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 the month, except for November and December, which will be held on the third Wednesday. The meetings are held at 2:00 PM in the library meeting room, with the exception of the 2011 September meeting.

2011 Minutes

January 26, 2011 | February 15, 2011 | March 23, 2011 | April 27, 2011 | May 25, 2011 | June 22, 2011 | July 27, 2011 | August 24, 2011 | 2012 Budget Hearing | September 28, 2011 | October 26, 2011 | November 16, 2011 | December 14, 2011


December 14, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, Vice President, on Wednesday, December 14, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, Vice President
Don Martin, Secretary
Steve Fistel, Assist. Secretary
Edward Frank, Member

Those members absent:
Dr. Ken Rottman, President
Cheryl Bohlim, Member
James Parsons, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Don Varda, Lib. Development

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Steve Fistel and seconded by Don Martin to approve the Minutes of the regular Board meeting of November 16, 2011, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended November 30, 2011, shows an Operating Fund balance of $152,597.89 and a total funds balance of $2,022,588.11. The operating fund received in November $23,536.52 and expended $159,852.20.

On December 9, 2011, we received a 2nd half-provisional property tax advance in the amount of $738,156.77. We also received our 2nd half License Excise tax in the amount of $59,849.96.

Along with the board resolutions for rolling over our 2009, 2010 loans and setting up our 2012 loan with the Indiana Bond Bank (IBB), we will be paying interest and principal on the following years: 2009 interest $5,912.70, 2010 interest $6,764.46 and Principal of $81,645.00 and 2011 interest of $17,194.26 for a total paid of $111,516.42. We will be paying off the 2011 loan outstanding for $765,967.00. This is all reflected in the cash flow statement.

Mr. Frank inquired about the amount of interest being paid. A report will be given to the Board when this situation is settled. Don Glossinger said we have been forced to run all these years without an adequate amount of money. We have lost the ability to accomplish many things: new materials, improvements to the building and putting money in our Rainy Day Fund.

B. Approval of Bills: Mr.Claussen said there was nothing significant added to the revised list. Motion was made by Steve Fistel and seconded by Don Martin to approve the List of Warrants of December 14, 2011, as presented. All yea. No nay. Motion carried.

C. Encumbrances: Board approval is needed to encumber $44,837.57. Motion was made by Ed Frank and seconded by Steve Fistel to approve the certification of the following encumbrances:

Line 2 - Supplies $ 2,740.90
Line 45 - Materials $42,096.67

These are purchase orders from 2011 that we need to pay in 2012; we do not lose money that was appropriated in 2011.

A vote was called. All yea. No nay. Motion carried to approve the 2011 Operatiang Encumbrances in the amount of $44,837.57.

D. Line Transfers: Motion was made by Steve Fistel and seconded by Don Martin to approve the transfer from Line 35 Utilities to Line 33 Printing and Advertising in the amount of $309.45.

Every year in some lines we spend a little more than was budgeted for and some lines have a surplus so this transfer is to prevent a negative balance. A vote was called. All yea. No nay. Motion carried to approve the Appropriation Resolution for the year ended 2011 for the minor transfer in the amount of $309.45.

E. Indiana Bond Bank Rollover Program: We need Board approval for three resolutions with the Indiana Bond Bank. Motion was made by Steve Fistel and seconded by Ed Frank to approve the first resolution as follows: “ A Resolution authorizing Michigan City Public Library (the “Participant”), to accommodate the payment of its outstanding emergency temporary loans that were made to meet current running expenses for certain funds of the Participant, and were made in anticipation of and not in excess of current taxes levied in the year 2008, originally collectable in the year 2009 but due to reassessment and related delays, are now anticipated for collection in 2012.” All yea. No nay. The Resolution for the rollover of the 2009 loan is approved.

The second Resolution is as follows: “A Resolution authoriziang Michigan City Public Library (the “Participant”), to accommodate the payment of its outstanding emergency temporary loans that were made to meet current running expenses for certain funds of the Participant, and were made in anticipation of and not in excess of current taxes levied in the year 2009, originally collectable in the year 2010 but due to reassessment and related delays, are now anticipated for collection in 2012". Motion was made by Steve Fistel and seconded by Don Martin to approve the second Resolution for the rollover of the 2010 loan. All yea. No nay. Motion carried.

The third Resolution is a follows: “A Resolution authorizing the Michigan City Public Library to make temporary loans to meet current running expenses for the use of the Operating Fund of the Issuer, in anticipation of and not in excess of current taxes levied in the year 2011, and collectable in the year 2012; authorizing the issuance of temporary loan tax anticipation warrants to evidence such loans and the sale of such warrants to the Indiana Bond Bank; and appropriating and pledging the taxes to be received in such funds to the punctual payment of such warrants including the interest thereon.”

Motion was made by Steve Fistel and seconded by Ed Frank to approve the third resolution for a temporary loan to meet current running expenses for 2012. All yea. No nay. Motion carried.

V. CORRESPONDENCE: Don Martin reported that Charles Abraham donated $20 to the Endowment Fund for the Honoree Program. Jean Ewing donated $20 to the Endowment Fund for the Honoree Program, honoring Charles Abraham.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Submitted with the packet.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Personnel Committee Update: No report.

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

D. Policy and Procedures Committee Update: No report.

E. Budget and Finance Committee Update: No report.

F. Nominating Committee Update: Ed Frank reported that the committee met on November 30 and discussed new officers for 2012. Motion was made by Ed Frank amd seconded by Steve Fistel to approve the following nominations for Board Officers in 2012:

President Sam Ferguson
Vice-President Steve Fistel
Secretary Don Martin
Assist. Secretary Cheryl Bohlim

A vote was called. All yea. No nay. Board Officers for 2012 are approved as presented.

IX. NEW BUSINESS:

A. Endowment Fund Budget and B. Public Relations Budget: Don Glossinger explained that the Public Relations Budget comes from the Endowment Fund Budget. Motion was made by Don Martin and seconded by Ed Frank to approve the Endowment Earnings 2012 Budget in the amount of $30,000 and the Public Relations Budget of 2012 in the amount of $16,800 as presented. All yea. No nay. Motion carried.

B. Platt/Coffin Fund Budget: This budget is strictly for the Youth Services Department. Motion was made by Steve Fistel and seconded by Ed Frank to approve the Platt/Coffin Fund Budget as presented. All yea. No nay. Motion carried.

C. Approval needed for Destruction of Public Records: The List of Records presented are records that have been audited and have reached or surpassed their retention schedule. Motion was made by Steve Fistel and seconded by Don Martin to approve the list of Public Records to be presented to the Indiana Commission of Public Records for approval to be destroyed. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board Meeting on Wednesday, January 25, 2012, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Steve Fistel and seconded by Don Martin to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:30 PM.




