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2006 Minutes
____________________________________________________________________ Minutes of the regular monthly meeting of theAnderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
January 18, 2006
Trustees PresentPaul Muething, President Joni Brinkman, Vice President Chuck Lacey, Secretary Rhea Parshall, Treasurer Pat Dolly, Bill Surbaugh
Trustees AbsentGreg Fisher
Staff PresentSarah Later, Director Edra Waterman, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Linda Manderson, Stephanie Holloway, Russ Jones, Tony Fort, Carolyn Metz
Others PresentBecky Gremes
President Muething called the meeting to order at 4:15 p.m. in the Board Room of the main library. He has appointed 2 committees. The Nominating Committee will be Pat Dolly, chair, Rhea Parshall and Joni Brinkman. Board members on the Strategic Planning Committee will be Rhea Parshall and the President of the Board.
A motion was made by Rhea Parshall and seconded by Bill Surbaugh to approve the minutes of the regular meeting held December 14, 2005. Bill Surbaugh would like for a copy of the budgetary procedures passed at the last meeting be attached to the minutes. Motion to approve the minutes with adding the procedures carried.
Rhea Parshall has examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment as published. Joni Brinkman seconded. Motion carried.
Next on the agenda was the Resolution to pay bills with prior approval. This is done every year in order to be able to pay certain bills between Board meetings. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve this Resolution. Motion carried.
Tonya presented a year-end report of finances. This was a report she did around budget time with projected figures and re-did it now with actual figures. This report shows an operating balance (at the end of 2005) of $1,640,404 with a total library cash assets (12/31/05) of $2,163,179. We do have over a 120-day operating balance. We are in very good financial shape.
In order to coordinate the T1 contracts ending date with the consortium with Marion and Muncie libraries, Sarah recommends extending the terms and conditions in the Hardware/Software Agreement to June 30, 2009. This will correspond with the contract period for the T1lines. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to approve this amendment. Carried.
Linda Manderson presented a summary of the year-end accomplishments toward the 2005 Goals and Objectives. These accomplishments are due to the hard work done by staff. Some of the highlights she pointed out were; 100% of all customer requests are filled within 30 days. This is done through holds at Main, Lapel and Bookmobile and also through Interlibrary Loan; the Indiana Room answered 736 email questions to customers; Beth Meyer, Teen Librarian, has done a wonderful job with booktalks and programs for teens; and 71% of the people who live in our library district have a library card. Linda also talked about how we have reached out to minorities and new segments in our district promoting library services. Chuck Lacey said he thought it was very good that we allocate 18% of our budget for new materials. Edra said that most of it goes for books, less than ¼ goes toward AV materials. Paul commended staff for reaching out to the Hispanic community. Bill Surbaugh said he had heard of another library that had family movie nights. Sarah said we do that here and also at Lapel. These movies are very popular with our customers.
Carolyn Metz gave her report on Circulation Services. They have 24 staff members, 15 who are full-time, 3 who are part-time, and 6 pages. They maintain 69,952 items in our collection. Yesterday 12,213 items were checked in or checked out. This was the highest day in APL history!
Sarah gave her Director’s report. Staff in all departments have been checking physical inventory and Marty Schuck in the Business Office has been reconciling our capital assets. This is an extremely difficult job.
President Muething asked for comments from the floor. Becky Gremes would like to let the Board know what a wonderful job Circulation staff does. She used APL as a prime example of good customer service and good communication in the marketing class she is taking.
A motion was made by Bill Surbaugh and seconded by Chuck Lacey to adjourn. Meeting adjourned at 4:50 p.m.
Respectfully submitted,
Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ Minutes of the 2005 Board of Finance meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
January 18, 2006
Trustees Present Paul Muething, President Joni Brinkman, Vice President Chuck Lacey, Secretary Rhea Parshall, Treasurer Bill Surbaugh Pat Dolly
Trustees Absent Greg Fisher
Staff Present Sarah Later, Director Edra Waterman, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Carolyn Metz, Linda Manderson, Russ Jones Stephanie Holloway Tony Fort
Others Present Becky Gremes
President Muething called the meeting to order at 4:50 p.m. in the Board Room of the Main Building. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to have the officers of the Board serve in their same capacity as officers of the Board of Finance. Motion carried unanimously.
Tonya Carman has done the report of investments for both Madison Community Bank and National City Bank. She also presented the register of investment for 2005. The total interest income for 2005 was $27,414.37. This goes into the Operating Balance. Paul asked how much money we have in the Endowment Fund. We have not gotten the 2005 report from the Community Foundation yet. Tonya will include it in the packets when she gets it. We get interest from this every year that is used for library programming. Tonya has a separate file for the Endowment Fund.
There have been no changes made in the Finance and Investment Policy. A motion was made by Bill Surbaugh and seconded by Joni Brinkman to accept this policy. Motion carried.
A motion was made by Joni Brinkman and seconded by Bill Surbaugh to designate the Anderson Herald-Bulletin and the Lapel Post as the newspapers to be used for advertising. Motion carried unanimously.
President Muething had one more order of business. He presented Bill Surbaugh with a Certificate of Service for his 16 years of being on the Board. By law, Bill cannot serve another term. Bill said it has been a pleasure to serve with a number of different trustees and with wonderful leadership, staff, and great community support.
Joni Brinkman made a motion to adjourn the Board of Finance meeting. Pat Dolly seconded. Meeting adjourned at 5:10 p.m.
Respectfully submitted, Secretary, ____________________________________________________________________ Minutes of the regular monthly meeting of theAnderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
February 15, 2006Trustees PresentPaul Muething, President Joni Brinkman, Vice President Chuck Lacey, Secretary Rhea Parshall, Treasurer Greg Fisher, Jim Stuart
Trustees AbsentPat Dolly
Staff PresentSarah Later, Director Edra Waterman, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Linda Manderson, Stephanie Holloway, Russ Jones, Gene Vincent, Kristin Herr
Others PresentNone
President Muething called the meeting to order at 4:15 p.m. in the Board Room of the main library. A motion was made by Rhea Parshall and seconded by Greg Fisher to approve the minutes of the regular meeting held January 18, 2005. Chuck Lacey would like the wording in the 5th paragraph changed from library savings to cash assets. This change was noted on the minutes. Motion to approve the minutes with the correction carried. A motion was made by Rhea Parshall and seconded by Greg Fisher to approve the minutes of the Board of Finance meeting held January 18, 2005. Motion carried.
