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1986 Minutes
____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
January 16, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, January 16, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., Marilyn Moneyhun, and Paul Newbern. Trustees not attending were John Mail and Thomas Tudor. Library employees present were David Bucove, director, Georgetta Roudebush, Phyllis Leedom, and Donna Cumberland. Others attending were Jerome Pitt, library attorney, David Adams, Friends of the Library president, Sharon Desiger - WHBU, Jeanne Fitzgerald - Anderson Herald, and Randy Rendfield - Daily Bulletin.
Mr. Freeman, president, opened the meeting with a request for a motion on the minutes of the previous meeting. Mrs. Church moved to accept the minutes of the December 19, 1985 meeting as presented. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Freeman read an Emergency Appropriation Resolution as follows: LIBRARY OPERATING FUND $1,671.00 from 395 to 31 Mr. Newbern moved to adopt the resolution as read. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Newbern reported he had reviewed the invoices and initialed the claims, stating all in order. Mr. Newbern moved to allow the claims for payment as listed. This was seconded by Mrs. Church and unanimously passed by the board.
Mrs. Leedom extended an invitation to the board to a recognition party for the volunteers of the library. This will be held on April 6, 1986, 2:00 to 4:00 p.m. in the Fellowship Room of the Central Christain Church. The Friends of the Library will be taking care of the cost involved.
Mr. Bucove reported the building specifications have been completed. Montgomery & Associates are preparing an addendum to be added to the original specs.
Mr. Bucove informed the board a representative needs to be appointed to attend a meeting being held with the director of the Prevailing Wage, Division of Labor, State of Indiana. This meeting is about the standard of wages for the building construction. Mrs. Church made a motion to designate Mr. Bucove to represent the library board at this meeting. This was seconded by Mr. Newbern and unanimously passed by the board.
Mrs. Church reported the Interior Committee has completed work on the placement of the display cases in the new library. These display cases will be 4 ft. X 4 ft., wood frame with Plexiglas cover. It also has been agreed to place a "Fire Safety House" in the Children I s Room. This cost will be covered by donations.
Mr. Bucove reported the legal notice to sale the "Depot" property was advertised as instructed by the board. Mr. Pitt reported the sale of parking lot 6A to the Anderson Improvement Parking Corp. should be finalized very soon.
David Adams gave a report about the activities of the Friends of the Library. The Friends sponsored the program by Steven Kellogg, children's author and illustrator, and the Santa House. He informed the board there is a need for a membership drive for new members. Mr. Freeman suggested having sign-up sheets at all library functions, and also ask the volunteers if they would be interested in joining the Friends.
Mrs. Moneyhun reported the groundbreaking ceremony is progressing. The date has been set for March 1, 1986, time yet undecided. Guest speaker still not finalized but have a backup speaker just in case the original speaker can not be there. Formal invitations will be sent to various persons of the area. Did rule out entertainment and refreshments.
Mr. Freeman stated he would like to devote a meeting to setting goals. Asked every trustee to read the book "A Planning Process for Public Libraries" and then at the next meeting, bring back ideas.
Mr. Freeman reminded everyone that February 4, 1986, 7:30 p.m. has been set as the date to open the bids that have been received from contractors. He stated the board would need to have two (2) or three (3) meetings to study the bids before making a decision as who will be awarded the construction contracts for the new library building.
There being no further business, Mr. Newbern moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
February 4, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Tuesday evening, February 4, 1986 at 7:30 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., John Mail, Marilyn Moneyhun, and Paul Newbern. Thomas Tudor did not attend. Others present were David Bucove, library director, Donna Cumberland, deputy director, Georgetta Roudebush, office manager, Jerome Pitt, library's attorney, Kenneth Montgomery, Shirley Montgomery, and Michael Montgomery, architects from K. R. Montgomery and Associates, Inc. Also attending were reporters from the news media and interested citizens.
Mr. Freeman, president, called the meeting to order.
Mr. Freeman presented a modification to the original lease executed November 8, 1985 between the City of Anderson, on behalf of the Anderson Parking Authority, and the Anderson-Anderson, Stony Creek Township Public Library. "Hereby extend lease through midnight of February 28, 1986." Mr. Newbern moved to approve the modification as presented. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Freeman explained the procedure he would use in opening bids which had been received in the business office of the library for the construction of a new library facility. He would open each envelop and initial the documents within, pass the bid to Kenneth Montgomery to read aloud. The contents of each bid would then be stapled together and filed.
After all bid packages had been presented, ( a bid tally sheet attached) Mr. Freeman instructed Mr. Pitt to examine the affidavits enclosed with each bid package.
The bids will be analyzed - figures fed into a computer and a printout will be sent to each bidder within a day or two. After the board has had time to study the bids, there will be a called meeting to discuss the bids and come to a decision of awarding each package bid.
It was the consensus of the board to meet Monday evening, February 10, 1986 at 7:00 p.m. in the Redbud Room of the library.
There being no further business, Mr. Newbern moved to adjourn. ################## ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
February 10, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Monday evening, February 10, 1986 at 7:00 p.m. in the Redbud Room of the library. Trustees present: Emily Carroll, Lois Church, James E. Freeman, Jr., John Mail, Marilyn Moneyhun, and Paul Newbern Thomas Tudor did not attend. Others present: David Bucove, library director, Donna Cumberland, library deputy director, Georgetta Roudebush, office manager, Kenneth Montgomery, Shirley Montgomery, and Michael Montgomery from K. R. Montgomery and Associates. Also attending were members from the library staff, interested citizens, and reporters from the news media.
Mr. Freeman, president, called the meeting to order, Mr. Freeman explained the purpose of the meeting was to receive a report from Kenneth Montgomery on the results of the construction bids which were received February 4, 1986. Mr. Freeman further stated he would like to address the issue of cost and funding the building program before the board makes a final decision of awarding the contracts. Funding available: Construction Fund $4,618,676 Proceeds of sale of 6A & 6B 196,600 LSCA Title II Grant 250,000 Total $5,065,276 Mr. Freeman explained the $196,600 from the sale of 6A and 6B must be appropriated before it can be expended in any way. Mr. Newbern made a motion instructing Mr. Bucove to begin proceedings to appropriate the $196,600 to use toward the construction of the new library building. This motion was seconded by Mrs. Carroll and passed by the board unanimously.
Mr. Freeman asked Kenneth Montgomery to report on the results of the bids received. Mr. Montgomery informed the board there just is not enough money to go with everything bidded. The project is cut to the bone and now must make decisions as to what is considered priorities.
Mr. Montgomery suggested: 1. Re-examine the extension building bids and may be rebid the construction of this building. Keep the bookmobile/Outreach Services in the present location for an indefinite time - use the available funds to develop the main facility. Do the extension building at a later date. 2. Ask the bidders of the multi-tier book stacks how the cost may be lowered. Suggested rebidding the multi-tier book stacks.
Mr. Montgomery recommends the following: General Contract Dunkin & $3,228,700 Elevators Amco 58,900 Floor coverings Floorcraft 119,880 Mechanical Grunau 914,800 Electrical Amick 557,839 Multi-Tier Library Bureau 330,163
$5,210,282 463,099 35,000 $5,708,381
Extension Building Elevator lift
(+350) Mr. Freeman stated he feels $100,000 should be held for contingencies.
Mr. Montgomery reported that Dunkin & Son and Glenroy Construction were very close in their base bid, but the alternates would be what determines who gets the bid. He further recommends: 1. Dunkin & Son and use the exterior brick for the building. Does not recommend using Dryfit - it does not last - plan to repair in 10/20 years. 2. Stay with terrazzo for floor covering. 3. Really need the glass elevator for security. 4. Keep the fountain. 5. Complete the west stairway from the second to the third floor.
Mr. Freeman asked Mr. Newbern, Mr. Mail and Mr. Bucove to look into the projected earnings of the bond fund.
It was the consensus of the board to meet again Wednesday, February 12, 1986 at 4:00 p.m. in the Redbud Room.
Mr. Freeman asked Mr. Montgomery to come up with a minimum figure to redo the extension building.
