1998 Minutes
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____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
JANUARY 21, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, January 21, 1998, 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, Joni Brinkman, Leslie Davisson
Staff attending: Marsha Grove, Director
Donna Cumberland, Interim Assistant Director
Colleen Roe, Business Office
Lova Gay, Recording Secretary
Ann Weigand, Extension Services
Sherrill Franklin, Head of Extension Services
Frank Lucas, Training Specialist
Others attending: Ken de la Bastide, Anderson Herald-Bulletin
Mike Montgomery, K. R. Montgomery and Associates
Bob Guindon, K.R. Montgomery and Associates
Vice President Joni Brinkman called the meeting to order and welcomed Marsha to the library and to her first Board meeting.
The first item of business was the approval of the minutes of the December 17, 1997 meeting. A motion was made by Rhea Parshall and seconded by Bill Surbaugh 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. Doug Nelson seconded. There was a question on claim #16252. This is for a tax reference service and not for tax forms for the public. Claim # 16327 is for the new video cases for the AV renovation project and was paid for by money encumbered in 1997. Claim #16288 is for a new risograph and is money that will be borrowed from the operating budget and paid back in June from the capital projects money. Bill Surbaugh questioned the total on claim #16237. Colleen will check this and report back to the Board. Claim #16319 is a yearly fee paid to the Indiana libraries unemployment pool. Motion to pay the claims carried.
President Robbin Brooks took over as chair of the meeting. Going out of order of the agenda, Mike Montgomery presented a proposal of services for a feasibility study of the Lapel Branch. This would include setting down with the Board and the staff and developing a list of needs and then proposing various options to meet these needs along with costs to do so. They will also generate drawings of the existing facility and of the proposed improvements. The cost of this study would be $2,000 and the cost of the drawings would be $500. The study would take between five and six weeks to complete. Bob Guindon reported the AV renovation project is proceeding as planned. He handed out a schedule of when the work will take place.
Next on the agenda was the annual authorization to pay claims between Board meetings. These would include payroll, insurance premiums, conference enrollment fees and utility bills. Doug Nelson made a motion to authorize those payments, Joni Brinkman seconded. Motion carried.
Doug Nelson made a motion to pass the Resolution Relative to Advance Draw, as attached. Rhea Parshall seconded, motion carried.
The library received $173,589.33 in a special one time COIT distribution. Colleen talked to the State Board of Accounts and they recommend this money be used for capital projects. Marsha would like to see something done with the lobby area. The Board deferred action on making a resolution regarding this money until they get Marsha=s recommendations.
The awarding of the bookmobile contract was next on the agenda. There was $80,000 budgeted for this. The bid from the Ohio Bus Company was $82,737. This is the bookmobile the staff would recommend. Rhea asked how much it would cost to renovate the Outreach truck for school use. The cost for that would be around $5,000. Marsha would like time to evaluate the entire bookmobile situation. Bill Surbaugh recommended deleting the bid bond and performance bond to save money. The bid bond is already satisfied and the State recommends not dropping the performance bond. The bid is only valid for 60 days, which would be February 14. After much discussion about type, style and use of the vehicle a motion was made by Bill Surbaugh to hold a special meeting on February 11 at 4:15 for the sole purpose of hearing Marsha=s recommendations on the bookmobile. Motion carried.
Bill Surbaugh made a motion to encumber $512.57 for the AV Renovation. Leslie Davisson seconded, motion carried.
Indiana Manufacturers Group has chosen not to accept us as part of their insurance group. Indiana Library Federation has accepted us for the period of 1/1/98 through 1/1/99 at the current rates. This plan will offer the same coverage and options as we have now. The current plan through Anthem will increase approximately 20% in June. Doug Nelson made a motion to change to the Indiana Library Federation group. Rhea Parshall seconded, motion carried.
In order to apply for State money we need to have an official Collection Development Policy. Bill Surbaugh moved for adoption of this policy, as attached, subject to an annual review. Joni Brinkman seconded, motion carried.
The Reference staff recommends we have a Fax Policy in place to cover reference questions that involve sending faxes to patrons. There will be a minimum charge of $1.00. There will be a list of agencies and libraries to whom we will send free of charge. Bill Surbaugh made a motion to accept this policy as attached. Rhea Parshall seconded, motion carried.
Doug Nelson suggested we send a thank you note to the Leadership Council of the Church of God thanking them for their concern regarding the barricades placed at the Main Street entrances to the parking lot and let them know the Board will keep it under advisement.
Bill Simmermon, Leslie Davisson and Bill Surbaugh will form the Nominating Committee and will have a recommendation for a slate of officers ready at the February meeting.
The building sign letters have been ordered and the electrical work has been done. Doug Nelson, Susan Akers and Donna Cumberland are making plans for the Celebration on February 20 which will include recognition of the bond pay-off, the introduction of Marsha to the community and author James Alexander Thom will speak. It was questioned if wine could be served. It was the consensus of the Board not to do so. We have received a grant from the State Library for a 56K line to Lapel which will give them Internet service. This money will not go through our books but will be handled at the State level.
The Internet policy committee has not met lately. A draft of the policy has been created and final version will be written and ready for approval by the February meeting. A report by Frank Lucas on the Community Technology Center was distributed. The Technology Center is fully staffed now and that seems to have helped with some of the problems we have been having.
Doug Nelson would like a letter of appreciation sent to the Urban Enterprise Association for the grant to fund the Buddy System.
Marsha and Nathan Schwartz will be attending a workshop to help them fill out the grant for the telecommunications discount. The new Plac card rate is now $22.00. Steve Cooper from Extension Services has been nominated by the State Library for a national award from ASCLA for his work with the Work Release Center. Dan Wakefield will be here during National Library Week. A new format for statistics is being used. It has month-to-month and a year-to-year numbers. The Board would like to see a line item for youth services at the Detention Center.
Bill Surbaugh mentioned the Board should be pleased that the library is in very sound shape financially. He would like to look into the possibility of purchasing equipment instead of leasing it. He would like to see a policy created on this.
Bill Surbaugh made a motion to adjourn. Doug Nelson seconded. 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
FEBRUARY 18, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, February 18, 1998, at 4:15 p.m. in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana.
Trustees present: Bill Surbaugh, Robbin Brooks,
Rhea Parshall, Doug Nelson, Joni Brinkman
Trustees absent: Bill Simmermon, Leslie Davisson
Staff attending: Marsha Grove, Director
Donna Cumberland, Interim Assistant Director
Colleen Roe, Business Office
Lova Gay, Recording Secretary
Others attending: Ken de la Bastide, Anderson Herald-Bulletin
John Longnaker, Library Attorney
Brian Tanner, Project Manager, Big 4 Train Depot Renovation
Martin Greenan, MJ Insurance
Neill Harrington, Aetna Health Care
Frank Monahan, Aetna Health Care
Andrew Arnold, Aetna Health Care
President Robbin Brooks called the meeting to order.
The first item of business was the approval of the minutes of the January 21 regular meeting, the January 21 Board of Finance meeting and the special meeting held on February 11, 1998. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve these minutes as mailed. Motion carried
Rhea Parshall stated she has examined the bills 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, motion carried. Doug Nelson made a motion to accept the resolution to advertise for a temporary loan. Bill Surbaugh seconded, motion carried. Bill Surbaugh noted that last year we did not have to borrow any money.