Rhea Parshall has examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment as published. Joni Brinkman seconded. Rhea made a comment that there is no column on the Revenue Report to show property tax amount. That is because we have not received any property tax money yet this year. Rhea feels that since this money has been budgeted it should be shown. Tonya has just changed the format of the Revenue Report. She will change it so the property taxes show up starting next month. Motion to pay the claims carried. Jim Stuart asked how much money we get from United Way. We do not have that report from United Way yet. Tonya will let the Board know when we receive it.
Next on the agenda was the Resolution to Cancel Outstanding Warrants. These are checks that were issued in 2003 but have not been cashed. The state requires that we void these by March 1. A motion was made by Chuck Lacey and seconded by Joni Brinkman to approve this Resolution. Motion carried.
Rhea Parshall gave a report from the Nominating Committee. The Committee proposes the following slate of officers for the Board; Joni Brinkman, President; Rhea Parshall, Vice President; Pat Dolly, Secretary; and Paul Muething, Treasurer. Rhea made a motion from the Committee to approve this slate. There were no nominations from the floor. Motion carried.
Edra Waterman reviewed the proposed changes in Library Policies. There were revisions only to the Confidentiality of Library Records Policy, Interlibrary Loan Borrower’s Policy, Meeting Room Policy, and Videoconference Policy. There were 3 new policies proposed: Library Card Issuing Policy (this will replace the PLAC Policy and the Library Card Registration Policy), Diversity Policy, and the Code of Conduct Policy. Sarah recommends deleting the Self Defense Policy. Paul commented that he thought the non-resident rates should be reviewed. Edra has done research on this and found that we are on the high end of pricing on our cards. Paul would like this item put on the agenda next month with any recommendations Sarah might have. Chuck asked why we removed the word subpoena from the Confidentiality of Library Records Policy. Jim Stuart said a court order is stronger than a subpoena. Chuck would like for Sarah to look into posting capacity signs in the meeting rooms. The Board approved the Employment Diversity Policy in 2004. We are applying for a diversity grant and we need a diversity policy that covers services as well as employment so a new policy has been written that covers both. Jim Stuart asked why Sarah recommends deleting the Self Defense Policy. She said this policy was brought to the Board because at one time Security staff wanted to be trained to use pepper spray or mace. This never happened because they could not find anyone to train them. Sarah presented a new policy, the Code of Conduct policy. We have had numerous incidents of disruptive behavior lately and even one instance of vandalism. She would like to do a publicity campaign around this new policy. She wants to let our customers know that Anderson Public Library is trying to create a safe place for them to visit. Joni asked if police reports are being done on incidents that happen. Yes, if the police are called to the building a report is done. Chuck feels getting the word out about this new policy is a very good idea. Jim Stuart feels the Self Defense Policy is too specific. Security staff have procedures they follow. A motion was made by Joni Brinkman to approve the policy revisions and new policies as presented in the packet. Rhea Parshall seconded, motion carried.
We may not have a quorum for the March 15 meeting. It was recommended changing the date of the meeting. It was consensus that the March 2006 meeting be held on March 8.
Greg Fisher gave a final report on the Lapel Study Committee. There are 3 factors to be documented in case further study is started. We will continue to provide excellent customer service to the area, continue to monitor the township population, monitor the financial condition of the tax base for the township, and monitor the level of activity at the branch. A copy of this report is attached to these minutes. Sarah said we are going to have to do something at Lapel in the future. We have until the end of February to transfer money to the Rainy Day Fund to be used for any future library needs. There is $76,450 available to transfer out of the Operating Balance. Paul feels this would be wise. A motion was made by Joni Brinkman to approve the Resolution to Transfer Funds to the Rainy Day Fund. Chuck Lacey seconded the motion, carried.
Linda Manderson gave her report on Human Resources. Staff Development Day is Friday, March 17. The board members are welcome to attend. We are fully staffed with 97 employees.
Sarah gave her Director’s report. January 2006 circulation stats are up 20% over January 2005. Bob Smith, strategic planning consultant, will be here next week to conduct focus groups and he would like to meet individually with Board members. Security cameras are installed and have been a big help monitoring the building.
President Muething welcomed Jim Stuart to the Board. Paul also thanked the current officers for all their help this year. He then asked for comments from the floor. Chuck Lacey thanked Paul for his service to the Board as President.
A motion was made by Joni Brinkman to adjourn. Meeting adjourned at 5:30 p.m.
Respectfully submitted,
Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
March 8, 2006
Trustees PresentRhea Parshall, Vice President Pat Dolly, Secretary Greg Fisher Jim Stuart Chuck Lacey
Trustees AbsentJoni Brinkman, President Paul Muething, Treasurer
Staff PresentSarah Later, Director Edra Waterman, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Linda Manderson, Stephanie Holloway, Russ Jones, Christie Hamm
Others PresentNone
Vice President Parshall called the meeting to order at 4:15 p.m. in the Board Room of the main library. Since Secretary Dolly was not yet present, Vice President Parshall appointed Chuck Lacey as Secretary Pro-tem. A motion was made by Greg Fisher and seconded by Jim Stuart to approve the minutes of the regular meeting held February 15, 2006. Motion to approve the minutes carried.
Rhea Parshall has examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment as published. Greg Fisher seconded. Chuck asked why RSVP revenue fluxuated so much. Tonya said it is because Judy has to do drawdowns every month from her grant to get her money. She only did one in January and she did 3 in February. This fund will be in the negative every month. Motion to pay the claims carried. Jim Stuart asked what book was purchased from G. Wayne Daily. It was Two Great Presidents, One Great Family.
Next on the agenda was the Resolution Relative to Advance Draw. This is something we can do each year for an advance draw of $500,000 on our tax settlement if the County has it available. A motion was made by Jim Stuart and seconded by Chuck Lacey to approve this Resolution. Motion carried.
Jim Stuart has agreed to serve on the library’s Insurance Advisory Committee.
Edra Waterman reviewed the proposed change in the Internet Acceptable Use and Safety Policy. She said we want to expand the way we offer Reference services. There is a market of people who do not use email, but who use instant messaging. In order to allow this service we need to take out the line in the policy that says access to chat or discussion groups is not permitted. Everything else in the policy remains the same. Chuck asked how many times we have had unacceptable computer use brought to our attention. Edra said it happens only occasionally. A motion was made by Chuck Lacey and seconded by Jim Stuart to approve the Internet Acceptable Use and Safety Policy with the revision. Motion carried.
Sarah recommends leaving our non-resident fee at the current rate of $150 per year and review it again next year. Greg Fisher feels since Paul Muething was the one who asked Sarah to put this on the agenda and he is not here that it should be put back on the agenda for April. Sarah will do that.
