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1997 Minutes
_____________________________________________________________________ ANDERSON CITY, JANUARY 15, 1997 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, January 15, 1997 at 4:15 p.m. in the Board Room of the Library. Trustees present: Doug Nelson, Bill Surbaugh, Joni Brinkman, Robbin Brooks, Leslie Davisson, Bill Simmermon, Rhea Parshall Staff attending: Sally Hunt, Director Others attending: Ken de la Bastide, Anderson Herald-Bulletin President Doug Nelson called the meeting to order. The Board welcomed Leslie Davisson as she begins her first term as a Board member. The first item of business was to approve the minutes of the December 18th meeting. A motion was made by Bill Surbaugh and seconded by Robbin Brooks to accept the minutes as circulated. Motion carried. The next item of business was the financial report. Rhea Parshall had examined the claims and found them to be in order subject to an outside audit. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to accept the bills as circulated. There were no questions or concerns regarding the claims, motion passed. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to transfer several dormant funds to the Library Operating Fund as per the attached resolution. The motion passed without opposition. Sally recommended a Resolution Relative to Advance Draw in the amount of $500,000. Dr. Nelson explained to the high school class what the draw is and why it was needed. This draw is not borrowing money, it is just an advance. A motion was made by Rhea Parshall and seconded by Robbin Brooks to adopt the resolution as attached. It was noted that the resolution does not state the dollar amount of the draw. The amount of $500,000 will be added to the resolution and the corrected one will be signed in February. The motion passed unanimously. A request for authorization for ongoing payments of certain items between meetings was made. These items are: routine payroll checks, related benefit payments (PERF, etc.) with deadlines, approved conference and training registrations, utility bills and prepayment of serial subscriptions as necessary. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve this request. Motion passed. The next item was the formation of the nominating committee for the 1997 Board officers. Bill Surbaugh and Bill Simmermon both volunteered with Bill Simmermon serving as Chairman. They will give a report at the February meeting. The Board discussed a recommended Confidentiality Policy as attached. The age of 14 is the cut-off age for the protection of privacy meaning that under the age of 14 a parent or guardian's signature is required to obtain a library card. Robbin Brooks questioned the gap between the ages of 14 and 18, which is the legal age of responsibility. Sally pointed out that a public library may be different since we encourage young adults to seek information as part of a learning and growing experience. A motion was made by Leslie Davisson to pass the Confidentiality Policy as written. Bill Surbaugh recommended that staff look at all issues and re-word the policy. The motion died due to lack of a second. The Board would like this to be reviewed and brought back to them. Sally presented a visual chart showing a capital projects fund plan. This plan has to be done by May 15th in order to begin capital projects in 1998 with LCPF (Library Capital Project Funds). The immediate priorities for improvements are the Dynix system, parking lots, masonry repair on the main building, the bookmobile question and the need for reorganizing the AV Dept. Bill Surbaugh questioned the spending of the money for a feasibility study for the items we know we will have to do, such as the ones listed above. Ken de la Bastide then questioned LIRF, where does it come from and why do we have LIRF and an operating balance in a bank account drawing interest? It was explained that the money in the operating balance can be used to operate until we get an advance tax draw or borrow money to operate on. It was also pointed out that the money in LIRF cannot be used for operating purposes without being paid back the same year it is used. There was no motion to proceed with a feasibility study. Bill Surbaugh moved that the Board establish a Library Capital Projects Fund for the years 1998, 1999, and 2000 using a 4 cent rate and that the projects petitioned to the County Council are the 5 listed above subject to modification and revision between now and when we approach the County Council. Robbin Brooks seconded. This motion was silent to the feasibility study but the issue may be addressed at a later date. Bill Simmermon abstained from voting, motion passed with one abstention. Sally gave the Director's report. February 12th is Legislative Day for libraries at the Indiana General Assembly. Circulation statistics for 1996 are up 25% over 1995. Sherrill Franklin was on hand to answer any questions concerning the Bookmobile study results. The consultant was very impressed with our jail service. There may be a little more money put into the book budget this year for materials for this service. Rhea Parshall commented that while the school service is beneficial, older children do not have enough time (10-15 minutes) to use the Bookmobile. The Board would like to see recommendations by the April meeting. Sally reminded the Board that the cuts made to the 1997 Budget were currently being controlled "in house" and not by way of an additional appropriations process. The Board indicated agreement. A motion was made by Bill Surbaugh and seconded by Robbin Brooks to adjourn. Meeting adjourned at 6:00 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING FEBRUARY 19, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, February 19, 1997 at 4:15 p.m. in the Board Room of the Library. There was an Executive Session followed by the regular meeting.
Trustees present: Doug Nelson Bill Surbaugh Joni Brinkman Robbin Brooks Leslie Davisson Bill Simmermon Rhea Parshall
Staff attending: Sally Hunt, Director Colleen Roe, Business Office Lova Gay, Recording Secretary Rod Burkett, Assistant Director Sherrill Franklin, Head of Extension Services June Holt, RSVP Director Terri Rousey, Circ + Team
Others attending: Ken de la Bastide, Anderson Herald-Bulletin This meeting was also attended by a few students from a Government class at Highland High School.
President Doug Nelson called the meeting to order.
The first order of business was to approve a resolution regarding the Executive Session that was held prior to the regular meeting. A motion as attached was made by Robbin Brooks and seconded by Rhea Parshall to approve the resolution. Motion carried.
The next item was the approval of the minutes of the January 15th meeting. This included the regular meeting minutes and the Board of Finance meeting minutes. A motion was made by Bill Surbaugh and seconded by Robbin Brooks to accept these minutes as circulated. Motion carried.
Next was the financial report. Rhea Parshall had examined the claims and found them to be in order subject to an outside audit. A motion was made by Rhea Parshall and seconded by Joni Brinkman to accept the bills as circulated. Bill Surbaugh questioned claim #13391 regarding the utility bill. These were two months worth of bills. Motion passed.
A resolution as attached to allow advertising for a temporary loan was presented. The library might be able to operate until June without this loan but this advertising needs to be done in case a loan is needed. The library will not borrow unless necessary. Bill Surbaugh made a motion to accept the resolution to advertise for a temporary loan, Robbin Brooks seconded, motion passed unanimously. Resolution attached.
Colleen explained the use of the new financial forms. Bill Surbaugh would like to see a revenue and expense summary done monthly showing a comparison of last year and this year and how these figures affect the budget.
The next item was the election of officers. Bill Simmermon reported that the Personnel Committee met and has a slate of officers who are willing to serve. The nominees are Robbin Brooks, President; Joni Brinkman, Vice President; Doug Nelson, Secretary; and Rhea Parshall, Treasurer. Leslie Davisson made a motion to accept the slate as presented, Bill Surbaugh seconded. Motion passed. Robbin Brooks will preside as President at the March meeting.
Sally presented staff recommendations on future services. The plan calls for bookmobile services to target children in grades K-3, and Day Care centers. This service will be done via the outreach vehicle by revamping it. The current school bookmobile would be retired. A small van could be used for homebound and jail service. The cost of such a van should be under $100,000. Rhea Parshall voiced a concern about the 4th and 5th graders. The plans are to offer special programs such as book talks, tours of the library and on-line services to them. Rhea will talk to Jane Kendrick to find out what library plans are for Anderson Community Schools. The Board would like more specific cost figures. Robbin Brooks made a motion to table action on this until more information is available on the costs of these vehicles and the school=s plans. Rhea Parshall seconded the motion, it passed unanimously.
Another priority for future services is the parking lots. Staff estimates it would cost around $200,000 to re-do the North lots. The Board wants cost estimates for controlled parking and written information regarding the purchase of another lot and incorporating it into the present system. The Board would like to send a letter to the Paramount and the city to open dialog regarding the use of the library=s lots.
The plan also calls for Audio-Visual Department renovation at an estimated $93,000. The Board understands this needs to be addressed immediately. Consensus of the Board is to proceed with written costs for the renovation of the AV department and the parking lots. It was suggested a letter be sent to the Board of Trustees of other county libraries regarding the formation of a consortium using the Dynix system. Robbin Brooks would like the information Sally=s prepared with her recommendations for priorities and estimated cost in writing.
June Holt gave an RSVP annual report. Bill Surbaugh is on the advisory board for RSVP. He would like an annual report given. On February 7, 1997 RSVP became incorporated as a 501C3. The RSVP funds are audited through the library audit. The Board appreciated the report and would also like an annual report from literacy.
