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April 18, 2013

Minutes Teton County Library Board Meeting Approved 5/16/2013
Thursday, April 18, 2013 12:30 PM
Teton County Library

President Lisa Delaney called the meeting to order at 12:33 PM

Attending were: Board members Lisa Delaney, Nancy Guthrie and Clark Heindl; TC Commission liaison Melissa Turley; TCL Foundation staff Missy Falcey and Pauline Towers-Dykeman; TCL staff Deb Adams, Dail Barbour, Dimmie Zeigler and Sally McCullough.

Correspondence Report - None

Public Comment on Correspondence - None

Section 215 Report - None

Consent Agenda
Minutes from February 21, March 7 and March 19, 2013
March vouchers
Director’s Report
Foundation Report
Friends Report
Lisa requested moving the Director’s Report to the regular agenda for discussion.
Action Item: Approve Consent Agenda-Clark made a motion to approve, Nancy seconded, all voted in favor.

Director’s Report-Lisa would like to go more slowly & cautiously on exploring performance based compensation for staff.  Deb added that staff would like to see the board explore more than just one thing and define what their goal is.  Some discussion followed on this and Stephen Abrams’ visit.  He had recommended possibly putting together staff committees around doing things that they really love, but staff voiced concern that they are already working full time and wondered how this could be compensated since there is no over-time pay allowed.  He recommended setting up an innovation fund that the Foundation could possibly help with. 

Facilities
Review recommendation on renewal of cleaning contract- Dail pointed out that we completed the building in January and the budget was due two months later.  We really did not know what the new use would entail and some things in this contract are on a to-be-determined basis.  This contract is very tight and may have to be revisited in a year, depending on attendance and many other factors. 
Action Item: Board vote on Cleaning Contract-Nancy made a motion to approve the contract, Clark seconded, all voted in favor.

Review Draft Update to Meeting Room Policy-Deb looked back at usage statistics, the old configuration of the auditorium/conference room received 464/323 uses in a year (about 4 years ago), about half of that usage was library programs. The year following usage was 454/257 and the year preceding construction it was 521/260.  The extra labor involved with the proposed policy will vary.  There haven’t been many cleaning messes in the past so the cleaning deposit has been eliminated.  The proposed policy would keep usage free for Non-Profit organizations and charge For Profit businesses.  Lisa suggested having a form available on the website for groups to fill out, which would save time and labor on booking events.  Clark voiced some concerns around competing with other businesses that offer meeting space and Non-Profits not being able to use the rooms because a For Profits already has everything booked.

The proposed policy change must be advertised for 45 days and specify where public comment will be received.  The Board email address will be specified for receiving these comments.  It must then be on the agenda for public hearing, which may be a special meeting or before the regular monthly meeting.  It must be opened up for public comment, closed, and then the Board may vote on the policy. This is a state statute.  Any policies that pertain to public access have to go through this process. 
Action Item: Board vote to advertise Updated Meeting Room Policy-Clark made a motion to advertise the proposed policy, Nancy seconded, all voted in favor.

Education & Programs Update
Update from E&P Manager Dimmie Zeigler-They just completed the 10th tax year of the VITA program. They held 13 sessions, with over 275 returns and approximately $210,000 in refunds coming back into the community.  Well over a 1,000 volunteer hours went into the program, which doesn’t include volunteer certification hours.  It is a wonderful collaboration with the Latino Resource Center. In conjunction the E&P team is beginning a financial literacy program.  They are working with four local banks to do programs.  In May they have a new Literary Fest planned.  Mountain Stories is the focus and the 50th year anniversary of climbing Mount Everest.  Family day will be on Saturday, with recognition of Ken Thomasma ending the celebration.  This program will be taking the place of one of the two annual Page to the Podium programs, all funded by the TCL Foundation. 
Action Item: None

Patricia Moeller, Board member and Keith Gingery, County attorney joined the meeting at approx. 1:15 P.M.  Melissa left the meeting at 1:25 P.M.

Strategic Planning
Follow up on Board Recruitment process-Lisa reported that Patricia and Nancy will be leaving the Board in June.  The task force (Lisa, Missy & Deb) drew up a list of desired qualifications and potential candidates and what they could bring to the table.  The deadline for application is April 24th.  Board members will talk to these people and encourage them to apply.  The Board hopes to provide the Commissioners with a matrix of what they are looking for in new board members. 

Planning for New Board member orientation-The Board agreed they would like to do a better job on this, to help new members engage more.  Discussion followed on possible orientation/training sessions with Teton County.  Keith added that it may be possible to do a shortened version of this for the library board.
Follow up with Friends & Foundation Boards-A conversation followed on what the Board can do for the Friends and Foundation Boards to work more collaboratively. Missy asked what the objective was and said this hasn’t been a conversation with the Foundation Board yet.  Advocacy is something they have been discussing lately and once they have some clarity they can have a more meaningful conversation around this. 
Action Items: None.
Executive Session – Personnel matter
Action Item: Nancy made a motion to go into executive session, Clark seconded, all in favor.
The Board came out of executive session. No action was taken in that session.
Action Item: Clark made a motion for the Library Board to issue a final call on the early retirement incentive with the following parameters: It is only available to full-time employees who are covered by the Wyoming Retirement System, who are at least 60 years of age and who have worked for the County for at least 15 years. The incentive provides for a one-time payment of $20,000, plus $1,000 for every year of employment longer than 15 years. The employee must notify the Library Director by email of his/her intent to take the incentive, no later than April 30, 2013 and must retire by June 30, 2013. This incentive will not be offered again.
Nancy seconded the motion. All voted in favor.

Clark moved to adjourn the meeting, Patricia seconded. Meeting adjourned at 2:04 PM