November 16, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Dr. Ken Rottman, President on Wednesday, November 16, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Dr. Ken Rottman, President
Sam Ferguson, Vice President
Don Martin, Secretar
Steve Fistel, Assist. Secretary
Edward Frank, Member
James Parsons, Member

Those members absent:
Cheryl Bohlim, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Sam Ferguson and seconded by Ed Frank to approve the Minutes of the regular Board meeting of October 26, 2011, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended October 31, 2011, shows an Operating Fund balance of $288,913.57 and a total funds balance of $2,158,710.90. The operating fund received in October $24,010.45 and expended $200,944.53.

The cash flow statement reflects the estimated provisional 2011 property tax draw we will receive in December, 2011, of $890,000, and the estimated amount we will repay to the Indiana Bond Bank of $765,967.

B. Approval of Bills: Motion was made by Sam Ferguson and seconded by Steve Fistel to approve the List of Warrants of November 16, 2011, as presented. All yea. No nay. Motion carried.

C. Approval Needed to Transfer Funds from Rainy Day Fund to Operating Fund. Motion was made by Don Martin and seconded by James Parsons to approve the Resolution as presented to transfer $200,000 from the Rainy Day Fund to the General Operating Fund in order to maintain a positive cash flow. The amount will be repaid at such time the Indiana Bond Bank 2012 Advanced Funding Program loan is received. All yea. No nay. Motion carried.

D. INDIANA BOND BANK EXTENSION PROGRAM: The Library has continued the application process with the Indiana Bond Bank for the 2012 Advanced Funding Program and 2011, 2010 and 2009 Rollover Warrant Program. We should have the paperwork for Board action by the next meeting.

E. Other: No report.

V. CORRESPONDENCE: Don Martin reported that Linda Sperling donated $40 to the Endowment Fund Honoree Program for two plates honoring Mary Stelcher. Suzie Moore donated $60 to the Endowment Fund Honoree Program honoring Lauren Miltenberger.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Submitted in the packet.

VIII. COMMITTEE REPORTS:

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: No report.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

F. Nominating Committee Update: Dr. Rottman appointed members to the Committee: Ed Frank (Chair) Don Martin and Steve Fistel. A meeting will be scheduled in order to have nominations by the December Board meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: James Parsons is unable to attend the next regular Board Meeting on Wedneday, December 14, 2011, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Steve Fistel and seconded by Sam Ferguson to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:08 PM.



October 26, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Dr. Ken Rottman, President on Wednesday, October 26, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Dr. Ken Rottman, President
Sam Ferguson, Vice President
Don Martin, Secretary
Steve Fistel, Assist. Secretary
Cheryl Bohlim, Member
Edward Frank, Member

Those members absent:
James Parsons, Member

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

II. PUBLIC COMMENTS: No comments.

III. MINUTES:

A. Public Hearing for Budget: Motion was made by Sam Ferguson and seconded by Don Martin to approve the Minutes of the Special Board Meeting for Public Hearing on the 2012 Budget held on September 28, 2011, as presented. All yea. No nay. Motion carried.

B. Regular Board Meeting: Motion was made by Sam Ferguson and seconded by Steve Fistel to approve the Minutes of the regular Board meeting of September 28, 2011, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended September 30, 2011, shows an Operating Fund balance of $465,847.65 and a total funds balance of $2,347,845.50. The operating fund received in September $473,581.31 and expended $190,046.35.

The receipt statement included the amount that was transferred from the library improvement reserve fund (LIRF) to the operatin g fund that was approved in August.

The cash flow statement shows that we may have to borrow $200,000 from the rainy day fund by Board Resolution in November 2011.

There are no extraordinary operating expenses this month. Our remaining expenditure balance should be at 25% of 2011 budget; we are at 41% expenditure remaining for 2011 budget. Actual expenditures are well under the 2011 budget.

The documents from the Indiana Bond Bank for the 2012 Advance Funding Program will need to be signed by the Board at the November or December Board meeting. We should receive the loan on January 3. We will then put the money back into LIRF that was borrowed.

The September 2011 ending balance from Endowment Trust of $9,263.53 will be deposited into Endowment Investment in the month of October 2011. This check to Endowment Investment is part of the October 26, 2011, List of Warrants.

B. Approval of Bills: Motion was made by Don Martin and seconded by Sam Ferguson to approve the List of Warrants of October 26, 2011, as presented. All yea. No nay. Motion carried.

C. Adoption of 2012 Budget: The Department of Local Government Finance Gateway budget forms (Forms #4, #4A, and #4B) were submitted in the packet for the Board's review. Motion was made by Ed Frank and seconded by Steve Fistel to approve the Library's 2012 budget for the general and LIRF funds in the amount of $2,800,000.00 for property tax levy, $3,150,090.00 for expenses and a proposed net tax rate of .1676. All yea. No nay. Motion carried. The signature page was passed around for all Board members present to sign.

D. Other: No report.

V. CORRESPONDENCE: Don Martin reported that Jinny Hilf donated $25.00 to the Writing Out Loud program. The total donations for the 2011 program is $580.00.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Don Glossinger reported that the News Dispatch printed a feature article about our Youth Services Department's “1,000 Books Before Kindergarten” program in the September 20 edition. This led to an increase of parents enrolling their children in the free program. There are now over 200 children participating and this number keeps growing.

VIII. COMMITTEE REPORTS:

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: No report.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS:

A. Library Holiday Closings for 2012: Motion was made by Ed Frank and seconded by Don Martin to accept the 2012 Holiday Closings list along with the Summer Sunday Closings as presented. All yea. No nay. Motion carried.

B. Board Meeting Dates for 2012: The time of the meetings is to be at 2:00 PM. Motion was made by Steve Fistel and seconded by Don Martin to approve the list of Board Meeting Dates for 2012 as presented. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, November 16, 2011, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Don Martin and seconded by Steve Fistel to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:18 PM.



September 28, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Dr. Ken Rottman, President on Wednesday, September 28, 2011, at 1:05 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Dr. Ken Rottman, President
Don Martin, Secretary
Steve Fistel, Assist. Secretary
Edward Frank, Member
James Parsons, Member

Those members absent:
Sam Ferguson, Vice-President
Cheryl Bohlim, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
David Payne, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Bob Bailey, member of the public
Ken Fryar, member of the public

II. PUBLIC COMMENTS: Mr. Bob Bailey came to this meeting to express his ideas on the sidewalk issue that was brought before the Building & Grounds Committee and the August 24 Board Meeting. Mr. Bailey is a former Executive Director of the Redevelopment Committee. “The Library is exactly where it should be and where it should stay. The Beachway Plan stated, 'Of particular significance are the desirability and potentiality of creating within Beachway a major retail anchor to the Franklin Square shopping district and a unified civic-cultural center.' The Library is strategically located to serve both, as 'a major retail anchor', exceptionally so, inasmuch as it generates significant traffic without competing for the retail dollar, while at the same time, it is positioned to form the nucleolus of 'a unified civic-cultural center'.

'The North End Plan by: Andrews University

Many American cities have forgotten that one of the key ingredients to a dynamic town center is the presence of a healthy and substantial population with convenient pedestrian access. Increasingly, homebuyers are choosing to live in walkable neighorhoods where basic services and even the commute do not require the use of an automobile. Michigan City's North End is in the unique position to harness this potential, especially given its proximity to Lake Michigan.

