Michigan City Public Library
Sand dune
100 E. 4th Street, Michigan City, IN 46360, phone 219 - 873 - 3044 fax 219 - 873 - 3067

               
      Library Board Meeting Minutes
   


 

Meetings are held on the fourth Wednesday of each month, except for November and December, which will be on the third Wednesday due to the holidays. The meetings are held in the library meeting room at 2:30 pm.

Meeting minutes are published following board approval.

2017 Meetings & Minutes

January 25, 2017
February 22, 2017 – 2:30 pm
March 22, 2017 – 2:30 pm
April 26, 2017 – 2:30 pm
May 24, 2017 – 2:30 pm
June 28, 2017 – 2:30 pm
July 26, 2017 – 2:30 pm
August 23, 2017 – 2:30 pm
September 27, 2017 – 2:30 pm
October 25, 2017 – 2:30 pm
November 15, 2017 – 2:30 pm
December 20, 2017 – 2:30 pm

2016 Minutes


February 22, 2017

MINUTES OF THE MEETING

1. CALL TO ORDER: This meeting to perform the Oath of Office for the reappointment of a Board member was called to order at 2:25 PM.

2. OATH OF OFFICE FOR BOARD MEMBER REAPPOINTMENT: Mr. Kurt Earnst, our Legal Counsel, presided over the Oath of Office taken by Judy Lange who was reappointed to this Board by the La Porte County Council. Mrs. Lange was welcomed for her return.

3. ADJOURNMENT: Motion was made by John Pugh and seconded by Judy Lange to adjourn this portion of the Meeting. All yea. No nay. Motion carried. The Oath of Office adjourned at 2:30 PM.


I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Don Montgomery, Vice President, on Wednesday, February 22, 2017, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, Vice President
Judy Lange, Secretary
John Pugh, Member
Dr. Ken Rottman, Member

Those members absent:
Sam Melnick, President
Sam Ferguson, Member
Doug Wickstrom, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. IV

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by John Pugh to approve the Minutes of the regular Board meeting of January 25, 2017, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended January 31, 2017, shows an Operating Fund balance of $869,910.16 and a total funds balance of $4,137,155.37. The Operating Fund receipts for January were $1,106,122.57 and the disbursements were $527,576.48.

B. Approval of Bills: The revised list of warrants is increased by $5,203.11. Motion was made by Dr. Ken Rottman and seconded by John Pugh to approve the revised list of warrants of February 22, 2017, in the amount of $96,162.93. All yea. No nay. Motion carried.

C. Cancellation of Outstanding Warrants: Pursuant to IC 5-11-10.5, the following checks have been outstanding for more than two years and, therefore, shall be voided and amounts returned to the fund upon which they were originally drawn.

Check # Vendor Amount Fund
41224 Patricia Tillinghast $6.00 E01-10-3950 Lost Book Refunds
41978 Samantha Warnke $7.00 E01-10-3950 Lost Book Refunds

Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve of the cancellation of outstanding warrants in the total amount of $13.00 as presented. All yea. No nay. Motion carried.

D. Other: Per January, 2017, Board resolution, the Library transferred $222,858 from the Operating Fund to Rainy Day Fund. This transfer is from 2015.

Per December, 2016, Board resolution, the Library made a short term anticipated warrant interfund loan of $1,100,000 from the Rainy Day Fund and Library Improvement Reserve Fund (LIRF) to Operating Fund.

2017 Money owed to the LIRF and Library Rainy Day Fund:

LIRF $ 200,000
Rainy Day Fund $ 900,000
Total $1,100,000

Today the annual 2016 financial statements were transferred onto Gateway.

V. CORRESPONDENCE: Judy Lange reported that James and Eloise Brown donated to the Endowment Fund that is being held at the Unity Foundation of La Porte County. Mr. & Mrs. Robert Platt donated $100 to the Endowment Fund in memory of Adear friend Carter@. H. Fred Miller donated $100 to the Endowment Fund in memory of Carter Manny. Thank you very much.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: This was submitted with the packet and will be filed with these Minutes.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Don Montgomery reported that the window project is complete. The committee met February 8, 2017, at 2 PM. The following projects need to be taken care of: Replace the solar film on the clerestory windows; tear up and replace the parking lot, curbs and concrete sidewalk at the East (staff) entrance. Also, Administration reports numerous leaks in the roof, not associated with the window seals. Don Glossinger will contact Babilla, the roofing company who has previously repaired the roof, to inspect and repair as needed.

