Teton County Library Board Meeting
June 21, 2007
President Amy Robinson called the meeting to order. Present were board
members Joe Albright, Bill Wotkyns, Anne Ladd, and Holly Hunter. Also
present were Director Deb Adams, staff Dail Barbour and Teton County
Civil Attorney Keith Gingery. Members of the public attending were Gayle
Lien, Katherine Dawson, Lisa Johnson, Jim Wilson, Molly Goodrich, and
Pete Oslund. Staff members Kirsten Corbett and Carol Connors joined
the meeting during the facility discussion.
Review with County Attorney
Open Meeting Law
Keith gave a short review of the provisions of the Open Meeting Law
and recent Legislative changes. (Attached) A major legislative revision
in the last two years has allowed that if boards are not following the
rules of the Open Meeting Law, the board members can personally be charged
with a misdemeanor. There is no longer any personal immunity. Amy asked
specifically about e-mail communications among board members. Keith
felt strictly informational e-mails were OK but it was safer not to
use e-mail. He said that there was no case law in Wyoming but use of
e-mail can and will be used against you. The public needs to be aware
of all exchanges that board members are sharing. He recommended that
all board e-mails be entered as part of the public record at the regularly
scheduled board meeting.
Amy then asked for clarification about when it was appropriate to call
an executive session with regard to land acquisition. Keith recommended
that whenever the board was considering an executive session, he should
be consulted first. Generally, if open discussion will affect the price
of the land or property, an executive session can be called. Price,
terms, and other related topics can be discussed in executive session
but no decision can be made. The board has to come out of executive
session and make and approve the motion to purchase. Details discussed
in executive session such as price or location does not have to be specifically
included in the motion.
Correspondence from the public
The board reviewed the public correspondence.
Financial Report
Monthly Notes
Details were furnished by Deb. Questions were asked about using the
carry over to make up the salary shortfall. Deb explained that she would
be providing information each month to indicate how this was being accomplished
and the carry over had already been accounted for in next year's budget.
Bill asked that she prepare an annual spreadsheet of the salary catch
up information to make it easier for the board to keep track.
FY 08 Foundation Budget
Missy and Pauline joined the meeting to ask the library board to approve
the Foundation budget for FY 08. Missy explained that the Foundation
board had approved the budget and it now needed the library board's
approval. Deb added that the budget had been generated with input from
all library departments based on programs and needs for next year. The
approval by both boards is to ensure that both organizations are in
sync with goals & projects for the coming year. Holly moved to approve
the budget as presented, Anne seconded, all voted in favor. Pauline
announced that the Foundation is very close to having an agreement with
Michael Chabon, Pulitzer Prize winner, to appear as part of the Four
Seasons fund raiser on November 30, 2007.
FY 07 Budget Amendments
Deb provided an information sheet about the budget amendments and reserve
allocations (Attached). Joe moved to approve the budget amendments &
reserve allocations as presented, Holly seconded, all voted in favor.
Librarian's Report
Copier Lease Contract
Dail asked the board to approve the five year lease for the Ricoh color
copier. She felt that it will be better for the library as there will
not be a big up front cost and upgrading to new models as needed will
be easier. Joe moved to approve the copier lease with H & H through
Bank of America. Bill seconded, all voted in favor.
Continental Construction Contract
Dail requested that the board approve an increase of $1400.00 in this
contract making the total contract $19, 000. As planning for the solar
installation reached the detailed lay out stage, it was determined that
the project would need additional beams to support the solar. This generated
the extra cost. Dail did tell the board that the contract with Bradford
Roofing has gone down in cost even with the addition of an ice and water
shield primary layer to protect the library roof during repair from
bad weather. She feels that contract will come in slightly under budget.
Holly moved to approve the $1400 increase in the Continental Construction
contract for additional beams, Bill seconded, all voted in favor.
Recommendation on Facilities Planning
Deb had prepared a report and reviewed the material. (Attached). The
board discussed several areas of concern with regard to their decision.
Holly commented that she had been very impressed with the enthusiasm
and preliminary work from the Alta community. She also felt that it
made sense to try and locate the library in the same general vicinity
in Alta. She was concerned about the complications involved in a partnership
with Driggs and also had concerns about heavy use of a new Alta library
with no library in Driggs. She was not in favor of a bookmobile or services
primarily provided through technology. Bill agreed that the Driggs locations
had complications but felt it would not be wise to scrap the idea. He
felt a broader scope of services was needed than could be provided in
Alta. Anne expressed a preference for a library in Alta and Joe agreed.
He also felt the project needed to be fast tracked and a resolution
passed by the library board urging the County Commission to support
a new library in Alta. There was additional discussion about the Driggs
option; Idaho statues allow collaboration with adjacent political entities
which Driggs as a municipality is not, costs and how they would be shared,
where would the money come from to support library services, what would
the relationship with the Victor library be and what level of increase
in services could be accommodated. Joe moved that the TCL board pursue
acquisition of a site in Alta for construction of a library building
and urged the board of County Commissioners to support this land purchase.
Holly seconded, all voted in favor.
Amy then asked Katherine Dawson to address her e-mail of June 11, 2007.
Katherine explained that she was unsure about how to proceed and felt
a non-profit organization might be able to raise money easier than Teton
County. Jim Wilson commented that Alta met definitions of "rural
communities" for several grant opportunities. Deb felt that maximizing
the county's expertise in grant writing and the Foundation's in fund
raising would facilitate the project more than a new, separate organization.
Pete Oslund offered a letter from St. Francis at this point in the meeting
indicating the church's interest in going forward with land negotiations.
The board then discussed the consultant's recommendation concerning
the main library expansion and Holly moved that the TCL board's preferred
alternative is to pursue expansion and /or remodeling of the main library
on the existing site. Anne seconded, all voted in favor.
Organizational Structure Analysis
Deb prepared two charts (attached) to demonstrate the differences. The
task assessment of individual positions still needs to be done. There
will be no added positions as a result of the reorganization. Joe asked
about filling individual jobs and Deb explained that there will be an
interview process to determine who is best suited for the new position.
There were several questions from Joe and Leland about how this process
related to the salary issue. Dail and Deb reiterated that the reorganization
process had been in the discussion and planning stage for more than
a year and was not related to the salary issue, particularly as the
task assessment of positions had not yet been done. It was also pointed
out that a county employee has the ability at any time to apply for
an available position either in their existing department or in another
department in the county.
Joe Albright then announced his intention not to seek another term
on the library board. All thanked him for his efforts and wished him
the best of luck. Holly moved that a resolution of thanks be approved
to recognize all of Joe's efforts on the library board, Bill seconded,
all voted in favor.
Anne then moved to approve the May 17, 2007 minutes as amended (Dail
is to add attachments), Bill seconded, all voted in favor.
Holly moved to approve the vouchers as presented, Anne seconded, all
voted in favor.
Deb informed the board that there had been no requests under section
215 of the Patriot Act.
The board agreed to set library board meeting dates through December,
2007 on the third Thursday of each month. If some dates prove problematic,
they reserve the right to change them if necessary.
Holly moved to adjourn at approximately 7:15, Anne seconded, all voted
in favor.
Dail Barbour
Administrative Assistant to the Library Board
Press
Room