Without exception, all of the planning consultants evaluating Michigan City have put the emphasis on creating a pedestrian friendly environment. Vehicles and pedestrians do not mix well. In fact, just last week, Tim Haas told me that the majority of pedestrian accidents with vehicles occur at intersections from turning vehicles.

Why, then, do we want to draw more automobiles into the town center by opening Franklin Street? In 1970, the consultants designing the Beachway Plan referred to Franklin Street as '*** a dreary overburdened traffic artery and parking reservoir'. Opening Franklin Street would be regressive. I would prefer to see Michigan City move into the 21st Century, by developing a pedestrian friendly, cultural, compact campus with the right proportion of residents to visitors, and pedestrians to vehicles.

I wish to leave you with this thought, what would downtown Chesterton be like today, if all of the traffic on the 49 bypass was still traveling through the center of town?”

Don Martin motioned to terminate this proposal so no further action will be taken. Seconded by Steve Fistel. A discussion ensued. Don Glossinger said there would be too many safety issues to consider on this proposal. Plus the fact that the placement of the sidewalk would be an easement, therefore, if the library needed to do something we would have to get permission. Maintenance and upkeep would be an extra burden on the library. The traffic and pedestrian congestion is unsafe. There are just too many unforeseen and problematic issues.

Mr. Ken Fryar said there are people in this community who still want to tear down the library. He told the Board and administration to keep up the strong position of keeping the library in its location. There are people not willing to give up on the idea.

A vote was called. All yea. No nay. Motion carried to take no further action on the proposal to put a sidewalk by the library's parking lot.

III. MINUTES: Motion was made by Ed Frank and seconded by Steve Fistel to approve the Minutes of the regular Board meeting of August 24, 2011, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended August 31, 2011, shows an Operating Fund balance of $182,312.69 and a total funds balance of $2,519,762.42. The operating fund received in August $33,204.64 and expended $168,138.53.

The August receipts included $8,248.46 the library received from AT&T for the Universal Service Fund program.

The second installment of the 2011 provisional tax bill will be sent out this fall and the library anticipates receiving 2011 provisional property tax levy money in December 2011. We will also pay off 2011 Indiana Bond Bank loan once we receive these funds.

The library does not anticipate receiving property tax levy money from the certified 2007 pay 2008 in the 2011 fiscal year.

B. Approval of Bills: Motion was made by Don Martin and seconded by Steve Fistel to approve the List of Warrants of September 28, 2011, as presented. All yea. No nay. Motion carried.

C. Indiana Bond Bank Information: The library has received the 2012 Advanced Funding Program Application Packet for Participation from the Indiana Bond Bank (IBB). We have sent in the Participation Survey indicating to the IBB that the Library will be participating in the 2012 Advanced Funding Program.

D. Other: No other extraordinary items to report.

V. CORRESPONDENCE: Don Martin reported the following donations received in the Endowment Fund for our honoree program: Sue and Richard Pelis $40 for their wedding anniversary; Shelley Lehker, $20 in memory of Patricia Weiss; Lee Block, $25for Susan Block's birthday; Michael Ducey, $20 in memory of Sue Miller; Pam Sassaman, $40 honoring Shirley Sassaman; and Debbie Rahmstorf, $20 in memory of Myron Rahmstorf.

Don Martin also reported donations as follows for the Writing Out Loud Program: Ted and Lynn Zieka, $30; John Vail $50; Gen De Young, $100 (in memory of Charles De Young); Faye Moore, $50; and Betty Duggan, $10.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Submitted in the packet.

VIII. COMMITTEE REPORTS:

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: Jim Parsons reported the bake sale earned the Friends $265. They would welcome ideas for more fund raisers.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

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 regular Board meeting on Wednesday, October 26, 2011, at 2:00 PM in the Library's Meeting Room.

XIII: ADJOURNMENT: Motion was made by Ed Frank and seconded by Steve Fistel to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 1:32 PM.


September 28, 2011

MINUTES OF THE SPECIAL MEETING
FOR PUBLIC HEARING ON YEAR 2012 BUDGET

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' Special Board Meeting for the public hearing on the year 2012 budget was called to order by Dr. Ken Rottman, President, on Wednesday, September 28, 2011, at 1:00 PM.

Those members in attendance:
Dr. Ken Rottman, President
Don Martin, Secretary
Steve Fistel, Assist. Secretary
Edward Frank, Member

Those members absent:
Sam Ferguson, Vice-President
Cheryl Bohlim, Member
James Parsons, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Bob Bailey, member of the public
Ken Fryar, member of the public

II. PUBLIC HEARING: There were no questions or comments regarding the Library's 2012 budget.

III. ADJOURNMENT: Motion was made by Don Martin and seconded by Steve Fistel to adjourn this meeting. This special meeting for the public hearing adjourned at 1:02 PM. The next meeting is a regular Board meeting to be held today at 1:05 PM.


August 24, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Dr. Rottman, President, on Wednesday, August 24, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Dr. Ken Rottman, President
Sam Ferguson, Vice-President
Don Martin, Secretary
Cheryl Bohlim, Member
Ed Frank, Member

Those members absent:
Steven Fistel, Assist. Secretary
James Parsons, Member

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

II. PUBLIC COMMENTS: Tim Haas and Tim Bietry attended this meeting to bring forth an idea of a sidewalk on the west side of the library’s parking lot that would act as a pedestrian path to link the Franklin Street corridor to the lakefront. This will be brought forth again at the second Public Comments at the end of the meeting and after we hear from the Building and Grounds Committee which met earlier this month to discuss this topic.

III. MINUTES: Motion was made by Ed Frank and seconded by Don Martin to approve the Minutes of the regular Board meeting of July 27, 2011, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended July 31, 2011, shows an Operating Fund balance of $317,246.58 and a total funds balance of $2,642,707.04. The operating fund received in July $985,087.53 and expended $1,035,966.17.

The 2012 budget was submitted on Wednesday, August 17, 2011, with LaPorte County Auditor’s office for the non-binding review by the LaPorte County Council as required by the State of Indiana.

We received from the County provisional property taxes for 2010 to pay 2011 in the amount of $897,070 and paid off a loan to the Bond Bank in the amount of $772,617 which included the principal and interest.

B. Approval of Bills: Motion was made by Cheryl Bohlim and seconded by Ed Frank to approve the List of Warrants of August 24, 2011, as presented. All yea. No nay. Motion carried.

C. Approval needed to transfer funds from LIRF to the Operating Fund
Motion was made by Sam Ferguson and seconded by Don Martin to approve the following Resolution: “Whereas, the Michigan City Public Library Board has been delayed in receiving various forms of revenue from LaPorte County and the State of Indiana,

The Michigan City Public Library Board authorizes the Michigan City Public Library Treasurer to make a transfer of funds from the Library Improvement Reserve Fund to the General Operating Fund in order to maintain a positive cash balance in the Operating Fund for 2011.

