Regular Meeting of Board of Directors
Posted on Monday, December 15 2014

Minutes of the Regular Meeting of Board of Directors
December 15, 2014

The Sweetwater County Library System Board of Directors met in regular session on December 15, 2014, at White Mountain Library in Rock Springs with the following present: Tim Winger, Chair; Angela Shutran, & Barbara Van Matre, Board Member; Jason Grubb, Director; Barbara Kendall, Leora Kraft, Lindsey Travis, Michelle Maser, Nancy Venable, Bryan Schutz, library staff; and Tom Gagnon and Eric Venable, members of the public.

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

Approval of Agenda:
Shutran 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 November regular meeting minutes and Strategic Planning Workshop minutes.  Shutran seconded and the motion carried.

Financial Report and Approval of Expenditures:
December and November Checking Account Activity reports were passed for Board signatures.  

The December Current Investments Report shows the amount of the transfer that is necessary to cover expenses.  Shutran made a motion to approve the transfer of $256,500.00 from Commerce Bank to cover expenses of $255,312.99 as of December 31, 2014 leaving $1,187.01 in the checking account.  Van Matre seconded and the motion carried.  

At the end of August we will be 6/12 through the fiscal year, a percentage of 50.0%.  The December Budget Analysis Report income is at 49.5%, administration expense is at 46.1%, library materials expense is at 39.4%, other operating expense is at 45.2%, utilities expense is at 38.0%, computers and technology expense is at 32.6%, capital expenditures is at 0%, and total expenses is at 44.9%.

There was a brief discussion about the budget and the Board agreed that line items provide spending guidance and the total budget for administration, operating expenses and capital are the definitive budget for each category.   As such, we will continue past budget practices which allows the budget grouping to be the controlling budget amount.  Grubb also reminded the Board that we will be bringing a current year budget resolution to them in January once our capital project numbers are available. Schutz talked about the plans he has for spending the technology budget over the rest of the year and gave a brief history of technology matters.  There was discussion about the impact home and in-library electronic resource access has had on the technology infrastructure of the Library System.

Board packets included the December training report and two thank you notes to Library Staff. There was also a LGLP Ballot passed to the board members for review.

Board packets included a calendar for the main libraries for January.  Grubb spoke about the winter reading programs (children and adults) that is funded by the Foundation.  The children’s response has been so good that more prizes had to be ordered.  Travis spoke about upcoming CFAC programs.  Grubb mentioned that Overdrive now offering streaming movies because of our statewide consortium.  He is not sure of the content yet but talked about it being available to smartphones, tablets as well has home computers.

Public Comment:

Old Business:
a.    SCL building update – Grubb stated we are through legal review and the project has been put out for bid.  There will be a pre-bid meeting for anyone who is interested in the building project on December 23rd.  Kendall and Grubb will be working on the numbers for the project and will have them ready for Board to review in January.    
b.    Strategic plan update – It was agreed that there would be a Strategic Plan meeting scheduled at 5:00 pm on January 19th and the Board meeting would be moved to 6:30.  There was brief discussion about scheduling a budget workshop in February.
c.    Other – Volunteer update: Grubb has spoken with the necessary agencies about our community service volunteers and LGLP.   LGLP told Grubb that in order to utilize volunteers in the Library System, we should have a job description and an application process.  After a brief discussion, the Board agreed that the Library System should continue to utilize volunteers and that Jason and the Library Managers should refine the volunteer process in a fashion consistent with LGLP recommendations.

New Business:
a.    FY16 Budget - A workshop will be scheduled in February in preparation for submitting the preliminary budget to the County in March.
b.    FY15 Budget amendment process - A capital budget resolution will be prepared for Board review in January.
c.    Other - Bairoil post office may be closing and Grubb advised the Board that he would be emailing them a link to which will allow the board to share their opinions on the closing of the post office.  This possible closure would have an effect on the Bairoil library operations.
d.    Other - Grubb spoke about the upcoming Wyoming State Library Legislative Reception on January 22nd and the opportunity to speak with our legislators.  The State Library is planning to provide a Board Training session in conjunction with the Reception.  Grubb asked the Board to let him know if they are interested in attending. He also stated that there is a new Public Library Directors Handbook that he will email to the Board when he receives it.
e.    Other - New Website Update: Grubb spoke about our new website goals and the time and cost of having a new one designed for us. The museum had their new website affordably created by a Wyoming company and Grubb said the museum’s website is consistent with what was envisioned for the Library System.  Grubb said that once the site is created, the website will be hosted in-house and we will not incur a monthly hosting fee.  Library staff will be trained and will be the ones to maintain the site.  There was a brief discussion about vendors and cost and it was decided that the best route is to outsource the Library System’s web-site design.


County Commissioner’s Report:

Director’s Report:
Grubb highlighted items listed in his report.

Monthly Statistics:
Grubb highlighted the favorable year-to-date stats for EBooks, programs offered and children’s program attendance.  He also stated that the teen numbers were down and it shows how important staff is in connecting with this group.  He also commended two part-time employees who have done an excellent job keeping things running at SCL.

Personnel Report:

New Hires:

PT Youth Services Assistant transferred to FT Youth Services Manager at SCL - effective 12-8-14


Set Time and Location for Next Meeting:
The date for the next regular meeting will be Monday, January 19, 2015, at Sweetwater County Library at 6:30 pm and a Special Strategic Planning Workshop will be at 5:00 pm.  Grubb is going to look at available space and will let the Board know if the meeting needs to be moved to a different library.

Winger adjourned the regular Board meeting at 6:50 pm.