Regular Meeting of Board of Directors
Posted on Thursday, May 04 2017

SWEETWATER COUNTY LIBRARY SYSTEM

Minutes of the Regular Meeting of Board of Directors

April 17, 2017

The Sweetwater County Library System Board of Directors met in regular session on April 17, 2017, at White Mountain Library in Rock Springs with the following present: Tim Winger, Chair; Debbie DeBernardi, Vice Chair; and Barbara Van Matre; Board member,  Jason Grubb, Library Director; Doc Wendling; Commissioner, Barbara Kendall, and Michelle Maser, library staff.

 

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

 

Approval of Agenda:

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

 

Approval of Minutes:

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

 

Financial Report and Approval of Expenditures:

The Board was emailed March Checking and April Account Activity, Budget Analysis, Balance Sheet and Void Check reports.  After a brief discussion about the nature of the insurance provided by LGLP and the negotiations in process with Hoopla, DeBernardi made a motion to approve the financial reports and expenditures.  Van Matre seconded and the motion carried.

  

Correspondence:

None

 

Announcements:

The White Mountain Library WyoCon flyer was included in the Board packet.

 

Public Comment:

None

 

Old Business:

  1. VSP Discussion – In March, Grubb was directed to ask staff about their interest in a potential voluntary separation package as one way of addressing a possible 10 percent budget cut.  Grubb reported that he had heard from about 6 part time individuals.  An analysis showed that many of these position would require re-staffing and our potential savings would be considerably less than our FY16 program savings.  Grubb thought our current plan involving using carryover funds as a one year answer to a budget decrease would negate the need to offer a vsp at this time.  Winger agreed and said a vsp is appropriate when we are facing involuntary terminations.  Grubb also said that it is easier to shift duties as attrition occurs rather than shifting a large amount of duties when a vsp is involved.
  2. Other - None

 

New Business:

  1. FY18 Funding Request Approval - Grubb presented two budget options for the Board to consider.  Both options relied on cash carryover funds as a one-time way to bridge the decrease in tax revenues and provided no capital budget.  If approved, we would be in a position in FY18 that we would have to ask the Commissioners for help if large, unexpected capital problems occurred.  One option had a 10% county funding reduction of $305k and one option had a 7.5% county funding reduction of $229k.  The 7.5% option included about $80k of additional funding to the admin budget for one position. 

 

Van Matre verified that the 10% option would result in a 2 year decrease of over $600k of county funding (actually $645k).Grubb said that we have currently assigned the Rock Springs Library Manager responsibility for the Sweetwater County Library as well.Staff is supportive of trying the dual assignment and doesn’t want to see any closures of our existing facilities.CFAC is currently expecting to shift 21 hours to library services.Concern was expressed that we might be one of only a few county agencies to submit a budget with a 10% reduction and wondered if we would be able to obtain more funding later for a library manager because we are trying to do without the position now.In response to a question about CFAC funding, Grubb said that it receives $10k from the school district and $25.6k (corrected) from the city of Rock Springs and the Rock Springs Library receives $23k (corrected) from the city of Rock Springs.Funding for both entities is required by Rock Springs city ordinance.Grubb noted that the new Rock Springs Library carpet and desk was completely funded by private donors over many years who wanted to ensure the downtown library remain open.Winger wondered about the CFAC since it appears to support Rock Springs and not the entire county.The County through the Library System however supports 90% of the CFAC budget.Van Matre said we need to have something budgeted for capital and mentioned that 1% would be about $30k.DeBernardi suggested we submit a 7.5% funding request but restore amounts to capital, materials and operations rather than only admin.DeBernardi moved that we request funding of $2,824,561 from the Commissioners after restoring capital and other lines as modified by Grubb. Van Matre seconded.The motion carried.

 

  1. Branch Library Services – Grubb noted that branch costs are primarily employee costs although two rural communities charge us rent.  He also said our ability to continue to provide digital resources is dependent on the final federal budget which may eliminate funding for this service.  He added that the current Farson school which houses our library is closing on June 6th and the new school will not open until August so we may not be able to provide library services in Farson this summer.  Grubb suggested we begin to approach these rural communities to have conversations about future library services.  It was suggested that volunteers may be able to provide rural services.

 

The Board also discussed CFAC program funding being used to support personnel costs rather than programming.After some discussion, the Board asked Grubb to reach out to the rural library communities and to set up a stakeholders committee to address sustainability of the CFAC.

 

  1. Other - None

 

Contracts:

None

 

County Commissioner’s Report:

  1. Wendling said he had been meeting with many county sources recently and believes that current valuations for FY18 are $2.4M short and sales tax is $350k short.  In May, the assessor may be able to confirm that January numbers went up.  The accounting manager is currently estimating a $2.4M carryover from FY17.  The Commission hasn’t yet talked as a group about the FY18 budget.  Wendling does not believe that there will be a straight 10% across the board budget reduction to all agencies.  He believes that lean times bring creativity and efficiency to county funded services and appreciates working with the Library Board who he considers proactive in addressing necessary budgeting matters.  He said he will support our funding request when we present it.

 

  1. None

 

Director’s Report:

Grubb mentioned that he had already mentioned many of the report items which were included in Board packets.

 

Monthly Statistics:

Monthly statistics were provided in the Board packets.  Overall:

  • Checkouts and Materials are down while Patron Visits remain solid.
  • Digital services are doing very well.
  • Programs Offered and Program Attendance are down.

 

Personnel Report:

Resignation/Terminations:

  None

New Hires:

  None

Transfers:

  None

 

Set Time and Location for Next Meeting:

The date for the next regular meeting will be Monday, May 15, 2017 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 7:11 p.m.