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Michigan
City Public Library
Board of Trustees
About the Library
Minutes of the Meetings
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Michigan
City Public Library
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2005
January - June
~ July - December
2005
July ~ August 3 Special ~ August ~
August 31, Special
September
14 Special ~ September ~ October ~
November ~ December
December 21, 2005
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Mr. Joseph Ramion, President, on Wednesday, December 21, 2005, at 2:02 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance: Others in attendance:
| Those members in attendance:
Kenneth Rottman, Secretary Those members absent: |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: None.
III. MINUTES: The December 21, 2005, Board Meeting Minutes needs a correction in the spelling of Mr. Ruby’s name under correspondence. This will be done. Motion was made by Dr. Rottman and seconded by Mr. Frank to approve the Minutes of the regular Board Meeting of November 16, 2005, as corrected. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending November 30, 2005, shows an Operating Fund balance of $668, 247.63, and a total funds balance of $2,946,287.32. The Operating Fund received in November $11,847.04 and disbursed $144,425.45. The Cash Flow Statement was included in the packet for the Board’s review.
B. Approval of Bills: There are a few added bills from the original list of warrants. They are this month’s phone bill, a tuition reimbursement and Hallett Movers under LIRF in the amount of $640.00 for fees of the drivers of the trailer. This was not part of the contract price. Motion was made by Mrs. Thomas and seconded by Dr. Rottman to approve the List of Warrants of December 21, 2005, as presented. All yea. No nay. Motion carried.
C. Transfer to LIRF: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to transfer the appropriated sum of $270,000.00 from the Library Operating Fund to the Library Improvement Reserve Fund. All yea. No nay. Motion carried.
Page 2 (Continued from IV. Financial Reports)
D. Payment of 2005 Loan: Motion was made by Dr. Rottman and seconded by Mr. Armstrong to approve the payment of interest and principal on our short-term loan (2005 Tax Anticipated Warrant). The principal is $858,619.00 and the interest is $18,399.55. The total of $877,018.55 is due on December 30, 2005. All yea. No nay. Motion carried.
E. Encumbrances: Board approval is needed for the certification of the following 2005 encumbrances: Line 2 - Supplies - $2,693.74; Line 44 - Furniture & Equipment - $1,346.80; and Line 45 - Materials - $27,760.07. Motion was made by Dr. Rottman and seconded by Mr. Armstrong to approve the 2005 Operating Encumbrances totaling $31, 800.61. All yea. No nay. Motion carried.
F. Line Transfers: Motion was made by Dr. Rottman and seconded by Ms. Bohlim to approve the following Appropriation Resolution for the year ended 2005: 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 surpluses and deficits be transferred as follows:
Minor Transfers: From Line 113 (Wages of Janitors) to Line 115 (Wages of Security Officers) - $203.68
Major Transfers: From Line 112 (Assistants) to Line 2 (Supplies) - $15,799.58; from Line 112 (Assistants) to Line 36 (Repair & Maintenance) - $16,571.40; and from Line 44 (Furniture & Equipment) to Line 39 (Other Charges) - $11,976.89.
A vote was called. All yea. No nay. Motion carried.
G. LIRF Encumbrances: Motion was made by Dr. Rottman and seconded by Mr. Frank to approve the following Resolution to Encumber LIRF: Whereas, it has been determined that it is now necessary to encumber appropriations from the Library Improvement Reserve Fund for goods and services which have yet to be provided to further the Carpeting and Shelving Project of Michigan City Public Library during 2005;
Now, therefore be it resolved by the library board of the Michigan City Public Library, LaPorte County, Indiana, that the following appropriations hereby be encumbered from the 2005 budget for the Library Improvement Reserve Fund and ordered set apart out of that fund herein named and for the purposes herein specified, subject to the laws governing the same:
Purchase Order
Vendor
Amount Encumbered
1047
Library Furniture
International
$156,977.14
1048
Interior Finishes
Inc.
20,497.60
1049
Hallett
Movers
40,210.00
3489
Kayline
Company
1,198.50
Page 3 (Continued from IV. G. LIRF Encumbrances)
A vote was called. All yea. No nay. Motion carried to approve the Resolution to Encumber Library Improvement Reserve Funds.
H. Budget Reduction: A resolution was presented to the Board to authorize a reduction of the Library’s 2005 budget, if necessary, by an amount not to exceed $35,000 in order to fund the 2006 budget. Motion was made by Dr. Rottman and seconded by Mrs. Thomas to approve the aforementioned resolution as presented. All yea. No nay. Motion carried.
I. Other: An estimated year end Library Operating Fund Report was submitted to the Board for their information.
V. CORRESPONDENCE: Dr. Rottman reported that the Lions Club donated $1,000 for the Pete Nelson program; author of "Left for Dead". This was placed in the Platt/Coffin Fund.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that the statistics are not available this month because of the project but they will be available next month.
