2001 Minutes
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____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
JANUARY 31, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, January 31, 2001, at 4:15 p.m. at the Main Library, 111 East 12th Street, Anderson Indiana 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
Linda Funk, Human Resources
Dave Coburn, Head of Security
Others attending: Jim Freeman, Library Attorney
President Doug Nelson called the meeting to order. The first item on the agenda was the approval of the minutes of the meeting held December 20, 2000. A motion was made by Rhea Parshall and seconded by Charles Lacey to approve these minutes as circulated. 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. Chuck Lacey seconded the motion. Bill Surbaugh wondered about the charge from American Seating. This is the charge for the chairs for the 3rd floor meeting rooms. There is a total of 382 chairs at a cost of $37,588. He also questioned the Indiana Library Federation charge of $3,265.06 for Trustees Dues. It is customary for the library to pay these annual dues. Marsha feels this is important for our Trustees to belong to ILF. The amount of the dues is based on the amount of the library budget (yearly budget x .0008). Motion to pay the claims carried.
Next on the agenda was the approval to advertise for a public hearing for an additional appropriation. This is the additional appropriation for the operating, LIRF, and LCPF budgets for 2001. Bill Surbaugh made a motion to advertise for a public hearing. Joni Brinkman seconded. Motion carried.
Next on the agenda was the resolution for the additional appropriation for the renovation of the main building. This amount is $509,545 and will be moved from the operating balance. Rhea Parshall made a motion to approve this resolution. Bill Surbaugh seconded the motion, carried.
A motion was made by Bill Surbaugh and seconded by Joni Brinkman to pay the following claims between board meetings; payroll, insurance premiums, conference enrollment fees, utility bills, corporate VISA bill and replacement checks. Motion was carried unanimously.
Every 2 years the library is required to seek bids for our cash management system. This year there were only 2 valid bids. They were from National City Bank and Old National Bank. There was not much difference in the bids. Marsha recommends staying with National City Bank. A motion was made by Rhea Parshall and seconded by Ann Teague to keep the cash management system with National City Bank. Motion carried.
The law firm that represents the library (Stansberry, Dickmann, Freeman and Builta) has submitted an increase in their fee structure. This has not been increased since 1988. A motion was made by Joni Brinkman and seconded by Chuck Lacey to approve this fee. Motion carried unanimously. Doug Nelson stated that he was grateful to have someone who knows the library well to work with. Jim Freeman stated he has enjoyed working with the library board.
The contingency fund set aside for the renovation project ($16,750) has almost all been used. Marsha would like the $12,375 left over from the Eden contract to be added to this fund. Bill Surbaugh made a motion to accept Marsha=s recommendation and add this amount to the contingency fund. Rhea Parshall seconded the motion. This money is to be used at Marsha=s discretion. Motion carried unanimously.
The Board has met and reviewed the work of the Director for her annual review. Stan Kilburn made a motion to increase the Director=s salary by 6% on her anniversary date. Ann Teague seconded the motion, carried unanimously. At this time Doug Nelson mentioned that the Board wants to work with the Director on salaries for staff and incorporating them into the budget.
Doug Nelson appointed Stan Kilburn and Joni Brinkman to the Nominating Committee to nominate a slate of officers for next year.
The Board meeting at Lapel was changed from December to September. It was determined that September is not a good month because of all the work being done at that time of year with the budget. Marsha recommends that the meeting at Lapel be held annually in June. There was no objection so this was so ordered.
Sarah Later presented a packet of new, revised and deleted policy change recommendations. This includes a new meeting room policy, a revision to the Indiana Room Collection Development Policy, the new PLAC fee, the deletion of the Community Service Policy, a new Funeral Leave Policy, changes in the charges for public faxes, new charges for materials returned damaged, and a new records exempted from disclosure policy. After some discussion a motion was made by Bill Surbaugh and seconded by Joni Brinkman to accept all the changes as submitted. Motion carried.
A committee comprised of Marsha, Rhea Parshall, Bill Surbaugh, Beth Oljace and Linda Funk met and recommend the following names for the new meeting rooms; the smaller rooms will be the Carnegie Room and the Redbud Room; the larger rooms will be the Delaware Room and the Miami Room and when both of these, when used as the large room will be the Chief Anderson Room. A motion was made by Bill Surbaugh and seconded by Ann Teague to accept these names for the new rooms. Motion carried. The Board Room will be re-named also. It was the consensus of the Board that all recommendations for this room be submitted to Jim Freeman.
The accomplishments for the year 2000 toward the 5 year plan were discussed. They are very impressive. Several of the goals were accomplished over 100%. The library received 10 grants last year totaling $43,369. Doug Nelson mentioned his appreciation to the staff for working hard to fulfill these goals.
Linda Funk gave a report on the Human Resources Department. She summarized changes to the employee handbook that have been made recently. A summary of these changes were handed out. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve these changes. Motion carried.
David Coburn gave a report on the Security Department. He summarized the duties of the Security staff which include training staff on various emergency situations. They also do a lot of public relations work, especially with children. Stan Kilburn mentioned he notices every time he comes in the building things seem to be in well order. He, and the rest of the Board, expressed his appreciation to the Security staff.
Marsha started out her Director=s report by talking about the snow guards. There was an incident involving large chunks of ice falling from the roof and damaging a car. There needs to be more spikes added to the roof but nothing can be done until warmer weather. Marsha will also be meeting with Mike Montgomery to discuss other alternatives. Marsha has received a letter from the Madison County Community Foundation that shows how the library=s endowment has grown. This year we received $4,100 in interest and next year we should receive around $7,366. We received word that the interest rate from the Indiana Bond Bank will be 3.48%. The U.S. House of Representatives has passed a bill requiring any libraries who receive federal funding to install Internet filtering on all computers. We should receive more information soon. Circulation was up 8% for the year 2000.
Doug Nelson called for comments from the floor. Hearing none, a motion was made by Chuck Lacey and seconded by Ann Teague 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
FEBRUARY 21, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, February 21, 2001, at 4:15 p.m. at the Main Library, 111 East 12th Street, Anderson Indiana 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
Frank Lucas, Computer Service Manager
Others attending: Jim Freeman, Library Attorney
President Doug Nelson called the meeting to order. The first item on the agenda was the approval of the minutes of the public hearing for additional appropriation, the regular board meeting and the Board of Finance meeting which were all held on January 31, 2001. There was a number transposed on the minutes of the public hearing that were mailed out in the board packets. This was corrected and a new copy distributed to the Board. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve all 3 sets of minutes as circulated. 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. Chuck Lacey seconded the motion. Bill Surbaugh wondered about the money being spent on cleaning supplies. The Maintenance staff have ordered extra supplies for the 3rd floor. The maintenance staff clean the offices and the rest rooms also. Mr. Surbaugh also wondered about the charge for Indiana Libraries Unemployment Fund. This is the annual payment for the library=s unemployment contribution. This is based upon a percentage of salaries. Stan Kilburn wondered about the impact of Indiana Gas charges on next year=s budget. Lapel and Extension are the only buildings that are heated with gas. The main building is not. He suggested checking on the budget plan for the year. Doug Nelson also mentioned checking into a buyer pool that some of the school systems belong to. Marsha will check on these options. Motion to pay the claims carried.
Next on the agenda was the approval of the additional appropriation that was advertised at the public hearing held before this meeting. This is the additional appropriation for the operating ($4,081,324), LIRF ($186,500), and LCPF ($219,392) budgets for 2001. Joni Brinkman made a motion to approve the resolution. Bill Surbaugh seconded, motion carried. A resolution is needed to amend the LCPF plan in order to expend the $6,800 for future allocation this year. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve this resolution. Motion carried.
The library has received a $1,000 LSTA grant to buy some e-books from NetLibrary. A resolution is needed to give Marsha and Doug permission to sign this grant. A motion was made by Rhea Parshall and seconded by Charles Lacey to approve this. Carried unanimously.
Joni Brinkman and Stan Kilburn presented the following slate of board officers for the year 2001; President, Charles Lacey; Vice President, Joni Brinkman; Secretary, Ann Teague; and Treasurer, Rhea Parshall. Bill Surbaugh made a motion to accept this slate of officers. Ann Teague seconded, motion carried unanimously.
A motion was made by Rhea Parshall and seconded by Joni Brinkman to accept the resolution pertaining to the Executive Session held last month. This resolution is required by state law. Motion carried.
Frank Lucas gave a report on Community Technology Center. He distributed an outline of the classes held and the demographics. There have been over 12,000 customers who have received training since 1996. The highest numbers have been women and men over 55 years old. There are around 24,000 customers a year who use the Internet in the CTC. Frank feels the computer classes have also brought people to the library who otherwise might not have come. The CTC is staffed almost all the hours the library is open. This helps cut down on the abuse of the Acceptable Use Policy. The CTC staff also works with several local business and non-profit agencies to provide training for them. Chuck asked how we compare with other libraries. They are trying to get up to our level. Most of them do not have any ways near the number of computers or offer the number of classes we do. The Board expressed their appreciation to Frank for the work he does.
