THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES
March 13, 2006

Vice-president John Merson called to order at 6:09 p.m. the March 13, 2006, meeting of the Thorntown Public Library Board of Trustees. Present were Stephanie Jones, Deanna Brueggert, Ron Guinn, and Patty Ramsey. Also present were director Karen Niemeyer and treasurer Barbara Darnell.

Ron moved and Deanna seconded that the minutes of the February 13, 2006, meeting be approved with an additional claims list provided by Barbara; motion carried.

Barbara provided the treasurer’s report. Receipts total $36,384.11;disbursements total $45.260.02, for an ending cash balance of $233,789.42. Investments total $144,977.60 for a total of cash and investments of $378,767.02.

John asked Barbara to report at the next meeting on the library’s total debt and length of debt. The board has received payment from John Douglass for the purchase of the 113 N. Pearl Street property and that March 1 income will be reported on the treasurer’s report for March. Barbara provided a report detailing 2005 tax receipts and explained the various categories of income. She also presented additional March claims. Karen explained that the Thorntown Sugar Creek Fire Department will be invoicing the library for $500 so that the invoice may be submitted to the insurance company in their behalf; if not invoiced, the insurance company profits by the $500. The library will then pay the fire department the $500 after it has been received.

John suggested that in the future travel requests be presented to the board and added to the claims list after approval. Deanna moved and Ron seconded approval of travel requests; motion carried. Ron moved and Stephanie seconded that the claims be approved; motion carried.

Since an 18-month CD will mature at Home National Bank on March 14, Deanna moved and Ron seconded that Barbara obtain the best possible rate in renewing the CD but not add to it the funds received from sale of the Pearl Street property; motion carried. Barbara will investigate with HNB the possibility of making early bond payments.

Karen reported on the building project. Except for 11 final waivers of lien and wiring of the PIV (Post Indicator Valve) to the electrical panel, the board is satisfied with completion of the project and willing to pay Flaugher Construction the final $15,000 of the retainage fee.

Installation of the off-site monitoring of the fire alarm system is in progress and will not require installation of additional telephone lines and accompanying monthly fees.

Under old business, it was reported that Galvin Insurance has cancelled the insurance on the Pearl Street property that sold/closed March 1, 2006, 5:30 p.m. There is no additional cost for the west end of the property that was retained by the library board because the property is contiguous to other property owned by the board. The insurance on the 118 E. Bow St. property is by the same company Auto-Owners Insurance. That house burned at 5:00 a.m., March 1, apparently due to a candle left burning overnight by the absent renter.

Under new business Ron moved and Deanna seconded that the capital projects fund proposal for 2007-9 be approved; motion carried.

After discussion regarding the burned 118 E. Bow St. property, Patty moved and Deanna seconded that the damage deposit of $500 not be returned to renter Patricia Legacy; motion carried.

Karen reminded the board that cost figures and plans are on file for a water detention area to alleviate potential drainage problems. She suggested the board use some of the insurance money from the destroyed 118 E. Bow St. property to install a dry basin and buried tank while in the process of cleaning up after the fire.

Karen has discussed with Home National Bank the possibility of a temporary loan, if needed, to allow the board to complete payment on the property at 120 E. Bow. HNB has verbally accepted the proposal and would defer the interest payment to the February 15, 2007, loan due date.

The board listened to and discussed Karen’s proposals regarding the future of the properties at 118 and 120 E. Bow as well as the property formerly part of the 113 N. Pearl property and retained by the library (west end of said property).

No decision was made on the water detention plan; it will be discussed again at the April meeting. Deanna recommended acquiring a second quotation, and Karen will work with architect Eileen Davis on this. The board agreed that this might be the ideal time to install the detention area while clearing the property and receiving insurance funds for the fire cleanup. The board requested additional information for the April meeting.

While demolishing the 118 E. Bow St. house, Karen suggested that fencing be removed between that and 120 E. Bow and that trees and shrubs be removed. This would result in a grassed lot and easier mowing of an area that has been planned as a future parking lot. Karen has spoken to Tyson Warmouth regarding the county’s Special Response Team’s using the 120 E. Bow house for practice before it is demolished; the board agreed that such activity could take place only if it was compatible with the demolition schedule. After discussion and by consensus the board agreed that during this demolition activity the two apple trees on the east edge of the library’s parking lot should be removed.

Karen is having the house at 120 E. Bow St. appraised at her expense. She offered it to the board as a gift and proposed that the board also accept the debt of approximately $14,500 that still remains from her 2004 purchase of the property. It is anticipated that the current value of the property is approximately $32,000; the appraisal will provide a definitive figure. Patty moved and Ron seconded that the board accept the offer; motion carried. Cost of demolition of the house and cleanup of the property was quoted at $5000. Karen has offered the garden shed to the Thorntown Heritage Museum, and if there is additional expense involved in moving it to the museum, Karen will absorb that expense.

Concern was expressed regarding use of controlled substances in both properties and the legalities that should be followed as the properties are demolished and cleared.

Three quotations for demolition had been received. The board reviewed them and on a motion by Ron and a second by Deanna authorized Karen to contract with Lovell Excavating for $18,500 or less. The board has dealt with Joe Lovell previously and respects his work. The demolition is to take place as soon as legalities have been completed.

During the Director’s Report Karen announced that every Monday evening from 6-8:00 p.m. a group of teenagers is having a book discussion at the library with sponsor Rita Trafford, youth librarian. The newspaper coverage of the fire at 118 E. Bow St. was accurate. Gene Loucks was bitten, while at the library’s east entrance, by a dog owned by the library’s renter Patricia Legacy. The library’s liability insurance will cover costs that Gene’s personal insurance does not. John asked Karen to discuss with agent Dick Galvin the implications for the library’s insurance premiums. The printed circuit board in the fire emergency panel is having to be replaced at a cost of over $900; it has issued 4 incorrect alarms since installation before August 2004 and is no longer under warranty. Since the board has a maintenance contract with Tyco SimplexGrinnell, there will not be an additional labor charge and Karen negotiated $300 off the price of the board.

There being no further business, Rom moved and Stephanie seconded that the meeting be adjourned; motion carried. The meeting adjourned at 7:55 p.m.

Respectfully submitted,

Patty Ramsey, Secretary