December 2004 Board Minutes

Thorntown Public Library

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

Meeting was called to order by President Eric ragsdale at 1810. Members in attendance included eric, John, Deanna, and Patty. Absent were Teresa, Ron, and Linda. Also attending were Director Karen and Treasurer Barb.

Secretary's minutes from the November Meeting were approved, with the addition of the following claims not presented at the meeting: Michelle Wiltermood-$173 for scrapbook supplies, Flaugher pay #14-$37,076.62 (expenditure approved by Sean), Vectren-$174.51, Cingular Wireless-$55.09 (for Craig's phone which has been retrieved and the service cancelled). Motion to accept made by John, seconded by Patty. Motion Carried.

Treasurer Barb Darnell presented the November report. Receipts totaled $43,917.47, Expenses totaled $50,404.38. Ending balance of $133,318.37. CD's (2) total $319,977.60. We have an accrued obligation of $160-170K which reflects the 10% retained from each Flaugher pay. This will be paid once the work is officially done. There are still several big and small issues to resolve; but overall the building is almost done. Our second bond payment ($68,700) is due in December; we have~28K in the bond payment fund.

The register of claims occupied a large portion of the meeting, with many questions and much discussion surrounding several large expenditures both this month and last, which were made without board input. Questions arose regarding the purchase of computers, custom picture framing, and air cleaners in November. Also of concern was the purchase of 7 new computers costing $7,980 and $1916.05 for signage this month. All of these purchases grossly exceeded the $2oo limit which can be spent for non-library material items without board approval. Karen felt the computer purchases qualified as an "emergency". It was the consensus of the members that future large expenditures should be presented to the board prior to purchase, even if it meant the need for a special meeting With that issue resolved, a motion was made by John and seconded by Deanna to accept the register of claim. Motion passed.

For explanation of fund transfers; refer to the provided handout. Essentially, money is shuffled from the areas of surplus to the areas of deficits in an effort to end the year with no negative line item balances. With the final payroll expenditures, it appears we will have spent roughly 99.9% of our budgeted funds. In the waning weeks, there will be further tweaking by Karen and Barb to achieve the appropriate numbers. On a motion by Deanna, seconded by Patty, the transfers were approved.

The building project report was brief: as the building is essentially complete. The air handling system has still not been "balanced" satisfactorily, the front handrail is still missing, and there are a multitude of small, but annoying, cosmetic items to be dealt with.

As mentioned above, the retained money does not get paid out until all problems are resolved.

Karen reported that there was no progress in the resolution of our Builder's Risk insurance claim.

As for board membership, both Patty and Eric have agreed to another 4 year term.

Karen reported that the CICOA Celebrate Today program has been enthusiastically received. The number of meal participants has averaged in the mid-teens, with 55 people already signed up for a future special meal event. The CICOA provides an on-site manager for 4 hours daily. Meal participants have suggested various complementary activities; Karen is investigating options fro an exercise program, etc.

Karen reported she had terminated the employment of Andrea Woods, effective 11/24 due to various performance issues. IN exchange, Karen recommended hiring Boone Deakins in a dual role; 6 hours of cleaning at $10/hr and up to 23 hours of clerical work at $7.50/hr. The board deferred to Karen's judgment. Karen stated there were issues with the other cleaning personnel; she will attempt to resolve the issues or will resort the replacement, if needed. As the scope of cleaning has changed dramatically, it is an ongoing process to figure out what needs to be dine, and when.

ON a motion by John, seconded by Patty, and approved, Karen was appointed as our INCOLSA representative through 6/2007.

As for the Technology Plan, the state has requested a 3 rather than 4 year plan. Karen will handle this. With our recent expenditures it is not expected that we will need a great deal of capital outlay to achieve the plan.

Karen reported that the library is sponsoring a growing number of programs and learning opportunities. The expansion in space and services has been well-received by the community.

Karen provide a handout of the new Anthem insurance rates, which reflected a startling 76.5% increase in premiums. In the past, the board has discussed the need for employee contributions to combat the increasing costs. While other options are being researched, it was agreed that on a month-to-month basis the sum of $166.67/month will be deducted from the salaries of Linda, Fern, and Shirley to cover the increased costs. This deduction only relates to the present Anthem policy; the employee contribution may increase or decrease depending on what sort of options exist. There will be no change in Karen's insurance plan as hers is through Carmel Clay Schools, and is much cheaper than the Anthem plan.

It was also agreed that we will no longer pay cash for employees who elect not to participate in the library insurance plan. (Note that we did fulfill our 2004 obligation to Chris Hawkins as evidenced in the Claims Register). The salary deduction and the discontinuance of the non-participant payment were covered in one motion. Moved by John, second by Deanna, motion passed unanimously.

There was no formal Director's report, as all issues were addressed in other business.

An election of Officers for the year 2005 was held. With a process similar to what one might experience in a third-world country, the current slate was retained:
President: Eric Ragsdale
Vice President: John Merson
Secretary: Linda Yoder
Treasurer Liaison: Teresa Carter
Motion made by Deanna, second by Patty

The final order of business was acknowledging the culinary talents of Morgan Ragsdale and Rylee Ramsey, who provided a wonderful selection of holiday cookies and candy for the meeting.