September 2006 Board Minutes

Thorntown Public Library

124 N. Market St.,
Thorntown, IN 46071
Phone: 765-436-7348 Fax 765-436-7011

At 6:00 p.m. and before the meeting was officially called to order, Shirley Hodgen, Children’s Librarian, addressed the board. She reviewed the summer’s children’s programs and displayed a puppet for whom there will be a naming contest. She is especially excited about a group of 7th grade girls who have formed a group called “The Secret Garden” and intend to continue meeting even though they have officially graduated from her program. She is planning future visits to local elementary schools and has a great fall schedule in the works.

At 6:07 p.m. the meeting was officially called to order by Secretary Patty Ramsey. Present were Teresa Carter, Stephanie Jones, Patty Ramsey, and Ron Guinn. Absent were Eric Ragsdale, John Merson, and Deanna Brueggert. Also present were Director Karen Niemeyer and Treasurer Barbara Darnell. Patty chaired the meeting in Eric’s and John’s absence.

Barbara presented additions of $8611.62 to the August claims register. Ron moved and Stephanie seconded that the minutes of the August 14, 2006, meeting be approved with the addition of the claims; motion carried.

Barbara provided the financial reports. Karen commended the board for having a substantial cash balance even after a major building project. Operating fund receipts for August were $31,544.38, and disbursements were $47,262.10, with an ending cash balance of $161,124.10. The total of all funds, including investments, is $474,397.03.

Barbara gave the investments report and stated that MBIA continues to do well. No CD’s are due for renewal until December 11. MBIA does not fall under the FDIC ruling because it is not designated as a Bank nor Depository. More importantly, the securities that back Invest Indiana (Government guaranteed U.S. Treasuries, Agencies and Instrumentalities) are the same thing that backs FDIC in case something should happen. Randy Warman, representative for MBIA, in an e-mail to Barb stated that the library’s invested funds “most of the time are more secure because of the total liquidity we offer. Plus, they are held in the Library’s name, unlike a deposit account with the banks. In addition, the FDIC with the banks only covers up to $100,000. Invest Indiana covers all of your deposits! And, if something catastrophic should happen, you wouldn’t be standing in line with everyone else to collect that 100K. You would be safe for all your money with MBIA’s Invest Indiana.”

The claims register was reviewed and Karen added verbal claims from Keller-Rivest for pumps and supplies for the drainage project ($9388) ENA for T-1 line ($450), Deem Mechanical ($1000, hopefully to be negotiated down to 50%) and ECS ($465, controls, also to be negotiated down). Ron moved and Stephanie seconded that the claims be approved as amended; motion carried.

Fund transfers were next reviewed. Karen noted that the board had completed the additional appropriations advertising and paperwork process to transfer $35,000 from cash reserves (operating fund) and use the $50,000 insurance payment for the burned 118 E. Bow property. The board resolved to transfer $14,726.20 to Capital Outlay – Lands and Buildings to repay the operating fund for purchase of the 120 E. Bow St. property; to transfer to Repair/Maintenance #100.3.043 $18,500 for the demolition costs for both properties; to transfer $35,000 from cash reserves into #100.3.043 Repair/Maintenance; to transfer from #100.2.022 Operating Supplies $250 to Travel/Professional Expenses #100.3.035 and $937.50 to Programs #100.3.037; to transfer from #100.2.021 Misc. Office Supplies $320.00 to Printing/Advertising #100.3.038 to transfer from #100.3.033 Phone $125.00 to Professional Consulting/Legal #100.3.031, and to transfer from #100.4.052 Books $68.44 to Taxes #100.3.047, $170.00 to Periodicals #100.4.053 and $1700 to Software #100.4.055. The balance of the $85,000 will be expended for the drainage project. Ron moved and Stephanie seconded that the transfers be approved; motion carried.

Karen advised that she is seeking a grant to continue the Sitting Fit exercise class.

Barb distributed a copy of the debt service schedule: 5 payments made, 25 to go.

Under old business Karen reported on the drainage project. She used community service and prison labor to dig the trench drain for the south side of the building; Lovell Excavation supervised so that elevations are correct. The pumps and backup generator have been ordered but not yet delivered.

Maintenance contract proposals for heating and cooling were reviewed. The chart was prepared by Kurt Stevens and Karen, who had contacted four other librarians as references for competing companies. For best coverage of service and the best price, Karen recommended Precision Control Systems of Indianapolis for HVAC ($3250) and ECS (Option II $1084) for controls. Ron moved and Stephanie seconded that the two firms be awarded the contract for October 1, 2006, though September 20, 2007; motion carried.

KB Solutions gave a report showing the building is now at 40% humidity and that one Relief Fan had been closed.

Under new business, Ron moved and Stephanie seconded that the five budgets for 2007 be adopted; motion carried. Per request of the Indiana Dept. of Local Government Finance, Stephanie moved and Ron seconded that the Rainy Day Fund not be spent in 2006; motion carried.

Karen submitted a request that she attend the District IV Indiana Library Federation conference at the Hancock County Public Library. Stephanie moved and Ron seconded approval; motion carried. In addition, Karen and Barb will be attending a November bookkeeping workshop sponsored by the Indiana State Library.

Ron’s term as a board member will expire on October 1. He agreed to continue serving and may do so officially even though all paperwork is not completed by October 1. He and Karen forward necessary requests for reappointment to the Western Boone school board.

Karen requested that blinds be purchased for the south and west windows of the meeting rooms so that daytime programs could used projected images more effectively. Angie Moody of Thorntown gave an estimate for blinds and installation of $645.00 (three south windows at $100 each, four west windows at $60 each, and $85-105 for installation). Stephanie moved and Ron seconded that this be taken from the equipment fund; motion carried.

During the Director’s Report Karen noted that community service workers are great at signing up to complete court-appointed work, but extremely poor at showing up and working. In contrast, the weekend prisoners she picks up from the jail have been extremely good workers. She noted that Sam I Am Carpet Cleaning will clean carpet on both floors plus 20 chairs while the library is closed on Sept. 23 for the Festival of the Turning Leaves. Karen submitted to the Boone REMC Foundation a request for $10,000 funding for the library’s fountain, and she plans to submit a request to the Vectren Foundation as well. She needs a truck or tractor and driver to pull the library’s float in the Sept. 23 parade. Other items in process are e-rate application, program-planning, and a request that jury duty for Shirley Hodgen be waived (It occurs during her major thrust for fall programs and while her assistant is home recovering from surgery.)

There being no further business, Ron moved and Stephanie seconded that the meeting be adjourned; motion carried.