Regular Meeting of Board of Directors
Posted on Monday, January 19 2015

Minutes of the Regular Meeting of Board of Directors
January 19, 2015

The Sweetwater County Library System Board of Directors met in regular session on January 19, 2015, at Sweetwater County Library in Green River with the following present: Tim Winger, Chair; Shelly Wall, Vice Chair; Petri-Bullock, Treasurer;  Angela Shutran, & Barbara Van Matre, Board Member; Jason Grubb, Director; Barbara Kendall, Leora Kraft, Lindsey Travis, Michelle Maser, Nancy Venable, library staff.

Winger called the meeting to order at 6:43 pm.

Approval of Agenda:
Shutran made a motion to approve the agenda.  Van Matre seconded and the motion carried.

Approval of Minutes:
Shutran made a motion to approve the December regular meeting minutes and Strategic Planning Workshop minutes.  Van Matre seconded and the motion carried.

Financial Report and Approval of Expenditures:
January and December Checking Account Activity reports were passed for Board signatures.  

The January Current Investments Report shows the amount of the transfer that is necessary to cover expenses is $0.  Grubb explained that the Library System had deposited a check from the County during the month no monthly transfer was required.
At the end of January we will be 7/12 through the fiscal year, a percentage of 58.3%.  The January Budget Analysis Report income is at 59.6%, administration expense is at 54.3%, operating expense is at 49.0%, capital expenditures is at 0%, and total expenses is at 53.1%.

Board packets included the January training report and a thank you note to Sweetwater County Library from Enroll Wyoming.

Board packets included a calendar for the main libraries for February.  Grubb spoke about some of the upcoming events and the visit from Author Shannon Hale in March.

Public Comment:

Old Business:
a.    SCL building update – Grubb stated one bid was received totaling $54,600.  Plan One had added to the bid proposal to include any carpet repair and he stated the project should take about 4 days to complete.  The bid contract is awaiting review by legal counsel before proceeding.  Wall made a motion to grant Board Chair; Tim Winger the ability to sign the completed bid contract when completed.  Perti-Bullock seconded and the motion carried.   
b.    Strategic plan update – Grubb was directed to come up with goals and email them to the Board before the next meeting for review.  His proposed goals will be discussed at the next Board meeting.
c.    Other – FY16 Budget process: there was discussion about the FY16 preliminary budget and this year’s budget process.  Grubb stated we have not received any direction from the County yet and that we will be appointed a new Commissioner Liaison at the next meeting.

New Business:
a.    FY15 Budget Resolution- Grubb explained the necessary capital projects that the Library System was asking to complete and the reason for the extra cash on hand. The following resolution was read and presented to the Board.

           NOW THEREFORE BE IT RESOLVED, that the Board of Directors of the Sweetwater County Library System, having held a public hearing on the action, does hereby formally amend the 2014-2015 budget of the Sweetwater County Library System as follows:
-    Capital expenditures is increased by a $100,000.00 from $0.00 to $100,000.00.

Petri Bullock made a motion to approve the resolution of the FY15 Budget to reflect the $100,000 for capital expenditures. Shutran seconded and the motion carried.


County Commissioner’s Report:

Director’s Report:
Grubb highlighted items listed in his report. He stated he has been concentrating on keeping the Libraries staffed with the flu going around. Grubb also let the Board know that the state spelling bee was looking for volunteers to judge the contest.  He also spoke about meeting the new Green River mayor and parks & rec director, as well as collaborating with the CDC on programing.  He also stated that the Foundation should be back up to 5 members after the next meeting and mentioned new proposed legislation to extend the endowment challenge and allow Libraries to partner on raising funds.  Grubb also stated he would be attending the Legislative session at the end of this week.

Monthly Statistics:
Grubb highlighted the favorable year-to-date stats for Circulation and attributed the numbers being up for the month due to the Winter Reading program.  He discussed the Hoopla usage being overall good for the month and the program decrease because of the low staff numbers.  He also stated that until fully staffed, the teen programming at Green River would be limited.

Personnel Report:

Set Time and Location for Next Meeting:
The date for the next regular meeting will be Tuesday, February 17, 2015,  Rock Springs Library at 6:00 pm.

Winger adjourned the regular Board meeting at 7:22 pm.