Next on the agenda was the issue of health insurance. In January the Board voted to join the ILF=s plan. Since that meeting AEtna Health Care submitted a proposal that would save the library money and provide better coverage for staff. This is a managed care program with each person having a primary care physician. Both Anderson hospitals are in the network as are most of the area doctors. If staff choose to go out of the network there is a different rate of coverage. The rates for this coverage are reviewed annually with 60 days notice given of any rate changes.
This plan also has dental, vision and prescription coverage. Bill Surbaugh made a motion to accept the proposal of the AEtna company. Joni Brinkman seconded the motion, carried. It will be the first of April before the plan will go into effect.
The 1998 salary schedule was presented. A motion was made by Rhea Parshall and seconded by Joni Brinkman to accept this schedule. Motion carried.
A motion was made by Bill Surbaugh and seconded by Joni Brinkman to advertise for additional LIRF appropriation for the purchase of the bookmobile. Motion carried. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to transfer capital outlay appropriations within LIRF. Motion carried.
The Internet committee consisting of Leslie Davisson, Doug Nelson, Frank Lucas, Marsha Grove and Donna Cumberland presented an Internet policy that they recommend be passed. Doug Nelson moved to accept this policy subject to annual review. Rhea Parshall seconded, motion carried.
Bill Surbaugh made a motion that the following slate of officers be elected; Robbin Brooks, President; Joni Brinkman, Vice President; Leslie Davisson, Secretary; and Rhea Parshall, Treasurer. Doug Nelson seconded, motion carried. The following committees were also formed. Capital Projects; Bill Surbaugh, Chair; Bill Simmermon, and Leslie Davisson. Personnel; Joni Brinkman, Chair; Doug Nelson and Rhea Parshall. Robbin Brooks will be the floater.
Brian Tanner presented a report on the renovation of the Big 4 train depot. It is hoped this project will help turn the downtown area into an arts center making it viable again. Bill Surbaugh questioned the role of the library in this project. Mr. Tanner said the library will help close the gap of ignorance with reference about the arts with our location being within the arts and theater district.
The interviews for the position of Assistant Director are going well. Mike Montgomery is making a list for the Lapel renovation project. INSPIRE became available on 2/1. This is an electronic library providing access to full text magazine articles. This will save the library money
since we will no longer have to subscribe to these databases. The Dynix upgrades have been completed. Bill Surbaugh suggested Anderson Community Schools should piggyback on our Dynix system. It is Donna=s understanding the two systems are not compatible. Rhea Parshall will check on this. Robbin will draft letters of thanks to Donna Cumberland for her service during the interim period, and to the Friends of the Library and Susan Akers for their work on the ALocal People Making a Difference@ project. Information was passed out for the Trustee programs at the ILF convention.
Rhea Parshall made a motion to adjourn. Joni Brinkman seconded. Meeting adjourned at 5:35 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
MARCH 18, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, March 18, 1998, at 4:15 p.m. in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana.
Trustees present: Bill Surbaugh, Robbin Brooks, Rhea Parshall, Doug Nelson,
Bill Simmermon, Leslie Davisson
Trustees absent: Joni Brinkman
Staff attending: Marsha Grove, Director
Colleen Roe, Business Office
Lova Gay, Recording Secretary
President Robbin Brooks called the meeting to order.
The first order of business was the signing of the resolution pertaining to the Executive Session held just prior to this regular meeting.
A motion was made by Bill Surbaugh and seconded by Doug Nelson to approve the minutes of the February 18 meeting. Motion carried.
Rhea Parshall stated she has examined the bills 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 pick-up truck ordered by the library is in. In order to get the rebate on this the check had to be issued by the end of the month. It will be the first check listed on the April bills. Bill Surbaugh questioned fund #450, Capital Projects. Most of this money was spent for the new risograph. Motion to pay the bills carried.
Rhea Parshall made a motion to authorize the following persons access to the safe deposit box; Marsha Grove, Doug Nelson and Rhea Parshall. Bill Surbaugh seconded the motion, carried. Rhea Parshall made a motion to accept the resolution for additional LIRF appropriation. Leslie Davisson seconded, motion carried.
The bids for a temporary loan were opened by Secretary Leslie Davisson. They read as follows; National City 4.9%, Pendleton Banking Company 4.8%, Star Financial 4.5%. Key Bank did not submit a legal bid. Doug Nelson made a motion we accept the lowest bid of Star Financial at 4.5%. Bill Surbaugh seconded, motion carried.
Doug Nelson gave a report from the Personnel Committee. The committee has met and reviewed the Worthington Study and affirmed that the implementation of this study has been completed. Doug Nelson made a motion that the Board re-confirm it=s support for the Position
Analysis Team as revised by the Director. Bill Surbaugh seconded the motion. Marsha explained the team will be comprised of herself and Linda Funk on a permanent basis and a rotation of three other staff members. Marsha will make the final decision on each position review. Bill Simmermon questioned who got the 8% raise the first year of the Worthington implementation. Colleen explained that 90% of the staff received this amount. Bill Surbaugh reminded Marsha that all PAT recommendations need to be made by May 1st to be put into the budget for the following year. Robbin Brooks wanted the minutes to reflect that both the 2nd and 3rd phase of the Worthington study were implemented in 1998. Motion to continue the Position Analysis Team carried. Doug Nelson made a motion to re-confirm the grievance procedure as stated in the Employee Handbook. Robbin Brooks seconded. Motion carried. The Director will convey these decisions to the staff.
Marsha gave the Director=s report. She distributed sheets listing salary plus benefits for each grade level. This information will be shared with each department. Sarah Later will start as Assistant Director on April 13. The receipt printers are now being used. They will save money and staff time. Bill Simmermon wondered what impact the use of these printers has on the rate of overdue materials. It doesn=t seem to have any effect on it. Marsha offered additional hours to part-time staff grade 102 and lower to help with the back log of new books to be processed. It is her goal to get new materials on the shelf within one week. New books are now being displayed in the lobby. The renovation of the lobby has been put on hold until the renovation of the entire building can be looked at. The signage for the outside of the building should be finished by March 31. The AV Department circulation has been up, some days over 1,000 items. Almost all the materials have now been repackaged. The school bookmobile has been inspected. It tilts due to a weak left side spring but it was determined to be safe to use. Kindergarten visits are now underway.
Lova read a letter from Donna Cumberland thanking the Board for the plaque and the book given to her in appreciation for the interim job she did. Leslie Davisson read a letter from Donna to the Board thanking Colleen Roe for her assistance with the budgetary process.
A motion was made by Rhea Parshall to adjourn. It was seconded by Bill Surbaugh. Meeting adjourned at 5:15 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
APRIL 15, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, April 15, 1998, at 4:15 p.m. in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana.
Trustees present: Bill Surbaugh, Robbin Brooks, Rhea Parshall, Doug Nelson,
Bill Simmermon, Leslie Davisson, Joni Brinkman
Staff attending: Marsha Grove, Director
Colleen Roe, Business Office
Lova Gay, Recording Secretary
Sarah Later, Assistant Director
Joyce Bookout, Circulation Coach
Ann Weigand, Extension Services
Others attending: Ken de la Bastide, Anderson Herald-Bulletin
Government class from Highland High School
Library Science student from Ball State University
President Robbin Brooks called the meeting to order.
