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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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Meetings are held
on the fourth Wednesday of the month, except for
December, which will be held on the third Wednesday.
The meetings are held at 2 pm in the Library meeting room.
January
~ February ~ March ~ April
~ May ~ June ~ July
August ~ September 13(Special Meeting)
~ September ~ October
December 20, 2006
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 20, 2006, 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 Cheryl Bohlim, Secretary Hazel Thomas, Assistant Secretary Samuel Ferguson, Member Edward Frank, Member Kenneth Rottman, Member Those Members Absent: |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the Minutes of the regular Board meeting of November 15, 2006, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending November 30, 2006, shows an Operating Fund balance of $753,098.80, and a total funds balance of $3,021,303.60. The Operating Fund received in November $510,815.73; this included our advance draw of $500,000.00. The expenditures for November were $155,976.49. 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 Dr. Rottman to approve the List of Warrants of December 20, 2006, as presented. All yea. No nay. Motion carried.
C. Transfer to LIRF: Board authorization is needed to transfer the appropriated sum of $250,000.00 from the Library Operating Fund to the Library Improvement Reserve Fund. Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve this transfer of $250,000.00 to LIRF. All yea. No nay. Motion carried.
Page 2 (Continued from IV. Financial Reports)
D. Payment of 2006 Loan: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to approve the payment of interest and principal on our short-term loan (2006 Tax Anticipated Warrants). The amount of $929,959.25 is due on December 29, 2006. All yea. No nay. Motion carried.
E. Encumbrances: Motion was made by Mrs. Thomas and seconded by
Dr. Rottman to approve the following 2006 encumbrances:
Line 2 - Supplies $ 2,851.94
Line 36 - Repair and Maintenance $ 714.00
Line 44 - Furniture & Equipment $11,670.17
Line 45 - Materials $ 7,584.54
Total 2006 Operating Encumbrances $ 22,820.65
A detailed list is included. A vote was called. All yea. No nay. Motion carried.
F. LIRF Encumbrances: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the following Resolution: "Whereas, it has been determined that it is now necessary to encumber appropriations from the Library Improvement Reserve Fund for final payment to Hallett Movers for work performed in 2006;
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 2006 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 Vender Amount Encumbered
1049 Hallett Movers $1,239.38
A vote was called. All yea. No nay. Motion carried.
Page 3 (Continued from IV. Financial Reports)
G. Line Transfers: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the following Appropriation Resolution:
"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) $ 1,976.11
From Line 36 (Repair and Maintenance) to Line 39 (Other Charges) $ 12,823.79
From Line 44 (Furniture and Equipment) to Line 45 (Materials) $ 525.45
Major Transfers:
From Line 112 (Assistants) to Line 2 (Supplies) $ 5,036.50
A vote was called. All yea. No nay. Motion carried.
H. Budget Reduction: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to approve the following Resolution: "Be it resolved, by the Board of Trustees of the Michigan City Public Library, Michigan City, LaPorte County, Indiana, to authorize a reduction of the 2006 budget, if necessary. This resolution will allow the 2006 budget to be reduced by an amount not to exceed $10,000 in order to fund the 2007 budget." All yea. No nay. Motion carried.
I. Other: An estimated year end expenditures statement is included for the board’s review.
V. CORRESPONDENCE: Michigan City Paper Box Company donated $100 for our annual campaign to support our Endowment Fund.
VI. DIRECTOR’S REPORT: Mr. Glossinger reported that the library had a successful year and more details will be in the State of the Library address.
Page 4
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: Ms. Bohlim reported that the Committee met on December 11, 2006. Motion was made by Ms. Bohlim and seconded by Dr. Rottman to give to all employees a 3% across the board increase effective January 1, 2007. All yea. No nay. Motion carried.
It was also reported that the group health insurance renewal came in at an 8% increase, well below the estimated 15% that was written into the 2007 budget.
A salary range for the Director and Assistant Director needs to be established. Motion was made by Ms. Bohlim and seconded by Dr. Rottman to approve the salary range of the Assistant Director from $50,000 to $75,000 and to approve the salary range of the Director from $65,000 to $95,000. All yea. No nay. Motion carried.
Ms. Bohlim said she would like the evaluations of the director by January 10, 2007.
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 Update: Ms. Bohlim reported that the Committee met on December 12, 2006, to discuss the slate of officers for 2007. Motion was made by Mr. Reyher and seconded by Dr. Rottman to make the following nominations for board officers in 2007: President - Joseph Ramion, Vice-President - Kenneth Rottman, Secretary - Samuel Ferguson, Assistant Secretary - Hazel Thomas, Treasurer - Beth Thiede. All yea. No nay. Motion carried.
Page 5
IX. NEW BUSINESS:
A. Endowment Fund Budget: Motion was made by Dr. Rottman and seconded by Mrs. Thomas to approve the Endowment Earnings 2007 budget totaling $27,000 as presented. All yea. No nay. Motion carried.
B. Platt/Coffin Fund Budget: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to approve the Platt/Coffin budget for 2007 totaling $19,000 as presented. All yea. No nay. Motion carried.
C. Public Relations Budget: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to approve the Public Relations budget for 2007 totaling $17,455.00 as presented. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: Mr. Ramion said he appreciates all the work from the committees and staff.
XII. QUORUM DETERMINATION: All present today will be able to attend the next month’s Board meeting on Wednesday, January 24, 2007, at 2:00 P.M. in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mr. Reyher to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:25 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 15, 2006, at 2:02 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance: Robert Reyher, Vice President Cheryl Bohlim, Secretary Hazel Thomas, Assistant Secretary Edward Frank, Member Kenneth Rottman, Member Those Members Absent: |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to approve the Minutes of the regular Board meeting of October 25, 2006, 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, 2006, shows an Operating Fund balance of $398,259.56, and a total funds balance of $2,657,292.19. The Operating Fund received in October $20,223.49 and expended $201,693.54. The cash flow statement was included in the packet for the Board’s review.
We did receive our advanced tax draw on November 9, 2006.
B. Approval of Bills: Motion was made by Mr. Reyher an seconded by Dr. Rottman to approve the List of Warrants of November 15, 2006, as presented. All yea. No nay. Motion carried.
Page 2 (Continued from IV. Financial Reports)
C. Indiana Bond Bank Resolution: Motion was made by Dr. Rottman and seconded by Mr. Reyher to approve of the Indiana Bond Bank’s 2007 Advance Funding Program and 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 2006, and collectable in the year 2007 (including property tax replacement revenues); 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 payments of such warrants including the interest thereon." The amount of the temporary loan is $647,524.00; the interest rate is not yet set. A vote was called. All yea. No nay. Motion carried.
D. Other: No report.
V. CORRESPONDENCE: Ms. Bohlim reported that Mr. Tom Moss from Beachwalk donated $100 to the Writing Out Loud Program. We received a total of $1,125.00 in 2006 for this program. In 2005 we received $910.00.
