August 20, 2009
Teton County Library Board Meeting
August 20, 2009
President Lisa Delaney called the meeting to order. Attending were board members Bill Wotkyns and Anne Ladd as well as Director Deb Adams and Facility Manager Dail Barbour. Also attending was County Commission liaison Andy Schwartz.
Correspondence from the Public: None
Approval of Minutes: Bill moved to approve the July 23, 2009 minutes, Anne seconded, all voted in favor.
Section 215 Report: None
Friends & Foundation: No report
Financials
Monthly Report
Deb informed the board that their packets include the 2009 FY yearend report as reviewed by the auditor. She covered some of the issues: the property tax recovery money will be added to this fiscal year. Donna Bauer, the County Treasurer is anticipating that delinquent taxes will make up the rest. Deb noted that the library is into its cash reserve earlier than usual. Anne inquired about the impact of unpaid property taxes when homes go into foreclosure. Andy explained that the county would get the back taxes in the event of a sale and that, currently, this is not a very big percentage of the total.
The building and equipment section, 7000’s, had the most adjustments as the auditors determined a contra capital budget category was needed in order to indicate actual date of delivery of purchased items. The auditor asked about check for library materials that was written to Teton County Library’s account with the Wyoming State Library. He is going to check with his office about how this should be reported. July payables were reviewed. This is typically a light month for expenditures.
Approve Vouchers: Bill moved to approve the vouchers as presented, Anne seconded, all voted in favor.
Missy joined the meeting.
Librarian’s Report
Staff Update: The library has several vacancies. Allie Gillen, the Teen program coordinator, is leaving at the beginning of September to finish her master’s degree. A Tech services staff person, a 14 hours position, has resigned to take a full-time position elsewhere. Andy Angstrom, the volunteer coordinator, is leaving in November and the Alta part time position is not filled. The Commissioners are still reviewing and approving the filling of any county position. Deb and Isabel have gone to the Commissioners twice about the Teen Program Coordinator position, but have not yet received permission to fill the position. However, they have said that we could come back in September.
The Commissioners have asked questions about the library’s programs in general and in particular, have asked why the library doesn’t charge for programs similar to the Parks & Recreation structure. Deb commented that it is a challenging environment in which to ask for replacement positions. The county is trying to deal with priorities such as health and safety as well as regular government services. This makes across-the-board cuts difficult as well as probably not the best approach to allocate funds. Missy suggested that perhaps the county commission is not fully informed about what the library does and this is an opportunity for some continuing education. Deb explained that traditionally the county has paid for the basics, such as facilities, staff and collections, and the Foundation has provided the enhancements. She expects the library to continue this model with the Foundation. Board member Clark Heindl joins the meeting. The Foundation has funded some pilot programs for staff, college prep is an example, but if the program is determined to be a success, it is moved into the county budget in the next fiscal year. Andy suggested that a conversation with all the commissioners would be the most helpful otherwise it gets too complicated. Missy questioned if the Foundation assists in hard times-can we reverse the trend when times get better? Missy also pointed out that two and one half of the vacant positions are out of one team. This puts a lot of extra work and pressure on the remaining team members. The board suggested that Deb get on the September agenda of the Commissioners to request replacement of some of these library employees. Deb said that she would get letters of support from school and literacy programs which could help allay concerns about duplication of services. Andy pointed out that emphasizing the collaborative nature of the program could also speak to that issue.
Discussion of Fees for Library Services/Programs: As a follow up to the Commissioners’ questions about charging for library services/programs, Deb researched the Wyoming state statutes on libraries. State statutes (attached) describe the purpose of libraries – for information, educational, cultural and recreational purposes – and indicate that library services should be free. Deb furnished a small list of what the library does charge for currently. This included fines, copies, visitor cards, etc. Our library is part of a state cooperative which ensures that state residents can take advantage of library services throughout the state free of charge. Missy felt that the Foundation needed to do more education about their role in providing library services. Andy emphasized that having the commissioners come to the library and see firsthand what we are doing would be helpful. September 8 was suggested as school will have started which will help highlight student use. Missy felt that emphasizing the private/public partnership of the library and the foundation is of primary importance and suggested that she and Deb should do the tours. Pauline can also assist and perhaps teen representatives at different stations to share information would be helpful. All agreed we need to present a positive face and experience.
Facilities Planning
Main Library Addition-Preliminary Timelines: Dail has done eight tours so far which is a requirement to bid. Deb explained that staff teams are working on service delivery approaches and library functions to help provide the architect with input. We anticipate having this information available by September 20. The management team and Dail will pull in and refine the suggestions from October 1-15. The plan is to then have the architect meet with staff and the public in late October. The format for the public meeting would involve a presentation from the architect as well as stations with staff to answer questions and take input. We would also have other options: web input, written input, on site questionnaires, etc. There is a possibility for another public forum in November depending on the amount of input received in October. Our communication team is already working on our PR approach and materials.
Alta Branch Library-Construction Updates: The construction is on schedule, the windows are going in along with interior framing and completing the roof. The library will have great views and it’s the first thing every visitor notices. Deb shared the best news that Gretchen is returning to work full time.
Approval of Construction Payments: Dail asked the board to approve the latest pay application from Shaw Construction in the amount of $181,453.46. Bill moved to approve the pay application for $181,453.46, Clark seconded, all voted in favor.
New Business: None
Bill moved to adjourn, all voted in favor.
Dail Barbour
Administrative Assistant
Due to a combination of equipment failure and administrative assistant error, there is not a recording of this board meeting. Please check these minutes closely to be sure I have included everything. Kent and I have a procedure in place to avoid this snafu in the future. I am sorry that the meeting did not get recorded. Dail
