THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES
May 8, 2006

Vice-president John Merson called the meeting to order at 6:05 p.m. Present were Deanna Brueggert, Stephanie Jones, Patty Ramsey, Ron Guinn and John Merson. Also present were library director Karen K. Niemeyer and treasurer Barbara A. Darnell. Absent were Eric Ragsdale and Teresa Carter. Also in attendance was town marshal Jeff Woodard, who was present at the library director's request, because a community member who had asked to address the board had stated that he would “cause a scene and probably get arrested.” Since the community member did not appear to protest his being banned from the library’s computers for repeated failure to comply with his signed Internet Acceptable Use Agreement, there was no incident.

The minutes of the April 10 meeting were reviewed. One correction was made on page 2, paragraph 2, line two, change “o” to “on” and Patty’s signature on page 3 was corrected from “Pattl”. Two corrections were made in paragraph four: delete the dollar sign on line two and correct the spelling of “higher” in line two from “hither”. Barbara provided a list of additional claims for April, making the total claims $36,292.74. Ron moved and Stephanie seconded the motion that the minutes as amended be approved; motion carried. The additions to the claims are included with the minutes and on file for public viewing.

The treasurer’s financial report shows a balance of $281,278.77 cash, plus $147,090.96 investments, for a total of cash and investments of $438,369.73.

Upon a motion by Stephanie and second by Ron, the following resolution was passed: “Resolved that the Thorntown Public Library Board of Trustees transfer $1200.00 from the Building and Equipment Repair/Replace fund #100.3.043, with $845.62 going into the fund Taxes/Assessments #100.3.047 and $354.38 to Legal Services #100.3.321.”

Ron moved and Stephanie seconded a motion adopting a revised Resolution and Adoption Agreement for the State of Indiana Deferred Compensation Matching Plan and also the State of Indiana Deferred Compensation Matching Plan Adoption Agreement; motion carried.. The Auditor of State had sent the paperwork because revisions to our 457 (401a) plan were necessitated by IRS requirements. The plan intent is identical to the one signed in August 2003, but the wording has been revised. By consensus board members agreed that unused employee sick leave would not be converted to cash for investing in the plan.

West Lafayette Public Library has agreed to sell six used oak end panels for the library’s 84 x 24” book shelving; the cost is $93.00 each. This will complete the shelving in the adult stacks area. New price is $255 per panel. Patty moved and Ron seconded that the purchase be made; motion carried.

Karen requested permission to add Myrtle Cox as a part-time staff member to replace retiree Dorothy Beavin. The money for her 2006 salary would be covered by both Dorothy’s salary and salary not used by Yvonne Urban-Morgan, who missed January and February due to illness. Stephanie moved and Patty seconded that Myrtle be employed; motion carried.

Karen recommended advertising for and holding an additional appropriations public hearing at the June meeting. The board would not have to actually spend any of the funds but would be prepared for expenses that might occur. This would also allow the board to expend the insurance claim payment for demolition expenses. Possible expenditures include water detention and resolution of inadequate storm water drainage (due to town storm drain issues), $14,727 repayment of operating fund for purchase of 120 E. Bow property, replacement of Carnegie west door ($2000), and sealing asphalt parking areas ($1500) By consensus the board scheduled a June 12 public hearing for additional appropriations.

Randy Worman, Regional Director from MBIA Asset Management, addressed the board to explain the Invest Indiana program, a totally liquid investment pool similar to a money market fund. It works with the local bank, and Barbara would still be in control of the account. She will be able to move money online and access accounts online, thus simplifying things for her. Randy assured the board that the fund is VERY low risk. The obvious attraction is much higher interest rates. There would be no cost to set up the account or maintain it. MBIA makes their money by retaining the investment earnings over and above the rate that they agree to pay participants. The yield/rate would be recalculated daily. The rate of approximately 4.5% contrasts to the .25% currently being earned by the NOW account used for the cash balance. After questions and discussion, Ron moved and Patty seconded that the board approve a “trial” investment of $10,000 for 30 days; motion carried. Barb will provide a copy of the monthly statement for review at the June meeting. With additional board members in attendance, the board could decide in June to increase the investment.

Lee Flaugher of Flaugher, Inc., had an electrician on site to check the PIV and emergency panel. As soon as a part arrives, work will be completed. Two final lien waivers are still needed. NETA (masonry) will not be sending a final waiver of lien because the company is in litigation with Flaugher, Inc. Karen had hoped to be able to report the building project is finished and now has hopes for next month.

In response to a request for an advance tax draw on spring property taxes, the auditor sent $12,000.

A subscription to download audiobooks has been contracted with RecordedBooks and OCLC’s NetLibrary and will be a convenience for many customers.

To benefit the Fountain Fund, the Friends of Thorntown Public Library is raffling a basket of goodies at their annual meeting on May 9.

It was noted that two men have been banned from the library’s computers for repeated access to pornography. Although the library uses one of the best filters available, a determined individual may manage to get past it and into sites forbidden by the Internet Acceptable Use Agreement that every library Internet user is required to read and sign.

Karen passed around pictures of interest about celebrations and situations that have happened at the library in recent weeks.

Eileen Davis and Nick Worden from Veazey, Parrott, Durkin & Shoulders addressed the board about water detention proposals. Eileen said VPDS has done multiple studies of the library’s water situation and determined that most of the problem is due to an inadequate 15” storm sewer in the alley south of the library. VPDS noted that there have been at least two “100-Year” floods in the past year and thus there is a serious problem. They recommend hiring an engineer to design a detention (dry) area with a sump pump to handle water. The engineering fees range from $3150 to $12,000. Eileen recommended Deckard from Crawfordsville because she has had good experiences with the firm. VPDS would charge approximately $2500 to $5000 for their planning and coordination services. Another $1500 would be for a trench drain at the west entrance. Grading would cost approximately $15,000 and the sump pump $7020. Additional expenses of $9500 bring the total to $39,970 or up to $49,120, depending on engineering costs.

Karen asked that the engineers provide a separate quotation for re-working the children’s north door drain. Ms. Davis anticipates having plans and drawings by the July 10 meeting. The board feels the work, including finish grading and seeding, should be completed before September 23. There were many questions. The engineer’s design will include a shallow detention pond in the area across the east alley and be planned to function whether the lots are in grass or stone and asphalt. Deanna moved and Ron seconded that VPDS obtain three quotations for the project; motion carried. Eileen Davis will be at the July 10 meeting to open the quotations and present the proposals. The public hearing on June 12 will allow funding to be put into place for these projects should the Board decided to award a contract.

The board complimented Karen and those who worked on the flower beds and landscaping. Volunteer weekend detainees from the Boone County Jail, Karen, the Teen Council, Rita and Bob Trafford and Dan and Cheryl Toney are the workers responsible.

There being no further business, Ron moved and Stephanie seconded that the meeting be adjourned. Motion carried. The meeting adjourned at 8:13 p.m.

Respectfully submitted,

Patty Ramsey, Secretary