1992 Minutes
January |
May |
Public Hearing on 1993 Budget |
December |
February |
June |
September |
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March |
July |
October |
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April |
August |
November |
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____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
JANUARY 15, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, January 15, 1992 at 4:15 p.m. in the Board Room of the library.
Trustees present: David W. Eicks, Linda D. Shaffer, William Surbaugh, J. Douglas Nelson, William Simmermon
Trustees not present: Larry Davis, Robbin Brooks
Others attending:
David Bucove, Library Director
Donna Cumberland, Assistant Director
Rod Burkett, Head of Extension Services
Beth Oljace, Head of Technical Service
Georgetta Roudebush, Office Manager
Kathryn Closter, Young Adult Librarian
Greg Lawson, Madison County P.A.T.H. Taxpayers Assn.
Dr. Nelson, President, called the meeting to order.
Mr. Eicks moved to accept the minutes of the December 18, 1991 meeting as presented. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mrs. Shaffer reviewed the invoices and initialed the claim vouchers, reporting all in order. Mrs. Shaffer moved to allow the bills for payment as listed. Seconded by Mr. Eicks. After a discussion the motion was passed unanimously by the Board.
Mr. Bucove reported the Friends of the Library have reopened the Used Book and Gift Shop. The shop will be open the last Thursday, Friday, and Saturday of each month, the hours on Thursday will be 1:00 p.m. to 8:00 p.m., Friday and Saturday will be 1:00 p.m. to 4:30 p.m. The funds from the Book Shop are given to the library to help with programming as requested.
Miss Oljace reported there was a problem with the first database received from Dynix. This was discovered after the database was loaded into the computer.
She is waiting for a new database to arrive so she may reload it into the computer without duplications. This will delay starting the training a week. Miss Oljace had planned to give a demonstration on public access to the catalog but will have to wait until the next meeting.
Dr. Nelson appointed Miss Brooks and Mrs. Shaffer to the nominating committee. An election of officers will be held at the February meeting.
Mrs. Closter reported she had attended a workshop last summer on encouraging reading to middle school students. The project "G.E.A.R." is a two year project. Lilly Foundation is supporting this project in the state. Meetings are held during lunch hour at the school once a month to discuss the materials the students have read. The library will be host for the lunch program during National Library Week in April.
Dr. Nelson suggested purchasing books from the Friends Book Store to use for the G.E.A.R. Project.
Mr. Eicks made a mot ion, as an endorsement from the Board, to support the G.E.A.R. Project. Seconded by Mr. Surbaugh. Passed unanimously by the Board.
Mr. Bucove reported annual circulation up about 20% overall in 1991. Film usage is dropping about 20% a month. Schools now have video equipment so more videos are being used instead of films. The library is not replacing any damaged film footage at this time and film companies are not offering replacement films either.
Retired Senior Volunteers Program will have an open house on January 23, 1992 at 2:00 p.m. to 5:00 p.m. in connection with United Way Volunteers. Retired Senior Volunteers must be at least 65 years old, where a volunteer under 65 may work through the United Way Volunteer Program so they are joining forces and will be located at the extension building.
The Manchester College Children's Theatre group will be presenting a production of "The Nightingale" Sunday, January 19th at 2:00 p.m. on the third floor of the library sponsored by the Friends of the Library for the Children's Dept.
It will be at least 45 days before the Bond Bank has a sale of Bonds to finance the computer.
There being no further business, Mr. Simmermon moved to adjourn. Seconded
by Mr. Eicks.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
FEBRUARY 19, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, February 19, 1992 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
Georgetta Roudebush, Office Manager
Beth Oljace, Head of Technical Services
Joyce Bookout, Head of Circulation Dept.
Dr. Nelson, President, called the meeting to order.
Mr. Eicks moved to accept the minutes of the January 15, 1992 meeting as circulated. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mrs. Shaffer reviewed the invoices and initialed the claim vouchers, reporting all in order. Mrs. Shaffer moved to allow the claim vouchers for payment as listed. Seconded by Mr. Simmermon. After a discussion, the motion was passed unanimously by the Board.
Mr. Bucove reported the Friends of the Library had given $130 to sponsor the Manchester College Children I s Theatre group that performed on January 19th on the third floor of the library. The Friends have also donated $400 for programming during National Library Week, April 5, 1992 to April 11, 1992.
Dr. Nelson called for the slate of officers to be presented by the nominating committee. Mrs. Shaffer presented the following slate:
President William Surbaugh
Vice President Douglas Nelson
Secretary Robbin Brooks
Treasurer Linda Shaffer
Dr. Nelson asked for any nominations from the floor, which there were not any. Mr. Eicks moved to accept the slate of officers as presented by the nominating committee. Seconded by Mr. Simmermon. Passed unanimously by the Board.
Joyce Bookout was introduced to the Board. Mrs. Bookout presented the Trustees an application to be completed for their new library card. All library patrons will need a new library card when the computer goes on line April 5, 1992. At that time library materials will be check out on the computer at the main library and in house at the Outreach Dept.
Ms. Oljace informed the Board a Dynix trainer has been working with some of the staff on cataloging. Training circulation staff will begin the week of March 2nd. Ms. Oljace further informed the Board that Dynix has been bought out by Ameritech, which should not create any problems for the library.
Mr. Bucove reported he continues to meet with the Chesterfield Committee about a branch library in the old Chesterfield elementary school. He will continue to work with them for some answers before budget time.
A Resolution to grant entry into the library's safe deposit box at the Anderson Banking Company was presented. The Resolution allows anyone of the following named person entry into the safe deposit box:
President William Surbaugh
Treasurer Linda Shaffer
Director David Bucove
Assistant Director Donna Cumberland
Mr. Simmermon moved to adopt the Resolution as presented.
Seconded by Mr.Eicks. Passed unanimously by the Board.
Mr. Bucove reported a new bill has passed legislature and sent to the Governor to be signed. The bill establishes a dedicated fee for a state wide library card. The person wishing to buy a card pays the fee at the library issuing the card. The fee will be forwarded to the state which then puts the money into a fund which will be redistributed to libraries based on usage of these cards at each library. Anderson now has an agreement with the three other public libraries within the county to allow free participation to patrons between these libraries. Anderson University students are granted free usage at the Anderson library but APL patrons may not check out materials at the Anderson University Library. The patron may use materials within the University library.
There was less than 1% change in circulation in January 1992 over January 1991.
Dr. Nelson expressed the need to look at approving the third floor and basement meeting rooms for large groups. At this time these areas are not satisfactory to conduct meetings.
Mr. Bucove stated the Board needs to look at establishing a Capital Fund to finish the third floor and the basement for large group meeting rooms.
Ms. Brooks state she would like the Board to establish a long term plan for future needs of the library which should include the completion of these
areas.
There being no further business, Mr. Eicks moved to adjourn. Seconded by Ms. Brooks.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
MARCH 18, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, March 18, 1992 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: Larry Davis, David Eicks
Others present:
David Bucove, Library Director
Donna Cumberland, Assistant Director
Beth Oljace, Head of Technical Services
Georgetta Roudebush, Office Manager
Mr. Surbaugh, President, called the meeting to order.
Mrs. Shaffer moved to accept the minutes of the February 19, 1992 meeting as presented. Seconded by Ms. Brooks. Passed unanimously by the Board.
Mrs. Shaffer reviewed the invoices and initialed the claim vouchers, reporting all in order. Dr. Nelson moved to allow the bills for payment as listed. Seconded by Ms. Brooks. Passed unanimously by the Board.
A Public Library Application for State Funds was presented for approval.
Mr. Simmermon moved to apply for the distribution of state funds to public libraries. Seconded by Dr. Nelson. Passed unanimously by the Board.
Mr. Bucove informed the Board that the Insurance Advisory Committee will be receiving bids, April 3, 1992, for the library's insurance which will expire on April 15, 1992.