Mr. Burton Ruby, Chairman of Trans - Apparel Group donated $300.00 to the Library’s Endowment Fund.
Ms. Frieda Lawberg donated $10 to the Platt/Coffin Fund.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that nine people were interviewed for the Literacy Coordinator’s position and he feels that Cynthia Barker is the best. She will start the first of the year. She is from Portage and has a long, distinguished career in teaching. Mrs. Sirugo will be back for a few weeks as an independent contractor to help Mrs. Barker get oriented.
Mr. Ramion requested Mr. Glossinger to report on the comments of Mr. Jim Nowacki from last month’s meeting regarding ownership of the painting "Pulling the Boat" by artist Arthur G. Rider. Mr. Glossinger submitted a packet after extensive research and this packet will be filed with the Minutes.
Page 3 (Continued from VII. Director’s Report)
Mr. Glossinger felt that two questions had to be satisfied: proof of our ownership and why the confusion of ownership. He then briefly reported to the Board what this packet consists of. I. A 1932 Library endowment book page recording the purchase. II. A 1933 Library minute book page reporting the purchase. III. A 1953 Library minute book page authorizing insurance rider. This document proves there was a specific policy of $20,000 covering our art work. IV. 1953 Hartford Company insurance rider for fine art. V. 1956 invoice for insurance rider from Mr. Lindsay Lamb. VI. An official page of our Minutes book stating that the Rider painting "Pulling the Boat" has disappeared. Mr. Vail was named to file claim with the Insurance Company to cover the loss. There was no further mention of this business or getting insurance money for the loss. So it is presumed that the painting was found. This again proves that the painting was in our procession. The packet includes other papers showing authenticity of the documents on the Rider painting "Pulling the Boat" and these documents were constructed by two of the most respected members of the community. The painting was purchased by Mr. Vail in May 12, 1932, which was the start of the library’s art collection. Mr. Vail was on the Board for 55 years and he worked with Mr. Lindsay Lamb, the insurance agent for the art collection. Mr. Glossinger did some extensive research on the artist, Mr. Rider. Mr. Rider spent nine summers in Spain painting along the shore. There were several paintings done with the same theme and similar titles: "Pulling in the Boat"; "Pulling the Boat Ashore". Mr. Glossinger showed slides of the many similar paintings. This is a significant part of what fishermen did with the oxen. Mr. Glossinger point is that media presents this painting as a unique one-of-a-kind painting, which simply isn’t true. There are numerous examples very similar to the Rider painting in question.
Mr. Glossinger said we have enough evidence to show we own the painting and we were perfectly in our rights to sell it.
Mr. Ramion thanked Mr. Glossinger for his very thorough report.
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.
Page 4 (Continued from VIII. Committee Reports)
E. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: Mr. Ramion appointed members for the Nominating Committee: Cheryl Bohlim, Chair, Hazel Thomas, and Ken Rottman.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: All present today will be able to attend the next month’s Board meeting on Wednesday, December 20, 2006, 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 2:32 P.M.
October 25, 2006
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 25, 2006, 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 Cheryl Bohlim, Secretary Hazel Thomas, Assistant Secretary Samuel Ferguson, Member Edward Frank, Member Kenneth Rottman, Member |
Others in attendance:
Don Glossinger, Director |
A member of the public
II. PUBLIC COMMENTS: Mr. Jim Nowacki from Gary, IN. came to this meeting to speak to the Board regarding a piece of the Library’s art collection that was sold. Mr. Nowacki questioned the ownership of the piece. He said Gary School System is missing a similar piece. Mr. Ramion thanked him for his input.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to approve the Minutes of the regular Board meeting of September 27, 2006, 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, 2006, shows an Operating Fund balance of $579,729.61, and a total funds balance of $2,849,861.74. The Operating Fund received in September $11,641.86 and expended $233,468.21. The cash flow statement was included in the packet for the Board’s review.
It is noted that we are through three fourths of the year and our budget should be at 25% remaining; we are in good shape at 33% remaining.
B. Approval of Bills: Motion was made by Mrs. Thomas and seconded by Mr. Reyher to approve the List of Warrants of October 25, 2006 as presented. All yea. No nay. Motion carried.
Page 2 (Continued from IV. Financial Reports)
C. Other: Don Glossinger and Beth Thiede attended the Library’s budget hearing held by the Indiana Department of Local Government Finance in La Porte. All of the Library’s paper work is in order for the 2007 budget.
V. CORRESPONDENCE: No report.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that we received our reimbursement for the 2005-06 Universal Service Fund in the amount of $9,424.80.
Mr. Glossinger also reported that Robin Kohn was Chairperson for the Indiana Library Federation District 1 Conference. At this Conference, Lynne Blitstein and Robin presented a program about our ALA Exhibit. Also, Robin, Lynne and Susan Branch presented a program on the Left for Dead project.
Mr. Glossinger brought to the Board’s attention that we received a bill from Wayne Heating for new thermostats by Honeywell for climate control. The bill is in the amount of $1,290.00 and will be on next month’s List of Warrants. The temperature is 60 degrees in the evening and variable temperatures during the day. They also have lock boxes to prevent tampering with them.
Mr. Glossinger reported that there are nine interviews set up next week to fill Mrs. Sirugo’s Literacy Coordinator’s position. She will be retiring at the end of the year.
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: Mrs. Thomas reported that the Collector’s Breakfast was a success and the ticket sales exceeded last year’s. There will be more information on this at the next meeting.
Page 3
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 2007: Motion was made by Mrs. Thomas and seconded by Ms. Bohlim to approve the list of holiday closings for 2007 as presented. Mr. Ferguson asked if there was any difference from other years. There are not except the date of the holiday party. A vote was called. All yea. No nay. Motion carried.
B. Board Meeting Dates for 2007: Motion was made by Mr. Reyher and seconded by Mr. Ferguson to accept the list of regular Board meeting dates for 2007 as presented. The regular Board meetings are on the 4th Wednesday of each month, except for December’s Meeting which will be on the 3rd Wednesday because of the holiday. The meetings are held at 2:00 P.M. in the Library Meeting Room. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: Mr. Ferguson may not be available for next month’s Board meeting on Wednesday, November 15, 2006, at 2:00 P.M. in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:15 P.M.
September 27, 2006
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 27, 2006, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance: Cheryl Bohlim, Secretary Hazel Thomas, Assistant Secretary Samuel Ferguson, Member Edward Frank, Member Kenneth Rottman, Member Those members absent: Robert Reyher, Vice President |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: No comments.
III. MINUTES:
A. August 23, 2006, Regular Board Meeting Minutes: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to approve these Minutes as presented. All yea. No nay. Motion carried.
