Library Board Minutes

Teton County Library Board Meeting
15 March 2007

In attendance:
Board members: Holly Hunter, Bill Wotkyns, Joe Albright, Amy Robinson, Anne Ladd; Commissioner liaison Leland Christiansen; staff members: Deb Adams, Mark Abetz, Julie Klomparens.

The meeting was called to order at 4:05 pm

Bill moved to approve the minutes and vouchers. Holly Seconded. No discussion. The motion passed.

Correspondence from the public:
Letter from Carolyn Winkler re: breastfeeding in county buildings. Discussion to defer to County, and await notice for request feedback
Email from Kate West - re please keep Alta branch open
Email from Susan Centrella - re: record meetings and post on web-site

Public Comment:
Jim Wilson - Alta resident concerned about closing of Alta library, thanked board for opportunity to address and support for the branch for 50 years. Facility plan from Cohen re: Alta is not enough to meet the needs of the residents. Agree to strong central library, but still need services for outlying areas, need librarian service, personal interaction, browsing a collection. Asking for board help to maintain library and organize under a Friends group to help raise money, organize an advisory board for Alta library.
Kathryn Dowson - mother of 3, supporter of libraries. Thank for opportunity to speak. Met with Pam Shea, Superintendent of schools - School Board does not want to throw out the library, more time would be allowed, Pam to check Alta staff if still okay. Spoke with Alex Cohen about Alta situation and how to continue existence. Public private partnership - form a 501c3 to raise money and build a library. Alta needs board support to continue Alta library, private public partnership. Asking board to support collaboration with public to find ways to keep Alta library - fits in with Strategic Plan.
Attached comments from Gayle Lien - Disappointed that Alta not addressed in facility plan. Need for Alta library that initially started library still exists. Need more than technology, which is recommended in plan. Outline of how community members want to help. Thanked board for taking comments.
Lisa Johnson - Alta resident 2 children in Alta school. Library important for families: programs, librarians' resourcefulness. Alta library plays important role to community, even to Idaho residents, workers in Wyoming. Growth in region, especially Grand Targhee, plan should be to strengthen Alta branch.
Pat Butts - Grandmother, Alta resident. Support need for Alta library
Molly Goodrich - Teacher at Alta school. Alta library plays an important part of the school and community. The school will be fine for school year, but not after school or summer. The library is important for literacy, and for children who don't have access to Victor or Jackson for library. Not asking for a new branch.
Keith Gingery as state representative not county - options for board:
" County owns land next to the Alta school, so the county could carve out a small acreage for library. This could be added to SPET ballot for main facility.
" Teton County helping Victor library expand

Financial Report -
Review notes from Deb Adams - see attached. Anne asked if the final check for Cohen associates had been paid. Deb said yes.

Section 215 report - no requests

Board terms -
Anne and Joe's terms are expiring June 2007. Both are eligible for another term. County has not called for applications.

Request from a staff member for a leave of absence, needs to be approved by board. Supervisor and team are in agreement for Steve Whisenand's request for a 3 month leave absence. Anne moves to grant Steve is request for a 3 month leave of absence. Holly seconded. No discussion. The motion passed.

Reminder of public meetings for facility plan on 2/27 at 5:30-7 (Anne and Joe can attend), 2/28 noon (Anne and Bill can attend), 2/28 Alta at 5:30 (Amy can attend) and 2/29 at 5:30 (Bill can attend)

Phone System recommendation - IT Supervisor Mark Abetz to present. Review of process: 1 year ago researching phone system, rough estimate of $50,000 was allocated in budget. Meet with County's IT Manager Eve Lynes for ideas. December RFP prepared, deadline January 07. The library received proposals from 3 vendors. Short listed to 2: Ideacom from Idaho Falls and Toolson Telephone from Jackson. IT recommends the proposal from Toolson Telephone. Main reason for choosing Toolson is that Toolson's system provided great access for the "behind the scenes" for the IT staff for them to support. Cost $42,472.45. This is $10,000 higher than the other bid, but not the same product, no support system addressed in the Ideacom proposal. There is $30K in operating budget, some money in Capital Facilities account and Foundation is willing to help fund. Joe moved to approve the recommendation to accept the Toolson Telephone proposal. Anne seconded. No discussion. The motion passed.
.

