Library Board Meeting

10-17-17

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. Geoffrey Eads is going to do the seeding of the area where the tractor tires were this summer. He will also pull out the overgrown bush out front. Allison has told Corey Endicott to wait on some of the items on the to-do list. The handicapped doors are now working. The library has a subscription to Ancestry Library until June and this past month held a class on how to use it. The employees have been informed about the IRAs going away. The van has been fixed, but it does need new tires. The garage has been cleaned out. North Daviess attended a session for the seventh grade poetry contest. The Friends of the Library did not want to do a book sale, so the library staff did one, as well as a sealed-bid auction. The basement has had a slight water issue (a puddle) The cause is still unknown but Allison will continue to work on identifying the source. Allison and Tiffany Tadlock were on the roof and the gutters appear to be clear and not the source of the problem.. There are pockets of silt on the lower level which they removed, but no obvious issues on the roof. The board discussed some of the problems with dampness in the basement and brainstormed some ideas about what might be the cause. This needs to be dealt with before the carpet is changed.

The board agreed with a suggestion from Allison and Daren that in-person yearly staff reports to the board be discontinued as they are not that helpful to the staff or the board. In place of in-person yearly reports to the board without the director present, we will move to an anonymous Google survey system twice a year where Allison will draw up the survey with Board input, staff will fill it out anonymously, and the results will be sent directly to a designated Board member. Allison noted the library has been offered a technology assessment/planning tool called EDGE from the State Library and she plans to use that tool for the year 2018 to assess and plan for the library's technology upgrades over the next couple years.

The board examined the bills. Gregg moved to pay the bills, and Shonna seconded the motion, which passed unanimously.

Allison updated the Board on budgeted vs. actual costs through quarter 3 of this year. Allison passed on a few accounting procedure suggestions that were given to her by the CPA who worked with her in September. The Board is considering adopting these procedures starting in fiscal year 2018.

The board examined the minutes from the September 19, 2017 meeting. Mary moved to accept the minutes as amended, and Kelvina seconded the motion, which passed unanimously.

Per Board request, in addition to the draft agenda which is emailed to Board members one week before each meeting, Allison will also email the minutes and any other pertinent information that would be helpful to review prior to the board meeting. After a board meeting, the minutes will be sent to all members via a Google share doc, for group editing/review prior to vote to approve at the follow-on meeting. 

The board discussed proposed personnel policy changes, including Paid Time Off, as well as the cost of  providing health insurance for full-time employees. The board will vote on the changes to the personnel policy at the next meeting. The board voted to pay $350 per month toward health insurance for each employee, but did not designate the plan that would be offered. Allison will research the plans further and bring her results to the next board meeting.  Allison reviewed the results of her interviews with candidates for the full-time position.

A first look at Allison's proposed circulation budget as well as the opportunity for Board input/approval for the strategic plan was pushed to November's meeting agenda.

The next regular meeting will be held at 4 p.m. on November 21, 2017  at the Gallatin library.

Mary moved that the meeting be adjourned, and Kelvina 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