May 2005 Board Minutes

Thorntown Public Library

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

President Eric Ragsdale called the meeting to order at 6:25 pm. Members in attendance were Deanna Brueggert, Teresa Carter, Patty Ramsey and Linda Yoder. Also present were Library Director Karen Niemeyer and Treasurer Barb Darnell.

Deanna moved the acceptance of the secretary’s report with the addition of two claims reported by Treasurer Barb Darnell. The additions are: $5.96 to Quill and $831.09 to Vectren. Teresa seconded, and the minutes were approved.

Barb presented the financial report, showing April operating receipts of $23,341.00 and disbursements of $35,453.00. The ending cash balance is $148,555.61. Barb pointed out the addition of a new fund for the purchase of a fountain. Currently, the fund has received $4,275, even though there has not been a concentrated attempt to solicit money.

The Board then considered the Claims Register. There was some question on the amounts shown for salaries, and Barb clarified that they are composite figures. Linda moved the acceptance of the Claims Register, Patty seconded, and the motion was approved.

Karen reported on the final results of the audit report. There were no surprises. All issues have been resolved with the exception of the CompuTrain report. She and Barb are attending a meeting concerning that in Nashville on Thursday.

Karen gave the building project reports. The punch list is very close to completion. Sean Bright will provide the final construction photos on CD, and the final test and balance report was faxed on Friday to Sean. The interior window trim has been completed by Flaugher. The BSH warranty will stand since they have determined the product was properly installed. Laminque warrantied their work and did a good job on what they did. We still have to wait on NETA, who has been sent a letter of warning. Bob Pierson has assumed responsibility for the PVC roof leak above Linda’s office, so their check was released. Patty moved the Board appoint Deanna and Eric to review the final few steps in order to set a date for final payment. Linda seconded, and the motion passed. The flood punch list is also close to done. There are about six checks remaining.

The landscaping is also making progress. The beds have been tilled, and the rudbeckia has been donated. We also have sedum and pink spirea. The community volunteer will do the planting. Beesley Landscaping gave us a quote on the purchase of Eastern Redbud and pear trees plus cotoneaster, daylilies and salvia; included in the quote was edging for all of the beds. The garden club has donated $600 for the purchase of the trees. Linda moved we accept the contract with Beesley, in the amount of $2,379. Patty seconded, and the contract was approved.

Karen again emphasized that the fountain fund is being pursued. She gave a donation form to each Board member for their consideration.

Deanna will head the striping of the parking lot with the help of Chris Hawkins. The handicapped striping will need to be done first. There is also a need to pound in rebar to help hold the bumpers in place. It was suggested that this is something a community service person could do.

Under old business, the Board considered three different health insurance plans. The original hope to go with the reduced cost of the State plan did not work out because the charges are higher for libraries under the plan than for state employees. Deanna moved we accept plan #2 with John Alden, assuming that the dental and vision national plan is in line since that coverage is not included. Cost of the plan without the dental or vision is $20,971.36, which is less than we were paying. Linda seconded and the John Alden plan was approved.

With regard to the window washing, there has been no response from the person who gave us the original quote. Immaculate, from Mechanicsburg, gave us a bid of $830 to do all the windows inside and out, including the screens. Teresa moved we accept the Immaculate bid, Linda seconded, and the motion passed.

The Board considered a fire alarm maintenance contract since the installer did not offer one. Because the contract can begin before our warranty runs out, the Board decided to go ahead with it for one year to be sure everything is done correctly, but not to commit for any other time period until more research is done. Deanna moved we accept the SimplexGrinnell bid, Patty seconded, and the motion passed.

The mechanical courtyard fence project was reconsidered. It was determined that the gate can be removed if there are big items to remove, resolving last month’s concern. Patty moved we approve the project. Linda seconded, and the motion passed.

Under new business, the annual report was by-passed because of time constraints.

The Board considered a shelving proposal for the old Carnegie to be used for the display of Exodes. Craig White quoted the job at $621.91, including material and labor. A gift of $765 was made to the Guinn Genealogy Center to help improve an area for Thorntown High School history. Since the donation covers the cost of the job, Linda moved we commission Craig to do the work. Deanna seconded, and the motion passed. The surplus donation will be used to purchase high school annuals, which we do not currently have.

Karen presented two travel requests: $250 for Linda White to attend the Midwestern Roots 2005 Conference and $200 for Shirley Hodgen, Chris Hawkins and Cathie Jackson to attend the American Library Association annual conference. Linda moved the approval of the requests, Teresa seconded, and the motion passed.

The microfilm reader/scanner was budgeted in 2005 with the Capital Projects Fund. We will not spend the money until we actually receive it although we cannot get parts for our old one. No decision was needed today.

Karen asked about the Board thoughts on a budget committee. It was decided that she will do the original draft and we will discuss it then. Because she missed a deadline, there will be no CPF project in 2006, but we don’t have to repair the roof that year anyway. The Board sympathizes with the fact that even practically perfect library directors can have an off day.

In the Director’s report, mention was made of the Friends meeting on Tuesday night, offering the annual book sale and plant exchange. Shirley’s summer program includes a racing theme and there will be car drivers and their wives visiting. There is also a scheduled class for making a “personal history” pin.