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. The 2016 budget hearing and adoption will be scheduled at a later date.

Meeting minutes are published following board approval.

2015 Minutes

January 28, 2015 - 2:30 PM
February 25, 2015 - 2:30 PM
March 25, 2015 - 2:30 PM
April 22, 2015 - 2:30 PM
May 27, 2015 - 2:30 PM
June 24, 2015 - 2:30 PM
July 22, 2015 - 2:00 PM
August 26, 2015 - 2:00 PM
September 23, 2015 - 2:00 PM
October 28, 2015 - 2:00 PM
November 18, 2015 - 2:00 PM
December 16, 2015 - 2:00 PM

2014 Minutes


January 28, 2015

MINUTES OF THE MEETING

1. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, January 28, 2015, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Montgomery, President
Patrick Dougherty, Vice President
Sam Melnick, Secretary
Judy Lange, Assistant Secretary
April Center, Member
Dr. Ken Rottman, Member

Those members absent:
Sam Ferguson, 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

2. OATH OF OFFICE: Kurt Earnst, the Library’s legal counsel, presided over the Oath of Office taken by Dr. Ken Rottman; reappointed by the Michigan City Area School Board, and Don Montgomery; reappointed by the LaPorte County Council. They were welcomed back.

3. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by Judy Lange to adjourn this portion of the meeting in order to hold a Board of Finance meeting. All yea. No nay. Motion carried. This portion of the meeting adjourned at 2:35 PM.


1. CALL TO ORDER: The Board of Finance meeting was called to order by Don Montgomery at 2:35 PM.

2. ELECT PRESIDENT AND SECRETARY: Dr. Ken Rottman nominated Don Montgomery as President and Pat Dougherty as Secretary. There were no other nominations. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to accept the nominations for the Board of Finance as presented. All yea. No nay. Motion carried.

3. REPORT ON 2014 INVESTMENTS: Ed Claussen reported on all the Library’s monies and fund accounts. The net balance in our checking account at Horizon Bank is $2,259,340.10. The Library’s second depository account at Fifth Third Bank totals $30,375.23. The Library’s total Endowment Investments held at Horizon Bank are $1,044,610.58, market value. The Library’s total IMA Investments also held at Horizon Bank are $504,293.29, market value. The total on deposit at December 31, 2014, is $3,838,619.20. The Library receives 67% of the interest earned from the Endowment Investment account and the remaining percentage is reinvested. The Library receives 100% of the interest from the IMA account.

The Library’s Unity Fund has a total of $131,000.

The Library holds a petty cash fund for emergency purchases and employee reimbursements. This fund totals $300.

4. SET INVESTMENT POLICY: The policy states where our money is held, where our money is invested, and receipts are deposited the same day they are collected. It also states that financial reports are received every month from the designated depositories holding our investment accounts and these reports are reconciled monthly to the Library’s records. This also includes the Library’s credit card account. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to continue with the current investment policy. All yea. No nay. Motion carried.

5. DESIGNATE DEPOSITORIES: It is recommended that we retain our current depositories. Motion was made by Pat Dougherty and seconded by Judy Lange to remain with Horizon and Fifth Third Banks as our depositories. All yea. No nay. Motion carried.

6. BOARD OF FINANCE ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. Board of Finance meeting adjourned at 2:45 PM.


I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order again by Don Montgomery, President, at 2:45 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Minutes of the regular Board meeting of December 17, 2014, 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, 2014, shows an Operating Fund balance of $1,145,787.18 and a total funds balance of $3,838,619.20. The Operating Fund receipts for December were $1,080,670.16 and the disbursements were $1,331,732.62.

We received three checks totaling $1,044,414.90 from the LaPorte County Auditor’s office on December 30, 2014. The first check, $968,993.30, was for final property tax money from the years 12 pay 13 and 13 pay 14. The second check, $70,499.55, was for second half 13 pay 14 Excise Tax and the third check, $4,922.05, was for second half 13 pay 14 Financial Institution Tax.

On January 15, 2015, the Library received $29,843.16 from the LaPorte County Auditor’s Office for the January 2015 CAGIT tax. This amount is $1,975.05 or 7.1% greater than January 2014 CAGIT receipt.

Included in the packet were reports from both the Library’s IMA Account and Endowment Investment Funds for the year. For the 2014 year, the Endowment fund balance at market value increased $24,777 and the IMA fund balance at market value increased $11,490. The December 31, 2014, market value total balance for both funds is $1,548,903.87. A 2.4% increase over the December 2013 balance.

