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2000 Minutes
____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
JANUARY 19, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, January 19, 2000, following an Executive Session at the Lapel Branch 610 Main Street, Lapel, IN 46051.
Trustees present: Rhea Parshall Doug Nelson Bill Surbaugh Bill Simmermon Joni Brinkman Charles Lacey
Trustees absent: Ann Teague
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary and Linda Funk, Human Resources Manager
Others attending: Mike Montgomery and Debra Sparks, K.M. Montgomery & Associates
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 December 16, 1999. There was a wording error on page 2, paragraph 2. The next to the last sentence should read ADoug Nelson would like to know the implications on the budget before any action is taken on this plan.@ Motion to accept 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 wondered if the library goes out for bids before purchasing computers. Yes, informal bids are done and Gateway has many times given the best deal since they also offer a 3 year warranty. Motion to pay the bills carried unanimously.
Next on the agenda was the authorization for necessary payments between meetings. The following list was approved; payroll, insurance premiums, registrations for conferences and workshops, utility bills, the Corporate Visa bill and replacement checks. Marsha has pursued the option of having payroll checks direct deposited but this would save us no money so she has not looked into it further. A motion to accept the above list was made by Rhea Parshall and seconded by Joni Brinkman. Motion carried.
Even though the resolution to allow advertising for a temporary loan was on the agenda it is the recommendation of Marsha and Tonya that we do not go out for bids this year. We have not had to get a temporary loan lately and it looks like we will not have to this year either. They are afraid that the banks may not be willing to loan us money if we keep asking them for bids without getting a loan. It costs us every time we go out for bids and if we would need a loan we can go out for bids at that time. The Board was in agreement with this recommendation.
Mike Montgomery and Debra Sparks presented a schematic plan for the renovation of the Main Library. This plan has been trimmed to $1,112,766.54 to keep as close to the $1.1 million available as possible. This plan included two meeting rooms that can hold around 135 people each with a sliding wall that can be moved to make one large room. There are also plans for 2 smaller meeting rooms. There is also plans for rest rooms, a kitchenette, a Friends area and an office for the Friends along with a lot of storage space for tables and chairs for the meeting rooms. General library storage will be moved to the basement. There are 3 fire exits from the third floor. Doug Nelson wondered about a time frame for all of this. Mike thinks there will be about 3 months for the design work, a month for the bids and 6 months for the construction. These plans only include renovation of the first and third floors. Joni Brinkman has some concerns that the Children=s area will not be done. One of the major plans Marsha has for this department involves technology and the cost of this is constantly going down. Hopefully money will be available during the next five years in the operating budget for renovations in this area.
The Fire Safety House and the Model Railroad Club will not be moved. After much discussion, a motion was made by Bill Surbaugh and seconded by Joni Brinkman to move ahead with this plan during the years 2000-2002 starting with the third floor and then the first floor as funds permit. Motion carried. Debra Sparks also brought information about the sign for Lapel. The price for a lighted sign is $5,064 and non-lighted is $2,312. This will be a free standing sign. Charles Lacey made a motion to purchase the lighted sign and add the library system to the wording. There was no second so this motion died. Joni Brinkman made a motion to purchase the lighted sign and to let Marsha decide what wording should be on it. Bill Surbaugh seconded this motion, carried unanimously.
Doug Nelson appointed Bill Surbaugh and Rhea Parshall to serve as the Nominating Committee for new Board officers. They will give their recommendations at the February meeting.
Next on the agenda was the approval of the new, revised, and deleted policies. Most of the changes were minor. The new policies are; Fax/Printing/Copy Charges, Computer Automation Disaster Plan Policy, and the Finance Policy. It is recommended that the Policy for Online Services be canceled because we no longer offer this service. There are two changes to be made; on the Finance Policy the word Board should be added after Anderson Public Library and on the Fax Policy #G should be deleted. Bill Surbaugh made a motion to approve the policy changes as presented, with the corrections made. Rhea Parshall seconded, motion carried.
The five-year plan has been altered to include costs where possible. There needs to be a change made on B2. This should read 10%. Bill Surbaugh made a motion to accept the plan as submitted. Joni Brinkman seconded the motion. Bill Surbaugh would like to see a time line for this plan. Motion carried.
The Carnegie Award has not been given on a regular basis. Doug has suggested that this award be given annually. Marsha recommends that anyone living in the library district may make a nomination for this award. These nominations should be made by March 1 of each year for review at the March Board meeting. The award will be presented annually at the April meeting. The Board gave Marsha approval to move ahead with this plan.
Linda Funk gave a report on Human Resources. She reported that total APL turnover rate was about 37%. This is a concern. The goal for 2000 is to reduce this rate. Some things we are currently doing toward this are Health and Well Being benefits, rewards and recognition, equal treatment, and learning and developmental opportunities. Doug Nelson mentioned that we do need to look again at salaries for all professional staff. Doug Nelson asked Joni Brinkman and Rhea Parshall to work with Marsha and bring a report to the Board by budget time.
Doug Nelson said they have completed Marsha=s performance review with very positive responses and recommend she be given the 2% cost of living increase and the 3% merit increase for this year. Rhea Parshall made a motion to do this, Joni Brinkman seconded, motion carried.
Marsha gave the Director=s report with information on all departments. She went to ALA mid-winter conference and the next trend for libraries will be E-books (electronic books). Local People Making a Difference is being changed. The Herald-Bulletin is going to be a co-sponsor and the event will be held in May and focus on senior citizens. Marsha presented the library=s 1999 highlights. Since 1995 circulation has increased 95%. Marsha said she would like to applaud the staff for doing such a great job handling all these increases without an increase in staff. The Friends gave a check for $18,000 for programming in 2000. Bill Surbaugh thinks it would be a good idea to send a letter to the presidents of the respective appointing bodies thanking them for their support. He thinks it is important for the appointing bodies to know what is going on here at the library.
Doug Nelson recognized Bill Simmermon for his years of service to the Board. This will be Bill=s last meeting. He was presented with a plaque and he and his wife will be taken out to dinner following the meeting.
Doug Nelson called for comments from the floor. Hearing none, a motion was made by Rhea Parshall and seconded by Joni Brinkman to adjourn. The meeting was adjourned at 6:35 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
FEBRUARY 16, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, February 16, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Doug Nelson, Bill Surbaugh, Joni Brinkman, Charles Lacey, Ann Teague
Trustees absent: Rhea Parshall
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Frank Lucas, Manager of Computer Services
Others attending: John Longnaker, Library Attorney 2 students from Highland High School
President Doug Nelson called the meeting to order.
A motion was made by Charles Lacey and seconded by Ann Teague to approve the resolution pertaining to the Executive Session held on January 19, 2000. Motion carried.
A motion was made by Bill Surbaugh and seconded by Charles Lacey to approve the minutes of the regular meeting held January 19, 2000. Motion carried. A motion was made by Bill Surbaugh and seconded by Charles Lacey to approve the minutes of the Board of Finance meeting held January 19, 2000. Motion to accept the minutes carried.
In the absence of Rhea Parshall, Charles Lacey 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. Ann Teague seconded the motion. Motion to pay the bills carried unanimously.
