2015 Board Minutes

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

January 15,2015 @ 5:30 p.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

Katie Bir               Jayne Merriman         Kitty Helmkamp           Amanda Wisler

Martin Franke          Susan Burger            Bob Shanahan        Diane Cameron

Absent:  Jerry White    Sue Pipher     Jody Blake

 

Martin called the Election of Board of Finance Officers meeting to order at 5:30 p.m.

Election of Board of Finance Officers: Martin opened the floor for nominations for President and Secretary by nominating Diane Cameron as President and Susan Burger as Secretary . Bob seconded. Motion carried unanimously.  Then Amber Taylor, Treasurer, reported there are no major changes, and stated she will have finished the Investment Report for the State and will have it to Katie to be published in the paper before the February 28th deadline for State approval. This meeting was adjourned.

Martin called the regular January Library Board meeting to order at 5:45 p.m.

Election of Officers: Martin asked for nominations for President. Bob nominated Martin for President. Diane seconded. No other nominations. Motion carried unanimously. Bob nominated Diane Cameron for Vice President. Susan seconded. Motion carried unanimously. Bob nominated Jody Blake as Secretary. Diane seconded. Motion carried unanimously.  Diane nominated Amber Taylor as Treasurer. Susan seconded. Motion carried unanimously.

Minutes: Diane moved to accept the minutes of December 18, 2014 as presented.

Susan seconded. Motion carried unanimously.

Director’s Report: Katie stated the December Evergreen upgrade was successful.  Also, the backup system was installed and is functioning effectively.  Pete will be in Friday to finish checking it out. The PLAC card from the State library has increased to $65.00 for a year.

Claims: Diane moved to pay December, 2014 claims 713-774 in the amount of $308,722.51. Susan seconded. Motion carried unanimously.

Transfers: Diane moved to transfer $50.00 from Employer Contribution Group Insurance to Employer Contribution-P.E.R.F.; $100.00 from Communication and Transportation-Postage to Communication and Transportation-Library Van; $600.00 from Utility Services-Gas to Utility Services-Electricity; $700.00 from  Repairs and Maintenance-R&M-Technology to Repairs and Maintenance R&M-Equipment. Susan seconded, Motion carried unanimously.

Personnel Committee Report: Bob reported 6 applications for the position of Library Director have been submitted and suggested an executive session be called to review them. Wednesday January 21, 2015 at 7 a.m. at the USDA Service Center was established, with Wednesday January 28, 7 a.m. as a backup date.

Facilities Report: Susan moved to pay Havel $1249.10 for HVAC repairs done in December 2014. Bob seconded. Motion carried unanimously.

Policy Report: None

Correspondence to the Board: None

Old Business: None

New Business: Kitty reported the new flooring for the bookmobile is being laid this evening. Norris’s removed the tail gate which will be reinstalled when the floor is completed.

Bob moved to adjourn. Diane seconded. Motion carried unanimously.

No other items were discussed.

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

February 21, 2015@ 9 a.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

 Martin Franke       Susan Burger         Bob Shanahan      Diane Cameron

Jody Blake              Katie Bir                 Jayne Merriman      Kitty Helmkamp     

                                     Absent  Jerry White    Sue Pipher     

 

Martin called the February Library Board meeting to order at 9 a.m.

Minutes: Diane moved to accept the minutes of January 15, 2015 as presented.  Susan seconded. Motion carried unanimously.

Director’s Report: Katie reported, due to the snow and ice conditions there are a few leaks in the library, when it starts to melt, but not like last year. Martin stated he has been observing them, and would like to recommend the board consider acquiring gutter heat tape this summer. Discussion followed regarding part time employees. Katie stated she is interviewing at this time for substitute clerks.

Reports and Claims-Jody moved to pay claims 1-81 for January in the amount of $92,373.70. Susan seconded. Motion carried unanimously.

There were no further reports.

The board discussed looking into grants for continuing education for employees, and asked Katie to research this.  She was also asked to look into what other libraries are paying their employees.

