July 2007 Board Minutes

Thorntown Public Library

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

The regular session was called to order at 6:25 p.m. by board president Ron Guinn. Present were Teresa Carter, Deanna Brueggert, Ron, and Stephanie Jones. Also present were treasurer Barbara Darnell and director Karen Niemeyer.

The minutes of the June 11, 2007, meeting were reviewed and a correction made in paragraph 6, sentence 2, which should read: “The current fountain fund balance is $48,583; the original amount approved was $48,280 and the revised cost due to two-year price increases will be $52,100.” Barbara presented additional June claims of $1823.28, which bring the June claims total to $91,928.58. Deanna moved the minutes be approved as amended; Patty seconded; motion carried.

The treasurer’s report was reviewed. The beginning balance in the operating fund was $223,303.68. Receipts were $44,175.60, disbursements were $42,450.26, and the ending operating fund balance was $222,091.02 plus $52,000 in investments for a total in operating of $274,091.02. The total of all funds plus investments was $418,400.97 plus $13,090.06 interest on investments. Barbara presented the second quarter report and explained that 51.31% of the 2007 funds had been expended. The register of claims (total $41,900.12) was reviewed. The MBIA report was provided and revealed an interest rate of 5%. Stephanie moved and Deanna seconded that the treasurer’s report be approved; motion carried.

It was reported that PillowExpress instead of Lanter is now the interlibrary loan carrier.

Home National Bank has clarified that no advance lease rental (bond) payment may be made until 2013. The 2007 annual $600 administrative fee for the bond account has been taken from the trust fund held at HNB and future administrative fees may continue to come from that balance that is now $7000.

Karen reported that the Indiana Dept. of Local Government Finance budget division had sent a notice requiring by June 30 that the treasurer transfer from the operating fund $2938 and from the lease rental payment fund $1718 to a levy excess fund. The letter instructed that this is a book transfer only and that the money should remain in the levy excess fund until further direction has been received from the DLGF. That information should accompany the budget order in the year 2008. Barbara has complied with this order that was necessitated because the library received a levy in excess of 100% of the certified property taxes for 2005 payable 2006. Karen further noted that the library has not yet received its 2007 budget order; the order has normally been received annually by February 15.

State of the Art Communications representative Steve Jones presented a revised proposal per the board’s request at the June meeting. After discussion Deanna moved and Patty seconded that an 8-camera/ 16-channel/750 GB DVR system be purchased for a total of $9745.00 and that a $2500 deposit be added to the recently approved claims. The intent of the surveillance cameras is to curb thefts of the video collection and deter vandalism at all doors and the public meeting areas. A twelve-month warranty, training, cabling and all equipment and labor are included in the quotation. The motion carried. Steve will see that the installation is completed by the end of July.

The historic fountain reproduction project was discussed and various protective measures reviewed. It was agreed that the 30” polished round ball from Mark Star is cost prohibitive and that an unanchored 24” or 30” plain concrete ball requiring the pouring of concrete pads was not desirable. The quotation for four plain concrete gumdrop-shape bollards, each weighing 1100 pounds, came with a delivered price of $1440. The board and Karen are leaning toward that proposal but will postpone discussion until August and then consider five, instead of four, bollards. Karen will keep working with Big Bollards for the best price. She displayed photos that show welders at Robinson Iron working on the fountain’s Helen figure.

Under “new business” Stephanie moved and Deanna seconded that the board’s recruitment policy H.2.3.2. be changed to read: “Vacancies may be posted in the library and advertised in area newspapers. They may also be posted in other newsletters and magazines.” The motion carried.

After discussion, Deanna moved and Stephanie seconded that proposed personnel changes be accepted; motion carried. These include: acceptance of resignations of Rita Trafford, teen and outreach librarian, and Chris Hawkins, youth dept. technical services; acceptance of proposal by Shirley Hodgen to work 32 hours weekly instead of 40; employment of Christine Sterle to work Shirley’s 8 hours at $12.50 per hour; employment of Becki Brown to work 20 hours as circulation clerk and homebound delivery driver at $8.00 per hour; employment of Molly Donovan at $9.00 per hour for 40 hours per week as a replacement for Chris Hawkins.

Karen is researching health insurance plans for employees in an effort to identify better pricing plans.

Karen reported that the T-1 line is operating at maximum several hours per day. The usage is being researched by library staff, the NetLink technicians, and by ENA, our service provider. Other area libraries are also reporting that their T-1 lines are maxing out.

Precision Controls has completed its routine maintenance per our contract. They have reported several issues that should be corrected in order to prevent more costly repairs’ being required in the future. After discussion Patty moved and Stephanie seconded that Precision be employed to complete repairs totaling $1500; motion carried. The repairs include replacing electrical contactors and balancing the refrigeration charge in the east condensing unit in the mechanical courtyard; balancing the refrigerant charge in the west condensing unit; repairing the ductless split air conditioning system that serves the computer server closet.

During the director’s report Karen noted that Tyco completed the annual inspection of the sprinkler and fire prevention system on July 9 and that a new law now requires every five years a visual inspection for obstructions. The law will require the physical dismantling of lines and the library may fall under that law in 2008.

A 1906 Gilbert clock #6 donated by Bob Gillan is in place in the Carnegie section of the library. It is a beautiful addition and keeps time perfectly. The restoration work was done by John Gillan. The clock formerly resided in the Thorntown drug and jewelry store of Stubby Mayer.. The 1914 immature bald eagle and his case now reside on the east side of the column that backs up to the clock.

C.S. Oats Accounting is working with Karen to improve efficiency in the library.

Karen will be meeting with Cintas representatives and will consider ordering restroom supplies and some restroom maintenance from Cintas.

Karen was contacted by a basketball hall of fame filmmaker. She has provided information and old photos of Thorntown High School teams.

Linda white submitted a written report on her American Library Association conference attendance in Washington, D.C. The Gates Foundation paid for three Indiana representatives to attend and the library will be reimbursed by Gates through the Indiana State Library.

There being no further business, Deanna moved and Stephanie seconded that the executive session be adjourned. Motion carried.