The Osgood Public Library board of directors met Tuesday, January 29, with all members present.
Librarian Vicky Butz announced that the library is coming up on its 100th anniversary and she would like to make it a special event.
Butz gave some history of the library to the board members and said the library actually started in 1912. However, in 1913, the board asked the Carnegie Corporation for a library building. That building was completed and the dedication service held on August 21, 1914.
Some of the ideas discussed included having people read 100 books between August 21, 2013, and August 21, 2014; have prize drawings, banners, reading a book from 1913 and more, along with media coverage.
The meeting of the finance board was called to order with treasurer Richard Parks passing out copies of the library investment policy for members to look over and approve with their signatures.
The policy has no changes from last year, with the exception of the name of the bank. Members were also given a report of investment earnings for the past year. With no questions, a motion was made to accept the renewal of the investment policy for 2013.
Parks distributed the treasurer's report. He reported the amount spent for the month was $21,637.56. One of the claims presented was for the life insurance renewal. Board member Melodie Busch asked if the amount could be deducted for an employee who is no longer working for the library. Parks said that he would check into it.
The first item of new business was the approval to hire a part-time employee at the Osgood library. Butz reported hiring one other person a few weeks ago and said that he is doing a great job. However she still needs one more person. This was approved by the board.
Butz reported a non-working monitor and requested approval to dispose of it. She said that they have extras and will not need to purchase another one. The disposal request was approved.
Appointment of officers was held. It was unanimous that all officers will remain the same for the 2013 year. Appointed were Sheri Cunningham, president; Lisa Bradshaw, vice president; Richard Parks, treasurer; and Connie Coyle, secretary. Attorney Larry Eaton was approved to remain as legal counsel for the library.
Butz informed board members the preliminary budget approval has been received and expects to receive final budget approval in the coming weeks
Butz reported coming in to work to find the electricity out in several offices. She called Scott Rinear, a local electrical contractor, to take care of the problem. She said that some water had gotten in to one of the outside outlets and shorted some things out.
Butz also reported a water leak in her office. Rinear looked at that, but said he didn't really see anything. He recommended holding off until warmer weather and he will come back and roll some special paint to fix the issue.
Next, Busch brought up concerns she had regarding the bank statement reconciliation procedure. She expressed that someone other than Parks should reconcile the bank statement since he is the one paying the claims, adding that this is for his protection in case any money would come up missing.
"It's nothing against Richard. I'm just thinking it's a protection actually for him. If no one else wants to do it, I'll be glad to volunteer," Busch said. She added that the reason for bringing this up was in reference to alleged illegal activities involving town clerk treasurers and some churches.
"I do them by hand, as auditors do them. I've always done them that way. The State Board of Accounts likes the way that I do them. I have more detail in what I do. We have good internal controls here. People who handle money don't make bank deposits. People who make bank deposits, don't handle books. People who handle books don't have access to money," said Parks.
Parks said that he doesn't have a problem with anyone looking at what he does with the books or the bank statement.
Gene Pitts said the State Board of Accounts is very thorough. Vicki Bradshaw questioned whether or not there have ever been any problems with this at the library. Busch said there has not, but still felt it would be a good business practice to have someone else do the bank reconciliation each month.
"We've never had any problems at all and we've always had exemplary workers here. I think we just need to hire the best people, trust them and trust the system and support them," said Bradshaw.
Butz distributed the annual report, pointing out that circulation was actually down in 2012 over 2011. She said that the numbers didn't seem right to her, adding they seemed a lot busier. They did update the circulation software in August to Evergreen, which Butz said maybe there is something different about the way Evergreen totals renewals.
The E-book circulation was 1,163. Butz said she sees this as a number that will keep going up. She reported the numbers did go down for the computer room, as well, but feels that is accurate due to the new Internet use policy stating parental consent must be given for a minor to go online
Butz reported that someone will be coming into the library on Saturday to do a demo of the Ancestry Database. She also reported that the GED classes that were being held at the library four days a week, will now only be available there two days a week.
Classes will now be offered in Osgood on Mondays and Wednesdays and in Batesville on Tuesdays and Thursdays.
Butz also told members that she renewed the contract for monitoring the fire alarm system.
The next meeting of the Osgood Library Board of Directors is set for Tuesday, February 21, at the Milan Branch of the Osgood Public Library.