There being no further business, Mr. Newbern moved to adjourn. ##################### ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
February 12, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Wednesday afternoon, February 12, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present: Emily Carroll, Lois Church, John Mail, Marilyn Moneyhun, and Paul Newbern. Trustees not attending: James E. Freeman, Jr., and Thomas Tudor. Others present were David Bucove, library director, Georgetta Roudebush, manager, Jerome Pitt, library's attorney, members of the library office staff, and reporters from the news media and interested citizens.
Mrs. Church, chairperson, called the meeting to order.
Mr. Bucove presented a computer printout of anticipated interest to be earned in 1986 on the construction fund investments. He explained this is new money apart from the 1986 budget and must be appropriated before it may be spent. The State Board of Tax Commissioners informed Mr. Bucove the anticipated interest may be appropriated before it has been received.
It was the consensus of the board to hold the additional appropriation hearing on March 6, 1986 at 4:00 p.m..
Mr. Newbern explained the available money compared to the bids received. He feels the board should proceed with the four packages of bids as listed: General Contract W R Dunkin & Son, Inc Elevators Amco Mechanical Grunau Company Electrical Amick Electric Mr. Newbern feels the board will be able to go ahead with the extension building by the end of the year.
Mr. Mail made a motion to authorize signatures of the library board president and secretary on all of the contracts approved by the board. This was seconded by Mr. Newbern and unanimously passed by the board.
Mrs. Moneyhun moved to award the contracts to W R Dunkin & Son, general contract; Amco Elevators, elevator contract; Grunau, mechanical contract; and Amick Electric, electric contract, as the lowest responsible and responsive bidders, who, in the board's judgment, is capable of delivering satisfactory services and materials in the performance of the contracts. This motion was seconded by Mr. Mail and passed unanimously by the board.
Mr. Bucove explained the deducts and add-ons of the contracts awarded. Elevators: 1. The second elevator in the main lobby will be eliminated. 2. The freight elevator can not be replaced at this time. 3. The extension building elevator will be deferred until the work is done on the extension building. 4. Use the Lions Club gift for the sound system in the main lobby elevator.
Mechanical: 1. Replacing only sprinkler system pipes where needed. 2. Eliminate the Halon System in the Indiana Room. 3. May be some interested group or groups would like to donate toward the Halon System for the Indiana Room.
Mr. Bucove commented that a sprinkler system is not good for a library but necessary. In a room of irreplaceable books such as the Indiana Room, the Halon System would be ideal because there is not any water involved to destroy these materials.
There being no further business, Mr. Newbern moved to adjourn. ################# ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
February 20, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, February 20, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present: Emily Carroll, Lois Church, James E. Freeman, Jr., John Mail, Marilyn Moneyhun, and Paul Newbern Thomas Tudor did not attend. Others present were David Bucove, director, Georgetta Roudebush, office manager, and Donna Cumberland, deputy director. Also attending were Shirley Montgomery and Michael Montgomery from K R Montgomery & Associates, and reporters from the news media.
Mr. Freeman, president, called the meeting to order.
Mrs. Church moved to accept the minutes of the January 16, 1986 meeting as presented. This was seconded by Mr. Newbern and unanimously passed by the board.
Mr. Freeman read an Emergency Appropriation Resolution to transfer the following:
LIBRARY OPERATING FUND $481.51 from 121 to 122 Mr. Newbern moved to adopt the resolution as read. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Newbern reviewed the invoices and initialed the claims, reporting all in order for payment. Mr. Mail moved to allow the claims for payment as listed. This was seconded by Mrs. Church and unanimously passed by the board.
Mr. Montgomery reported he has been checking contracts with Mr. Pitt. He also informed the board they need to select the exterior brick as soon as possible. Mr. Freeman asked Mr. Montgomery to have brick samples along with cost at the March 6, 1986 meeting for the board to view.
Mr. Montgomery and Mr. Bucove will travel to other libraries to view book stacks. Mr. Montgomery stated the book stacks need to be ready for placement by December, 1986 for the general construction.
Mr. Freeman announced that Floor craft did not submit the State Board of Accounts Form 96A or the non-collusion affidavit with their bid.
Mrs. Montgomery reported she did receive copies of these forms after she contacted them but could not explain why the forms were not sent with their bid.
Mr. Freeman stated the board had two options; 1. to disqualify the Floor craft bid and accept Indiana Flooring, or 2. to rebid the floor covering package After a discussion was held, Mr. Newbern moved to accept the Indiana Flooring bid as the lowest qualified bidder for the floor covering. Mrs. Moneyhun seconded the motion. There were five (5) yes votes by Mrs. Church, Mr. Mail, Mrs. Moneyhun, Mr. Newbern, and Mr. Freeman. Mrs. Carroll voted no. Mr. Freeman announced the motion was approved by a five (5) to one (1) count.
Mr. Bucove reported the "Depot" property has been advertised as being for sale.
Mrs. Moneyhun reported the Ground Breaking Ceremonies is schedule for March 3, 1986 at 4:00 p.m.. The program will be approximately 45 minutes.
Mr. Freeman stated Frederick Inc. has offered to purchase an air compressor which is in the Sears Auto Store from the board.
Mr. Bucove feels this item must be advertised as being for sale, but some members of the board thought if the sale was for under $15,000, there was not a need to advertise. This was tabled until a later date.
There being no further business, Mr. Newbern moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
March 6, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, March 6, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, James E. Freeman, Jr., Marilyn Moneyhun, and Paul Newbern. Lois Church, John Mail and Thomas Tudor did not attend. Others present were David Bucove, director, Donna Cumberland, deputy director, Georgetta Roudebush, office manager. Also attending were Jerome Pitt, attorney for the library, Shirley Montgomery, Kenneth Montgomery, and Michael Montgomery, from K. R. Montgomery & Associates, Inc., Craig Dunkin, and Jack Morey, from W. R. Dunkin & Son, Inc., Stephen D. Servies, City Engineer's office, Thomas Ross, president of the Anderson Redevelopment Commission, and members of the news media.
Mr. Freeman, president, called the meeting to order.
Mr. Freeman read an Appropriation Resolution requesting an addition appropriation of the following:
LIBRARY OPERATING FUND $204,176.00 Contractual Services CONSTRUCTION FUND $264,198.00 Mr. Newbern moved to adopt the resolution as presented. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Ross presented an offer from the Anderson Redevelopment Commission to purchase real estate located in Madison County, Indiana, commonly known as the "Railroad Depot Property" at 906 Fletcher Street, Anderson, Indiana, for $45,000.00. (copy attached). The transaction shall be closed at a time and place acceptable to the parties, but in no event later than April 15, 1986.
A resolution was presented accepting the offer of the City of Anderson Redevelopment Commission to purchase the Real Estate for $45,000.00 which is 90% of the appraised value ($50,000.00) and subject to the terms and conditions of that offer. Mr. Newbern moved to adopt the resolution. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Servies explained the City of Anderson has plans to remove a viaduct adjacent to the real estate which will require the regrading and reseeding of a portion of the real estate. Mr. Servies requested a temporary easement granting permission to enter upon the real estate to remove the viaduct adjacent to it and shall have the right to perform any excavation necessary for the removal of that viaduct.
A Resolution Authorizing Grant of Easement was presented to the board. 1. The Board hereby authorizes the granting of such an easement to the City of Anderson. 2. The Board hereby authorizes and directs its attorney to prepare the appropriate document for the granting of such an easement. 3. The President and Secretary of this Board are hereby authorized and directed to execute and deliver to the City of Anderson the document granting this easement. Mrs. Moneyhun moved to adopt the resolution as presented. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Pitt reported he will be representing the board at the March 26th meeting of the Board of Zoning Appeal to obtain a building permit.
Mr. Bucove reported that Mike Montgomery and himself have made visits to other libraries looking at book stacks and still are not satisfied. Hopefully will have some answers by the next board meeting.
