Jan 2007 Board Minutes

Thorntown Public Library

124 N. Market St.,
Thorntown, IN 46071
Phone: 765-436-7348 Fax 765-436-7011

THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
JANUARY 8, 2007
BOARD OF FINANCE

President Ron Guinn called to order at 6:10 p.m. the annual Board of Finance meeting at the Thorntown Public Library. Present were Teresa Carter, Stephanie Jones, Patty Ramsey, Ron Guinn, and Eric Ragsdale. Absent were John Merson and Deanna Brueggert. Also present were library director Karen K. Niemeyer and treasurer Barbara A. Darnell.

Eric moved and Patty seconded approval of the January 9, 2006, minutes; motion carried.

Patty moved and Teresa seconded that the following Board of Finance officers be elected; the motion carried.
                        President                                 Ron Guinn
                        Vice-President                                    Stephanie Jones
                        Secretary                                 John Merson
                        Assistant Secretary                 Teresa Carter
                        Treasurer Liaison                     Deanna Brueggert
                        Assistant Treasurer                  Eric Ragsdale

Eric moved and Stephanie seconded that Barbara Darnell be appointed treasurer with the salary set at $6314 for 550 hours; motion carried.

Barbara provided the treasurer’s report of investments. Operating Fund Certificate of Deposit #12193 for $50,000 is earning 5.27% interest and will mature on February 13, 2007. Operating Fund CD #12033 for $72,090.96 is earning 4.6% and will mature on January 14, 2007. Both CD’s are with Home National Bank. The Operating Fund Savings Account of $100,000 is earning 3.5% interest. Invested with MBIA are $80,000 from the operating fund (5.04%) and $14,000 from the fountain fund (5.04%). There are no maturity dates on the savings and MBIA accounts. The board’s investment policy was discussed. Eric moved and Stephanie seconded that the board continue to invest in CD’s, to use local banks with the best interest rates and to use MBIA as is appropriate; motion carried.

Patty moved and Teresa seconded that the Lebanon Reporter and Daily Sun be used for publication of legal notices; motion carried.

There being no further business, Stephanie moved and Teresa seconded that the meeting be adjourned; motion carried. The meeting adjourned at 6:17 p.m.

President Ron Guinn called the meeting to order at 6:18 p.m. Present were Teresa Carter, Stephanie Jones, Patty Ramsey, Ron Guinn, and Eric Ragsdale. Absent were John Merson and Deanna Brueggert. Also present were library director Karen K. Niemeyer and treasurer Barbara A. Darnell. The board signed get-well cards for staff members recovering from surgery.

The minutes of the December 11, 2006, meeting were reviewed. Barbara provided a list of additional claims to be added to the December 11 claims register. The list is appended to these minutes and brings the total December 2006 claims to $196,088.24. On page two of the minutes a change was made to line 4: The transfer to the Rainy Day Fund was $11,304 from the phone fund. Stephanie moved and Teresa seconded that the minutes be approved as amended; motion carried.

Barbara Darnell provided the treasurer’s monthly and quarterly financial reports. Receipts for December 2006 total $202,162.04 and disbursements total $148,197.08. Disbursements include a $66,700 bond payment. The ending cash balance is $202,556.53. With the addition of CD’s that total $316,090.96, the total of available funds is $518,647.49. After discussion, Barbara was advised to deposit $130,000 from excess cash into a CD at Home National Bank and to put $79,000 excess cash from the bond fund into MBIA. President Guinn signed the PLAC (Public Library Access Card) report showing that one card had been sold Oct.-Dec 2006. The report will be forwarded to the Indiana State Library. Barbara presented a final list of fund transfers completed in December and that list is appended. After discussion, Eric moved and Teresa seconded that the register of claims be approved for payment; motion carried. Verbally added to the claims list was a claim for $31.00 to t he Indiana State Library for sale of one PLAC card and $190.00 to Angie Moody for installation of a Venetian blind in Karen’s office.