Sally gave the Director=s report. Total circulation statistics are up from 41,000 in January, 1996, to 54,000 this January. The list of 20 Local People Making a Difference are Betty Gibbons Baker and Willie Baker, Fay Barber-Dansby, Cynthia Casey, Wendall Crumes, Benjamin Floyd, Joyce Foggs, Gladys Miller Goodman, Anna Pearl Hampton, Lester Harris, Carrie Hyatt, Nikquisa and David Clay Nunn, Pat Raymore, Robert L. Roddy, Jr., Dennis Cox, Marybelle Streaty, James Warner, Carl Watkins, Issac Weatherly, Jr., Lovell Wilkerson, Rev. Edgar M. Woodall, and Rev. Jerryl D. Wright. A motion was made by Robbin Brooks and seconded by Bill Surbaugh to accept these names to be officially honored on Saturday, February 22nd. Motion passed.
Leslie Davisson has been approached to ask the Board if the Fine Arts Center could have the bust of Dale Carnegie returned to the Carnegie Building. This will be on a later agenda. If anyone has any views on this subject they should make them know to Sally. No action has to be taken on this issue soon. Sally noted that a recommendation on a revised confidentiality draft is not yet ready.
A motion was made by Bill Surbaugh and seconded by Robbin Brooks to adjourn. Meeting adjourned at 5:55 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MARCH 19,1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, March 19, 1997 at 4:15 p.m. in the Board Room of the Library.
Trustees present: Doug Nelson, Joni Brinkman, Leslie Davisson, Rhea Parshall, Bill Surbaugh, Robbin Brooks, Bill Simmermon
Staff attending: Sally Hunt, Director Colleen Roe, Business Office Lova Gay, Recording Secretary Rod Burkett, Assistant Director Alice Milley, Head of Technical Services David Nimmer, Lapel Librarian
Others attending: Ken de la Bastide, Anderson Herald-Bulletin, Mike Montgomery, Dave Hurst
President Robbin Brooks called the meeting to order. A motion was made by Bill Simmermon and seconded by Rhea Parshall to accept the minutes of the February 19th meeting. There were two corrections. The word revamp on page two should not be hyphenated and the name Dale Carnegie was changed to Andrew Carnegie. The motion was changed to accept the minutes as corrected. Motion carried.
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit. Bill Simmermon questioned claim #92. This was a claim from Sansberry, Dickmann, Freeman and Builta. It was explained that the first line is their monthly retainer fee, the second line is for work done on an unemployment claim and the third line is a charge in regard to work done for ECICNet and paid for by the ECICNet grant. A motion was made by Doug Nelson and seconded by Bill Surbaugh to accept the bills as circulated. Motion passed.
Mike Montgomery, a local architect, presented a concept site plan for the north parking lots including grading and leveling the lots, signage, lighting, and landscaping. The Board will decide where this type of work falls within the capital projects plan.
Dave Hurst was introduced and spoke briefly about his consulting services regarding the capital projects plan for a one-time charge of $500.00.
The next item was to approve the capital projects plan for advertising. After much discussion Bill Surbaugh suggested the following for advertising; reclassifying the parking lot repair and putting it under "planned construction, repair, replacement, or remodeling" and listing the equipment under "purchase, lease, repair and maintenance of equipment." Joni Brinkman made a motion to strike the architectural/engineering study from the 1997 plan and to advertise the use of the LIRF money in the following way; renovation of the AV department, $96,000; bookmobile $80,000; Dynix $114,000 and the parking lot $124,000. Leslie Davisson seconded, motion passed.
Bill Surbaugh then made a motion that the capital projects plan be advertised as follows; in 1998 for "planned construction, repair, replacement or remodeling" $127,400; and under "purchase, lease, repair and maintenance of equipment" $100,000. For 1999 for "planned construction, repair, replacement or remodeling" $79,600 and for "purchase, lease, repair and maintenance of equipment" $150,000. For the year 2000, allocation for future years, $232,000. This motion was seconded by Joni Brinkman. Motion carried.
Next on the agenda was the resolution to approve a $3,000 grant for the Work Release Center. Bill Surbaugh made the motion. It reads, "I move approval of the contract by the Anderson Public Library Board of Trustees. Robbin Brooks and Sally Hunt are hereby authorized to execute the contract for and on behalf of the Anderson Public Library Board of Trustees". Doug Nelson seconded the motion, carried.
Rhea Parshall made a motion to approve the grant for $6,000 to purchase a satellite dish: "I move approval of the contract by the Anderson Public Library Board of Trustees. Robbin Brooks and Sally Hunt are hereby authorized to execute the contract for and on behalf of the Anderson Public Library Board of Trustees". Bill Surbaugh seconded this motion; motion carried.
Robbin Brooks appointed the following Board members to committees. The Personnel Committee will be Rhea Parshall, chair; Doug Nelson and Joni Brinkman. The Capital Projects Committee will be Bill Surbaugh, chair; Bill Simmermon and Leslie Davisson. Robbin Brooks will be the floater.
A motion was made by Bill Surbaugh and seconded by Rhea Parshall to authorize the transfer of the $54,000 that was appropriated in the 1997 budget from the operating fund into the LIRF fund. Motion passed. Bill Surbaugh then made a motion to borrow the $414,000 from the LIRF fund and put it into the operating balance to be used if necessary. Doug Nelson seconded this motion, carried.
Doug Nelson opened the bids for a temporary loan. They were; National City 5.90%, Pendleton Banking Company 3.65%, Key Bank 4.55%, and Star Financial 5.75% interest rate. Doug Nelson made a motion to accept the bid of Pendleton Banking Company pending assurance from that bank that we have established ourselves as a qualifying institution. Joni Brinkman seconded, motion passed. Since it is not required by the State it was the consensus of the Board to no longer use the services of the firm of Ice, Miller, Donadio and Ryan as bond counsel.
Sally has worked with Jane Kendrick to get kindergartners library cards. Sally recommended that on a trial basis kindergartners who live outside the APL district be allowed a free card good for Children's Room only and only for the school year. Bill Surbaugh moved that this be tried on a one year basis only and not be extended. Rhea Parshall seconded. There was one nay vote from Bill Simmermon, motion carried.
Sally recommended that a little over $9,000 be reallocated from the sub pool to be used for a one-half Circ + position. Joni Brinkman made a motion to do this, Rhea Parshall seconded. Doug Nelson expressed opposition to a permanent position. Bill Surbaugh made a motion to table this until the Personnel Committee has had a chance to review this and make a recommendation. Doug Nelson seconded, motion passed.
The following staff persons will be going to the ILF Conference. Sally, Rod, Beth Oljace, Colleen Roe, Susan Davis, Phyllis Leedom, Ann Weigand, Steve Cooper, Kevin Waldrep and Kathy Closter. Rhea Parshall expressed an interest in going and will check her calendar. The Board agreed that Leslie Davisson may attend if she would like to.
Sally gave a brief director's report. There is legislation to put a limit on the possible increase on library's budgets from 5% to 4%. Sally will be going to a PLA symposium in Chicago tomorrow.
Nathan will attend a Dynix conference in Huntington, IN-.
Phyllis Reynolds Naylor will be here on Friday and Saturday.
Sally asked for action on working with Dave Hurst. A motion was made by Joni Brinkman and seconded by Rhea Parshall to hire Dave Hurst as a consultant on the capital projects plan. Motion passed.
A motion was made by Rhea Parshall and seconded by Joni Brinkman to adjourn. Meeting adjourned at 6:10 p.m ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
APRIL 16, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, April 16, 1997 at 4:25 p.m. in the Board Room of the Library.
Trustees present: Doug Nelson Joni Brinkman Robbin Brooks Bill Simmermon Rhea Parshall
Trustees absent: Bill Surbaugh Leslie Davisson
Staff attending: Sally Hunt, Director Colleen Roe, Business Office Lova Gay, Recording Secretary Rod Burkett, Assistant Director
Others attending: Ken de la Bastide, Anderson Herald-Bulletin
President Robbin Brooks called the meeting to order.
A motion was made by Doug Nelson and seconded by Joni Brinkman to accept the minutes of the March 19th meeting as circulated. Motion carried.
A report from the Personnel Committee was given by Rhea Parshall. The board approved recognition of long-time Friends of the Library book-sale workers and Board of Directors. Pins will be presented to them at a reception tonight. The Committee will ask the Friends to fund an appreciation lunch for staff on Staff Development Day. If they choose not to do this, Robbin will look into other sources. The revised employee handbook will be sent to the Committee within the next three weeks. After review a recommendation will be made to the full Board. Budget issues will also be taken up in May to develop a recommendation to the full Board. The director=s evaluation is due in May. All Board members will receive a copy of the form used last year. This is to be returned to Robbin by April 30th.
A report from the Capital Projects Committee was given by Bill Simmermon. It was determined that Board members would contact members of the Afiscal body@ before the public hearing.
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. Joni Brinkman seconded the motion. Rhea commented on the new forms, saying they were much easier to use and understand. There was a question regarding attendance at Dynix workshops. Alice had attended the annual meeting and saw products for the Dynix enhancements that we will be getting. Nathan went to a workshop targeted to getting the most out of your system.
