Teton County Library Board Meeting Minutes
November 15, 2007
DRAFT
President Bill Wotkyns calls the meeting to order at 3:00PM. Attending
were board members Patricia Moeller, Holly Hunter, Anne Ladd, and Amy
Robinson. Also present were Deb Adams, Director, Isabel Zumel, Assistant
Director, and staff members Margaret Thompson, Dimmie Zeigler, Kirsten
Corbett, and Dail Barbour. Guest Gayle Lien was present and Missy Falcey,
TCL Foundation Executive Director.
Correspondence from the Public
No correspondence
Approval of Minutes
Anne moved to approve the minutes, Patricia seconded, all voted in favor.
Section 215 Report
Deb said that there have been no requests under Section 215 of the Patriot
Act.
Librarian's Report
Strategic Plan Update: Report on Objectives for Collections and Young
Adult-Senior Goals; Recommendation for 2008 Goals (Attached)
Deb reported on the work of the two Strategic Plan committees -the
Collections Committee and the Young Adult-Seniors. The Collection committee
took on two goals as they decided they were so closely related that
it was the best use of the committee's time to do them together. Deb
gave a short review of the process to the board after some questions
about the committees. There were five members for each committee and
an open invitation was given to staff to join a group in which they
were interested. The team leaders reviewed those interested to ensure
that the committees included the necessary staff members and representation
across the library. The team leader group has reviewed and approved
the objectives and action plans developed by the Collection and the
Young Adult-Senior Goals Committees. Deb asked that the library board
approve the work at the objectives level.
Approve Strategic Plan Objectives
Amy moves to approve the objectives, Patricia seconds, all vote in favor.
Approve initiation of 2008 Goals
Deb asked the board to approve the following goals selected by the team
leaders for initiation in 2008:
" Develop programs and services that are targeted to the cultural
and demographic changes in our community.
" Be a model work environment that attracts, supports and retains
quality personnel within the contest of Teton County policies.
" Operate as a fiscally responsible entity of Teton County.
Bill asked how the library reorganization fit within the strategic
plan since it was not a specific goal. He felt that the change was strategic
and asked whether it should have been included. Deb said that the planning
process used by the library was focused more on outward, big picture
goals which the "Planning for Results" model describes as
library service responses. The process looks at infrastructure needs,
such as staffing, when the work begins on objectives and action plans.
She and Bill both referenced national trends with respect to the strategic
planning process, not only in the public sector but also in the private
sector. Those changes include framing a strategic plan within a shorter
time span with more orientation towards vision and flexibility and deemphasizing
a list of goals. Holly wanted to know how the 2008 goals are affected
by the 2006 and 2007 goals. Deb explained that those goals have shifted
into operational mode as staff work on the action plans associated with
them. She gave the example of the facilities master plan goal which
continues to be part of the work of the Administration team.
Anne asked Missy about her thoughts on the goal for "enhance[ing]
public support and private contributions by communicating the value
of the Library, its services and programs, as well as its financial
requirements." Missy expressed her concerns that this goal needs
to be addressed in 2008. She mentioned that this goal originally was
initially referenced as a fund raising strategy but she feels it now
includes building support with the public sector as much as the private.
Her concern is our ability to continue to develop strategies to ensure
that we are successful going forward. Holly felt it could be a good
blend with the marketing goals and could be covered in an ad hoc committee.
Some issues to be included would be more of a personal cultivation with
our elected officials combined with messages about the value of the
library to the community. Missy felt an ongoing effort to balance reorganization
with our community relationship development is important. Deb cautioned
that taking on four goals in a year is a big commitment. However she
did feel that the fiscally responsible goal could be primarily done
by Admin as a lot of work has already been done. That could enable the
staff to add the enhancement goal in sequence after fiscal responsibility.
Bill feels that communicating library values to the community has been
discussed for a period of time and should be implemented but is also
concerned about the work load for staff. Holly moves to approve three
goals and add on the public enhancement support goal. Amy seconded.
The board had a discussion about leveraging community support for the
library into political capital in terms of getting on the SPET tax ballot
and raising community awareness in various ways. Holly thinks this approach
is necessary to build support for expansion. Anne asked if three months
is a reasonable time for the fiscal goal? Deb felt it could be done
as the Admin team is already established. Bill called for vote-all voted
in favor. Deb points out that only two goals remain to be accomplished
in this strategic planning cycle.
Organizational Structure Update
Deb included staff member Suzanne Morlock on the cell phone for this
update. Deb and Isabel met with County Administrator Jan Friedlund and
County HR Manager Jalene Utzinger to share the library's new organizational
chart and to provide background information about the process. Both
Jan and Jalene understand the logic of the reorganization and stated
that they thought it made sense. They said that they saw a clear effort
to break down silos within the organization and they felt that was a
positive direction. The group then discussed a slightly different job
description format that concentrates more on job function rather than
a list of tasks. The county is in the midst of a comprehensive review
of all position descriptions within the county and is also currently
using this approach with respect to functions versus tasks. Deb and
Isabel also wanted to be sure we had accurately assessed library positions
on the county salary structure. They reviewed the positions that had
stayed fundamentally the same, such as the Library Assistant I, Library
Assistant II and Library Assistant III positions. The group agreed that
there was not much change in the level of responsibilities and that
those positions would remain at the same grade. Deb and Isabel also
discussed the manager and supervisory positions with Jan and Jalene.
