May 28, 2008

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Mr. Robert Reyher, President , on Wednesday, May 28, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those Members in Attendance:

Kenneth Rottman, Vice President
Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Edward Frank, Member

Others in Attendance:
Don Glossinger, Director
Andrew Smith, Assistant Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer 
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Lori Richardson, Y.S. Dept Head
Douglas Wickstrom, Fanning/Howey

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Dr. Rottman and seconded by Judge Martin to approve the Minutes of the regular Board meeting of April 23, 2008, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended April 30, 2008, shows an Operating Fund balance of $282,302.52 and a total funds balance of $ 2,342,905.07. The Operating Fund received in April $6,752.88. The total expenditures in April were $231,003.20.

B. Approval of Bills: Motion was made by Mr. Ferguson and seconded by Judge Martin to approve the List of Warrants of May 28, 2008, as presented. All yea. No nay. Motion carried.

C. Other: We should be receiving today $200,000 as partial payment of our mid-year Bond Bank loan. The rest should be received in June for a total borrowed of $979,799.00.
_____

Page 2 (Continued from IV. C. Other Financial Reports)

The County Auditor expects provisional tax bills to be sent in July.

V. CORRESPONDENCE: Judge Martin reported that the following gave donations to our Literacy Program: Animal Wellness Clinic, Haas & Associates Consulting Engineers, Devries Tire Company, L. Rhett Fagg, D.D.S., Wellness Specialists, Inc., General Insurance Services, Inc., Tri-Kappa Associate Chapter, First Trust Credit Union, Mary Lou Linnen, and Mr.& Mrs. Charles De Young. Albano’s Villa donated two large pizza certificates as rewards for volunteers/tutors or students. The total cash donations so far are $700.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: The Lincoln project ended in April with a closing ceremony on April 4. There were over 3,000 children who participated in the nearly 100 programs that the Youth Services Dept. conducted.

On April 28, 12 staff including Andrew Smith were trained in CPR and use of the new defibrillator. Thanks to Sarah Redden, Effie Fowler, Barbara Miller, Jennifer McFerron, Aurelia Agnew, Chris Wiegand, Lori Richardson, Marina Santos, Susan Branch, Marty Ethridge, and Robin Kohn for their participation. We hope to have another training session this fall for a few more staff. The defibrillator is located in Circulation.

Mr. Glossinger read this interesting story from Mrs. McKinney’s report. "One of our adult dyslexic students has been coming for several months to learn to read using our new reading program, Wilson. Previously he was unable to get a job or to get into automotive trade schools because of his disability and the fact that he couldn’t read or write. His tutor just shared with me that a local company just hired him because he was coming here for tutoring. They also told him they wanted him to continue and would give him paid release work time to do so."

Circulation reports that the library had 22,123 visits during the month of April. We had 9 days where the people count was over 800, 3 days where the people count was over 900 and 2 days where the people count was over 1000.
_____

Page 3 (Continued from VII. Director’s Report)

The films for this summer in the park were chosen. This program is co-sponsored with the Park Department. The first film is Water Horse on June 20; Surf’s Up on July 25; and The Spiderwick Chronicles on August 8.

The Library’s website is in the process of being revamped. The goal is to keep the website user-friendly, easy to navigate, and informative, but updated and more organized.

There have been upgrades in the computer lab - we now have new thin monitors at all computer stations which gives each station additional space. Most patrons are adapting easily to the flash drives and we’ve even sold a few.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Mr. Ferguson reported that the bid opening was held last week with good participation. Mr. Doug Wickstrom is here to make recommendations on the exterior painting and HVAC replacement projects. Mr. Wickstrom reported that in respect to the exterior painting project, the lowest bid was submitted by Oosterbaan & Sons Co. Fanning/Howey contacted them and based on the post bid interview discussions, this bidder did not include the removal and replacement of all of the sealant. This bid is therefore considered to be non-responsive.