Colleen gave a run-down of the claims that will be paid out of grant funds. Next month these claims will be listed with the name of the grant it will be paid from. Motion to approve claims passed.
The resolution to adopt the Library Capital Projects Fund Plan as attached was presented. Joni Brinkman made a motion to accept this resolution as attached. Rhea Parshall seconded, motion carried. Doug Nelson moved to adopt the additional appropriations resolution as attached. Bill Simmermon seconded, motion passed.
Sally reported the library will have about $40,000 left in the operating balance as of April. She recommended the library go ahead and borrow the money from LIRF, if the money from the cash advance draw doesn=t cover what we need or it doesn=t get here in time. Doug Nelson recommended we wait until we need it, probably this fall. Sally will keep the Board apprized of the situation.
A paper was passed around for the Board members to put their summer vacation dates on. Doug Nelson suggested a letter of commendation be sent to Susan Akers, Marcia Murphy and Dawn Miller for implementing the Phyllis Reynolds Naylor programs. A motion was made by Doug Nelson and seconded by Rhea Parshall to draft a letter to them commending them for their fine work. Doug Nelson will draft the letter. Ned Heeger-Brehm and Paula Brehm-Heeger are leaving to accept positions in Kansas City. There are also two part-time librarians, Ann Alexander and Mary Beth Schlabach, who are leaving. Sally recommended combining these two positions into one full time Young Adult Librarian position dividing their time between here and Lapel. The Maintenance position opening will be reduced from a 40-hour position to a 25-hour position. This will Afree up@ 15 hours to be used in the Community Technology Center on a three-month trial basis. The benefit package from the Maintenance position would be transferred to the Young Adult Librarian position. The Personnel Committee will review these issues at their May 7th meeting. One issue that is pressing, however, is the grant-funded position that Patrick Manderson fills. This is through a grant with ACS and the Urban Enterprise group and funding for this position has been used up. Sally would like to be able to use sub money to keep this position open until Frank Lucas and Terri Austin appear before the Urban Enterprise group in May to ask for second year funding. A motion was made by Doug Nelson and seconded by Joni Brinkman to use sub money to continue this position until additional funding is found. Motion passed. The Personnel Committee will look at the other positions. Doug Nelson made a motion for Sally to proceed with the advertising of the Reference positions now, and the Personnel Committee will review the job descriptions at their next meeting. Joni Brinkman seconded this motion, carried.
Sally gave her Director=s report. She recognized Rod, Colleen and Lova for their work for the Capital Projects Committee, compiling so much information in a limited time. This is National Library Week and there are several different programs going on throughout the library. Staff Development Day is May 16th and the Board is invited to attend the lunch. At the May meeting the Board will be asked to look at an issue regarding bicycle locks. Doug Nelson would like a report from staff regarding their work with the 2-hour Community Service time each month. He would like a report on hours spent, number of employees using these, and criteria for the organizations being used as recipients. He thought this might be worthy of commendations on Staff Development Day. Robbin asked that this report be given to her and Rhea. Next week staff are going to schools for Kindergarten Round-Ups to implement kindergartners getting library cards. Joni wondered if the library takes books to the Youth Center. Sally will check with staff on this.
A motion was made by Rhea Parshall and seconded by Joni Brinkman to adjourn. Meeting adjourned at 5:10 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
MAY 21, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, May 21, 1997 at 4:15 p.m. in the Board Room of the Library.
Trustees present: Doug Nelson Bill Surbaugh Robbin Brooks Bill Simmermon Rhea Parshall Leslie Davisson
Trustees absent: Joni Brinkman
Staff attending: Sally Hunt, Director Colleen Roe, Business Office Lova Gay, Recording Secretary Rod Burkett, Assistant Director Dave Coburn, Security Susan Akers, Community Relations Ann Weigand, Extension Services Cary Fenwick, AV Martha Baker, AV
Others attending: Ken de la Bastide, Anderson Herald-Bulletin Terry Riggins, Vern Riggins Construction Company Diane Hall, Hall Building Maintenance
President Robbin Brooks called the meeting to order.
A motion was made by Doug Nelson and seconded by Rhea Parshall to accept the minutes of the April 16th meeting as circulated. Motion carried. A motion was made by Doug Nelson and seconded by Rhea Parshall to accept the minutes of the April 16th public hearing on the Library Capital Projects Plan and additional appropriations as circulated. Motion carried
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. Leslie Davisson seconded the motion. Bill Simmermon questioned claim #150, Sylvester Heating and Cooling. This was for the replacement of 3 compressors and electronic thermostats at Lapel. All the original compressors at Lapel have now been replaced. Motion to approve claims passed.
The next item was action on a temporary loan. The library is only anticipating $135,000 from the advance draw. No motion was made. The money from LIRF already in the operating balance will be used.
There were 2 sealed bids on the masonry work. Doug Nelson opened these bids. They were from Vern Riggins Construction, $84,782.00 and Hall Building Maintenance, $47,219.00. Doug Nelson moved acceptance of the lowest bid subject to review by the library attorney and library staff checking the references. Bill Surbaugh seconded, motion carried.
Next on the agenda was the decision on group insurance. Staff were presented with four options and they prefer option C, which was changing the deductible from $250 to $500 and the Stop Loss from $2,500 to $5,000. Sally recommends that we take bids from other insurance companies. However, this could take 2 or 3 months and the new premium goes into effect June 1st. She also recommends shifting funds to be able to pick up $18,000 needed to pay the increase in premiums for the rest of this year (June - December.) The Acordia underwriter has been contacted to see about obtaining a discount or a lesser increase in the premium. Bill Surbaugh made a motion to use option C with staff investigating the possibility of keeping the Stop Loss at $2,500 and raising the deductible to $500. This motion died due to the lack of a second. After much discussion, Bill Surbaugh then motioned to maintain status quo for the month of June and revisit this issue at the next meeting. Bill Simmermon seconded, motion carried.
Rhea Parshall gave a report from the Personnel Committee. The Friends of the Library gave $1,000 for Staff Development Day activities. The Personnel Committee recommends that a full-time Young Adult Librarian position be approved with 20 hours at the Main Library and 20 hours at Lapel. This is a combination of two existing part time positions now open (Main Library Young Adult and a Lapel position). The benefits for this position would come from the maintenance position that was changed from 40 to 25 hours. It was also recommended that $9,000 be taken from the Sub pool and be used for Circ + hours (up to 10 permanent and 10 on-call.) The committee is looking at the status report on the Worthington Study and Position Analysis Team recommendations.
A motion was made by Rhea Parshall and seconded by Leslie Davisson to approve the Young Adult position. Motion carried. A motion was made by Rhea Parshall and seconded by Leslie Davisson to approve up to $9,000 for 20 hours for the Circ + Team. Motion carried. A motion was made by Rhea Parshall and seconded by Leslie Davisson to approve $1000 for FICA for a 15 hour tutor to work in Literacy. The salary will be paid by Indiana Business College. Motion carried. A motion was made by Rhea Parshall and seconded by Doug Nelson to shift 15 hours from the full-time Maintenance position to be used in the Community Technology Center for three months. The question of continuing the hours in the CTC will be decided in the budget process. Motion passed.
Board approval was sought for the following fees related to checking out bike locks for use at the library: Replacement fee for a lost lock, $10; replacement fee for a lost key, $2; overdue fine for a lock or key, 25 cents a day. Robbin Brooks questioned the 24 hour check-out. The system only recognizes a 1 day period. Bill Surbaugh made a motion to start this service and accept these fees. Rhea Parshall seconded, motion carried.
Rhea read a card from the Friends of the Library thanking the Board for the recognition of the volunteers at their last meeting. Robbin signed a letter from the Board thanking the Friends for their support in helping with Staff Development Day.
The Friends of the Library would like to donate a 16"X 20" drawing of the Carnegie building (valued at $150) to the library. Doug Nelson made a motion to accept this gift, Rhea Parshall seconded, motion carried.
It was the consensus of the Board to add Anderson Community School Corporation to the Community Partners plaque in the lobby.
The Capital Project Plan will go before the County Council on May 28th. It is not certain if they will vote on it at this meeting.
The Personnel Committee will meet June 30th at 4:00 in the Board Room and the All Other Committee will meet July 1st at 4:15 in the Board Room.
An estimate on repairing the Community Bookmobile was $2,185. This money will be taken from equipment repair but will take us over budget in that line. A transfer will be needed at the end of the year.
A motion was made to adjourn by Bill Surbaugh and seconded by Leslie Davisson. Meeting adjourned at 5:20 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING JUNE 18, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, June 18, 1997 at 4:15 p.m. in the Board Room of the Library.