Mr. Dunkin gave a verbal report of the work schedule at the construction site. Interior demolition has begun. Start exterior work in two (2) weeks by taking down the east side auto store wing. Primary work being done on the east side now with major construction to start in approximately 30 days. He further stated that the building located directly south of the main construction site is a hindrance to the exterior work to be done on the south side of the building. Mr. Newbern moved to exercise the options to acquire the Thirteen (13th) Street properties known as 120 East 13th Street and 1236 Main Street and for W.R. Dunkin & Son, Inc. to proceed with construction after receiving the building permit. This was seconded by Mrs. Moneyhun and approved unanimously by the board.
The meeting was moved to the furnace room for the board to examine a display of brick samples. A discussion was held with Mrs. Carroll and Mrs. Moneyhun in favor of the red brick and Mr. Freeman and Mr. Newbern selecting the light buff brick. The final selection of the brick was tabled until all trustees are present.
Mr. Montgomery will have a mock of the building in the colors of the red and buff bricks at the March 20th meeting. This may give a better picture of what the building may look like.
There being no further business, Mr. Newbern moved to adjourn. ################ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
March 20, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, March 20, 1986 at 4:00 p.m. in the new library site building, 1204 Main Street. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., Marilyn Moneyhun, and Paul Newbern. John Mail and Thomas Tudor did not attend. Others present were David Bucove, director, Donna Cumberland, deputy director, Georgetta Roudebush, office manager. Others attending were Jerome Pitt, attorney, Shirley Montgomery, and Michael Montgomery from K.R. Montgomery & Associates, Craig Dunkin and Jack Morey from W.R. Dunkin & Son, and members of the news media.
Mr. Freeman called the meeting to order.
Mrs. Carroll moved to accept the minutes as presented for meetings of February 4, 1986, February 10, 1986, February 12, 1986, and February 20, 1986. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Newbern reviewed the invoices and initialed the claims, reporting all in order for payment. Mr. Newbern moved to allow the bills for payment as listed. This was seconded by Mrs. Church and unanimously passed by the board.
An application to allow the board to apply for the distribution of state funds to public libraries was present for approval. Mrs. Church moved to approve the application for state funds. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
A contract was presented for approval: the Library entered into an agreement with the Indiana Department on Aging and Community Services for the purpose to provide funding for adult functional literacy training. (copy attached). Mrs. Carroll moved to approve the contract with the Indiana Department on Aging and Community Services as per attached contract. This was seconded by Mrs. Moneyhun and unanimously passed by the board.
Mrs. Moneyhun moved to adopt a resolution: persons named below, may have access to, remove the contents of, or surrender the safe deposit box at the Anderson Banking Company, and any and all authority heretofore given any other person is hereby revoked. James E. Freeman Jr., Board President Paul Newbern, Board Treasurer David Bucove, Director Donna Cumberland, Deputy Director This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Bucove reported that the book stack price may be reduced with modification through change order. Mr. Montgomery and Mr. Bucove recommended going with the low bidder "Library Bureau". Mr. Newbern moved to accept the bid of Library Bureau as the lowest and best bidder for the book stacks in the new library. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Montgomery reported there is a saving of $40,000 to $45,000 by using the utility brick, the zink rook - reduction of $12,000. Also have redesigned the canopy at a reduction of $4,700. If the third floor (present roof) is clean now would be a $14,900 change in the cost. The cleaning of the roof now would be beneficial over doing it after the building is occupied. These are items which must be decided on today. Mrs. Church moved to accept Mr. Montgomery's recommendation of adding the redesigned canopy, using the zink roof, and going ahead with the cleanup of the third floor. Mrs. Carroll seconded the motion and it was passed unanimously by the board.
Mrs. Carroll will have a report ready at the April board meeting about the preservation and usage of the Carnegie building.
Mr. Freeman explained about the "Great Books Program" in progress at the Edgewood School. Would like to enter into a program with the Chamber of Commerce exploring the program and work with the Chamber of Commerce and the schools of the Anderson area.
Mr. Freeman presented a letter from David W. Gotshall on behalf of the Anderson Rotary Club, that the Board of Directors has voted to commit $2,500.00 toward the construction of a children's firehouse at the library's new facility.
The board adjourned to the upstairs area to look at more brick samples. Again there was not any decision made. Will pursue this further at a meeting to be held on March 31, 1986.
There being no further business, Mr. Newbern moved to adjourn. #################### ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
March 31, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Monday afternoon, March 31, 1986 at 4:00 p.m. in the Conference Room of the building site. Trustees present were Emily Carroll, Lois Church, James Freeman, John Mail, Marilyn Moneyhun, and Paul Newbern. Others present were David Bucove, director, Georgetta Roudebush, office manager, Jerome Pitt, attorney, Kenneth Montgomery, and Michael Montgomery, architects, Craig Dunkin and Jack Morey building contractors from W.R. Dunkin & Son, and the news media.
Mr. Freeman called the meeting to order.
Mr. Freeman called for a vote on the exterior brick to be used on the building. The count was as follows:
Beldon Sandy Rose Brick Mrs. Carroll, Mrs. Church, Mrs. Moneyhun
Beldon Berbank Clear Brick Mr. Mail, Mr. Newbern, Mr. Freeman
Mr. Ken Montgomery explained the Beldon Berbank Clear brick would look better because of the design of the building. The building was designed originally for limestone, but it was too costly, so a light or buff brick would look better.
Mrs. Moneyhun stated she did not like the buff brick but would accept it. Mrs. Moneyhun moved to use the Beldon Berbank Clear brick (buff) on the exterior of the new library building. This was seconded by Mrs. Church and passed unanimously by the board.
There being no further business, Mr. Newbern moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
April 17, 1986
The board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, April 17, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Lois Church, James E. Freeman, Jr., John R. Mail, Marilyn S. Moneyhun, and Paul H. Newbern. Emily Carroll did not attend. Others attending were David Bucove, director, Georgetta Roudebush, office manager, Barbara Hoover, reference librarian, Jerome Pitt, library's attorney, Kenneth Montgomery, architect, Craig Dunkin, building contractor, and Bob Murry, reporter from the WLHN/WHUT radio station.
Mr. Freeman, president, presided at the meeting.
Mrs. Church moved to accept the minutes as presented for meetings of March 6, 1986, March 20, 1986, and March 31, 1986. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Freeman read an Emergency Resolution to transfer the following: LIBRARY OPERATING FUND $4,508.75 from 395 to 313 Mr. Newbern moved to adopt the resolution. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Newbern reviewed the invoices and initialed the claims, reporting all in order. Mr. Newbern moved to allow the claims for payment as listed. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Dunkin presented change orders for signatures which the board had approved at the March 20, 1986 meeting. The total change orders amounted to a net deduct of $6,300.00.
Mr. Dunkin purposed removing the remaining plaster ceilings on the first and second floors, approximate cost $18,750.00. Mr. Dunkin further informed the board the parapet wall above the roof will need to be replace where it is crumbling and unstable. Cost $17,843.00. Mr. Dunkin further recommended removal of a masonry flue that was uncovered during the demolition process located on the west side of the building near the intersection of grids 1 and D. The flue runs from the first floor to about 24" above the existing roof. Cost to remove is $744.00. Mrs. Church moved to have the flu removed at the cost of $744.00. Seconded by Mr. Mail and passed unanimously by the board.
It was the consensus of the board to meet April 28, 1986 at 7:30 a.m. in the Redbud Room to make the final decision on the other purposed change orders.
Mr. Pitt reported on the escrow accounts that must be established for each of the contractors and to select an escrow agent. 10% of each billing up to 50% of the contract is put into an escrow account for the contractors. Mr. Pitt recommended using the Anderson Banking Company as the escrow agent. Their charges would be "one half of the earned income of the escrow account in a calendar year, but never more then $250.00 of the escrow account." It was the consensus of the board "selected the Anderson Bank Company, authorized the act of such inclusion".
Mrs. Church reported the Alcott Club has given the library $100.00 to be used toward landscaping at the new library site.