There are two items that need to be added to the agenda at this time. There was no objection from the Board in doing so. The first item is the approval of a resolution giving Marsha permission to sign the contract for the $4,892 LSTA grant we received from the State Library. This grant will be used to digitize Madison County cemetery records to be put on our web site. Charles Lacey made a motion to approve this resolution, Bill Surbaugh seconded, motion carried. The next addition to the agenda is the authorization for transfer of funds in excess of $1,000 from Madison County Community Bank to the cash management system at National City Bank on a quarterly basis. This will generate more interest. A motion was made by Bill Surbaugh and seconded by Charles Lacey to accept this resolution as presented. Motion carried.
Bill Surbaugh had to leave the meeting early and asked if he could give a report form the Nominating Committee out of order of the agenda. He asked that the nominations of new Board officers be deferred for one month and that the current officers continue to serve. There was no objection to this.
Next on the agenda was the review of health insurance costs. If the library keeps health insurance coverage exactly as it is now the increase in premiums will be 19%. Marsha and the insurance advisory committee recommend staying with Aetna but changing the prescription coverage. If we go with a $10/$20/$35 co-pay for prescriptions and dropping the 90 day mail order coverage the increase will be 8%. This would not change any of the medical coverage, only the prescription co-pays. This would amount to around a $20,000 increase in cost. A motion was made by Joni Brinkman and seconded by Charles Lacey to accept this proposal from Aetna. Motion carried. Doug Nelson asked Marsha to encourage staff to get the most from their health insurance to help keep costs down.
Next on the agenda was the transfer of additional surplus items to the Friends. These are items from Lapel, older microfilm readers and equipment from the basement. A motion was made by Charles Lacey and seconded by Joni Brinkman to transfer these items. Motion carried. Doug Nelson asked if we had received the signed agreement from the Historical Society regarding the items they received. Marsha will call Jack Nicholson to follow up on this.
Frank Lucas gave a report on the Community Technology Center. He gave a PowerPoint presentation that showed highlights of the past year. One main thing was the addition of the ADA workstation for use by people with disabilities. This was donated by the State Library. Some of the future plans for the CTC include a full color laser printer and a possible new location and new look with the renovation plans. We are getting a new server which will allow us to have a more manageable system. Internet use has increased from 10,200 people in 1996 to 30,805 in 1999 (this is only use in the CTC and only people who have signed in.) Doug Nelson wondered how we are adjusting our buying patterns with the new technology and increased use of the computers. We are purchasing state-of-the-art computers which are more durable than what we have now. The new server should save on equipment wear. We are right on target with the technology plan. Marsha feels the biggest challenge right now is the public interest in filters on the Internet. All the terminals in the Children=s department have filters and we do have an Acceptable Use Policy in force. There have been challenges at other libraries with the public wanting filters on all computers. Marsha feels that filters are not perfect and that people who use computers can get around filters.
Marsha gave the Director=s report with information on all departments. She reported that we have done very well with the Madison County Community Foundation=s match money. John Longnaker is leaving the law firm and opening a practice of his own. Several staff members will be attending the ILF Conference March 13-15. Susan Akers is chair of the ILF Marketing Committee and Brad Howell is presenting a session on book talking to teens. Sarah Later has graduated from Anderson Area Leadership Academy. The auction will be held on Saturday, February 26 on the 3rd floor. Marsha is concerned that the statistics show the circulation of children=s materials is very low. It only accounts for 26% of the total circulation of books. She and the staff are going to work very hard to change this. We received a $1000 grant for a ALets Talk About It@ program. We were the only library in the state to receive this.
Doug Nelson called for comments from the floor. Hearing none, a motion was made by Joni Brinkman and seconded by Charles Lacey to adjourn. 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
MARCH 15, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, March 15, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Doug Nelson, Bill Surbaugh, Joni Brinkman, Rhea Parshall, Ann Teague
Trustees absent: Charles Lacey
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Chris Dodge, Literacy Coordinator Marcia Murphy, Children=s Department Manager
Others attending: Jim Freeman, Library Attorney
President Doug Nelson called the meeting to order.
A motion was made by Rhea Parshall and seconded by Joni Brinkman approve the minutes of the regular meeting held February 16, 2000. Motion carried.
Rhea Parshall 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. Motion to pay the bills carried unanimously. Bill Surbaugh thanked Tonya for adding the revenue report to the financial reports.
Next on the agenda was the approval of a resolution authorizing request for advance draw. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to give Marsha authorization to request this money. Motion carried.
Marsha presented the Library Capital Project Plan 2001-2003 for approval. There is one correction on the plan; the LIRF figure for 2001 is $186,500. The total of the funds (LCPF and LIRF) is $1,384,426. The total cost for renovation of the main building that is planned for the next 3 years is $1,385,017. This includes furnishings. This plan includes renovation of the 3rd floor, the CTC having a permanent enclosed area, moving the Reference desk and adding a Teen area, new book area/snack and coffee bar, updating areas for technology, upholstery and new paint. The LIRF money is set aside every year for improvements. Even though this plan was approved last year the library has to go to the County Council every year for approval. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to advertise the plan as presented (with the corrected LIRF figure). Marsha hopes future LIRF money could possibly go toward renovation of the Children=s Department. Motion carried unanimously. It was the recommendation of the Board to break down the costs of the plan for the County Council.
Bill Surbaugh offered the following slate of officers and made a motion to accept these nominations. Doug Nelson, President, Joni Brinkman, Vice President, Ann Teague, Secretary, Rhea Parshall, Treasurer and Charles Lacey, representative to the RSVP Board. Rhea Parshall seconded, motion carried.
There were 3 nominations for the Carnegie Award. They were Bob Meyer, Friends of the Library, and Lova Garriott. After much discussion, a motion was made by Rhea Parshall and seconded by Joni Brinkman to accept the nomination of the Friends of the Library as the recipient of the Andrew Carnegie Award for 2000. Motion carried. The award will be presented at the Board meeting in April. The newspaper will be contacted for coverage.
Sarah gave a presentation of the e-book or Rocket Book. APL has 2 of these, one of which will circulate. Approximately ten books can be downloaded at one time. Staff will download titles for customers who wish to use one of these. It is very reasonable to purchase materials to download, some materials available are free. These books will be circulated starting May 1. Sarah passed the readers around for the Board to look at.
Marcia Murphy gave a report on the Children=s Department. This department not only caters to children but strives very hard to work with parents to establish reading to and with your child as a habit. Family nights support their belief in interaction with parents. Staff also goes to prenatal classes to encourage reading to your baby. Marcia has been involved with WIPB public television station to do a new program which will start in April called ABetween the Lines@ which encourages reading as a family. Starting next fall they will also offer to do family nights at school which would involve staff going to the school to tell a story and talk about the importance of reading, the bookmobile will be there, and computers will be available.
Chris Dodge gave a report on the Literacy Department. Something new in the program is the Helpline Life Skills class, which focuses on every day skills that are needed by the Literacy students. There are a lot more students who are working but who have very low skills and are coming into the program for help. The program is attracting more tutors. The training sessions have been changed to one all-day session instead of four short sessions. Last year 400 students received 4,088 2 hours of tutoring. The Literacy Pro files are now being downloaded into a large database which will hopefully open the way for more funding.
Marsha gave the Director=s report with information on all departments. She reported that we are now circulating magazines at the main library. Marsha has been working with the CAPE Grant project which could mean $5,000,000 for use in Madison County education. The Friends of the Library netted $7,948.38 from the sale of the surplus items on the 3rd floor. Circulation of materials is up 9% so far this year. We are doing very well with these statistics. Bookmobile services have been stopped on Saturdays because of low circulation at those stops. Marsha commended Brad Howell for the fine job he did at the ILF Conference with a workshop on book talking to teens.
