April 2004 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 meeting to order at 6:00 pm. 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, Reporter Matt Hendrix, Clerk of the Works Craig White, and Architects Sean Bright and Rob Bray.

With reference to the minutes of the March meeting, Treasurer Barb Darnell reported the following additions to the March claims: Vision Services $21.98, Incolsa $550.95, ILF (workshop) $110, Vectren $228.03 and Cingular Wireless $42.41. The Gale check for $600 and the original Vision check for $43.40 were voided. Deanna moved that the minutes be approved, Patty seconded, and the motion carried.

Barb reported March operating receipts of $14,647.23. Disbursements from the operating fund for March totaled $27,658.76. The ending cash balance is $443,965.70. She also went through the appropriations register for the quarter, noting that we are on schedule with about 25% usage in most cases. Due to some one time charges, a fund transfer of $4,200 will be made from 100.3.033 Communications/ Phone: $1,200 to 100.3.039 Insurance/Other Insurance and $3,000 to 100.3.043 Repair and Maintenance Services. The money that we were required to budget for our T1 line will be covered by federal monies administered through the Indiana State Library, freeing up $1,100 per month.

The Board then considered the Claims Register. Karen noted the claims for Shawn Clouser and Melinda Wissig are for cleaning services, which will be needed more in the new building. Linda moved the acceptance of the Claims Register, Ron seconded, and the motion passed.

In the investments report, Barb stated that there is one CD coming due next week. The consensus of the Board was to reinvest with Home National for 12 months at their best available rate. Home National has been very supportive of our new library, and we want to use them whenever it is economically feasible. Under the advice of our financial consultant, Lonnie Therber, we are delaying the transfer of the money that is invested for a five-year period at 4.9 percent.

Sean and Craig presented the building report, noting that the quality remains good although there have been numerous scheduling challenges. There are no significant cost changes in the works, except the $900 water connection fee. The curtain wall has now been correctly installed. The roof manufacturer met with Sean and Craig and is not concerned about the areas where they had questions; since he controls the warranty approval, his reassurances are being requested in writing. The masonry contractor continued to be a problem during the past month, to the point that a 7-day notice was issued; he is now working toward meeting his goals for the project, and there should be significant brick progress by our next meeting. The addition is expected to be completed by late June, and the cut ins have been done to the existing building. At this point the addition is about 70 percent complete. Craig presented an estimate of what we should see finished in the next 30 days, offering the caveat that there are outside elements such as weather and subcontractor timing that can affect things.

Karen has been offering tours to people who request them and reported that things are progressing to the point a cell phone is required to be able to call for help. She had not completed the tour when the workers left and locked her in. Fortunately, a little ingenuity and some physical dexterity enabled both the tour guide and the “touree” to escape.

Under old business, Karen reported that six more library memberships were sold to Clinton Township people for a monthly total of $474. We need to publicize it more. The book cart has been removed from the store in Elizaville. No action has been taken on the Harrison and Jackson townships. She presented the final copy of the Capital Funds Project which is ready to be advertised and will be open to public discussion at the meeting next month.

Under new business, the Board was presented with a Wireless Network Grant proposal, which was prepared by our technology consultant and technician, M. Park Hunter, without charge.. Under the terms of the grant his additional services will be paid by the grant, not by the library. We were informed last week that we have been awarded $6,400. John moved we accept the grant, Teresa seconded, and the motion passed.

The Board entered into a discussion of the contract for Craig White. Everyone was emphatically enthusiastic about the work that Craig has done, but the question arose about the length of his contract. It currently expires the end of June, which was the time that the new library was originally supposed to be finished. Although the contract explicitly states that he is to receive a lump sum, not to be increased if the job runs longer, the feeling of the Board was that would be unfair to Craig, who has worked far beyond any normal expectations. Eric volunteered to talk to him and determine what he would consider reasonable to finish the job. Any extra amount paid to him would be taken from the contingency fund. John moved that we pursue that course, Teresa seconded, and the motion passed.

In a follow up analysis of our financial situation, Karen reported that we could increase our budget by 4 percent, covering unknown utility costs, set aside half a year’s budget in case the tax money is late again (as it may well be since the current plan is for the bills to be sent out in June and July and due in July, making it perhaps as late as August before we receive it), set aside half a year’s budget to cover any future delayed property tax draw, and still have money left over if we choose to purchase properties around us. Lonnie Therber was consulted and recommended that we plan to purchase properties that come up for sale around us as part of our long term planning. Ron moved that we hire an appraiser to value the Martin house as a residential property, John seconded, and the motion passed. Eric is going to order the appraisal and the issue will be addressed at an executive session prior to the next meeting. Since the hardware store also appears to be for sale, and there are other properties currently available for consideration, the Board concurs that there is no need to rush into any particular purchase.

With the new addition substantially complete by the festival this year, Karen suggested the library be open on Saturday and Sunday, making our restrooms available for the participants. We would present an art show or other exhibits in our new meeting rooms and have an attendant to oversee the restrooms. The Board agreed this was a good idea.

Karen suggested the following names for areas and rooms in the new addition: The Guinn Genealogy and Local History Center, the 116 Room for the south meeting room and the 120 Room for the north meeting room. That would tie the meeting rooms in with the house numbers of the properties we purchased in order to build, and we have the original house numbers to use to identify the rooms. There was enthusiastic approval for the plan.

Linda White offered a proposal for the Guinn Genealogy and Local History Center, noting that its mission is to “foster an environment that supports the pursuit of family and local history through the development of collections, provision of instruction and facilitating networking among genealogists and historians”. She proposed that we put together the cemetery records, given to the library by David Guinn, by township and publish them. After the printing costs are recovered, the profits would then go to the Guinn Genealogy and Local History Center to be used for the purchase of materials and equipment. Deanna moved the approval of the proposal, Patty seconded, and the motion passed.

The meeting was adjourned at 8:20 on a motion from John and a second by Ron.
Next Regular Meeting: Monday, May 10, 2004 at 6:15 pm.
Executive Session: Monday, May 10, 2004 at 6:00 p.m.