THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
REGULAR SESSION
March 8, 2004
MINUTES

President Eric Ragsdale called the regular session to order at 6:26 pm. Members in attendance were: Deanna Brueggert, Teresa Carter, John Merson, Patty Ramsey and Linda Yoder. Also present were Library Director Karen Niemeyer, Treasurer Barb Darnell, Clerk of the Works Craig White, Architect Sean Bright, Library Planning Advisory Committee Chair Marsha Rapp, Head Librarian Fern Miner, Friends of the
Library Treasurer Jim Miner, and reporter Kevin Thompkins.

A tour of the new building was conducted by Craig White. The Board also toured past the houses discussed in the executive session.

The regular meeting resumed after the tour, and the decision was made to change the normal sequence to allow Sean and Craig to give their reports and leave early.
Sean reported on the building progress, stating that he and Craig are pleased with the overall quality of the work. There are a few issues with some of the subs: the excavation contractor, the insulation contractor and the brick contractor. The job is now 55% complete. Change Order #3 was issued for $5,325 to cover minor hardware changes, the custom roof color and field modifications to the curtain wall. Total percentage of usage of the contingency fund is only 19.1 percent. We will be getting copper gutters at no extra charge as a result of some of the negotiated savings.

Craig reported that he has specifically told Flaugher to get rid of the brick people since they are a hindrance to the project. Thus far Flaugher is going overboard trying to keep them, taking on some of their work themselves. By schedule brick laying does not start until the end of March so there is still time to make a change if necessary. The sprinkler sub put piping in places better used by some of the other contactors, so they are in the process of removing it. The move in/transfer date is still on for the end of May or first of June.

Karen also showed the final color choices and the plan for the placement of the tiles done by the area children. Marsha is going to work on the actual arrangement of the tiles.

With reference to the minutes of the February meeting, Treasurer Barb Darnell reported the following additions to the February claims: Anthem Blue Cross $2,618.61, Vectren $306.66 and Cingular Wireless $42.41. John moved that the minutes be approved, Deanna seconded, and the motion carried.

Barb reported February operating receipts of $13,976.74. Disbursements from the operating fund for January totaled $27,467.17. The ending cash balance is $455,633.42. The total value of all accounts, including CDs, is $982,519.74.

The Board then considered the Claims Register, questioning several of the larger items, which were primarily software purchases. Linda moved the acceptance of the Claims Register, Patty seconded, and the motion passed.

Under old business, Karen reported that Clinton Township has been sent a bill for eleven library cards. They will pay when they have their next meeting. The Board is encouraged at the prospects for some additional income. Karen also identified the trustees of Harrison (Hazel Johnson) and Jackson (Jeffrey Scering) Townships. She will check on the names of the members of the advisory councils for each township, enabling us to begin communications toward including these townships in our area of service.

Under new business, Karen discussed library policy concerning inactive and delinquent accounts. She stated that we resist using a collection agency; instead, we call, send a notice and call again. Current outstanding fines range from $6 to $250 and total about $4,000. The library does not always enforce a fine, but we also do not believe in amnesty programs. If the patron works with us, we will work with them. Board consensus is that the current policy is appropriate and should be continued.

In an analysis of our financial situation, Karen reported that we are solvent and maintaining a half -year slush fund in case of any problems like last year when the tax money was late. As of now we are in a comfortable financial position.

Karen presented two possible plans for the Capital Project Fund. Plan A would use $25,000 for each of the next three years for computers, copy machines, and similar items. Plan B would use the 2005 funding for property acquisition and then return to computer items for the other two years. Since the first year is cast in stone, the money can only be used for the proposed purpose, and we do not know if we will actually purchase any property, John moved we adopt Plan A. Deanna seconded and the motion passed. There will be a public hearing on the Capital Project Fund plans during the April 12 Board meeting.

On the property acquisition issue, the Board confirmed its desire to explore the available properties to see if there is any future potential. Only minimum expenditures would be acceptable because of our goal to continue to be financially responsible. Overall, decisions will be based on three issues: 1) Is it a low cost relative to value? 2) Is it responsible to spend money at this time? 3) Which geographical direction makes the most sense in terms of actual future expansion?

Karen asked approval of a professional development request for her and Fern Miner to attend the Indiana State Library Annual Conference April 13-14 in Indianapolis. Karen also said that she is delighted with Fern’s contributions to the library. Patty moved that the Board approve the request, Linda seconded, and the motion passed.

In the Director’s Report, Karen said that there is an out of sequence request for payment from Flaugher and reiterated that we will only pay in sequence. Flaugher has settled with the local workers who were part of the mechanical contractor that went “belly up”. The unemployment fund was also discussed. Beverly Skow can collect as much as 26 weeks of unemployment, exceeding the amount we have in the fund, and can then file for another 26 weeks the next year. Requirements have been changed so that a person who voluntarily leaves a job can draw unemployment, and that is the situation with Beverly.

Board members had been asked to consider names for the bald eagle the library has acquired. Eric suggested an appropriate local name would be “Keewasakee”, making sure to also use the local pronunciation “keewaskee”. John moved the name be made official, Teresa seconded, and the eagle now has a name.

The meeting was adjourned at 8:30 on a motion from John and a second by Teresa.
Next Regular Meeting: Monday, April 12, 2004 at 6 pm.

Respectfully Submitted,

Linda Yoder, Secretary
Thorntown Public Library Board of Trustees