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July 18, 2013

TETON COUNTY LIBRARY BOARD MEETING Minutes Approved 8/15/13
Thursday, July 18, 2013 12:00 PM
Teton County Library is the community’s open door to a world of opportunity and fulfillment through resources, programs and services that connect, inspire, and educate.

Lisa Delaney called the meeting to order at 12:05 P.M.

Attending were: Board members-Lisa Delaney, Clark Heindl, Audrey Hagen and Jim Moses; TCL Foundation staff- Missy Falcey and Pauline Towers-Dykeman; TCL staff- Julia Hysell, Deb Adams, Isabel Zumel and Sally McCullough; Teton County Commission liaison- Melissa Turley.

Welcome to New Library Board Members-Audrey Hagen and Carol Peck (who could not attend this meeting).

Correspondence Report-None

Public Comment-None

Section 215 Report-None

Consent Agenda
Minutes from June 2013 board meeting
July vouchers
Director’s Report
Foundation Report
Friends Report

Action Item: Approve Consent Agenda-Clark moved to approve the Consent Agenda, Audrey seconded, all voted in favor.

FY 14 Budget
Review of Foundation FY 14 Budget-Missy presented the FY 14 Budget, which has been approved by the Foundation board.  There is a 17% increase in projections for library program expenses and no projections for special fundraising this year.

Recommendation on Wyoming Retirement System contribution increase- Deb explained the recent approved legislation to increase the minimum employee contribution rate by .50%.  She recommends doing the same thing we did with the last increase, which is to split the increase to .25% employer and .25% employee.  This brings the total contributions to 14.62%; 12.94% employer share/1.68% employee.  This is also what the county is doing.

Discussion of FY 14 Budget Reduction Scenarios-Deb presented the proposed FY 14 Budget. The original property tax request was $3,177,963.00, the Commissioners approved $2,963,145.00.  The difference is $214,818.00 + $34,996.00 for a step increase for staff, which was not included in the original ask per the Commissioners’ budget memo and direction for level salary funding.  The total shortfall for operating is $249,814.00. 


Pre-construction in FY10, the promise to the Commissioners was that we could operate with current staff.  In FY 10, we had 42.25 FTE’s (full time equivalents). With the approved property tax amount in this year’s budget we can fund 40.125 FTE’s, which is a loss of 85 hours per week loss, or 2.125 FTE’s.  We cannot safely operate this facility with two less staff.  Some recent vandalism that occurred is an example, as it happened during open hours. Discussion followed on security issues.  Deb pointed out that we came into the year with a $135,000.00 deficit in the Capital Repairs Reserve fund.  With this year’s budget proposal we cannot fully fund it again and will go into next fiscal year with a deficit of $242,000.00.  The other part is we have not added to the Cash Reserve fund for the past few years.  This fund is in place due to an uneven revenue stream from property taxes.  We are now $60,000.00 short of a two months’ Cash Reserve.

The Management team has discussed this scenario at length and what we can safely do.  Their recommendation is to close the library on Wednesdays.  To make up 85 staff hours it needs to be a full day, which is why Wednesday was chosen.  Mondays & Tuesdays are our highest traffic days.  Tuesdays & Thursdays are big programming days, with Toddler & Story Time.  The weekend days are shorter days but would impact all working families.  They propose beginning after school starts so that parents and the schools can be informed.  Discussion followed on staffing changes and possible talking points.  Melissa gave some background on the Commissioner’s decision.  Last year they were not willing to increase the mill levy but instead funded out of the general fund.  This year some were willing to increase the mill levy, others did not want to fund the increase request at all, which is how they came to a compromise to fund a little more than half of the increase request.  The Commissioners did not want to see the library closed, their intent was to keep the library fully open and operational.  The bulk of funding for the library is from the mill levy which is down right now but does goes up and down. The Commissioners cannot change the mill levy again until next year.  Sherry Daigle said the county has enough in their contingency to fund the step increase for the county and feels confident they can include $35,000.00 for the library step increase.  The Commissioners would still have to approve it and would like to meet with the library Board in the next month to have a conversation on this.  Deb pointed out that the FY 10 Budget was $3,450,000.00.  This year’s proposed budget is not an increase over that.  Our budget during construction was down because we could make do with less staff and operating funds as we were in a smaller facility.  It was also noted that the budget is consistent with our projections when we went into the SPET process and making do with less has now become the norm.  Melissa said the intent of the Commission was not to clamp down on the library but maybe needs a better understanding of staffing and what it takes to run the library.  If the Board could put off the decision on the closure proposal, she would prefer having a conversation with the Commissioners and library Board.  At this point they would not have the ability to change the mill levy but they do have a contingency and reserve fund and could possibly do a budget amendment.  Deb informed the Board they must approve a budget today or they do not have the authority to pay vouchers. We also need lead time for a closure and cannot go past August to make this decision.  The Board could choose to fund this shortfall from the Capital Repairs Reserve.  The Board agreed to meet with the Commissioners to have this conversation. 

Action Items:
Board acceptance of Foundation FY 14 Budget-Clark moved to approve the budget as presented, Audrey seconded, all voted in favor.
Board vote on WRS contribution increase-Jim moved to approve the increase, Clark seconded, all voted in favor.
Board vote on FY 14 Budget-Jim moved to approve the budget as presented, Clark seconded, all voted in favor.

Staff Compensation Committee Report & Recommendation
Committee Report: Goals for Compensation; Recommendation on Next Steps

Action Item: Board direction on next steps-The Committee will hold off on their recommendation until after the meeting with the TC Commissioners.

Strategic Planning
Election of Board officers-Lisa opened nominations for officers:
Clark nominated Jim for Treasurer; Lisa nominated Clark for President; Clark nominated Lisa for Vice-President.  All voted in favor, slate of officers approved.
Board development work: Advocacy Training-Deb wrote to John Heyman.  He will be in town the week of August 12th and would be available for advocacy training.  Deb will coordinate this training.
Engagement with Staff – The August staff meeting has been moved up to July 24th to discuss the possible closure. Clark will attend.
Follow up with Friends & Foundation Boards-The Board would like to invite them to the advocacy training.

There being no new business, Clark moved to adjourn. Meeting adjourned at 1:32 P.M.