Marsha gave her Director=s report with information on all departments. She has heard good news from Aetna regarding the staff=s health insurance. They are predicting a 16.6% increase. There has been a 15% increase budgeted for this. Nancy has received a donation of $500 from the Eagles Lodge in Lapel. They commented that they are impressed by all the changes that have been made there. Marsha also learned that the $18,358 Gates grant was approved. This will be used to buy 4 computers and a server. Marsha mentioned that the Carnegie Award nominations are due by March 20. The grand opening of the 3rd floor will be Sunday, March 18 at 1:30. Marsha would like for all of the trustees to do the ribbon cutting. Around 300 invitations have been mailed. Bixby=s has reviewed the lease for the café. Marsha feels she still needs to get more information before she brings that to the board. Jim Freeman wants Marsha to get information in writing regarding property taxes from the Auditor=s office. They are requesting more power to the basement for a convection oven. Jim Freeman wants to make sure the security issue of their equipment is taken care of. The Children=s department has been moved to the first floor during that department=s renovation. Susan Akers has given her resignation effective March 18. The Indiana Bookmobile Conference will be held here May 5 and 6. Marsha complimented the Extension Services staff for doing such a good job in planning this. Steve Cooper, Extension Services, has been asked to speak at the national bookmobile conference regarding jail service. Stan Kilburn mentioned his appreciation to the Maintenance staff for painting some of the areas on the 3rd floor saving the library about $4,000.
Bill Surbaugh requested that Marsha provide the board with a list of items for the renovation that is being purchased out of the library budget. She will provide that.
Doug Nelson called for comments from the floor. Hearing none, a motion was made by Bill Surbaugh and seconded by Joni Brinkman to adjourn. The meeting was adjourned at 5:15 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
MARCH 21, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, March 21, 2001, at 4:15 p.m. at the Main Library, 111 East 12th Street, Anderson Indiana 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Stanley Kilburn, Doug Nelson, Ann Teague,
Chuck Lacey
Trustees absent: Joni Brinkman
Staff attending: Marsha Grove, Director
Sarah Later, Assistant Director
Lova Gay, Recording Secretary
Tonya Carman, Business Office Manager
Marcia Murphy, Children=s Manager
Chris Dodge, Literacy Manager
Jerry Beeman, Maintenance Manager
Chuck Lowe, Maintenance Services
President Chuck Lacey called the meeting to order. This was his first meeting as President of the Library Board. He mentioned he is honored to serve in this capacity and asked for the help of the rest of the Board in making this year a good one. The first item on the agenda was the presentation of the Director=s Award. This award is given to an employee because of the excellent overall work they do. It was given to Chuck Lowe, Maintenance staff at the Lapel Branch. He was nominated by his supervisor, Jerry Beeman. Chuck Lacey and Marsha presented him with a certificate and $10 from the Friends of the Library.
Next on the agenda was the approval of the minutes of the public hearing for additional appropriation and the regular board meeting, both held on February 21, 2001. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve the minutes for the public hearing, motion carried. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve the minutes of the regular meeting, motion carried.
A new check register was distributed. The check numbers on the reports in the packets were incorrect. 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. Ann Teague seconded the motion. Bill Surbaugh wondered about the claim from American Seating. This is for the new tables and connectors for them in the Carnegie Room. The rest of the charge is for the 382 chairs for the 3rd floor, plus freight charges. He also asked about check #22990. This was for the tables for the meeting rooms and the caddies to transport them on. Stan Kilburn wondered about the charge from the Indianapolis Star. Do we get enough response to warrant this fee? Marsha said probably 90% of the applications for the Community Relations Manager came as a result of this ad. We also advertise in library publications and over the Internet on job line sites. Motion to pay the claims carried.
Next on the agenda was the approval of the resolution relative to advance draw. A motion was made by Bill Surbaugh and seconded by Doug Nelson, motion carried. A resolution is needed to transfer the $186,500 from the operating budget to LIRF to be spent for the main library renovation. A motion was made by Doug Nelson and seconded by Bill Surbaugh to approve this resolution. Motion carried.
The renewal is due April 1 for the library=s health insurance. There were 3 quotes received. Aetna has increased the rates by 15% which is exactly what was budgeted for this year. It is the recommendation of Marsha and the Insurance Advisory Committee to renew coverage with Aetna. A motion was made by Bill Surbaugh and seconded by Doug Nelson to stay with Aetna for coverage. Insurance coverage for staff costs 7.5% of the library=s budget. The Board wants Marsha and the Insurance Committee to continue to find ways to lower rates before there is a crisis with such high costs. Some of the things discussed were general education for staff, a wellness program, and maybe discounts for certain things. Staff Development Day is a good time to discuss with staff how to best use their insurance benefits. Bill Surbaugh said he made the motion with the understanding that costs will be looked at closely. He also mentioned that the 90/10 premiums were only a temporary benefit and he would like to see a report reflecting the last 10 years of cost increase. Motion to renew the coverage with Aetna carried unanimously.
Next on the agenda was approval to advertise for an additional appropriation. There is a change order of $31,898.56 for renovation. Marsha would like to transfer $40,000 (8% of remaining contract costs) from the operating balance. This balance will then be lowered to $692,392. There is $19,560 in lapsed salaries as of the end of February. Marsha does not foresee any major changes with the rest of the renovation project. Doug Nelson made a motion to accept Marsha=s recommendation to advertise for this additional appropriation. Bill Surbaugh seconded, motion carried.
President Lacey appointed the following committees; Personnel, Joni Brinkman, chair, Doug Nelson and Ann Teague, Budget, Stan Kilburn, chair, Rhea Parshall and Bill Surbaugh.
Rhea Parshall gave a report from the Carnegie Award committee. This award is given in the spirit of Andrew Carnegie to people who are dedicated to the work of public libraries. This year the committee would like to nominate two winners, Donna Cumberland and Lova Garriott. Doug Nelson made a motion to award the Carnegie Award to Donna Cumberland. Rhea Parshall seconded, carried unanimously. Doug Nelson made a motion to also award the Carnegie Award to Lova Garriott. Rhea Parshall seconded, carried unanimously.
Marcia Murphy gave a report on the Children=s Department. She is very concerned that children are not reading like they should. Anderson Public Library ranks 13th out of 238 libraries in number of programs for children. The Children=s staff are being very aggressive in doing outreach in the community and applying for grants to try to reach parents and children who may not visit the library. Chris Dodge gave a report on the Literacy Department. The Literacy Office has been a part of a pilot program for the Indiana Literacy Foundation for a little over 2 years. Data has been compiled for a state report. The Literacy Program here had 554 students go through the program last year which is only 51 less than Indy Reads (the largest program in the state). This shows how serious the literacy problems are in this county. A bilingual class has been started with over 170 people wanting to register for the 75 spots in the class. These included people in law enforcement, health care and education requesting this service. A grant has been received from United Way to implement a Mobile Literacy Team which will allow Literacy Services to go to the other communities in the county. All the other libraries in the county are very supportive of our program.
Marsha gave her Director=s report with information on all departments. We, in a partnership with North Madison County Public Library, have received a grant from the Madison County Community Foundation. Our part of the grant will purchase 4 wireless computers for the children=s area. Marsha distributed a list of items that have been purchased for the 3rd floor from the operating budget. Sherrill Franklin, Extension Services Manager, will retire June 7th. Steve Merritt has been invited to speak at the Kentucky Bookmobile Conference.
Bill Surbaugh has been asked to bring another item to the board. There is a vacant lot on the southeast corner of 13th and Central. The asking price is $25,000. After discussion, the board asked Marsha to take this under advisement and offer a recommendation.
Chuck Lacey 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 18, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, April 18, 2001, at 4:15 p.m. at the Main Library, 111 East 12th Street, Anderson Indiana 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Stanley Kilburn, Doug Nelson,
Chuck 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
Judy Kratzner, RSVP Director
Michelle Crowe, Community Relations Manager
Others attending: Daniel Davisson
President Chuck Lacey called the meeting to order. He appointed Joni Brinkman as Secretary pro-tem in the absence of Ann Teague.
The first item on the agenda was the approval of the minutes of the meeting held March 21, 2001. A motion was made by Rhea Parshall and seconded by Joni Brinkman to approve these minutes as circulated. Motion carried.
Next was the presentation of the Carnegie Award. This award is given to an individual who is dedicated to public libraries. This year the award was given to two people, Lova Garriott and Donna Cumberland. Lova Garriott left the library money that was added to the library=s endowment with the Madison County Community Foundation. The interest received from this gift will fund an annual library program featuring a nationally known author. Her award was accepted by her attorney, Daniel Davisson. Donna Cumberland was honored for her years of service as a library employee and patron. She retired from the library after 25 years of service and then returned when the Board asked her to fill in as interim Director for a time. Donna has recently moved to Colorado. When she was contacted and told of the award she said she was Asurprised, thrilled and humbled.@ Her award will be sent to her.
