August 18, 2011
Teton County Library Board Meeting
August 18, 2011 (Approved 9/22/11)
President Lisa Delaney called the meeting to order at 3:05 PM
Board members present - Lisa Delaney, Nancy Guthrie, Clark Heindl and Patricia Moeller.
Also present were - Andy Schwartz, Teton County Commission liaison; TCL Foundation staff -Missy Falcey and Pauline Towers-Dykeman; Library staff - Deb Adams, Dail Barbour, and Sally McCullough.
Correspondence from the Public: Deb reported that we had received a verbal comment concerning smoking at the entrance to the library. Dail stated that she had received an email from Steve Foster on this issue as well and how staff should deal with it.
Approval of Minutes: Clark moved to approve the July 21, 2011 minutes, Nancy seconded, all voted in favor. Clark moved to approve the minutes from the August 8, 2011 continuation meeting, Nancy seconded, all voted in favor.
Section 215 Report: No
Financials: Monthly Report - Deb reported on FY 11 Year End report which includes depreciation and accountant/auditor adjustments. The auditors were here in August. Some discussion followed on SPET receipts and how they compared to original calculations. We are under by about $65,000. Andy explained how sales tax receipts come in and that they usually look at them on a quarterly basis rather than month by month due to actual payments by vendors.
Approve Vouchers-Nancy moved to approve the August payables vouchers, Clark seconded, all voted in favor.
Librarian’s Report: Not completed as of today.
Deb gave an update on the Lost Materials Policy- after two weeks overdue, the patron receives a notice, after four weeks overdue they receive a 2nd notice telling them to return the item or they will be getting a bill, the 3rd notice is a bill. The cost of replacing an item is the full retail price. This will remain the same, we are changing a procedure. Once a patron receives the 3rd notice their account will be blocked. They have the choice to either return the item or pay for it and then the block will be removed. Staff researched this and asked other libraries what their policies are; they felt that this is the most explainable to patrons. Previously there was no incentive to bring the item back if the bill just sits on a patron’s account.
Foundation Report: Old Bill’s – Missy said there is not much to report yet as 60% of gifts come in after the run. Pauline said that there will still be a book giveaway at the booth; Building for Our Future is the theme this year; there will be about 50 yellow plastic hard hats for kids and participating walkers are encouraged to dress in construction gear.
The Foundation had their Board meeting, the enhancement list and numbers associated with it were presented and well received. Technology was questioned as Jason had given a presentation and talked about how patrons are now using mobile devices to access the website. TCLF Board members are asking what will be the best investment strategy with this trend in platforms. Jason can provide a report that will break down how people are accessing the website and by which device.
Friends Report: Deb reported that they are still working on the King Street location. The fall book sale will be held at the Virginian, and possibly the three following book sales.
Facilities Planning: Main Library Addition & Renovation - The board reviewed the Addition/Renovation Interiors drawings. Some highlights were – the ceiling leading into the new wing will be dropped or baffled rather than just sheetrock, which will accommodate wiring etc. coming from the existing library. The architects are proposing the same color scheme, just brightened up. Bookshelves in the main library are going to be turned opposite of what they are now, to take advantage of the natural light created by the addition of windows on the south wall. The mechanical room is moving due to the need for both boiler systems (the old and new) to be running at the same time until the new system is in place. When the electrical contractor comes on board more details will be determined on the wiring systems for technology etc. At this point no options have been eliminated. Deb pointed out there are many areas that will be good for displaying public art.
Clark moved to accept the conceptual interiors drawings, Patricia seconded, all voted in favor.
Review Enhancement Opportunities for Addition/Renovation - Missy informed the Board that Deb is taking responsibility for looking for a Public Art Coordinator. The Foundation will pay for this consultant but Missy has requested that the person be knowledgeable with the donor art community. This position will be advertised in the newspaper. Missy reported on the areas where donors will have the opportunity to provide enhancements. Deb said the specific areas are the auditorium, west reading room, children & teen areas, children’s yard, technology and public art. Deb and Missy will meet on Tuesday to determine what the needs will be.
Review Project Timelines - The temporary parking lot is now in use; the library will be closed over Labor Day, from September 3rd through 7th, after that the temporary entrance will be used. Collections & bookshelves are moving; some staff members are moving and doing a great job of cleaning out & recycling; Christy is doing a great job with Tony’s assistance, of coordinating the collection move.
New Business: None
The meeting was adjourned at 4:15 PM
