Library Board Minutes

Teton County Library Board Meeting
July 19, 2007

President Amy Robinson called the meeting to order. Board members Holly Hunter and Bill Wotkyns were present as well as Director Deb Adams and staff member Dail Barbour. Anne Ladd attended as a guest.

Correspondence from the public
None

Financial Report
Deb reviewed the budget details contained in the board packet. The library's year
end report will be in August. Financials for this meeting deal with June expenditures and FY08 expenditures. Deb also presented the budget constraint spreadsheet for the salary reimbursements which included all cuts made to date. The board had some questions about changes in staff job descriptions and hiring at a lower grade. Deb explained that this was happening only with new hires and resulted because of changes in levels of responsibility in some jobs, after analysis of the work needs.

Bill commented on a recent experience he had when calling in to the library to get a study room reservation. He said that he didn't get an option for computer and room reservation sign-ups. He also commented that there didn't seem to be an option for talking to a person or the front desk. He thinks the system should have an option to speak to a live person. Library staff agreed to investigate his concern since the phone menu had been set up to allow patrons the option of getting to the front desk.

Foundation Report
Missy & Pauline join the meeting. Michael Chabon is coming for Nov. 29, 2007 and will do presentations before the annual library Foundation fund raising party at the Four Seasons. Pauline also announced that the May speaker will be Mary Oliver, poet. Both guests are Pulitzer prize winners and the Foundation is pleased to secure these talented individuals for library community events. Publicity for the spring event will happen after the library book group in September.

Missy & Deb met with Katherine Dawson from the Alta Ad Hoc Library Committee yesterday. Missy wanted to be clear about the Foundation role with regard to Alta. The Foundation will do nothing until asked by the library board. They could accept gifts and act as the "banker" for the project if appropriate, but would not actively fundraise for the Alta project. Missy anticipates that no Foundation participation will happen unless the County Commission approves the Alta project. Amy feels no role exists for Foundation at this time.

Friends Report
None

Bill feels the Alta numbers presented by staff would have helped before the motion about Alta at the last meeting. He suggested that the library board ask our CC liaison, Leland Christiansen what the best procedure would be to share the information with the Commissioners.

Deb thinks the Department Update meeting may be the place to ask CC what they would prefer in terms of how to proceed with Alta.

Bill felt strongly that the library will miss an opportunity if we don't do something in the 08 SPET. Deb thinks a remodel of the library should be in conjunction with any addition to the building. We can do small amounts of remodeling in the meantime to fine tune our service delivery. Deadlines for facility planning have slipped-it will be harder to produce a quality project request by the deadline for SPET applications.

Missy was concerned about a perception of no action. She felt determining the strategy for the next three years and starting to work is vital. The Foundation wants to be helpful when appropriate and needed.

Decision Items
Amy is gone in August and requested a different date for that board meeting. Thursday, August 23, 2007 was tentatively selected. The board agreed that preliminary work on the Director's performance review could start at that meeting. A short discussion was held about soliciting new members for the library board. As there were only two applications for two seats, the County Commission decided to re-advertize. Current board members agreed to keep looking and try to recruit some additional candidates. Applications are due at the Teton County Administration building on July 25, 2007 by 5:00PM.

Motions:
Vouchers Holly moves to approve vouchers, Bill seconds, all in favor.
Minutes Bill moves to approve the minutes from June 5, 2007 & June 21, 2007, Holly seconds, all in favor.
Budget
Deb informed the board about the CC process for the budget. The CC sent out a message this year to level fund. Our budget was within 6000.00 of last year. The CC had 2.5 million dollars more requests than money. Along with other county agencies, the Library had to cut 3% of the total library budget or $98,832.00. Deb presented suggested cuts.

Anne Ladd expressed concern about cutting staff development funds.
Deb explained that she had increased staff development funds this year by $3000.00 and the amount requested by staff for tuition reimbursement. She kept the tuition reimbursement but cut the additional $3000.00. Deb shared with the board that there is also Foundation money for staff development. She has pushed some training forward this year to meet some reorganization objectives. Deb wants to be strategic about funds allocation this year and more directive about training money.

Normal underruns may assist the reduced budget this year. Bill asked how difficult will it be to meet the budget constraints with additional cuts and for some clarification on the spreadsheet numbers. Deb explained that she had basically satisfied the budget constraint amount for 2007 and some of the amount for 2008. The spreadsheet numbers are a running total for 2007 & 2008.

Deb also explained that the materials category (6000) couldn't be touched as the legislature granted funds in that category on the condition that existing budgeted funds couldn't be reduced.

Bill moved to approve the FY 08 budget revisions as submitted, Holly seconded, all in favor.

Librarian's Report
Deb reported that she had no requests under Section 215 of the Patriot Act.

Facilities Planning
The board had a number of questions about the next step in facilities planning. Included in the discussion was consideration of an RFP for some design work for the main library, revisiting the Driggs option for Alta, and timing of library projects on the next two SPET ballots. Bill thinks we need to position ourselves properly and get some direction about CC support, where will the preliminary money for planning come from and how quickly can this happen? There was general agreement that Alta alone or Alta & the main library on the ballot together would be difficult. The library board agreed that Deb should furnish the current information about facility planning at the next CC department meeting.

Holly moved to adjourn, Bill seconded, all in favor.

Meeting adjourned at 5:50PM.

Dail Barbour
Administrative Assistant to the Library Board