THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
December 11, 2006
MINUTES

Acting president Ron Guinn called the meeting to order at 6:07 p.m. Board members in attendance were Teresa Carter, Ron Guinn, Stephanie Jones, Deanna Brueggert, and Patty Ramsey. Also present were director Karen Niemeyer and treasurer Barbara Darnell.

Karen gave the board an update on staff member Chris Hawkins’ condition following major surgery on December 4. She is doing well and her recovery is expected to require six to eight weeks. The board will be sending her a plant and signed a card.

Barbara added four items to the November claims register. These were the only changes to the November 13 minutes and are appended. Teresa moved and Stephanie seconded a motion to approve the minutes; motion carried.

November’s financial report showed receipts of $87,136.10; this includes an advance property tax draw of $56,434.98. Disbursements were $47,843.70, leaving a balance of $148,591.57 in all funds. Investments total $385,090.96 and interest totals $9680.58. The total of all funds, including investments and interest, is $543,363.11.

The fountain fund increased in November because of donations prompted by a mailing in the Home National Bank statements. Barbara will transfer additional fountain funds into the board’s MIBA investment account in order to increase interest earned for the fountain project.

A $75,000 CD matured today at Home National and part of it will be needed for the December 31 bond payment. Barbara will ask the board to determine what to do with the balance after the bond payment has been made and all November property taxes received.

Barbara displayed the full November MBIA report and distributed 4 pages to each board member.

There were several additions to the claims register. One claim was for Whitaker Glass for the installation of a new door and side lights in the upper level of the Carnegie. Karen is very pleased with the work; it was completed today. She explained several of the claims and said that she and Barb had included on the December claims register as many of the expenses as possible so that they could be part of this year’s budget. After discussion, the board voted to add a payment of $150 for Shepherd and Sons for gutter cleanout and a $200 dues payment to the Community Foundation of Boone County. Deanna moved and Stephanie seconded that the claims be approved as amended; motion carried.

As of December 31 the library will have made six debt service payments with twenty-four payments remaining.

Karen asked for board approval of budget transfers. Deanna moved and Stephanie seconded a motion to transfer $2250 from the State Technology Fund Grant Fund to the telephone fund; motion carried. Stephanie moved and Deanna seconded a transfer of $12,204 from the phone fund to the Rainy Day Fund; motion carried. Stephanie moved and Teresa seconded several transfers within the operating fund; motion carried; the listing is appended to these minutes.

Teresa moved and Deanna seconded a motion to continue with INCOLSA’s Unemployment Fund; motion carried.

Deanna moved and Teresa seconded that the following encumbrances, a total of $19,144.00, be made from 2006 into 2007 unless work can be done and payment made before the end of 2006:
Althoff Construction (window repair) $ 400.00
Lovell Construction (drainage) 13,744.00
. Moisture Management (repairs) 5,000.00
The motion carried.

NOTE: The total encumbrances into 2007 are $14,744 (Lovell $9744 and MM $5000). 12-27-06 kkn

Deanna moved and Stephanie seconded a motion to make additional transfers from various operating funds into the Repair/Maintenance fund #100.3.043; motion carried and included the provision that treasurer Barbara Darnell be allowed the leeway to make adjustments so that all accounts are closed satisfactorily by the end of the budget year. The tentative list of transfers (total $ 19,666.07) is appended and will be updated for the January 2007 meeting of the board.

In order to protect the 2007 budget, should cuts be made by the Dept. of Local Government Finance, Karen recommended that the operating fund appropriation be reduced. Patty moved and Deanna seconded that the 2006 operating fund be reduced by $7000; motion carried. The board signed the resolution authorizing reduction of Personal Services: $1000 from Education Incentive #100.1.115, $878 from PERF #100.1.117, and $5122 from Group Insurance #100.1.114.

Under Old Business, Karen provided an update on the HVAC recommissioning. Kurt Stevens has worked to make all controls work properly for the first time and Karen is pleased with his efforts. Building temperatures are much more comfortable. The electricity use (and corresponding bill) are much lower than for the same period in 2005.

The drainage project to handle storm water and move it away from the building is progressing well. Architect Eileen Davis (Veazey Parrott Durkin & Shoulders) and engineer Gary Mohr (also VPDS) were on site today to make an inspection and photograph progress. The first generator was recalled and has been replaced. Joe Lovell (Lovell Construction) recommended locating the generator in a more convenient location that the one originally proposed and Karen approved the change.

The Spohn Window representative has corrected several problems, inspected all windows except one, and has listed repairs and replacements needed. The west door of the Carnegie portion of the library has been satisfactorily installed. Karen is still awaiting a quotation from Buy-Rite Carpe to repair carpet and vinyl stair coverings. Telephone problems have been resolved by on-site trouble-shooting and by purchasing one recycled telephone.

Karen has not yet had a response from the Clinton Twp. Trustee for the proposed 2007 contract for service. The board had proposed a flat rate of $3600 instead of a per capita rate.

Under new business Patty moved the following officers be elected for 2007 and Stephanie seconded the motion; motion carried.

The officers were elected:
President Ron Guinn
Vice-president Stephanie Jones
Secretary John Merson
Assistant Secretary Teresa Carter
Treasurer Liaison Deanna Brueggert

The board recommended that Karen contract in behalf of the board to have Moisture Management repair mortar joints and resolve the ingress of water onto the second floor in the center of the building (head librarian’s office, treasurer’s office, under the round window). The contract will be limited to $5000. Moisture Management has advised Karen that brick will need to be removed in a few places to correct problems. They suspect through-wall flashing may be missing in places. It may be necessary to replace some carpet, but all costs should be covered by the $5000. If there are structural problems, there could be additional costs of up to $2500, but this would be considered the responsibility of Flaugher Construction. Deanna moved and Stephanie seconded that a contract be signed with Moisture Management; motion carried.

Karen reported that 185 people attended the family night Christmas program on December 4. It was a huge success.

The staff members are working well together, but the absence of Chris Hawkins (due to surgery) is being felt by all staff. Karen has scheduled high school student Emily McKenzie to fill in some of Chris’ hours while Emily is on Christmas break.

Ron Guinn’s board membership is awaiting approval by the Western Boone Community Schools Board.

Since they awarded us an arts grant and know the library staff are collecting photographs, the Community Foundation of Boone County has asked for some local pictures for use in decorating their Zionsville office.

By consensus it was agreed to keep the mileage rate at $.42 per mile.

Karen was delighted to inform the board of a $250 donation to the fountain fund by Radio MOM. Chuck Cunningham presented the check to her and offered to provide free publicity about the fund drive.

There being no further business, Teresa moved the meeting be adjourned; Stephanie seconded. The motion carried and the meeting adjourned at 8:00 p.m.

Respectfully submitted,

Patty Ramsey, Secretary