THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
February 12, 2007
Minutes

President Ron Guinn called the meeting to order at 6:00 p.m.  Present were Teresa Carter, Stephanie Jones, Patty Ramsey, Ron Guinn, and Deanna Brueggert.  Absent were John Merson and Eric Ragsdale.  Also present were library director Karen K. Niemeyer and treasurer Barbara A. Darnell.  The board read a thank-you note from head librarian Fern  Miner; she expressed her appreciation for the 2007 salary increase..

The minutes of the January 8, 2007, Board of Finance meeting were reviewed.  Patty moved approval of the minutes as written and Stephanie seconded; motion carried.  The minutes of the January 8, 2007, regular meeting were then reviewed.  Barbara provided a list of additional claims to be added to the January claims register.  The list is appended to these minutes and brings the total January 2007 claims to $297,627.28.  Deanna moved and Patty seconded that the minutes be approved as amended; motion carried.

Barbara Darnell provided the treasurer’s monthly financial report.  Receipts for January 2007 total $151,891.53 and disbursements total $247,221.48.  Receipts include a $43,190 additional COIT payment that was deposited, as required, to the Rainy Day Fund.  The ending cash balance is $107,226.58.  With the addition of CD’s, that total $443,000.00 and interest of $6608.42, the total of available funds is $556,835.00.  Patty moved and Deana seconded approval of the financial report; motion carried.  After discussion, Deanna moved and Stephanie seconded that the register of claims (total $25,073.91) be approved for payment; motion carried.   An operating fund CD for $50,000 will mature on February 13.  By consensus it was agreed that Barbara should deposit it to the NOW account.  Barbara distributed the MBIA report of investments. 

Patty asked about the professional development requests for three staff members to attend Judge Steve David’s youth conference.  Karen had provided copies of a memo requesting approval of the request and also described the background and topics of speakers for the day.  The purpose of the annual day-long event is to assist the community in dealing with its children.  Karen is requiring the three staff members to provide a thirty-minute summary of the meeting so that all staff may benefit.

After discussion, Patty moved and Deanna seconded that a temporary loan be made from the Operating Fund to the Capital Projects Fund; motion carried.  This will allow for payment of the balance of the server installation and the payment of three additional computers prior to receipt of the May 2007 tax draw.  Once the tax funds have been received and deposited to the CPF, the temporary loan will be repaid.

Kurt Stevens of KBSolutions was present to provide a report of the status of the HVAC recommissioning and energy conservation project.  Since Kurt began working for the library board six months ago, the library’s kilowatt use in square foot per day has declined from .076 to .053, with gas heat being converted to KW for the purpose of the comparison.  After correction for heating degree days, the net savings during the period has been $2131.01 with an average 27% decrease in energy savings monthly.  When hired, Kurt had promised payback of his fee within two years and at least a 20% savings in energy use.  After discussion, Deanna moved and Patty seconded that Kurt be employed for one more quarter (March-May) for $2100.  Kurt advised that we should not need his full level of service for a fourth quarter since the library’s summer setting/transition can be completed by the end of May.  Some maintenance of the system will be needed but at a greatly reduced rate because the library and ECS have made it possible for Kurt to access the controls system from his personal computer in Greenwood.  He will need to make far fewer trips to Thorntown in order to maintain the system at peak efficiency.  The board is extremely pleased with Kurt’s work and advised Karen to be sure to obtain all notes/settings and maintain them on site for future reference.

Karen provided an update on the work of Moisture Management regarding ingress of water onto the upper level.  Infrared photographs were viewed that showed the locations in the east wall where water enters the head librarian’s office.  When there is a break in the weather, some brick will be removed and repairs made.  At that time, responsibility for possible oversights during construction will be discussed.  Moisture Management will submit a more detailed report and make recommendations.

Ron’s library board membership renewal is on the agenda for the Western Boone Community Schools Board of Trustees meeting for February 12. 

Grinnell is now the property/liability insurance carrier through Galvin Insurance.  When the treasurer’s bond comes up for renewal in April, it will not be renewed because coverage is included in the Director’s and Officer’s Insurance policy and exceeds that of the present bond.  An AIG Indemnity Dental Insurance policy is now in effect, replacing the AIG policy; this allows insured staff to select any dentist, not just those within a network.

Karen has talked with the Clinton Twp. Trustee regarding renewal of the contract for the library to provide service to Clinton Twp. Residents.  She will send him another copy of the proposed contract.  The Advisory Council and Trustee do wish for Clinton Twp. to continue being served by Thorntown Public Library.

