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1987 Minutes
____________________________________________________________________ ANDERSON-ANDERSON STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
January 7, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, January 7, 1987 at 4:00 p.m. in the Technical Service Department of the Annex. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., John R. Mail, Douglas Nelson, and Margaret Rich. Others attending were David Bucove, library director; Georgetta Roudebush, office manager; Jerome Pitt, library attorney; Arminda Hanni and Kenneth Montgomery, from Montgomery and Associates, Inc. Also present were members of the news media and interested citizens.
Mr. Freeman, president, called the meeting to order.
Mr. Mail moved to accept the minutes of the December 18, 1986 meeting as presented. This was seconded by Mrs. Church 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.
A discussion was held as to the amount the treasurer's bond should be. Also Mr. Mail suggested obtaining bonds for David Bucove, Georgetta Roudebush, and Marceille Kemple. After discussing the amount for each bond, Mr. Mail moved to obtain Surety Bonds as listed: John R. Mail, Treasurer $30,000 David Bucove, Director $25,000 Georgetta Roudebush, Office Manager $10,000 Marceille Kemple, Office Assistant $10,000 This was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Montgomery recommended the following bidders be accepted as contractors for renovating the extension building:
General Betts alternates #2, 6, & 9 $160,950 Elevator Abel 23,734 Electrical Amick alternates #1, 2, 3, & 6 50,180 Mechanical Tibbets alternate #1 98,613 Total $333,477 Mr. Mail moved to accept Mr. Montgomery's recommendation as presented. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mrs. Hanni reported on the progress of the main library building: 1. Due to the replacement of the new transformer the work schedule is one week behind. 2. Met with Library Bureau’s foreman. They will be starting placement of the skeletons for the multi-tier book stacks soon. 3. Grunau will pay everyone to date by January 18, 1987. Suggested holding their payment until waivers are received from all sub-contractors.
The following items were submitted for consideration for change orders:
Item A Deduct from Grunau to eliminate sprinkler system from Indiana room. ($1,673.00) Item B Add from W. R. Dunkin, Inc. for display case in wall +$ 105.00 Item C Add from Amick Electric to power the added alarmed doors +$1,997.00 Item D Add from W. R. Dunkin, Inc. for add’l cost for special bricks in int. planters +$ 308.00 Item E Primary Service to transformer, Amick Electric +$8,800.00
Mr. Mail moved to approve all items for change orders as presented. This was seconded by Dr. Nelson and passed unanimously by the board.
Bids will be opened and read for the telephone system and furnishings for the new library facilities at the February 12, 1987 board meeting.
It was the consensus of the board to have an extra meeting on March 4, 1987 at 4:00 p.m.
Dr. Nelson presented a guideline for the open house at the new library facility. The other trustees were pleased with the presentation of Dr. Nelson.
There being no further business, Mr. Mail moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
February 12, 1987
The board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, February 12, 1987 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, Douglas Nelson, and Margaret Rich. Others attending were David Bucove, library director; Georgetta Roudebush, office manager; Donna Cumberland, deputy director; Jerome O. Pitt, attorney; and architects from K. R. Montgomery & Associates, Ken Montgomery, Shirley Montgomery, Arminda Hanni, and Paul Sternberg. Also present were Charles and June Hardy, telephone consultants, interested bidders and members of the news media.
Mr. Freeman, president, called the meeting to order.
Mrs. Church moved to approve the minutes of the January 7, 197 meeting as presented. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Mail reviewed the invoices and initialed the claim vouchers, reporting all in order. Mr. Mail moved to allow the claim vouchers for payment as listed. This was seconded by Mrs. Carroll and unanimously passed by the board.
An administrative procedure for payment of invoices was presented. (copy attached). Authority was granted to issue payments to the following between board meetings. a) payroll b) payroll deduction payments c) taxes including Social Security d) Public Employees' Retirement Fund e) employee insurance f) utilities including gas, electric, water, sewage, telephone, freight and postage g) reimbursement of petty cash h) payments for contractual agreements approved by the board i) bond payments j) clearing fund payments k) payment of meeting registrations, meals, housing deposits or payment made directly to the hotel or meeting provider. l) payments specifically allowed by the board upon certain specified conditions being met by the claimant. Mr. Mail moved to approve the payment procedure as presented. This was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Mail presented a Construction Fund report with a total of actual and estimated commitment being $1,908,534.00 as of January 31, 1987. The report further showed an estimated amount available for future construction commitments of $60,610.00
Mr. Mail reported there is a move in the State Legislature to pass a bill whereby libraries would have to present their budgets and be approved by a county fiscal body. This would also include any bonding by the library board. The county fiscal body would have the power of approval or denial of the bond.
Mr. Mail requested that a report be presented from the Friends of the Library. He would like for this to be an agenda item each month.
Mr. Freeman read a letter of recognition to James A. Lumbis, a bookmobile driver with the library for seventeen years. Mr. Lumbis has been named "Man of the Year" in recognition of his civic accomplishment by the Anderson Newspapers, Inc.
Mrs. Hanni presented her report on construction progress. Mr. Mail moved to accept items A, B, and D of the report for change orders. This was seconded by Mr. Nelson and passed unanimously by the board. After a discussion Mr. Nelson moved to accept item C for change order. This was seconded by Mr. Mail. The motion passed with a count of six (6) yeas and one (1) nay.
A resolution to the City of Anderson asking permission to vacate the alley north from 13th Street to the library building between Main Street and Central Avenue and to vacate the alley immediately south of the library extension building was read. Mr. Mail moved to adopt the resolution. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mrs. Moneyhun moved to exercise the option with Nick Pancol for property south east of the main library. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Freeman opened and read the bids received for the telephone system for the new library. (Bid sheet attached) VENDOR SYSTEM MONTHLY MAINTENANCE
Executone $31,998.00 $184.50 G.T.E. $37,967.00 $266.50 G.T.E., Alternate $29,879.00 $266.50 Indiana Bell $66,518.00 $422.92 Tel Plus $32,903.00 $318.50
Mr. Hardy wanted it noted the wiring and box in the buildings are not Indiana Bell owned. The bids will be studied and the contract awarded to the firm submitting the lowest bid which met the specifications at the March 4, 1987 meeting.
Mr. Freeman opened and read bids received from two firms for lease/purchase of the furnishings and equipment. Budget Leasing Inc. 8.25% with no advance payment Circle Business Credit 8.20% with one advance payment. The two bids will be studied and a decision made as to the lowest bidder by the March 4, 1987 meeting.
Mr. Freeman opened and read bids received from firms bidding on the furnishings and equipment. Mr. Freeman noted that Landscape Forms did not include form #95 in their bid package as required. Mr. Freeman announced all bids will be studied and Mr. Pitt will check all forms for legality before awarding contracts to the lowest and best bid according to specifications at the March 4, 1987 meeting.
Mrs. Carroll reported the Noon Lions Club has shown interest in the Carnegie building to be used by service clubs as meeting rooms and to maintain business offices for the service clubs.
Mr. Sternberg reported work has begun on the extension building.
There being no further business Mr. Nelson moved to adjourn. This was seconded by Mr. Mail. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
March 4, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Wednesday, March 4, 1987 at 4:00 p.m. in the Redbud Room of the library. Trustees present were James E. Freeman, Jr., John Mail, Marilyn Moneyhun, and Douglas Nelson. Trustees not present were Emily Carroll, Lois Church, and Margaret Rich. Others attending were David Bucove, library director; Donna Cumberland, deputy director; Howard Eldon, Head of Indiana Room; and Georgetta Roudebush, office manager. Also present were Shirley Montgomery, Arminda Hanni, Robert Guindon, June Hardy, Charles Hardy, Pete Wood and news media.
Mr. Freeman, president, called the meeting to order.
With the board's consent item III "Phone Bids" on the agenda will be the first item of business to be conducted so Mr. and Mrs. Hardy may leave.