Doug Nelson called for comments from the floor. Hearing none, a motion was made by Rhea Parshall and seconded by Bill Surbaugh to adjourn. The meeting was adjourned at 5:50 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
APRIL 19, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, April 19, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Doug Nelson, Bill Surbaugh, Joni Brinkman, Rhea Parshall, Ann Teague, Stanley Kilburn, Charles Lacey
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Susan Akers, Community Relations Manager
Others attending: Jim Freeman, Library Attorney Mike Montgomery Debra Sparks Wanda Mitchell Bob Meyer Jayne Smith
This meeting was preceded by the presentation of the Andrew Carnegie Award to the Friends of the Library. To date the Friends have given Anderson Public Library over $55,000 which has been used for library programs and needed equipment. President of the Friends, Jayne Smith, accepted the award which will be hung in their new book sale area on the 3rd floor. In 1985 the Friends had a membership of 36. The current membership is 142.
President Doug Nelson called the meeting to order and welcomed Stanley Kilburn to the Board. Mr. Kilburn has been appointed by the South Madison and Frankton/Lapel School Corporations.
A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve the minutes of the regular meeting held March 15, 2000. Motion carried.
Rhea Parshall 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 the bill to 3M for $3,200. This is an annual maintenance agreement charge for the self check out unit. The next question was about the bill to Commercial Office Environments for $7,221.55. This was for new chairs for the CTC. Motion to pay the bills carried unanimously. Bill Surbaugh thanked Tonya for adding the revenue report to the financial reports.
Next on the agenda was the approval of the Library Capital Projects Plan. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve this plan as presented. Motion carried unanimously. This plan will next need to be approved by the County Council. Bill Surbaugh, Rhea Parshall and Ann Teague will be able to attend this meeting with Marsha.
Mike Montgomery and Debra Sparks presented the final plans for the renovation of the main building. The renovation will start on the 3rd floor with new meeting rooms, rest rooms, a kitchenette and the new space for the Friends book store. The second part of the renovation will be the first floor. This includes a new book/coffee bar in the Carnegie Room, moving the Reference desk closer to the door, a new teen area, a new CTC area, the enlarging of the AV Department and new carpet and paint. There was some discussion about security of the new area. This area will become a part of the regular rounds for library security. These areas will also be locked when not in use. It has been necessary to change the mechanics for the heating/air conditioning of the 3rd floor. It will be a smaller unit than originally planned, but it will be controlled by the present computer system. The large garage door that is currently at the end of the building on the 3rd floor will be replaced with a large window. This will allow more light to be brought into the Friend=s area. The 3rd floor should be completed by the end of the year. The projected length of the entire renovation project will be approximately one year. The library will remain open during this time. A motion was made by Charles Lacey and seconded by Rhea Parshall to approve these plans as submitted. Motion passed.
President Doug Nelson appointed the following Board members to committees; Personnel committee, Joni Brinkman, chair, Ann Teague and Bill Surbaugh; Budget committee, Charles Lacey, chair, Rhea Parshall and Stanley Kilburn.
Next on the agenda was the approval of the E-book policy. These books will start circulating May 1. There was some discussion about the damage and/or replacement fee of these books. A motion was made by Joni Brinkman and seconded by Rhea Parshall to approve this policy. Ann Teague recommended that the replacement cost of the materials be included on the Rocketbook. It is recommended that this phrase be put on the inside of the case it comes in. The vote on the motion to accept the policy as amended was taken. Motion carried.
Joni Brinkman gave a report on the Personnel Committee meeting. They came to the conclusion that the salaries for the professional level needs to be increased in order to attract applicants with MLS degrees. It is their recommendation that professional staff receive a total of up to a 10% increase and non-MLS staff receive a total of up to a 5% increase. These totals include a 2% cost of living increase and up to 3% merit increase. This would be a starting base pay for grade 108 at $29,199. This recommendation will be considered in the budget for 2001.
Marsha has been corresponding with a customer about our overdue fees for videos which are $1 a day compared to $.25 a day for books. Since a customer is able to check out 8 videos for 4 days the Board feels that this fee is reasonable. It was the consensus of the Board for Marsha to handle this situation as she has been.
Susan Akers gave a report on the Community Relations Department. In honor of National Poetry Month she gave an overview of the department in poetic form. In 1999 there were over 1200 meetings booked, programs held with over 700 people in attendance, 500 calls a month received to register customers for computer classes, all the printed material for the library was generated from Graphics, and promotion of and awareness of the library is a every day duty for this department with a staff of 3. Doug Nelson asked about the ALocal People Making a Difference@ program for this year. The library has partnered with the Herald-Bulletin for an event to be held in May during Senior Month. Nominations will be taken for a person who has made an outstanding volunteer contribution to the community. The award will be given on May 20. Rhea Parshall commented how pleased she is that the library is getting so much coverage in the newspaper lately. The Community Relations office has established a very good relationship with the newspaper.
Marsha gave the Director=s report with information on all departments. She reported that we have hired a new Children=s Librarian who is currently working on her MLS. Marsha, Sarah, Alice Milley and the technical person from Marion Public Library went to IMCPL to look at their automation system. One of the drawbacks to sharing systems could be the high cost of the telephone line to connect everyone. Children=s books are now being displayed on the lower shelves of the new book displays in the lobby. This is one way we are trying to get books into the hands of children. Several staff attended ILF in Indianapolis and 4 staff attended PLA in Charlotte, North Carolina. Nathan Schwartz attended the CODI Conference in Florida and was asked to do a presentation about APL=s automation system. Marsha has been actively involved in the CAPE project and the Anderson, In. web site group.
Doug Nelson called for comments from the floor. Hearing none, a motion was made by Joni Brinkman and seconded by Rhea Parshall to adjourn. The meeting was adjourned at 5:50 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
MAY 17, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, May 17, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Doug Nelson, Bill Surbaugh, Joni Brinkman, Rhea Parshall, Stanley Kilburn, Charles Lacey
Trustees absent: Ann Teague
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Judy Kratzner, RSVP Director
Others attending: Jim Freeman, Library Attorney
President Doug Nelson called the meeting to order. In the absence of Ann Teague, Dr. Nelson appointed Charles Lacey as Secretary pro-tem.
A motion was made by Joni Brinkman and seconded by Rhea Parshall to approve the minutes of the public hearing on the Library Capital Projects Fund Plan held April 19, 2000. Motion carried. A motion was made by Rhea Parshall and seconded by Charles Lacey to approve the minutes of the regular meeting held April 19, 2000. Motion carried.
Rhea Parshall 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. There was a question about the bill to Taco Bell for $300. This was for the Read and Feed Program and was paid out of grant money for this program. Charles Lacey wondered how payroll withholding taxes are handled and where it show up on the reports. It is done through ADP and electronic funds transfer at the bank. It shows up on the front page on the bills to be approved under Bank Transfer IRS. Motion to pay the bills carried unanimously.
Next on the agenda was the resolution for the Corporate Visa Card Policy. The Board approved obtaining this card and procedures for using it in August, 1999. The State Library recommends that the Board do a Resolution to approve a policy with the procedures for the use of this card. A motion was made by Rhea Parshall and seconded by Joni Brinkman to accept this resolution pertaining to the Corporate Visa Card Policy and Procedures. Motion carried unanimously.