Karen presented the 2007 salary ordinance. The ordinance is based on the 2007 adopted budget with the exception of the treasurer’s salary. Barb’s salary was increased by $345.00 during the Board of Finance meeting at 6 p.m. The increase is due to her consistently working 42 hours per month instead of 40 as planned when the 2007 budget was prepared. Patty moved and Eric seconded that the ordinance be approved; motion carried.

Myron Hanna of Tanner Insurance, Inc., (Crawfordsville) addressed the board and presented a property/liability insurance proposal for February 8, 2007- February 7, 2008. The board commended him on an excellent presentation and proposal; his proposed premium would be $5983. Richard Gavin of Galvin Insurance (Lebanon) then made a property/liability insurance proposal; he advised that the board should move away from Grange, the current insurer, and consider either Grinnell or Hastings. The Grinnell quotation is $5022 total premium. Hastings’ has not yet been received and will probably be higher. The board thanked Dick for his research and presentation. Since personal property coverage is inexpensive, it was decided to increase coverage from $250,000 to $400,000. Karen had worked with both agents to assure that both had full information to our coverage needs.

Under Old Business Karen reported that Ron has signed his letter of interest and that his paperwork is being sent to the Western Boone School Board for appointment to another 4-year term to end October 1, 2010.

The Clinton Twp. Trustee and Advisory Council will meet on approximately Jan 22 and should at that time consider the proposed library contract for service.

Under new business Eric moved and Patty seconded that the Grinnell insurance proposal by Dick Galvin be accepted unless the Hastings quotation proves to be more economical. If there are questions, Karen is to consult with Barb and Ron. This will assure coverage by February 8, 2007.

Karen reported that the present dental insurance is proving unsatisfactory, primarily because staff members’ current dentists are unwilling to sign up for it. In addition, one staff member, who changed dentists in order to be insured, had found that the dentist only wants to provide $15,000 work instead of a $2000 portion of the work. Karen has called Benefit Resourcing, Inc., who provides the vision and dental policies through AIG. The agent is working on an indemnity AIG policy that will allow staff to use any dentist, not just one on a network listing. Patty moved and Stephanie seconded that Karen be authorized to change to an indemnity policy for dental insurance as long as the cost does not exceed $12.00 per person per month; motion carried.

Linda L. White, local history librarian and systems administrator presented a request to upgrade the library’s server. A copy of the proposal is appended. Eric moved and Patty seconded that up to $14,000 of the 2007-approved Capital Projects Fund budget be expended for computer equipment and installation; motion carried. NetLink of Lafayette will provide all installation and setup. A server, accessories and software will be acquired.

To allow safe roof egress/ingress, Stephanie moved and Patty seconded that up to $2900 be approved for installation of a galvanized ladder with safety pole in the treasurer’s office; motion carried. Karen has a quotation from Hinshaw Roofing (Frankfort) and is awaiting quotations from Doug Rapp and Doug Merrill, both of Thorntown.

Karen has obtained from Family Carpet a proposal to repair damaged and loose carpet and vinyl floor coverings. She recommended approval of four of five proposals. Patty moved and Teresa seconded that Family Flooring repair loose and burned carpet for $265, replace vinyl stair treads (between first and second floors) with carpet for $1732.50, replace old and loose stair treads at the lower level north entrance and add carpet to the landing for $851.32, and replace old and loose rubber treads at the Carnegie west door for $1198.02; motion carried.

During the Director’s Report Karen noted that the “Lebanon Reporter” has formally/legally asked that the board agenda be sent to its office; Karen will continue to comply with the request. The agenda is also sent monthly to the “Indianapolis Star” Bureau Chief.

Karen presented a report by KB Solutions summarizing the decrease in electricity and gas usage that is reflective of the recommissioning of the HVAC system.

She reported that she has employed Karen Jones, former director of the Boone County Family YMCA, for a few hours each month. Karen’s task is to sort/organize paperwork in the director’s office. The project will not exceed six months in length.

Karen noted that the Allen County Public Library (Fort Wayne) has closed for two weeks to move into its recently completed $85-million expansion/renovation project.

There being no further business, Patty moved and Stephanie seconded that the meeting be adjourned; motion carried. The meeting adjourned at 9:05 p.m.