Mr. Hardy presented his recommendation for the telephone system in the new library buildings. Mr. Hardy recommended to the board they accept G.T.E.'s alternate bid. After a discussion was held, Mr. Nelson moved to accept G.T.E.'s alternate bid of $29,879.00 as presented for the telephone system to be placed in the new library. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Freeman noted approximately 30% of Anderson School students do not have library service. Chesterfield is the only town of its size in Indiana that does not have library service.
A discussion was held about procedures as to how to get library service in a township.
Mr. Mail moved to adopt a resolution proposing expansion of the library district to include Richland and Union Townships. This was seconded by Mrs. Moneyhun and passed unanimously by the board. This proposal shall remain in full force with respect to each of said townships unless expressly revoked by this Board of Trustees.
Mr. Mail moved to accept the bid of Budget Leasing, Inc. of Anderson for 8.25% to finance the contracts of furnishings and equipment. This was seconded by Mr. Nelson and passed unanimously by the board.
Mrs. Montgomery reported the bid from House of Reagan, Inc. of Anderson was received after the time specified, but was the only bid received for draperies and was under the minimum amount in accordance with the law for the need of a bid.
Mrs. Montgomery presented her recommendations from the bids received for furnishings and equipment. A discussion followed with an explanation as to quality of the materials to be used by bidders meeting the specifications as requested. Her recommendations were as follows:
Package 1: The lowest bid was submitted by Lee Company; however, this bid did not meet specifications for the fabrics to be used and should be disqualified. The next lowest bidder, The Worden Company, represented by Robbins Associates, met specifications and should be awarded the contract.
Package 2: The lowest bid was submitted by Library Bureau; this bid did not meet specifications in several respects including the type of bracing to be used on the shelving, the design and size of the study carrels, and the depth of the periodical shelves. Consequently, Library Bureau's bid should be disqualified. The next lowest bid was submitted jointly by The Worden Company and Andrew Wilson Company, both represented by Robbins Associates. This bid met all specifications, so Worden and Wilson should be awarded the contract.
Package 3: Award contract to Decker's. The lowest bidders, Miller Huggins, Swetzers, Indianapolis Office, and Kuper did not bid all items, bid unacceptable substitutes, or items which did not meet specifications, and therefore should be disqualified.
Package 4: Award contract to The Worden Company, represented by Robbins Associates. The lowest bidders, Miller Huggin's and Lee, submitted incomplete bids and included materials that did not meet specifications.
Package 5: Award contract to Institutional Equipment. Package 6: Award contract to Indianapolis Office Supply. Package 7: Award contract to Chesterfield Lumber. Package 8: Award contract to Gentry's Package 9: Award contract to Wilson, represented by Robbins Associates. Package 10: Award contract to House of Reagan. Package 11: Award contract to Decker's. Package 12: Award contract to Indianapolis Office Supply. Package 13: Award contract to Indianapolis Office Supply.The lowest bidders, Business Furniture, Miller Huggins, and Office Pavilon, did not meet specifications or offer acceptable substitutes. Package 14: Award contract to Miller Huggins. Low bidder Landscape Form did not meet specification because did not include installation.
Recommendations as stated by Mrs. Montgomery reflected a study of all bids submitted and the recommendations were for the lowest bidder who submitted a complete bid according to specifications.
Following discussion and questions relating to Mrs. Montgomery's recommendations and explanations, Mr. Mail moved to award contracts to firms submitting the lowest bids which met specifications as following:
BID PACKAGE #1 Study Chairs. Worden Co. $ 43,601.00 BID PACKAGE #2 Library Furnishings. Worden & Wilson $172,799.00 BID PACKAGE #3 Office Furniture Decker's $118,091.72 BID PACKAGE #4 Lounge Furniture Worden $ 19,447.00 BID PACKAGE #5 Displays. Institutional Equipment $ 9,917.00 BID PACKAGE #6 Lamps Indpls. Office Supply $ 2,829.89 BID PACKAGE #7 Refinishing. Chesterfield Lumber Co. $ 22,088.00 BID PACKAGE #8 Millerwork not in Contract. Gentry's $ 4,126.00 BID PACKAGE #9 Signage. Wilson $ 12,196.00 BID PACKAGE #10 Draperies. House of Reagin $ 9,340.00 BID PACKAGE #11 Conference Area Furnishings. Decker's $ 1,885.00 BID PACKAGE #12 Meeting Rooms. Indpls. Office Supply $14,227.98 BID PACKAGE #l3 Open Office System Indpls. Office Sup. $5,389.61 BID PACKAGE #14 Lobby Furniture. Miller Huggins Inc. $10,809.10 Total $446,747.30 Mrs. Moneyhun seconded the motion and it was passed unanimously by the board.
Mr. Bucove suggested the board set a ceiling for over all needs for extra equipment as well as the bid contracts.
There being no further business, Mr. Nelson moved to adjourn. This was seconded by Mr. Mail.
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ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
March 19, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, March 19, 1987 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, Douglas Nelson, and Margaret Rich. Others attending were David Bucove, library director; Donna Cumberland, deputy director; Frank Lucas, Outreach Coordinator; Georgetta Roudebush, office manager; Jerome Pitt, attorney. Also present were Arminda Hanni, Paul Sternberg, Robert Guindon and Shirley Montgomery from Montgomery and Associates, Inc.; Jack Morey from W. R. Dunkin and Son, Inc.; Elise Perdieu, Friends of the Library; and members of the news media.
Mrs. Church, chairperson, opened the meeting in the absent of Mr. Freeman.
Dr. Nelson moved to accept the minutes of meetings held February 12, and March 4, 1987 as presented. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Mail reviewed the invoices and initialed the claim vouchers, reporting all in order. Mr. Mail moved to allow the claim vouchers for payment as listed. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mrs. Perdieu reported the Friends of the Library are conducting a membership drive. They will be helping at the Home Show booth in April. Also will be having book bags for sale at the library. Invited the board to their meetings which are held the second Wednesday of the month. The Board meets on the even number months and there is a general meeting held the odd number months.
Mrs. Moneyhun moved to approve the application for State Funds. This was seconded by Mrs. Carroll and passed unanimously.
Mr. Bucove announced the Current Events Club gave the library a $500.00 gift to be used for the outreach program. Mr. Lucas presented a flyer explaining the Outreach Department would like to purchase "Slideas" with the funds. These are sets of slides which may be used for nursing homes, older adult day care centers, senior centers, church or community groups and the home bound older adult. The board felt this would be a very good cause in which to use the money.
Mr. Bucove reported the library has received an award of $500.00 from the National Endowment For The Humanities for the Bicentennial Book Shelf. This must be matched with funds from other outside sources. Have already received $25.00 from the Social Study Club of Anderson High School.
Mr. Freeman arrived and Mrs. Church turned the meeting over to Mr. Freeman.
Mrs. Hanni reported the new library building remains on schedule. She presented nine (9) items to be considered for change orders: Item #1: Change in materials and supplies for fountain -price will remain the same. Consent granted by the board.
Item #2: Installation of phone box in meeting room 108 and computer modem boxes in office 133, add $330.00. Mr. Mail moved to approve the installations for $330.00. This was seconded by Dr. Nelson. Unanimously passed by the board.
Item #3: Recessed lights to lobby display case, add $506.00. Mr. Mail moved to approve the lights to the lobby display case. This was seconded by Mrs. Carroll. Unanimously passed by the board.
Item #4-A: Dr. Nelson moved to accept the extension of the curbs and walks on 12th St. for $4,200.00. This was seconded by Mrs. Carroll and unanimously passed by the board.
Item #4-B: Mrs. Hanni suggested using color concrete instead of Bomanite paving. She will have prices for another meeting.
Item #4-C: Does not recommend concrete for parking lot.
Item #4-D: Tabled by the board - asked for an extension.
Item #4-E: The parking lot control equipment price is up $2,000 since last July. A discussion followed. Mrs. Moneyhun moved to approve the parking lot control equipment at $18,500.00. This was seconded by Mrs. Church. Mr. Freeman called for a vote which was six (6) yeas and one (1) nay to approve the motion.