Be it resolved, by the Board of Trustees of the Michigan City Public Library, Michigan City, LaPorte County, Indiana, to authorize a transfer between said funds in the amount of $450,000 to be repaid at such time our 2011 Property Tax Draw is received.” A vote was called. All yea. No nay. Motion carried.

D. Other: No report.

V. CORRESPONDENCE: Don Martin reported that a $1,000 donation was made to the Endowment Fund from the Leonard J and Irene Brown Foundation, Inc. Mrs. Deborah Hyndman is Secretary/Treasurer.

The following donations were made to our Writing Out Loud Program: Marian Schoonaert $10, Marjorie Hammond $25, John & Jessie Daraska $50, Maureen McInerney $5, Hoit & Dorothy Miller $100, Mary Lou Linnen $50, Jackie Kean $25, Jo Pilecki $25, and Dan Tanas $25.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Andrew Smith reported that the final celebration on July 28 for the Summer Reading Program was a great success. Ken Ernsberger delighted the crowd with his magic and balloon antics. The children (and adults) had a fantastic time. The Summer Reading Program was a huge success.

The resume assistance program in our Reference Department is able to help more people via email and is becoming more successful as it is helping those patrons who are unable to come in for the typical hour-long resume appointment.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Don Martin reported that the committee met on Wednesday, August 17, 2011, at 2:00 PM. Present were: Don Martin, Steve Fistel, Cheryl Bohlim, Don Glossinger, Andy Smith, Kurt Earnst, Rich Murphy and Tim Haas. Mr. Haas and Mr. Murphy presented a plan to add a sidewalk to the west side of the library’s parking lot that would act as a pedestrian path to link the Franklin Street corridor to the lakefront. Motion was made by Don Martin that no further action be taken. Ed Frank inquired what this entailed. Dr. Ken Rottman opened the motion up for discussion. Mr. Haas and Mr. Bietry presented a map with details of what they propose. A discussion ensued. The Board feels there are many unknown liabilities and safety concerns for the pedestrians crossing Highway 12, even with the yellow caution light. Also, a concern is the library being very busy and mixing pedestrians with so much traffic. Dr. Rottman suggested using the alley on the other side of the library but Mr. Smith said that is also busy with deliveries. Mr. Haas suggested that the second alternative could be the grass way between the library’s parking lot and the bank’s parking lot.

Don Martin said that no action means that the committee has too many concerns at this time to even consider this proposal. The concerns, just to name a few, are safety, maintenance, federal or state jurisdiction, and cost.

Kurt Earnst suggested bringing this issue back to the Building and Grounds Committee as there are too many unforeseen and problematic issues that need attention. Motion was made by Cheryl Bohlim and seconded by Don Martin to return this proposal back to the Building and Grounds Committee after more information is received. Discussion ensued regarding if this would be approved by INDOT. Mr. Haas said that they need to present it to them. A vote was called. All yea. No nay. Motion carried.

B. Budget and Finance Committee Update: Sam Ferguson reported that the committee met on Wednesday, August 10, 2011, to review and discuss the 2012 budget. Library administration addressed questions the committee had regarding particular lines in the budget. The committee would like to advertise the proposed 2012 revenue budget totaling $3,452,155 and expenditure budget of $3,150,090. These totals include LIRF. Motion was made by Sam Ferguson and seconded by Cheryl Bohlim to advertise the 2012 budget as presented. All yea. No nay. Motion carried.

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

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Sam Ferguson is unable to attend the next regular Board meeting on Wednesday, September 28, 2011, at 2:00 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Ed Frank and seconded by Don Martin to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:49 PM.


July 27, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Martin, Secretary, on Wednesday, July 27, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Martin, Secretary
Steven Fistel, Assist. Secretary
Cheryl Bohlim, Member
Ed Frank, Member
James Parsons, Member

Those members absent:
Dr. Ken Rottman, President
Sam Ferguson, Vice-President

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Steve Fistel and seconded by Cheryl Bohlim to approve the Minutes of the regular Board meeting of June 22, 2011, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended June 30, 2011, shows an Operating Fund balance of $368,125.22 and a total funds balance of $2,699,224.11. The operating fund received in June $362,309.52 and the expenditures were $187,421.75. On July 15, 2011, we received a distribution from the county for 2010 pay 2011 provisional Levy Taxes in the amount of $897,069.99. On July 18, 2011, we received two invoices from the Indiana Bond Bank (IBB) for payment of 2011 loans outstanding ($1,230,570 and $301,364) for $464,603 and $301,364 in principal and $5,712.68 and $937.58 in interest. We wire transferred $772,617.26 to the IBB on July 18, 2011. It appears on our Cash Flow Statement that we may have to borrow from LIRF.

B. Approval of Bills: Motion was made by Steve Fistel and seconded by Cheryl Bohlim to approve the List of Warrants of July 27, 2011, as presented. All yea. No nay. Motion carried.

C. Section 125: Adoption Resolution: The Board needs to adopt a Section 125 Pre-Tax Premium Plan Resolution as we have a new medical insurance company. The Resolution is as follows:

“Whereas, the Plan Sponsor maintains an employer-sponsored benefit plan(s) for certain employees; and

Whereas, a Pre-Tax Premium Plan, pursuant to Section 125 of the Internal Revenue Code, would allow employees to reduce their taxable compensation to pay for their portion of the costs of the designated employer-sponsored benefit plan(s);

Therefore, Be it Resolved, as conclusive evidence of the adoption of the provisions of the Pre-Tax Premium Plan, the Plan Administrator has caused this Adoption Resolution to be duly executed in its name and on its behalf.”

Motion was made by Cheryl Bohlim and seconded by Steve Fistel to adopt the above stated Section 125 Pre-Tax Premium Plan Resolution. All yea. No nay. Motion carried. Signatures will be needed after the meeting.

D. Other: No report.

V. CORRESPONDENCE: Don Martin reported that donations were made to the Library’s Endowment Fund in memory of Rob Reyher. They are as follows: Terence & Cori Twiss - $20; Don Transki - $20; Richard & Patricia Gedert -$30; John Knoll - $20; and Deborah Shubert - $30.

Tri-Kappa Associate Chapter donated $35 to the Endowment Fund. Ms. Katie Gielow is contact person. Francis and Mary Rooney donated $50 and Sanford and Karol Friedman donated $100 to the Endowment Fund.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Submitted in the packet. Don Glossinger announced that the water project is now complete and makes a good presentation in our center court. Thank you to the Friends who are paying for this.

VIII. COMMITTEE REPORTS:

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: No report.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Jim Parsons is unable to attend the next regular Board meeting on Wednesday, August 24, 2011, at 2:00 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Steve Fistel and seconded by Cheryl Bohlim to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:10 PM.


