Regular Meeting of Board of Directors
Posted on Monday, August 17 2015

SWEETWATER COUNTY LIBRARY SYSTEM
Minutes of the Regular Meeting of Board of Directors
August 17, 2015

The Sweetwater County Library System Board of Directors met in regular session on August 17, 2015, at White Mountain Library in Rock Springs with the following present: Tim Winger, Chair; Debbie Petrie-Bullock, Treasurer; Debbie DeBernardi, and Barbara Van Matre, Board Members; Jason Grubb, Director; Barbara Kendall, Jacquie Kramer, Michelle Maser, Bryan Schutz, Lindsey Travis and Nancy Venable, library staff; and Doc Wendling, County Commissioner; and Erik Venable a member of the public.

Winger called the meeting to order at 6:05 pm.

Approval of Agenda:

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

Approval of Minutes:

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

Financial Report and Approval of Expenditures:

July and August Checking Account Activity and Void check reports were passed for signatures.  Grubb and Kendall answered a few Board questions about payroll checks, Wells Fargo credit card payments and the new Mitchell 1 automotive database vendor that were included in the August checks.

The August Current Investments Report shows the amount of the transfer that is necessary to cover expenses.  DeBernardi made a motion to approve the transfer of $274,000.00 from Commerce Bank to cover expenses of $272,514.66 as of August 31, 2015, leaving $1,485.34 in the checking account.  Van Matre seconded and the motion carried. 

At the end of August we will be 2/12 through the fiscal year, a percentage of 16.7%.  The August Budget Analysis Report income is at 2.2%, administration expense is at 16.0%, operating expense is at 9.8%, capital expenditures is at 0%, and total expenses is at 14.4% , leaving us 2.2% unspent.

Commerce Bank had contacted Kendall during the month to update some of its bank records and processes.  After considering many options, Commerce Bank offered to provide SCLS with check stock so that future transfers from our Commerce Bank money market account to our Wells Fargo checking account would be made by business office staff by depositing a check created by Quickbooks.  This change will result in a new checking account activity report for Commerce Bank and the elimination of the current investments report.  After considering these matters, DeBernardi made a motion to authorize Board members to sign the prepared Commerce Bank paperwork.  Petrie-Bullock seconded and the motion carried. 

Correspondence:

Board packets included the August training report and a thank you email to the “C” Street Library.

Announcements:

The new Fall Events Guide for September through December was provided to the Board.  Although the Guide is not yet finalized, Travis wanted to show the Board the layout of what is in the works.  The Foundation has agreed to sponsor the printing of the Guide and librarians will be handing it out to patrons in September.  The Guide will also be available at the Chamber offices.  September is Library Card Signup month and the System has partnered with McDonalds to provide a free ice cream cone ticket to students completing a library card application.  Winger mentioned that the Guide could be distributed in the paper.

The fall book sale is scheduled for September 11th and 12th.  This year we are planning to bring back the “early bird” $5 special for patrons wishing to browse the book sale items on Thursday evening.

Public Comment:

None

Old Business:

  • Policy Manual update – As directed in the policy workshop, Grubb will make a few changes before sending the policy to the county attorney for a final legal review.  It is hoped that the review will be completed quickly and the Board will be able to consider approving the final version at our next Board meeting.  Commissioner Wendling asked that Grubb text him the name of the attorney assigned to the review so that he might follow up on their expected review time frame.
  • Bairoil Lease - Grubb and Commissioner Wendling attended the Bairoil town meeting to listen to concerns about the library.  Grubb said the town residents are very supportive of the library and that the town is unsure of their plans for the building.  It has roof and water problems and is unoccupied except for the library.  Once the town has considered all its options, the Board will be able to consider a new library lease.  Our lease extends through the end of the year and the System has brought in a port-a-potty after the water to the building was turned off.  Grubb believes the rumors about closing the library were addressed during the town meeting.

Other – None

New Business:

Other - None

Contracts:

A contract between the Sweetwater County Library System and Mitchell 1 (Mitchell Repair Information Company LLC) for three ProDemand Repair only licenses for $899 each was signed by Jason Grubb.

The Board agreed that Grubb was able to sign this license agreement.

County Commissioner’s Report:

Commissioner Wendling reported that he appreciated that Grubb had attended the Bairoil town meeting.  He requested that five copies of the Fall Guide be provided to the County so that they could be shared with all the Commissioners.

Director’s Report:

Grubb spoke about many of the items included in his written report.  In addition he said that 15 of 30 job descriptions have been updated over the past month.  Outside evaluation training was more expensive that planned and internal training options are being considered.  Our new website is days away from going live:  Schutz is prepared to move the website to our servers after the library closes Monday evening and Travis is planning to update event links on Tuesday.  Overdrive will soon have Kids and Teens Reading Rooms which will allow us to work closer with the schools.  Lastly, Grubb reported that two thirds of the library staff responding to mission poll had preferred option two: Our mission is to connect people, information and ideas to enrich lives and strengthen community.

Monthly Statistics:

Grubb reviewed the new four page FY16 Statistics presentation for the month.  The report now shows the number of library card holders remaining after the database was purged for patrons who hadn’t used their library card during the last three years.  Grubb focused on the Youth number and said we hope to effect that number during our Library Card Signup campaign in September.  We have started the year processing items faster than last year.  In Online services, we are now counting library sessions.  July programs and attendances are negative compared to the prior year and Grubb believes this highlights the need to connect with summer school students differently next year.

Personnel Report:

Resignation/Terminations:

Rural Librarian- effective 7-28-2015

New Hires:

None

Transfers:

None

Grubb announced that the Granger Library will be moving into the new Community Center building in September.

Executive Session – none

Set Time and Location for Next Meeting:

The date for the next regular meeting will be Monday, September 21, 2015 at Sweetwater County Library in Green River at 6:00 pm

Adjourn:

Winger adjourned the regular Board meeting at 7:05pm.