Board Minutes
LAGRANGE COUNTY PUBLIC LIBRARY MEETING
Thursday, January 17, 2013 at 5:30
LaGrange County Public Library
203 W. Spring LaGrange, IN 46761
           Diana Randall        Bob Shanahan       Susan Burger      Jerry White        Martin Franke
Diane Cameron      Sue Pipher   Jody Blake       Amber Taylor    Amanda Wisler     Jayne Merriman
                                                                  
Jerry asked if there were any changes to the agenda. Bob moved to accept the agenda as presented. Martin seconded. Motion carried unanimously.
Jerry called the meeting to order and welcomed Jody Blake as a new board member.
Treasures Report: Amber Taylor explained why it is necessary to transfer funds for the end of year 2012. A charge from the Farmers State Bank for bond service was not budgeted last year in the amount of $1475. Funds budgeted for electricity was over; gas was under budget. Diana stated the resolution form to authorize the payment of bills signed by the board at the last meeting has been changed by the State. A new form was presented and discussed. Diane questioned  how fund balances are derived. Amber explained that refunds, like E-rate confuse the totals.
Election of Officers: Bob made the motion to retain the present president Jerry White. Sue Pipher seconded. Motion carried unanimously.
Vice president: Bob moved to retain Sue Pipher. Martin seconded. Motion carried unanimously.
Secretary: Sue P. moved to retain Martin Franke. Martin declined wishing to give someone new the chance. Jerry moved Bob Shanahan be the new secretary. Diane seconded. Motion carried unanimously.
Treasure: Martin moved to retain Amber Taylor. Susan Burger seconded. Motion carried unanimously.
Acting Secretary: Martin moved to retain Jayne Merriman. Sue Pipher seconded. Motion carried unanimously.
Minutes: Diane moved to accept the minutes of December 20, 2012 as reported. Bob seconded. Motion carried unanimously.
Director’s Report: (See attached) Diana stated the staff meeting went well with Pat instructing the staff on their new E-mail account with E.N.A.  beginning next Monday. Larry Cushing will be working with bookmobile staff for extended driving training as soon as the open staff position is filled. Andrea will be working 3 days a week, the new employee 2 days.
Reports and Claims: Reports were reviewed. Sue Pipher moved to pay claims 698-760 for December 2012, in the amount of $317,559.11. Bob seconded. Motion carried unanimously.
Transfers: Diana presented the following transfers; $1372.51 from Salary of assistants to Salary of Librarian; $653.17 from Employer Share-FICA, to Employer Contrib. Group Insurance; $1728.25 from Gas to Electricity. Martin moved to make the transfers as recommended. Bob seconded. Motion carried unanimously. Bob moved to transfer $1474.76 from Professional Services/Legal services to Debt Service. Sue P. seconded. Motion carried unanimously.
Resolution to pay bills with Prior Approval: Diana stated the resolution form signed by the board at the last meeting has been replaced by the State Board of Accounts with a revised one. After discussion, Sue P. moved to work under the old resolution until the new form is clarified the State Library. Martin seconded. Motion carried unanimously.
Facilities Report: Jerry informed the board Pranger has the humidifier leak under control. Bruce Lord of Shawnee has dealt with the insulation issue and intends to have the punch list completed by January 28th. Diana noted a signup sheet for vendors and maintenance workers is in place at the front desk.
Personnel Committee Report: Bob stated they are one member short and did not have a meeting last month.
Policy Committee Report: None
Correspondence to the Board: None
Other Business: Diana reported she has interviewed for the position of Young adult Director and has one candidate who is qualified and could begin work in a month. She will be certified with a LC4 degree at the end of April. She will continue working for her masters. Discussion followed on her salary if she accepts. Sue P. moved to allow Diana to offer $15. an hour for the full time position. Susan Burger seconded. Motion carried unanimously.
New Business: Diana stated she needs the president’s signature on the Plac form.
Policy Committee: Diane, Bob and Jody appointed to this committee.
Personnel Committee: Bob, Susan Burger and Martin.
Jody Blake introduced herself and gave a review of her work in the community.
Bob reported he has been reviewing the library board policy and the personnel policy for employees, as to establish board/staff communication relations. These policies define protocol on procedures for the board and staff for each, in conducting business at the library. Discussion followed and it was determined the policies state exactly how this is accomplished.
Sue P. moved to adjourn. Diane seconded. Motion carried unanimously.
Executive Meeting: IC 5-14-1.5-6.1(b)(9) to receive information concerning the individual’s alleged misconduct.
No other items were discussed.
LAGRANGE COUNTY PUBLIC LIBRARY MEETING
Thursday, February 21, 2013 at 5:30
LaGrange County Public Library
203 W. Spring LaGrange, IN 46761
Diana Randall Bob Shanahan Jerry White Martin Franke
Sue Pipher Jody Blake Amanda Wisler  Jayne Merriman
Sue P. moved to accept the agenda as presented. Bob seconded. Motion carried unanimously.
Jerry called the meeting to order at 5:30 p.m.
Review Minutes: Martin moved to accept the minutes of January 17, 2013 as presented. Jody seconded. Motion carried unanimously.
Director’s Report: (See attached) Diana stated all 3 State reports have been submitted; will have an all
Staff meeting in March and has hired Rosetta Miller as bookmobile assistant, who is bi-lingual.
The Friends of the Library are purchasing all prizes for the adult, young adult and children’s 2013Summer Reading Program for this summer as well as Legos to start Lego programming. YA/Assistant Abby Harris-Correll started yesterday. Diana presented a newspaper picture of Heidi displaying 685 valentines made by the children of the County to be sent to Riley’s Hospital. Diana related to the Board she called the State Library to find out more information concerning The Resolution to Pay Bills with Prior Approval as discussed at the January meeting. She was told that it was not necessary to sign a new resolution each year. A new resolution is only required when changes are being made otherwise this document may stay in place. Diana noted a final account of Actual Disbursements and Budget with transfers made at the last meeting included for the year 2012 is in their packet. Also explained, due to 3 employees of the library living in Michigan, and with-holding being paid quarterly in MI. fund balances will not balance until which time the quarterly payment is made. The amount of tax will be deducted from the employee’s bi-weekly paycheck by Amber. Also noted, a complete packet of the library budget estimate for 2013 has been provided for each board member.
Reports and Claims: Reports were reviewed. Reports and Claims: Sue P. moved to pay claims 1-69 for January 2013 in the amount of $75,951.73. Bob seconded. Motion carried unanimously. Diana noted on the bottom of the Monthly Report, Program Count by branch and number attending by branch has been separated.
Facilities Report: Jerry stated the committee has been meeting to determine what items are needed in the library before September when the funds will no longer be available. The committee recommends and makes the motion to purchase a new desk for the business office; a printer stand; filing cabinet and coat rack in the Director’s office and a chair for the director; and a book display table for the Adult Services Department for a total of $8,185.00. After discussion on the condition of the staff workroom copier, the Board approved the motion unanimously to replace the copier for $4,765.00 with maintenance agreement of $12.00 a month.
Children’s Department; The committee recommends and moves to purchase a magnetic erase board and Leap Frog educational magnetic products; make a corner area for Tweens 9-12 with a new cafe table and 2 chairs, for $600.00 Martin seconded. Motion carried unanimously.
Programming Area; Committee moved to purchase 2 children’s size tables and 16 chairs for $2,470.00 from The Library Store. Motion carried unanimously.
Community Room; Moved to purchase a podium for presenters, and two thermal carafe coffee makers for $625.00. The board approved the motion unanimously.
Tech Services Room; Moved to purchase a new DVD resurfacer which uses a water filtration system to recycle water (using distilled water) for $5,825.00. Board approved unanimously after discussion.
The committee recommends purchasing to 2 signs for advertising library events 4’ high x 24” high at a cost of $350. The board approved the motion unanimously.
Jerry stated the committee will be meeting again to discuss E-Readers; I Pads; additional chairs; door counters; Radio Frequency Identification system with a self-checkout unit; coat hooks for restrooms, and community room, better seating by the fireplace, and to price out end cap shelving for 6 endcaps in Adult Services Department.
Personnel Committee Report: None
Policy Committee Report: Bob stated the committee will have their 2nd meeting of the year Feb. 28, 2013.
Correspondence to the Board: None
Other Business: The Board will have the March meeting at the Topeka Branch. Also, discussion concerning new computer tables for the Shipshewana Branch that would make additional space for book shelves. Board members will go to the branch to see the plan. Branch Manager, Vickie Short is getting estimates.
New Business: Diana explained the (NICCL) Northern Indiana Computer Consortium for Libraries.
(See attached) The mission of NICCL is to join with other libraries to explore new emerging technologies, seek out best technology practices, obtain technology training, see vendor demonstrations of new technology or services, and negotiate pricing of technology hardware/software purchases and technology support services all for the benefit of the communities that they serve. The cost for the Library to join this consortium is $50.00 a year. Sue P. moved the board sign the commitment to join. Martin seconded. Motion carried unanimously.
Diana informed the board, she and the staff have been meeting to review several health insurance companies. After comparisons (See attached) the staff would like to change to PHP (Physicians Health Plan) of Northern Indiana which provides Dental, Vision, Health, Life and Preventive services. Full time Staff will continue to have the option of a traditional type plan as well as an HSA to choose from. PHP’s bid was better than Anthems for this coming year. The Library currently provides $340 per full time employee towards monthly premiums. Martin moved to move forward with this plan after discussion. Jody seconded. Motion carried unanimously.
Jody suggested the board consider installing wall plugs in the bookmobile garage to plug the bus in to recharge the battery. She believes the voltage is not correct. Jerry will look into this matter.
Sue P. moved to adjourn. Martin seconded. Motion carried unanimously.
No other items were discussed.
LAGRANGE COUNTY PUBLIC LIBRARY MEETING
Thursday, March 21 2013 at 5:30
Topeka Branch Public Library
 
