Posted on Thursday, June 01 2017

Minutes of the Regular Meeting of Board of Directors
May 15, 2017
The Sweetwater County Library System Board of Directors met in regular session on May 15, 2017, at Sweetwater County Library in Green River with the following present: Tim Winger, Chair; Debbie DeBernardi, Vice Chair; and Barbara Van Matre; Board member,  Jason Grubb, Library Director; Doc Wendling; Commissioner, Leora Kraft, library staff.

Winger called the meeting to order at 6:00 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 April regular meeting minutes. DeBernardi seconded and the motion carried.

Financial Report and Approval of Expenditures:
The Board was emailed April Checking and May Account Activity, Budget Analysis, Balance Sheet and Void Check reports.  After a brief discussion about an employee payout and some new vendors used for the WyoCon event, DeBernardi made a motion to approve the financial reports and expenditures.  Van Matre seconded and the motion carried.

A thank you was provided in the Board packets from the Red Dessert Rodeo Royalty for the use of a facility.

Summer Events guide was handed out for review, Grubb stated the UPS Store is a big supporter of the Library System and offered deep discounts on printing for an advertisement space on the guide. Grubb also spoke about the collaboration with the Sweetwater Tourism and local Chamber of Commerces to provide solar eclipse viewing glass for the August 21 eclipse viewing event.

Public Comment: - None

Old Business:

  1. FY18 Funding Request Update – Grubb included a budget update worksheet with the effects of a 7.5% reduction in county funding and a 10% reduction in county funding. Also presented was a review of the budget for the past two years as compared to the FY18 request. Grubb asked Commissioner Wendling if he thought there would be much room for conversation at the budget meeting. Wendling did not think so. After a brief discussion, the board directed Grubb to support the library’s budget request that includes a 7.5% reduction in county funding.
  2. Other - None


New Business:

  1. End of Fiscal Year –Grubb recommended the June Board meeting be moved to June 26, 2017, in order to eliminate the need for a second meeting at the end of the fiscal year. This will also allow the Board to adopt the budget after the County has approved the library’s funding request. The board directed the business office to release any reoccurring and customary bills on the normal release date in order to not incur finance charges or issues. Bills will be ratified at the rescheduled meeting.
  2. Other - None


The following contracts were provided for review:

An agreement between Sweetwater County Library System and Opar, Inc. to provide a 50 piece 50th Anniversary Maurice Sendak memorial exhibition to be provided to the Community Fine Arts Center from June 11 through August 2, 2020 for a $10,000 loan fee was signed by Jason Grubb as of April 27, 2017.  The Foundation provided the upfront $5,000 payment and grants and/or the Community Fine Arts Center programming dollars will provide for the final payment.

An agreement between Community Fine Arts Center and Mahog Music (Men of Worth) for 2 performances (February 22 and 23, 2018 at the Broadway Theater) for $3,600 was signed by Debora Soule on February 15, 2017.

Grubb spoke briefly about the two events. DeBernardi made a motion to ratify the two contracts, Van Matre seconded and the motion passed.


County Commissioner’s Report:
Wendling said the county is projected to be short 4.5 million dollars for next fiscal year. There is an anticipated carryover of 2 million dollars. The commissioners are unsure at this time if carryover will be used to fund budget requests. Wendling spoke about the State Revenue meeting he attended in Saratoga and the discussions of creating new revenue for the state.

Director’s Report:
Grubb spoke about BP moving out of Wamsutter.  Superior is working to build a community center that would include the library. The Farson Library will not have any services for the summer until August when the new school opens. CFAC is organizing a friends group.  The staff meeting was organized to work on goals that the system and staff could accomplish within a years’ time.


Monthly Statistics:
Monthly statistics were provided in the Board packets. Grubb spoke about how a IMLS study showed that when libraries are funded less then usage is less. With less funding, the system has less ability to market services and programs. The staff is working hard to provide the best service possible with the funding that has been provided. The Board and commissioner commended the library staff on all their hard work.

Personnel Report:

Resignation/Terminations: - SCL Custodian effective 6-9-2017
New Hires: - None
Transfers: - None

Set Time and Location for Next Meeting:

The date for the next regular meeting will be Monday, June 26, 2017 at Rock Springs Library in Rock Springs at 6:00 pm.

Adjourn: Van Matre moved to adjourn the meeting. DeBernardi seconded and the meeting adjourned at 6:44 p.m.