Ms. Oljace reported that the staff has be trained to start circulation on the new computer and are doing well. New cards are ready to be mailed March 23, 1992. Plans are to start using the new patron cards on April 5, 1992 for circulating materials from the main library building. Hopes are to have the catalog on line some time in May. Lapel Library will be ready to go in June and the Outreach and Bookmobile Departments will go on line in August.
The Indiana Library Federation Conference will be held April 22, 23, 24, 1992 in Indianapolis.
Mr. Bucove informed the Board that the Bond Bank sale will be held in May rather than in April as earlier stated.
The Anderson Board of Realtors have been working to raise funds for the Fire Safety House. They have had a great beginning.
Judy Russell from the Indianapolis ACTION office conducted an audit of the Retired Seniors Volunteers Program. Ms. Russell reported that a great job is being done by the RSVP Department.
Mr. Bucove reported that Dr. Frank Meshberger has given the library a gift of a two volume art book of the famous frescoes by Michelangelo in the Sistine Chapel. This gift has been place in the Indiana Room rare book collection.
The Anderson Library is the only public library in the state to have cataloged these volumes at this time.
Mr. Bucove reported he is still having contact with the committee from Chesterfield.
The Children's Department are expecting an approximately 1,000 Kindergarten students to visit the library throughout the month of April.
Mrs. Cumberland reported that the Indiana Humanities Council are sponsoring the "Let's Talk About It" discussion of A SENSE OF PLACE. Dr. Fred Milley, A.U. will be moderator, March 26th and Dr. Kevin Radaker, A.U. will be moderator, April 2.
On Sunday, April 5th at 2 pm the Library will present Dr. Kevin Radaker as Henry David Thoreau. This will be the first day of National Library Week.
On April 10th at 6:00 p.m. the library will host about 150 middle school students who are participating in the Read-N-Feed program. Pizza restaurants of Anderson are donating pizzas for this program. Kathy Closter, Young Adult Librarian, is head of this program.
There being no further business Dr. Nelson moved to adjourn. Seconded by Ms. Brooks.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
APRIL 15, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, April 15, 1992 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: Larry Davis, David Eicks
Others present:
David Bucove, Director
Donna Cumberland, Assistant Director
Rod Burkett, Head of Extension Services
Beth Oljace, Head of Technical Services
Georgetta Roudebush, Office Manager
Jim Myers, Insurance Advisory Committee
Mr. Surbaugh, President, called the meeting to order.
The Chair called for an approval of the minutes of the March 18, 1992 meeting and they were unanimously approved by the Board.
Mrs. Shaffer reported she had reviewed the invoices and initialed the claim vouchers. Mrs. Shaffer moved to allow the claim vouchers for payment as listed. Seconded by Dr. Nelson. Passed unanimously by the Board.
Mr. Myers presented a report from the Insurance Advisory Committee quoting the premium bid from each of the five (5) companies:
American States $35,057
Indiana $28,559
GRE $28,105
Cincinnati $28,290
Westfield $30,260
The recommendation of the Insurance Committee was to accept the bid of GRE for the following reasons:
1. The lower premium
2. The advantage of keeping the same agent
3. The lower earthquake deductible at Lapel
4. The guaranteed premium of Cincinnati would be nice to have;
however it does not guarantee that they would renew the policy if rates increased dramatically. We are requesting that whatever company writes the business, they must have renewal quotes prepared at least 45 days before the effective date. This would give adequate time to find other insurance if the writing company were out of line on their rates.
The deductible will change from $250 to $1000
Dr. Nelson moved to accept the recommendation of the Insurance Committee to go with GRE. This was unanimously passed by the Board.
Mr. Bucove reported that the ALSA AV contract will not be renewed for July 1, 1992. A renewal was presented designating the Anderson Public Library as a Reference Services Center for the Eastern Indiana ALSA for a period of July 1, 1992 through June 30, 1993. The first quarter payment will be for $575 and the subsequent quarterly payments will be a reimbursement in the amount of expenditures for the quarter just completed.
Dr. Nelson moved to renew the ALSA Reference contract as presented. Seconded by Miss Brooks. Passed unanimously by the Board.
A memorandum of understanding between the Anderson Public Library and the EIALSA was presented for approval. This memorandum is to define the terms and understanding of the conditions under which EIALSA is to use space in the Anderson Public Library for EIALSA's administrative offices. The EIALSA agrees to compensate the Library $110.00 per month for use of the space provided.
Mrs. Shaffer moved to approve the Memorandum as presented. Seconded by Mr. Simmermon and passed unanimously by the Board.
Mike Montgomery has offered to do the architect work to install a second elevator. Dr. Nelson moved to authorize Montgomery & Associates to proceed with the design work of installing a second elevator, at an hourly rate not to exceed 6% of the job total. Seconded by Miss Brooks. Passed unanimously by the Board.
Dr. Nelson expressed his concern about getting a durable elevator in the building as the second elevator.
It was the consensus of the Board for Mr. Bucove to talk to Montgomery's about designs for the third (3rd) floor- and basement of the building.
Dr. Nelson suggested asking Jim Freeman if talks may go ahead with Montgomery's or must a bid be let for an architect?
Mr. Bucove stated bids must be received to place the second elevator in the building.
Miss Oljace informed the Board the library's circulation has now been on the computer system for one week and things are going very well. Have been re-registering approximately 150 to 200 patrons per day. Overdues are now being produced on the computer system. Next on the agenda is to have terminals ready for the patrons to use in place of the catalog cards.
Hopefully Lapel Library will be ready to go on computer the first of June.
Everyone is working very hard and doing well in the change over.
Mr. Bucove reported that circulation for March, 1992 was up over 19% compared to March, 1991.
Mr. Bucove reported that Donna Cumberland and Rod Burkett had submitted the library as a potential recipient of a programming award at the ILF conference.
Mrs. Shaffer was disappointed in the planning of the trustees meetings at LIF this year. They were all in conflict of each other.
The Citizens Banking Company has listed the library as co-sponsor of Fred Mustard Stewart Day. Mr. Bucove and Mrs. Cumberland have been working with the Citizens Bank committee to organize the program.
Susan Bayh was in the library April 6th visiting the Literacy Department. She expressed her feeling of accomplishment being done by the department.
On Friday, June 5th at 7:00 p.m. Hank Fincken will be performing:
"Almost, Mr. Edison, Almost." Sponsored by the Friends of the Library and Indiana Humanities Council. The Friends of the Library will host a receipt ion following the performance.
This being Friday evening the library will be closed except for this program.
Mr. Bucove reported the library hosted approximately 70 students at the Read-N-Feed program April 10th.
It was the consensus of the Board to meet Thursday, May 21, 1992 at 4:15 p.m. for the May Board of Trustees meeting.
There being no further business, Mr. Simmermon moved to adjourn. Seconded by Miss Brooks.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
May 21, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Thursday, May 21,1992 at 4:15 pm. in the Board Room of the library.
Trustees present: William Simmermon, Robbin Brooks, Douglas Nelson, Linda Shaffer, and William Surbaugh.
Trustees absent: David Eicks and Larry Davis.
Others present: David Bucove, Director; Donna Cumberland, Assistant Director; Beth Oljace, Head of Technical Services; Linda Funk, Administrative Assistant; Sherry Dougherty, President of Friends of the Library.
Mr. Surbaugh, President, called the meeting to order.
The Chair called for approval of the minutes of the April 15, 1992 meeting. Mr. Surbaugh mentioned another bid by an insurance company, Hoosier, which was not included in those listed in the minutes. With that addition, the minutes were
unanimously approved.
Mrs. Shaffer said she reviewed and initialed the bills. Dr. Nelson moved to allow payment of the bills, and Ms. Brooks seconded. Payment was passed unanimously by the Board.
