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 September's meeting, which will be held on the fourth Thursday, and December's meeting, which will be the third Wednesday. The meetings are held at 2:00 P.M. in the Library Meeting Room. The 2013 budget hearing will be announced at a later date.

Meeting minutes are published following board approval.

2012 Minutes

January 25, 2012 | February 22, 2012 | March 28, 2012 | April 25, 2012 | May 23, 2012 | June 27, 2012 | July 25, 2012 | August 22, 2012 | 2013 Budget Hearing | September 27, 2012 | October 24, 2012 | November 28, 2012 | December 19, 2012

2011 Minutes

December 19, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, December 19, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Patrick Dougherty, Member
Ed Frank, Member
Judy Lange, Member
Don Montgomery, Member
Dr. Ken Rottman, Member

Those members absent:
Steve Fistel, Vice-President

Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
David Payne, Legal Counsel
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations

OATH OF OFFICE: Mr. David Payne presided over the Oath of Office taken by Judy Lange for reappointment and Don Montgomery for newly appointed. They were both congratulated by Sam Ferguson on behalf of the Board for their appointments.

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 November 28, 2012, as presented. All yea. No nay. Motion carried.

III. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended November 30, 2012, shows an Operating Fund balance of $308,695.98 and a total funds balance of $1,893,800.05. The operating fund receipts for November were $1,108,445.46 and disbursements were $1,242,020.97.

On December 10, 2012, the Library received from the LaPorte County Auditor our property tax levies for the 2012-second half provisional payment for $629,120.12. This amount is $109,036 less than the December 2011 second half property tax provisional payment and $203,263 less than the 2012 first half property tax provisional payment.

On December 12, 2012, the Library paid the Indiana Bond Bank (IBB) $607,683 for the 2012 principal loan outstanding amount and interest related to the 2012 loan of $20,937.77 (2.49%). The Library also paid $409.80 interest on the IBB 2012 midyear loan outstanding. Total paid to the IBB was $629,030.57.

Included in the Board packet is a copy of the resolution authorizing the Library to roll over into the 2013 year the remaining principal amounts owed to the IBB for 2012 advanced funding program for $237,889 and $40,871 for the 2012 midyear IBB loan program. Total amount of 2012 principal loan owed to IBB to be rolled over into 2013 is $278,760.

Last month's resolution to enter into the IBB 2013-Advanced Funding Program will provide the Library with $912,963 on January 2, 2013.

The Library's property and casualty insurance and brokerage services are developed and maintained by General Insurance Services Account executive Charlie Keene. Mr. Keene made a presentation to the Library for the upcoming 2013 insurance coverage. Mr. Keene recommended that the Library move from The Hartford Insurance Company to the Hanover Insurance Company, thus reducing our annual premium by $6,365 or 13.2%. Coverage and deductions will basically be the same or better than Hartford at the Hanover Insurance Company. The management team at the Library concurred and directed Mr. Keene to make the move to the Hanover Insurance Company.

B. Approve of Bills: The initial list of warrants totaled $86,616.33 and the final list totals $90,340.96 or a difference of $3,724.63. The additions mostly covered supplies and the new furniture in the Youth Services Department. Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to approve the List of Warrants as presented. All yea. No nay. Motion carried.

C. Encumbrances: The total Operating Encumbrances are $37,078.69 which is mostly for library materials. Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to approve the list of Operating Encumbrances as presented. All yea. No nay. Motion carried.

D. Line Transfers: No line transfers this year.

E. Indiana Bond Bank Rollover Program: “A RESOLUTION authorizing the Michigan City Public Library to make emergency temporary loans to refund those made 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 (which were originally anticipated for collection in 2012 but due to reassessment and related delays are now anticipated for collection in 2013); authorizing the issuance of taxable temporary loan 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 Dr. Ken Rottman and seconded by Pat Dougherty to approve of the Resolution to participate in the Indiana Bond Bank Rollover Program. All yea. No nay. Motion carried.

F. Other: No report.

V. CORRESPONDENCE: Ed Frank reported that the “girls from exercise class” donated $20 to the Endowment Fund Honoree Program in honor of David and Sandy Mann's 40th anniversary. Robin Kohn is the contact person. Jennifer Grassmyer donated $20 to the Endowment Fund Honoree Program to honor Kenneth Dry for being an avid reader and library patron into his 90's. Elks BPOE Lodge #432 donated $264 to the Library's Literacy Program. Mr. Hank Schultz is contact person.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Don Glossinger announced that the library was given some art work. The donor wants it sold and the proceeds to be given to the Endowment Investment Fund. We will be accepting more donations and plan to have an auction in June 2013.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: No meeting.

C. Friends of the Michigan City Public Library Update: A meeting will be held January 8, 2013.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

F. Nominating Committee Update: Ed Frank reported that the nominating committee met and recommend that the nominees for officers in 2013 should be: Sam Ferguson, President; Steve Fistel, Vice-President; Ed Frank, Secretary; Pat Dougherty, Assistant Secretary; and Ed Claussen, Treassurer.
Sam Ferguson asked if there were any other nominations for President. There were no other nominations. Sam Ferguson asked if there were any other nominations for President. There were no other nominations. Sam Ferguson asked if there were any other nominations for Vice-President. There were no other nominations. Sam Ferguson asked if there were any other nominations for Secretary. There were no other nominations. Sam Ferguson asked if there were any other nominations for Assistant Secretary. There were no other nominations. Sam Ferguson asked if there were any other nominations for Treasurer. There were no other nominations.

Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the following nominations for Board Officers in 2013:

President: Sam Ferguson
Vice-President: Steve Fistel
Secretary: Ed Frank
Assist. Secretary: Pat Dougherty
Treasurer: Ed Claussen

A vote was called. All yea. No nay. Board Officers for 2013 are approved as presented.

IX. NEW BUSINESS:

A. Endowment Fund Budget: The total 2013 budget for the Endowment Earnings Fund is $25,000. This includes Programming for $16,700; Miscellaneous for $5,400, and Staff Appreciation for $2,900. Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve the Endowment Fund Budget as presented. All yea. No nay. Motion carried.

B. Public Relations Budget: This is from the Endowment Fund Budget under Programming in the amount of $16,700. The details are: Writing Out Loud for $5,300; Speakers/Discussions/Music for $3,300; Films for $1,500; Miscellaneous Expenses for $5,200 and Travel for $1,400. Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to approve the Public Relations Budget as presented. All yea. No nay. Motion carried.

C. Youth Services Budget: The Youth Services Programming Proposed Budget for 2013 totals $20,000. This includes Supplies/Materials for $10,000; Summer Reading Program for $6,000; Young Adult Programs for $2,000; and Honoraria - Programs/speakers, throughout the year, for $2,000. Motion was made by Pat Doughety and seconded by Dr. Ken Rottman to approve the Youth Service budget for 2013 as presented. All yea. No nay. Motion carried.

