THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
January 12, 2004

President Eric Ragsdale called the meeting to order at 6:15 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, Clerk of the Works Craig White, Architect Sean Bright, MPH Interactive Representative M. Park Hunter, and Marlin Brueggert.

Patty moved an addition be made to the transfers made in December to show that $50 was transferred to 100.1.130 Shirley A. Hodgen and $50 to 100.1.160 Mary Schmucker from Stacie Lewis Crick 100.1.121 salary line. Deanna seconded and the motion passed.

With reference to the minutes of the December meeting, Treasurer Barb Darnell reported the following additions to the December claims: Friends of the Library $25 (to correct an erroneous deposit), Vectren $218.47 and Cingular Wireless $42.43. Deanna moved that the minutes be approved, Ron seconded, and the motion carried.

Barb reported November operating receipts of $213,120.93, which includes general property tax receipts of $169,516.78 and $26,255.44 from license excise taxes. Disbursements from the operating fund for November totaled $25,491.93. The ending cash balance is $487,980.47. All of the tax checks were received by the end of the year.
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. A donation to the Community Foundation was discussed, and a contribution of $200 was suggested. Since Stacie Lewis-Crick is on sick leave during this month, it was decided to pay her cash equivalent insurance this month. Linda moved the acceptance of the Claims Register, Deanna seconded, and the motion passed.

In reviewing the appropriations for the prior year, Barb pointed out that we spent 91% of our budget, but reminded us that we encumbered another $8,188 for the current year.

Sean gave a construction report, indicating that there have been some challenges. The mechanical subcontractor’s contract was terminated for failure to do the work required. There will be no effect on the library finances since any unrecovered costs are Flaugher’s responsibility. A contract is being negotiated with another mechanical contracting company and should be completed soon. There are also some issues with the membrane installation primarily because cold weather procedures were not followed; Firestone, the manufacturer of the membrane, will be involved in the resolution of the problem. One change order is official and two are in the works. Change Order #1, totaling $6,504 covers the custom color on the windows and aluminum entrances/storefronts as well as an additional access panel to the hip roof rafters. Proposal request #5 adds lighting to the attic of the hip roof area and #6 cuts a hold in a beam to permit duct passage; Sean estimates the total cost for the two proposal requests will be $1,750. The project is close to being 35% complete, and the contingency fund expenditures (actual and proposed) are just over 11%. Sean also reported that the unsuitable soil issue has been eliminated as a concern since there no problems were found upon inspection.

Craig presented his summary of the work to date. All the doors are secured, and the site is very clean. He led three tours on Saturday. Because the weather has been a challenge, the waterproofing is behind schedule. At this point the exterior walls are framed, the sprinkler piping rough-in is complete and the wood blocking around the windows and construction of the interior walls are nearly done.

Karen said there were 48 people who took one of the three tours offered. To date the Friends have sold 235 pavers, and Marsha Rapp has agreed to work out a design for them. Credit goes to Carolyn Gress for her aggressive selling of the pavers. Even Sarah the cat bought one for her owner. There are only two bathroom tiles to paint; the other 98 are ready to go. Marsha will also do the design of the tiles. Plans are to have a booklet showing a picture of each tile and the story behind it. We will probably offer another tour later on since this one was so well received.

M. Park Hunter from MPH Interactive answered some questions about our technology capabilities and plans. He is from Williamsport and has focused his business on libraries. According to Park, our server is adequate for the current needs and will probably die of old age before it runs out of space. We are considering the potential for offering service when people bring in their own laptops and firewall protection is essential. Library Assistant Linda White commented that Park has been extremely reliable and prompt in helping us to resolve our computer problems.

As our non-voting representative to the Park Board, Karen reported on the November meeting. The Board is working on a 5-year plan and trying to resolve the vandalism problems they are having. We can look forward to a skateboard area in the near future. It was suggested that we keep Thorntown residents in mind when next we need a new Board member since only people who live in Thorntown can serve on the Park Board.

Under old business, Karen reported that the 2004 Capital Projects Fund Budget has been approved. We will have $44,473 because there was some money left from two years ago. The money will be part of our construction funding this year. The §457/401A retirement plan begins at the end of the month. Five people have signed up, contributing between 1 and 4 percent each. The library will match up to 3%. John’s board appointment should have been finalized last night while we were having our own meeting. Karen reminded the Board of our intention to provide some publicity as a way to thank Home National for being such an important part of the financial aspects of our construction. She also said that the personal time bank for employees will not be presented at this time.

At Karen’s request, Deanna moved that Karen’s eight unused vacation days be transferred to 2004 so she can use them for her scheduled trip January 23-31. Teresa seconded the motion, and it was approved with great enthusiasm. The Board is extremely appreciative of the work that Karen does for the library.

Under new business, Karen presented a proposed contract with Clinton Township. They have indicated they do not want to be taxed this year, but they have put money into their 2004 budget to pay the $79 per individual card required for out of district members. The contract provides for re-evaluation if the family charge of $197.50 is ever implemented by the Indiana State Library. In order to get a card, the applicant must show proof of identification and proof of residency in Clinton Township. Clinton Township will send a letter to every resident, making them aware of this opportunity. Patty moved the Board approve the contract, Ron seconded, and the motion passed.

With the new contract approved, the Board next considered home schoolers. We currently allow a free card to home schoolers in Jackson, Harrison and Clinton townships since they are in the WEBO district. Ron moved that the exception for home schoolers be eliminated in all three townships, requiring the payment of $79 for an individual library card. Again, if the family charge is implemented, that would also apply. Linda seconded, and the motion passed.

Karen presented a list of ideas suggested at the brainstorming session last month. People are very responsive to the celebration of the new library.

Per State Board of Accounts each year the Board must approve a salary ordinance separate from the budget. Linda moved that the Board of Trustees approve the following salaries for 2004 as presented in the 2004 operating fund budget:

Director $ 32,718.98
Driver 1606.80
Summer Page 2100.00
Head Librarian 28,840.00
Asst Lib/Admin 24.720.00
Tech/Local Hist 26,522,50
Children’s Lib’n 25,613.00
Treasurer 5516.68
Custodian 5356.00
Addl’ Cleaning 1200.00
Children’s Ass’t 18.720.00
Children/s Clerk 6968.00
Temporary/Pages 12,269.04
TOTAL: $192,151.00
After a second from Ron, the motion passed.

Ron moved a change in the credit card application with Home National Bank to allow the following to receive cards and make charges: Karen Niemeyer, Fern Miner, Shirley Hodgen, Stacie Lewis-Crick, Linda White, Chris Hawkins, and Barbara Darnell. Patty seconded, and the motion was approved.

In the Director’s Report, Karen informed the Board of a gift of software and licenses from the Bill and Melinda Gates Foundation U.S. Library Program. Jeremy Lamar wants to prepare an insurance proposal for the library. Staff tracked the computer use by the public in the last three years and noted it is growing at a rapid rate. In 2001 it was 551 hours, in 2002 it was 1,648 hours, and in 2003 it was 2,036 hours.

The meeting was adjourned at 8:00 on a motion from Deanna and a second by Ron.
Next Regular Meeting: Monday, February 9, 2004 at 6 pm.

Respectfully Submitted,

Linda Yoder, Secretary
Thorntown Public Library Board of Trustees