Mr. Bucove informed the board that the 1986 ILA/ILTA Conference will be held in Indianapolis, May 8, 9, 10, 1986. Mr. Mail stated he would like to attend on the 9th and 10th. Mr. Newbern would like to attend on the 10th of May.
Mr. Freeman asked Mr. Bucove to let him know when he will be out of town for meetings and who is to be in charge at the library.
Mr. Bucove reported Donna Cumberland, Barbara Hoover, Beth 01jace, and himself had attended the Public Library Conference in St. Louis, Mo., stating it was one of the best conferences he had ever attended.
Barbra Hoover representing the other staff members attending the conference reported on the conference. She stated she found the meetings very informative and wants to thank the board for allowing them to attend the conference.
There being no further business, Mr. Newbern moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
May 22, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, May 22, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, James Freeman, John Mail, Marilyn Moneyhun, Paul Newbern, and Margaret Rich. Others attending were David Bucove, director, Georgetta Roudebush, office manager, Howard Eldon, head of the Indiana Room. Also present were Craig Dunkin, W.R.Dunkin & Sons, Inc.; Michael Montgomery, K.R. Montgomery & Associates; Bob Murry, WLHN/WHUT; Ted Buck, Herald; and Randy Renefeld, Bulletin.
Mrs. Church, chairperson, called the meeting to order.
Margaret Rich was introduced as the new trustee who is to serve the remaining time of Thomas Tudor's term. Mr. Tudor resigned from the board March 17, 1986.
Mrs. Moneyhun moved to accept the minutes of the March 6, 1986 meeting. This was seconded by Mr. Mail and passed unanimously by the board. Mr. Mail moved to accept the minutes of the April 17, 1986 and April 28, 1986 meetings. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Freeman, president, arrived and Mrs. Church turned the meeting over to him. Mr. Freeman read an Emergency Resolution to transfer the following funds:
LIBRARY OPERATING FUND $ 50.00 from 42 to 41 1,900.00 from 45 to 41 $1,950.00 Total
LIBRARY IMPROVEMENT RESERVE FUND $28,263.00 from 31 to 41 10,000.00 from 36 to 41 10,000.00 from 44 to 41 $48,263.00 Total Mrs. Moneyhun moved to adopt the resolution as presented. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Newbern reported he had reviewed the invoices and initialed the claims, stating all in order. Mr. Newbern moved to allow the bills for payment as listed. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Pitt reported he had reviewed the performance and payment bonds, and related powers of attorney for Amick, and Dunkin. Mr. Pitt state that he was still waiting to receive a power of attorney to go with the Grunan bonds.
Mr. Montgomery explained the change order regarding the contract with Library Bureau on the multi-tier bookstacks. "Change end panels on multi-tier bookstacks from wood to steel. Delete ceiling pans in the multi-tier bookstacks", deduct $22,637.00. Mrs. Carroll moved to accept the change order as presented. Seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Dunkin reported they were ready for the demolition of the building directly south of the main building. Mr. Dunkin presented a change order for the demolition to be done by Vollmar Excavating & Wrecking Co. at a cost of $10,237.00. Mr. Mail moved to accept the change order as presented. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Mail moved to approve the change order to allow the drilling of the shaft for elevator 4t2, added cost $3,150.00. This was seconded by Mr. Newbern and passed unanimously by the board.
Mr. Pitt reported the easement documents to allow the brick facing and canopy were signed by the City of Anderson on May 21, 1986.
Mr. Eldon reported on the Halon system for the Indiana Room. Mr. Eldon presented an out line for selling shares as a means to obtain the money to cover the $35,000.00. Letters have been sent to the Historical Society and regular Indiana Room patrons explaining the need for the Halon system versus using a sprinkler system in the Indiana Room. Halon is a gas and would not damage the books in case of a fire.
A memo from Pamela Finlay, Audio-Visual Librarian in reference to evaluating and cleaning VHS for the public. The department inspect and fix l6mm films for people in the community and feel we should offer the same service for videos, until a commercial business in the area starts offering the service to the public. A policy was presented to the board for approval. "Anderson Public Library audio-visual department is now able to evaluate and clean VHS cassettes on a limited basis. The charge of cassette will be $3.00 per tape for evaluation of condition and cleaning of the cassette. Time required to evaluate and clean will be determined by the work schedule of department. The evaluation and cleaning will be completed as quickly as possible. This service will be offered until a commercial business in the area starts offering it to the public." Mr. Newbern moved to adopt the policy as presented. This was seconded by Mr. Mail and unanimously passed by the board.
Mr. Freeman hopes to implement the Great Books Program in the middle schools of the library district. The Anderson Public Library will purchase the books and six library employees will work with the students during the summer, implement the program into the schools at the beginning of the 1986-87 school year.
A letter from Dr. Anna R. Lackey was presented to the board. The Anderson Community School Corporation will support the student recognition project. Dr. Lackey feels this proposed project could be implemented at the beginning of the 1986-87 school year with the library board's approval.
Mrs. Carroll reported approximately 160 letters have been mail to corporations and foundations asking for information about the availability of grants for financial assistance for uses of the Carnegie building. There has been 40 responses.
Job descriptions of all department heads and staff of the library were presented to the board as requested by Mr. Freeman. The board is to create a job description for the director.
It was the consensus of the board to change the August regular meeting from August 21, 1986 to August 28, 1986. Combined the regular meeting with the 1987 budget hearing would eliminate having two meetings in August.
It was the consensus of the board to begin the June 19, 1986 meeting at 3:00 p.m. to allow time to work on the 1987 budget.
Mr. Mail reported he had met with A. T.& T. about the telephone system for the new library. He suggested hiring a consultant to help with the needs of a telephone system for the new building.
There being no further business Mr. Newbern moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
June 19, 1986
The board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, June 19, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, James Freeman, John Mail, Marilyn Moneyhun, Paul Newbern, and Margaret Rich. Others attending were David Bucove, director, Georgetta Roudebush, office manager, Howard Eldon, Indiana Room librarian. Also Jerome Pitt, attorney; Shirley Montgomery, Montgomery and Associates; Deb Lucas, Herald reporter; Bob Murry, WLHN WHUT; and Tim Stiers, WHBU.
Mr. Freeman, president, called the meeting to order.
Mr. Newbern moved to accept the minutes of the May 22, 1986 meeting as presented. This was seconded by Mrs. Moneyhun and unanimously passed by the board.
Mr. Newbern reviewed the invoices and initialed the claims, reporting all in order. He moved to allow the claims for payment as listed. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Freeman opened and read the following bids submitted on time warrants in anticipation of the uncollected taxes for the 1986 fiscal year in the amount of $500,000: Anderson Banking Co. - 5.10% on tax free interest, in the event the interest is judged to be taxable income to the Anderson Banking Co. the interest rate will be 8.45%. Citizens Banking Co. - declined to bid. First National Bank - 6.00% interest. Mr. Newbern moved to accept the Anderson Banking Company bid as read. This was seconded by Mrs. Church and unanimously passed by the board.
Mrs. Carroll reported she is still receiving replies for the grant information requests. She stated she had received a letter from Pat Kiely offering his assistance in gaining information.
Mr. Mail made a progress report on the work having been completed at the library site. The oil tank has been removed, further demolition to south wall, the old terrazzo floor removed. Amick has started work on the conduit in the building.
It was the consensus of the board not to go ahead with the placement of the piston for the second elevator at this time.
Mr. Eldon reported that $3,740 has been received for the Halon Fund. There has been 149 donors. The construction of the Halon System may be done in phases with the cost being paid in intervals of the completion of each phase of the work; engineering $ 970.00 plumbing & wiring 14,876.00 equipment 19,154.00 $35,000.00 The engineering needs to be done before the piping of the system can be started.
Mr. Mail made a progress report about the telephone systems. Mr. Mail feels a telephone consultant should be considered.
An application for LSCA Title VI, Library Literacy program was presented for approval. This grant would provide the funds to employ a literacy coordinator for 20 hours per week. Mrs. Church made a mot ion authorizing Mr. Freeman, president, to sign the application approving the application. This was seconded by Mr. Mail and unanimously passed by the board.