           Diana Randall        Bob Shanahan       Susan Burger      Jerry White        Martin Franke
           Heidi Trivett          Abby Harris-Corell         Amanda Wisler             Jayne Merriman                                                                  
 
Jerry opened the meeting asking for corrections or additions.  Diana requested discussion on closing the libraries on Good Friday for staff training.  Martin moved to adopt the agenda as amended.  Susan seconded.  Motion carried unanimously.
Jerry called the meeting to order at 5:30 p.m.
Diana introduced Abby Harris-Correll, the new Young Adult/Assistant Director.  Abby gave a brief history or her qualifications and work experience at the South Whitley Public Library.  Abby will be handling personnel and scheduling as Assistant Director.  Heidi Trivett, Topeka Branch manager, asked the board to support changing Wednesday hours at both branch libraries to maintain more consistent public service hours during the week.  Currently, Wednesday hours are 8:30-3:00 for both branches which creates confusion for patrons, and a heavy work load on Thursdays.  Diana and Vickie Short, Shipshewana Branch Manager, are working with Heidi to implement this positive schedule change.  She also she stated the library is now 5 years old and the community room, which is heavily used, needs a fresh coat of paint, and a few minor repairs. Heidi stated the two new chairs in the branch are a welcome addition for the patrons.  Diana stated she would like to order new acrylic holders for the end caps at Topeka.  After discussion of these items, Martin moved to proceed with these recommendations, with funds from the L.I.R.F. fund.  Susan seconded.  Motion carried unanimously
Review Approval of Minutes: Martin moved to accept the minutes of February 21, 2013 as presented.
Susan seconded. Motion carried unanimously. (See attached)
Directors Report: Diana informed the board she attended a meeting about Freegal.  The library could purchase an annual subscription for patrons to download music to their own iPod, computer, etc. from the library web site at no cost.  This service works in a similar way to OverDrive, however, unlike E-books which are removed/returned after time, once downloaded to the patron’s equipment, the music is permanently the patron’s.  The funds could come from the Construction/Building Equipment fund for the first year’s subscription.  She asked the Board to consider this service to the library patrons.  She also announced some personnel changes.  Jennifer Stewart: BusinessManager/Registrar transitioning to Adult Circulation Supervisor; Angela Dishong from Cataloging to Business Manager; April Merrifield from Adult Circulation Supervisor to Cataloging by April 8.  Also noted, Abby will be interviewing for three part time positions that have become available.  Informed the board a painting has been donated to the library by artist Dick Heffelfiner.
Reports and Claims: After considerations of same, Bob moved to pay claims 7-128 for 2-1-13 to 2-28-13 in the amount of $68,019.59.  Susan seconded.  Motion carried unanimously.
Facilities Report: Jerry stated the committee moved to recommend to the board for approval the first four items. (See attached)  After review, the board unanimously seconded the motion to move forward on those items.  Bob moved to purchase all items listed on Gaylord proposal item 5 in the amount of $3,505.94.  Martin seconded.  Motion carried unanimously.  After discussion, Bob moved to purchase item 6, the LG stackable washer/dryer from Home Depot for $1,529.00.  Susan seconded.  Motion carried unanimously.  Jerry stated the four security cameras approved at the September 2012 meeting have been ordered.  Discussion followed on the HVAC preventive maintenance bid.  After consideration, the Board elected to have the facilities committee look into the cost of hiring a part time library maintenance employee who would be available on site.  Jerry also noted he had a productive meeting with contractors, and Shawnee employees have been working on issues at the library.
Personnel Committee Report: Bob stated this committee would like to recommend implementing a yearly staff training day.  A Staff Day would allow Diana the opportunity to provide staff training to enhance staff skills and customer service, and provide workshops for all staff in a more cohesive capacity one day a year with the libraries closed.  The committee also suggested investigating outsourcing the Library’s IT department, personnel structuring and an overall review of IT operation.  The Board also discussed the unemployment fund which was paid quarterly in the past and now is paid from the budget when needed.  Diana stated Amber is going to be checking into cost comparisons to see which option is more feasible for the Library.  Bob moved to have Diana do an analysis of the unemployment issue and outsourcing IT. Martin seconded. Motion carried unanimously.  The next personnel committee meeting will be April 11, 2013 @ 5:15 p.m. at the main library. 
Policy Committee Report: Bob stated the committee recommends these revisions of wording. To NOT tolerate any drugs; employee charges for drug testing be reimbursed in the employee’s first pay period in employment Drug and Alcohol Testing policy.  The word “folks” changes to “patrons” in Food for Fines policy.  Delete volunteers to open or close library in Genealogy Volunteer policy.  Revised Naming of Rooms policy to read, Knowing that each generation will have individuals who will be supporting our library in various ways, no one should be singled out as having their contributions considered more valuable than those of others.  It is for this reason the LaGrange County Public Library has established a policy not to place an individual’s name on any room.  Lastly, in the Patron Confidentiality policy, only a patrons name and address may be confirmed. 
Correspondence to the Board: Pat Glick asked that 20 desk top computers which were updated with replacements, be donated to the P.C. for Youth, a nonprofit organization.  If they do not accept them, another non-profit organization will be chosen.  Martin moved to favor this request.  Bob seconded. Motion carried unanimously.  Diana informed the board of the Standard & Poor’s correspondence.  The A+ rating is maintained.
Other Business: Diana requested the main library be closed on Good Friday morning to have a staff training workshop on the library card registration process.  Bob moved to close the main library, but after discussion amended his motion to include all branches of the library to close on Good Friday.  Susan seconded.  Motion carried unanimously.
New Business: Diana informed the board Dean Weir from the Town of LaGrange has been helpful in reviewing the parking issue in front of the library.  The town plans to paint the curb in the no parking area at the front of the library so it is visible to patrons.  Board was informed the Methodist Church is investigating making changes to the church’s parking lot behind the library.  It was suggested Diana invite the church’s pastor or a church Trustee to attend the April Library Board meeting.  Diana asked Bob, Martin and Jerry to meet at the Shipshewana Branch to review changes requested by branch manager, Vickie Short, before the next board meeting.
Martin moved to adjourn.  Susan seconded.  Motion carried unanimously 
No other items were discussed.
LAGRANGE COUNTY PUBLIC LIBRARY MEETING
Thursday, April 18, 2013 at 5:30
LaGrange County Public Library
 
