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November 2021 Minutes

Switzerland County Public Library

Board Meeting Minutes

November 9th, 2021

The regular monthly meeting of the Switzerland County Public Library Board of Trustees was held Tuesday, November 9th, 2021 at 3:30 pm in the meeting room of the library. Attending were Debbie Margison, Mary Jane Rogers, Bruce Williams, Sharon Deck, Stacy Streett, Diana Barry, Heather Peelman, and Emily Fox. Not attending was Allan Bear.

Fox forgot the minutes to the previous board meeting, so they will be approved in December. Reports of library activity and technology activity were shared. 20 people signed up for library cards in October, which is double the number in September when the National Library Card Sign-Up Month contest was occurring. Program and circulation numbers are steady. The library earned $463.25 from the annual book sale. Not all furniture was sold, but because Ivy Tech picked up old cabinets and computers from when the library had an agreement with them, there is more room for storage and space is not as much of an issue. Margison asked if mowing was done for the season and Fox said yes and that because the contract is now up, the library will need to take bids again next year.

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

Time for Public Comments

None.

Old Business

Fox presented Form 990 that was prepared by Stephanie Furnish. The form is due on November 15th. Streett motioned to accept the form, seconded by Rogers and passed unanimously. Furnish will send it to the IRS this week.

Fox gave an update on insurance for staff, saying she found out that after insurance is accepted in the budget, the director can make the decision on which policy to choose rather than the board. She will choose when she gets back from vacation at the end of the month and update the board in December. Fox stated that based on quotes, the board will likely need to move about $5000 into the insurance fund from another fund next year since prices were higher than originally quoted.

Fox presented bar graphs explaining the library’s finances and reserve funds. Some board members were concerned the library might not be able to pay for the outdoor renovations without losing too much in the reserve funds and Fox explained how it was possible to pay using excess funds from the past 4 years. She suggested that the library use $30,000 of money from the operating fund to fund the project. Barry asked for some clarification on how the library receives additional appropriations and Fox clarified.

Fox stated she will attend the county council meeting Wednesday night to advocate on behalf of Michelle Hicks and Diane Sigmon to join the board to replace Bear and Williams.

New Business

Fox presented a resolution to create an ARPA fund for the federal grant. Barry motioned to approve, seconded by Margison and passed unanimously.

Fox proposed to transfer the $8000 budgeted to LIRF. Williams motioned to approve, seconded by Rogers and passed unanimously.

Fox presented a proposal from AVC Technology for new computers. Computers were last bought over the course of two years in 2015 and 2016 so it is time for an upgrade. Fox stated that all staff computers would be replaced and that the six patron computers would be replaced by three desktops and one laptop for in-house use. The cost would be approximately $15,000. The last set of computers was around $18,000. Barry stated that the price seemed reasonable for the cost of materials these days. Streett motioned to approve the purchase, seconded by Barry and passed unanimously.

In order to pay for the computers, money needed to be moved within the operating fund. Fox presented a resolution to move money from the supply and capital outlays budgets. Barry motioned to approve, seconded by Rogers and passed unanimously.

Fox presented proposed raises for staff members. She proposed a 5% raise for all staff except the director and a 2.5% raise for the director. Discussion was held. Fox and Peelman left the room for the discussion. The board moved for the director to receive a 5% raise as well. Since the printed resolution said “2.5%,” in the interest of time, Fox said she would white-out the “2.” on the signed copy so it would simply say “5%” and note it in the minutes that that was the intention.

The 2022 salary schedule was presented. All positions were shifted up between $1.25 to $3.00. Streett motioned to accept the schedule, seconded by Margison and passed unanimously.

The library will be closed on Thursday, November 11th for Veteran’s Day and will be closing early on November 16th due to staff being at the ILF annual conference. The library will be closed November 25th to 27th for Thanksgiving and the Evergreen upgrade.

Fox will be taking vacation from November 17th to 27th.

With no further business, the meeting adjourned at 4:20 p.m.

Minutes recorded by Emily Fox.

 

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