Mr. Pitt reported on the progress of the Depot property. The transaction is on hold until a clear title may be obtained.
Copies of the first phase of preparation of the 1987 budget were presented. A discussion was held as to the needs for operational cost. Need to receive the assessed va1uat ion certificate from the assessor before proceeding with the work on the 1987 budget.
A discussion was held about the needs of a typist and where this person would work in the library. Mrs. Carroll moved to hire a clerk/typist for part time. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
It was the consensus of the board to hold an extra meeting on July 31, 1986 at 4:00 p.m. to approve the budget for advertising.
There being no further business Mr. Newbern moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
July 17, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, July 17, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, John Mail, Marilyn Moneyhun, and Margaret Rich. James Freeman arrived after the meeting was called to order. Paul Newbern did not attend. Others present were David Bucove, director, Georgetta Roudebush, office manager, Michael Montgomery, architect, Jerome Pitt, attorney, and members of the news media.
Mrs. Church, chairperson, called the meeting to order.
Mr. Mail moved to approve the minutes of the June 19, 1986 meeting as presented. This was seconded by Mrs. Carroll and unanimously passed by the board.
Mrs. Church read an Emergency Resolution to transfer the following appropriations:
LIBRARY OPERATING FUND $3,868.00 from 39 to 31 7,823.00 from 39 to 34 $11,691.00 Total
Mrs. Moneyhun moved to adopt the resolution as read. This was seconded by Mrs. Rich and passed unanimously by the board.
Mrs. Moneyhun reviewed the invoices and initialed the claims, reporting all in order. Mrs. Moneyhun moved to allow the claims for payment as listed. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Pitt reported the sale of the "Depot" property to the City of Anderson has been completed and the $45,000 payment has been delivered to the library.
Consent was given by the board to advertise for an additional appropriation of the $45,000.
Mr. Freeman arrived and Mrs. Church turned the meeting over to him.
Mr. Montgomery reported the brick work on the library building was about two (2) weeks ahead of schedule. Some of the structural steel has been delivered. Erection of the structural steel started June 30, 1986, one (1) week behind schedule.
Mr. Montgomery stated it is important to select a telephone consultant as soon as possible, so the wiring maybe done before enclosing the walls. This work should be completed in about sixty (60) days.
Mr. Montgomery reported four (4) lines of the fire/sprinkler system need to be relocated because of their original location in walls that's to be changed. Mrs. Carroll moved to approve the change order to relocate the four (4) sprinkler system lines as an add on of $12,708.00 to the Grunua contract. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Freeman instructed Mr. Pitt to write to all contractors, to get all bond and insurance certificates in order before any more payments are to be made. It was the consensus of the board to hold all payments until all documents are in order and filed. Mr. Freeman further instructed that a cover listing of all contained documents in each file be place in the front of that file. All documents should go to the Montgomery office first, then they will forward the documents to the library or to Mr. Pitt.
Mr. Pitt will contact all contractors about the Escrow contracts. A copy of all documents need to be filed in the library office.
Mr. Pitt presented a petition to cancel real estate taxes on library property as described in attached petition. Mrs. Church moved to approve the petition. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Bucove reported the library may receive additional Federal funds for work on the extension building.
Mr. Montgomery stated a decision needs to be made about the Halon engineer. Mr. Freeman asked this be added to the agenda of the July 31, 1986 meeting. Also the topic of job descriptions will be on the July 31st agenda.
Mr. Mail requested that a decision be made about the telephone consultant. Mrs. Moneyhun moved to hire Charles R. Hardy & Associates, Inc. for telephone communication consulting services for a fee of $4,455.00. This was seconded by Mr. Mail and passed unanimously by the board.
There being no further business, Mrs. Carroll moved to adjourn. ################## ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
July 31, 1986
The Board of Trustees of the Anderson-Anderson, Stony creek Township Public Library met Thursday afternoon, July 31, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Lois Church, James Freeman, John Mail, Paul Newbern and Margaret Rich. Trustees not present were Emily Carroll and Marilyn Moneyhun. Others attending were David Bucove, director; Marceille Kemple, office assistant; Jerome Pitt, attorney; Howard Eldon, Indiana Room librarian; and members of the press.
Mr. Freeman, president, called the meeting to order.
It was noted that Mike Montgomery would not be attending the meeting. He had been scheduled to give a progress report on the building project, and also to report on engineering costs and other items related to the Halon System.
Mr. Eldon reported that those who had donated to the Halon Fund included professionals, union, churches, businesses, out of town citizens, library board members, and library staff. He also reported they were in the process bf sending out a second mailing to small businesses, dentists, realtors, and other unions. They are also beginning to mail certificates and letters of thanks. Mr. Eldon also distributed a copy of a 1948 newspaper clipping of a picture of ducks swimming on a pond on the roof of the Sears building.
A discussion was held about a dedication plaque to be on the new library. A decision was not reached today as to whether to list board members, which members to list, when they served, and if they should go back as far as 1967 to list board members.
Mr. Mail prepared and distributed a draft of job descriptions for the board's perusal, to be discussed at a later time.
During the 1987 budget discussion, it was decided to roll the $45,000 received from the sale of the Depot property over into the 1987 budget, using it as a part of the $158,000 Title II LSCA match. The budget revision adds $8,774 to line 394 for remodeling the extension building, adds $10,000 to line 395 for moving expenses, and restores $14,469 to line 45 for the book account.
It was explained that the assessed valuation was revised to $300,263,607 after the certification because of an additional $990,690 exemption for Magnequench. These revisions bring the rate for Library Operating to 36.27 cents, and the Bond & Interest Redemption Fund to 18.38 cent s. This is a total of 54.65 cents, a reduction of 2.17 cents from this year's rate.
Mr. Newbern stated the County Opt ion Income Tax brought us more money than was anticipated, thus helping to reduce the tax rate, provide salary increases to employees, and make adjustments for increased utility costs.
Mr. Newbern made a motion to approve the budget for advertising as presented. Mr. Mail seconded the motion and it was passed unanimously by the board. The public hearing regarding the 1987 budget will be held August 28, 1986 at 4:00 p.m. in the Redbud Room. The Budget Adoption Meeting will be held September 4, 1986 at 4:00 p.m. in the Redbud Room of the library.
There being no further business, Mr. Newbern moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
August 28, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, August 28, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Lois Church, James E. Freeman, Jr., John Mail, Marilyn Moneyhun, and Margaret Rich. Trustees not present were Emily Carroll and Paul Newbern. Others attending were David Bucove, director; Donna Cumberland, deputy director; Georgetta Roudebush, office manager; Jerome Pitt, attorney; Kenneth Montgomery, and Robert Galbraith, architects; Craig Dunkin, general contractor; and members of the news media.
Mr. Freeman, president, called the meeting to order.
Mrs. Church moved to approve the minutes of the July 17, 1986 and July 31, 1986 meetings as presented. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Freeman read an Emergency Resolution to transfer the following: LIBRARY OPERATING FUND $311.44 from 22 to 23 70.00 from 395 to 31 244.67 from 395 to 34 $626.11 Total
Mr. Mail moved to adopt the resolution as read. This was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Mail reviewed the invoices and initialed the claims, reporting all in order. Mr. Mail moved to allow the claims for payment as listed. This was seconded by Mrs. Church and passed unanimously by the board.
Mrs. Moneyhun moved to approve a contract between Eastern Indiana ALSA and the Anderson Public Library, which the library is designated as a Reference Services Center. The contract period is October 1, 1986 through September 30, 1987. Eastern Indiana ALSA will provide funds in the amount of $1,000.00 for United Parcel Service costs. Mr. Mail seconded the motion and it was passed unanimously by the board.
Mrs. Church moved to approve a contract between Eastern Indiana ALSA and the Anderson Public Library, which the library is designated as a Film Services Center. Eastern Indiana ALSA will provide funds in the amount of $11,824.00 for expenses incurred according to the budget of the contract for the period from October 1, 1986 through September 30, 1987. Mrs. Moneyhun seconded the motion and it was passed unanimously by the board.