Items #4-F and #4-H: Ties in with item D.
Item #4-G: Not accepted at this time.
Item #5: Mr. Mail moved to approve to proceed with original change order of September 2, 1986 at $23,490.00. This was seconded by Dr. Nelson and passed unanimously by the board.
Item #6 & #7: New light pole bases and laying street light conduit. Dr. Nelson moved to approve installation of the light pole bases and the conduit. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Item #8: Ties in with #4-G, no action taken.
Item #9: Bronze plaque. It was suggested that middle initials be used for all names listed and to list past trustees who have served at least one full year during the project. It was the consensus of the board to approve the 30 inch X 48 inch bronze plaque with the above changes.
Mr. Sternberg reported work on the extension building is progressing well and should be completed by June 17, 1987. Mr. Sternberg presented the following change order with Betts Engineering for approval: Item #1: Change roof insulation. $(3,000.00) Item #2: Repair louver opening on east wall. $525.00 Item #3: Tuckpoint damaged brick joints. $550.00 Item #4: Replace door frame $225.00 Item #5: Extend entry walls 2'0" $475.00 Item #6: Extend ceiling in second floor workroom. $35.00 Item #7: Install detection loop for entrance gate $275.00 Total of changes Deduct $(915.00) Mr. Mail moved to allow the change order as presented. This was seconded by Dr. Nelson and passed unanimously by the board.
Mr. Sternberg presented a change order with Amick Electric for approval: Item #1: Move outlets for radiant heating no cost change Item #2: Change light fixtures on second floor $194.00 Item #3: Reroute conduit in garage $435.00 Total of changes Add $629.00 Mr. Mail moved to allow the change order with Amick Electric as presented. This was seconded by Dr. Nelson and passed unanimously by the board.
Mr. Bucove presented changes for approval on the furniture and equipment packages: Package #1: Reduce the number of chairs by six (6) $(882.00) Package #2: Eliminate three (3) new card catalogs $(16,342.00) Package #3: Substitute microfilm cabinet #llMFL for #lOMUL-S, eliminate two cabinets for an additional savings $(3,445.00) Total reductions $20,669.00 Mr. Bucove further recommends including the following in the package: 1 Gaylord card catalog $ 2,435.00 12 Dukane Microfilm Reader $1,156.50 each 13,878.00 5 Micron 775 Microfiche Reader $237.50 1,187.50 1 Fuji Microform reader/printer with 3 lenses 6,396.00 1 Fuji Microfilm reader/printer with 2 lenses coin operated 6,741.00 1 Hijacker 3,735.00 1 Billygoat 1,127.00 1 Merlin lettering machine & 1 Leteron Machine 3,000.00 Total package $464,577.08 (minus $3,000.00 for lettering machine) Mr. Mail moved to change packages #1, #2, and #3 and to add the other equipment as listed. This was seconded by Mrs. Church. After a discussion Mr. Freeman called for a vote on the motion. There were five (5) yeas and two (2) nays. Motion carried.
Mr. Freeman stated he had received a lot of telephone calls from residents of Richland and Union Townships but there have not been any action taken by any of the residents.
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
April 16, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, April 16, 1987 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, Douglas Nelson, and Margaret Rich. Others attending were David Bucove, director; Donna Cumberland, deputy director; Georgetta Roudebush, office manager; and Jerome Pitt, attorney. Also present were Elsie Perdiue, President of the Friends of the Library; Arminda Hanni, Paul Sternberg, and Robert Guindon from Montgomery and Associates, and the news media.
Mrs. Church, chairperson, Called the meeting to order in the absent of Mr. Freeman.
It was the consensus of the board the board members' names be listed according to a vote taken at the March 19th board meeting on a motion "Mr. Mail moved to change packages #1, #2, and #3 and to add the other equipment as listed.". Four voted aye: Mrs. Carroll, Mrs. Church, Mr. Mail, and Mrs. Moneyhun. Two voted nay: Mrs. Rich and Dr. Nelson.
Mrs. Moneyhun moved to accept the minutes of March 19, 1987 as corrected. This was seconded by Mrs. Carroll 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 Dr. Nelson and unanimously passed by the board.
Mrs. Perduie reported on the activities of the Friends of the Library. 1. Receiving returns on the membership drive daily 2. Book sale has been set for June 11th, 12th, 13th and 14th in the Redbud Room of the library. 3. Will take a tour of the new library facilities, August 12th. 4. Book Bag project is still in the pricing stage.
Mr. Freeman arrived and Mrs. Church turned the meeting over to him.
Mrs. Hanni reported the main building project is still on time. Mrs. Hanni presented three (3) items for the board's consideration.
Mr. Mail moved to approve item A - Time and material cost for Amick to install transformer primary service. $1,800.00. This was seconded by Mrs. Church and unanimously passed by the board.
Mr. Mail moved to approve Item B - Delete some items at parking lot at 12th and Central and to add catch basin and walk at Main to 13th St. Add for sidewalk and final grading $3,034.00 Add for catch basin 1,943.00 Credit for deleted items -4,927.00 Total cost add $ 50.00 This was seconded by Dr. Nelson and unanimously passed by the board.
Item C is for information only at this time.
Mr. Sternbern reported on the Extension Building project. Work is progressing well and should be completed except for the elevator, in early June. The elevator should be installed and the building completed by the second week of July.
Mr. Guindon presented a change order to the Worden contract as per attached. The total change order delete: $ [9,887.30]. Mrs. Church moved to accept the deletions and additions as presented. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Bucove reported on the Halon System: 90% of the piping is in place. Larry VanBuskirk and staff are doing a good job.
Dr. Nelson reported on the dedication of the new library. Have a three (3) day event: 1. Friday - invite teachers and school librarians for tour 2. Saturday - Appreciation Day for all primary people who took part in making the new library a reality. 3. Sunday - Formal Opening, ribbon cutting, guest speakers, open for general public to tour.
It was the consensus of the board to have dedication October 23rd, 24th and 25th.
The committee is working on funding these programs such as sell tickets for Appreciation Day.
Mr. Bucove reported there had been an accident on site on April 14, 1987. An electrician had been injured but was doing fine. The safety factor for the contractors has been very good. This was the first serious accident.
There being no further business, Dr. Nelson moved to adjourn. This was seconded by Mr. Mail. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
May 21, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, May 21, 1987 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, Douglas Nelson, and Margaret Rich. Others attending were David Bucove, director; Georgetta Roudebush, office manager; Jerome Pitt, library’s attorney; W. R. Dunkin, general contractor. Also from Montgomery's, Shirley Montgomery, Kenneth Montgomery, Arminda Hanni, Paul Sternberg, and Bob Guindon; and the news media.
Mr. Freeman called the meeting to order.
It was the consensus of the board to change the order of the agenda so Dr. Nelson may present his report for "Dedication and Open House" first.
Dr. Nelson presented the plans for the Library dedication to be held October 23rd, 24th, and 25th, 1987: October 23, introduction to the new library for area teachers and librarians October 24, celebration for those involved in effecting the new building. October 25, formal dedication of new facilities.
Mr. Freeman displayed prints of both the Carnegie building and the new library building. He has received permission to have these prints copied and be distributed as favors for the open house if the board would be interested. It was suggested that the prints of the two buildings be printed on one sheet of paper with the date of the open house. It was the consensus of the board to get a cost involving this project.
Dr. Nelson had obtained from three libraries, booklets they had used for their open house. He asked for a decision as to which booklet the board would prefer to use as a guide for the dedication and open house of the new library. The booklet from New Albany Library was the first choice, Fort Wayne Library was the second choice, and Morrison Reeves Library was the third choice.
Mrs. Church moved to accept the minutes of the April 16, 1987 meeting as presented. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Freeman read a Transfer Resolution as following: LIBRARY OPERATING FUND $ 4,965.00 from 2-22 to 2-23 20,000.00 from 4-45 to 3-37 16,375.00 from 4-45 to 4-41 $41,340.00 Total Mrs. Moneyhun moved to adopt the resolution as presented. This was seconded by Mr. Mail and unanimously passed by the board.
