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BIG HORN COUNTY LIBRARY BOARD MINUTES

TUESDAY, FEBRUARY 12, 2019 – 4:30 P.M.

BIG HORN COUNTY LIBRARY – LOVELL

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            The Big Horn County Library Board Meeting was called to order by Chairman, Ted Menke at 4:30 P.M.

 

            In attendance:  BHC Director Donna Capellen, Board Members, Ted Menke, Mary Bair and Jeanne M. VanGelder.

 

            Agenda was approved as presented, with no changes.

           

            Board Minutes were approved with a few typo changes, from the January meeting.

 

            Accounting Expenditures were reviewed and discussed.  Looks like on target with the budget.

 

            The Director shared statistical reports, and shared overdrive activity was up.  Branch Manager Reports were read and reviewed.  It is appreciated that the Managers of each branch work to keep the patrons' abreast of happenings. 

            The Director was going to visit with the Hyattville Branch Manager to see the status of her reports, and activities, etc. that are going on.

           

            The Board is hoping the Socrates program is well received, and look forward to hearing feedback on this.

 

Old Business: Director Capellen was okayed to order library cards.

           

Mr. Bob Leach donated his time to work on the computers in the Library System.  We are grateful for his help.  Director Capellen felt the cleanup work completed on the Greybull and Basin Libraries went well.  The managers of those libraries wanted the computers returned to Windows 7 platform.  Lovell chose not to return to the Windows 7 platform.  This created some software issues with Deep Freeze.  Director Capellen is working on these issues.

 

            The Board agreed that the NASA@My Library Training is a great opportunity.  It will be March 28th and 29th, with two staff members from Big Horn County attending.

 

            Director Capellen presented the Board with her formal Letter of Resignation. 

 

The Board then discussed the hiring outlines they had been given previously.  It was unanimously agreed to prepare the advertisement for a new Director.  Jeanne VanGelder will type up the advertisement and get it emailed to Jamie Markus, Wyoming State Librarian.  Ted Menke will take the advertisement to the local libraries.  It was agreed that interested parties would email their interest/resume to Ted Menke, who in turn, will communicate with the Board. 

 

            New Business:  Director Capellen was asked to work with the Building Supervisor regarding the leaking Toilet in Lovell Library.  Also, discussion was had as to how to handle a patron creating some public health issues regarding choice of restroom facilities.  Suggested maybe Director Capellen visit with the Human Resources Department at the Clerk’s Office to see how best to handle situation.

 

Chairman Menke advised he will be gone for a couple of weeks and will not be at the Board Meeting in March, but is available by email and cell phone.  Board meeting was moved to March 19th, due to conflict of schedules.

 

            Revenue and board mileage reimbursement checks were signed.  Director' Time Sheet as signed as well, and meeting was adjourned at 5:50 P.M.

 

            March Meeting to be at the Basin Branch on the 19th at 4:30.

 

Respectfully submitted,

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Jeanne M. VanGelder

 

BIG HORN COUNTY LIBRARY BOARD MINUTES

TUESDAY, JANUARY 8, 2019 4:30 P.M.

BIG HORN COUNTY LIBRARY – GREYBULL BRANCH

 

• Meeting was called to order by Chairman Ted Menke, at 4:35 P.M.

 

• In Attendance:  BHC Director,. Donna Capellen, Board Members Ted Menke, Mary Bair and Jeanne VanGelder.

 

• Guests:  There were none.

 

• Board minutes from December 11, 2018, were read as approved as written.

• Accounting expenditures were reviewed and briefly discussed.  Following along with the budgeted line items is in line.

 

• The Director shared the month statistical reports, as well as library activity.  Some areas were down, but understandably due to time of year.  Branch Manager reports were read and reviewed.  They are always active and looking for new challenges, activities, etc. to bring to their respective branches.

 

• Old Business:  Discussion held about the computers needing upgraded, updated, etc. Chairman Menke advised of a conversation he had with Bob Leach, who worked for the Greybull Public School Systems IT department, and he is willing to look at the computers for some needed care.  This came about as frustration is mounting with the current state of the computers, and the County IT person being unable to service all branches.  Mr. Leach is volunteering his time currently.  This issue will be re-visited at the February Board Meeting.