Bob moved to adjourn.  Jody seconded. Motion carried unanimously.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

March 19, 2015@ 5:30 p.m. LaGrange County Public Library

203 W. Spring, LaGrange IN.

Martin Franke       Susan Burger         Bob Shanahan      Diane Cameron

Jody Blake              Jerry White           Katie Bir                 Jayne Merriman    

Johnnetta Brown               Lisa Tjarks                   Amanda Wisler

                                     Absent      Sue Pipher     

 

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

Minutes: Jody moved to accept the minutes of February 21, 2015 as presented.

Susan seconded. Motion carried unanimously. (See attached)

Director’s Report: Katie reviewed her report for March. (See attached)

There were no questions or discussion.

Reports and Claims: Jerry moved to pay claims 82-143 for February in the amount of $69,576.12.  Susan seconded. Motion carried unanimously.

Facilities Report: Jerry stated there were some leaks at the library as ice began to melt in the gutters, but not as severe as last year. He suggests the board entertain the idea of installing heat tapes for the gutters. A bid from L.A. Electric was presented previously. He noted the contractor be contacted to see if they would honor that quote. Discussion followed regarding the indentation of low areas on the landscaping. Martin stated this matter should be addressed this year.

Policy Committee Report: None. The committee will meet Monday, April 13, @ 5:45 p.m. to continue their review of polices.

No correspondence or Other Business reports.

New Business: Martin informed the board, Katie Bir has been acting director since Diana Randal resigned and has done an exemplary job doing that work, along with her work as Assistant Director, without compensation. Martin recommends to the board they consider these suggestions.

1)    Offer the position of interim director to Katie for the next 6 months at the salary of $48,000/yr. She is currently working on her Master of Library Science degree, and the State of Indiana would license her to fill this position for up to three years while she works on this. If she completes it according to her current schedule, she will have it complete in 2 years.

2)    Authorize Katie to replace her current position of Assistant Director.

3)    Use the intervening 6 months as a testing period. It would give Katie time to determine whether or not she is able to balance job, family and degree work comfortably. Time for the board to determine whether they believe she is up to the job according to expectations.

After a short discussion, Jerry so moved to hire Katie as interim director.

 

Bob seconded the motion. Motion carried unanimously.

 

Bob asked if the Library had the capability anywhere in the library, to read

records that have been digitalized. At present there is not, but staff will

work on the issue for the genealogy room.

 

Jody asked if a shelf reader is being used purchased previously. After discussion, Katie was asked to find the cost of additional readers.  

 Jerry moved to adjourn.  Jody seconded. Motion carried unanimously. 
The LaGrange County Library Board of Directors are meeting in executive session on March 19 2015, immediately following the 5:30 public board meeting, at the LaGrange County Library  (203 W. Spring Street, LaGrange) pursuant to IC 5-14-1.5-61 (b) (5) to receive information about prospective employees for the position of Library Director.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

April 16, 2015@ 5:30 p.m. LaGrange County Public Library

203 W. Spring, LaGrange IN.

Susan Burger         Diane Cameron           Sue Pipher

Jody Blake              Katie Bir                 Jayne Merriman    

                      Absent      Bon Shanahan   Martin Franke   Jerry White

 

Diane called the April Library Board meeting to order at 5:50 p.m.
Minutes: Jody moved to accept the minutes of March 19, 2015 as presented.
Susan seconded. Motion carried unanimously. (See attached)
Director’s Report: Katie reviewed her report for March. (See attached)
She reported the alarm sounded on the generator indicating that it needed fuel.  It was refilled April 1st, two years after the last fill. As discussed at the last meeting, the LaGrange Standard has been installed on a computer in the genealogy room so everyone has access. Katie informed the board she has inventoried items in the basement that are stored. There are computers, metal shelving, and other technology equipment that could be sold. After researching what they could be sold for the lowest price for these items would be $19,995.00. Discussion followed. Sue P. moved to liquidate old equipment that will not be used, or to recycle or scrap what isn’t sold, with some shelving being donated to the Paws and Claws book store. Susan B. seconded. Motion carried unanimously.
Reports and Claims: Sue P. moved to pay claim 144-209 for March in the amount of $65,616.67. Jody seconded. Motion carried unanimously.
Personnel Committee Report: Facilities Report:  None
Policy Committee Report: Katie and Diane reviewed the changes in the revised manual that the committee has completely reviewed.  Edited policies included extending the limit of computer time for patrons, food for fines money paying only fines (not lost or damaged items), reducing processing fees to $5.00 and changes to board meeting policy. After discussion, the board meeting policy will be revisited.
There was no Correspondence to the Board, other Business.
Sue moved to resubmit the Library Director’s position as soon as possible. Susan seconded. Motion carried unanimously.
Sue P. moved to adjourn. Susan B. seconded. Motion carried unanimously.