Mr. Mail reported he had reviewed all the invoices and initialed the claims, finding them all in order for payment. 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 submitted a report from Elsie Perdiue, president of the Friends of the Library. The report is of the activities of the Friends of the Library at the present time. (copy attached)
Mrs. Hanni reported work at the main site is on schedule. The remaining old asphalt has been removed from the east side of the site and a retaining wall along the east side has been removed. The 12th Street curb, and the drop off at 12th Street has been poured. Water proofing of the exterior brick has been completed.
Interior work continues. The existing freight elevator has broken down. It is estimated repairs would be under $2,000.
Mr. Mail moved to approve change "additional tamper switches in sprinkler system" from Dunkin's contract to Amick's contract. There will be no change in construction cost. This was seconded by Mrs. Rich and passed unanimously by the board.
Mrs. Carroll moved to add corner guards and wall bumpers to the ramp as recommended. Cost $929.00. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Mail made a motion for Amick Electric to add hard wiring to Halon System enunciator panel and to tie in the Halon System to the second floor fire zone on the main fire panel at the entry. Cost $618.00. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Mail moved to approve $445.00 for Amick Electric to add two additional phone equipment boards, an additional dedicated duplex outlet and work lights in phone area as requested by the phone system contractor. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Sternberg reported work at the extension building is progressing with dry wall in place and ready for painting. The only other major work left on the interior is hanging the ceilings and installing cabinetry.
Abell Elevator has shipped the elevator jack and plat form to the site and will begin drilling the jack hole soon. The elevator is expected to be in by the second week of July.
The garage doors are in. The garage heating system is installed and the sprinkler system is almost complete.
Exterior work continues. Mr. Sternberg informed the board that Betts says that the split face block can be stained to match any color chosen by the board. It is suggested that the block should match the overall color of the existing brick, as will all of the exterior swinging doors. Also recommends that, in the future, the metal panels on the buildings be painted the same color as the metal panels above the windows of the main building.
Mr. Freeman appointed John Mail, David Bucove, Lois Church, and Margaret Rich to a committee to investigate security systems.
Mr. Bucove reported the State Board of Accounts has completed the audit and the exit meeting will be held May 27, 1987 at 8:00 a.m. with the Field Examiners.
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
June 18, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, June 18, 1987 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., John R. Mail, Marilyn S. Moneyhun, J. Douglas Nelson, and Margaret Rich. Others present were David Bucove, director; Georgetta Roudebush, office manager; Howard Eldon, Historian; Jerome Pitt, library 's attorney; Shirley Montgomery, Kenneth Montgomery, and Bob Guindon, from K. E. Montgomery and Assoc., Inc. Also attending were members from the news media.
Mrs. Church, chairperson, called the meeting to order in the absence of Mr. Freeman.
The minutes of the May 21, 1987 meeting are to be corrected to show Marilyn Moneyhun was present. Her name was not listed as attending the meeting. Mrs. Moneyhun moved to accept the minutes as corrected. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Bucove reported the Friends of the Library had a very successful book sale. Profits were over $800.00.
Mr. Eldon displayed two gifts which had been given to the library by Jack Nicholson. Mr. Nicholson had been asked to present the items in the names of Miss Virginia H. Lindstrom and her brother, Mr. Henry L. Lindstrom. These items had been associated with their grandfather, Charles L. Henry. The gavel is made of genuine elephant tusk ivory and trimmed in 14 karat gold with a .12 karat diamond. The gavel was presented to Mr. Henry in 1916. A plate in English Coalport China used as part of the dining service in Mr. Henry's private dining car, the "Martha". These items are given to the care of the Museum of the Anderson Public Library with understanding that loan of these items be granted to the Anderson Railroad Museum upon their request.
Mrs. Church opened and read the bids received for the moving of the library. The bids were as follows: O.K. Moving Library Movers Hallett Apollo Totals $37,207.20 $38,505.00 $69,000.00 $60,758.00 A complete breakdown is attached. Mr. Pitt was asked to review the bids and to report to the board at the June 25, 1987 meeting. The board will make a decision at that time.
Mrs. Moneyhun moved to approve the lease with General Motors Corporation to extend the use of the parking lot south of Indiana Bell building to Fisher-Guide until October 1, 1987. At that time other arrangements will be made to extend parking to Fisher-Guide. The motion was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Mail moved to approve a change order to Library Bureau for the range finders for the end panels of the bookstacks in the amount of $395.00. This was seconded by Mrs. Carroll and passed unanimously by the board.
It was the consensus of the board to table a change order request from M. K. Betts to rework existing cabinet, at cost of $600.00.
Mr. Mail moved to approve change order with Amick Electric Co. for electrical installation of two additional duplex receptacles on south wall, second floor; installation of remote emergency single head light; one remote emergency double-headed light; sum of $303.00. This motion was seconded by Dr. Nelson and passed unanimously by the board.
Mr. Mail moved to approve change order, sum of $1,435.10 with Tibbetts as listed: Patch walls in order to repair leaks $ 282.38 Remove heating system 1,175.00 Remove and relocate service sink 520.59 Test and repair water piping 2,833.82 Remove and reroute compressed air pipe 1,623.31 Total expended to date $6,435.10 Less contingency amount 5,000.00 Request for change order amount $1,535.10 This was seconded by Dr. Nelson and passed unanimously by the board.
Mrs. Montgomery announced there will be a walk through with the decorating committee, July 2, 1987 and anyone who wishes may attend.
Dr. Nelson reported that Fred Mustard Stewart, a local author, has agreed to be the guest speaker for the Open House on October 25, 1987. The board asked the news media to hold this information until an official release is made.
Mrs. Church opened and read the bids received from local banks to loan $600,000.00 for last six (6) months of 1987. The bids are as follows: First National Bank will loan $600,000.00 at a rate of 7% per annum. Anderson Banking Co. will loan $600,000.00 at 5.65% per annum provided that the tax anticipation loans contemplated herein qualify under provisions contained in the Tax Reform Act of 1986 as qualified tax-exempt obligations acquired by a financial institution. Must receive legal opinion from bond counsel representing the library. If the qualifications cannot be met, interest will accrue at 8.75% per annum. It was the consensus of the board for Mr. Pitt to contact Ice, Miller, Donadio & Ryan for advice before accepting either bid.
Mr. Freeman arrived. Mrs. Church relinquished chairing the meeting to Mr. Freeman.
Mr. Freeman read an Appropriation Resolution requesting an additional appropriation of $12,224.00 in the Construction Fund. Mr. Mail moved to adopt the Appropriation Resolution as read. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Mail reviewed the invoices and initialed the claims, recommended that claim # 697 - Busby, Austin, Cooper, and Farr - $1,722.00 be held until the next meeting. Mrs. Church moved to allow payment of the claims listed excluding # 697. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
There being no further business, Mr. Mail moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
July 16, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, July 16, 1987 at 4:00 pm in the Redbud Room of the library. Trustees present were Emily Carroll, Lois Church, John Mail, Marilyn Moneyhun, Douglas Nelson, and Margaret Rich. James E. Freeman, Jr. did not attend. Others present were David Bucove, director; Georgetta Roudebush, office manager; Jerome Pitt, attorney. Also attending were Kenneth Montgomery, Shirley Montgomery, Arminda Hanni, Paul Sternberg, and Bob Guindon from Montgomery and Associates; James Rosencrans, Dick Leach, Patricia Vehikite, Donna Cumberland, Elsie Perduie, and the news media.
Mrs. Church, chairperson, called the meeting to order.
The June 18, 1987 minutes incorrect1y reported the total bid of OK Storage at #37,207. This is to be corrected to read $37,607.
