March 2005 Board Minutes

Thorntown Public Library

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

The public hearing was called to order at 6:00 pm. Members in attendance were Deanna Brueggert, Teresa Carter, Ron Guinn, John Merson, Eric Ragsdale and Linda Yoder. Also present were Library Director Karen Niemeyer and Treasurer Barb Darnell. Since there were no members of the public present, John moved to adopt the resolution to approve the advertised additional appropriations; Teresa seconded, and the motion carried. The public hearing was then adjourned at 6:20 pm on a motion by Ron and a second by Linda.

The regular meeting of the Thorntown Public Library Board of Trustees was called to order at 6:20 p.m. in The Guinn Genealogy Center of the library. Members in attendance were Deanna Brueggert, Teresa Carter, Ron Guinn, John Merson, Eric Ragsdale and Linda Yoder. Also present were Library Director Karen Niemeyer and Treasurer Barb Darnell

Upon review of the minutes of the prior meeting, it was pointed out that Deanna could not have seconded the approval of last month’s minutes because she wasn’t here. The correct name should have been Ron. Barb also reported five additional claims for February: $8,751 to Flaugher, Inc./Liberty Painting, $1,758.55 to Flaugher, Inc./Purofirst, $297.00 to the Indiana Library Federation for two conferences approved last month, and $1,031.75 to Vectren Energy Delivery. Teresa moved the acceptance of the minutes as corrected, Ron seconded, and the minutes were approved.

Treasurer Barb Darnell presented her report, showing February operating receipts of $57056.13, including $33,682.30 in payment of our flood claim, less deductible, from the insurance company. February disbursements totaled $59,379.88. The ending cash balance is $176,248.29.

The Board then considered the Claims Register. The payment to Custom Woodworking was questioned. It was for the building of the room dividers, which the Board inspected and admired during the evening. Linda moved the acceptance of the Claims Register, Deanna seconded, and the motion was approved.

Karen reported that the audit exit interview will be held March 15. Three items are expected to be raised in the interview: Al Homrig has a preference for a ledger-type report that our system currently cannot produce. Karen and Barb are working with CompuTrain to see what it will take to produce the required report. We were reminded that our 49-month CD exceeds the maximum time period allowed, but it will be cashed in by the end of our building project, so it will not be a continuing problem. The LAR-1 report due March 1, 2004, was mailed late. Karen complimented Barb on the work she did to get it ready and took the blame for the late mailing. The March 1, 2005 report was mailed on time. Because we were so well organized, the auditor was able to examine three years of records, 2002, 2003, and through the end of 2004, so we will not be due for another audit before two years from now.

Barb led a discussion of the investment report by suggesting that we will need some of the money that was appropriated in the public hearing to pay our insurance deductible as well as, ultimately, the retainage on the building project. John moved that we plan to use $100,000 from the ending cash balance and $150,000 from the 4.9% CD at Farmer’s Bank. Linda seconded and the plan was approved. Because we don’t need all of the money immediately, $3,412 will be transferred to personal services (for custodial salaries) and the rest to capital outlays as needed. With the COIT payment being over $22,000 this year, compared to around $13,000 last year, we do have more income to meet our normal expenses.

Karen presented an additional claim for Flaugher to be paid from the building and repair fund 100.3.043. It is for additional drywall, painting and woodworking in the amount of $5,861.00 Two of Flaugher’s bills which were approved by the architect earlier this year just now got to us; both are from change orders. One is for $5,237 and the other for $1,810; they are for lights, stone work, regrinding the parking lot and adding more fill. Ron moved to approve the payments, Teresa seconded and the motion passed.

Karen gave the building project report, presenting a lengthy list of items and who will be responsible. Eric added the temperature in the men’s restroom to the list. Earlier the Board viewed the new Shaker peg coat racks in the program room halls; they look wonderful. A question was raised about the handicapped entrance, and we were reminded that we opted to go for a less expensive option so there is no push button to open the door. Library personnel are usually right there, however, and they provide assistance to those who need it.

Under old business, the construction manuals and as built drawings, are not yet complete. Deanna was taking them home to examine more closely but reported several large gaps in the expected information.

The policy on pets, which was revised last month, was considered again. It was simplified to read: D.1.8 With the exception of animals that help the handicapped, animals and wildlife are not permitted inside the library building unless special permission is obtained from the Library Director.

Our insurance agent confirmed our belief that the insurance costs could be born by the people providing the services for the library, such as our exercise class. While on the subject of insurance, John recommended that we try for a grant to provide funding for a defillabrator to have available during our exercise classes.

Karen reported that the storage shed has been emptied and the remaining items hauled off. Special thanks to John, Eric, Cliff and Charlie Oats, and the Indiana Gourd Society.

Karen requested, and the Board approved, a plan to obtain quotations for the landscaping; the original design by Claire Bennett and Assocciates will be a general guideline. The Board offered the caveat that quotations were fine, grants were fine, and donations were fine, but the Board will not approve cash outlays for this project.

Under new business, Karen requested approval for professional development for herself and Barb to meet with CompuTrain on May 12. Total cost should be about $211.60. John moved the Board approve the expenditure, Linda seconded, and the motion passed.

A letter from Dick Galvin was read concerning workers compensation claims made by staff. It seems that the insurance company requires all potential claims be reported whether or not they are actually paid and then penalizes the library for reporting injuries for claims that are never filed. A $500 medical deductible is going to be applied at the renewal date. It was decided that, perhaps, not all items need to be reported.

The library has an arrangement with Clinton Township to pay for family cards for their residents. In 2004 14 students from Harrison and Jackson townships purchased special cards for $5. The question of fairness to Clinton Township was raised, but the feeling of the Board is that it is a small number of cards, and we should not change things.

Karen showed a design of a 6 foot statue, which would become part of our fountain. She requested permission to raise funds for it. It would be provided by Robinson Ironworks in Atlanta, GA. The Board agreed to go with the design and to support fund raising efforts but was emphatic that the fountain cannot happen until all of the funds (currently estimated at $48,280) have been raised. The Board did indicate a willingness to pay for the plumbing and electrical work to install the fountain.

Karen also requested permission to obtain quotes for the secret garden and to consider it as a possible second fundraiser. Again the Board was supportive of getting the quotes but not of paying the bills.

The T1 line will be paid for by the State Library until the end of the year. We had planned for that money in our budget, so now we will have it available for other uses.

One quote is available for window washing, which should be done twice a year. Karen is going to secure more quotes and we will address the issue at the next meeting.

Karen requested ideas on sources for clay tile roof (cement) estimates. Some ideas were offered, and she will pursue them.

Our elevator warranty will expire June 21. Since the benefits of the $50 per month contract with Otis Elevator are minimal, John moved, and Linda seconded, that we contract for the $150 per month plan. The motion carried.

In the Director’s Report, Karen reported that the Community Foundation paid $400 for a lockable cabinet for paper products and the Psi Iota XI Sorority gave us a gift of $189 for a wall-mounted movie screen for the program room and $400 which was used as partial payment on the oak cabinet Charles Acton made for the second oven in the kitchen. The number of programs being offered at the library continues to grow and oftentimes events are happening throughout the library at the same time. Karen is continuing to work with Community Service workers to help get things completed at the library although there is often a challenge with overseeing the work and with individual work ethics. The bottom line is that some are good and some are not.