D. Approval needed for Destruction of Public Records: This is normally done each year at this time but we are caught up; therefore, we have no public records to destroy this year.

E. New Long Range Plan: Don Glossinger explained to the Board that he and other members of the management team are wanting to form a committee made up of patrons and a Board member. The Board agreed this was a good idea. Board members will contact Don Glossinger to volunteer their services.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Dr. Ken Rottman is unable to attend the next Board meeting on January 23, 2013, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:40 PM.


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November 28, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, November 28, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Ed Frank, Member
Judy Lange, Member
Don Montgomery, Member
Dr. Ken Rottman, Member

Those members absent:
Steve Fistel, Vice-President
Patrick Dougherty, Member

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

Sam Ferguson introduced and welcomed Don Montgomery as a new Board member who was just appointed by the County Council. Judy Lange was also just reappointed by the County Council. The Oath of Office for both will be taken at the December Board Meeting when we should have their Certificates of Appointment.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Rottman and seconded by Judy Lange to approve the Minutes of the regular Board Meeting of October 24, 2012, 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, 2012, shows an Operating Fund balance of $442,271.49 and a total funds balance of $2,360,740.87. The operating fund receipts for October were $46,216.35 and disbursements were $188,403.78.

On November 2, 2012, the Library received from the LaPorte County Auditor our property tax levies for the years 2009 and 2010 in the amount of $723,967.01. The remainder of these property tax revenues for 2009 and 2010 will be distributed 51 days after February 14, 2013; the final day property tax owners have to pay their taxes for 2009 and 2010.

On November 9, 2012, the Library paid Indiana Bond Bank (IBB) the final loan amounts due on 2009 and 2010. The principal was $986,779.00, the interest was $14,787.74 (4.10% and 4.20%) for a total of $1,001,566.74. By paying these loans off now instead of at the end of the year, the Library saved $5,915.09 in interest expense.

The cash flow statement reflects an estimated provisional 2012 property tax draw in December 2012 of $740,000 and other state and county taxes totaling $95,980, for a total tax revenue in December of $835,980. If these revenues come in December 2012, we will pay IBB the final 2012 principal amount owed of $886,443 and the interst of $21,347.57 (2.49%).

Cash Flow Statement also reflects a $340,000 transfer from Rainy Day Fund to General Operating Fund. The resolution to transfer these funds will be addressed by the Board at this meeting. The resolution is attached to the financial packet.

Ed Frank inquired about how much more was in the Rainy Day Fund. The total amount is being borrowed. It will be paid back when we receive the money owed us. Ed Claussen mentioned we have an outstanding balance owed to the LIRF which will lso be paid back.

The Library has continued the application process with the Indiana Bond Bank for the 2013 Advanced Funding Program. The resolution authorizing the Library to make temporary loans with the IBB for the 2012 year paid in 2013 tax anticipated warrants will be addressed by the Library Board at this meeting. A copy of the resolution is contained in this financial packet.

The IBB loan extension program in the amount of $886,443.00 will be addressed at the December meeting when we will have our paperwork.

Sam Ferguson expressed concern about these financial matters. He also commended Ed Claussen, Don Glossinger and their staff for doing a good job on keeping these financial matters straight.

B. Approval of Bills: The initial list of warrants totaled $79,438.67 and the final list totals $97,805.29 or a difference of $18,363.62 and the reason for that is we now pay into the Indiana Public Retirement System on each of our payrolls instead of quarterly. This began in October and this amount of $17,079.24 includes 4 payrolls. Motion was made by Dr. Ken Rottman and seconded by Ed Frank to approve the List of Warrants as presented. All yea. No nay. Motion carried.

C. Indiana Bond Bank 2013 Advanced Funding Program: Sam Ferguson, President, appointed Ed Frank as Secretary of this Board for the purpose of signing the 2013 Advanced Funding document. “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 2012, and collectable in the year 2013; 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.” The full resolution was submitted in the packet. Motion was made by Judy Lange and seconded by Dr. Ken Rottman to adopt the Indiana Bond Bank 2013 Advanced Funding Program. All yea. No nay. Motion carried.

D. Rainy Day Fund Transfer: We need to borrow from this fund due to the delay in the tax draw. The Resolution is as follows: “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 Rainy Day Fund to the General Operating Fund in order to maintain a positive cash balance in the Operating Fund for 2012.

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 $340,000 to be repaid at such time our 2012 Property Tax Final Draw is received.” Motion was made by Dr. Ken Rottman and seconded by Judy Lange to approve of this Rainy Day Fund Transfer Resolution. All yea. No nay. Motion carried.

E. Other: Noted is the fact that our loan from LIRF to our Operating Fund is still outstanding in the amount of $450,000. This will be repaid to the LIRF Fund when we receive final tax money from 2010 pay 2011 Property Tax Levy.

V. CORRESPONDENCE: Don Glossinger reported that Susan and Lee Block donated to the Endowment Fund Honoree Program $20 in memory of Daniel Schechter. The American Association of University Women donated $20 to the Endowment Fund Honoree Program in memory of Betty Ringo.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Don Glossinger reported that the Youth Services' new furniture is in place and looks good. We also purchased new meeting room tables which were needed. The Library's last Writing Out Loud program for the season was November 10. Lauren Fox was the guest and she was a fine author. Our Reference Dept. reported that Pronunciator, the new language learning database, is off to a good start. There are 29 registered users who took 158 tests this month. The majority of the tests taken were Spanish (Latin American) tests. Japanese and English (American) came in second and third, respectively. Mrs. McKinney reported that during October we had 362 hours of volunteer service donated by our tutors. There were 57 tutors who actively tutored. We had 74 students during the month in our program.

Don Glossinger shared a story from the Literacy Program. It is as follows: “One afternoon as Mrs. McKinney sat in her office surrounded by students, tutors and parents, she had a wonderful moment in the midst of it all. One of our upper elementary boys had a very hard start in our program. This young man did not want to be here and insisted he didn't need to learn to read and spell because he was going to be a professional football player. His mother, his tutor, and Mrs. McKinney knew he needed reading and spelling no matter what. The tutor and Mrs. McKinney tried finding books to interest him. Then his mother sat outside the booth during lessons. The tutor kept working on a reading and spelling curriculum and gradually the student improved and so did his grades as a result. Now this young man can't wait to get here for tutoring. His mom says he was 'crushed' when his tutor couldn't come because of a bad storm one day. The turn around for him was finally seeing that with some effort, he could be successful. So on this afternoon his mom wanted to say thank you.” Mrs. McKinney is a teacher and keeps her credentials current which helps this program be successful.