Trustees present: Doug Nelson, Bill Surbaugh, Robbin Brooks, Bill Simmermon, Rhea Parshall, Joni Brinkman
Trustees absent: Leslie Davisson
Staff attending: Sally Hunt, Director Colleen Roe, Business Office Lova Gay, Recording Secretary Rod Burkett, Assistant Director Dave Coburn, Security Susan Akers, Community Relations Ann Weigand, Extension Services
Others attending: Jennifer Emily, Anderson Herald-Bulletin
President Robbin Brooks called the meeting to order.
A motion was made by Bill Surbaugh and seconded by Joni Brinkman to accept the minutes of the May 21st meeting as circulated. Motion carried.
Going out of order of the agenda the Board recognized several staff members who contributed to the system-wide effort of planning and implementing the summer reading program. These staff persons are Jeri Tarvin and Teresa Fisher of Lapel; Renee Davis, Judy Fenwick, Marcia Murphy and Marlene Shaffer of Children=s; Teri Rousey, Karen Gardner, Lavonne Stage, Sherrill Franklin and Ann Weigand of Extension Services; and Dawn Miller, Young Adult librarian. Certificates were distributed to those people.
Also out of order from the agenda was the revision of the meeting room policy. There are rising numbers of businesses using the facilities for endorsements of their products or services. Also, the fees have remained the same for ten years for the use of the meeting rooms by groups outside of the library district. An ad-hoc committee was formed and had the following recommendations; Businesses and commercial groups in the library district may use the meeting room at no charge up to two days per quarter each calendar year for staff educational purposes and training. Use beyond two days per quarter will incur a charge as follows: 1. For all or part of a four-hour period, the fee is $50.00 for the smaller rooms. 2. For all or part of a four-hour period, the fee is $75.00 for the Carnegie Room. 3. Recurring Ano shows@ will incur a $10.00 set-up charge. Use by businesses and commercial groups does not include endorsements or sales of a service or product. Doug Nelson made a motion to accept the recommendations with the following modification, ARecurring Ano shows@ can incur a set up charge of up to $75.00. Rhea Parshall seconded, motion carries. Doug Nelson recommended contacting the Chamber of Commerce to let them know what we are doing and why.
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. Doug Nelson seconded the motion. Doug Nelson questioned claim #43 to DeHaven Heating and Air Conditioning. This is for a block of time to be used for general maintenance and upkeep on the system in the main building. Bill Surbaugh questioned claim #78 to Pitney Bowes for the maintenance contract on the postage machine. This is an annual maintenance contract fee. Bill Simmermon questioned claim #705 to ACS. This was for the luncheon at Staff Development Day and was paid for by the Friends. Bill Surbaugh questioned claim #233 to CIOE Corporation. This is paid for by the ECICNet grant. Motion to approve claims passed. The tax draw is expected the end of June and the cash flow should be fine until fall. Bill Surbaugh questioned the Ameritech Library Service line item on the appropriation report. This is a yearly maintenance contract for Dynix.
Next on the agenda was the decision on group health insurance. Budget impact with Option C which is changing the deductible from $250 to $500 for 1997 is $8,000 and the impact for 1998 is $68,700. The budget impact if the library assumed costs for increases (on its 90%) would be for 1997 $19,000 and for 1998 $100,090. These figures also include a projected 28% increase again in July of 1998. Doug Nelson said he would encourage the Director to write to the Indiana Library Federation to indicate an interest in self-insurance along with other libraries. The Board=s insurance committee has started the process which will result in getting bids from other insurance companies. Bill Simmermon made a motion to adopt Option C. Bill Surbaugh seconded. Joni Brinkman asked if the money was in the budget for the balance of 1997 by keeping things the way they are with the $250 deductible and the 90/10 split. The money could be taken from the benefits category (FICA and PERF). The money would not be in the budget for 1998 but could be re-evaluated after the new bids were in. The vote was taken on the original motion, Joni Brinkman opposed. Motion carried by majority. There has been an approximate impact of $800 over the last three pay periods which is the employee=s portion of the increase. Bill Surbaugh made a motion that the library absorb that money and make the new rates effective with the paycheck dated 7/3. The $500 deductible will go into effect 7/1. Doug Nelson seconded, motion carried. Doug Nelson encouraged the Personnel Committee to look at the figures of the increase in the insurance rates when preparing the budget for the salary schedule for 1998. He would not want the cost of living increase to be offset by the increase in insurance premiums. The Board would like programming for staff on keeping the health care costs down. Joni Brinkman will check with Community Hospital to see what types of programs they offer.
Action was taken on a pay premium for Debbie Haines while the Maintenance Team is in the interim period of finding a new Coach. The money is in the budget so there is no negative impact. A motion was made by Doug Nelson and seconded by Rhea Parshall, motion carried.
The transfer to LIRF was approved by the State. The Board needs to decide on the time frame for the budget. Bill Surbaugh made a motion to approve the following dates: July 16th, approve budget for advertising; August 20th public hearing on the budget; and September 17th, adoption of the budget. Bill Simmermon seconded the motion, carried. The September 17th meeting will be held at the Lapel branch.
The current by-laws dictate that the Board hold their meeting on the third Thursday of each month at 4. It was recommended this wording be changed. Doug Nelson moved that the following wording be adopted: The Board shall hold a monthly meeting at a regular time and place to be decided by the Board. This can be changed as needed by the Board or by the highest ranking Board Officer available. Rhea Parshall seconded the motion, it carries.
Doug Nelson made a motion to re-appoint Alice Milley as the library representative to INCOLSA. Rhea Parshall seconded, motion carried.
A motion was made by Rhea Parshall and seconded by Joni Brinkman for staff to proceed with specifications for a standard bookmobile to replace the current Outreach vehicle. Motion carried.
Joni Brinkman made a motion to allow 18 kindergarten students in Richland township who received invitations in error to get a library card permission to get a card for one year. Doug Nelson seconded, motion carried.
Sherry Dougherty gave a report from the Friends. They have given $49,125.62 since 1992 which includes $7,205 so far in 1997. They have changed their Board meetings to the 3rd Tuesday of each month at 2:30 p.m.
Sally gave the Director=s report. The County Council held their public hearing and meeting and voted to approve the capital projects plan. Sally complimented the Board on the success of this project. The Board also complimented the staff for their part in this. Dave Hurst has offered to do any paperwork we might need with this project at no charge. It was recommended a letter signed by the President of the Board be sent to the Council thanking them for their consideration. Rhea Parshall has been re-appointed to the Board for another four year term. The masonry work will be started soon. Montgomery and Associates are being consulted for several projects and they have good ideas about the AV renovation. The Northwest parking lot re-paving will be started soon. Bill Surbaugh would like for staff to look at the possibility of closing or blocking the Main Street entrances.
Robbin Brooks read a letter of resignation from Sally Hunt dated June 18th, 1997. Her last day of employment will be July 16th, 1997. The Board accepted her letter with regret. Bill Simmermon commended Sally on the wonderful job she has done in turning this library around. Everything has increased in every aspect of the library since she has been here. Bill Surbaugh commended Sally for her long-range planning and a new awareness. Doug Nelson appreciates the extension and visibility in the entire community. Doug Nelson made a motion that the President of the Board meet with the Director and staff to establish an interim arrangement for the management of the library. Joni Brinkman seconded this motion, carried. A motion was made by Doug Nelson and seconded by Rhea Parshall that a search committee be formed to look for a new Director. Motion carried. The President asked Doug Nelson to chair this committee.
Sally passed around a notebook compiled by Carolyn Metz celebrating 25 years of the Lapel Branch.
A motion was made to adjourn by Bill Surbaugh and seconded by Doug Nelson. Meeting adjourned at 5:40 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees
Followed by an Executive Session, matters pertaining to Personnel per IC 5-14-1.5-6.1 Sec. 6 (b) 5 (B) and Property per IC 5-14-1.5-6.1 Sec. 6 (b) (2) (D). ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING JULY 16, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, July 16, 1997 at 4:15 p.m. in the Board Room of the Library.
Trustees present: Doug Nelson, Bill Surbaugh, Robbin Brooks, Bill Simmermon, Rhea Parshall, Joni Brinkman
Trustees absent: Leslie Davisson
Staff attending: Sally Hunt, Director Colleen Roe, Business Office Lova Gay, Recording Secretary Rod Burkett, Assistant Director Donna Cumberland, Interim Director Susan Akers, Community Relations Ann Weigand, Extension Services Liz Green, Literacy Coordinator
Others attending: Ken de la Bastide, Anderson Herald-Bulletin Mike Montgomery, Montgomery and Associates
President Robbin Brooks called the meeting to order.
A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve the resolution, as attached, of the Executive Session held on 6/18/97. Motion carried.