 

LAGRANGE COUNTY PUBLIC LIBRARY

May 21, 2015 @ 5:30 p.m.

203 W. Spring St. LaGrange IN. 

Martin Franke          Susan Burger       Jerry White           Bob Shanahan         Katie Bir        Anna Mendoza      Jayne Merriman

Absent: Jody Blake   Sue Pipher   Diane Cameron

 

Martin called the May Library Board meeting to order at 5:45 p.m.
Minutes: Susan moved to accept the minutes of April 16, 2015 as written. Bob seconded. Motion carried unanimously. (See attached)
Director’s Report: Katie reviewed her report for April. (See attached) She noted a book sale is planned in September by the Friends of the Library, who are looking for more members. Also, staff changes made: Anna Mendoza was appointed to Assistant Director and is doing an excellent job. Jennifer Berlin, who has  been working part time for several years, is now full time circulation specialist. She brings experience from all departments. Katie informed the board, there is an opportunity to apply for a grant from the Dekko Foundation of $30,000 per library branch to help meet the needs of each building. The board discussed issues such as heat tape in gutters, and roof repair at the main building, replacing the door at Topeka, and the need for more space at Shipshewana. Bob moved to have Katie pursue and apply for said grant for the three library branches. Jerry seconded. Motion carried unanimously.
Reports and Claims: Bob moved to pay claim 210-277 for April in the amount of $72,080.40. Jerry seconded. Motion carried unanimously.
There were no reports from committees.
Other Business: Katie presented five resumes from candidates applying for the position of LaGrange County Public Library Director for review. Discussion followed. The board stated Katie should respond to the applicants and begin to establish interviews by July. To hire in August, so Katie would be here for consultation until September.
Jerry moved to adjourn. Susan seconded. Motion carried unanimously.

LAGRNGE COUNTY PUBLIC LIBRARY BOARD MEETING

June 18, 2015 5:30 p.m.

LaGrange County Public Library 203 W. Spring St. LaGrange, In. 46761

 

Martin Franke     Jody Blake    Diane Cameron    Jerry White   Bob Shanahan
Susan Burger     Katie Bir       Anna Mendoza    Jayne Merriman

Absent: Sue Pipher

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

Review Approval of Minutes: Bob moved to accept the minutes of May 21, 2015 as submitted. Susan seconded. Motion carried unanimously. (See attached)

Director’s Report: (See attached) Katie reported she has submitted a proposal to the Dekko Foundation for building improvements in all three branches. She will be meeting with a Dekko representative June 30th at the Shipshewana Branch. Stated, a page has been hired part time. Discussion followed noting the difficulty in scheduling so many part time subs.

Reports and Claims: Diane questioned two claims which were for video cases and elevator inspection. Diane moved to pay claims 278-336 for May in the amount of $62,149.84. Bob seconded. Motion carried unanimously.

Personnel Committee Report: Katie informed the board one applicant for Director from Florida will be in LaGrange late June or early July. After discussion the board told Katie to contact all five applicants and try to arrange interviews on Saturday July 11 for two, and Saturday July 18th for the remaining three.

Facilities Report: Martin stated the air conditioning in the main library seems to not be functioning properly. Katie stated, Havel has been called and will be checking it next week.

No policy or correspondence to the Board.

Other business: Bob referred back to the discussion on new hires, part time, verses full time. After discussion Bob asked Katie to research and present to the Personnel Committee the current number of part time employees and full time employees, salaries, cost of health insurance, and cost of other benefits. The Personnel Committee agreed to meet on 24 June to review and discuss her findings.

