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1991 Minutes
____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY
JANUARY 16, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met January 16, 1991 at 4:15 P.M. in the Board Room.
Trustees present: Larry Davis, Douglas Nelson, William Surbaugh, Marilyn Moneyhun, Linda Shaffer
Others present: David Bucove, Director Rod Burkett, Head, Extension Services Donna Cumberland, Assistant Director Frank Lucas, Head, Outreach Services Beth Oljace, Head, Technical Services Marceille Kemple, Assistant Office Manager
Also attending: Harold E. Corbin Voe Beane Becky Snelling, Anderson Newspapers, Inc. Reporter A Group of Highland High School Students
Dr. Nelson, President, called the meeting to order.
Mrs. Shaffer reported an error in the minutes of December 18, 1990, on Page 2 paragraph 2. The name of the new President of the Friends of the Library is Larry Miles, instead of Gary Mills. A motion was made, and seconded, to accept the minutes as corrected. Passed unanimously by the Board.
Mrs. Moneyhun, Treasurer, reported she had reviewed the invoices and initialed the claim vouchers, finding them in order. Mrs. Moneyhun moved to allow the claim vouchers for payment as listed. Seconded by Mrs. Shaffer. After a discussion, the motion was passed unanimously by the Board.
As there was no one present from the Friends of the Library, Mr. Bucove commented that the Book Shop had been closed since just before the holidays, but that they were working towards reopening for the March Book Sale.
Rod Burkett's recommendation for the bookmobile bidder was for the bid of $74,770 from Farber Company, with delivery time from 3 to 6 months. Mrs. Moneyhun moved to accept Mr. Burkett's recommendation. Seconded by Mr. Davis. Passed unanimously by the Board.
The insurance committee has decided to form an Insurance Advisary Committee Chapter. This would be at no cost to the Library and would be comprised of full-time insurance agents. The preliminary policy is to be revised as follows: Correct a typographical error in the second paragraph, line three (the, the), and to rephrase the last sentence. Mr. Surbaugh moved that the policy be accepted as stated and revised. Seconded by Mrs. Shaffer. Passed unanimously by the Board. Members named by the Committee are: Charlie Martin, Bill Ehrlich and Jim Myers, with Jerry Patishall as alternate. Mr. Davis moved to accept the names as given. Seconded by Marilyn Moneyhun. Passed unanimously by the Board.
As Mrs. Rich, Secretary, was unable to attend the meeting, Dr. Nelson asked Mr. Surbaugh to act as Secretary Pro Tem.
Mr. Bucove reported that the library has ordered 180,000 tax forms this year.
Mr. Bucove reported that December, 1990 circulation was up 13.4% system wide. For the 1990 year, the overall increase was 4.7%.
Mr. Bucove stated the tank contractor has agreed to remove the underground storage tank from the Extension Services lot. The contractor has encountered problems on the job he is now doing, but will start on ours as soon as possible.
A long time employee of the Library, Elora Stringer of the Bookmobile Department, retired on January 12, 1991 after nearly twenty years with the Library.
Donna Cumberland reported on the Spring Programming: Murder in the Library II - series of four at three week intervals with the first on February 8, 1991
National Issues Forum Discussion
Remedies for Racial Inequality Monday February 25, 1991 - 7-9 P.M. The Friends of the Library are sponsoring a talk by Ralph McInerny, author of the Father Dowling Books, and a reception for him at 6:30 P.M. on April 19th.
National Library Week
Beth Oljace reported she had been reviewing all the bids on the automated circulation system. It is a slow and tedious process. She is planning telephone interviews with all vendors next week. She told of locations where each system is in operation and can be viewed: CLSI Carmel Public Library DYNIX Tipton Public Library DATA RESEARCH Indiana State Library and Butler University Library SIRSI Noblesville Public Library and Anderson University Library meeting at 4:15 P.M., February 6, 1991 in all Board members present.
Mr. Bucove suggested an informational the Board Room. This was agreed to by
Dr. Nelson appointed Linda Shaffer and William Surbaugh as a nominating committee for Election of Officers of the Library Board.
There being no further business, Mrs. Moneyhun seconded by Mr. Davis.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY
FEBRUARY 13, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met February 13, 1991 at 4:15 p.m. in the Board Room of the library.
Trustees present: Larry Davis, Marilyn Moneyhun, Linda Shaffer, David Eicks, Douglas Nelson, William Surbaugh
Trustees not present: Margaret Rich
Others attending: David Bucove; Library Director Donna Cumberland; Assistant Director Rod Burkett; Head of Extension jan gillespie; Head Children's Librarian Beth Oljace; Head of Technical Services Georgetta Roudebush; Office Manager Frank Lucas; Outreach Coordinator Robin Swift; RSVP Coordinator Tim Stiers; WLHN/WHUT Radio Reporter James V. Carroll; Herald/Bulletin Reporter
Dr. Nelson, President, called the meeting to order.
Mrs. Moneyhun moved to accept the January 16, 1991 minutes as presented. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
Mrs. Moneyhun reported she had reviewed the invoices and initialed the claim vouchers and found them in order for payment. Mrs. Moneyhun moved to allow the claim vouchers for payment as listed. Seconded by Mr. Eicks. Passed unanimously by the Board.
