seconded and the motion carried.  
At the end of May we will be 12/12 through the fiscal year, a percentage of 100%.  The June Budget Analysis Report income is at 100.3%, administration expense is at 94.2%, operating expense is at 100.9%, capital expenditures is at 69.3%, and total expenses is at 95.0% , leaving us 5.0% unspent.

Board packets included the June training report and a thank you for the Wyoming Reads Program.

Board packets included a calendar for the summer programs at the main libraries. Shutran spoke about her board departure she was thanked by all in attendance.

Public Comment:

Old Business:
a.    SCL building update – Grubb stated that the building project is complete for now but paperwork is holding up final payment.  The next step is to hire an engineering firm to install gauges and begin a measurement process to analysis if the building has quit moving.  Plan One has given some general advice on improvements to change drainage around the building and will continue to work with the System if any further issues arise.
b.    Policy Manual update – Grubb said Mountain States Employer’s Council (MSEC) has reviewed the draft policy and has given suggestions on improvements and changes. The Board agreed that they will receive a copy via email and make any further decisions for additional meetings after reviewing the suggestions.
c.    White Mountain Project - Grubb discussed the options for the WML wall around the condensing units and fencing around the garbage cans. The Board discussed the options and agreed that further research was needed to determine the best option for the Library and the neighbors to reduce noise and esthetically fit with the newly built homes.
d.    Other – None

New Business:
a.    Bairoil Lease - Grubb shared that we received a Notice of Termination as well as a new Lease agreement from the Town of Bairoil changing the current rent of $1,242 quarterly to $1,800.  The Board discussed the library’s responsibilities and asked to have more information about what the town’s obligations are.  They are also interested in determining the community’s interest in keeping the library.  It was agreed that there will be additional investigation and more discussion before signing the new lease.
b.    Final June Checks – After a brief discussion of end of the year procedures, it was decided that unpaid bills would be emailed to the Board on Monday June 29th for approval of the final June check run.  After obtaining electronic Board approval, funds would be transferred and checks would be released.  The electronic board approval will be ratified at the July 20th board meeting.

A contract between the Sweetwater County Library System and Copier & Supply Co., Inc. for two maintenance agreements (SCL and WML public copiers) were signed by Jason Grubb on 6/12/2014.

A contract between SCLS and Southwest Counseling Service to continue our Employee Assistance Program for the current fiscal year was signed by Jason Grubb on June 1, 2015.

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

County Commissioner’s Report:
Commissioner Wendling reported that the Commission would be appointing a new board member to fill the Library’s empty position at the Tuesday’s meeting. Grubb asked about the cost of living increase and Wendling said that the Commission had voted a cost of living increase down but had opted to give a bonus to County employees.  Grubb explained the difference in funding for bonus versus cost of living and stated it would take further discussion.  Wendling talked about a future County salary study.

Director’s Report:
Grubb spoke about attending the WYLD meeting and Staff training on the Smart 911 system.  He also spoke about the new self-checkout machines, the books sale and the new website.

Monthly Statistics:
Grubb stated that the YTD statistics are strong, a few categories that are slightly down but not significantly and the website statistics are not accurate due to the counting system being down.  The number of programs are up and so is attendance and teen programming is on the rise.  Grubb mentioned that the SCL middle school program to read the Hobbit already has over 18 participants.  CFAC has also offered some well attended programs.

Personnel Report:

RSL Circulation Assistant- effective 6/19/2015

New Hires:


Executive Session - The Board entered an executive session at 7:05 pm to discuss personnel matters.
The Board returned from the executive session at 7:47 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, July 20, 2015 at Sweetwater County Library in Green River at 6:00 pm.

Winger adjourned the regular Board meeting at 7:48 pm.