THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
MAY 14, 2007
MINUTES

The meeting was called to order at 1835 by VP Stephanie Jones.  Present were Eric Ragsdale, Patty Ramsey, Deanna Brueggert, John Merson, Teresa Carter, Director Karen Niemeyer and Treasurer Barbara Darnell.

A public hearing on Capital Projects 2008-2010 was held from 1825-1835.  There were no members of the public present. 

The minutes of the previous meeting had been mailed to members prior.  There were additional claims to be added from Lovell Excavating, Beesley Landscaping, Country Garden Catering, John Alden Life Insurance, and Vectren.  The total claims for April totaled $38,937.33. The minutes were then approved on a motion by Patty, seconded by Teresa. 

The treasurer’s report was presented with receipts of $50, 836.34 and disbursements of $59,070.84 with an ending cash balance of $144,404.41.

The register of claims was presented with total claims of $23, 718.53.  Of note was a claim of $496.80 for travel expenses which will be reimbursed by the Gates Foundation.  Additional claims were presented for Kirby-Risk ($137.78 and $73.44), Lookout Books ($370.95), FGS ($155.00), and Robinson Iron Works ($5120).  The Robinson Iron Works claim is for a 10% deposit on the fountain.  Karen reported that after the Gala, the fountain fund had $44,376.86 towards a total cost of $52,100.  After discussion, it was agreed that it made sense to order the fountain now with the assumption that the balance would be raised between now and the arrival of the fountain.  On a motion by John, seconded by Patty, the unanimous decision to order the fountain was made.  The treasurer’s report was then approved on a motion by Eric, seconded by Deanna.

Under old business it was reported that the outside lighting was almost complete.  Various plumbing issues have been resolved and the drainage project is essentially complete.

Karen reported that the April 21 Gala was a great success and reported earnings of $7288; however, there were expenditures (postage) that were not charged against the event.  Karen will provide a more detailed and complete accounting at the June meeting.  The date has been set for the 2008 Gala Fundraiser.

Under new business, there were no objections to the capital projects budget proposal for 2008-2010.  It has been advertised per code. Eric moved, Teresa seconded and it was approved as written.

Karen presented a proposal by Kurt Stevens to continue to monitor our HVAC system for an additional 12 months at the cost of $2,000.  There was much discussion about this issue.  With some reservation the board passed the one year contract on a motion by Eric, seconded by Teresa.  The consensus was that this really shouldn’t be a perpetual contract.

The changes in job descriptions and compensation discussed in the executive session were revisited in open meeting.  It was agreed that most employees could use an increase in their pay.  Concerns were raised regarding the long term costs, such as annual raises and benefit changes.  The 2008 cost of the changes will be approximately $5,000. The motion to approve the changes as detailed in the pre-meeting memo was made by Deanna, seconded by Patty.

A proposal to strip and wax the vinyl composition tile floors on a regular schedule was briefly reviewed.  Other quotations will be procured and the matter will be reviewed at a future meeting.

A policy manual change was presented by Karen and documents present practice:  payment for unused vacation days by a departing employee will be included in the final pay check.  Motion to approve by John, second by Eric.  Motion carried.

Director’s report:  Karen briefly touched on a youth group “sleep-over” planned for June 1-2, and also discussed some personnel matters, none of which required legal action.

As there was no further business to come before the board, it was moved by Eric, seconded by Deanna, to adjourn at 2025.

Respectfully submitted,

John I. Merson
Secretary