Marsha presented a proposed no fee policy for Outreach customers. The senior citizens we serve become quite upset when they find out they have overdue fees. This matter is complicated by loss of memory and hospitalizations of our senior citizen customers. Most of the fees are already being waived by the Outreach Librarian This only pertains to an overdue item, not lost or damaged materials. A motion was made by Joni Brinkman and seconded by Rhea Parshall to accept this policy as presented. Motion passed unanimously.
Marsha made a request for a 20 hour page position. This would be a grade 101 permanent part-time position. She proposes that part of the money for this position would be available if we eliminate the college work study positions. These positions are hard to fill and they are only here 10-15 hours a week doing more behind the scenes work to fulfill their college requirements. It is not productive for what the library needs which is someone to shelve books. A motion was made by Joni Brinkman to eliminate the college work study positions and hire one permanent part-time person. The motion was seconded by Charles Lacey. Carried
Next on the agenda was the agreement with the Historical Society. They sent over an agreement for the library to sign stating that everything we have given them now belongs to them. It is the recommendation of the library attorney to sign this agreement. This document should separate the library from any litigation concerning ownership or interest in these items. Doug Nelson made the point that these items were gifts given to the Historical Society for the intent of display and as a matter of historical record which is why the library acquired them to start with. A motion was made by Rhea Parshall and seconded by Joni Brinkman to accept this Declaration of Gift document. Jim Freeman suggested that we include the list of exhibits and have the Historical Society initial each page of this list. Motion carried.
Tonya presented the report on lapsed salaries that Bill Surbaugh had requested. It was figured in three parts based on 4 months; actual vacant positions, filled positions budget rates vs. hire rates, and position hour changes thru attrition.
Judy Kratzner gave a report on RSVP. The record keeping for RSVP seems to now be in order. The grant matching in-kind funds are mostly received from the library in the form of office space, computer lines, and phone lines. There are also fund raisers, including the festival of trees brunch, a green carnation day, and donations for America Reads. The highest priority for purchases right now is a new software program. Title V hours have been received for June and July from Lifestreams. The RSVP grant renewal application is due June 30. Judy has been actively speaking out in the community to promote RSVP services and opportunities. Five out of six of the APeople Making a Difference@ recipients are RSVP volunteers. The emphasis of RSVP is on making an impact in the community. They work for recipients of services, not to relieve staff of work.
Marsha gave the Director=s report with information on all departments. She reported that bids for the renovation hopefully will be here for the June meeting. Marsha has been attending several meetings regarding coffee shops in libraries. She has learned that it is better to contract this type of area out to another company. Bixby=s has expressed an interest in doing this. She is proposing that we sent out a ARequest for Proposal@ for someone to run the coffee shop. She will get one to the attorney for approval to send out. The County Council did not have the library on their agenda in May. We are on their agenda for June 13. Rhea, Joni, Charles and Bill all said they would be able to attend. The library has received the check from the estate of Lova J. Garriott for $63,750. Her attorney seems to think that it would be O.K. to name an annual program after Ms. Garriott. Staff are to bring recommendations for this to the Board. Debra Bailey has been hired as the Children=s Librarian. She is the 4th staff person to be hired while working on their MLS. There will be new Bookmobile stops in Edgewood and Chesterfield.
Stan Kilburn voiced his concern over the heating and cooling system proposed for the 3rd floor renovation. Marsha stated as of right now the meeting rooms are the only area that will have heating and cooling. The rest of the 3rd floor will have to be done in the future.
Doug Nelson called for comments from the floor. Hearing none, a motion was made by Rhea Parshall and seconded by Charles Lacey to adjourn. 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
JUNE 21, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, June 21, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Charles Lacey Ann Teague
Trustees absent: Doug Nelson, Joni Brinkman, Stanley Kilburn
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Alice Milley, Technical Services Manager
Others attending: Mike Montgomery, K.R. Montgomery and Associates Debra Sparks, K.R. Montgomery and Associates
In the absence of President Doug Nelson and Vice President Joni Brinkman, Secretary Ann Teague called the meeting to order. An election for President Pro-tem was held. A motion was made by Rhea Parshall and seconded by Charles Lacey to elect Bill Surbaugh. Motion carried.
A motion was made by Charles Lacey and seconded by Rhea Parshall to approve the minutes of the regular meeting held May 17, 2000. Motion carried.
Rhea Parshall 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. Motion to pay the bills carried unanimously. The Chair commented that the cash balance for this year looks very good.
Next on the agenda was the resolution to transfer $186,500 that was appropriated in the operating budget to LIRF. This is the full annual budget of the LIRF money. A motion was made by Rhea Parshall and seconded by Charles Lacey to accept this resolution. Motion carried unanimously.
The approval to re-advertise for bids for main building renovation was deferred until the end of the meeting.
Marsha presented the Request for Proposal for the Coffee Bar. She has made some changes to the request that the Board received in their packets. The pre conference meeting will not be mandatory. She also would like to change the date and time to Wednesday, July 12 at 10:00 due to a conflict with the listed time. Also, on page 7 the wording Aall required health licenses@ will be added to the section the operator will provide the following. Marsha recommends the rent for the coffee bar be $1.50 per square foot (to recoup fixed costs such as utilities) annually and 10% of the gross monthly receipts, payable monthly. The Request for Proposal is not a binding document, a lease would be drawn up at a later time. Rhea Parshall made a motion to advertise the request, with changes. Ann Teague seconded the motion, carried.
Marsha proposed a Smoke Free Facilities Policy. This would prohibit smoking in any library facilities or vehicles, and no smoking within 10 feet of the entrances, effective July 1, 2000. A motion was made by Charles Lacey and seconded by Rhea Parshall to accept this policy. Motion carried. Marsha also proposed a $3.00 processing fee for lost materials. This would be a non-refundable fee, even if the materials are found at a later date. A motion was made by Rhea Parshall and seconded by Charles Lacey to pass this policy. Motion carried.
A motion was made by Rhea Parshall and seconded by Ann Teague to close the library on May 18, 2001 for Staff Development Day. Motion carried.
Alice Milley gave a report on the Technical Services Department. One of the changes in Tech Services this year is the circulation of magazines. Over 1,000 magazines were circulated between March 15 and the end of May. Last week the library received our T1 line. This has made Internet access much faster. They are looking forward to on-line ordering from Baker and Taylor. Just out of curiosity, Bill Surbaugh wondered how full we are on shelf space in the main building. Marsha would guess around 40%. Alice reminded the Board that they are entitled to purchase books at staff discount prices.
Marsha gave the Director=s report with information on all departments. She reported that main library circulation in May of 2000 was up another 9% this year in addition to the 14% increase in adult books. About 50% of this comes from the new book shelves. She would like to commend the staff for all their hard work. Rhea commented that she thinks it is important for Marsha to compliment staff. Summer reading club is in full swing, all Board members received bags with summer reading club merchandise. The library received honorable mention from the ALA Public Relations Council for the ENDOW YOUR LIBRARY TODAY brochure. Next year APL will host the Indiana Bookmobile Conference in May. Marsha thanked Charles Lacey for attending the common wage hearing with Sarah and for being speaker on the library=s behalf to the County Council. A letter was received from the Historical Society regarding some items they could not find from the 3rd floor. Bill Surbaugh suggested that Marsha and the staff take this letter under advisement and come back to the Board with a recommendation. Marsha mentioned the annual report from the Madison County Community Foundation which mentions the library several times and also has library pictures. The library=s assets with the Foundation is now $165,364.42.