Mr. Bucove introduced Sherry Dougherty as the new President of the Friends of the Library, who reported on expenditures and monies raised by the group, including sales from Fred Mustard Stewart's books in April. She also outlined the Friends-sponsored event, "Almost, Mr. Edison, Almost", planned for June 5th.
Mrs. Dougherty announced the new slate of officers for the Friends: Sherry Dougherty, President; Larry Miles, Secretary; Jack Wilson, Treasurer; Bob Meyer, Bookshop Chairman. Other board members are Wanda Mitchell, Barbara Murphy, Jean Sims, Mary Hinton, and Jayne Smith. This is the first time in two years the Friends have had a full board. Mrs. Dougherty plans to attend future library board meetings and submitted a copy of the Friends 1991 Annual Report, along with a report from the May board meeting.
Mr. Surbaugh expressed the Board's appreciation of Mrs. Dougherty's report and continued support by the Friends group. He welcomed representation of the Friends at future board meetings.
Beth Oljace presented an update on the automated circulation system, stating statistics for the April Circulation Report were tallied both by the computer system and manually. Old patron files for those blocked from borrowing materials have been entered into the system by Beth and Donna Cumberland during the past month.
The Acquisitions Clerk will soon be trained to keep records of purchasing information on the computer from July on.
Some OPAC terminals should be operational by the public in a few weeks and the Lapel branch should be operational on the system near the end of June, rather than the first as projected.
Donna Cumberland commented on the patrons' adjustment to fines being immediately known throughout the library, rather than in one department only, preventing check-out of other materials..
Mr. Bucove asked Donna to explain the change in loan period for new fiction books, from seven days to 14 days. Due to a number of written complaints and verbal ones, the loan period was changed because patrons could not read new books within the seven day period and were then charged $.25 per day per overdue book. Hopefully, the longer loan period will encourage patrons to return books on time and increase the number of loans possible per book. On the old check-out system, because there were no fines, most people simply kept seven-day books for the full 28-day period, and the number of possible loans greatly decreased.
(The change was instituted the day of the board meeting.) The bookmobiles have always checked-out new fiction for l4-days.
Ms. Oljace mentioned that because overdue notices are generated by the system the day following a due date, patrons are surprised at receiving notices so quickly.
Ms. Oljace reported that the system compiled a list of overdue materials to Anderson University students, and a high number of those items were recovered before students left campus. Previously, many materials had been lost to college students.
Ms. Oljace said that in the near future, staff will be trained to use the database for more esoteric searches, making the system even more valuable in library operations.
Mr. Bucove asked those present for negative or positive comments received concerning the circulation system.
Mr. Bucove pointed out the petty cash reports accompanying the April minutes, breaking-down each petty cash disbursement and transaction.
Mr. Bucove showed the Board the award presented to the library at the recent I.L.F. Conference in Indianapolis. Donna Cumberland and Rod Burkett, Extension Services Coordinator, nominated the library for the Excellence in Programming Award given to one library annually.
Mr. Bucove reported the Anderson Board of Realtors has now reached the halfway mark in obtaining the $30,000 goal to fund the construction of the Fire Safety House on the third floor. He said some revisions to the original plans have been made in accordance with the Americans with Disabilities Act and state guidelines. He said construction should begin in August or September.
Because the Board of Realtors were also responsible for raising all the money for landscaping library grounds, Mr. Bucove asked the Board to consider some type of recognition upon completion of the Fire House project.
Mr. Bucove announced the May 16th Culturefest held in the library to be considered a huge success by all. Attendance in past years with the Culturefest being held at East Side Middle School has been steadily declining.
He also mentioned the Little 500 Hall of Fame display as being popular with library visitors.
Mr. Bucove said conversations are still being held with Chesterfield
concerning a branch library location.
Mr. Bucove said the Indiana Bond Bank is planning a July sale of the lease on the Dynix circulation system and discussed payments over the next three years.
Mr. Bucove reported on the renewal of the Blue Cross & Blue Shield contract with a substantial savings of about $20,000 to the library.
Mike Montgomery told Mr. Bucove the bid specs on the second public elevator can be advertised whenever the board is ready. The bid process should probably be done by the end of the year. Three contractors will actually be involved in adding the elevator: Amco Elevator Company, an electrical contractor, and a general contractor.
Mr. Bucove passed around an article appearing recently in the Indiana Humanities Council Newsletter focusing on Mrs. Cumberland and spotlighting her efforts in library programming.
Mr. Bucove said Mrs. Cumberland had recently finished the new edition of the employee handbook, the first in 10 years, which will provide guidelines and basic employment information to staff. Copies will be provided to board members.
Mrs. Cumberland distributed flyers for the "Almost, Mr. Edison, Almost" program to be presented by Hank Fincken June 5th and asked board members to attend with guests. She then outlined another Humanities program to be presented by Bob Sanders about Rickard Leiber, founder of the Indiana State Parks system.
This will be part of the June 28th "Down on the Farm" event.
Mr. Bucove again expressed interest in hearing any negative or positive comments about the circulation system or the changed loaned period on new fiction books.
Mr. Surbaugh mentioned that local authors Christy Stevens and David Liverett will be reading from their book June 7th in the Carnegie Room at 2: 00 pm. and urged board members to attend.
The board agreed to meet again Wednesday, June 24, 1992 at 4: 15 pm. for the June Board of Trustees meeting.
There being no further business, Dr. Nelson moved to adjourn, and Mrs. Shaffer seconded the motion.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
JUNE 24, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, June 24, 1992 at 4:15 p.m. in the Board Room of the Library.
Trustees present: Robbin Brooks, Linda Shaffer, David Eicks, William Surbaugh
Trustees absent: Larry Davis, William Simmermon Douglas Nelson.
Others attending:
David Bucove, Director
Georgetta Roudebush, Office Manager
Frank Lucas, Outreach Coordinator
Beth Oljace, Head of Technical Services
Sherry Dougherty, President, Friends of the Library
Mr. Surbaugh, President, called the meeting to order.
Ms. Brooks moved to accept the minutes of the May 21, 1992 meeting as presented. Mrs. Shaffer seconded the motion and the minutes were approved unanimously by the Board.
Mrs. Shaffer reported she had reviewed and initialed the claim vouchers.
Mr. Bucove stated a claim voucher will be issued for the transfer of Library Operating Fund to the Library Improvement Reserve Fund, a line item on the 1992 Budget before the end of June. Mrs. Shaffer moved to allow payment of the claim vouchers and Mr. Eicks seconded. The motion was passed unanimously by the Board.
Mr. Bucove reported he had heard from Jim Higgins of the Bond Bank. There will be a bond sale the first of August. There is a need to transfer $50,000 to make the $100,000 payment in 1992. The balance will be paid in 1993 and 1994.
An Emergency Appropriation Resolution was read to transfer the following:
LIBRARY OPERATING FUND AMOUNT INCREASED Contractual Services $50,000 LIBRARY OPERATING FUND AMOUNT REDUCED Employer's Share - Group Insurance $20,000 Other Insurance 10,000 Interest 20,000 Total $50,000 Mr. Eicks moved to adopt the Resolution as presented and Mrs. Shaffer seconded. The Resolution was adopted unanimously by the Board.
Mrs. Dougherty reported on the activities of the Friends of the Library.
There are now 89 paid members. Used book sale to date total $2304.27. A $200 request for the Young Adult Summer Reading Program by Kathryn Closter was approved.
240 people attended the "Almost, Mr. Edison, Almost" play presented June 5th.
Also the Friends helped man the Library booth at the Eighth Street Festival on June 6th and 7th. Will be using the APL logo for their new book bags.
Ms. Oljace reported the automation is proceeding well. The Dynix trainee was here for two days training the acquisitions program to both Donna Brown and herself. New book orders will start on the computer in January, 1993. Alice Milley and Beth Oljace have had training on how to track information which will be helpful to create reports and information for the Library. The online catalog terminals are to go out for the public in July. Next visit from Dynix will be July 9th to install modems to hookup the bookmobiles with the rest of the system.