FY 2008 budget -
Income - Projecting less revenue. The budget requests less in property tax revenue and no contingencies. Motor vehicle fees, not much increase due to comparing to actual receipts. The budget projects more in investment revenue due to rising interest rates. Monies from grant sources for solar project are included in revenue since we have to apply each year.
Expense - Very close in FY 07. Library materials budget at same level from 07 to 08. There are still state legislature funds to spend, roughly $60K. It will end in 08 and for 09 we will need to increase this category in our operating budget. In 7000s: requesting money for improving greater bandwidth. IT is considering different options to attain this. There is an increase in funds for technology for regular replacement of equipment and maintaining databases. Want to change computer replacement schedule from every 3 years to 39 months; helps to spread out expenses and is a bit more environmentally friendly. Facilities budget $10K for transition for Alta library. Reserves/contingencies - modified roof reserve schedule. Personnel - asking for additional hours: shelvers, utilizing for back of house jobs and greater need for materials; reference for strategic planning goals staff need time off desk; IT always needs more time; outreach coordinator increase to take over exhibits due to Outreach Supervisor taking more role in communications, all of which are related to implementation of the strategic plan related. 2 new part time positions: Technical Services assistant and Graphics Assistant. Cost for these positions is $21K, including taxes. Tuition reimbursement applications - 2 staff have applied. According to the County policy, these requests must be budgeted as part of the library's staff development funds for the year. Consulting account is for architectural design team for facilities plan; the Foundation is being asked to match this amount. Joe asked about percent change in personnel. The change is roughly 8%. Deb mentioned adding $10K seed money for strategic planning committees, tentatively $5K to program supplies for adults and $5K to program supplies for youths. How was seed money used in current budget and how much has been used? (Leland) Primarily, it was expended by consultants and marketing.
There was discussion about process of budget approval and capacity of board to amend budget after it is presented to the commissioners. Bill moved to approved the FY 08 budget presented. Anne seconded. No discussion. The motion passed.

Strategic Plan -
Research on Alta Branch alternatives -
Holly handed out GIS map of county rec. land owned next to Alta and land owned by the Episcopal Church (3 acres). The church has offered to sell or lease one half or one acre of land at full market value and rescinded the offer to use space in the church.
Bill had discussions with Teton County Valley, ID officials about collaborative options. Driggs Town Council is interested in working with the library, in some collaborative effort, perhaps in the newly constructed Driggs Community Center which has 1600 to 2000 square feet available now. Not clear how the Victor library will be involved in this effort.
Joe researched a book mobile option. Joe researched buying a used book mobile (roughly $250K) and could add WI-FI access. Joe noted that this option may not be acceptable to residents of Alta, but could be attained quickly.
Holly researched the negatives of not having an Alta library. Materials loaning could be replaced by the Alta school library. Tax revenue from Alta for the library is about $45K, operating expense is about $120K. Victor library does allow Wyoming residents to borrow materials and they do have computer access. There is historic use of Alta as opposed to other outlying areas that may be even further away. Holly also had a discussion with Andy Schwartz and they discussed the parks and rec. land (roughly 2 acres) next to the Alta branch library. The county had a tentative plan for a park there; currently it is a "green space". Holly researched cost of 15 lot asphalt parking lot: $20-$30K. Alta residents can use Victor library, despite their property taxes not funding. Holly mentioned the importance of the support by Alta residents.
Leland mentioned that Lincoln County is operating 5 branch libraries. Comparing Moran and Alta - Moran residents are dependant on Jackson for groceries and other services, whereas Alta residents do not. Also, not many Alta residents commute to Jackson for work. Leland mentioned there is probably not money in the County (CIP funds) to use for a bookmobile.
Amy thanked the public who came over from Alta to attend this meeting.
Discussion of consultants report - Branch alternatives not addressed due to expense of operating a branch and duplicating materials. Board needs to decide future of library services in Teton County, regardless of Alta branch being asked to move out of location. This item was tabled.

Discussion for April board meeting. The board decided to move the board meeting to Thursday, 19 April at 4pm. The board decided to continue this meeting on Thursday, 5 April at 4pm. A note will be posted to indicate the continued meeting time and place.

Bob Gammelin - Alta resident. Thanked the board for consideration and pleaded the case that Alta branch is a community center.
Joe moved to go into executive session. Anne seconded. No discussion. The motion passed.
The board went into executive session at 5:56 p.m. to discuss a personnel matter. They came out of executive session at 6:14 p.m.
Holly moved to change the April board meeting date back to the third Thursday, April 19 at 4:00 p.m.; Anne seconded. No discussion. The motion passed.
Holly moved to continue the current meeting to Thursday, April 5 at 4:00 p.m. in the library auditorium. Joe seconded. No discussion. The motion passed.
The meeting was adjourned at 6:20.