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July 2023 Minutes

Switzerland County Public Library

Board Meeting Minutes

July 11th, 2023

The regular monthly meeting of the Switzerland County Public Library Board of Trustees was held Tuesday, July 11th, 2023 at 3:30 pm in the meeting room of the library. Attending were Debbie Margison, Mary Jane Rogers, Diane Sigmon, Michelle Hicks, Heather Peelman, and Emily Fox. Not attending were Stacy Streett, Diana Barry, and Sharon Deck.

Rogers made a motion to approve the minutes of the previous board meeting, seconded by Margison and passed unanimously. Reports of library activity and technology activity were shared. Children’s circulation more than doubled from all previous months of 2023. NOW Courier has been replaced by Pillow Logistics as the courier service contracted by InfoExpress, so deliveries have been sporadic and the Indiana State Library is working to resolve issues. Summer programming is underway. The biggest programs have been the ice cream social, Wands at the Ready, and Hedgehog Hannah. Patriot outreach efforts haven’t gotten many people, but have reached more adults than children. Fewer children have signed up for summer reading this year than last year, but adult participation is up approximately 50%.

Bills and claims were presented. Hicks made a motion to approve the claims, seconded by Rogers and passed unanimously.

Time for Public Comments


Old Business

Fox reported Outdoor Learning Lab construction is underway. Concrete has been poured and the sidewalks are being repaired. The charging station was installed yesterday. There is no timeline for the work to be completed, but the company is working 10 hour days Monday-Thursday.

The new Disaster Recovery Plan for Computers was reviewed. Hicks motioned to accept the plan, seconded by Margison and passed unanimously.

New Business

The Interlibrary Loan Policy was reviewed. Sigmon motioned to accept changes, seconded by Rogers and passed unanimously.

The Collection Development Policy was reviewed. Language was added to address book challenges and donations. Sigmon motioned to accept, seconded by Hicks and passed unanimously.

The donations guidelines were reviewed. Fox will present a policy at the next meeting.

Fox reported notes about the 2024 budget and upcoming budget obligations. The growth quotient will be 4% for next year’s budget. Fox mentioned that the board wanted to consider mid-year raises for staff in the fall but due to rising costs and upcoming obligations, those discussions might come in September or October. Fox also said she is looking into potentially switching to a voice over IP system for the phones and fax over IP as well. She is consulting with other libraries who did and significantly lowered their phone bills. Fox mentioned upcoming conferences. Due to large phone bills and less e-rate funding for internet, there is only enough money in the communication budget to send her to the full ILF annual conference. Other full-time staff members have been informed they will only be able to attend one day. Fox would also like to budget to go to the PLA Conference in Columbus, OH next year and is looking into cost cutting measures like grants and carpooling with Jefferson County Public Library staff. Lastly, the library is in need of a new server and new computer for the microfilm reader. Both are extreme needs that will total approximately $10,000. Fox said the money was initially going to come out of the casino budget, but due to construction, there might not be enough and she will look into grant funding. Additionally, Fox would like to start a library of things and replace the library’s mini-fridges and steam mop by the end of the summer. There is money in the budget for these things due to the cost being under $1000.

With no further business, the meeting adjourned at 4:03 p.m.

Minutes recorded by Emily Fox.

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