All seven day books have been changed to a fourteen day lending period.
Books checked out for seven days did not allow enough time for some books to be read and returned by the due date. Now that overdue fines are being charged the fourteen days does give the patron more time to complete a book before having to return it to the Library without paying a fine.
Mr. Lucas presented information announcing "The Library Link", an electronic bulletin board. Using a computer and modem, the patron will have fingertip access to Community Information; Madison County Festivals & Events; Library Programs; Bestseller Lists; and Reference & Research from the comfort of their home. There will not be any charge for the Bulletin Board. Also helps the Deaf Community in communicating with the library. Mr. Surbaugh stated he would like the figures from the usage of the Bulletin Board be added to the monthly circulation report.
Mr. Bucove reported on the flooding conditions in the Library that occurred from the June 10th storm. Water overflowed the street and entered under the overhead door of the dock. There was too much water for the drain to carry away.
The water overflowed the dock and entered the south west part of the first floor, flooding an area to the north wall of the Reference area and as far east to beyond the elevator. There seems to be no carpet damage, but some books and government documents that were on the floor in the Reference office (maybe 100 to 200) and Literacy material (100 to 200) have been damage. The Friends lost the most because the water drained through the floor to the basement area. Books displayed in the Friends Bookshop were water damaged beyond using. Also materials in the Literacy class room were damaged.
Mike Montgomery explained that the storm sewers were full of water and could not carry the water away from the building fast enough. A discussion followed as how to prevent this ever happening again. It was suggested building a dike across the entrance to the dock; keeping sandbags to be place at these doors to help stop the water from entering the building; raise the sidewalks along Main Street. To do any good the sidewalk would have to be raised about one foot because the crown of the street is higher than the sidewalks now and didn't think the city would approve.
Mr. Bucove and Mike Montgomery will be getting together about the second elevator to be placed in the building.
Mr. Bucove stated an architect would be needed to do an audit of the buildings in compliance with the Americans with Disabilities Act. Would only have to be done one time. Mr. Eicks feels the audit can be done by someone other than an architect.
Mr. Bucove presented a letter from the Office of the Mayor as a follow-up to the Paramount Meeting in conjunction with the Downtown Development Task Force.
The letter is to remind people of the coming meeting dates of June 30th and July 21st to be held in the Carnegie Room of the Library -- 8:30 a.m. to 12:30 p.m.
Information was distributed about State library cards being available at all Indiana public libraries by January 1, 1993. The Indiana State Library will determine the annual fee for the state library card according to the formula established in the law and notify public libraries of the fee before the beginning of each calendar year.
Each public library board of trustees must decide by written resolution by January 1, 1993 on the policy for how fees for the state card will be collected.
A library may use only one of the following methods of collecting the fees for the state card: a) purchasers pay the total fees for the state card; b; the public library pays the total fees for the state card for eligible card holders; c) a combination of the purchasers paying part of the fee for the state card and the library paying the remainder. The portion paid by the library will be determined by the library board. The amount charged may not exceed the amount the public library is required to pay to the State Library's designated fund following the formula established in IC 4-23-7.1-5.1.
Mr. Bucove announced that Harold Boyce will be retiring June 30, 1992 as the Director of the Eastern Indiana ALSA. The new Director will be Jan Gillespie, who has been the APL Children's Librarian since January, 1979.
Mr. Bucove asked the Board to confirm the meeting dates of July 15th, August 12th, September 2nd and September 9th. Must have a quorum for each of these dates because they tie in with the 1993 Budget.
Mr. Surbaugh stated he would appoint sub-committees for the 1993 Budget at the July meeting.
As one of the budget items to be considered for next year would be to develop the basement and to be able to do that would have to give up the dock.
There being no further business, Ms. Brooks moved to adjourn. Mr. Eicks
seconded the motion.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
JULY 15, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, July 15, 1992 at 4: 15 p.m. in the Board Room of the Library.
Trustees present: David Eicks, William Simmermon, Douglas Nelson, William Surbaugh
Trustees absent: Robbin Brooks, Larry Davis, Linda Shaffer
Others attending:
David Bucove, Director
Georgetta Roudebush, Office Manager
Beth Oljace, Head of Technical Services
Rod Burkett, Head of Extension Services
Kathryn Closter, Head of Young Adult Services
Margaret Lambooy, Head of Children's Services
Mr. Surbaugh, President, called the meeting to order.
Mr. Eicks moved to accept of the June 24, 1992 meeting as the minutes presented. Dr. Nelson seconded the motion. Passed unanimously by the Board.
Dr. Nelson reviewed the invoices and initialed the claim vouchers, reporting all in order. Dr. Nelson then moved to allow the claim vouchers for payment as listed. Mr. Eicks seconded the motion. Passed unanimously by the Board.
Mr. Bucove reported the Friends of the Library have not met since the last Board meeting and there is not anything new to report at this time.
Ms. Oljace reported that OPAC is coming soon. Will start August 11th training patrons to use the terminals in the Reference Department in place of the card catalog file. A Dynix representative was here working with the data radios for the Bookmobiles. There is still some problems but Mr. Burkett feels this is par. On August 3rd, Lapel Library will go on line with the computer, checking out books to patrons.
Mr. Bucove reported that jan gillespie has taken the position of Director with Eastern Indiana ALSA.
Mr. Bucove introduced Margaret Lambooy as the new Children's Librarian.
Mrs. Lambooy was on staff in the Reference Department prior to taking the new position as Children's Librarian.
Dr. Nelson presented a letter from the Board of Trustees stating their appreciation to jan gillespie for her thirteen years of service as head of the Children's Department. Dr. Nelson moved to forward the letter to Ms. gillespie.
Seconded by Mr. Eicks and passed unanimously by the Board.
Mrs. Closter reported the G.E.A.R. Project (Get Excited About Reading) that was started last year with Southside Middle School will be extended to all three (3) middle schools this fall. The Lilly Foundation will be funding the program again this year. She will be visiting all three middle schools this fall to continue the Read-N-Feed program, hopefully to increase interest in reading among the students of these schools.
Mrs. Closter will be conducting workshops in August for study skills for both adults and young adults to improve their skills before returning to school this fall.
Mr. Burkett reported that the Bookmobile Summer Reading program has been successful this summer.
Mr. Bucove reported a payment is due to the Indiana Bond Bank on August 5th in the amount of $76,180.60 for the selling of the bonds for the library's automation system. A second payment of $25,108.26 will be due December 13, 1992.
There will be eight (8) payments remaining, approximately $23,681. 76 each, to be paid over the next two years (1993 & 1994). Will have final figures at the August board meeting.
The Insurance Committee met July 14th and will be checking the availability of flood insurance for the library.
Because of illness, there was not any new progress to report about the second elevator for the building.
Mr. Bucove presented an oil painting, titled "Old Swimming Hole". The artist was commissioned to paint the painting commemorating the poet, James Whitcomb Riley. The painting will be hung in the Riley Room of the Genealogy Department of the Library.
Mr. Surbaugh appointed the following committees to work on the 1993 Budget.
1. Personnel Committee: Douglas Nelson, Chairman
Robbin Brooks
David Eicks
Linda Shaffer
2. Rest of the Budget:
William Simmermon, Chairman
Larry Davis
William Surbaugh
The goal is to have final figures for the 1993 Budget prior to the August 12th Board Meeting.
Circulation was down for June but part of the reason was because the Reference Department was closed during the cleanup time after the flooding of the Reference area.
Mr. Eicks asked for an actual count of individual card users each month, to be reported on the circulation report.