Administration proposed hiring Dan Pohrte/Product Architecture & Design to develop a Master Plan this year for updating the library layout, including additions and improvements to furniture, shelving, space utilization, and especially quiet and enclosed small-group meeting rooms. The plan will be developed this year for budgeting with intent to execute the design in 2018. (Mr. Pohrte is the project manager for the window seal replacement project.)

Motion was made by Don Montgomery and seconded by Dr. Ken Rottman to accept the proposal from Product Architecture & Design to develop a Master Plan for the library this year with installation in 2018. All yea. No nay. Motion carried.

B. Budget and Finance Committee Update: No meeting.

C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Collectors Corner Breakfast is planned for April 22 and the tickets are $25. Portofino's will cater the breakfast. The Friends will meet, again, in April to finalize plans for the breakfast.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Wednesday, March 22, 2017, at 2:30 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:37 PM.

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January 25, 2017

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Don Montgomery, Vice President, on Wednesday, January 25, 2017, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, Vice President
Sam Ferguson, Member
John Pugh, Member
Doug Wickstrom, Member

Those members absent:
Sam Melnick, President
Judy Lange, Secretary
Dr. Ken Rottman, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Asst. Director
David Payne, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. IV


1. CALL TO ORDER: The Board of Finance was called to order by Don Montgomery, Vice President at 2:31 PM.

2. ELECT PRESIDENT AND SECRETARY: It was agreed by the Board members that Sam Ferguson will preside as President and John Pugh will preside as Secretary of the Board of Finance. All yea. No nay. All agreed.

3. REPORT ON 2016 INVESTMENTS: Edward Claussen reported on the Library's monies and fund accounts. The total monies on deposit at December 31, 2016, is $4,438,659.07. The net balance in our checking account at Horizon Bank is $2,816,231.49. The Library's second depository account at Fifth Third Bank totals $34,251.39. The Library's Endowment Investments Fund Trust total is $1,088,138.17, market value. The Library's IMA Investments total $500,038.02, market value. Both of these investment accounts are held at Horizon.

In 1994, the Library established an endowment fund with the Unity Foundation. The Unity Foundation holds the money and directs the investment of the fund. The Library receives disbursements from this fund at the discretion of the Unity Foundation.

4. SET INVESTMENT POLICY: There is no change from the Library's Investment Policy from last year. Briefly, the policy is that the Board of Finance meets annually after the first Monday of the year and on or before the last day of January in order to review the written report of the investments made by the Library during the previous year and to review the investment policy. Receipts are deposited in our designated depository that same day they are collected. As received, county tax draws are deposited immediately. The Endowment Investment Account and the IMA account are invested in fixed income certificate of deposit and fixed income mutual funds that invest in U.S. government securities made up of United States Treasury notes and Government Agencies on the advice of Trust Officers from the Horizon Trust and Investment Management. The Library receives 67% of the interest earned from the Endowment Investment account and 100% of the interest earned from the IMA account. This money is deposited quarterly into an Endowment Earnings Fund, which is expended according to a budget set every year. The Library receives a complete report every month from the designated depository that holds both the Endowment and IMA Investment Accounts. These reports are reconciled monthly to the Library's records. The Treasurer of the Library makes monthly financial reports on all receipts and expenditures to the Board of Trustees.

The Library holds a petty cash fund for emergency purchases and employee reimbursement. This fund is reconciled by the petty cash custodian and reimbursed each month.

Motion was made by Don Montgomery and seconded by John Pugh to continue with the current investment policy. All yea. No nay. Motion carried.

5. DESIGNATE DEPOSITORIES: Administration recommends that we retain our current depositories. Motion was made by Don Montgomery and seconded by John Pugh to retain our existing deposit accounts: Horizon and Fifth/Third. All yea. No nay. Motion carried.

6. BOARD OF FINANCE ADJOURNMENT: Motion was made by Don Montgomery and seconded by John Pugh to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. Board of Finance meeting adjourned at 2:40 PM.


