April 2003 Board Minutes

Thorntown Public Library

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

President Eric Ragsdale called the public hearing on the Library Capital Projects Fund to order at 6:10. There were no members of the public present for the meeting, so it was adjourned on a motion from Patty and a second from Teresa.

The Board then heard a presentation by two members of the Special Response Team (SRT) from Boone County. Tyson Warmoth from the Lebanon Police Department and Reserve Deputy Mike Gideon from the Boone County Sheriff’s Department explained the various types of equipment used in dealing with hostage situations, drug raids and other similar crime scenes. This was of special interest to the Board since the SRT had used both of our houses as practice sites.

At 6:58 Eric called the regular meeting to order. Members in attendance were: Deanna Brueggert, Teresa Carter, Patty Ramsey, and Linda Yoder. Also present were Library Director Karen Niemeyer, Treasurer Barb Darnell, Technology/Administrative Assistant Linda White, Clerk of the Works Craig White, Architects Sean Bright and Milagros Stevens, and Landscape Architect Stefan Luebke.

The Board approved the minutes of the March meeting after a motion by Deanna and a second by Patty.

Treasurer Barb Darnell reported March receipts of $18,822.46, disbursements of $56,906.25, and an ending cash balance of $234,246.14. There was no investment report since there have been no changes. Barb did discuss the status of the funds, noting that, at this point, the goal is to be at about 25%. Barb led the review of the Claims Register, noting the addition of $580.87 for Vectren, a refund to Carolyn Green of $500 and $87.95 to the Tippecanoe County Clerk. The larger items in the Claims Register were identified and discussed. Patty moved the Board approve the claims register and Deanna seconded. The motion passed. Barb also reported that we have no new Public Library Access Card (PLAC) sales.

Turning to old business, the Board again considered the 457 Deferred Compensation Plan. The Board agreed that eligible employees must be full time, which is defined as working 32 hours or more per week. Contributions will be matched up to 3 per cent (with no contributions by the Library unless the employee first contributes), and there is a six-month waiting period before an employee is eligible to participate. Linda moved that the Board adopt the State of Indiana Deferred Compensation Matching Plan as specified. Teresa seconded the motion, and the motion passed. Effective date of the plan is July 1, 2003.

Karen reported there was an enthusiastic approval resulting from her presentation at the State Tax Board hearing. She also reported meeting with Clinton Township Trustee Charlie Warburton for a brief discussion about the planned merger with that township; first report is positive. The goal is to get the merger process started so that it will be in effect for 2005. The Park Board appointment is still up in the air since we have not received any further word about the legality of John Merson as our appointee. Attorney David Cook is supposed to be investigating that for us.

In order to meet the legalities of the appraisals, Karen requested that we renew the appointments of Nick Tillema and Rick Hurwitz. There is a time factor between the appointment and the actual appraisal. Linda moved that we renew the appointments, Deanna seconded it, and the motion passed.

In new business, the agenda item for financial issues was a matter of signatures on the lease and did not require further discussion since it was all resolved in the prior meeting.

Milagros led the discussion on the 95% construction documents. An increase was made in the number of women’s toilets in order to meet code. Other changes include a change to the canopy in the front in response to the Board’s aesthetic objections at the last meeting and a switch in the stairs due to code requirements. Milagros displayed the planned finishes for the building, and there was some discussion about colors. Final decisions do not need to be made at this time. According to the plan, there will be no carpeting in the program rooms in order to facilitate maintenance and upkeep. Since we will be buying things in larger quantities, Milagros will investigate GSA pricing. Other areas concerning the finishes are the question of Marmoleum versus vinyl composition tile (VCT) and the use of laminated glass in two places in the interior of the building. Final decisions will be based on cost. Craig White reminded the architects that an air handler will need to be relocated for the summer library use.

Stefan presented the site plan changes, which primarily consist of moving the bike racks to the east side of the building and eliminating the attached retaining walls to make a future secret garden more possible. He is looking into permanent concrete tables and the use of pavers and offered examples of each. We had hoped to use some of the bricks from the 120 house as pavers, but they were too soft for that purpose. Fountain option A, the most inexpensive of the three, will be priced. The fountain requires a separate vault, which will be in the ground and screened by plant materials, preserving its accessibility. The fountain will have 12-16 inches of water. The Board considered the question of it being an “attractive nuisance” but the consensus was that the location being so visible will act as a deterrent. Stefan also notified the Board that the fountain flow will need to be adjusted, depending upon wind patterns. The fountain, cement furnishings, pavers and bike racks are all alternative bids. Lighting will be primarily handled with low bollards, but there will be pole lights in the back of the building. The assumption is that there will be a photo cell with a time clock override to control the lighting. In response to the question about underground utilities, Stefan said that the redbuds won’t be a problem because of the height of the utility wires; as a result we haven’t pursued the question of the underground utilities since the trees won’t mature for 35 years.

As of this meeting, the 120 house has been demolished and the refuse is being cleared away. The garage on the 116 house has been removed.

Karen reported that Craig White now has an office in the library, but the addition of another telephone line is impractical and expensive. As a result she requested approval for a cell phone minimal package for two years for Craig’s use. Deanna moved we get a cell phone for Craig, effective May 1, and Teresa seconded it. The motion passed.

In personnel issues, Karen reported that Beverly Skow resigned due to ill health. She has five vacation days and one sick day remaining. Deanna moved that we regretfully accept Beverly’s resignation, paying her for the vacation and sick days. Patty seconded it. The motion passed.

Karen requested Board approval to hire Linda Porter as Technical Services/Circulation Clerk to replace Beverly for 20 hours a week, starting Monday. She also would like to use Cassie Crick and Natalie Lewis at minimum wage on Saturdays as needed. Additionally, she requested an extension of leave for page Roger Allen through November 1, 2004. Deanna moved that the Board approve letting Karen use her best judgment in these issues. Patty seconded it, and the motion passed.

In the Director’s Report, Karen said that the theft case against Steve Sims has been continued, but we did get some of the stolen equipment back. She also presented a broken toilet seat that resulted from a young girl’s inability to deal with her own anger issues. Both of these items serve as reminders that the library staff has much more to deal with than simply handling books. The Board wishes to extend our thanks and appreciation to the staff.

The meeting was adjourned at 9 pm on a motion from Deanna and a second by Linda.