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January 2017 minutes

The regular monthly meeting of the Switzerland County Public Library was held Tuesday, January 10, 2017 at 3:40 pm in the meeting room of the library. Attending were Allan Bear, Wanda Benzing, Denise Crawford, Sharon Deck, Diana Johnson, Mary Jane Rogers, Bruce Williams, and Shannon Phipps.

Crawford made a motion to accept the minutes of the December meeting, seconded by Rogers and passed. Reports of library activity and technology activity were shared. Unique Management Services collected $73.24 and had 11 placements. A new computer has been set up in the local history room with updated software for scanning from the microfilm reader.  Bank reconciliation statements and the receipt listing were reviewed.

Bills and claims were presented. A bond has been purchased for all employees for $5000. This will cover staff besides the director since all staff handles money through the cash drawers. Johnson made a motion to approve the claims, seconded by Benzing and passed.

Time for Public Comments

There were none.

Old Business

The director presented a spreadsheet to show fund and bank balances over the past two years. There is approximately $20,000 more in the Operating Fund to start 2017 than there was a year ago and the balance of all funds is up by $11,000. It was suggested that $5000 be transferred to the Rainy Day Fund. A resolution will be presented at the February meeting to make the transfer.

New Business

Crawford made a motion to elect the following slate of officers: Allan Bear, President; Sharon Deck, Vice President; Bruce Williams, Secretary; and Diana Johnson, Treasurer. Rogers seconded the motion and the slate was approved by unanimous vote.

A resolution to allow for electronic transfer of funds was presented. Phipps said that she had seen one at some point while Kristi Harms was director but was unable to find it on the computer or in previous minutes so it was decided to devise a new one. Johnson made a motion to adopt the resolution, seconded by Deck and passed unanimously.

A policy for Bed Bugs was presented. The policy is intended to inform the public as to preventative measures we are taking as well as how we will deal with the presence of bed bugs.  Crawford made a motion to adopt the policy, seconded by Bear and passed unanimously.

The Annual Report to the State Library is complete and ready for submission. The report was reviewed and the attestation form was signed. W-2s and 1099s have been prepared and sent out and the 100 R was submitted through Gateway. Diana Johnson and Shannon Phipps will be entering information into the Annual Financial Report which is due March 1st. Amber Garcia is going to her first Youth Services Roundtable Friday in Brown County. The director will be taking vacation days January 20th and January 27th. There being no further business, the meeting was adjourned at 4:20 pm.

The next meeting will be February 14th at 3:30 pm.


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