A motion was made by Bill Surbaugh and seconded by Joni Brinkman to accept the minutes of the June 18th meeting as mailed. Bill Simmermon questioned the wording regarding the transfer to LIRF. The wording should be changed to read Athe LIRF appropriation was approved by the State.@ The motion was changed to approve the minutes as amended. Motion carried.
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. Doug Nelson seconded the motion. Joni Brinkman questioned claim #251 to Pitney Bowes for the postage machine. This is the monthly lease charge. Community Hospital pays quite a bit less for the lease (July, 1997, cont.)
on their machine. This may be due to the length of time the lease is for. The Business Office will look into this matter. Bill Surbaugh questioned claim #751 to Labor Ready. This is payroll for the temporary staff in the Maintenance and Security departments. Bill Surbaugh questioned claim #760 to VANSTAR for terminal repairs. These are for repairs to terminals in the network and not the Dynix terminals. Mr. Surbaugh also questioned claim #758 to Art West Designs, Ltd. This is for new art prints for check out in the AV Department. Joni Brinkman questioned claim #791 to R.K. Montgomery and Associates. This is for the design of signage for the outside of the building. Rhea Parshall is concerned about the repair charges for the air conditioning system. There are several charges and she is wondering if the service calls are being monitored. This is the same service person we have had for ten years and with six compressors and 90 degree heat there are a lot of problems. Motion to pay the claims carries.
Bill Surbaugh made a motion to transfer the $414,000 that was borrowed from LIRF back to LIRF. Joni Brinkman seconded, motion carried.
Next on the agenda was approval of the 1998 budget to advertise. Before this decision was made Rhea Parshall gave a Personnel Committee report. The committee recommends funding the current Position Analysis Team recommendations in 1997 and not to act on Worthington recommendations until 1998. Other issues the committee looked at were vacation time for staff working 20 hours or more beginning immediately instead of waiting three years to be eligible, educational assistance for eligible staff and sabbatical leave for staff working on organizational projects. It was decided the Worthington recommendations were more important at this time but staff should research these other possibilities for next year. The final 1997 budget amount to implement the PAT recommendations starting August 1, 1997 would be $1,928. The impact on the budget for these recommendations for 1998 (with a 2.5% COLA) would be $4,680. Joni Brinkman made a motion to implement the PAT recommendations effective 8/1/97 with any further recommendations made and accepted after today and in 1998 be effective 1/1/99. Rhea Parshall seconded, motion passed. Bill Surbaugh made a motion to advertise the figure of $3,266,200 for the 1998 budget. That is a maximum tax rate of 47 cents. Doug Nelson seconded this motion. A vote was taken with Rhea Parshall, Doug Nelson and Bill Surbaugh voting Yes, Joni Brinkman, Bill Simmermon, and Robbin Brooks voting No. The motion failed. Bill Surbaugh then made a motion to advertise at $3,296,700. That is a tax rate of 47.6 cents. Joni Brinkman seconded this motion. Motion carried unanimously.
Next was the approval of the interim administrative team. Doug Nelson made a motion that this team will be comprised of Donna Cumberland, Rod Burkett, Linda Funk, and Carolyn Metz. Donna will be at half time (20 hours) with an hourly rate slightly higher than her rate at retirement. Rhea Parshall seconded this motion, carried. Doug Nelson made a motion to ask Bill Surbaugh to write a memo of understanding with Donna Cumberland covering her hourly rate and her service as the interim director. Joni Brinkman seconded, carried. Doug Nelson made a motion for Donna to bring a proposal to the Board in August for action on compensation for the interim team support staff. Bill Simmermon seconded, motion carried.
Going out of order of the agenda, Mike Montgomery presented two sketches for signage for the Northwest outside corner of the building. They recommended using the logo and choosing either a large logo on the building or a sign that hangs off the building featuring a smaller logo. The cost factors are around $9,000 for the large logo vs. around $5,000 for the hanging sign. Bill Surbaugh suggested staff make a recommendation regarding their preference to the Board in August.
Sally presented the Technology Plan for 1998. Certificates were signed by the Board President to be given to the people in the community group who helped with this project. The Board would like for staff to prepare this plan in the format of what comes from grants vs. capital outlays and the impact on the budget. They would also like for future plans to be written by priorities and cost impacts. Bill Surbaugh made a motion for staff to prepare the Technology Plan showing the priorities and the cost impacts. Doug Nelson seconded, motion carried. For the purpose of obtaining grants the Technology Plan should remain written as is. The other format would be for the Board=s use.
There was a draft presented of a memo of understanding between Anderson Public Library and the Madison County Literacy Coalition. Action on this memo was tabled until August.
Doug Nelson presented the selection criteria for the new director. This criteria reads as follows: The following factors will be used in screening candidates for the position of Library Director. It is assumed that all applicants given serious consideration will meet the minimum standards required for Librarian II certification under Indiana state law.
1. Solid professional experience in public libraries in positions with responsibilities for management of budgets, supervision of personnel, and interaction with a Board of Trustees. An understanding of processes and issues associated with public finance.
2. Strong management skills coupled with effective abilities in interpersonal relations. An ability to work with and stimulate diverse groups within the library organization.
3. A commitment to a management style that relies on departmental work groups and collaborative relationships in decision-making.
4. Evidence of support for strong customer service initiatives and creative community outreach by the library. An ability to articulate the library=s interests to the public and broaden its involvement with the total service area.
5. Strong commitment to high personal and professional standards. An appreciation for and involvement in professional growth.
6. An appreciation for the applications and dilemmas associated with the utilization of new technologies in public libraries.
Doug Nelson would like a copy of the Indiana law regarding certification. Doug Nelson moved the Board adopt the criteria. Rhea Parshall seconded, motion carried.
Sally presented a plaque received from the Anderson Community Schools Corporation acknowledging the partnership the library has with them.
Sally distributed a list of accomplishments that she, the staff and the Board have achieved over the last four years.
Robbin reminded the Board that August 18th is the 25th anniversary celebration at Lapel. Bill Surbaugh expressed appreciation to Sally from the Board for her service and her leadership over the last four years.
A motion was made by Joni Brinkman and seconded by Bill Surbaugh to adjourn. Meeting adjourned at 5:40 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING AUGUST 20, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, August 20, 1997 at 4:15 p.m. in the Board Room of the Library. Trustees present: Doug Nelson, Bill Surbaugh, Robbin Brooks, Bill Simmermon, Rhea Parshall, Joni Brinkman, Leslie Davisson
Staff attending: Donna Cumberland, Interim Director Colleen Roe, Business Office Lova Gay, Recording Secretary Rod Burkett, Assistant Director Susan Akers, Community Relations Linda Funk, Human Resources Carolyn Metz, AV Coach Dave Coburn, Security
Others attending: Mike Montgomery, Montgomery and Associates
President Robbin Brooks called the meeting to order.
The first item of business was the approval of the minutes of the July meeting. There was a question regarding the date of the open house at Lapel. The minutes reflect the date as August 18th. At the time of the July meeting this date was correct. The date was later changed to Sunday, August 17th. A motion was made by Doug Nelson and seconded by Rhea Parshall to accept the minutes. Motion approved.
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. Bill Surbaugh seconded. Bill Surbaugh questioned the use of two companies for elevator repair service. One company is for the passenger elevators and the other company is for the freight elevator and the one at Extension Services. Bill Surbaugh questioned the claim to Labor Ready. This is for the temporary positions for Maintenance and Security. Bill Simmermon questioned the claim for the ad in the Indianapolis newspaper. It was for the Director position and ran for two weekends. Bill Simmermon questioned the claim for the satellite installation. This is paid by a reimbursable grant. Motion to pay the bills passed.
Next on the agenda was the 1998 budget status. The assessed valuation has not clearly been established. The figure to use is $510,604,000. There may be a change in that figure in October. The reduction in COIT which will happen because of the paying off of the bond will not happen in 1998. It will happen in 1999. Because of these two items we may have a tax rate of 44.8 cents. The budget forms will be ready for review the week of September 2nd. Doug Nelson, Bill Surbaugh, and Leslie Davisson will meet on September 9th to review these figures. The budget will be adopted at the September meeting in Lapel.
A Memo of Understanding between the library and Donna Cumberland was prepared to cover her tenure as Interim Director. Bill Surbaugh made a motion to accept this memo, as attached. Doug Nelson seconded. Motion carried. Compensation for the Interim team of Linda Funk, Carolyn Metz and Rod Burkett was discussed. Rod has decided not to accept any additional compensation. Linda and Carolyn will see an increase of $2.32 an hour for 40 hours a week. Bill Surbaugh moved this recommendation be accepted. Joni Brinkman seconded. Motion carried. The trustees would like Rod to reconsider this issue and tabled it for further attention.
