April 2003 Board Minutes

Thorntown Public Library

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

Vice President John Merson called the meeting to order at 6:03 pm, filling in for President Eric Ragsdale who arrived later in the meeting. Other members in attendance were: Teresa Carter, Ron Guinn, Patty Ramsey and Linda Yoder. Also present were Library Director Karen Niemeyer, Treasurer Barb Darnell, Architect Sean Bright, and Clerk of the Works Craig White.

Treasurer Barb Darnell noted the following additions to the August claims: Deanna Brueggert, $154.20; C-3 Logistics, $5,150.32; Custom Wood, $700; Cingular Wireless, $42.73; Vectren, $1,12; Craig White, $2,500; Flaugher, Inc. $115,305; and Home National Bank, $47.50. She also reminded the Board that the large construction expenses were approved at the last meeting. Ron moved the acceptance of the minutes, with the addition to the claims, Patty seconded, and the minutes were approved.

Barb reported August operating receipts of $14,422.91. Disbursements from the operating fund for August totaled $111,663.55. The ending cash balance is $35,667.23. Our total cash and investment, however, is $471,034.53. While we have received some tax money, such as the commercial vehicle excise tax, the property tax bills are just now being sent; the due dates are September 28 and November 10, and our portion is not required to be distributed until fifty days after the due dates. Karen commented that some libraries have had to close or shorten hours, but we are in pretty good shape because of our investments.

The Board then considered the Claims Register. Karen and Barb identified several of the larger or more unusual items. These include: cleaning of an oil painting and repair of its frame, environmental testing to check for mold (which will ultimately come out of the insurance claim), and Flaugher pay applications #12 and #13, which have been approved by the architect. Ron moved the acceptance of the Claims Register, Linda seconded, and the motion passed.

Following a discussion of our options for keeping up with our bills until the tax draw, John moved that we borrow the money from ourselves using the Home National CD. Ron seconded, and the motion passed.

Craig presented his report on the building progress, expressing disappointment that the punch list is not yet complete. Most of the remaining work is connected to clean up although rust in the grout joints of the tile needs to be resolved as does the milling of the base and topping for the back lot paving. Progress in the Carnegie is being made, but the failure of the dry wall subcontractor to provide sufficient manpower has moved the completion back a week and a half. He is pleased with the change in superintendents by Flaugher. The Board acknowledges Craig’s efforts to keep things moving.

Karen reported that Frankfort Termite did an inspection, and it appears that the total charge for the old and new parts of the library will be less than anticipated. The Methodist Youth Group is working on cleaning, sanding and finishing the wood floor in the Carnegie. After considering two recommendations of how to paint the hand rail, it was determined that cleaning, priming and painting with rustoleum products was the best choice. A question arose about the fire sprinklers and what would happen to the books if one went off. Sean explained that the sprinklers only go off where there is a fire, so only one would actually spray. The books would get wet, but the alternative method is not only more expensive but also more destructive. Karen said that wet books can be frozen to avoid the mold and mildew problems.

Sean presented a change order summary, including new change order #6, which is for stone and lights as well as parking lot stone. Because $1,000 of that cost is due to architectural error, he has credited that amount against their fee. The remaining $4,237 comes out of the contingency fund. At this time the balance in the contingency fund is $5,962.60, and he expressed confidence that we should be okay. We will have another charge for the purchase of batts of insulation to replace the blown in attic insulation in the Carnegie; this will result in better insulation since it will insulate the rafters instead of the joists.

Karen said that there is a problem with getting the planned red and blue tiles for the single bathroom in Carnegie. The original plan was to intersperse the red and blue tiles with the painted ones to make them stand out from the white tile. She will be looking at samples of available colors tomorrow, but we might just end up with white.

Under old business, Karen reported the Library is going ahead with the plan for the wireless computer network. A survey of patrons has been taken to determine their needs. The Friends will have a book sale at the Festival of the Turning Leaves, and the library staff will open the building. Andrea Woods will serve as restroom matron. The theme for the float is Library the Beautiful, but the details are yet to be determined. Either John or Teresa will provide a trailer for the float. The Vectren furniture purchases are being heavily used, but there is no update from the West Lafayette Public Library. Youth Council is starting up again, and Karen is hopeful they will meet from 4-6 pm instead of 6-8 pm since we have more room now.

Under new business, Karen reported on the meeting she and Craig had with the Builder’s Risk representative. Several more items have been added to the claims, but there is a $25,000 per occurrence deductible that the Library must pay. As of now the claim from the first flood is about $58,000 with another $9,000 resulting from the second flood. Karen said that some of the cost will be negotiated as part of Flaugher’s responsibility, but that will not affect how much the Library pays. It is between the insurance companies now. This will not be part of our building program cost.

The Board looked at the Program Room Rules and Contract, which is being kept very simple. There are only three rules: how to get the key, how to avoid the charge, and what to do with the trash.

Karen then gave the director’s report:
1) Linda White was injured as the result of carelessness on the part of the workers. No Workman’s Comp claim has been filed, and she is on the mend. The workers need to be aware of our customers and our staff security.
2) She expressed concern about whether our custodians will be able to keep up with the new volume of work. She is starting to look for additional help.
3) The eagle has landed—or at least is in place in its display case.
4) Thus far the Friends have made $240 through recycling ink cartridges.
5) Karen gave a report on artist W.T. Turman, who painted the scene discussed in the claims report. In researching on the Internet, Karen discovered that the Thorntown Library is listed as one of two libraries in the state to display his work.
6) Each Board member was given a new employee list. There are six full time staff members.
7) Deanna will be teaching a class on how to make Vera Bradley style purses.
8) The Friends currently have $4,000, which is being held for building the secret garden and for programming expenses.
9) Karen asked Charlie Acton if he would finish the cherry and walnut display case. He has agreed to do it for time and materials.
10) New employee Rita Trafford’s husband is a custodian in the Montgomery County schools. He has provided a catalog of supplies and will be coming to teach some of the “tricks of the trade”, such as using tennis balls to get sneaker marks off the walls.
11) Karen called the local marshal and will meet with him to develop a safety and security plan in case of a violent customer. We also still have to have a plan in the event of tornados.
12) Karen thanked Eric for making it possible for the Library to participate in Tablescapes for the women’s shelter. Our theme is “Having a Gourd-geous Time at the Library”. Part of the participation requirement is having up to a $20 gift for each person at the table. Karen will be making gourd snowmen, which will not have any associated cost.
13) The Library dedication will be the week of November 6-13. Thus far we have a harpist, high tea (with the Red Hat Society), a story teller, several authors and school tours scheduled. The main dedication will be during the regular board meeting on Monday night.
14) The Library has been given an organ through the Methodist Children’s Home, Lebanon. We are still looking for a piano.
15) Craig White is putting casters on shelving for paperbacks, DVDs, and CDs.