May 18, 2011 & June 9, 2011
Teton County Library Board Meeting
May 18, 2011
President Lisa Delaney called the meeting to order. Attending were library board members Bill Wotkyns and Clark Heindl. Also present were Director Deb Adams, Dimmie Zeigler, Education & Programs Manager, Pauline Towers-Dykeman Library Foundation Associate Director, and Paul Perry, County Commissioner, standing in for Andy Schwartz, the library’s usual liaison from the Commission.
Correspondence from the Public: None
Approval of Minutes: Bill moved to approve the April minutes as presented, Clark seconded, all voted in favor.
Section 215 Report: None
Friends Report: Clark informed the board that the Friends approved the new logo at their most recent meeting. They are working hard and expecting a very big book sale. They do have some concerns about the fall book sale in their new space at 174 N. King Street especially since donations will be suspended until they can actively use the space. The N. King location is currently undergoing remodeling which will hopefully be done by July.
Financials Review
Monthly report-Q & A
Deb gave a short report on the budget. The library received $22,000 in delinquent taxes which is more than usual. Deb will make recommendations for budget amendments at the June meeting. She is anticipating that some of the excess income will go to the Repairs, Reserve Fund which has been underfunded for two years now.
She also reported that circulation is down. Deb attributes this to patrons making mistakes on the self checkers. She also cautioned the board that attendance & circulation will probably go down during the remodel/addition project due to the confined library space available.
Action Items: Approve Vouchers
Bill moved to approve the vouchers as presented, Clark seconded, all voted in favor.
Librarian’s Report
Update on Wyoming Free Tax Service coalition: Education & Programs Manager Dimmie Zeigler, Friends Board President John Hebberger, Jr.
John and Dimmie gave a short presentation about the success of the VITA tax program again this year. Estella Torres from the Latino Resource Center also participated in the presentation. The library has been involved in the VITA program, tax preparation assistance for lower income populations in the county, for a number of years. In the last two years, a state-wide coalition with other communities has allowed us to participate in applying and receiving a grant for $18.000 and provided access to more resources across the state. This year the volunteers did 300 returns which resulted in approximately $250,000 being returned to the community. The group estimates that 80-90% of the money stays in Teton County. 1000 volunteer hours are also provided worth about $20,000. Dimmie emphasized what a great group of volunteers we have in this program, almost 20 people, and also what a good partner the IRS has been. Certificates of appreciation were then presented to the library and the Latino Resource Center. Dimmie informed the board that work had already started for next year; a satellite site in Alpine is being considered in order to reach more people. She also mentioned the vital role the library Foundation has provided in terms of bridge financing and advertising dollars. The board thanked everyone for their efforts and the benefit provided to the community.
Deb also informed the board that staff is continuing to get ready for the changes coming with the start of construction. The equipment sale will be the biggest ever to make moving for construction easier. The staff is also doing increased training to allow us to easily make the transition to two service points instead of three. This behind-the-scenes work will facilitate our move to a smaller library space.
Facilities Planning-Main Library
Update on Town Permitting Process
The TOJ Planning Commission approved our application unanimously.
The two issues predominantly discussed were the design of the canopy, and the use of Hardie panel on the exterior of the building. Both town
Planning staff & commission were pleased that the library had responded to suggestions made at the preap.
The architects would like some direction from the board about the canopy. Should it be shorter, cover less approach? The board generally felt that we could follow the recommendations of the town and have it predominately over the entrance.
Update from OAC Meetings
The architects and our furniture consultant, Sharon Marquez from First Continental, are working together this week as Sharon is in town. Dail is assisting with an inventory and assessment of our current furniture and shelving. Next week the engineers are coming to fine tune some of the lighting and controls as well as the electrical and data in the main part of the building by the first week of June, the architects hope to have interior elevations and samples of some materials to be used. The facility committee will review and make recommendations to the board where necessary. July 22 is the date for a full set of construction drawings to be done. The library is also assisting GE Johnson in developing a bid list. Dail hopes the contract will be ready by next week and requests that the meeting be continued until Thursday, May 26 at 3:00PM.
Clark reported on his review of the financing projection. He was concerned about the interest rate being offered by GE Johnson and suggested that the company might be willing to shop for a rate locally. The Foundation did find a lower rate and they would still like to be involved in researching financing options. After some discussion, it was agreed to call Dan Starr and see if this was an option for GE Johnson.
Review and Recommendation on Construction Manager @ Risk Contract
Action Items: Approve CMAR Contract
The board agreed to postpone action on this until the continued meeting on May 26 in order to complete research on financial options.
New Business
Board Member Terms
Lisa and Clark have agreed to submit applications for another board term to the great relief of the rest of the board and staff.
Initiate Director’s Review
It is time for Deb’s annual review. The board wishes to solicit input from staff as usual and will start to collect this information. Clark moved to continue the Teton County Library Board meeting until Thursday, May 26 at 3:00PM, Bill seconded, all voted in favor.
The continued May 26, 2011 Teton County Library board meeting involved a short discussion by the board about finance researching efforts. It was agreed to continue with these and call a special meeting in order to make a decision about the contract.
Teton County Library Board President Lisa Delaney called a special meeting for June 9, 2011 at 3:00PM at the library to review and vote on the CMAR contract.
Teton County Library Board Special Meeting
June 9, 2011
President Lisa Delaney called the special Meeting to order. The purpose of the meeting was consideration of the CMAR contract with GE Johnson. Attending were board members Patricia Mueller, Clark Heindl, Nancy Guthrie and Bill Wotkyns. Also present were Director Deb Adams, Facility Manager Dail Barbour and Assistant Project Manager Stan Zaist.
Dail pointed out a slight change in the language of Item 9 in the Special Conditions section of the contract. The change was for clarification and was reviewed and approved by Deputy County Attorney, Keith Gingery as was the entire contract.
Clark moved to approve the AIA Document A133-2009 contract as presented with GE Johnson Construction Company, Nancy seconded. Lisa called for discussion. Clark and Missy shared that conversations had been held with local banks concerning a lower interest rate for the bridge financing to be furnished by GE Johnson. This did not appear to be a possibility and going forward is in the best interests of the library and the community. Both Missy and Clark expressed comfort with the decision and felt the extra research time had been a good exercise to give both boards, Library and Foundation, confidence that all due diligence had been done.
Lisa called for the vote and all voted in favor.
Stan clarified that an amendment to the contract will be made when the GMP (Guaranteed Maximum Price) is presented to the board by GE Johnson. This should be done by the end of July and the board will consider meeting dates in order to approve the amendment in a timely manner.
Missy asked for a short review of how the Foundation will pay the invoices for the interest charges to GE Johnson. Dail explained that this amount will be a separate charge on pay applications from GE Johnson. She will give a copy of these charges to the Foundation and they will issue a check directly to GE Johnson for those amounts.
Deb gave the board a quick update about the RACI (Review, Approve, Consult, Inform) spreadsheet that library staff and GE Johnson staff have just completed. This document will serve as a guideline throughout the project to keep lines of communication clear and appropriate. When necessary, updates and additions to the document will be made.
Lisa thanked the board for their attendance. Clark moved to adjourn the meeting at 3:15pm.
Dail Barbour
Administrative Assistant to the Library Board