Mr. Mail moved to accept the June 18, 1987 minutes as corrected and the June 25, 1987 minutes as presented. This was seconded by Dr. Nelson 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 bills for payment as listed. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
As chairman of the security committee, Mr. Bucove recommended Sonitro1 at the cost of $4,445.00 for the main building and $3,073.00 for the extension building. Monthly monitoring and maintenance at $85.00 for the main building and $70.00 for the extension building. Mrs. Moneyhun moved to accept the proposal of Sonitro1 as recommended by the security committee. This was seconded by Dr. Nelson and passed unanimously by the board.
Mrs. Cumberland presented a General Meeting Room Use Policy and Request Form. Dr. Nelson feels there should be a clause included stating if food is being served, a deposit should be made. Mr. Mail moved to accept the policy. This was seconded by Dr. Nelson and unanimously passed by the board.
Mrs. Perduie reported the Friends of the Library made $850.00 at their book sale. Now have 150 book bags for sale. Also will be selling drinking mugs, and note stationery commemorating the opening of the new library.
Mr. Leach, representing the Direction Services Committee of Madison County requested that the Library Board consider housing the Direction Service Committee in the new library facility for a period of 12 months. They must leave their present location at Anderson College in the fall. Dr. Nelson feels an answer should be given to the Direction Service Committee as soon as possible. Mr. Mail moved to table any decision until all seven trustees are present. This was seconded by Mrs. Rich. Mrs. Church called for a vote with Mrs. Carroll, Mrs. Moneyhun, Mrs. Rich and Mr. Mail voting to table the decision. Dr. Nelson voted no to tabling the decision.
Mrs. Hanni reported the contractors are planning to turn over the keys to the new main building on August 30, 1987. There is to be further investigation as to the accumulation of water in the dock area which occurred after a heavy rainfall in the Anderson area recently.
Mr. Sternberg reported that the extension building was in the final stage of finishing and cleaning up.
Mrs. Moneyhun moved to approve change order #4 - widening the entrance off of 14th Street to the bookmobile parking lot. This was seconded by Mr. Mail and passed unanimously by the board.
Mrs. Montgomery reported the Interiors Committee has suggested the antique Forkner Case by placed on the second floor, on the wall which is at right angle to the elevator. Further suggested refinishing and re-staining the antique case. Mrs. Moneyhun stated you never re-stain fine old antiques. Mrs. Moneyhun suggested cleaning and polishing the piece of furniture, which it was in good condition. She will be happy to do the work needed to clean the Forkner case when it is moved to the new building. Other board members agreed to help Mrs. Moneyhun.
Mrs. Rich moved to accept the change of $810.00 in the price of draperies and blinds from the House of Reagin Inc. This was seconded by Mrs. Carroll and unanimously passed by the board.
Mr. Rosencrans presented plans for the "Fire House" and suggested placing the fire house on the third floor and not in the Children's Department as originally planned. There is not enough room in the Children's Department. Mrs. Moneyhun moved to accept the plans as presented and to place the "Fire House" in the south east corner, on the third floor of the main library. This was seconded by Mrs. Rich and unanimously passed by the board.
It was the consensus of the board to meet September 3, 1987 at 4: 00 pm for the 1988 Budget Hearing and to meet September 10, 1987 at 4:00 pm for the adoption of the 1988 Budget.
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
AUGUST 20, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, August 20, 1987 at 4:00 p.m. in the meeting room of the Extension Building, 125 E. 13th Street. Trustees present were Lois Church, James E. Freeman, Jr., John Mail, Marilyn Moneyhun, Douglas Nelson, and Margaret Rich. Emily Carroll did not attend. Others present were David Bucove, director; Marceille Kemple, assistant office manager; Jerome Pitt, attorney. Also attending were Kenneth Montgomery, Shirley Montgomery, Armindi Hanni, Paul Sternberg, and Bob Guindon from Montgomery & Assoc.; Dick Leach, Patricia Vehikite, Donna Cumberland, Frank Lucas, Elsie Perdiue, and the news media.
Mr. Freeman, president, called the meeting to order.
The July 16, 1987 minutes stated there was a change of $810.00 in the price of draperies and blinds from the House of Reagin, Inc. The change was actually a deduction of $810.00.
Mr. Mail moved to accept the July 16, 1987 minutes as corrected. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Freeman read a transfer resolution as follows:
LIBRARY OPERATING FUND $ 1,969.68 from 2-24 to 2-23 2,298.68 from 3-34 to 3-31 23,210.78 from 4-45 to 3-395 $27,479.14 Total
Mrs. Moneyhun moved to adopt the resolution as presented. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Mail reported he had reviewed all the invoices and initialed the claims, finding them all in order for payment. Mr. Mail moved to allow the claims for payment as listed. This was seconded by Dr. Nelson and unanimously passed by the board.
The board opened bids for equipment leasing from four companies: 1) Action Leasing, Indianapolis, IN. presented 2 payment schedules a) 60 monthly payments @ 7.59% interest b) semi-annual payments for 5 years @ 7.59% interest 2) Municipal Leasing Corp, McClain, Virginia, a division of Pacific Corp. Inc. Financial Services. a) 60 monthly payments in arrears with interest of 7.25% with a non-collusion affidavit and $1.00 purchase option. 3) Leasing Unlimited, Inc., Anderson, Indiana a) 60 equal monthly payments, in arrears, at 7.20% interest, or b) Semi-annual payments for 5 years at 7.20% interest with a non-collusion affidavit. 4) Budget Leasing, Inc., Anderson, Indiana a) 60 monthly payments in arrears, at 7.20% interest with a non-collusion affidavit and a $1.00 purchase option. Mr. Bucove stated he would examine the bids and give his recommendation at the September 3 board meeting.
Frank Lucas, Outreach Services, reported on gifts that had been given to that service. The Kiwanis Club gave $1,500 for a computer, and Breakfast Exchange Club provided a Starr printer, both of which will help provide total communication for the deaf. H H Greg donated a VCR. The Kleinhenn Co. donated $400.00 to be used for whatever is needed. The Current Events Club donated $500.00 for large print books and other materials for the handicapped. U.A.W. Local 662 Retires donated $50.00.
Elsie Perdiue, president of Friends of the Library, reported that memberships are still coming in. She showed a paper sample of the cloth book bags that will be available for purchase, and also described the note stationary with pictures of the current library and also the new library which will be available for purchase after the move.
Mrs. Perdiue also presented copies of the "Friends Focus", which will be published bimonthly.
A policy to cover requests which are not covered by the General Meeting Room Use Policy or use covered by specific contracts was presented for approval. Mr. Mail moved to approve the "Outside Project Use Space Policy". This was seconded by Dr. Nelson and passed unanimously by the board.
The August 18, 1987 request from Direction Services Committee of Madison County for housing the Committee in the new library was discussed. It was decided the Committee consisting of two people could be housed in a vacant office on the second floor for a period of approximately twelve (12) months. Mrs. Church moved the request be approved. Dr. Nelson seconded the motion and it was passed unanimously by the board.
Mr. Bucove reported that the move to the Extension Building was completed on August 20, 1987 and it had been a very successful move.
Dr. Nelson made a motion to accept the change orders with W.R. Dunkin & Son as listed: lobby changes deduct $ 260.00 paint interior north wall of elevator shaft add 221.00 add borrowed light room 135 add 753.00 delete ceiling in basement lobby deduct 500.00 add vanity room 148 add 407.00 revise ceiling tile type @ bookstack deduct 1,555.00 delete walls on third floor deduct 1,237.00 delete stairway ceiling and add bulkhead add 546.00 add bumper rail (revised $929.00) add 1,100.00 change in ceilings to thin coat plaster deduct 688.00 add sound insulation at AV add 1,011.00 remove hidden underground cistern and basement in parking lot add 645.00 revise concrete curb at east deduct 1,619.00 delete plastic laminate at stair deduct 210.00 vinyl to string wallcovering adjustment add 562.00 add concrete slab and walk add 1,396.00 credit for structural steel balance deduct 165.00 Total for change orders add $ 407.00
Mrs. Church seconded the motion and it was unanimously passed by the board.