Our Maintenance Dept. has prepared the grounds, roof and the building for winter. The roof takes some extra effort because of its shape and the drains.

VIII. COMMITTEE REPORTS: New committee members will be assigned in January when we have our new officers.

A. Building and Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: No meeting.

C. Friends of the Michigan City Public Library Update: Don Glossinger reported that the Friends have a new Treasurer and a meeting is scheduled for next Tuesday, December 5. Don Glossinger is going to submit a request to Friends for funds to pay for a 2-year film rental.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

F. Nominating Committee: This will be addressed at the December
meeting.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Sam Ferguson, on behalf of the Board, thanked Don Montgomery for wanting to serve on the Library Board. Dr. Ken Rottman thanked Ed Claussen and his staff for doing such a fine job on the financial matters.

XII. QUORUM DETERMINATION: Ed Claussen is unable to attend the next Board meeting on Wednesday, December 19, 2012, at 2:00 PM in the Library's Meeting Room. The financial section will be covered in his absence.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:33 PM.

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October 24, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, October 24, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Steve Fistel, Vice-President
Patrick Dougherty, Member
Ed Frank, Member
Judy Lange, Member
Dr. Ken Rottman, Member

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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Judy Lange and seconded by Steve Fistel to approve the Minutes of the Public Hearing for 2013 Budget and the Minutes of the regular Board Meeting as presented. Both of these were held September 27, 2012. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended September 30, 2012, shows an Operating Fund balance of $584,458.92 and a total funds balance of $2,505,394.06. The operating fund receipts for September were $14,803.99 and disbursements were $216,545.02.

Our remaining expenditure balance should be at 25% of 2012 budget; we are at 40.7% expenditure remaining for 2012 budget. Actual expenditures are well under the 2012 budget.

The Library Cash Flow Statement anticipates receiving 2009 and 2010 property tax levy money in November 2012 at which time the Library will pay off the 2009 and 2010 Indiana Bond Bank (IBB) loans totaling $986,779. The Library also anticipates receiving the 2012 provisional property tax levy money in December 2012 and after receiving this money the Library will pay off the 2012 IBB loan totaling $886,443.

The application and cash flow worksheets were sent to the Indiana Bond Bank for the 2013 Advance Funding Program. Documents will need to be signed by the board at the November and/or December board meetings. We will be able to determine by the end of the year how much we will need to borrow.

The September 2012 ending balance from the Endowment Trust of $7,324.37 will be deposited into the Library's IMA. This check is part of the October 24, 2012 List of Warrants.

We still owe $450,000 to our LIRF and will pay that back when we receive 2011 final moneys.

Pat Dougherty inquired about the Indiana Bond Bank. The Indiana Bond Bank (IBB) is a self-supporting quasi-governmental entity. It is funded by the State and private organizations. We get our funding paid in arrears so the IBB is there for short term loans.

B. Approval of Bills: The initial list of warrants totaled $90,704.10 and the final list totals $94,260.07. Motion was made by Pat Dougherty and seconded by Steve Fistel to approve the final List of Warrants of October 24, 2012, as presented. All yea. No nay. Motion carried.

C. Adoption of 2013 Budget: The budget totals $3,229,830 at a total tax rate of 0.1700. Motion was made by Steve Fistel and seconded by Dr. Rottman to adopt 2013 budget as presented. All yea. No nay. Motion carried.

Schedule 4 was passed around so all Board members could sign. The 2013 budget will be submitted to the DLGF using the Indiana Gateway Data Site for government units and we will file paper copies with the LaPorte County Auditor's office.

D. Other: No report.

V. CORRESPONDENCE: Don Glossinger reported that Wanda Boris donated $20 to the Endowment Fund honoree program; Gertraud Bransfield donated $50 to the Endowment Fund; J&L Dimensional Services, Inc. donated to the Library through the Unity Fund; the Honorable Mayor, Ron Meer, donated $100 to the Library's Literacy Program; and the Rancic Family donated $35 to the Endowment honoree program in memory of Vera Rancic. A letter was received from Don Martin resigning from the Board for health issues.

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.

IX. NEW BUSINESS:

A. Board Meeting Dates for 2013

B. Library Holiday Closings and Summer Sunday Closings for 2013

Motion was made by Ed Frank and seconded by Steve Fistel to approve both of the above documents as presented. All yea. No nay. Motion carried.

Sam Ferguson appointed Steve Fistel to chair the Nominating Committee and to ask each of the other members for their input for new officers in 2013. Mr. Ferguson would like this report at the November meeting if possible.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Judy Lange was asked by some people if there could be a lower drop off box for those with cars. The boxes we have serve those with SUVs. This will be checked into and reported at the next meeting.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Wednesday, November 28, 2012, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:25 PM.

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September 27, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Thursday, September 27, 2012, at 3:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Patrick Dougherty, Member
Ed Frank, Member
Judy Lange, Member
Dr. Ken Rottman, Member

Those members absent:
Steve Fistel, Vice-President
Don Martin, Secretary

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

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Rottman and seconded by Pat Dougherty to approve the Minutes of the regular Board meeting of August 22, 2012, 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, 2012, shows an Operating Fund balance of $786,199.95 and a total funds balance of $2,714,859.08. The operating fund receipts for August were $36,376.04 and disbursements were $167,395.74.

There was no one at the public hearing for the 2013 budget. The budget will be adopted at the October 24, 2012, Board Meeting.

The Library received $8,533.48 on September 17, 2012, from AT&T for the Universal Service Fund program.

We have sent in the Participation Survey indicating to the Indiana Bond Bank that the Library will be participating in the 2013 Advanced Funding Program.

Per August 2012 Library Board resolution, Horizon Trust & Investment Management closed Platt-Coffin Estate Investment account and transferred the funds to Michigan City Public Library Investment Management Account (IMA). Total amount transferred and invested in the IMA account was $517,817.98.

Also, the State Board of Accounts auditor had completed the audit of the 2010-2011 Michigan City Public Library financial records and conducted the exit conference on September 20, 2012, with Director, Don Glossinger and Controller, Edward Claussen. We received a no comment.

B. Approval of Bills: The original list of warrants totaled $89,948.32 but with the additional bills of the Indiana Public Retirement System for $25,011.11 and Hartford Property Insurance of $5,941.80 plus the other small additions, the revised list of warrants totals $124,582.71. Motion was made by Dr. Rottman and seconded by Patrick Dougherty to approve the revised List of Warrants of September 27, 2012, as presented. All yea. No nay. Motion carried.

C. 2013 Budget: This was covered earlier. The County Council met for budget hearings for 2013 and it was stated that any of the non-binding budgets in the County were approved if the growth factor was 2.8% or below. Once our budget is approved in October, Don Glossinger will submit it to the Gateway System.