           Diana Randall        Bob Shanahan       Susan Burger      Jerry White        Martin Franke
           Sue Pipher             Susan Burger         Jody Blake          Abby Harris-Corell                                                                
           Larry Dickenson    Bruce Cleveland    Amanda Wisler   Jayne Merriman
 
Jerry opened the meeting asking for corrections or additions.  Diana noted the addition of a quote from Matt Huffman and a need for the board to sign the Plac card report.  Martin moved to adopt the agenda as amended.  Diane seconded.  Motion carried unanimously.
Jerry called the meeting to order at 5:33 p.m 
First United Methodist Church Trustees: Larry stated plans for improving their parking lot have been put on hold due to another project they are involved in.  It could be a year before this project could be considered again.  Discussion followed on what the Church has been planning.  Larry stated they had been working with architects on several different approaches, with no resolution at this time.  Asked if the Church would expect the library to contribute funds for said work, Larry stated, they did not.  The board thanked the trustees for providing an update on the project.
Review Approval of Minutes: Bob moved to accept the minutes of March 21, 2013 as written.
Susan B. seconded. Motion carried unanimously. (See attached)
Directors Report: Diana reviewed her report. (See attached)  There were no questions.
Reports and Claims: Sue P. moved to pay claims 129-208 for March in the amount of $100,983.22.  Susan B. seconded.  Motion carried unanimously.
Facilities Report: Jerry stated the committee moves to recommend to the board to purchase two rotating display units @$1,718.50; acrylic risers from Gaylord @ $960.  The board approved these purchases unanimously.  Martin moved to accept a quote from Matt Huffman of $1,325 to install a washer and dryer approved at the last meeting, which will be delivered May 14th.  The bid also included repairing a vent line and repairing a wall hydrant.  Bob seconded.  Motion carried unanimously.  Sue P. moved to accept the bid of LA Electric of $456. for a 30 amp electric breaker for said washer/dryer in the staff room. Martin seconded.  Motion carried unanimously.  Martin moved to not purchase a 5 yr. extended warranty for the washer/dryer of $231.12.  Sue P. seconded.  Motion carried unanimously.  Diana then noted on the Construction Account Expenditures for 2013 (see attached).  She stated that $7810 should be added for furniture (chairs, desks) from Weavers which was approved 2 months ago.  This was the approved purchase of furniture from Weavers which should be delivered in May.  Jerry stated the committee is in the process of reviewing 3 quotes for chair rails; changing the computer lab; cataloging counters; more electrical plugs; changes in light switches, a monitor for the front desk above the entry way at the main library.  The committee will bring their recommendations back to the board for consideration.  Jerry also stated after viewing the Shipshewana Branch, the committee is seeking quotes for replacing the computer desks to allow additional shelving for circulating materials.
Personnel Committee Report: Bob stated this committee recommends designating the 3rd Friday of September, 2013 as the 1st annual Staff Training Day for employees.  The board approved unanimously. Diana stated an annual staff training day each year would allow her to bring in a motivational speaker; provide training and customer service workshops to enhance/improve staff  skills and knowledge, and provide first aid training, CPR, etc. and any other training she finds necessary. Bob also reported, at the last meeting there was discussion on investigating the possibility of outsourcing the IT. The committee is seeking information and quotes on this possibility and plan to provide the board with information at the May meeting, for a vote at the June meeting. The board then discussed the possibility of hiring a part time maintenance person who is qualified to make repairs when and where needed at the main library and the branches.
Policy Committee Report: Diane stated a motion by the board is needed to approve the changes presented at the last meeting. Martin so moved. Bob seconded. Motion carried unanimously. Diane noted the committee continues to work on the employee policy and will present it at the May meeting.
Correspondence to the Board: Diana noted a thank you from P.C.’s for Youth for the libraries donation of 20 computers. (See attached)
Other Business:  There was no other business.
New Business:  None 
Sue P. moved to adjourn.  Bob seconded.  Motion carried unanimously.
No other items were discussed.

LAGRANGE COUNTY PUBLIC LIBRARY MEETING

Thursday, May 16, 2013 at 5:30

LaGrange County Public Library

 

           Diana Randall        Bob Shanahan       Susan Burger      Jerry White        Martin Franke
           Susan Burger  Diane Cameron    Jody Blake     Abby Harris-Corell                                                               
           Amanda Wisler      Jayne Merriman    Kitty Hemkamp       Johnnetta Brown 
                            April Merrifield         Lisa Tjarks
                  