Mr. Glossinger prepared a statement for the Board and briefly it states "the remodeling project is going well and is ahead of schedule and experienced almost no difficulties. This is no accident. Andy Smith is doing a great job in heading up this project. An extreme amount of planning went into making this project run smoothly. We are indebted to Scott Fairbanks of Library Furniture International, Inc.; Laura Zmuda and Ed Sawa of Fanning Howey for their hard work and patient attention to detail in working with us to making this project a great success. Jack Hallett of Hallett & Sons Expert Movers, Inc. and the carpeting contractors of Interior Finishes worked with us in a very cooperative way to make everything come out right. The temporary workers from Manpower, our own maintenance staff, and other members of the library staff pitched in to support whatever work needed to be done to assist in the effort. In addition, the members of the Building & Grounds Committee, and the entire Board of Trustees were very helpful and supportive throughout this project. I thank all of you for your support and help. I am proud of what has been accomplished and also proud of the way it was accomplished."
Mr. Ramion thanked Don and Andy for their efforts in this project.
Mr. Glossinger also reported that the total of $447,000 is the gross sales amount of a couple of our paintings auctioned at Christie’s. We should have a clear idea of our net amount by the January board meeting as we are expecting payment by then.
Page 4
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: Ms. Bohlim reported the committee met on December 7, 2005, to discuss an across the board increase and a classification change. Motion was made by Ms. Bohlim and seconded by Mr. Armstrong to give all employees an across the board increase of 3%. This was written into the 2006 budget. All yea. No nay. Motion carried.
Motion was made by Ms. Bohlim and seconded by Dr. Rottman to change the classification of the Assistant Circulation Supervisor position from Specialist III to Clerk I. All yea. No nay. Motion carried.
Mr. Ramion handed out evaluation forms for the Director. They are to be returned to the office by January 10 then given to Ms. Bohlim. A Personnel Committee will meet first then an Executive Session will meet right before the January 25 Board Meeting, at 1:45 P.M.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
G. Nominating Committee: Ms. Bohlim reported that the committee
met on December 7, 2005, to discuss the slate of officers for 2006. Motion was
made by Ms. Bohlim and seconded by Dr. Rottman to nominate the following for
officers in 2006:
President Joseph Ramion
Vice-President Robert Reyher
Secretary Cheryl Bohlim
Assistant Secretary Hazel Thomas
Treasurer Beth Thiede
A vote was called. All yea. No nay. Motion carried.
IX. NEW BUSINESS:
A. Endowment Fund Budget: Mr. Glossinger reported that we have a total of $21,000 that we would like to use from the Endowment Earnings Fund. Programming has a budget of $10,155. Fund development is budged for $4,000 and that is to try and come up with more items to sell at the front desk. Historic preservation to preserve some of the original documents in another format, we would like $2,500. Staff appreciation is budgeted for $2,000.
Page 5 (Continued from IX. A. Endowment Fund Budget)
Motion was made by Ms. Bohlim and seconded by Dr. Rottman to accept the Endowment Fund Earnings 2006 Budget as presented. All yea. No nay. Motion carried.
B. Platt/Coffin Fund Budget: Motion was made by Ms. Bohlim and seconded by Dr. Rottman to accept the 2006 Platt/Coffin Budget of $21,000.00 as presented. All yea. No nay. Motion carried.
C. Public Relations Fund Budget: Motion was made by Ms. Bohlim and seconded by Dr. Rottman to accept the 2006 Public Relations Budget of $15,155.00 as presented. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: None.
XI. BOARD COMMENTS: Mr. Earnst reported that the law firm of Braje & Nelson, where he is a partner, will be moving to 126 East 5th Street and Mr. Janes from Sweeney/Dabagia will be joining them.
Mr. Ramion wished the Board and staff a Merry Christmas.
XII. QUORUM DETERMINATION: All present today will be able to attend the January 25, 2006, Board Meeting at 2:00 P.M. in the Library’s Meeting Room.
Mr. Armstrong’s term on this Board ends December 31, 2005, and he was thanked for his support and good work.
XIII. ADJOURNMENT: Motion was made by Mr. Frank and seconded by Dr. Rottman to adjourn this meeting.. All yea. No nay. The meeting adjourned at 2:32 P.M.
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Mr. Joseph Ramion, President, on Wednesday, November 16, 2005, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance:
Robert Reyher, Vice President Those members absent: |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: Mr. Glossinger introduced Mr. Ethridge as the library’s new Maintenance Department Supervisor. He was welcomed by the Board then left the meeting.
III. MINUTES: Motion was made by Dr. Rottman and seconded by Mr. Reyher to approve the Minutes of the regular Board Meeting of October 26, 2005, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending October 31, 2005, shows an Operating Fund balance of $800,826.04, and a total funds balance of $3,124,509.36. The Operating Fund received in October $509,777.95; this includes the advance tax draw from property taxes. The expenditures for October were $211,904.88. The Cash Flow Statement was included in the packet for your review.
