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January 26, 2012

Teton County Library Board Meeting Minutes
Thursday, January 26, 2012 (postponed from January 19, 2012 due to weather)
Approved on 2/16/2012

President Lisa Delaney called the meeting to order at 3:04 P.M.

Attending were: Board members Lisa Delaney, Nancy Guthrie, Bill Wotkyns, Patricia Moeller, and Clark Heindl; Teton County Commission liaison Andy Schwartz; TCL staff Deb Adams and Sally McCullough; TCL Foundation staff Missy Falcey and Pauline Towers-Dykeman.

Correspondence from the Public:  Deb had received a Request for Reconsideration of Library Materials for Deliverance in the Tetons. After review with the Collection Development Supervisor, Deb decided to keep the material in the collection.  She has responded to the patron, including informing him of his right to bring the matter to the Library Board.

Approval of Minutes: Nancy moved to approve the minutes from December 15, 2011, Patricia seconded, all voted in favor.

Section 215 Report: No requests.

Friends Report: Bill was unable to attend the Friends meeting but provided a construction update for them.  Deb reported that the Friends have approved two items, funding the shelving for their book sale area and the first $25,000 donation for Public Art.  Missy added that the funding for the first item was for shelving and furniture in the amount of $15,000.00.

Foundation Report: The 10th annual library benefit party will be on Saturday December 12, 2012. 
Pauline reported the other major ask for Public Art has responded, this completes the Public Art funding.  Missy added that the computer classroom is now completely funded.  Remaining to fund are the children’s classroom and garden.

Financials:
Monthly Report-Question & Answers - There is nothing new to report. The Library is half way through the year with revenue and expenses and will have a decent carryover at the end of the FY.  Deb reminded the Board that when the lease revenue bond ends, the library will again be paying the utilities. The County has carried this in its budget in the past, now it will shift from the County budget to the Library budget.

Building Project Finances Update – The project is right on track, it is on budget and on schedule.  Every week cost changes are reviewed. Chinking has been added to the exterior log walls on the old staff workroom, which has always been very cold and drafty.  A Bylin Ice Melt System is going to be added on the east roof line to help with ice buildup and drip.  The project remains well within budget contingencies.  So far there is about $50,000 in cost changes.  Income continues to be right at projections.  May or June is still the estimated date where expenses will exceed revenue and the need for financing costs.  Deb reminded the Board that the cap was set at $50,000 and any additional interest expenses will come out of the project.
Action Item: Nancy moved to approve the January vouchers, Patricia seconded, all voted in favor.

Director’s Report:
Staffing Update – Deb reported that they are interviewing two more people for the YS Manager position next week.  The CIC team interviewed for a position today, which may result in another internal vacancy and will then be posted externally. 
Isabel was invited by the governor’s wife to go to Cheyenne to participate in an initiative on early childhood education.  There were some panel discussions on best practices.  Isabel spoke on Systems of Education.  The program is really taking off and attracting statewide attention. 
Debbie Schlinger is heading up the One Book One Family program, which encourages families to read together.  It was recognized by Rotary, which has also been involved in SOE.

2012 Annual Plan Highlights – Stephen Abram’s visit and staff presentation sparked a lot of conversation which has caused the management team to take another look at the Strategic Plan directions.  They would now like to take them to another level and have been discussing how the library can have more of a leadership role in regard to education to the whole community.  Deb gave some examples of what they are working on, which should be ready in another week or so and then will be presented to the Board. 

FY 13 Budget: Early Retirement Incentive - Deb explained the incentive which is open to anybody who is 60 or over and has worked for a county agency for at least 15 years.  It will pay $20,000 for the first 15 years and then another $1,000 for each additional year over 15.  If any staff want to take advantage of it they need to tell Deb by the FY13 budget deadline and would also have to retire by June 30, 2012.

Public Art Update – There are about 70 submissions received so far with two more weeks to go before the deadline. 

Grand Opening/75th Anniversary Planning – A committee has been formed, they’ve had two meetings so far.  There are three events planned - an open house around the Teen/YS opening in July,  a January 2013 ribbon cutting /open house/ tour when the project is complete,  and a 75th birthday celebration.  The library’s birthday technically falls in January but the committee thought it would be more fun to do a longer series of celebrations in the summer.  They will meet again in February for further planning.

Action Items-none

Facilities Planning:
Library Addition /Renovation Project Update – GE Johnson is planning to have the project dried in next week and can then start heating the interior spaces and pour the slab for the YS/Teen area.  Request for Furniture Bid ads will go in the papers on Monday, January 30th.  The deadline for bid submissions is February 21st, and will need to be approved at the March Board meeting.  Tours for the public will begin on March 24th, which will also be the first day of the closure. The tours will be about 30 minutes long. 

Discussion of Guidelines for Donor Naming Opportunities-Missy provided a handout of suggestions for Donor Recognition in the new library (attached) and gave an overview of the recommendations for Board consideration.  After discussion, the Board agreed to use these as initial guidelines.

Recommendation on Contract for Telephone/Data Services – This is a contract for Toolson Telephone.  There may be an addendum for pulling audio/video cables etc. that are not identified in this contract.  It will still be well within the budget.

Library Closure for Public Restroom Remodel: March 24 – April 8

Action Items: Approve Telephone/Data Contract - Clark moved to approve the Telephone/Data contract, Patricia seconded, all voted in favor.
Approve Library Closure for Public Restroom Remodel - Patricia moved to approve the library closure, Clark seconded, all voted in favor.

New Business:
Deb encouraged the Board to submit recommendations for new board member candidates.  It was suggested that if someone is interested they might attend a few meetings.

Bill moved to adjourn the meeting, Patricia seconded, all voted in favor, the meeting adjourned at 4:14 PM.