Mike Montgomery talked about the latest renovation plans. The bids were due by 2:00 on June 15. The bids received were not complete because no price was available for a temperature control for the building. In light of these unusual circumstances it was decided to not accept any bid and re-advertise giving the contractors a chance to get this price. Jim Freeman, Library Attorney, agreed to doing this. A motion was made by Rhea Parshall to re-advertise as soon as possible. Ann Teague seconded the motion. Carried. Mike Montgomery thinks the time frame will change causing work to begin in September. Mike also distributed the most recent floor plan.
Bill Surbaugh called for comments from the floor. Hearing none, a motion was made Charles Lacey and seconded by Rhea Parshall adjourn. 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
JULY 19, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, July 19, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Ann Teague, Stanley Kilburn, Doug Nelson, Joni Brinkman
Trustees absent: Charles Lacey
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Linda Funk, Human Resources
Others attending: Mike Montgomery, K.R. Montgomery and Associates Debra Sparks, K.R. Montgomery and Associates Ken de la Bastide, Herald Bulletin Jim Freeman, Library Attorney
President Doug Nelson called the meeting to order.
A motion was made by Rhea Parshall and seconded by Stanley Kilburn to approve the minutes of the regular meeting held June 21, 2000 as circulated. Motion carried.
Rhea Parshall 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. Being no questions, motion to pay the bills carried unanimously. Bill Surbaugh commented that we are right on target regarding the operating balance for this year.
Next on the agenda was the bids for the main library renovation. Mike Montgomery had the tabulations for the two bids that were received. They were from Eden Enterprises in Carmel and Fredericks Construction in Pendleton. Eden Enterprises came in with the lower base bid of $1,315,000. Doug Nelson asked Mike if they have had any experience with Eden Enterprises. Mike said they worked with them on a branch library in Kokomo and they did a wonderful job. Ken de la Bastide asked Mike if he was surprised there were only two bids submitted. Mike said he was but he didn=t think it would benefit the library to put it out for bid again. Marsha handed out a sheet showing revenue projections. This total is $1,522,948. Marsha also explained the alternates for the bid. They are; Children=s department, flooring for the 2nd and 3rd tiers of the stacks, Mannington carpeting, and carpet for the Friend=s area on the 3rd floor. The bid does not include furnishings. President Nelson called for questions from the Board. There were none. Rhea Parshall made a motion to accept the bid from Eden Enterprises pending verification of their references. Joni Brinkman seconded the motion. Bill Surbaugh asked what the estimated budget is for furnishings. Mike estimates it will be about $300,000. The motion to accept the bid passed unanimously.
There was one Proposal for the Coffee Bar received. It was from Bixby=s. This proposal did not contain all the information requested in the Request for Proposal. Marsha recommends tabling this until next month. Ken asked if this meant Bixby=s did not meet the request. They did not submit all the financial information requested. It was the consensus of the Board for Marsha to consult with the library attorney and decide if this Request for Proposal needs to be re-bid. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to give Marsha permission to re-advertise this for bid if necessary. Motion carried.
Next on the agenda was the 2001 budget. Marsha is proposing a budget of $4,225,973 which is up 9.5% over the 2000 budget. The door count has increased 84% over 1995 and circulation is up 115% over 1995. Marsha is also proposing a 10% increase in the materials budget (18.5% of total budget). She also recommends advertising at the maximum tax levy. The areas of concentration regarding the personnel budget are; recruitment of MLS positions and increases in health care costs. Marsha is also recommending a 2% cost of living increase for all staff, a merit increase, an additional maintenance staff person, and the approval of 4 PAT recommendations. Bill Surbaugh remarked that the need for funding is here but what is sellable to the taxpayers? We will not know what the exact assessed valuation will be until after August 1. The budget to advertise has to be adopted today. The final budget can be lower after it is advertised but it cannot be raised. Rhea Parshall thinks we need to advertise at the maximum levy to let taxpayers know that we are doing a good job and need more money to continue to provide excellent service. It would be to our benefit to advertise at the maximum and then try to cut back in some areas of the budget to show taxpayers we are trying to provide this service at the lowest rate possible. Ken de la Bastide had a question about Marsha=s salary increasing by 10%. Doug Nelson explained that Marsha has presented the scenario at the highest possible increase which is what the Board has asked her to do. This is the way all the professional staff salaries were being presented. Joni Brinkman made a motion to advertise the budget at the maximum levy as proposed. Rhea Parshall seconded the motion. A vote was taken with 5 in favor and 1 opposed. Motion to advertise as presented carried. The Personnel Committee and the Budget Committee need to meet before the next Board meeting and present a list of prioritized items, a targeted operating balance and a targeted tax rate to the Board as a whole.
The Reference report was canceled due to illness.
A list of accomplishments of the goals and objectives was presented. This was a request by the Board to see what progress library staff have made toward meeting these goals for the first six months of the year. Marsha is very pleased with this report. We are exceeding most of these goals so far. Doug Nelson said it was very nice to see this report. Bill Surbaugh commented that through ILL he had a rare book in his hands 6 days after he requested it.
Marsha gave the Director=s report with information on all departments. She reported that we received our June tax payment and an $817 credit on our Workman=s Comp. Summer reading club is going very well this year. There are new parking lot signs at all three parking lots. During the month of June the Indiana Room had visitors from 10 different states.
Doug Nelson called for comments from the floor. Jim Freeman commented that the Social Security Office is moving out on Scatterfield Road.
A motion was made by Rhea Parshall and seconded by Bill Surbaugh to adjourn. The meeting was adjourned at 5:50 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
AUGUST 16, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, August 16, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Ann Teague, Stanley Kilburn, Charles Lacey, Joni Brinkman
Trustees absent: Doug Nelson
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Linda Funk, Human Resources Brad Howell, Teen Librarian Marcia Murphy, Children=s Services Manager Carolyn Metz, Circulation/Audio Visual Manager
Others attending: Ken de la Bastide, Herald Bulletin Jim Freeman, Library Attorney
In the absence of President Doug Nelson, Vice President Joni Brinkman called the meeting to order.
A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve the minutes of the regular meeting held July 19, 2000 as circulated. Motion carried.
Rhea Parshall 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 the contractual charge from Miller Huggins. This is the maintenance agreement on our copiers and is billed quarterly. Stanley Kilburn had a question about the payment to Hart=s Lock Shop for $2,500. This was for a new safe for the Business Office. The old safe was broken and unable to be repaired. He also wondered about the bill from Dunn and Bradstreet for $1,400. This is an annual purchase for the AMillion Dollar Directory.@ Motion to pay the bills carried unanimously.
The first of the year the library received a gift of $64,000 from the estate of Lova Garriott. This money was put in the Madison County Community Foundation. The interest from this gift will be used annually to bring an author to the library for a program. Marsha would like to name this money the AGarriott Gift@ and use the name as the sponsor of this annual program. The Board gave her permission to do that.
