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1999 Minutes
____________________________________________________________________ ANDERSON CITY, JANUARY 20, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, January 20, 1999, 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; Kathy Closter, Head of Reference President Robbin Brooks called the meeting to order. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve the resolution pertaining to the Executive Session held prior to this meeting. Motion carried. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve the minutes of the meeting held on December 16, 1998 as mailed. There was a word left out of a sentence in the sixth paragraph. That word was added to the 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 these claims for payment. Charles Lacey seconded the motion. There was a question about check #18643 to Greater Talent Network for $3,000. This was a deposit to bring Terry Anderson to the library for National Library Week. Some of this money will be reimbursed by grants. Motion to pay the bills carried. Bill Surbaugh made a motion to approve the following payments between Board meetings; payroll, insurance premiums, conference enrollment fees and utility bills. Rhea Parshall seconded. Motion carried. A motion was made by Bill Surbaugh and seconded by Doug Nelson to advertise for a temporary loan, if one is needed, to meet expenses payable in 1998 until the tax distribution is received in 1999. Motion carried. Bill Surbaugh inquired about moving $40,000 from the LIRF line item in the operating budget to LIRF. Marsha will report back to the Board in February. Marsha recommends transferring the old school bookmobile to the Friends to sell. It will be in use at Lapel until January 29 so the Friends may have it effective February 1. Rhea Parshall made a motion to accept this recommendation. Doug Nelson seconded, motion carried. Doug Nelson recommended Maintenance remove the Anderson Public Library logo from it before it is sold. Robbin appointed the Nominating Committee for the new slate of officers. This committee consists of Rhea Parshall, chair, Joni Brinkman and Bill Surbaugh. They are to have their recommendations ready by the next meeting. Kathy Closter gave a very nice report on the Reference Department. She had a handout using the sentence "The Reference Department serve as guides in fulfilling the informational and recreational needs of every library customer in a welcoming atmosphere and by continually developing collections and resources". The Madison County Community Foundation has announced a match program for non-profit organizations. Beginning the end of December they will match one dollar for every two dollars invested with the Foundation. Marsha will put all gift money received after this time into this fund. The grand re-opening of the Lapel Branch will be Saturday, January 30 at 1:30. All Board members are invited to attend. Marsha presented the Director's report with information on all departments. Total circulation increased 25% in 1998. TeleCirc starts operation on February 1. All but $16,000 of the money budgeted for 1998 was encumbered. There was 4,460 pounds of food donated to the East Central Indiana Food Bank through the "Food for Fees" campaign. Extension Services staff have been moved upstairs in that building and RSVP has been moved to the front of the building. This will allow for the building to be open from 9-5 with a manned desk in the lobby. There are several leaks in the Extension Services building and one of the humidifiers in the main building leaked from the second floor to the basement. Rhea Parshall made a motion to adjourn, Bill Surbaugh seconded. The meeting was adjourned at 5:45 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON CITY,ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY BOARD OF TRUSTEES MEETING FEBRUARY 17, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, February 17, 1999, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Bill Simmermon, Bill Surbaugh, Charles Lacey, Joni Brinkman, Ann Teague Trustees absent: Doug Nelson Staff attending: Sarah Later, Assistant Director; Tonya Carman, Business Office Manager;Lova Gay, Recording Secretary; Donna Plummer, RSVP Director; Sherrill Franklin, Extension Services Director Others attending: John Longnaker, Library Attorney Vice President Joni Brinkman called the meeting to order. She welcomed Ann Teague to the Board. Since Doug Nelson was absent Joni appointed Bill Surbaugh as Secretary pro-tem for this meeting. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve the minutes of both the regular meeting and the Board of Finance meeting held on January 20, 1999 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 these claims for payment. Charles Lacey seconded the motion. There was a question about check #18749 to Odell Photo. This was for a camera to be used for picture taking at library functions. This camera is for library use only and will be locked up when not in use. Motion to pay the bills carried. Bill Surbaugh wondered if we had a policy regarding the purchasing of computer equipment. Nathan Schwartz is responsible for purchasing all the computer equipment and he knows what we have and maintains the inventory of this equipment. Secretary pro-tem Bill Surbaugh opened the bids received for the library to obtain a temporary loan, if one is needed, to meet expenses payable in 1998 until the tax distribution is received in 1999. The bids and interest rates were; National City Bank 4.40%, Pendleton Banking Company 3.6%, and Star Financial Bank 4.25%. Bill Surbaugh suggested Marsha and Sarah take these bids under advisement and make a recommendation to the board if this loan is needed. Rhea Parshall presented the following slate of officers for the coming year; Doug Nelson, President, Joni Brinkman, Vice President, Bill Surbaugh, Secretary, Rhea Parshall, Treasurer and Charles Lacey as representative to the RSVP Board. A motion was made by Bill Simmermon to elect this slate of officers. Bill Surbaugh seconded, motion carried. J. Harold Berkshire is retiring from the Lon Brown Insurance Agency and he has submitted his letter of resignation from the library's Insurance Advisory Committee. Along with this letter he enclosed the resume of a person he would like to see appointed in his place. After some discussion by the Board it was decided that the other insurance agencies involved in this committee should be allowed to recommend someone also. Tonya and Sarah will contact these other agencies regarding this before the Board makes a decision. Donna Plummer gave a report on RSVP. This office has been moved to the front of the Extension Services building. There is a receptionist on duty so this building is now open from 9-4 Monday through Friday. Merchants Older Buddies (MOB) also has a desk now. Donna brought a variety of items made by RSVP volunteers. The most widely used items are the Love Bears that are used by the Police and Fire Departments, Child Protective Services and the hospitals to help ease traumatic situations for children. Some of the other items made include hats and mittens, walker bags, scratch pads, Christmas stockings, shawls and lap robes. Volunteers also write notes and cards to nursing home patients who normally do not receive any mail. There also is a new project under way called STREET. This group is composed of children who have been kicked out of school and are on probation. They help make art kits to be used at various agencies to keep children busy while the parents are filling out forms, etc. RSVP is an outreach program of the library and Donna promotes library services to all of the various agencies she comes in contact with. On March 17 RSVP will hold an open house and Donna invited all the Board members to drop by and visit. Sarah gave the Director's report in Marsha's absence. Some of the statistics were down for the month of January. This was due in large part to the bad weather and the library being closed during that time. The final 1999 budget has been approved by the State Board of Tax Commissioners. We have received word from the State Library that we will receive a $17,267 technology grant to update our network. TeleCirc is in use and staff have been busy recording names on the system. This year's "Local People Making a Difference" program will be Sunday, February 28. The Friends of the Library donated $15,160 for various programming needs. This was the largest amount ever given at one time. A motion was made by Bill Surbaugh to adjourn. Rhea Parshall seconded. The meeting was adjourned at 5:05 p.m. Respectfully submitted, ____________________________________________________________________
MARCH 17, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, March 17, 1999, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Bill Simmermon, Bill Surbaugh, Charles Lacey, Doug Nelson Trustees absent: Joni Brinkman Ann Teague Staff attending: Sarah Later, Assistant Director; Tonya Carman, Business Office Manager President Doug Nelson called the meeting to order. