November 19, 2009
DRAFT
Teton County Library Board Meeting
November 19, 2009
President Lisa Delaney called the meeting to order. Attending were board members Clark Heindl, Anne Ladd, Bill Wotkyns, and Patricia Mueller. Also present were Director Deb Adams, Foundation Executive Director Missy Falcey and her assistant Pauline Towers-Dykeman, Assistant Director Isabel Zumel and Facility Manager Dail Barbour. There was a guest attending as a part of her “homework” in the Leadership Jackson Hole program.
Correspondence from the public: None
Approval of Minutes: Dail will have the October and the November minutes ready for board approval at the December meeting.
Section 215 Report: There were no requests under Section 215 of the Patriot Act.
Friends Report: The Friends have provided great staff support this month serving a staff breakfast on the same day as the volunteer luncheon. Another new effort by the Friends is shelf reading parties.
Foundation Report: Missy reported that Barry Lopez tickets were gone in four days which is a very good response. There are 100 tickets left for the Four Seasons party with only two weeks to go so she is expecting that we will sell out again.
Financials
—Monthly Report
Deb reported that expenditures are low as November is traditionally a slow month. Delinquent taxes are also coming in slowly and she is tracking this with the county. The good news is that health insurance rates might not go up next year as county employees had a healthy year.
Action Items: Approve Vouchers & Approve Renewal of TCL Investment Policy
Anne moved to approve the vouchers as presented, Patricia seconded, all voted in favor. Deb explained that there were no changes in the investment policy and asked the board for their annual approval. Bill moved to approve the investment policy as presented to the board (copy attached), Anne seconded, all voted in favor.
Librarian’s Report
—Staffing update: Vacancies
The board and Deb noted that the Commissioners had finally given approval to fill the Collection Development Coordinator and the Teen Program and Volunteer Coordinator positions. The Collection Development Coordinator will be advertised in and out of house as it has more educational requirements. We are also advertising through the State Library and the MPLA (Mountain Plains Library Association) site. The teen and volunteer positions will post in house initially. If these positions are filled internally, the library will have some other vacancies to deal with. In-house will now include posting on the county site as County Administrator Steve Foster has asked that all county jobs be posted to all county employees.
Deb will keep the commissioners updated and will ask them about refilling the Alta Branch library positions in the near future. Deb feels we will get a sense of Alta library use very quickly and will definitely need to rehire staff to handle volume. She is considering taking the current empty hours and splitting them into a library assistant and a library page positions, both part time. The library page would also be trained as a substitute to provide better back up for staff absences. She would like to advertise after the first of the year in order to give us a chance to get more information about Alta needs.
—Leave of Absence Requests: Heidi Huseby and Lynn McDowell, both substitutes, are requesting leaves of absence for medical issues. Bill moved to approve the leave of absence of six months for Lynn and four months for Heidi. Clark seconded, all voted in favor.
—Records Retention Policy: Clark moved to approve the changes to the library Records Retention Policy as presented (attached), Bill seconded, all voted in favor.
—Alcohol Service Policy: Missy explained that a committee with library staff and Foundation and Friends representatives had come up with the final recommendation for the amendment to the library’s current policy concerning serving alcohol. Bill moved to approve the new amendment as presented (attached), Patricia seconded, all voted in favor.
—Approve Addition to Sick Leave Policy: This is an amendment proposed by the county to help staff deal with a possible flu epidemic. Clark moved to approve the amendment to the library policies as proposed by the county (attached), Patricia seconded, all voted in favor.
Facilities Planning
—Approval of Contracts
Dail informed the board that she wished to extend our current cleaning contract with White Glove and our snow plowing contract with 3-B construction. She said that both companies provide very good and timely service and she feels it is an advantage for the library to retain their services. The contracts have been reviewed by the County Attorney’s office. Bill moved to approve extension of the cleaning and snow plowing contracts, Clark seconded, all voted in favor.
—Main Library Facilities Timeline:
Currently, the word is that the Commissioners and the Town Council want to have the ballot issues chosen by the end of March with drop dead ballot language ready by April 15. The library is planning more public opportunities for comment in December as well as online and paper forms in the library. Forums are planned before the December board meeting. These will be two evening meetings on Monday, December 14 and Wednesday, December 16 from 5:30-7:00 PM at the library. They will be opportunities for the public to review and comment on preliminary building design options. The architects will also meet with staff before the board meeting for a similar review. The board will provide direction for the architects’ continuing work on Thursday, December 17 at their regular meeting.
The joint committee selected by the Commissioners and the Town Council will have their first meeting the first week after Thanksgiving before the JIM meeting in Dec. This group will go public with their timeline at that meeting.
After some discussion about the library timeline, the library board agreed to have another round of informational meetings (see attached) with public and staff before choosing a final design. The January board meeting will be on January 14 when a single building design will be presented for board approval. That meeting will be continued until January 21 when regular business will be conducted. Deb asked that the board compliment the staff on the great job they did on gathering comments and encouraging the public to participate. It was an outstanding example of networking and information sharing with the public.
—Architects Report on Public Input with Preliminary Design Ideas
The architects gave a presentation which contained the information in the “Teton County Library Expansion” document which is attached.
After the presentation, the next facility management group meeting was scheduled for November 30 at 2:00 PM. Bill moved to adjourn the meeting at 5:00 PM, Anne seconded, all voted in favor.
Dail Barbour
Administrative Assistant to the Library Board