 
Jerry asked for any changes to the agenda. Bob moved to accept the agenda as presented. Diane seconded. Motion carried unanimously.
Jerry called the meeting to order at 5:30 p.m.
Review and approval of minutes: Martin moved to accept the minutes as written. Jody seconded. Motion carried unanimously.
Directors Report: Diana reviewed her report. (See attached) She stated the library is in compliance with the State after reviewing the 2012 annual report. Also reported the Friends held a book sale in April which netted $645.31. They generously then purchased more Lego’s for the children’s department system wide Lego programming. Diana also noted the bookmobile’s engine emission issue was covered by the warranty.
Reports and Claims: Expenditures concerning the purchase of books for the four branches was discussed.
It was explained that purchases from Baker and Taylor are ongoing monthly purchases, and Penworthy children’s book purchases only occur once a year or every few years. The library budget determines the total yearly purchases. Diane moved to pay claims 209-280 for April in the amount of $76,695.43. Bob seconded. Motion carried unanimously.
Facilities Report: Jerry stated the committee moves to recommend to the board, after due consideration, the purchase of entryway rugs and anti-fatigue mats for the circulation front desk @$766.26. The board approved unanimously. Recommend blinds for the windows in the children’s department and main room behind the public computers for $1,613. including installation from J.C. Penney. The board approved unanimously.
The committee reviewed a list of possible building issues presented by Diana. The committee recommends purchasing and installing chair rails for the main lobby and adult area; a series of coat hooks in restrooms, business office, main circulation storage area, and community room; removing the DVD and CD cabinets and installing a counter top work space in its place at the main desk for $17,110. The board unanimously approved. Jerry stated the committee is waiting on an estimate from Michiana Laminate on the price difference between installing fixed shelving, versus a rolling cart for the Tech Services work area.
Jerry noted the committee recommends the bid from L.A. Electric for modifying the computer lab; removing some lights; dimmers for other areas; modifying some light censors; install LCD camera; an electric projector screen; extra electrical outlets in Tech Services; and a LCD monitor for the main desk area; projector and projector screen in Community Room for the amount of $20,020. The board approved unanimously. (See attached bids)
Jerry presented a bid from Premier Communications. (See attached) This work would need to be done if he board elects to move forward with RFID. This work involves installing new cable in areas around the library at the main desk, at the end of the planter, business office, and terminate the server room.
Diane moved to accept this bid of $1,315. from Premier if RFID is approved. Susan seconded. Motion carried unanimously.
Abby then gave a power point presentation explaining how RFID works and noted the many advantages of having this security, and Diana provided a cost analysis.  Quotes were obtained from Tech Logic, 3M and Bibliotheca.  The staff has been very involved with the process, visiting another library already using an RFID system, and also planning the project.  3M and Bibliotheca were discussed, and Diana and the Staff feel 3M is the most user-friendly. (See attached bid). Advantages of 3M are the equipment is made in America, and service representatives are within two hours of LaGrange.
Abby gave the board an idea of the project time line to prepare materials for the main library, Topeka and Shipshewana.  Abby would interview, and then hire, 4 part time people to help with the tagging process. Questions and discussion by the board followed, suggesting giving the public advance notice there will be interruptions in items circulating.  Diane made the motion to move forward with this security system by 3M. Jody seconded. Motion carried unanimously.
Transfers: LIRF necessary for RFID: Transfer $45,000. From Other Services and Charges/ Equipment/to Capital Outlays/Technology. Transfer $5,000 from Capital Outlays/Furniture, Equipment Replacement/to Capital Outlays/Technology. Martin moved to make the necessary transfers. Susan seconded. Motion carried unanimously.
After board review of the bid from LA Electric for self-checkout wiring  at Topeka and wiring for tables at Shipshewana and NSI quote for data wiring at Shipshewana, (See attached) Bob motioned to approve $2,112 from LIRF Other Services and Charges/ Buildings & Structures. Also, $1213.60 for computer tables at Shipshewana, from LIRF Capital Outlays/Furniture, Equipment Replacement. Susan seconded. Motion carried unanimously.
Personnel Committee Report: Bob gave each board member a detailed overview assessment of the libraries IT Department from Chester Information Technologies. (See attached) Bob reviewed this report item by item with the board. Also provided, was a Time and Cost Analysis Spreadsheet for Chester Inc. Information Technology Outsourcing. (See attached) A representative from Chester will be present at the June meeting for questions. Bob suggested board members take this information home and study the report so discussion can be forthcoming at the June board meeting, either to accept this outsourcing as presented, modifying the plan, or declining the entire plan, by vote.
Policy Committee Report: None
Correspondence to the Board: None
Other Business:  Staff members present were thanked for their effort and time investigating these systems, preparing information, and coming to the meeting.
New Business:   None
Bob moved to adjourn.  Susan seconded.  Motion carried unanimously.
No other items were discussed. 

LaGrange County Public Library Board Meeting

Minutes

June 20, 2013

5:30pm

LaGrange county public library

 

Meeting called by

Jerry White called the meeting to order at 5:30.

Attendees

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

Note taker

Abby Harris-Correll

Agenda topics

AGENDA

Discussion

No Discussion

 

 

Conclusions

Bob motioned to accept the agenda. Diane seconded. Motion carried unanimously.

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

review approval of minutes

 

 

 

 

Discussion

Susan Burger was listed as attended twice.

 

 

Conclusions

Sue motioned to accept with changes. Susan seconded. Motion carried unanimously.

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

Director’s Report

 

Diana Randall

 

Discussion

Diana reviewed her report. (See attached). She stated that the library is partnering in Lakeland’s Summer Feeding Program at the parks. She also spoke about the Evergreen classes that were taught by the State Library and held at LaGrange. Library staff and others from area libraries took part in the trainings on June 4 & 13. 

 

 

Conclusions

 

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

Reports & Claims

 

 

 

Discussion

Voucher # 282-368 for total of $130,585.09

 

 

Conclusions

Diane motioned to pay the amount. Jody seconded. Motion passed unanimously.

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

Personnel Committee report

                                     outsourcing IT

Bob Shanahan

 

Discussion

Bob revisited the assessment of the library’s IT department. The committee had asked Chester Inc, who was recommended by NICCL, to complete the assessment. Pete Newcomb, an engineer from Chester Inc. attended the meeting to answer questions. 

Jody expressed concern that every time the library called Chester, they are charged for the call. She wanted to know if the library would be charged during the initial process when there were questions. Pete explained that calling the Help Desk is free, and if it is a short question to Pete, he usually doesn’t charge. If it is for service work, there is usually a charge. He said that they would come in and work in depth with the staff member at the library to ensure that they understand the process. Diane asked if the library has established a staff member to take on the tech work at the library. Diane stated that she has a staff member lined up who is ready to start working with Pete on the technical items. Diane asked if Phases 1&4 are back to back or how long they would take to complete. Pete said that all 4 phases should take approximately 6 months, but it depends on if the library would need to purchase any more hardware and the available budget for that. Diane asked on Phase 2, the anti-virus is suggested to be changed & should it happen immediately? Pete said that those are not immediate. She then asked what items were immediate problems. Pete said that Phase 1 were the most pressing items, specifically noting that the computers needed to be networked first so that Chester can complete work remotely, thus avoiding the trip charges. Diane pointed out that on Option items is the upgrade of 32 bit computers to 64 bit, and wondered if that should be a more immediate concern. Pete said that in order to change them, they need reformatted and it was suggested to not upgrade all at once, so that computers would still be available while the system was being upgraded. He said that networking was a more pressing concern, and then some machines might be reformatted sooner than others depending on the computer’s usage & time constraints. Bob asked if reformatting computers could be done by the in-house person. Pete said that he can train the person on the steps to do so. Diane asked Pete if in his opinion, should the library seriously consider outsourcing, and what it would do for the library. Pete said that it is absolutely a serious concern, and doing so would be saving the library time and expense because Chester could accomplish in an 8 hour day on a centralized system what it takes the current IT person 4 - 40 hour weeks (20 8hour days).  Diane asked how things could be completed automatically. Pete said that our current system has each computer going to the internet and downloading the updates, then getting manually unlocked to install.  He recommends a Windows Download Server that goes to the internet, downloads updates to the server, which then sends out updates to all the computers overnight, instead of one by one. Martin wanted to know what the current cost of IT was to the library in a year’s time, and how much switching to Chester would cost per year, in order to see if it would really save the library money. Diana pointed out the on Chester estimate sheet that the Board received last month had an estimated cost listed. For the current IT staff, it was estimated $60,000 a year with salary and benefits, and Chester is estimated $11,000-$25,000 a year. Jerry asked if the library wanted the ability to address the system from an outside computer, does the outside computer person have to have a dedicated IP address? Pete said that they use a dedicated static IP address to make sure the connection is secure & safe. He suggested using a remote system such as Remote Desktop to access a specific computer.

 

Conclusions

Bob motioned that the Library outsource the IT department. Diane seconded.  Motion carried unanimously.

Bob motioned that the Library adopt Chester Inc. as the outsourcing company and the library enter into an agreement with Chester. Martin seconded. Motion carried unanimously.