June 22, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Dr. Ken Rottman, President, on Wednesday, June 22, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Dr. Ken Rottman, President
Sam Ferguson, Vice-President
Don Martin, Secretary
Steven Fistel, Assist. Secretary
Cheryl Bohlim, Member
Ed Frank, Member
James Parsons, 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. Development

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Steve Fistel and seconded by Don Martin to approve the Minutes of the regular Board meeting of May 25, 2011, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended May 31, 2011, shows an Operating Fund balance of $174,561.45 and a total funds balance of $2,505,973.64. The operating fund received in May $6,253.32 and expended $214,422.37. The Cash Flow Statement was included in the packet and is being monitored closely because of the cash situtation. On June 6, we received a distribution from the county for 2006 pay 2007 reconciliation Levy Taxes in the amount of $31,765.66. We also received our May 2011 monthly CAGIT distribution of $17,601.75 on that date as well. They will show on next month’s statement. The Mid-Year loan from the Indiana Bond Bank in the amount of $301,364 was wired into our account on June 21, 2011. We paid Indiana Bond Bank $12,677 this month for 2009 and 2010 interest. We anticipate receiving Excise Taxes at the end of June or beginning of July, 2011. We also anticipate receiving provisional tax levy for 2010 pay 2011 at the end of July or early August, 2011.

Ed Frank inquired about the negative amount in October on the cash flow statement. This was explained that the cash flow is a forecast until we get the actual amounts in place. In September we will take a closer look at the cash flow statement to see if something needs to be done such as borrowing from LIRF. That is not anticipated, though.

B. Approval of Bills: The warrants this month totaled $78,318.68. Motion was made by Steve Fistel and seconded by Sam Ferguson to approve the List of Warrants of June 22, 2011, as presented. All yea. No nay. Motion carried.

C. Proposed Budget Dates: The proposed 2012 budget dates are tentative at this time and will be confirmed once we meet with the County.

D. Other: The medical insurance for library staff will be covered by United Health beginning July 1 as Principal is no longer handling medical insurance. Principal is still covering dental and life.

V. CORRESPONDENCE: Don Martin reported on the many donations to the Endowment Fund in memory of Rob Reyher: Lee and Susan Block, $25.00; Thomas and Susan Stanley, $100.00; Kenneth and Joan Johnson, $25.00; Michael and Judith Kerestury, $20.00; Albert and Susan Peloso, $50.00; Michael and Mary Wagner, $20.00; Judith Campbell, $50.00; and Drs. Michael and Cindy Leland, $100.00.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The Summer Reading Program in the Youth Services Department began this month. There were approximately 150 in attendance at the sign up. Technical Services is preparing for our library to have ebook service later this summer. The summer film series in Washington Park begins in June. The first film “Despicable Me”, will be shown June 24. On July 15, we will be showing “MegaMind” and on August 19, the Disney film, “Tangled” will be shown. The Reference Department reports that the library’s resume assistance program is successful and people are referring others to this service.

The Library’s Literacy Program has another successful story about a middle school student who was 3 to 4 years behind in reading and, after tutoring, his reading skill has increased from 29 per cent to 86 per cent.

VIII. COMMITTEE REPORTS:

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: No report.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Ed Frank inquired about the water project in the center court. This is now planned to begin either the end of this week or next week.

XII. QUORUM DETERMINATION: Dr. Rottman may not be able to attend the next regular Board meeting on Wednesday, July 27, 2011, at 2:00 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Ed Frank and seconded by Don Martin to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:14 PM.



May 25, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Sam Ferguson, Vice-President, on Wednesday, May 25, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, Vice-President
Don Martin, Secretary
Steven Fistel, Assist. Secretary
Cheryl Bohlim, Member
Ed Frank, Member
James Parsons, Member

Those members absent:
Dr. Ken Rottman, President

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Recording Secretary
Don Varda, Library Development

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Cheryl Bohlim and seconded by Jim Parsons to approve the Minutes of the regular Board meeting of April 27, 2011, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended April 30, 2011, shows an Operating Fund balance of $382,730.50 and a total funds balance of $2,705,209.77. The operating fund received in April $23,461.88 and expended $212,595.53. Mr. Claussen noted that the Cash Flow Statement has changed. The Bond Bank is being more conservative with their loans. It has changed rules on borrowing and took off estimated tax caps. This Cash Flow Statement will be closely watched.

B. Approval of Bills: The revised list of warrants included the Visa card bill. Motion was made by Ed Frank and seconded by Don Martin to approve the revised List of Warrants of May 25, 2011, as presented. All yea. No nay. Motion carried.

C. Indiana Bond Bank Mid-Year Program: The papers to participate in the Indiana Bond Bank Mid-Year Program have been received and will need approval. Signatures will be needed after the meeting. We will be borrowing approximately $300,000 to help us through the year. Motion was made by Steve Fistel and seconded by Don Martin to approve the Indiana Bond Bank Resolution to participate in its Mid-Year Program. All yea. No nay. Motion carried.

D. Resolution: IBB Extension Program for 2009 and 2010: Bingham-McHale, LLP are acting on behalf of Indiana Bond Bank to extend the maturity of our 2009 and 2010 Warrants.

Motion was made by Steve Fistel and seconded by Jim Parsons to accept the Resolution to extend the Indiana Bond Bank 2009 Warrant that was issued on December 31, 2009. All yea. No nay. Motion carried.

Motion was made by Steve Fistel and seconded by Jim Parsons to accept the Resolution to extend the Indiana Bond Bank 2010 Warrant that was issued on December 30, 2010. All yea. No nay. Motion carried.

E. Repayment of Accrued Interest from 2009 and 2010: We have to pay the interest of our loans in order to get the extensions. Motion was made by Steve Fistel and seconded by Don Martin to pay the interest of the 2009 and 2010 loans in the amount of approximately $12,680. All yea. No nay. Motion carried.

F. Other: No report.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Don Glossinger reported the sad news of the passing of Rob Reyher who was on the Board of Trustees’ from 1996 until 2010. He was also a past president and a great help to Don when he first became Director.

Also, Ruth Hall recently passed away. Ruth was a volunteer here for 20 years and was responsible for recording the obituary file, in the early days, on 3x5 cards. The ease in getting the obituary file on the computer was because Ruth had it organized so well.

Richard Fammeree recently passed away also. He was host of one of our earlier programs called “Mighty Mic”. This was a popular program, particularly so with the youth.

The genealogy bus trip went well and 34 attended. Brenda Norris received her degree of Master of Liberal Studies. This will serve her well in her library career. Thirty-eight volunteers attended the volunteer luncheon. An ESL student is ready to take her citizenship test. The Youth Service Dept. is scheduled to promote the Summer Reading Program in the schools. Lori Richardson promoted the Summer Reading Program at the Homeschool Association’s Open House and at the Hours 4 Ours/Safe Harbor fund raiser. The Hoosier books will be available in time for the Summer Reading Program. Plans for the summer film series in Washington Park are coming together. The first film, Despicable Me will be shown June 24. On July 15 we’ll show Megamind and on August 19 Tangled will be shown. Anne Baxter Birthday Celebration was very successful. The movie All About Eve was shown and then a talk was held from a local genealogist about her family. Approximately 50 people attended. The library grounds are looking very good this Spring. Pink and purple petunias have been planted at the entrance and exit of the parking lot.