B. Approval of Bills: Motion was made by Mr. Frank and seconded by Ms. Bohlim to approve the List of Warrants of November 16, 2005, as presented. All yea. No nay. Motion carried.
C. Other: A Resolution needs to be approved by the Board. It reads as follows:
"Whereas an Application for Payment has been submitted from Fanning/Howey Associates on behalf of Library Furniture International, and
Whereas Fanning/Howey Associates has certified the Application was complete except for customs documents which will be forwarded to their office upon arrival of the goods, and
Page 2 (Continued from IV.C. Financial Reports - Resolution)
Whereas Fanning/Howey Associates has recommended that library administration process the check, but hold payment until said documents have been received,
The Board of Trustees of the Michigan City Public Library hereby resolve to authorize the Treasurer to process the payment to Library Furniture International in the amount of $49,612.16, payable upon satisfactory receipt of required documents." Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the Resolution dated this 16th day of November, 2005, as presented. All yea. No nay. Motion carried.
We have received the 2006 documents for the Indiana Bond Bank Loan and their Resolution needs to be formerly adopted. Motion was made by Mr. Reyher and seconded by Dr. Rottman to adopt the Indiana Bond Bank Resolution as presented. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Dr. Rottman reported that Mr. & Mrs. Brown donated $100 to the Library’s Writing Out Loud Program. The total donations for the 2005 program came to $910.00. Mr. Ruby from Trans-Apparel Group donated $200 and this was placed in the Endowment Fund.
VI. OLD BUSINESS: No Report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that the library will be receiving $9,909.57 in reimbursements from the Universal Service Fund.
The "Left for Dead" project is progressing nicely. Over 300 people attended Harlan Twible’s presentation (he’s a survivor of the USS Indianapolis). Hunter Scott will be in town. He was 11 years old when he began this as a school project.
The Right Click Internet Café at 2703 Franklin St. is offering our library patrons a "Library Construction Special"! During the period of time that the Library’s computers are unavailable to the public, Right Click will give computer users a discount if they show their library card.
The Writing Out Loud program featuring Jane Hamilton on November 5 went very well. Over 100 people attended.
Mr. Smith reported to the Board the progress of the carpet and shelving project. The project began on the 14th of November, Monday, and the carpet people came in on Tuesday. They are well ahead of schedule. A tour will be given at the end of this meeting.
The maintenance staff are replacing all the bulbs in the stack area while the renovations are going on. It will result in better lighting, energy efficiency, and have a 5 year warranty.
Page 3
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. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
G. Nominating Committee: Mr. Ramion appointed Ms. Bohlim, Dr. Rottman, and Mrs. Thomas to this Committee. The Chairperson is Ms. Bohlim. Mr. Ramion requested them to have the slate of nominations ready by the December Board meeting.
IX. NEW BUSINESS: None.
X. PUBLIC COMMENTS: None.
XI. BOARD COMMENTS: Mr. Reyher thanked the Youth Service Department for all their work and efforts in putting this program "Left for Dead" together.
Mrs. Thomas thanked Robin Kohn for her help with ideas for publicity in another organization she volunteers for.
XII. QUORUM DETERMINATION: Dr. Rottman and Mrs. Thomas will let us know for sure if they will be able to attend the next Board Meeting on Wednesday, December 21, 2005, at 2:00 P.M.
XIII. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:18 P.M.
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of
Trustees’ meeting was called to order by Mr. Joseph Ramion, President, on
Wednesday, October 26, 2005, at 2:00 P.M. This regularly scheduled meeting was
held in accordance with the Indiana Open Door Law.
| Those members in attendance:
Robert Reyher, Vice President Those members absent: |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: None.
A. Oath of Office for new Board Member: Ms. Crider presided over the Oath of Office taken by Mr. Frank. He was welcomed as a new member.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Mr. Armstrong to approve the regular Board Meeting Minutes of September 28, 2005, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending September 30, 2005, shows an Operating Fund balance of $502,952.97, and a total funds balance of $2,836,397.89. The Operating Fund received in September $10,281.96 and the expenditures were $228,362.32. The Cash Flow Statement was included in the packet for the Board’s review.
B. Approval of Bills: Motion was made by Mr. Reyher and seconded by Mr. Armstrong to approve the List of Warrants of October 26, 2005, as presented. All yea. No nay. Motion carried.
C. Other: Included in the packet is a Cost/Benefit Analysis of Unique Management Services for their collection services from October 2004 through September, 2005. The net benefit is $37,906.38.
V. CORRESPONDENCE: Mrs. Thomas reported that Mr. & Mrs. Duggan donated $10 to the Library’s Writing Out Loud Program which brings the total donated to this program so far this year to $810.00.