There being no further business, Mr. Eicks moved to adjourn. Seconded by
Mr. Simmermon.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
AUGUST 13, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Thursday, August 13, 1992 at 4: 15 p.m. in the board room of the library.
Trustees present: Robbin Brooks, Douglas Nelson, William Surbaugh, Larry Davis, Linda Shaffer
Trustees absent: David Eicks, William Simmermon
Others attending:
David Bucove, Director
Georgetta Roudebush, Office Manager
Rod Burkett, Head of Extension Services
Donna Cumberland, Deputy Director
Alice Milley, Technical Services Department
Sherry Dougherty, President, Friends of the Library
Jim Collins, Herald-Bulletin Reporter
Mr. Surbaugh, President, called the meeting to order.
Dr. Nelson moved to accept the minutes of the July 15, 1992 meeting as presented. Ms. Brooks seconded the motion. The motion passed unanimously by the Board.
Mr. Davis reviewed the invoices and initialed the claim vouchers, reporting all in order. Mr. Davis moved to allow the claim vouchers for payment as listed.
Dr. Nelson seconded the motion. Passed unanimously by the Board.
Mrs. Dougherty reported that the Friends of the Library used book sales have reached $3506.90 for 1992. They have ordered two new styles of book bags to be sold in the Book Store. Granted a request of 30 book coupons for the Literacy program that can be used for a free book up to and including $2.00.
The Friends are trying to locate a light colored, good, used or new carpet for the phonics room at a reasonable price. The Friends will pick up and install.
The Friends now have 94 paid up memberships.
Mrs. Milley reported that since Beth Oljace has been on vacation she has not had any problems with the computer at the Anderson Public Library but has had some minor ones at the Lapel Library. An OPAC training session was held August 11th for patrons. Most libraries leave the card catalog in place for one to two years.
Dr. Nelson as chairperson for Personal Services Committee for the 1993 budget reported that a 2% increase was implemented in the steps of the salary schedule plus 2% on the base. This will give an average of 3% overall. Give the employees outside of the salary schedule a 3% increase. No new positions to be added to the staff but had to add a ~ person in Audio Visual Department which had been covered by a contract with Eastern Indiana ALSA.
Mr. Davis felt an agreement has not been reached concerning the 1993 budget.
He feels that a decrease needs to be made to keep the 1993 budget even or under the 1992 budget figures.
Mr. Bucove explained that the tax rate will stay the same as 1992 and that the library's tax rate is 8 cents under the maximum levy at this time. May have to decrease 1993 budget to maintain the same tax rate if some of the miscellaneous revenue figures are changed by the State Board of Tax Commissioners at the time of the hearing.
Dr. Nelson moved to advertise the 1993 budget as presented.
Ms. Brooks seconded the motion.
Mr. Davis moved to amend the motion to advertise the 1993 budget at a reduced rate by decreasing the books & materials appropriation by $20,000.
There being no second to Mr. Davis' motion, Mr. Surbaugh called for a vote on Dr. Nelson's motion. Dr. Nelson's motion to advertise the 1993 budget as presented passed by four (4) ayes to one (1) nay count. Those voting aye were:
Robbin Brooks, Douglas Nelson, Linda Shaffer, and William Surbaugh. Larry Davis voted nay.
Mr. Bucove reminded the Board that there must be quorum at the September 2nd and September 9th meetings. Cannot change these dates as they will be advertised as the dates the meetings will be held for the 1993 Budget Hearing and 1993 Budget Adoption.
Director's Report:
Mr. Bucove reported the Indiana Library Federation district meeting will be held October 22nd in Elwood. If interested please contact the business office.
Received a letter from the ACTION Region V office informing him of the approval of continuation of Federal funds for the operation of the Retired Senior Volunteer Program through September 29, 1993.
The first payment was made on August 5, the computer system.
1992 to the Indiana Bond Bank for
A state wide reciprocal borrow plan will go into effect January 1, 1993.
Bids for the second elevator will be received at the October board meeting which will be held at the Lapel Public Library.
Construction on the Fire Safety House will be starting soon. The Committee of the Board of Realtors have raised $30,000 to pay for the cost of the Fire Safety House. The construction will be on the third floor of the library.
Mrs. Cumberland reported there were 35 patrons attending the OPAC training. Will hold a second training session on August 29th, 9 a.m. to 12 noon. Also Kathy Closter and Donna Cumberland will be holding study skill sessions this month.
Received approval of a new grant from the Indiana Humanities Council for a new "Let's Talk About It" series titled The American Experience: 500 Years After Columbus for this fall. The first program will be September 24th followed by programs to be held on October 15th, November 5, and the last program will be December 3, 1992.
On Thursday evening, October 29, 1992, Hank Fincken will perform as Christopher Columbus. His appearance will be sponsored by the Indiana Humanities Council. His appearance in June was well attended and hopefully this program will be as greatly attended.
Mr. Burkett reported that the Lapel Library is celebrating their 20th anniversary during the month of August.
Mr. Bucove reported that July's circulation was up 3% over July 1991.
There being no further business Dr. Nelson moved to adjourn. Seconded by Mr. Davis.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
SEPTEMBER 2, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, September 2, 1992 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 absent: Larry Davis David Eicks
Others present:
David Bucove, Director
Georgetta Roudebush, Office Manager
Donna Cumberland, Deputy Director
Jim Collins, Herald-Bulletin Reporter
Mike Alexander, Indianapolis News Reporter
Three students from the Highland High School Government Class
Mr. Surbaugh, President, called the meeting to order for the purpose of a public hearing on the 1993 budget.
Copies of the 1993 budget were distributed for review.
Mr. Bucove commented on changes made in the 1993 budget compared to the 1992 budget. He further advised the Board that the 1993 budget was prepared with projected figures from the County Auditor's office. These figures are sometime changed at the State Board of Tax Commissioners Hearing which will be held later in 1992. The advertised tax rate is the same as the 1992 rate.
Mr. Bucove advised the Board that after the 1993 Bond payments are made there will be only four (4) years of payments left to redeem the Bonds. Have reached the half way point of payments on the Bonds.
Mr. Simmermon asked how the library's tax levy compare with other libraries?
Mr. Bucove explained that the Anderson library is approximately 8 cents below the current maximum tax rate. Other libraries in the County all have a higher tax rate then the Anderson library.
Mr. Bucove informed the Board that Conrail has a mobile railroad safety exhibit which is moved place to place in a van. Would like to approach Conrail officials about putting a permanent display on the third floor of the library. This would complement the model railroad display already located on the third floor. Anderson has one of the highest railroad accident rates in the United States. Maybe having a display would help to educate people of the dangers at railroad crossings. It was the consensus of the Board for Mr. Bucove to approach Conrail about the rail safety exhibit.
There being no further business, Dr. Nelson moved to adjourn. Seconded by Miss Brooks.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
SEPTEMBER 9, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, September 9, 1992 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
Trustees absent: Larry Davis
Others attending:
David Bucove, Library Director
Donna Cumberland, Assistant Director
Beth Oljace, Head of Technical Services
Georgetta Roudebush, Office Manager
Mr. Surbaugh, President, called the meeting to order.
Mr. Simmermon moved to approve the minutes of the August 12, 1992 meeting as presented. Seconded by Mr. Eicks. Passed unanimously by the Board.
Dr. Nelson moved to approve the minutes of the September 2, 1992 meeting as presented. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mrs. Shaffer reported she had reviewed the invoices and had initialed all of the claim vouchers except claim voucher number 1390 which did not have any documentation or invoice attached. After a discussion, Dr. Nelson moved to allow all of the claim vouchers as listed excluding claim voucher number 1390 for payment. Seconded by Miss Brooks. Passed unanimously by the Board.
There was not a Friends of the Library report.
Miss Oljace reported that the Lapel Library automation system had a good month. She commends the Lapel Library staff, they have performed well.
Circulation at the schools is being recorded with hand held units.