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

facilities report

equipment & preventative maintenance quotes

jerry white

 

Discussion

Jerry explained that he has been watching the library temperatures and air handlers. The engineers have been asked to visit the site & report on their findings. They believe that air handler 3, which covers the Children’s room & Main Lobby, has a faulty coil. It is not producing the amount of cooling that it should be doing.  He pointed out that the monitoring software will show pink, which is a sign that the system is slightly above the maximum of 74, but it is not concerning until it gets higher or goes red. The humidity is also a concern, and will be observed. Diane asked if fixing the coil would solve some of the air problems in the library. Jerry said that it should help produce colder air and help with the air temperature. Bob asked if the coil was under warranty. Jerry said that it was under warranty and shouldn’t be a problem to replace.

Diana helped Jerry present equipment quotes, which would all come from the Construction Fund.  The first was for 6 Kindles and cords & accessories through Amazon, which would be $791.82. The second quote was for Premier Communications for special non-stock cable, totaling $820. The third quote was for TLS for another Children’s table and 8 chairs, totaling $1180.41. The fourth quote was from Jack Laurie Floors for an expansion joint between the YA section and Genealogy, totaling $1000. The fifth quote was from Michiana Laminated for additional shelving in Cataloging, totaling $530.40. The sixth quote was from Carney Decorating Center, Inc. for furniture on the Adult floor and in the Director’s office, totaling $2131. The seventh quote was from Amazon for a microwave to be used during programs & 4 hot plates that would also be used for programs, totaling $141.91. The last quote was from Miller Sign for an Assistant Director sign in the Administration hallway, replacing the “Adult’s” sign with “Adult Services” and replacing “Youth” with “Young Adult,” totaling $871.47.

Jerry spoke about finding a preventative maintenance company that could perform maintenance at LaGrange, Shipshewana, and Topeka. The committee received 4 quotes from Tippmann Heating & Air, JO Mory, TCS Heating & Air Conditioning, and Masters Heating & Cooling, and has chosen Master’s Heating & Cooling, Inc. at a cost of $4235, to perform preventative maintenance. Martin asked if that cost was reasonable. Jerry responded that between the three buildings, there was a large amount of equipment that needs filters changed, belts replaced, etc. so the price was reasonable and acceptable.

Conclusions

The Facilities Commitee brought the equipment quotes to the Board as a motion to approve all quotes. Board carried motion unanimously.

The Facilities Committee brought the motion to select Masters Heating & Cooling Inc, for the preventative maintenance contract for a year. Board carried motion unanimously.

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

Policy Committee report

 

 

 

Discussion

Diane spoke on behalf of the committee. The committee has finished the employee handbook and will present it in September once it has been retyped.

 

 

Conclusions

 

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

Correspondence to the board

 

 

 

Discussion

None

 

 

Conclusions

 

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

other business

 

 

 

Discussion

None

 

 

Conclusions

 

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

new business

 

 

 

Discussion

Since the Board approved Chester to handle IT functions, Jerry asked the Board to authorize Diana and Bill Eberhardt to inform the current IT person of his termination Friday morning.

Diane thanked the Personnel Committee for their work researching the IT department.

 

Conclusions

Bob motioned, and Diane seconded. Board passed motion unanimously.

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

 

Observers

Kitty Helmkamp; Amanda Wisler; Pete Newcomb; Bill Eberhard

adjourn

Martin motioned, Susan seconded. Motion carried unanimously.

Special notes

No other items were discussed.

 

LAGRANGE COUNTY PUBLIC LIBRARY MEETING
Thursday, July 18, 2013 at 5:30 p.m.
LaGrange County Public Library
           Diana Randall        Bob Shanahan       Susan Burger              Martin Franke
           Diane Cameron      Jody Blake            Abby Harris-Correll     Amanda Wisler                                                       
           Jayne Merriman     Alan Wagoner              
Bob called the meeting to order at 5:30 p.m. in the absence of President Jerry White and Vice President Sue Pipher.
Review and approval of minutes: Martin moved to accept the minutes as presented. Susan seconded. Motion carried unanimously.
Directors Report: Diana reviewed her report. (See attached) Diana noted Martin Franke’s picture in the local newspaper featuring Habitat for Humanity.  Topeka staff and Diana participated in the 4th of July parade in Topeka, and Kitty and Diana participated in the Pretty Lake Conservation Club Education Fair. Diana presented a January-June cost comparison spread sheet for all branches of the library. (See attached).  She stated the audit of the library’s 2009 bond was completed with no issues found.  She also explained due to the amount of electricity used at the Main library, she received notice from NIPSCO that the Main Library is eligible to change from rate 621 to 623. She estimates a savings between $4000 and $5000 a year from the 2012-2013 energy audit provided by NIPSCO.  Diane also stated she increased the salary for Abby as a result of increased duties as the new in-house IT assistant position at LaGrange.  Martin asked if Abby will be in charge of Young Adult Dept. Diana stated Abby will still oversee the YA Dept. with Laurel Nelson, of the Topeka Branch, be assisting in the YA dept.
Reports and Claims: Diane moved to pay claims for June 369-434 in amount of $444,848.60. Susan seconded. Motion carried unanimously. Diana noted a bond payment was made last month.
Personnel Committee: Bob stated a meeting of the committee will take place before August 5th. 
Facilities Report: Diana reported Pranger has been examining the ducts in the children’s department and main circulation desk. Chair rails will be installed in August, and work area at main circulation desk. L.A. Electric has the lights in the computer lab completed. Issues still to be addressed are two projectors installed; two data drops, and data outlets. Tagging will begin for Shipshewana July 29; Topeka August 5th. Diane asked how the public will be informed of the closings. Diana noted signs, newspaper and web site. Diana stated the bills for unfinished construction fund projects need to be presented by the August board meeting. These projects were previously approved by the board.
Policy Committee Report: Diane reported the committee has received policy revisions for employee manual tonight. After review by the committee they will be presented at the August or Sept. meeting.
Correspondence to the Board: None
Other Business:  Abby reviewed the progress of Chester Inc. Information Technologies. (See attached)
Abby is working with the company IT employee, Pete Newcomb, and reports the work is going well and she and Diana are satisfied with the progress.
Diana told the board she and Kitty Helmkamp have been considering how to expand the Book mobile’s outreach program. After due consideration, they will be changing the Bookmobile’s schedule from a three to four week rotation.  Due dates for materials checked out from the BKM from 3 weeks to 4 weeks, which will free up some stops so they can expand outreach to the greater LaGrange community.  The Bookmobile will begin new evening hours at Wolcottville and Stroh from 5-7 p.m. for people who cannot visit the BKM during the day.  Diana and Kitty are also looking into the possibility of providing story time at some point. This new schedule will begin August 19th. The board supported the change and expanded outreach to the community.
New Business:  Diana presented board members with a copy of a Federal bill; Summary & Status of HR 10 being considered by the 113th Congress (2013-2014) “Minimum Wage Act of 2013”. (See attached) She stated this bill has been read two times, and is the same bill as Senate Bill 460.  She feels the board should read the bill and suggests we be pro-active and adjust the library’s wage minimums in the 2014 budget so the library is prepared for the passing of this bill. Discussion followed. It was determined the board will review the information presented.  Diana stated she is also working on the new budget forms for 2014. 
The next Library Board meeting will be Thursday August 15, 2012 at 6:00 p.m. at the Shipshewana Branch.
Jody moved to adjourn. Martin seconded.  Motion carried unanimously.
No other items were discussed

LAGRANGE COUNTY PUBLIC LIBRARY MEETING

2014 Budget Workshop

Wednesday July 31, 2013 at 5:00 p.m.