Christie Hamm gave her report on the Children’s Department. They have 9 staff members serving children ages 0-12 and the adults who care for them. Early literacy is the main focus of their efforts. She has applied for a United Way grant in order to expand their “Every Child Ready to Read” workshops. This grant would enable them to go out into the community to do these workshops. Chuck asked if they do any bilingual programs or workshops. Christie said yes, but they weren’t very well attended and didn’t seem very useful. She did say that the Hispanic collection is doing very well.
Sarah gave her Director’s report. There has been $2683.67 pledged to the library from United Way contributions. In February there were 386 new library cards issued. One of the customer comments Sarah received this month was from Lapel. There was a program planned there in the upstairs meeting room because there was another meeting downstairs. A mother called whose young son was temporarily in a wheelchair to ask about the program. Unfortunately, he could not attend the program because there is no elevator at Lapel. Bob Smith will be here next Thursday and Friday to continue work on the Strategic Plan. Sarah asked the Board to please look at the stat sheet for February. Usage is up 15% over last year. Library visits are up 23% and computer use is up 21%. We are very busy. The library will be closed next Friday for Staff Development Day. Greg commented that he likes the longer Director’s report.
Vice President Parshall asked for comments from the floor. Chuck Lacey said that he had been having trouble responding to email that is sent to him from the library. Shawn Henson fixed it 100% and Chuck wanted to thank him.
A motion was made by Chuck Lacey and seconded by Jim Stuart to adjourn. Meeting adjourned at 4:35 p.m.
Respectfully submitted,
Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
April 19, 2006 Trustees PresentJoni Brinkman, President Rhea Parshall, Vice President Pat Dolly, Secretary Paul Muething, Treasurer Greg Fisher, Jim Stuart, Chuck Lacey
Trustees AbsentNone
Staff PresentSarah Later, Director Edra Waterman, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Linda Manderson, Stephanie Holloway, Russ Jones, Tony Fort, Kristin Herr
Others PresentTerry Brunner, Friends President Jean Pettigrew, Friends Treasurer
President Brinkman called the meeting to order at 4:15 p.m. in the Board Room of the main library. A motion was made by Rhea Parshall and seconded by Jim Stuart to approve the minutes of the regular meeting held March 8, 2006. Motion to approve the minutes as submitted carried.
Paul Muething has examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment as published. Rhea Parshall seconded. Motion to pay the claims carried.
Next on the agenda was the Diversity Grant Resolution. We received a $1,280 LSTA grant. This will be used to implement computer classes in Spanish. The Resolution gives Sarah and Joni permission to sign and implement the grant. Paul Muething made a motion to give Joni and Sarah permission to do that. Jim Stuart seconded. Chuck Lacey asked how much this would really cost the library in time and effort. Sarah said our part would be $1,327. This is $200 in advertising and the rest in salaries. Chuck asked where this money would come from. It would come from the operating budget. A vote was taken. It was 5 yes and 1 no vote. Motion carried by majority.
Jim Stuart asked what part of our total budget is the COIT money and if the economic factor in Anderson will change what we get. The amount we get changes every year. We always get word what we will get and that amount is guaranteed. Usually we hear the figure before we do the budget each year.
Carnegie Award nominations were reviewed. Pat Dolly said she strongly recommended giving the award to Bill Surbaugh for his 16 years of service to the Board. Greg Fisher mentioned Bill also served on all Board committees. Joni Brinkman said that she thought Bill Erhlich and Jim Myers were worthy for serving 15 years on the Insurance Advisory Committee and providing valuable knowledge about insurance matters. Sarah agreed with this. Paul Muething thinks we should look at who clearly in no way received some financial gain from their service to the library. A motion was made by Chuck Lacey and seconded by Jim Stuart to give the 2006 Carnegie Award to Bill Erhlich and Jim Myers. After more discussion, the vote was 2 aye and 4 nay, motion failed. A motion was made by Pat Dolly and seconded by Greg Fisher to give the 2006 Carnegie Award to Bill Surbaugh. Motion carried. Paul asked Stephanie to do a press release about Bill and be sure to mention all the other nominees.
Sarah recommends leaving our non-resident fee at the current rate of $150 per year and reviewing it again next year. The Board feels the information Sarah gave in her report is accurate and agrees with Sarah to leave it at the current rate.
The Staff Development committee brought a recommendation to Sarah to close 2 half days instead of one full day for Staff Development Day 2007. We would have training for staff from 9-12 and open the building at 1:00. Sarah feels this provides better customer service than being closed all day. She also feels we can address training needs better. She would like the dates to be March 23 and October 19. A motion was made by Greg Fisher to close the library from 9-1 for staff training on March 23 and October 19, 2007. Pat Dolly seconded, motion carried.
Terry Brunner gave the Friends of the Library report. In January 2006 the Friends gave APL $25,600. The book sales are going very well, between $2,000 and $3,000 each sale. She thanked staff for promoting the Friends and the sales. The current membership drive is underway. Terry said APL gets all the book sale money; the membership dues are used for expenditures. Greg Fisher asked if anyone ever works in the bookstore on Sunday. Terry said they have not been able to get volunteers to do that. The Friends try to keep around $2,000 in their bank account. They have started selling magazines and they have lots of calls for sheet music.
Sarah reminded the Board of her involvement with 4Community. The project’s goal is to have all young people be ready to enter college or the workforce by age 20. The library’s memo of understanding with this committee lays out how the library can participate in the project’s goal. This is originally a Lilly grant.
Sarah gave her Director’s report. We have received $3,500 from United Way for “Every Child Ready to Read @ the Library” workshops. These workshops will target parents, daycare workers, and caregivers to promote early literacy. 65% of Madison County children enter kindergarten behind the national average in early reading ability. United Health Care and St. John’s Medical Center have not reached an agreement on payment of claims. Staff who use St. John’s and their doctors will have to pay out-of-network charges. Joni has provided a list of doctors at Community who are currently taking new patients. Stephanie Holloway will have an article published in the May issue of American Libraries about our partnership with David Reddick. This is the 3rd month in a row for double-digit increase in circulation stats. Sarah has been elected President of the Indiana Public Library Association. Paul asked if Bob Smith will be meeting with Board members again. Sarah said he hopes to have a presentation for the Board in June or July. The Board will have to approve the Strategic Plan.
President Brinkman asked for comments from the floor. Pat Dolly said Lova was very helpful with reserving space and helping Pat fill out paperwork for a meeting she held here. She also commented on how outstanding the facilities are for meetings. Joni reminded the board members that they will be doing Sarah’s evaluation in June. She is currently working on a different format to make things easier.