 

• Discussion and materials were handed out to the Board for preparation in hiring a new Director, as current Director's Letter of Intent to retire is to be forthcoming. Guidelines as to what is expected as far as advertising for the position and assistance the Board will have available to them in the new Director's consideration, were part of the content given to the Board.

 

• Board passed policies regarding the following: 

  • Patron removal from system after no activity on card for 5 years.

          ·    Patron moves out of State – Removal from system if no fines or current checkouts.

Move within state - do not remove. Patron should get card in new area and that library will                   over-write and add patron to their library.  (Left as is.)

            ·   Temporary Cards:  Time limit of use set.

                 Increase deposit to cover the loss of two books ($50) allowed per checkout. (Deposit =    cash?)  (Director to check other libraries policies)

• Director was going to implement setting up Socrates on our web page.

• Revenue check and board mileage reimbursement papers were signed.  Director's Time Sheet signed and meeting was adjourned at 5:40 P.M.

 

• February Meeting to be February 12, at Lovell Branch at 4:30 P.M.

 

• Respectfully submitted,

 

• Jeanne M. VanGelder 

 

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BIG HORN COUNTY LIBRARY BOARD MINUTES

TUESDAY, DECEMBER 11, 2018 4:30 P.M.

BIG HORN COUNTY LIBRARY – BASIN

 

The Big Horn County Library Board Meeting was called to order by Chairman, Ted Menke, at 4:32 P.M.

 

In attendance:  BHC Director Donna Capellen, Board Members:  Ted Menke, Mary Bair and Jeanne VanGelder

Guests:  None

 

Agenda was approved as presented.

 

Board Minutes from November 13, 2018  were approved as read.

 

Accounting expenditures were reviewed and briefly discussed. 

 

The Director shared monthly statistical reports, as well as the library activity for all Big Horn County Library branches.  Branch Manager reports were read and reviewed.  Some awesome things going on in our Branches.

 

Under Old Business, The Director shared a contract has been signed for a 60 day trial period for the Socrates program.

 

Dog Stars Program was to be pursued, possibly having Friends of the Library for Basin, Lovell and Greybull paying for the presentation.  The Director was going to check into the interest etc.

 

Library Policies need to be reviewed and any changes, additions, etc., need to be brought to the Board Meeting on January 8, 2019, for further discussion, voting on etc.

 

The Director did indicate she is turning in her Letter of Intent in January 2019.  Will be officially retired in June 2019.  The Board needs to review Hiring a Director guidelines from the Library Board Handbook, along with a job description.  This needs to move forward, so the County can start the advertising process for a New Director.

 

Board Meeting Dates for 2019 were reviewed.  No changes.

 

Questions of whether Library staff members can be a member of The Friends of the Library was deferred/tabled for further discussion.

 

Revenue and board mileage reimbursement checks were signed.  Director's Time Sheet was signed and meeting was adjourned at 5:45 P.M.

 

January Meeting to be in Greybull, Tuesday, January 8th at 4:30 P.M.

 

Respectfully, Jeanne VanGelder

Jeanne M. VanGelder

 

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BIG HORN COUNTY LIBRARY BOARD MINUTES

Tuesday, November 13, 2018

Lovell, WY Public Library

 

 

The Big Horn County Library Board Meeting was called to order by chairman, Ted Menke, at 4:30 p.m. in the Lovell Public Library.

 

In attendance:BHC Director Donna Capellen; Board Members, Ted Menke and Mary Bair.

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Agenda was approved as presented.

 

Board Minutes from October 9, 2018 were approved as read.

 

Accounting expenditures were reviewed and briefly discussed.

 

The Director shared the monthly statistical surveys and revenue reports, as well as the

library activity statistics for all Big Horn County Library branches.

