February 2006 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 regular meeting to order at 6:05 p.m. Present were John Merson, Stephanie Jones, Teresa Carter, Deanna Brueggert, and Patty Ramsey. Ron Guinn was ill and absent. Also present were director Karen K. Niemeyer and treasurer Barbara A. Darnell.

The minutes of the January 9, 2006, Board of Finance meeting were reviewed and approved by a motion from John, seconded by Deanna. The minutes of the January 9 regular meeting were amended so that paragraph four reads: “Our next bond payment will be due June 30. John moved and Teresa seconded the motion to authorize Barbara to invest $75,000 from the BIRF (Lease Rental Fund) in the highest yielding CD for up to fifteen months.” Additional claims were attached by treasurer Barbara so that the total of warrants for January is $94,559.34. John moved the board approve both these amendments and Deanna seconded; motion carried.

We have two CD’s at this time. One matures on March 14, 2006. It is an operating CD for $69,977.60. The other is also an operating CD and is for $75,000 and matures
December 11, 2006. Both are at Home National Bank, Thorntown.

The board discussed this month’s financial report, and Barbara answered questions about our utility bills for the library and for the house we plan to sell. Receipts total $35,542.14, disbursements total $113,983.48 (and include a $75,000 CD purchase), for an ending cash balance of $242.665.33. Investments total $144,977.60, for a total of cash and investments of $387,642.93. Stephanie moved and Teresa seconded that the register of claims be approved; motion carried.

Barbara reported that she is now required to pay our 991 payroll tax at the bank semi-weekly. Although this does not fit well with our monthly board meeting schedule, Barbara will make it work by obtaining a second signature independent of the board meeting.

Karen reported that more details of our building project have been completed. Parts have been replaced in two defective windows. Soap dispenser level indicator “bubbles” have been ordered. Harmon repairmen have been called to again repair the east door. About half of the final waivers of lien have been received, and she has talked with Lee Flaugher about the needed electrical connection for the PIV. She is hopeful that all details will be complete and the final $15,000 payment released to Flaugher by March 13.

All paperwork for board member appointments has been completed and all four will forwarded to the Boone County Auditor’s office. Teresa said the Boone County Council had asked her, as their representative to the library board, to present a report or an update to them at their March meeting. She will probably be unable to do so and asked Patty to substitute for her as the other Council representative. Karen will confirm the meeting date so that Patty may check her availability. If necessary, Karen will recommend to the Council that an alternate date be selected.

Karen provided to each board member a copy of the insurance proposal developed by Jeremy Lamar. We shall ask Dick Galvin to look at the proposal to help us with a comparison between the proposed policy and our current policy with Galvin Insurance.

On January 30 we opened two bids on the 113 N. Pearl St. property, but neither was $40,500 (90% of the appraised value). This is the amount required by state statute for awarding the bid in the first round of advertising. We have advertised a second time and will have a second bid opening at noon on Monday, February 20. One of the original bidders has submitted a bid and a new bidder has expressed interest.

Karen owns the 120 E. Bow street property that completes our squared off property for a prospective parking lot. She has planned to donate this property to the library by leaving it to us in her will or by giving it when needed. She is tired of the hassle of being a landlady and would like to explore the possibility of giving the property to the library in the near future and having the board assume the remaining loan balance which is approximately $16,000. Since this is not in the 2006 budget and since Karen is not recommending an additional appropriation for this purchase, the board agreed that she should research the options as suggested by her C.P.A. She will report at the March meeting.

Off-site monitoring of our fire alarm system would cost $411 per year, after installation. Our insurance agent Dick Galvin told us at the January meeting that our insurance premiums would to down enough to almost cover the expense. John moved and Teresa seconded that we contract with Tyco Simplex-Grinnell for this service.

Karen has received from the Clinton Twp. Trustee the signed contract for library service to Clinton Township residents.

Teresa moved and Stephanie seconded that the professional development requests for Rita Trafford and Karen be approved; motion carried.

Teresa moved and Stephanie seconded that Karen be re-appointed as our INCOLSA board member; motion carried.

The bid opening for our 113 N. Pearl St. property is scheduled for 12:00 noon on February 20. Eric and Deanna will attend. The bid will be awarded at a meeting of the board at 6:00 p .m., Monday, February 20. Deanna, Stephanie, John and Teresa will attend this. We may, by state statute, reject all bids. The buyer must pay the balance in cash within ten days.

The Western Boone media specialist Beverly Parker had requested donations to help provide books for school libraries that were damaged by Hurricane Katrina. Karen offered the board the opportunity to donate as individuals. No action was taken.

Our parking lots were constructed with three layers but have never been sealed. The cost for sealing by Young and Sons would be $1040. The board decided to wait until 2007 for this and to include the cost in our capital projects fund proposal. Karen provided a copy of the proposed 2007-9 CPF that includes in the three-year period parking lot seal, computers and software, maintenance contracts, and building/sidewalk repair. By consensus the board recommended she advertise the first required public hearing for our CPF budget. The hearing will be at 6:00 p.m., Monday, March 13.

Karen requested that policy be changed to give part-time employees who work 20-29 hours per week one paid personal business day per year. John moved and Patty seconded that the policy be changed; motion carried. The new policy wording will be:

H.7.2.5.b. Pages and permanent employees working 20 hours per week may request one paid personal business day per year.

H.7.2.5.c. Substitutes and any employee working fewer than 20 hours per week are not eligible for personal days.

In the Director’s Report Karen stated that she has notified Frontier Telephone that they will be asked to disconnect the T-1 line so that it can be changed from IHETS- to ENA-provided. Distributed to board members was a list of names of township trustees. Karen shared with the board a few of the many e-mailed compliments Linda White has received on our Web page and cemetery records. The library staff has been caring for two or more cats by providing food and bedding within our dumpster enclosure. These are outdoor cats that are providing enjoyment for some of our staff and customers. Karen is investigating fund-raising avenues for our fountain fund. The “Daily Sun” printed a very nice article about our February activities; library staff wrote and submitted the article.

At 7:15 p.m. Deanna moved and Stephanie seconded adjournment; motion carried. There being no further business, the meeting adjourned.

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