Marsha introduced Michelle Crowe, the new Community Relations Manager. She is an avid library user and comes to us from St. Elizabeth=s. She is excited to be part of the APL team.
Chuck asked for brief reports from the Board committees. Joni Brinkman reported that the Personnel Committee will be glad to help with any Personnel items they can. Stan Kilburn reported on the Budget Committee. He handed out copies of this year=s budget and asked members to review it. He also said that the committee members will be meeting before the next Board meeting to discuss parameters and guidelines for this year=s process. Chuck reported that he and Marsha attended the Library Board Governance meeting at the ILF Conference in Indianapolis.
A new claims paid register was distributed. The re-occurring monthly claims were not added to the check register. 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, carried.
Next on the agenda was the approval of the resolution relative to additional appropriation. This will go to the State Board of Tax Commissioners for final approval. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve this resolution. Bill Surbaugh requested a list of all items covered by these funds. Marsha is working on a list of change orders to present at the next meeting. Motion carried.
Marsha gave a report on the renovation project. The 3rd floor is almost completed with the installation of Category 6 cabling, and hooking up the fans in the Friends area. The area of carpet that was stained in the Chief Anderson Room has been patched. Marsha has asked for a 10 year guarantee from Lee=s Carpet on this area. The wrong pattern of carpet was installed in the Board Room. It has been replaced. Marsha is hoping to have the Children=s Department opened again by mid-May. Bixby=s wants to put in a convection oven, a couple of walk-in freezers and 3 sinks in the basement. The library=s costs would include hookup to the sewer and electrical work. Marsha will bring those costs to the Board as soon as possible before we move ahead with the lease.
Tonya gave a report on the library=s use of natural gas. Indiana Gas would be able to put the library on a budget system for around $400 a month. Tonya has not been able to find out any information about a co-op. She even talked to the Indiana Regulatory Commission with no success. Bill Surbaugh suggested she talk to Wayne Dickenson at the Board of Church Extensions to see if he can help. If that doesn=t lead anywhere it was the consensus of the Board not to pursue it further.
Judy Kratzner gave a report on the RSVP program. They are almost through 6 months of the budget and spending is right on target (about 46%). They have received $1500 so far in donations. The Volunteer Celebration in Anderson in Sunday. They are expecting between 500 and 1000 people. Judy is hopeful that the 501C3 status will help to get more sources for funding. She also expressed gratitude that the present Presidential administration is very pro active for volunteerism. She also mentioned that having the Triad meetings at the Extension Building makes the RSVP program more visible. They also have a good relationship with the newspaper. The Directors of the state-wide RSVP programs will be meeting here November 7, 8 and 9.
Marsha gave her Director=s report with information on all departments. The parks department has planted all the new trees along 12th Street. Another candidate for the Reference Librarian position turned us down for a higher paying offer. Marsha also has concerns about the hiring of a new Extension Services Manager when Sherrill Franklin retires in June. So far for the year all materials circulation is up 10%. Rhea Parshall was appointed by the Anderson Community Schools Corporation for another term on the board to end in 2005. Staff Development Day is May 18 and the Board is invited to attend. The library will be closed that day. Stan Kilburn wondered if the addition of more snow gards will be done this summer. That is planned to be done. Bill Surbaugh recommends that we accept the recommendation of Lon Brown Agency and form some sort of a Safety Committee. Some steps have already been taken. All the bookmobile drivers are registered to take a course at a local driving academy. The Insurance Advisory Committee is suppose to get a list of our Workman=s Comp claims for the Board. The Friends wanted Marsha to announce that it is time to renew your memberships with them.
Chuck Lacey 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 5:25 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
MAY 16, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, May 16, 2001, at 4:15 p.m. at the Main Library, 111 East 12th Street, Anderson Indiana 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Stanley Kilburn, Doug Nelson,
Chuck 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
Elaine Mathews, Reference Manager
Jayne Smith, President, Friends of the Library
Others attending: Jim Freeman, Library Attorney
President Chuck Lacey called the meeting to order. He appointed Doug Nelson as Secretary pro-tem in the absence of Ann Teague.
The first item on the agenda was the approval of the minutes of the meetings held April 18, 2001. A motion was made by Doug Nelson and seconded by Bill Surbaugh to approve the minutes of the public hearing for additional appropriation as circulated. Motion carried. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve the minutes of the regular meeting as circulated. 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. Motion to pay the claims carried unanimously.
We have not received our advance draw yet but it should be here any day and no problems with this are anticipated. Chuck Lacey wondered if we have heard any more about our insurance rates. The Insurance Advisory Committee and Aetna are looking at this information.
Next on the agenda was the approval of grades 107-110 salary increases. The library is still having trouble recruiting MLS positions. There are still vacancies in Reference and no applicants left to interview. Marsha pointed out that the average salary for teachers in Anderson is $42,000. Even at the maximum salary level, MLS positions are not that high. As of April 2001 there is $44,094.29 in lapsed salaries. Marsha recommends a 2% increase in salary for grades 107-110 based on their salary rate as of 1/1/01 and to become effective July1 2001. Doug Nelson moved to accept Marsha=s recommendation as presented. Bill Surbaugh seconded. Motion carried.
Jayne Smith gave a Friends of the Library report. The Friends have come a long way since making $15 at their first book sale in 1988. They gave $20,000 to the library in 2000 which makes a total of $108,092.51 given since 1992. At the April book sale this year they sold over 4,000 books. They like the new area on the 3rd floor but there are some concerns that it is not as friendly an atmosphere as the basement area was. They would like to add some of their own touches to the area such as a suggestion box and pictures. Chuck would like to make sure that the relationship between the Friends and the library remains a good one.
Elaine Mathews gave a Powerpoint presentation about the Reference Department. There has been an enormous increase in the number of electronic resources that are now available. Most of the government documents we have in hard copy are now available on-line. The staff will research if it is feasible for APL to remain a depository for them. Net Library is a new service offered to customers which has been funded by a grant through LSTA Technology Funds. It is a collection of reference materials that customers can access from their home PC after they come in to the library to sign up and receive a password. The library has purchased this service, it is not a subscription. This usage can also be tracked for statistical purposes. She also gave a demonstration of Reference USA. Doug Nelson commented that he hopes technology will never replace the use of books.
Marsha gave her Director=s report with information on all departments. We have received two $10,000 grants from the Build Indiana Funds. This money is to be used for technology at Main and at Lapel. State Representative Scott Mellinger recommended APL receive this money. Doug Nelson would like a letter of appreciation sent to Rep. Mellinger. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to accept this money. Motion carried. There have been some problems with stain removal and spotting in the new carpeting. The manufacturer is aware of this and Marsha has been working with them to solve the problem. Sue Wrin retired and her 30 hour Circulation position will be changed to 40 hours. One of the highlights of the month was the Indiana Bookmobile Conference that was held here. Ann Weigand did a wonderful job organizing it and Marcia Murphy was a fabulous keynote speaker. Steve Cooper, Extension Services, won the AFrom the Heart@ award given by the Community Justice Center in appreciation for the excellent service he provides to the correctional facilities in the area. Marsha has some concerns regarding the high rate of turnover with the Circulation pages. These positions only pay $5.36 and hour and she believes this is a contributing factor. Book circulation so far for the year is up 10%. Marsha has received a quote of $44,700 for the renovation that Bixby=s would like to have done in the basement. There are still several items to work out before the lease can be signed. Marsha will give a report at the next meeting. The Board was invited to attend Staff Development Day. Rhea will be there around 10:00 and her, Doug and Chuck will be there for lunch.
Chuck Lacey called for comments from the floor. Hearing none, a motion was made by Doug Nelson 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
JUNE 20, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, June 20, 2001, at 4:15 p.m. at the Lapel Branch Library, 610 Main Street, Lapel Indiana 46051.
Trustees present: Bill Surbaugh,
Rhea Parshall, Stanley Kilburn, Doug Nelson,
Chuck Lacey, Joni Brinkman
Trustees absent: Ann Teague
Staff attending: Marsha Grove, Director
Sarah Later, Assistant Director
Becky Gremes, CAST
Tonya Carman, Business Office Manager
Nancy Lee, Lapel Branch Manager
Frank Lucas, Computer Services Manager
Marcia Murphy, Children=s Department Manager
Others attending: Mike Montgomery and Debra Sparks, K R Montgomery and Associates
President Chuck Lacey called the meeting to order. He appointed Bill Surbaugh as Secretary pro-tem in the absence of Ann Teague.
The first item on the agenda was the approval of the minutes of the meetings held May 16, 2001. A motion was made by Bill Surbaugh and seconded by Stan Kilburn to approve these minutes. Doug Nelson would like the last sentence of the first paragraph on page 2 to be clarified. He hopes that the entire reference process is not made to be electronic. Certain types of reference tools are only found in hard copy and people should have an appreciation of how to look things up in print as well. Motion to approve the minutes as corrected carried.