LaGrange County Public Library

 

           Diana Randall        Bob Shanahan                Susan Burger              Martin Franke
            Jody Blake            Abby Harris-Correll       Jerry White                                                    
Jerry called the meeting to order at 5:06 p.m.
Discussion was held concerning the 2014 budget and the projected amount necessary for Personal Services line items. 
Diane explained to the Board that the Assessed Value Growth Quotient released by the Department of Local Government Finance was projected to be 2.6% for 2014.  She presented preliminary 2014 budget fund numbers based on this projection for the Operating, LIRF, Rainy Day and Debt funds.  Diane told the Board that the Assessed Value for 2014 was due to be released by the County Auditor Thursday August 1.  The Board discussed the preliminary budget projections.  Diane also presented the Board with a preliminary calendar timeline for the DLGF budget review, County budget non-binding budget review, public hearing, and budget adoption dates.  Diane and Abby meet with DLGF representative, George Helton, Monday August 5 at 9:30 a.m.  Diane told the Board she would have a definitive fund numbers after that meeting and will present them to the Board at the August 15 Board meeting.
No other items were discussed.
Jerry made a motion to adjourn at 6:53 p.m., Bob seconded and all approved.

LAGRANGE COUNTY PUBLIC LIBRARY MEETING
Thursday August 15, 2013 6:00 p.m.
 At Shipshewana Branch Library
   Present: Diana Randall        Bob Shanahan       Susan Burger              Martin Franke
                 Diane Cameron     Abby Harris-Correll       Jerry White         Sue Pipher  
                Vickie Short          Jessica Slater           Amanda Smith        
                                                                                            Amanda Wisler    Jayne Merriman                                                            
                   Absent: Jody Blake
 
Jerry called the meeting to order at 6:00 p.m.
There were no additions to the agenda.
Review and approval of minutes: Martin moved to accept the minutes of July 18 and the 2014 budget workshop July 31, 2013 as presented.  Susan seconded.  Motion carried unanimously.
Directors Report: Diana reviewed her report (See attached) stating the Friends of the Library book sale netted $519.75.  Nineteen library directors attended the LSC meeting @ LaGrange August 2nd.  RFID tagging has been completed for the Shipshewana and Topeka branches.  The children’s department in LaGrange will be completed shortly.
Reports and Claims: Bob moved to pay claims 435-499 for July in amount of $77,079.18.  Diane seconded.  Motion carried unanimously.
Diana and Jerry informed the board there was a power interruption at the main library when the chiller went out which they could not access remotely.  Corey from TCS talked them through the issue to restore service.  Discussion followed.  There will be 4, four hour training sessions for staff or board members to attend in case of emergency with this issue. Bob and Martin expressed interest in attending.
Personnel Committee: Bob stated the committee reviewed the HR10 Federal Bill Minimum Wage Act of 2013.  Their conclusion was that if the bill is passed by Congress, there would be funds available as the 2014 budget for Personal Services will stay the same as 2013 
Facilities Report: Diana stated the RIFD tagging is almost complete; the children’s department @ LaGrange is being tagged by the students who have been working diligently.  She hopes to go live the week after Labor Day.  Abby stated she and Pete are 99% done with the four phases of outsourcing IT. Diana presented quotes on new projects. Jerry reviewed for the board the different options. (See attached) After much discussion, Sue P. moved to approve LA Electric/Premier Communications all items listed not to exceed $12,000.  Bob seconded.  Motion carried unanimously.  Jerry explained the need for revisions listed in the Pranger Enterprises quote for the HVAC system.  After discussion, Diane voted to approve the Pranger proposal for the total of $15,825.  Sue Burger seconded.  Motion carried unanimously.
Item #3 security tags.  Sue P. moved to purchase 12,000 tags ($915. Per 6000) Diane seconded.  Motion carried unanimously.
Diana informed the board of her request for an AED Defibrillator.  She researched Philips and Life Servers companies and recommends purchasing a LifePac CR Plus AED which is also used by the LaGrange Fire Dept. and Lakeland School system for $1,804.   Board discussion included staff training, continued updating, working with the Red Cross.  Sue P. moved to purchase the defibrillator from Life Servers.  Bob seconded.  Motion carried unanimously.
After review, Sue P. moved to pay the Kelty Tappy Design invoice of $1,875.  Diane seconded.  Motion carried unanimously. J erry discussed with the board the charge from SCO Engineering for $6,625 which he deems inflated.  He has been consulting with Jeff Tappy and Shawnee and Trane about the coils on the air handler #3 and the issue has not been resolved.  After discussion, Martin moved not to pay the bill as presented and Diana should ask for an itemized invoice before the end of August.  Sue P. seconded. Motion carried unanimously.
Policy Committee Report: Diane reported the policy will be presented at the next meeting.
 Correspondence to the Board: None
Old Business:  Diana stated she, Abby and Pete have not been able to ascertain how the previous IT person (Pat) obtained the wifi statistics for the main library.  She recommends using CompuTrain Services at a charge of $1,075; $250 for set up, then $75.00 a month.  The Library currently uses CompuTrain to collect the wifi statistics for the branches. Diane so moved.  Martin seconded.  Motion carried unanimously 
Diana alerted the Board to IT equipment found: 2 new servers that were found which the library has been paying a warranty on, 6 switches and 2 HP tablets currently stored away and still in boxes.  Diane also reported to the Board that she is working with the company AdTec to clear up past E-rate discrepancies for 2012 and 2013 funding years that have been found.
New Business: Diana reviewed the LaGrange County Library 2014 budget and calendar. (See attached)
The next Library Board meeting will be Thursday September 19, 2013 at the LaGrange Main Library at 5:30 p.m.
No other items were discussed.

LAGRANGE COUNTY PUBLIC LIBRARY MEETING

Thursday August 29, 2013 6:00 p.m.

  LaGrange County Public Library

Present: Jerry White- President, Sue Pipher- Vice President, Bob Shanahan-Secretary,              

Susan Burger-Board Member, Diane Cameron-Board Member, Martin Franke-Board Member,

Diana Randall-Director, and Abby Harris-Correll-Assistant Director

           Absent: Jody Blake-Board Member

 

Jerry called the meeting to order at 7:05 a.m.
There were no additions to the agenda. 
 Facilities Committee
·         Board discussion concerning SCO Engineering itemized bill.
The Board held discussion concerning the itemized hours and billing hours on the SCO bill.  With Board consensus that the bill is inflated concerning the number of CAD hours documented, Martin motioned for the Library to counter-offer a payment of $5,875 of the bill, to consider the bill paid in full, and to have noted on the memo line of the bill “Paid in Full”.  Bob seconded the motion and all approved unanimously.
Other Business:
Diana presented the Board with the Commitment to Join Indiana State Library Consortium For Public Library Internet Access for Funding Year July 1, 2014 Through June 30, 2015.  This Resolution is necessary for E-Rate funding for the Library.  The Board signed the Resolution and Diane will mail to the Karen Ainslie at the Indiana State Library.
No other items were discussed.
The next Library Board meeting will be Thursday September 19, 2013 at the LaGrange Main Library at 5:30 p.m.

LaGrange County Public Library Board Meeting

Minutes

September 19, 2013

5:30pm

LaGrange county public library

 

Meeting called by

Bob Shananhan called the meeting to order at 5:37pm

Attendees

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

Note taker

Abby Harris-Correll

Agenda topics

AGENDA REVIEW

Discussion

Diane and Bob explained that the policy committee was not prepared to present tonight and asked to be postponed to the October Board meeting.