Page 2
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: The circulation statistics indicate the AV materials’ numbers are falling off somewhat due to not replenishing our video (VHS) collection. Our circulation statistics are still very strong. It is good to see that book circulation remains strong. Our traffic count remains high but we will have to expect lower numbers compared to last year because of the remodeling project.
Mr. Glossinger reported that our next sale of paintings will be by the Christie’s Hollywood Office at their November 16 sale entitled "California, Western and American Paintings, Drawings and Sculpture". We have four paintings in this one, and they are by: Jessie Arms Botke, Adolf Heinz, Aldro Hibbard and Orrin White.
The Charles Webster Hawthorne painting will be sold in New York City on December 1 at their sale called "Important American Paintings, Drawings and Sculpture".
The two Robert Grafton paintings we sent to New Orleans will be offered at their "Louisiana Purchase Auction" on December 3 & 4, and will be held in Jackson, Mississippi. This auction was originally scheduled for October 8 & 9 but for obvious reasons the time and location has been moved.
Hopefully, all seven of our remaining paintings will sell, and we will have our business concluded by the second week of January, 2006.
Mr. Glossinger reported on some personnel changes. Al Nimmo retired. We received 127 applications, came up with 10 to interview and decided on Marty Ethridge as Al’s replacement. He will start work on November 7.
Aurelia Agnew has been promoted to Assistant Department Head in Reference.
Byron Hooper in the Circulation Department was promoted to full time Clerk II.
There will be more personnel changes to report on next month.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Mr. Reyher reported that the committee met at 1:30 today and they were given an overview of the remodeling project. Mr. Glossinger presented a need to close the library, on short notice, due to carpet installation in the front lobby and Circulation Department. It is expected that these days will be in late December and/or early January.
Page 3 (Continued from VIII. A. Building & Grounds Committee Update)
Motion was made by Mr. Reyher and seconded by Mr. Armstrong to allow the Director to close the library, as needed, for up to five days during remodeling. As per state board of accounts, these five days are considered additional vacation time and enables staff to be paid during these closings. Only staff scheduled to work the day(s) of closing will be paid for those days. All yea. No nay. Motion carried.
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. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS:
A. Library Holiday Closings for 2006: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to accept the 2006 Library Holiday Closings and Summer Sunday Closings as presented. All yea. No nay. Motion carried.
B. Board Meeting Dates for 2006: Motion was made by Mr. Reyher and seconded by Ms. Bohlim to accept the 2006 Regular Board Meeting dates as presented. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: None.
XI. BOARD COMMENTS: None.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, November 16, 2005, at 2:00 P.M. in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Mr. Frank to adjourn this meeting. All yea. No nay. The Meeting adjourned at 2:17 P.M.
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Mr. Joseph Ramion, President, on Wednesday, September 28, 2005, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance:
Robert Reyher, Vice President Those members absent: |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: Mr. Nimmo announced his retirement to the Board and they wished him well. He then left the meeting.
The Oath of Office for the new Board member was postponed until the October 26 meeting.
III. MINUTES:
A. Regular Board Meeting Minutes of August 24, 2005: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the regular Board Meeting Minutes of August 24, 2005, as presented. All yea. No nay. Motion carried.
B. Special Board Meeting Minutes of August 31, 2005: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the special Board Meeting Minutes of August 31, 2005, as presented. All yea. No nay. Motion carried.
C. Special Board Meeting Minutes of September 14, 2005: Motion was made by Dr. Rottman and seconded by Mr. Reyher to approve the Special Board Meeting Minutes of September 14, 2005, as presented. Mr. Reyher, yea. Dr. Rottman, yea. Mr. Armstrong, yea. Ms. Bohlim, yea. Mr. Ramion yea. Mrs. Thomas abstained as was not in attendance. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending August 31, 2005, shows an Operating Fund balance of $721,033.33, and a total funds balance of $3,047,214.06. The Operating Fund received in August $1,236,579.65, which includes our property tax money, FIT and CVET money. The expenditures in August were $165,595.72. The Cash Flow Statement was included in the packet.
Page 2 (Continued from IV. Financial Reports)
We paid a portion of our tax anticipation warrant in the amount of $542,848.00.
B. Approval of Bills: Motion was made Dr. Rottman and seconded by Mr. Reyher to approve the List of Warrants of September 28, 2005, as presented. All yea. No nay. Motion carried.
C. Indiana Bond Bank Approval: Board approval is needed in order to follow through with the borrowing of funds from the Indiana Bond Bank for the year 2006. No interest rate has been stated yet; however, 2004's rate was 1.29% and 2005's rate is 2.52%. The amount to be borrowed is estimated to be between $700,000 and $750,000. Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve of following through with the process of borrowing funds from the Indiana Bond Bank for the year 2006. All yea. No nay. Motion carried.