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve the minutes of the meeting held on February 17, 1999 as circulated. 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. There was a question about check #18963 to Ameritech. This was paid for out of the Library Capital Projects Fund for the Telecirc system. However, this invoice is a duplicate one and this check will not be sent. This bill was paid in December 1998. Motion to pay the bills carried. Next on the agenda was the approval of the Library Capital Projects Plan. This is the second year of the four-year-plan. The first step for this plan is to advertise it to the public. Marsha changed the first year figure to reflect the $400 interest received on this money. The revenue available for the plan in the year 2000 should be $243,665. That would make the total of the three-year-plan $714,665. All three years of the plan will be for the completion and refurbishing of the Main Library. Since this is the first year for Tonya and Marsha to present the plan they have sent it ahead to the Tax Commissioners to see if they would have any suggestions for changes in it. A motion was made by Chuck Lacey and seconded by Rhea Parshall to advertise the Library Capital Projects Plan as revised. Motion carried. Marsha would like to delay the transfer of the $186,500 LIRF money appropriated in the 1999 operating budget until November. This will ensure that we will not have to borrow money before the June and November tax payments arrive. Bill Surbaugh mentioned we could move this money monthly so it would match the budget process. Marsha will monitor this closely. Marsha reported that employee health insurance was only increased by 6% this year. This was very good news since Aetna had reported the increase would probably be between 8% and 15%. Doug Nelson asked about the need to provide coverage for retirees. Administration is still working on that issue with the Insurance Advisory Committee. It is not anticipated that any staff are retiring soon. President Nelson appointed the following committees to serve this term: Personnel Committee; Joni Brinkman, Chair, Bill Simmermon and Ann Teague; Budget Committee; Bill Surbaugh, Chair, Charles Lacey and Rhea Parshall. Marsha has received a proposal from Mike Montgomery and Associates to do the architectural study for the first phase of the renovation of the main building. This study would not exceed $4,800. There was $50,000 appropriated in this year's LIRF budget for this. This study would include drawings illustrating the plans and cost estimates for the work to be done. Rhea Parshall made a motion to hire this firm to do the study. Bill Surbaugh seconded the motion. He would like for the Board to be kept informed of each step especially in regard to the impact on the budget for ongoing operating costs. Motion carried unanimously. The Charter of the Insurance Advisory Committee needs to be updated. This Committee now does advise the library on health insurance for staff so that needs to be added to the purpose of the Committee. One of the items for qualifications for membership wording needs to be changed from school to library. Marsha recommends the chair of the committee be decided by majority vote and not necessarily be the primary writing agent. It was also recommended that "except those policies the library director may specifically withhold, at his discretion" be stricken from paragraph 6 of the purpose. A motion was made by Bill Surbaugh and seconded by Charles Lacey to approve the above revisions. Motion carried. The date of the revisions will be noted after the effective date of the Charter. After review of the resumes received, Chuck Lacey moved that Janice Kay from the Brown-MJ Agency be approved as the new member of this Committee. Bill Simmermon seconded, motion carried. Marcia Murphy gave a report on the Children's Department. Technology has greatly increased in that department with 7 new computers and the installation of KidsCat, a picture based catalog for kids to use. Even with all the new technology the staff feel that reading books is still the most important thing a child can do. The implementation of centralized circulation has enabled the children's staff to spend more time with parents and children helping them find books to read. Staff also are very active in the community talking about the need for children to learn to read. Another change this year has been the "marriage" of the Children's Department and the Literacy Department. Chris Dodge gave a report on the services offered through the Literacy Department. They have experienced tremendous growth in the last year. This office promotes literacy for the entire family with services such as one-on-one training to learn to read and write, English as a Second Language classes, tutor help line for students, and family literacy classes. Marsha gave the Director's report, sharing information on all departments. Since the renovation Lapel statistics are up 49% for the month of February. There is a new format for the library statistics which is a lot easier to read. We are pushing for funds to invest in the MCCF endowment fund so we can take advantage of the matching funds available from them. The Friends will send the $850 received from the sale of the old bookmobile to this fund. The library is also submitting two proposals for the one million dollars grant money given to the Madison County Community Foundation by the Lilly Foundation. There are currently four grants being worked on by library staff. The library is going to participate in the "Week of the Young Child" celebration on April 21. Self-checkout should be up and running by the next Board meeting. Doug Nelson would like for Board members to meet with County Council members to talk about the Capital Projects Plan. Rhea Parshall will meet with Jeff Hardin, Bill Simmermon will meet with JR Rosencrans, Bill Surbaugh will meet with Gary Gustin, Chuck Lacey will meet with John Richwine, Doug Nelson will meet with John Bostic, Ann Teague will meet with Dan Dykes and Joni Brinkman will meet with Thomas Broderick. The Board members will need basic data about the library including tax structures and circulation stats to distribute to the Council members. The Board should also ask them to visit the library and thank them for their approval of the first year of the plan and let them know how successful the Lapel renovation has been. A motion was made by Rhea Parshall to adjourn. Chuck Lacey seconded. The meeting was adjourned at 5:45 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON CITY,ANDERSON, STONY CREEK AND UNION TOWNSHIPS BOARD OF TRUSTEES MEETING APRIL 21, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, April 21, 1999, at 5:20 p.m., following the public hearing on the Capital Projects Plan and the Executive Session, in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Bill Simmermon, Bill Surbaugh, Charles Lacey, Doug Nelson, Joni Brinkman, Staff attending: Marsha Grove, Director Others attending: John Longnaker, Library Attorney President Doug Nelson called the meeting to order. A motion was made by Rhea Parshall and seconded by Joni Brinkman to approve the minutes of the meeting held on March 17, 1999 as circulated. 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. Chuck Lacey seconded the motion, carried. Next on the agenda was the approval of the Library Capital Projects Plan as advertised. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to adopt this Library Capital Projects Plan. Motion carried. Marsha would like to change the 22.75 hour Reference position that will be open in May to a 20 hours a week position at a 107 level. It is hard to recruit a part-time 108 master's level person. This would enable us to hire a para-professional. She would also like to create a 20 hours a week position at a 107 level in the CTC. More staff assistance is needed in this area to cover the hours we are open. These two positions would result in an increase in salaries of $4,348 annually. Bill Surbaugh made a motion to approve Marsha's recommendations. Joni Brinkman seconded the motion, carried. Bill Surbaugh made a motion to authorize Marsha to request an advance draw from the County Treasurer. This amount would not exceed 95% of the total anticipated by the library. Rhea Parshall seconded, motion carried. Joni Brinkman presented a resolution for adoption. She made a motion that the 4% salary adjustment passed in September relative to the 108 positions be changed to include the salary of the Director. Rhea Parshall seconded the motion, carried. In the future the Board would like for all salary adjustments requested be listed by specific positions. Marsha gave the Director's report with information on all departments. Staff Development Day will be May 14th at the Mill Creek Center in Chesterfield. The Board members are invited to attend. Staff are required to attend this all-day training session. The library will be closed that day. The Gates Learning Initiatives Grants are now available in Indiana. We will be applying for some of that money. Self Check-out is up and running. Reaction to it seems favorable. There were several very positive comments about the