Mrs. Shaffer reported the election committee recommended the following to serve as officers for the coming year. President J. Douglas Nelson Vice President Larry Davis Secretary David Eicks Treasurer Marilyn Moneyhun Mrs. Shaffer moved to accept the committee's recommendation. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
Mr. Bucove reported the Friends of the Library have set permanent dates for the rest of 1991 for the Book Shop to be open for business. The Book Shop will be open the last Thursday of the month and the following Friday, Saturday and Sunday. Hours will be Thursday: 4:30 p.m - 8:30 p.m, Friday, Saturday, and Sunday: 1:00 p.m. - 4:00 p.m.
Miss Oljace reported on the Automation project: have received strong bids with CLSI the least amount but maintenance cost very costly at $100,000 per year more than the others. SIRCI did not address automating the bookmobile department. DAR very solid equipment but very expensive. Dynix is the leading company on the market today. Their bid was the best for the money.
It was the consensus of the Board to focus on Dynix and DAR. Mrs.Shaffer has asked for Dunn & Bradstreet reports on both companies.
Miss Oljace further reported, with the use of modems automation will be able to connect the Main Building Extension Building, Lapel Building and the Bookmobile Department.
Mrs. Shaffer asked for a response downtime - need to know how long. Also if the maintenance is by a sub-contractor.
Mr. Bucove's report:
The Indiana Bond Bank has informed Mr. Bucove the Anderson Public Library will be able to finance the automat ion through the Indiana Bond Bank.
Mr. Bucove recommended hiring an automation consulting firm to help negotiate the final contract with the company the Board select. Mr. Bucove requested hiring RMG Consultants, Inc. from Chicago at a fix cost of $4,450. Also RMG Consultants Inc. have worked with other libraries in Indiana.
The Board asked that two bids be reviewed to have some leverage to negotiate with both venders for the best contract.
Mr. Surbaugh moved to give Dr. Nelson and Mr. Bucove authority to enter into a contract with RMG Consultants for a review of two bids up to a price of $6,500. Seconded by Mrs. Shaffer and passed unanimously by the Board.
ILA/ILTA and AMIE will hold a joint conference April 17-20, 1991 in Indianapolis. Registration must be mail by March 22, 1991.
Circulation over all up 4%. Extension Services up 40% Outreach up 78% and Lapel up 30%. With the new videos at Lapel, their circulation has more than doubled.
Mrs. Cumberland reported the "Murder in the Library" program stated February 7, 1991 and will conclude April 19th at 6:30 p.m. with Ralph McInerny as the guest speaker. He is author of the "Father Dowling Mysteries" as well as many other novels, and Professor of Medieval Studies at Notre Dame. The Friends of the Library are sponsoring a reception following the program.
Miss gillespie reported programs scheduled through out March. Also the first three weeks in May, all kindergartens will be visiting the library. There are 720 children registered in the kindergartens in the city. March 23rd will be a story telling workshop.
Mr. Bucove reported the persons contacted to serve on the Insurance Committee have accepted. They will meet in March and have a report for the Board at the March meeting.
There was an open house honoring Dick Dunkin on February 10th in the Carnegie Room. He was presented the Carnegie Award at that time.
There being no further business, Mr. Eicks moved to adjourn. Seconded by Mr. Surbaugh.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY
MARCH 20, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, March 20, 1991 at 4:15 p.m. in the Board Room of the library.
Trustees present: Robbin Brooks, Douglas Nelson, Larry Davis, William Surbaugh,
Trustees not attending: David Eicks, Linda Shaffer
Others present:
David Bucove, Library Director Georgetta Roudebush, Office Manager Rod Burkett, Head of Extension Services Frank Lucas, Outreach Coordinator Beth Oljace, Head of Technical Services Robin Swift, RSVP Coordinator Jim Carroll, Herald/Bulletin Reporter
Dr. Nelson, President, called the meeting to order.
Mr. Surbaugh moved to approve the minutes of the February 13, 1991 meeting as presented. Seconded by Mr. Davis. Passed unanimously by the Board.
Dr. Nelson asked to amend the agenda to add a report from the nominating committee. It was the consensus of the Board to amend the agenda as requested.
Mr. Davis reviewed the invoices and initialed the claim vouchers, reporting all in order. Mr. Davis moved to allow the bills for payment as listed. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
Mr. Bucove informed the Board there was one employee that could be called to active duty in the Persian Gulf. Acordia Local Government Benefits, Inc., a division of Blue Cross has informed him that the employee's group insurance coverage could be paid for his dependent while the employee is away from his job on active duty. After a discussion Mr. Davis moved to give the Director the opportunity to extend health insurance coverage to six (6) months, paying 100% of the premium until they finalize the formal contractual relationship with Blue Cross and Blue Shield. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
Mr. Bucove reported that the Insurance Advisory Committee met March 12th and the committee advised leaving the library's liability insurance in place for the corning year. They would need 60 to 90 days to prepare specifications and receive quotes from different agencies. There is not enough time this year before renewal is due.
Mr. Bucove informed the Board that for $1300 additional cost to the original contract, RMG will review the DRA & SIRSI bids as well as DYNIX for the automated circulation.
Ms. Oljace reported that Robert McGee will be the representative from RMG which the company was named after.
Mr. McGee asked that Dynix be contacted for a final proposal day which they may meet. The dates are April 12th or April 26th.
