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

SWEETWATER COUNTY LIBRARY SYSTEM
Minutes of the Regular Meeting of Board of Directors
July 20, 2015

The Sweetwater County Library System Board of Directors met in regular session on July 20, 2015, at Sweetwater County Library in Green River with the following present: Tim Winger, Chair; Shelly Wall, Vice Chair; Debbie Petrie-Bullock, Treasurer; Debbie DeBernardi, and Barbara Van Matre, Board Members; Jason Grubb, Director; Barbara Kendall, Leora Kraft, Lindsey Travis and Nancy Venable, Jacquie Kramer library staff; and Doc Wendling, County Commissioner; and Erik Venable a member of the public.

Winger called the meeting to order at 6:00 pm.

Approval of Agenda:

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

Approval of Minutes:

Van Matre made a motion to approve the June regular meeting minutes.  Petrie-Bullock seconded and the motion carried.

Financial Report and Approval of Expenditures:

June and July Checking Account Activity were passed for signatures.

The June 30th and July Current Investments Report shows the amount of the transfer that is necessary to cover expenses.  DeBernardi made a motion to approve the following transfers of $50,000.00 from Commerce Bank to cover expenses of $47,469.45 as of June 30, 2015, leaving $2,530.55 in the checking account and the transfer of $277,000.00 from Commerce Bank to cover expenses of $275,662.74 as of July 31, 2015, leaving $1,337.26 in the checking.  Van Matre seconded and the motion carried. 

At the end of July we will be 1/12 through the fiscal year, a percentage of 8.3%.  The July Budget Analysis Report income is at 0.0%, administration expense is at 6.7%, operating expense is at 2.3%, capital expenditures is at 0%, and total expenses is at 5.7% , leaving us 2.7% unspent.

Correspondence:

Board packets included the July training report, three letters from Bairoil residents, and a letter from the County Commissioners introducing Debbie DeBernardi as the Library’s new Board member.

Announcements:

None

Public Comment:

None

Old Business:

a.            Policy Manual update – Grubb had previously emailed the Board with the suggested changes. A Policy workshop will be scheduled for 5pm on August 17 (before the Board meeting) to discuss any other changes or questions.

b.            White Mountain Project – Grubb said that further research showed tarps to be the best option for sound deadening.  Vinyl slates will be put in the chain link fence and sound tarps will be placed on the inside of the fence.  Further changes to the property will be addressed as the neighbors install fences and make further improvements.

c.             Bairoil Lease - Grubb has been notified that the water had been shut off to the library and he looked into options for bathrooms.  He has spoken to the Mayor, as well as others, about the building and its issues and the Library is invited to attend a town council meeting on August 5th.  Grubb and perhaps a Board member and Commissioner Wendling plan to attend this meeting. There was further discussion about the lease and other concerns.  Grubb was directed to speak with the County Health department and/or Chuck Radosevich at the County before proceeding with renting the bathrooms. Grubb reviewed our other Branch libraries building arrangements.

d.            Other – None

New Business:

a.            FY15 Budget Resolution - Grubb explained the savings in the administration budget and the need to move it to the operations budget. The following Resolution was read to the Board.

NOW THEREFORE BE IT RESOLVED, that the Board of Directors of the Sweetwater County Library System, having held a public hearing on the action, does hereby formally amend the 2014-2015 budget of the Sweetwater County Library System as follows:

-              Administration Expense is decreased by $90,000 from $2,726,551 to 2,636,551

-              Operating Expense is increased by $90,000 from $821,111 to 911,111

Petri-Bullock made a motion to approve the Budget Resolution.  Wall seconded and the motion passed.

b.            FY16 Budget Adoption – Grubb explained the changes from the proposed budget to the final budget that transferred $30,000 to capital.  Grubb explained there was carpet needs at all three buildings and the need for an engineering study at SCL.  Grubb also talked about the new courier position he was planning to add to permit more maintenance work. Van Matre made a motion to adopt the FY16 budget.  DeBernardi seconded and the motion carried.

Winger also asked about the need for more training cost detail.  Kendall answered a few questions and clarified that the training line included managerial and staff costs to attend training.  It was determined that no further action was necessary.

c.             Officer Election- Van Matre nominated Winger for Board Chair.  Petri-Bullock seconded and the nomination passed.  Winger nominated Wall as Vice Chair.  Petri-Bullock seconded and the nomination passed.  Van Matre nominated Petri-Bullock as Treasurer.  Winger seconded and the nomination passed.

d.            Other-None

Contracts:

A contract between the Sweetwater County Library System and Copier & Supply Co., Inc. for two maintenance agreements (Business Office and "C" Street Library public copier) were signed by Jason Grubb

The WYLD Governance renewal contract between SCLS and Department of Administration and Information State Library Division was signed by Jason Grubb on July 7, 2015.

The Board asked questions about the Copier & Supply maintenance agreements and Grubb explained the Annual WYLD fees as well as information about the consortium.

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

Wall requested when contracts are presented to the Board that they include the financial consequences of the contract. 

County Commissioner’s Report:

Commissioner Wendling reported that he had also received communications from Bairoil residents.  He stated that he will try and attend the Town meeting in August and asked Grubb to let him know if there is anything he can assist with.  Van Matre suggested that the town might considered applying for grants.

Director’s Report:

Grubb spoke about attending the WYLD ad hoc meeting, staff meetings and the ALA Conference.  Grubb was recently appointed to the Wyoming Library Association’s Legislative Committee.  He also spoke about his efforts to negotiation better priced vendor agreements.  Grubb mentioned that Jacquie Kramer and Ashley Will had been selected to attend the Leadership Institute hosted by Wyoming State Library. Our new web page is scheduled to be live next week and he had also met with all staff on the Mission Statement.

Monthly Statistics:

Grubb stated that the circulation statistics had broken even for the year although digital item were all up for the year.  Reference questions, Databases and Computer usage are up for the year.  He also stated that 6% of County residents are registered for the summer reading program.

Personnel Report:

Resignation/Terminations:

None

New Hires:

None

Transfers:

WML-Youth Service Assistant to WML Young Adult Librarian, effective 6/22/2015

Executive Session - The Board adjourned to executive session at 7:00 pm to discuss personnel matters.

The Board returned from the executive session at 8:00 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, August 17, 2015 at White Mountain Library in Rock Springs at 6:00 pm.  A Special Policy Workshop will be scheduled at 5:00pm prior to the meeting.

Adjourn:

Winger adjourned the regular Board meeting at 8:05 pm.