On January 2, 2015, the Library Endowment Earnings Fund received $1,907.02 from the IMA investment Fund and $2,882.40 from the Endowment Investment Fund. These amounts represent fourth quarter 2014 distributions. The total amount received into the Endowment Earnings Fund was $4,789.42. A $1,708.42 or 55.4% increase over the fourth quarter 2013 distributions.

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

LIRF $ 470,000
Rainy Day Fund $ 640,000
___________
Total $ 1,110,000

B. Approval of Bills: The revised list of warrants is increased by $7,699.84, due to increases in supplies and communications. It also includes the transfer out of the Operating Fund and into LIRF. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the revised list of warrants in the amount of $301,234.95. All yea. No nay. Motion carried.

C. Cancellation of Outstanding Warrants: Pursuant to IC 5-11-10.5, the following check has been outstanding for more than two years and therefore shall be voided and amount returned to the fund upon which it was originally drawn.

Check # Vendor Amount Fund
40243 Swarner, Susan $35.00 Endowment Earnings

Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to accept the cancellation of the outstanding warrant as presented. All yea. No nay. Motion carried.

D. Rainy Day Fund Contribution: 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 $900,000 from the Operating Fund to the Rainy Day Fund based on the years 2011, 2012 and 2013 actual and budget expenditures. This fund shall be subject to the same appropriation process as other funds that receive tax money. Motion was made by Dr. Ken Rottman and seconded by April Center to adopt this Rainy Day Fund Contribution Resolution as presented. All yea. No nay. Motion carried.

E. Other: No report.

V. CORRESPONDENCE: Sam Melnick reported that Debbie Hyndman donated $50 to the Library’s Endowment Honoree Program to honor her friend Mary Brockway. Dorothy and Gladys Meriweather donated $40 to the Library’s Endowment Fund. Mary T. Schmich donated $291.20 to the Library’s Endowment Fund through the Unity Foundation of LaPorte County. (Ms. Schmich reimbursed the Library for the expenses for her program here.) Mr. Melnick thanked those who donated on behalf of the Board. These donations are very helpful.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: This was submitted in the packet and will be filed with these Minutes. Mr. Glossinger wants to add an explanation to those who do not realize about our rainy day fund. This is money that has been put away for many years and represents a catching up because the Library has been doing without for a long time. The windows need repair as they leak, the equipment has been patched instead of replaced, etc.: “We’ve been “belt tightening.” A lot of things have been let go; we did not get ebooks for one. We are now already beginning to rectify this: we bought 3 new computers for Youth Services, a new copier for the office that will do heavy volume, we are preparing for ebooks and we are working towards repairing the windows. Don Montgomery thanked Don Glossinger and administrative staff for such good budget management.

VIII. COMMITTEE REPORTS: The President to appoint new committee chairpersons and members. The President inquired if anyone wanted to change committees. There was no response. The committee chairpersons and members are to remain the same.

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Judy Lange reported to the Board that the 2015 budget for the Library has been approved. The budget is as follows:

Programming:
Adult: $ 5,000
Receptions 200
Films: (4 year license) 2,684

Writing Out Loud:
Meals 700

General:
Vol. Recognition Luncheon 500

Friends:
Luncheons 200
Secy of State 10
General Expense 400

Staff:
Scholarships 1,500
Memorials 500
Social:
Holiday Meal 1,100
Gifts 750
____________
Total $ 13,544

D. Policy and Procedures Committee Update: Dr. Ken Rottman reported to the Board that the committee met today at 2:15 to discuss policies for ebooks.

1. Maximum Lending period: 14 days
2. Maximum concurrent checkouts allowed: 3
3. Allow patrons to place holds on checked out titles: Yes
4. Maximum number of holds a patron may have at one time: 3
5. Number of days allowed for patron response to hold notification: 3
6. Due to the uncertainty of availability, pricing, and total number of circulations, as set by the publisher, of a title, patrons may not request titles not already available.

NOTE: There will be no “renewals” or “fines” as checked out ebooks automatically end once the loan period has been reached and therefore are never overdue. If a patron wants it again, it will have to be checked out again.

Motion was made by Dr. Ken Rottman and seconded by Sam Melnick to approve of the above stated ebooks policy to be effective January 28, 2015. A discussion ensued. As this is a new endeavor for this library, we may change the policy as needed. A vote was called. All yea. No nay. Motion carried.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Judy Lange thanked the staff for their thoughtfulness and contribution in memory of her mother.

XII. QUORUM DETERMINATION: Judy Lange and Sam Ferguson may not be able to make the next regular Board meeting on February 25, 2015, at 2:30 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by Dr. Ken Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:10 PM.