To Community Leaders and Interested Citizens,
The Marion County Library Board of Trustees (MCLB) operates as a chartered nonprofit 901-3-C organization and abides by TN Annotated Chapter 10 and is not an advisory board. The organization has existed for approximately 50 years and has been responsible for the administration of the three libraries in Marion County for the majority of those years.
There are nine trustees serving, with representation from each participating city. Recommendations and approval of the trustees are coordinated with the respective county commission and cities and placed on the board, pending the Marion County Commission approval. It has never been easy to get recommendations for newly appointed trustees from either the cities or county, due to the hands-on, working nature of the board. The MCLB trustees are volunteers, made up of members with full time jobs, with family or community responsibilities. The expectations of a board member are a ‘“working board” with numerous direct hands on matters.
This letter has been written in order that the MCLB may address each concern that has been expressed and to (hopefully) dispel the matters before the board and commissions regarding several misconceptions expressed by and in public.
Untruthful allegations and misinformation have been shared publicly regarding administrative actions of the board. This letter presenting facts regarding these allegations should dispel any such false statements.
The Marion County Library Board (MCLB) is required to have an audit of accounts yearly
It was alleged in a public forum that the audit had many significant issues, of which, the latest was the TN Comptroller’s office finding a reportedly recent discrepancy in the retirement system line item.
The MCLB did not have an error because the discrepancy was between the Comptroller’s office and the auditor’s office. (See the attached letter from the auditor explaining the issue.)* All issues found within the last six years within the audits have been addressed and corrections made.
Public concern has been expressed about the need to appoint an Executive Director to administer libraries in Marion County
The MCLB found it difficult to maintain staff coverage in libraries with unexpected staff absences. These libraries have one full-time librarian and only part-time staff who work limited hours. There is an agreement with the Secretary of State that specific hours of operation are required, so because of this any absence that may occur, could result in the closure of the library and services to the community.
Each city makes a maintenance of effort (MOE) ($) to the library in their respective community, so because of this, the board did not think it wise to send a library employee to a library in another town due to this financial arrangement. An Executive Director position fulfilled the Board’s need to ensure library services would not be affected, with the Executive Director covering any unexpected absences in any library.
The Executive Director position will (and has to date) provide direct assistance in the areas of:
- Providing staff management
- Providing much needed community involvement (attending numerous city/county meetings)
- Conducting outreach to schools and other organizations
- Developing and streamlining a coordinated fiscal system for accurate and timely payroll
- Replacing the large cumbersome policy/procedure manual with an online version accessible to all MCLB trustees
- Providing structure for board meetings with accurate and updated information
- Keeping abreast of grants and funding opportunities and will apply for and write grants; freeing up the librarian from such duties
- Ensuring that Tennessee’s required fiscal procedures are correctly performed and results made available to the auditors (an outline of the daily procedures are available to anyone who asks)
For the Marion County community and respective libraries, many benefits will be and are provided.
Regarding false information given during a public meeting pertaining to the hiring of non vs. qualified employees, the MCLB has always hired qualified employees
MCLB has always adhered to the specific requirements and job descriptions in the official policy handbook. Had the speaker had suggestions for improvement to policy, comments would have been and will be welcomed at an official board meeting.
As stewards of public funds, all hired library staff are expected to participate in many and often lengthy training opportunities offered to prepare them for the complexity of the work to be performed. For this reason, in response to the statement made at the meeting, should someone be interested in a position for only one or two years, it is not considered a wise use of public monies to train and then lose the newly trained employee after such a short time of employment.
Many rumors/public statements have been discussed regarding a specific issue in regards to a recently dismissed MCLB employee
The Executive Director involved in the dismissal, did not leave MCLB employment until April 15,2024. There was not an arranged consult position as alleged. As previously done with past Executive Directors, assistance is offered to the newly hired with scheduled limited hours for training and familiarization with computer and fiscal demands of the job.
The MCLB, having dealt with personnel issues over the years, did, in fact, schedule a private hearing regarding the above incident of employee dismissal, out of respect for the employee’s personal affairs. It is regrettable that a misunderstanding and miscommunication occurred so that the individual would want a public hearing before the MCLB.
The Executive Director had the responsibility and authority to make a decision for dismissal, based on the policy set forth in the MCLB manual. From discussion with the MCLB personnel committee prior to termination, the dismissal reasons were valid and grounded by policy.
An open hearing was held before the MCLB June 24, 2025; 6 pm CT, at the South Pittsburg Senior Citizens’ Center in South Pittsburg, TN, with the employee, the board and both attorneys. The general public was invited and did attend the meeting. Proper notification of the meeting prior to the event was publicized, according to policy.
Any questions regarding public comments made by the Jasper library and/or representative of the Friends of the Library
Regarding the approximate $17,000 allegedly belonging to the Jasper library (Carolyn Stewart Public Library) and/or City of Jasper may be verified as incorrect information and may be addressed with the local bank and/or the Tennessee Secretary of State.
The Trustees of the Marion County Library Board have presented correct information in hope to dispel any confusion brought by the false public comments and present this letter as confirmation of such.
Sincerely,
Trustees of the Marion County Library Board
Henry Lodge
Linda Inglis
Wendell Sweeton
June Grimes
Sharon Yarber
Sharon Case
Vicki Messer
Robert Kelly
