October 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 6:03 p.m. Members in attendance were Teresa Carter, Ron Guinn, John Merson, Deanna Brueggert, and Stephanie Jones. Also present were library director Karen Niemeyer and treasurer Barbara Darnell.

Board members welcomed new member Stephanie Jones whose term began October 1 and will expire Sept. 30, 2009. Stephanie was appointed by the Boone County Commissioners and replaces Linda Yoder.

Appointment of a secretary pro tem was discussed and Patty Ramsey’s offer of taking minutes was accepted on a motion by Deanna and second by Teresa. In Patty’s absence at this meeting Karen offered to produce minutes.

The secretary’s report of September 12 was reviewed. Teresa moved approval and Stephanie seconded; motion carried.

Barbara presented the financial reports, explaining additions to the August claims register for a new August claim register total of $18,536.27. Additions included earnest money to purchase the Wyant property at 113 N. Pearl St., repair work on banister, removal of eggs from brick and windows, deposit on quilting program, health insurance for four employees, and the Vectren gas bill. The September operating receipts were $124,822.82 and disbursements were $146,917.41. Both figures included a C.D. transfer of $101,625.00. The ending cash balance is $64,578.59 and the total of cash and investments is $252.931.19. In addition, there is $46,397.03 interest on the Operating C.D.’s in Farmer’s Bank and Home National Bank, for total available cash of $299,328.22. Barbara provided a register of investments showing two operating fund CD’s at Home National Bank and one at Farmer’s Bank. The value of the CD’s is $188,352.60 with $46,397.03 interest received for a total of $234,749.63 in investments.

The third quarter financial report showed that the total funds that may still be encumbered before the end of the year is $106,929.80. While some funds, such as repair and maintenance services, electricity, and trash removal, are more than 75% encumbered as of September 20, the encumbrance for all funds is 47.34%. The register of claims, a total of $21,248.56, was reviewed and approved on a motion by Deanna and a second by Teresa. The monthly County Option Income Tax (COIT) distribution received by the library is $22,665.08

No PLAC cards were sold this quarter; Eric and Karen signed the report to be forwarded to the Indiana State Library.

Karen recommended that we follow the Indiana Dept. of Local Government Finance recommendation that we request an advance draw on the taxes due to the Boone County Treasurer in November; this was approved by consensus.

Karen reported on the building project. She called Hinshaw Roofing on October 6 and left a message regarding roof leaks/ceiling tile damage in the head librarian’s office and the young adult room. She is also seeking a recommendation from Hinshaw regarding covering roof drains to prevent annual plugging of the downspouts. No return call has been received. ECS controls finished their work on October 7. Lee Flaugher of CLFlaugher, Inc, (formerly Flaugher, Inc.) issued a threatening letter regarding perceived non-payment of invoices for the 2004 flooding during construction and the 10% retainage fee. Karen responded with details provided to the firm in July and Lee promised to review and respond. To date his responses have been limited to queries regarding whether or not ECS was on site and making progress. The carpet cleaning of the lower level was completed by Kinsler’s Home Services on Sunday, September 18 and of the upper level and some chairs on September 24. To date Crown Carpet has not responded regarding one large bubble and three areas of loose carpet. Spohn Window inspected the defective lower section of the west round window on September 23 and promised corrected installation within 2-3 weeks.

Under old business Karen reported that Kevin Smith has successfully pruned five trees and been paid. On September 22 John Merson provided AED training, including CPR, to five library staff members; he received praise as an outstanding trainer. Paperwork is in various stages for four board appointments: Stephanie’s and Teresa’s forms have been completed and notarized; Deanna’s form is awaiting signature and notarization; Eric has been approved by the WEBO School Board and we are awaiting arrival of his Certificate of Appointment.

Under new business Karen requested approval to write and hold a check for $15,000; this represents the balance withheld from payment of the retainage fee to Flaugher, Inc. John moved and Teresa seconded that the $15,000 be paid as soon as Spohn, Hinshaw and Crown have finished their warranty work, subject to the satisfaction of Karen, Eric, and Deanna. Concern for leverage was expressed.

President Ragsdale had to leave at 7:10 p.m. and Vice-President John Merson conducted the balance of the meeting.

Karen provided a written report of progress on the 118 E. Bow Street property, indicating that it should be ready for occupancy by November 1. Concern was expressed at the cost of readying the house for use as a rental property until such time as the space will be needed for parking. Teresa moved and Ron seconded that the defective air handler units not be replaced (proposed cost was $850 each) and that the monthly rent be increased to $600 per month; motion carried. Included in the motion were the following approved repairs:

All of the above are being completed per Don and Marsha Rapp’s discussion with Karen of the condition of the home. Once the house has been occupied, Rapp Rental Properties will manage any repair issues that develop and be the point of contact for renters.

Karen’s written report on the 113 North Pearl St. property included awaiting survey by Anderson Associates (Lebanon), awaiting appraisal by Kevin Carlisle. Bob Martin trimmed and hauled off brush and continues to mow all library-owned properties. Eric will contact potential buyers for the house and summer kitchen. The library will preserve ownership of the west end of the property.

During the Director’s Report, Karen advised that DKM Electric finished repair of the exterior east lights again and that the timer for lights continues to fail intermittently, even when there is no storm. She has photographed the exterior bollards and timer, per the request of our architect VPDS, and will e-mail the photographs and fax sheets from the operating manuals. She has made no progress in obtaining quotations for flood control measures proposed by VPDS.

Karen further reported that she and staff are studying a Safe Sitters training program for staff so that babysitting skills may appropriately be taught to area youth; a recommendation to the board may be forthcoming. Staff member Rita Trafford wrote a Community Foundation of Boone Count y Fax/Arts Grant Proposal. We have received the $300 award that will be used for youth dramatic productions: stage backdrop, lobby signage, and two lavalier microphones. Congratulations were extended for this extra effort.

The annual report for 2004 was distributed, and appendices will be provided at the November meeting.

There being no further business, Deanna moved the meeting be adjourned; Ron seconded, and the meeting adjourned at 7:15 p.m.

Board members were then given by Karen a tour of the 118 E. Bow Street property.