Rhea Parshall stated that she has examined the bills and found them to be in order subject to an outside audit. Bill Surbaugh made a motion to accept these claims for payment. Doug Nelson seconded. Bill Surbaugh questioned the replacement checks and Tonya explained they were approved at the May meeting and this is correcting the duplicate checks. Bill Surbaugh asked about the bills for separate cleaning services. Marsha explained that the people who clean the library will not clean on Saturday night so another service cleans here then. Stan Kilburn questioned the $2500 for plastic bags. These are the bags used at the Circulation Desk for customers to put checked out items in. We order in a large enough quantity to last about 1 2 years. Chuck Lacey asked about the 2 listings for payment of utility bills. Tonya explained that some of the bills arrive in time to be paid through the regular check cycle and some arrive that are due before the deadline. The latter ones have been authorized to be paid between board meetings so we don=t pay a late fee. Bill Surbaugh questioned the check to HP Products. He wonders why we order so much in cleaning supplies if we have a cleaning service. This bill also includes the paper products for the library such as paper towels, toilet tissue, and hand soap for the public rest rooms. Motion to pay the claims carried unanimously.
President Lacey changed the order of the agenda. The next item was the approval of the renovation updates. Marsha feels we are failing the children of the community as shown by the low SAT and ISTEP scores. She wants to entice more children into using the children=s department. She wants the entrance to the department special so customers will want to visit the 2nd floor. Debra Sparks spoke about the design for the children=s department entrance. She explained the design and showed the materials that would be used if approved. The cost of the project is $23,558. This does not include the cost of the GoBo light which projects images on the floor. There was discussion of the plans. Chuck stated he feels the direction Marsha wishes to go with this is correct.
Stan reported that the Budget Committee met with Marsha and two staff members. Marsha gave them a report on the amount of funds necessary for next year. The committee gave Marsha a percentage to work with and asked her to report back to the committee before the July meeting. The Personnel Committee met with Marsha and she presented personnel needs to them. The committee will take this information under advisement and meet again before the July board meeting.
Public discussion of the Children=s Internet Protection Act was led by Frank Lucas. He explained what the Act is and possible effects on the library if this act is upheld. It is currently being challenged in District Court. Staff have investigated different filters and made a recommendation to Administration. Some of these filters go by web site and some go by words or content and there are ways around any of them. By discussing this at a public meeting we are in compliance and will be eligible to receive E-rate funds for year 4, July 2001-June 2002. A handout was given to Trustees. President Lacey asked for comments from the public. There were none.
Next was the approval to move forward with the Bixby=s lease. Marsha went over the changes that Bixby=s has requested. They have requested some equipment space in the basement. There is a room (about 850 square feet) that was originally built for restrooms which could be used and kept locked when not in use. They have also requested to open at 7am. Only this area and not the library proper would be open. A member of the Circulation staff would have to be here so customers could check out new books. Marsha doesn=t foresee a security problem. There will be no additional cost for staff time. There are a few more changes they would like to make in the lease. After some discussion Chuck asked the board members to review the latest copy of this proposed lease and submit all suggestions to Marsha. She will then give these comments to Jim Freeman who will communicate with the lawyers from Bixby=s.
Rhea Parshall made a motion to approve closing the library on Friday, May 17 2002 for Staff Development Day. Joni Brinkman seconded, carried.
A motion was made by Joni Brinkman and seconded by Doug Nelson to transfer 20 sections of 36"wide shelving to the Boy Scouts. This is old shelving from Lapel that is stored in the basement. Motion carried.
Next on the agenda was the approval to discontinue the circulation of art prints. They only circulate at an average of 79 prints per month. The library currently owns 224 prints. If circulation is discontinued, some of them would be hung in staff areas and the rest would be given to the Friends to sell. Chuck wondered if it would be better to have an auction to sell them. A motion was made by Bill Surbaugh to approve Marsha=s recommendation to cease the circulation of art prints and the Board will wait on her recommendation as to what to do with them. Rhea Parshall seconded the motion. Doug wondered if the Fine Arts Center could possibly circulate them so they would still be available to the public. The vote was taken. Doug Nelson abstained from voting. Motion carried.
Mike Montgomery talked about the plans to make improvements to the basement for use by Bixby=s. The first quote has come in at $44,000. Mike feels that enough changes have been made in the plans to bring the cost down to around $25,000. A motion was made by Bill Surbaugh and seconded by Doug Nelson to give Marsha permission to move forward with lease negotiations and then communicate with the Board. Motion carried.
Marsha handed out copies of the letter that Mike Montgomery sent to Eden=s concerning the problems with the carpet. He has not had a response from them.
Marsha asked for $23,558 in additional appropriations to do the entry to the Children=s Department. She gave the Board a handout explaining the funds we have spent so far, how much we have left to pay out, other additional appropriations, and remaining funds. Bill Surbaugh asked what future amounts Marsha would be asking for. There will be the $25,000 for the kitchen. Bill asked if she would need other funds. Marsha said she wanted to talk about furniture on the 1st floor but would wait since the meeting was running so long. Bill said the Board needed to know everything that was needed. Marsha distributed a handout explaining what was needed for new upholstery and new furniture. The total cost for this would be $149,897. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve the $18,197 for new upholstery and defer the rest of the request to another meeting. He amended his motion to include the $23,558 for the Children=s entrance. Doug wondered if the $4,000 for the GoBo light could be donated by a group or someone in the community. The motion was carried by majority with Stan Kilburn opposing.
Nancy Lee gave out a report on the Lapel Branch. Marsha commended the staff at Lapel for doing such a wonderful job to make the branch very important in that community. Doug stated that the outside appearance of the building is great.
Marsha gave her Director=s report with information on all departments. She thanked the Board for all their support. We will receive $20,755 in PLAC money this year which will go into the operating balance. Marcia has received word that her grant to the Indiana Arts Commission for a storytelling festival in August was approved. We hope to tie this in with the grand opening of the Children=s Department. Library staff gave input along with ACS and Family Network Agency into a 21st Century Grant application that was approved. The total amount of this three year grant is $1,744,805 and it will be spread over several agencies for after school centers at Morgan-Fenner, Westvale and Robinson schools. There will be several library staff helping to implement this grant.
Chuck Lacey called for comments from the floor. Marcia Murphy thanked the trustees for their support. Bill Surbaugh would like a report from the Insurance Committee regarding proposed health insurance increases for next year=s budget. He would like for the increase to not exceed 3% instead of 16% with a recommendation on how we could make that happen. A motion was made Bill Surbaugh and seconded by Rhea Parshall to adjourn. The meeting was adjourned at 6:20 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
JULY 18, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, July 18, 2001, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson Indiana 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Stanley Kilburn, Doug Nelson,
Chuck Lacey, Joni Brinkman, Ann Teague
Staff attending: Marsha Grove, Director
Sarah Later, Assistant Director
Tonya Carman, Business Office Manager
Lova Gay, Recording Secretary
Linda Funk, Human Resources
Alice Milley, Technical Services Manager
Others attending: Jim Freeman, Library Attorney
Ken de la Bastide, Anderson Herald Bulletin
President Chuck Lacey called the public hearing for additional appropriation to order. The total for this is $41,755 which is for the entry way to the Children=s Department and re-upholstery of furniture on the 1st floor. There are 378 pieces of furniture to be done. Mr. Lacey asked for comments from the Board. He then asked for comments from the floor. Being none a motion was made by Rhea Parshall and seconded by Bill Surbaugh to adjourn the public meeting. Meeting was adjourned at 4:20 p.m.
President Lacey then called the regular meeting to order. The first item on the agenda was the approval of the minutes of the meetings held June 20, 2001. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve these minutes. Chuck Lacey made a comment at this meeting that he thought it would be greater than a 2 year pay off for the Bixby lease. He would like this included in the minutes. Motion to approve the minutes with the additional comment added 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. Doug Nelson seconded. Chuck Lacey noticed that the payment to Baker and Taylor this month was considerably less. Marsha said it was probably just the way the invoicing fell during this cycle. Motion to pay the claims carried unanimously.
The next item was the approval of the resolution of the additional appropriation discussed in the public hearing. Bill Surbaugh made a motion to adopt this additional appropriation. Doug Nelson seconded, motion carried.
The approval of the lease with Bixby=s was next on the agenda. Marsha explained that there are a few changes to the lease that Bixby=s would like to have make. These include opening at 7 a.m. Monday through Friday, a clarification on food items to be prepared off site, they want Ajust cause@ defined as being in violation of any applicable Board of Health regulations, and they would like to extend the lease to 7 years instead of 5 years. Jim Freeman pointed out that this would not be a lease with ABixby=s@ but with a different entity and he recommends we make sure that entity is in existence before the lease is signed. Joni Brinkman wondered if they had financial statements that the Board could review. Jim Freeman said if they are willing to invest $170,000 they would have financial papers to be able to borrow money. The Board wondered if this lease needed to be approved at this meeting. Marsha stated that Eden Construction is going to start the work on the first floor July 30. Stan Kilburn voiced his concerns about the changes that have been made since this idea all started a year ago concerning going from a profit making effort to one that is going to cost the library dollars. Bill Surbaugh said he shared Stan=s concerns but he thinks this would be good for our library and good for the community. Doug Nelson said he thought by providing the café we were offering the people of the community an opportunity to gather and talk which in turn will stimulate the community. Joni Brinkman voiced her concern because it has changed so much from the original idea but she still supports the café. Rhea Parshall is also cautious but she reminded the Board of all the successes the library has had and what a wonderful place it is. She said we should keep a positive attitude. A motion was made by Doug Nelson and seconded by Rhea Parshall to approve the contract as amended. Bill Surbaugh expressed his appreciation of all the discussion the Board, Marsha and the staff have had. Jim Freeman also complimented Marsha for being the person who has dealt with all these issues and doing a very professional job of it. The vote was taken with 5 yes and 1 no. President Lacey abstained from voting. Motion to accept the lease carried. Ken de la Bastide asked for clarification of the $150 a month and the 5% of the profits. He also commented that he thought it was a great move for the library and the town.