Mrs. Hanni recommended proposed request #63 from Grunau Co., Inc. not be accepted. "Run dry standpipe from compressor in basement to loading dock sprinkler system and power as necessary for this connection."
It was the consensus of the board to table the add-on item of $111.00 from Amick Electric Co.
Indiana Flooring change order to carpet display area below stair resulted in a $40.00 add-on. Mr. Mail made a motion to approve the add-on. Dr. Nelson seconded the motion and it was passed unanimously by the board.
Mrs. Hanni has not received quotes from Library Bureau for additional 3x5 card holders.
The Main Building was substantially complete as of July 27, 1987. A preliminary punch list was started on July 31, 1987. The punch list is 20 pages long and there are a few items left to complete.
As of August 20, 1987 the Extension Building is substantially complete and is occupied by the Library. All contractors have minor touch-up work or missed items to complete. Most work will be finished this week.
There are no Interiors change orders, and everything is proceeding on schedule.
The Dedication Committee reports everything is proceeding on schedule and they are making good progress in the process of raising money for the dedication. They report that Senator Lugar has accepted an invitation to speak on Sunday afternoon, October 25, 1987.
The Landscaping project is continuing to make good headway with a total of $3,595.00 as of August 20, 1987.
There being no further business, Mr. Mail moved to adjourn. This was seconded by Dr. Nelson. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
September 3, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, September 3, 1987 at 4:00 p.m. in the Redbud Room of the library for the purpose of the 1988 Budget Hearing. Trustees present were Emily Carroll, Lois Church, James Freeman, John Mail, Marilyn Moneyhun, and Margaret Rich. Douglas Nelson did not attend. Others attending were David Bucove, library director; Georgetta Roudebush, office manager; and members of the news media.
Mr. Freeman, president, called the meeting to order.
Mr. Bucove reported Mr. Mail and himself have reviewed all of the lease/purchase bids received at the August 20, 1987 board meeting. Mr. Bucove presented a tabulation of the bids for leasing library furniture and equipment for the new library as following:
BIDDERS RATE BID TOTAL OF PAYMENT MONTHLY PAYMENT ESCROW FEE FACTOR PER $1000 Leasing Unlimited 7.20% $596,871.00 19.896 no* Budget Leasing 7.207% $597,000.00 19.90 yes-l% Pacific Corp 7.25% $597,600.00 19.92 NS Action Leasing 7.59% $602,422.20 20.08074 NS *if lessor designated the escrow agent. NS - none stated
The lowest bidder being "Leasing Unlimited" at a rate of 7.20% based on $500,000.00 and 60 monthly payments in arrears. Leasing Unlimited selects the escrow agent with no fee and the interest earned on the escrow account going to the library. Mr. Mail moved to accept Leasing Unlimited's bid as presented. This was seconded by Mrs. Church and passed unanimously by the board.
Mrs. Moneyhun moved to purchase two lettering machines as recommended: Merlin Express Lettering Machine $1,495.00 font cards and lettering tapes 438.60 $1,933.60 Leteron Lettering Machine $665.00 disc sets and lettering tapes 748.80 $1,413.80 sub-total $3,347.40 less 10% discount - 334.74 Total cost of 2 machines $3,012.66
This motion was seconded by Mrs. Carroll and passed unanimously by the board.
Mrs. Moneyhun moved to purchase four (4) cabinets with drawers for the reference desk at a total cost of $1,180.00 from Decker's, Inc. This motion was seconded by Mr. Mail and passed unanimously by the board.
Mrs. Church moved to accept the leasing package of the photocopy machines as recommended by the staff committee:
2 Mita DC 2105 with coin op and stand @ $2795.00 ea. $5590.00 2 2,500 sheet paper decks @ $ 795.00 ea. 1590.00 1 Mita 313 ZD with stand 5019.96 1 Automatic Document Feeder 895.00 1 20-bin sorter 1295.00 sub-total $14389.96 Maintenance contract on the 313ZD - 24 months [855.00] Maintenance contract on the DC 2105 - .0125 cents per copy. If purchased all at once, an additional discount of 719.50 Grand Total $13670.46 This motion was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Mail moved to modify the leasing package with Gaylord to include an additional card catalog at a cost of $431.00. This was seconded by Mrs. Carroll and passed unanimously by the board.
Copies of the 1988 Budget were presented. Mr. Bucove explained the tax rate could go up or down after the State Board of Tax Commissioner's Hearing is held in November. There were no interested citizens present concerned about the budget hearing.
Mr. Bucove announced the 1988 Budget Adoption meeting will be held September 10, 1988 at 4:00 p.m. which will also be the regular board meeting.
There being no further business, Mr. Mail moved to adjourn. Mrs. Carroll seconded the motion. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
September 10, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, September 10, 1987 at 4:00 p.m. in the Redbud Room of the library. Trustees present were Emily Carroll, John Mail, Marilyn Moneyhun, and Margaret Rich. Trustees not attending were Lois Church, James E. Freeman, Jr., and Douglas Nelson. Others present were David Bucove, library director; Georgetta Roudebush, office manager; Donna Cumberland, deputy director; Elsie Perdiue, president of the Friends of the Library; Arminda Hanni, Paul Sternberg, and Bob Guindon from Montgomery and Assoc.; and members of the news media.
Mrs. Moneyhun, chairperson, called the meeting to order.
Mr. Mail moved to accept the minutes of August 20, and September 3, 1987 board meetings as presented. This was seconded by Mrs. Rich and passed unanimously by the board.
Mrs. Moneyhun read an Emergency Appropriation Resolution to transfer the following: LIBRARY OPERATING FUND $ 216.07 from Operating Supplies to Repair & Maintenance Supplies $ 696.00 from Insurance to Professional Services $ 912.07 Total transfer Mrs. Carroll moved to adopt the resolution as read. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Mail reported he had reviewed all the invoices and initialed the claims, finding them 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. Bucove reported the Noon Exchange Club had given to the library a series of Freedom Shrine Plaques of historical documents. The U. S. Department of Education has extended the Literacy program from October 1, 1987 throughout September 30, 1988. Also The Indiana Committee for the Humanities has issued a grant for a project entitled "An Inside Story", a children's reading program.
Mrs. Perdiue reported the book bags are in and the Friends of the Library will be selling them for $5.00 each. Imprinted mugs will be for sale for $2.50 each at the dedication. They will also be selling stationery with reproduction of the Carnegie building and the new library building on the front. A package of five each will sell for $5.00 per package or $1.00 per sheet. The Friends of the Library will be providing the matching funds that must be met for the Indiana Committee for Humanities grant.
Mrs. Carroll moved to approve the Alsa Reference contract to extend reference service to other libraries for nine months, to end at the same time as the federal fiscal year. This was seconded by Mr. Mail and passed unanimously by the board.
Mrs. Carroll moved to approve the Alsa-Film Rental contract extending film service to other libraries in the Alsa area from October 1, 1987 throughout June 30, 1988. This was seconded by Mr. Mail and passed unanimously by the board.
Mr. Mail moved to approve the application for reciprocal borrowing with other libraries which has also accepted this agreement through the Indiana State Library. This motion was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Mail explained the 1988 Budget, further stating he feels the budget is in line with what has been done in the past. With no further discussion, Mr. Mail moved to adopt the 1988 Budget as advertised, including the attached salary schedule. Mrs. Carroll moved to second the motion. This was passed unanimously by the board.
Mrs. Hanni recommended a change order from Amick Electric: Rheostat light switch in the story hour room + $315.00 Restocking fixtures not used - 304.00 Approximate total for change order + $ 10.19 Mrs. Carroll moved to accept the change order. This was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Mail moved to accept the claim from W.R. Dunkin & Son for reworking a door on third floor - west fire stair, $159.00. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mrs. Hanni recommended the board not accept the additional label holders for the mu1titier from Library Bureau at an additional cost of $1,199.25. Mr. Mail moved to not accept the Library Bureau quote and to leave the judgment to Mrs. Hanni which label holders to purchase, not to exceed $500.00. Mrs. Carroll seconded this motion and it was passed unanimously by the board.
