June 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 6:12 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. Marcia Rapp also attended the meeting.

With reference to the minutes of the May 10 meeting, Treasurer Barb Darnell reported the following additions to the May claims: Kristy Mattingly $65.00, Flaugher $51,482.00, Anthem $2,017.30, Vectren $30.00 and Cingular Wireless $42.69. The original check to Anthem for $2,036.70 was deducted, as was the Grange check for $407.00. Patty moved that the minutes of the May 10 meeting be approved as corrected and that the minutes of the May 10 executive session also be approved, Deanna seconded, and the motion carried. Teresa then moved that the minutes of the May 14 public hearing and regular meetings be approved as written, Patty seconded, and the motion passed.

Barb reported May operating receipts of $17,010.35. Disbursements from the operating fund for May totaled $29,959.31. The ending cash balance is $365,122.85. Vectren receipts were reported at $3,567.00, but it was determined that should actually be $3,435.00, due to a contribution that the donor wanted to split between two items. In addition, the Thorntown American Legion Auxiliary Unit 6, Post 218, will contribute an additional $50, bringing the total to $3485.00.

The Board then considered the Claims Register. Several of the items were questioned and satisfactory explanations were given. Deanna moved the acceptance of the Claims Register, Linda seconded, and the motion passed.

In the investments report, Barb stated that a $100,000 CD, plus interest, came due, and she reported on the available rates for reinvestment. Karen suggested that $68,700 will come due on the building project before the tax draw, and we might want to consider borrowing from ourselves until the funding arrives. Deanna moved that $68,700 be transferred to the operating fund for the purpose of making the first bond payment, and the remaining money, including interest, be used to purchase another CD. Linda seconded the motion, which was approved. John moved that the CD money be invested at the State Bank of Lizton at the special interest rate of 2.5% for 18 months; in the event we do not qualify for the special, the alternate investment would be a twelve-month CD at 1.35 percent. Linda seconded, and the motion was approved.

Sean presented the building report, expressing frustration with the contractor. Over the Memorial Day weekend, the new building suffered flood damage on both floors. Although part of the problem may be the Thorntown storm sewers’ backing up, most of the difficulty stemmed from inadequate preliminary work on the building. The total damage cost is not complete, but it includes pumping, fans, drywall removal and replacement, and insulation removal and replacement. The contingency fund will be hit for $2,500 to cover the deductible on the builder’s risk insurance.

The architectural firm is holding a meeting on Friday with the contractor and the subcontractors to address the fact that things are quite a bit behind schedule and there does not seem to be a sense of control over the situation. Sean has issued a directive to stop work on the interior in order to prevent further damage. No more pay applications will be approved until things are resolved. Craig pointed out that the photo documentation of what is happening at the building site is really good, so that should be very helpful in resolving disputes. Our attorney Dave Truitt will attend the meeting as will Karen and Craig.

The VPDS engineers are working to ensure that we can store water on our property instead of having to rely on the town storm drains. It was noted that Thorntown is having the sewer mapped, but a major part of the problem is the fact that there are 4 inch lines going into a 15 inch sewer. The Board members expressed concern about the long term situation. The architectural firm still has several issues to resolve with the drainage.

The Board appreciates the extra efforts by Sean, Craig, Linda White and Karen in cleaning up after the flooding.

Karen reported that we have a potential donor for the fountain, so cost information is being gathered. Sean and Craig are very pleased with the concrete work, the brick is looking good, and the metal roof is almost complete.

Under old business, Karen reported that her meeting with Boone County Council for the Capital Project Fund will be July 13, and she anticipates approval. The additional money raised as the result of the Vectren matching funding will be used for lounge chairs and narrow video shelving. It was pointed out that the video store is going out of business, and there may be some potential for getting shelving there. The formal presentation of the $2,500 check from the Vectren Foundation was held just prior to the meeting; a sample table and chair were displayed.

Under new business, Karen reported on the five budgets. The only one that really requires any attention is the operating budget, but nothing can happen until July 8 when we learn the maximum levy amount. It was decided to adopt the budgets on August 9 and have the public hearing on Friday, July 23 at 7:30 am.

Deanna moved that the mileage reimbursement be increased from the current 28 cents per mile to 34 cents per mile. John seconded, and the motion was approved.

Karen explained the method of handling credit cards, showing the log of usage. The cards are kept in the vault and not carried around by the employees. Any purchase over $25 has to be approved by her. Because the current policy manual terminology is incorrect, Patty moved that the allowable use of the cards be changed from the Assistant Librarian to the Head Librarian and from the Technical Services Clerk to the Administrative Assistant. Deanna seconded, and the motion passed.

The State Board is recommending that the bond on the treasurer of each library be increased from $5,000 to $15,000. Karen requested a quote from our insurance person, but that information is not yet available. No action will be taken until the cost is determined.

The Board adopted a written resolution, attached to this report, in order to declare an emergency and borrow from an existing library fund account. This will enable the treasurer to transfer the $68,700 (voted on earlier) from the CD to the operating fund and then to the debt service fund in order to make the first bond payment due June 30, 2004. The money will be repaid on or before December 31, 2004, when the tax draw has been received.

In the Director’s Report, Karen reported that the signatures are completed on the Wireless grant and the survey will be started. The library received 267 music CDs recently as part of a class action suit settlement; duplicates can be donated but not sold.

The Board congratulates Linda White on the completion of four classes on genealogy and librarianship. These courses were taken at her own expense, and her grades were excellent. It is this type of extra effort that makes the Thorntown Library a success.

Next Regular Meeting: Monday, July 12, 2004 at 6:00 pm.
Public Hearing: Friday, July 23, 2004 at 7:30 am.