Mr. Surbaugh stated he would agree to a special meeting if needed to reach an agreement with the computer company.
Dr. Nelson introduced Robbin Brooks as the new Trustee appointed by the County Council. She is replacing Marilyn Moneyhun.
Dr. Nelson reported he had received a letter of resignation from Margaret Rich because of family health.
Mr. Surbaugh,' chairman of the nominating committee recommends Linda Shaffer as Treasurer, replacing Marilyn Moneyhun. After a discussion Mr. Surbaugh moved to elect Linda Shaffer as Treasurer of the Library Board. Seconded by Mr. Davis. Passed unanimously by the Board.
Mr. Bucove reported Circulation had increased 2% over all from last year. Adult Services 6%, AV 2%, Outreach 50%, Jail Services 34%, Extension Services 4%, and Lapel 7%.
The library buildings were closed March 13th and 14th because of the ice storm. The library had electricity but the water pressure was too low for use of the restroom facilities. A tree had to be trimmed at the Lapel Library.
ILA/ILTA and AIME will hold a combined conference in Indianapolis starting April 17th through 20th. Linda Shaffer will be attending from the Library Board.
New film contract and the reference contract with Eastern Indiana ALSA are due for renewal. Both contracts will be presented for approval at the April meeting.
Mr. Bucove announced that Betty Copeland, a thirteen year employee has retired and that Howard Eldon has returned to work after having suffered a stroke last November.
Friends of the Library will have a meeting at 7:00 p.m. tonight.
Ralph McInerny will be the guest speaker at the last "Murder in the Library" series. The Friends of the Library will be hosting a reception for Dr. McInerny April 19, 1991 at 6:30 p.m. in the Carnegie Room.
The library now has some government documents on CDs.
There being no further business, Mr. Davis moved to adjourn. Seconded by Mr. Surbaugh.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY APRIL 17, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, April 17, 1991 in the Board Room immediately following the Lois Church Dedication.
Trustees present: Robbin Brooks, Douglas Nelson, Linda Shaffer, William Simmerman, William Surbaugh Trustees not attending: Larry Davis, David Eicks
Others present David Bucove, Library Director Donna Cumberland, Assistant Director Rod Burkett, Head of Extension Services Beth E. Oljace, Head of Technical Services Georgetta Roudebush, Office Manager Jim Carroll, Anderson Herald/Bulletin Reporter Tim Stiers, WHUT/WLHN Radio Reporter
Dr. Nelson, President, called the meeting to order. He introduced William Simmerman as the new Trustee who was appointed to complete Margaret Rich's term.
Mr. Surbaugh moved to accept the minutes of the March 20th meeting as presented. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mrs. Shaffer reported she had reviewed the invoices and initialed the claim vouchers and found all in order for payment. Mr. Surbaugh moved to allow vouchers for payment as listed. Seconded by Miss Brooks. Passed unanimously by the Board.
Mr. Bucove reported that the Friends of the Library would be hosting a reception for Ralph McInerny following his appearance in the Carnegie Room, April 19, 1991.
Mrs. Shaffer moved to approve the Public Library Application for State Funds. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
Two contracts between the Eastern Indiana ALSA and the library were presented for approval. The first contract designated the library as a Reference Service Center and EIALSA to host interlibrary loan and reference referral service to member libraries. The contract is for a period from July 1, 1991 to June 30, 1992 with a budget of $2,300. Miss Brooks moved to approve the Reference Contract as presented. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
The second contract designated the library as a Film Service Center, to provide film service to member libraries in the EIALSA area. EIALSA will provide specified funds in the maximum amount of $17,200 and consultation and advisory services to the library for a period from July 1, 1991 to June 30, 1992. Also the employee in the AV Dept. working for EIALSA, the hours have been cut back to 24 hours per week. Mrs. Shaffer moved to approve the Film Service contract as presented. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
Mr. Bucove presented a Memorandum of understanding between EIALSA and the library. He informed the Board the utilities have increased about 5% in the last year and the new agreement reflects this with an increase in the rent EIALSA will pay to the library. The rent will increase to $105. This agreement is to be in force for one year commencing July 1, 1991. Mr. Surbaugh moved to approve the Memorandum of understanding as presented. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Miss Oljace presented a summary analysis of the Bid Clarification submitted by Dynix. IBM price changes have led to a few minor increases and several major decreases which means the same computer for much less cost. Eleven (10 days are allowed for training the trainees, extra days at $1500 per session for six (6) person. Mr. Surbaugh suggested video taping the training session.
Dr. Nelson assumes a contract will be ready to be signed by the May meeting.
Mr. Bucove reported a collection of Byrum paintings have been cleaned and reframed and are now being hung in the library.
The Retired Senior Volunteers Project was audited recently and received a good report from the ACTION office.
The Indianapolis/Marion County Public Library feels they should receive more payment because of reciprocal borrowing, there are a lot of local patrons who work in Indianapolis are using their library more than before.
Mrs. Cumberland reported there will be a book sale of Ralph McInerny books before and after his appearance. There will be an autograph session after his presentation.
It was the consensus of the Board to continue meeting the third Wednesday of each month through August. The dates are: June 19th, July 17th and August 21st, 1991. All meetings will convene at 4:15 p.m. each day listed.