Next on the agenda was the discussion of the 2001 budget. The budget and personnel committees have spent approximately 5 hours looking at the proposed budget scenarios. The budget committee has come to the consensus that the maximum levy should be raised by 6% to .55. The personnel committee recommends a .5281 tax rate. They feel that not only the needs of the library need to be met but also adopt a tax rate that is Asaleable@ to the community. The chairs of each committee will appoint someone to meet again to do more work on reaching a recommendation. The Board as a whole will vote on the budget at the September meeting.
Marcia Murphy gave a report on the Children=s summer reading program. The basic goal of summer reading is to keep kids reading through the summer so they won=t fall behind before school starts. The Children=s staff wrote a grant to fund this program. They had hoped to get 1,500 participants and they actually did get a total of 2,868 system-wide. The program is much more heavily promoted than it was in the past. Staff went to different locations to promote the program such as day cares and boys and girls clubs. Brad Howell presented the report on the teen and adult summer reading program. Brad speaks to 2,000-3,000 students (grades 6-12) a month at the schools. He was disappointed that the teens were not as active in the program this year. There were only 70 teens enrolled. He asked teens why they did not want to do this and they said they wanted to get something immediately when they read a book and not be entered into a drawing for a prize. They would rather have something like cheap bracelets, key chains, etc. He intends to work toward more teen involvement for next year.
Carolyn Metz gave a report on the Circulation/Audio Visual (CAST) department. They handle all the circulation of materials. They take care of about 122,500 items in the book collection and about 28,000 items in the AV collections. This includes, checking in, checking out, shelving, mending, shifting, rotating materials, and front line customer service.
Marsha gave the Director=s report with information on all departments. She reported that the leaks in the Extension Building have all been repaired. The flooding in the old smoker=s lounge resulted in the carpet being taken out. There is flood insurance on building damage and the adjustor is coming to look at that. Marsha received a call from Muncie Public Library regarding a new automation system they are getting. She and Alice Milley will attend meetings with vendors at Muncie. September is library card sign-up month and staff will be attending enrollment day at the area schools to promote this. Burkhardt Advertising has donated a billboard on the south side of town to the library for the month. It will have the APL logo and web address with the words, AYour most important school supply, your Anderson Public Library card@. We have library card applications in Spanish now. Marsha thanked the Board for all their hard work on the budget.
Joni Brinkman called for comments from the floor. Hearing none, a motion was made by Rhea Parshall and seconded by Bill Surbaugh to adjourn. The meeting was adjourned at 5:45 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
SEPTEMBER 12, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Tuesday, September 12, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Stanley Kilburn, Doug Nelson, Charles Lacey, Joni Brinkman
Trustees absent: Ann Teague
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Linda Funk, Human Resources David Gillaspy, Business Office Sherrill Franklin, Extension Services Manager
Others attending: Keri McGrath, Anderson Herald-Bulletin one student from Anderson University
President Doug Nelson called the meeting to order. In the absence of Secretary Ann Teague, President Nelson appointed Charles Lacey as Secretary Pro-Tem. The first item on the agenda was the presentation of the Director=s Award for the year 2000. This award is given to an employee who has provided overall service excellence in their job duties. There is a certificate given and a $10 gift from the Friends of the Library. Marsha and Doug presented the awards to Linda Funk and David Gillaspy.
A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve the minutes of the public hearing on the 2001 budget and the regular meeting held August 16, 2000 and the special meeting held August 30, 2000. Motion to approve all 3 sets of minutes carried.
Rhea Parshall stated that 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, motion carried.
Next on the agenda was the approval of the 2001 operating budget. Marsha is proposing an operating budget of $4,225,973 which is an increase of 9.5% over this year. Most of the Indiana libraries are already taxing at or near their maximum levy. A paper was handed out showing 4 options for the operating balance. Bill Surbaugh made a motion to approve option 4 which would be a tax rate of .5281 with an operating balance of $4,046,487. Joni Brinkman seconded this motion. Bill Surbaugh said he recognized the needs of the library but he thinks we should consider the other taxing units also. Charles Lacey reported that the Budget Committee would like to see option 2 approved. They feel that we need to keep good people and decent materials. Stan Kilburn has concerns about renovation. He wants to make sure we are adequately staffed to keep the building clean. A vote was taken to accept option 4. The vote was 3 yes and 3 no. Motion failed. A motion was made by Charles Lacey and seconded by Stan Kilburn to accept option 2 which would be a tax rate of .55 with an operating balance of $4,157,057. The vote on this motion was 3 yes and 3 no. Motion failed. A motion was made by Joni Brinkman and seconded by Bill Surbaugh to accept option 3 which would be a tax rate of .53 with an operating balance of $4,056,080. Marsha said this option would take away all the personnel increases except for the 2% cost of living and the possible 3% merit increase. This would also mean a .01% increase in materials. Bill Surbaugh thinks that there will be enough money in lapsed salaries to cover the cost of the new maintenance position. Joni Brinkman amended her motion to be the acceptance of option 3 plus.5% which would be a tax rate of .535. Bill Surbaugh seconded that motion very reluctantly but did so in the spirit of compromise. The maintenance position will be effective starting January 1. Bill Surbaugh asked Marsha to bring to the Board an alternative for increases in the professional staff salaries at a later date. The vote was taken and the motion was carried. Doug Nelson thanked the board and staff for all their hard work on this budget.
Next on the agenda was the approval of the Library Improvement Reserve Fund budget and the Library Capital Projects Fund budget. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve the LIRF budget of $186,500. Motion carried. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve the LCPF budget of $228,793. This figure will probably be reduced by the Tax Commissioners due to a lower assessed valuation. Motion carried.
Marsha added an item to the agenda. The library needs to establish an escrow account for renovation. This accounts needs to have two board members names on it. Marsha recommends establishing this account at National City Bank with Doug Nelson and Rhea Parshall being the Board signers. Charles Lacey made a motion to accept Marsha=s recommendation. Joni Brinkman seconded, carried.
Marsha presented an information sheet for projected lapsed salaries for this year. The final amount will be put into the operating balance. She also presented some samples for ethics standards for board members.
Sherrill Franklin gave a report on Extension Services. She talked about the new program for the schools. It is called the S.T.A.R. Express (Students and Teachers Always Reading). There are 100 bags that contain materials based on a theme (such as dogs). There is also a teacher resource guide in each bag. The bags will be rotated monthly at the schools. This year they are being taken to kindergarten and first grade classes.
Marsha gave her Director=s Report with information on all departments. We are going to increase the blanket insurance coverage from $10.8 million to $14.2 million. This will include all property at all locations. She mentioned that Chuck Lacey=s term expires December 31. A letter has been sent to the County Council asking that they re-appoint him for another term. Construction on the 3rd floor started yesterday. The library will receive a check for approximately $16,000 from the insurance company for the flood damage to the former smokers lounge. A new generator was purchased for the 1991 bookmobile. The new sign is up at Lapel and the lights for it will be installed tomorrow.
President Nelson called for comments from the floor. There were none. Rhea Parshall made a comment that she appreciates the compromise by the board members on the budget. A motion was made by Rhea Parshall and seconded by Joni Brinkman to adjourn. The meeting was 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
OCTOBER 18, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, October 18, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Stanley Kilburn, Doug Nelson, Ann Teague
Trustees absent: Charles Lacey, Joni Brinkman
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Beth Oljace, Indiana Room Manager Jerry Beeman, Maintenance Manager
Others attending: 9 students from Anderson University
President Doug Nelson called the meeting to order. The first item on the agenda was the approval of the minutes of the meeting held September 12, 2000. A motion was made by Rhea Parshall and seconded by Stan Kilburn to approve these minutes. Motion carried.