VIII. COMMITTEE REPORTS:

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: Jim Parsons reported that the two fund raisers for growing their trust fund were successful. The special sale held in the Meeting Room earned $244.00 and the plant sale held on the plaza earned $350.00.

D. Policy and Procedures Committee Update: Ed Frank reported that the Committee met on May 11 to discuss certain changes in the library’s policy that were presented by Library Administration..

1. Administration proposed that smoking be prohibited on library property, not just in the building and courtyard. There has been an unusually large number of patrons smoking outside the front doors over the past year, throwing their cigarette butts on the ground (despite several waste receptacles located there). This assembly of smokers causes problems for other patrons as well and creates an unpleasant atmosphere at our main entrance.

Motion was made by Jim Parsons and seconded by Ed Frank to prohibit smoking on library property; this includes the parking lot (Section 2.18 of the Employee Manual), effective May 26, 2011. All yea. No nay. Motion carried.

2. Due to the specific requirements of the new online payroll software, it is recommended that employee personal time (vacation, sick and personal business) be converted from “days” to “hours.”

Motion was made by Ed Frank and seconded by Jim Parsons to change the definition of personal time from “days” to “hours,” effective immediately. All yea. No nay. Motion carried.

3. To facilitate the most accurate record-keeping possible with the new payroll software, it is necessary to define a “full-time” day as 8 hours (currently at 7.6 hours) and a “half-time” day as 4 hours (currently at 3.8 hours).

Motion was made by Ed Frank and seconded by Jim Parsons to change the definition of a “full-time” day to 8 hours and a “half-time” day to 4 hours, effective immediately. All yea. No nay. Motion carried.

4. The new payroll software allows for more specific record-keeping of accrued time, down to a unit of 30 minutes. Currently, employees can take a minium of 2 hours of personal time at any given time. Administration recommended that employees be allowed to use a minimum of 30 minutes of personal time to more accurately reflect the actual amount of time used (Sections 8.1.1, 8.4.5, 8.5)

Motion was made by Ed Frank and seconded by Cheryl Bohlim to change the minimum amount of personal time from 2 hours to 30 minutes, effective immediately. All yea. No nay. Motion carried.

5. Administration recommended that employees must take the compensatory time for the three floating holidays, Martin Luther King Day, Presidents Day, and Veterans’ Day each in one lump sum.

Motion was made by Ed Frank and seconded by Jim Parsons that employees must take compensatory time for the floating holidays each in one lump sum (Section 8.1.2). All yea. No nay. Motion carried.

6. Language in Section 4.1.1 of the revised Employee Manual was not deleted during the revision process. This language specifies the number of uniforms the library provides for Maintenance staff. Administration does not want to specify the number of uniforms provided.

Motion was made by Ed Frank and seconded by Jim Parsons to remove the language from Section 4.1.1 that specifies the number of uniforms the library provides for Maintenance staff, effective immediately. 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: Jim Parsons asked where do patrons and employees go to seek protection from a tornado. Don Glossinger said we have an annoucement to warn everyone when a tornado is in the area and to go to the public washrooms as they have been revamped with a hard ceiling for this reason.

XII. QUORUM DETERMINATION: All members present today will be able to attend the next regular Board meeting on Wednesday, June 22, 2011, at 2:00 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Ed Frank and seconded by Steve Fistel to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:27 PM.



April 27, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Dr. Ken Rottman, President, on Wednesday, April 27, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Dr. Ken Rottman, President
Don Martin, Secretary
Steven Fistel, Assistant Secretary
Cheryl Bohlim, Member
Ed Frank, Member
James Parsons, Member

Those members absent:
Sam Ferguson, Vice President

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Beth Bell, Treasurer
Edward Claussen, Controller
Susan Blumenfeld, Recording Secretary
Don Varda, Library Development

II. PUBLIC COMMENTS: Andrew Smith introduced Kristina Bausback, a new staff member for shelving in the Technical Services Department. Don Glossinger introduced Edward “Chip” Claussen as a new staff member in the Administration Department as controller.

III. MINUTES: Steve Fistel suggested changing the format of the Minutes to include the Board member calling the meeting to order under the “Those members in attendance” column. Motion was made by Steve Fistel and seconded by Ed Frank to approve the Minutes of the regular Board meeting of March 23, 2011, with the change of format. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended March 31, 2011, shows an Operating Fund balance of $571,864.15 and a total funds balance of $2,895,723.95. The operating fund received in March $24,977.76 and expended $206,441.33. The Cash Flow Statement was included for the Board’s review.

B. Approval of Bills: The revised List of Warrants includes Unique Management Service on page 2 and a couple on page 3 for the volunteer luncheon. Motion was made by Steve Fistel and seconded by Don Martin to approve the revised List of Warrants as presented. All yea. No nay. Motion carried.

C. Indiana Bond Bank Mid-Year Program: We will be needing to use this program again this year. The papers requiring approval will be at the May Board meeting.

D. Election of Board Treasurer: Beth Bell submitted her letter of resignation as Treasurer to the Board. Motion was made by Ed Frank and seconded by Jim Parsons to accept the resignation. All yea. No nay. Motion carried. Dr. Rottman, on behalf of the Board, thanked Beth for her services.

Steve Fistel nominated Edward Claussen as Treasurer of the Board. Seconded by Ed Frank. There were no other nominations. All yea. No nay. Motion carried. Edward Claussen is now Treasurer of the Board.

E. Agent for PERF: A motion was made by Steve Fistel and seconded by Don Martin to approve Edward Claussen as the agent delegated to perform duties for matters concerning the Public Employees Retirement Fund on behalf of the Library. All yea. No nay. Motion carried.

F. Other: Signatures are needed from Dr. Rottman and Don Martin on the banks’ paperwork, which can be done after the meeting.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Mr. Glossinger requested Judge Martin and Ed Frank to stay a short time after this meeting to schedule a Building and Grounds Committee meeting and a Policy and Procedures Committee meeting before the next Board meeting.

Youth Services had some very good programs during Spring Break and all were successful.

The new Automated Data Processing system for our time cards is working well throughout the building. This is a great savings on paperwork for Administration.

VITA (Volunteer Income Tax Assistance) ended April 11. Over 100 people were serviced by 3 volunteers.

Another very successful and inspiring program was Poetry Palooza for National Poetry Month in April. The Voice of the Poets, a Poetry Competition, and the showing of the poetry documentary, “Louder than a Bomb” got over 200 people to participate. This program was co-sponsored with Purdue North Central.

Senior Management Team requested that Department Heads and Supervisors, Lori Richardson, Sarah Redden, Pam Stephany and Marilyn Eddy, meet to create a best practices procedure for employee scheduling. This was a productive and informative process.

Another success story from our Learning Center involved a student who only went to the sixth grade while in Mexico. So the fact that after coming here to the literacy program 5 years ago, he not only has learned English but passed 3 of the 5 portions of the GED is wonderful.