They agreed with Deb and Isabel's placement of the Public Services Manager,
Education & Programs Manager and Communications Manager positions
on the grade scale. The group then reviewed the supervisory positions
within in Public Services. After some discussion about the scope of
supervision for each position, the group agreed that all three supervisors
would be at the same grade. During the meeting, Jan and Jalene informed
Deb and Isabel that the county is also looking at exempt and non-exempt
positions. While the County has gone through this review at least twice
in last four years, the effort this time will be closer to the Department
of Labor standards. This will result in some changes in library positions
and all of the library supervisors will be exempt, about 10 people.
Isabel provided information to the library board about the interview
process for new supervisors and coordinators. Isabel worked with Dimmie
and Suzanne as the Education & Programs Manager and Public Services
Manager to conduct the interviews, with decisions being made by the
appropriate supervisor. The supervisors interviewed all interested candidates
using a standard process. After the interviews were complete, all candidates
were contacted to be informed of their status, whether successful or
not. Isabel felt this process went well with all staff, with many exciting
ideas coming forward. Library assistants will be chosen next in a less
formal process, more of a structured conversation. All positions should
be decided within the next month.
Holly asked how the decisions affected pay and whether anyone's pay
increased. Deb said that if an individual moved into a supervisory or
coordinator position that is at a higher grade than their current position,
then the individual was placed at that grade since it is associated
with the responsibilities of the position. For some supervisory and
coordinator staff, this meant a higher grade and for some staff, there
was no change in grade. Deb stressed that these differences were discussed
with Jan & Jalene in detail. All understood about the currently
frozen positions in these conversations. Holly also asked how this affected
current supervisors. Deb said that one of our current supervisors chose
not to apply for a supervisory position at this time for a number of
personal reasons. Patricia asked if anyone's pay would be going down
right before Christmas? Deb said that she didn't see that happening
until we got through the next round of staff conversations and got everyone
settled into their new positions. Some coordinators may become LA II
which would be a lower pay grade. Holly asked what did we tell people
about pay? Deb said that we were very clear about how the grade scale
works and that we are required to pay a staff member at the grade level
assigned to their position. She said that we told staff about the typical
scenario where when an individual moves up the grade scale, they move
back in steps or when they move down the grade scale, they move over
in steps. The difference between those two pay rates varies between
the grades. In some cases, the step up & back difference is less
than $0.10 per hour and in other cases, its closer to $1.00 per hour.
Dimmie shared that she was very excited about the talents of our staff.
Suzanne concurred and thinks it increases our abilities in the future
with regard to library changes and expansions.
Deb announced that she, Isabel, Dimmie and Suzanne will begin working
with consultant Bob McLaurin next week. They will be working on transition
issues, staff development and organization culture.
Financials
Monthly Report
Money was tight this month as the county clerk's office was switching
accounting systems which meant that property tax deposits were still
much less than historical patterns. Deb reported that we would be renewing
one of the CDs that is maturing this month. We would wait on renewing
the second one, pending review of our November/December property tax
receipts. Deb said she thought we would renew the second CD in December.
Approve Vouchers
Holly moves to approve vouchers, Amy seconds, all in favor.
Annual Review of Investment Policy
Deb presented the policy with no changes. The board agreed to sign a
current copy to indicate their continuing approval of the existing policy.
Facilities Planning
Alta Branch Library
Deb informed the board that Jan Friedlund and the church are trading
phone calls. Several offers have been put on the table but Deb does
not know any details. Bill added that he saw Jan and Deputy County Attorney
Keith Gingery who told him that the County Commissioners will be discussing
the negotiations in executive session next Tuesday. Commissioner Liaison
Leland Christensen was unable to attend the library board meeting today
so no new information is available.
Main Library
As part of the process to potentially form a subcommittee with a volunteer
architect, Dail requested advice from Keith Gingery. She sent him a
copy of the board minutes from last month's meeting. He explained that
there were parameters for the process, especially with regard to the
use of an architect for a county building, and that was not the way
it was done by government. Message attached.
The board and staff had a discussion about the best way to proceed to
be considered for the 2008 SPET tax ballot. Dail gave a report about
the proposed process from a joint County Commission-Town Council workshop
she attended. The intent of that group is to have a much more structured
ballot. It is anticipated that the town and county will select a project
based on the cost of the proposal because of the need to fit it with
the Justice Center as the main issue for the next ballot. There was
some concern at the library meeting among board and staff if the library
could get a quality proposal together in the time remaining before the
ballot issues were picked. It was agreed that Dail would do an RFP outline
and some research about architect availability to respond to a bidding
process for the December meeting.
Deb explained to the board that we traditionally close on New Year's
Eve at 5:00PM so staff and patrons can observe the holiday. Anne moved
to close the library on December 31, 2007 at 5:00 PM, Patricia seconded,
all voted in favor.
Patricia voted to adjourn the meeting at 5:30PM, Holly seconded, all
voted in favor.
Dail Barbour, Administrative Assistant to the Board
Press
Room