There being no further business, Mr. Surbaugh moved to adjourn. Seconded by Miss Brooks.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY MAY 15, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, May 15, 1991 at 4:15 p.m. in the Board Room of the library.
Trustees present: Robbin Brooks, David Eicks, William Simmermon, Larry Davis, Linda Shaffer
Trustees not attending: Douglas Nelson, William Surbaugh
Others present:
David Bucove; Director Rod Burkett; Head, Extension Services Donna Cumberland; Assistant Director Beth Oljace; Head, Technical Services Georgetta Roudebush; Office Manager Jim Carroll; Herald-Bulletin Reporter
Mr. Davis, Chairperson, called the meeting to order.
Mr. Eicks moved to accept the minutes of the April 17th meeting as presented. Seconded by Miss Brooks. Passed unanimously by the Board.
Mrs. Shaffer reviewed the invoices and initialed the claim vouchers, reporting all in order for payment. Miss Brooks moved to allow the claim vouchers for payment as listed. Seconded by Mr. Eicks. Passed unanimously by the Board.
Mr. Eicks moved to reappoint Beth Oljace as the library's representative to the INCOLSA Board of Directors as recommended by Mr. Bucove. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
The Insurance Advisory Committee will have a report ready for the Board at the June 19, 1991 meeting.
Miss Oljace reported the Automation Committee met with the Dynix representative and Rob McGee of RMG Consultants. Dynix will be writing some special software to make it possible to track bookmobile stops. The cost of some items listed in Phase II will be locked in at same price for other software that will be available at a later date. Hope to have the contract in the next two weeks.
The oil tank at the Extension Services building has been removed and was in good shape. Every reason to believe the soil will prove to be clean. The tank still had the original paint on it when removed.
Mrs. Shaffer reported she had attended ILA-AIME Conference in Indianapolis. One of the meetings she found helpful was about taxes and budgets for libraries.
Mrs. Cumberland and Mr. Burkett reported on meetings they had attended at the ILA-AIME Conference.
Mrs. Cumberland reported there were 147 registered for the Ralph McInerny program held April 19, 1991 as part of National Library Week. Sixty five (65) patrons attended the story hours, craft show and magic show also held during National Library Week. All programs were well attended.
The Children's Department has had sixty (60) kindergarten groups touring the library during May. Jan Gillespie, Marlene Shaffer, and Tammy Underwood repeated the same stories over and over to each of the groups.
Circulation up 22% over April 1990.
It was the consensus of the Board to move the August meeting to the 28th to combine with the 1992 Budget Hearing. The budget adoption meeting will be September 4, 1991 at 4:15 p.m., then the regular September meeting will be on the regular date of September 18, 1991 at 4:15 p.m.
There being no further business, Mr. Eicks moved to adjourn. Seconded by Mrs. Shaffer.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING JUNE 19, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met June 19, 1991 at 4:15 p.m. in the Board Room of the Library.
Trustees present: Robbin Brooks, Linda Shaffer, William Surbaugh, Douglas Nelson, William Simmermon
Trustees not attending: David Eicks, Larry Davis
Others present:
David Bucove, Library Director Rod Burkett, Extension Coordinator Donna Cumberland, Assistant Director jan gillespie, Children's Librarian Beth E. Oljace, Head of Technical Services Georgetta Roudebush, Office Manager Robin Swift, RSVP Coordinator Charles Martin, ABC Insurance
Dr. Nelson, President, called the meeting to order.
Miss Brooks moved to approve the minutes of the May 15, 1991 meeting as presented. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mrs. Shaffer reported she had reviewed the invoices and initialed the claim vouchers finding them in order. Mrs. Shaffer moved to allow the claim vouchers for payment as listed. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
Mr. Bucove reported the Friends of the Library are working on a centennial project for the library. The library is one hundred years old this year.
Mr. Bucove introduced Charles Martin from the Anderson Banking Company Insurance, and serves as chairman on the Library's Insurance Advisory Committee. He discussed the pros and cons of carrying earthquake insurance by the Library. From studies by the experts the probability of an earthquake occurring in the Midwest is about 50% by the year 2000. The Insurance Committee recommends the purchase of earthquake insurance at an estimated cost of $4,558 with a 10% deductible on the value. Mr. Surbaugh moved to accept the recommendation of the Insurance Committee to purchase earthquake insurance as soon as possible. Seconded by Miss. Brooks. A discussion followed. Mr. Surbaugh stated he would like to go on record saying that the Board accept the responsibility of protecting against any lost in case there should be an earthquake in our area. Mr. Simmermon asked if the Library had flood insurance? Mr. Martin answered that if the Library was in a flood area he would very surely recommend that flood insurance be carried. After the discussion Dr. Nelson called for a vote on the motion. The motion passed with a four to one vote. Voting yes were Miss Brooks, Mrs. Shaffer, Mr. Surbaugh and Dr. Nelson. Mr. Simmermon voted no.
The Indiana Library Film & Video Library Services Authority Agreement was presented for approval. Mr. Bucove explained that with this agreement the Library receives a 20 film package each month of fresh films for patrons, which are sent to another library at the end of the month. The Anderson Library does not use the videos and the films are being used less each year. Mrs. Shaffer moved to accept the agreement until films are not available. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
A Reciprocal Borrowing Covenant was presented for review. Mr. Bucove explained a change has been made in as much the amount paid to the participating libraries will be based on their yearly net usage. Mrs. Shaffer moved to renew the Reciprocal Borrowing Covenant. Seconded by Miss Brooks. Passed unanimously by the Board.