Jody moved to adjourn. Bob seconded. Motion carried unanimously.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING
July 23, 2015 6:00 p.m.
LaGrange County Public Library
203 W. Spring Street LaGrange, In. 46761

Martin Franke   Diane Cameron, Jody Blake, Bob Shanahan, Susan Burger,
Katie Bir, Anna Mendoza, Jayne Merriman, Lisa Tjarks, Johnnetta Brown,
Amanda Wisler, April Merrifield, Cheryl Parsons

Absent: Sue Pipher    Jerry White

Martin called the meeting to order at 6 p.m.

Approval of Minutes: Bob moved to approve the minutes of June 18, 2015 as presented. Jody seconded. Motion carried unanimously. (See attached)

Director’s Report: Katie noted the grant from Dekko Foundation was approved. Discussion followed on projects needed at the three libraries. Funds will be available in September. Katie reported that Main branch experienced a roof leak during a 13 July rainstorm. Katie and Anna stated Anna has been working with Trowbridge Accounting on library finances, and report it is going well.

Reports and Claims: Diane moved to pay claims 250, 337-401 for June in the amount of $320,975.112 which included a bond payment. Susan seconded.

Motion carried unanimously.

Personnel Committee Report: Bob explained the committees work on staffing hours and salaries. (See attached) as requested in June. He stated the committee recommends  1-The position of Assistant Director and Business manager be combined at a salary of $40,000.  2-Making Branch Managers at Topeka Branch and Shipshewana Branch full time position at 37 ½ hours weekly with full benefits, at the salary of $23,400. 3- To raise part time hourly wage by $1.50 per hour for those qualifying, to begin the next pay period. Bob stated these changes are in line with the 2015 approved budget of $631,139. This motion carried unanimously. The committees second recommendation effective January 1, 2016, a 3% raise for staff based on evaluation and performance; depending on income from local finance. This increase would meet the 2016 proposed working budget of $651,350.

This recommendation by the committee carried unanimously.  Martin then asked the committee to investigate the “ceiling wage” and report back.

Bob then stated interviews were conducted for position of Library Director, and me moves to offer Mr. Richard Kuster by letter, the position at the salary of $60,000. Diane seconded. Motion carried unanimously.

Jody moved to adjourn. Susan seconded Motion carried unanimously.

LaGrange County Public Library Board Meeting
August 20, 2015 5:30
LaGrange County Public Libary
203 West Spring Street LaGrange, IN 46761

Martin Franke, Diane Cameron, Bob Shanahan
Susan Burger, Katie Bur, Anna Mendoza

Absent, Sue Pipher, Jerry White, Jody Blake

Martin called the Meeting to order at 5:38 p.m.

Approval of Minutes:  Bob moved to apporve the minutes of July 23, 2015 as presented.  Sue seconded.  Motion carried unanimously.  (See attached)

Director's Report:  Katie and Anna meet with County Field Rep., George Helton on July 24 to work on 2016 budget.  The new Director, Richard Kuster, toured libraries with Katie on August 1.  Anna and Katie met with PHP insurace reps on August 12 to discuss renewel and 2016 rates.  Katie reported that the library is in search of a new Youth Service's Manager who can meet state certification requirements.  Finally, Katie provided board members with the proposed 2016 budget and a budget calendar and informed them that the public hearing will be held during the September board meeting, and the budget will need to be adopted at the October board meeting.

Reports and Claims:  Bob moved to pay claims 402-458 (claim 419 voided due to a clerical error) for July in the amount of $170,815.77.  Diane seconded.  Motion carried unanimously.

Correspondence to the Board:  Martin mentioned an e-mail he received regarding a patron who witnessed unprofessional behavior at the Shipshewana Branch.  Katie stated that the Shipshewana Branch manager was informed of the situation, and had talked to the two employees involved.  Katie requested that board members ask patrons who contact them directly whether or not they have discussed the issue with the Director, in an attempt to give them an opportunity to resolve it.

Other Business:  Diane would like to know if the Genealogy volunteers could hold evening hours.  Katie said she would ask them.  Master Gardener's questioned a brick they paid to have placed outside the library.  Martin will check into the situation.