D. Advance Tax Draw: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve of the Library Board Resolution as follows: "Be it resolved by the Board of Trustees of Michigan City Public Library, LaPorte County, Indiana, that the Treasurer of LaPorte County be informed of the library’s need for advance draws of Property Tax funds from the December Settlement." All yea. No nay. Motion carried.
E. Other: No report.
V. CORRESPONDENCE: Dr. Rottman reported that Dorothy Hart and the Friends of the Library both gave donations to the Library in memory of Dorothy Spychalski. Dr. Rottman then read the names of all who donated to this year’s Writing Out Loud Program. The total donated so far is $800. The correspondence will be filed in the office.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: The report was submitted in the packet. Mr. Glossinger reported to the Board that Mr. Nimmo is retiring and had placed ads in the News Dispatch, the LaPorte Herald Argus, The Times, Work One and the internet. We have received 60-70 applications so far. Mr. Nimmo has offered to come back on his own time, if needed, to help train.
Mr. Glossinger also reported that Celine Maciejewski, Assistant Supervisor for Reference is also leaving. Her last day will be the 28th of October.
VIII. COMMITTEE REPORTS: Mr. Ramion appointed new members to each of the committees as follows:
Page 3 (Continued from VIII. New Committee Members)
Building and Grounds: Robert Reyher (Chairman), Jack Armstrong, Ed Frank and the alternate member is Hazel Thomas.
Budget and Finance: Jack Armstrong (Chairman), Kenneth Rottman, Ed Frank and the alternate member is Cheryl Bohlim.
Policy and Procedures: Hazel Thomas (Chairwoman), Cheryl Bohlim, Robert Reyher and the alternate member is Jack Armstrong.
Personnel: Cheryl Bohlim (Chairwoman), Robert Reyher, Jack Armstrong and the alternate member is Kenneth Rottman.
Technology and Information Systems: Kenneth Rottman (Chairman), Hazel Thomas, Cheryl Bohlim and the alternate member is Ed Frank.
The board representative for the Friends of the Library is Joe Ramion.
The board representative for the Literacy Advisory Board is Hazel Thomas.
A. Building and Grounds Committee Update: Mr. Glossinger reported that the committee met at 1:30 today with Ed Sawa. Mr. Sawa presented the results of the opening of the bids for the rebidding of the Library Shelving and Carpet Replacement. Motion was made by Mr. Reyher and seconded by Mrs. Thomas to accept Base Bid "D" from Interior Finishes, Inc. for $126,980.00. All yea. No nay. Motion carried.
Mr. Glossinger reported that the purchase of a tabbing machine would greatly streamline our mailing procedures and would not impact our budget. Motion was made by Mr. Reyher and seconded by Mrs. Thomas to purchase a tabbing machine for $2,919 which includes installation, training and a four month supply of tab rolls. All yea. No nay. Motion carried.
B. Personnel Committee Update: Mr. Glossinger reported that the committee met on August 31 to further discuss the options for the group health insurance. The committee felt at this time the library should stay with the current plan. This issue will be reviewed again at a later date.
C. Friends of the Michigan City Public Library Update: Mr. Ramion reported that the collection breakfast was successful with 75 in attendance.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: No report.
Page 4 (Continued from VIII. Committee Reports)
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: None
XI. BOARD COMMENTS: None.
XII. QUORUM DETERMINATION: Dr. Rottman will be unable to attend the next regular Board meeting on Wednesday, October 26, 2005, at 2:00 P.M. in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:25 P.M.
September 14, 2005 [To The Top]
MINUTES OF THE SPECIAL BOARD MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ Special Board Meeting was called to order by Mr. Joseph Ramion, President, on Wednesday, September 14, 2005, at 2:00 P.M. This special meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance:
Robert Reyher, Vice President Those members absent: |
Others in attendance:
Don Glossinger, Director |
II. OATH OF OFFICE FOR NEW BOARD MEMBER: Postponed until the regular Board meeting on September 28.
III. PUBLIC COMMENTS: None. At this time, Mr. Ramion introduced Mr. Ed Frank as a new Board member.
IV. TO ADOPT 2006 BUDGET: Motion was made by Ms. Bohlim and seconded by Dr. Rottman to adopt the library’s 2006 budget as presented. Mr. Reyher, yea. Dr. Rottman, yea. Mr. Armstrong, yea. Ms. Bohlim, yea. No nay. Motion carried.
V. PUBLIC COMMENTS: None.
VI. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Mr. Armstrong to adjourn this meeting. Mr. Reyher, yea. Dr. Rottman, yea. Mr. Armstrong, yea. Ms. Bohlim, yea. No nay. This meeting adjourned at 2:02 P.M.