I. RESUME MCPL REGULAR BOARD MEETING: The Michigan City Public Library Board of Trustees' meeting was called to order again by Don Montgomery, Vice President, at 2:40 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Sam Ferguson and seconded by John Pugh to approve the Minutes of the regular Board of December 21, 2016, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended December 31, 2016, shows an Operating Fund balance of $291,364.07 and a total funds balance of $4,438,659.07. The Operating Fund receipts for December were $1,217,940.88 and the disbursements were $1,412,786.60.

The Library received five checks totaling $1,211,032.39 from the LaPorte County Auditors office on December 21, 2016. The first check, $1,106,637.52, was for final property tax money fall settlement 2015 Pay 2016. The second check, $63,987.94, was for fall settlement 2015 pay 2016 Excise Tax. The third check, $5,244.59, was for December 2016 FIT. The fourth check, $7,137.00, was for December 2016 CVET. The fifth check, $28,025.34 was for December 2016 CAGIT.

Included in the packet were reports for both the MCPL IMA Account and Endowment Investment funds for the 2016 year. The Endowment fund balance is $1,088,138.17 at market value and the IMA fund balance is $500,038.02 at market value. The December 31, 2016, market value total balance for both funds is $1,588,176.19. A $43,202.84, 2.8% increase, over the December 2015 balance.

On January 3, 2017, the Library Endowment Earnings Fund received $1,840.99 from the IMA Investment Fund and $2,966.18 from the Endowment Investment Fund. These amounts represent fourth quarter 2016 distributions. The total amount received into the Endowment Earnings Fund was $4,807.17.

On December 30, 2016, the Library received $33,757.01 from LaPorte County Auditor's office. This check represents the final distribution of the HEA1001-2008 Homestead Credit Fund balance from 2014. This amount was deposited into our Levy Excess Fund.

The Library paid back 2016 LIRF and Rainy Day Fund borrowings in the month of December 2016; $200,000 to LIRF and $900,000 to Rainy Day Fund from Operating Fund.

2017 Money owed to the Library LIRF and Library Rainy Day Fund:

LIRF $ 200,000
Rainy Day Fund $ 900,000
Total $ 1,100,000

B. Approval of Bills: The revised list of warrants is increased by $66,275.59. Motion was made by Sam Ferguson and seconded by Doug Wickstrom to approve the revised list of warrants of January 25, 2017, in the amount of $191,721.43. All yea. No nay. Motion carried.

C. Cancellation of Outstanding Warrants: This will be covered at the February Board meeting.

D. Rainy Day Fund Contribution: The Resolution to Transfer Funds to the Rainy Day Fund is as follows: Whereas, the Board of Trustees of the Michigan City Public Library finds that the purposes of the Operating Fund have been fulfilled and there is an unused and unencumbered balance; therefore, Be It Resolved, that the Board of Trustees of the Michigan City Public Library do hereby transfer $222,858 from the Operating Fund to the Rainy Day Fund based on the year 2015 actual and budget expenditures. This fund shall be subject to the same appropriation process as other funds that receive tax money. DULY ADOPTED by the Board of Trustees of the Michigan City Public Library at its regular meeting held on the 25th day of January, 2017, at which meeting a quorum was present. Motion was made by Sam Ferguson and seconded by John Pugh to approve the Resolution to transfer funds to the Rainy Day Fund. All yea. No nay. Motion carried.

E. Other: No report.

V. CORRESPONDENCE: Sam Ferguson reported that Jacob Judge and family donated $20 to the Endowment Honoree Program in memory of Alexander "Zander" Barr. Judy and Kent Lange donated $25 to the Endowment Honoree program in memory of Lance Domke. Thanks for the donations.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Submitted in the packet. The report will be filed with these Minutes.

VIII. COMMITTEE REPORTS:

A. Building & Grounds Committee Update: The window project is complete except for the final inspection by the architect. A meeting will be scheduled in February.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: No meeting.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Doug Wickstrom said the ebooks are a "cool thing" for the Library to have.

XII. QUORUM DETERMINATION: Doug Wickstrom is unable to attend the next Board meeting on February 22, 2017, at 2:30 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Doug Wickstrom and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:55 PM.

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