LaGrange County Public Library

 

Board of Finance Annual Meeting

 

January 23, 2014

 

203 W. Spring St. LaGrange, IN 46761

 

Diana Randall     Susan Burger     Bob Shanahan   Diane Cameron   Martin Franke    Jody Blake

              Kitty Helmkamp                                Amber Taylor                       Jayne Merriman

 

Bob called the Board of Finance Annual Meeting to order at 5:30 p.m.
Martin nominated Diane as president. Motion carried unanimously.
Diane nominated Susan for Secretary. Motion carried unanimously. 
Amber Taylor reviewed the fund balances and investments of the library for the board. There were no questions from the board. Amber informed the board a financial statement for the library will be published in the LaGrange News paper before February 28, 2014.
Diane moved to adjourn and Susan seconded. Motion carried unanimously.

 

 

LaGrange County Public Library Public Meeting

 

Thursday January 23, 2014 @5:45 p.m.

 

Bob called the meeting to order at 5:45 p.m. 
Election of Officers: Bob nominated Martin Franke for president. Motion carried unanimously.
                                       Bob nominated Diane Cameron as Vice President. Motion carried unanimously.
                                       Martin nominated Bob Shanahan as Secretary. Motion carried unanimously.
                                       Martin nominated Jayne Merriman as acting secretary. Motion carried unanimously.
Review Approval of Minutes: Diane approved the minutes of December 19, 2013. Diane motioned to amend date of January Board meeting on agenda from January 16 to 23 due to meeting cancellation. Jody seconded.  Motion carried unanimously. 
Director’s Report: Diana reviewed her report for the board, and explained how a new computer program allows staff to enter their working hours; thereby saving many hours spent doing it manually.
Bob questioned this procedure and discussion followed. Bob made the suggestion that Angela look into the cost of installing a computer clock system, where employees can clock in and out. Diana stated they will research the matter.
Transfer of funds: Diana reviewed for the board the need for transfers. (See attached) Diane moved to approve these five transfers as presented. Susan seconded. Motion carried unanimously.
Reports and Claims: Jody moved to pay claims 790-854 for December 2013 in the amount of $301,680.76 (due to Debt Services). Diane seconded. Motion carried unanimously.
Personnel Committee Report: None
Facilities Report: Diana informed the board that due to the extreme winter weather conditions of snow and below normal temperature earlier in the month, several facilities issues occurred at the Main library; 1-a transformer in the Infra-red heater in the garage went out (a short is suspected), causing the temperature to drop;  2-frozen sprinkler system pipes in garage and a leak; frozen water pipes in garage; 3-leaks also occurred inside the building in the circulation area and on fourth floor (suspected cause roof  ice damming); 4-air handler unit 3 not providing heat. She stated she contacted the necessary contractors who came and made most of the repairs. Some invoices have been received for these repairs, and she has met with the adjuster from Hanover Insurance. Due to Shawnee Construction not able to assess roof until warmer weather, she cannot assess that portion of the claim at this time.  