Mr. Freeman has reviewed and reported the automation contract to be in order but does want to reread it.
Miss Oljace reported that Rob McGee also finds it in order. Hope to have a final contract in 30 days. Phase II are things to look at or opt ions of software which are not yet available.
It was the consensus to change the meeting from August 21st to August 28th because of the 1992 Budget Hearing. The Budget Adoption meeting will be September 4th at 4: 15 p.m. September 18th will be the regular meeting for September.
Miss gillespie reported there were 720 kindergarten children taking tours of the library in May. She then told one of her favorite stories "Blue Bonnet".
Mr. Bucove reported that circulation was up 11% over May, 1990.
Beth Oljace has an article in this month Focus.
The Redbud Quilt Guild asked the Board members to sign the quilt they had made for the library's centennial year. The quilt will be given to and will hang in the library.
Mrs. Cumberland reported she has received word that the 1991-92 Literacy Grant for $34,003 has been approved for the fiscal year, October 1, 1991 through September 30, 1992.
The Down on the Farm program will be held June 30, 1991, 1-5 p.m. The 4H exhibitors will have farm animals in the east parking lot. There will be other exhibitors in the Carnegie Room plus entertainment.
There being no further business Miss Brooks moved to adjourn.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY
JULY 17, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met July 17, 1991 at 4: 15 P.m. in the Board Room of the Library.
Trustees present: Robbin Brooks, Douglas Nelson, William Simmermon, David Eicks, Linda Shaffer, William Surbaugh
Trustee not attending: Larry Davis
Others present:
David Bucove, Library Director Rod Burkett, Extension Coordinator Donna Cumberland, Assistant Director Frank Lucas, Head of Outreach Services Beth E. Oljace, Head of Technical Services Georgetta Roudebush, Office Manager Jim Carroll, Herald-Bulletin Reporter
Dr. Nelson, President, called the meeting to order.
Mr. Simmermon moved to approve the minutes of the June 19, 1991 meeting as presented. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mrs. Shaffer reported she had reviewed the invoices and initialed the claim vouchers finding them in order. Mrs. Shaffer moved to allow the claim vouchers for payment as listed. Seconded by Mr. Eicks. Passed unanimously by the Board.
Mr. Bucove reported that the Friends of the Library had another successful book sale. They are working toward a centennial gift to the library. The goal is to purchase an art piece. Dr. Nelson stated that a volunteer is needed to represent the Board since Marilyn Moneyhun has left the Board of Trustees. Mr. Simmermon volunteered.
Miss Brooks moved to appoint David Bucove as the library's representative to the ALSA Board of Directors. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Miss Oljace presented a summary of the Dynix contract for the automated circulation system.
It was the consensus of the Board to meet July 24, 1991 at 4:15 p.m. to further discuss and vote on the Dynix contract and the Indiana Bond Bank contract.
Since Larry Davis was not in attendance, the R.S.V.P. Conference report was tabled until the next regular meeting.
Director's report:
The new Outreach Services bookmobile will be parked at the front entrance of the library building until 5:45 p.m. for the Trustees to inspect if they did not have the opportunity before the Board meeting.
Asked for authority to dispose of the old 1968 bookmobile unit. Mr. Eicks moved to give the director authority to dispose of the 1968 unit requesting that any Anderson Public Library printing be deleted before releasing the vehicle. Seconded by Mr. Surbaugh. Unanimously passed by the Board.
Circulation up overall by 14.9% from a year ago.
Mr. Lucas presented a new logo for the Outreach Services Department. He purposed adopting the logo for use with all Outreach programming. Mr. Eicks moved to adopt the Outreach Services logo as presented. Seconded by Mrs. Shaffer. Unanimously passed by the Board.
There being no further business, Mr. Simmermon moved to adjourn.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY
AUGUST 28, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met August 28, 1991 at 4: 15 p.m. in the Board Room of the Library.
Trustees present: Robbin Brooks, Douglas Nelson, William Simmermon, David Eicks, Linda Shaffer, William Surbaugh
Trustee not attending: Larry Davis Others present:
David Bucove, Library Director Donna Cumberland, Assistant Director Beth E. Oljace, Head of Technical Services Georgetta Roudebush, Office Manager
Dr. Nelson, President, called the meeting to order.
Mrs. Shaffer moved to accept the minutes of the July 17, and July 24, 1991 meetings as presented. Seconded by Mr. Eicks. Unanimously passed by the Board.
Mrs. Shaffer reported she had reviewed the invoices and initialed the claim vouchers finding them in order. Mrs. Shaffer moved to allow the claim vouchers for payment as listed. Seconded by Mr. Eicks. Mr. Surbaugh questioned the number of checks to replenish petty cash. Mr. Bucove explained that the petty cash account is primarily used to renew subscript ions of newspapers and magazines when they become due and this is the time of year when most of the subscriptions have to be renewed. Newspapers will not continue delivery without the renewal being made immediately. They also do not give any lengthy period of time of renewal notice. Following the discussion the motion was passed unanimously by the Board.