A motion was made by Chuck Lacey and seconded by Paul Muething to adjourn. Meeting adjourned at 5:20 p.m.
Respectfully submitted,
Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ Minutes of the regular monthly meeting of theAnderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
May 17, 2006
Trustees PresentJoni Brinkman, President Rhea Parshall, Vice President Pat Dolly, Secretary Greg Fisher Jim Stuart Chuck Lacey
Trustees AbsentPaul Muething, Treasurer
Staff PresentSarah Later, Director Edra Waterman, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Linda Manderson, Stephanie Holloway, Russ Jones, Tony Fort, Kristin Herr, Christie Hamm, Melanie Johnson
Others PresentNone
President Brinkman called the meeting to order at 4:15 p.m. in the Board Room of the main library. A motion was made by Chuck Lacey and seconded by Greg Fisher to approve the minutes of the regular meeting held April 19, 2006. Greg Fisher asked why there were only 6 votes counted on the Carnegie Award nomination motion since all 7 board members were present at the meeting. The President did not vote and does not have to unless it is a tie. Motion to approve the minutes as submitted carried.
In the absence of Treasurer Muething, Rhea Parshall has examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment as published. Greg Fisher seconded. Chuck Lacey asked at what level do we require bidding? It is required on items that are $25,000 or above. He was wondering about Caswell’s cleaning. That is an ongoing contractual service. All contracts are reviewed every year. Chuck also asked why the excess levy fund amount is not shown on the financial report. Tonya has not transferred it yet since the money was received in May and the report is for the month of April. It will show up on next month’s report. Motion to pay the claims carried.
Next on the agenda was the revision of the Library Card Issuing Policy. We want to make everyone residing at the same address as a non-resident taxpayer eligible to get a library card. The same thing would apply to non-resident cards also. It would be a family member only; anyone else would be handled on a case-by-case basis. It was also added that guest computer use cards expire one year after date of issue. Chuck Lacey moved to approve these changes. Rhea Parshall seconded. Motion carried.
President Brinkman made the following appointments to the Budget Committee; Rhea Parshall, chair, Jim Stuart, and Paul Muething. Jim Stuart has asked to be relieved of his duties on the Insurance Advisory Committee. Joni will appoint another member to that committee. The budget has to be approved on Sept. 20.
Christie Hamm gave a presentation on the “Every Child Ready to Read” grant that she has received from United Way to present workshops to parents and caregivers of children ages 0-5. She has already shown this presentation to CAPE (Community Alliances to Promote Education) and will soon share it with the Madison County Community Foundation’s Board of Directors. Reading levels of children are at a national and local crisis level. It is never too early to start reading skills and the library is the perfect avenue to help with this education. There are six early literacy skills that will be targeted. They are print motivation, vocabulary, narrative skills, phonological awareness, letter knowledge, and print awareness. Staff will be taking these workshops out into the community.
Melanie Johnson gave her report on Extension Services. They have the Community Bookmobile, School Bookmobile, Outreach Services, Jail Services, and the library’s courier service. In summer the school bookmobile goes to day camps. Steve Merritt currently serves 95 homebound customers. He has started doing lobby stops at the assisted living centers. This new service is going extremely well. The Community Bookmobile goes out 2 nights a week. Ed Smith averages 17 tubs of materials every day that are transferred between library locations. We are able to get gasoline for the library vehicles from the city garage at a much lower cost. In March it was $2.27 a gallon. Jail Service is doing very well. Nora does a very good job working with the jail counselors to provide the right materials to the facilities. Rhea Parshall said that bookmobile service has really grown at her stop. There are new people coming on all the time.
Sarah gave her Director’s report. We have received our advance draw of $425,000. Circulation is up 11%, the 4th month in a row with a double-digit increase. The Insurance Advisory Committee is looking at changing from traditional coverage to Health Reimbursement Accounts. This plan should have significant savings for both staff and the library. More information will be coming on that this summer. Sarah is very excited about the “Every Child Ready to Read @ the Library” workshops. She would like to hire an Early Childhood Literacy Specialist. She would like to create this position and have it filled before the next school year starts. Sarah feels there would be enough money to do this from the health insurance savings. Pat Dolly agreed that there is a need. Sarah would be willing to hire part-time people. It might be possible to get grant money. Chuck asked why the library would fund this program and not education people. Sarah feels it is a community issue and it will take the efforts of all agencies. Jim Stuart made a motion that Sarah be authorized to investigate hiring a person for the Every Child Ready to Read program and to investigate the cost of part time and full time. Pat Dolly seconded, motion carried. Sarah will report back to the Board on this next month.
Joni reminded everyone to send her Sarah’s evaluation. There will be an Executive Session at the beginning of next month’s meeting.
President Brinkman asked for comments from the floor. Being none, a motion was made by Rhea Parshall and seconded by Pat Dolly to adjourn. Meeting adjourned at 5:15 p.m.
Respectfully submitted,
Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
June 21, 2006 Trustees PresentRhea Parshall, Vice President Pat Dolly, Secretary Paul Muething, Treasurer Greg Fisher, Chuck Lacey, Joni Brinkman, President, was present for the Executive Session
Trustees AbsentJim Stuart
Staff PresentSarah Later, Director Edra Waterman, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Stephanie Holloway, Russ Jones, Kristin Herr
Others PresentNone
Vice President Parshall called the meeting to order at 4:15 p.m. at the Lapel Branch. A motion was made by Chuck Lacey and seconded by Pat Dolly to approve the minutes of the regular meeting held May 17, 2006. Motion to approve the minutes as submitted carried.
Paul Muething has examined the claims and found them to be in order subject to an outside audit. Greg Fisher made a motion to accept the claims for payment as published. Chuck Lacey seconded. Chuck asked where the excess levy was located in the financial reports. Sarah said it would be transferred at the end of the month and would show up in the July report. Paul asked when we get our property tax money. We received our advance draw of $450,000 in May and expect the rest of the money June 29 or 30. We won’t know how much the remainder of the June settlement will be until we actually get the check. Motion to pay the claims carried.