The next item of business was the approval to advertise the 2002 budget. Stan Kilburn, as chair of the budget committee, thanked Marsha and her staff, Bill Surbaugh and Rhea Parshall for working out this budget and stated that the committee highly recommends the Board adopt it. The current library tax rate is 53.5 cents plus the 4 cent capital projects tax. The proposed budget would be a tax rate of 55.1 cents plus the 4 cent capital projects tax. This is a 1.6 cent or 3% raise. This would result in a $4,298,000 budget. Marsha thinks this is a good budget but she has concerns in one area. This is the increase from 10% to 15% co-pay for staff=s health insurance cost. Tonya Carman handed out the report calculating the library=s health insurance costs over the last 10 years. Marsha stated that some staff could realize an annual increase in their salary of as little as $15.86 after the insurance increase. This would vary depending on job grade and type of insurance coverage they carry. Bill Surbaugh commented that the library now pays an average of $4,895 per year per employee for health insurance and the staff member pays only $543. He feels that the Board has not addressed the health cost issue for several years and it cannot be put off any longer. The increase from the library paying 90% instead of 75% of the premium was only temporary. This budget also includes an increase of 14% to the book budget. Bill Surbaugh made a motion to advertise the proposed levy for 2002 of $2,983,880 with a budget of $4,298,000. Joni Brinkman seconded, motion carried. Stan Kilburn mentioned that he thought the Board as a whole should take any repercussions from the staff regarding the increase in health insurance costs and not Marsha. Joni also would like to see a plan for a wellness program presented.
At this time Stan Kilburn had to leave the meeting. He stated that he sometimes votes differently from the rest of the Board because he represents a small community that may have different desires than the rest of the district.
Marsha would like approval to advertise for an additional appropriation of $148,050 for basement renovation, computer task chairs, tables, teen seating, computer carrels and desks. Due to the renovation schedule, Bill Surbaugh would like to see the $25,000 advertised for the basement renovation and the rest of it advertised at a later date. After much discussion about the amount of the operating balance and spending from it, the Board
asked Marsha to put this list in priority order. That would be; the basement renovation, the computer task chairs, CTC tables, the teen seating, the computer carrels and then the desk systems. Joni Brinkman made a motion to approve for advertising an additional appropriation for all of the above items except for the desk systems at a total of $66,050. Doug Nelson seconded, motion carried. Joni Brinkman made a motion to revisit the remaining amount of $82,000 for the desk/panel systems in March 2002. Bill Surbaugh seconded, motion carried.
Due to the length of this meeting the agenda has been shortened. Sarah Later and Alice Milley will give their reports at the meeting in August.
Marsha gave a very short Director=s report. She mentioned that the AV items will be moved to the center area of the Reference Department. She also mentioned that the Telecirc voice will be changed to a new system August 30. Doug Nelson would like a follow-up report on Internet filtering at the next meeting.
Chuck Lacey called for comments from the floor. Being none, a motion was made by Bill Surbaugh and seconded by Joni Brinkman to adjourn. The meeting was adjourned at 6:20 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
AUGUST 15, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library held their regular monthly meeting Wednesday, August 15, 2001, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson Indiana 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Stanley Kilburn, Doug Nelson,
Chuck Lacey, Joni Brinkman, Ann Teague
Staff attending: Marsha Grove, Director
Sarah Later, Assistant Director
Tonya Carman, Business Office Manager
Lova Gay, Recording Secretary
Linda Funk, Human Resources Manager
Alice Milley, Technical Services Manager
Others attending: Jim Freeman, Library Attorney
Bill Bercik, Flashback=s
President Chuck Lacey called the meeting to order. He said he had two items of a committee nature to add to the agenda under other action items.
The first item on the agenda is the approval of the minutes of the meeting held July 18, 2001. A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve the minutes 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 approve these claims for payment. Joni Brinkman seconded. There were no comments on the claims. Motion to pay the bills carried unanimously. Doug Nelson said he noticed on the appropriations report we were getting very close to 100% in some areas and over 100% in some areas. He mentioned having interest to pay on a loan and not having money in that line item. Marsha said she anticipates having to pay around $15,000 and she would propose using lapsed salaries and transfer that into the interest for temporary loans line when we do transfers in December. Doug wanted to know if there would be enough in lapsed salaries. Marsha is sure there will be. There was some discussion about how much we have already planned on spending out of lapsed salaries. The printing and advertising line is the cost of advertising for jobs. Marsha mentioned that it has been a real struggle with the budget because of renovation. But she assured the board that we will not go over budget. Doug was also wondering about the property tax revenue. Marsha said when the Auditor reported that the assessed valuation had been decreased for 2002 they said that the December payment was also reduced. Bill Surbaugh suggested we plan the budget on the remainder of the money to be received. Tonya said they will start out Form 2 that way next year. Bill Surbaugh suggested Marsha make a report on what she expects lapsed salaries to be and a list of additional appropriations already approved. If the appropriations exceed the lapsed salaries he would like a recommendation for adjustments of the budget items in the current budget so we will have money to pay the interest on the loan. Doug Nelson asked if the Auditor was still here. He plans on finishing this week.
A motion was made by Doug Nelson and seconded by Bill Surbaugh to adopt the resolution for additional appropriations as discussed in the public hearing. Bill Surbaugh urged the Board to adopt this resolution. He said he would then make a companion resolution that won=t conflict because this allows us to go forward with the red tape. A vote was taken. Joni Brinkman, Rhea Parshall, Doug Nelson and Bill Surbaugh voted Aye, Stan Kilburn voted Nay and Ann Teague abstained from voting. Motion passed by majority. Bill Surbaugh moved that no funds be spent from this additional appropriation without the Board=s future authorization and that they re-look at both of these specific issues addressed here. This gives the opportunity for the negotiation with Bixby=s to proceed. Doug seconded this motion. He said he understood about the $25,000 for the basement but what was the intent for the rest of the money? Bill said he would like for Marsha to look again at that budget so we can purchase the most economical selections possible and to make a recommendation at the next meeting. Joni Brinkman asked Jim
Freeman where we stand legally with the lease. He said it has been put on hold as of last month=s meeting. President Lacey reminded the Board that there is a motion on the floor. Doug Nelson wasn=t sure what the intent of the motion was. Bill said it is to have Marsha make a recommendation on furniture that is the most economical, appropriate, best stability and durability. Marsha said she feels that shows a lack of trust the Board has in her. Mr. Lacey said he thought it showed that the Board is sensitive to the financial problem that is nibbling away at us. He said the Board is responsible for the financial end of the library and they have to in some cases be responsible for how you get there. Joni Brinkaman said they have been doing that all along and Marsha has always stayed in the budget. Marsha asked what the budgetary problems are. She fully intends to stay within the budget and she feels her judgement is now being questioned. Bill Surbaugh said his motion was not meant to do that at all. He just wants the Board to be very aware of the operating balance and the amount of additional appropriations being approved. Bill Surbaugh withdrew his motion and Doug Nelson withdrew his second.
President Lacey would like to see the Insurance Advisory Committee changed from 3 to 5 members with the 2 new members chosen from the library board. Rhea asked why he thought this was necessary. He said there are many questions regarding insurance matters and the board should be represented on that committee. Rhea Parshall made a motion to increase the number of members on the Insurance Advisory Committee from 3 to 5. The motion was seconded by Joni Brinkman. Mr. Lacey stated that the 2 members from the board should act as a liaison from that committee and report to the board as a whole. Motion carried. President Lacey appointed Joni Brinkman and Bill Surbaugh to that committee.
The library board café committee has been named. They are Joni Brinkman, chair, Stan Kilburn and Rhea Parshall. Joni has met with Marsha and the committee plans on having 3 meetings before the September board meeting. This will include meeting with downtown restaurant owners and also with the owners of Bixby=s. Doug Nelson stated he has received calls in favor of the café.