 

 

Conclusions

Martin moved that the Policy Committee report be struck from the agenda. Jody seconded. Motion passed unanimously.

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

SUMMER READING 2013 UPDATES                   MARY MILLER, ABBY HARRIS-CORRELL,

                                                                                                           AMANDA WISLER

Discussion

Mary Miller, Children’s Department Head; Abby Harris-Correll, Young Adult Department Head; Amanda Wisler, Adult Department Head

Mary, Manda, and Abby presented a short slide show of pictures and explained what they had done for the 2013 Summer Reading Program. They also gave their statistics for numbers participated and number of books read.

 

Conclusions

The Board thanked Mary, Manda, and Abby for their time. They appreciated seeing and hearing about the summer program.

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

review approval of minutes

 

 

 

 

Discussion

Diana explained that there were two sets of minutes: those from August 15 and August 29.

 

 

Conclusions

Diane C. motioned to accept August 15th minutes as written. Sue seconded. Motion carried unanimously.

Diane C. motioned to accept August 29th minutes as written. Martin seconded. Motion carried unanimously.

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

Director’s Report

 

Diana Randall

 

Discussion

Diana reviewed her report. (See attached). She briefly touched on the various meetings she, Abby, and the Department Managers have attended.

Angela and Diana met with insurance agents about next year’s contract. She will be bringing the quotes to the October board meeting for the Board to discuss. Diana met with Pranger and Trane about AHU3.

Troyer’s Saddlery from Shipshewana donated 3 horse mats for the Shipshewana Branch.

Diana explained that Evergreen has amended Article VII of its Membership Amendment Agreement and that it requires the Board to sign it. The agreement states that if the Library were to leave Evergreen, it would be responsible for fees accrued from the State. Diane was concerned that it might be saying that the Library would have to pay a yearly fee to the State for Evergreen. Bob suggested that the Board hold on signing it in order to find out more information. Diane C suggested that Diana contact the Evergreen representative at the State Library on the behalf of the Board.  Diana is then going to email the Board with her findings.

Diana passed around the quarterly fund statement from LaGrange County. She also told the Board she wrote a letter of support for the LaGrange County Courthouse grant application to repair the crumbling dome at the courthouse.

Abby presented the IT update. As of now, the 4 phases that were laid out are basically done. Work to be done now is focused on streamlining processes, personalizing profiles, and creating staff domain log-ins so they can access their files on any computer.

Conclusions

 

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

Reports & Claims

 

 

 

Discussion

Voucher #500-594 for total of $167,368.19

Diane C questioned why there were sometimes multiple utility bills on one month, and only one bill on another month. Diana explained that Shipshewana’s billing date is different than LaGrange and Topeka, so sometimes we don’t have a Shipshewana bill for the month and other times we have two. Diane C is concerned that the Library is paying bills earlier than necessary (bill is due in Sept but is paid in Aug). Diana said that she would speak with Angela and Trowbridge Accountants about paying by the due date instead of received date.

 

Conclusions

Diane motioned to pay the amount. Martin seconded. Motion passed unanimously.

 

 

Action items

Person responsible

Deadline

Speak with Trowbridge and Angela about paying bills based on due date

Diane Randall

Before October Board Meeting

 

 

 

 

Personnel Committee report

                                    

Bob Shanahan

 

Discussion

Nothing to discuss

 

 

Conclusions

.

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

facilities report

 

 

 

Discussion

Nothing to discuss

 

 

Conclusions

 

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

Policy Committee report

 

 

 

Discussion

Nothing to discuss

 

 

Conclusions

 

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

Correspondence to the board

 

 

 

Discussion

None

 

 

Conclusions

 

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

other business

 

 

 

Discussion

Nothing to discuss

 

 

Conclusions

 

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

new business

 

 

 

Discussion

Master’s Heating and Cooling was at all branches for quarterly HVAC preventative maintenance this week. The service representative noticed that there were two problems at LaGrange. The first problem was that copper piping was used in a place where PVC piping should have been used in the condensate line, and the piping has corroded.  The second problem was that the control board on the boiler has an error, and could be failing. Diane C and Bob questioned if the library’s insurance would pay for the control board if it is failing.

 

 

Conclusions

Diane will let the Board know at the October meeting what the Library’s deductible is for the boiler issue.  If the deductible is more that the cost of repairs then Diane will pay for this out of the repair and maintenance line item.

 

 

Action items

Person responsible

Deadline

 

 

 

 

 

 

 

 

Observers

Amanda Wisler; Mary Miller

adjourn

Diane motioned, Jody seconded. Motion carried unanimously at 6:30pm

Special notes

The next Library Board meeting will be Thursday, October 17, 2013 at 5:30 p.m. at the Lagrange County Public Library-203 W Spring Street LaGrange IN 46761.

At that meeting, the Board will adopt the 2014 library budget.

LAGRANGE COUNTY PUBLIC LIBRARY MEETING

Thursday, October 17, 2013 at 5:30 p.m.

At LaGrange County Public Library

 

 

 

           Diana Randall        Bob Shanahan       Susan Burger     Diane Cameron

           Susan Burger         Sue Pipher              Martin Franke   Abby Harris-Corell                      

           Amanda Wisler     Jayne Merriman      Sandy Ringler    Jerry Stanner

           Scott Swihart         Alan Wagoner  

                  

Sue P. called the meeting to order at 5:30 p.m. and asked for any additions or corrections of the agenda.
Bob moved to post pone tonight’s Executive meeting to after the November 21st meeting and to accept the agenda as amended.  Diane seconded. Motion carried unanimously.
Adopt of 2014 Library Budget: Diana read the library budget to the board and guests.  There were no objections or comments.  Martin moved to adopt the 2014 library budget.  Seconded by Diane C. Motion carried unanimously.  Diana stated she has completed all forms and is prepared to submit it to the State.
Presentation from insurance representatives: Sandy Ringler representing Silveus Insurance presented a bid for insurance to meet the needs of the library and branches.  She compared price and coverage between Hanover and Cincinnati companies.  (See attached)  Jerry Stanner and Scott Swihart presented their proposal from The Hartford Co. and explained the details of coverage.   After the presentations, Diana gave the board handouts to study and discuss on the comparisons of coverage and prices.  (See attached) After a lengthy discussion and questions, Bob moved to accept the proposal from Stanner Insurance with The Hartford for one year.  Diane C. seconded.  Motion carried unanimously.
Review and approval of minutes: Diane (DR) moved to accept the minutes of September 19, 2013 after amended to remove Jerry White’s name as he was not present at the September meeting.  Martin seconded.  All approved.  Diane questioned if the issue discussed last meeting on paying bills has been addressed.  Diana said she and Angela are working with the accountant (Trowbridge) on adjusting to pay bills the month they are due.  Diane asked if there are any discounts for paying on time.  Diana stated she will talk to Angela about checking in to this.  Bob asked if the boiler repair was under warranty.  Diana stated it was not, plus there is a $1000 deductible and the bill was less.  Motion carried unanimously.
Directors Report: Diana reviewed her report (See attached) She commented she is pleased with the service of Masters on preventive maintenance on the HVAC system.  They caught that there was a shield missing on the boiler, called the company and then installed the shield.  Diana then discussed the Buckeye Power preventative maintenance yearly service for the library backup generator.  They will service and maintain the generator twice a year.  Diana also shared with the Board that if diesel fuel is ordered from North Central Coop in small amounts, there is a $40 fuel charge.
Reports and Claims: Diane moved to pay claims 595-664 for September in amount of $71,840.43.  Bob seconded.  Motion carried unanimously.
After the Reports and Claims were discussed, Vice President, Sue Pipher, became ill and left the meeting.  Secretary, Bob Shanahan took over as Chairperson of the October Board Meeting.
Policy (DR) Committee: The Policy (DR) Committee presented revisions to the library’s current policies and introduced three new policies for study rooms, eReaders and security gates.  Diana presented the revisions for the Employee Handbook which will become effective January 2014 if approved.  Copies will be given to all employees to read and sign.  After brief discussion, Martin moved to accept all the revisions to the library policies and the Employee Handbook, and to adopt the new policies.  Susan B. seconded.  Motion carried unanimously. Diana thanked the committee for their hours of work in this matter.
Diana informed the board Todd Samuelson will be present at the November meeting so speak about closing down the bond.  Bob inquired how the library stands on the unemployment issue.  Diana said the judge found in favor of the library, but the decision may be appealed and she has not been notified further.  The board requested that Diana call and inquire if a decision has been made.  
Bob asked Abby how the IT Outsourcing is going.  Abby stated the first 4 phases are complete and next year she and Diane would like to develop a staff intranet.
Diane moved to adjourn.  Susan B. seconded.  Motion carried unanimously.
No other items were discussed.

