THORNTOWN PUBLIC LIBRARY BOARD OF TRUSTEES
September 8, 2008
Minutes
President Ron Guinn called the meeting to order at 6:30 p.m. Present, in addition to Ron, were Fern Miner, Stephanie Jones, Deanna Brueggert Eric Ragsdale and Patty Ramsey. Teresa Carter was absent. Also present were library director Karen K. Niemeyer, guest Talyn Guinn, and treasurer Barbara A. Darnell.

A thank-you note from staff member Cathie Jackson was read. The board contributed to a gift in memory of Cathie’s husband Doug.

The minutes of the August 11, 2008, meeting and those of the August 25 public hearing were reviewed. Barbara provided a list of $104,170.03 in additional claims through August 31, bringing the total August claims to $119,911.19. The additional claims included a $100,000.00 certificate of deposit, $72.00 to the Indiana Library Federation for conference registration, $4079.34 to Anthem for staff health insurance premiums, and $18.69 to Vectren for gas. Patty moved and Deanna seconded that the minutes of both meetings be approved; motion carried.

Barbara Darnell provided the treasurer’s monthly financial report. Receipts into the operating fund for August 2008 total $41,582.98. Operating fund disbursements total $141,005.23. The August ending cash balance of all funds is $326,612.60 plus investments of $100,000.00 and interest of $7115.49. Total of all funds is $493,728.09. Deanna moved and Eric seconded that the financial report be approved; motion carried. After discussion, Deanna moved and Eric seconded that the register of claims, a total of $23,123.69, be approved for payment; motion carried. The TrustINdiana report (a local government investment pool) report shows an interest rate of 2.39% and our balance of $60.01. TrustINdiana (formerly MBIA) remains a possibility for future investments.

Karen presented a salary ordinance that reflected all current staff. That report is attached to these minutes in the permanent record. Deanna moved and Fern seconded that the ordinance be approved; motion carried and board members signed the ordinance.

Under old business Karen reported that the fountain repairs have been completed and that no invoice has yet been received; Robinson Iron will pay for the repairs. She reported that the Secret Garden brick walls have been completed except for the stone caps, whose shipment has been delayed for up to 30 days. Fern moved and Patty seconded that Dean Daggy be awarded a contract for $7782.20 to lay brick pavers for the floor of the garden and the handicapped entrance to the garden; motion carried. Engraved pavers have been sold and will be included in the floor. At this date the balance remaining in the garden fund is $9780.66. In addition, the board has authorized use of $25,000 from the 2008 Rainy Day Fund.

Spohn will do the repair of five windows to minimize future leaks, and Whitaker Glass of Lebanon is the backup window repair service.

Karen had re-reviewed the health insurance plan with Anthem; the board had approved it at the August meeting. She had received a quote from the Indiana Library Federation’s Anthem provide (R. E. Sutton) and found it to be less cost effective than our present arrangement with Health Insurance Managers. She met with insured staff and reached agreement to provide Anthem Blue Access Option 11 with Rx Option I instead of Blue Access Option 16. This will result in a 2% increase instead of the anticipated 17% increase. Instead of the employees’ paying 12% of the increase and the board paying 5%, the board would be able to manage the entire 2% cost increase. Everyone agreed that this was an improved way of providing health, dental, vision and LD&D insurance to five participating employees. Karen’s insurance will continue to be through Carmel Clay Schools as a retired administrator benefit; the library board reimburses her the cost of the premium. The Carmel premium is half that of the library’s policy because the group is 1000, not 5, employees. Until ten employees participate, it is not possible to allow employees to select varying plans; all must be on the same plan.

As of August 26 the staff ceased adding bibliographic and customer records to the library management system. This is in preparation for the Sept. 7-9 migration to KohaZoom.
Linda White and Christine Sterle will train all staff on Sept. 16 and 17 and close the computer lab for three hours each day for the training. By December 15 the library will no longer be using the SIRSI system and until that time will be working with both SIRSI and KohaZoom.

Under new business, the board reviewed the 2009 budgets. Eric moved and Fern seconded that the five 2009 budgets be approved; motion carried. Board members signed all appropriate forms (there are six per budget) of the Operating, Capital Projects, Rainy Day, Lease Rental, and Library Improvement Reserve Fund budgets.

Karen reported that Molly Donovan has resigned and decided to not return to work following her maternity leave. Chris Hawkins, who formerly held Molly’s position, is considering returning to work full-time. If Chris is interested, the board enthusiastically will welcome her return.

Festival of the Turning Leaves plans were discussed for the last weekend in September. Karen and Ron will ride in the parade marshal’s car and the library is honored that staff have been asked to lead the annual parade. The board members were invited to ride on the library’s float that celebrates the parade theme “So Many Books, So Little Time.” The teens will provide a walking float using book trucks and a dance routine. The library’s Red Hatters will have a float.

After discussion, Deanna moved and Stephanie seconded that the revised Internet Safety Policy & Acceptable Use Agreement be approved and implemented; motion carried.

At the August meeting the board had asked Karen to bring to the board a no-smoking policy. After discussion and review, a smoking policy and Customer Code of Conduct was approved on a motion by Deanna and second by Eric. Use of tobacco products will be allowed only in designated areas: south and east entrances.

During the Director’s report Karen advised that she has sent to Galvin Insurance a claim for $1052 from a visiting youth’s July fall down part of the carpeted stairway. The claim represents expenses not covered within the mother’s $4000 deductible policy.

A committee is being formed to discuss the Library-Museum Collaboration and make recommendations for a future contract. Jeff Harris of the Indiana Historical Society has offered inventory and other recommendations.

On September 12 fifteen representatives from Gander Mountain and nine from other businesses will be supervised by Karen as they maintain the museum, Lions Park, library, the Tom Johnson Memorial Park, and one private home. This is part of United Way’s Day of Caring effort.

Karen noted that Wabash College is again offering at no charge programs by student researchers and that the children’s department is aggressively developing fall and winter programs. She provided a copy of a letter from Cheryl Brackemyre, who thanked the library for providing assistance to the family and for providing a pleasant recreational site for Betty B. prior to her death. It was noted that three board members will be needed to replace Patty, Eric, and Teresa Carter. Karen has been supervising court-appointed community service by teens Matt and Tommy Williams.

There being no further business, Stephanie moved and Deanna seconded that the meeting be adjourned; motion carried. The meeting adjourned at 8: p.m.

Respectfully submitted,

Karen K. Niemeyer, Secretary Pro Tem