Rhea Parshall stated that 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. She noted there was a correction on one item. The bank transfer to National City Bank should be $144.97. She said this has already been corrected. Ann Teague seconded the motion to accept these claims as corrected. Motion carried.
Next on the agenda was the Resolution Relative to an Advance Draw. The library receives the money from the property tax revenue in June and December. The library will ask for an advance draw on this money in order to get it as soon as possible. Rhea Parshall made a motion to approve this resolution. Stan Kilburn seconded, motion carried unanimously. Tonya Carman presented information on the Indiana Bond Bank. They are a self-supporting governmental entity. Marsha and Tonya would like for the Board look at the Advance Funding Program they have. This would be more economical than borrowing money from a financial institution. The interest rate is very good on this loan. The Bond Bank offers two funding programs; A) All of the funds would have to be withdrawn on February 1; B) The library determines how much money they need to borrow and can withdraw funds in various amounts as needed and obtain them February through May which would save on interest. Option B also allows you to repay funds in advance, also saving interest. Marsha and Tonya are asking the Board to go with Option B. Rhea Parshall made a motion to accept the recommendation of Option B. The motion was seconded by Bill Surbaugh. This money will have to be paid back all in one year and Marsha thinks the most we were looking at is $400,000 which would be paid back from the operating balance. Motion to approve Option B carried.
Next on the agenda was the approval of the Salary Schedule and the Holiday Schedule for 2001. The salary schedule has to be approved each year. This is the budgeted figure which includes a 2% cost of living increase for all staff. A motion was made by Bill Surbaugh and seconded by Stan Kilburn to approve the Salary Schedule as published. Bill Surbaugh wondered how much of the possible 3% merit increase will be used. Marsha would guess about 60%. Passing of this schedule does not mean it cannot be modified. Motion carried. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to accept the 2001 Holiday Schedule as presented. The two holidays to focus on for displays have not been determined. Motion carried.
Next on the agenda was the approval of the proposal from Bixby=s for the Coffee Shop. Marsha needs approval to move forward in working with Jim Freeman to draft a lease to bring back to the Board for approval. Bixby=s has proposed giving the library 5% of their gross receipts instead of the 10% the library had proposed. The Board would like for Marsha to put in the lease to re-visit the issue of payment to the library after one year. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to allow Marsha to move ahead with this lease agreement. The motion carried unanimously.
The State Board of Accounts mandates that the Technology Plan be adopted annually. Any state grants we apply for will be denied if this plan is not on file and the needs for the grant stated in it. Bill Surbaugh mentioned that we need to be mindful of trying to form a collaboration with the other county libraries (A1) before we think about purchasing a new Dynix system (C6). Rhea Parshall made a motion to approve this plan. Stan Kilburn seconded the motion. Carried unanimously.
It was the consensus of the Board to move the December 20 meeting to Lapel.
Beth Oljace gave a report on the Indiana Room. She reported that Genealogy is the 2nd most popular hobby on the Internet. There has been a new hex added in the Indiana Room with 5 new computers and a new printer. There also are 2 new computers for staff. The Indiana Room has received a grant from the state to digitize all the cemeteries in Madison County. Another grant currently received is getting scrapbooks ready to be put on microfilm. They try to separate fact from Aromantic fiction@ regarding the history of Anderson and Madison County.
Marsha gave the Director=s report containing information on all departments. The 3rd floor renovation is on schedule and Eden Enterprises is very easy to work with. Marsha has some concern about handling the change orders on the project. When something comes up that needs to be changed it usually can=t wait to be discussed at the next Board meeting. There is $20,000 in the contract for these changes. Doug Nelson said that as long as the changes stay within that amount Marsha should use her own judgement on these issues. We have applied for a grant from the State Library to partner with the other county libraries in expanding e-books. Marsha, Sarah and Tonya attended the State Board of Tax Commissioner=s public hearing regarding the budget for 2001. No one from the public attended. Marsha complimented Brad Howell and Trent Miller on a very successful teen program with author Todd Strasser. Steve Cooper received word that the State Department of Corrections gave the new Short Term Incarceration Facility in Anderson very high marks due in part to the library jail service.
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 5:30 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
NOVEMBER 15, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, November 15, 2000, at 4:15 p.m. in the Board Room of the main library, 111 E. 12th Street, Anderson, IN 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Stanley Kilburn, Doug Nelson, Ann Teague, Charles Lacey, Joni Brinkman
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Elaine Matthews, Reference Manager Jerry Beeman, Maintenance Manager Linda Funk, Human Resources
Others attending: Jim Freeman, Library Attorney 5 students from Anderson University Mike Montgomery and Debra Sparks, K.R. Montgomery and Associates
President Doug Nelson called the meeting to order. The first item on the agenda was the approval of the minutes of the meeting held October 18, 2000. A motion was made by Rhea Parshall and seconded by Ann Teague to approve these minutes. Motion carried.
Rhea Parshall stated that 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. Chuck Lacey wondered if the Koorsen charge is an annual payment. It is. The new compressor bought was for the 3rd floor sprinkler system. Chuck Lacey also wondered if the copiers made any money for the library. This has not been looked at but Marsha said she would do so. The use of the copiers seems to being going down but the Vendacard printing is going up. Motion to pay the bills carried. Bill Surbaugh wondered about the encumbered funds we have left. Tonya said there is only a very minimal amount in there. Bill Surbaugh commented on the fact that it looks like we will have sufficient funds in unspent monies to put in the operating balance for next year. Marsha pointed out the interest from National City Bank is $57,587 this year.
Marsha requested to move the Lee=s carpeting up on the agenda. Renovation is going well with only one major hangup which is the carpeting. The project will come to a standstill soon if the carpet issue is not resolved. Mannington has failed to provide carpet samples equal to the quality that Lee=s offered. This will cost $28,200 more. Lee=s has lowered their price $10,300 from the original $38,500 higher price by going from a 30 oz. carpet to 28 oz., their carpet also includes an extra layer of backing and Duracover stain resistor. Marsha feels we have given Mannington more than ample time to provide carpeting comparable to Lee=s and they have not. She is asking the Board to approve the extra money to be used from the operating balance for Lee=s carpet. We have not signed a contract with Mannington. Jim Freeman said he did not see a risk if we go with Lee=s. Bill Surbaugh made a motion to approve Marsha=s recommendation of the purchase of carpet from Lee=s. Rhea Parshall seconded, motion carried unanimously.
Next on the agenda was the approval of the resolution for the Indiana Bond Bank. We can borrow up to $1,350,571. Marsha recommends borrowing $500,000. This would have an interest charge of not to exceed 6.5%. We will not know what the interest rate will be until sometime in February. We do have to send papers to them in December stating what amount we would like to borrow. Bill Surbaugh made a motion to complete the resolution with the $500,000 figure authorizing Marsha to complete the necessary papers and the Board President and Secretary to sign the paperwork for $500,000. Joni Brinkman seconded, motion carried.
