Lynn Wilson, Treasurer; Hilda Kendrick-Appiah, Secretary, Richard Klemens, Hal Kovert, Ted Throckmorton

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1 MINUTES OF THE REGULAR MONTHLY MEETING JEFFERSONVILLE TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES TUESDAY, JANUARY 28, :30 P.M. - BOARD ROOM 211 E COURT AVE., JEFFERSONVILLE, IN CALL TO ORDER; INTRODUCTION OF GUESTS; PUBLIC COMMENTS The meeting was called to order at 4:31 p.m. Presiding Officer: Board Members Present: Board Members Absent: Staff Members present: Guests: Public Comments: Margaret Shea, President Lynn Wilson, Treasurer; Hilda Kendrick-Appiah, Secretary, Richard Klemens, Hal Kovert, Ted Throckmorton Steve Palmquist, Vice-President Libby Pollard, Barbara Gillenwater, Debbie Beckham, Keith Conn, Jenny Bean, Pam Seabolt (arrived at 4:40) Diane Swank None STAFF ASSOCIATION REPORT Bean reported that this would be her last board meeting as Staff Association President. The new Staff Association officers are as follows: Lori Morgan President Laura Conner Vice-President, Main Pam Seabolt Vice-President, Branch Allison Fredrickson Secretary Nolan Brewer Treasurer Lesli Scott (Circulation) returned yesterday from emergency medical leave which started on December 11. The staff celebrated with a cookie cake which was purchased from individual donations. Security officer, Sam Moss, got married in December. The Staff Association gave him a gift card to Bed, Bath and Beyond. Bean has started working on her MLS online with IUPUI. (Bean left at 4:35). Roof at main library Conn reported we had a major roof leak in Youth Services. The leak came from some of the drains which were damaged by a hard freeze, breaking the seal, and allowing water to come through the roof. It has been difficult to repair, because we have not had enough dry weather to be able to put the sealant down. In the meantime, Conn put 500 pounds of sand and plastic tarps to cover the defective drains and constructed a plastic chute to catch the water coming through the roof and funneling it into a trash can. These two temporary measures have stopped further damage until the roof can be properly repaired. Two of the nine drains on the upper level are in need of immediate repair. The cost to fix the two drains is $5890. Each additional drain will cost another $2945. The outdoor temperature needs to be 40 degrees before the work can be done. Palmer Roofing is hoping to work on the drains on Thursday. Conn recommends that at this time we only repair the two drains with the most urgent need. (Conn left at 4:45). OLD BUSINESS ILS (Integrated Library System)

2 Pam Seabolt has been approved to be the project manager for the ILS implementation. Seabolt reported that she has made phone calls to the Polaris project manager. She is hoping to have the new system up and running by April 21. Training will take place the last week of March and the first week of April. The goal is to have it in place before summer reading starts. Seabolt is in the planning stages of getting data extraction worked out. Polaris will send someone to do a profiling visit on February Managers have been asked to write a glossary of terms, which will be helpful when training begins, as the terminology used by our current system is different than that used by Polaris. (Pam left at 4:49 p.m.). Long term care insurance Diane Swank stated that the library provides a good comprehensive package of employee benefits. The library pays a good portion on the employee medical, dental, vision, and short- and long-term term disability. One benefit that she and Pollard feel would be good to offer employees, strictly on a voluntary basis and without employer contribution, is long term care insurance. As the employer, the library would simply provide payroll deduction and as a group we can get better rates than we could individually. We are looking at the plans offered by two different companies, MedAmerica and Transamerica. Med America only offers long term care insurance. Transamerica offers life insurance, with a provision for critical illness and/or long term care. It may be helpful to make both plans available to our employees, and let them choose which plan would be most beneficial to them. We would like to have an education session on the two plans at the staff meeting on February 20. After that, individual sessions can be held with those who are interested to help them determine their specific needs. Swank is investigating to see if these plans can also be offered to board members. Wilson moved: (Swank left at 4:55). That we have a meeting to educate the staff about long term care insurance and offer it to them on a voluntary basis, with no employer contribution. Kendrick-Appiah CALL TO ORDER OF BOARD OF FINANCE Election of Board of Finance officers The annual meeting of the Board of Finance was called to order at 4:56 p.m. That the Board of Trustees and its officers also serve as the Board of Finance with the same officers. Throckmorton Review of account balances and investments Gillenwater went over bank balances from various banks and explained the purpose of each account. Copy attached. Total in banks: $1,897, Review of investment policy We invest in money market accounts; the money is readily available. Currently, CDs are not a good investment. The meeting of the Board of Finance was closed at 5:05 p.m. CONSENT AGENDA Approval of claims through December 31, 2013 These include: 2