Next on the agenda was the Early Childhood Literacy position. Sarah included her recommendation in the Board packet. Pat Dolly said she has several concerns about this. She feels that there has been no analysis done as to what this person will do and how this person will fit into what we currently do. She also wanted an analysis of part-time vs. full-time. How does this new mission work with the current mission of the library? What are other libraries doing? She agrees with the need and the direction Sarah wants to go. She just feels Sarah’s recommendation is not adequate enough for her to make a decision on hiring another person. She also would like to see how this fits into the budget. Paul said he would like to see a job description for this position. He would also like to see a list of other libraries that have this type of program. Rhea said knowing what current staff are doing might show more of a need for another person in that department. Chuck Lacey asked why us and not the education community? He feels this is a redirection of the library’s mission. Sarah said this program would strive to change the behavior of parents of children before they start formal education. We have started this process with the United Way grant we have already received. Pat asked how effective that program has been so far. Dr. Long, with ACS, said they couldn’t reach parents. Rhea feels the library is a non-threatening place and parents are not being judged at the library. Pat feels this should all be documented in the recommendation for this position. After more discussion, it was determined that the Board members are interested but they want more details. A motion was made by Chuck Lacey to table this item until they have more information. Greg Fisher seconded. Motion carried.
Paul Muething made a motion to accept Sarah’s recommendation to issue free library cards to children who live outside the library district but are enrolled in an Anderson Community School or a Frankton-Lapel School. Greg Fisher seconded. Greg thinks we should monitor when they cease to be enrolled in the schools. This information should be easily obtained. Sarah will research the best way to do this. Motion carried.
Chuck Lacey was appointed to the Insurance Advisory Committee.
A motion was made by Paul Muething to accept the Children’s Computer Lab Policy. This is a policy for the computer lab only, not the whole Children’s Department. Pat Dolly seconded, motion carried.
A motion was made by Paul Muething to accept the Teen Room Policy. Staff need to be able to show Board support when they are challenged by older customers who are in the Teen Room. Pat Dolly seconded, motion carried.
Kristen gave her report on the Lapel Branch. She said they have a great staff and they are a wonderful resource for the community. She highlighted some of the many successful programs they have had this year. Paul Muething complimented Kristen and her staff for their increase in circulation stats. Chuck said this is very good considering there are not many new people in the area.
Sarah gave her Director’s report. The servers were down for several hours on June 6. Rhea said to be sure and thank Frank and his staff on behalf of the Board for fixing this problem. After the flooding on June 7, Russ has cut a hole in the west dock garage door to be able to pump water out before it floods. He is also looking at the price of speed bumps to keep water flowing down 13th Street and down Main Street and not in our parking area. Paul wonders if we should do a study about protecting the basement from flooding. Russ said the only flooding that ever occurs in the basement is in the far south end. Summer Reading is off to a wild start. At Main, there are 1,152 children signed up so far. Staff have promoted it very well. Paul complimented Sarah and the staff on the stats; circulation is up 11%, library visits are up 11% and computer use is up 23%. Chuck asked if the vending area is still a plus. Yes, people are using it. There are healthy choices offered by Canteen and they are marked on the machines.
Vice President Parshall asked for comments from the floor. Being none, a motion was made by Paul Muething and seconded by Pat Dolly to adjourn. Meeting adjourned at 4:55 p.m.
Respectfully submitted,
Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ Minutes of the regular monthly meeting of theAnderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
July 19, 2006Trustees PresentJoni Brinkman, President Paul Muething, Treasurer Greg Fisher, Chuck Lacey, Jim Stuart
Trustees AbsentRhea Parshall, Vice President Pat Dolly, Secretary
Staff PresentSarah Later, Director Edra Waterman, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Russ Jones, Tony Fort, Jill Campbell, Kendra Parks
Others PresentBill Surbaugh
President Brinkman called the meeting to order at 4:15 p.m. in the Board Room of the Main Library. She appointed Chuck Lacey as Secretary Pro-Tem.
Paul Muething presented the Carnegie Award to Bill Surbaugh. He was selected for his 16 years of service on the library board. Mr. Surbaugh said it was a great honor to receive this award.
A motion was made by Chuck Lacey and seconded by Greg Fisher to approve the minutes of the regular meeting held June 21, 2006. Motion carried.
Paul Muething has examined the claims and found them to be in order subject to an outside audit. Greg Fisher made a motion to accept the claims for payment as published. Jim Stuart seconded. Jim Stuart asked if the claim to Baker and Daniels was for a personnel issue. Yes, it was. Chuck asked if any spending of the excess levy has to be approved by the board. Yes, it has to be appropriated. Jim Stuart asked if the claim to Miller Huggins for the coin op units for public use was a regular monthly fee. No, it is a one-time purchase. Motion carried.
Next on the agenda was the retainer paid to local attorney Jim Freeman. The Budget Committee feels we do not need to pay this monthly fee. We have another firm that handles personnel issues. The only other thing we might need an attorney for is a real estate issue. Chuck feels Jim Freeman has a lot of experience and history with this library. He feels we should be more careful with the money we pay outside of the retainer. Sarah said we have not used his service in over a year. Jim Stuart said if an issue comes up he would be the first lawyer we would go to. Sarah feels he would understand the fact that the budget is tight and would accept our decision not to keep him on retainer. We will send him a letter explaining this to him. Jim Stuart made a motion to discontinue the payment of this monthly retainer fee. Paul Muething seconded. A vote was taken. It was 3 ayes and 1 nay. Motion carried by majority.
Paul Muething gave a report from the Insurance Advisory Committee. They would like to offer staff a choice of the current Health Savings Account (HSA) or a Health Reimbursement Account (HRA). The liability to the library will only be an additional $4,000 this year. The current PPO plan will no longer exist. Chuck asked if the premiums to the employee would be the same as last year. Sarah said the deductible is higher so the premiums would drop. With the HRA there is a pharmacy card and a dental plan. The Insurance Committee would like to make a motion to offer staff a choice of these two health insurance programs. Tonya said there is minimal increase to staff and most staff will see a decrease. Both of these plans are considered consumer driven. The library’s contribution will be exactly the same to each plan. Only the employer can contribute to the HRA. Chuck asked Sarah if she would be able to make a case for the fact that it is a good plan if an employee came to her and said they were leaving employment because of the insurance change. She said yes, she thought it was a very good plan that will work for both the library and the staff. These consumer driven plans are making people make better choices in their health care. Tonya said the HRA plan is a 24.9% decrease from the renewal of our current PPO. Sarah and Tonya will meet with staff to explain both plans before they have to choose. Motion to offer staff these two choices carried.
