January 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 to order at 6:05 p.m. the annual Board of Finance meeting at the Thorntown Public Library. Present were Teresa Carter, Deanna Brueggert, John Merson, Stephanie Jones, and Patty Ramsey. Absent was Ron Guinn. Also present were library director Karen K. Niemeyer and treasurer Barbara A. Darnell.

John moved and Teresa seconded approval of the January 10, 2005, minutes; motion carried..

John moved and Stephanie seconded that the following Board of Finance officers be elected:
President Eric Ragsdale
Vice President John Merson
Secretary Patty Ramsey
Treasurer Liaison Teresa Carter
The motion carried.

Stephanie moved and John seconded that Barbara Darnell be appointed treasurer with the salary set at $5797 for 2006. The motion carried.

Barbara provided the treasurer’s report of investments: The only certificate of deposit at this time is #11509 with Home National Bank; it is for $69,977.20, is earning 2% interest and will mature on March 14, 2006. The board’s investment policy was discussed. Teresa moved and Stephanie seconded that the board continue to invest in CD’s and use local banks; motion carried.

Stephanie moved and Teresa seconded that the Lebanon Reporter continue to be the newspaper used for publication of legal notices. Motion carried. It was noted that the Daily Sun will also be used when it begins publishing legal notices. The Zionsville Times Sentinel will not be used because there is little subscription base in the Thorntown area. Karen will continue the present practice of advertising in the Lebanon Reporter and posting the ad at the library, drugstore and bank. This is in compliance with library law and approved by the Department of Local Government Finance.

There being no further business, Stephanie moved and Teresa seconded that the meeting be adjourned; motion carried. The meeting adjourned at 6:13 p.m.

President Eric Ragsdale called the regular meeting to order at 6:15 p.m. Present were John Merson, Stephanie Jones, Teresa Carter, Deanna Brueggert, and Patty Ramsey. Ron Guinn was absent. Also present were director Karen K. Niemeyer and treasurer Barbara A. Darnell.

The minutes of the December 12, 2005, meeting were reviewed and approved by a motion from John, seconded by Deanna, and with additional claims attached by treasurer Barbara; motion carried.

Barbara presented both monthly (December) and fourth quarter 2005 financial reports. The semi-annual property tax payment has been received, as well as checks from Clinton Township Trustee (for 33 non-resident cards in 2005) and Steve Sims, who is repaying debt from a 1998 break-in at the library. Barbara has cashed in two certificates of deposit in order to make the bond payment by the December 31 deadline. We made $664.32 in interest on the six-month CD we bought for the bond fund, and we earned $1405.39 in interest on an 18-month operating fund CD. The total cash balance, including cash and investments, is $391,084.27.

Our next bond payment will be due June 30. We have enough money set aside to make that payment in case the spring tax draw is late. The board discussed purchasing a short-term CD with the additional funds. John moved and Teresa seconded the motion to authorize Barbara to invest $75,000 in the highest yielding CD for up to fifteen months; the motion carried.

Barbara had prepared an itemization of the changes to appropriations to show the necessary transfers that were made at the end of 2005 to balance our budget columns. That list is attached to these minutes. We had $35.00 remaining money that was budgeted but not used in 2005. This report represented a lot of work on Barbara’s part and we appreciate her. She did an excellent job, with Karen’s help, of making everything come out even. With the completion of our building project, we anticipate a much simpler budget reporting process next year.

The claims register was discussed and approved by a motion from Deanna seconded by Stephanie; motion carried. It was noted that most of our concerns with Flaugher, Inc., regarding nonpayment of subcontractors have been satisfied. Karen is still holding their final check pending receipt of final waivers of lien and final repairs. We have paid valid claims with money received from insurance reimbursement for the flooding that occurred in May and June, 2004. Karen is pleased with the progress that has been made since last month.

State statute requires that we adopt a salary ordinance for 2006. Our budget calls for a 2% increase across the board. Karen presented the library board with a list of individual salaries. Total is the same as the approved 2006 budget for salaries. She does anticipate a possible need for more custodial hours, for other staff and volunteers have been cleaning areas that are not being managed within the current custodians’ hours. Our custodians are being paid an hourly rate. Teresa moved and Deanna seconded that the proposed salary ordinance be approved; motion carried.

Karen announced that the federal mileage rate is now $.445 per mile. We recently increased our mileage rate to $.42 per mile. John moved and Stephanie seconded that we continue paying $.42 per mile; motion carried.