Karen provided a request for professional development.  Stephanie moved and Deanna seconded that Karen attend the Feb. 20 ILF Legislative Day and that Rita Trafford, Mary Schmucker, and Shirley  Hodgen attend the March 21 “Standing Together for Our  Youth” conference created by Judge David; motion carried. 

Karen provided a draft of the 2008-2010 Capital Projects Fund proposal.  By consensus it was agreed that, if assessed valuation figures are received from the Dept. of Local Government Finance in a timely manner, she should advertise for a public hearing during the March 12 meeting.  The CPF proposal includes planned repairs, emergency repairs, maintenance contracts, purchase/lease/repair/maintenance of computer hardware and software, and purchase of equipment.

Under the capital expenditures portion of the agenda, Karen presented a request by Linda White, Systems Librarian, for up to $3430 for the purchase of three additional computers and one monitor.  These are planned purchases from CPF 2007 but need to be moved into February so that Windows XP computers may be obtained.   Computers with the XP operating system are compatible with the library’s Sirsi Management System, but the newly released Vista operating system is not.   Deanna moved and Stephanie seconded that the three computers be purchased; motion carried.

Karen reported that fencing will be needed around the sump pump controller east of the east parking lot.  She has asked Craig White to provide for the March 12 meeting a proposal to fence the sump pump controller and the electrical and back-up power supply just east of the library building.

She is seeking a reasonable quotation for a DVD disk repair machine and will plan to have a recommendation for the March  meeting.

Smith Electric has provided a quotation for additional lighting  for the children’s activity/reading room.  For $1900 Jim Smith will add the requested white rope lighting to the serpentine in the center of the ceiling, replace six recessed can lights with two-foot fluorescents (in the serpentine) and re-use the six can lights, three in the bulkhead over the northwest corner of the room and three in the children’s librarian’s office.  The board agreed the children’s room seemed excessively dark and Patty moved and Deanna seconded that the proposal be accepted; motion carried. 

Karen expressed her concern about excessive pushing and shoving by a few teenagers.  Board policy addresses this and is being enforced by staff.  Staff will be supported in this effort by board members and the policy.  Notices have been posted so that all teens will be aware of expected appropriate behavior.  It was noted that the library is for the enjoyment of all ages of visitors, not just for a few rambunctious teens.  The board approved Karen’s advising the staff that meals were not to be served on a routine basis to teen/youth groups but are appropriate for only a special celebratory occasion.  It was noted that tax dollars cannot support refreshments and meals; the Friends’ budget is used for that purpose.

No board resolution in support of INCOLSA as a separate entity will be necessary.  INCOLSA and the Indiana State Library have signed a memorandum of understanding by which INCOLSA will bid for ISL contracts.  Governor Mitch Daniels has withdrawn budget support for INCOLSA and recommended providing state library support only to the Indiana State Library.

Karen presented the Director’s Annual Report.  She noted that circulation, reference use, number of programs and number of program attendees continue to rise.

The lower level men’s restroom was vandalized by three boys on Thursday, Feb. 8.   Karen met with the police and the police have interviewed the three boys, whose ages are 11-14.  Two members of the American Legion observed those involved and bracketed the time frame of the incident.  The Legion was meeting in the program rooms and had a clear view of the restroom door and hall.  The three boys are banned from the library until they pay the $45.00 plumbing bill and meet with Karen.

Karen provided the board a copy of her letter to the Tri-Area Library (Jamestown) board.  Concern was expressed about her mention of financial help.  Karen noted that any assistance will be contingent on approval by both the Tri-Area and the Thorntown Public Library boards.  Her plan continues to be to encourage Jackson Twp. to choose to be taxed for public library services.

Karen provided a draft of the Capital Projects Fund proposal for 2008-2010.  By consensus it was agreed that she should advertise a public hearing on CPF for the March 12 meeting.  This will be contingent upon her receipt of acceptable assessed valuation number from either the Dept. of Local Government Finance or the county auditor.

Hinshaw Roofing has sent its certificate of proof of insurance, but the ladder to the roof has not yet been installed. 

Family Carpet advised Karen that they are awaiting delivery of the carpet in order to complete the vinyl tile and carpet work, all of which should be completed within another month.

The board noted and Karen agreed that the recent enzymatic calcium and snow tracked into the building may necessitate acquisition of runners or the binding of excess carpet pieces in order to protect tile and wood floors.

There being no further business, Stephanie moved and Patty seconded that the meeting be adjourned; motion carried.  The meeting adjourned at 7:35 p.m.

Respectfully submitted,

Teresa Carter,
Assistant Secretary