A discussion about the third floor railing was tabled until later.
Mr. Sternberg reported the punch list is 80% complete for the extension building. A change order was presented for Tibbetts Mechanical Contractors to run flexible duct to new registers in the extension building staff lounge at an added cost of $190.00. Mr. Mail moved to accept the change order as presented. This was seconded by Mrs. Rich and passed unanimously by the board.
Mr. Guindon reported several truck loads of furniture were on site. The Wilson Co. has promised to deliver the bases for metal shelving by September 28, 1987.
Mrs. Cumberland reported the dedication books will be printed by Hudson Printing. The board asked to see a proof of the dedication book before it is sent to the printers for printing. She further reported that 370 invitations for the Saturday evening program were mailed.
There being no further business, Mr. Mail moved to adjourn. Mrs. Carroll seconded. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
October 2, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met October 2, 1987 at 5:00 p.m. at 32 West 10th Street for a called meeting. Trustees present: Lois A. Church, James E. Freeman, Jr., John R. Mail, Marilyn S. Moneyhun, J. Douglas Nelson, and Margaret L. Rich. Emily P. Carroll was absent.
Mr. Freeman, president, called the meeting to order.
Mr. Mail introduced the RESOLUTION RELATING TO LEASE/PURCHASE AGREEMENT and moved its adoption as per attached. The motion was seconded by Dr. Nelson and passed unanimously by all members present.
Mr. Mail moved to adopt the Escrow Deposit Agreement authorizing the First National Bank of Madison County to act as the Escrow Agent and to accept escrow deposits. The motion was seconded by Dr. Nelson and passed unanimously by all members present.
Mr. Mail moved to authorize the President and Secretary to sign all documents accepted and approved as per attached. This motion was seconded by Dr. Nelson and passed unanimously by the board.
There being no further business, Mr. Mail moved to adjourn. Dr. Nelson seconded the motion.
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ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
October 15, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday afternoon, October 15, 1987 at 4:00 p.m. in the Extension Building meeting room. Trustees present were Emily Carroll, Lois Church, James E. Freeman, Jr., Marilyn Moneyhun, Douglas Nelson, and Margaret Rich. John Mail did not attend. Others present were David Bucove, director; Donna Cumberland, deputy director; Georgetta Roudebush, office manager. Also attending were Arminda Hanni, Paul Sternberg, and Bob Guindon from Montgomery and Associates; Elise Perdiue, president of the Friends of the Library; and members of the news media.
Mr. Freeman, president, called the meeting to order.
Mrs. Church moved to accept the minutes of the September 10, 1987 meeting as presented. This was seconded by Dr. Nelson 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 Mrs. Church and passed unanimously by the board.
Mrs. Perdiue reported the Friends of the Library are preparing for the Dedication and Open House of the new library facilities. They plan to have a table in the lobby displaying items for sale. Have already scheduled Santa Claus for the Santa House during the holidays. Hope to be able to offer hand made items for the gift shop.
Mr. Guindon reported almost all the furniture has arrived and promises all will be in place for Dedication.
Mrs. Hanni reported Trinidad Roofing is working to correct the problems with the main building roof. Mrs. Hanni requested approval for carpeting the computer room by Indiana Flooring for $952.
Dr. Nelson moved to approve the request: Indiana Flooring carpeting the computer room for $952.00. This was seconded by Mrs. Church. Mr. Freeman called for a vote which passed by four yeas; Mrs. Carroll, Mrs. Church, Mrs. Moneyhun, and Dr. Nelson. Mrs. Rich voted no.
Mrs. Hanni presented plans and cost to proceed with the landscaping around the library. Total cost for four local landscape companies is $13,081.00. This will be paid with funds that are being raised by the Anderson Board of Realtors.
Mrs. Carroll moved to accept the landscaping contracts of: Landscaping by Fearnow $3,244.00 Gaars Incorporated $3,265.00 Prairie Creed Nursery $3,307.00 Welsh Landscape Company $3,265.00 Total $13,081.00 Dr. Nelson seconded the motion. This motion was carried by Mrs. Carroll, Mrs. Church, Mrs. Moneyhun and Dr. Nelson voting yes. Mrs. Rich voted no.
Mrs. Hanni presented quotes concerning parking bumpers and bollards for the east parking lot. The parking bumpers or bollards would be placed between the entry plaza and the north-west side of the parking lot. Ten parking bumpers would cost $133.60 each or an estimated total of $1,336.00. Ten bollards would cost $156.00 each with the delivery charges and taxes bring the total cost to $1,688.00.
After a discussion of the difference between the use of parking bumpers and the bollards, Dr. Nelson moved to purchase the ten bollards for a total of $1,688.00. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Sternberg reported the punch list for the Extension Building has been completed. Mr. Sternberg feels the contractors' retainage fees should be held until a later date.
Dr. Nelson reported the Dedication and Open House plans have been finalized. There has been 468 R.S.V.P. received for the Saturday evening program. Pay Less Super Market will be donating the refreshments for Friday and Sunday Open Houses.
Dr. Nelson representing the Madison County Literacy Coalition wishes to express thanks to the board for providing space for the Literacy office in the new library.
Mr. Freeman appointed Mrs. Carroll and Mrs. Rich to a committee to research ideas for a gift to the library from the Board of Trustees.
There being no further business, Dr. Nelson moved to adjourn. Mrs. Church seconded the motion. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
November 19, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, November 19, 1987 at 4:00 P.M. in the Board Room of the Library. Trustees present were Emily Carroll, John Mail, Marilyn Moneyhun, Douglas Nelson, and Margaret Rich. Lois Church and James E. Freeman, Jr. did not attend. Others present were David Bucove, director; Georgetta Roudebush, office manager; Elise Perdiue, Friends of the Library; Arminda Hanni, Paul Sternberg, and Bob Guindon, architects from K.R. Montgomery and Associates; and the news media.
Mrs. Moneyhun, chairperson, called the meeting to order.
Mr. Mail moved to accept the October 2, 1987 minutes as presented. This was seconded by Dr. Nelson and passed unanimously by the board.
Dr. Nelson moved to accept the October 15, 1987 minutes as presented. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mrs. Moneyhun read a Resolution to transfer the following appropriations:
LIBRARY OPERATING FUND AMOUNT APPROPRIATED
II. SUPPLIES Operating Supplies $1,200.59 Repair & maintenance Supplies 849.40 Library & Misc. Supplies 912.65 III. OTHER SERVICES AND CHARGES Legal Services 1,552.09 Utilities 16,373.87 Repairs/Maintenance 428.26 Rents 723.93 Other Contractual Services 4,303.91 IV. CAPITAL Equipment 4,546.13 TOTAL $ 30,890.83
AMOUNT REDUCED I. PERSONAL SERVICES Assistants' Salary $ 10,409.28 III. OTHER SERVICES AND CHARGES Insurance 10,479.32 INCOLSA 5,456.10 IV. CAPITAL Books & Materials 4,546.13 TOTAL $ 30,890.83
A discussion was held as to the need of these transfers. Dr. Nelson expressed his opinion that the amount appropriated for Books and Materials should not be reduced at any time. After the discussion was concluded Mr. Mail moved to adopt the Transfer Resolution as presented. Mrs. Carroll seconded the motion. The motion passed with Mrs. Carroll, Mr. Mail, and Mrs. Rich voting aye and Dr. Nelson voting nay.
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. Rich and passed unanimously by the board.
Mrs. Hanni reported work complete and warranties, product submittals and as-built drawings have been received from the following contractors. Mrs. Hanni asked the board to release the following contractors' retainage in full: Amco Elevator, Inc. Amick Electric Co., Inc. Library Bureau Mrs. Hanni further asked the board to release all but $40,000 of W.R. Dunkin & Son's retainage. Dunkin has called in Trinidad’s bond so they may have the work completed on the main building roof.
