Regular Meeting of Board of Directors
Posted on Tuesday, October 13 2015


Minutes of the Regular Meeting of Board of Directors

September 21, 2015


The Sweetwater County Library System Board of Directors met in regular session on September 21, 2015, at Sweetwater County Library in Green River with the following present: Shelly Wall, Vice-Chair; Debbie Petrie-Bullock, Treasurer; Debbie DeBernardi, and Barbara Van Matre, Board Members; Jason Grubb, Director; Barbara Kendall, Jacquie Kramer, Michelle Maser, Lindsey Travis, library staff; and Doc Wendling, County Commissioner.


Wall called the meeting to order at 6:01 pm.


Approval of Agenda:

DeBernardi made a motion to approve the agenda.  Van Matre seconded and the motion carried.


Approval of Minutes:

DeBernardi made a motion to approve the August regular meeting minutes as well as the August workshop minutes.  Petrie-Bullock seconded and the motion carried.


Financial Report and Approval of Expenditures:

August and September Checking Account Activity and Void check reports were discussed.  There was a brief discussion about the new monthly obligation transfer check and the new process of approving the transfer through the use of a second checking account activity report for that account.   The Board also discussed moving to a consent agenda but no final action was taken.  Van Matre made a motion to approve the checking account activities expenditures. DeBernardi seconded and the motion carried.


At the end of August we will be 3/12 through the fiscal year, a percentage of 25.0%.  The September Budget Analysis Report income is at 3.0%, administration expense is at 24.2%, operating expense is at 19.2%, capital expenditures is at 0%, and total expenses is at 22.9% , leaving us 2.1% unspent.


Van Matre asked if we have enough cash to get to our next large tax distribution and Kendall confirmed that we do.


Forms were passed to for signatures to authorize Barbara Kendall to have the ability to manage the Wells Fargo Credit cards.




Board packets included a resignation letter from Shelly Wall, Vice-Chair, a thank you from a folk singer who had performed for the Library, a LGLP Board nomination letter and the Fall Events guide.  The September’s Training report was included also.


Wall spoke about serving on the Board and was thanked by all for her service.



Travis spoke about the Fall Events Guide and some of the upcoming events: Zombie Walk, Harry Potter Party, and Ghost Walks.  Grubb spoke about the new Library website and the database providing driver license practice tests.  Travis spoke about the Library Card Sign-up month efforts and the great response they had received from the applications passed out in the schools.


Public Comment:



Old Business:

  1. Policy Manual update – Board packets included the proposed new policy manual.  Grubb explained that it had now been through two legal reviews and he explained the changes that were suggested by the legal reviews.  Petri-Bullock made a motion to adopt the Policy manual. Van Matre seconded and the motion carried.


  1. Bairoil Lease - Grubb explained there was no lease to discuss but that the town was looking to close down the school building.  Eventually the town is looking to move two modular units from School District #1 in Rock Springs – one for the library and one for a health clinic.  Grant funding is being explored as one way to pay for the moving and setup costs in addition to asking the library to help pay for the move costs.  After discussion, it was decided that the Board would wait for a specific request from the town after it considered all its options and made a final decision on how it intended to proceed in identifying a location for the Bairoil Library for its 97 residents.


  1. Other – None



New Business:

  1. Holiday and Board Calendar - The 2016 Holiday and Closures list was included in the Board packets.  Grubb talked about how other Wyoming library systems and Sweetwater County closures differed from our list.  He also mentioned the opportunity to move away from the floating holidays.  DeBernardi made a motion to approve the 2016 Holiday and Closures list and 2016 Board Meetings list as presented.  Van Matre seconded and the motion carried.  The December 21, 2015 meeting was also discussed and the Board decided to leave the meeting date as originally scheduled.


  1. Other- None



A contract between the Sweetwater County Library System and Sierra Nevada Books LLC for the internet-based sales of used books was signed by Jason Grubb as of August 5, 2015.  Sales proceeds net of online sales fees and taxes will be split 50/50 between both parties.


An advertising contract between Community Fine Arts Center and Ziplocal  was signed by Debora Soule as of  August 19, 2015 for $168.00


An advertising contract between Community Fine Arts Center and North American Directory Services, LLP was signed by Debora Soule on August 25, 2015 for $150.00.


A contract between Community Fine Arts Center and Paul Taylor for a 5 day residency (September 28 to October 2, 2015) at Lincoln Elementary School was signed by Debora Soule on September 3, 2015.


Petri-Bullock made a motion to ratify all contracts. DeBernardi seconded and the motion carried.



County Commissioner’s Report:

Commissioner Wendling reported on the Bairoil meeting and stated that the Library is not in the moving business.  He said it is business as usual for the Commissioners but mentioned the declining state revenue expectations for FY2016 which could be in the $4 to $5 million dollar range for the County.  Wendling thanked Wall for her service, and Wall thanked him for the opportunity to serve.


Director’s Report:

Grubb spoke about many of the items included in his written report.  In addition he discussed the policy handbook, staff evaluation processes in the works, and a partnering with Lincoln middle school to utilize the 3D printers.  He mentioned participating in the CDC Family day and informed the Board of an empty space discovered under the concrete at the Rock Springs Library.


Monthly Statistics:

Grubb reviewed the new four page FY16 Statistics presentation for the month.  The report now shows the number of current library card holders and Grubb said he is interested in seeing the numbers after Library Card Sign Up month is over.  The EBooks Usage drop is believed to relate to technical difficulties at the state level.  Materials Added and Patron Visit statistics are good.  Programs are significantly down at this point in the year but Grubb anticipates that upcoming teen and children’s programming will impact this statistic.


Personnel Report:




New Hires:

Granger Branch Librarian eff. - 9/1/2015

WML Youth Service Assistant  eff. - 9/8/2015

Substitute eff. - 9/8/2015

Substitute eff. - 9/11/2015

Substitute eff. - 9/16/2015



Substitute Librarian to RSL Circulation Assistant eff. - 8/31/2015


Set Time and Location for Next Meeting:

The date for the next regular meeting will be Monday, October 19, 2015 at Rock Springs Library in Rock Springs at 6:00 pm



Wall adjourned the regular Board meeting at 7:00pm.