Teton County Library Board Meeting
December 19, 2007 -- DRAFT
Present: Andy Schwartz, standing in for County Commissioner liaison
Leland Christiansen; Bill Wotkyns, Anne Ladd, Holly Hunter, Amy Robinson,
Patricia Moeller -- library board members; Deb Adams, Library Director,
Isabel Zumel, Library Assistant Director, Bob McLaurin, TOJ Administrator,
and staff members Dail Barbour, Margaret Thompson, Kirsten Corbett,
and Suzanne Morlock; Missy Falcey, TCL Foundation Director.
Correspondence from the Public-None
Approval of Minutes
Anne moved to approve, Holly seconded, all in favor.
Section 215 Report
There were no requests under Section 215 of the Patriot Act.
Librarian's Report
Approval of Request for Leave of Absence
Alana Guarnieri, library shelver has requested a three month leave of
absence from 1/18/08-4/18/08. Her work will be covered by substitutes
and other shelvers. The purpose of the leave is to be with her elderly
parents. The leave has been discussed and approved by her supervisor
and Deb. All Leave of Absence requests require board approval according
to the personnel policies. Holly moved to approve the request, Amy seconded,
all voted in favor. Dail mentioned that Alana is a 7 year employee and
the library is fortunate that she will be returning.
Deb gave a short review of the librarian's report highlighting some
improvements to our public relations materials by using more photos
and the increasing number of days with over 1000 library patrons in
attendance as well as electronic use increases.
Organizational Structure Update
Deb informed the board that the library is 20 months into the organizational
structure process. She provided an organizational chart with positions
and staff. The next step is the transition of staff to their new positions
and departments. She recognized the help received from consultant Bob
McLaurin, particularly in the areas of the best processes to use to
implement both the staffing and physical reconfiguration. Bob thanked
the board for the opportunity to work with library-an interesting change
from his day job as town manager. He explained that he started by spending
time with Deb and the staff to better understand the present library
structure and the future one. He attended five meetings with different
teams and thinks from his perspective-we're there. Everyone understands
that it is a done deal. Bob stated that he had received some input asking
him to see if he could "stop it," referring to the reorganization.
He explained to the individual that that was not his job and tried to
explain it will get easier. He thinks we are over the hump. There will
probably be some changes over time but he thinks the improved structure
will work. He stressed that the most important consideration is always
how to build the organization and make it strong as we go forward. He
also stressed that he was very impressed with the level of dedication
of our staff-how much they care about their work. He then asked for
questions.
Deb then requested that Bob continue to help with the transition to
the new structure. His role would be to help determine the best ways
to support staff in their jobs and their future development. Deb would
like to extend his contract and enlist Bob's help with the training
for those next steps. Bill Wotkyns asked Bob how long would the extension
need to be and what would be the scope of work? Bob explained that he
would like to work with the management team to develop a training session
for staff that is centered on personal leadership and everyone's responsibility
to lead. Tools to increase personal effectiveness and broaden choices
would also be provided. He provides a similar training for town employees
and it usually is a day and a half. He thinks it gives a broader perspective
to employees in terms of how they look at their job. Bill mentioned
that he still has a concern for employee morale. Bob replied that everyone
is responsible for managing their morale. Part of the training will
be improving employees' skills in terms of making choices, and understanding
their responsibility for their choices. It encourages staff to have
ownership of their jobs and responsibilities. Deb and other management
team members will attend the town training to preview it for its fit
with the library. Bob also said he would furnish more details. The Board
agreed to this approach and will review the scope of work and costs
later.
Information Center Configuration Plan
Deb explained that staff will be moving into their new teams as of Jan.
1, 2008. A second piece of the reorganization is the physical reconfiguration
of the Information and Computer Center desks which will occur on January
21, 2008, when the library will be closed for Martin Luther King Day.
A small team worked on the plan and got it done in about a month. The
outcome of that group's work reflected one of the primary goals of the
reorganization, which is providing better service to patrons. The combination
of the Information desk and the Computer Center will add three computers
for the public, with plans to add more computers in the near future.
Isabel gave a short rundown of the changes and explained that training
is currently underway to help staff learn the skills necessary in their
new service points. Additional help will be provided in the first two
weeks by all staff to help facilitate the transition. Deb thinks the
new lay out will help patrons find the computers more easily and put
staff with research and computer expertise in closer contact with patrons.
