Regular Meeting of Board of Directors
Posted on Tuesday, July 26 2016

The Sweetwater County Library System Board of Directors met in regular session on July 18, 2016, at Sweetwater County Library in Green River 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; Barbara Kendall, Jacquie Kramer and Michelle Maser, library staff; and Doc Wendling, County Commissioner.

 

Winger called the meeting to order at 6:02 pm.

 

Approval of Agenda:

Grubb asked to add one item to Old Business - Bairoil update and one item to New Business – Capital Project Item. With these additions Petrie-Bullock made a motion to approve the agenda.  DeBernardi seconded and the motion carried.

 

Approval of Minutes:

DeBernardi made a motion to approve the June regular meeting minutes.  Petrie-Bullock seconded and the motion carried.

 

Financial Report and Approval of Expenditures:

The Board was emailed June and July Checking Account Activity, Budget Analysis, Balance Sheet and Void Check reports.  Van Matre made a motion to approve the financial reports and expenditures.  Petrie-Bullock seconded and the motion carried.

  

Correspondence:

Two thank you cards and a Board reappointment letter were provided in the board packages.  Winger thanked Petrie-Bullock for her service and congratulated her on her reappointment to the Library board.

 

Announcements:

Grubb announced that County Commissioner forums would take place on August 8th at White Mountain Library.  The Democratic candidate forum is scheduled at 6 pm and the Republican candidate forum is scheduled at 7 pm.

 

Public Comment:

None

 

Old Business:

  1. Library hours – After a lengthy discussion of the issue and the survey results, the Board considered Grubb’s initial proposed hours of operation at our main libraries.  In particular, the Board felt that Saturday hours could revert to our previous Saturday hours of 12 to 5, rather than 11 to 4.  The Board eventually decided to not make a final decision on the specific hours of operation at the main libraries.  Instead, the Board authorized Grubb to change hours of operation in response to the needs of the community, budget constraints and the ability to staff our libraries.   Although we are currently planning to maintain a consistent set of operating hours at all main libraries, the Board was open to different hours of operation for individual libraries if that allowed the public to be better served.  The discussion resulted in the following initial hours of operation for Grubb to consider:
  • Monday - Thursday: 10 am - 8 pm
  • Friday: 10 am - 6 pm
  • Saturday: 12 pm - 5 pm
  1. Bairoil Update – Grubb said the Bairoil received no bids on its ADA ramp project.  The town has put about $38,000 so far into the new modular and now expects that the ramp will cost another $10,000 and the skirting will cost around $5,000.  The town hopes that the building will be ready for occupancy sometime in September.  Grubb and Kendall have looked at the FY17 budget and haven’t been able to identify a way to help with the remaining expenses given the severity of the next fiscal year.  The Board renewed its offer to pay for a year’s rent in advance.
  2. Other – None

 

New Business:

  1. Capital Project Item – Grubb reminded the Board that FY17 offered the opportunity for some capital spending on a one-time basis.  Grubb said that the brick work at the front entrance of White Mountain Library was a safety issue and was in need of repair.  We are currently in the process of receiving contractor quotes and expected the project would be in the range of $6,000 to $8,000.  Grubb asked the Board to provide him with guidance on how they would like to proceed and whether they would like the quotes brought to the Board Meeting for their consideration.  After a short discussion, it was decided that the quotes could be considered by the Board in its August meeting.  If the project needed to be addressed prior to the meeting, Grubb was advised to review the matter with Winger prior to sharing information with the other Board Members.
  2. Other – None

 

Contracts:

A contract between Sweetwater County Library System and Southwest Counseling Service to continue our Employee Assistance Program for the current fiscal year was signed by Jason Grubb on July 6, 2016.

 

A work experience training agreement between Sweetwater County Library System andWyoming Department of Workforce Services for 300 hours of service reimbursement for White Mountain Library was signed by Jason Grubb on July 7, 2016.

 

A work experience training agreement between Sweetwater County Library System andWyoming Department of Workforce Services for 300 hours of service reimbursement for Sweetwater County Library was signed by Jason Grubb on July 7, 2016.

A work experience training agreement between Sweetwater County Library System andWyoming Department of Workforce Services for 300 hours of service reimbursement for Rock Springs Library was signed by Jason Grubb on July 7, 2016.

A maintenance and supply agreement between the Sweetwater County Library System and Copier & Supply Co., Inc. for the "C" Street Library public copier service was signed by Jason Grubb on July 18, 2016.

 

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

 

County Commissioner’s Report:

Wendling shared his opinion that the Library System has done everything that it is financially capable of in assisting the Town of Bairoil with the costs of moving the new modular unit.  He mentioned that the town had a high valuation and is also looking into open pit waste disposal in the future.  He plans to attend the next town council meeting the matter and will keep us informed of what he learns.

 

Director’s Report:

Grubb briefly talked about his report included in packets.

 

Monthly Statistics:

Monthly statistics were provided in the Board packets and include stats are for the entire fiscal year (July 1, 2015 - June 30, 2016).  A summary of the results are:

  • 2,410 new patrons signed up for library cards.  
  • Circulation was up in all areas - adult materials, juv materials & digital content.  
  • Patron visits were even with FY16. 
  • Computer usage numbers are shown as down slightly (3.1%) - but do not include wifi stats that were included in FY15 numbers.  This mean we almost had as much computer usage in FY16 without including wifi stats as we did in FY15 when wifi stats were included.  We gave up the ability to collect exact wifi usage numbers in FY16 in order to provide an easier way for patrons to access the wifi. 
  • Even though we offered less programs last fiscal year (4.2% less) - program attendance was only down 0.2% or 102 attendees.

 

Personnel Report:

Resignation/Terminations:

Manager of Acq/Cat/Processing eff. 6/30/16

Reference Librarian/Outreach Coordinator eff. 6/30/16

Reference Librarian-SCL  eff. 7/5/16

Homebound/ Outreach Coordinator  eff 7/15/16

New Hires:

WIA- Youth Services WML eff. 6/21/16

WIA- Youth Services SCL eff. 7/11/16

WIA- Youth Services RSL  eff. 7/11/16

 

Transfers:

Public Relations Specialist to RSL Library Manager eff. 7/1/16

Set Time and Location for Next Meeting:

The date for the next regular meeting will be Monday, August 15, 2016 at White Mountain Library in Rock Springs at 6:00 pm.

 

Adjourn: Samulski moved to adjourn the meeting.  Petrie-Bullock seconded and the meeting adjourned at 6:59 p.m.