She also reported the windshield of the bookmobile has a stress crack and will need to be replaced. Discussion followed. The board learned with the deductible on the insurance, the library will pay outright for replacement of the windshield. Two suggestions were made, 1-Is it possible to have an alarm system that could warn of problems with the infra-red heater; 2-Is it possible to hire a HVAC preventative maintenance person part time (20 hours a week)
Policy Report: None
Correspondence to the Board: None
Other Business: Diana stated Cory is working on a schedule for a 16 hour course for HVAC training of software which she, Abby, Bob and possibly Jerry will attend. Made the board aware of the information, Indiana Governor, Mike Pence is suggesting the phasing out the state’s business personal property tax. This could result in significant loss of funds to the library and the County.
Adjourn: Jody moved to adjourn. Susan seconded. Motion carried unanimously.
LaGrange County Public Library
February 20, 2014 5:30 p.m.
203 W. Spring St. LaGrange, IN 46761 
Martin Franke     Bob Shanahan       Sue Pipher     Susan Burger         
Jody Blake         Diane Cameron     Diana Randall                    
Abby Correll-Harris          Kitty Helmkamp         Amanda Wisler        Jayne Merriman
Martin called the meeting to order at 5:30 p.m. There were no additions or corrections to the agenda.
Sue P. moved to approve the library minutes of January 23, 2014 as written. Susan B. seconded. Motion carried unanimously.
Director’s Report: Diana reviewed her report for the board noting she has submitted library repair bills from Pranger to Hanover Insurance agency. She also submitted the Annual Library Report; Other Post-Employment Benefits Report to DLGF and 100R Report to DLGF. A new windshield was installed on the bookmobile. Reported she and the staff have been preparing for the summer reading club. The theme is Fizz, Boom, Read. Diana noted Fund balances for December 2013 after transfers, along with fund balances for January 2014 are in the board packet tonight.
Discussion followed on establishing dates and time for the following committees of the board to meet.  Policy committee, Martin, Diane and Jody will meet Tuesday March 11th at 5:30 p.m.
Personnel committee, Bob, Sue P. and Susan B. was tabled.
Facilities committee Jerry, Bob and Diane will meet Monday March 3rd at 5:30 p.m. Diana, Abby, Jerry and Bob will meet with Cory for the HVAC software training in April. Diana is checking with Cory to see if she is available April 8, 14 and the 23.
The next Library Board meeting will be Thursday March 20, 2014 at the Topeka Branch Library.
Claims: Sue P. moved to pay the claims for January 2014, #1-68, in the amount of $71,308.62. Diane seconded. Motion carried unanimously.
Facilities Report: Martin stated the library is still having issues with water and ice coming into the library. These issues are still being addressed.
There was no policy committee report, nor correspondence to the Board.
New business: Bob stated he wished to reinforce the fact the Board hired the director to run the library as she sees fit and has the support of the board. Martin and Sue P seconded the remark.
Jody moved to adjourn. Sue P. seconded. Motion carried unanimously.

