Regular Meeting of Board of Directors
Posted on Monday, October 20 2014

Minutes of the Regular Meeting of Board of Directors
October 20, 2014

The Sweetwater County Library System Board of Directors met in regular session on October 20, 2014, at Rock Springs Library in Rock Springs with the following present: Tim Winger, Chair; Shelly Wall, Vice Chair; Debbie Petri-Bullock, Treasurer; Angela Shutran, and Barb Van Matre, Board Members; Jason Grubb, Director; Leora Kraft, Michelle Maser, Nancy Venable, Debora Soule, library staff; and Lillian Palmer a member of the press.

Winger called the meeting to order at 6:10 pm.

Approval of Agenda:
At the request of CFAC Director Debora Soule, Wall made a motion to move agenda item 9a, CFAC Tour to the first item on the agenda Shutran seconded and the motion carried. Petri-Bullock made a motion to accept the amended agenda, Van Matre seconded and the motion carried.

At this time the Board left the meeting room to Tour the CFAC center, Soule gave the history of the Fine Arts Center and how it became a part of the Library System. The Board toured the center and reconvened in the meeting room.

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

Financial Report and Approval of Expenditures:
October and September Checking Account Activity reports and the Void check report were passed for Board signatures.  

The October Current Investments Report shows the amount of the transfer that is necessary to cover expenses.  Wall made a motion to approve the transfer of $99,500.00 from Commerce Bank to cover expenses of $97,675.10 as of October 31, 2014 leaving $1,824.90 in the checking account.  Van Matre seconded and the motion carried.  

At the end of August we will be 4/12 through the fiscal year, a percentage of 33.3%.  The October Budget Analysis Report income is at 4.0%, administration expense is at 31.1%, library materials expense is at 20.8%, other operating expense is at 27.0%, utilities expense is at 24.4%, computers and technology expense is at 21.9%, capital expenditures is at 0%, and total expenses is at 29.5%.  Grubb stated that material is right where it needs to be, it is a clear sign that the re-organization is working.  Grubb explained some of the bigger expenses and asked the Board about spending limits and capital expenditures. Winger referenced a conversation outside of the Board meeting with Grubb on spending limits. Van Matre stated the capital expenses needed to meet the GAPP standard to be counted as a Capital expense. It was the general consensus of the group that open communication be kept if there is to be large expenses but there was no limitations set on spending.

Board packets included the October training report and Certificate of appreciation for the White Mountain Library’s participation in the Anti-Bullying campaign.   Maser gave the Board details on the event and provided a thank you note for the WLA Basket the Library staff provided for the conference.  

Board packets included a calendar for the main libraries for November.  Grubb highlighted some of the November events and stated that the system is working on showcasing local presenters and utilizing the talent in the community.

Public Comment:

Old Business:
a.    Policy Manual – There was no further discussion of the Policy Manual
b.    SCL building update – Grubb stated the Winger as well as himself met with Plan One. The bid and scope of work is currently being reviewed by legal counsel. When this step is completed, the project will go out to bid.
c.    Foundation Update- Grubb stated the “Come As You Aren’t” event was successful and over $3,000 was raised and will matched. The Foundation is still looking for new members and its next Board Meeting is Wednesday, October 22 at 7pm after they have had the opportunity to attend the CFAC Anniversary Celebration. Winger stated he would not be available to attend and suggested one of the other Board members do so.
d.    Other - None

New Business:
a.    Holiday & Board Calendars - the Board had a brief discussion. Shutran made a motion to approve the 2015 Holiday and Board Calendars. Petri-Bullock seconded and the motion carried.
b.    Strategic Plan - Winger had spoken with the reference Wall had provided for help with the strategic plan.  Winger stated that he will meet with her and Grubb and then Grubb can work on the Strategic plan from there.  There was some brief discussion about having a Board Workshop at the next meeting to work on it.  It was agreed that Winger would keep the Board posted once he found out when the consultant was available.  Winger suggested that if the Board should email Grubb if they had specific ideas of what they would like to see in the Strategic plan. Grubb spoke briefly about another facilitator he met at WLA.


County Commissioner’s Report:

Director’s Report:
Grubb spoke about the meetings he attended as well as WLA and the WYLD Conference he attended. He stated that the WLA had good speakers and was in inspiring for all who attended.  He explained the consortium with WYLD and spoke briefly about what subjects were covered during the conference. Grubb also spoke about the Foundation event and his participation in the State Spelling Bee meeting.

Monthly Statistics:
Grubb highlighted the 1.7% increase in circulation from last September and patron visits. He said that there has been less September programs but an increased attendance. The year-to-date increase in programs offered is believed to be because we ran the summer reading program longer this year.  Grubb stated that Cataloging is right where it needs to be, proof that the organization restructure is working.

Personnel Report:
The Board entered an executive session at 7:13 pm.
The Board returned from the executive session at 7:40 pm and returned to the regular Board Meeting.

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

Winger adjourned the regular Board meeting at 7:41 pm.