The Southern County Library Board Budget Committee met at the Sumner County Administration Building and voted to forward the draft library budgets to the full board while listing clarifying questions for directors and county staff.

Committee members pressed library directors for more detail about staff compensation requests—most prominently a Northville director’s proposal for a roughly 20% increase to part‑time salary rates and requests for two new full‑time positions—and flagged large line‑item increases for books and data processing that require explanation before county commissioners consider final approval.

The committee’s action matters because the budgets will go to the full Sumner County commission for final approval; the committee asked directors to supply documentation and memos so commissioners can weigh whether requested increases are sustainable within county revenue and policy.

Committee chair Joanne (committee member) opened the meeting and led roll call; Peyton Teller (committee member) and other committee members participated. Two committee members, Shannon Bergdorf and Paul McCoy, were absent. The committee heard from three library directors attending the meeting: Amy (library director), Kevin (library director) and Avada (library director). Budget staff and a finance representative (identified in the meeting as Gabby) also participated in the discussion.

Most time at the meeting focused on operational increases and a handful of capital requests. At Northville, Amy described a staff compensation proposal that includes a roughly 20% increase to the part‑time pay scale and two requested full‑time positions. Committee members said that a 20% raise would be difficult to approve within the county budget cycle and urged the director to present supporting documentation and to raise the issue with the full board during the directors’ presentations. The committee also discussed that part‑time pay increases are easier to approve than new full‑time positions because full‑time hires carry benefit costs.

Committee members asked for clarifying details on several recurring operating lines:
- Electricity: Northville’s request shows an about‑20% increase compared with recent years; the director said she used a three‑year monthly average and a conservative projection to estimate higher summer and winter utility costs.
- Books and media: Northville’s materials budget request rose by about $6,000; the director said last year’s actual purchases totaled $24,012.95 and noted the county typically budgets 10% of local appropriations for materials as a guideline. The committee asked directors to identify the portion of materials funding expected from other sources (for example, local friends groups or specified donations) and to show where any external $5,000 contribution is recorded.
- Data processing and contracted services: Several directors flagged increases in data processing or contracted services lines (examples discussed included Canon contracts, hosting for library systems and security agreements). One director’s data processing line moved from about $24,000 to $32,000; the committee asked for an itemized list of services included under that line.

The committee also raised ongoing concerns about the county’s contract and billing for Comcast/internet services. Directors said some library sites have Comcast accounts that have not been fully separated or moved onto the countywide agreement, producing fluctuating bills and discounts that no longer apply. The committee asked directors to provide: (1) the annual Comcast/internet cost broken down by library, and (2) the contract holder and term so the committee and county legal/IT staff can determine whether and when libraries can be moved onto a county agreement or renegotiated terms.

On capital items, directors identified mandatory or near‑term IT upgrades and several building repair items:
- Computers: A director estimated a one‑time capital request of roughly $8,000–$10,000 to replace staff and public computers so machines can run Windows 11 and meet a mandatory upgrade expected in the coming fiscal year. The committee asked for a brief memo describing the mandatory upgrade and an equipment cost estimate to include in the capital worksheet.
- HVAC, windows, facade and carpet: One library proposed capital repair and replacement work with an estimated cost in the tens of thousands (an example line item discussed was $25,000 for HVAC/window work and a multi‑year schedule for carpet replacement). The committee requested inspection and maintenance records and a facilities assessment from county maintenance or a vendor so commissioners can decide timing and whether to shift costs across fiscal years.

Committee members emphasized the role local friends groups and community fundraising can play in offsetting operating pressures for supplies, program food, and small program kits; several directors reported outreach and local fundraising efforts but the committee asked each director to identify specific items that could reasonably be supported by friends groups or donations.

The committee voted to forward the draft budgets to the full county board with the requested clarifying documentation. Motions to move the budgets to the full board were seconded and approved by voice vote during the meeting. The committee asked staff to collect the requested memos, line‑item breakdowns and contract details and to return any outstanding clarifications before the budgets are presented to the county commission.

Votes at a glance: the committee approved the meeting agenda and minutes, and approved motions to forward the library budgets to the full Sumner County board pending the clarifications described above.

The committee scheduled follow‑up work: directors will provide memos and line‑by‑line explanations (including Comcast/internet billing by site, a detailed data‑processing invoice list, personnel cost breakdowns and capital project descriptions). The committee intends to finalize its recommendations once those clarifications are received and before the full board’s budget hearings.