Ken Montgomery introduced Rob Galbraith, architect from Montgomery, Galbraith and Montgomery, Inc. Mr. Galbraith is replacing Mike Montgomery on the library's building project. Mike Montgomery has moved out of state.
Mr. Galbraith made a status report on the building project. be updated each month before the regular board meeting.
Mr. Galbraith submitted the following proposals for discussion and/ or approval: Item No.1 Proposal Request #6, upgrading electrical service to elevator motor. ADD $858.00
Item No.2. Proposal Request #7, increased costs for steel studs to deck after plaster ceiling removal. ADD $1,913.00
Item No.3. Proposal Request #9, redesign of the front entry system and book security system.* DEDUCT $624.00
*Note: An aluminum entry system, been deleted.
Item No.4. Proposal request #10, delete drip pan and add batt insulation to east gutter system, for condensation control. ADD $1,902.00
Item No.5. Repair uneven floors on second floor, repair and fill titrations through floor slabs, fill roof drains and remove mechanical equipment base. (Exist Roof) ADD $24,419.00
Item No.6. Proposal request #13, electrical changes on refeeding existing sump pumps, alternate emergency generator and switching gear revisions. ADD $2,853.00
Item No.7. Additional doors. ADD $1,580.00
Item No.8. Priming of structural steel. ADD $12,180.00
Item No.9. Revise west stairwell on structural concrete beams. ADD 1,795.00
Item No. 10. Landscaping areas that were deleted twice deductive alternates selected by the owner. ADD $4,323.00
Item No. 11. Canopy limestone material that was deleted twice from deductive alternates selected by the owner. ADD $3,478.00
Item No. 12. prominent decorative concrete areas that were deleted twice from deductive alternates selected by the owner. ADD $1,700.00. Mr. Freeman requested these proposals be placed on the agenda for the September 4, 1986 meeting.
Mr. Bucove presented a breakdown on the cost of the Halon System: To rough in any equipment which is enclosed in the ceiling, and walls - $15,864. Total cost of the equipment - $35,000. To lease the system which would include the $15,864 would be: $1,103.50 per month for 36 months and $735.20 per month for 60 months. The first and last payment due at time of completion.
Mr. Freeman appointed Mrs. Moneyhun and Mrs. Rich to investigate the funds available for the Halon System.
Mr. Mail reported on the meeting with Charles Hardy, telephone consultant. It was suggested that it maybe least costly to use an Indiana Bell Centrax System. They will have their recommendation at a later date. Mr. Pitt reported that W. R. Dunkin and Son, Inc. are in compliance with all contracts and agreements. Grunau needs their escrow agreements completed and return. Also their umbrella insurance coverage is not in compliance of the bid request. Amick needs endorsement on performance bond. Mr. Freeman instructed that no payment checks be sent to any contractor until all paper work is completed and approved by Mr. Pitt.
Mr. Mail moved to authorize the one million dollar liability insurance coverage for Indiana Flooring and Library Bureau. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Montgomery recommended accepting the one million dollar liability insurance coverage with out umbrella coverage for Amco. Their contract is a total of $59,000 and the one million dollar liability would be more than adequate. Mr. Mail moved to accept the one million dollar general liability insurance coverage for Amco. This was seconded by Mrs. Church and unanimously passed by the board.
The 1987 Budget was presented for a public hearing. for any questions or remarks about the budget. There citizens present that wished to ask questions or comment The adoption of the 1987 budget will be September 4, 1986.
Mr. Freeman called were no interested on the 1987 Budget.
There being no further business, Mrs. Moneyhun moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
September 4, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, September 4, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., John Mail, Marilyn Moneyhun, and Margaret Rich. Paul Newbern did not attend. Others present were David Bucove, director; Donna Cumberland, deputy director; Georgetta Roudebush, office manager. Also present were Jerome Pitt, attorney; Kenneth Montgomery, and Robert Galbraith, architects; Jack Morey, W. R. Dunkin & Son, Inc.; James Moore, Grunau Co., Inc.; and members of the news media.
Mr. Freeman, president, called the meeting to order for the purpose of adopting the 1987 Budget.
The 1987 Budget was presented for adoption. The Library Operating Fund totals $1,490,612, a tax rate of $.3627 per $100 assessed valuation.
The Bond & Interest Redemption Fund total $647,673, a tax rate of $.1838 per $100 assessed valuation, the total tax rate being $.5465. This represents a reduction of $.217 from 1986 tax rate. After a discussion was held Mrs. Church moved to adopt the 1987 Budget as advertised. Mrs. Church moved to approve the attached 1987 salary schedule with an over ride that all employees receive at least a 5% salary increase in 1987, all increases being subjected to the availability of funds. This was seconded by Mr. Mail and passed unanimously by the board. The signing of the budget forms followed.
Mr. Galbraith presented a report on the status of the building project. He stated he would be reporting on a monthly bases to the board. This will include any new proposals, change orders, payments, and retainages for each contractor. It was noted that proposal requests :/16 through :/113 plus items #7 through #12 needs some action taken. Mr. Mail moved to approve proposal requests #7 through #13 plus items #7 through #12 presented by Mr. Galbraith at the board meeting of August 28, 1986. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Bucove presented a memo to the board in response to the State Board of Accounts Field Examiner's suggestion. "To establish supplemental financial records of each contractor and the architect working on the construction project." Mr. Bucove further informed the board that this will be completed as soon as possible by the business office.
Mr. Mail presented for review a personal conversation change order procedure as following:
1. The Library or a Contractor details a request for change to the Architect. This may be initialed by but shall be confirmed by written memo.
2. The Architect prepares a "Proposal Request" (serially numbered) which, in effect, describes the change and directs the Project Manager (in this case, the General Contractor) to submit an itemized quotation for effecting the change.
3. The General Contractor prepares, and submits to the Architect, the quotation which notes the total cost impact of the change and, if appropriate, details the cost impact on each of the other affected contractor's Contract Sum.
4. The Architect reviews the quotation and submits it to the Library.
5. In a formal meeting, the Board of Trustees acts upon the Proposal, recording its action in the official minutes.
6. Upon approval by the Board, the Architect prepares a "Change Order" (serially numbered) which describes the change. This is forwarded to the Board and to the affected Contractor(s) for each's signature. This document, when signed off, is the formal authorization for the Contractor to proceed with the change and for the Library Staff to make appropriate adjustment in total monies to be paid to the Contractor.
7. The Architect will be responsible for forwarding copies of all documents to affected parties.
After a discussion about the procedure, Mr. Mail moved to adopt the "Change Order Procedure". This was seconded by Mrs. Carroll and unanimously passed by the board.
Mr. Pitt reported all contractors except Grunau Company and Library Bureau are in appliance of all contracts concerning insurance coverage.
Mr. Moore from Grunau presented a letter to the board explaining the problem they are having in receiving the required two (2) million dollar umbrella policy. (letter attached). Mr. Mail moved to delegate Jerome Pitt to talk to the Anderson Banking Co. Insurance Department, the library's agent, clarifying the Grunua coverage as adequate. After receiving clarification from the library's insurance agent, Mr. Pitt is authorized to forward payment to Grunau Company Inc. This was seconded by Mrs. Church and unanimously passed by the board.
Mr. Bucove reported there had been a meeting with Charles Hardy Co. about the telephone needs in the new building. Mr. Bucove should have a recommendation within two weeks.
Mr. Bucove informed the board there will be a meeting September 9, 1986 at 8: 00 a .m. with the State Board of Accounts Field Examiner, William Bunch. Mr. Bunch has completed auditing the library's records and has asked Mr. Freeman, Mr. Bucove, and Mrs. Roudebush to meet with him for an exit report.
It was the consensus of the board to begin holding meetings on the first (1st) and third (3rd) Thursday of each month at 4:00 p.m. for the duration of the building project.
At one of the future board meetings Mr. Freeman would like to address the director's job description and board of trustee’s responsibilities.