3 Claim # Amount Claimant Explanation 953 $ 6, I D & A Balance on furniture for teen room 963 $ 1, Standard & Poor s Investors package for libraries 977 $ 2, Midwest Collaborative Ancestry Library Edition 980 $10, Jeffersonville Twp. Pub. Lib. Transfer to LIRF Wilson moved: That we approve claims #901 - # 980 from Chase Bank for a total of $453, Klemens Approval of December 17, 2013 Board of Trustees Minutes Kovert moved: That the minutes of December 17, 2013 be approved. Kendrick-Appiah FINANCIAL REPORT Donations / Revenue CAGIT $51, January 2014 Distribution Rudd Equipment Co. $ 1, Our 3 rd year to get this donation Friends of Library $ 1, Adult summer reading program Friends of Library $ 3, Youth summer reading program JTPL Staff Association $ Reimbursement for Wellness Committee tumblers JTPL Staff Association $ Wellness Committee money for staff day Karen Rembold $ In honor of Jennifer and Tim Rembold (Karen s nephew) Gillenwater updated the financial report that was sent in the Board packets to reflect the transfers that need to be made as well as an additional check to the LIRF account for $10,000. One other change was also noted, in which money used in supplies for programs was moved out of Programs and into various supplies accounts. Shea noted that we projected to spend 75% of the budget and the amount actually spent was 75.2%. Approval of account transfers and encumbrances as of December 31, 2013 Transfer Amount From To $ Salary, Part-Time Salary, Non-Professional $ 5, Snow Removal Other Professional Services $ 7, Programs Other Professional Services $ Advertising & Pub. Of Notices Print, Oth. Office Supplies $ 3, Utilities, Gas Utilities, Electricity $ Utilities, Gas Utilities, Sewage $ Utilities, Gas Utilities, Waste Removal $ Proprietary Licensing Interest-Bonds $ Youth Books Serials & Continuations $ 76, Equipment 448 Software $ 93, Total 2013 Encumbrances Amount From To $18, Repairs-Building & Structure Austin Mason Column Repairs 3

4 $ 4, Equipment Unified Technologies Security cameras $76, Software Polaris for ILS That the transfers and encumbrances be approved as presented. Wilson 1782 Budget Notice received We received our 1782 Notice from DLGF which gives us permission to spend a set amount of money. Our revenue was not reduced, but our appropriations were decreased by $112,595. Pollard went through the budget and reduced the appropriations by that amount. The following reductions were made to the appropriations: $ 25,000 Part-time salary $ 50,000 Contingency $ 1,000 Legal services $ 5,000 Buildings $ 15,000 Equipment $ 10,000 Video & DVD $ 3,000 Music CDs $ 4,000 Electronic resources $113,000 Total Reductions Kovert moved: Seconded by That the changes in appropriations to the budget be made as presented. Throckmorton Roof at main library Conn reported earlier on the roof repairs needed. Kovert moved: That Palmer Roofing does the necessary repair to the two drains for $5890. Wilson OLD BUSINESS Strategic Plan The Board received a copy of the Strategic Plan for their review. The Strategic Plan was sent to the state library, along with the Assessment of Non-use, which was also done by the Applied Research and Education Center. That the Strategic Long Range Plan be adopted Wilson CORRESPONDENCE; LIBRARY PUBLICITY Publication of 2014 Board meeting dates in the News and Tribune The dates for this year s board meetings were advertised in the News and Tribune on January 14, 2014 and they were ed to the Board members. Publicity 4

5 The publicity folder with newspaper articles about the library was passed around for board members to view. DIRECTOR S REPORT Indiana State Library Annual Report due end of January The report is almost finished; it is 30 pages. Pollard will present highlights about usage at the next meeting. State Financial report LAR due This report is strictly a financial report and takes the information in your financial report and puts it in their format. It includes bond payments, appropriations, and expenditures. Six years are remaining on the Bond; payments are made in June and December. OTHER BUSINESS; BOARD MEMBER COMMENTS The th Quarter Incident Report was made available to the Board members. The Board was pleased that the number of incidents is lower than in previous quarters. The Friends of the Library are having a Teachers Night on February 6. Pollard and Morgan will speak to them before they start shopping in the bookstore. Jack Strange, Friends President, worked with Cathy Graninger, who communicated with the schools about this event. Shea will not be here for the February 18 or March 18 meeting of the Board; Palmquist will preside. The next meeting of the Board of Trustees will be on Tuesday, February 18, 2014 at 4:30 p.m. As there was no further business, the meeting adjourned at 5:42 p.m. 5