Regular Meeting of Board of Directors
Posted on Monday, May 16 2016

SWEETWATER COUNTY LIBRARY SYSTEM

Minutes of the Regular Meeting of Board of Directors

April 18, 2016

 

The Sweetwater County Library System Board of Directors met in regular session on April 18, 2016, at White Mountain Library in Rock Springs with the following present: Tim Winger, Chair; Debbie DeBernardi, Vice Chair; Debbie Petrie-Bullock, Treasurer; Barbara Van Matre and Travis Samulski, Board Members; Jason Grubb; Library Director, Leora Kraft, Barbara Kendall, Debora Soule, Bryan Schutz, Lindsey Travis and Michelle Maser library staff; and Doc Wendling, County Commissioner.

 

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

 

Approval of Agenda:

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

 

Approval of Minutes:

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

 

VanMatre made a motion to approve the special April 11, 2019 budget workshop meeting minutes. DeBenardi seconded and the motion carried.

 

Financial Report and Approval of Expenditures:

The Board was emailed March and April Checking Account Activity, Budget Analysis, Balance Sheet and Void Check reports.  Debernardi made a motion to approve the financial reports of expenditures. Petri-Bullock seconded and the motion carried.

  

Correspondence:

A thank you card for helping with the SD#1 Family Resource program was provided in the Board packets.

 

Announcements:

Travis mentioned the upcoming WYO Con event to be held on Saturday 23rd at WML.   She also spoke about the puppet show at RSL and Fancy Nancy party at SCL.  Soule shared information about the CFAC 50th Anniversary fundraising dinner on May 14th.

 

Public Comment:

None

 

Old Business:

  1. None

 

New Business:

  1. FY17 Budget Request Approval - The Board was provided with three alternative budgets to consider: one showing a 4.61% budget request reduction with no step raises, one showing a 4.25% budget request reduction with step raises and one showing a 20% budget reduction with $522,164 of excess spending.  Each of the three budgets presented eliminated two unfilled positions.  Grubb spoke about the uncertainty of the next few years and the Library System’s intention of offering a voluntary separation program (v.s.p.).  Grubb explained that the System is looking at reducing administrative cost and the v.s.p. may or may not achieve the 20% reduction the Commissioners had requested but was our starting point. Grubb explained the budget with the no step raises was the recommended one because it followed the County’s directive.  Wendling confirmed he thought that the Commissioners would freeze step raises and bonuses.  Grubb stated that we will have a meeting with the Commissioners on either May 17th or 18th to discuss the budget and he thought we would discuss the results of the v.s.p. offer at that time and amend our budget if appropriate.  Grubb thought that unknown healthcare program changes and rate increases might impact the timing of the adoption of the final County budget this year.  Grubb also talked about a meeting he will have with the Superintendent of School District #1 and Debora Soule; CFAC Director to discuss the future operations of the CFAC.  There was further discussion about the voluntary separation program, the current open positions, and material and operation reductions.  Grubb said that while he was trying to minimize the impact to patrons, there are studies showing the more money you put into Libraries the more relevant it is to the patrons. After further discussion, Petri-Bullock made a motion to submit the preliminary budget request with a 4.61% request reduction.  DeBernardi seconded and the motion carried.

 

  1.  Other- Voluntary Separation Program - Winger requested a copy of the separation plan be emailed to the Board and then a meeting would be set up for further discussion and adoption.

 

Contracts:

A contract between Community Fine Arts Center and Yuki & Tomoko Mack-Duo Pianists for $5,000 for a October 6, 2016 performance was signed by Debora Soule on December 1, 2015.  Van Matre made a motion to ratify the contract.  DeBernardi seconded and the motion carried.

 

County Commissioner’s Report:

Wendling stated that Grubb was following his budget direction and recommendation.  He said it is unclear how the budget will turn out and that we should be planning for the worst case scenario.

 

Director’s Report:

Grubb’s report was submitted as written.  Grubb highlighted his attendance of the Workplace Safety/Violence training and working on the budget and the free energy audit.  He also spoke briefly about the WYLD Annual meeting, the Directors retreat and the Wyoming Library Conference.

 

Monthly Statistics:

Monthly Statistics were provided in the Board packets. Grubb stated that checkouts are up, material added is in balance, and patron visits are slightly down.  Computers usage for the year is also down but this is because we no longer count Wi-Fi statistics the same way as last year or we would see an increase.  EBooks are up and so is digital content.  Programs offered is slightly down but attendance is still good.  Samulski asked if computer usage goes up in a recession and Grubb said that historically libraries are used more during times of recession.

 

Personnel Report:

New Hires: None

Transfers: None

Resignation/Terminations: RSL Manager - eff. 4/8/2016

Set Time and Location for Next Meeting:

The date for the next regular meeting will be Monday, May 16, 2016 at Sweetwater County Library in Green River at 6:00 pm.

 

Adjourn: The meeting adjourned at 6:52 pm.