LaGrange County Public Library Meeting

March 20, 2014 5:30 p.m. @

Topeka Branch Library, Topeka IN.

 

               Martin Franke     Jerry White     Susan Burger     Diane Cameron    Diana Randall            

               Abby Harris-Correll     Kitty Helmkamp     Amanda Wisler     Jayne Merriman         

                                                                            Heidi Trivett     Tiffany Yoder                                                                                        

Martin called the meeting to order at 5:49 p.m.  Diana requested that the agenda be amended to   include discussion on purchasing tires for the bookmobile, and discussion concerning possible furnace and air condition repair for the Shipshewana Branch Library under New Business; and a line item transfer under Reports and Claims. Jerry moved to accept the new agenda. Susan seconded. Motion carried unanimously.
Branch Manager, Heidi Trivett, reported the Topeka Branch had a Ronald McDonald day which was very well attended. The movie Frozen had 22 people in attendance.  Also, 361 Valentines were made then sent to the Children’s Riley Hospital. She stated the mechanical room drop down ladder to the top floor is to be moved soon.  Topeka Branch Staff member, Tiffany Yoder, reported on the story times she presents for different ages of children. She has attended a story time training program. Heidi and Tiffany have several Summer Reading programs planned.   Diana also noted that the Topeka Staff must use a ladder to access the projector in the Community Room, and she is looking into a Wi-Fi link with a remote to fix this issue.                                 
Minutes: Diane moved to accept the board minutes of February 20, 2014 as written. Jerry seconded. Motion carried unanimously.
Directors Report: Diana reviewed her report and stated Masters has been working on the main libraries heating and it seems more consistent.  She noted that in the packets are the statistics for January and February. Diana also noted the passing of former LaGrange Library Head Librarian, Deb Shirar.  The Board signed a sympathy card to send to Deb’s parents and agreed to all personally contribute funds to purchase a memorial brick in her memory. 
Reports and Claims: Diane moved to pay claims 69-128 for February in the amount of $73,381.68. Jerry seconded. Motion carried. A line item transfer is needed to adjust the director’s salary. Diane moved to transfer $12,000 from Salary of Assistants to Salary of Librarian per the Board’s approval December 19, 2013 of the Director’s 2014 salary increase. Susan seconded. Motion carried unanimously. 
Personnel Report: None
Facilities Report: Jerry stated Shawnee will return after the ice has melted to deal with the roof and possible ice dam areas. A stainless steel double lined flue on the boiler will be repaired by Pranger.  Discussion followed on possibilities of changing or adjusting the entry to mechanical room above Adult Services due to the difficulty in using it. Also, the heat in the children’s work room has been addressed, and working much better.
Policy Committee Report: The Policy Committee reviewed the Library Policies and Employee Handbook. Diane read these revisions for the Board. After review, she moved to accept these changes made by the Policy Committee. Jerry seconded. Motion carried unanimously. (See attached)
Jerry asked who decides if or when the library closes in the event of bad weather. Diana stated she or Abby, the Assistant Director, make the decision. It is automatic if the County declares an emergency. Otherwise, it depends on assessing the road conditions and how many employees can get to the library.
New business: Kitty informed the Board the bookmobile back tires need to be replaced due to the discovery that the back tires are currently actually steer tires and provide inadequate traction for our local road conditions.   Replacing them   will allow the bookmobile to better perform in various weather conditions. She presented a spread sheet of quotes of several options of brands and labor. (See attached) After many questions and discussion, Diane moved to purchase 4 Michelin tires from the County. Jerry seconded. Motion carried unanimously. It is noted these tires can be installed in the bookmobile garage with no loss of road time and at a lower cost by Chris Leupp.
Diana asked the board to be considering what action they wish to take for the aging furnace and air conditioner at the Shipshewana Branch. She has a quote from Masters of $1,391.04 for repairs to the present furnace, and $2,650 for a new 95% energy efficient furnace. Because of the age of the air conditioner, Masters also presented a quote to replace both the furnace and air conditioner for $4,900.  However, that quote for $4,900 is for a current promotion through Masters and she does not know how long that promotion will last. The Board will continue discussion on this at the April Board meeting.                                                   
Amanda informed the board she is working on establishing an Outreach Program with the Council on Aging.
Diane moved to adjourn. Susan seconded. Motion carried unanimously.
No other items were discussed.

LAGRANGE COUNTY PUBLLIC LIBRARY BOARD MEETING

 

 April 16, 2014 @ 5:30 p.m.

 

LAGRANGE COUNTY PUBLIC LIBRARY 203. W. Spring St. LaGrange, IN 46761

 