This is working very well.
A data radio representative was at the library testing the radio system.
The public has taken to OPAC. Mrs. Cumberland has trained two groups to use the online system instead of the card catalog files. Next class will be held on September 23rd at 7:00 p.m.
The 1993 Budget was presented for adoption. Mrs. Shaffer moved to adopt the 1993 Budget as advertised. Dr. Nelson seconded the motion. Mr. Bucove reported that the bonds for the automat ion system were sold at 5.8%, budgeted 6.9%. This will help with the short fall of C.O.LT. and other miscellaneous income. Following the discussion the 1993 Budget was adopted unanimously by the Board.
Mr. Bucove submitted a letter of resignation as Director as of October 9, 1992. He will return to attend the State Board of Tax Commissioners hearing on the 1993 Budget if that is the pleasure of the Board. He is taking the position as Director at the Monroe County Public Library.
Mr. Surbaugh as a member of the Board of Trustees wishes him well in his new position at Monroe County Public Library.
Dr. Nelson moved with regrets that the Board of Trustees accept the letter of resignation. Seconded by Miss Brooks. Passed unanimously by the Board.
Mr. Surbaugh announced the Trustees will be having a planning session to deal with the personnel matter with Mr. Bucove’s leaving and commence with his replacement on September 15th at 5:30 p.m. at the Extension Building.
Mr. Surbaugh announced there will be a special meeting on October 8, 1992 at 4:15 p.m. as a transition meeting.
The regular board meeting will be held on October 21, 1992 at the Lapel
Public Library.
Mr. Surbaugh reported he did meet with the library staff to inform them
of Mr. Bucove's resignation.
Dr. Nelson stated there is a need to designate someone as Interim Director.
He suggested that both Trustees and Staff serve on the search committee for the new director.
There will be a Reception for Mr. Bucove. There will be a joint committee to arrange the reception.
Mr. Bucove reported that one of the compressors of the air conditioning system has to be replaced. There are six compressors with five working.
Take bids for the second elevator at the November board meeting.
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
BOARD OF TRUSTEES MEETING
OCTOBER 8, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Thursday, October 8, 1992 at 4:15 p.m. in the Board Room of the library.
Trustees present: Robbin Brooks, Douglas Nelson, William Surbaugh, David Eicks, Linda Shaffer
Trustees absent: Larry Davis, William Simmermon
Others attending:
David Bucove, Director
Donna Cumberland, Assistant Director
Rob Burkett, Coordinator for Extension Services
Beth Oljace, Head of Technical Services
Georgetta Roudebush, Office Manager
Mr. Surbaugh, President, called the meeting to order.
Mr. Surbaugh noted the first order of business was to appoint a new petty
cash fund custodian.
Mr. Bucove explained the procedure of a petty cash fund. The Board appoints one person to act as custodian of the fund, the money is issued to that person, who in turn uses the money to pay library expenses. The library then reimburses the fund and the amount is posted to individual accounts.
Mr. Bucove suggested that Donna Cumberland, being the new interim director, be designated as the custodian of the petty cash fund.
Dr. Nelson moved that the petty cash fund be transferred to Donna Cumberland as the new custodian. Mr. Eicks seconded the motion. Passed unanimously by the Board.
Mr. Bucove stated that each participating library has one appointment to the ALSA Board. He has always been the library's representative. Dr. Nelson moved to appoint Donna Cumberland as a Board Member to the Eastern Indiana ALSA Board. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mr. Eicks moved to adopt a resolution that the following persons have authority to gain access to the library's safe deposit box at the Anderson Banking Company: William Surbaugh, Linda Shaffer, Donna Cumberland, and Rodney Burkett.
Dr. Nelson seconded the motion. Passed unanimously by the Board.
Dr. Nelson moved to adopt a policy that any payroll paid on January 7th or there after of each year be paid at the new year salary rate. A discussion followed. Mr. Surbaugh called for a second to Dr. Nelson motion. There was no second, the motion failed.
Miss Brooks moved to adopt a salary policy that the first payroll paid in 1993 be paid at the 1993 salary schedule rate. The effective date of this payroll will be December 20, 1992 and issued on January 8, 1993. Following a discussion Mr. Eicks seconded the motion. The motion passed with a four to one vote. Voting yes were: Miss Brooks, Mr. Eicks, Mrs. Shaffer and Mr. Surbaugh. Dr. Nelson voted no.
Dr. Nelson moved to approve a policy that the library pay mileage re-imbursements at the State rate or what the IRS allows, which ever is the least amount. Seconded by Miss Brooks. Passed unanimously by the Board.
Mr. Surbaugh announced he has asked six persons to serve on a search committee for a new director and all six have accepted. They are Douglas Nelson, Chairman, William Simmermon, Linda Funk, Meg Lambooy, Jack Eflin, and Kathy Wehrley.
The Insurance Committee recommends that the Board take $200,000 of flood insurance on the building with a $500 deductible at a cost of $560 per year.
The Committee will examine the issue on coverage for the contents. Mr. Eicks moved to acquire the flood insurance if it covers rainfall or street water.
Seconded by Miss Brooks. Passed unanimously by the Board.
Mr. Surbaugh announced that as a transit team, Interim Director will be Donna Cumberland. Rod Burkett and Beth Oljace will serve as a cabinet under
Donna Cumberland.
It has been agreed upon that a salary of $40,000 per year be paid to Donna Cumberland as Interim Director starting October 1, 1992 and no less there after.
Mr. Bucove said his goodbye and appreciation of his working at the Anderson Public Library.
There being no further business, Dr. Nelson moved to adjourn. Seconded
by Mrs. Shaffer.
Secretary
Anderson Public Library
Board of Trustees
ANDERSON CITY,
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES
MEETING OCTOBER 21, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, October 21, 1992 at 4:.15 p.m. in the meeting room of the Lapel Public Library, Lapel, Indiana.
Trustees present: Robbin Brooks, Linda Shaffer, Douglas Nelson, William Surbaugh
Trustees absent: Larry Davis, David Eicks, William Simmermon
Others attending:
Donna Cumberland, Interim Director
Rodney Burkett, Head of Extension Services
Beth Oljace, Head of Technical Services
Georgetta Roudebush, Office Manager
Sherry Dougherty, President, Friends of the Library
Mike Montgomery, K. R. Montgomery & Associates
Mr. Surbaugh, President, called the meeting to order.
Mrs. Shaffer moved to approve the minutes of the September 9, 1992 and October 8, 1992 minutes as presented. Seconded by Dr. Nelson. Passed unanimously by the Board.
Mrs. Shaffer reported she had reviewed the invoices and initialed the claims. Mrs. Shaffer moved to allow the claims for payment as listed. Seconded by Dr.
Nelson. Passed unanimously by the Board.
Friends of the Library report was presented by Mrs. Dougherty.
At the last Friends meeting held September 16th, Ken Ryden presented pictures and mock-up of possible sculpture the Friends have considered giving to the Library. There is a $9,500 price minimum. Will let the Board of Trustees know their decision at a later date.
Year to date used book sales total, $3,507.70.
Funded requests for Hank Finchen' s, Christopher Columbus program $200.00 and David Bucove's Reception $200.00.
Mr. Surbaugh opened the elevator bids and passed them to Miss Brooks, Secretary, to read:
Abell Elevator International of Indianapolis, base bid, $54,177 . Time frame 16 to 19 weeks.
Amco Elevators of Indianapolis, base bid, $57,753. Time frame 5 months.
Mr. Surbaugh asked Mr. Montgomery to review the bids to make sure they are in compliance with the specifications for installation of an elevator and give his recommendation at the November meeting.
Mr. Surbaugh read a proposal from W. R. Dunkin & Son.