B. September 13, 2006, Minutes of the Special Board Meeting: Motion was made by Dr. Rottman and seconded by Mr. Ferguson to approve these Minutes as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending August 31, 2006, shows an Operating Fund balance of $801,555.96, and a total funds balance of $3,059,858.49. The Operating Fund receipts for August were $15,850.99. This includes funds we receive from the state library each year. This year the amount is $3,735.00. The expenditures were $174,384.32. The Cash Flow Statement was included for review.
Page 2 (Continued from IV. Financial Reports)
B. Approval of Bills: There were two additional bills added which are noted on the list. Motion was made by Dr. Rottman and seconded by Ms. Bohlim to approve the List of Warrants of September 27, 2006, as presented. All yea. No nay. Motion carried.
C. Advance Tax Draw: Motion was made by Dr. Rottman and seconded by Mr. Ferguson to approve the following Resolution: "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." A vote was called. All yea. No nay. Motion carried.
D. 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 2007. The process remains the same as previous years. No interest rate has been stated yet; however, 2005's rate was 2.52% and 2006's rate is 3.44%. The amount to be borrowed is estimated to be between $625,000 and $675,000. This is based on cash flow projections for 2007 using budgeted figures.
Motion was made by Dr. Rottman and seconded by Mrs. Thomas to approve the application to borrow funds from Indiana Bond Bank as stated above. All yea. No nay. Motion carried.
E. Other: No report.
V. CORRESPONDENCE: Ms. Bohlim reported the donations we received for the Library’s Writing Out Loud Program from many of our patrons. The total donations are $1,025.00. We also received $300.00 from the Northwestern Jaycees for our Endowment Fund.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that our staff did an excellent job of getting everyone into our safe rooms to ride out the storm that hit the area on August 23, 2006. The only serious damage was an elm tree at the north end of the property. It was very badly broken and had to be removed.
Page 3 (Continued from VII. Director’s Report)
Mr. Glossinger introduced staff members Barbara Shepherd, Mary Kempfer, and Steve Helmken who are attending Leadership La Porte County, for which one of their assignments is to attend Board meetings.
We have started receiving resumes and applications for the Literacy Coordinator’s position. The September 7 issue of The Beacher has a feature article about a long-term tutor of ours from New Buffalo covering two pages. The article describes our literacy program and mentions our tutor training that will take place in September. This is good publicity for our program.
The first Writing Out Loud was held September 9 featuring Stacey Balllis. Upcoming authors are Alex Kotlowitz, October 7, Henry Petroski, October 28, and Elise Paschen on November 4.
The Youth Services Department is already planning 2007 Summer Reading Program.
Dan Schaaf and Jennifer McFerron will begin drafting and revising the current Technology Plan in preparation for its 2008 deadline. The plan must be revised every three years. Once a draft revision is complete, it will be forwarded to committee for consideration.
On September 14, 2006 the main motor on the Northeast heating and air conditioning unit burned out. The staff called 911 and got everyone out in an orderly fashion. Quite a lot of smoke cycled through the building and Fire Department personnel advised we should close the building for the rest of the day, which we did. Mr. Glossinger said he cannot say enough about the quick response and good service we received from Wayne Heating.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: No report.
Page 4 (Continued from VIII. Committee Reports)
C. Friends of the Michigan City Public Library Update: Mrs. Thomas reported that the Collector’s Breakfast will be held here on October 14, the doors will open at 8:30. The tickets are $20.00 and can be purchased at the Circulation desk.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting at 2:00 P.M. on October 25, 2006, in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mr. Ferguson to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:15 P.M.
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 13, 2006, at 2:00 P.M. This special meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance: Cheryl Bohlim, Secretary Hazel Thomas, Assistant Secretary Samuel Ferguson, Member Edward Frank, Member Kenneth Rottman, Member Those members absent: Robert Reyher, Vice President |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: There were no comments or questions.
III. TO ADOPT 2007 BUDGET: The 2007 Operating budget is $2,953,774. The Library Improvement Reserve Fund budget is $525,000.The Operating Fund will have a rate of .1458 per one hundred dollars if approved. Motion was made by Dr. Rottman and seconded by Ms. Bohlim to adopt the 2007 budget as presented. All yea. No nay. Motion carried.
IV. PUBLIC COMMENTS: There were no comments.
V. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mr. Ferguson to adjourn this meeting after signing the budget papers. All yea. No nay. The meeting adjourned at 2:04 P.M.
August 23, 2006
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustee’s meeting was called to order by Mr. Joseph Ramion, President, on Wednesday, August 23, 2006, at 2:00 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:
Robert Reyher, Vice President Cheryl Bohlim, Secretary Hazel Thomas, Assistant Secretary Samuel Ferguson, Member Edward Frank, Member Those members absent: Kenneth Rottman, Member |
Others in attendance:
Don Glossinger, Director |
I. PUBLIC COMMENTS: Mr. Jack Hallett of Hallett Movers, who were the movers for our remodeling project, came before the Board to discuss $5,000 that he feels the Library still owes his company. On the back page of the contract it stated that the bidder should add $5,000 to the proposed bid for allowances. He did not add the $5,000 as an oversight and sent the proposal to the architect. He feels that this is due him since it was not included in his proposal and should have been.
Mr. Ramion thanked Mr. Hallett and told him this will be taken under consideration. Mr. Hallett then left the meeting.
III. MINUTES:
A. Minutes of July 26, 2006, regular Board Meeting: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to approve the Minutes of the regular Board Meeting of July 26, 2006, as presented. All yea. No nay. Motion carried.
B. Minutes of August 2, 2006, Special Board Meeting: Motion was made by Mr. Reyher and seconded by Ms. Bohlim to approve the Special Board Meeting Minutes of August 2, 2006, as presented. All yea. No nay. Motion carried.
Page 2
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending July 31, 2006, shows an Operating Fund balance of $960,089.29, and a total funds balance of $3,209,309.23. The Operating Fund receipts for July were $11,824.59. The expenditures were $189,892.09. The Cash Flow Statement was included for review.
B. Approval of Bills: Motion was made by Mr. Reyher and seconded by Mr. Ferguson to approve the List of Warrants of August 23, 2006, as presented. All yea. No nay. Motion carried.
C. Other: This regular Board Meeting adjourned at 2:08 P.M. in order to hold a public hearing for the Library’s 2007 budget. There were no questions or comments. The public hearing closed at 2:09 P.M. and the regular Board meeting resumed.
V. CORRESPONDENCE: Ms. Bohlim reported that Delta Kappa Gamma Chapter donated $125.00 to the Library’s Literacy Program. Ms. Lori Deutscher is the contact person. Wal-Mart #1487 Michigan City Store donated $1,000.00 to the Literacy Program. Ms. Jan Mark, Community Relations, is the contact person. The correspondence will be filed in the office.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that the Summer Reading Program concluded. A total of 864 people (infants through adults) participated for a total of 20,221 hours read. The grand finale program, for which 250 people attended, was an excellent performance by Christopher the Magician.