There being no further business, Mrs. Moneyhun moved to adjourn. This was seconded by Mr. Mail. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
September 18, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, September 18, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., John Mail, and Margaret Rich. Paul Newbern was not present. Others attending were David Bucove, library director; Donna Cumberland, deputy director; Georgetta Roudebush, office manager; Shirley Montgomery and Rob Galbraith, Montgomery, Galbraith & Montgomery, Inc.; Jack Morey, W. R. Dunkin & Son, Inc.; and members from the news media.
Mr. Freeman, president, called the meeting to order.
Mrs. Church moved to accept the minutes of the August 28, 1986 and September 4, 1986 meetings as mailed. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Freeman read an Emergency Resolution to transfer the following appropriations:
LIBRARY OPERATING FUND $ 84.40 from 22 to 23 1,124.00 from 35 to 31 $1,208.40 Total Mrs. Moneyhun moved to adopt the resolution as read. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Mail reviewed the invoices and initialed the claims, reporting all the claims were in order. A discussion was held with Mr. Mail explaining that Grunau Co. are storing equipment at their place of business which is listed on their invoice. Mr. Galbraith explained this is acceptable but they are to present proof of insurance and a bill of lading covering this equipment. Mr. Mail moved to allow the claims for payment as listed. The Grunau payment is to be withheld until Mr. Galbraith has presented Mr. Bucove with a written note approving payment as subject set by the board. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Galbraith reported contractors are on schedule. Occupancy of the building is still expected in August 1987.
Mrs. Montgomery presented Proposal Request #15, interior changes as recommended by the interior committee. Mrs. Moneyhun moved to accept the recommendation of the interior committee to approve Proposal Request 1115, deleting $10,847.67 as presented in report packet dated 9/18/86. This was seconded by Mrs. Rich and passed unanimously by the board.
It was the consensus of the board to review item #11 and make a decision by October 27, 1986.
Mr. Mail moved to approve Proposal Request 1/:17. An add on to the contract of Amick-Electric, deleting item 1/:3 of the proposal with a final total of $4,820.00. This was seconded by Mrs. Church and passed unanimously by the board.
The Halon System report was tabled until a later meeting.
Mrs. Cumberland reported on the progress of the Literacy Program. Now have 80 active members with an average age of 40 years old. Tutors have contributed over 4,000 hours working with the members. The program has been in progress for one (1) year. Mrs. Cumberland invited the board to attend the first annual dinner of the Madison County Literacy Coalition. To be held September 29, at 6:30 p.m. at the Anderson College Student Center. Dr. Thomas Neat, Anderson Community Schools Superintendent, will be the speaker.
There being no further business, Mr. Mail moved to adjourn. This was seconded by Mrs. Carroll. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
October 16, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, October 16, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Lois Church, James E. Freeman, Jr., Marilyn Moneyhun, Paul Newbern, and Margaret Rich. Trustees not attending were Emily Carroll and John Mail. Others present were David Bucove, director; Georgetta Roudebush, business manager; Howard Eldon, Indiana Room librarian; Jerome Pitt, attorney; Kenneth Montgomery, Shirley Montgomery, and Arminda Hanni, from Montgomery, Galbraith, Montgomery, Inc.; Elsie Perdiue, Friends of the Library; J. R. Rosencrans, Anderson Fire Department; and members of the news media.
Mr. Freeman, president, called the meeting to order.
Mrs. Church moved to accept the minutes of September 18, 1986 meeting as presented. This was seconded by Mrs. Moneyhun and unanimously passed by the board.
Mr. Freeman read an Emergency Appropriation Resolution to transfer the following:
LIBRARY OPERATING FUND $97.33 from 22 to 23 300.00 from 33 to 31 874.27 from 33 to 36 $1,271.60 Total Mrs. Moneyhun moved to adopt the resolution as read. Mr. Newbern seconded the motion and it was unanimously passed by the board.
Mr. Newbern reviewed the invoices and initialed the claims, reporting all in order. Mr. Newbern then moved to allow the claims for payment as listed. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Montgomery announced Mindy Hanni would be replacing Rob Galbraith as project engineer for the new library. Ms. Hanni reported the project is on schedule.
Items No.1 through No.5 of the report were discussed. Mr. Newbern moved to approve change order No. GC-6. Mrs. Moneyhun seconded the motion and it was passed unanimously by the board.
Mr. Montgomery reported he returned Grunau's payment application because he questioned the accuracy of the application, plus he wants to make sure Grunau are paying their sub-contractors so there will not be any liens placed against the library for non-payment.
Mr. Montgomery requested board approval of Grunau' s payment upon his recommendation when he is satisfied all is in order. Mrs. Church moved to authorize holding all future payments to Grunau' s until a list of lien waivers from the sub-contractors is received and that Mr. Montgomery is satisfied that payment can be made without any liens being placed against the library. This was seconded by Mr. Newbern and passed unanimously by the board.
Mrs. Perdiue, president of the Friends of the Library, presented Mr. Freeman a $2,000 donation to go toward the purchase of a halon fire-prevention system for the Indiana Room in the new library.
Anderson Fire Dept. deputy chief, J. R. Rosencran demonstrated the effectiveness of the halon system by igniting a book and quickly extinguishing flames with a halon fire extinguisher.
Mrs. Moneyhun made a motion to implement what ever is needed to get the halon system in the new Indiana Room. This was seconded by Mrs. Rich and unanimously passed by the board.
Mr. Pitt reported he has not received the proper endorsement for Amco Elevators Inc. performance bond and that he has not received any signed contracts from Library Bureau. Mr. Freeman instructed that any and/or all payment checks be held for both Amco and Library Bureau until cleared by Mr. Pitt.
Mr. Bucove informed the board that it would be best to set a delivery date for the new furniture after the beginning of the 1987 school year. Would receive a better price because the companies would not be as busy as before schools reconvene. Recommends receiving the first shipment around November/December, 1987. It was the consensus of the board to follow Mr. Bucove's recommendation.
Copies of the audit report of the 1985 fiscal year were presented. Mr. Freeman commended Mrs. Roudebush on compiling a clean audit report.
Mr. Bucove reported the LSCA Title VI Literacy Grant application had been approved to fund the library literacy project.
Mr. Newbern moved to apply for the LSCA funds through the Reciprocal Borrowing phase of the Public Library Resource Sharing Program for fiscal year 1987. This was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Bucove presented a copy of "DOWNTOWN ANDERSON, A Strategy for Revitalization" from the City of Anderson Dept. of Community Services and Economic Development and the Chamber of Commerce.
Mr. Freeman reported the Great Books Program has been implemented in the middle schools this fall. Della Reagin, teacher at the 25th Street School and Edgewood School, has asked that the program be implemented in the elementary schools.
There being no further business, Mr. Newbern moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
November 6, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, November 6, 1986 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., Marilyn Moneyhun, Paul Newbern, and Margaret Rich. John Mail did not attend. Others present were David Bucove, director; Donna Cumberland, deputy director; Georgetta Roudebush, business manager; Jerome Pitt, attorney; Ken Montgomery and Mindi Hanni, architects; and members of the news media.
Mr. Freeman, president, called the meeting to order.
Ms. Hanni presented a construction progress report. Interior work is continuing: Slabs have been poured for the Reading Room/Bookstack area, the main lobby, and the second and third floor lobby/landings. Interior masonry should be completed next week except some brick planters. Exterior work progressing. The next two weeks will be critical for getting the building enclosed before the cold winter weather commences. Ms. Hanni asked the board for consideration as to the verbage that needs to go on the bronze plaque. She informed the board that the delay for the proof rubbing on this can take up to 20 weeks.
Mr. Montgomery reported the water problem at the extension building has been corrected.
The electrician is putting in the main switchgear now and will be completing the necessary wiring to the transformer area so that the switch over to the new power service will only take a matter of hours.
Mr. Bucove reported the telephone system documents are on schedule. Hope to let bids in January, 1987.
The extension building specifications should be ready later in November for rebiding the renovating of the building.