New Buisness:  Katie requested approval to obtain movie licensing through Movie Licensing USA, in the amount of $1,448.  This would give the LaGrange and Topeka branches a copyright compliance site license to show movies until 08/31/2019.  Bob made a motion to approve the purchase.  Sue seconded.  Motion carried unanimously.

Bob moved to adjourn.  Sue seconded.  Motion carried unanimously.  Meeting ended at 7:45.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

September 24, 2015 at

LaGrange County Public Library 203 W. Spring Street LaGrange, In. 46761

Martin Franke   Diane Cameron  Jody Blake    Bob Shanahan    Susan Burger     Jerry White   Sue Pipher    

Katie Bir Anna Mendoza Kitty Helmkamp Jayne Merriman

Martin called the public meeting to order for comments or questions concerning the library budget presented for 2016 at 5:30 p.m. (See attached) There were none. Sue moved to accept said budget for 2016 as presented. Jerry seconded. Motion carried unanimously. There was no public in attendance.

Martin then called the regular board meeting to order.

Approval of Minutes: Bob moved to approve the minutes of August 20, 2015 as presented. Sue seconded. Motion carried unanimously. (See attached)

Director’s Report: Katie stated the new Director for the library is expected next Monday September 28th. Jennifer Tonsing, the new Youth Services Manager has begun her position and was hired at the salary of $29,000. She has her LMS Degree. Katie noted the board needs to discuss the employee’s health insurance plan, up for renewal October 1st. (See attached)

Reports and Claims: Sue moved to pay claims 459-548 for August in the amount of $87,139.03. Bob seconded. Anna noted the amount for claims will be higher for a few months, due to costs of magazine subscriptions, license renewals, and is acquiring quotes for a new computer server replacement due to the age and malfunctions of server we are now using.

Personnel Committee Report: A brief discussion followed on the pervious Youth Services Manager Heidi Trivett. She would not be able to finish her LC5 Certification in the allotted time allowed. Martin presented a letter from board member Sue Pipher wishing to resign due to conflicting work hours. Discussion followed. Sue’s term will end 12-16-2016 and a replacement will be chosen by the Lakeland School Board. Martin’s and Bob’s will expire December 2015. Martin stated a resolution of appreciation for Sue’s long service to the board and regretfully accepts her resignation.

Facilities Report: Jerry stated a coil in the children’s department that did not meet the manufactor’s specifications, has been replaced and functioning well.

The board discussed the health insurance issue. Katie explained to renew the present PHP policy and be grandfathered in for two years (9-30-2017) there is an October 1, 2015 deadline. It entails a 13% increase or $60. per employee for 9 employee’s in 2016. This would take effect January 1, 2016. Katie stated this has been budgeted in for 11 employees next year. After discussion of other plans, Sue moved to extend the present PHP policy and to pay the increase of cost for coverage for the 9 present employees. Jody seconded.  Motion carried unanimously.

Policy Report: Correspondence: None

Other Business: Bob asked if the community room would be used during the week of Corn School. The room has been used each year for display of craft’s and can goods.

New Business: Anna stated the money from the Dekko Foundation Grant of $80,000. has been received for repairs to the three branches and ask the board where the money should be deposited.  After discussion, the board agreed it should go into the Dekko Foundation Grant Fund. Anna also noted there has been a request for a library card from a resident of Elijah Haven. These residents can not reveal their address, so cannot be confirmed. She then explained the resident could be given a reciprocal card which can only be used at the LaGrange Branch. (Not for other Evergreen Libraries’) After discussion Sue moved, under certain circumstances, a reciprocal card should be issued. Jerry seconded. Motion carried unanimously.

Bob moved to adjourn, Jody seconded. Motion carried unanimously.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

October 15, 2015 @ 5:30 p.m.

LaGrange County Public Library 203 W. Spring Street LaGrange, In. 46761

Martin Franke   Diane Cameron    Jody Blake    Susan Burger     Jerry White  Anna Mendoza  Richard Kuster  

                                  Kitty Hemkamp   Johnnetta Brown  Lisa Tjarks  Jayne Merriman                                            

Absent: Bob Shanahan

Martin called the public meeting to order for comments or questions concerning the library budget presented for 2016 at 5:30 p.m. (See attached) There were no questions from the public. Diane questioned the reduced sums in Electricity and Equipment. Richard noted there is a bottom line amount for the budget which is the same for 2016 as 2015, and if needed a transfer of funds can be made from another category. After discussion Jerry moved to accept the 2016 proposed budget and to sign the resolution. Diane seconded. Motion carried unanimously. Jerry moved the Public Budget Proposal meeting be closed. Diane seconded. Motion carried unanimously.

