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Board Meeting Minutes Tuesday, March 8, 2016

Switzerland County Public Library

Board Meeting Minutes

March 8, 2016

The regular monthly meeting of the Switzerland County Public Library was held Tuesday, March 8, 2016 at 3:30 pm in the meeting room of the library. Attending were Wanda Benzing, , Sharon Deck, Diana Johnson, Mary Jane Rogers, Bruce Williams, and Shannon Phipps. Not present were Allan Bear and Denise Crawford.

Williams made a motion to accept the minutes of the February meeting, seconded by Deck and passed. Reports of library activity and technology activity were shared. Circulation and computer use were up quite a bit in February as compared to January. The director shared new reports that are generated to show wireless use and website visits. Now that there is a reliable reporting mechanism for both our numbers should be more consistent. Bank reconciliation statements and the receipt listing were reviewed.

Bills and claims were presented. Johnson made a motion to approve the claims, seconded by Benzing and passed.

Time for Public Comments

 There were none.

Old Business

 Two companies came to look at installation of surveillance cameras. The estimate from ADT was about $2100 for installation of 8 cameras and then $116 per month on a 3 year contract. This would include maintenance and repair of the equipment. Tyco Simplex Grinnell provided an estimate of $11,379.94 which would be installation and purchase of the system. Herschel Lewellyn from F.A.S.T. will be coming March 9th to gather information for a proposal and all estimates will be discussed at the April meeting.

Two companies came to look at replacing the front doors. Your Automatic Door Co. of Franklin, Indiana was recommended by 3 library directors in the area. They provided an estimate for double doors with 1” glass with an ADA accessible plate on the inside and outside for $6424.75. Southern Ohio Door Co. of Miamitown, Ohio who has been doing repair and maintenance on the doors provided an estimate of $7960 for the same setup with ¼” glass or $8932 for a single slide telescoping door. The director reviewed balance of Riverboat Casino Funds, anticipated income for 2016 and future planned expenses from the fund. Johnson made a motion to accept the estimate from Your Automatic Door Co., seconded by Williams and passed.

New Business

The Summer Reading Program received a $200 grant from the Women’s Giving Circle for the ending program, Waterworks. A resolution was presented to adopt the internal control standards that are outlined by the State Board of Accounts. Benzing made a motion to adopt the resolutions, seconded by Deck and passed. Phipps, Brett Ricketts and treasurer, Diana Johnson will now participate in training on the SBOA standards and our local procedures. The resolution, documentation of training and our policies will need to be submitted with the Annual Financial Report in Gateway next year.

Information for completing the IRS 990 has been given to Stephanie Furnish, CPA, so that she can file it by the 5/15 deadline. The first section of IN the Public Trust was reviewed. Discussion was held on challenges the library has faced, including the closing of the Patriot branch as well as the value of our assets. We will discuss this in more detail next month.

The director asked for permission to close on Friday, April 22nd so that she, Brett Ricketts, Jaime Beach, Barry Brown, Heather Peelman, and Mary Johnson can attend District 6 Conference in Seymour. Johnson made a motion to close, seconded by Benzing and passed.

Phipps presented some proposed changes to Evergreen Indiana policy. A pilot program will allow libraries to be fine free. After the pilot, the program will be reviewed to assess any negative effects on the consortium. This program is voluntary. The “clean slate” policy affects patrons who turn 18 and are responsible for their own accounts. A number of options are available. If the parent responsible has a card, any fines owed can be moved to that card. If the parent does not have a card, the minor’s account can be updated to have the parent’s name and a new account can be created. Lastly, the fines owed locally can be waived. After discussion of different scenarios, it was recommended that any of these options be chosen at the director’s discretion depending on the situation.

Jaime Beach applied to be a volunteer at the International Federation of Library Associations in Columbus, Ohio in August and was accepted. Her expenses will be paid by the conference hosts, but she will need time off work to do this. Diana Johnson made a motion that the library allow her to be paid for 3 days at the conference and if she wants to be there more than 3 days she can use vacation or time without pay as long as there is staff available to run the library. Benzing seconded and the motion passed. Members suggested that we put something in the newspaper after the conference.

The library will open at noon on March 15th after Mr. Pest treats the building and will be closed on March 25th for Good Friday. Shannon will be on vacation March 31st-April 5th and Brett Ricketts will be in charge. Jaime and Shannon will participate in the 6th grade camp at Whitewater Christian Camp May 11th and 12th. The library will pass out information at Kindergarten Signup at SCES and JCES in April. For National Library Week, a photo contest will be held.

With no further business, Williams made a motion to adjourn at 4:40 pm, seconded by Deck and passed. The next meeting will be April 12, 2016 at 3:30 pm at the library.





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