September 22, 2011
Teton County Library Board Meeting Minutes
Thursday, September 22, 2011 (Approved on 10/20/2011)
President Lisa Delaney called the meeting to order at 3:08 PM.
Board members present - Lisa Delaney, Bill Wotkyns, Clark Heindl and Patricia Moeller by phone.
Also present - Andy Schwartz, Teton County Commission liaison; TC Library Foundation staff- Pauline Towers-Dykeman; Library staff - Deb Adams, Dail Barbour and Sally McCullough.
Correspondence from the public: None.
Approval of Minutes: Bill moved to approve the August 18, 2011 minutes as presented, Patricia seconded, all voted in favor.
Section 215 Report: None.
Friends Report:
Donation Location Update-Deb reported that the Friends are now accepting donations at the King Street location. They had their board meeting yesterday. A few items they discussed were: providing refreshments for the upcoming Systems of Education Conference next month; the book sale, coming up on Oct 13-16 will be at the Virginian; the next three book sales will also be at the Virginian. The Library, Friends of TCL, TC Law Library & the Children’s Museum are collaborating on the King Street space and will meet on Oct 3. They have a number of issues to discuss, most importantly a Certificate of Occupancy. The library can’t hold Saturday Story Time at the location until this is obtained. There is an MOU with all parties to share this space and needs to be addressed.
Foundation Report:
Old Bill’s Update-Pauline reported that to date they have received 139 gifts, totaling $67,000.00. Last year they received 310 gifts, totaling about $135,000.00. The final totals should be available around Oct 10, with the full report including the match available on Oct. 26. Page to Podium Update-There are three big dates coming up. Oct. 5 will be ticket availability date. On that day people can pick up: free tickets to Page to the Podium with Michael Cunningham; paid tickets to the author chat, local artist Pamela Gibson will interview Michael at Heather James Fine Art; tickets for the Library Benefit. To simplify things they wanted all tickets to be available on the same day this year. Page to the Podium will be on Oct. 20; the Author Chat with Michael will be on Oct. 21; and the Library Benefit will be on Dec 2. Tickets for this year’s benefit will be $125.
Facilities Planning:
Review Recommendation on Foundation’s Enhancements List - Deb gave a brief update on the potential enhancements the Foundation would fund and reviewed the items -see attached list. The last item is Expanded Collection, which is new to the list. The Foundation feels that it is fairly easy to sell to the donor community. The SPET language includes funding collections, but if the Foundation funds collections, then more SPET money can be funneled back to other costs. One concern Deb has, is that the SPET language and campaign has specific language which includes funding collections. In order to maintain integrity, a government agency must do what it says it will do and will have discussion in public meeting if there are changes to this process. She would like the board to have a discussion about this item so she can answer the public should they have any questions around this. Discussion followed and it was agreed that the Board’s priority is to get the building built first. Bill asked if at the end of the project there are any contingencies, can they earmark it for collections. Dail and Deb agreed that it is too early to earmark funds. Pauline thought it important to let everyone know that this would be a one shot deal and the Foundation’s intent is not to supplant the County’s responsibility of funding collections. Andy suggested going back and reading the specific language, but he thought collections was added to the ballot so that final funds could be spent if available.
Another discussion item is the West Reading Area focal point. Clark had asked Dail to research a fireplace as an option. She called our LEED Engineer, Laura Charlier, who sent an email which states “Installing a gas fireplace can create an inviting focal point to a space but, other than its aesthetic appeal, it does not offer any environmental benefits for a commercial space. They require a steady supply of natural gas and do not generate enough heat to reduce other heating sources. This will result in an increased energy use for the building. A fireplace will also require periodic maintenance including cleaning and annual servicing.” While it is not an environmental or sustainable project, it doesn’t affect LEED status. Dail also consulted with County Administrator Steve Foster. His opinion is that there is no offset and is outside of the county goals consistent with 10x10. Dail pointed out that the library hasn’t really decided on a focal point yet but that the project has been fine tuned to save energy and a fireplace will increase energy consumption. Bill suggested we look at another focal point option or get on board with LVE and 10x10 to showcase this one if selected. What are the alternatives to a fireplace? Deb pointed out that the study rooms will be coming out and the southern view really will be the focal point. Discussion followed on various focal point options. Lisa suggested that the facilities group could take this on to a certain degree and come up with some other options.