With a change in the agenda, the first order of business was recognition of Joyce Bookout for her 20 years of service to the library. Secretary Leslie Davisson presented her with a certificate and a clock from the Board. Joyce will retire May 1st and plans on doing a lot of reading and gardening.
Marsha introduced the new Assistant Director, Sarah Later to the Board. Sarah is from Southern Indiana and received her Masters of Library Science from Indiana University. She comes to us from the Moline, Illinois Public Library.
A motion was made by Bill Surbaugh and seconded by Doug Nelson to approve the minutes of the March 18 meeting. Motion carried.
Rhea Parshall stated she has examined the bills 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. There were no questions regarding the claims and the motion carried.
Marsha presented the three-year capital projects plan. This plan needs Board approval for advertisement to the public. Leslie Davisson made a motion to advertise this plan. Rhea Parshall seconded the motion, carried. The Board needs to hold the public hearing on this plan before May 15. Marsha recommended the regular meeting be moved up so the Board will not have to hold a special public meeting. It was decided to move the regular Board meeting and the public hearing on the capital projects plan to Tuesday, May 12 at 5:00 p.m. Rhea Parshall made a motion to change this date. Joni Brinkman seconded, motion carried. A motion was made by Joni Brinkman and seconded by Bill Surbaugh to give Marsha the authority to change this meeting if a quorum cannot be formed on May 12. Motion carried.
Sarah Later=s name needs to be added to the list for the safe deposit box. A motion was made by Leslie Davisson and seconded by Doug Nelson to approve this resolution. Motion carried.
The library=s Insurance Advisory Committee met on April 3. This committee has chosen Indiana Insurance Company as the new insurance company with Jay Berkshire of the Lon Brown Agency as the agent of record effective 4/15/98. This plan is almost identical to what we have now at a comparable rate. This is for the property insurance.
Marsha gave the Director=s report. She reported the signage for the outside of the building has been shipped from Florida and will need to be painted by Sign Pros before installation. Steve Cooper of Extension Services has been awarded the Association of Specialized and Cooperative Library Agencies Exceptional Service Award for his 1997 program at the Men=s Work Release Center. This is a national award and will be presented to him at ALA=s national conference held in Washington D.C. in June. The Circulation and AV Departments have been joined and the Circulation Desk in the lobby is the only circulation point in the building. Video circulation is up 70% over March of 1997. The new pick-up truck is in service. The library name and logo will be added soon. One hundred and fifteen people attended the April 8 reception for Leisa Richardson, the new Editor/Publisher of the Herald-Bulletin. Marsha worked one evening at the Home Show and reported that several people told her how wonderful the library was. The Technical Services Department has almost reached their goal of getting materials out within one week of receiving them. Best Seller Express is a new service geared to put bestsellers into the hands of patrons more quickly. Staff Development Day will be held at the library on May 15. Marsha will attend the CODI conference in Salt Lake City April 16 and 17.
Bill Simmermon questioned the purging of patrons from the system. This is done annually to records that have not been used in three years. This keeps the numbers for the stats more accurate and the files current.
A motion was made by Doug Nelson to adjourn. It was seconded by Joni Brinkman. Meeting adjourned at 4:50 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
MAY 12, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Tuesday, May 12, 1998, at 5:00 p.m. in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana.
Trustees present: Bill Surbaugh, Rhea Parshall, Doug Nelson,
Bill Simmermon, Leslie Davisson
Trustees absent: Robbin Brooks Joni Brinkman
Staff attending: Marsha Grove, Director
Colleen Roe, Business Office
Lova Gay, Recording Secretary
Sarah Later, Assistant Director
Others attending: Keri McGrath, Anderson Herald-Bulletin
Mike Montgomery, Montgomery and Associates
Debra Sparks, Montgomery and Associates
Bob Roddy
In the absence of President Robbin Brooks and Vice President Joni Brinkman, Secretary Leslie Davisson called the meeting to order.
The first item of business was the approval of the minutes of the April 15, 1998 meeting. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve these minutes. Motion carried.
Rhea Parshall stated she has examined the bills 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 were no questions regarding the claims and the motion carried.
Bill Simmermon made a motion to pass the resolution to adopt the Capital Projects Fund Plan. Bill Surbaugh seconded, motion carried.
The library has received a technology grant from the Indiana State Library for $7,750. The original grant request was for $15,500. All libraries had their requests cut. Marsha recommends purchasing WebPAC (software to put our catalog on the World Wide Web) with this money and obtaining the other half of the money needed from the operating fund. Rhea made a motion to pass the resolution giving Marsha authorization to sign the contract for this grant. Bill Surbaugh seconded, motion carried. Bill Surbaugh would like to encourage libraries in Grant, Tipton, Delaware, Henry and Hancock Counties to join with APL in a multi-library system for technology. He would like for a letter to be written and signed by Marsha, someone from the Technology Team and the Board of Trustees to their counterparts at the larger libraries in these counties. Bill Surbaugh would like to see this as part of the Technology Plan and Marsha should use her own judgement as to when this letter would go out. This is to be shown as an official recommendation of the Board.
It is the recommendation of Marsha to increase the hours of the Inter-Library Loan position from 27 hours to 40 hours. The Head of the Reference Department is spending about 80% of her time on the desk and the extra hours in this department would free up her time to do other things. Marsha also recommends adding a new permanent part-time position in the CTC. This area is very heavily used and there is no coverage when the Training Specialist takes time off. The money for these two positions will come from the elimination of the Grade 108 Special Projects Librarian. Doug Nelson made a motion to accept these two personnel changes. Rhea Parshall seconded, motion carried. Doug Nelson stressed the importance of having a good Inter-Library Loan person.
Mike Montgomery and Debra Sparks presented the results of the feasibility study for the renovation of the Lapel Branch. The building is primarily in good condition. The needs have been divided into seven groups based on priority. The total renovation would cost approximately $281,784. It is the recommendation of Mike Montgomery to bid these as groups (example: all of priority 4 would be bid as one project.) Marsha recommended proceeding in getting bids for groups 1, 2 and 3. $127,400 has been allocated for Lapel out of the capital projects fund for this year. If the bids are over the allocated amount the groups can be re-evaluated for items to be done next year. One of the recommendations that could be put off is the installation of a Security/Smoke alarm system. Leslie Davisson recommended buying simple smoke detectors to be installed within the next 30 days to be used until the new system is installed. Bill Surbaugh moved that the bids for groups 1, 2 and 3 be put out. Doug Nelson seconded the motion, carried.
Bill Surbaugh made a motion to approve the Technology Plan for 1998 with the addition of the invitation to other libraries to join us. Rhea Parshall seconded, motion carried.