August 31, 2005 [To The Top]
MINUTES OF THE SPECIAL BOARD MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ Special Board Meeting was called to order by Mr. Joseph Ramion, President, on Wednesday, August 31, 2005, at 2:00 P.M. This special meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance:
Robert Reyher, Vice President |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: None
III. TO AWARD THE BID FOR THE SHELVING AND CARPET PROJECT: Mr. Reyher reported that the committee met at 1:30 this afternoon to discuss the bids. Motion was made by Mr. Reyher to award Base Bid "A" - Biblomodel Shelving to Library Furniture International for $266,722.29 and Base Bid "C" - BCI Metis/Eurobib/Jasper Library Shelving to Library Furniture International for $117,005.29. Seconded by Dr. Rottman. All yea. No nay. Motion carried.
Motion was made by Mr. Reyher and seconded by Dr. Rottman to award Base Bid "F" -Removal of Existing Shelving and Reference Materials to Hallett Movers for $40,789.02. All yea. No nay. Motion carried.
Mr. Reyher recommended on behalf of the Committee that Base Bids D" and E" for carpet be rejected due to bidding procedure irregularities. The bidders are requested to resubmit their bids by Wednesday, September 21st, 2005. Motion was made by Mr. Reyher and seconded by Dr. Rottman to reject the above mentioned bids and request the bidders resubmit bids by September 21, 2005. All yea. No nay. Motion carried.
IV. PUBLIC COMMENTS: None.
V. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mr. Reyher to adjourn this meeting. All yea. No nay. This meeting adjourned at 2:05 P.M.
August 24, 2005 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Mr. Joseph Ramion, President, on Wednesday, August 24, 2005, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance:
Kenneth Rottman, Secretary |
Others in attendance:
Don Glossinger, Director |
A. Election of New Vice President: Mrs. Thomas nominated Mr. Jack Armstrong. Mr. Armstrong declined. Ms. Bohlim nominated Mr. Reyher. There were no other nominations. All agreed to elect Mr. Robert Rehyer as Board of Trustees Vice President.
II. PUBLIC COMMENTS:
A. Public Hearing for 2006 Budget: The budget was advertised twice as required. The total Operating Fund budget is $2,892,174. The Library Improvement Reserve Fund budget is $150,000. The proposed property tax levy is $2,366,533. There were no comments from the public.
III. MINUTES:
A. Regular Board of Trustees Meeting, July 27, 2005: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to approve the Minutes of July 27, 2005, as presented. All yea. No nay. Motion carried.
B. Special Board of Trustees Meeting, August 3, 2005: Motion was made by Mrs. Thomas and seconded by Mr. Armstrong to approve the Minutes of August 3, 2005, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending July 31, 2005, shows an Operating Fund balance of $192,897.40, and a total funds balance of $2,511,573.52. The Operating Fund received in July $8,578.38. The expenditures were $230,748.33. The cash flow statement was included in the packet for review. We received in August our June tax draw in the amount of $1,135,974.96 and this enabled us to pay a portion of our Indiana Bond Bank loan early.
Page 2 (Continued from IV. Financial Reports)
B. Approval of Bills: Motion was made by Dr. Rottman and seconded by Mr. Armstrong to approve the List of Warrants of August 24, 2005, 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: Mr. Glossinger reported that at 1:00 P.M. today we had bid openings for our shelving and carpet replacement. These will be turned over to Fanning/Howey Associates, Inc. who will review. A Special Board meeting is scheduled for August 31 to award our project to the bidders.
The Summer Reading Program ended with a performance by Jim Gill, an international children’s entertainer. Over 300 people attended this event. There were 945 people who read for a total of 27,000 hours.
The Reference Department is getting many inquiries about Supreme Court nominee John Roberts Jr who once lived in Long Beach. The department is now accumulating information and material about him to add to our local pamphlet files.
The computer classes seem to be filling a need for the community and will be continuing in the Fall.
We held a staff meeting on August 9 to inform the staff on the progress of the shelving and carpet replacement project.
The statistics show our main traffic is up 1% and total assistance is up 18%. We have about 20,000 internet users. The collection of movie videos is on the way out.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: Ms. Bohlim reported that the committee met on August 10 to discuss Health Savings Account (HSA) for qualified staff in the hope of reducing the high increases in premiums the library has incurred the last several years. There will be another Personnel Committee meeting to further discuss the issue before the September Board meeting.
C. Friends of the Michigan City Public Library Update: No report.
Page 3 (Continued from Committee Reports)
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: No report.
F. Technology Committee: No report.
G. Ad Hoc Art Collection Committee: Mr. Glossinger reported that there are four more of our paintings going up for sale on September 7 & 8 at Christie’s.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: None.
XI. BOARD COMMENTS: Mrs. Thomas just wanted to say how proud she is to be a member of this Board. Mrs. Thomas also said that, "thanks to Andy and company" this library has an outstanding selection of new releases. There are some staff members who do not know that she is a Board member and Mrs. Thomas has always received polite and helpful service.
