Board of Trustee Minutes February 9, 2016
Switzerland County Public Library
Board Meeting Minutes
Tuesday, February 9, 2016
The regular monthly meeting of the Switzerland County Public Library was held Tuesday, February 9, 2016 at 3:30 pm in the meeting room of the library. Attending were Wanda Benzing, Denise Crawford, Sharon Deck, Diana Johnson, Sundra Whitham, Bruce Williams, Shannon Phipps, and Mary Jane Rogers. Not present was Allan Bear.
Whitham made a motion to accept the minutes of the Finance Committee meeting, seconded by Crawford and passed. Crawford made a motion to accept the minutes of the January meeting, seconded by Johnson and passed. Reports of library activity and technology activity were shared. Unique Management Services has recovered $3621 through collections to date. The wireless system has been installed and wireless printing should be available for patrons later this year. Staff and public computers will need to be replaced in 2016 or 2017. Bank reconciliation statements and the receipt listing were reviewed.
Bills and claims were presented. Whitham made a motion to approve the claims, seconded by Crawford and passed.
Time for Public Comments
There were none.
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 came but has not sent an estimate yet. Their representative said it would probably be $5000-6000. The director contacted Eric Cole at the YMCA who told her that they had 10 cameras installed by a company out of Evansville for $8900. Williams gave Phipps the name and number of a representative from F.A.S.T. who takes care of the Courthouse and Tec building.
Errol Judy cleaned the gutters. Exterior Pro Roofing came on February 4th to inspect the roof but has not given us the findings yet.
Due to vandalism and probable drug use the restrooms are now locked and the key must be signed out. Staff checks the restrooms after each use.
Youth Services Librarian Jaime Beach has written a grant request for $1600 to the Vevay-Switzerland County Foundation for the Summer Reading Program. This year’s theme is Ready, Set, Read and centers on health and fitness. Whitham made a motion to approve the grant request, seconded by Williams and passed. The revised procedures for Internal Controls were discussed. Benzing made a motion to approve, seconded by Williams and passed. The Fee for Nonresident cards was reviewed. The per capita expense for 2015 was $26.67 so the current fee of $30.00 is still applicable and the Board saw no reason to raise it.
The Strategic Plan was evaluated for progress towards the goals. Discussion was held concerning ways to reach more people and increase circulation. In 2017 we will be writing a new Strategic Plan which will be combined with the Technology Plan per new state standards.
The Annual Report to the Indiana State Library was submitted 1/13, the Annual Financial Report to Gateway on 1/21 and was published in the local newspaper, the 100R has been submitted and W2s and 1099s were distributed in mid-January. A Memorandum of Understanding from the county auditor’s office to receive Casino Revenue was reviewed. Johnson made a motion to accept, seconded by Benzing and passed. Shawnna Ramsey will need to go help take care of her grandchildren for 5 weeks and the director would like to hire Kyla Ramsey as a substitute janitor. Crawford made a motion to accept, seconded by Deck and passed.
The toilet in the ladies’ restroom is being replaced Wednesday. The automatic front door is not working properly once again and it was suggested that the director look into replacing it as maintenance is becoming costly.
The Auschwitz program was well attended and evening Story Time is starting out with a good group. Book Group has 3 new members. 3D-Deal, Deck and Duel for teens is starting up again. Upcoming programs include Color Me Calm, Minecraft Fun, and Arizona Green Tea Jewelry Creation. Phipps will be taking a vacation day 2/12 and the library is closed 2/15 for President’s Day. So far there have been no full days closed due to weather but the library closed at 5:00 on one of the days it snowed.
Bruce Williams asked that the Board make a resolution in recognition of Sundra Whitham:
“Whereas, Sundra Whitham has served the Switzerland County Public Library and the community by her 28 years of service on the Board of Trustees, be it hereby resolved that the Board expresses its appreciation on behalf of the library and its patrons”.
The resolution was approved unanimously.
With no further business, Williams made a motion to adjourn at 4:20 pm, seconded by Deck and passed. The next meeting will be March 8, 2016 at 3:30 pm at the library.
Minutes recorded by Shannon Phipps.