Dr. Jack Nicholson, representing Madison County Historical Society, has met with Marsha concerning items on the 3rd floor. They have expressed an interest in some of these items. Marsha would like direction on usage and disposal of these items and she would also like to go on record saying that she believes library funding should go for library purposes. Doug Nelson said he thought it would be appropriate to get rid of these items but keep them in the community. It was the consensus of the Board that anyone wishing to acquire any of these items should present a list to the Board for consideration. The Board does not wish to move in the direction of a museum but would like to have orderly disbursal of these items. The Board is to be kept informed of each step taken in this matter. Bill Simmermon questioned the future of the Fire Safety House and the Railroad Club. Marsha said these are fine where they are for now but in the future when further renovation is started they should be looked at closer. Leslie suggested perhaps having different areas of the library be used for different cultural and religious studies.
Marsha gave the Director=s report. The signage on the outside of the building is being installed. There is also some new interior signage. After the meeting Sarah Later will demonstrate the new computer program we have, APAC for Windows@, which contains our library catalog. This program is much more user friendly than the current one.
A thank you card to the Board was read from Joyce Bookout thanking them for her retirement gift.
Keri McGrath questioned when we will take bids for the Lapel project. These should go out in a couple of months and work should be started later this year.
Robbin Brooks and Rhea Parshall are planning on attending Staff Development Day this Friday.
The Chair entertained a motion to adjourn. Mr. Bob Roddy asked to speak. He was not present when the comment portion of the public hearing was held. The Board gave him permission to make a comment. He would like for the library to expand their database to be able to tap into New York City Public Library and other similar resources. Marsha will contact him to talk about this further. Bill Surbaugh made a motion to adjourn. Rhea Parshall seconded. Meeting adjourned at 6:20 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
JUNE 17, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, June 17, 1998, at 4:15 p.m. in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana.
Trustees present: Rhea Parshall, Doug Nelson, Bill Simmermon,
Robbin Brooks, Leslie Davisson, Joni Brinkman
Trustees absent: Bill Surbaugh
Staff attending: Marsha Grove, Director
Colleen Roe, Business Office
Lova Gay, Recording Secretary
Sarah Later, Assistant Director
John Autio, Reference Librarian
President Robbin Brooks called the meeting to order.
The first item of business was the approval of the minutes of the public hearing on the Library Capital Projects Fund Plan and the minutes of the regular Board meeting, both held May 12, 1998. A motion was made by Leslie Davisson and seconded by Rhea Parshall to approve both sets of minutes. Motion carried.
Rhea Parshall stated she has examined the bills and found them to be in order subject to an outside audit and made a motion to accept the claims for payment. There was a question about check #17194 to M.J. Ehrlich Insurance. This was for an audit of the library=s workman=s compensation wages. Also questioned was check #17267 for the installation of a 56K line for Lapel. This was paid with grant money. There was a question regarding payment for a hotel room in Washington D.C. This is for Steve Cooper to receive his award at the ALA Conference. Doug Nelson seconded the motion to accept the claims, motion carried.
Leslie Davisson made a motion to pass the resolution to authorize Sarah Later and Colleen Roe to act as agents to accept PERF liability on behalf of the library. Doug Nelson seconded, motion carried.
Rhea Parshall made a motion to pass a resolution to transfer $19,504.41 in dormant funds (literacy funds and bond and interest redemption fund money) to the Library Operating Fund. This money has already been audited and Colleen would like for this money to be transferred before the June 30 report is done to the State Board. Doug Nelson seconded the motion, carried.
Next on the agenda was the approval of the policy manual. The library has never had a manual containing all the policies passed by the Board. Changes in the existing policies include; customers no longer have to have their library cards with them to check out materials as long as they have picture I.D. and Interlibrary Loan late fees have changed to 25 cents a day. The weapons policy contained a typo which will be corrected. New policies include; the Confidentiality Policy, the Lost Materials Policy, the Safe Child Policy and the Purchasing Policy. There was some discussion about the Self Defense Policy. The Board would like for the library attorney to review this policy. Regarding the Purchasing Policy, the Board would like to encourage the use of local vendors. Doug Nelson mentioned this should be done especially if the vendor is a supporter of the library through tax dollars and community support. It will be at the discretion of the Director to do comparative shopping and decide on the best choice of vendors. The Board would like the date of Board approval at the bottom of each policy. Rhea Parshall made a motion to accept the policy manual with the exception of the Self Defense Policy. Joni Brinkman seconded the motion. There was discussion about the Acceptable Use Policy and the articles in the newspaper about pornography on the Internet. Bill Simmermon suggested that Marsha write a letter to the editor of the newspaper to let people know what the library does and what we can do to insure that Internet use here is appropriate. It should also be mentioned that our policy has the approval of the Citizens for Community Values group. The motion carried.
A motion was made by Leslie Davisson and seconded by Joni Brinkman to change the Board meeting date for July from the 15 to the 22. Motion carried.
Marsha explained that Amazon.com is an on-line bookstore that can be accessed from the library=s web page. If the library becomes an associate of Amazon.com we will receive 5% of any sales generated from our web site. Joni Brinkman made a motion to do this, Rhea Parshall seconded, motion carried.
John Autio gave a report on Government Documents. We have been designated as one of the best depositories in the state of Indiana. The Reference Department has been reducing the number of items we have on the shelves because much of the government information is available by either CD Roms or web access. This should also save some staff time that is involved in updating these documents. We still have to carry Alegal documents@ in paper form. The materials we carry are provided free to us since we are a depository for the Government.
Marsha gave the Director=s report. The Library Capital Projects Fund has been approved by the County Council. Anderson Community Schools has given the library 10 new computers, 6 of them will be put in Children=s and 4 will be put in the Technology Center. We have been approved for a bulk mail permit. The Position Analysis Team has finished their job reviews for this year. They recommend implementing 6 out of 10 requests. The Community Bookmobile was hit by a car on June 6, suffering minor damage. The parking lots need to be resealed every 3 years on a rotating basis at a yearly cost of around $3,500. The smoke detectors have been installed at Lapel. Marsha received a card from East Side Middle School complimenting Brad Howell, Young Adult Librarian for doing such a good job with the middle school students.
Rhea Parshall made a motion to adjourn, Joni Brinkman seconded. Meeting adjourned at 5:35 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
JULY 22, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, July 22, 1998, at 4:15 p.m. in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana.
Trustees present: Rhea Parshall, Doug Nelson, Bill Simmermon, Robbin Brooks,
Bill Surbaugh
Trustees absent: Leslie Davisson Joni Brinkman
Staff attending: Marsha Grove, Director Colleen Roe, Business Office
Lova Gay, Recording Secretary Sarah Later, Assistant Director
Tonya Carman, Business Office Dave Coburn, Security
Ann Weigand, Extension Services Steve Cooper, Extension Services
Others attending: Ken de la Bastide, Herald-Bulletin
John Longnaker, Library Attorney
President Robbin Brooks called the meeting to order. She started with a few deviations from the agenda. Robbin announced the appointment of Charles Lacey by the Madison County Council. He will replace Leslie Davisson who is leaving the area. Marsha will meet with him soon and his first meeting will be in August. Marsha introduced Tonya Carman who will replace Colleen as Business Manager. Robbin appointed Doug Nelson as Secretary pro-tem for this meeting. Steve Cooper from Extension Services showed the Board the ASCLA Exceptional Service Award he received in Washington, D.C. at the ALA Conference. Steve said he was honored to receive this award and to represent Anderson Public Library. Mr. Bob Roddy has requested to be on the agenda. His request will be item 5 B.