Sarah Later touched on some of the highlights of the 6 months accomplishments of the 5 year plan. Reference has conducted over their goal in public training sessions, Children=s has reached over 100% of their goals in all programming, and the Indiana Room has achieved 142% of their goal in family history classes. The library has done very well in receiving grants that we have applied for. Doug Nelson commented that he thinks these figures are very impressive. He has never worked with an organization that takes a strategic plan and actually implements it and keeps track of where they stand. Bill Surbaugh wondered what role the library will play in the 4.8 million dollar Cape Grant the county received. Marsha said she was involved up to a certain point and then she was unsure of the final plans. She has not heard any further plans for the money.
Alice Milley gave a report on the Technical Services Department. They are working hard in keeping current with technology. They have seen the new Horizon product which is Windows based instead of text based. Doug Nelson asked if the consortium is still on the table. There seems to be a lot of turf problems and we also need to think about the cost of telecommunications. Bill Surbaugh thinks we should again talk with the Directors and the Boards of other facilities about joining together. We still have some time before the change has to be made but our circulation figures are much larger than expected when the Dynix system was purchased. Other vendors will be contacted also. The Board feels we should continue with this effort.
Marsha gave her Director=s report with information on all departments. The Auditor is still here auditing 1998, 1999 and 2000. He commended Tonya on how well she is doing her job. The State has opened its health insurance plan to other government employees. Tonya completed a preliminary information sheet on library employees to send to them. The State is suppose to have rates back to us by Sept. 17. There have been 2 new Reference Librarians hired, Erik Estep and Rex Jones.
A motion was made by Rhea Parshall and seconded by Bill Surbaugh. Meeting adjourned at 6:00 pm.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
SEPTEMBER 19, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library held their regular monthly meeting Wednesday, September 19, 2001, at 4:15 p.m. in the Miami Room of the Main Library, 111 East 12th Street, Anderson Indiana 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Chuck Lacey, Joni Brinkman,
Ann Teague, Doug Nelson
Trustees absent: Stan Kilburn
Staff attending: Marsha Grove, Director
Sarah Later, Assistant Director
Tonya Carman, Business Office Manager
Lova Gay, Recording Secretary
Linda Funk, Human Resources Manager
Melanie Johnson, Extension Services Mgr
Marcia Murphy, Children=s Manager
Michelle Crowe, Community Relations Mgr
Becky Gremes, CAST
Rex Jones, Reference Services
Erik Estep, Reference Services
Sharon Griffith, Reference Services
Others attending: Jim Freeman, Library Attorney
Jackie Gentry, Toast
Susan Mak, Golden House
Perry Knox, Rax
Ken de la Bastide, Herald Bulletin
Debra Sparks, Montgomery and Associates
President Chuck Lacey called the meeting to order. Marsha introduced the new staff members that were present; Melanie Johnson, Extension Services Manager; Rex Jones, Erik Estep and Sharon Griffth, Reference Services.
The first item on the agenda was the approval of the minutes of the meetings held in August. A motion was made by Doug Nelson and seconded by Bill Surbaugh to approve the minutes of the special public meeting held on August. Motion carried. A motion was made by Doug Nelson and seconded by Bill Surbaugh to approve the minutes of the public hearing on the 2002 budget held August 15, 2001. Motion carried. A motion was made by Bill Surbaugh and seconded by Rhea Parshall to approve the minutes of the public hearing on the additional appropriation held August 15, 2001. Motion carried. A motion was made by Doug Nelson and seconded by Bill Surbaugh to approve the minutes of the regular board meeting held August 15, 2001. 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 approve these claims for payment. Bill Surbaugh seconded. There were no comments on the claims. Motion to pay the bills carried unanimously.
Bill Surbaugh gave a report from the Budget Committee on the 2002 budget. The committee has met since the last meeting and they have asked Marsha to look at alternative cuts to be made to the budget because of the decrease in assessed valuation. The committee also would like to keep the tax rate at 59.1 cents (19.7 with the new formula). The proposed cut of $68,000 to the books and materials budget will be replenished as lapsed salaries occur and the money becomes available. A quarterly report on lapsed salaries and transfer of funds should be made to the Board. Transfer of funds require board action and a report is sent to the State. Bill Surbaugh made a motion to accept a budget for 2002 of $4,229,941with a tax rate of 19.7 cents. Rhea Parshall seconded. The motion to approve the 2002 budget passed unanimously. Bill Surbaugh then gave a report on the 2002 LIRF budget. It is recommended to leave $3.00 in this fund so it can remain open for future transfers into it. A motion was made by Bill Surbaugh and seconded by Doug Nelson to approve the 2002 LIRF budget of $3.00. Motion carried unanimously.
The Insurance Advisory Committee Charter has been revised to include the addition of 2 members of the library board. A motion was made by Doug Nelson and seconded by Rhea Parshall to approve this revised charter. Motion carried.
The next item on the agenda was the Café Committee report. Joni Brinkman, as chair of this committee, gave a report. She said the goal of the committee was to come up with the best solution for the library and the community as a whole. The Café Committee believes the following six things; 1) there is a monetary advantage to having a café in the library and the library is not subsidizing the café 2) a café would establish a community gathering place for library customers to exchange ideas in a warn environment 3) a library survey showed that 83% of library customers approve of a café 4) the proposed leaser has a proven track record and has met all requirements of the board and the regulatory agencies 5) competition to other downtown restaurants is minimal because of no outside signage, no catering outside of the library and having a restricted menu and 6) the café goals and plans do not conflict with the goals of the Anderson Urban Enterprise Zone. There have been some changes made to the original proposed lease. They are 1) lease changed from 7 years to 5 years 2) the rent will be $2,000 per month plus 1% of the gross sales over $480,000 3) the tenant will advance the library up to $25,000 for the renovation of kitchen facilities in the basement. The library will repay this at $5,000 per year from lease payments interest free 4) the tenant will pay for trash pickup anything over the once a week pickup currently being used 5) café personnel will remove all trash from the café area at all times 6) tenant will pay for the cleaning of the grease trap at least quarterly or more often if needed 7) there will be no catering allowed outside the library. Joni said the café committee has every reason to believe that the $25,000 spent by the library will be recovered with the first two years the café is in operation. Joni Brinkman stated that the committee spent between 30 and 40 hours on this project. She made a motion that the Board accept the report of the Café Committee. Rhea Parshall seconded. The motion was carried unanimously. Joni Brinkman made a motion to accept the changes to the lease agreement. Rhea Parshall seconded the motion. President Lacey opened the meeting to comments from the floor, limited to 4 people. Ken de la Bastide asked about the delivery/catering issue. They will not be able to cater outside of the library and the library would rather they did not do deliveries. However, they are currently delivering downtown from their 3rd Street location. Ken also wondered if Bixby=s has approved these changes. Yes, they have. Perry Knox from Rax wanted to know if there will be a change in the amount of rent if Bixby=s business is not good. Jim Freeman said Bixby=s could always ask to re-negotiate that amount but he also stressed that library funds would not be used. The only expense to the library will be $6,355 annually for utilities and insurance. Mr. Knox submitted 1,369 signatures from taxpayers who do not want a restaurant funded by taxpayers money. He stated that this was the only concern and not that they oppose the competition. The opening date of the café is unknown because renovation in that area has been held up in that area until the lease was approved. Mr. Knox also expressed his opinion that as a taxpayer he feels the new lease is a lot more fair and is not being subsidized by taxpayer money. As a restaurant owner he is upset because he feels all the downtown restaurants will lose sales. Susan Mak also feels it will eventually effect her business also. Jackie Gentry does not feel that the library will ever see the 1% income from the café. She asked what would happen if Bixby=s wanted out of the lease. Jim Freeman stated that they would be responsible for the $2000 monthly rent until a new business takes over. This process would all be done before the Board in a public meeting. President Lacey expressed thanks to the restaurant owners for their interest and participation in this process. The vote was taken to approve the lease agreement as changed. The vote was taken with Chuck Lacey, Bill Surbaugh, Rhea Parshall, Joni Brinkman, Doug Nelson voting yes and Ann Teague voting no. The motion carried. The lease will proceed. Bill Surbaugh said he had been asked by Stan Kilburn to let the Board know that even in spite of the changes made to the lease he still feels that he represents Stony Creek Township and if he were here he would have voted no to the motion.
Marsha presented a report on the circulation statistics and the expenses of the bookmobiles. She proposes that the library take the 1990 Farber Community Bookmobile off the road. There has been steadily declining circulation statistics at the community stops. It also has the highest repair cost. She does not propose discontinuing the service. The community stops can be done from the newer Outreach truck. This truck is only used for stops in the daytime and all the community stops are in the late afternoon and evening. Marsha would like some direction from the Board on how to dispose of the truck. All of the materials from the Extension building (except for jail service materials) have been brought over to the main building. Marsha would also advocate moving all the staff downstairs and closing off the upstairs of the building which would save about $300 a month on utilities. She would like to implement these things by the end of October. The board also wondered how service could be provided if one of the trucks was down for repair. The school bookmobile could be used in the evening for community stops and the RSVP van could be used for Outreach services during the day if needed. Rhea voiced concerns about the selections on the trucks to be limited. The only decrease in selections would be on the Outreach truck. Jim Freeman also mentioned that we need to check the insurance on the Extension building as things might change if part of it is empty. Bill Surbaugh would like for Marsha to evaluate and make recommendations on what to do with the bookmobile including Amothballing@ it. He also thinks we would be alright on the insurance coverage for the building because it is still occupied. There will be no personnel reduction as a result of these changes. Marsha has concerns about the school bookmobile services. She would like to meet with Dr. Long, the new superintendent about these issues. While Marsha feels that the schools should have their own libraries she feels the STAR express bags help meet their needs. Doug Nelson made a motion to accept Marsha=s recommendation to remove the community bookmobile from service. Ann Teague seconded, motion carried unanimously. It was also the consensus of the Board to close the upstairs of the Extension building.