Martin Franke     Susan Burger     Diane Cameron       Jody Blake

Bob Shanahan   Diana Randall    Mary Miller   Abby Harris-Correll

Kitty Helmkamp    Amanda Wisler   Jayne Merriman

 
Martin called the meeting to order at 5:30 p.m. 
Mary Miller, Children’s Department Head, informed the board she has started a book club at Parkside Elementary School in LaGrange.  The club for third grade meets on Thursdays from 3:15 to 4:15 p.m. At present there are 23 boys and girls enrolled.  If children are interested, Mary is willing to continue the book club during the summer and have them meet at the LaGrange library. 
Amanda Wisler, Adult Department Head, noted some of the upcoming events. On May 6th a program “Be A Prepper” will be presented by the Red Cross on how to survive during emergencies like storms, attacks, accidents etc. A poetry reading & book signing by Patrick Read will be on May 10th. Amanda also briefly mentioned a few of the activities that will be happening during summer reading, such as a tea tasting, a visit to a blacksmith in Shipshewana, and having a Henna artist visit LaGrange. 
Abby Harris-Correll, Young Adult Department Head, explained more about the new format for summer reading.  This year, youth will read a set number of minutes each day, instead of number of books as was done in the past.  She also explained that she and Mary have been working on making summer reading a youth program, for all children and teens, instead of having a separate children’s summer reading program and teen summer reading program.  Abby told the board that she, Mary, and Amanda were working on making a Summer Reading Programming/Events booklet, which will have all events and programs within the library system for the months of June & July.
Review Approval of Minutes: Diane moved to accept the minutes of March 20, 2014 as presented.
Susan seconded. Motion carried unanimously.
Director’s Report: Diana reviewed her report for the board. (See attached) She and Abby met with Keith Gillenwater from the LaGrange EDC to establish a relationship. Six Staff members attended the District 3 day conference with Diana and Abby.  Diana would like to expand programming at Shipshewana and she is looking for possible spaces in the community for this, since the branch does not have a large meeting space.
Reports and Claims: Jody moved to pay claims 129-190 for March 2014 in the amount of $70,112.30.
Diane seconded. Motion carried unanimously.
Personnel Committee Report: None
Facilities Report: Diana reported the attic ladder at the Topeka Branch has been moved and the Staff at Topeka are very happy with its new location.
Policy Report: Martin, Diane and Jody will set a date to meet in May.
Correspondence to the Board: None 
Other Business: The Board resumed discussion concerning the repair of a furnace at the Shipshewana Branch and also the possibility of replacing both this aging furnace and an older air conditioner unit at the Branch.  Two quotes from Masters were presented. One quote was for repair of just the furnace, and one quote was to replace the furnace and air conditioner units. The quote for furnace repair was $1,391.04. The quote to replace both of the older units with a new 95% efficiency furnace and a new air conditioner unit was $4,900 (which is $1100 below normal price.) After questions and discussion, Bob moved to accept the quote of $4900 to replace both the furnace and air conditioner. Jody seconded. Motion carried unanimously.
New Business: Replacement for copier in Adult Services Department: Diana noted the library only has one copier through Adams Remco and that the contract for this machine is expiring. Their representative has told the Library that the cost to renew a contract for this machine will cost significantly more that the current contract.  She also explained to the Board that currently, all the other copiers in the system are through Canon, and that this copier through Adams Remco costs significantly more than the others monthly.   Diane, Abby and Terri met with the Canon representative to discuss the Library’s options for replacement as all the other copiers in the system are through Canon, and Canon will locks its monthly rate for five years.  Adams Remco will not.  Diane presented the Board with the options. Board discussion followed on the possibility of leasing a copier, a plan to replace copiers on a schedule, and keeping an account for monies received from copies to pay for copier repair. Diane moved to purchase a Canon 2230 Copier for $3,022.00 from LIRF and develop a plan for replacing existing copiers. Bob seconded. Motion carried unanimously.
The supply fan motor on AHU#5 must be replaced. Diane received an estimated quote from TCS of $1635.00 and a quote from Masters of $1,382. Bob moved to accept the Masters quote of $1,382. Jody seconded. Motion carried unanimously.
Jody thanked the board for the Library’s donation of unused book ends for the Paws and Claws book store.
Jody moved to adjourn. Bob seconded. Motion carried unanimously 
No other items were discussed.

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

May 15, 2014 @ 5:30 p.m.

LAGRANE COUNTY LIBRARY 203 W. Spring St. LaGrange, IN 46761

 

Martin Franke    Jerry White    Sue Pipher    Susan Burger    Diana Randall

Matt Kelty    Abby Harris-Correll    Kitty Helmkamp    Amanda Wisler

Jayne Merriman

 