Under old business, Karen reported that Western Boone Community Schools has approved renewal of Eric’s term on the library board, and she is awaiting the paperwork.

Karen presented the joint appraisal by two licensed appraisers on the property at 113 N. Pearl St. This satisfies the requirement by State statute. The appraised value is $45,000 for the house, summer kitchen, and land. We retained the portion that completes our future parking needs. We will now be accepting sealed bids for sale of the property. Karen has prepared an advertisement and sent copies to our attorney and to the State Board of Accounts for approval. She has also asked for an opinion by the Indiana State Library staff in the Library Development Office. We shall have to advertise twice, a week apart, and we may have bids to consider at our February meeting. If we do not get a bid that is 90% of the appraised value, we must advertise again and open the bidding for a second time. If someone offers us more than the appraised value, we have the option of accepting that offer before the bid opening date. John suggested we run an advertisement with a photo in the property section of the newspapers.

Under new business Jeremy Lamar of Lamar and Lamar Insurance (Lebanon) presented the board of general idea of what his company could offer us. He was not able to get a proposal put together for tonight’s meeting and has contacted four companies for rates. The board was interested in how much our rate would go down if we implemented offsite monitoring for fire. He said that he had not been able to find any appreciable decrease in rate for that. He is working with Selected Insurance, Indiana Insurance, Indiana Farmers Insurance, and Motorists Mutual.

Dick Galvin of Galvin Insurance Services, who currently provides our coverage with Grange Mutual, also spoke to the board. He had prepared copies of our current coverage for each member. Our policy is up for renewal February 8. Dick has not yet received the new package from Grange, but we will have a 4% increase. He recommends increasing our deductible from $ 250 to $500 for a savings of $650. He said we would save about $325 per year if we installed the above mentioned fire monitoring system.

Our rental property (118 E. Bow Street) and the Pearl Street property (that will be sold) are on a separate policy. After the sale, we shall re-visit the coverage of the Bow Street property as well. Karen will check with Marsha Rapp about the terms of our rental lease concerning repair and replacement following damage. Dick will get us a figure for earthquake coverage in case we want to consider it. Karen requested clarification of the coverage for our weekly driver who at this time happens to also be a clerical staff member. The rate per $100 coverage is higher for a driver than for clerical staff because exposure to risk is greater. Dick asked Karen to check with treasurer Barbara Darnell regarding current classification for our driver/clerk.

After Dick Galvin had left, Deanna moved that we continue our insurance (library building, personal property, liability, treasurer’s bond, workers compensation, and dwellings package) with Galvin Insurance. We shall increase our deductible to $500. After we receive rates, we shall consider earthquake coverage next month. Stephanie seconded the motion which carried.

Our CICOA Aging and In-Home Solutions contract for our daily senior citizen lunch program expired June 30, 2005. Karen has obtained a verbal renewal that will serve until CICOA revises written contracts in April-May 2006.

Karen said that Clinton Township was pleased with our service. Teresa moved and Patty seconded that service be continued and a contract signed with the Clinton Twp. trustee to continue service in 2006. The motion carried.

The board discussed the purchase of a contract for use of an off-site monitoring system in order to better protect the library and also to lower insurance premiums. Karen will investigate further and we shall discuss again at the February meeting.

Karen reviewed a proposal for the Capital Projects Fund for 2007-9. After discussion it was agreed that she should develop the CPF plan for replacement of selected computers, parking lot asphalt seal, and a replacement west door for the upper level of the Carnegie portion.

The board set Monday, January 30, 12:00 noon, to open bids for the sale of the Bow Street property. We will stop accepting bids at 11:00 a.m. January 30.

Under the director’s report, Karen stated that she and Barbara are working on several reports due in the next few weeks. The board declined to donate money to the Lebanon Public Library’s “Giving Tree.” Karen presented the board with Linda White’s report on computer usage for the past five years. The number of users has more than tripled, the total time in hours is six times greater, and the average time for each user has increased from 30 minutes to 50 minutes per session. We also continue to have positive reports by users on our wireless network service. She also reported that 4175 titles were cataloged and added to the collection in 2005.

A representative from Advance has contacted Karen to request a proposal for library services to that area. They will continue discussion this week.

There being no further business, Deanna moved and Teresa seconded that the meeting be adjourned. Vice President John Merson adjourned the meeting at 8:35 p.m.