Library Board Minutes

Teton County Library Board Meeting
February 15, 2007

President Amy Robinson called the meeting to order. Present were board members Joe Albright, Anne Ladd, and Holly Hunter via phone. Also present were Foundation Director Missy Falcey, her assistant Pauline Towers-Dykeman, Leland Christianson, County Commissioner and new library board liaison, planning consultants Alex and Aaron Cohen, Director Deb Adams and staff, Dail Barbour. Visitors Rod Everett, Susan Centrella and Gayle Lien also attended the meeting.

Welcome to new Commissioner Liaison
Everyone expressed their pleasure at having Leland join the board as the Commissioner Liaison.

Approve Vouchers, Approve Minutes
Anne moved to approve the vouchers and minutes, Joe seconded, all voted in favor except Holly who abstained as she could not physically examine the vouchers.

Deb informed the board of several pieces of correspondence:
A follow up from St. Francis of the Tetons, the church next to the Alta library, concerning their visit at the last board meeting. They reported that they had inquired of the Bishop of Idaho about a possible space lease with the library and he had indicated his approval to proceed with possibilities.
Katherine Dowson asked to be kept informed.
Susan Centrella offered some suggestions for a temporary library in Alta.

Foundation Report
Missy informed the board that the Foundation has a new board member, Mike Rubenstein. He is in finance in Jackson Hole and she feels will be a valuable addition. She also shared information about some big events for the future, the former poet laureate of the US, Billy Collins, will participate in several programs starting June 4, 2007 and planning is under way for the winter Four Seasons event. She and Pauline provided information about the Foundation's efforts to be the leader in the community for providing high profile literary speakers and educators. They also reported that the Foundation's financial condition was good and on track. Joe asked Missy about possible Foundation support for new renovations or expansions of the library building based on the consultant's report. Missy replied that her preference would be to continue to support enhancements such as programming or technology in any new library expansion , not bricks and mortar. She feels that is appropriately the county's responsibility. She, of course, expressed the Foundation's intention to stay very closely involved with the process.

Friends
No Report

Financial Report
Deb gave a short report as per her notes included with the financial report and informed the board we are on track for the year.

Librarian's Report
Section 215 Report
There have been no requests under Section 215 of the Patriot Act.

Recommendation on Solar Contractor
Dail gave a short report on the process used for the solar contract (attached) with a recommendation from the interviewing committee that the contract is awarded to Jackson Hole Electric for the sum of 82,999.34. She outlined her proposal for the additional funds needed to complete the project (attached). She also included several areas that she would like to negotiate with the selected company about costs and equipment. She will come back to the board for future approval if costs change.

There are some repairs to be done on the roof and she will be advertising the RFP very shortly. This money is in the Capital Reserve and Repair Fund.

Anne moved to approve the award of the solar contract to Jackson Hole Electric, Holly seconded, all voted in favor except Joe who abstained. Due to a prior business relationship with Jackson Hole Electric, he felt more comfortable not voting on the contractor selection.

Recommendation on Proposed Sidewalk
Deb provided information about the proposed development to the west which wishes to put a sidewalk on the library property that connects with an internal sidewalk in their plan. The general feeling of the board was that this would be a donation to the library and would basically belong to us. We could remove or change it at any time. Leland commented that he would want to be sure that the developer understood that it would be a public through way all the way to Scott Lane and not just a private shortcut for the residents of the development. Holly moved to approve the sidewalk installation if we can receive verification of the above provisions from the developer and the town. Joe seconded, all voted in favor. Dail was directed to follow through with the developer and the town planning department.

FY 08 Budget-First Draft
Deb explained that the county had decided to move the budget review process up a month in order to better coordinate with the town. The numbers presented are our first effort and will be fine tuned by the next meeting. Some changes and/or additions to the budget included adding additional hours to several positions, slight increases in staff development, continuing money for consulting, and the usual merit pay raise and health insurance increases. There is no request for any new positions. Draft budget attached.

Strategic Plan
Draft Facilities Report
The report and the power point presentation as presented by facilities planning consultants, Aaron Cohen Associates, are attached as a part of the minutes.
There was general discussion among the board and visitors about the presented facility plan. The consultants recommended Scenario Two, which is a 22,000 expansion to the present building. Rod indicated that as chairman of the Alta Advisory Board, he and the board members wanted to help in any way possible. The board does not want to lose the Alta library. Their next meeting is in March and he welcomed any of the library board to attend.

Gayle expressed some frustration with getting information about what was happening in the process with regard to Alta. Deb pointed out that we had been dealing with the plan for the entire county so that there had not been that much specific information about Alta being discussed except for the 3 meetings held in Alta just for that purpose. Gayle felt that communication is the key in this process and wants to have current information.

Dail read Susan Centrella's letter with a suggestion for a temporary modular building to determine the extent of the continuing demand for a library in Alta.

Deb then gave the board a short review of the process for the facility plan. Staff will be reviewing recommendations in the report and testing them against the proposed building program. There will be further board discussion of the consultants' report in March. The goal of the board will be to make a decision on how to proceed with the recommendations at the April meeting. This should give the board and the staff sufficient time to study the report in detail and consider changes. Deb also outlined the public forum schedule in March. These will be a series of informational opportunitunites for the public to learn about the recommendations and ask questions. Comment sheets will be available and this information will be given to the library board.

Alex Cohen complimented the library, particularly Deb and Dail, for the level of organization and care given to this process. He said it was well above a normal effort and we were lucky to have such a special library and staff.

Holly moved to adjourn at approximately 6:30PM, Joe seconded, all voted in favor.

Dail Barbour
Administrative Assistant to the Library Board