Regular Meeting of Board of Directors
Posted on Thursday, August 25 2016


Minutes of the Regular Meeting of Board of Directors

August 15, 2016


The Sweetwater County Library System Board of Directors met in regular session on August 15, 2016, at White Mountain Library in Rock Springs with the following present: Tim Winger, Chair; Debbie DeBernardi, Vice Chair; Debbie Petrie-Bullock, Treasurer; and Barbara Van Matre, Board Member; Jason Grubb, Library Director; Barbara Kendall and Bryan Schutz, library staff; and Doc Wendling, County Commissioner.


Winger called the meeting to order at 6:01 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 July regular meeting minutes.  DeBernardi seconded and the motion carried.


Financial Report and Approval of Expenditures:

The Board was emailed July and August Checking Account Activity, Budget Analysis, Balance Sheet and Void Check reports.  After a question about a vendor payment, Petrie-Bullock made a motion to approve the financial reports and expenditures.  DeBernardi seconded and the motion carried.



A copy of the quilt book donation letter was provided in the Board packets.



Grubb highlighted events in the Fall Events Guide which was included in the Board packets.  In particular, he asked the Board to be aware of the November 5th CFAC 50th Anniversary open house and sculpture unveiling.  The guide also includes information about national card signup month, changes to the story time schedule and planned holiday events.


Public Comment:



Old Business:

  1. White Mountain Library concrete project update – This project is to repair the bricks in front of the library and replace them with concrete while installing the new book drop.  Grubb said that two bids have been received and we hoped to receive another bid, the project was expected to cost somewhere between $7,500 and $9,000, the front entrance of the library is expected to be closed for 2 or 3 days, and it is hoped that the work can be performed later in August or early in September.  Winger directed Grubb to create a record of no reply contractors and to call for “best and final” quotes before proceeding.
  2. Other – None


New Business:

  1. Rock Springs Library drain issues – Petrie-Bullock said that she visits the Rock Springs Library often and on a recent visit she was told about a drain problem on the city side of the building affecting the women’s restrooms and sink.  Due to an employee misunderstanding “Do Not Use” signs were in use when she visited.  Further discussion with maintenance manager, Chuck Dittman, and Grubb clarified that the facilities were available to use and the sign was an error.  Grubb said the RSL City Board and Rock Springs City personnel were aware of the issue and our efforts to resolve the on-going matter.  Although frustrating, it has been 9 months since the last time there was a problem.  Ultimately the issue will involve the city if the pipes have collapsed.  The Library is fortunate that other restroom facilities are available on the other side of the building should we need to close down the ones on the city side.  After a brief discussion of the matter, the Board agreed that patrons should be directed to the alternative restroom facilities in the event of future problems.
  2. Board Member departure – Winger noted that Travis Samulski had left the area due to a business reassignment and thanked Samulski for his service on the Board.
  3. Other – None



A contract between Community Fine Arts Center and Altieri & Associates & Montana Skies for $3,500 for a September 15, 2016 performance & master's class was signed by Debora Soule on August 10, 2016.


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


County Commissioner’s Report:

Wendling said he had nothing new to report.


Director’s Report:

Grubb briefly talked about the report items included in packets and noted that Vista opportunities are related to coordinating projects rather than replacing vacant position.


Monthly Statistics:

Monthly statistics were provided in the Board packets and include stats are for the first month of the fiscal year.  A summary of the results are:

  • Checkouts were down the first month of the year.
  • Patron visits were approximately the same as this time last year. 
  • Programs offered and program attendance was up.


Personnel Report:



New Hires:





Set Time and Location for Next Meeting:

The date for the next regular meeting will be Monday, September 19, 2016 at Sweetwater County Library in Green River at 6:00 pm.


Adjourn: DeBernardi moved to adjourn the meeting.  Van Matre seconded and the meeting adjourned at 6:32 p.m.