Library Board Minutes

Teton County Library Board Meeting
Thursday, April 24, 2008

Holly Hunter,  Library Board Vice President called the meeting to order.  As Holly was attending the meeting via telephone, she asked that Amy run the meeting since she was present.  Anne moved that Amy be chair of the meeting, Holly seconded, all voted in favor.

Library board members present were Amy Robinson, Anne Ladd, Patricia Moeller, and Holly Hunter, via phone.  Guests present were Jill Harkness, Sara Budge, Gayle Lien, and Katherine Dawson.  Library staff present were Mark Abetz, Suzanne Morlock, Kurt Plagge, Dail Barbour, and Director Deb Adams.

Correspondence from the public
Director Deb Adams informed the board that Pam Shea, Teton County Superintendent of Schools had sent a letter authorizing the Alta branch library to remain in the elementary school through July 31, 2008. 
Deb also received an email from St. Francis of the Tetons indicating their willingness to partner with the Alta branch regarding possible space needs. The church said it would consider proposals.  An example would be programming such as story time.

Approval of minutes
Holly moved to approve the March 20, 2008 minutes, Anne seconded, all voted in favor.

Section 215
There have been no requests under Section 215 of the Patriot Act.

Financials
Monthly Report
Deb presented a short review of the status of the FY 2008 budget.

Patricia moved approval of the February and March vouchers, Anne seconded. Amy, Anne, and Patricia voted in favor and Holly abstained as she was not physically present to review the vouchers.
Librarian’s Report
Recommendation for Alta Branch Library Summer Hours
Deb asked the board to approve Alta summer hours for June and July.  Patricia moved to approve Alta summer hours as follows:  Monday-Friday 1PM-6PM and Saturday 9AM-6PM.  Holly seconded, all voted in favor.

Approval of April 30, 2008 Half-Day Closure
Deb explained that the library is doing a spring cleaning on April 30 and needs board approval to close for a half day and open at 1:00PM.
Anne moved to open the library at 1:00PM on April 30, 2008, Patricia seconded, all voted in favor.

Recommendation for Purchase of Self-checker Equipment & Contract
Recommendation for Purchase of Computer Time & Print Management Software
Mark Abetz, Teton County IT Supervisor provided a report to the board. 
Self-Checker
During the budgeting process for this fiscal year, 07-08, the then Circulation Team expressed a need and pointed out a demand for an addition self checkout computer to add to the one we currently have. $15,000 was included in our TCL Foundation budget for this. In February of 2008 our former Patron Services Supervisor Martha Maddox and I began the Request for Proposals (RFP) process. We solicited two prospective vendors and received one formal proposal. That proposal was from Integrated Technology Group (ITG) via SirsiDynix. Sirsi makes our Integrated Library System (ILS) that we use through the state library and the self-check must be compatible with. ITG is the same vendor that developed and supports are current self –checker. The proposal was reviewed and more than met our RFP requirements and we are recommending that we purchase ITG’s product at proposed cost of $11,520.06.
Computer and Information Center (CIC) and Youth Services (YS) Public computer scheduling and print management system
This system will allow us to offer our patrons and staff much greater flexibility in the scheduling the use of our public computers by adding scheduling automation to replace our current manual pencil and paper method. Patrons will be able to sign-up for computers the same way they always have by coming to the desk, but they will also be able to make current or future reservations from any of our public computers that we designate and very easily reserve a computer on their own. They can make reservations for our computers over the Internet and the potential (not included in the current proposal) for using a touch-tone phone system to reserve our computers. Also, the print management system will help us manage our public computer printers by using tools as simple as the patron having to click OK on a screen telling them how many pages and the cost before the job is actually printed. We can have a “print release station” that is manned at a public desk that would ensure that the patron has paid for the printout of War and Peace with color illustrations before it is allowed to print out.
We have been considering and investigating such software since 2003. $16,674 was budgeted for this purpose in the 07-08 TCL Foundation budget. Our Public Services Manager Suzanne Morlock, Computer and Information Services Supervisor Kurt Plagge and I began the RFP process in February, 2008. We received three formal proposals. One was eliminated early on because we felt that they could not meet basic requirements stated in our RFP. Of the two remaining proposals, we viewed in-depth product demos, contacted references, conducted phone interviews with the prospective vendors and evaluated and agreed upon all of the proposals as a team. We also held a very productive information session with our Public Services staff on the proposed systems and we’ll be involving a smaller group of directly involved staff to plan the implementation of the selected system.
The two final proposals being considered were EnvisionWare at a proposed cost $9,794 and Comprise /SAM at a proposed cost of $9,585. We are recommending the EnvisionWare system at a proposed cost of $9,794 ($5,999 for software and optional $3,795 for on-site installation and training). It was very close between the two vendors. Major reason for our choice were that we felt that the method EnvisionWare uses to schedule computers better meets our patron and staff needs as opposed to the SAM system. Also, the EnvisionWare has a much more simple hardware and software architecture that also better suites our needs.
After Mark’s presentation, Patricia asked how many checkouts occur on the self checker now and Mark replied about 20% currently. Ann commented that the self checker was working much better than it did in the beginning.  Mark explained that IT had found ways to simplify and improve the process.  Patricia asked if there will be more self checkers and less human check outs.  Mark said all information indicates the library community is going that way.  Suzanne added  the advantage is that humans can do what they do better and let the machines do the basic functions.  This will ultimately provide more value for patrons as it is a better use of people’s skills. 
Deb clarified that the money for the purchases is in the Foundation budget.  However, the Library will pay and the Foundation will reimburse.  This was a recommendation from Keith Gingery in the County Attorney’s office in order to ensure that it is perfectly clear that the equipment is owned by the library.