Jody moved to open the regular LaGrange County Public Library meeting. Jerry seconded. Motion carried unanimously. Martin then called the regular board meeting to order by introducing Richard Kuster the new director of the library.

Approval of Minutes: Diane moved to approve the minutes of September24, 2015 as presented. Susan seconded. Motion carried unanimously. (See attached)

Director’s Report: Richard stated the library will implement a count of patron’s entering the library. He did a statistical report on books only, for each library branch, and stated the main branch circulates 29%; Topeka and Shipshewana 19-20%, bookmobile 32%. Presented a chart for staffing and organization. (See attached) which he explained, as a work in progress. Jerry requested a copy of the finished one for the personnel committee. Richard noted new members for committees will be formed in January 2016. Richard presented his Level 1 Certification to the board. He spoke of the staff training day which earned 3 LEC credits for those taking classes.

He will be attending the Indiana Federation Library Conference in Indianapolis and any board member can go if they desire. Stated he and Anna have been in contact with the PHP Health Insurance representative and they are working to finalize the plan.

Anna then noted a plac card report is needed monthly even if none has been purchased, to be signed by the board. She stated the quote from Chester Information Technologies (See attached) for a new server was received. (The old one is going down once a week and several years old). After review by the board, Diane moved to purchase the server from Chester. Jerry seconded. Motion carried unanimously.

Reports and Claims: Diane moved to pay claims 549-604 for September in the amount of $61,475.92. Susan seconded. Motion carried unanimously.

Personnel committee Report: None

Facilities Report: Martin made note the door at Topeka does not function properly and continues to be a problem. Discussion followed in regards to the Dekko Grant. Richard stated he is working on getting bids for the door, and work to be done at the Shipshewana Branch.

Policy Committee Report: None

Other Business: Martin reported a trustee from the United Methodist Church requested approval to erect a fence between the back of the library and church. Discussion of property lines followed and some research will need done by the library first. Diane asked if another payment will be made for debt services this year.

Jerry moved to adjourn, Jody seconded. Motion carried unanimously.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

November 19, 2015 @ 5:30 p.m.

LaGrange County Public Library 203 W. Spring Street LaGrange, In. 46761

Martin Franke    Diane Cameron    Jody Blake    Jerry White      Anna Mendoza   Bob Shanahan           Richard Kuster      Kim Dunkel      Jayne Merriman  

                                         Absent: Susan Burger

   

Martin called the meeting to order at 5:30 p.m .Martin introduced Kim Dunkel, soon to be a board member, replacing Sue Pipher. Appointed by the Lakeland School Corp. to finish term ending December 16, 2016. Martin welcomed Kim and thanked her for serving the community.

Amended agenda to have Larry Dickinson, Trustee of the United Methodist Church, to address the church’s plan to redo and lower their adjoining parking lot. (See attached) Plus, installing a fence for a play ground between the library and church. Discussion on property lines, retaining wall, fencing and other considerations followed. Bob offered to look up the survey on property lines, and suggested the library board should consider any changes that the library would consider making to the wall, steps, etc. if needed, so the work done by the church could be combined with library changes.

Review Approval of Minutes: Diane moved to accept the minutes of October 15, 2015 as presented. Jody seconded. Motion carried unanimously. (See attached)

