Library Board Meeting

9-19-17

The board met in the Johnson Conference Room at the main library.

Present: Daren Adkins, Kelvina Hobbs, Shonna Morrison, Mary Jarboe, Gregg Hartley, and Director Allison Spidle.

Daren called the meeting to order.

Allison presented her director’s report. She has received a few candidate applications for the full-time position. We are scheduled to be in every county school for visits by the end of October. So far, the visit to Gallatin is completed. Staff reports will be presented today. More money has been spent on large print resources lately and the patrons have noticed and made positive comments. The state librarian visited on September 8. Friends of the Library does not want to do a book sale for Chautauqua or the city-wide garage sale day. Allison has had some no-cost training on our Quickbooks from her uncle who is a CPA.

The board examined the bills. Gregg moved to pay the bills, and Mary seconded the motion, which passed unanimously. Rotary made a donation of $475 this month for a projector and for an essay contest.

The board examined the minutes from the August 24, 2017 meeting. Gregg moved to accept the minutes as amended, and Kelvina seconded the motion, which passed unanimously.

Staff members presented reports.

Two action items emerged from staff reports:  technology needs to be updated throughout the library and the van needs to be checked, specifically the brakes and brake fluid. Allison will follow-up on the van and address the technology issues via a near-term strategic planning process. 

Allison reported on the progress on the basement remodel. Steve Holcomb has put in a bid on the carpet squares in the basement. Tammy Gay put in a bid on the paint and new countertop. Toilets will need to be replaced, but all other plumbing fixtures can be reused. Matt Adkison put in a bid of $1,900 for switching over the lighting to LED. Daren suggested requesting a bid from Doug Linville.

The Jamesport branch updates have been completed. The labor to attach the shelving at the Jamesport branch to the wall was donated by John Kramer. The old copier from the Assessor’s office is available for Jamesport to provide fax and copy services. If it will not fit, it will be transported to the main branch until a decision can be made on what to do with it.

Allison prepared a packet regarding a proposed IRA and healthcare benefits change. The board discussed healthcare options for employees. Shonna moved to drop the IRA benefit from employee benefits as listed in the personnel policies, and Kelvina seconded the motion, which passed unanimously. The board tabled action on modifying the health benefits until the next meeting.

Geoffrey Eads will be tasked with replacing one of the bushes. Daren will get the replacement bush. 

Allison presented more information and figures on sick days/vacation time usage and overtime for employees.  The board and Allison agreed that overtime has to be paid sometimes, but that our first option should always be adjusting an employee’s hours to stay under the 40 hr/week cap.  Sick time under the current policy will be held strictly to the amount the employee has on the books at the time of taking sick leave with no future borrowing within the same year or in advance.  The options for changing the sick/vacation time policies and pros and cons were discussed.  The board would like Allison to address some of the current issues with the sick/vacation policy via a proposal for a change to personnel policies.  Ideally, that proposal will be voted on by the Board at a 2017 board meeting and be put in place prior to January 1, 2018.

The board approved Winston library continuing but moving to Wednesday hours only. The board approved computer 5 and 6 being wiped clean and included in next spring’s sealed bid auction.

Allison request the Board either individually or collectively provide her with a written employee evaluation for her performance in the last 12 months.  Daren agreed to take the lead on this request.

Allison asked for Board approval to move forward in putting together a strategic plan for the next 1, 3, 5 and 10 years.  The board approved she move forward with the next step being to gather staff input at the staff in-service day on October 16th. Allison will come back to the Board next meeting to request input and approval for the Strategic Plan prior to moving into budget season. 

The next regular meeting will be held at 4 p.m. on October 16, 2017  at the Gallatin library.

Mary moved that the meeting be adjourned, and Gregg seconded the motion, which passed unanimously.

The preceding is a summary and not the official minutes, which will be read, amended as necessary, and approved at the next regular meeting.

Gregg Hartley

Board Secretary