Mr. Glossinger also reporter that 5 persons called to volunteer as tutors as a result of our "ad" in the library newsletter.
Marquiss Electric gave us new rope to hang our new flag, so we thank them.
Circulation is down a little still caused by the switching from videos to DVDs.
Page 3
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Personnel Committee Update: Ms. Bohlim reported that the Committee met on August 2, 2006. Marilyn Sirugo gave notice that she will be retiring December 31, 2006. The senior management team will be interviewing candidates for this position. The education requirement for this position will be a Bachelor’s degree in order to widen the field of applicants. Mr. Glossinger would like to have this position filled early enough to allow Ms. Sirugo to train the new supervisor before her departure.
Ms. Bohlim reported that the temporary position of literacy clerk is up for renewal and that Mr. Glossinger recommended that the board reinstate this position as a temporary position until further notice. Ms. Bohlim made the motion to reinstate the literacy clerk position as temporary until further notice, effective immediately. Seconded by Mr. Reyher. All yea. No nay. Motion carried.
Ms. Bohlim reported that the contract for the attorney is up for renewal. Mr. Glossinger recommended the contract language be changed to allow for an automatic renewal from year-to-year. The contract will retain the provision of a 30-day notice of termination. Any future hourly rate increases will be brought to the board for approval. Motion was made by Ms. Bohlim and seconded by Mr. Frank to renew the contract with Kurt Earnst of Braje & Nelson, to automatically renew each year. All yea. No nay. Motion carried. Mr. Earnst said that the name on the contract should be changed to Braje, Nelson, & Janes LLP. This will be done.
C. Friends of the Michigan City Public Library Update: Mrs. Thomas reported that the Collectors’ Breakfast will be held here on October 14 and the tickets are on sale for $20. The doors will open at 8:30 and the appraising will be from 9:00 until 10:30.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: No report
F. Technology Committee Update: No report.
Page 4
IX. NEW BUSINESS: Mr. Ramion turned the matter regarding the $5,000 request from Mr. Hallett over to the Board’s attorney, Mr. Kurt Earnst.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: Mr. Reyher inquired if there were any conditions placed on the donation from Wal-Mart. There are no conditions.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting at 2:00 P.M. on September 27, 2006, 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 2:16 P.M.
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustee’s meeting was called to order by Mr. Joseph Ramion, President, on Wednesday, July 26, 2006, 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 Cheryl Bohlim, Secretary Hazel Thomas, Assistant Secretary Edward Frank, Member Kenneth Rottman, Member Those members absent: Samuel Ferguson, Member |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: None.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the Minutes of the regular Board meeting of June 28, 2006, 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, 2006, shows an Operating Fund balance of $1,138,156.79, and a total funds balance of $3,388,471.58. The Operating Fund receipts for June were $1,732,063.11. This includes all of our June draw of the taxes. The expenditures were $211,457.75. The Cash Flow Statement was included for review.
B. Approval of Bills: The only addition was the credit card payment. Motion was made by Mr. Reyher and seconded by Mrs. Thomas to approve the List of Warrants of July 26, 2006, as presented. All yea. No nay. Motion carried.
Page 2 (Continued from IV. Financial Reports)
C. Other: No report.
V. CORRESPONDENCE: Ms. Bohlim reported the Dave and Jane Singer donated $20 to the Endowment Fund. Their business is All Bright Painting.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that the Youth Services Dept. will be having the grand celebration for the conclusion of the Summer Reading Program tomorrow. There were 52 programs presented with a total in attendance of 1,770.
It has been a long time, but circulation of print materials was higher than audio visual materials. There is an overall increase of 1% over last year. This will be another 400,000 plus year.
Mr. Glossinger reported another success story from the Literacy Program. "We have tutored a young Hispanic woman for three years with two tutors; one to teach English and another for math. The student is now attending Purdue North Central. Her English tutor, Denise Holmes, writes that this student ‘made Purdue’s Chancellor’s list and the honors program the past two semesters.’ Our tutoring program really helped her."
Mr. Glossinger said that we need to have a Personnel Committee Meeting in the beginning of August.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Mr. Reyher reported that the Committee met on July 19 and said that a small amount of the contract price is still due to be paid to Hallett Movers for the work they performed during the recent renovation. We have been awaiting the final documents from Hallett and as those have not yet arrived, Mr. Glossinger and Ed Sawa of Fanning/Howey will finalize the paperwork authorizing payment of $1,239.40.
Page 3 (Continued from VIII. A. Building & Grounds Committee)
Mr. Reyher also reported that the Committee reviewed the proposal from Fanning/Howey to manage the replacement of the new phone system. Mr. Reyher made a motion to accept the proposal from Fanning/Howey, not to exceed $6,000, to design and administer a new phone system for the library. Seconded by Dr. Rottman. 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: Dr. Rottman reported that the Committee met July 19 to review and discuss the 2007 budget and that a special Board meeting is needed to approve the advertising of the budget. Motion was made by Dr. Rottman and seconded by Ms. Bohlim to approve of having a Special Board Meeting on Wednesday, August 2, 2006, at 2:00 P.M. All yea. No nay. Motion carried. Mr. Ramion reiterated that we need a quorum for these budget meetings.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting at 2:00 P.M. on August 23, 2006, in the Library’s Meeting Room.
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 2:12.
June 28, 2006
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of
Trustee’s meeting was called to order by Mr. Joseph Ramion, President, on
Wednesday, June 28, 2006, 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 Cheryl Bohlim, Secretary Hazel Thomas, Assistant Secretary Samuel Ferguson, Member Edward Frank, Member Kenneth Rottman, Member Those members absent: |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: None.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the Minutes of the regular Board meeting of May 24, 2006, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending May 31, 2006, shows an Operating Fund balance of $211,315.43, and a total funds balance of $2,450,380.19. The Operating Fund receipts for May were $308,481.24 and the expenditures were $205,720.50. The Cash Flow Statement was included in the packet for the Board’s review.
We will be getting our tax draw this Friday as scheduled and we will pay our mid year loan with this.
B. Approval of Bills: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to approve the List of Warrants of June 28, 2006, as presented. All yea. No nay. Motion carried.
Page 2 (Continued from IV. Financial Reports)
C. Proposed Budget Dates: The Finance/Budget Committee needs to meet sometime before the July 26th Board Meeting. The proposed budget dates are: July 26, budget in Board packet for review; August 2, Special Board meeting to approve advertising; August 11, 1st publication of budget; August 18, 2nd publication of budget; August 23, public hearing at regular Board meeting; September 13, special Board meeting to adopt 2007 budget; September 15, budget filed with County Auditor.