VIII. COMMITTEE REPORTS:

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: Jim Parsons reported that the Friends of the Library is attempting to increase its trust fund with two fundraisers. The first one is on May 5 and 6 with a unique sale where nothing costs more than $6. Great values on fashion, seasonal accessories, jewelry, gadgets, gifts and more. This will be held in the meeting room. The second fundraiser is on May 20 and it is a plant sale in front of the library.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All members present today will be able to attend the next regular Board meeting on Wednesday, May 25, 2011, at 2:00 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Steve Fistel and seconded by Jim Parsons to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:17 PM.



March 23, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Martin, Secretary, on Tuesday, March 23, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Dr. Ken Rottman, President
Don Martin, Secretary
Steven Fistel, Assistant Secretary
Cheryl Bohlim, Member
James Parsons, Member

Those members absent:
Sam Ferguson, Vice President
Ed Frank, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Beth Bell, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Library Dept. Heads and Co-ordinators

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Steve Fistel and seconded by Cheryl Bohlim to approve the Minutes of the regular Board meeting of February 15, 2011, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended February 28, 2011, shows an Operating Fund balance of $753,327.72 and a total funds balance of $3,075,246.73. The operating fund received in February $25,223.44 and expended $164,065.41.

B. Approval of Bills: Motion was made by Steve Fistel and seconded by Jim Parsons to approve the List of Warrants as presented. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Don Martin reported the donations that the library received in memory of Mr. De Young and Bobby Reinholtz (Robin Kohn’s brother). The correspondence is filed in the administrative office.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Submitted in the packet. Don Glossinger reported that Beth Bell will be leaving the Library at the end of April and moving to Chicago.

A. State of the Library Address: Don Glossinger reported that 2010 was a financially challenging year but we are still in good shape. Our circulation is well over the 400,000 mark. The address will be filed with the Minutes of this meeting. Dr. Rottman continued with the meeting.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Friends of th Michigan City Public Library Update: No report.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: No report.

IX. NEW BUSINESS:

A. Staff Appreciation Breakfast: Motion was made by Jim Parsons and seconded by Don Martin to keep the Library closed until 10:00 AM on Tuesday, April 26, 2011, for the annual staff appreciation breakfast. All yea. No nay. Motion carried. All Board members are invited.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All members present today will be able to attend the next regular Board meeting on Wednesday, April 27, 2011, at 2:00 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Don Martin and seconded by Steve Fistel to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:30 PM.




February 15, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER:    The Michigan City Public Library Board of Trustees’ meeting was called to order by Dr. Rottman, President, on Tuesday, February 15, 2011, at 2:00 PM.  This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Don Martin, Secretary
Steven Fistel, Assistant Secretary
Cheryl Bohlim, Member
Ed Frank, Member

Those members absent:
Sam Ferguson, Vice President
James Parsons, Member

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Beth Bell, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development

A. OATH OF OFFICE: Mr. Kurt Earnst presided over the Oath of Office taken by Judge Don Martin.  Don Martin was congratulated on his reappointment.

II. PUBLIC COMMENTS:    No comments.

III. MINUTES:    Motion was made by Ed Frank and seconded by Steve Fistel to approve the Minutes of the regular Board meeting of January 26, 2011, 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, 2011, shows an Operating Fund balance of $892,169.69 and a total funds balance of $3,208,564.40.  The operating fund receipts for January were $1,254,470.13 and expenditures were $223,391.49.  The Cash Flow Statement was submitted with the packet for the Board’s review.

B. Approval of Bills: The telephone bill and a bill for supplies are included in the revised list.  Motion was made by Steve Fistel and seconded by Don Martin to approve the List of Warrants as presented.  All yea.  No nay.  Motion carried.

C. Other: No report.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The report was submitted in the packet.

VIII. COMMITTEE REPORTS:

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: No meeting.

D.  Policy and Procedures:  No report.

E.   Personnel Committee:  No report.

IX. NEW BUSINESS: No report.

X.  PUBLIC COMMENTS:  No comments.

XI.  BOARD COMMENTS: Welcome back to Cheryl Bohlim.

XII. QUORUM DETERMINATION:  Ed Frank is unable to attend the next regular Board meeting on Wednesday,  March 23, 2011, at 2:00 PM in the Library’s Meeting Room.                     

XIII. ADJOURNMENT:   Motion was made by Don Martin and seconded by Steve Fistel to adjourn this meeting.  All yea.  No nay.  Motion carried.  This meeting adjourned at 2:06 PM.



January 26, 2011

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Dr. Rottman, President, on Wednesday, January 26, 2011, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, Vice President
Don Martin, Secretary
Steven Fistel, Assistant Secretary
Ed Frank, Member
James Parsons, Member

Those members absent:
Cheryl Bohlim, Member, Medical Leave

Others in attendance:
Don Glossinger, Director
Kurt Earnst, Legal Counsel
Beth Bell, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development

II. OATH OF OFFICE: Mr. Kurt Earnst presided over the Oath of Office taken by Mr. James Parson. Mr. Parsons was congratulated on his appointment.

III. ADJOURNMENT: Motion was made by Don Martin and seconded by Sam Ferguson to adjourn this portion of the meeting in order to hold a Board of Finance. All yea. No nay. Motion carried. This portion of the meeting adjourned at 2:02 PM.


I. CALL TO ORDER: The Board of Finance meeting was called to order by Dr. Rottman at 2:03 PM.

II. ELECT PRESIDENT AND SECRETARY: Motion was made by Ed Frank and seconded by Steve Fistel to retain the same financial officers as last year: Sam Ferguson as President and Don Martin as Secretary. All yea. No nay. Motion carried.

III. REPORT ON 2010 INVESTMENTS: The Investment Report of December 31, 2010, shows our general checking account balance as $621,912.26. This account is at Horizon Bank. The account at Fifth Third Bank, which is a high-yield money market account, has a balance of $130,792.34.

The Library has two investment funds held at Horizon Trust. Endowment Investment Fund has a balance of $974,237.87. The Platt-Coffin Estate Investment has a balance of $457,410.88. The total on deposit at December 31, 2010, is $2,184,353.35.

IV. SET INVESTMENT POLICY: This policy has remained unchanged from prior years. It outlines where we hold our money, where our money is invested, that receipts are deposited the same day they are collected. It also states that financial reports are received every month from the designated depository that holds both the Endowment and Platt-Coffin Investment accounts and these reports are reconciled monthly to the Library’s records. This policy also includes the petty cash fund and it is reimbursed each month. Monthly financial reports on all receipts and expenditures are made to the Board of Trustees.

Steve Fistel inquired about the Platt/Coffin Fund. The interest from this fund is designated for the Youth Services Department. The fund will revert to the library approximately August, 2012.

Motion was made by Don Martin and seconded by Steve Fistel to accept the Michigan City Public Library’s Investment Policy as presented. All yea. No nay. Motion carried.

V. DESIGNATE DEPOSITORIES: It is recommended that we retain our current depositories. Motion was made by Ed Frank and seconded by Steve Fistel to remain with Horizon and Fifth Third Banks. All yea. No nay. Motion carried.