Action Item-Bill made a motion to approve the Enhancement List with the caveat of looking at other focal point options for the Western family wing, Patricia seconded, all voted in favor, motion passed.
Andy left the meeting at 3:52 PM.
Financials:
Monthly Report-Questions & Answers - Deb reported that this is a slow time of year and the financials are right on track. SPET receipts were on track for Sept. thanks to Donna Baur’s projections. SPET receipts are still down about 4% overall. June 2012 is when the project may go in the deficit. When the library gets to this point GE Johnson will generate a separate bill which will go directly to the Foundation.
Action Item-Clark moved to approve the September vouchers, Bill seconded, all voted in favor.
Librarian’s Report:
Deb gave a report on the State Librarians meeting she attended in Kemmerer. There are lots of areas that we are leaders, such as Overdrive and E reader downloads. We are the second library in the state to offer these services. The Wyoming State Library is trying to get a contract for these formats on a statewide level.
SOE Update-The conference will be on Oct. 13, 14, and 15. There will be lots of workshops, including a keynote speaker on Saturday. The topic will be cutting college costs. There is now a lot of involvement with the area schools and CWC. Isabel is doing an amazing job organizing this program with other collaborators. Pam Shea is committed to being a sponsor of the program. Leland Christensen is committed on a legislative level. The Board wants to thank Isabel for all her hard work on this project.
Staffing Update-Mike Windsor is leaving the library so there will be a Patron Services Supervisor vacancy. Deb will need to go to the commissioner’s to ask to refill this vacancy.
Update from OAC (Owner-Architect-Contractor) Meetings-They meet every Tues. at 10:00 AM. Ben and Christian, from GE Johnson, Peggy and John from Gilday Architects, Stan Zaist our Assistant Project Manager, Dail and Deb usually attend. They go over schedule reviews, Requests for Clarifications and anything else to do with the project. Minutes from the meetings are kept in a notebook if the Board would like to review. Stan meets regularly with GE Johnson to tour the site. GE Johnson is on the second round of bidding for sub contractors. They collect all of the information from the bidders and then provide a spreadsheet with this information. The Board is welcome to attend the OAC meetings at anytime. Clark has agreed to attend on an ongoing basis.
Review Library Addition Timeline- It will be another month on the parking lot. It should be done by end of October. There are still a couple of things the Facilities Committee has not looked at, such as furniture choices, colors, lighting. The Board will need to approve these when they are more concrete. The library may or may not have to extend the closure around Veteran’s Day but then shouldn’t have another closure until spring break of 2012. The Board will need to approve these as they come up.
Review Recommendation on Updates to Public Art Policy-see attached. It was agreed that the Public art coordinator should be hired first, then appoint the committee. Deb will place the advertisement so that they can be interviewing by the end of October. Some discussion followed on this process.
Action Item-Clark moved to approve the updated Public Art Policy, Bill seconded, all voted in favor.
Review of Recommendation on Bid for Boiler Replacement-
Action Item-Bill moved to approve, Clark seconded, all voted in favor
Review Recommendation on Amendment to Construction Manager Contract for Final Guaranteed Maximum Price for Project-
Action Item-Clark moved to approve, Bill seconded, all voted in favor.
New Business:
Review Recommendation on Nelson Engineering Testing Agreement-the bill is not to exceed $20,000.00, and is expected to come in around $18,000.00.
Action Item-Bill moved to approve, Clark seconded, all voted in favor.
The meeting was adjourned at 4:34 PM.