There have been some questions about the cost of the postage machine. The old machine we used had been discontinued by Pitney Bowes. Some of the advantages to this machine are low maintenance with a very high volume run, supplies cost less and last longer, and this machine has the capabilities of handling bulk mail. This cost is for a 5 year lease/purchase. The Board would like to continue looking into other options.
Donna recommended a deadline for the 1998 PAT recommendations. A motion was made by Doug Nelson and seconded by Joni Brinkman to make the deadline May 1st. The Personnel Committee needs to have their budget work done by then. This will be done for one year to see if this deadline works out.
The Insurance Committee has been looking at the proposals from various companies regarding health insurance coverage and are narrowing the best three proposals down to one. Donna has also received a letter from ILF stating that they are investigating the possibility of insurance for library employees. Direction is needed for the insurance matter. It was the consensus of the Board to continue finding the best proposal of the ones received and to keep informed of the developments with ILF.
The Ameritech contract for the Dynix upgrade was tabled until September. There are questions staff have about this contract. The price of the quote is $109,416 which is lower than the original estimate of $114,000. The Board recommended this contract be sent to the attorney and ask that it be back by the September meeting.
Mike Montgomery presented another drawing of the signage for the outside of the building. The original ideas have been changed to be more informational than graphic. It will simply be LIBRARY. Color of the letters has not been determined. The architect will make a temporary template of dark and off white letters for staff and the Board to see. After much discussion on when to proceed with this signage Bill Surbaugh made a motion to table this issue.
This motion died due to the lack of a second. Bill Surbaugh then restated the motion to table this issue until after firm estimates have been established for the capital projects money. Bill Simmermon seconded this motion. The vote was tied by a show of hands. The President then voted against tabling this issue. Motion defeated. Joni Brinkman made a motion to proceed with putting up a lighted sign. Leslie Davisson seconded. By a show of hands Joni Brinkman, Leslie Davisson and Rhea Parshall voted yes, Doug Nelson and Bill Simmermon voted no, Bill Surbaugh abstained. Motion carried. Montgomery and Associates will give us a specific proposal of cost within the next month.
The search process for a new Director is underway. Twelve applications have been received so far. Doug Nelson has read all the applications and there are some promising candidates. The next meeting of the Search Committee will be September 10th at 4:00. They hope to start talking about specific people at that time.
Bill Surbaugh volunteered to be the representative from the Library to the RSVP Board of Directors for another year.
The masonry work on the main building and the paving of the parking lots may start next week. The Main Street entrance to the Northwest lot will be closed. It was the consensus of the Board to not add any handicapped spaces in the North lots. The contracted cleaning service for the public areas of the main building will be tried on a 30 day trial period. The brass water fountains may need to be replaced in the near future. There are many problems with the maintenance of these. Rod and Carolyn have met with a representative of the 3M company concerning the security system. Instead of putting a separate one in AV they are looking at a new one in the lobby, redoing the gate at the door and moving it back so it will be easier for staff to intervene. This can be done within the budget.
The memo of understanding with Literacy was tabled until September to give the Literacy Coalition a chance to review it further. The Technology Plan was tabled until October to be able to come up with costs and priorities.
Donna gave her Director=s report. The ILF District meeting is September 24th in Elwood. She encouraged Board members to attend. She thanked David Nimmer, Carolyn Metz, and Susan Akers for their excellent work on the Lapel 25th anniversary. The Board likes the Personnel report that was mailed in the packets and would like to see this report continued. There is a lost and found policy in place (see attached). Nathan Schwartz will give a demonstration of the satellite in October. It was determined that members of the Interim Team do not need to be at the board meeting unless they would like to be. Doug read a thank you note from Sally.
Being no further business, Joni Brinkman made a motion to adjourn. It was seconded by Bill Surbaugh. Meeting adjourned at 5:45 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING SEPTEMBER 17, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, September 17, 1997 at 4:15 p.m. at the Lapel Branch, 610 Main Street, Lapel, Indiana. Trustees present: Doug Nelson, Bill Surbaugh, Robbin Brooks, Bill Simmermon, Rhea Parshall, Leslie Davisson
Trustees absent: Joni Brinkman
Staff attending: Donna Cumberland, Interim Director Colleen Roe, Business Office Lova Gay, Recording Secretary Rod Burkett, Assistant Director Linda Funk, Human Resources Carolyn Metz, AV Coach Alice Milley, Technical Services Coach
David Nimmer, Lapel Coach, welcomed the Board of Trustees to Lapel.
President Robbin Brooks called the meeting to order.
The first item of business was the approval of the minutes of the August meetings. These were the public hearing on the 1998 budget and the regular Board meeting both held on August 20th. A motion was made by Bill Surbaugh and seconded by Leslie Davisson to accept the minutes of both meetings as circulated. Motion approved.
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. Doug Nelson seconded. Bill Simmermon questioned the claim from vendor #898, the Audio book lease. It is thought this is for the Bookmobile and/or Outreach Services. Staff will check on this claim and make a report at the next meeting. Motion to pay the bills carried.
Next on the agenda was the 1998 budget. Bill Surbaugh, Bill Simmermon, Leslie Davisson, Donna Cumberland, Colleen Roe and Rod Burkett met and reviewed the budget thoroughly. The capital projects plan is $227,400 which includes property tax and miscellaneous income. Bill Surbaugh made a motion to adopt the capital projects budget at the 4 cent rate. Doug Nelson seconded, motion carried. Bill Surbaugh made a motion to adopt the budget of $3,296,700 which results in a tax rate of 45.5 cents. Leslie Davisson seconded the motion. This figure will result in an increase in the operating balance to approximately $800,000 at the end of the year which is $125,000 over what we currently have. There was some question regarding LIRF. It is part of the operating balance. It is restricted money and has to be in the budget. You can borrow from LIRF but not add to it. Outside of LIRF money budgeted can be moved around in the same category but it has to be appropriated to be changed to another category. Motion to adopt the 1998 budget carried.
The Insurance Committee will be pursuing the proposal for health insurance from the Indiana Manufacturers Group (which was the choice of staff) and at the same time watching the progress of the Indiana Library Federation. ILF is still on target with their January deadline.
The Ameritech contract for the Dynix upgrade has been reviewed by the attorney and the language seems to be standard. There have been three updates to the technical part of the contract. The latest total is $112,790 which does not include a printer which will cost around $650. Leslie Davisson made a motion to allow staff to negotiate with Dynix on the upgrade up to the amount of $114,000 which is the amount budgeted. Bill Surbaugh seconded, motion carried.
Bill Surbaugh made a motion to accept the Memo of Understanding with the Literacy Coalition as presented. The Coalition added some information to their part of the memo. The APL part was not affected. Rhea Parshall seconded the motion. People who are part of the Literacy Program and who live out of the district may get a library card but can only check out materials from the Literacy Collection. Doug Nelson commented that this program is distinctive to our library and is a very valuable program. Motion to accept the Memo of Understanding as attached carried.
The search process for a new Director is proceeding. The candidates have been narrowed down to 4 or 5 people and the committee is asking for some additional information from them. It is hoped that interviews will be scheduled by the next Board meeting. The committee needs direction on two items. Doug Nelson made a motion that requires the new Director establish residence in the library district within one year of appointment. Bill Simmermon seconded, motion carries. The other item concerns moving expenses. The prior resolution reads the library pay for up to 80% of the moving expenses not to exceed $7,500. Doug Nelson moved that the same resolution be adopted with the amount being changed to $8,000. Bill Surbaugh seconded the motion. The resolution passed as attached.
Rhea and Donna have met regarding the Employee Handbook revisions. Since the whole Personnel Committee could not meet it was recommended that this be tabled until the next meeting.
The architects have put two templates on the building as samples of the new signage. One is black and one is a lighter color to match the trim on the building. Staff preference was the lighter color. It has still not been determined which format will be used, all caps or not.
Bill Surbaugh wanted to discuss Internet access for inappropriate use. He feels the library needs to have a comprehensive policy in place soon. He would like for the President of the Board to appoint a committee of staff and two Board members to draw up a policy regarding Internet use. Some of the issues discussed were what is appropriate and inappropriate information, the blocking of some Internet sites, and using the same guidelines with Internet access as we use with the purchase of materials. Several things are already in place that should help monitor the situation. The library has purchased some privacy screens and there is a filtering device on the Internet access in the Children=s Department. Also, more staff are in place in the CTC. Doug Nelson reiterated that the Internet should not be the only source of information in the library. Bill Surbaugh made a motion that the President appoint 2 members of the Board to work with the Director to establish a written policy to determine appropriate information to be received via the Internet at a public library and to adopt appropriate screening processes while respecting the First Amendment rights. Leslie Davisson seconded. Motion carried. The President appointed Doug Nelson and Leslie Davisson to this committee. Bill Surbaugh will be the floater. The Director may also appoint any staff member(s) to this committee. This issue will be on the agenda in October.