Holly moved to approve the purchase of  the ITG self checker for $11,520.06 and signing the contract with the vendor.  Anne seconded, all voted in favor. Patricia moved approval of the EnvisionWare system for $9,794.00 and signing the contract with the vendor.  Anne seconded, all voted in favor.

Organizational Structure Update
Deb reviewed the staff meetings held on April 2, 3, and 9.
Bill Wotkyns attended as the library board representative.  Deb explained that the first two days were reports from each team using the SWOT (Strengths, Weaknesses, Opportunities, Threats) process.  On the third day,
Bill helped synthesized general themes:  issues related to reorganization and more general library issues such as communication.  There was agreement to have groups get together to work on general themes.  There will be an opportunity for staff sign up for these groups and hopefully they can start ASAP. Deb will help with the start up through providing support & resources.  Supervisors also debriefed on the SWOT process and the third meeting in terms of how well it worked. The results were posted on the wiki and staff was encouraged to add additional thoughts.

A questionnaire was developed for staff to measure performance, results, and comfort levels.  This can provide a useful tool to help staff and supervisors to tailor learning opportunities.  An organizational survey, the Denizen survey, which deals with an organization’s mission, involvement, adaptability, and consistency, will also be conducted.  This survey is widely used and provides a benchmark which allows comparison with future surveys.  It is very valuable in terms of determining types of training needed.  Deb is anticipating that this will take place the end of May, will be on-line and completely confidential.  She prefers that all staff participate in order to get maximum benefit from the results.  The training based on survey results takes about a day and a half and will probably take place on two dates.
Bill Wotkyns, Library Board President, who was unable to attend today’s meeting, did send an email to board members covering much of the above information. He included an exit interview process suggestion which is already in place. He also suggested team managers attend library board meetings to help provide a good opportunity for cross communication between staff and board.

Facilities Planning
Presentation of Alta Branch Interim Options
After exploring a number of options for Alta, starting when library hours changed almost ? ago, the choices have slowly narrowed.  Most recently, three options were explored, a bookmobile, space in the Driggs City Center or another alternative space.  Due to non-availability of any alternative spaces, the choice at this point is a bookmobile.
Dail and Deb detailed the difficulty of finding used bookmobiles that were in acceptable shape.  The one currently being proposed is in very good shape and resale to the vendor is possible making it more cost effective.  Holly moved to approve purchase of the 1997 Grumman body, GM chassis Step Van bookmobile for $25,300.00.  Anne seconded, all voted in favor.  The board and Deb thanked the Alta community for their support through the transition period, particularly their attendance at community meetings and library board meetings in Jackson.
Katherine asked when the bookmobile would arrive and Dail thinks it will be sometime between the middle of June and the first of July.

Update on Alta Branch Library Long-Term Planning
Deb reported on the status of the land contract as some access issues surfaced in the title search.  However, the county attorney’s office is working through these and the church has assisted by granting a wider easement on their portion of the land.   The pre-application forms have been submitted to the Teton County Planning office and as soon as a date is set, Dail will attend this and get more detailed development requirements.  Andy Schwartz, County Commissioner liaison to the library board explained that the library project is not currently included in the moratorium as it is less than 20 acres.  The County Commission is also looking at funding options for the Alta library, primarily State of Wyoming consensus block grants for capital projects at this time.

Update on Main Library Planning
Andy provided information that the proposed SPET ballot currently contains money for planning a main library expansion.  This ballot funding request would be teamed with the START bus request for planning money.  Andy thinks the SPET requests will be on the August, 2008 ballot.  The Justice Center is the largest project proposed to be on this ballot and the amount of money it requires will have an effect on the other ballot issues and the length of time necessary to collect the funds.  The town and county are still meeting to determine the exact wording of the SPET ballot.  The Teton County Library Foundation plans to meet with START to offer their participation in a collaborative effort to raise public awareness of the use of the planning money.

Approval of Letter of Inquiry to Targhee Towne Water District
Dail explained her fact finding efforts to provide options for water for the Alta project.  She would like to request consideration of hooking up to the Targhee Towne Water District from their board.  This would provide information about the feasibility and the costs associated with this approach.  Anne moved to approve the submission of the letter (attached) as presented to the Targhee Towne Water District board.  Patricia seconded, all voted in favor.

The Library Board had a short conversation about new board members as Amy’s term is up.  Some possible replacements were mentioned and everyone was urged to recruit friends and neighbors who might be interested. Applications will be available in May from the County Commissioners’ office and new board members will be in place by July 1, 2008.

Holly moved to adjourn at 5:00PM, Patricia seconded, all voted in favor.