Paul Muething made a motion from the Budget Committee to advertise a 4.9% ($3,458,902) increase in the tax levy for 2007. This is the figure for advertising only. This increase is the recommendation of the State Library and the Department of Local Government Finance. If we don’t advertise at the maximum we risk losing the ability to gather tax monies at a future date. Motion to advertise this levy rate carried. Paul then made a motion from the Budget Committee to advertise a budget of $5,069,313. Again, this is only an advertised amount. Motion to advertise this budget figure carried. Paul then made a motion from the Budget Committee to advertise spending $119,800 from the LIRF fund in 2007. This money has to be used on capital outlets. One thing targeted for next year is masonry work on the outside of the buildings. This motion also carried.
Next on the agenda was a job grade change. There are only 2 full-time people at Lapel, the manager and a clerk. Sarah would like permission to increase Teresa Blockson’s grade from a 104 to a 107. Having her at a higher-grade level would be very helpful to both Sarah and Kristen, the manager at Lapel. Chuck Lacey made a motion to allow the grade change at the Lapel Branch. Paul Muething seconded the motion. Chuck asked just exactly what this grade increase would mean. It would mean Teresa would be able to be an assistant to Kristin and handle things when Kristin and Sarah are not around. We are not adding another position. Motion carried.
A motion was made by Greg Fisher to approve the Resolution pertaining to the Executive Session held June 21, 2006. Paul Muething seconded, motion carried.
Jill Campbell gave her report on Information Services. She demonstrated the new on-line chat service we offer. She accessed this service and asked staff 3 sample questions. They responded in a very timely manner with answers to her questions and links to websites that were also available to help answer the questions. We have 3 licenses for this service, which means it is available on 3 staff computers in Information Services. If it is an in-depth question staff will ask for contact information and get back to the customer when they get the answer. There are “canned” responses that are accessed by the touch of one key, such as library hours.
Edra gave the 6-month progress report toward our 2006 Goals and Objectives. The summer reading program has been very successful. System-wide there are 1,890 children signed up, 410 teens, and 894 adults. Many area businesses have donated prizes. We have had a very good completion rate with children and teens receiving free t-shirts for completing the program. Another accomplishment is the percent of people living in the library district who have library cards. Our goal was 70% by the end of the year and we currently are at 76%. Staff have been at many community events promoting library services. Paul Muething asked about the newsletter numbers. Our newsletter mailing list was over 8,000 and the e-gram mailing list is currently at about 1,700.
Sarah gave her Director’s report. She thinks all staff should be commended for promoting summer reading so heavily and for all the great customer service they give every day. It has been very busy, we have already circulated 7,000 more items than last year. Sarah thanked the board members for passing everything she asked for at this meeting. She reminded the board that next month is the public hearing for the 2007 budget.
President Brinkman asked for comments from the floor. Chuck asked if the board was going to send a card to Pat Dolly. A certificate is being mailed to her. A motion was made by Paul Muething and seconded by Greg Fisher to adjourn. Meeting adjourned at 5:35 p.m.
Respectfully submitted,
Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ Minutes of the regular monthly meeting of theAnderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees August 16, 2006Trustees PresentJoni Brinkman, President Chuck Lacey, Secretary Paul Muething, Treasurer Greg Fisher, Jim Stuart, Tammy Knuckles
Trustees AbsentRhea Parshall, Vice President
Staff PresentSarah Later, Director Edra Waterman, Assistant Director Lova Gay, Recording Secretary Tonya Carman, Business Office Manager Russ Jones, Tony Fort, Linda Manderson, Stephanie Holloway, Frank Lucas, Melanie Johnson, Carolyn Metz
Others PresentNone
President Brinkman called the meeting to order at 4:19 p.m. in the Board Room of the Main Library. She appointed Chuck Lacey as Secretary to fill the vacancy left by Pat Dolly.
A motion was made by Paul Muething and seconded by Jim Stuart to approve the minutes of the regular meeting held July 19, 2006. Motion carried.
Paul Muething has examined the claims and found them to be in order subject to an outside audit and made a motion to accept the claims for payment as published. Greg Fisher seconded, motion carried.
We are required to open a separate non-interest bearing bank account for the Health Reimbursement Account. Tonya and one other person from the Business Office will be authorized to make transfers from our primary checking account into this new account using on-line banking. There is a bank resolution that needs to be signed by the Board President and Treasurer. Jim Stuart made a motion to approve this resolution. Paul Muething seconded. Chuck asked why this is a non-interest bearing account. United Healthcare requires it be this way so there will be no interest to divide up among staff who have this plan. Only 1/24 of the amount the library contributes for staff Health Reimbursable Accounts is required to be deposited into this account at one time. Each Tuesday United Health Care will notify the authorized Business Office staff how much money needs to be transferred to this account. The bulk of the money will stay in our interest bearing account. Motion to approve this resolution carried.
Next on the agenda was the Resolution to Establish a State Technology Fund Grant Fund. We are part of a consortium in the state for our Internet access in order to get lower rates. The State requires we have a resolution approved by the Board in order to receive these grant funds. A motion was made by Jim Stuart and seconded by Paul Muething to approve this resolution. Chuck asked where this money comes from. Sarah said it is federal money funneled through the State Library. Motion carried.
The State Library needs approval of the Commitment to Join Public Library Internet Consortium. This is for July 1, 2007 through June 30, 2008. The State needs it on file by the end of October. We are already part of this consortium but this resolution is approval by the Board to continue through June 30, 2008. A motion was made by Jim Stuart and seconded by Paul Muething to approve this commitment. Paul said he noticed that in order to receive the full amount we have to filter our computers. Sarah said we do this. Motion to approve this item carried.
Paul Muething said the Budget Committee recognizes the need in our community to improve childhood literacy. They feel the library can offer a unique opportunity that no other organization can offer. He made a motion on behalf of the Budget Committee to approve Sarah’s request to launch the early literacy program and to hire a full-time early literacy coordinator. Greg Fisher seconded the motion. Greg asked if someone from the current staff would be able to step into this position. Sarah said staff will have the opportunity to apply for it but she would be surprised if anyone does. Greg asked if it were filled in-house is it possible that we would not have to add another person to the staff. Sarah said no, we would still have to hire another person. Tammy Knuckles asked if there are funds available. Yes there are. Chuck asked if this would be a permanent position. Sarah feels it will be. Greg asked if there was a way to measure the success of this program. One way would be to create an early literacy collection and see how well it circulates. Tammy asked if Sarah will be getting any input from CAPE. Sarah said we want to partner with them and several other agencies. The whole program is working with the parents and caregivers of children under 5 years of age. Jim Stuart asked if there would be a possibility that the school system would be able to track progress. Sarah said we definitely need to open lines of communication with the schools. Chuck Lacey thinks this is outside the scope of the library. He feels it should come from the education community. We cannot do it by ourselves. He feels it should be added to the job description to work with other agencies. Sarah wants to start making phone calls to let people know we are going to hire someone to start this program. Chuck asked where the $7,500 comes from to pay this person for the rest of this year. It comes from lapsed salaries. Motion to hire for this position carried.