VI. BOARD OF FINANCE ADJOURNMENT: Motion was made by Ed Frank and seconded by Don Martin to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. Board of Finance meeting adjourned at 2:10 PM.


I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order again by Dr. Rottman, President at 2:10 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Ed Frank and seconded by Sam Ferguson to approve the Minutes of the regular Board meeting of December 15, 2010, 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, 2010, shows an Operating Fund balance of $311,091.05 and a total funds balance of $2,184,353.35. The operating fund receipts for December were $952,903.45 and expenditures were $288,153.30. A summary of the Platt/Coffin Trust and Endowment Investment funds for the year were included in this report. Endowment increased $24,474.11, while the Platt/Coffin fund went down $1,467.96. The December 31 total balance is $1,431,648.75.

B. Approval of Bills: There were no revisions from the list that was in the packet. Motion was made by Sam Ferguson and seconded by Steve Fistel to approve the List of Warrants as presented. All yea. No nay. Motion carried.

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

Check 35268 for $15.00 returned to Operating Fund - account 3950
Check 35539 for $200.00 returned to Gift Fund - account 3165

Motion was made by Sam Ferguson and seconded by Ed Frank to accept the cancellation of outstanding warrants as presented. All yea. No nay. Motion carried.

D. Other: We received $1,230,570 from the Indiana Bond Bank 2011 program on January 4, 2010. The interest rate was set at 2.27%.

V. CORRESPONDENCE: Don Martin reported that donations to the Endowment Fund were made from Renton K. Brodie III for $100 and Brian & Karen Cunningham for $20. Donations were received from the following in memory of Mr. Charles De Young:

Ms. Rosemary Braun - $20 to the Platt/Coffin Fund
Ms. Diana Kohn - $15.00 and from other neighbors at “The Shores” - $30 to the Endowment Fund
Mr. Mark Sanders - $50 to the Endowment Fund
Mr. & Mrs. Keith Casey - $200 to the Endowment Fund
Mr. & Mrs. William Staples - $25 to the Literacy Fund

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Lori Richardson received an award for the library at the Hours for Ours and Safe Harbor fund raiser on January 12. She is a member of the Youth Serving Agencies that are working to better the lives of our youth.

Don Glossinger reported that the Friends of the Library are going to pay the entire amount for the water feature in the center court which will save us approximately $3,500. We are grateful for the Friends. The parts for the feature were delayed but it should be completed in the Spring.

Robin Kohn met with Carlisle Funeral Home to firm up plans for the Lincoln Coffin replica which will be here at the library February 9-13. The library was very busy on Martin Luther King Day with many area children doing lots of activities that we offer. We also had lawyers available that day pro bono for the public.

The new snowblower with power steering is proving to be invaluable for our maintenance staff.

The IRS tax forms are a challenge this year for the Reference Department. The forms were delayed because of the tax reform and the IRS is no longer sending tax forms to individuals and businesses as they are available on the internet.

Cyndie McKinney reports that a special education student at the Michigan City High School told his tutor that he got an ‘A’ in Algebra on his report card. This student works with Bernie Spirgel, one of our very dedicated math tutors, who has helped many students be successful.

The statistics were down some from last year but it was an exceptional year in 2009.

VIII. COMMITTEE REPORTS: Dr. Rottman asked Don Glossinger to talk about the Friends of the Library and their function.

This is a group that was established in 1974 and their reason for being is to support the library. They provide and have provided support for many of our staff who are going to school for library education by paying for their books. They purchase items for the library, the water feature is one. The Friends also provide money for many of our programs and the reception after the programs. Recently they set up a trust that can be invested for growth and the interest that will be earned will go to the library. One really important thing now that the Friends can do is advocacy because people bring up the subject now and then to move the library. They do not understand that we are a separate entity and it is the library’s decision to rebuild or move. Also, there was talk of consolidation of libraries at the State level and not only our Friends, but all the friends of each library will be a voice when needed. They do meet once a month.

Dr. Rottman said we have had in the past a liaison from the Board to the Friends and it would be good for both organizations to have this again. It is generally up to any member of the Board to volunteer to do this.

Dr. Rottman also said that the new list of committees is by each Board member’s place and each committee has a chairperson and an alternate member.

Updated list of Committees and the members are as follows:

Building and Grounds - Don Martin, Chair; Jim Parsons and Sam Ferguson, members; Steve Fistel is alternate.

Budget and Finance - Sam Ferguson, Chair; Ed Frank and Steve Fistel, members; Jim Parsons is the alternate.

Policy and Procedures - Ed Frank, Chair; Don Martin and Jim Parsons, members; Steve Fistel is the alternate.

Personnel - Don Martin, Chair; Steve Fistel and Cheryl Bohlim, members; Ed Frank is alternate.

Dr. Rottman asked for committee reports.

A. Building and Grounds Committee Update: No report.

B. Personnel Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Don Glossinger reported that the Friends are paying the full amount of the water feature which is approximately $8,500. They are also giving us more money to use as memorials for the staff.

D. Policy and Procedures Committee Update: No report. Ed Frank inquired about the By-laws that was sent with the packet and the section about the Treasurer having to be bonded every year. Don Glossinger explained that the By-laws were given out because we have several new Board members that may not be aware of them. The Treasurer is bonded and it is renewed automatically every year and kept on file here and at the county.

E. Finance/Budget Committee Update: No report

F. Technology Committee Update: (This Committee to be dissolved) Dr. Rottman said that this committee has not met for quite awhile and since we are not using this committee, he agrees with Administration that it be dissolved. He asked for a motion and second to open this up for discussion.

Motion was made by Sam Ferguson and seconded by Don Martin to dissolve the Technology Committee. Discussion ensued.

Don Glossinger reported that anything that we do such as a large conversion of hardware for a new system, can be taken to Building and Grounds. Also, if we have anything to do with policy, it can be taken to Policy and Procedures.

Don Glossinger also said that Administration tries to save up things throughout the year and wait to have one meeting instead of three or four.

Sam Ferguson inquired about the cut-off level of project funding. Don Glossinger said that there are guidelines that we have to follow. Anytime we make a permanent change of any size, the Board is informed. The current guidelines for our level of spending is: $75,000 for bidding and $25,000 for quotes. The Director can spend up to $2,500 for anything new and not planned for in the budget.

A vote was called to dissolve the Technology Committee. All yea. No nay. Motion carried.

IX. NEW BUSINESS: Dr. Rottman asked if anyone would like to volunteer to be the Friends of the Library liaison. Jim Parsons volunteered.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Jim Parsons inquired about the status of the new library catalog. Andrew Smith and Dan Schaaf are working on it and will report its progress at the next meeting.

XII. QUORUM DETERMINATION: It was determined that there will not be a quorum at the February 23 meeting. There will be a quorum on February 15. The meeting, therefore, is scheduled for February 15, 2011, at 2:00 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Steve Fistel and seconded by Sam Ferguson to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:45 PM.

Back to top