D. Midyear Loan Repayment: The Resolution is as follows: "Board approval is needed for the payment of interest and principal on our short-term loan (2006 Mid-Year Program). The amount of $594,756.08 is due on June 30, 2006." Motion was made by Dr. Rottman and seconded by Mr. Frank to approve the above Resolution. All yea. No nay. Motion carried.
E. Other: No report.
V. CORRESPONDENCE: Ms. Bohlim reported that the North Western Jaycees, an offender organization from the Indiana State Prison, donated $500. Mr. Gus Carlson is coordinator.
Mr. Burton Ruby donated a copy of a book "Lean Distribution" written by his son.
Ms. Mary Anderson and Ms. Joann Wasson donated $30 toward the purchase of a book for our genealogy section about Vigo County. It is in memory of Charles O. and Laura Jean Medley Clark.
The Milton O. Bankoff Memorial Foundation announces a grant of $2,500 awarded to the Michigan City Public Library, to "recognize and celebrate" the institution. The grant has been made in honor of reference librarian, Aurelia Agnew, and library director, Don Glossinger.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that July 11 is the Library’s annual picnic. This year we will honor Hayden Jarnutowski who drove the Library’s car in the Soap Box Derby and won.
Page 3 (Continued from VII. Director’s Report)
The Board and Mayor are invited.
Don Glossinger, Andrew Smith and Dan Schaaf met with representatives of Fanning/Howey about our phone and lighting systems. These are two projects we want to get accomplished this year. We are now waiting for Fanning/Howey to get us some costs. We will then need to schedule a Building & Grounds Committee meeting.
We have three more graduates from the Leadership Program, they are: Pat Kemiel, Marilyn Eddy, and Aurelia Agnew.
The Library received a letter and a certificate from the IRS thanking us and honoring Robin Kohn who helped organize the IRS Volunteer Income Tax Assistance program.
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: Mrs. Thomas reported that the annual Antique Show/Breakfast is being planned for later this year.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: None.
XI. BOARD COMMENTS: None.
XII. QUORUM DETERMINATION: All present today will be able to make the next regular Board meeting at 2:00 P.M. on July 26, 2006, in the Library’s Meeting Room.
Page 4
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
2:12 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, May 24, 2006, 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 Cheryl Bohlim, Secretary Hazel Thomas, Assistant Secretary Kenneth Rottman, Member Those members absent: Samuel Ferguson, Member Ed Frank, Member |
Others in attendance:
Don Glossinger, Director |
II. PUBLIC COMMENTS: None.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the Minutes of the regular Board meeting of April 26, 2006, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending April 30, 2006, shows an Operating Fund balance of $108,554.69, and a total funds balance of $2,343,231.17. The Operating Fund Receipts for April were $19,520.44. The Library received in April its bi-annual Blue Chip Revenue in the amount of $2,500. The expenditures were $258,159.76. The cash flow statement was included in the packet for review.
B. Approval of Bills: The only additions to the list are the credit card bill and Wal-Mart bill. Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the List of Warrants of May 24, 2006, as presented. All yea. No nay. Motion carried.
C. Other: No report.
V. CORRESPONDENCE: No report.
VI. OLD BUSINESS: No report.
Page 2
VII. DIRECTOR’S REPORT: Mr. Glossinger said that the report was submitted in the packet and noteworthy is the procedures manual being thoroughly redone. Mr. Glossinger thanked Chris Yagelski of our Security for all his help and input; also the Department Heads and the Senior Management Team who helped make this manual up-to-date and viable.
Circulation is down which was anticipated because we no longer have videos. That figure should rise when DVDs become fully used.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Mr. Reyher reported the committee met on May 10 to discuss several items to improve the interior of the building. Mr. Reyher said that Mr. Glossinger requested permission to purchase and install a security camera system overlooking the general Reference lobby area. Due to several recent security incidents in Reference, the cameras will provide additional security in the area. They will not be aimed directly at the internet stations in the computer lab. Our staff will handle the installation of the system, estimated to cost $2,000. Motion was made by Mr. Reyher and seconded by Dr. Rottman to purchase and install a security camera system for the Reference area. All yea. No nay. Motion carried.
Mr. Reyher reported that Mr. Smith requested permission to purchase five (5) decorative screens that will be placed between the white railing and the backside of the audio book shelving in the front lobby. There have been numerous security problems over the past several months with missing materials along that side of the lobby. Adding the screens will help to secure the area and prevent immediate access over the top and through the back of the existing shelving. The screens will match the wood accents on the end panels of the audio book shelving. Each screen costs $735, for a total of $3,675, plus shipping. Motion was made by Mr. Reyher and seconded by Dr. Rottman to purchase five (5) Farstrup screens to add to the audio book shelving area in the front lobby. All yea. No nay. Motion carried.
Mr. Reyher reported that preparations for improving the light system and replacing the phone system are underway; we are waiting on meetings with Fanning/Howey representatives to begin this work. These projects will be reported as they progress.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: Mrs. Thomas reported that the Friends luncheon on the 29th of April was held here and was very good.
Page 3 (Continued from Committee Reports)
D. Policy and Procedures Committee Update: Mrs. Thomas reported that the Policy and Procedures Committee met on May 17 to discuss the changes to the manual. The Procedures Manual addresses the increasing behavioral problems the library has experienced with patrons in recent months. It will also help orient new staff members with how they should handle various issues that may arise with patrons. Motion was made by Mrs. Thomas and seconded by Ms. Bohlim to adopt the Procedures Manual as presented. All policies in the Manual to be effective May 25, 2006. All yea. No nay. Motion carried.
E. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: Mary Kempfer and some Circulation staff arrived at the meeting. Ms. Kempfer introduced Kelly Russell, Lu Ann Waltz and Effie Fowler to the Board as the newest staff members that they have not met yet. They were welcomed by the Board.
XI. BOARD COMMENTS: None.
XII. QUORUM DETERMINATION: All present today will be able to make the next regular Board meeting on June 28, 2006, at 2:00 P.M. in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mr. Reyher to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:12 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, April 26, 2006, 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 Hazel Thomas, Assistant Secretary Samuel Ferguson, Member Ed Frank, Member Kenneth Rottman, Member Those members absent: |
Others in attendance:
Andrew Smith, Assistant Director |
Those members absent:
Cheryl Bohlim, Secretary
II. PUBLIC COMMENTS: Ms. Richardson introduced Kathleen Thatcher as the new staff member in the Youth Services Department. She was welcomed by the Board. Ms. Richardson and Ms. Thatcher then left the meeting.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to approve the Minutes of the regular Board meeting of March 22, 2006, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending March 31, 2006, shows as Operating Fund balance of $262,252.01, and a total funds balance of $2,588,848.71. The Operating Fund receipts for March were $10,845.50; and the expenditures were $282,137.83. The first quarter figures show that we should be at 75% remaining in our budget and we are doing slightly better by showing 76.24%. 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 Dr. Rottman to approve the List of Warrants of April 26, 2006, as presented. All yea. No nay. Motion carried.
