Thorntown Public Library

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

HOME BOARD AGENDA AND MINUTES

THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES
December 8, 2003

President Eric Ragsdale called the meeting to order at 6:03 pm. Members in attendance were: Deanna Brueggert, Teresa Carter, John Merson, Patty Ramsey, and Linda Yoder. Also present were Library Director Karen Niemeyer, Treasurer Barb Darnell, Clerk of the Works Craig White, and Architect Sean Bright. Matt Hendrix, a reporter for the Lebanon Reporter was also present.

With reference to the minutes of the November meeting, Treasurer Barb Darnell reported the following additions to the November claims: Micro Marketing $22.50, B&J $96.17, Anthem $1,380.90, Boone County Treasurer $90, Vectren $27.74, and Cingular Wireless $42.43. Patty moved that the minutes be approved, Teresa seconded, and the motion carried.

Barb reported November operating receipts of $14,566.69. Disbursements from the operating fund for November totaled $24,103.84. The ending cash balance is $299,760.95. Questioned about the effect of the property tax delay, Barb reported that we have received $700 from the Financial Institutions Tax, and that we hope for more tax receipts by the end of the month. We were not harmed by the delay since we had half a year’s budget in reserve, and we were able to temporarily borrow from ourselves to stay current.

Barb noted that there are no changes in investments for this month.

The Board then considered the Claims Register, questioning a few items and seeking clarification of the purpose of the expenditures. Karen noted that the annual calendar order had been doubled because of the increase in library traffic. Linda moved the acceptance of the Claims Register, Deanna seconded, and the motion passed.

Karen recommended 14 fund transfers, totaling $8,924.00, as follows:

1) Transfer $924 from Driver 100.1.116 to Assist Lib/Admin Assist 100.1.121
2) Transfer $100 from Chris Hawkins 100.1.194 to Shirley Hodgen 100.1.130
3) Transfer $108 from Chris Hawkins 100.1.194 to Temp/Pages (Mary Schmucker) 100.1.160
4) Transfer $1,140 from Assistant Librarian 100.1.120 to Misc Office Supplies 100.2.021
5) Transfer $940 from Assistant Librarian 100.1.120 to Repair/Maintenance Services 100.2.043
6) Transfer $257 from Assistant Librarian 100.1.120 to Travel/Professional Meetings 100.3.035
7) Transfer $363 fro Additional Cleaning 100.1.192 to Printing/Advertising 100.2.038
8) Transfer $259 from Additional Cleaning 100.1.192 to Books 100.4.052
9) Transfer $308 from Professional Consulting100.3.031 to Books 100.4.052
10) Transfer $2,924 from Software 100.4.044 to NonPrint 100.4.054
11) Transfer $322 from Software 100.4.044 to Children’s Supplies100.2.024
12) Transfer $1,016 from Software 100.4.044 to Furniture and Equipment 100.4.051
13) Transfer $165 from Software 100.4.044 to Periodicals 100.4.053
14) Transfer $98 from Software 100.4.044 to Programs 100.3.037

Karen noted that none of the transfers will affect the fund lines needed for the recommended encumbrances to be discussed later in the meeting. These transfers are to cover accounts that would otherwise be in the red at the end of the year. Linda moved the Board approve the transfer of funds, Patty seconded, and the motion passed.

Sean gave a construction report, indicating that they are pleased with the progress and with quality of the work. There is still some concern about the slowness of the submittal of the required paperwork. To date three proposal requests have been issued; the first two, discussed last month, resulted in no change to the cost of the building. The third, which will add a small access hatch above the lay in ceiling will cost an additional $250 and will come from the contingency fund. Custom colors for the roof and windows have been in the plan from the beginning but were not requested earlier due to concern that we would pay a premium if it turned out we could actually use a standard color instead. Sean estimated an add of $4,000 for the custom color on the curtain wall. At this point in the building project, we are 25% complete, and we have barely touched the contingency fund; this is very encouraging.

Craig presented his summary of the work to date and reminded the Board that a project always starts slowly. Momentum has been growing lately, but we should be prepared for a slowdown as the weather gets to be more of a challenge. The retaining walls, which were originally going to be done in the spring, are now scheduled. That will result in a lot of dirt to be dug and hauled away. The progressively sloped roof has been delayed by other job obligations on the part of the subcontractor, but it is expected to be in the works next week. Karen noted that Craig has given tours to the library staff and is also in contact with the Thorntown building inspector. We were all reminded to check the pictures being posted on our web site, pictures that chronicle the project.

Under old business, Karen reported that the 2004 Capital Projects Fund Budget is continuing on schedule. The advertising has been completed, so we just wait for the final approval.

The Clinton Township Satellite Library has received a new cart of materials. Thus far usage has been slow, and Karen is going to call the state library to see if we can publicize the availability of library material.

Bill L’Huillier, of ING, who handles the Auditor of State 457/401(a) retirement plans has met with the staff, and they all have their packets. Selections of options must be completed by December 12, which would mean that the money would come out as of the January 31 claims docket.

The Board reaffirmed the intent to retain the officers from the prior year after checking with John Merson to be sure he would agree. Karen noted that there is discussion about having elected boards instead of volunteer ones. For next year an elected board must have oversight of our budget process. Looking ahead to potential difficulties, it was suggested that consideration be given to changing the bylaws to allow only one board member from a family.

The Board tabled discussion of the Personal Time Bank plan until the next meeting.

Under new business, Karen said that there will be a special meeting on December 16 from 7-8 to allow people to brainstorm about their ideas for the November 2004 grand opening celebration.

The Board next discussed encumbrances of unspent money from the current year, allowing it to be allocated for 2004. The following encumbrances were recommended:

1) $1,707 from Savings Plan 100.1.117 to Chris Hawkins 100.1.194 (salary increase)
2) $300 from Phone 100.3.033 to Equipment 100.4.051 (digital camera)
3) $2,060 from Professional Services/Other 100.3.032 to 100.1.102 for Fern Minor salary increase (Jan/Feb)
4) $860 from Legal 100.3.321 to 100.1.102 for Fern Minor salary increase (Jan/Feb)
5) $1,200 from Software 100.4.055 to 100.1.102 for Fern Minor salary increase (Jan/Feb)
6) $2,061 from Phone 100.3.033 to Equipment 100.4.051 (Phone system upgrade)

John moved that the Board approve the encumbrances, Patty seconded, and the motion passed.

Karen reported that the library is going to try using safety melt in addition to salt to try to protect the new sidewalks.

The meeting was adjourned at 8:20 on a motion from Linda and a second by Patty.
Next Regular Meeting: Monday, January 12, 2004 at 6 pm.

Respectfully Submitted,


Linda Yoder, Secretary
Thorntown Public Library Board of Trustees