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February 21, 2013

MINUTES TETON COUNTY LIBRARY BOARD MEETING Approved 4/18/13
Thursday, February 21, 2013 12:00 PM
Teton County Library

President Lisa Delaney called the meeting to order.

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

Correspondence Report: 2/06/2013 Letter from Gary Weissman re: entrance.

Public Comment on Correspondence: None.

Section 215 Report: No requests.

Consent Agenda
Minutes from January 17, 2013
February vouchers
Director’s Report
Foundation Report
Friends Report
Foundation Request to serve wine at donor lunch on February 27, 2013
Investment Policy – Annual Update

Lisa called for comment on the Consent Agenda items.  Nancy would like to discuss the Investment Policy.
Action Item: Nancy moved to approve the Consent Agenda, excluding the Investment Policy, Clark seconded, all voted in favor.
Investment Policy discussion -Nancy had a question on whether it comes directly from WY State Statutes.  Deb responded that it was originally crafted from the WY State Library policy and has been in place since 2005.  Every year it is reviewed should the Board wish to change any investment vehicles. 
Action Item: Nancy moved to approve the Investment Policy, Clark seconded, all voted in favor.

Construction Manager Contract
Review of Construction Manager Contract Change Orders #10 & 11
Change Order #10 is minor, including sandblasting glass by the former Admin. office area, staff kitchen sink upgrade and some additional electrical work.
Change Order #11 reflects Direct Owner purchases, and reclassifies these items from GE Johnson’s contract.
Action Item: Nancy moved to approve Change Orders #10 & 11, Clark seconded, all voted in favor.

Health Insurance –Job Share Dependents
Review of effect of changes in health insurance coverage under PPACA for Job Share positions with dependent children.  Deb explained that as the County was working with Hays Consulting on a legal review of our insurance plan for the year.  The Affordable Care Act now states that minor children cannot be separated from their parent’s coverage.  In our Job Share Benefits language, they are eligible for single coverage only + HSA contributions for single coverage.  We have three options:

1. The child can come on the plan and the employee pays for the extra coverage
2. The library pays for all of it, which is $556 single, $1,224 parent and child/monthly
3. Split the difference (this is just for job shares).


The library is not required to pay for this additional coverage but has to make it available.
We currently have one job share position, we had four at one time and this will be considered for future job shares.

Action Item: Approve policy on paid/unpaid coverage for child dependents for Job Share positions- Clark made a motion that Job Share child dependents monthly premiums will be paid for by the employee, Nancy seconded, all voted in favor.

Meeting Room Policy
Discussion on proposed updates to Meeting Room Policy – (see attached DRAFT Meeting Rooms Policy)
Deb reported that we knew a little cleanup was needed on this policy, now that we have the computer lab and no more conference room, but a larger/dividable auditorium.  The original policy has some language which prohibits some activities.  A study she participated in on Law & Librarians, states that “A Library is a limited public forum, not an open public forum”.  Under that title, we can make policy on time, manner and place; but not content.  Under the current policy, groups promoting hatred are not allowed use of the rooms.  Hate speech is actually protected under the 1st amendment.  The only speech that is not protected is obscenity.  Libraries have also gotten into trouble limiting religious groups.  Before the policy can be changed, it must be advertised and open for public comment.  We would like feedback from the Board before doing this, on possibly setting up a fee structure and also opening it up to use by for-profit groups.  Discussion followed on: competition with businesses that offer meeting spaces with fees; we have just received enormous support from the community for the project and the timing for charging fees is not good; the many costs associated with staff help with equipment, software and IT assistance if we open up the computer lab.  Some suggestions were noted regarding procedures.  Lisa is very interested in opening the rooms up to for-profits as it would bring people into the library that have never set foot in the library before.  A modification was suggested to do away with the flat fees and offer it to non-profits free of charge.  The Board is open to some further research on the time/labor, past usage, costs and revenue.  Deb stated that we do not want to open up the YS Auditorium to outside groups.  The reason being we already have so many programs of our own and also not being able to regulate content.  The Board was in agreement on this.

Action Item: Staff would like Board direction on proposed fee structure. Staff to do some further research.

FY 14 Budget
Review of Preliminary Budget Request for FY 14
On March 7th, there will be a Board meeting to approve the budget submission to Teton County.  The Commission has asked for a flat budget, we will not be able to do that due to the expanded facility and the liability insurance.
It used to be paid by the county and has now come into our budget. It is approximately $15,000.00 per year.

Strategic Planning
Revisiting Vision/Mission Statement- Teton County Library is the community’s open door to a world of opportunity and fulfillment (vision) through resources, programs and services that connect, inspire, and educate (mission).
Deb gave some historical context on staff setting these goals and crafting the statement 8 years ago.  She would like Clark and/or Nancy to attend the next management team meeting with Lisa to help clarify to staff why the Board has now done this.  It was agreed by the team that resources is not a big enough word for librarians, to them it means databases and books.  They would like to add programs & services to the statement.  It is the statement of the Teton County Library.

Action Items: Approve Modified Vision/Mission Statement- Clark made a motion to approve the modified Vision/Mission Statement, Nancy seconded, all voted in favor.

Review of Board functions assessment tool (see attached)
The Board started reviewing discrepancies on the completed forms.  It was agreed that this exercise should be done when the entire Board is in attendance.  They are hoping to offer the Commissioners with some guidelines to appointing new members to the Library Board by completing this assessment tool. 

Engagement with Staff – Compensation Task Force Member from Board?
The Board is working on forming a task force with a few Board members and some staff to look at this.  Discussion followed on who should be included in this group. It was advised that it might be good to have a Teton County liaison also attend as there are some real differences between private and government compensation.  Julianne Fries has already been involved and has sent her outline to Deb.  She is very supportive of the Board looking at this. 
Clark will attend the compensation task force meetings. Nancy will attend the next staff meeting.

Follow up with Friends & Foundation Boards
Pauline reported this is on the agenda for the March Foundation Board meeting.  They think it would be wise to realign the Foundations Vision/Mission statement with the Library’s new statement.  A House Bill was signed to extend the timeline on the Library Endowment Challenge. Dail added that WLA was instrumental in getting this legislation passed.  The board will do some thank-you notes.
Friends-Deb reported that John Hebberger was invited to attend the Board meetings and he asked what his reason for coming would be and how can he contribute?  Lisa suggested starting the next meeting at the Book Book to meet with John.

Nancy moved to adjourn at 1:36 P.M.