Next on the agenda was the approval of the School Card Policy. In June, the Board approved giving an APL card to students who are enrolled in an Anderson Community School but who live outside the library district. Paul said we should run something in the newspaper to let people know we are doing this. Jim Stuart made a motion to approve this policy. Chuck Lacey seconded, motion carried.
Sarah has made a recommendation to stop the Community Bookmobile service. Statistics show that customers are using the main library, not the bookmobile. Also, with the price of gas it is not cost effective to continue this service. Jim Stuart said he does not like this but he understands why it is necessary. This only means discontinuing 8 stops, we have been dropping stops for some time. This only affects neighborhood stops. Sarah and Melanie Johnson, the manager at Extension, have discussed this and think it is the right thing to do. Staff hours will continue in other areas. Community Relations will let the media know. Chuck Lacey made a motion to accept Sarah’s recommendation for the reduction of Community Bookmobile service. Tammy Knuckles seconded. The vote was 4 yes and 1 no. Motion passed by majority.
Frank Lucas gave his report on Computer Services. He and his staff are responsible for 188 computers and 11 servers. Duties range from running specifications, ordering, configuring, installing, and maintenance of all these computers. Plus, all the computer related equipment is their responsibility. One of the new services they have done this year is the wireless network. It is also filtered. In July there were 202 logins to this network. We have become so busy with our computers there is a need to manage the bandwidth. Paul asked if people could access our wireless connection from outside the building. Frank said they can but they have to use their library card barcode to log in. There is a lot of security control with the system. Frank said in November he is going to offer a “back stage in Computer Services” tour to show staff what all is involved in our technology system. He invited the board members to attend also.
Sarah gave her Director’s report. Staff went to the Child Health Access Program for ACS students at the Wigwam. They talked to almost 1,200 people, gave away 760 books, and issued 101 library cards. Parents and students from Richland Township were very happy to be able to get cards. Sarah asked the board to look at the summer reading statistics. The tee shirts we gave away this year were extremely popular. Jim Stuart asked how we got so many teens to participate. Our teen librarian, Beth Meyer, does a wonderful job. She promoted it very heavily and gave prizes the teens really liked. Sarah has agreed to let the city use some of our parking for the Nestle kickoff that will be held downtown next Tuesday. She is thrilled about Nestle coming to Anderson and feels it is an opportunity for the library to share it’s resources, such as the computers, with the people who might be applying for jobs at Nestle. She will be working with the city to promote our services. Sarah has received word that a library customer, Juanita Sigler, has named the library as one of the beneficiaries of her estate. Monday Sarah received a partial payment in the amount of $75,000. There will be more to come but we don’t know how much. Sarah would like to wait and see what the total gift will be before the Board discusses what to do with it. The Board feels like we should get the word out to the community that we accept gifts like this and welcome donations of any size.
President Brinkman asked for comments from the floor. She welcomed Tammy to the Board. Sarah said that Tammy is a long time library user and is very glad that she wants to serve on the Board. A motion was made by Paul Muething and seconded by Chuck Lacey to adjourn. Meeting adjourned at 5:10 p.m.
Respectfully submitted,
Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ Minutes of the Public Hearing on the 2007 Budgetof the Anderson City, Anderson, Stony Creek and Union Townships Public Library.
August 16, 2006
Trustees Present Joni Brinkman, President Chuck Lacey, Secretary Paul Muething, Treasurer Greg Fisher, Jim Stuart, Tammy Knuckles
Trustees Absent Rhea Parshall, Vice President
Staff Present Sarah Later, DirectorLova Gay, Recording Secretary Tonya Carman, Business Office Manager Edra Waterman, Assistant Director Frank Lucas, Linda Manderson, Russ Jones, Carolyn Metz, Stephanie Holloway, Melanie Johnson, Tony Fort
Others Present None
President Brinkman called the public hearing to order at 4:15 p.m. in the Board Room of the main library.
She asked if there were any public comment concerning the 2007 budget.
Sarah said the Budget Committee has met and there are decisions that will be made at this regular meeting that will impact the budget. She asked the board not to ask a lot of questions because she thinks it will all change after this meeting. The Budget Committee will meet again on August 31 and will bring a budget back to the full board for approval in September.
A motion was made by Chuck Lacey to adjourn the public hearing. Jim Stuart seconded, meeting adjourned at 4:18 p.m.
Respectfully submitted,
Secretary, Anderson Public Library Board of Trustees ____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
September 19, 2007
President Brinkman called the meeting to order at 4:15 p.m. in the Board Room of the Main Library.
Linda Manderson introduced 3 new staff members to the Board: Amy White, Information Services, Jackie Davis, Extension Services Manager, and Paula Balensiefer, Community Relations Manager.
Paul Muething moved to approve the minutes of the public hearing on the 2008 budget held August 15, 2007 as published. Greg Fisher said that the 2nd sentence in the 3rd paragraph should read, “There was none.” The minutes were corrected, motion carried. Paul Muething moved to approve the minutes of the regular meeting held August 15, 2007 as published. Greg Fisher said in the minutes the change to the Insurance Advisory Committee Charter reads Board but in the actual Charter it reads Board of Trustees. The minutes were changed to read Board of Trustees, motion carried.
Paul Muething thanked Sarah and the Business Office staff for an excellent audit for 2005 and 2006. He has examined the claims and found them to be in order subject to an outside audit and moved to accept the claims for payment as published. Motion to pay the claims carried.
Rhea Parshall moved to approve a 2008 Operating Budget of $5,127,139 with a levy of $3,519,635. The Budget Committee worked with 4 scenarios. This budget is only a 2.5% increase and $47,000 below the maximum levy that was advertised. Rhea said there is a correction of the levy figure she gave. The correct amount is $3,520,150. Motion carried. Rhea Parshall moved to approve a 2008 LIRF Budget of $246,371. Motion carried.
Paul Muething moved to give Sarah approval to declare the Vendacard machines that we no longer use as surplus and to offer them to another library. Motion carried.
Sarah presented a recommendation on Board/customer communication. After discussion this item died due to lack of a motion.
Alice Milley gave her report on Technical Services.
Sarah gave her Director’s report.
Joni asked for comments from the floor. Linda Manderson invited Board members to participate in Staff Development Day for a short presentation describing what the Library Board does.
