THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
May 12, 2003

President Eric Ragsdale called the public hearing on the Additional Appropriation of Proceeds of Bonds to order at 6 pm. There were no members of the public present for the meeting, so it was adjourned at 6:05 pm on a motion from Deanna and a second from Teresa.

At 6:05 Eric called the regular meeting to order. Members in attendance were: Deanna Brueggert, Teresa Carter, Ron Guinn, John Merson, 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, and Bond Counsel Andrea Unzicker.

The Board approved the minutes of the April meeting after a motion by Patty and a second by Ron.

Treasurer Barb Darnell reported April receipts of $17,872.83, disbursements of $85,067.31, and an ending cash balance of $167,051.66. The large amount of disbursements was due to taking money out of LIRF to pay the architects. The operating fund CD at Home National will mature on May 14, so Barb presented a list of available rates at nearby banks. Farmers’ Bank offers a special 13-month CD rate of 2.05 percent. Deanna moved that we transfer the money to Farmers’ to take advantage of the 13-month rate, subject to first seeing if Home National can match it; Ron seconded the motion, and the motion passed. Barb will meet with Home National tomorrow to negotiate for a better rate. Barb led the review of the Claims Register, noting the addition of $90.22 for Vectren and $5.01 to Smith Electric. The larger items in the Claims Register were identified and discussed, including the fees for the two appraisals required for the bond issuance. Karen also reported the receipt of the invoice from Veazey, Parrott, Durkin & Shoulders, the architectural firm, and that amount ($53,390.40) was added to this month’s claims. Linda moved the Board approve the claims register and Ron seconded. The motion passed. Barb also brought the paperwork for updating the signature cards for both Farmers’ Bank and Home National, and the Board signed the documents.

Turning to old business, the Board again considered the Library Capital Projects Fund. Patty moved that the Board go ahead with the request as presented: $25,728 for each of the next three years, a total of $77,184. Ron seconded and the motion passed. Karen reported that the 457 Deferred Compensation plan is in the works. She and Charlie Warburton, the Clinton Township Trustee, are arranging their schedules to find a time to meet to discuss the merger. There is still no more information from the Park Board on the status of our appointment of John Merson.

Under new business, Andrea presented the appropriations resolution for the expenditure of up to $350,000 to be received from the purchase of the library and properties. Since the resolution documents were signed by the members of the Board, the oral approval was a formality. Linda moved the acceptance of the resolutions and Patty seconded it. The motion carried.

Karen also presented a resolution for a temporary loan to make up for a shortage in funds accounts used for payment of architectural fees. A copy of that resolution is attached to these minutes. We are anticipating that the bond monies can be used to repay the temporary loan and that the latest it would be before that money is received is July 30. Ron moved the Board accept the resolution as presented, Deanna seconded and the motion passed.

The architects were not present for the meeting, but Craig and Karen reported that there are no substantial differences. They continue to monitor the changes and corrections requested. Ron expressed concern about a drainage lack under the floor. At this point the architects will need to include the items of concern in an addendum to be presented at the pre-bid meeting May 21. Craig and Karen will continue to document the corrections they find, including the documentation of their reports to the architects. The Board appreciates the detail with which Craig and Karen are examining the plans. Craig commented that Karen’s involvement and knowledge have been way above the norm for this type of project, and the Board also appreciates Karen’s diverse talents—and willingness to learn brand new things in order to provide the best for the library.

In personnel issues, Karen reported that Linda Porter is working out very well. She is currently working 18 hours per week.

Linda White received a special award from INCOLSA, acknowledging the extra efforts she has made in writing the manuals and perfecting the cataloguing system. She is now an official “guardian of data base integrity”. The Board appreciates her enthusiasm and her desire to ensure things are done correctly. Karen also requested approval for Linda to attend the state family history and genealogy conference July 11-12 in Indianapolis. Linda will pay for the pre-conference, the individual membership, mileage and parking, and the board was requested to pay for the registration. Deanna moved that the Board authorize the library to pay $125 for the registration for the conference, Teresa seconded, and the motion passed.

Karen reported that the goal is to have the 2004 budget ready for initial presentation at the June meeting. John, Ron and Linda are the budget committee and need to find a time to get together. The basic need is to work with the operating fund, but the finalization will not happen until October.

For the director’s report, Karen presented each member of the Board with a copy of the annual report for the 2002 year. She reported that the missing DVD was not recovered, but the Youth Council will have a car wash to raise funds to replace it. Since attendance has increased substantially, consideration is being given to having three sponsors instead of only two. The annual meeting of the Friends of the Thorntown Library is May 13, and the Board was encouraged to attend. Karen suggested that Lisa John of the Community Foundation attend our next meeting to talk about an endowment fund, and the Board agreed.

The meeting was adjourned at 7:15 pm on a motion from John and a second by Ron.

Next Regular Meeting: Monday, June 9, 2003 at 6 pm

Respectfully Submitted,

Linda Yoder, Secretary
Thorntown Public Library Board of Trustees