Thorntown Public Library Board of Trustees
Minutes
December 10, 2007

The regular session was called to order at 6:01 p.m. by board vice-president Stephanie Jones.  Present were Teresa Carter, Deanna Brueggert, Patty Ramsey and Stephanie Jones.   Absent were John Merson, Eric Ragsdale, and Ron Guinn.  Also present were treasurer Barbara Darnell and director Karen Niemeyer. 

Custodian Becki Brown demonstrated the new hip vac (vacuum cleaner).  Staff members are very pleased with the versatility and efficiency of the unit.

The board admired the efforts of youth and adults in decorative painting on 12 ceiling tiles in the young adult room.  Additional damaged tiles will be primed and base-painted for eventual use as replacement tiles

The minutes of the November 12, 2007, meeting were reviewed and approved on a motion by Deanna and a second by Patty.  Barbara had presented for inclusion with the minutes two additional  November claims of $2760.04 (Vectren $247.36 and Anthem $2512.68).

The treasurer’s report was reviewed.  Receipts (operating fund) total $38,057.47, disbursements $40,254.76 and the ending cash balance is $32,999.70.  Certificates of deposit total $286,000.00 and with interest bring the total funds on hand to $333,402.58.  MBIA provides an average interest of 4.61% on investments.   Deanna moved and Patty seconded that the treasurer’s report be approved; motion carried.

The claims register was reviewed.  It was noted that a lease rental payment of $70,100 will be made by December 30, and the check was co-signed.  Patty moved and Deanna seconded approval of the claims register; motion carried.  The claims register was signed by all board members.

Since little property tax income for 2007 has been received but should be on hand by December 31, Teresa moved and Patty seconded that Barbara and Karen be authorized to make necessary fund transfers to assure that no budget line ends the year with a negative balance; the motion included transferring from capital projects fund back into operating fund the $8000 temporary loan effected at the February 2007 meeting.  The motion carried.  A detailed report is to be provided to the board by its January meeting and will be included with the library’s permanent and public record of minutes.

Karen presented a resolution to approve reimbursing the telephone budget line $1875.00 from the State Technology Fund Grant Fund once the check has been received for that fund.  The resolution had been provided by the Indiana State Library in the event payment is delayed past December 31.  Teresa moved and Patty seconded approval of the resolution; motion carried and the resolution was signed by all board members.

NOTE:  On December 11 the Indiana State Library advised that the resolution would no longer be needed because the payments had been authorized.  The ISL has asked to be notified if payment has not been received by mid-December.   It was in the library’s account at Home  National Bank by December 18, 2007.

Karen reported that she had received notice from the Boone County Auditor of monies received from 2005 delinquent taxes, payable 2006.  She provided a copy to the Department of Local Government Finance.  DLGF has advised that no further action is needed at this time.  DLGF will use the numbers to complete future budget work for Thorntown Public Library. 

Under new business, the following 2008 officers were elected by consensus:
            President:                    Ron Guinn
            Vice President:            Deanna Brueggert
            Secretary:                    Teresa Carter
            Assistant Secretary:    Patty Ramsey
            Treasurer Liaison:        Stephanie Jones

Karen presented a salaries 2008 report that is appended to these minutes.  After discussion, Teresa moved and Patty seconded that the report by approved; motion carried.
The figures represent the 2008 budget figures approved prior to summer advertisements and also include increasing Christine Sterle, Assistant Librarian, from 16 to 32 hours per week and adding Patricia Gillogly for 12 hours per week as Literacy Coordinator and Young Adult Librarian.   Both changes will be effective January 1, 2008.

Karen reported that the $1150 parking lot proposal by Young & Sons is valid through the 2008 season, that the RTI optical disc repair machine has been received, and that the Internet filtering update has been completed.  She provided additional information on a new telephone system (VoIP)  through NetLink and reported that she is obtaining shelving quotations in order to plan relocation of 84” shelving to the adult department  and acquisition of 66” shelving for the youth stacks.  The taller shelving had formerly in the adult department but was placed temporarily in the youth stacks in 2004.

Whitaker Glass had provided a quotation on making the east door (the handicapped entrance) open automatically.  Since employee Molly Donovan was injured while holding doors open for senior citizens in walkers, Karen is asking that the automatic opener be installed as soon as is economically feasible.  Molly was taken to the emergency room by library staff and her thumb was splinted.  It is badly bruised, not broken, and workman’s comp (Grinnell) insurance, as well as Galvin Insurance, have been notified.

There is a quotation from Smith Electric for replacing the T12 flourescent fixtures in the Carnegie with T8 fixtures, whose bulbs are more efficient and cost effective.  The quotation will be kept on file until economically feasible to replace 43 fixtures.

After discussion it was agreed to continue allowing the first five black-and-white copies printed from computers to be provided at no cost to customers, most of whom pay taxes to support the library.  Color copies will continue to cost $.25 each (or whatever the actual cost is to the library), the charge beginning with the first copy generated.  By consensus the board agreed that procedures for home schools should change in order to minimize present abuse by some.  When the new library management system is installed, there will be fines charged on overdue home school loans, two cards (one personal, one home school) required, and loan lengths will be shortened.

Karen reported that library programs have been progressing well and that on December 3 more than 150 persons attended the 14th annual Christmas Family Night at the Library.   The free flow among crafts and other activities, as well as the use of the entire building, worked very well.

Kurt Stevens has provided a report on the Heating and Cooling System maintenance and utilities use.  From June through November 2007 the heating and air conditioning systems were operating 27% more efficiently than in 2006.  This figure is based on correcting for degree days.  During the first week of December Kurt completed the winter settings.  Most important to staff and customers:  the building has been comfortable.  Because of the vagaries of Indiana weather, there are times when Kurt changes settings on a daily basis.  Karen noted that while Kurt was on vacation in Florida, he continued to dial in to check the system and called her as needed to verify a reading that seemed questionable.  Karen appreciates being able to call Kurt as building needs change.

 Teresa moved and Deanna seconded that the meeting be adjourned.  The motion carried.  There being no further business, the meeting was adjourned at 7:20 p.m.

Respectfully submitted,

Karen K. Niemeyer
Secretary Pro Tem