A motion was made by Doug Nelson and seconded by Rhea Parshall to approve the minutes of the June 17 meeting. Motion carried.
Rhea Parshall stated she has examined the bills 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, motion carried.
Marsha handed out a 1999 schedule for the library and capital projects budget process. Everything should be finalized and filed with the State by September 22. The proposed personnel budget is $2,220,187 which is an increase of $12,767. This includes a 2% cost of living increase and a two-tier (1.5% or 3%) merit system based solely on a staff person=s performance. There will be a new performance appraisal form in place and Marsha and Sarah will review all appraisals. This personnel budget figure is a 1% increase over last year and 60% of the total budget, a decrease of 7%. Since we will not know the assessed valuation for 1999 until sometime in August we had to calculate the 1999 budget based on the 1998 assessed valuation. This would be an operating budget tax rate of 46.9 cents. Marsha recommends increasing the book budget from 15% to 18% of the total budget. We are in need of replacing outdated and worn materials and this figure would allow us to start that process. There is also a $26,700 increase in the maintenance/repair budget to allow for work that needs to be done to maintain this building. Another major increase is $186,500 to LIRF to use for future renovation of the 3rd floor and lower level. Most of this is the extra money in this year=s COIT distribution. Marsha recommends budgeting $50,000 for LIRF in professional services to hire architects/engineers to plan this renovation. Robbin thanked Marsha for the hard work that she and the staff have done to prepare this budget. Doug Nelson noted that he appreciates Marsha=s concern with size of the personnel budget and her ability to decrease the total percentage and yet give staff a reasonable increase. Doug Nelson anticipates we will go over the budget this year in equipment and maintenance expenses. Marsha stated we are under in other areas and the funds will be transferred at the end of the year. The 1999 budget allows more money for maintenance, equipment and furniture. A motion was made by Doug Nelson to advertise the budget for 1999 as proposed. Rhea Parshall seconded, motion carried.
Marsha recommended that a $60,000 additional appropriation be made to purchase needed equipment. This money would be available from the savings on health insurance this year. This appropriation will allow this money to be taken out of 1998 money instead of waiting until 1999. A motion was made by Bill Simmermon to advertise this appropriation. Doug Nelson seconded, motion carried.
Marsha read a letter to the Board from a resident of Jackson Township who leases office space in the Union Building which is in the library district. She was questioning why she would not be entitled to a library card since we provide a card to people who rent or lease their residence. The Board would like for Marsha to find out if this person files a personal property tax return on the business with the county. If she does, part of this tax money would support the library. Marsha will report back to the Board on this.
Next on the agenda was the approval of the Self-Defense Policy. John Longnaker has reviewed the policy that was approved in August of 1996. It is his recommendation that the policy be kept but the wording revised to reflect the Indiana Codes governing self-defense. Doug Nelson wanted to add that there are no safety problems in the library and this policy is simply a guideline to be used if any problems would arise. Doug Nelson made a motion to approve the Self Defense policy with the revisions made by John Longnaker. Bill Surbaugh seconded, motion carried.
Marsha gave the Director=s report. Several staff and trustees from Kokomo-Howard County Public Library visited here today. They were very impressed with the facility and how busy this library is. Staff have been doing mandatory training in technology. We did not receive the state literacy grant this year which means the part-time clerk position was eliminated. The state has put most of this money into programs instead of positions. Staff are working on a book list for gift giving. This list will be put on the web page and customers will be able to purchase these books through Amazon.com and the library will make 15% from these sales.
Mr. Roddy was not present yet. He had told Marsha he wanted to follow up on the resources, services and programs we have.
Bill Simmermon made a motion to adjourn, Doug Nelson seconded. 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
AUGUST 19, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, August 19, 1998, at 4:15 p.m. in the Board Room of the Library, 111 E. 12th Street, Anderson, Indiana.
Trustees present: Rhea Parshall, Doug Nelson, Bill Simmermon, Robbin Brooks,
Bill Surbaugh, Joni Brinkman, Charles Lacey
Staff attending: Marsha Grove, Director
Lova Gay, Recording Secretary
Sarah Later, Assistant Director
Tonya Carman, Business Ofc.
Others attending: John Longnaker, Library Attorney
President Robbin Brooks called the meeting to order. She appointed Doug Nelson Secretary of the Board to finish out Leslie Davisson=s term.
The order of the agenda was changed. Mike Montgomery and Debra Sparks presented quotes for the Lapel Branch renovation. They handed out a quote tabulation for the first of three phases. The total of these quotes is 129,937.05. This figure includes the removal of the circ desk which was not originally planned for this phase. Doug Nelson questioned Mike about the reputation and the reliability of finishing the work of some of the vendors that he was not familiar with. Montgomery and Associates have worked with all the vendors and find they generally do high quality work. While the architects have not talked to the vendors about a time frame the vendors indicated it would be a fall/winter job and the branch will need to be closed for a short period of time. Marsha hopes no more than 2-4 weeks. Doug Nelson made a motion to accept the recommendations of the architects and accept the quotes in the amount of 129,937.05. Marsha and Mike will negotiate with the vendors to get these figures within the budgeted amount of 127,400. Bill Surbaugh seconded the motion, carried. Debra Sparks showed the colors and fabrics of the materials that will be used for the work.
Robbin officially welcomed Charles Lacey as the newest Board member. He was appointed by the Madison County Council and will finish the term vacated by Leslie Davisson.
A motion was made by Bill Surbaugh and seconded by Bill Simmermon to approve the minutes of the July 15 meeting. Motion carried.
Rhea Parshall stated she has examined the bills 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. Bill Simmermon questioned check #17566. This was for 43,000 plastic bags with our logo on them which are given to patrons to carry their books in. Check #17589 to Lon Brown Insurance is for all the library insurance, except health insurance. This includes Workman=s Comp and building insurance. Doug Nelson questioned check #17539 for vehicle repair. This was repair for paint damage that was done to a patron=s car when the parking lot trim was being painted. Motion to pay the bills carried.
A motion was made by Rhea Parshall and seconded by Joni Brinkman to appropriate an additional $60,000 to purchase needed equipment. This money is available from the savings on health insurance this year. Motion carried.
A motion was made by Bill Surbaugh and seconded by Joni Brinkman to transfer $40,000 from the operating balance to LIRF now instead of waiting until the end of the year. Motion carried.
A motion was made by Joni Brinkman and seconded by Rhea Parshall to add Tonya Carman=s name to the list of people authorized to sign documents relating to PERF funds. Motion carried.
A thank you letter from the Board was sent to Burkhart Advertising thanking them for their donation of advertising the Bookmobile on one of their billboards free of charge for a month.
Marsha gave the Director=s report. Circulation figures continue to rise with a 17% overall increase so far this year. Marsha is very concerned about not being able to recruit professional staff to fill the vacancies we have. The Board would like for her to do a survey of other libraries in Indiana to see what salaries they pay at the professional level. These figures will be given to the Personnel Committee.
The September Board meeting will be held at the Lapel Branch on September 16.
Rhea Parshall made a motion to adjourn, Joni Brinkman seconded. 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
SEPTEMBER 16, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, August 19, 1998, at 4:15 p.m. at the Lapel Branch, 610 Main Street, Lapel.