The proposed lease with Bixby=s was discussed. Jim Freeman stated he had received the draft of the lease and we need to clarify some specific areas. The term Agross revenue@ needs to be defined and the library will need to see a copy of their tax returns. Bill Surbaugh made a motion to accept the draft of the lease as written but authorizing Marsha and Jim Freeman to use this draft as a basis for drawing up the actual lease and authorizing the Director and President to sign it. Joni Brinkman seconded the motion. Charles Lacey stated he needed something more specific before the vote was taken. Bill Surbaugh stated he has confidence in the Director and the attorney to work out the details on both sides responsibly. Jim Freeman said he would update the draft significantly. After much discussion, the vote was taken. It was 5 yes and 2 no. Motion carried.
Next on the agenda was the approval of benefits for part-time employees. The current policy is part-time benefits begin after 3 years of employment. Marsha proposes part-time vacation, holiday and sick time benefits starting after 1 year. A motion was made by Rhea Parshall and seconded by Joni Brinkman to approve Marsha=s recommendation with benefits starting 1/1/01. Joni Brinkman feels that 12 months is too long. Bill Surbaugh stated that we are going from 3 years to 1 year. Rhea Parshall amended her motion to read part-time benefits to start after 6 months of employment. Joni Brinkman seconded the amendment, carried unanimously.
Sarah Later gave a report on Output Measures that were done in October. According to the surveys filled out, 76% of the customers who visit the library rate their visit very satisfactory. All the customer comments were handed out to the Board.
Elaine Matthews gave a report on the Reference Department. She reported that the Reference staff have been doing a lot of programming and training of other staff and the public. The Internet has had a big impact on Reference materials, especially government documents. She showed some of the Reference areas on the library web site including a reader=s advisory section.
Jerry Beeman gave a report on the Maintenance Department. They are always trying to find ways to save the library money such as setting the thermostats up or back to be more cost effective. There has been a lot of preventative maintenance done on the buildings and grounds lately.
Marsha gave the Director=s report containing information on all departments. The 3rd floor renovation is going very well. They are still ahead of schedule. The Fire Department will be moving the old pumper truck to the main fire station to be put on display there. Marsha reported that circulation is up 8% so far this year. Doug Nelson called for comments from the floor. Hearing none, a motion was made by Joni Brinkman and seconded by Rhea Parshall to adjourn. The meeting was adjourned at 6:10 p.m.
Respectfully submitted, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ ANDERSON, STONY CREEK AND UNION TOWNSHIPS PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
DECEMBER 20, 2000
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, December 20, 2000, at 4:15 p.m. at the Lapel Branch, 610 Main Street, Lapel Indiana 46015
Trustees present: Bill Surbaugh, Rhea Parshall, Stanley Kilburn, Doug Nelson, Ann Teague, Charles Lacey, Joni Brinkman
Staff attending: Marsha Grove, Director Sarah Later, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Linda Funk, Human Resources Nancy Lee, Lapel Branch Manager
President Doug Nelson called the meeting to order. He appointed Charles Lacey as Secretary Pro-tem for this meeting. The first item on the agenda was the approval of the minutes of the meeting held November 15, 2000. A motion was made by Joni Brinkman and seconded by Charles Lacey to approve these minutes. Motion carried.
Rhea Parshall stated that 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. Stan Kilburn wondered about the charge from Emergency Radio Service. Marsha explained this is for a new computer connection to the Extension Building. This wireless system eliminates the monthly charge of $220 we are currently paying. Joni Brinkman asked about the check for Madison County Community Foundation for $1,669.33. This is money we are putting into our endowment fund. Motion to pay the bills carried. Bill Surbaugh wondered about Fund 209 (Gift Fund). This is money given by the Friends of the Library and a small grant from the Current Events Club. This money has been used for programming.
Next on the agenda was the 2000 transfer resolution. Bill Surbaugh made a motion to approve this resolution. Joni Brinkman seconded. This is simply moving money from line items that we had extra money in and putting the money in areas we overspent. One reason for the large increase in building repair is the purchase of the water softener for the main building out of this year=s money. There was also some encumbered money for items purchased for renovation. Motion to approve the resolution carried. A list of encumbrances to the 2000 library operating fund was presented. Rhea Parshall made a motion to approve this list. Bill Surbaugh seconded the motion. Bill Surbaugh complimented the staff on funneling the lapsed money into the operating balance. Motion carried.
Next on the agenda was the approval to advertise for an additional appropriation. There is $509,545.12 needed. Bill Surbaugh made a motion to accept this amount to advertise. Charles Lacey seconded the motion, carried.
There are 4 staff members who were approved for a PAT increase in salaries. These increases were not approved for the 2001 budget. This will be an increase of $9,792.59 for the year. There was $100,000 in lapsed salaries for the year. Marsha is asking the Board to re-consider these increases effective 1/1/01. Bill Surbaugh made a motion to accept this recommendation. He also included in this motion that this issue be addressed in December each year. Rhea Parshall seconded the motion. After much discussion, it was carried unanimously.
There is an added item to the agenda. It is time for the renewal of the library=s long term disability insurance. The rate next year will increase from .30 per $100 of coverage to .36 per $100 of coverage. The insurance company has written a new policy that encourages people to get better and return to work sooner than the old plan. This includes things such as trial work days and a mandatory rehabilitation program. This new policy would have an increase of only .04 (.34 per $100) resulting in a total increase of approximately $300 annually. Bill Surbaugh made a motion to accept this new plan. Joni Brinkman seconded. The library pays this entire premium, the employee does not pay any. Motion passed unanimously.
United Way has asked the library if they could have some of our excess shelving to use in their new office. They would like 9 single faced shelving units and 4 double faced units. Joni Brinkman made a motion to give United Way this shelving. Rhea Parshall seconded, motion carried unanimously.
Sarah Later talked about the library=s 5 year plan. This plan is updated each year. It is discussed regularly with department managers and progress towards completion of goals are reviewed at six-month intervals and a report given to the Board. Bill Surbaugh mentioned we should have a goal for the Buddy System. A goal will be added for this. There was a question regarding the replacement of the snow guards. These are replaced every 2 years. Doug Nelson would also like for us to mention continuing the expansion of the cooperative efforts to form a county-wide system. Joni Brinkman made a motion to approve this plan with the changes made. Rhea Parshall seconded. Motion carried.
There is a need to form a committee for the selection of the names for the new meeting rooms on the third floor. Marsha would like for the committee to not suggest names that sound alike. She also would like the Board Room to be used only for Library Board meetings and in-house meetings. Doug Nelson would like the committee to be formed with Marsha, 2 Board members and 2 staff members. Bill Surbaugh and Rhea Parshall volunteered to serve on this committee. Marsha will ask staff members for ideas.
Nancy Lee gave a report on the Lapel Branch. She passed out highlights for the year 2000 at Lapel Branch. Overall growth of library use is up 89% over 1999. The Board thanked Nancy for the hard work her and her staff do.
Marsha gave the Director=s report containing information on all departments. She handed out the 2001 Board meeting schedule. It was suggested that the Board meeting at Lapel be changed to another month. It was decided to meet there in September. The November meeting date is the day before Thanksgiving. It was decided to hold the November meeting on November 14. The PAT report will be added to the December schedule. The library received a $1,000 gift from the daughters of Claire and Dan Rossin. The 3rd floor renovation is going well. Senator Tim Lanane and Representative Scott Mellinger came to the library for a demonstration of the INSPIRE database.
President Nelson reminded the Board that Marsha=s evaluation is due in January. He suggested they follow the same form as last year and that Linda Funk send the forms to the Trustees to fill out and return to him.
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, Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ |
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