Mr. Newbern moved to approve the grant application to receive $158,000 LSCA Title II funds to be applied toward the renovation cost of the extension building. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Pitt reported that he has received the endorsement for Amco Elevators Inc.'s performance bond. Any payments being held may be released to Amco Elevators Inc.
Mrs. Cumberland reported the library has been participating in the Business To Business Trade Show, November 5th and November 6th at the Holiday Inn and Sheraton Inn.
Mrs. Cumberland invited the board to a "Grantsmanship Workshop" sponsored by the library and Community Service Council. The workshop will be held Thursday, November 13th - 10:00 a.m. / 12 noon at Mr. Steak.
The interior committee will be taking a tour of the new library building, December 4th at 7:30 a.m.
It was the consensus of the board to meet at the new library building at 3:00 p.m., November 20, 1986 to tour the site then convene in the conference room to hold the regular board meeting at 4:00 p.m.
There being no further business, Mr. Newbern moved to adjourn. ####################### ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
November 20, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, November 20, 1986 at 4:00 p.m. in the conference room at the new library site. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., John Mail, Marilyn Moneyhun, Paul Newbern, and Margaret Rich. Others present were David Bucove, director; Georgetta Roudebush, business manager; Jerome Pitt, attorney; Ken Montgomery and Mandy Hanni, architects; Jack Morey, from Dunkins & Son, Inc.; and Mike Alexander from the Bulletin.
Mr. Freeman, president, called the meeting to order.
Mrs. Church moved to accept the minutes of the October 16, 1986 and November 6, 1986 meetings. This was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Freeman excused himself from the meeting.
Mrs. Church, vice president, conducted the rest of the meeting.
Mrs. Church read an Emergency Resolution to transfer the following appropriations:
LIBRARY OPERATING FUNDS $ 79.32 from 22 to 23 5,049.78 from 35 to 36 3,874.27 from 45 to 41 $8,129.60 Total Mr. Newbern moved to adopt the resolution as read. This was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Newbern reviewed the invoices and initialed the claims, reporting all in order. Mr. Mail moved to allow the claims for payment as listed. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Montgomery presented a progress report. The underground electrical wiring has been corrected. The incoming telephone wires may be reused. Grunau Co. state they are 88% complete and/or have materials on the site. Grunau has not increased their project insurance as committed earlier. The overhead doors will be in next week.
Paul Steinberg has met with extension staff about the new plans for the extension building. Must have plans approved by the Indiana State Library before bids are advertised because of the Federal Funds.
Mr. Mail moved to adopt Option B "3 Fiscal Year Plan" to obtain the 3M Security System: This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Pitt reported all contractors are in compliance with their contract documents.
Mr. Newbern moved to purchase property located price is $19,375.00. This offer for a one year option to Nick Pancol $3,000 next to the new library site. The total purchase was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mrs. Church appointed Mrs. Carroll and Mrs. Moneyhun to serve on an election committee. An election of officers will be held at the December meeting.
The board gave consent to Mr. Bucove to send a letter offering use of the Carnegie building to the Indiana Basketball Hall of Fame.
Mr. Bucove suggested to the board the Carnegie building being used as a Cultural Center. There is a Cultural Center in Muncie and also he had visited one in Troy, Ohio recently.
The bookmobile that was obtained from Bloomington Public Library has been put into service.
Mr. Bucove reported the budget hearing with the State Board of Tax Commissioners was held and the budget was approved. The 1987 budget will be 4.72 cents less than the 1986 budget.
Mr. Bucove reported that the mileage rate allowed by the Internal Revenue Service is now 21 cents a mile without being reported on an employee's W-2. Mr. Mail move to reimburse mileage driven after November 20, 1986 at 21 cents per mile. This was seconded by Mrs. Carroll and passed unanimously by the board.
It was the consensus of the board not to hold a December 4, 1986 meeting.
Mrs. Church expressed appreciation to Mr. Newbern for years of services he has given to the library board. This is Mr. Newbern's final meeting to serve on the library board.
There being no further business, Mr. Newbern moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
December 18, 1986
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, December 18, 1986 at 4:00 p.m. in the Technical Services Department of the Annex. Trustees present were Lois Church, James E. Freeman, Jr., John Mail, Marilyn Moneyhun, Douglas Nelson, and Margaret Rich. Emily Carroll did not attend. Others attending were David Bucove, library director; Georgetta Roudebush, office manager; Jerome Pitt, library I s attorney; Armanda Hanni and Paul Sternberg, architects from Montgomery & Associates. Also present were interested contractors and news media.
Mr. Freeman, president, called the meeting to order.
Mr. Freeman introduced Dr. John Douglas Nelson as the new trustee, replacing Mr. Newbern. Dr. Nelson was appointed by the Anderson Community School Board. Dr. Nelson is a professor at Anderson College.
Mrs. Church moved to accept the minutes of the November 20, 1986 board meeting as presented. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Freeman read an Emergency Resolution to transfer the following appropriations:
LIBRARY OPERATING FUND $ 80.40 from 111 to 112 1,212.51 from 114 to 112 1,141.73 from 114 to 121 1,466.78 from 114 to 24 1,363.38 from 123 to 24 7,253.82 from 124 to 24 26.16 from 124 to 21 213.56 from 124 to 23 1,220.41 from 124 to 31 153.66 from 131 to 31 386.53 from 131 to 32 1,255.52 from 22 to 32 2,041.76 from 22 to 36 614.27 from 33 to 36 649.65 from 35 to 36 337.49 from 35 to 391 697.99 from 35 to 395 100.46 from 44 to 395 35,804.50 from 45 to 395 6.76 from 45 to 41 5,232.38 from 392 to 395 4,909.73 from 44 to 41 124.43 from 37 to 41 100.00 from 393 to 41 3,984.81 from 396 to 41 Grand Total $70,378.69 Mrs. Moneyhun moved to adopt the resolution as read. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Mail reviewed the invoices and initialed the claims, reporting all in order. Mr. Mail moved to allow the claims for payment as listed. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Bucove reported that on January 12, 1987 at 6:30 p.m. a dinner will be held be to honor Paul H. Newbern. This dinner will be at the Anderson College, Olt Center, Edwards Room. RSVP by January 5, 1987 to the business office of the library. Cost will be $9.00 per person.
Election of officers was held with the following slate presented: President - James E. Freeman, Jr. Vice President - Lois Church Secretary - Marilyn Moneyhun Treasurer - John Mail Mrs. Moneyhun moved to accept the slate of officers as presented. This was seconded by Mrs. Rich and passed unanimously by the board.
Mrs. Church moved to authorize John Mail to sign all documents as Treasurer of the Board of Trustees. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Freeman opened and read bids received from local banks to loan $500,000.00 during the first six months of 1987 on temporary time warrants: The bids were: Anderson Banking Company 5% interest if tax free Citizens Banking Company 7% interest First National Bank 6% interest Mr. Mail moved to accept Anderson Banking Company's bid as the lowest bid received. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Freeman opened and read all bids received to renovate the "Sears Automotive building" for the Extension Department of the library. The bids will be examined and all alternates considered. Mr. Freeman instructed Mr. Pitt to examine all documents for proper execution.
Ms. Hanni reported the heat has been turned on in the main building but it will take some time for the materials to heat up. Will be changing transformer present transformer is defective. No change orders for on December 30, 1986 The presentation at this time.
Mr. Bucove reported he had contacted Umbaugh's about bond refunding. Umbaugh stated it is not profitable if under a 3% difference. The library's bonds are at a much lower rate than the county jail bonds and that is why it is profitable for the county and not the library.
Mrs. Church moved to approve the Unemployment Compensation Contract with Eastern Indiana ALSA for 1987. This was seconded by Mr. Mail and passed unanimously by the board.
It was the consensus of the board to meet January 7, and February 12, 1987 for the regular board meetings because of the Board of Finance meetings. The Board of Finance must meet between January 5th to the 19th and between February 2nd and the 16th. This will eliminate having two meetings each of the these months if not necessary.
There being no further business, Mr. Mail moved to adjourn. This was seconded by Mrs. Rich. ____________________________________________________________________ |
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