Trustees present: Rhea Parshall, Doug Nelson, Bill Simmermon, Robbin Brooks,
Bill Surbaugh, Joni Brinkman, Charles Lacey
Staff attending: Marsha Grove, Director
Lova Gay, Recording Secretary
Sarah Later, Assistant Director
Tonya Carman, Business Office
Linda Funk, Human Resources
Others attending: John Longnaker, Library Attorney
Jim Freeman, Library Attorney
Nancy Lee, the new Branch Manager of the Lapel Branch was introduced to the Board. Nancy was a Reference Librarian at the Main Library before beginning her duties at Lapel. She is very glad to be at Lapel and has heard many good things about the branch and the community.
There was an Executive Session held before the regular meeting.
President Robbin Brooks called the regular meeting to order. There is an addition to the agenda. A letter from Leslie Davisson will be read under Information Items.
The first order of business was the adoption of the Resolution regarding the preceding Executive Session. Doug Nelson made a motion to accept this resolution. Bill Surbaugh seconded, motion carried.
A motion was made by Doug Nelson and seconded by Rhea Parshall to approve the minutes of both meetings held on August 19. Motion carried.
Rhea Parshall stated she has examined the bills and found them to be in order subject to an outside audit and made a motion to accept these claims for payment. Bill Surbaugh seconded, motion carried.
The Board=s Personnel Committee has met and heard Marsha=s recommendation of an additional 4% increase to the base salary for MLS positions and some Department Head positions. This increase needs to be done to be competitive and to be able to recruit quality people for these positions. The money for this increase ($34,160) in the 1999 budget will come from equipment ($17,081) and materials ($17,079). A motion was made by Doug Nelson and seconded by Joni Brinkman to increase the base salary of grades 108 and higher by 4%. Motion carried.
Next on the agenda was the approval of the 1999 budget. The library is seeing a large increase in circulation and it is of concern to Marsha that we have so many outdated and worn books. It would cost over $618,000 just to replace the adult fiction books. Gifts and donations are not enough to make a difference. An increase in the tax rate will affect the operating balance. The State Board of Accounts recommends having a six month operating balance. Marsha recommends a .4639 tax rate for next year. This will only generate a small portion of the amount needed for the purchase of new materials. Doug Nelson is concerned how the community will feel if we have a 50% operating balance and yet we want to raise taxes. Robbin feels like we have hard evidence, such as the need to purchase new materials, to warrant this rate. Joni Brinkman made a motion to approve a tax rate of .4639 for 1999. Rhea Parshall
seconded, carried. Bill Surbaugh made a motion to adopt an operating budget for 1999 of $3,690,777. Joni Brinkman seconded, carried.
A motion was made by Bill Surbaugh and seconded by Joni Brinkman to adopt the Capital Projects budget of $230,000. Motion carried.
A motion was made by Rhea Parshall and seconded by Joni Brinkman to approve the $50,000 LIRF budget to be spent on the architectural and engineering study for the third floor and the lower level of the main building. Bill Surbaugh would like for the Board to see suggestions from Marsha and staff before we consult the architects for this study. Motion carried.
A motion was made by Bill Surbaugh and seconded by Joni Brinkman to accept the proposed 1999 salary schedule. Motion carried.
A recommendation was made by the library=s insurance committee to purchase a blanket bond to cover staff who have access to library funds. The cost for this would be $1,059 annually. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve this bond. Motion carried.
A motion was made by Rhea Parshall and seconded by Doug Nelson to authorize Marsha to sign the LSTA contract for the $10,000 grant we received from the State Library. Motion carried.
PERF has requested we use a form supplied by them authorizing Sarah Later and Tonya Carman to accept pension liability for the library. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve them. Motion carried.
There are 184 WWII posters housed on the 3rd floor that the Fine Arts Center has expressed an interest in to use for exhibits. A motion was made by Bill Surbaugh and seconded by Charles Lacey to give them to the Fine Arts Center with the understanding that the library could borrow them for exhibits and that the posters would not be sold.
A motion was made by Bill Surbaugh and seconded by Rhea Parshall to give the Sansberry book collection to the Friends of the Library to be sold. Motion carried. It should be noted that all the materials we discard are given to the Friends of the Library for them to sell.
Marsha has been asked by someone if they could rent a parking space from the library. The library attorney needs to look into the status of our income already derived from this. If there is a certain amount of income made from the rental of tax exempt property that property then has to go on the tax rolls. Bill Simmermon is opposed to renting public property and there was some concern about liability insurance. The Board will leave it at the discretion of the Director to work with the attorney on this and decide what should be done.
Marsha presented the Director=s report with information on all departments. The Board would like for Marsha to thank the staff and tell them what a good job they are doing. The contract for the carpeting in Lapel has been signed with Indiana Flooring. Marsha is working with Steve Thornburg to incorporate a story time with all the groups of children who go through the Fire Safety House so they will also know they are in the library. Robbin requested the information on the Fire Safety House be included in the Director=s report each month.
Doug Nelson read a letter received from Leslie Davisson to officially announce her resignation from the Board.
Rhea Parshall made a motion to adjourn, Bill Simmermon seconded. The regular meeting was adjourned at 6:00 p.m. and the Board went into Executive Session.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
OCTOBER 21, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, October 21, 1998, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016.
Trustees present: Rhea Parshall, Doug Nelson, Bill Simmermon, Bill Surbaugh
Trustees absent: Joni Brinkman, Robbin Brooks
Charles Lacey
Staff attending: Marsha Grove, Director
Lova Gay, Recording Secretary
Sarah Later, Assistant Director
Tonya Carman, Business Office
Others attending: Eleven students from a Social Work class at Anderson University.
President Robbin Brooks and Vice President Joni Brinkman were absent. Secretary Doug Nelson called the meeting to order. He appointed Bill Surbaugh as Secretary Pro-tem.
The first order of business was the adoption of the Resolutions of the Executive Sessions after the regular meeting on September 16, 1998 and preceding this meeting. Bill Surbaugh made a motion to accept these resolutions. Rhea Parshall seconded, motion carried.
A motion was made by Rhea Parshall and seconded by Bill Simmermon to approve the minutes of the meeting held on September 16, 1998. Motion carried.
Rhea Parshall stated she has examined the bills and found them to be in order subject to an outside audit and made a motion to accept these claims for payment. Bill Surbaugh seconded the motion. Bill Surbaugh questioned check #17955. There was two charges for labor. The smaller amount was for labor after the purchased block of time was used up. The larger amount is for a new block of time. Bill Surbaugh would like for us to carefully evaluate the cost of the lease with Pitney Bowes for the postage machine before that is renewed. Motion to pay the bills passed unanimously.
A motion was made by Bill Surbaugh and seconded by Bill Simmermon authorizing the Director to request an advance tax draw of $500,000.00 from the County Treasurer from the money due the library in December. Motion carried.
Next on the agenda was the approval of the sale of blank computer discs for customer use. Marsha proposed selling them for $1 each. The Board would like Marsha to check the following items; do we need a retail license and do we have to charge sales tax? Bill Surbaugh made a motion to approve the sale of these blank discs after Marsha finds out from the Board attorney that we meet qualifications to do so. Rhea Parshall seconded, motion carried.