The work on the Information Center reconfiguration also reflected a
second goal of the reorganization - more strategic decision-making.
The management team charged a small group of people, with the right
expertise and experience to find the solution. The group was given set
parameters regarding space, budget and time. The net result was that
they arrived at a plan within 30 days. In the past, this process would
likely have taken months and months, going through multiple team iterations.
The board then asked Andy if they could expect any "pink slips."
Andy said no and complimented the board on the great job they were doing.
Anne expressed concern about some of the inaccuracies in the newspaper
articles and asked if a retraction would be printed? Andy said that
the normal wisdom holds that trying to get the papers to retract just
extends the errors and drags things out. Andy expressed displeasure
especially about the Planet article as nothing he said in the interview
with the reporter was included. Andy explained that he was trying to
do damage control which didn't work very well. Bill expressed his disappointment
that the salary issue came up again. He thought the library board was
on an even keel with the County Commissioners about that issue. Andy
expressed disappointment as well that the issue had resurfaced. He reiterated
that the Commissioners' conversation centered on the budget process
and what changes, if any, would be advantageous to Teton County's budget.
Deb asked for some clarification about the definition of a County department.
Andy explained that departments are those parts of county government
that are not directed by an elected official. By statute, elected officials
can make independent decisions concerning their departments without
consulting the County Commission. The down side is that the Commissioners
have final approval over their budget which encourages cooperation.
Missy shared that the newspaper articles were disconcerting to the Foundation
and its supporters. She is worried about community reaction. Andy repeated
that he would be glad to help in any way to mitigate concerns. Deb asked
if further discussion about the budget would come up at the Commissioners
January retreat. Andy said maybe but probably very briefly.
Financials
Deb told the board that the fall property tax payments have come in
and our cash flow is secure. She will renew the CD that was held in
reserve in case we needed the money for our cash flow.
Approve Vouchers
Holly moved to approve the vouchers, Amy seconded, all voted in favor.
Facilities Planning
Main Library: Research on Timelines & Public Process
Deb and Dail did research on what a realistic timeline would be for
the main library. Based on the list below, the entire process would
take about 16 months.
" Process to identify priorities for space-one month
" Architect bid-RFQ-4 months
" Conceptual schematics-space assignments-3 months
" Happening concurrently-public awareness and information process
" Do forums with drawings when they become available-one month
" Board decisions-2 months
" Architect develops building design-6 months
Dail reported on architect comments. Generally, all felt it was very
tight and two indicated it would require extra help through partnership
with a larger firm. One local architect encouraged the library to request
planning/design money from the SPET tax due to the complexity of adding
to an existing building. Andy provided more information about the projects
discussed at the last joint town and county SPET meeting. He explained
that the boards felt pathways would pass and probably a START facility.
The Justice Center may/or may not pass as it is not as appealing as
the other projects. If it doesn't pass, the county will still have to
build a jail in the next ten years and probably try again on a SPET
ballot. He also shared that there are a lot of projects in line for
the tax. A short discussion then took place about asking for planning/design
money for both START and the library on this ballot. Andy said he would
talk to the CC about including them both.
Alta Branch Library
Andy informed the board that the county is still in negotiations with
the church. There is general county consensus that the church property
is the optimal location for the library. Deb asked for some input about
planning for Alta as we are six months away from the school's deadline.
What would be the latest the school would take a request for an extension?
She is also concerned about our budget deadline in terms of including
expenses related to Alta. Andy thinks that the county and the library
board will know something definite in the next four weeks. At that point,
decisions can be made and if needed, Plan B. He recommended the board
sit tight until the January meeting.
Andy reminded the board that by statute Amy has served two consecutive
terms and cannot reapply for a library board position. Her term expires
on June 30, 2008 and the position needs to be filled by July 1, 2008,
Andy encouraged the board to start talking now about possible applicants
for the position. He felt some people needed to be lined up before spring
break.
New Business
January-June 2008 Board Meeting Dates
Meeting dates were set by the board as follows:
January 17, 2008
February 21, 2008
March 20, 2008
April 24, 2008
May 22, 2008
June 19, 2008
Executive Session-Personnel Matter
Amy moved to go into executive session, Patricia seconded, all in favor.
The board returned from executive session at 4:55 p.m. No actions were
taken.
Holly moved to adjourn the meeting at 4:57; May seconded, all in favor.
Press
Room