D. Other: No report.

V. CORRESPONDENCE: Don Glossinger reported the donations to our Writing Out Loud Program: Hoit & Dorothy Miller $110.00; Marjorie Lou Hammond $25.00; Dr. Jessie Panko $50.00; Susan & Lee Block $100.00; Patricia A. Carlisle $25.00; Jo Pilecki and Dan Tannas $50.00; Leonard J. and Irene Brown Foundation (contact person Debbie Hyndman) $1,000.00; Gen De Young $100.00; Betty Duggan $10.00; Mary Lou Linnen $50.00; John & Jessie Daraska $50.00; Paul & Gloria Thode, MSW $25.00; Jinny Hilf $50.00; Mary Schaaf $20.00; Maureen Dolan $10.00.

Suburban Estates Homeowners Assn., Inc. (contact is Ms. Maxine Schwartz) donated $25 to the Endowment Fund.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building & Grounds Committee Update: No report.

B. Budget and Finance Committee Update: The Minutes of the Committee meeting that was held August 22, 2012, when the proposed budget was reviewed and discussed are submitted in the packet.

C. Friends of the Michigan City Public Library Update: There was no meeting. There is a new Treasurer of the Friends.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: Don Glossinger reported on the meeting that was held September 19, 2012, at 2 PM. Two items need to be addressed in Youth Services as a result of the vacated Librarian III position not being filled. First item is to transfer one half-time Circulation Clerk II position to Youth Services. Motion was made by Dr. Rottman and seconded by Ed Frank to transfer one (1) half-time Circulation Clerk II position to Youth Services, effective immediately. All yea. No nay. Motion carried.

Motion was made by Dr. Rottman and seconded by Judy Lange to change the two half-time Youth Services Clerk III positions to Clerk II positions, making them equal to the clerk transferred from Circulation, effective immediately. Discussion ensued to make these positions retroactive to June 4, 2012, when the transfer was put in place.

The motion was amended by Dr. Rottman and seconded by Pat Dougherty to have these upgraded positions effective June 4, 2012. A vote was called. All yea. No nay. Motion carried.

Administration recommended changing the work week for full-time employees to 40 hours and 20 hours for half-time employees. Currently, full-time is 38 hours per week and half-time is 19 hours per week. This will solve the problems that currently exist in ADP, the online time card system.

Motion was made by Dr. Rottman and seconded by Ed Frank to change the paid work week for full-time employees to 40 hours and 20 hours for half-time employees, effective October 14, 2012. This will also help cover the public areas.
All yea. No nay. Motion carried.

IX. NEW BUSINESS:

A. IMA Earnings: As per Michigan City Public Library Board of Trustees direction at last month's Board meeting, the Michigan City Public Library IMA Fund has been set up. It is necessary now to be able to transfer future earnings from this fund to the library. Motion was made by Pat Dougherty and seconded by Judy Lange to transfer Michigan City Public Library IMA earnings to the Endowment Earnings Fund. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Pat Dougherty congratulated Robin Kohn on a very good first of the season Writing Out Loud program.

XII. QUORUM DETERMINATION: Pat Dougherty may not be able to attend the next Board meeting on Wednesday, October 24, 2012, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by Ed Frank to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:25 PM.

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September 27, 2012

PUBLIC HEARING FOR YEAR 2013 BUDGET

Board members in attendance:
Don Martin, Secretary
Patrick Dougherty, Member
Judy Lange, Member
Dr. Ken Rottman, Member

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

Kurt Earnst spoke for the record that the time is now 1:55 PM. A quorum of the Library Board exists for this Public Hearing for the proposed 2013 budget of the Michigan City Public Library. The record should reflect that no one from the public is in attendance after the proper advertising procedures were followed that the hearing will be held on today's date, September 27, 2012, at 1:45 PM. Ten minutes has now elapsed and by acclamation of the Board, this Public Hearing is now adjourned.

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August 22, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, August 22, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Patrick Dougherty, Member
Ed Frank, Member
Dr. Ken Rottman, Member

Those members absent:
Steve Fistel, Vice-President
Don Martin, Secretary
Judy Lange, 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: Motion was made by Dr. Rottman and seconded by Pat Dougherty to approve the Minutes of the regular Board meeting of July 25, 2012, 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, 2012, shows an Operating Fund balance of $917,219.65 and a total funds balance of $2,842,722.20. The operating fund receipts for July were $25,565.72 and disbursements were $203,260.25.

The Library received 2012 second quarter earnings from the endowment fund, $3,470.30 and earnings from the Platt-Coffin fund, $1,644.57. These were both placed in their respective earnings funds.

B. Approval of Bills: The difference between the list in the packet and the revised list is $3,286.54 because of some minor additions which are noted on the revised list. Motion was made by Ed Frank and seconded by Dr. Ken Rottman to approve the List of Warrants of August 22, 2012, as presented. All yea. No nay. Motion carried.

C. 2013 Budget: The budget forms were presented and explained to the Board. Forms included were revenue, expenditures, LIRF, and budget form 4-B which establishes the tax rate of 0.1700 on each one hundred dollars of taxable property.

D. Other: No report.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS:

A. Building & Grounds Committee Update: No meeting.

B. Budget and Finance Committee Update: Ed Frank reported that the committee met right before this meeting and discussed the Library Budget for 2013 and the steps the budget has to go through before approval by the Board of Trustees. Ed Claussen will deliver the 2013 budget tomorrow to the LaPorte County Auditor's office for the non binding review by the LaPorte County Council. Ed Claussen will set up two notices in the Michigan City News-Dispatch and LaPorte Herald-Argus informing the tax payers of the Michigan City Public Library of a public hearing on the MCPL 2013 Budget taking place on Thursday, September 27, 2012 at 1:45 PM in the Library meeting room. The 2013 budget will be adopted by the Library Board at the October 24, 2012, Board meeting and submitted in the Gateway system.

C. Friends of the Michigan City Public Library Update: Don Glossinger reported the next meeting will be in September. Also, they have a new Treasurer.

D. Policy and Procedures Committee Update: No meeting.

E. Personnel Committee Update: No meeting.

IX. NEW BUSINESS:

A. Michigan City Public Library IMA: Don Glossinger reported that the senior management team met with the trust officers of Horizon Bank. After thoroughly reviewing the Platt-Coffin trust provisions, our trust investment managers have recommended that the library invest the proceeds of the Platt-Coffin account into a discretionary investment account. The money will be invested exactly as the Library Endowment Account is now invested. The only difference is that should the library ever have a need to access some of the principal of the account, it will be able to do so. The senior management team, Ed Claussen, Andrew Smith and Don Glossinger agrees with this proposal. There is a fee but we will get a discount and we are not locked into this type of fund. We could return to the Endowment fund. Also, if we need the money, we can get it the next day with just a phone call. We have to rescind last month's Board vote to transfer Platt-Coffin funds to Endowment fund.

Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to rescind last month's Board vote to transfer the Platt-Coffin Fund balance to the Endowment Fund and instead transfer the Platt-Coffin Fund balance to a new investment called Michigan City Public Library IMA. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Pat Dougherty congratulated Chip and Don for doing a very thorough job on the 2013 budget and the other members agreed.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Thursday, September 27, 2012, at 2:00 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 2:29 PM.

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July 25, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, July 25, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Steve Fistel, Vice-President
Patrick Dougherty, Member
Ed Frank, Member
Judy Lange, Member

Those members absent:
Don Martin, Secretary
Ken Rottman, 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

A. OATH OF OFFICE: Mr. Kurt Earnst presided over the Oath of Office taken by Mrs. Judy Lange. Mrs. Lange was congratulated on her appointment and welcomed.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Ed Frank and seconded by Judy Lange to approve the Minutes of the regular Board meeting of June 27, 2012, 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, 2012, shows an Operating Fund balance of $1,094,914.18 and a total funds balance of $3,029,472.99. The operating fund receipts for June were $978,496.08 and disbursements were $841,396.70.

According to the Treasurer's Office, if everything stays on schedule, the Library can anticipate receiving 08 pay 09 and 09 pay 10 property tax payment at the end of October or beginning of November, 2012. We can also anticipate receiving the second provisional property tax payment of 11 pay 12 in December, 2012. Property Tax payment 10 pay 11 will be distributed in February, 2013.

B. Approval of Bills: The revised List of Warrants totals $107,904.29 with the addition of some supplies and mileage. Motion was made by Steve Fistel and seconded by Ed Frank to approve the List of Warrants of July 25, 2012, as presented. All yea. No nay. Motion carried.

C. Move Platt Coffin Funds to Endowment Funds: The term of the Platt-Coffin Trust Fund ends in August, 2012. Administration recommends the assets of this trust fund be moved to the Endowment Investment Fund. The Platt-Coffin Estate Investment totals approximately $503,000 and when placed in the Endowment Fund this will total approximately $1,400,000. The history of the Platt-Coffin Fund was explained to new Board members. After further discussion, motion was made by Patrick Dougherty and seconded by Ed Frank to transfer the assets of the Platt-Coffin Trust Investment Fund to the Library Endowment Investment Fund. All yea. No nay. Motion carried.

There is $2,521.26 in the Platt-Coffin Estate Earnings Fund which also needs to be moved. Motion was made by Steve Fistel and seconded by Ed Frank to transfer Platt-Coffin Earnings Fund to the Library Endowment Earnings Fund. All yea. No nay. Motion carried. Final totals will be reported when the transfers are complete.

D. Other: No report.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: The Summer Reading Program was very successful with 38 programs and a total attendance of 1,491.

The Summer Math Club has started and because of so many requests we added a second tutor and class. With the addition of Wi-Fi, more tutors are using the computer as a way to instruct their students. Many of the online resources are free and make learning activities current with up-to-date information. Online resources that are interactive provide immediate feedback and add an element of fun to otherwise boring rote-memory learning.

The Morningstar Investment Research Center database is up and running. We will report usage statistics at the next Board meeting.

The Summer Films in Washington Park began. We showed “The Adventures of Tin Tin on 7/13 and “Dolphin Tale” will be shown on 8/17. These are good family outings.

We had another Ash tree removed because of disease and insects. Another four may need to be removed. These are our shade trees. We are replacing them with Maple trees.

VIII. COMMITTEE REPORTS: There were no committee meetings held, therefore, no reports.

IX. NEW BUSINESS: An opportunity has come up to buy some pretty nice furniture for Youth Services at a savings of about $1,500. (Pictures of the furniture were submitted in the packet.) The total approximate cost for the furniture is $7,333. There is a need for this furniture. Mr. Glossinger proposed paying for this furniture by using the $5,000 that had been earmarked in the “Endowment Earnings 2012 Budget” for fund re-investment. The balance of the furniture cost will be taken from the furniture and equipment line of our 2012 operating budget. Since we did not place it in the budget for this year, and it is over the Director's spending limit, we need Board approval to purchase this furniture at this time.

Motion was made by Ed Frank and seconded by Patrick Dougherty to buy the proposed Youth Services furniture, to pay for it in part by using $5,000 designated in the “Endowment Earnings 2012 Budget” for fund re-investment, and by taking the balance from the furniture and equipment line of the Library's 2012 operating budget. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Patrick Dougherty inquired about the tutors and the Literacy Program. It was explained that Cyndie McKinney is well qualified and keeps her teaching certificate current and she does the training of the tutors. A background check is also done on new tutors.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Wednesday, August 22, 2012, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by Ed Frank to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:35 PM.

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June 27, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, June 27, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Patrick Dougherty, Member
Ed Frank, Member
Dr. Ken Rottman, Member
Judy Lange, Appointed

Those members absent:
Steve Fistel , Vice-President
Don Martin, Secretary

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 Pat Dougherty and seconded by Ed Frank to approve the Minutes of the regular Board meeting of May 23, 2012, as presented. All yea. No nay. Motion carried.

Sam Ferguson, at this time, announced to the Board that Judy Lange did get appointed to this Board by the County Council. Her Certificate of Appointment was not received yet. The Oath of Office, therefore, will be taken at the July 25 Board meeting. She was welcomed by the other members.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended May 31, 2012, shows an Operating Fund balance of $957,814.80 and a total funds balance of $2,888,533.12. The operating fund receipts for May were $507,155.25 and disbursements were $267,523.94.

On June 7, 2012, the Library received a distribution from the county auditor's office for 2011 pay 2012 provisional Levy Taxes in the amount of $832,383.20. On June 19, 2012, the Library received the final mid year program wire transfer from the Indiana Bond Bank for $40,871.00. Also, as of today, we received 80% of our Excise Tax for June 2012, totaling $56,253.87. We received CVET 2008 pay 2009 for May and December totaling $20,967.00. The sub total of $77,220.87 that was received in June is not included on our Cash Flow Statement. We also received Cagit for June 2012 in the amount of $19,403.79. The total receipts for June 27, 2012, is $96,624.66.

We had to pay back Indiana Bond Bank for the 2012 Mid Year Program, the Advanced Funding Program and the interest. The total principal paid is $638,768.00 and the total interest paid is $22,577.78 which brings our net receipts to $211,908.42.

On June 20, 2012, we received $2,500 from Blue Chip shared WIN tax revenue.

B. Approval of Bills: The revised List of Warrants was almost $22,000 more than the one that was in the packet. There was nothing out of the ordinary. Motion was made by Dr. Rottman and seconded by Ed Frank to approve the List of Warrants of June 27, 2012, as presented. All yea. No nay. Motion carried.