Mr. Reyher inquired about the need for the Ad Hoc Art Collection Committee. The committee has completed its job and is no longer active. If there is any needed reporting about the remaining art collection, it can be given under the Director’s report. Mr. Reyher made a motion to disband the Ad Hoc Art Collection Committee. Seconded by Dr. Rottman. All yea. No nay. Motion carried.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, September 28, 2005, at 2:00 P.M. in the Library’s Meeting Room. All plan to attend the August 31, 2005, Special Board Meeting at 2:00 P.M. in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Ms. Bohlim to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:17 P.M.
August 3, 2005 [To The Top]
MINUTES OF THE SPECIAL BOARD MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= Special Board Meeting was called to order by Mr. Joseph Ramion, Vice President, on Wednesday, August 3, 2005, at 2:00 P.M. This special meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance:
Jack Armstrong, Member Those members absent: |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: None.
III. APPROVAL NEEDED TO ADVERTISE 2006 BUDGET: The Michigan City Public Library=s 2006 Operating Budget is projected to be $2,892,174. The Library=s Improvement Reserve Fund (LIRF) budget is projected to be $150,000. The proposed property tax levy is $2,366,533. The tax rate is .1491. Motion was made by Mr. Reyher and seconded by Mr. Armstrong to approve advertising the Michigan City Public Library=s 2006 budget as presented. All yea. No nay. Motion carried.
IV. NEED TO ELECT A NEW PRESIDENT OF THE BOARD: Mr. Reyher made a motion to nominate Mr. Joseph Ramion as President of the Board. Seconded by Ms. Bohlim. There were no other nominations. All yea. No nay. Motion carried.
V. PUBLIC COMMENTS: None.
VI. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Ms. Bohlim to adjourn this meeting. All yea. No nay. This meeting adjourned at 2:05 P.M.
July 27, 2005 [To The Top]
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= meeting was called to order by Mr. Joseph Ramion, Vice President, on Wednesday, July 27, 2005, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
|
Those members in attendance:
Kenneth Rottman, Secretary Those members absent: |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: None.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to approve the Minutes of the regular Board meeting of June 22, 2005, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending June 30, 2005, shows an Operating Fund balance of $415,067.35, and a total funds balance of $2,606,334.85. The Operating Fund received in June $533,594.57 which included the remainder of our mid-year loan from the Bond Bank; also received was CAGIT and Property Tax
Replacement Credit. The expenditures were $181,287.29. We are right on track with our remaining percentage balance.
B. Approval of Bills: Motion was made by Mr. Reyher and seconded by Ms. Bohlim to approve the List of Warrants of July 27, 2005, as presented. All yea. No nay. Motion carried.
C. Additional Appropriation Hearing: It has been determined that it is now necessary to appropriate more money than was appropriated in the annual budget from LIRF. Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve of the following resolution: ABe it resolved by the Board of Trustees of Michigan City Public Library, LaPorte County, that for the expenses of the taxing unit the following additional sums of money are hereby appropriated out of the funds named and for the purposes specified, subject to laws governing same: Fund Name: Library Improvement Reserve Fund . . . - 40000 Capital Outlays $190,000.00.@ All yea. No nay. Motion carried.
Page 2 (Continued from IV. Financial Reports)
D. Other: No report.
V. CORRESPONDENCE: No report.
VI. OLD BUSINESS: No report.
VII. DIRECTOR=S REPORT: Mr. Glossinger reported that he is very proud of the Circulation and Technical Service Departments= staff for their ALA presentation on June 24, 2005. The process teaches how to make every task more efficient and consistent and to deliver better service to our patrons.
We now have a new system where patrons can access their accounts from home.
We now have a 30-day access to the News-Dispatch archives. This will help us greatly in searching for articles for patrons.
More computer classes are being offered and students continue to be enthusiastic and interested.
Mr. Glossinger reported that the Reference Department received an email from a patron in Pennsylvania; quoted as follows: AYour website is HANDS DOWN - the absolute best in organization, clarity, and the ability to find the answers I am looking for. I have been inspired by the information I have acquired on your website, am fascinated with the town=s history, and may even make a visit from Pennsylvania to Michigan City to pay my respects to my ancestors. You have done a lovely job and it shows!@
The library art auction, of June 23, was quite successful. All 44 paintings and several miscellaneous items were sold. The gross amount of the auction was $163,685. The net amount, after commission and expenses, is $143,683.75. Mr. Glossinger is pleased with the results.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Mr. Reyher reported that a meeting was held July 6 at 1 P.M. and Fanning/Howey presented a color board of the recommended patterns, colors, and materials to be bid for the carpet and shelving replacement. Tentative schedule dates were also discussed. Mr. Reyher thanked Ed Sawa, Laura Zmuda of Fanning/Howey Associates and Andrew Smith for all the work this takes and getting it organized.