Mr. Bucove reported that the Friends of the Library are still working on the centennial gift to the library.
Miss Oljace reported the automation project is going well. Now have the performance bond from Dynix and have returned the bid bonds to the other bidders. Dr. Nelson asked Miss Oljace to keep a record of her overtime spent on the automation project.
Miss Oljace presented a proposed fine and fee change. The present charges have been in place for the last twenty (20) years. With the automated system, will be able to keep track of the seven (7) and fourteen (14) day book loans. The charges for an overdue book will help to influence patrons to return books on time. Change the fee for the lost or destruction of a library card from $.25 to $1.00.
Mr. Simmermon moved to implement the new fine and fee changes at the time of going on the computer system, including the library card replacement except for normal wear and tear on library cards which would be no fault of the patron. Seconded by Mrs. Shaffer. Unanimously passed by the Board.
Mr. Bucove explained the difference between Interlibrary Loans and Reciprocal Borrowing. The State Reciprocal Borrowing Agreement has changed. Libraries will now be reimbursed on a net loan bases. Indianapolis/Marion County Public Library has withdrawn from the State Reciprocal Borrowing Agreement for the coming year starting October 1, 1991. The State agreement has been reimbursing participating libraries based on the gross amount of loans made by library patrons. IMCPL stated the agreement was costing them because of the number of loans made to patrons from other libraries. Indianapolis/Marion County Public Library has offered to loan at a dollar per loan with no maximum cost (open end contract) to other libraries. Mr. Bucove does not approve of this agreement. There is no way to control the cost per year. The Anderson Public Library is not doing any thing different. It is IMCPL that is changing their procedure involving Reciprocal Borrowing Agreement. If the patrons want to continue using the IMCPL they may purchase a non-resident card at $65 per year from IMCPL or they may request the materials through Interlibrary Loan at our library with no cost at this time. Miss Brooks suggested a release be made in the newspaper explaining to our patrons that our library is not the one changing the procedure.
The 1992 Budget was presented for the purpose of a public hearing. Mr. Bucove reviewed the 1992 Budget as advertised, stating the 1992 tax rate will remain the same as 1990 and 1991 at 38.89 cents per 100 dollars of taxable property. There is a 4% increase allowed in the salary schedule. Will continue the 90% coverage of the health insurance unless there is an increase of more than 20% in the premiums in 1992.
Dr. Nelson asked that the minutes note there was not any interested citizens present to inquire about the 1992 Budget.
It was the consensus of the Board to continue meeting on the third Wednesday of each month at 4:15 p.m. at this time.
Total library circulation is up 17% over last year in July.
Mrs. Cumberland announced the library will receive grants from the Indiana Humanities Council for two new programs this fall: "World War II in Fact and Fiction" will start September 12 with a panel discussion of area residents talking about their experiences during that time. The next four programs will be October 3; October 24; November 14 and December 5. Acting as moderators for two of the programs will be Dr. Fred Milley and Dr. Douglas Nelson.
The second program series will be "Mozart: 200 Years Later" Three sessions will take place on Sunday afternoons at 2 p.m. in the Carnegie Room: September 22, October 20 and November 17. Dr. Earl Scott will present information about Mozart's life and music. Musicians from the American Federation of Musicians Local # 32 will perform examples of Mozart's music.
The Madison County Literacy Coalition will have their annual dinner on September 30, 1991 at 6:30 p.m. at the library. This will be a pitch-in.
There being no further business, Mr. Surbaugh moved to adjourn. Seconded by Mr. Eicks.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY
SEPTEMBER 4, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met September 4, 1991 at 4:15 p.m. in. the Board Room of the Library.
Trustees present: Robbin Brooks, Douglas Nelson, William Simmermon, David Eicks, Linda Shaffer
Trustees not attending: Larry Davis, William Surbaugh
Other present:
David Bucove, Library Director Georgetta Roudebush, Office Manager Barbara Baker, Herald/Bulletin Reporter
Dr. Nelson called the meeting to order for the purpose of adopting the 1992 Budget.
The 1992 Budget was presented for approval. Having reviewed the budget Mrs. Shaffer moved to approve the 1992 Budget as advertised including the salary schedule with the 4% over ride. Also including the Resolution to reduce the 1991 Library Operating Fund by $73,943.00. Seconded by Miss Brooks. Unanimously passed by the Board.
Signing the 1992 Budget Forms followed.
There being no further business, Mr.Eicks moved to adjourn. Seconded by Miss Brooks.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY
SEPTEMBER 18, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union. Townships Public Library met Wednesday, September 18, 1991 at 4:15 p.m. in the Board Room.
Trustees present: Robbin Brooks, Linda Shaffer, William Surbaugh, Douglas Nelson, William Simmermon
Trustees not attending: Larry Davis, David Eicks
Others present:
David Bucove, Library Director Georgetta Roudebush, Office Manager Jim Carroll, Herald/Bulletin Reporter
Dr. Nelson called the meeting to order.
Mr. Surbaugh moved to accept the minutes of the August 28, 1991 and September 4, 1991 meetings as presented. Seconded by Miss Brooks. Passed unanimously by the Board.
Mrs. Shaffer reported she had reviewed the invoices and initialed the claim vouchers finding them in order. Mrs. Shaffer moved to allow the claim vouchers for payment as listed. Seconded by Mr. Simmermon. Following a discussion the motion was passed unanimously by the Board.