C. Proposed Budget Dates: The proposed 2013 budget dates included in the packet are tentative.

D. Other: No report.

V. CORRESPONDENCE: Don Glossinger reported on the many donations received in memory of Cheryl Bohlim. The amount totaled $450.00. We also received $20 from the Johnston family in memory of Linda Kmiecik. Mr. & Mrs. John Cooney donated $25 to the Endowment Fund for receiving such good service.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS: There were no committee meetings held, therefore, no reports.

IX. NEW BUSINESS: We received a letter and “borrowing covenant” document from the La Porte County Public Library. This is a reiteration of our borrowing program with LCPL. Motion was made by Dr. Rottman and seconded by Pat Dougherty to approve this new document for “Local Reciprocal Borrowing Covenant”. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: Sam Ferguson appointed Judy Lange to the Personnel Committee and as an alternate on the Building & Grounds Committee.

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

XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Ed Frank to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:20 PM.

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May 23, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, May 23, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Steven Fistel, Vice President
Don Martin, Secretary
Patrick Dougherty, Member
Ed Frank, Member

Those members absent:
Dr. Ken Rottman, 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
Marilyn Eddy, Collection Maintenance Supervisor
Aaron Baker, Collection Maintenance
Judy Lange, Member of the Public

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Steve Fistel and seconded by Pat Dougherty to approve the Minutes of the regular Board meeting of April 25, 2012, as presented. All yea. No nay. Motion carried.

Don Glossinger interjected here to welcome a new staff member. Marilyn Eddy introduced Aaron Baker to the Board.

Don Glossinger announced to the Board of the sad events of May 8 on the passing of Cheryl Bohlim who was on this Board for 10 years. “Great Lady."

Don Glossinger also introduced Judy Lange who is very active in the community and interested in the Library and being on the Board.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended April 30, 2012, shows an Operating Fund balance of $718,183.49 and a total funds balance of $2,639,725.19. The operating fund receipts for April were $618,722.54 and disbursements were $376,833.36.

We paid the Rainy Day Fund from the April receipts the amount of $200,000 that we borrowed last year.

We also received on April 27 a total CAGIT of $51,590.35. We received our quarterly distribution from the Platt-Coffin Investment to Platt-Coffin Earnings of $2,091.49 and from Endowment Investment to Endowment Earnings of $4,214.81.

On May 17, 2012, the library received $482,058 from the Indiana Bond Bank Midyear Interim Program. We anticipate to receive another $53,000 from the IBB in June 2012.

B. Approval of Bills: We added a few minor expenditures to the list that was in the packet and they were the credit card, mileage, and supplies. The original list of warrants was $119,191.57 and, with the additions, the total is $121,613.50. Noted was the OCLC, INC. of $42,196.55 which is our annual expense. Motion was made by Pat Dougherty and seconded by Steve Fistel to approve the List of Warrants of May 23, 2012, as presented. All yea. No nay. Motion carried.

C. Indiana Bond Bank Resolution to Extend 2009 Warrant: We need to extend the 2009 and 2010 loans and the interest will be $10,000 each. “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.” Motion was made by Ed Frank and seconded by Steve Fistel to approve the Resolution to extend the Library's 2009 Warrant as presented. All yea. No nay. Motion carried.

D. Indiana Bond Bank Resolution to Extend 2010 Warrant: “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 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 Pat Dougherty and seconded by Don Martin to approve the Resolution to extend the Library's 2010 Warrant as presented. All yea. No nay. Motion carried.

E. Other: No report.

V. CORRESPONDENCE: Don Martin reported that Mrs. Mary Merrion donated $20 to the Endowment Fund's Honor Program in memory of John Merrion.

VI. 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: The Friends are having another fund raiser with a plant sale at the Library on Friday, May 25, 2012.

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 Board meeting on Wednesday, June 27, 2012, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Steve Fistel and seconded by Ed Frank to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:15 PM.

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April 25, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, April 25, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Steven Fistel, Vice-President
Don Martin, Secretary
Patrick Dougherty, Member
Ed Frank, Member
Dr. Ken Rottman, Member

Those members absent:
Cheryl Bohlim, Assist. Secretary

Others in attendance:
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 Dr. Ken Rottman and seconded by Don Martin to approve the Minutes of the regular Board meeting of March 28, 2012, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended March 31, 2012, shows an Operating Fund balance of $476,294.31 and a total funds balance of $2,187,704.55. The operating fund receipts for March were $6,318.44 and disbursements were $220,349.42.

On April 10, 2012, the Library received and deposited the following payments from the LaPorte County Auditor:

CVET 2007 pay 2008 $ 16,756.00
Property Tax 2007 pay 2008 $480,154.36
Excess CAGIT 2010 $ 20,020.35
Excise Tax 2007-2008 $ 26,524.07
CAGIT March 2010 $ 17,074.08
_______________
Total Received and Deposited $560,528.86

We received our annual distribution from the Unity Foundation on April 11, 2012, in the amount of $5,884.00. $5,348.00 will be deposited in the Library's Endowment Fund and $536.00 into the Literacy Fund.

Ed Frank inquired about the Excise Tax 2007-2008 in the amount of $26,524.07. This tax should not be involved with the property tax situation. Ed Claussen will contact the auditor for an explanation.

B. Approval of Bills: The revised list totaled $77,320.59 compared to the list in the packet that totaled $74,068.87, a difference of $3,251.72. The additions were supplies, mileage, and some programs. Motion was made by Steve Fistel and seconded by Dr. Ken Rottman to approve the List of Warrants of April 25, 2012, as presented. All yea. No nay. Motion carried.

C. Indiana Bond Bank 2012 Midyear Funding Program: The Library has been using this service for several years and is part of our normal procedure to borrow. We will be borrowing approximately $600,000. We need this because we still do not know when we will receive the previous years' property taxes that are owed to the Library. Mr. Earnst said this is the standard form that we have used in the past; no significant changes. The resolution is as 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.”

Mr. Claussen said the interest rate will be established at a later date but should be about 4-6%. Motion was made by Dr. Ken Rottman and seconded by Pat Dougherty to accept the Resolution from the Indiana Bond Bank as presented. All yea. No nay. Motion carried. The necessary signatures will be obtained after the meeting.

D. Other: No report.

V. CORRESPONDENCE: Don Martin reported that Linda Sperling donated $20 to the Endowment Honoree Program in memory of Marcia Clevenger. Robert Lutz donated $500 to the Endowment Fund.

VI. OLD BUSINESS: No report.

VII. DIRECTOR'S REPORT: Andrew Smith reported on the many programs that the Library offered in the last month and during Spring Break. They were all very well attended. Sam Ferguson commented that reading this report plus newspaper articles lets the public know what a very active and serviceable place this Library is.