Donna and Leslie will attend the Trustee=s breakfast at the District workshop on September 24th. Sherrill Franklin is going to Columbus, Ohio in October to the Bookmobile Conference. After that will come the specifications and the letting of the bids for a new Bookmobile.
The specifications for the AV renovations will be ready on September 24th. The bids will be opened on October the 8th. The attorney will be at the bid opening and one Board member also needs to attend. Leslie Davisson will be able to be there. The architectural firm will take the bids to do a comparison and recommend one. The bids will be awarded at the October meeting. The AV staff met for 6 hours regarding the renovation. The department will be closed for while the work is done. The carpet will be replaced so everything will have to be moved out. The staff will work on the materials. The parking lots are all paved or in the works to be done soon and the work is continuing on the building masonry.
The Interim team met with many staff and decided to relax the night and weekend requirements for non-public staff.
Robbin asked Leslie to report back to the Board on the ILF meeting. She also would like for Leslie to do some informal networking on the Internet issue.
The Board wanted to thank the Lapel staff for their hospitality. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to adjourn. Meeting adjourned at 5:40 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING OCTOBER 15, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, October 15, 1997, following the Executive Session in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana. Trustees present: Doug Nelson, Bill Surbaugh, Robbin Brooks, Rhea Parshall, Joni Brinkman
Trustees absent: Leslie Davisson Bill Simmermon
Staff attending: Donna Cumberland, Interim Director Colleen Roe, Business Office Lova Gay, Recording Secretary Rod Burkett, Assistant Director Carolyn Metz, AV Coach Alice Milley, Technical Services Coach Nathan Schwartz, Automation Systems Manager
Others attending: Bob Guindon, K. R. Montgomery and Associates John Longnaker, library attorney
President Robbin Brooks called the meeting to order and turned the chair over to Vice President Joni Brinkman to conduct the meeting.
The first item of business was the approval of the resolution for the Executive Session held prior to this meeting. Doug Nelson made a motion to adopt the resolution, as attached. Bill Surbaugh seconded. Motion carried.
Bill Surbaugh made a motion to approve the minutes of the September meeting as mailed. Doug Nelson seconded. There was a correction on page 3. The word Afor@ will be taken out of the sentence that reads AThe department will be closed for while the work is done@. Minutes passed as corrected.
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. Bill Surbaugh seconded. Motion to pay the bills carried.
The Ameritech contract ($112,640) has been signed. The printer is an additional $615. The amount passed for this upgrade was $114,000. This upgrade will be installed by the people from Dynix starting January 5, 1998. Bill Surbaugh questioned the warranty on this upgrade. Since this is a purchase contract there is no warranty. However, we will be paying a much lower maintenance fee.
The bids for the Audio-Visual department renovation have been reviewed by the architects. Bob Guindon of K. R. Montgomery and Associates presented their recommendations; FCS Group for shelving, FCS Group for library furniture, Miller Huggins for office furniture, ASI Signs Systems for signage, Gentry=s for patron desk, and Indiana Flooring for carpet. The bid from Indiana Flooring includes a 5% carpet overage for use in repair which costs $467.00. The total package price for these bids are $63,531.94. Bill Surbaugh recommends that the performance bonds be deleted which would be a savings of approximately $3,000. Bill Surbaugh moved that we accept the proposals as outlined by K. R. Montgomery and Associates subject to receiving credit for the deletion of the performance bonds and that these projects be approved and coordinated with the director. Rhea Parshall seconded, motion carried. The contracts will be available for signatures soon. Donna recommended that the Board allow the AV department to be closed during this period due to the new carpet being installed and new security strips being installed on each item. Staff will be re-packaging and repairing materials during this time. The closing of the department should only be for about 3 weeks and will be advertised. The Board gave the Director permission to use her discretion on this.
The meeting with the State Board of Tax Commissioners will be on October 22 at 8:30 a.m. Bill Surbaugh will be there from the Board.
Colleen estimates we will probably have to borrow money (about $200,000) around the middle of November for the Operating Fund. The Board recommends asking the Treasurer for an advance before we borrow money from the bank.
The progress of the Indiana Library Federation insurance plan is still on target with their January deadline. We have submitted answers to their surveys. The Board decided not to bid on self-insurance.
The search committee recommends bringing a candidate for the Director=s position to Anderson for an interview. This would include the cost of air fare and lodging. The candidate will be here on October 29. It is recommended the following schedule be used; time to meet staff, tour of Main Building, Lapel Branch and Extension Services, lunch and meeting with Coaches, tour of residential area, dinner and formal interview with Board. It is the consensus of the Board to proceed with this.
The Technology Plan needs to be adopted soon as there are two grants with deadlines before the next Board meeting. The items have been ranked according to importance. Bill Surbaugh moved the Technology Plan, as attached, be accepted subject to ongoing review. Rhea Parshall seconded, motion carried.
Specifications for the new Bookmobile are still under development.
Nathan Schwartz gave a demonstration of the new satellite and the programming available. This will be used for educational programs for the library and other agencies. This satellite was obtained with a $6,000 grant. There are guidelines for programming regarding copyrights and what can be viewed. Most of the programming is public broadcasting.
The committee to develop a policy for Internet use consists of Leslie Davisson, Doug Nelson, Nathan Schwartz, Rod Burkett, Marcia Murphy and Donna Cumberland. They are currently looking at issues, possible solutions, and looking at policies from other libraries.
Doug Nelson would like a resolution of appreciation extended to Rod Burkett from the Board for 10 years of dedicated service. There will be a pitch-in for Rod on October 24.
Donna presented a summary of the revisions of the employee handbook that have been reviewed by the Personnel Committee of the Board. Doug Nelson moved the revisions to the employee handbook be adopted. Robbin Brooks seconded, motion carried.
A motion was made by Bill Surbaugh and seconded by Robbin Brooks to adjourn. Meeting adjourned at 5:40 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees
____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING NOVEMBER 19, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, November 19, 1997, at 4:15 p.m. in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana. Trustees present: Doug Nelson, Bill Surbaugh, Robbin Brooks, Rhea Parshall, Joni Brinkman, Leslie Davisson, Bill Simmermon
Staff attending: Donna Cumberland, Interim Director Colleen Roe, Business Office Lova Gay, Recording Secretary Carolyn Metz, AV Coach Linda Funk, Human Resources Ann Weigand, Extension Services
Others attending: Bill Ehrlich, member of the library insurance committee
President Robbin Brooks called the meeting to order.
The first item of business was the approval of the minutes of the October 15 meeting. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to accept these minutes, motion carried. A motion was made by Rhea Parshall and seconded by Doug Nelson to approve the minutes of the special meeting held on November 6. Motion carried.
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. Bill Surbaugh seconded. There was a question on the claim to Associated Insurance for an application fee. This fee is to apply for premium rates with Indiana Manufactures Group. If the library decides not to go with this group this fee will be refunded. There was a question about check #15869 to AGLL Genealogical Services. This is the index for the Indiana census records for 1880 and 1900. Check #15755 was to DeHaven Heating & Air Conditioning was questioned. We have a combination agreement and these repairs were not covered by the maintenance contract. Check #15936 is for the retainer fee to the attorney for ECICNet and paid for out of that grant money. Motion to pay the bills passed.
There were four resolutions next on the agenda. The first was the Resolution relative to an advance draw. This resolution has already passed, it just needed signatures. If the advance draw is not received, it is the consensus of the Board to borrow from LIRF instead of a financial institution. Next was the resolution to reduce the 1997 operation budget. This is a housekeeping procedure and needs to be sent to the State Board of Accounts during the 1997 calendar year. Doug Nelson made a motion to pass this resolution, Leslie Davisson seconded. Motion carried. The resolution relative to cash change fund moves $150 from a petty cash checking account to the cash change fund. Doug Nelson moved to accept this resolution , Joni Brinkman seconded, motion passed. Last was the resolution relative to petty cash which removes Rod Burkett=s name from the account and adds Linda Funk=s name. Doug Nelson moved to accept this resolution, Rhea Parshall seconded, motion carried. All these resolutions are attached.
The lock box for the library is full of legal documents which are 25-30 years old and need to be gone through and cleaned out. Leslie Davisson offered to go through these papers. There needs to be new names put on the list for access to the lock box. Doug Nelson and Rhea Parshall=s names will be added.