Rhea Parshall moved to adjourn. The meeting was adjourned at 4:50 p.m.
Trustees PresentJoni Brinkman, President Rhea Parshall, Vice President Tammy Ihnat, Secretary Paul Muething, Treasurer Jim Stuart Greg Fisher
Trustees Absent Chuck Lacey
Tammy Ihnat, Secretary ____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
October 17, 2007
In the absence of President Brinkman, Vice President Parshall called the meeting to order at 4:15 p.m. at the Lapel Branch Library.
Paul Muething moved to approve the minutes of the regular meeting held September 19, 2007 as published, motion carried.
Paul Muething has examined the claims and found them to be in order subject to an outside audit and moved to accept the claims for payment as published. Motion to pay the claims carried.
Paul Muething moved to approve the 2008 Salary Schedule as published. Motion carried.
Jim Stuart moved to approve the 2008 Holiday Schedule as published. Motion carried.
Next on the agenda was the Meeting Room Policy revision. The changes are mostly cosmetic but the new policy reflects customers being able to book meeting rooms on-line. Customers will also be able to book meetings for one year at a time, not a calendar year. Also, customers will now be asked to leave the meeting rooms 15 minutes before the library closes. Jim Stuart moved to approve the new policy as presented. Motion carried.
Jim Stuart moved to keep the Terrorism rider on the library’s property insurance. Motion carried.
Beth Meyer gave her report on the Lapel Branch.
Sarah gave her Director’s report.
Paul Muething moved to adjourn. The meeting was adjourned at 5:00 p.m.
Trustees PresentRhea Parshall, Vice President Tammy Ihnat, Secretary Paul Muething, Treasurer Jim Stuart Greg Fisher
Trustees Absent Joni Brinkman, President Chuck Lacey
Tammy Ihnat, Secretary ____________________________________________________________________ Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees MinutesNovember 14, 2007
President Brinkman called the meeting to order at 4:15 p.m. in the Board Room of the Main Library.
Jim Stuart moved to approve the minutes of the regular meeting held October 17, 2007 as published. Motion carried.
Paul Muething has examined the claims and found them to be in order subject to an outside audit and moved to accept the claims for payment as published. Motion to pay the claims carried.
Rhea Parshall moved to approve a Resolution for Director’s Compensation. This authorizes payment to Sarah in the amount of $819.20 to reimburse her annual Rotary dues plus applicable payroll taxes for this compensation. Motion carried.
Jim Stuart left the room due to a conflict of interest in the next agenda item. Paul Muething moved to establish a line of credit with First Merchants to repay the Bond Bank and to cover operating expenses in 2008 until we receive our 2007 tax settlement. Motion carried.
Jim Stuart returned to the meeting. Chuck Lacey moved to approve a Resolution to declare an emergency and borrow no more than $330,000 from the Library Improvement Reserve Fund for the expenses of the Operating Fund; to be repaid at the time the tax distribution is received. Motion carried. Rhea Parshall moved to approve a Resolution to declare an emergency and borrow no more than $260,000 from the Rainy Day Fund for the expenses of the Operating Fund; to be repaid at the time the tax distribution is received. Motion carried.
Chuck Lacey, on behalf of the Insurance Advisory Committee, moved to approve Kim Wood, from Peck & Wood Agency, to replace Bill Ehrlich as a member on that Committee. Motion carried.
Gene Vincent gave his report on Security Services.
Russ Jones gave his report on the Maintenance Department.
Sarah gave her Director’s report.
Under Other Business, Greg Fisher asked Rhea to give a report on attending Staff Development Day. She said it was a wonderful morning. She is very proud of staff and is amazed at all the wonderful talent they have.
Joni asked for comments from the floor. Being none, Chuck Lacey moved to adjourn. The meeting was adjourned at 5:10 p.m.
Trustees PresentJoni Brinkman, President Rhea Parshall, Vice President Tammy Ihnat, Secretary Paul Muething, Treasurer Jim Stuart Greg Fisher Chuck Lacey
Tammy Ihnat, Secretary ____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
December 19, 2007
President Brinkman called the meeting to order at 4:15 p.m. in the Board Room of the Main Library. Jim Stuart moved to approve the minutes of the regular meeting held Nov.14, 2007 as published. Motion carried.
Paul Muething has examined the claims and found them to be in order subject to an outside audit and moved to accept the claims for payment as published. Motion to pay the claims carried.
Chuck Lacey moved to approve the Corporate Authorization Resolution authorizing Joni Brinkman and Paul Muething to borrow money on behalf of the library from First Merchants to repay the Bond Bank. Motion carried. Jim Stuart abstained from voting on this motion. Paul Muething asked that the minutes reflect the amount of interest we are paying to the Bond Bank. The interest on the $248,978 Flexible Loan is $5,053.91 and the interest on the Advanced Funding Program of $1,318,933 is $26,772.51. Paul Muething moved to designate Tonya Carman as the library’s representative to conduct business with First Merchants Bank. Motion carried.
Jim Stuart moved to approve the 2007 Transfer Resolution. Motion carried. Tammy Ihnat moved to approve the 2007 LIRF Transfer Resolution. Motion carried.
Jim Stuart moved to encumber $7,569 to Tech Logic from the Operating Fund for the balance on the self-check machines not covered by LIRF funds. Motion carried. Jim Stuart moved to encumber $15,415.50 to Tech Logic from LIRF for the self-check machines. Motion carried.
Paul Muething moved to approve moving $186,500 from the Operating Fund to LIRF. Motion carried.
Sarah asked permission to start the 2% Cost of Living increase for staff on December 30 instead of January 1 since that is the first day of a new pay period. Greg Fisher moved to approve Sarah’s recommendation. Motion carried.
Ann Hoehn gave a brief overview of this year’s Output Measures results. Jackie Davis gave her report on Extension Services.
President Brinkman had to leave at this time. She appointed Chuck Lacey as Vice President Pro-tem and turned the meeting over to Paul Muething.
Paula Balensiefer gave her report on Community Relations.
Sarah gave her Director’s report. She then gave the Board information on the Indiana Commission on Local Government Reform report. There will be much more information on this in the coming months.
Being no other business or no comments from the floor Tammy Ihant moved to adjourn. The meeting was adjourned at 5:25 p.m.
Trustees PresentJoni Brinkman, President Tammy Ihnat, Secretary Paul Muething, Treasurer Jim Stuart Greg Fisher Chuck Lacey
Trustees Absent Rhea Parshall, Vice President
Tammy Ihnat, Secretary ____________________________________________________________________ |
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