January 2008 Board Minutes

Thorntown Public Library

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

THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
JANUARY 14, 2008
BOARD OF FINANCE

President Ron Guinn called to order at 6:00 p.m. the annual Board of Finance meeting at the Thorntown Public Library. Present were Teresa Carter, Stephanie Jones, Patty Ramsey, Ron Guinn, and Deanna Brueggert. Absent were John Merson and Eric Ragsdale. Also present were library director Karen K. Niemeyer and treasurer Barbara A. Darnell.

Patty moved and Stephanie seconded approval of the January 8, 2007, minutes; motion carried.

Deanna moved and Teresa seconded that the following Board of Finance officers be elected; the motion carried.
                        President                                 Ron Guinn
                        Vice-President                                    Deanna Brueggert
                        Secretary                                 Teresa Carter
                        Treasurer Liaison                     Stephanie Jones
                        Assistant Treasurer                  Eric Ragsdale

Stephanie moved and Patty seconded that Barbara Darnell be appointed treasurer for 2008; motion carried. The salary ordinance for 2008 was presented with hourly fees for all employees and based on the accepted 2008 budget. Teresa moved to adopt the salary ordinance, Deanna seconded; motion carried.

Barbara provided the treasurer’s report of investments and noted that interest rates are going down. Operating Fund Savings Account #5575912 for $60,000 is earning 3.46%. There are no certificates of deposit at this time. Invested with MBIA are $205,000 from the operating fund (4.89%), $406.00 in the Secret Garden Fund (4.89%), and $21,000.00 in the Bond Fund (4.89%). Total of investments is $286,406.00. There are no maturity dates on the savings and MBIA accounts. The board’s investment policy was discussed. Patty moved and Deanna seconded that the board continue to invest in CD’s, to use local banks with the best interest rates and to use MBIA as is appropriate; motion carried.

Patty moved and Teresa seconded that the Lebanon Reporter and the Boone Sun be used for publication of legal notices; motion carried.

There being no further business, Stephanie moved and Patty seconded that the meeting be adjourned; motion carried. The meeting adjourned at 6:13 p.m.

President Ron Guinn called the meeting to order at 6:13 p.m. Present were Teresa Carter, Stephanie Jones, Patty Ramsey, Ron Guinn, Eric Ragsdale, and Deanna Brueggert. John Merson was absent. Also present were library director Karen K. Niemeyer and treasurer Barbara A. Darnell.

The minutes of the December 10, 2007, meeting were reviewed. Barbara provided a list of additional claims to be added to the December 10 claims register. The list is appended to these minutes and brings the total December 2007 claims to $90,801.51. Deanna moved and Stephanie seconded that the minutes be approved as amended; motion carried.

Barbara Darnell provided the treasurer’s monthly and quarterly financial reports. Receipts for December 2007 total $192,354.81 and disbursements total $36,527.50. The operating fund cash balance is $239,792.72. In addition there are investments that total $286.406.00 plus $16,492.62 interest. Total of all funds is $542,691. President Guinn and Karen signed the PLAC (Public Library Access Card) report showing that no cards had been sold Oct.-Dec 2007. The report will be forwarded to the Indiana State Library. Barbara presented a final list of fund transfers completed in December and that list is appended. Barbara noted that the “Financial Report By Fund” is provided when we are asked to provide a financial report to other entities, including grantors. After discussion, Patty moved and Deanna seconded that the register of claims be approved for payment; motion carried. The only question about claims was the large annual payment to NetLink, our server service provider. Total of claims is $26,830.27. There are $13,000 in encumbrances from 2007 to 2008.

Karen requested the addition of a claim of $4391.29 for the deposit on the new phone system. $4392.60 had been encumbered and the balance will later be paid from CPF 2008. In addition, Karen noted that Cardinal Office Products will be paying the library $4419.00 for the buy-out on the contracts on the two Xerox copiers. She requested permission to write the check for $4419.00 to GE Capital for the buyout. Teresa moved and Deanna seconded the addition of the claim; motion carried.

Karen noted that she had failed to include in the December 2007 minutes the board’s priority of capital projects for 2008. For the record, the sequence will be: 1) computer maintenance; 2) telephone system; 3)electronic door at east entrance.

Karen presented the 2008 salary ordinance. The ordinance is based on the 2008 adopted budget. Stephanie moved and Deanna seconded that the ordinance be approved; motion carried.

Karen reported that the contract for sealing the parking lots has been signed and the price of $1150 locked in.

Karen noted that the board has received a mailing from the Indiana Library Federation regarding participation in an awards system for library boards. By consensus the board agreed to not participate.

Under New Business it was noted that the Clinton Twp. Trustee has signed the $90.00 per person contract for library service for 2008. President Ron Guinn signed the contract as well.

For 2008 in the capital projects fund a budget for 8 computers has been established. Linda White had proposed replacing the laptop ($797.99) so that classes may again be taught; the library’s laptop ceased functioning several months ago and cannot be repaired. In addition, a CPU for the cataloger needs to be replaced: $648.37. Karen’s computer has quit functioning and she is using the adult stacks catalog cpu; if her computer cannot be repaired, the replacement cost, with DVD player, will be $769.59.A server invoice, for a server purchased in 2007 with board approval, has not yet been paid, and the invoice of $1714.15 is now due to Dell. Approval for all was moved by Patty, seconded by Eric, and carried. It was noted that the quantity of computers is not sacred, but the budgeted amount should be observed. Karen will provide a list of all computers purchased and their dates of acquisition.

A quotation from Keith Smith of K2 Plumbing was presented. For $2279.15 a water pressure booster pump would be installed to assure that all toilets will have adequate pressure to flush well and that all could be flushed simultaneously. At present the staff are having to flush toilets two or three times per use in order to fully void the toilet. The tank alone will be $1100 of the cost. Patty moved and Stephanie seconded that the booster pump be installed; motion carried.

John Merson’s board term expired in October 2007 and Karen will check to determine whether or not John wishes to serve another term. Eric’s term will expire in November 2008 and Patty’s will expire in September. Both will have served 12 years and will possibly not wish to continue serving. All members may legally continue to serve until their replacements have been named.

The stone-covered staff parking lot on the east side of the property is very dark at night as the staff leave the building. Thorntown Utilities has agreed to put up a pole with light if the library board will pay a $7.00 monthly fee for electricity. The board agreed by consensus that this would be an excellent plan.

During the Director’s Report Karen noted that the “Lebanon Reporter” has formally/legally asked that the board agenda be sent to its office; Karen will continue to comply with the request. The agenda is also sent monthly to the “Indianapolis Star” Bureau Chief. She is encouraging participation by the board in the winter reading program. She will attend a meeting on library personnel certification but believes all our staff will be grandfathered in when the proposal has passed at the state level. Karen distributed an Indiana Library Federation report discussing concerns about property taxes and library funding. Karen noted that today she had received a call that her mother has entered the last stages of Alzheimer’s Disease.

There being no further business, Eric moved and Patty seconded that the meeting be adjourned; motion carried. The meeting adjourned at 7:50 p.m.