The next low bid for the exterior painting project was submitted by G.P. Maintenance Services, Inc. Fanning/Howey contacted G.P. Maintenance Services, Inc. and they stated they will honor their bid and complete the project in accordance to the schedule established within the bidding documents. Also contacted were various references and favorable comments were received from all of them. This bid is considered to be the lowest responsive bid.

In respect to the HVAC replacement project, the lowest bid was submitted by Circle "R" Mechanical, Inc. Fanning/Howey contacted them and based on post bid interview discussions, Circle "R" Mechanical, Inc. will honor their bid and complete the project in accordance to the schedule established within the bidding documents. This bid is considered to be the lowest responsive bid.
_____

Page 4 (Continued from VIII. A. Building & Grounds Committee)

Therefore, based on discussions with G.P. Maintenance Services, Inc. and Circle "R" Mechanical, Inc., Fanning/Howey see no reason for the Michigan City Public Library not to award the contracts as follows:

Base Bid "A" - Exterior Painting
G.P. Maintenance Services, Inc.                                                                                                                  
Palos Hills, Illinois
$68,800.00 

Base Bid "B" - Mechanical Replacement with Carrier                                                                             
as the Manufacturer 
Circle "R" Mechanical Inc. 
Portage, Indiana
$199,860.00

Total
$268,660.00

Discussion ensued and Mr. Wickstrom answered all the questions the Board members had.

Motion was made by Dr. Rottman and seconded by Judge Martin to award the exterior painting contract to G.P. Maintenance Services, Inc. for $68,800.00. All yea. No nay. Motion carried.

Motion was made by Dr. Rottman and seconded by Mr. Ferguson to award the HVAC replacement project to Circle "R" Mechanical, Inc. for $199,860.00. All yea. No nay. Motion carried.

B. Personnel Committee Update: Ms. Bohlim reported that the Committee met on Monday, May 19, to discuss the Librarian IV position in Youth Services that will be vacated on May 30. Administration asked that this position be changed to a full-time Clerk I classification. This new position will combine the duties of the Librarian IV and Clerk II positions. This will result in a cost savings to the library. Discussion ensued and motion was made by Ms. Bohlim and seconded by Mrs. Thomas to change the Librarian IV position to a full-time Clerk I classification, effective June 1. All yea. No nay. Motion carried.

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

Page 5 (Continued from VIII. Committee Reports)

D. Policy and Procedures Committee Update: No report.

E. Budget and Finance 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 on Wednesday, June 25, 2008, at 2:00 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Judge Martin and seconded by Dr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:15 PM.

April 23, 2008

                                                               MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Dr. Kenneth Rottman, Vice President, on Wednesday, April 23, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance:

Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Cheryl Bohlim, Member
Samuel Ferguson, Member
Edward Frank, Member

Others in attendance:

Don Glossinger, Director
Kurt Earnst, Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Edward Sawa, Rep. Fanning/Howey
Lori Richardson, Y.S. Head
Jennifer McFerron, Ref. Head
Cynthia McKinney, Lit. Supervisor
Robin Kohn, Public Relations Spec.
Dan Schaaf, Technology Specialist

Those members absent: 

Robert Reyher, President 

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Mrs. Thomas and seconded by Mr. Ferguson to approve the Minutes of the regular Board meeting of March 26, 2008, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended March 31, 2008, shows an Operating Fund balance of $506,552.84 and a total funds balance of $2,569,496.47. The Operating Fund received in March $8,759.00 and the expenditures were $207,901.90. The Cash Flow Statement was included in the packet for review.

B. Approval of Bills: Motion was made by Judge Martin and seconded by Mr. Ferguson to approve the List of Warrants of April 23, 2008, as presented. All yea. No nay. Motion carried.