Marsha gave her Director=s report with information on all departments. Renovation is progressing very well. The north side of the building should be done by early November and the entire project finished by the end of the year. There is still some contingency money left. Children=s circulation is up 33% so far for the year. Community Relations has purchased a new web address for the library; andersonlibrary.net. Michelle Crowe is planning a AMurder at the Library@ for October 29. She has also made plans for author Judith Viorst to be here on April 16, 2002. Jeanetta Graham has transferred to Extension Services from Circulation. Jerry Beeman obtained an energy rebate for $827 from Cenergy. Doug Nelson asked if we have any problems lately with flooding. The door in the old smoker=s lounge has been bricked up and a window will be installed in that area. Bill Surbaugh asked Marsha to prepare monthly (or when appropriate) a progress report on the automation consortium.
President Lacey asked for comments from the floor. Being none, a motion was made by Bill Surbaugh and seconded by Rhea Parshall to adjourn. Meeting adjourned at 5:55 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
OCTOBER 24, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library held their regular monthly meeting Wednesday, October 24, 2001, at 4:15 p.m. in the Board Room of the Main Library, 111 East 12th Street, Anderson Indiana 46016.
Trustees present: Bill Surbaugh, Rhea Parshall, Chuck Lacey, Joni Brinkman,
Doug Nelson, Ann Teague
Trustees absent: Stan Kilburn
Staff attending: Marsha Grove, Director
Sarah Later, Assistant Director
Tonya Carman, Business Office Manager
Lova Gay, Recording Secretary
Melanie Johnson, Extension Services Mgr
Beth Oljace, Indiana Room Manager
Others attending: Jim Freeman, Library Attorney
Debra Sparks, Montgomery and Associates
President Chuck Lacey called the meeting to order. Chuck introduced and welcomed visitors to the meeting, 4 students from Anderson University Social Work program visiting for class credit.
Chuck presented and read a letter from Board Member Stan Kilbun concerning his absences. The letter is summarized as follows: Stan thanked everyone for cards and flowers and expressed disappointment for not being able to attend café committee meetings. He felt everyone did a good job in resolving the issue and thanked fellow committee members. Chuck reported that Stan is at home recuperating from recent surgery. Other members expressed their concern.
The first item on the agenda was the approval of the minutes of the meetings held September 19. A motion was made by Bill Surbaugh and seconded by Doug Nelson to approve the minutes. 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 approve these claims for payment. Bill Surbaugh seconded. Comments on the claims: Bill Surbaugh questioned the $300 postage due. Tonya explained it was replenishment of the bulk mail account, Marsha added the funds help mail the At A Glance to 4,000 people. Chuck commented that At A Glance is done well. Bill Surbaugh questions claims 24012 VC Data Maintenance and 24101Pitney Bowes. Concerned with length of contacts and obligations. Marsha explains that Pitney Bowes is ending at the end of the year.
AT THIS POINT THE BOARD MEETING WAS MOVED TO THE BASEMENT DUE TO A TORNADO WARNING.
Motion to pay the bills carried.
Rhea Parshall motioned for an advance draw of 2002 tax funds. Doug Nelson seconded. Motion carried unanimously.
Bill Surbaugh questioned the how the salary schedule is applied to the split pay period at the end of the year. Tonya Carmen explained a prorating procedure of paying 2001days at that salary and 2002 days at the new salary. Surbaugh motioned to adopt this system and Joni Brinkman seconded. Motion carried.
Next agenda item approval of 2002 Holiday Schedule. Rhea Parshall motioned to approve the 2002 Holiday Schedule, Bill Surbaugh seconded. Motion carried unanimously.
The minutes from the September 19 Executive Session were reviewed. Doug Nelson motioned to approve the minutes of the meeting. Bill Surbaugh seconded. Motion carried.
By consensus, Board of Trustees agreed to send a letter of condolence to Jan Slattery.
Beth Oljace, Manager of the Indiana Room presented an overview of the services of her department. Highlights include working toward a grant to complete the black history project, Carl Erskine program, burial database of more than 80,000 names. 16,000 items in the Indiana Room.
Marsha gave her Director=s report with information on all departments. She attended the ILF Leadership and Legislative Workshop during the last two days. Children=s book prices are going up and fewer schools actually have a school librarian. An ILF task force for the Legislative Committee is researching other ways to fund libraries. A surplus in County Option Income tax funds will result in $422,000 in extra payments for APL in 2002. The Board would have to make an additional appropriation to expend the money. Marsha and Sarah were the only attendees at the meeting of the State Board of Tax Commissioners library budget public hearings. It is another step in approval of the library=s 2002 budget. The renovation project is progressing well. A new project manger (the third one) is now in place. Rick Rice is back as the onsite supervisor. All of the changes in project managers has caused hold-ups, Eden=s is expected to keep the job on schedule. The drive up window is still leaking when it rains hard. This has leaked for years and will be taken care of with a replacement of flashing and caulk. Extra prep to the floor in AV is needed due to glue build up, costing an extra $1,500. Joni Brinkman asked for an update on Bixby=s. Marsha reports that due to Richard Gould=s health problems and other issues, Bixby=s may not be progressing as quickly as we might like. They have suggested that they bring in their own contractors to create the kitchen area in the basement. The false ceiling was left in place in the Carnegie Room on the first floor. Bill Surbaugh is concerned about this and would like it to be checked on for fire code. Bill Surbaugh asked about the automation collaboration. Marsha reports that LSTA grants present an opportunity to share a circulation system with three libraries and get a $30,000 grant. Muncie, Tipton and Marion and her targets. Others suggest Newcastle. Doug Nelson asked what we get for the $40,000 we spend with INCOLSA each year. Board will send letter asking commissioners to reappoint Bill Surbaugh to another term. A letter will also be sent to Anderson Community Schools asking for a new board member because Doug Nelson=s term is expiring and may not be renewed. Names were suggested for replacement: Pauth Muething and Jim Stuart. Lova announced that Murder @ the Library will be held Monday, Oct. 29 and has 100 people registered and 100 more have been turned. National Speaker Elliot Engel will visit the library on Dec. 2 at 2 p.m.
Joni Brinkman is not able to attend the November board meeting. The November meeting will be held on Nov. 14. This is a week early from the usual date.
President Lacey asked for comments from the floor. Being none, a motion was made by Rhea Parshal and seconded by Doug Nelson to adjourn. Meeting 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 14,2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday, November 14, 200 1, at 4:15 p.m. at the Main Library, 111 East 12th Street, Anderson, IN 46016.
Trustees present:
Bill Surbaugh, Chuck Lacey, Stan Kilburn, Rhea Parshall, Doug Nelson
Trustees absent:
Joni Brinkman, Ann Teague
Staff attending: Marsha Grove, Director; Sarah Later, Assistant Director;
Tonya Carman, Business Office Manager; Frank Lucas, Computer Services Manager;
Dave Coburn, Security Manager;
Others attending: Jim Freeman, Library Attorney
President Chuck Lacey called the meeting to order. Bill Surbaugh was appointed Secretary Pro Tem. Stan was welcomed back.
The first item on the agenda was the approval of the minutes of the meeting held October 24. A motion was made by Rhea Parshall and seconded by Stan Kilburn to approve the minutes. Motion carried.
Chuck Lacey added a resolution to the agenda for the Executive Session held October 24. Doug Nelson made the motion and Bill Surbaugh seconded. Motion carried.
Chuck Lacey announced that an Executive Session had been called and would immediately follow the regular meeting.
Rhea Parshall has examined the bills and found them to be in order subject to an outside audit and made a motion to approve these claims for payment. Doug Nelson seconded. Comments on the claims: Bill Surbaugh questioned claim 24181 to epixtech. Marsha explained it was the annual maintenance contract for our automation system. Bill also questioned 2416 for bags. Marsha explained
these were used at circulation and that we had to order more because of our increase in circulation. Doug asked about the increase in workers compensation. Tonya explained this was based on our experience.
Motion to pay the bills passed unanimously.
Bill Surbaugh made a motion that we adopt a resolution to approve borrowing money from the Indiana Bond Bank next year if necessary. Rhea seconded and the motion passed unanimously.
Bill Surbaugh asked that the staff recommend charges for computer classes for customers without library cards.
Sarah Later reviewed the 5 year plan covering years 2002-2006. Doug Nelson suggested we add an objective stating we would assist area economic development groups with their information needs. Bill made a motion that the 5 year plan be approved with the one modification. Doug made the second and the motion passed.