Martin called the meeting to order at 5:30 p.m. Sue P moved to approve the agenda as written. Jerry seconded. Motion carried unanimously. 
Review Approval of Minutes: Jerry moved to accept the minutes of April 16, 2014 as presented. Susan B.  seconded. Motion carried unanimously.
Director’s Report: (See attached) Diana stated the new furnace and air conditioner at the Shipshewana Branch has been installed as approved at the last board meeting. The AHU supply fan motor at the main library was also installed. She stated at the all staff meeting on May 9th each staff member participated in an AED training presentation by staff member Jo Engber a registered nurse, and Abby. Diana and Jerry emailed 5 companies for quotes for a HVAC preventative maintenance proposal.
Reports & Claims: Sue P moved to pay April claims 191-253 in the amount of $71,537.64. Susan B. seconded. Motion carried unanimously.
Personnel Committee: None
Facilities Report: Jerry reviewed the ice damming issue at the main library and what solution could prevent another occurrence. Matt Kelty presented a draft summary concerning the ice dam issue and also the continuing issue of rain pouring off the roof instead of into the gutters. (See attached)  After a lengthy discussion about rain and the gutters, the conclusion was to remove sections of the mesh gutter leaf guard in two areas and observe these area’s in the next heavy rain. A discussion then followed on the option of installing heat tape in the areas damaged by ice dams to prevent ice damming in the future. The board approved Diana to seek a quote from LA Electric for heat tape to be installed in the areas affected by ice dams, and a quote to remove some gutter guard.  Matt Kelty is to give Diana contact information for a contractor to remove the gutter guard.
Martin asked about the libraries insurance coverage concerning the damage this winter. The claim submitted to The Hartford from Pranger is for a total of $3,151.21. This part of the claim was for the damage in the garage.  Diana stated she heard from Scott Swihart just today and that the The Hartford was sending a check totaling $2,151.21 out to the Library this week for those damages.  The Library however, has a $1,000 deductible so the Library will be responsible for $1,000 of the Pranger bill.  Sue P. moved to pay the $1,000.00 due to Pranger. Susan seconded. Motion carried unanimously. Diana then told the Board that she just recently obtained a quote from Shawnee for the drywall damage inside the Library and that she would be contacting Scott Swihart to submit this to The Hartford as well.
Policy Committee: Is working on the Library’s Long Range Plan for 2015-2018, and updating the Library’s Mission and Vision statements.
Correspondence: A letter from Evergreen states they have established a fee schedule for membership, and by laws amendments which Diana and Martin initialed and sent back. This fee will be implemented in 2016 and a line item will need to be established in that year’s budget.  The fee is estimated around $5000.
Other Business: Abby handed out the LaGrange county Public Library summer reading programming guide, and stated all volunteers for these programs would be appreciated.
Jerry moved to adjourn. Sue P. seconded. Motion carried unanimously. 
No other items were discussed.

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

June 19, 2014 @ 5:30 p.m.

LAGRANE COUNTY LIBRARY 203 W. Spring St. LaGrange, IN 46761

 

Martin Franke    Jerry White    Sue Pipher    Susan Burger    Diana Randall

            Bob Shanahan      Jody Blake       Diane Cameron     Abby Harris-Correll    Kitty Helmkamp    Jayne Merriman

 

 

Martin called the meeting to order at 5:30 p.m.

 

Diana asked the agenda be amended to allow representatives from Havel address the board on their HVAC preventative maintenance quote. Diane told the Board she had invited all four companies submitting quotes to speak to the Board but Havel was the only company to attend the meeting.  (See attached) Also, Kitty asked to address the Board about the bookmobile. Sue P. moved to approve the amendment. Susan B. seconded. Motion carried unanimously.

 

Review Approval of Minutes: Diane moved to accept the minutes of May 15, 2014 as presented. Bob

seconded.  Motion carried unanimously.

 

Director’s Report: (See attached) Diana presented a thank you to the board from Mr. and Mrs. Earl Shirar. Noted, Abby has completed her MLS and her salary has been adjusted as approved.

 

Erin Hall and Tony Ashley, representative from Havel, explained the companies HVAC preventative maintenance proposal for the Main Library, Topeka and Shipshewana branches and the services that would be rendered. Their proposal was based on the “request for proposal” submitted to 5 companies by the Facilities committee and Diana. (See attached) Questions and discussion followed.

 

Reports & Claims: Diane questioned the expenditure to Pranger for $3,151.21. Diana explained to the Board that the invoice from Pranger, totaling $3,151.21 was for assisting the Library during the winter when the infrared heater in the garage failed and the pipes froze. Diana noted $2,151.21 in insurance coverage has been received for damages at the library from The Hartford Insurance Company, and the Library was responsible for the $1000 deductible which was the remainder of the bill. The payment of the $1000 deductible was approved by the Board at the May meeting.  Sue P. moved to pay claims 254-318 for May in the amount of $78,101.25. Jody seconded. Motion carried unanimously.