 

Ms. Capellen shared information about a new program the library is going to pilot called SOCRATES.She has been in contact with Mr. Brian Rosenberg, the CEO of Education Revolution, LLC, the creator of the SOCRATES web program.The Libraries will have access to the program and it’s benefits including English and Math content.Science constructs will be added early next year.All card holders will have access to the program via the internet, from home or remote sites.The funding will hopefully be provided by The Big Horn County Library Foundation and success and/or satisfaction will be evaluated by all parties after the initial trial opportunity.

 

The Board discussed the closure dates around Thanksgiving and Christmas.This year will probably see county branches closed Monday, Tuesday, and; Wednesday; December 24th through the 26th.

 

The branch reviews of activity and interest were shared, discussed, and the Board found encouragement in the enthusiasm of patrons and staff in shared experiences.

 

           The meeting was adjourned at 5:20 p.m.

 

Respectfully submitted,

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Ted W. Menke, Chair

 

December Library Board Meeting will be held on at the Basin Public Library, 4:30 p.m.

 

 

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Big Horn County Library Board Meeting

Tuesday, October 9, 4:30. P.M.

Greybull Library Branch, Greybull, WY

 

 

*Meeting was called to Order by Ted Menke, Chairman at 4:30 P.M.

 

*In Attendance:  Big Horn County Director, Donna Cappellen, Mary Bair and Jeanne M. VanGelder.

Visitors:  Karen Hinman

 

*Agenda was approved as presented.  There were no Amendments.

 

*Reading of Minutes for October.  Mary Bair made a motion to approve and Ted Menke seconded approval, without any changes.

 

*Accounting Expenditures were reviewed and some discussion was made as to the IT Man assessing the computers county wide for connectivity, etc.  Director Capellen did share that for three (3) copiers, the rent is $300/month.  Director keep Board updated on what is found out from the IT assessment.

 

*Director's Report indicated Total Physical Circulation was up for the month.  S.T.E.A.M. Projects are doing well with 2 formal projects a month at the Greybull Branch.

Deposits were down a bit from last month, but not a concern at this point.

 

*Visitor Karen Hinman is in charge of the Fall Festival, Saturday, October 27th from 6:30 to 8:30 P.M. At the Big Horn County Library Branch, Basin, WY.  There will be a pumpkin pie contest, pumpkin decorating, etc.   All ages from 0 to 18+ are encourage to attend.  I am sure there will be a full report  at the November Meeting. 

*The Library's Latin Study Group has recommenced, they have three new members and they are doing a unit on the culture of Ancient Rome.   

 

*The Manager's Reports are quite telling in activities, attendance, etc., and the Board does encourage those interested to read them on line at the Libraries web site for more detailed information.

 

*Under Old Business The Consulting Firm Report was discussed at length.  John Koller of the Foundation was to contact the County Commissioners' to visit about the report.  It is the general consensus that maybe a commissioner should attend the Library Meetings to keep abreast of activities, concerns, questions, etc.  It was mentioned that the Board and a member from each Library Branch, any concerned patrons, set up a meeting with the Commissioners' to assess their feelings on the Report.    A few suggestions in the Report are not in agreement, as far as shutting any outside branches down, as there is paid staff at those outlying branches.  

*Internet is another area that needs to be visited about with all involved.

*Discussion was had about more outreach – such as paperbacks to the jail in the various communities, etc.

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*Training for staff without them having to miss a day of work was also discussed.  There are on line courses that can be taken, and need to be available.

*The report obviously has allowed the discussion to be opened, and hopefully, communication with the Branches, Commissioners' and Library Board will be forthcoming.

*Also there was mention of the WY Library Statutes being given to the County Attorney.  Seems there is a blurry line about the Board being Advisory or Governing.  It is believed the Board is Governing, and has been acting accordingly.

 

*Revenue, mileage reimbursement and time sheets/checks were reviewed and signed.

 

*Meeting was adjourned at 5:45 P.M.

 

*Next Meeting to be November 13th, at the Lovell Branch at 4:40 P.M.

