Switzerland County Public Library

Board Meeting Minutes

February 9^th, 2022

The regular monthly meeting of the Switzerland County Public Library Board of Trustees was held Wednesday, February 9^th, 2022 at 3:30 pm in the meeting room of the library. Attending were Mary Jane Rogers, Bruce Williams, Stacy Streett, Michelle Hicks, Heather Peelman and Emily Fox. Not attending was Sharon Deck, Debbie Margison, and Diana Barry.

Rogers made a motion to approve the minutes of the previous board meeting and annual Finance Committee meeting, seconded by Williams and passed unanimously. Reports of library activity and technology activity were shared. Circulation is lower but on par with the same time last year. Children’s programming is going well for the time of year, and adult programs are going steady as well. Activity is lower, but many questions on the State Library annual report are shifting focus to individual stories and community impacts rather than strictly statistics.

Bills and claims were presented. The amount spent for snow removal is much higher than in previous years. The consensus was to get more quotes for future snow removal. Streett asked if the price was for the entire lot or only the side closest to the library. Fox said she believed it was the whole lot but would check with the funeral home to see if they had paid, since the library owns the whole lot but the funeral home generally helps pay for maintenance. Williams said to check with the auditor to see who cleans snow for the courthouse. Streett said she knew of some people who could give quotes. Rogers asked if the library was still having problems with Cintas and Fox said it has mostly been straightened out, but prices have been increasing. Streett made a motion to approve the claims, seconded by Rogers and passed unanimously.

Time for Public Comments

None.

Old Business

Fox gave updates on the building projects. Becky Stambaugh and Carrie Colvin from K2M Design had hoped to make it to the meeting but had to postpone until March. Fox spoke to Stambaugh about the facility assessment and will send that document to the board before the next meeting. Fox and Stambaugh will also have a meeting about the outdoor space next week so that she can give feedback before the designs are proposed to the board next month. Fox finally made contact with someone from FAST LLC about security cameras and someone will be coming on Monday to evaluate the area and give a quote.

Fox proposed changes to the personnel policy. Most were minor changes, but a section was added defining the conditions around health insurance for full-time staff. Streett motioned to approve the changes, seconded by Hicks and passed unanimously.

New Business

The nonresident fee was reviewed. It is currently set at $30. According to the most recent annual report data, the library pays between $26-27 per person for materials and services. Since the numbers were so close, no changes were made.

The fees for fax, copies, and lamination were reviewed. Fox drafted a new “Print Services Policy” to encompass all print services into one document. Under the policy, the library will now no longer charge for faxes and prints that have a cumulative cost of less than $5.00, but will still charge for copies made on the copy machine and lamination. Williams motioned to accept the new policy, seconded by Rogers and passed unanimously.

Fox mentioned she has completed the State Library annual report and is almost finished with the State Board of Accounts Annual Financial Report. She said she normally is done earlier, but new changes to the report require her to calculate depreciation and it is time consuming. The website is currently experiencing a bug, but she will pass a PDF copy of the annual report to the board when that service is available again.

With no further business, the meeting adjourned at 4:05 p.m.

Minutes recorded by Emily Fox.