_____

Page 2 (Continued from IV. Financial Reports)

C. Other: We received the documents for the mid-year loan from Indiana Bond Bank and we need approval to proceed. We also need approval to have the Vice-President sign the documents in the absence of the President. Motion was made by Judge Martin and seconded by Mr. Ferguson to proceed with the Indiana Bond Bank mid-year loan program and to approve of Vice-President Dr. Rottman signing the documents. All yea. No nay. Motion carried.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Mr. Glossinger presented the State of the Library address to the Board and those present. He briefly covered the library’s statistics, the many programs and improved services and also the many and ongoing building improvements. It was a good year. The address will be filed with the Minutes in the office.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Mr. Frank reported that the Committee met before this meeting to go over the documents with Fanning/Howey Associates for the exterior painting and the replacement of the HVAC units. Mr. Frank made the motion to release these documents to bidders and to advertise on Monday, April 28. Seconded by Mrs. Thomas. 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. Budget and Finance Committee Update: No report.

F. Technology Committee Update: No report.

IX. NEW BUSINESS: No report.

X. PUBLIC COMMENTS: No comments.
_____

Page 3

XI. BOARD COMMENTS: Mrs. Thomas thanked Mr. Glossinger for the annual update of the library and agrees it is a very good library.

XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, May 28, 2008, at 2:00 PM in the Library’s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Judge Martin and seconded by Mr. Ferguson to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:27 PM.

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Dr. Kenneth Rottman, Vice President, on Wednesday, March 26, 2008, at 2:02 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Samuel Ferguson, Member
Edward Frank, Member

Others in attendance:

Don Glossinger, Director
Andrew Smith, Assistant Director
Mr. Payne, Rep. of our Legal Counsel
Beth Thiede, Treasurer
Susan Blumenfeld, Rec. Secretary
Don Varda, Lib. Development
Edward Sawa, Rep. Fanning/Howey

Those members absent:

Robert Reyer, President
Cheryl Bohlim, Member

_____

II. PUBLIC COMMENTS: There were no comments:

III. MINUTES: Motion was made by Mr. Ferguson  and seconded by Judge Martin to approve the Minutes of the regular Board meeting of February 27, 2008, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended February 29, 2008, shows an Operating Fund balance of $955,695.74 and a total funds balance of $2,767,392.72. The Operating Fund received in February $1,936,503.28 which includes property tax draw and CAGIT. The expenditures for February were $296,883.90. The Indiana Bond Bank 2007 Year-End loan was repaid so we are now current with them.

B. Approval of Bills: Motion was made by Mr. Ferguson and seconded by Judge Martin to approve the List of Warrants of March 26, 2008, as presented. All yea. No nay. Motion carried.
_____

Page 2 (Continued from IV. Financial Reports)

C. Indiana Bond Bank Mid-Year Program: The Indiana Bond Bank is offering another Mid Year Funding Program since the June tax draw will be delayed because the assessed values certification is behind schedule. We would receive funds in May and June to cover our cash flow needs throughout the year. It is estimated we would need $1,000,000. Board approval at this time is needed to proceed with the borrowing process. Motion was made by Judge Martin and seconded by Mr. Frank to proceed with the borrowing process from Indiana Bond Bank. All yea. No nay. Motion carried.

D. Repay LIRF from Operating Fund: Motion was made by Mr. Ferguson and seconded by Judge Martin to approve the following resolution: "Whereas the Michigan City Public Library has received property tax revenue sufficient to repay the interfund loan made from LIRF in the amount of $250,000,

Be it resolved, that the Board of Trustees of the Michigan City Public Library do transfer the sum of $250,000 from the Operating Fund to the Library Improvement Reserve Fund. A vote was called. All yea. No nay. Motion carried.

E. Other: No report.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR’S REPORT: Mr. Glossinger thanked the Board of Trustees and the staff for all the support he has received during his medical leave.

