July 21, 2011
Teton County Library Board Meeting Minutes
July 21, 2011
President Lisa Delaney called the meeting to order. Attending were board members Bill Wotkyns, Clark Heindl and Nancy Guthrie. Also present were Missy Falcey, Foundation Director and Pauline Towers-Dykeman, Foundation Assoc. Director; Deb Adams, library Director, and staff Dail Barbour and Sally McCullough.
Correspondence from the public: None
Approval of Minutes: Clark moved to approve the June 23, 2011 meeting minutes. Nancy seconded with one minor correction, all voted in favor.
Section 215 Report: None
Friends Report: Dail reported that the staff/volunteer party was well attended and lots of fun.
Foundation Report:
Review of Foundations FY 12 Budget - Missy asked for comments, review and acceptance of the Foundation FY 12 Budget. She will probably have a small separate budget to handle the Capital Campaign expenses. She noted that the technology budget is very small, only $16,000.00, due to construction and space restrictions during the expansion project. Programming will continue and expenses won’t be diminished, as most programs will take place off-site during the project. Bill moved to accept the FY 12 Budget as presented, Clark seconded, all voted in favor.
Missy then gave a brief update on Old Bill’s and fundraising efforts for enhancements for the new space.
Dail mentioned that WLA is contemplating going to the legislature next year to request an extension of five years to fund the Endowment. This extension would be to give some of the smaller counties more time to fundraise.
Financials:
Recommendations on FY 12 Budget Approval – Deb informed the board that the county has approved our level budget request and now the board has to approve the final budget. She reviewed a few minor adjustments that had been made to the original submission in March, bumping up a few categories as the library had $28,000.00 more in cash carryover than originally anticipated. There were some changes to Personnel, an increase to overall salaries of $7,000.00 and a health insurance increase to cover a Medicare supplement that must now be paid by the library. She increased the Library Materials category to cover lost Inter Library Loans, the Building & Equipment category to purchase the self release print station this FY, and the Building Improvements category to cover any unexpected costs associated with the construction phase.
Bill moved to approve the FY 12 Budget, Nancy seconded, all voted in favor.
Approve Vouchers - Clark move to approve the vouchers, Nancy seconded, all voted in favor.
Librarian’s Report:
Review Library’s Annual Performance Evaluation Process - Deb reviewed the summary she prepared to update the board on the history of this process. The library is still in line with what the county does and is in accordance with what the Personnel Policies say we must do, but are always trying to find a better system for feedback. The board had no real concerns with the process.
Staffing Update – The library is down another position. Deb must go to the commissioners to request refilling it. She would like to ask to hire the YS Supervisor position as well as additional substitute and page positions. Hours for these positions are already in the approved budget. Staff potential bonus’ are still on hold but were in the approved in the FY 12 Teton County Budget.
Action Items: none
Facilities Planning:
Review Construction Timelines – Advertising has been placed for structural steel and site work bids and will be due by Monday, July 25. Bid opening will be on Tuesday. The architects should have the 100% construction drawings by Tuesday or Wednesday of next week. Dail gave a brief update on the usage of the vacant lot for parking and construction staging. The lot must be left as in as good condition as it currently is but we won’t put a lot of money into it. They will tear up the current parking lot and reuse some of the materials, curbs and islands will change, with more spots added. We will begin using the new lot by October 24. Deb reminded the board of the Labor Day/week long closure. Patrons & staff will begin using the temporary entrance for seven or eight months. In early August GE Johnson will begin preparing the staging area with construction trailers, perimeter fencing etc. On Thursday August 25, the library will celebrate the kick off of the construction project with a party from 10:00 AM-1:00 PM, titled Imagine How You Will Grow at TCL? Friends of TCL will be on hand to measure the heights of interested children and teens. Upon completion of the expansion project they will be measured again to see how much they have grown during the 15-18 month process. There will be light refreshments. Kids will also have the chance to write their wishes for the new wing on the red wall in the YS area.
The project team will review GE Johnson’s GMP amended contract on Friday August 5. The following week the board will need to meet to approve this GMP Amendment. It will be a continuation of this meeting. Monday, August 8, at 4:30 P.M. was set for this continuation.
Dail said that Stan Zaist & Keith Gingery will review the contractual part of the backup information and she will review all of the other backup detail.
Dail updated the board on a parking lot issue. Some of the trees are going to come down before paving begins. Some are too big to move, August is the worst time to transplant trees, and some are diseased. The healthiest and best able to withstand transplant are identified and will be saved. The others will be reused as mulch.
It was agreed to postpone review of the interior elevations at a continuation of the current meeting.
New Business:
Election of officers-Lisa is willing to continue as President, Nancy agreed to serve as Vice President and Clark will continue as Treasurer. Bill moved to elect the officers as slated, Lisa seconded, all voted in favor.
Some questions were brought up on library statistics, as they are down significantly for the past fiscal year. It was agreed to look into this further at another meeting.
Bill moved to continue the meeting to August 8 at 4:30 P.M., Clark seconded, all voted in favor.
The meeting was adjourned.