Mr. Bucove reported the Friends of the Library are still searching for an art object to be placed in the library.
Mr. Bucove reported that the insurance carrier for the Town of Lapel has been suspended from writing any new policies in the State of Indiana because of their rating as an insurance company. The Insurance Advisory Committee has advise that there is some potential concern if a liability should occur. After discussing the situation, Mr. Surbaugh suggested that a recommendation be made that a leasor of library property must have liability insurance coverage with a company holding at least a B+ rating. It was the consensus of the Board that Mr. Bucove send a letter to the Lapel Town Board expressing the Library Board t s concern regarding American Commercial Liability Insurance and their rating.
Mr. Bucove reported Dynix will start installing computer equipment the first week of November. Beth Oljace, Donna Cumberland, and Rod Burkett have been in Provo, Utah at the Dynix company receiving training concerning the computer equipment.
Mr. Bucove received from the Indiana Bond Bank a letter and forms to be completed as the next step to leasing the computer equipment.
Mr. Bucove stated he is expecting a quote from a vendor as to the cost of having the computer cables pulled in preparation for the computer equipment.
Circulation overall is up 16% compared to August of last year.
The Indiana Library Federation District 8 Meeting will be held at the Morrisson-Reeves Library, Richmond, Indiana on October 18, 1991. Registration must be made by October 4, 1991 if any of the Trustees are interested in attending.
There is a 25th year Star Trek exhibit in the Indiana Room. This has attracted a lot of interest, more from adults than children which has been a surprise.
The library wi11 be represented at the Business to Business Show to be held October 24, 1991.
There being no further business, Mr. Surbaugh moved to adjourn. Seconded by Miss Brooks.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY
OCTOBER 16, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships' Public Library met Wednesday, October 16, 1991 at 4:15 p.m. in the Board Room.
Trustees present: Robbin Brooks, David Eicks, Linda Shaffer, William Surbaugh Larry Davis, Douglas Nelson, William Simmermon
Others present:
David Bucove, Library Director Marceille Kemple, Assistant Office Manager Jim Carroll, Herald/Bulletin Reporter
Mr. Nelson called the meeting to order.
Mr. Eicks moved to accept the minutes of the September 18, 1991 meeting as presented. Seconded by Miss Brooks. Passed unanimously by the Board.
Mrs. Shaffer reported she had reviewed the invoices and initialed the claim vouchers finding them in order. Mrs. Shaffer moved to allow the claim vouchers for payment as listed. Seconded by Mr. Eicks. Passed unanimously by the Board.
Mr. Bucove reported that at their last months' meeting, the Friends of the Library reported their book sales continue to be successful, that there were no requests from the Staff for grants, and no grants were made. They also are considering getting a Centennial gift for Library, as it will be 100 years old this year.
Mr. Bucove reported that this year we needed to have a resolution signed by the Board to reduce the appropriation in the Library Improvement Reserve Fund (LIRF) by the amount not expended for the new bookmobile. By doing this, it carries it forward to next year and it will be included in the resolution we pass the new budget by. It will be recorded as stated in the minutes. Mr. Simmermon moved to accept the resolution as printed. Seconded by Mr. Eicks. After some discussion, the resolution was passed unanimously by the Board.
Circulation overall is up 5.5% as compared to September of last year.
Mr. Bucove reported we made reciprocal loans of 26,261 items to patrons from other library districts during the last Federal Fiscal Year (October 1, 1990 - September 30, 1991).
We do now have new voice equipment in the bookmobiles with private channels. We also have new voice equipment for the two security guards.
Mr. Bucove received a letter from a. group in Chesterfield who are working on the renovation of the Chesterfield Elementary School. They have inquired about the possibility of our participating in that, and have advised us of a meeting coming up in November. President of the group is Pete Clark, Pastor of the Chesterfield Christian Church. The twenty some member Community Board is really only in the organizational stage. After some discussion, it was the consensus of the Board to grant Mr. Bucove the authority to represent the Board at the meeting and explore any possibilities but with no promise 'of any specific action.
Above the elevator doors on the first floor are four World War II posters illustrated by Norman Rockwell. These posters were sent to us during the war, and were still in our Indiana Room Collection. Some of the old posters are quite valuable now.
Mr. Bucove called the Board's attention to a rather large repair bill from Dossett's Garage for $1,393.68. This was for the tractor/trailer bookmobile. The engine has been completely rebuilt and is under warranty and should last us for some time yet.
Mr. Bucove reported the installation of the automated circulation system is still set for the first week of November. Cabling is in the process and will be completed on time. Installation of the Halon System in the computer room will start on October 17, 1991. Part of the furniture has been ordered and is here with the invoices in the bills to be paid. Other furniture is ordered but not yet here, and there are still a few pieces to order. There were two alterations made to the contract. A deletion for a little over $1,000 for a PC computer which we will not need, but we had to add two components which cost $3,000 which ends up with a net of approximately $2,000 above the original contract. We are still carefully examining training costs.
Donna Cumberland reported on programs being presented during October and November with good receptions: World War II Program Mozart Program A second Research Workshop America's Role in the World (National Issues Forum) Business to Business Trade show at the East Side Middle School on October 24, 1991.