Mr. Mail moved to release partial payment, holding $40,000 of W.R. Dunkin & Son, Inc. retainage. Dr. Nelson seconded the motion. This was passed unanimously by the board.
Mr. Mail moved to release full payment of Amco Elevator, Inc. retainage. This was seconded by Dr. Nelson and passed unanimously by the board.
Mr. Mail moved to release full payment of Amick Electric Co., Inc. retainage. Mr. Rick seconded the motion and it was passed unanimously by the board.
Mr. Mail moved to release full payment of Library Bureau retainage. This was seconded by Mrs. Carroll and passed unanimously by the board.
Mr. Sternberg reported he does not have all the necessary papers, warranties and waivers of lien from the Extension Building contractors. Hopes this will be completed by the December board meeting.
Mr. Guindon presented a change order from Chesterfield Lumber Co. in the amount of $533.79. After a discussion about contract procedures describing the difference between refinishing and reconditioning, Mr. Mail moved to pay the additional $533.79 to Chesterfield Lumber Co. Mrs. Carroll seconded the motion and it was passed unanimously by the board.
Mr. Guindon reported full payment for the most part has been made to the furniture and equipment contractors for bid packages #1 through #14.
Mr. Bucove reported some correcting maintenance has been done on the elevator, and the automatic doors. Part of the staff is still having trouble understanding the use of the phone system.
Dr. Nelson reported he felt the open house was fairly successful. He would like to recognize Donna Cumberland as being responsible for all of her hard work above the call of duty. There were at least 4,000 people touring the library at Sunday's open house.
The usage has increased as predicated. In 1986 there were 5,000 non-resident cards issued. In just 25 days since the opening of the new library, there have been 2,000 non-resident fees paid.
Dr. Nelson stated patrons are having trouble finding parking spaces because of the large number of patrons in the building.
Mr. Bucove reported the landscaping goal has almost been reached. Have donations of $10,280 out of the $13,081 goal.
Mrs. Perdiue reported on the activities of the Friend of The Library. The Friends took in over $600 from the items sold at open house. Santa is scheduled to be in the children's department during the holidays.
Mr. Bucove reported bids on time warrants will be received at the December board meeting.
There being no further business Mr. Mail moved to adjourn. ____________________________________________________________________ ANDERSON-ANDERSON, STONY CREEK TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
December 17, 1987
The Board of Trustees of the Anderson-Anderson, Stony Creek Township Public Library met Thursday, December 17, 1987 at 4:00 p.m. in the Board Room of the library. Trustees present were Lois Church, James E. Freeman, Jr., John Mail, Marilyn Moneyhun, Douglas Nelson, and Margaret Rich. Emily Carroll did not attend. Others present were David Bucove, director, and Georgetta Roudebush, office manager. Also attending were Elise Perdiue, president, Friends of the Library; Kenneth Montgomery, Arminda Hanni, and Paul Sternberg from K. R. Montgomery & Associates; and the news media.
Mr. Freeman, president, called the meeting to order.
Dr. Nelson noted that in the November 19, 1987 minutes "Mrs. Judy Wessar's name was omitted in the recognition of persons contributing time and endeavor to the library's open house." Dr. Nelson moved that the minutes be corrected to include Mrs. Wessar’s name. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Mail moved to approve the minutes of November 19, 1987 as corrected. This was seconded by Dr. Nelson and passed unanimously by the board.
Mr. Freeman read an Appropriation Transfer Resolution to transfer appropriations amounting to $31,201.89 within the LIBRARY OPERATING FUND as per attached copy of the resolution. Mr. Mail moved to adopt the Resolution as read. This was seconded by Mrs. Church and passed unanimously by the board.
Mr. Mail explained the purpose of the Petty Cash Fund and what is paid through this fund. This allows magazines and newspaper subscriptions to be paid when due and other small amounts up to $25.00. All payments are documented.
Mr. Mail reported he had reviewed the invoices and initialed the claims and everything is 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.
Mrs. Perdiue reported on the activities of the Friends of the Library. The Christmas Gift Shop has been open since November 27th and James Bridges is acting as Santa Claus in the Santa House. Will have a book sale June 16-19, 1988 in the Carnegie Room. Developing plans to have a volunteer recognition day next October. The next general membership meeting will be held in February with Donna Cumberland as the speaker.
Mrs. Hanni reported on the damages to the main building roof that occurred during the wind storm on December 14, 1987. Will have to wait for warmer weather to make repairs.
Mr. Sternberg reported repairs are being made on the Extension Building roof as they find the leaks, explaining all repairs are being made under warranty. Mr. Sternberg explained there is one repair needed which was part of the original construction of the building. The library maintenance employees may be able to make these repairs and stop the leak into the construction of the building.
Mr. Sternberg stated the contractors' retainage may be release at this time. Mr. Freeman requested a letter from the architect releasing the retainage.
Mr. Mail moved to release full payment of the retainage to the following contractors: Abell Elevator Co. Amick Electric Co., Inc. M. K. Betts Engineering & Contracting, Inc. Tibbetts Mechanical Contractors Dr. Nelson seconded the motion and it was passed unanimously by the board.
Mr. Freeman opened and read bids for a temporary loan warrant / as follows: First National Bank will loan $570,000.00 at a rate of 6.25% interest to be repaid by June 30, 1988. Anderson Banking Co. will loan $570,000.00 at a rate of 6.9375%. In the event the qualifications in item #4 of the bid cannot be met, interest will accrue at 10.00% per annum.
Mr. Mail moved to adopt the Resolution Relative To Temporary Loan as per attached. Mr. Mail further moved the Temporary Loan Warrant for the General Fund has been designated as a qualified tax exempt obligation for the purpose of qualifying for the $10,000,000 exception pursuant to Section 265 (B) (3) of the Internal Revenue Code of 1986 from the 100% disallowance of interest expense deduction allocable to carrying tax exempt obligations acquired after August 7, 1986. The Library does not expect to issue or have issued on its behalf in 1988 tax exempt obligations in excess of $10,000,000. This motion was seconded by Mrs. Church and passed unanimously by the trustees present.
An LSCA Title II Application was presented for approval. The LSCA funds must be matched by the library and be used for remodeling. This would provide funds to complete restrooms in the basement of the library so the space in the basement may be used for meeting rooms. The application must be filed by December 31, 1987.
Mr. Mail does not want to commit any library operating money for more restrooms when there are other things that need to be completed.
Mr. Freeman moved to deny sending the LSCA Title II Application to the Indiana State Library. The vote on the motion was three (3) yeas and (3) nays Trustees voting yea: Mr. Mail, Mrs. Rich and Mr. Freeman. Trustees voting nay: Mrs. Church, Mrs. Moneyhun, and Dr. Nelson. Motion not carried.
Mrs. Moneyhun moved to submit the LSCA Title II Application. This motion was seconded by Mrs. Chuch. Mr. Freeman called for a vote on the motion which was passed by the following vote: Trustees voting yea: Mrs. Church, Mrs. Moneyhun, Mr. Mail and Mr. Freeman. Trustees voting nay: Mrs. Rich and Dr. Nelson.
An option to purchase the Mary Anne Wilson property located at East 12th and Main Street, north east corner was presented to the board. The property will stay on the tax roll until the library board takes possession of the property. Mrs. Wilson leases to the library and the library leases to Fisher-Guide. To be used by Fisher-Guide 7:00 a.m. to 3:30 p.m., Monday through Friday. Library patrons may use the parking lot the rest of the time. This would not cost the library any money. The Fisher-Guide payment would cover the cost which the library would pay to Mrs. Wilson. Dr. Nelson moved to accept all three (3) documents to approve the option to purchase property and the lease to Fisher-Guide. This was seconded by Mrs. Moneyhun and passed unanimously by the board.
Mr. Freeman appointed Mrs. Rich and Dr. Nelson to serve on a nominating committee. An election of officers will be held at the January meeting.
There being no further business, Mr. Mail moved to adjourn. Seconded by Mrs. Church. ____________________________________________________________________ |
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