June 23, 2011
Teton County Library Board Meeting
June 23, 2011
President Lisa Delaney called the meeting to order. Attending were board members Bill Wotkyns, Patricia Mueller, Nancy Guthrie, and Clark Heindl. Also present was Director Deb Adams, County Commission liaison Andy Schwartz, and staff Dail Barbour.
Correspondence from the public: Deb informed the board that she had received an email from Bob Morris requesting that the library include some of his personal books when we send books to the book binder. Deb explained that this was not appropriate library business. Lisa Delaney will draft a clarifying reply.
Approval of Minutes: Clark moved to approve the May 19 and continued meeting on May 26 minutes as well as the special meeting minutes of June 9, 2011. Nancy seconded, all voted in favor.
Section 215 Report: No requests under Section 215 of the Patriot Act.
Friends Report: Deb reminded the board that the Friends party will be Saturday at Mike Yokel Park. All staff and board and friends and family are invited.
Foundation Report
Review of Foundation’s FY 12 Budget
Action Items: Acceptance of Foundation’s FY 12 Budget
The board agreed to review the Foundation items at the next meeting.
Financials
Monthly Report: Q & A
Recommendation on FY 11 Budget Amendments
Action Items: Approve Vouchers; Approve FY 11 Budget Amendments
Deb gave the board a short review of last year’s budget. She had estimated in March at budget submission that the cash on hand for this fiscal year would be $220,000. It will actually be $276,000. She recommended that $40,000 should go to the Repairs, Reserve fund and that $15,000 be used to help with next year’s budget. There is a health coverage increase for an employee because of Medicare and some equipment categories need to go up. Deb and Andy think the library will get our request for the 2012 budget with no additional cuts. Lisa inquired about raises at the county level and Andy says the Commission is still working on the process and would like to see summer sales receipts as well before making a decision.
Action Items: Approve Vouchers; Approve FY 11 Budget Amendments
Clark moved to include $15,000 in the 2012 FY budget and $40,000 in the library’s Capital Repairs/Reserve fund, Nancy seconded, all voted in favor.
Nancy moved to accept the state technology grant of $4715.00 for FY 2011, Patricia seconded, all voted in favor. Patricia moved to allocate $40,000 to the 2011 Capital Repairs/Reserve fund, Clark seconded, all voted in favor.
Clark moved to approve the vouchers, Nancy seconded, all voted in favor.
Librarian’s Report
Recommendation on Policy Handbook Changes
Deb explained that the county has already approved the Policy Manual and Handbook changes and as the library board adopts the same policies; our board needs to approve them also. Clark moved to approve the Policy Manual and Handbook additions and changes as provided by the county (attached), Patricia seconded, all voted in favor.
Recommendation on Materials Selection Policy Update
Deb explained that we had the appropriate advertising and public review and comment period to adopt the Library Materials Selection Policy Update following the Administrative Procedures Act as recommended by deputy county attorney, Keith Gingery. The library received no public comments. Nancy moved to approve the Library Materials Selection Policy update, Clark seconded, all voted in favor. Recommendation on Contract with OverDrive for e-books
This contract was reviewed and approved by Keith. Patricia moved to approve the contract with OverDrive for e-books, Clark seconded, all voted in favor.
Presentation on Library’s updated annual review process
Deb explained that the library has a long history of employee review and continues to improve and fine tune the process. The intent is to provide a helpful tool for both the employee and the library to access performance and assist with improvements when needed. The library believes this is most helpful when it is an ongoing effort throughout the year rather than an annual event. The board had some questions and concerns about the value of peer group review. There were also suggestions made about having an objective presence at reviews and some method for organizational review as well to avoid dissatisfaction with the organization spilling over into individual reviews. After a lengthy discussion, it was agreed that Deb would provide a report about current performance review practices at the next board meeting.
Facility Planning
Main Library Addition Renovation: Updates on Timeline, Construction Drawings; Review of Library Interior, Recommendation on Library and Auditorium Closures
The architects have produced 75% Construction drawings and are working on the 100% set. GE Johnson is in the process of generating the GMP for board approval. By July 1st they are anticipating that they will be advertising for structural steel and site work. Setting up staging on the empty lot next door will take place in early August. Work will begin on our lot after Summer Reading ends on August 13. The first major job will be the enlargement of the parking lot with a temporary lot available for patrons on the empty lot next door. The next major effort will be over the extended Labor Day weekend closure when all materials and furniture will be moved out of the YS and front desk area and GE Johnson puts up a partition to block off the work area from the rest of the library. Deb requested that the board approve the closure days, Sept. 3-7, 2011. Clark moved to approve the closure, Nancy seconded, all voted in favor. She also requested that the board approve the closure of the public meeting rooms, auditorium and conference, and the large library study rooms for the duration of the project for staging. Nancy so moved, Clark seconded, all voted in favor.
The board reviewed the outside sign on the south end of the new wing. The architects designed a sign for that area that says “LIBRARY”. The staff had some discussions about whether this sign should be part of our branding effort and/or say “Teton County Library”. The facility committee prefers just Library and would like the board to decide. The board agreed the sign should just say “LIBRARY”.
The board set library board meetings for the rest of 2011. All are the third Thursday of the month, August 18, October 20, November 17, and December 15 except for September which is the fourth Thursday, September 22.
The meeting was adjourned at 5:00PM.
Dail Barbour
Administrative Assistant to the Library Board