Also, new electrical outlets have been added along the north wall of the building to provide much needed power for patrons with laptops and other portable devices.

Phillip Budrick and Marina Santos helped translate our Library card application and other Circulation pamphlets into the Spanish language. They were also able to translate our borrowing privileges card, the leaflet with the Library's hours, address, and phone numbers on it.

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: No report.

D. Policy and Procedures Committee Update: No report.

E. Personnel Committee Update: The committee met today, at 1:15 PM. Administration proposed changing one of the full-time Reference Librarian III positions to two half-time Librarian III positions. This change will save the Library approximately $17,700 in full time benefits. The Reference supervisor is in full support of this change. Motion was made by Dr. Ken Rottman and seconded by Don Martin to change one full-time Reference Librarian III to two (2) half-time Reference Librarian III positions, effective May 1, 2012. The salary range remains the same. All yea. No nay. Motion carried.

IX. NEW BUSINESS:

A. Board approval needed to open the Library at 10:00 AM on Thursday, May 24, 2012, for staff appreciation breakfast: This is an annual event for the Library staff and Board to receive service awards. Motion was mde by Dr. Ken Rottman and seconded by Ed Frank to open the Library at 10:00 AM instead of the normal 9:00 AM on Thursday, May 24, 2012, in order to have the appreciation breadfast. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Steve Fistel may not be able to attend the next Board meeting on Wednesday, May 23, 2012, at 2:00 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 2:20 PM.

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March 28, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, March 28, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Don Martin, Secretary
Patrick Dougherty, Member
Ed Frank, Member
Dr. Ken Rottman, Member

Those members absent:
Steve Fistel, Vice-President
Cheryl Bohlim, Assist. Secretary

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
Dan Schaaf, IT Specialist
Bruce Jones, Maint. Super.
Pam Stephany, Ref. Dept. Head
Susan Branch, Assist. YS Head
Kathleen Brinkman, Assist. Circ.
Cynthia McKinney, Lit. Super.
Robin Kohn, Public Relations
Ilene Haluska, News Dispatch Rep.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Patrick Dougherty and seconded by Dr. Ken Rottman to approve the Minutes of the regular Board meeting of February 22, 2012, 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 29, 2012, shows an Operating Fund balance of $690,325.29 and a total funds balance of $2,377,616.66. The operating fund receipts for February were $40,755.36 and disbursements were $166,108.29.

We did receive the monthly CAGIT draw of $34,148.16 for January and February, 2012, from the LaPorte County Auditor's office. In April we should be receiving our tax draw from 2007 to pay 2008.

The next Board meeting we will have the documents for participation in the 2012 Midyear Funding Program with the Indiana Bond Bank.

B. Approval of Bills: The revised list totaled $124,922.00 from $97,108.02. The first quarter PERF payment was included in the revised list totaling $26,769.98. Motion was made by Dr. Ken Rottman and seconded by Don Martin to approve the List of Warrants of March 28, 2012, as presented. Patrick Dougherty inquired about the snow plowing bill. It was explained that it was for two instances. A vote was called. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Don Martin reported that Evelyn Miller donated $20 and Vernon Moore donated $20, both for the Endowment Fund.

VI. OLD BUSINESS: No report.

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

A. State of the Library Address: Don Glossinger reported that 2011 was another financially challenging year but we are still managing. We have cut back on some improvements but not on our services. We have achieved in 2011a public WIFI service, an Endowment Fund Honor program, and several others to help service the public better. We also had a few inhouse improvements such as the new ADP Payroll System. The Address will be filed with the Minutes of this meeting.

Don Glossinger and the staff were thanked by the Board for all their hard work during this tough financial year.

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. Discuss new date for September, 2012, Board Meeting: The Wednesday Board meeting in September is a holiday. The Board agreed the next day, Thursday, would be good. Motion was made by Dr. Ken Rottman and seconded by Patrick Dougherty to change the September Board Meeting date to Thursday, September 27, 2012. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All Board members in attendance at today's meeting will be able to make the next Board meeting on Wednesday, April 25, 2012, at 2:00 PM in the Library's Meeting Room. Don Glossinger will be unable to attend but Andrew Smith will be there.

XIII. ADJOURNMENT: Motion was made by Ed Frank and seconded by Dr. Ken Rottman to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:40 PM.

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February 22, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, February 22, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:
Sam Ferguson, President
Steve Fistel, Vice-President
Cheryl Bohlim, Assist. Secretary
Patrick Dougherty, Member
Dr. Ken Rottman, Member

Those members absent:
Don Martin, Secretary
Ed Frank, 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: Motion was made by Steve Fistel and seconded by Cheryl Bohlim to approve the Minutes of the regular Board meeting of January 25, 2012, 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, 2012, shows an Operating Fund balance of $815,678.22 and a total funds balance of $2,500,143.33. The operating fund receipts for January were $1,008,733.47 and disbursements were $244,830.31.

We did not receive the monthly CAGIT draw for January 2012 from the LaPorte County Auditors office. They are waiting on the state as to how much they can distribute. We anticipate receiving the January and February 2012 CAGIT revenue in the amount of $35,000 yet this month.

The LaPorte County Treasurer's office sent out the Reconcilement Tax bill for the 2007 pay 2008-tax year earlier in the month of February 2012. On our cash flow statement this month, we anticipate receiving $500,000 in April 2012 from this tax bill and in turn will pay back $200,000 to the Library's Rainy Day Fund that was borrowed in 2011.

B. Approval of Bills: The revised List of Warrants included minor bills including the credit cards and some supplies. The amount changed from the original list totaling $64,670.36 to the revised list totaling $68,141.93. Motion was made by Pat Dougherty and seconded by Steve Fistel to approve the List of Warrants of February 22, 2012, as presented. All yea. No nay. Motion carried.

V. CORRESPONDENCE: Cheryl Bohlim reported that Dan Kohn and Rudy Kohn families donated $20 to the honor program to celebrate Ed Frank's birthday. Nadine Reyher Lovell donated $100 to the honor program in memory of Robert Reyher and Lloyd Craig. James & Peggy Davis III donated $100 to the honor program in memory of Robert Reyher. Marilyn Wallace donated $20 to honor the Circulation Staff and another $20 to honor the Reference Staff. Both gave her good service.

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.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Steve Fistel is unable to attend the next regular Board meeting at 2:00 PM Wednesday, March 28, 2012, in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Ken Rottman and seconded by Steve Fistel to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:09 PM.

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January 25, 2012

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order by Sam Ferguson, President, on Wednesday, January 25, 2012, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

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

Those members absent:
Don Martin, Secretary

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. OATH OF OFFICE: Patrick Dougherty was introduced and welcomed. Mr. Kurt Earnst then presided over the Oath of Office taken by Mr. Patrick Dougherty. Mr. Dougherty was congratulated on his appointment.

III. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Steve Fistel 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 2:04 PM.


1. CALL TO ORDER: The Board of Finance meeting was called to order by Sam Ferguson at 2:04 PM.

2. ELECT PRESIDENT AND SECRETARY: Dr. Rottman nominated Ed Frank for President and Don Martin for Secretary. Seconded by Steve Fistel. All yea. No nay. Motion carried.

3. REPORT ON 2011 INVESTMENTS: Ed Claussen reported on all the Library's monies and fund accounts. The net balance in our checking account at Horizon Bank is $128,185.04. The Library's second depository account at Fifth Third Bank totals $156,409.49. The Library's total Endowment Investments held at Horizon Bank are $994,268.04. The total Platt-Coffin Estate Investments are $465,481.23, also held at Horizon. The total on deposit at December 31, 2011, is $1,744,343.80. These are book value amounts.

The analysis of the Endowment Investment Fund shows a balance of $974,237.87 at January 1, 2011, and a ending balance at December 31, 2011, of $994,268.04. The total increase in book value for the Endowment Investment Fund is $20,030.17.

The analysis of Platt-Coffin Investment Fund shows a balance of $457,410.88 at January 1, 2011, and a ending balance at December 31, 2011, of $465,481.23. The total increase in book value for Platt-Coffin Investment Fund is $8,070.35.

4. SET INVESTMENT POLICY: This policy has remained unchanged from prior years. It outlines where we hold our money, where our money is invested, and 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 hold 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. Monthly financial reports on all receipts and expenditures are made to the Board of Trustees.

The interest from the Platt-Coffin Fund is designated for the Youth Services Department. The fund will revert to the Library in the middle of this year.

Motion was made by Dr. Rottman and seconded by Patrick Dougherty to accept the Michigan City Public Library's Investment Policy as presented. All yea. No nay. Motion carried.

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

6. BOARD OF FINANCE ADJOURNMENT: Motion was made by Steve Fistel and seconded by Dr. Rottman to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. Board of Finance meeting adjourned at 2:14 PM.


I. CALL TO ORDER: The Michigan City Public Library Board of Trustees' meeting was called to order again by Sam Ferguson, President, at 2:14 PM.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Rottman and seconded by Steve Fistel to approve the Minutes of the regular Board meeting of December 14, 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 December 31, 2011, shows an Operating Fund balance of $51,775.06 and a total funds balance of $1,744,343.80. The operating fund receipts for December were $1,023,032.77 and expenditures were $1,123,855.60.

On January 3, 2012, we received from the Indiana Bond Bank $1,000,282.00. The interest rate was set at 2.49%. The December 2011 tax draw enabled us to pay off our 2011 loan. Currently we have loans outstanding with a balance of $1,989,061 (2009, 2010 and 2012) with the Indiana Bond Bank. We also owe our own Library funds $650,000.

Sam Ferguson commented for the record that they as a Board continue to be concerned with the property tax situation of the county and making sure there is a positive cash flow.

Several questions were asked about the situation and Mr. Glossinger explained to the Board that while it is alarming that we owe about 2 million, the library is owed 4-5 million dollars. When is it going to get collected, no one seems to know. The county wants to get 08 pay 09, 09 pay 10 done this year. When we do get our money for the current year we are only getting 65%.

Units of government get paid in arrears which is why we use Indiana Bond Bank. We have to wait to get property tax money but, in this case, we are waiting an extremely long time to receive what is owed us and we pay interest and fees. We are also asked to pay down the principle. We slashed our spending $500,000-$600,000.

B. Approval of Bills: The revised list of warrants includes the United Healthcare Insurance bill that was just received. The total warrants for January is $147,110.48. Motion was made by Dr. Rottman and seconded by Patrick Dougherty to approve the List of Warrants of January 25, 2012, as presented. All yea. No nay. Motion carried.

C. Cancellation of Outstanding Warrants: Pursuant to IC 5-11-10.5, the following list of 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 36423 in the amount of $5.00 returned to Operating, Account #3950
Check 36463 in the amount of $25.00 returned to Operating, Account #4500
Check 36809 in the amount of $17.00 returned to Operating, Account #3950

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

D. Line Transfers Addendum: We have another amount that needs to be added to the list of minor transfers from the December 14, 2011 meeting.

Where it has been shown that certain existing appropriations now have unobligated balances which will not be needed for the purposes for which appropriated, and others have deficit balances, it is therefore resolved that the following existing appropriation surplus and deficit be transferred as follows:

Minor Transfers: From Line 35 (Utilities) to Line 39 (Miscellaneous) $15.34

Motion was made by Dr. Rottman and seconded by Steve Fistel to approve the minor transfer as presented. All yea. No nay. Motion carried.

E. Other: No report.

V. CORRESPONDENCE: Cheryl Bohlim reported that Ms. Betty Stevenson and Ms. Jo (Stevenson) Fraser donated $30 to the honor program in memory of Lloyd Craig. NiSource Charitable Foundation donated $500 to the Library's Literacy Program. Mr. Burton B. Ruby donated $50 to the Endowment Fund. Caryl & Mike Henkes donated $25 to the Endowment Fund in memory of Lloyd Craig. Sara Olesker donated $38.45 to the Endowment Fund. Michael and Jean Franke donated $25 to the Michigan City Library Services for the Disabled held at the Unity Foundation of La Porte County. The Ohms family donated $20 to the honor program in memory of Lloyd Craig.

VI. OLD BUSINESS: No report.

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

VIII. COMMITTEE REPORTS: Sam Ferguson and Don Glossinger worked on the new committee assignments and they were included in the packet. Motion was made by Ed Frank and seconded by Steve Fistel to accept the new committee assignments as presented. All yea. No nay. Motion carried.

The updated list of committees and the members are as follows:

Building and Grounds - Don Martin, Chair; Patrick Dougherty and Steve Fistel members; Cheryl Bohlim is alternate.

Budget and Finance - Ed Frank, Chair; Patrick Dougherty and Steve Fistel members; Dr. Rottman is alternate.

Policy and Procedures - Dr. Rottman, Chair; Ed Frank and Don Martin members; Steve Fistel is alternate.

Personnel Committee - Don Martin, Chair; Dr. Rottman and Cheryl Bohlim members; Ed Frank is alternate.

Liaison to Friends of the Library is Steve Fistel.

A. Building and Grounds Committee Update: No report.

B. Budget and Finance Committee Update: No report.

C. Policy and Procedures Committee Update: No report.

D. Personnel Committee Update: No report.

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

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Ed Frank is unable to attend and Patrick Dougherty may not be able to attend the next regular Board Meeting on Wednesday, February 22, 2012, at 2:00 PM in the Library's Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Steve Fistel to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:34 PM.

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