Marsha would like for the main library and Lapel to have a public fax machine. She recommends charging $2 for the first page and $1 for each additional page. The fax machine used at the main building will be located in the Reference Department and it will use the vend-a-card system and the one at Lapel will be on the honor system. A motion was made by Bill Surbaugh and seconded by Bill Simmermon to accept the public fax service. Motion carried.
Marsha would like to implement an employee tuition reimbursement policy. She would propose a certain amount of money be budgeted for this each year. Bill Surbaugh suggested this be an interest free loan that is paid off at the end of twelve months if the employee retains employment with APL. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to accept this policy. Motion carried unanimously.
The meeting with the State Board of Tax Commissioners will be November 17 at 2:00 at the County Auditor=s office for final approval of the 1999 budget. Bill Surbaugh and Rhea Parshall volunteered to attend this meeting to represent the library board.
The Lapel branch renovation will begin December 13. Marsha recommends closing the branch beginning December 9 to allow time for staff to remove materials (books, shelving, desks, etc.). Patrons will be asked to check out as many materials as they can to help with the storage load. The School Bookmobile may provide service there during the renovation providing the new Bookmobile is delivered before then. A motion was made by Bill Simmermon and seconded by Rhea Parshall to close the Lapel branch from December 9, 1998 through January 31, 1999. Motion carried. The branch will open sooner if the work is completed before then. There will be a grand re-opening when the work is done.
Marsha talked about a new program that is being sponsored by the Friends of the Library. The Read to Me program is designed for children birth through grade 3. Gifts such as magnets, stickers, and library card holders, will be given to parents/caregivers who read to children. The Friends have also bought see-through mouse pads for use at the public computers. Promotional materials can be placed under them for various library services and programs. They also bought document holders with the web site address on it for staff to put on their computers. We have purchased new library cards with the library logo on them and a welcome message on the back.
Marsha presented the Director=s report with information on all departments. The Auditor met with Rhea, Marsha and Tonya before the board meeting today. The money in the Madison County Community Foundation should not be reported on the monthly financial report because it is money that the library could not access. He also recommended not carrying a negative balance in the financial report. A resolution to transfer money from another fund should be done. There will be some work done soon on the circulation desk to make it ready for self checkout and to conform to ADA standards. Marsha challenged the Circulation staff to increase main adult book circulation by 12%. If they did she offered to make them lunch. There was an 18% increase and they enjoyed a fine lasagne lunch which Robbin attended also. Total circulation is up 40% for the month of September and 20% so far for the year. The Friends have given another $8,000 to be used for the purchase of books. Marsha is attending Anderson Area Leadership Academy. The Literacy Spelling Bee is tomorrow night with 14 teams participating.
Rhea Parshall made a motion to adjourn, Bill Surbaugh seconded. The meeting was 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 18, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, November 18, 1998, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016.
Trustees present: Rhea Parshall, Doug Nelson, Bill Simmermon, Bill Surbaugh,
Charles Lacey, Robbin Brooks
Trustees absent: Joni Brinkman
Staff attending: Marsha Grove, Director
Lova Gay, Recording Secretary
Sarah Later, Assistant Director
Tonya Carman, Business Office Manager
Others attending: John Longnaker, Library Attorney
President Robbin Brooks called the meeting to order. Since there was not an Executive Session held before this meeting item IA was skipped.
A motion was made by Doug Nelson and seconded by Rhea Parshall to approve the minutes of the meeting held on October 21, 1998. Motion carried.
Rhea Parshall stated she has examined the bills and found them to be in order subject to an outside audit and made a motion to accept these claims for payment. Charles Lacey seconded, motion to pay the claims passed unanimously.
Marsha announced that she received a letter from the State Board of Tax Commissioners stating that the Library Capital Projects Fund was approved.
The staff has asked permission to again this year have AFood for Fees@ during the month of December. Customers may bring in canned food with each can equaling one dollar toward overdue fees. At the end of December the food will be donated to the East Central Indiana Food Bank. This would not apply to fees owed for damaged or lost items. It was the consensus of the Board to do this and to promote it in the newspaper.
Next on the agenda was the revision of the current meeting room policy. Marsha recommends charging groups $25 to enter the building early or to stay past closing. This would require a 24 hour advance notice for security and staffing purposes. We do not promote this but there are groups who want to do this. Bill Surbaugh made a motion to approve this revision. Doug Nelson seconded, motion carried.
Board approval is needed for the 1999 holiday schedule. Marsha would like for the library to be open as much as possible. She proposes being open on February 15 (President=s Day) and November 11 (Veteran=s Day) in 1999. She is not proposing taking any benefits from staff so she would like to increase personal leave time from 3 days to 5 days. The Board had previously asked Marsha to survey other libraries in the area regarding their policy on New Year=s Eve. Of the responses to this survey about half of the libraries were closed and half were open. Doug Nelson would like for Marsha to review the minutes of previous meetings regarding rotating programs for the lesser celebrated holidays. Doug Nelson made a motion to accept the 1999 holiday schedule as proposed. Rhea Parshall seconded, motion carried. Marsha also proposed the library be closed on Friday, May 14, 1999 for Staff Development Day. Rhea Parshall made a motion to approve that date. Bill Surbaugh seconded, motion carried.
Marsha talked about the output measures survey results. We are doing very well with customer service and customer satisfaction. One of the suggestions submitted was a request from a customer wanting the library to have a Astudent@ library card for students outside the library district. Doug Nelson would like for Marsha to present a formal proposal to the trustees and advisory board of Richland and Jackson townships to join the library district. Another comment on the survey that appeared often regarded the microfilm readers that do not work. These cost between $2000 and $3000 each. There is new technology that replaces these readers and Marsha is looking into this option also. According to the survey results, this library compares midrange nationally regarding fill rate for title and subject. Teens are the biggest users of the Internet and they also are the group that are the hardest to satisfy. The reference fill rate for service completed the same day was 93%.
The library has four new photo copiers, 2 in reference, 1 in Lapel and 1 in administration. There are new paperback racks in Reference and the reference business section books have been placed on index tables making it more visible and accessible for customers.
Marsha presented the Director=s report with information on all departments. There was a Aletter to the editor@ in the newspaper regarding the Historical Society=s contact with the library that they claimed went unanswered. The article stated there were numerous letters sent. There was only one letter sent to Marsha, not to the Board of Trustees. At that time Marsha let members of the Society go on the third floor and look at the items. She also provided an itemized list of articles and an appraisal list. She requested they make a list of what they might be interested in so she could present it to the Board. They then stated they want original records regarding the purchase of those items. She would now like permission to write them a letter stating that staff does not have time to look through years of financial reports to obtain this information and again ask them what they are interested in. It was the consensus of the Board for Marsha to do this and to let them know they are welcome to go through the financial claims to look for the information they are wanting. The Board would like for the Historical Society to have a good plan for use of the items they want. Marsha is talking with the library=s insurance committee regarding health insurance coverage and costs for staff between the ages of 62 and 65. She will report on this at the next meeting. Marsha talked with the attorney regarding requests from businesses to rent parking spaces from the library. She would like to charge $15 per space per month for use of these spaces. This money would go into the operating balance. The attorney said it would be alright to do this. A motion was made by Bill Surbaugh and seconded by Doug Nelson for the Director to grant these requests at her discretion with the fees determined by the going market rate. The new bookmobile has arrived and there will be an official Aribbon cutting@ at noon on December 1st before it is put into service. Robbin will speak and Marsha would like for all the trustees who can to attend. The former Outreach truck will have new carpet and shelves installed and the new logo put on it before being converted to the school bookmobile and the tractor-trailer will be retired after it is used at Lapel to be open a few hours a week during renovation. The library has a newly designed web page and Sarah will show it to those who can stay after the meeting. Staff have prepared a list of renovation needs for the main library. Robbin suggested that the Board take this list, review it, prioritize it and return it to Marsha before the next meeting.