 

Respectfully submitted,

 

Jeanne M. VanGelder

Secretary-Board Member

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Big Horn County Library Board Meeting

Tuesday – September 11, 2018

Big Horn County Library – Basin, WY

 

*Meeting was called to Order by Jeanne M. VanGelder at 4:30 P.M. At the Basin Library.

 

*In Attendance:  Big Horn County Director, Donna Capellen, Board Members, Mary Bair and Jeanne M. VanGelder.

  Absent:  Ted Menke

  Visitors:  None

 

*Agenda was Approved as presented, there were no Amendments request/needed.

 

*Reading of Minutes of August 22, 2018 Meeting were approved after a few minor corrections.

 

*Accounting Expenditures for August were reviewed under the new Budget and we are 16.71% into it.  All amounts reconciled.

 

*Director's Report indicated on the Statistical side of things that circulation, check-outs, etc. were down a bit.  Could be due to school starting up and time of year.

 

*Revenues were up a bit at $936.42.  Majority of that is from copies and fines.

 

*The Branch Library Activity reports are always informative and let's the Board know how they are engaging patrons, and continuing to reach outside of their buildings for more public awareness.

 

*Old Business – Discussion was had regarding the Consulting Firm report.  It will be reviewed and revisited at the October Meeting, in Greybull, October 9, 2018.

 

*Revenue, mileage reimbursement and time sheets/checks were signed.

 

*Meeting was adjourned at 5:25 P.M.

 

*Next meeting to be at Greybull Library Branch, October 9, 2018 at 4:30 P.M.

 

Respectfully submitted

 

 

Jeanne M. VanGelder

Board Member

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BIG HORN COUNTY LIBRARY BOARD MINUTES

Tuesday, July 10, 2018

Frannie Branch Library, Frannie, Wyoming

 

 

 

The Big Horn County Library Board Meeting was called to order by Board Chairman, Ted Menke, at 4:30 p.m. in the Frannie Branch Library.

 

In attendance:BHC Director Donna Capellen; Board Members, Ted Menke and Mary Bair.​

 

Agenda was approved as presented.

 

June 13, 2018 Board Minutes were read, reviewed and approved.

 

Accounting expenditures for June 2018 were reviewed and explained by the Director, Donna Capellen.One check in the amount of $58.90 was returned because the patron had paid cash at the Lovell Branch.All amounts reconciled.

 

The June Budget report from the County Clerk’s Office report reflected budget spending of 93.08% for the 2017-2018 fiscal year.

 

Total deposits from all branches was $713.16 and reflected $198.00 in fines and $372.00 in copies.Total circulation was down from June of 2017, but up from May of 2018.Total attendance was also down slightly from 2017, but digital circulation was up.

 

Reports from branch managers reflected a wide and successful range of summer activities and participation.

 

The Basin Library staged the Native American Drummer:Johnny Tim Yellowtail, as did the Greybull Branch.The Greybull Branch also sponsored, through their summer reading program, a presentation on violins by Mrs. Karen Campos, a presentation on animal calls by Beth Bischoff, and a “Presentation of the Past” by Cliff and Rowena Manuel from the Greybull Geo Science Center.

 

Greybull reported 59 children registered for the summer program.Greybull also chose to take advantage of a traveling art display from the Cody Research Center by photographer Edward Curtis.There were over 30 framed photographs of Native Americans depicting their culture at the turn of the century.Many of the images were from local tribes and of historically important leaders.

 

Lovell also reported record turn out for their summer reading program which involved the theme “Libraries Rock.”Some of their activities were rock painting, rocking around nature at the park, rocking to the beat; centered around music and an adult activity “Rocking Through the Decades.”

 

During old business, Donna updated us on the Basin storm damage cleanup and stated the trees will not be replaced, as maintenance feels the lost trees were too close to the Library building and had created problems.  In addition, she reported that there are several staff changes and on-going new staff training.

 

New business involved business financial transactions.

 

The meeting was adjourned at 5:30 p.m. by the chairman.

 

Respectfully submitted,

 

 

Ted W Menke

 

The August Board Meeting will be held Wednesday, August 15, 2018 at 4:30 p.m. in Hyattville, at the Hyattville Community Center.