library made by customers to staff working the Home Show this year. Marsha has written a letter of support for a grant that Contact Help is working on. They are going to put 20 kiosks in the community with information on where to get help with particular problems and a direct line to their services. They will use our existing Internet server. This will not affect our Internet service or cost us anything. Marsha requested the Board members contact the County Council person they have been assigned before May 18. That is when the Council meets to approve the Capital Projects Plan. Information to present to the Council members was distributed. Susan Akers gave a report on the Community Relations Office. There has been more money budgeted for printed materials. Some of the more important brochures are being printed outside. New equipment has been purchased to have an improved look to the materials printed in-house. There were 545 people who attended programs at the library during National Library Week. It was a very busy and very successful week. The Terry Anderson program had 350 in attendance and received newspaper coverage from 4 counties and television coverage from 2 channels. A motion was made by Rhea Parshall and seconded by Chuck Lacey to adjourn. The meeting was adjourned at 5:50 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON CITY,ANDERSON, STONY CREEK AND UNION TOWNSHIPS BOARD OF TRUSTEES MEETING MAY 19, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, May 19, 1999, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Bill Simmermon, Bill Surbaugh, Charles Lacey, Doug Nelson, Joni Brinkman, Ann Teague Staff attending: Marsha Grove, Director Tonya Carman, Business Office Manager
Others attending: John Longnaker, Library Attorney Sherry Dougherty, Friends of the Library President Doug Nelson called the meeting to order. Since Bill Surbaugh hadn't arrived yet he appointed Charles Lacey as Secretary pro-tem. A motion was made by Rhea Parshall and seconded by Bill Simmermon to approve the minutes of the public hearing on the Library Capital Projects Fund Plan held on April 21, 1999 as circulated. Motion carried. A motion was made by Rhea Parshall and seconded by Joni Brinkman to approve the resolution pertaining to the Executive Session held on April 21, 1999. Motion carried. A motion was made by Charles Lacey and seconded by Joni Brinkman to approve the minutes of the regular meeting held April 21, 1999 as circulated. 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. Joni Brinkman seconded the motion. It was noted that all the voided checks listed on the claims report was due to a printer error. Charles Lacey questioned check #19427 to Toles Flowers. This was for flowers for the Terry Anderson program. There was also a question about check #19437 to West Group. This is for Reference materials. Bill Simmermon questioned check #19425 to Thompson Indiana. This is for employment ads for Reference Manager, page positions and other positions. These have all been local ads. Motion to accept the bills as published carried. Next on the agenda was the resolution to accept the Technology Grant we received from the State Library. This is to upgrade the system so it will operate at a faster speed. Joni Brinkman moved to approve this resolution. Rhea Parshall seconded, motion carried. Marsha made a recommendation regarding health insurance for retirees. An employee can only choose coverage through COBRA for 18 months. She recommends that the library pay 100% (instead of 25%) of the cost of coverage for retirees only. Marsha met with the representatives from Aetna today and they have developed a policy for retiree coverage. She has not yet had time to do the calculations to show what effect this would have on the budget. A motion was made by Rhea Parshall and seconded by Joni Brinkman to accept this recommendation only until the new policy is approved. Motion carried unanimously. Marsha would like to change the 30 hour Children's Department position that will be open in July to a 40 hours a week position. It is her intention, as positions are vacated, to make all positions either 20 or 40 hours. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to accept this change. Bill Surbaugh recommended Marsha do a generic resolution to the Board each time one of these positions become open. It is Marsha's intention to increase 30 and above hours to 40 and change under 30 hours to 20. Motion carried. The library has an 11 year-old carpet cleaner that is never used because of the degree of difficulty in using it. Marsha would like permission to give it to the Friends to sell. Bill Surbaugh made a motion to do this. Charles Lacey seconded, carried. Marsha would like for the Board to approve changing the Position Analysis Team to be composed of the Director, Assistant Director and Human Resources Manager instead of a group of various staff members. The library attorney thinks this should happen to avoid any complaints from the National Labor Review Board. The Staff Insurance Team needs to be changed for the same reasons. Charles Lacey made a motion to approve these changes to both teams. Rhea Parshall seconded the motion, carried. The Madison County Council tabled the continuation of the 4 cent tax for the Library Capital Projects Fund Plan until next month. Between now and then the Board needs to meet with the Madison County Historical Society regarding questions they have raised. The LCPF plan must be approved by 8/1/99 so we need to move ahead with this. It needs to be clear what the Historical Society's wishes are and what they want from the library. The library needs to reaffirm the mission statement and the long range plans with the Society. Doug Nelson appointed Bill Surbaugh, Joni Brinkman and himself to serve on the committee to meet with this group. The next meeting with the County Council is June 15 at 4:00. Marsha thanked the members of the Board for attending the last Council meeting. Frank Lucas gave a report on the Computer Services Department. The interest in computer training to our customers continues to be in demand and the CTC is very heavily used. Sherry Dougherty gave a Friends of the Library report. Since the beginning of 1992 the Friends have given the library $71,532.51. The Board thanked both of these people for their hard work and dedication. Marsha gave the Director's report with information on all departments. Anderson Public Library has won a Division I L. PeRCy Award for it's Web Page. This is a national award and will be presented to Marsha at the ALA conference on June 28. Doug Nelson thanked staff for all their hard work. Bill Surbaugh would like for Marsha to ask the Madison County Community Foundation to give us any feedback they can on grant applications we submit to them. Joni Brinkman would like to know if the Bookmobile goes to the Youth Center. Marsha will check on this. A motion was made by Charles Lacey and seconded by Bill Surbaugh to adjourn. The meeting was adjourned at 5:30 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON CITY,ANDERSON, STONY CREEK AND UNION TOWNSHIPS BOARD OF TRUSTEES MEETING JUNE 16, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, June 16, 1999, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Bill Simmermon, Bill Surbaugh, Doug Nelson, Joni Brinkman Trustees absent: Ann Teague, Charles Lacey Staff attending: Marsha Grove, Director Linda Funk, Human Resources Manager
Others attending: John Longnaker, Library Attorney, Jim Freeman, Colleen Roe President Doug Nelson called the meeting to order. Since Bill Surbaugh hadn't arrived yet he appointed Bill Simmermon as Secretary pro-tem. A motion was made by Rhea Parshall and seconded by Joni Brinkman to approve the minutes of the meeting held May 19, 1999. There was one correction to these minutes. Doug Nelson, not Bill Surbaugh, requested that Marsha ask for any feedback from the Madison County Community Foundation on any grant application we submit to them. Motion to approve the minutes as corrected 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. Joni Brinkman seconded the motion. Bill Simmermon questioned check #19632 to Bane Tours. This was for a bus trip for RSVP. This was paid for out of their grant money. He also questioned why a staff person would be issued a replacement check. In this case the person retired and the first check issued did not have their benefits paid out and they requested a replacement check. Marsha is working on making direct deposit mandatory for all staff. She will bring more information on that to the Board soon. Motion to accept the bills as published carried. A motion was made by Joni Brinkman and seconded by Rhea Parshall to transfer the $186,500 from the Operating Fund to LIRF. We will not need to borrow any money this year due to the advanced draw and the regular tax distribution. Motion carried unanimously. Marsha made a recommendation regarding health insurance for retirees. She recommends that the library pay 100% (instead of 25%) of the cost of coverage for retirees only. Aetna has agreed to allow retirees into the current policy but we have to follow their guidelines which are; any eligible employee who is 60 years of age or older and with at least 10 years of continuous service with Anderson Public Library. Marsha presented a calculation (including a 9% annual increase) showing the expected number of employees who could retire and the impact on the budget for the next 10 years. A motion was made by Bill Surbaugh that we continue to pay 100% for the current retiree who has insurance coverage until they reach age 65 and that we accept Aetna's policy and change the employee handbook to read "employees may retire at age 60 or older with at least 10 years of continuous service at the Anderson Public Library. The library will pay 80% of the cost of insurance coverage for the retiree only and the retiree will pay 20% of the cost. The employee will be dropped from the policy if their share of the premium is not paid by the library's stated time." Joni Brinkman seconded this motion. Motion carried. Marsha presented a resolution to change position hours as vacancies occur. This would allow all vacancies of 30 hours or more to become 40 hour positions and all vacancies under 30 hours to become 20 hour positions. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to accept this resolution. Motion carried. A letter has been sent to the Madison County Historical Society stating that the Anderson Public Library is willing to work with the Society in the preservation of Madison County History. The Historical Society now has space to store items for a future museum. The items on the 3rd floor need to be sorted and inventoried before we do anything else. The library board wants to move forward with this relationship. Marsha proposes the following plan; Linda Funk has volunteered to oversee the project. A member of the School Bookmobile staff and the part-time Maintenance person from Lapel will work up there, each 20 hours a week. Pictures will be taken of the items. One copy of the picture will be put on the box and one will be kept in the file along with a description of the item. Items will be sorted into 3 categories; items to be kept by the library, items that the library would consider giving to the Historical Society and items we are not sure about. Jim Freeman suggested we write the Historical Society letting them know what the plan is and the time frame when we expect to complete this project. Bill Surbaugh made a motion to accept Marsha's proposal and that it be modified as deemed appropriate. Bill Simmermon seconded the motion. Doug Nelson will write a letter to the Historical Society regarding this plan. This letter should also request that the Historical Society provide the library with their articles of incorporation. It is also the consensus of the Board that in the future the Head of the Indiana Room also be a member of the Historical Society. Motion to accept Marsha's recommendation carried. The County Council has approved the library's 4 cent tax rate for the Capital Projects Fund Plan. Marsha recommends the two following changes to the employee handbook: 1) under Personal Business Days (pI:2) the sentence "Any remaining personal business hours are paid to the employee upon separation from employment" be added to the second paragraph. 2) under Pay at Separation (p. E:7) the paragraph be revised to read "Upon separation from employment for any reason, the former employee is paid all due earnings, including accrued vacation, compensatory and personal business time. Sick time is not paid out when employment ends." Rhea Parshall moved acceptance of this recommendation. It was the recommendation of the Board to pro-rate Personal Business Days and accrue them monthly instead of all on January 1. The motion was seconded by Joni Brinkman. Motion carried as modified. A motion was made by Joni Brinkman and seconded by Bill Surbaugh that Staff Development Day be held on 5/19/2000 and the library be closed that day. Motion carried. Linda Funk gave a report on the Human Resources Department. The library currently has 58 full-time and 23 part-time staff and 2 current vacancies. Goals for Human Resources include always hiring more competent and people friendly staff. The library now has a performance appraisal in place. There is always room for staff's personal growth within the system. Turnover is less and morale has definitely improved within the last year and a half. Linda maintains contact with Human Resource offices in other libraries. Rhea Parshall wondered why there are no people applying for the Reference Manager position. It seems that nation-wide this is not uncommon. Marsha thinks the librarian profession does not have the number of people attracted to it today. Marsha gave the Director's report with information on all departments. Sarah and Marsha will be in New Orleans June 25 through 29 at the ALA conference. We now have requests for certificates of insurance and waiver of liability forms for outside vendors and people who have displays in the library to sign. Mike Montgomery is working on "concept plans" for the renovation of the main library and should have something to present to the Board next month. He also will present plans for the next phase of the Lapel Branch renovation. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to adjourn. The meeting was adjourned at 5:45 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON CITY, BOARD OF TRUSTEES MEETING JULY 21, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, July 21, 1999, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Bill Simmermon, Bill Surbaugh, Doug Nelson, Joni Brinkman ,Charles Lacey Trustees absent: Ann Teague Staff attending: Marsha Grove, Director Others attending: John Longnaker, Library Attorney James Stevenson, cardholder President Doug Nelson called the meeting to order. A motion was made by Rhea Parshall and seconded by Charles Lacey to approve the minutes of the meeting held June 16, 1999. Motion to approve the minutes as circulated 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. Motion to accept the bills as published carried. Next on the agenda was the approval of the Technology Plan. The Indiana State Library requires this plan be approved annually. Some of the objectives have already been completed. Technology is changing rapidly and we are trying to keep up with all the changes. Marsha has some concern about falling behind in technology starting next year since there will be no Capital Projects money for this. The price of computers is going down but the maintenance costs are very expensive. Bill Simmermon wondered if there is a demand for so much technology. Could we do statistics on how many hits we have on our web site? Marsha believes we should provide Internet service for customers who do not otherwise have access. Bill Surbaugh would like to see our mission statement revised. He would also like for the Director to send letters to other libraries in the surrounding counties regarding the formation of a technology consortium to try to bring technology costs down. Bill Surbaugh made a motion to amend the Technology Plan with a revised mission statement and making Goal 1 the effort to form a technology consortium to provide service and cost containment with surrounding library districts and shifting the rest of the goals down. Joni Brinkman seconded this motion. The letter should be sent to the Director and Board of Trustees President of all these libraries within the next 30 days inviting them to a meeting concerning this. There was a comment from the floor. If we branch out to surrounding areas what would keep them from branching out even further to counties that do not surround us? Could this keep branching out and turn into an entire state library? Doug Nelson does not seem to think this would happen since most libraries wish to keep their separate identities and this would not be the intent of the formation. The motion was amended to state that the mission statement remain the same and only the goals be changed. Motion carried unanimously. The letters will be sent and a meeting may possibly be set up at the ILF District 8 meeting in September. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve the amended Technology Plan to be sent to the State Library. Motion carried. The Insurance Advisory Committee has recommended the purchase of Director and Officer's Liability Insurance that Marsha learned was available at the ILF Conference. This policy would cover a lawsuit aimed at the Director, Assistant Director, and Board of Trustees officers primarily against employment practices including wrongful termination and discrimination. The cost of the policy is $775 annually with a maximum of $1,000,000 coverage per policy period. The library attorney has also reviewed this policy and recommends it be purchased. Bill Surbaugh made a motion to approve the purchase of this insurance. Charles Lacey seconded the motion. Bill Simmermon stated he did not think that the $775 annual premium did not seem sufficient for this much coverage. The Insurance Advisory Committee should address this issue and also look at costs for higher coverage if it is available. Motion passed unanimously. Doug Nelson shifted the order of the agenda. Debra Sparks presented the bids for the second phase of the Lapel Renovation. This phase of the renovation includes an office for the Branch Manager, a staff restroom, staff lounge, new furniture and landscaping. The bids came in around $10,000 under budget. A motion was made by Bill Surbaugh to accept the lowest bids as follows; Construction, Fredericks @ $21,635; Landscaping, Prairie Creek @ $12,460; Furnishings, Commercial Office Environments @ $16,296.80; Furniture, American Seating @ $6,798.55; Signage, ASI Signs @1,078,50. Motion was seconded by Rhea Parshall, carried. Mike Montgomery presented the feasibility study and concept plans for the possible renovation of the main building. These plans include the finishing of the basement and 3rd floor areas and the renovation of the 1st and 2nd floor. The total of all listed possible projects is $2,697,436. Since this is significantly over the amount of money that will be available Bill Surbaugh made a motion to take this under advisement and have the staff come back with a recommendation based on priorities. Charles Lacey seconded this motion, carried. Bill Surbaugh would also like a report on the annual impact to services and the impact on the budget created by these renovation plans. The State Board of Accounts has mandated that fees for services must be the same for staff and public. Marsha proposed the following change be made to the employee handbook, "Staff members may use library copying machines and fax machines for personal reasons at the same rates charged to the public. Plastic lamination is available in the Graphics Office at current costs". Bill Surbaugh made a motion to accept this change to the staff handbook. Joni Brinkman seconded, motion carried. Next on the agenda was the approval to advertise the 2000 budget. Marsha handed out a page of projected personnel costs. She also is recommending a 2% cost of living increase and a 1.5% or 3% merit increase. This reflects in a total personnel increase of $75,710. Marsha is proposing a $177,178 increase in the operating budget. The State Board of Tax Commissioners is pushing us to advertise at the maximum levy. Marsha recommends an operating balance of around 38% which would result in a tax rate of 49 cents. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to advertise a budget with a $2,522,500 tax levy. Motion carried. Carolyn Metz gave a report on the Circulation/Audio Visual Services Team. CAST is the largest team at APL with 21 staff members. During the month of June CAST handled 57,571 items that were circulated. They also do collection development and programs. Marsha gave the Director's report with information on all departments. She has been invited to the Jackson Township Trustees meeting on August 10. She will see if they have any interest in joining the library district. Bill Simmermon will go to that meeting with her and Bill Surbaugh will call Dan Lee in advance. The 3rd floor project seems to be on target time wise and a list of items should be completed by the next Board meeting. There is a sink hole in the parking lot across Central Avenue. Maintenance staff will see what is causing that. The Extension building will be painted soon. A motion was made by Joni Brinkman and seconded by Rhea Parshall to adjourn. The meeting was adjourned at 6:20 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON CITY, BOARD OF TRUSTEES MEETING AUGUST 18, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, August 18, 1999, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Bill Simmermon, Ann Teague, Doug Nelson, Joni Brinkman, Charles Lacey Trustees absent: Bill Surbaugh Staff attending: Marsha Grove, Director President Doug Nelson called the meeting to order. In the absence of Bill Surbaugh, Charles Lacey was appointed Secretary Pro-Tem. A motion was made by Joni Brinkman and seconded by Charles Lacey to approve the minutes of the meeting held July 21, 1999. Motion to approve the minutes as circulated 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. Joni Brinkman seconded the motion. Charles Lacey had a question about check #20017 to K.R. Montgomery and Associates. This was the first part of the payment for the planning of the main building renovation. This also covered the concept plans that were presented to the Board last month. Joni Brinkman wondered if we did bids for these plans. Marsha has talked to several architects and everyone charges the same amount (8%) for fees. Since Montgomerys has been involved with this building since the start of its construction and because they are reputable and local Marsha feels they are the best choice. Motion to accept the bills as published carried. Next on the agenda was the approval of the purchase of a new phone system. The Capital Projects Fund includes the purchase of a phone system in 1999. There is $93,500 budgeted for this. This building is currently on 2 separate systems. That makes transferring calls within the building difficult. Some of the equipment is wearing out and a few of the lines cannot be answered at certain phone sets. Sarah presented quotes for a new system from Ameritech, Inter-Tel, and Telecomm. She and Marsha recommend accepting the proposal from Ameritech because they had the low quote and they have local service reps who can be reached with only one phone call. This new system will include 91 new phones, the re-location of the phone boards in the basement, the software for voice mail for all staff and training on the system. Joni Brinkman made a motion to accept the proposal of Ameritech for $63,857.13. Rhea Parshall seconded the motion. A vote was taken with Doug Nelson abstaining. Motion carried. The library currently has 3 credit cards (Amoco, Lowes and Office Max). Marsha recommends canceling these and having only one Visa card. She presented a proposal of rates and fees from area financial institutions. Rhea Parshall made a motion to cancel present credit cards and obtain one Visa card from Madison County Federal Credit Union. Bill Simmermon seconded the motion. This card will be locked in the safe in the Business Office. Only the Business Office Manager, Bookkeeper, Director, Assistant Director and Security personnel have access to this safe. Motion to obtain this card carried. A motion was made by Joni Brinkman and seconded by Rhea Parshall to place a $5,000 credit limit on this card and permission to pay this bill between board meetings. Motion carried. Marsha handed out a corrected sheet with the 2000 operating budget tax rate, tax levy and operating balance figures. She has received word that the county assessed valuation is down a little over $9,000,000 this year. The Board needs to think about the tax rate they will approve for next year's budget which will be passed in September. The 2000 budget has been increased $178,000 but if the same tax rate is adopted there will be $45,000 less. Marsha encourages the Board to keep a large enough operating balance to avoid borrowing operating funds. The Insurance Advisory Committee has looked into increasing the cap on the Director's and Officer's liability insurance that was purchased last month. The insurance company wondered why we would want to know about this. It was recommended to wait until the end of the year and then get bids on this coverage. The 3rd floor inventory has been completed. This project will now be referred to the committee already formed. A report on the next step should be made no later than October. A motion was made by Charles Lacey and seconded by Joni Brinkman that a letter of appreciation should be sent from the Board to the staff people who worked so hard on that inventory project. Motion carried. Bill Simmermon and Marsha met with the Jackson Township board to invite them to join the library district. They did not want to do so. Right now it is cheaper for residents of this township to buy a non-resident card and a PLAC card than to pay property taxes to be in the district. Marsha would like for the Board to look at the charges for the non-resident card and also look at the reciprocal borrowing agreement with other libraries. Marsha thinks this a non-written agreement. She cannot find one in writing. A motion was made by Joni Brinkman and seconded by Charles Lacey to formalize a reciprocal borrowing agreement. Marsha will present a draft by the October meeting. It will take some time to do this since the Boards of the other libraries will also have to sign this agreement. Motion carried. There has been some interest in the automation consortium meeting. The meeting will be held Tuesday, September 28 at the District 8 conference in Upland. There will be representatives there from VanBuren, Hancock County and North Madison libraries. Marsha will send out minutes from this meeting. Rhea Parshall and Doug Nelson might be able to go also. Alice Milley gave a report on the Technical Services Department. This department is responsible for ordering all the materials for the library. The selection of the materials is done by librarians in the various departments. Technical Services also does processing, packaging and all of the cataloging of materials. They try to get materials in, then out of the department in one week. Staff and Board members are entitled to purchase materials at library cost. The department also does all of the networking and programming of the computer systems in the library. Marsha gave the Director's report with information on all departments. The new Outreach Bookmobile has a slight bump in the floor due to the rear stabilizer for the wheel chair lift being installed too low. It is still under warranty. However, it is being determined who is responsible for fixing this. There were no comments from the floor. A motion was made by Joni Brinkman and seconded by Rhea Parshall to adjourn. The meeting was adjourned at 5:45 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON CITY, BOARD OF TRUSTEES MEETING SEPTEMBER 15, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, September 15, 1999, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Ann Teague, Doug Nelson, Charles Lacey, Bill Surbaugh Trustees absent: Joni Brinkman, Bill Simmermon Staff attending: Marsha Grove, Director Others attending: John Longnaker, Library Attorney, Don Hunt, Linda Shelton, Ron David, Colleen Roe, Ken de la Bastide, Herald-Bulletin 2 Anderson University students, One interested citizen President Doug Nelson called the meeting to order. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve the minutes of the public hearing on the 2000 budget that was held August 18, 1999. Motion to approve the minutes as circulated carried. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to accept the minutes of the regular meeting held August 18, 1999. Charles Lacey wanted clarification on who would have responsibility of the credit card that is being obtained by the library. The Business Office Manager would have this responsibility. Charles Lacey asked if the letter of appreciation has been sent to the staff members who did the inventory of the 3rd floor. That letter has been sent. Motion to accept the minutes as clarified 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, carried unanimously. Next on the agenda was the approval of the 2000 operating budget. This proposed budget is $3,867,955 which is a 4.8% increase over last year. The assessed valuation for this district is down $9,000,000 this year. Marsha recommends increasing the tax rate to .499 which is an increase of three and one half cents. Bill Surbaugh was told that the real estate assessed valuation is not down, it is the personal property valuation. The Board would like for the tax rate to be around 49 cents. Bill Surbaugh suggested the budget could be reduced $10,000 by lowering the Interest on Temporary Loans line item. This can be done since we do not anticipate having to borrow money this year. He also feels there will be some attrition with personnel so the Salary of Assistants line item could be lowered by $60,000. Marsha has a concern with the salary line being reduced if staffing is at 100%. Another option would be to lower the operating balance. This would not affect services. It might mean we may have to borrow money to operate before the end of the year. Bill Surbaugh made a motion to adopt the 2000 operating budget as presented. Charles Lacey seconded the motion. Bill Surbaugh made a motion to amend the budget as follows; the line item for interest on temporary loans be reduced from $10,000 to $0 and the operating balance be reduced by $60,000. Rhea Parshall seconded this amendment. This would make the tax rate right at .49. The Board tabled the vote on the motions to allow time for the exact tax rate to be calculated. Marsha gave an overview of the 2000 LIRF budget and the Capital Projects Fund budget with a tax rate of 4 cents which has already been approved by the County Council. There were no questions from the Board about these two items. Going back to the vote on the budget, the exact tax rate will be .4852. The motion to approve the amendment to the budget proposal by reducing it $70,000 carried unanimously. The main motion to approve the advertised budget as amended carried unanimously. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve the advertised 2000 LIRF budget. Motion carried. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve the advertised 2000 Library Capital Projects Fund budget. The tax rate cannot go above 4 cents so the amount of money actually received for this fund may be less due to the decrease in property taxes. This motion carried unanimously. A motion was made by Charles Lacey and seconded by Ann Teague to approve the 2000 Salary Schedule which includes a 2% cost of living increase. Motion passed unanimously. The completed list of items on the 3rd floor was presented to the Board for comment. This list will also be sent to the Madison County Historical Society. The contents of the Fire Safety House and the Model Railroad Club do not belong to the library and therefore were not inventoried. There were no further comments made. Next on the agenda was the approval of an Expulsion Policy. There are not many problems in this area but the attorney recommends a formal policy be adopted. Bill Surbaugh made a motion to adopt this policy as written. Charles Lacey seconded the motion. All incidents are documented by Security. Motion to pass this policy carried. Marsha reported that the library has been notified that it is the recipient of $60,000 from the estate of Lova Garriott. Marsha recommends investing this money in the library's endowment fund at the Madison County Community Foundation. Interest received from this fund is used for library programming and it was mentioned in the letter from Mrs. Garriott's attorney that she was interested in programming. Marsha will investigate the possibility of using some of this money for a special program of some sort. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to follow Marsha's recommendation. Motion carried. Sherrill Franklin gave a report on Extension Services. The Community Bookmobile stops at 33 locations, the School Bookmobile visits 19 elementary schools and the Outreach Truck serves 21 locations plus 17 day care centers and serves 32 home bound customers. The Jail Service has been expanded to include not only the jail, but also the men and women's work release programs and the juvenile center. She also reported that Ohio Bus Sales will pay for adding air ride suspension to prevent any more damage to the floor of the new bookmobile. This is still under warranty. Extension Services also houses the new internal courier service which does pick up of the mail and does transfers between Main, Extension and Lapel. Marsha gave the Director's report with information on all departments. There is a new method of rating public libraries nationally. Ohio is ranked top in the nation, Minnesota is ranked second and Indiana is ranked third. This is a detailed method which also ranks public libraries within each state, and libraries nationally based on population served. APL ranked above average in Indiana libraries. Doug Nelson called for comments from the floor. A representative of the Historical Society asked for a copy of the inventory list of the 3rd floor. It was provided to him. A motion was made by Rhea Parshall and seconded by Charles Lacey to adjourn. The meeting was adjourned at 5:30 p.m.
Respectfully submitted, ____________________________________________________________________ ANDERSON CITY, BOARD OF TRUSTEES MEETING OCTOBER 20, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, October 20, 1999, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Ann Teague, Doug Nelson, Charles Lacey, Bill Surbaugh , Joni Brinkman, Bill Simmermon Staff attending: Marsha Grove, Director Others attending: John Longnaker, Library Attorney, Dick Shelton, Linda Shelton, Colleen Roe Anderson University Social Work Class students President Doug Nelson called the meeting to order. A motion was made by Bill Surbaugh and seconded by Charles Lacey to accept the minutes of the regular meeting held September 15, 1999. Motion to accept the minutes 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. Joni Brinkman seconded the motion, carried without questions. Next on the agenda was the approval of the holiday closings for the year 2000. A motion was made by Rhea Parshall and seconded by Joni Brinkman to approve the schedule as presented. Doug Nelson mentioned the special programs and/or displays for the 2 holidays specifically designated each year. Plans for these are being discussed. Motion carried. Marsha made a recommendation to raise the non-resident fee from $80 to $100 a year. This fee has not been raised since 1993. Library usage by customers outside the library district has increased by 147% since 1995. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to raise the non-resident fee to $100 per year. This fee would cover whoever lives in the household. This motion carried unanimously. Next on the agenda was changing the current reciprocal borrower's agreement. This is an agreement with the other libraries in Madison County allowing their customers to bring in a card from their "home library" and receive an Anderson Public Library card at no cost. In the past 12 months residents from the other library districts have borrowed over 70,000 items from APL. The cost of library materials is increasing each year and Marsha feels the customers in this district are paying to support this library and customers outside this district who use the facilities should be required to purchase a PLAC card to help with this expense. Money from PLAC cards sold in the state is distributed by the State Library annually to public libraries based on number of net loans. In the year 2000 the cost of this card will be $24 per person. A motion was made by Bill Surbaugh to approve the requirement that customers in other library districts in Madison County purchase a PLAC card to be able to borrow materials from Anderson Public Library effective 1/1/2000. Bill Simmermon seconded this motion, carried unanimously. Letters will first be sent to the Directors and Board of Trustees presidents of North Madison Community Library, Alexandria-Monroe Public Library and Pendleton Community Library. Letters then will be sent to the 5,000 reciprocal borrowers that we have in the system letting them know of the change. Staff will be trained to answer all the questions customers might have about this new procedure. A letter has been received from the Historical Society requesting the release of items #130, 198, 325, 344 and 498. These items belong to the Historical Society. A motion was made by Charles Lacey and seconded by Rhea Parshall to release these items, effective immediately. Motion carried unanimously. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to proceed with the release of the other items listed on the inventory as "historical items" that the Historical Society wishes to receive and that the library wishes to donate for the purposes of a Madison County Historical Museum. Items are to be released as rapidly as possible with documentation done by representatives of both the library and the Historical Society as to what was released. Ken de la Bastide questioned the Board as to what would happen with the rest of the items listed. The Board has not made a decision on that yet. Motion to proceed carried unanimously. The Board would like a recommendation from Marsha as to what to do with the remaining items on the 3rd floor. Marsha would like for the Board to approve the change of a vacant 102 position in Circulation/AV to a 106 position. This position would be second-in-charge of this department to help with training and supervision of staff. Rhea Parshall made a motion to accept Marsha's recommendation for this new position, Joni Brinkman seconded, motion carried. A new Maternity/Paternity Policy was presented for approval. The library attorney has reviewed this policy and approved it. This policy is based on the FMLA guidelines. A motion to approve this policy was made by Bill Surbaugh and seconded by Joni Brinkman. Motion carried unanimously. Next on the agenda was the approval of an updated Indiana Room Collection Development Policy. A motion to approve this policy was made by Joni Brinkman and seconded by Rhea Parshall. This policy more specifically defines how we use our space and what types of materials we will accept from the public as donations. Motion to pass this policy carried. Beth Oljace reported that the Indiana Room's demand for genealogy and Internet research has exploded lately. The staff is trying to train customers in the use of the new resources. Marsha gave the Director's report with information on all departments. The minutes need to reflect that $1.00 was left in the temporary loan line item of the 2000 budget that was approved. This change was necessary in case this line needed to be used. The 2000 library budget has been given to the State Board of Tax Commissioners. The library has been approved for approximately $12,000 in discounts on the phone bills from the E-Rate application that was submitted. Marsha expects that employee health insurance premiums will increase more than the 9% budgeted for next year. Doug Nelson asked Marsha to continue the process of employee education in health issues. Gravel has been added along the alley at the Lapel Branch to accommodate the neighbors so they will not get stuck when they pull out of their drives. Charles Lacey thanked Marsha for all the extra efforts she has put forth in communicating with the Board members regarding all the issues that have come up lately. Doug Nelson also thanked Bill Surbaugh for all his help. Doug Nelson called for comments from the floor. Ken de la Bastide asked how much money the library will have to make up for the shortage in RSVP funds. That amount is $1,377.30. He also asked about the resignations of any RSVP Advisory Council members. The only ones Marsha has heard about is the President and the Vice President. The Council has decided to wait for the new RSVP Director to arrive before electing new officers. A motion was made by Rhea Parshall and seconded by Joni Brinkman to adjourn. The meeting was adjourned at 5:30 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON CITY, NOVEMBER 17, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, November 17, 1999, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson, IN 46016. Trustees present: Rhea Parshall, Ann Teague, Doug Nelson, Charles Lacey, Bill Surbaugh, Joni Brinkman, Bill Simmermon Staff attending: Marsha Grove, Director Others attending: Ken de la Bastide, Herald-Bulletin Anderson University students President Doug Nelson called the meeting to order. He appointed Charles Lacey as Secretary pro-tem in the absence of Bill Surbaugh. A motion was made by Rhea Parshall and seconded by Charles Lacey to approve the resolution regarding the Executive Session held on October 20. Motion carried. A motion was made by Joni Brinkman and seconded by Bill Simmermon to accept the minutes of the regular meeting held October 20, 1999. Motion to accept the minutes carried. Marsha introduced Judy Kratzner to the Board. She is the new RSVP Director. She comes to us with excellent background in volunteer programs, non-profit experience and management experience. 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. Joni Brinkman seconded the motion. Charles Lacey wondered if the charge for R&S Cleaning Services is a set charge every month. This is a charge based on days they clean the building which is paid monthly. He also asked about the large payments on the Lapel renovation project. Montgomery and Associates are overseeing the work and the charges. Motion to pay the bills carried unanimously. Next on the agenda was the approval of the resolution relative to the advance draw. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve this resolution. Motion carried. Marsha has asked the library attorneys to draw up an agreement between the Historical Society and the library regarding the items on the 3rd floor. This agreement was not ready for today's meeting. The Historical Society has moved all the items except for a few large ones to be moved at a later date. Charles Lacey feels there should be a time frame to move the rest of the items. The Historical Society has also made a request for some items on the library surplus list. Marsha recommends these items be turned over to the Friends of the Library to dispose of. Bill Surbaugh wondered if there are any items left over from the Carnegie building that should be given to the Fine Arts Center. There are none. This matter was deferred until next month. The Board members should review the list of surplus items and make any recommendations at that meeting. The Board then reviewed the main library completion/ refurbishment plan. This plan consists of 8 major areas that need to be addressed. The original plans from the architect call for almost 2.7 million dollars worth of renovations. Marsha recommends not finishing the basement area which would result in a one million dollar savings. She would recommend putting all the meeting rooms and the Friends of the Library space on the 3rd floor. This would still leave around $500,000 that would have to be cut from the total plan. Some of the general refurbishing could come from library operating budget. The Board would like to maintain a cushion of money in case of any other demands that would come up such as heating/air conditioning problems. The Board asked Marsha to rank the areas that would be top priority. This would be giving the CTC a permanent home, moving the Reference desk and the need for a larger meeting space. The 3rd floor would need to be done first to allow space for some of the rest of the areas to be done. A motion was made by Rhea Parshall and seconded by Charles Lacey to give Marsha permission to work with the architects and move forward with this project within the confines of the money for the year 2000. Motion carried. Marsha hopes to have further information at the January meeting. Bill Surbaugh would like for Marsha to bring back a recommendation regarding money to possibly hold back for capital expenditures and the impact of the renovation on the budget regarding staffing. Jerry Beeman gave a report on the Maintenance and Security