C. Transfer from Levy Excess Fund: Motion was made by Dr. Rottman and seconded by Mrs. Thomas to approve the following Resolution: "Whereas the Department of Local Government Finance has authorized the Michigan City Public Library to transfer $84,942 from the Levy Excess Fund, pursuant to PL 58-1993. Be it resolved, that the Board of Trustees of the Michigan City Public Library do transfer the sum of $84,942.00 from the Levy Excess Fund to the Library Operating Fund." A vote was called. All yea. No nay. Motion carried.
Page 2 (Continued from IV. Financial Reports)
D. Indiana Bond Bank MidYear Program: "WHEREAS, the Library Board of Trustees (the "Fiscal Body") has determined that there will be an insufficient amount of money in the Operating Fund of the Issuer (the "Funds") to meet the current running expenses of the Issuer payable from such Funds during the fiscal year ending on the last day of December 2006, and prior to the respective June 2006 (that is, the first) and December 2006 (that is, the second and final) settlements and distribution of taxes levied for such Funds (including property tax replacement revenues) . . . "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 2005, and collectable in the year 2006 (including property tax replacement revenues); authorizing the issuance of temporary loan tax anticipation warrants to evidence such loans and the sale of such warrants to the Indiana Bond Bank; and appropriating and pledging the taxes to be received in such funds to the punctual payment of such warrants including the interest thereon." Motion was made by Dr. Rottman and seconded by Mr. Reyher to approve of the resolution to apply for the Indiana Bond Bank MidYear Program. All yea. No nay. Motion carried.
E. Other: No report.
V. CORRESPONDENCE: A donation of $25.00 to our Literacy Program was given by Tri-Kappa Associate Chapter, Michigan City. Katie Gielow is Treasurer. The correspondence is filed in the office.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: The Library’s outreach program has fallen off over the years so now it has been made current and our Reference Department has created some wonderful flyers called "We Can Put the Library in Your Mailbox!" They explain our homebound service and have been sent to local agencies, various rehabilitation facilities and nursing homes.
On April 13, we had three representatives from DEMCO here to shoot pictures of our new shelving and furniture. As DEMCO is the parent company of many of the products we purchased, they like to photograph installations to use in their brochures and catalogs. Our library might be featured in a media blitz.
On April 19, we gave a tour of the library and our shelving/furniture to staff from the Glenwood and Green Hills public libraries, both of suburban Chicago. Each library is in process of building or remodeling and wanted to see the variety of shelving and furniture we selected.
Page 3 (Continued from VII. Director’s Report)
The theme for the 2006 Summer Reading Program is "Are We There Yet?" Throughout the summer we will offer activities and programs that focus on various eras, beginning with prehistoric times. Agencies from the Summer Adventure Camps (Boys and Girls Club, Safe Harbor, YMCA, etc. will be attending weekly programs. In addition, we will have toddler time, preschool story time, and programs for all ages.
In our Literacy Program we had a math student who came to our program with very weak math skills. It is now reported that she tested out of a required math class at Ivy-Tech.
Department Heads and Senior Management met several time to discuss problem patron issues, security issues, and to prioritize our goals for this year. This will be reported on next month.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: A meeting is scheduled for May 10 at 2:00 P.M. Rob Reyher, Sam Ferguson, Ed Frank are the committee members and Hazel Thomas is the alternate member.
B. Personnel Committee Update: No report.
C. Friends of the Michigan City Public Library Update: Mrs. Thomas reported that the by-laws are being revised and the changes will be announced at the luncheon. The luncheon is scheduled for April 29 at 11:30 A.M. at the library. The Collector’s Breakfast is scheduled for October 14 and will also be held at the library.
D. Policy and Procedures Committee Update: A meeting is scheduled for May 17 at 2:00 P.M. Hazel Thomas, Cheryl Bohlim, and Rob Reyher are the committee members and Sam Ferguson is the alternate member.
E. Finance/Budget Committee Update: No report.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: None
XI. BOARD COMMENTS: None
XII. QUORUM DETERMINATION: All present today will be able to make the next regular Board meeting on May 24, 2006, at 2:00 P.M. in the Library’s Meeting Room.
Page 4
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 2:15 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, March 22, 2006, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
| Those members in attendance:
Cheryl Bohlim, Secretary Those members absent: |
Others in attendance:
Don Glossinger, Director |
A. Oath of Office: Mr. Earnst presided over the Oath of Office that was taken by Mr. Samuel Ferguson. Mr. Ferguson was welcomed as a new Board member.
II. PUBLIC COMMENTS: None.
III. MINUTES: Motion was made by Dr. Rottman and seconded by Mrs. Thomas to approve the Minutes of the regular Board Meeting of February 22, 2006, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending February 28, 2006, shows an Operating Fund balance of $533,544.34, and a total funds balance of $2,869,595.61. The February Operating Fund Receipts Statement shows we received $576,261.41. The Library Operating Fund current expenditures totaled $180,033.66.
B. Approval of Bills: Motion was made by Dr. Rottman and seconded by Mrs. Thomas to approve the List of Warrants of March 22, 2006, as presented. All yea. No nay. Motion carried.
C. Advance Tax Draw: Mr. Glossinger presented to the Board a 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 June Settlement." Motion was made by Dr. Rottman and seconded by Mrs. Thomas to approve the Advance Tax Draw Resolution as presented. All yea. No nay. Motion carried.
D. Other: No report.
Page 2
V. CORRESPONDENCE: Ms. Bohlim reported that LaPorter Federal Credit Union contributed a bouquet of flowers for our grand reopening.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that the open house on February 24 was a success and he thanks those for putting it together and those who attended. Mr. Glossinger also thanks the News Dispatch, the Beacher and the Northwest Indiana Times for reporting this event. The Big Cozy Books furniture was well received.
Youth Services has been busy with "Left for Dead" program and now they have secured an extensive display of World War II memorabilia brought in by Mike Szczepaniak who also presented a question and answer session. Our Young Adult programs are progressing well. A second on-line teen newsletter was completed and printed color copies were made available for the teens to pick up.
The Reference Department has a new microform reader/printer/scanner. This is our second one and we will get one more next year. These are especially helpful in putting documents in another format so they can be preserved.
Mrs. Sirugo is working with the Michigan City Lions Club to establish a joint literacy project with children.
Mr. Glossinger also reported that we were just notified last week that we will host the traveling exhibit tour, Forever Free: Abraham Lincoln’s Journey to Emancipation. Our library is one of only 63 libraries chosen nationally. The exhibit is funded by major grants from the National Endowment for the Humanities (NEH) and the Abraham Lincoln Bicentennial Commission and is sponsored by the American Library Association.
