Regular Meeting of Board of Directors
Posted on Monday, November 09 2015

SWEETWATER COUNTY LIBRARY SYSTEM

Minutes of the Regular Meeting of Board of Directors

October 19, 2015

 

The Sweetwater County Library System Board of Directors met in regular session on October 19, 2015, at “C” Street  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, Michelle Maser, Lindsey Travis, and Bryan Schutz, library staff; and Doc Wendling, County Commissioner.

 

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

 

Approval of Agenda:

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

 

Approval of Minutes:

Van Matre made a motion to approve the September regular meeting minutes.  DeBernardi seconded and the motion carried.

 

Financial Report and Approval of Expenditures:

The September and October Checking Account Activity, Balance Sheet and Void Check reports were discussed.  The Balance Sheet was provided to show fund balances.  After a brief discussion it was determined the balance sheet should be emailed monthly as well as being included in the board packet.  The Void Check report will also be emailed monthly.  DeBernardi made a motion to approve the financial reports of expenditures. Petrie-Bullock seconded and the motion carried.

  

At the end of October we will be 4/12 through the fiscal year, a percentage of 33.3%.  The October Budget Analysis Report income is at 4.7%, administration expense is at 32.0%, operating expense is at 29.3%, capital expenditures is at 0%, and total expenses is at 31.1% , leaving us 2.2% unspent.

 

The Wells Fargo Business Elite Card program offer was discussed.  Kendall reviewed the email from Joel Wagenman outlining the features of the program.  After discussion, Van Matre made a motion to sign up for the Wells Fargo Business Elite Card program.  Petrie-Bullock seconded and the motion carried.  Forms were passed for two Board signatures at the conclusion of the meeting.

 

 
 

Correspondence:

A thank you from the Green River Girl Scouts and the October Training Report was included in the board packet.  After a discussion of the Training Report it was determined that it would be discontinued in the future.  Grubb agreed to cover significant training events in his Director’s Report.

 

Announcements:

Travis announced that Wyoming Library Snap Shot Day (where pictures and library patron comments are collected) is tomorrow.  Additional events scheduled this week are: RSL’s puppet show on Tuesday at 6:30 pm and WML’s Basque Music/Reading programs on Wednesday at 7 pm.

WML’s Halloween Carnival will be held on October 31st.

 

Public Comment:

None

 

Old Business:

  1. Policy Manual update – Grubb discussed wording changes that were included in the policy manual as a result of managerial staff review.  The Board agreed that the changes were clarifying language and did not require re-adoption of the policy.  Petrie-Bullock mentioned that all policy changes should be dated.

 

  1. Bairoil Lease - Grubb explained that the Town of Bairoil now intends to purchase and move two modular buildings – one for the library and one for a health clinic – to the town.  The Library System is not being asked to assist with moving the modular but the new facility’s rent will double.  In addition, we will continue to be responsible for water and sewer and internet and phone service.  We will also be responsible for gas and electricity.  Hopefully the modular will be set up and available to move into sometime during the next two months.  Commissioner Wendling announced that he will be traveling to Bairoil on Wednesday evening for the Bairoil town meeting and said he will ask where the new library will be located.  After discussion, it was decided that the new lease should be made between the Director and the Town of Bairoil.  Grubb should ensure that we have appropriate termination clauses and seek the Board’s help if he is troubled by any lease provision.

 

  1. Other – None

 

New Business:

  1. Vice Chair Election - Van Matre suggested that the election be tabled until the next meeting so that the new appointed Board member can participate.  The Board agreed and the election was tabled.

 

  1. Other- None

 

Contracts:

A Document G701 - 001 change order between Sweetwater County Library System and Concrete Stabilization Technologies, Inc. to increase the contract time to complete the Sweetwater County Library stabilization work project by 21 days was signed by Timothy Winger, Board Chair on September 23, 2015.

A Document G701 - 003 change order between Sweetwater County Library System and Concrete Stabilization Technologies, Inc. to reduce the contract sum to complete the Sweetwater County Library stabilization work project by $336 (from $54,600 to $54,264) was signed by Timothy Winger, Board Chair on September 23, 2015.

A Performance Contract between Community Fine Arts Center and Todd Green for a performance on November 12, 2015 and two 60 minute high school educational programs for a total cost of $2,950 was signed by Debora Soule on September 28, 2015.

 

DeBernardi made a motion to ratify the contracts. Van Matre seconded and the motion carried.

 

County Commissioner’s Report:

Commissioner Wendling said that our new Board Member appointment is on the Commissioner’s agenda for tomorrow’s meeting.  He mentioned visiting Granger for a town council meeting and having the opportunity to see the new community building and library.  The new library space is wonderful should be opened within the next month.  Wendling also discussed the County Treasurer’s declining revenue announcement.  Although the decline is estimated to be around $6 million dollars, Wendling believes it might grow to $7 million dollars and last for 4 to 5 years.  He said that 30% of county revenues are from oil, gas and coal and valuations are down for these items.  The other 70% still has strong valuations.

 

 

Director’s Report:

 

Grubb spoke about many of the items included in his written report.  He said that three rural branch charges are not included in his report: Granger Library is moving to its new library space soon, Farson school plans are moving forward and he has begun talks with school officials and Bairoil Library will be moving by the end of the year to a modular which has previously been used as a school library.  Grubb mentioned his hopes to host the 2017 or 2018 WLA conference in Sweetwater County and his participation on the conference planning committee.  He also discussed a few upcoming issues that are on his radar:  obsolete archival equipment requires alternative plans to be formed for when the Wyoming State Archives stop microfilming local newspapers, the state’s hiring freeze will have some effect on how the state library conducts its business and the book recycling challenges that the industry faces will probably result in more ongoing book sales at the libraries.  Grubb said we currently have one open position for a YA librarian, Library Managers are participating in various managerial training webinars and will be in a local training class tomorrow.  Grubb is currently working on an Employee Expectation document and is expecting to begin the implementation of the manager evaluation program.

 

Monthly Statistics:

Grubb commented on last month’s library card signup efforts and noted that we have 499 new cardholders.  Total Checkout stats are holding steady but Grubb commented on the huge increase in audio book checkouts.  Patron Visit stats remain acceptable but computer usage has dropped somewhat.  Grubb noted that it’s hard to compare reference databases statistics to the prior year because of the new tracking program currently in place.  Grubb was pleased to highlight the Children’s and Teen program attendance number for the month which showed a 33.5% increase even though year-to-date numbers are still down.

 

Personnel Report:

Resignation/Terminations:

None

 

New Hires:

Substitute eff. - 10/2/2015

Substitute eff. - 10/12/2015

Substitute eff. - 10/12/2015

 

Transfers:

None

 

Set Time and Location for Next Meeting:

The date for the next regular meeting will be Monday, November 16, 2015 at Sweetwater County Library in Green River at 6:00 pm

 

Adjourn:

Van Matre made a motion to adjourn the meeting.  DeBernardi seconded and Winger adjourned the regular Board meeting at 6:46 pm.