Sarah Later reviewed the Technology Plan. Marsha stated that the Technology Plan must be filed with the State Library by the end of the year. Bill Surbaugh asked if running a TI to Lapel was cost effective. Discussion followed. Bill Surbaugh made a motion that the Technology Plan be approved. Rhea made the second and the motion passed.
Tonya Carman reviewed the current retiree health insurance plan and suggested it be revised since current staff members will be paying a larger share of their insurance starting January 1, 2002. She gave the Board a handout of possible options. Bill Surbaugh suggested a step increase depending on years of service. Staff will make a recommendation at the December meeting and then the Board will
give feedback to the Insurance Committee members for the January meeting of the Insurance Advisory Committee.
Marsha gave the Maintenance report for Jerry Beeman. Highlights include getting the snow spikes replaced, moving children's and AV furniture for renovation, installation of the water softener, organizing the basement, and retrofitting the bulbs in the children's and old microfilm area.
Dave Coburn gave the Security report. Highlights include ACT and emergency trainings for staff, replacing radios with a cell phone, and not having any security problems since 3rd floor opened in March.
Marsha talked about the increase in circulation during her Director's report. She emphasized how proud she is of the staff. She told the Board we would circulate more than a million items this year and a celebration is planned with the Herald Bulletin.
Marsha asked Frank Lucas to update the Board on CIPA. Frank discussed what CIPA is, what it requires, how it applies to APL, and how it will affect us.
CIPA is currently being challenged and goes to trial February 14, 2002. If this law stands up in court we would be required to filter all computers to continue receiving federal funds. If we decide not to filter we stand to lose $126,778.89 annually in federal funds.
Next Marsha discussed the change orders for renovation and what would be happening in the next week on first floor.
Doug made a motion to adjourn and it was seconded by Rhea Parshall. Meeting adjourned at 6:25 p.m.
Respectfully submitted,
Secretary
Anderson Public Library
Board of Trustees
____________________________________________________________________
ANDERSON CITY, ANDERSON, STONY CREEK AND UNION TOWNSHIPS
PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
DECEMBER 19, 2001
The Board of Trustees of the Anderson City, Anderson, Stony Creek and Union Townships Public Library met Wednesday December 19, 2001 at 4:15 p.m. at the Main Library, 111 East 12th Street, Anderson, IN 46016
Trustees present: Bill Surbaugh,
Doug Nelson, Chuck Lacey,
Ann Teague, Joni Brinkman,
Stan Kilburn
Trustees absent: Rhea Parshall
Staff attending: Marsha Grove, Director
Sarah Later, Assistant Director
Tonya Carman, Business Office Manager
Frank Lucas, Computers Services Manager
Michelle Crowe, Community Relations Manager
David Gillaspy, Bookkeeper
Others attending: Jim Freeman, Library Attorney
President Chuck Lacey called the meeting to order. Marsha introduced Russ Jones, new Maintenance Manager. Russ told the Board about his previous work experience. Marsha invited all Board members to the staff Christmas party on the 21st.
This first agenda items was the approval of the minutes of the meeting held November 14, 2001. A motion was made by Bill and seconded by Doug to approve the minutes. Motion carried.
Doug made a motion to approve the minutes of the special meeting held November 26,2001. Sarah Later stated that she had made one change to the minutes. Instead of Dick Davis the minutes should have read Dick Davisson. It was seconded by Joni and the motion carried.
Chuck read the resolution from the Executive session held November 14, 2001. Doug made a motion to adopt the resolution and Joni seconded the motion. Motion carried.
The bills were examined by Rhea Parshall on December 14, 2001. She asked Bill Surbaugh to report that she found them to be in order subject to an outside audit. Bill made a motion to approve these claims for payment. Stan asked about the bill for yearbooks from Elwood. Sarah Later explained that we were buying older editions to fill gaps in the collection. Chuck questioned the bill for temp labor. Marsha explained we were using temp labor to cover for one staff member on administrative leave and for one on medical leave. Bill questioned why we were purchasing gasoline from Anderson City Utilities. Tonya explained that we were able to purchase all our gasoline from the City garage at a very good rate. Bill then questioned the bill from Krueger International. This bill is for computer tables and task chairs. Bill asked if there was any bill on the list for flat monitors. There were 3 purchased from Gateway. Marsha explained that we use them in areas where we need to save space such as the circulation and reference desk. Bill stated the Board needed to address this issue before more flat monitors are purchased. Stan asked about the bill from Wyatt Electric for lights at the Children=s entrance. Marsha explained it was from the additional appropriation and that we were paying the bill direct to save money by not paying Eden=s markup. Tonya explained that the work was done last summer but Wyatt had just invoiced us for the work. Motion carried.
The resolution to transfer money was next on the agenda. Every year we move money from lines underspent to cover lines overspent. Doug asked how much would be going to the operating balance. Marsha stated approximately $63,000. Much discussion followed. Joni made a motion to approve the transfer of funds. Bill seconded the motion. Motion carried, Stan voted against the motion. Bill then moved that they delete from the encumbrance list the $32,933.08 for books, the $24,386.37 for furniture, the $14,388.70 for supplies and the $25,000 for basement renovation. This would allow $160,000 to go to the operating balance. Much discussion followed. Stan seconded the motion. Doug moved to amend the motion by deleting the exemption for furniture and equipment. Much discussion followed. Stan seconded Doug=s amendment. Motion carried with Joni voting no. Trustees then voted on Bill=s original motion and it was defeated. Doug then made a motion to encumber all items except for books and materials. This was seconded by Bill. Doug clarified his motion by saying he did not want to spend more than was budgeted for books and materials for 2001. Motion passed 4-1 with Joni voting no.
Marsha shared with the Board the estimate of $16,800 for the sprinkler system in the Indiana Room. She asked that the Board encumber this amount since it was not budgeted for in the 2002 budget. Bill made the motion and Ann seconded. Motion carried.
Chuck left at 5:55 p.m. He asked Joni to preside over the rest of the meeting.
Next on the agenda was a discussion of the Bond Bank and how much we would borrow in 2002. We will be borrowing a total of $231, 396. Bill asked if we had to take the full amount and Tonya said we did. Bill also asked if we had the option to pay early and Tonya stated that we did. Bill made the motion and Doug seconded the motion. Motion passed.
Next on the agenda was the retiree insurance. Sarah Later mentioned that this was brought up at the last regular meeting and that the Board had asked for a tiered recommendation and the enclosed information is our recommendation for Joni and Bill to share with the Insurance Advisory Committee.
Internet filtering was then discussed. Marsha shared several articles and pricing for filters. She then read the following statement:
As Frank Lucas= evaluation of Internet filters says all currently available filters under block and over block information on the Internet. With over 116 million web sites-even filtering companies that claim 99% accuracy could still result in 1.6 million valid sites being blocked or ones that they are attempting to block not being blocked. Placing filters on computers gives customers and library staff a false sense of security. It is a fact that no matter what filtering companies claim, they do not block all inappropriate sites. As librarians, I believe our whole mission is to provide information to customers, not to take it away. Filtering goes against my core values as a librarian. As a parent myself I am very sensitive to not wanting children or anyone to view inappropriate sites. However, filtering will not prevent this from happening. The small percent of our customers who pull up the inappropriate sites will unfortunately not stop because of filters. I continue to support the library=s policy of not allowing accessing, transmitting, uploading, downloading or distributing of inappropriate materials and to apply consequences (including banning them from the library) to any customers who violate this policy.
Economically, I have always supported that the library must filter computes if CIPA actually goes into effect in July of 2002. APL as most libraries across the nation struggle to fund services, so losing up to $126,000 in federal aid annually is not a choice I believe that APL has. What I see happening is libraries across the nation being forced to spend millions of dollars on filtering software fro already tight budgets. As the July date approaches, we are already seeing filtering companies doubling the pricing of their software. I cannot help but think how much more valuable it would be to the future of our children if libraries could spend this money on getting more books into the hands of children. I do not think filters are the answer. I believe in providing information to people and I do not believe any filter can do what is required by CIPA. I recommend that APL reaffirms the existing policy until required by law to filter.
A discussion followed as to whether we should filter now or wait until July when the CIPA law is enforced. Ann made a motion that we wait to filter until we have to. There was not a second so the motion died. Doug recommended the discussion be tabled until Marsha has more information on sign-in software. Bill asked that the discussion be on the January agenda.
Michelle Crowe gave the Community Relations report. At-A-Glance will be changing format in January to save money. Information on getting a library card will be given to new residents by Greetings starting in 2002. She hopes to work on the web site in early 2002.
Marsha gave out the schedule for the 2002 Board Meetings. She told the Board that renovation had been a busy stressful time for her and Michelle so any celebration would wait until February.
Doug made the motion to adjourn the meeting and it was seconded by Ann. The meeting ended at 6:32 p.m.
Respectfully submitted,
Secretary, Anderson Public Library
Board of Trustees
____________________________________________________________________