 

Personnel Committee Report: None

Facilities Report: Jerry noted some leaf guard in the gutters was removed. Diana noted in a “very hard rain” the overflow of water from these roof areas was slightly improved. It was decided not to remove all leaf guard until which time it can be viewed in a “steady rain”. Diana noted a quote from L. A. Electric on heat tape for the gutters should be received by the next meeting. Jerry stated there has been no decision from the Commissioning Agent concerning Air Handler 3 and 5 issues at this time. A report will be forthcoming.

 

Policy Committee Report: None

 

Correspondence: None

 

Other Business: Diana reported that the second insurance claim submitted to The Harford Ins. Co. for damage inside the Library due to ice dams last winter was rejected. After discussion, the Board requested that Diana resubmit the claim again. Kitty asked the Board to consider getting quotes to replace the carpet in the bookmobile with high quality linoleum as carpet is difficult to keep clean. Replacing the carpet with linoleum within a year or two had been discussed when the bookmobile was purchased in 2012. After discussion, Sue P. moved that Kitty obtain 3 quotes and present them at the next meeting. Motion carried unanimously.

 

New Business: The Board discussed the HVAC preventative maintenance proposals from Masters Heating & Cooling; Current Mechanical; TCS Heating as well as Havel. (See attached)

All proposals were based on the “Request for Proposal” submitted by Diana and the facilities committee. (See attached) Following a lengthy discussion, Sue P. moved the Board study the preventative maintenance proposals over the next month and resume discussion at the July meeting. Bob seconded. Motion carried unanimously.

 

Sue P. moved to adjourn. Jody seconded. Motion carried unanimously.

 

No other items were discussed.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING-amended

July 24, 2014 @ 5:30 p.m.

LAGRANGE COUNTY LIBRARY 203 W. Spring St. LaGrange, IN 46761

 

Martin Franke   Sue Pipher  Susan Burger   Bob Shanahan    Diane Cameron    Abby Harris-Correll  Amanda Wisler   Jayne Merriman

 

Absent: Diana Randall, Jerry White, Jody Blake

 

Martin called the meeting to order at 5:30 p.m. Sue P. moved to approve the agenda after date correction. Diane seconded. Motion carried unanimously.

Martin stated Abby is leaving the main library as of August 8th as she has accepted a position at Northrup High School in Ft. Wayne. After congratulations the Board expressed appreciation for her work here and she will be missed.

Review Approval of Minutes: Sue P. moved to accept the minutes of June 19, 2014 as presented. Diane seconded. Motion carried unanimously. Sue P. moved to pay claims 319-385 for June in the amount of $306,665.49. Diane seconded. Motion carried unanimously. It was noted $233,744.38 of that amount was to pay down the bonds.

Director’s Report: (See attached)  Abby reviewed the report and noted Masters has completed the filter changes and they extended the maintenance agreement a month. Abby and Diana met with George Helton of DLGF and the 2015 budget was reviewed and accepted.

Personnel Committee: Bob, Sue B and Sue P. arranged to meet Aug. 19, 2014 to review the library employee pay scale for next year.

Facilities Report: Abby stated the HVAC issues at the library are still being investigated by the Commissioning Agents. The claim for damages was resubmitted to Hartford Ins. Co and was approved from ice dams this past winter. A check for $1,875.62 was received. Mark Hamilton at Shawnee has been contacted to set the date for the repairs.

There were no reports by the Policy committee, or Correspondence.

Other Business: Diane presented a board summary of proposals submitted for a HVAC maintenance agreement for the three libraries presented last month: TCS; Havel; Masters and Current for comparison of services and prices. Discussion followed. Bob moved to approve Masters for Shipshewana and Topeka branches.  Havel for the main library. Diane second. Motion carried unanimously.

2015 Budget: Was reviewed by the board. (See attached) It has been determined “Debt Service construction funds” cannot be used for any other construction.  Abby noted the dates the 2015 budget will be published in the newspaper.

Abby presented quotes for repairs of the Shipshewana Branch Library from: One Fine Turn; Creekside Saw Mill; Perma Chink. (See attached) The board will study these quotes and examine the building at the next board meeting August 21st at the Shipshewana Branch at 6 p.

Sue P. moved to adjourn. Sue B. seconded. Motion carried unanimously.

No other items were discussed.

APPROVED

 


Board Minutes and Agenda