Director’s Report: Richard reviewed his report. (See attached) Reported on patron’s entering the libraries; hired one janitor, now fully staffed (34); new server installed and ½ completed; unemployment insurance meeting to be discussed in executive meeting; presented quotes for a Software program on Time & Attendance/Payroll from 101 (See attached)Discussion followed. After review Bob moved to accept the 101 proposal for Time/Payroll with the understanding that Trowbridge Accounting be contacted first to see if they could provide this same software program and at what cost. Diane seconded. Motion carried unanimously. Richard stated the back door of the bookmobile has rusted out badly. Body shops cannot repair. Cost of a new door $1395 from Canton Ohio. Installed locally cost $1850. After review of the door and discussion, Bob stated he would investigate local RV business first for installing or repair. HVAC Maintenance contracts with Masters and Havel were reviewed and discussed. (See attached) Jerry moved to approve Havel’s addendum for the main branch till 7-31-17 for $9,420. and Masters for Topeka & Shipshewana at $2,148, for one year. Diane seconded. Motion carried unanimously. Richard noted PR person Jenna is designing the library newsletter, bookmarks and signage. He asked the board to be considering an electronic sign in the future. Reported he had attended the Indiana Library Federation Annual Conference which he found very informative and earned 9 education credits. Plans are underway for Indiana’s Bi Centennial celebration. Presented a survey for the board and supervisors.

Report and Claims: After review and questions of some expenditure, Jody moved to approve claims 605-678 for October in the amount of $111,896.28. Jerry seconded. Motion carried unanimously.

Personnel committee Report: Jerry made note of the library staffing table where janitor’s wages are higher than Library Clerks. (See attached)

Policy Committee Report: Correspondence: Other business: None

New Business: Bob asked if any plans for a Board& Staff Christmas gathering has been considered. After discussion, it was determined to contact a place locally.

Diane moved to adjourn, Jody seconded. Motion carried unanimously.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

December 17, 2015 @ 5:30 p.m.

LaGrange County Public Library 203 W. Spring Street LaGrange, In. 46761

         Martin Franke      Diane Cameron       Anna Mendoza     Bob Shanahan                      

Kim Dunkel     Richard Kuster   Kitty Helmkamp  Larry Dickinson   Jayne Merriman  

                 Absent: Susan Burger      Jody Blake        Jerry White

   

Martin called the meeting to order at 6 p.m

Bob presented a form showing the property lines between the Methodist Church and the Library. (See attached) Discussion followed considering a Quit Claim Deed to the Church, or to have the property surveyed. After consideration, Bob moved to have the library pay the cost of having a survey done, to determine the exact property line, with intent to quit claim said property to the Church, based on the survey. Diane seconded. Motion carried unanimously.

Review Approval of Minutes: Bob moved to accept the minutes of November 19, 2015 as presented. Diane seconded. Motion carried unanimously.

Director’s Report: Richard stated Bob and Martin have been reappointed to the board. Interviews for a position at the Shipshewana Branch are taking place. A second appeal has been filled for unemployment insurance. Some end of the year transfers are needed. After review, Bob moved to accept the transfers recommended by Bob and Anna as presented. (See attached) Diane seconded. Motion carried unanimously.  Reported Trowbridge Accounting has the Time/Attendance/Payroll software and the cost is less than IOI presented last month. Recommends the library go with Trowbridge the first of the year. Bob reported he has talked to two local people who think they will be able to repair the bookmobile.  A purchase order for 30 computer replacements from Hewlett Packard was discussed. (See attached) After review, Bob moved to approve the director and assistant director’s recommendation to purchase these computers. Kim seconded. Motion carried unanimously. The revised dress code was reviewed and discussed.

Reports and Claims: Bob moved to pay claims 679-758 for November in the amount of $80,871.00. Diane seconded. Motion carried unanimously. Diane moved to approve the Resolution to Adopt 2016 Compensation Schedule. Bob seconded. Motion carried unanimously. (See attached)

No report from Personnel; Facilities; Policy committee’s reports

Correspondence to the Board: Letter from the LaGrange County Publishing Co. stating times and dates, open door, and or, Executive meetings need to be advertised in the local newspapers.                                                                             

New Business: Discussion followed on the service that the library receives from the present IT representative. Anna reports the IT person (Pete) is very reliable and cooperates with the Libraries issues and time schedule. A discussion followed on the availability of volunteers in the Genealogy Department; removed outdoor furniture during the winter; donate old computers or sell to County employees. Library Christmas dinner for Board and Staff at the Library Tues. Dec. 22.

Martin adjourned the meeting. Motion carried unanimously.

Board Agenda and Minutes