After a brief discussion about the tuition reimbursement policy adopted last month, it was decided these minutes should reflect that the revised wording in the policy is acceptable and approved.
Rhea Parshall made a motion to adjourn, Charles Lacey seconded. The regular meeting was adjourned at 5:30 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
DECEMBER 16, 1998
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, December 16, 1998, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016.
Trustees present: Rhea Parshall, Doug Nelson, Bill Simmermon, Bill Surbaugh,
Charles Lacey, Joni Brinkman
Trustees absent: Robbin Brooks
Staff attending: Marsha Grove, Director
Lova Gay, Recording Secretary
Sarah Later, Assistant Director
Tonya Carman, Business Office Manager
Others attending: John Longnaker, Library Attorney
In the absence of President Robbin Brooks, Vice President Joni Brinkman called the meeting to order. A motion was made by Doug Nelson and seconded by Rhea Parshall to approve the resolution pertaining to the Executive Session held after the regular meeting on November 18, 1998. Motion carried.
A motion was made by Rhea Parshall and seconded by Doug Nelson to approve the minutes of the meeting held on November 18, 1998. Motion carried.
Rhea Parshall stated she has examined the bills and found them to be in order subject to an outside audit and made a motion to accept these claims for payment. Charles Lacey seconded the motion. There was a question about check #18377 to Plaza Printers. This was for the new library brochures and gift guides. A question was asked about check #18389 to Saturn Computer for computer pulls. This was for the pulling of cable from the computer hub to the new locations of terminals in the library. Check # 18450 to Ameritech was also questioned. This was paid from the Capital Projects Fund and was for the Kid=s Catalog for Dynix which Ameritech owns. The other part of this charge is for the TeleCirc system which will call customers and let them know they have overdue materials. This is a one time charge for the software however, the maintenance contract may be slightly higher next year. Motion to pay the bills carried.
Next on the agenda was the 1998 transfer resolution. This is an annual end-of-year bookkeeping resolution to transfer appropriations within the Library Operating Fund. Doug Nelson moved to accept this resolution, Bill Surbaugh seconded. Motion carried. Bill Surbaugh asked if any items that were increased would have impact on the 1999 budget or if any of the areas of increase would be re-occurring. Marsha thinks we will be fine since the budget for 1999 was increased in these areas.
A motion was made by Rhea Parshall and seconded by Bill Surbaugh to accept the 1998 encumbrances to the Library Operating Fund and the Library Capital Projects Fund. Motion carried.
It is required by law to put out bids every 2 years for the library cash management fund. There were 3 bids received. National City Bank had an estimated $93 a month less for their investment fees and their interest rates were 3.954%. Sarah, Marsha and Tonya recommended staying with National City Bank. Doug Nelson questioned customer service from National City since they are not a Alocally operated@ bank. Tonya said the person she deals with locally gives very good customer. Doug Nelson made a motion to accept this recommendation. Bill Surbaugh seconded, motion carried.
Marsha would like to change the existing fax policy since the fax machine with the vend-a-card will only allow customers to use it at one price per page. Marsha recommends charging $1 for every page sent. This will be tracked to make sure we are not losing money providing this service at that price. Bill Surbaugh made a motion to change the policy. After some discussion, he withdrew that motion. Doug Nelson made a motion to grant the Director to set the fees within the maximum charges already set by the Board which is $2. Bill Surbaugh seconded this motion, carried.
Next on the agenda was health insurance coverage for retirees ages 62-65. A retiree is defined as age 62 with 15 years of service. The library=s Insurance Advisory Committee advised changing the existing coverage especially since Aetna does not cover retirees in the current policy and if they do start that coverage the premiums will increase a minimum of 8% (around $20,000). Retirees are eligible for coverage under COBRA. We currently have one retiree who falls into this category. The library attorney recommends not changing coverage for that employee but informing her that she will be transferred to COBRA January 1 with the library paying 100% of that premium. Marsha recommends the policy be changed to read that the retiree may choose coverage through COBRA with the library paying 25% of the cost of the coverage. This will end when the retiree reaches the age of 65 and this extends only to the former employee, not family members. It was questioned if there would be any legal problems with changing this policy. The present policy does say that the policy is subject to contract renewals so this change would fall under that. Bill Surbaugh made a motion to accept Marsha=s recommendation with the comment that at some future time she look at the percentage of cost to the retirees. Charles Lacey seconded the motion, carried. Doug Nelson would also like the Director to look at the policy for early retirement.
Marsha talked about the renovation plans for the main building. Some of the main areas of concern are keeping up with technology, furniture, painting, carpet, more meeting room space and more staff space. She would also like to see better lighting for Amerchandising@ the collection, a much nicer area for the Afriends@, and a place for staff training. There will be no capital projects money available until 2000. Doug Nelson asked Marsha where she saw the Extension building in the next 10-15 years. She thinks there is too much space there for the number of staff they have but as long as we have the bookmobiles we need to keep the building used for them. Marsha would like to have one central collection for use by the bookmobiles and the main library. That way there would not be a need for housing a separate collection in that building. Bill Surbaugh made a motion for Marsha to proceed with contacting architects regarding fees and scope of service to start the renovation process and then make a recommendation to the Board. Doug Nelson seconded the motion. Bill Surbaugh asked that Marsha and the staff think carefully about what we want to do, especially with the third floor and the basement regarding programming and staffing, and the impact it will have on the budget in the future. Marsha does not see a need for additional staff with this plan. The motion to proceed carried.
Joni announced that Robbin Brooks= term ends on January 31, 1999 and she will not seek re-appointment. Bill Surbaugh, Joni Brinkman and Rhea Parshall will send a letter to the County Council asking them to make an appointment to fill this vacancy.
Marsha presented the Director=s report with information on all departments. She has received word that the assessed valuation is about $1,000,000 lower than originally reported which results in an income reduction to the library of about $9,962. Marsha will be here one year in January and she would like for the Board to do an evaluation of her work. The Personnel Committee have chosen a form which will be mailed to the Board and returned to Joni. Rhea Parshall made a motion to hold an Executive Session before the next meeting to meet with Marsha. Bill Surbaugh seconded, motion carried. Marsha praised staff for doing such good work at Lapel clearing out the building in 2 days to get ready for the renovation to begin. The old school bookmobile has been in use at Lapel and there were 16 customers who came in the first day. Marsha said this has been a very successful year for staff and for the library.
Rhea Parshall made a motion to adjourn, Bill Surbaugh seconded. The meeting was adjourned at 5:40 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
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