The Forever Free tour was developed by the Henry E. Huntington Library, the Gilder Lehrman Institute of American History, and the American Library Association’s Public Programs Office. The NEH will also provide a $1,000 grant to the library to accompany the exhibit. This display will be traveling the country from 2006 through 2010. The library will host the exhibit February 21 to April 4, 2008.
Abraham Lincoln visited our community once before. In April, 1865, the train carrying the president’s body allowed mourners from Michigan City to pay their last respects. One hundred forty three years later, Lincoln returns in the form of this interactive event, Forever Free: Abraham Lincoln’s Journey to Emancipation.
Page 3 (Continued from VII. Director’s Report)
Mr. Glossinger reported that our numbers are down due to the fact that we no longer have a video collection but we will recover.
The bills for the project are paid off this month. We have a small bill yet from Hallett & Sons Movers.
Mr. Ramion inquired why the waiting list for students in our literacy program is so consistent. Mr. Glossinger explained that this is an ongoing issue that we have been working on but we have only so many volunteers and limited space. We are still working on the program with the Purdue students to do so many hours for a stipend. This program has not worked out as quickly as we thought it would.
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: Mrs. Thomas reported that the Friends are in the process of updating their By-Laws.
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. Approval needed to Destroy Certain Public Records: Motion was made by Dr. Rottman and seconded by Mrs. Thomas to approve the "Request For Permission to Destroy Certain Public Records" as presented. All yea. No nay. Motion carried.
B. Approval needed to open the library at 10:00 A.M. on May 16: Motion was made by Mrs. Thomas and seconded by Dr. Rottman to open the library at 10:00 A.M. on May 16 in order to have the staff appreciation breakfast. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: At this time, Mr. Glossinger reported to the Board that the library received a letter from Horizon Bank informing us that the fee that we are currently charged for services they provide for the Library’s Endowment Fund is increasing. They will waive the $400 annual administrative fee. We are very satisfied with the services they perform for us. The letter was enclosed in the packet for review. This is for information purposes.
Page 4 (Continued from X. Public Comments)
The fee will be monitored and will be brought before the Finance Committee when appropriate. Motion was made by Dr. Rottman and seconded by Mrs. Thomas to adopt the proposed fee structure from Horizon so that Mr. Glossinger can discuss it with them further. All yea. No nay. Motion carried.
XI. BOARD COMMENTS: None.
XII. QUORUM DETERMINATION: Ms. Bohlim may not be able to attend the next Board meeting on Wednesday, April 26, 2006, in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mrs. Thomas to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:22 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, February 22, 2006, 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.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the Minutes of the regular Board Meeting of January 25, 2006, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ending January 31, 2006, shows an Operating Fund balance of $223,738.59, and a total funds balance of $2,481,258.10. The January Operating Fund Receipts Statement shows we received $210,008.05. This amount includes part of our 2006 Indiana Bond Bank Loan. The expenditures for the month were $232,527.85. The Cash Flow Statement was included in the packet for the Board’s review.
B. Approval of Bills: Warrant #10972 under LIRF for Library Furniture Int’l in the amount of $18,686.37 represents the final payment of the shelving portion of the carpet/shelving project. Motion was made by Dr. Rottman and seconded by Mrs. Thomas to approve the List of Warrants of February 22, 2006, as presented. All yea. No nay. Motion carried.
C. Transfer to Levy Excess Fund: Motion was made by Dr. Rottman and seconded by Mr. Reyher to approve the following Resolution: "Whereas the board has established a Levy Excess Fund for the purpose of excess property taxes received, and Whereas the Michigan City Public Library has received excess property taxes in 2005, Be it resolved, that the Board of Trustees of the Michigan City Public Library do transfer the sum of $86,422.00 from the Library Operating Fund to the Levy Excess Fund." A vote was called. 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:
A. State of the Library: Mr. Glossinger presented the State of the Library. This is his fifth time to present and 2005 was a very good year. The statistics for circulation and traffic were down because of the massive renovation project. The collection was not available for four to five weeks. Still, we were near 450,000 in circulation and have been at that level for the past 5 years. So, we are happy with these numbers.
We had high profile programs last year and our attendance was up. We also had 98 groups use our meeting room. It is always available for the community. This is just a couple of reasons why we do not have to worry about being digitized out of business. We do not just provide information. We have the Literacy Program, Programs for the community, Meeting Room use, computers for patron use. These numbers were reflected when we were down for renovations. The volunteer numbers are up and they are mostly from the Literacy Program.
Collection Development is constantly on the move; 9% changes every year. This year we added almost 20,000 new items and discarded a little over 17,000. We are getting new and better information.
The goals are getting accomplished faster than we initially planned. We have new furniture in the Reference and Youth Service areas. The redesigning of the Youth Service Department saw a big increase in the use of picture books. The old shelving displayed the books spine out and the circulation in October was 1,400. After a full month of use with the new bins, which now allows for face outs, the circulation increased to 2,400. The new shelving accomplished easier access and better displays overall.
Mr. Glossinger also reported that the library’s DVD collection grew so much we could not maintain two large collections of the same movies. He said he was sorry we had to delete the VHS collection.
The Indiana Bond Bank worked well for our organization with the reassessment difficulties we’ve had the last couple of years.
We had to sell the art collection even though it was a controversial issue. The library building is not equipped to handle such a fine collection and there are no funds to handle the maintenance and security of the paintings and other art objects. We have two more paintings to be sold.
Page 3 (Continued from VII. Director’s Report)
The art collection sale added over $400,000 to the library’s Endowment Investment Fund and we depend on this fund to offer special programs to the community.
We are working on historic preservation for this community.
The goals for 2006 will be smaller projects such as lighting improvements, improvements to the sound system and lighting in the meeting room, enhancing decor for the entire building, and improvements to genealogy and youth services sections. In 2007 we plan on working on the Kal-Wall and new phone system.
Mr. Glossinger was thanked for his report and it will be filed with the Minutes of this meeting.
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: No report.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budget Committee Update: Dr. Rottman reported that the Committee met on February 8 to discuss two items. It is recommended to change the reinvestment amount in the Endowment Fund to 33% of the earnings each quarter. Currently the library receives 75% of the earnings each quarter and 25% gets reinvested. This is a good time to make this change without an impact on spending because of the increase in principal from the sale of the art. Motion was made by Dr. Rottman and seconded by Mr. Reyher to change the amount reinvested to the Endowment Investment Fund to 33% of earnings. All yea. No nay. Motion carried.
The second item is reinvesting earnings at year-end. Mr. Glossinger explained that in future years it may not be practical to spend everything that has been budgeted for the Endowment Earnings Fund. It would be in the library’s best interest if the unspent budgeted amount could be reinvested to the Endowment Investment fund at the end of the year. Motion was made by Dr. Rottman and seconded by Ms. Bohlim to allow the Director, at his discretion, to reinvest any or all amounts left from budgeted Endowment Earnings at year-end. All yea. No nay. Motion carried.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
Page 4
X. PUBLIC COMMENTS: None.
XI. BOARD COMMENTS: Mr. Glossinger presented Mr. Jack Armstrong with the library’s four year service award pin. The other Board members congratulated him and thanked him for his work on the Board.
XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on March 22, 2006, at 2:00 P.M. in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mr. Reyher to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:37 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, January 25, 2006, at 2:10 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: Robert Reyher, Vice President
Cheryl Bohlim, Secretary
Jack Armstrong, Member
Ed Frank, Member
Kenneth Rottman, MemberThose members absent:
Hazel Thomas, Assistant SecretaryOthers in attendance: Don Glossinger, Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Marketing Development Spec.
Deborah Sederberg, News Dispatch
II. OATH OF OFFICE: Mr. Earnst presided over the Oath of Office that was taken by Mr. Edward Frank. Mr. Frank was then congratulated for his reappointment to this Board.
III. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Dr. Rottman to adjourn this regular Board meeting in order to call the Board of Finance to order. All yea. No nay. Meeting adjourned at 2:11 P.M.
1. Call to Order: The Board of Finance was called to order by Mr. Ramion at 2:11 P.M.
2. Elect President and Secretary: Motion was made by Mr. Ramion and seconded by Mr. Reyher to elect Dr. Rottman as President of the Board of Finance. All yea. No nay. Motion carried.
Motion was made by Mr. Ramion and seconded by Mr. Reyher to elect Ms. Thiede as Secretary of the Board of Finance. All yea. No nay. Motion carried.
3. Report on 2005 Investments: The Library’s Investment Report dated December 31, 2005, shows our general checking account balance is $1,174,865.20, which is with Horizon Bank. Fifth Third Bank holds the Library’s high-yield money market account and this has a balance of $499,014.61.
The Endowment Investment Fund and the Platt-Coffin Estate Investments are held by Horizon Bank. The Unity Foundation Fund has a balance of $99,730.93. The total money on deposit at December 31, 2005, is $2,628,990.64.
Page 2 (Continued from Board of Finance)
4. Set Investment Policy: There are no changes in the investment policy. The endowment earnings fund receives 75% of any revenue and 25% of the revenue is reinvested.
Motion was made by Dr. Rottman and seconded by Mr. Frank to approve the Investment Policy as presented. All yea. No nay. Motion carried.
5. Designate Depositories: The rates are very competitive. Motion was made by Mr. Reyher and seconded by Dr. Rottman to stay with Horizon and Fifth Third Banks as the Library’s depositories as recommended. All yea. No nay. Motion carried.
6. Board of Finance Adjournment: Motion was made by Dr. Rottman and seconded by Mr. Reyher to adjourn. All yea. No nay. Board of Finance adjourned at 2:14 P.M.
I. CALL TO ORDER: The regular Board of Trustees meeting was called to order again at 2:14 P.M. by Mr. Ramion, President.
II. PUBLIC COMMENTS: None.
III. MINUTES: Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the Minutes of the regular Board Meeting of December 21, 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 December 31, 2005, shows an Operating Fund balance of $246,258.39, and a total funds balance of $2,628,990.64.
The Library Improvement Reserve Fund has a balance of $1,032,430.14 as of December 31, 2005, and not all the bills for the project have been paid. There are two bills to be approved today for the project that amount to approximately $173,000. We will have a little under 50,000 left to be paid on the project.
B. Approval of Bills: An adjustment is needed on the List of Warrants under the materials line, voucher #10878, a portion of the amount needs to go under Literacy. Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve of the List of Warrants of January 25, 2006, as adjusted. All yea. No nay. Motion carried.
C. Cancellation of Warrants: A list of checks that have been outstanding for more than two years was presented to the Board for cancellation. Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve of this list of warrants for cancellation. All yea. No nay. Motion carried.
Page 3 (Continued from IV. Financial Reports)
D. Auction Revenue Transfer: A resolution was presented to the Board which is as follows: "Whereas, the Board of Trustees of Michigan City Public Library finds that the purposes of the Art Collection Fund have been fulfilled; and,
Whereas, there is remaining in the Art Collection Fund an unused and unencumbered balance; therefore,
Be It Resolved, that the Board of Trustees of the Michigan City Public Library do hereby transfer $406,217.31 from the Art Collection Fund to the Endowment Investment Fund."
Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve of the Auction Revenue Transfer Resolution as presented. All yea. No nay. Motion carried.
E. Other: An Endowment Investment Fund and a Platt-Coffin Investment Fund Analysis of Book Value Reports for year ending December 31, 2005, have been submitted for the Board’s review. The total increase in Book Value for Endowment Investment Fund is $9,401.36 or 2.34% over 2004. The total increase in book value for the Platt-Coffin Investment Fund is $5,623.60 or 1.31% over 2004.
V. CORRESPONDENCE: Ms. Bohlim reported that Mr. & Mrs. Casey donated $200 to the Endowment Fund.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Mr. Glossinger reported that our circulating and traffic numbers are down compared to last year but that is because we were closed several days due to the project.
Mr. Glossinger brought to the Board’s attention that W.W. Vail had served on this Board for many years. He is the main person in getting this art collection. Mr. Glossinger thanks the Vail family for this forsight. Mr. Glossinger also thanked Mr. De Young for taking such good care of the collection. He also worked very hard generating money for the Endowment Fund. I am also grateful for the Friends for supplying the money to care for the collection. The sale of the collection doubled our endowment fund and will have a direct impact on what we can do to improve this library and its services for the community. The percentage of the money raised from the selling of this collection to be placed in the endowment fund was 91% and only 9% was overhead. This actually was very good when considering the packaging and shipping to different auction houses for these fine and expensive pieces.
Mr. Glossinger also reported that we received from the LaPorte County Recorder deed records from 1832 through 1932 on CD and microfilm. This is important to the whole community to preserve our history.
<Page 4 (Continued from VII. Director’s Report)
The Friends luncheon was very good and their budget was approved.
Mr. Glossinger, at this time, presented Mr. Jack Armstrong with a plaque and thanked him for serving on the Board.
VIII. COMMITTEE REPORTS:
1. The list of committees and members was handed out to the Board. We are still in need of an appointment from the School Board for a new member so the committee list is incomplete.
A. Building and Grounds Committee Update: Mr. Glossinger reported that there are a few items that need to be fixed or adjusted regarding the new carpet and this will be completed by next Friday.
B. Personnel Committee Update: Ms. Bohlim reported that the Committee met and also the board met in Executive Session and completed the task.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Finance/Budge Committee Update: A meeting will be scheduled for next month.
F. Technology Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: None.
XI. BOARD COMMENTS: None.
XII. QUORUM DETERMINATION: Mr. Frank is unable to attend the next meeting and Dr. Rottman may not be able to attend the next regular Board meeting on February 22, 2006, 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 2:31 P.M.
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