Departments. Some of the duties of the Maintenance staff are custodial, grounds, preventative maintenance and care of the library, lights and ballasts, repair work, purchasing supplies, working with the various vendors, doing requests from staff, covering for Security, setting up meeting rooms and any special projects that come along. Security staff spend most of the time walking patrol inside and outside the building. They also handle money at closing and locking of various areas. They document all incidents and accidents, handle lost and found items and do a lot of direct customer service. Sarah Later gave a report on the Output Measures survey that was done in October. Customers were asked to rate the library on services. Ninety-eight percent of the customers were either satisfied or very satisfied with their overall visit. The subject/author fill rate has dropped slightly this year. This could be due in part to the weeding of the collection that has been done with titles and authors not replaced. If a customer has a request for a specific title or author that request is turned over to the staff who purchase materials. Most books we do not purchase can be obtained through Interlibrary Loan. Marsha gave the Director's report with information on all departments. The final recommendations from the State Board of Tax Commissioners has been received. The library tax rate has been reduced from .4852 to .4845. Bill Surbaugh wondered if the Board will need to encumber funds for the Library Capital Projects Fund. Marsha will present that information next month. The letters to customers outside the library district regarding the new policy for PLAC cards and non-resident cards have gone out. Frank Lucas had an article published in "Indiana Libraries" magazine. The springs on the Outreach truck have been fixed. This was covered under the warranty. All personnel positions are filled except for an America Reads Coordinator and 2 work study positions. Doug Nelson called for comments from the floor. Hearing none, a motion was made by Bill Surbaugh and seconded by Rhea Parshall to adjourn. The meeting was adjourned at 5:40 p.m. Respectfully submitted, ____________________________________________________________________ ANDERSON CITY, DECEMBER 16, 1999 The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, December 16, 1999, 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 Surbaugh, Bill Simmermon, Trustees absent: Ann Teague, Charles Lacey, Joni Brinkman Staff attending: Marsha Grove, Director President Doug Nelson called the meeting to order. Ann Weigand and Steve Cooper gave a report on the Great American Bookmobile Conference they attended in late September in Columbus Ohio. They enjoyed the chance to interact with peers from across the country about bookmobile services. Anderson Public Library is on the cutting edge of services and Ann and Steve came away with new ideas for our program. Doug Nelson asked if they thought other libraries were going out of the bookmobile business. Ann said no, that several trucks are much larger due to advances in technology and even offering public use computer terminals on board. The term "mobile branch" is being used in reference to the bookmobiles. Steve reported that the number of libraries which offer jail service has also increased by 2/3 and that Anderson Public Library has a very successful jail service program. Marsha introduced Elaine Mathews, the new Reference Department Manager, to the Board. Elaine received her Masters of Library Science from Ball State University and has worked at Ball Corporation in corporate librarianship and worked 8 years in the Reference Department at Muncie Public Library. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve the minutes of the meeting held November 17, 1999. Motion to accept the minutes 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 Simmermon seconded the motion. Motion to pay the bills carried unanimously. Next on the agenda was the approval of the transfer resolution. Bill Surbaugh would like to see periodic reports on how much money we have in lapsed salaries. Rhea Parshall made a motion to accept the Library Emergency Appropriation Resolution as presented. Bill Surbaugh seconded, motion carried. The 1999 encumbrance list was presented. A motion was made by Bill Surbaugh and seconded by Bill Simmermon to approve this list. There was some discussion as to the high amount encumbered to Ameritech for the new phone system. There was $93,000 budgeted last year for a new system and the bid for $47,629.40 was the lowest bid. The money saved from this was used to buy the new computers in the CTC. The $5,592.39 encumbered to K.R. Montgomery and associates is for a new outdoor sign at Lapel. There was not enough time to get prices from specific companies so Montgomery's will pay the bill to the sign company for this sign. This money was left over from the Lapel renovation. The motion to approve the encumbrances list carried. The attorney has drawn up a Deed of Gift to the Historical Society for the items given to them from the 3rd floor. Bill Surbaugh made a motion to accept this document which includes items originally given to the Historical Society from the historical list and items they requested from the surplus list with the exception of the carousel horse. This will be kept by the library. Rhea Parshall seconded the motion, carried. This deed will be signed by Doug Nelson and sent to Jack Nicholson for his signature. The Anderson Fine Arts Center has requested a few items from the surplus list. Rhea Parshall made a motion to give them the items requested. Bill Simmermon seconded the motion, carried. Rhea Parshall made a motion to give the rest of the items on the surplus list to the Friends of the Library. Bill Simmermon seconded the motion. The Board would like for Marsha to contact Dennis Jackson regarding an auction. Motion carried unanimously. Next on the agenda was the approval of the 5 year plan (2000-2005) for the library. Marsha advocates having 3 meetings for strategic planning which would include reviewing the mission statement and the library's goals. Bill Surbaugh would like this plan to have annual steps listed for reaching goals. We will continue to write grant applications to apply for added funding. Bill Surbaugh was pleased to see that the thrust of this plan is customer oriented and he complimented Marsha and the staff for this. Doug Nelson remarked that he appreciated the emphasis on staff training and he would also like to see some type of alternative to prevent staff burnout. Bill Simmermon commented that so many parts of this plan depend on the completion of the 3rd floor renovation and he wonders where the $500,000 is coming from to do this. Marsha hopes to be able to cut the original plans by that amount. Doug Nelson would like to more implications on the budget before any action is taken on this plan. The Board decided to table action on this plan until Marsha has more information on the budget implication and renovation cost. Nancy Lee gave a report on Lapel. The renovation of the branch has brought in many new customers and many back who have not been at the library for a long time. There have been many complimentary comments made about the renovation. The branch has a staff of 5 people. Nancy thinks that the population of Lapel will grow in the near future. The public fax machine and the public copier are the only ones in town so they get a lot of use. Marsha gave the Director's report with information on all departments. The Madison County Development Planning Committee talked with Marsha about a county-wide library system. A sub-committee will schedule a meeting with Marsha at a later date. The information she will give is very basic; what systems are in the county, what types of materials are loaned between systems and how do you merge library systems? The Board supports this meeting. Doug Nelson wondered what kind of response there has been in regard to the PLAC card. Most customers have felt that $24 is a fair price to pay for the privilege of checking out materials. Doug also wanted to know if Marsha has heard any more from Richland Township about joining the library district. She has not, but she will contact them again. A question was also asked if there has been any further meetings on the technology consortium. Nothing has been scheduled for January. Susan Akers has contacted the newspaper about doing a feature article on the resources available in the Indiana Room. Rhea Parshall asked who is in charge of library programming. All staff are involved with this process. Doug Nelson recognized Bill Surbaugh for recently receiving the Elmo Funk Ideal of Service Award. Doug Nelson would also like to see the Carnegie Award re-vamped where it would regularly be awarded to someone in the community. Doug Nelson called for comments from the floor. Hearing none, a motion was made by Bill Surbaugh and seconded by Rhea Parshall to adjourn. The meeting was adjourned at 5:45 p.m. Respectfully submitted, ____________________________________________________________________ |
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