He is especially appreciative of Andrew Smith and Beth Thiede for assuming his duties. Their able management not only kept the library in fine order but enabled us to move forward with critical projects without delay. It is good to be back. "What do I come back to but gloom and doom and budget slashing - but not at the Michigan City Public Library. We are in fine shape financially. We have no plans to cut services now or in the future. We will not feel any impact on these budget cuts that have been handed down to us by the state this year nor will we feel the effects next year. We are, however, working on all these administrative details that we can possibly work on to save even more money. Working efficiently is nothing new to this organization.
_____

Page 3 (Continued from VII. Director’s Report)

The Board of Trustees directed administrations in the past and me especially seven years ago, to save a piece of our budget for library improvement. We did that and that meant we had to be efficient in our spending; we took no long term debt, we saved part of our money and we remodeled this library. We have a couple more projects going and we have a couple in the future but we are mostly done remodeling this library so we can afford to take a cut. In 2010 we will have to look for a little more money and we are starting today to find that money. I think all will be well."

Mr. Glossinger was thanked for his report.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Mr. Ferguson reported that the committee met on March 19 and discussed replacing the telephone system, paint and caulk the exterior of the building (including the courtyard), and replace the HVAC units. A proposal from Fanning/Howey for their professional services to administer these three projects for the library was submitted. Additional information about the proposed new phone system was received and administration determined it would not be beneficial to replace the system. Therefore, the phone system project has been removed from the initial proposal from Fanning/Howey. Motion was made by Mr. Ferguson and seconded by Judge Martin to accept the proposal from Fanning/Howey, for a fixed fee of $38,000, to administer the painting/caulking of the building and HVAC replacement projects, amended to remove proposed fees relating to the phone system project. Mr. Frank inquired when these projects will be completed. Mr. Sawa said that Fanning/Howey will begin preparations of the documents and present drawings to the Board at their April 23 meeting for final approval. They will advertise and issue bidding documents to bidders on April 28, have a prebid meeting on May 7 and advertise for bids again on May 11. Fanning/Howey will have a week to evaluate the bids and make their recommendations to the Board at their May 28 meeting, then the contract will be awarded This summer the work will be completed. A vote was called. All yea. No nay. Motion carried.
_____

Page 4 (Continued from VIII. Committee Reports)

B. Personnel Committee Update: No report.

C. Friends of the Michigan City Public Library Update: Mr. Smith reported that the Friends met and discussed new things that they are investigating. They will report to the Board when they are ready.

D. Policy and Procedures Committee Update: No report.

E. Finance/Budget Committee Update: No report.

F. Technology Committee Update: No report.

IX. NEW BUSINESS: To proceed with our building projects, today we need to appoint committee members to serve on the Common Construction Wages Committee. This Committee will meet next Wednesday, April 2, in LaPorte. Dr. Rottman appointed Don Glossinger as the owner representative, Hazel Thomas as awarding agency taxpayer representative and William Hager as County Commissioner taxpayer representative.

A. Public Records Preservation and Destruction: Motion was made by Mrs. Thomas and seconded by Mr. Frank to destroy the public records that have reached their term as presented. All yea. No nay. Motion carried.

B. Board approval needed to open the Library at 10:00 AM on May 20, 2008, for staff appreciation breakfast. Motion was made by Mrs. Thomas and seconded by Mr. Ferguson to open the Library at 10:00 AM on May 20, 2008, for the staff appreciation breakfast. The Board is invited. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: There were no comments.

XI. BOARD COMMENTS: Mr. Ferguson spoke on behalf of the Board that they are glad to have Don back.

XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, April 23, 2008, at 2:00 PM in the Library’s Meeting Room.
_____

Page 5

XIII. ADJOURNMENT: Motion was made by Mr. Ferguson and seconded by Judge Martin to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:25 PM.

February 27, 2008

MINUTES OF THE MINUTES

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Mr. Robert Reyher, President, on Wednesday, February 27, 2008, at 2:00 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

Those members in attendance: 

Don Martin, Secretary
Hazel Thomas, Assistant Secretary
Kurt Earnst, Legal Counsel
Cherly Bohlim, Member
Samuel Ferguson, Member