LAGRANGE COUNTY PUBLIC LIBRARY MEETING
Thursday, November 21, 2013 at 5:30 p.m
 At LaGrange County Public Library
            Diana Randall        Bob Shanahan       Susan Burger     Diane Cameron
           Jody Blake             Jerry White   Martin Franke      Abby Harris-Correll  
                               Todd Samuelson                   Jayne Merriman               
                  
 
Jerry called the meeting to order at 5:30 p.m. and asked for any additions or corrections of the agenda.
Diana asked for the additions of a report from Abby and transfer of funds.
Presentation by Todd Samuelson from Umbaugh & Associates: (See attached) Todd noted there is a little over half a million left in the construction fund that can be used to pay down the bond.  He recommended starting with the 2015 debt service payment of the 2010 Bond Series A, to use the funds left to pay the debt service for this bond through the last payment in 2018.  He recommends this as the best option to keep the tax rate at an even rate.  The amount left after the 2018 payment on the 2010 Bond Series A can then be used to help pay the 2019 Bond Series A debt service payment.  The 6th year the tax rate would return to normal. Diane asked if monies remaining in the construction fund can draw interest. Todd stated it could but the fund cannot earn a higher rate of interest than the library is paying out. After discussion the board decided to make payment on bond in 2015.  Diana will contact Todd when she begins to work on the 2015 budget next summer, and they will work with George Helton the Library’s DLGF representative.
Review and approval of minutes: Martin moved to accept the minutes of October 17, 2013 as amended.
Diane seconded.  Motion carried unanimously.
Directors Report: Diana reviewed her report (See attached) She stated staff evaluations are almost completed.  She invited the Board to the staff Christmas party December 14th at the Blue Gate in Shipshewana.  She noted the passenger seat in the Bookmobile has no safety belt.  Kitty is working on getting one put in.  There is also an issue with the driver’s seat belt which appears to have some fraying from wear and tear.  Kitty is working on replacement of this as well.  She reported Jerry White has been reappointed as board member for a third term by Westview and Prairie Heights schools.
Reports and Claims: Bob moved to pay claims 665-730 for October in the amount of $93,175.18.  Jody seconded.  Motion carried unanimously.
Transfer of funds: Diana reviewed the 6 transfer of funds for the board. (See attached)  Diane moved to make these transfers indicated by Diana.  Martin seconded.  Motion carried unanimously.
Diana and Abby reported on the quote for the Library’s computers anti-virus service from Maple Tronics.   After discussion, Jody moved to approve the Maple Tronics bid for $1948.70 which would be for three years.  Susan seconded.  Motion carried unanimously.
Personnel Committee: Bob stated discussion to follow at the Executive meeting 
Facilities Report: Jerry reported the Topeka Branch library is still having humidity problems.  Records do not show when the filters were ever changed in the humidifiers there.  Filters are limed up and the service tech from Masters believes this is a contributing factor to the water coming from the ceiling.  New filters are being installed tomorrow at this branch.  Diana will be following up with Masters on this.
Also reported the Air Handler 3 at the main branch still does not function properly.  The engineer, SCO, has hired an independent third party to examine the problem next summer when the outside temperature reaches 85 degrees.  The party in error will pay the cost to rectify the problem which will be determined by this independent assessment.
Policy Committee: None
Correspondence: None
Old & New business: Abby reported only 3 more evaluations need to be done and will be by tomorrow.
Martin asked Abby if the command center is up and running.  She stated it is and the number of patrons entering the libraries is greater than reported previously.
Diane moved to adjourn.  Martin seconded.  Motion carried unanimously.
Followed by an Executive Meeting: IC 5-14-1.5-6.(b)(9) to discuss job performance evaluations of employees.
No other items were discussed.

LAGRANGE COUNTY PUBLIC LIBRARY MEETING

Thursday, December 19, 2013 at 5:30 p.m.

 At LaGrange County Public Library

 

 

           Diana Randall        Susan Burger     Diane Cameron      Jody Blake   Jerry White              

Martin Franke      Abby Harris-Corell      Kitty Helmkamp     Amanda Wisler      Jayne Merriman               

                  

 Jerry called the meeting to order at 5:30 p.m. Martin moved to accept the agenda as presented. Diane seconded. Motion carried unanimously.
Review and approval of minutes: Diane moved to accept the minutes of November 21, 2013 as written. Susan seconded. Motion carried unanimously.
Directors Report: Diana reviewed her report (See attached) There were no questions or discussion.
Reports and Claims: Jody moved to pay claims 731-789 for November in the amount of $66,415.42. Diane seconded. Motion carried unanimously.
Transfer of funds: Martin moved to transfer $522.00 from Communication & Transportation- Bookmobile to Traveling Expenses and $200.00 from Other Services and Charges-Dues to Services and Charges-Other Professional Services. Susan seconded. Motion carried unanimously.
Personnel Committee: Martin reported it will not be necessary for a transfer of funds for salaries next year. The Director will receive $62,000.00 a year, the Assistant Director will received $36,000.00 until she acquires her masters in May, 2014, at which time she will receive $38,000.00 a year.
Facilities Report: Jerry reported that two weeks ago a leak was discovered in the adult section. It appears to come from a stainless steel pipe caused by condensation in a joint. It is to be replaced. Also, in the cataloging department there are too many outlets on one electric line and when there are several things on at once the circuit breaker kicks off. A second electric line will be run to redistribute the power.
Policy Committee: Diane reviewed a new policy for the Second Saturday Book Club. (See attached) and recommends the board’s approval to the policy. The board approved. Diane asked about the bookmobile seat belts. Kitty reported two seat belts have been installed. The driver’s seat belt will be replaced at no cost. Martin inquired about the generator. Diana and Abby report it has been running between 9:25-10 AM. Abby presented book bags sold by the Friends of the Library and asked the boards support. Jerry noted the January meeting will include election of officers. He has enjoyed his time as president the last two years and will be stepping to the side next year. Diana and Abby noted the excellent work of Kitty and staff of the bookmobile, increasing circulation a great deal this year. The Bookmobile was featured in the trade journal Center Point in the December-January 2013-14 issue. Thanks to Johnnetta for submitting it. There was no other business.
Jody moved to adjourn. Susan seconded. Motion carried unanimously.

Board Minutes and Agenda