They propose to renovate the elevator shaft, preparing it for installation of the elevator, labor and materials $20,780.00
Mrs. Cumberland reported the flood insurance recommended by t-he Insurance Committee would cover rain and/or street water entering the building. After a discussion the Board informed Mrs. Cumberland to go ahead with the flood insurance coverage as recommended by the Insurance Committee.
Mr. Surbaugh asked the following to serve on a Salary Schedule Review Committee: Linda Shaffer, Chairperson, Robbin Brooks, and David Eicks.
Dr. Nelson reported that the Search Committee has not met at this time. An ad has been placed in the Library Hotline of the ALA Journal.
Miss Oljace reported that Rod Burkett and herself have been working to bring the bookmobiles on line with the computer soon. There is one more thing to do then will start testing with the radio database. She demonstrated the hand held unit that is being used for testing the bookmobile stops. The unit can be use to check inventory and missing items. Will take one year to complete an inventory.
Interim Director's report:
Marilyn Shaw, Head of the Lapel Public Library will retire December 30, 1992. Tammy Underwood, currently working as Children's Librarian at the main building, will replace Marilyn Shaw at Lapel.
The State Board of Tax Commissioners will hold their annual tax hearing for the 1993 budget October 28, 1992.
The landscaping has been completed on the west side of the parking lot located at 12th and Main Streets.
Circulation figures show an increase in all departments over last year at this time.
The SAT Preparation testing has had good response. Will hold the program again in November. Working to repeat the program at the Lapel Library in January and February, 1993.
Other programs coming up in October will be the Let's talk about it, Hank Fincken as Columbus. John Autio of the reference department will man a booth at the Business to Business Affair.
Also there will be a study skills program offered on October 21, which is already full. A second study skills program will be repeated for interested persons on October 28, 1992.
The Children's Department will have a Family Fall Harvest Party. Michael Parent, Storyteller-Musician-Juggler, will appear in the Children’s Department November 4, 1992
A Young Adult program, "Murder in the Library" will be held on October
31, 1992 exclusively for high school students.
Mrs. Cumberland presented copies of a letter that appeared in the Herald-Bulletin Editorial, written by Jack W. Humphrey, University of Evansville.
Mr. Humphrey expressed his feeling of an excellent library building after a visit to Anderson. Also his feeling of competent public librarians and educators working together to use the library's resources for the good of the community.
Mr. Burkett reported that a bookmobile community stops driver has asked to transfer back to the maintenance department to fill a vacancy in that department. Bookmobile community stops circulation is going down. Mr. Burkett wants to combine the best stops between both bookmobiles and have only one bookmobile out in community.
Mr. Burkett and Mrs. Cumberland met with the Mill Creek Center committee, Chesterfield, Indiana to find out what the library board's obligations would be if a branch library was established in the community building. It was the feeling of the board for Mr. Burkett spend time gathering information about a limited facility to be used as a short-term branch.
There being no further business Dr. Nelson moved to adjourn. Seconded by Miss Brooks.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
NOVEMBER 18, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, November 18, 1992 at 4: 15 p. m.
in the board room of the library.
Trustees present: Robin Brooks, Douglas Nelson, William Surbaugh, David Eicks, William Simmermon
Trustees absent: Larry Davis, Linda Shaffer
Others attending:
Donna Cumberland, Interim Director
Georgetta Roudebush, Office Manager
Rodney Burkett, Head of Extension Services
Beth Oljace, Head of Technical Services
Linda Funk, Administrative Assistant
Margaret Lambooy, Children's Librarian
Mike Montgomery, Architect
James Carroll, Herald-Bulletin Reporter
Sherry Dougherty, Friends of the Library President
Mr. Surbaugh, President, called the meeting to order.
Dr. Nelson moved to accept the minutes of the October 21, 1992 meeting as presented. Miss Brooks seconded the motion. Passed unanimously by the Board.
In the absents of Mrs. Shaffer, Mrs. Roudebush reported that Mrs. Shaffer had reviewed the invoices and initialed the claims, placing a check mark by each claim listed as her approval. Dr. Nelson moved to allow the claims for payment as listed. Seconded by Miss Brooks. Passed unanimously by the Board.
A resolution relative to a temporary loan was presented to the Board: That a temporary loan be made for and on behalf of the 1993 General Fund of the library in the amount of Seven hundred thousand dollars. Dr. Nelson moved to adopt the resolution to allow advertising by publication of legal notices. Miss Brooks seconded the motion. Passed unanimously by the Board.
Dr. Nelson proposed not to fill vacancies during the next 12 months without Board review and approval. He stated he was not suggesting reducing the staff, but rather the Board review any vacancies prior to filling open positions. We have no contingency funds in the 1993 budget and there is a need to protect against emergencies. Dr. Nelson moved to adopt a policy that for the next twelve months the Board be informed of any vacancies created by staff members leaving the library's employment. The Board will review the position and the need for replacement. Mr. Eicks seconded the motion. Passed unanimously by the Board.
Dr. Nelson moved to freeze $100,000.00 of the $160,000.00 discretionary amount of the books and materials budget until July, 1993. The Board will meet in June to review the 1993 budget and determine the needs for releasing the $100,000.00 for purchases to be made by December, 1993. Seconded by Miss Brooks.
Passed unanimously by the Board.
Mr. Surbaugh reported on the 1993 Budget as approved by the State Board of Tax Commissioners at a hearing held October 28, 1992. Representing the library at the tax hearing were Mr. Surbaugh, Mrs. Shaffer, Mrs. Cumberland, Mr. Bucove, and Mrs. Roudebush. Representatives of the library were informed that the 1993 budget would have to be reduced by $179,865. After a caucus was held the following reductions were made to the 1993 budget:
Library Operating Fund
Director's salary 15,000
Assistants' Salaries 17,500
FICA Library's share 4,500
Gas Utility 1,000
Electricity 10,000
Rent-Equipment 1,500
Transfer to LIRF 100,656
Contractual Services 4,709
Furniture & Equipment 20,000
Books & Materials 3,000
Total $177,865
A resolution to reduce the current Library Operating Fund was presented:
Transfer to LIRF $2,000
A resolution to reduce the current Library Improvement Reserve Fund was presented:
Furniture & Equipment $2,000
Mr. Eicks moved to adopt the resolutions to reduce the current budgets as per agreement made at the State Board of Tax Commissioners hearing. Seconded by Miss Brooks. Passed unanimously by the Board.
Mrs. Dougherty reported on the activities of the Friends of the Library for the passed month. Members have been working very hard in the book store to bring in the money to help support the library in the funding requests. The Friends have supported several projects at the library. A total of $1,026.27 has been issued to the library for projects from Hay through September. Book sales year to date has earned $4,060.34.
Mr. Montgomery reported he had reviewed the elevator bids and recommended awarding the contract to Abell Elevator International of Indianapolis, bid $54,177.00. A $20,780 proposal was presented by W. R. Dunkin & Son to renovate the shaft for installation of the second elevator. Total cost of the project may be lower if shaft preparation work proves to be less extensive than anticipated. Completion is expected within 19 weeks.
Mr. Simmermon moved to award the elevator bid to Abell Elevator International of Indianapolis. Seconded by Mr. Eicks. Passed unanimously by the Board.
Dr. Nelson moved to award a contract to W. R. Dunkin & Son to renovate the elevator shaft, not to go over $20,000.00. Seconded by Miss Brooks. Passed unanimously by the Board.
Mrs. Cumberland presented information about the Public Library Access Card which goes into effect January 1, 1993. The cost will be covered by the users of PLAC which has been set at $16.77 per card by the state. Mrs. Cumberland recommends continuing to recognize the county patrons as previously under the reciprocal borrowing agreements. Charge the $16.77 for the PLAC cards and extend '0 these patrons the use of all materials available. Miss Brooks moved to continue the county reciprocal borrowing agreements, to charge patrons $16.77 for the PLAC cards and to have PLAC card holders have access to all library materials. Seconded by Mr. Eicks and passed unanimously by the Board.