There being no further business, Mr. Surbaugh moved to adjourn. Seconded by Miss Brooks.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY
NOVEMBER 27, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday November 27th 1991 at 4:15 p.m. in the Board Room.
Trustees present: Douglas Nelson, William Surbaugh, Robbin Brooks, William Simmermon
Trustees not attending: Larry Davis, Linda Shaffer, David Eicks
Others present:
David Bucove Library Director Beth E. Oljace Head of Technical Services Dept. Georgetta Roudebush Office Manager
Dr. Nelson President called the meeting to order.
Mr. Surbaugh moved to accept the minutes of the October l6t 1991 meeting as presented. Seconded by Miss Brooks. Passed unanimously by the Board.
Mr. Bucove reported that Mrs. Shaffer had reviewed the invoices and initialed the claim vouchers and she found them in order for payment. Mr. Surbaugh moved to allow the claim vouchers for payment as listed. Dr. Nelson abstained from voting because warrant number 5364 was payable to himself. The motion passed by a vote of three yeas.
Mr. Bucove presented to the Board his recommendation relative to the making of a temporary loan for the General Fund.
Dr. Nelson read a resolution to allow the Board of Trustees to advertise and receive bids for the making of a temporary loan on behalf of the General Fund.
After due consideration of said recommendation Mr. Surbaugh moved to adopt the resolution for the purpose of receiving bids for the making of a temporary loan for the General Fund at the December l8t 1991 meeting. This motion was seconded by Mr. Simmermon. Passed unanimously by the Board.
Dr. Nelson reported that Margaret Rich a former Trustee, did arrive at the Lapel Library for the Board Meeting which was to be held November 20, 1991. The November 20th meeting was cancelled because quorum could not be obtained.
Miss Oljace reported that 2/3 of the computer has been installed. There are terminals in place but not installed for use at this time because of the location in the public areas of the library. The data base will be installed the week of December 11th.
There being no further business, Miss Brooks moved to adjourn. Seconded by Mr. Surbaugh.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK, AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
DECEMBER 18, 1991
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, December 18, 1991 at 4:15 p.m. in the Board Room of the Library.
Trustees present: J. Douglas Nelson, William Simmermon, Linda D. Shaffer, William Surbaugh
Trustees not present: Larry Davis, Robbin Brooks, David Eicks
Others attending:
David Bucove, Library Director Donna Cumberland, Assistant Director Rod Burkett, Head Extension Services Beth Oljace, Head Technical Services Georgetta Roudebush, Office Manager A group of Students from Highland High School
Dr. Nelson, President, called the meeting to order.
Mr. Simmermon moved to accept the minutes of the November 27, 1991 meeting as presented. Mrs. Shaffer seconded the motion. Passed unanimously by the Board.
Dr. Nelson appointed Mr. Surbaugh secretary-pro-tem in the absence of Mr. Eicks.
An Emergency Transfer Resolution was presented for adoption. Transfers total $112,718.07. Mr. Surbaugh moved to adopt the Emergency Transfer Resolution as read. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mr. Shaffer reviewed the invoices and initialed the claim vouchers reporting the claim vouchers to be in order. Mrs. Shaffer moved to allow the claim vouchers for payment as listed. Mr. Simmermon seconded the motion. A discussion followed, after which the motion passed unanimously by the Board.
Mr. Surbaugh moved to encumber purchase order #2666, for $32,646.00 from 1991 appropriations, to be paid to Dynix, Inc. in 1992. Mrs. Shaffer seconded the motion. Passed unanimously by the Board.
Dr. Nelson opened and read the bids on time warrants received from the following banks: Loan Amount Interest Rate Anderson Banking Co. $700,000.00 6.50% Citizens Banking Co. $700,000.00 5.76% Star Financial Bank $700,000.00 7.00%
Mr. Simmermon moved to accept the bid from the Citizens Banking Company to loan to the Library $700,000.00 at a rate of 5.76% interest as the lowest bid, subject to an opinion from legal council. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
A "Joint Agreement Establishing the Indiana Visual & Audio Network Library Services Authority" was presented for review. Mr. Bucove explained "IVAN" will take the place of the Indiana Film Services Authority. The circulation .of l6mm films has been declining for the pass year or two. Libraries are using more video cassettes than l6mm films. When circulating l6mm films discontinue, each library will retain the film package that is in their possession.
Mr. Simmermon moved to adopt the Joint Agreement Establishing the Indiana Visual & Audio Network Library Services Authority, (IVAN). Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mrs. Shaffer moved to appoint Pamela Morris, AV Librarian, as the library's representative to the IVAN Board of Directors. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
It was the consensus of the Board that December 29, 1991 be the effective date for the 1992 salary schedule.
Miss Oljace reported that all computer equipment has arrived as of December 16, 1991. Formal training to start the third week of January, 1992. The training will start with the Technical Services staff and the AV Librarian. There will be backup units in case of emergency.
Mr. Bucove reported he has had some conversation with the Chesterfield committee about the library using part of the elementary school for a branch library in Chesterfield. There is no commitment at this time but is investigating the cost.
Mrs. Cumberland reported the WWII programs are completed. Had great response from the community.
There being no further business Mr. Surbaugh moved to adjourn. Seconded by Mrs. Shaffer.
Secretary Anderson Public Library Board of Trustees ____________________________________________________________________ |
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