Motion was made by Mr. Reyher and seconded by Mrs. Thomas to recommend moving forward with the carpet and shelving replacement project and products as reviewed by Committee. All yea. No nay. Motion carried.
Page 3 (Continued from VIII. A. Building & Grounds Committee)
Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the bid documents and schedule as written by Fanning/Howey Associates, to be released on Thursday, July 28, 2005. All yea. No nay. Motion carried.
Mr. Glossinger presented the need for a new security camera system to be placed in the front lobby, recording the Circulation desk, front door, and front lobby. As there have been several recent security incidents in this area, Administration recommends improving the security with a camera system.
Motion was made by Mr. Reyher and seconded by Dr. Rottman to purchase a security camera system, to be placed in the front lobby and Circulation area, not to exceed $2,500. Don Varda, library development specialist, and Dan Schaaf, technology specialist, will handle installation. All yea. No nay. Motion carried.
B. Personnel Committee Update: Ms. Bohlim reported that the Committee met on July 13 and discussed several topics.
1. Department Reorganizations: Currently, the Reference Department Head reports to the Assistant Director and the Youth Services Department Head reports to the Director. In recent months the Youth Services Department has grown in both staff and space and requires more assistance at this time. Motion was made by Ms. Bohlim and seconded by Mr. Reyher to place the Reference Department Head under the Director and the Youth Services Department Head under the Assistant Director. All yea. No nay. Motion carried. Mr. Glossinger presented a revised organizational chart to reflect the changes.
2. Attorney Contract: The attorney contract is up for annual renewal. Library Administration is very happy with Mr. Earnst=s work for the library. The cost to the library has also remained low. Motion was made by Ms. Bohlim and seconded by Dr. Rottman to renew the contract with Kurt Earnst of Braje & Nelson, for a term of one year, at the cost of $155 per hour. All yea. No nay. Motion carried.
3. Literacy Personnel: The Literacy Assistant is currently a part-time temporary position paid for by the Literacy Fund. This position is very helpful to the Literacy Supervisor and Mr. Glossinger would like to renew this position for another year and pay for it out of the library=s Operating Fund. This is an annual cost of approximately $5,600. Motion was made by Ms. Bohlim and seconded by Dr. Rottman to renew the temporary position of Literacy Assistant for one year, to be paid by the Operating Fund. All yea. No nay. Motion carried.
Page 4 (Continued from VIII. B. Personnel Committee Update)
4. Circulation Clerks: The library has recently had an opening in Circulation due to the loss of a full-time clerk. Mr. Glossinger recommended replacing the full-time position with two part-time positions for scheduling flexibility. This will be an annual savings for the library of approximately $7,000. Motion was made by Ms. Bohlim and seconded by Mrs. Thomas to replace one full-time Circulation Clerk position with two part-time Circulation Clerk positions. All yea. No nay. Motion carried.
5. Temporary Snow Removal: Mr. Glossinger proposed that in order to better keep the library grounds safe during the winter months, the library hire someone on a temporary basis to assist the Maintenance Supervisor with snow removal. This person will work directly with the Maintenance Supervisor on an as needed basis. Mr. Glossinger recommended the person be paid $10 per hour. Motion was made by Ms. Bohlim and seconded by Mrs. Thomas to approve a temporary position in Maintenance to work as needed for snow removal at a rate of $10 per hour. All yea. No nay. Motion carried.
6. Insurance Options: Ms. Levenhagen gave a presentation to the committee regarding the library=s group health insurance and health savings accounts. A recommendation will be presented to the board at the August meeting.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: The Committee met July 20 to discuss the Library=s 2006 budget. A Special Board Meeting is scheduled for August 3, 2005 to approve the budget for advertising. Dr. Rottman is unable to attend.
F. Technology Committee Update: No report.
G. Ad Hoc Art Collection Committee: This was covered under the Director=s report.
IX. NEW BUSINESS:
A. Staff Meeting August 9, 2005, need to stay closed until 10:00 A.M.: Motion was made by Mr. Reyher and seconded by Ms. Bohlim to approve the library staying closed until 10:00 A.M. August 9, 2005, to accommodate a staff meeting. All yea. No nay. Motion carried.
B. Reappointment of Andrew Smith as our INCOLSA board representative: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to reappoint Andrew Smith as our INCOLSA board representative. All yea. No nay. Motion carried. Mrs. Thomas said we are very fortunate to have Mr. Smith as our representative.
Page 5 (Continued from IX. New Business)
C. Appointments to Common Construction Wage Committee: We need two appointments from this board. Don Glossinger and Robert Reyher volunteered and this was agreed to by the Board. The County Commissioners appointed John Lucas as a member of this committee.
X. PUBLIC COMMENTS: None.
XI. BOARD COMMENTS: None.
XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on Wednesday, August 24, 2005, at 2:00 P.M. in the Library=s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:27 P.M.
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