Update on the insurance options was next on the agenda. All three options (Acordia, Indiana Manufactures Group and the ILF plan) are with Blue Cross/ Blue Shield. The premiums on all three plans are similar and not enough difference to warrant a change in companies. The advantage of going with Indiana Manufactures Group is having local representation from Bill Earlich and a locked-in premium until January 1999. Joni Brinkman made a motion to stay with Acordia, Bill Simmermon seconded. After some discussion Join Brinkman withdrew her motion and Bill Simmermon withdrew the second. Bill Surbaugh made a motion to accept the plan from Indiana Manufactures Group for two reasons; they have been in business 10 years and we would have a local representative. Joni Brinkman seconded this motion. Motion carried.
The bookmobile specifications have been sent to manufacturers and the bids will be opened on December 15 at 4:00 p.m. Rhea Parshall can be here for this. It would be ideal if a decision could be made at the December Board meeting but this is not expected to be ready for action until January.
The ECICNet Board of Directors is thinking about disbanding and they have approached Donna to see if there is any interest for the Boards of Anderson, Muncie and New Castle public libraries to take over this function. There was no interest on the part of the Anderson Public Library Board to do this.
Holiday closings were tabled until December.
Doug Nelson reported that Marsha Grove has officially accepted the position of Director. Doug Nelson has written thank-you notes to Sherrill Franklin, Lisa Akenhead, Linda Funk, and Marcia Murphy for serving on the Search Committee. The Board members are to make lists of various places they could take Marsha to in the community and a list of groups they belong to where they might introduce her. These are to be sent to Robbin as soon as possible.
The Internet Committee has met once and discussed some issues and possible solutions for these issues. At the next meeting they plan to draft a new policy. Leslie and Doug are to let Donna know a date when they can meet again.
The AV renovation dates depend on the shipping of the shelving. The project is within budget and includes some extras such as cabling, wiring and paint. The masonry work on the building is done. All of the parking lots are done with the exception of the Extension Services lot. The company who had been contracted to do that work did not show up. The contract says that the work must be done from April through November. Since they did not do that Donna recommends voiding that contract. She will have the attorney look at that contract before the firm is contacted.
There is only one position open at the current time. This is the Young Adult Librarian position. Interviews will start next week.
We have applied for two technology grants from the State Library. The Universal Service Discount is a new law which goes into effect January 1. This discount for telecommunications should be a substantial one. Colleen distributed a report on LIRF money as attached.
The signage on the main building is ready to be put up. The Board needs to decide where it should be placed. The architects submitted drawings with the signage put on the middle of the building with the letters in a curve and one on the Northwest end of the building with the letters straight across. The Board likes the signage on the middle of the building but with the letters blocked instead of curved. Leslie Davisson made this recommendation into the form of a motion. Rhea Parshall seconded. The vote was taken with Doug Nelson voting nay. Motion carried.
Robbin signed a certificate of appreciation for Rod. Staff Christmas party will be held on December 12 at Tanglewood. The Board is invited. Donna presented an idea two staff members had heard at a workshop. It is called AFood for Fines@ and would allow patrons to bring in canned food in lieu of paying fines from 12/1 through 12/31. The food would be donated to the local food bank. This would be for fines only and not for lost materials fees. It was the consensus of the Board to do this. Donna and Susan Akers are working on the bond payoff celebration and the party for Marsha. The Board suggested combining these two events.
A motion was made by Joni Brinkman and seconded by Doug Nelson to adjourn. Meeting adjourned at 5:50 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING DECEMBER 17, 1997
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, December 17, 1997, at 4:15 p.m. in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana. Trustees present: Doug Nelson, Bill Surbaugh, Robbin Brooks, Rhea Parshall, Bill Simmermon
Trustees absent: Joni Brinkman, Leslie Davisson
Staff attending: Donna Cumberland, Interim Director Colleen Roe, Business Office Susan Akers, Recording Secretary Carolyn Metz, AV Coach Linda Funk, Human Resources Ann Weigand, Extension Services Sherrill Franklin, Head of Extension Services Jerry Beeman, Maintenance and Security Coach
Others attending: John Longnaker, Library Attorney
President Robbin Brooks called the meeting to order.
The first item of business was the approval of the minutes of the November 19 meeting. A motion was made by Doug Nelson and seconded by Rhea Parshall to accept these minutes, motion carried.
Rhea Parshall reported she had examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. Bill Surbaugh seconded. There was a question on claim #16145. This was for the purchase of 10 new computers. The Board questioned what happened to the old computers as these new ones are bought. They were offered to staff for $25 and then given to the Friends for sale in the book sale. They did sell several of them. Claim #16049 was also questioned. This was the reader printer for the Indiana Room which is only run by staff. Claim #16167 was the final payment on the bond issue for this building. Motion to pay the claims carried.
The 1997 Library Emergency Appropriation Resolution was next on the agenda. This is done every year and transfers money in and out of various funds. Bill Surbaugh made a motion this resolution be adopted as prepared by the staff. Doug Nelson seconded, motion carried.
Donna presented the encumbrances to the 1997 budget. There were two lists, one including the purchase of a vehicle and one without. This led to the discussion of the purchase of a Chevy S-10 truck for use by staff. This will be very heavily used by the Maintenance staff who now use their personal vehicles. This truck will be a very basic one with no extras on it. After much discussion Bill Simmermon made a motion to purchase this truck and Rhea Parshall seconded the motion. The vote was tied with Bill Simmermon and Rhea Parshall voting yea and Doug Nelson and Bill Surbaugh voting nay. Robbin Brooks voted yea to break the tie, motion carried. This motion did not include the purchase of the wiring for the trailer. The encumbrances to the 1997 operating fund are $38,463.89. Bill Surbaugh made a motion to accept these encumbrances, Bill Simmermon seconded, motion carried. Doug Nelson made a motion to accept the 1997 LIRF encumbrances of $174,674.29. Bill Surbaugh seconded, motion carried. It is possible to encumber expenses for the last two weeks of the year at the January meeting. This may have to be done with the membership dues for the new health insurance plan.
The bookmobile bids were opened on December 15. They ranged in price from $76,000 to $101,000. The budgeted amount was $80,000. Matthews Company was the favored bidder but is $11,000 over budget. This is for a vehicle made from mostly Ford parts which would be easily repaired. Donna recommended the money be encumbered in January after the staff has had more time to evaluate the bids for the bookmobile. This item was tabled until January.
Debbie Stapleton and Jim Abraham of the Fine Arts Center have been looking at items on the third floor that were brought to this building from the Carnegie building. Bill Surbaugh made a motion that the staff decide what items should be given to the Fine Arts Center, either as gifts or on permanent or temporary loan. Rhea Parshall seconded, motion carried. Doug Nelson made a motion that the Carnegie bust presently located in the Carnegie Room of the library be excluded from any discussion for transfer or loan to the Carnegie building. Bill Surbaugh seconded, motion carried.
There is a collection of Sansberry books (28 boxes) on the 3rd floor. It is recommended that an appraiser be contacted to give us an idea of value and where they might be marketed. A motion to this effect was made by Rhea Parshall and seconded by Doug Nelson. Motion carried.
The Capital Projects Improvement Funds allots $127,000 for the Lapel building and property. The original plans for that building cannot be found. The people at Montgomery and Associates will consult with the Board and the Lapel staff at a cost of $3,000 if they have to re-construct the plans from scratch and $2,000 if they can find the plans. Doug Nelson made a motion for the Director to establish a consulting relationship with Montgomery and Associates for the renovation of the Lapel Library. Bill Surbaugh seconded. Motion carried. There are several ADA requirements that are not currently met at that location. The building is 25 years old and will probably need some major repairs within the next few years.
Next on the agenda was the 1998 holiday schedule. The closing of the library on New Year=s Eve was questioned. Bill Surbaugh made a motion to accept the 1998 holiday schedule as attached and for a report to be given to the Board by July 1 as to what other libraries do on December 31. Rhea Parshall seconded this motion, carried.
The Internet Committee continues to fine tune the recommendations for the new policy. This policy should be presented at the February meeting.
The Indiana State Library has set new standards for public libraries. One of the things we are not in compliance with is the written Collection Development Policy. This policy will be developed and presented at the January meeting.
The bond payoff celebration and the reception for Marsha will be held jointly on Friday, February 20. Doug Nelson will be the Board appointee to help plan the event.
Bill Surbaugh=s appointment to the Board has been re-confirmed for another four years.
Donna gave a report on things staff have done for the community during the Christmas season. One hundred twenty eight dollars was collected from staff and given to the Salvation Army. The Food for Fines project resulted in four barrels of food so far being taken to the Food Bank and we are still collecting items. Some staff members did caroling throughout the building on a Sunday afternoon.
The first pay period in 1998 also includes four days in December. Donna asked permission to pay staff at the 1998 rate for the entire period. Doug Nelson made a motion to approve this, Bill Surbaugh seconded. Motion carried.
Bill Surbaugh made a motion to adjourn. Rhea Parshall seconded. Meeting adjourned at 5:55 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ |
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