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Switzerland County Public Library

Board Meeting Minutes

June 14, 2016

The regular monthly meeting of the Switzerland County Public Library was held Tuesday, June 14, 2016 at 3:30 pm in the meeting room of the library. Attending were Allan Bear, Denise Crawford, Diana Johnson, Mary Jane Rogers, Bruce Williams, and Shannon Phipps. Not present were Sharon Deck and Wanda Benzing.

Crawford made a motion to accept the minutes of the May meeting, seconded by Bear and passed. Reports of library activity and technology activity were shared. Computer use was down and circulation was high, especially for May. Collections from Unique Management have gotten to the point at which the “budget neutral” process has paid for itself. Now all fees collected, minus $8.95 per new placement, will be the library’s. Three of the staff computers (Director, Youth Services, and Circulation) have been replaced. We are looking at increasing bandwidth from 10MB to 25MB in 2017. Additional costs will be around $100 per month with about 50% reimbursed by the state. Bank reconciliation statements and the receipt listing were reviewed.

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

Time for Public Comments

There were none.

Old Business

Bed bug procedures were discussed. At the first incident, staff will monitor returns by suspected patrons. On the second instance, the patron will be notified and will need to return items in Ziploc bags. If there is a third incidence, the patron will not be allowed to check out materials until he or she brings in proof of extermination treatment. Patrons will be billed for any damages to materials.

New Business

Graffiti was discovered on the side of the building May 17th. Thanks to a tip from Danners Hardware staff, the perpetrators were identified. ServPro removed as much as they could but a faint outline remains on the bricks. The bill for $280 was turned in to the police. Our insurance deductible is $500. Over Memorial Day weekend it looked like a vehicle ran into the building. There was some paint that brushed off the bricks and lots of broken light pieces but no lasting damage.

The policy for Computer and Internet Use was reviewed. Shannon made a recommendation that we allow patrons and guests an extra 90 minutes if there are 2 or more computers empty. Computers are not used as much as they were in the past now that so many people have their own portable devices. Johnson made a motion to approve the revised policy, seconded by Crawford and passed. Shannon informed Board members that there are videos about Trustee duties on the Indiana State Library website and provided the link.

A resolution to transfer appropriations in the Casino Riverboat Fund was presented. This is needed to cover costs of replacing staff computers. Williams made a motion to adopt, seconded by Bear and passed. The Policy on Materiality and Process for Reporting Material Items was presented for approval. Johnson made the motion to approve, seconded by Rogers and passed. We will have a booth at the 4-H Fair, and Board members are encouraged to sign up for a time to work the booth with a staff member July 11th-16th.

The library will be closed July 4th for the holiday. Shannon will take leave June 30th and July 5th-8th. The next meeting will be July 12th at 3:30 pm. We will be working on the budget for 2017. Williams made a motion to adjourn, seconded by Bear and passed. The meeting adjourned at 4:15 pm.

Minutes recorded by Shannon Phipps.



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