Dr. Nelson, Chair of the Search Committee, has drawn up proposed criteria (copy attached) for considering the selection of a new director. The new director must have skills to manage a large library. Need someone who can help to maintain the library as we now have.
Mrs. Cumberland reported that the exploration of the library's expansion to the Mill Creek center has been delayed somewhat by next year's anticipated income figures. However, Rod, Beth and herself will continue to formulate anticipated costs for such an expansion.
Miss Oljace reminded the Board the library has been participating in an instate networking system call Project CIRCA. The library has one terminal linking with a computer in Indianapolis and have been using the cataloging services. Have paid a membership fee for maintaining the equipment. This networking will disburse and there is a cumulative amount that was collected through the membership fees. The money was to replace equipment when it became unworkable. The money will be returned to libraries, including the Anderson Public Library, as per terminal located in each of the libraries. The amount the library will receive will be $4,982.22. Need to sign an agreement to the disbursement of the cumulative funds. Miss Brooks moved to allow Mr. Surbaugh to sign the final agreement when received. Seconded by Mr. Eicks. Passed unanimously by the Board.
Mrs. Cumberland reminded the Board of Marilyn Shaw's retirement luncheon to be held November 19 at 11:45 a.m. at Elliott's Restaurant in downtown Anderson.
The library Christmas party will also be at Elliott's on Friday, December 11 at 7 p.m.
The firemen are busy working on the Fire Safety House on the third floor.
The State Board of Accounts Field Representatives are auditing the financial records for 1990 and 1991.
It was the consensus of the Board to meet on January 13, 1993 and February 10, 1993 to combine the regular board meeting with the Board of Financial meeting which must meet every other year on the odd number year.
There being no further business, Dr. Nelson moved to adjourn. Seconded by Mr. Eicks.
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK, AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
DECEMBER 16, 1992
The Board of Trustees of the Anderson City, Anderson, Stony Creek, and Union Townships Public Library met Wednesday, December 16, 1992 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 absent: Larry Davis, David Eicks
Others attending:
Donna Cumberland, Interim Director
Georgetta Roudebush, Office Manager
Beth E. Oljace, Head of Technical Services
Rodney Burkett, Head of Extension Services
James Carroll, Anderson Herald-Bulletin Reporter
Mr. Surbaugh, President, called the meeting to order.
Mrs. Cumberland noted the minutes presented were change from the copies mailed to the Board. The last paragraph on the second page was corrected to read as Miss Brooks moved to continue the county reciprocal borrowing agreements, to charge patrons $16.77 for the PLAC cards and to have PLAC card holders have access to all library materials.
Miss Brooks moved to accept the minutes of the November 18, 1992 meeting as corrected. This was seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mr. Surbaugh read an Emergency Appropriation Resolution to transfer unobligated balances existing in certain appropriations to meet the need in various functions of the library. Mrs. Shaffer moved to adopt the Resolution as presented. Seconded by Dr. Nelson. Passed unanimously by the Board.
Mrs. Shaffer reported she had reviewed the invoices and initialed the claims, finding them in order to be paid. Mrs. Shaffer moved to allow the claims for payment as listed. Seconded by Dr. Nelson and passed unanimously by the Board.
Miss Brooks moved to encumber two purchase orders to be paid in 1993.
Purchase order Number 3625: Abell Elevator International of Indianapolis, $54,177.00, and purchase order number 3626: W.R. Dunkin & Son, Inc., $20,000.00.
Both purchase orders are to cover the expenses of placing a new elevator in the main library building as per bids accepted at the November, 1992 Board Meeting. Seconded by Dr. Nelson and passed unanimously by the Board.
Bids from three local banks for the purpose of a temporary loan to the library in 1993 were received and read as following:
Anderson Banking Company Loan $700,000.00 Interest rate 5.11%
Citizens Banking Company Loan $700,000.00 Interest rate 4.49%
Star Financial Bank Loan $700,000.00 Interest rate 5.50%
After reviewing the bids Dr. Nelson moved to accept the Citizens Banking Company bid as the lowest and best bid. Seconded by Miss Brooks and passed unanimously by the Board.
Mrs. Shaffer reported on the exit conference held with the Indiana State Board of Accounts. The Field Examiners reported that $3,736.86 had been posted in the Library Operating Fund, which should have recorded in the Bond and Interest Redemption Fund in August, 1991. A transfer will be made to correct the entry.
Also the Examiners stated a procedure needs to be put in place when increasing a staff salary above the established salary schedule. The salary schedule is considered a part of the budget. Increments or any increase in a staff salary should be presented to the Board for approval.
Mrs. Cumberland informed the Board that she could report any changes to be made in personnel. Mr. Surbaugh expressed that it would be appreciated to have this information.
Mrs. Cumberland reported that an annual report from the Friends of the Library will be presented at the January, 1993 meeting.
Dr. Nelson, Chairperson of the Search Committee, reported that twenty (20) applications had been received for the position of Director.
A resolution was presented to authorize reasonable levels of reimbursement for expenses for travel, lodging and meals incurred by persons interviewing for the position of Director. These levels will include automobile travel at $.25 a mile, airfare at excursion class rates, lodging arranged by the Board and meals up to $25 a day.
Reimbursement for moving expenses will be a matter of discussion between the new director, the Search Committee and the Board.
Dr. Nelson moved to adopt the resolution to follow the guidelines of reimbursing persons interviewing for the position of Director. Seconded by Miss Brooks and passed unanimously by the Board.
The American Library Association will be having winter conferences in Denver, Colorado, January 22 to 24, 1993. There will be a placement center at the conference.
Miss Brooks moved to cover the expenses of Dr. Nelson to attend the conference. He could meet and interview prospective applicants attending the conference for the director's position. Seconded by Mrs. Shaffer. Passed unanimously by the Board.
Mrs. Cumberland reported the flood insurance was in place if flooding of the building should ever occur again like last June. The Insurance Committee toured the Fire Safety House on the third floor.
Mrs. Cumberland informed the Board it has been recommended that art pieces in the library be documented and appraised for insurance purposes.
Mr. Surbaugh asked Mrs. Cumberland to request information from the Insurance Committee about the liability the library would owe to an employee if an accident should take place when using their own vehicle for library business.
Mrs. Cumberland reported that a new statistical report will replace the circulation report after the December report.
The library has been named as a recipient of an estate which should be finalized sometime in 1993.
An Employee Performance Appraisal Committee has been working to develop a new system-wide approach to evaluation which will be implemented after the first of the year.
The last of the Let's Talk About It program was December 3. The next program will be a combined L.T.A.I. with Vigo Co. Public Library with a theme of "Images Across The Pacific" next fall.
The S.A.T. Preparation Class had attendance of 40 at the December meetings with two more classes in January.
A new outreach program in Children’s Department involves staff talking to childbirth/prenatal classes at Community Hospital.
A "Caroling and Storytelling Fest" will be held Thursday, December 17 at
3:30 p.m. in the Children's Department.
A "Holiday Reading Program" in the Children’s room will challenge students to read during the school vacation.
The Lapel Library will feature "Christmas at the Lapel Public Library" on Tuesday, December 22 at 7 p.m.
The library is co-sponsoring, with and the Chamber of Commerce, a public Future: Critical Issues for the Current be January 20, 1993 at 9:30 a.m.
the Purdue University Extension Service policy meeting on "Indiana's Financial Ligis1ative Session." The program will
There will be an open house at Lapel Library, December 30, 1992, 3 p.m.to 6 p.m. for Marilyn Shaw who is retiring as of that date.
Larry Davis’ term on the RSVP Board is due to be renewed or a replacement
named.
There being no further business, Dr. Nelson moved to adjourn. Seconded by Miss Brooks.
Secretary
Anderson Public Library
Board of Trustees
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